QAD Enterprise Applications

Enterprise Edition

User Guide
QAD Financials

Introduction to QAD Financials

Setting Up Financial Foundations
Setting Up Multiple Currencies
Setting Up General Ledger
Setting Up Business Relations
General Ledger Transactions
Accounts Receivable
Self-Billing
Accounts Payable
Evaluated Receipts Settlement
Banking and Cash Management
Budgeting
Consolidation
Financial Reports
Financial Report Writer
General Ledger Report Writer

70-3163-2012EE
QAD Enterprise Applications 2012
Enterprise Edition
March 2012
This document contains proprietary information that is protected by copyright and other intellectual
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prior written consent of QAD Inc. The information contained in this document is subject to change
without notice.

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Contact the appropriate companies for more information regarding trademarks and registration.

Copyright © 2012 by QAD Inc.

Financials_UG_v2012EE.pdf/ymg/ymg

QAD Inc.
100 Innovation Place
Santa Barbara, California 93108
Phone (805) 566-6000
http://www.qad.com
 Contents
Change Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiii

Chapter 1 Introduction to QAD Financials . . . . . . . . . . . . . . . . . . . . .1

User Interface Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Business Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Entities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Shared Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Business Relations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Multiple Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Supplementary Analysis Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Intercompany . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Daybooks and Accounting Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Other GL Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
General Ledger Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
GL Consolidation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
COA Cross Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Evaluated Receipts Settlement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Banking and Cash Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Financial Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Financial Report Writer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
General Ledger Report Writer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Internationalization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Bank Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Journal Entries Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Advanced GL Numbering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Specialized Chinese Accounting Practices . . . . . . . . . . . . . . . . . . . . . . 17
Unicode and UTF-8 Code Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Multiple Languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Alternate Chart of Accounts (COA) . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
iv User Guide — QAD Financials

Chapter 2 Setting Up Financial Foundations . . . . . . . . . . . . . . . . . .19

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Data Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Setting Up Shared Set Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
COA Mask Shared Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Shared Set Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Setting Up Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Domain Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Domain Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
System Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Active and Inactive Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Domain Code Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Confirming Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Creating and Confirming Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Shared Sets Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Operational Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Cross-Company Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Invoice Numbering Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Changing the Current Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Setting Up Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Profile Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Creating Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Setting Up Entities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Shared Sets Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Additional GL Numbering Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Taxes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Default System Domain Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Chapter 3 Setting Up Multiple Currencies . . . . . . . . . . . . . . . . . . . .51

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Statutory Currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Rounding Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Exchange Rate Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Exchange Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Inventory Exchange Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Derived Exchange Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Derived Exchange Rate Example 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Derived Exchange Rate Example 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Realized Gain/Loss Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
 Contents v

Purchase Gain/Loss Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Currency Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Chapter 4 Setting Up General Ledger . . . . . . . . . . . . . . . . . . . . . . . .69

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
General Ledger Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
General Ledger Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Setting Up the Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
GL Account Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
System Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Account Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Creating GL Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Posting Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Currency Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Analysis Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Report Link Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Banking Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Cash Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Defaults Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Related Views and Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Sub-Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Cost Centers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Project Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Project Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Creating Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
GL Account Unit of Measure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Alternate Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Chinese Alternate COA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Creating Alternate COA Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Creating an Alternate COA Structure . . . . . . . . . . . . . . . . . . . . . . . . . 103
Copying an Alternate COA Structure . . . . . . . . . . . . . . . . . . . . . . . . . 105
Alternate COA Excel Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
COA Cross-References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
COA Cross-Reference Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Grid Mapping Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Creating COA Cross-References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Grid Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Search Order for COA Cross-Reference Mappings . . . . . . . . . . . . . . . 112
COA Cross Reference Excel Integration . . . . . . . . . . . . . . . . . . . . . . . 114
Copying COA Cross-References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Validating Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
COA Masks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
vi User Guide — QAD Financials

Implementing COA Masks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Sub-Account COA Mask . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Cost Center COA Mask . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Project COA Mask . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
COA Mask Validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
COA Mask Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
COA Mask Browses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
COA Mask Excel Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
GL Implementation Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Supplementary Analysis Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
System SAF Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
User-Defined SAF Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Creating SAF Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Creating SAF Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Creating SAF Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
SAF Defaulting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
SAF Reporting and Related Views . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Setting Up GL Correction Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Correction Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Configuring Transactions in GL Correction Control . . . . . . . . . . . . . . 141
Accounting Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Transient Layer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Management Layer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Official Layer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Creating GL Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Using Daybooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Daybook Reporting Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Defining Daybooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Financial Daybooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Operational Daybooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Defining Default Daybooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Daybook Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Defining Daybook Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
External Daybooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Modifying Reporting Daybooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Defining the GL Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Closing Periods at Month End . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Year-End Closing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Period Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Period Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Application Areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Defining a Domain GL Calendar Year . . . . . . . . . . . . . . . . . . . . . . . . 170
Modifying Entity GL Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
 Contents vii

Period Marks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Running GL Consistency Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Running the Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Consistency Checks Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Reporting a Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Defining Operational Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Operational Accounting Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Domain/Account Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Setting Up Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Operational Allocation Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Financial Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Structured Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

Chapter 5 Setting Up Business Relations . . . . . . . . . . . . . . . . . . .195

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Segregation of Duties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Entity Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
E-Mail Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Setting Up Base Address Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Country . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
State . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
County . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Corporate Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Address Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Autonumbering Sequences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Creating Business Relations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Address Information Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Tax Information Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Contact Persons Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
Defaults Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
General Data for Customers and Suppliers . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Invoice Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Sample Invoice Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Creating Invoice Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Credit Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Types of Credit Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Creating Credit Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Normal Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Discount Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Staged Payments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
viii User Guide — QAD Financials

Creating Credit Terms with Fixed Due Dates . . . . . . . . . . . . . . . . . . . 227

Payment Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Payment Format Setup Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Payment Format Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Bank File Format Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Linking Payment Formats to Bank Accounts . . . . . . . . . . . . . . . . . . . 236
Associating Your Bank with Customers or Suppliers . . . . . . . . . . . . . 237
BLWI Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Setting Up Customer Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Customer Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Customer Credit Rating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Bank Account Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Creating Customer Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Business Relation Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Accounting Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Payment Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Banking Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Defaults Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Credit Limit Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Tax Info Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Comments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Creating Customer Ship-To Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Creating a New Ship-To Code and Address . . . . . . . . . . . . . . . . . . . . 257
Using Another Customer or End-User Address as the Ship-To . . . . . 257
Modifying a Shared Ship-To Address . . . . . . . . . . . . . . . . . . . . . . . . . 258
Reassigning a Shared Ship-To Address . . . . . . . . . . . . . . . . . . . . . . . . 259
Setting an Existing Address as the Ship-To . . . . . . . . . . . . . . . . . . . . . 259
Deleting a Ship-To . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Creating End Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Creating a New End-User Code and Address . . . . . . . . . . . . . . . . . . . 263
Setting a Ship-To Address as an End User . . . . . . . . . . . . . . . . . . . . . 263
Setting an Existing Address as an End User . . . . . . . . . . . . . . . . . . . . 263
Modifying a Shared End User Address . . . . . . . . . . . . . . . . . . . . . . . . 264
Reassigning a Shared End User Address . . . . . . . . . . . . . . . . . . . . . . . 264
Deleting an End User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
Customer Opening Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Customer Opening Balance and Invoice Numbering . . . . . . . . . . . . . 266
Setting Up Supplier Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Supplier Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Purchase Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Payment Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Creating Supplier Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Business Relation Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
 Contents ix

Accounting Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271

Payment Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
Banking Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Defaults Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Tax Info Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Comments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Withholding Tax Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Supplier Opening Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Supplier Opening Balance and Invoice Numbering . . . . . . . . . . . . . . 278
Creating Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
Business Relation Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279

Chapter 6 General Ledger Transactions. . . . . . . . . . . . . . . . . . . . .281

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283
GL Transaction Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283
Posting Transactions from Other Modules . . . . . . . . . . . . . . . . . . . . . 286
Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Posting Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
Currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Quantity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Intercompany . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Cost Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
SAF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
GL Open Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Tax Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Journal Entry Auto Balancing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301
Transient Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Journal Entries and Daybook Security . . . . . . . . . . . . . . . . . . . . . . . . . 303
Additional GL Numbering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Setting Up Additional GL Numbering . . . . . . . . . . . . . . . . . . . . . . . . . 305
Sequence Number for Posted Transactions . . . . . . . . . . . . . . . . . . . . . 307
Numbering Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
GL Sequence Renumber Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
GL Numbering Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Numbering Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Verifying and Approving Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
Defining Status Transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
Verifying Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
Approving Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
GL Open Item Reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Deallocating an Allocated Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Viewing Source Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
x User Guide — QAD Financials

GL Open Item Initialization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334

GL Open Item Reports and Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337
Revaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Accounts Subject to Revaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Setting Up Revaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Revaluation Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Revaluation Methods and Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Revaluation Postings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
GL Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Simulating Revaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
Open Item Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Setting Up Open Item Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Adjust Open Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Adjusting Open Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359
Allocate GL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Modifying Open Item Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . 363
Viewing Open Item Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363
Posting Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Creating a Posting Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Using a Posting Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Recurring Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366
Entry Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368
Posting Recurring Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368
Reversing Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370
Manual Reversal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370
Automatic Reversal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Modifying Reversing Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . 373
Deleting Reversing Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Running Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Defining Allocation Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
GL Allocation Batch Run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Proportional Fraction Allocation Example . . . . . . . . . . . . . . . . . . . . . 376
Mass Layer Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Mass Layer Transfer for Periodic Costing . . . . . . . . . . . . . . . . . . . . . . 382
Intercompany and Cross-Company Transactions . . . . . . . . . . . . . . . . . . . . . . . 383
Intercompany Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
Cross-Company Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
Daybook Security and Cross-Company Postings . . . . . . . . . . . . . . . . 389
Journal Entry Excel Cross-Company Integration . . . . . . . . . . . . . . . . . . . . . . . 389
Downloading the Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
Cross-Company Journal Entry Levels . . . . . . . . . . . . . . . . . . . . . . . . . 390
Importing from Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392
 Contents xi

Defaulting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Mirror Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Triggering Mirror Accounting Using Analysis . . . . . . . . . . . . . . . . . . 397
Setting up Mirror Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Defining Source and Mirror Accounts . . . . . . . . . . . . . . . . . . . . . . . . . 399
Mirror Accounting Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Year-End Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Set Up Year-End Closing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Year-End Closing Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Running Year-End Closing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
Records and Postings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
Validation Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
Exporting Accounting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Specifying Export Destination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Accounting Data Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Reviewing Posted Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411
GL Transactions View Extended . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411
Trial Balance View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415

Chapter 7 Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . .421

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Customer Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Customer Invoice Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Sales-Related Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Draft Customer Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Creating Customer Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Navigating Customer Invoice Create . . . . . . . . . . . . . . . . . . . . . . . . . . 426
General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Addresses Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433
Financial Info Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434
Operational Info Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
Tax Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
CI Posting Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440
Comments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441
Suspended Tax on Customer Invoices . . . . . . . . . . . . . . . . . . . . . . . . . 441
Invoice Certification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441
Setting Up Invoice Certification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Generating the Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
Viewing the Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446
Exporting the Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
Processing Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448
Customer Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448
Setting Up Customer Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
xii User Guide — QAD Financials

Customer Payment Instruments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450

Customer Payment Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
Payment Processing Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454
Credit Card Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
Creating Customer Payment Status Codes . . . . . . . . . . . . . . . . . . . . . 459
Creating Customer Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461
Allocating a Customer Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
Creating a Deduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465
Creating a Prepayment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465
Customer Payments and Open Items . . . . . . . . . . . . . . . . . . . . . . . . . . 465
Allocation Discounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466
Allocation and Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466
Modifying Customer Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466
Modifying Bank Details on a Customer Payment . . . . . . . . . . . . . . . . 466
Customer Payment Mass Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . 468
Creating Customer Payment Selections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
Customer Payment Selection Modify . . . . . . . . . . . . . . . . . . . . . . . . . 475
Customer Payment Selection View . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
Customer Payment Selection Execute . . . . . . . . . . . . . . . . . . . . . . . . . 475
Printing Customer Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
Collecting Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477
Managing Customer Credit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
Maintaining Credit Limit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
Credit Limits and Invoice Status Codes . . . . . . . . . . . . . . . . . . . . . . . . 479
Credit Reporting and Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
Customer Activity Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
Credit Details Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Activities Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
Invoices Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
Payments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
Comments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
Realized Gain and Loss . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488
Reminding Customers of Outstanding Balances . . . . . . . . . . . . . . . . . . . . . . . 489
Reminder Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 490
Selecting Customers for the Reminder Letter . . . . . . . . . . . . . . . . . . . 491
Sample Reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491
Finance Charges on Overdue Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 492
Calculating Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495
Draft Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496
Customer Aging Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496
Customer Aging Analysis Current Report . . . . . . . . . . . . . . . . . . . . . . 496
 Contents xiii

Chapter 8 Self-Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .501

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502
Reviewing Traditional Self-Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . 502
Customer-Initiated Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503
Self-Bill Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504
Self-Billing Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504
Preparing to Use Self-Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504
Setting Up Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505
Capturing Self-Billing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 506
Creating Self-Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 506
Using Self Bill Auto Create . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508
Maintaining Self-Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510
Importing Self-Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 511
Creating a New Self-Bill in Self-Bill Maintenance . . . . . . . . . . . . . . . . . . . . . 511
Working with Self-Bill Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 513
Matching Adjustment Self-Bill Lines . . . . . . . . . . . . . . . . . . . . . . . . . 515
Deleting Self-Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515
Confirming Self-Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 516
Using Self-Bill Confirm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 516
Unconfirming Self-Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517
Self-Billing Reports and Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518
Self-Bill Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518
Invoice AR Balance Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 519
Self-Bill Discrepancy Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 519
Shipment-Invoice Cross-Reference Report . . . . . . . . . . . . . . . . . . . . . 520
Self-Bill Delete/Archive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521

Chapter 9 Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .523

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525
Supplier Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525
Receiver Matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526
Financial Matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527
Releasing Invoices for Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 528
Supplier Invoice Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 528
Using the Scan Daemon to Create Invoices . . . . . . . . . . . . . . . . . . . . . 529
Supplier Invoice Control Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 529
Invoice Allocation and Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 531
Types of Supplier Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532
Supplier Invoice Create . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532
Navigating Supplier Invoice Create . . . . . . . . . . . . . . . . . . . . . . . . . . . 532
General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533
Addresses Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540
xiv User Guide — QAD Financials

Financial Info Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540

Tax Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 543
SI Posting Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 546
Matching Posting Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547
Withholding Tax Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548
Modifying a Supplier Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 549
Financial Matching and Daybook Security . . . . . . . . . . . . . . . . . . . . . 549
Delayed Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 550
Allocating, Approving, and Releasing for Payment . . . . . . . . . . . . . . . . . . . . . 550
Allocating Supplier Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551
Approving Supplier Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 552
Supplier Invoice Status Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554
Reversing and Replacing Supplier Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . 555
GL Correction Control Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 556
Attachments and Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 556
Supplier Invoice Reverse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 556
Replacing Supplier Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 558
Creating Initial Supplier Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 559
Modifying an Initial Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561
Receiver Matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 562
System Effects of Matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 562
Matching Postings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 563
Cross-Company Postings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 563
Partial Matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564
Variances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564
Cost Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564
Intrastat Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565
Foreign Currency PO Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565
Tax Calculation During Matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . 566
Reversing Tax Postings after Recalculation . . . . . . . . . . . . . . . . . . . . 567
Types of Receiver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568
Managing the Matching Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 571
Using Invoice Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 572
Matching Standard Invoices to Receivers . . . . . . . . . . . . . . . . . . . . . . 574
Standard Invoices and Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 574
Matching Initial Invoices to Receivers . . . . . . . . . . . . . . . . . . . . . . . . 576
Initial Invoices and Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 576
Matching Logistics Supplier Invoices to Pending Invoices . . . . . . . . . 577
Starting Receiver Matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 579
Receiver Matching Create . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 579
Pro-Rating of Logistics Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583
Matching Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585
Manual Posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 587
 Contents xv

Update Invoice Amount . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 587

Modifying Receiver Matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 587
Receiver Matching and Daybook Security . . . . . . . . . . . . . . . . . . . . . 588
Sample Matching Postings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 589
PO for Inventory Item with Tax Accrued at Receipt . . . . . . . . . . . . . . 589
PO for Inventory Item with Rate Variance . . . . . . . . . . . . . . . . . . . . . 590
PO for Inventory Item with Rate and Usage Variance . . . . . . . . . . . . 591
PO for Inventory Item with Tax Rate Change . . . . . . . . . . . . . . . . . . . 592
Matching Accrued Duty and Freight for a PO Receipt . . . . . . . . . . . . 594
Matching an Accrued Freight Pending Invoice . . . . . . . . . . . . . . . . . . 596
Statutory Currency and Receiver Matching . . . . . . . . . . . . . . . . . . . . . 597
Payables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599
Other AP Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599
Supplier Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599
Supplier Payment Instruments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 600
Setting Up Supplier Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 600
Supplier Payment Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601
Creating Supplier Payment Status Codes . . . . . . . . . . . . . . . . . . . . . . 604
Creating Supplier Payment Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . 606
Creating Supplier Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 606
Modifying Bank Details on a Supplier Payment . . . . . . . . . . . . . . . . . 608
Supplier Payment Mass Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 608
Supplier Payment Selections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 610
Payment Selection Processing Examples . . . . . . . . . . . . . . . . . . . . . . . 612
Creating Supplier Payment Selections . . . . . . . . . . . . . . . . . . . . . . . . . 615
Creating a Prepayment on a Payment Selection . . . . . . . . . . . . . . . . . 618
Changing Bank Accounts on a Payment Selection . . . . . . . . . . . . . . . 619
Changing Payment Attributes on a Selection . . . . . . . . . . . . . . . . . . . 619
Changing Payment Formats and Supplier Invoices . . . . . . . . . . . . . . . 620
Changing Payment Formats and Supplier Records . . . . . . . . . . . . . . . 621
Supplier Payment Selection Confirm . . . . . . . . . . . . . . . . . . . . . . . . . . 622
Supplier Payment Selection Unconfirm . . . . . . . . . . . . . . . . . . . . . . . . 624
Supplier Payment Selection Execute . . . . . . . . . . . . . . . . . . . . . . . . . . 624
Supplier Payment Selection Re-execute . . . . . . . . . . . . . . . . . . . . . . . 625
Realized Gain and Loss . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 626
Printing Supplier Payment Instruments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 626
Printing Supplier Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627
Printing and Voiding Supplier Checks . . . . . . . . . . . . . . . . . . . . . . . . 629
Supplier Activity Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630
Summary Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 631
Activity Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 631
Invoices Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 632
Payments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 634
xvi User Guide — QAD Financials

Comments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 636

Supplier Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 636
Supplier Invoice Register Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 636
Aging Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 638

Chapter 10 Evaluated Receipts Settlement . . . . . . . . . . . . . . . . . . .643

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 644
Benefits of ERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 645
Set Up ERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 645
Run ERS Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 645
Set Up ERS Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 646
Set Up ERS for Suppliers, Sites, and Items . . . . . . . . . . . . . . . . . . . . . 647
ERS and Ordering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 649
Purchase Orders with ERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 649
Blanket Orders with ERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 652
Scheduled Orders with ERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 652
ERS-Eligible Shipper Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 652
Receiving a Purchase Order with ERS . . . . . . . . . . . . . . . . . . . . . . . . 653
ERS and Fiscal Receiving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 653
ERS Processor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 654
Processor Flow for Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 654
Invoice Status Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 657
Process Flow for Legal Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 658
ERS and Tax Calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 660
ERS Postings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 660
Multiple Sites and Entities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 661
ERS Audit Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 661
ERS Fields Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 661

Chapter 11 Banking and Cash Management . . . . . . . . . . . . . . . . . .663

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 664
Set Up Banking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 664
Using Banking Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 664
Electronic Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 664
EDI Advanced Banking for Accounts Receivable . . . . . . . . . . . . . . . . 665
Petty Cash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 665
Cash Flow Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 665
Banking Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 665
Define Bank Account Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 665
Define Own Bank Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 668
Using Banking Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 669
Bank Statements and Banking Entries . . . . . . . . . . . . . . . . . . . . . . . . . 669
 Contents xvii

Creating Bank Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 669

Allocating Statement Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 669
Posting Bank Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 670
Banking Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 670
Banking Entry Create Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 671
Banking Entry Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 673
Allocating Bank Entry Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 673
Allocate to Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 674
Currency Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 679
Allocate as a Prepayment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 682
Allocate to Payment Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 683
Allocate to Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 684
Allocate to GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 686
Reference Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 687
Value Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 687
Realized Gains and Losses in Banking Entry . . . . . . . . . . . . . . . . . . . 688
Banking Entry Allocate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 690
Electronic Banking Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 690
Bank File Format Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 691
Linking Payment Formats to Bank Accounts . . . . . . . . . . . . . . . . . . . 691
Mapping Transaction Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 691
Check Bank File Extensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 692
Electronic Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 693
Loading Bank Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 693
Processing Incoming Bank Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 693
Process Incoming Bank Files Function . . . . . . . . . . . . . . . . . . . . . . . . 696
Errors in Transaction Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 702
Multiple Invoice Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 703
New AR Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 704
Processing Existing AR Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . 704
Processing Existing AP Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . 704
Imported Bank File Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 704
EDI Advanced Banking for Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . 707
Setting Up Interest Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 708
Creating a Payment Selection with the Initial Status . . . . . . . . . . . . . . 709
Sending Notification to the Bank . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 711
Receiving Confirmation or Rejection from the Bank . . . . . . . . . . . . . 711
Modifying Executed Payment Selections . . . . . . . . . . . . . . . . . . . . . . 712
Receiving Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 714
Receiving Payment Notification from the Bank . . . . . . . . . . . . . . . . . 714
Posting Interest and Discount Amounts . . . . . . . . . . . . . . . . . . . . . . . . 715
Customer Payment Selection Extended View . . . . . . . . . . . . . . . . . . . 716
Using Petty Cash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716
xviii User Guide — QAD Financials

Petty Cash Create . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716

Setting Up Petty Cash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 717
Creating Cash Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 717
Petty Cash Allocate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 719
Cash Flow Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 720
Creating Cash Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 721
Creating Cash Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 721

Chapter 12 Budgeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .725

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 726
Report Structures and Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 726
Setting Up Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 727
Budget Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 727
Budget Report Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 728
Creating Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 728
General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 730
Budget Period Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 732
Levels Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 733
Structures Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 734
Defining Topic Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 738
Versions Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 741
Budget Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 742
Modifying Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 742
Copying Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 742
Rebuilding Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 743
Linking with Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 743
Budget Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 746
Budget Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 746
Budget Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 747

Chapter 13 Consolidation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .749

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 750
Consolidation and Currency Translation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 751
Setting Up Consolidation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 752
Creating COA Cross-References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 753
Creating a Consolidation Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 754
Consolidation Cycle and Daybook Security . . . . . . . . . . . . . . . . . . . . 757
Consolidation Period Cross-Reference . . . . . . . . . . . . . . . . . . . . . . . . 758
Set Up Intercompany Eliminations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 760
Creating a Consolidation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 760
Consolidation Cycle List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 762
Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 762
 Contents xix

Intercompany Elimination Postings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 762

Special Considerations for Staged Consolidations . . . . . . . . . . . . . . . 763
Consolidation Period Closing View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 763

Chapter 14 Financial Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .765

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 766
Reporting Framework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 767
Report Daemon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 767
GL Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 767
Report Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 768
Master Data Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 770
GL Transaction Activity Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 770
GL Transaction Activity Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 773
Analytical Transaction Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 774
Analytical Transaction Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 775
GL Closing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 775
Accounts Receivable Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 777
Customer Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 779
Self-Billing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 781
Customer Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 781
Accounts Payable Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 782
Supplier Activity Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 782
Receiver Matching Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 783
Supplier Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 785
Banking and Cash Management Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 785
Financial Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 785
Structured Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 786
Creating a Report Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 786
System Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 791
Executing Structured Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 791
Report Customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 793
Changing Report Settings and Defaults . . . . . . . . . . . . . . . . . . . . . . . . 794
Server Output Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 797
Creating and Modifying Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 798
Native Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 798
Report Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 799
Using the Merge Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 799
Running Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 801
Report Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 802
Report Execute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 803
Regional Report Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 803
xx User Guide — QAD Financials

Chapter 15 Financial Report Writer. . . . . . . . . . . . . . . . . . . . . . . . . .805

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 806
Financial Report Writer Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 806
Financial Report Writer versus Consolidation . . . . . . . . . . . . . . . . . . . 807
Setting Up Financial Report Writer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 807
Setting Up the Report Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 809
Setting Up COA Cross-References . . . . . . . . . . . . . . . . . . . . . . . . . . . 812
Define Report Cube . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 813
Cube Generation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 819
Cube Trial Balance View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 820
Report Analysis Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 822
Cube Daemon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 827
Report Tree Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 828
Report Tree Excel Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 830
Upload From CSV . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 830
Loading a CSV File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 834
Export to CSV File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 834
Report Column Group Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 835
Report Master Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 838
Financial Report Run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 840

Chapter 16 General Ledger Report Writer . . . . . . . . . . . . . . . . . . . .843

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 844
Implementing GL Report Writer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 845
Create GL Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 845
Set Range of Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 846
Define Reporting Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 846
Rounding Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 847
Set Up Control Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 847
Synchronize Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 848
Set Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 848
Setting Up Report Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 849
Planning Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 849
Analysis Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 850
Row Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 853
Creating Text Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 855
Creating Data Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 856
Creating a Calculation Row . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 859
Print Control in Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 860
Column Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 861
Creating an Actual Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 862
Creating a Budget Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 864
 Contents xxi

GLRW Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 866

Creating GLRW Budget Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 866
Deleting GLRW Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 868
Calculating GLRW Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 869
Defining Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 869
Using Controlling Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 872
Using Global Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 873
Titles and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 874
Report Base Period Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 875
Running Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 875
Checking Reports for Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 877
Invalid Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 877
Content Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 877
Redundant Components or Omissions . . . . . . . . . . . . . . . . . . . . . . . . . 878
Managing Report Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 879

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .881
xxii User Guide — QAD Financials
 Change Summary
The following table summarizes significant differences between this document and previous
versions.
Date/Version Description Reference
March 2012/2012 EE Process map graphics removed from the guide because you can now --
link from the QAD EE application process maps to the QAD Document
Library
Updated field descriptions for Analysis tab in GL Account Create page 84
Added Invoice Certification field to Invoice Numbering tab of Domain page 36
record
Added Suspended Date Type and Delayed Date Type fields to Taxes tab page 48
of Entity record
Added description for new value in TC Revaluation in SC field of page 83
Currency tab in GL Account Create
Added section on Journal Entry Auto Balancing page 301
Added section on Invoice Certification page 441
Updated Customer Payment Mass Change section to include new fields page 468
Updated Customer Payment Selection for new fields page 471
Added section on Customer Payment Selection Modify page 475
Added section on Customer Payment Selection View page 475
Added field description for Tax Excluded field in Supplier Invoice page 536
Added section on EDI Advanced Banking for Accounts Receivable page 707
Added chapter on Financial Report Writer page 805
September 2011/2011.1 EE Rebranded for QAD 2011.1 EE --
Parts 1 and 2 consolidated into single book
Updated section on purchase gain and loss accounts to state that the page 65
account must be a standard account
Added new section on Grouping Payment Attribute page 233
Updated field description for the Link to Invoice field in Supplier page 536
Invoice Create
Updated the note regarding the Transferred payment status page 611
xxiv User Guide — QAD Financials
 Chapter 1

Introduction to QAD Financials

QAD Financials consists of a set of financial modules that provide a complete solution for global
manufacturing companies to:
• Support accounting transactions and financial management across the organization.
• Offer both simple internal reporting tools and sophisticated budgeting and analysis.

The core financial administrative processes—General Ledger, Accounts Payable, Accounts

Receivable, Budgeting, Cash Management, Consolidation, and Reporting—are integrated into one
comprehensive system. This supports the financial administrator with system-wide control and
immediate information on any aspect of the organization’s finances.
QAD Financials can be deployed across multinational organizations and supports multiple
languages, currencies, and tax systems. Financial features manage international accounting issues,
such as currency revaluation and differing tax systems, and function in both single-entity and
multiple-entity environments. Extended budgeting and cost accounting features handle cost
control and allocation issues.
Financials combines local legislative and business processes with cost accounting and
management accounting practices specific to an organization’s needs, while providing support that
enables the organization to comply with Sarbanes-Oxley and International Financial Reporting
Standards (IFRS).
The term financials is used to refer to those modules, programs, and functions that deal with
financial accounting and reporting. The term operational is used to refer to the other types of
activities that take place in QAD applications, such as sales orders, purchasing, inventory
transactions, and manufacturing activity.
The following topics introduce QAD Financials.
User Interface Features 3
Provides an overview of the .NET UI features.
Business Model 4
Introduces the Financials business model.
Multiple Currencies 7
Provides an overview of how multiple currencies are handled.
General Ledger 7
Introduces the Financial General Ledger features and functions.
2 User Guide — QAD Financials

Accounts Receivable 11
Introduces the accounting processes related to customer invoices and payments.
Accounts Payable 12
Introduces the accounting processes related to supplier invoices and payments.
Evaluated Receipts Settlement 13
Summarizes the Evaluated Receipts Settlement accounts payable feature.
Banking and Cash Management 13
Introduces the main concepts in banking and cash management.
Budgeting 14
Summarizes the main features of budgeting.
Financial Reporting 14
Provides an overview of the Financials reporting framework.
Internationalization 16
Describes how Financials supports international accounting requirements.
 Introduction to QAD Financials 3

User Interface Features

Financial functions operate seamlessly within the .NET User Interface and provide the same basic
features as other QAD application functions. However, some additional, extended features are
available in the component-based functions that distinguish them from standard QAD application
programs.
Workflow. Workflow is a built-in automated approval process that can be applied to any record
or document created in the system. It uses an Inbox feature and e-mail to notify users of
actions they must take. For more information, see User Guide: Introduction to QAD
Enterprise Applications.
Customization. Built-in customization tools enable customization of the interface to specific
organizational and user requirements. You can also use user-defined fields for capturing
information. The system automatically includes these fields in browses.
When customizing Financials and integrating with Financials, you can refer to the QAD
Financials API documentation for information on activities, queries, and methods for
components.
The API documentation is provided in HTML format with each QAD Enterprise Financials
release. It is stored in the HTMLdocumentation folder in your installation directory in a file
called QADFIN_Documentation.zip.
The API documentation represents the documented class model for the application business
layer, and is written by QAD developers. The API documentation is described in detail in the
Best Practices for Customization training course.
For more information on customization, see User Guide: QAD System Administration. You
can also define user-defined business components to customize both the user interface and the
application back-end.
Microsoft Office Integration. The QAD .NET UI lets you export and import financial data to
and from Microsoft Office applications, such as Microsoft Excel. You can also associate
Microsoft Word documents or PDFs with any record in the system. This lets you, for example,
associate an invoice document with the online record of the invoice. For details on document
linking and Excel integration, see User Guide: Introduction to QAD Enterprise Applications.
Descriptions Stored in Multiple Languages. In component-based functions, most record
description fields can be stored and viewed in multiple languages using a translation option
available on the UI. These translations are available in some of the financial reports. See User
Guide: Introduction to QAD Enterprise Applications for details.
Go To Features. Go To buttons on the UI provide immediate access to other functions where
related data is created so that you have single-click access to setting up new records that are
needed. For example, while creating a new business relation, you can immediately create a
new state code and reference it in the address. Go To navigation also lets you see related views
using the current record as the basis for the related information. See User Guide: Introduction
to QAD Enterprise Applications for details.
Save as Draft. Some financial functions let you create a record and save it in draft format to be
completed at a later time. This lets you avoid passing all the required validation, while still
establishing a record that can be corrected and finished later.
4 User Guide — QAD Financials

Business Model
Before beginning your financial implementation, you must set up the infrastructure for your
business organizations.
Use domains and entities to represent related business operations and specific business units for
which you want to produce profit and loss statements and financial reports.
Much of the financial data you define (for example, types of banking entry daybook or supplier
control account details) is shared throughout the system, and used in many types of transactions by
multiple business units. You use shared sets to define the data to be shared. Profiles act as links
between the shared set and specific accounts or daybook types.
Chapter 2, “Setting Up Financial Foundations,” on page 19 describes in detail how you set up
these foundational elements.

Domains
The domain represents the base unit of the system and comprises one or more entities. You can
have multiple domains per database and can log on to another domain from within the application,
provided you are an authorized user for the domain.
For more information on users and security, see User Guide: QAD Security and Controls.
An initial system domain and entity are automatically created during installation. You define a
base currency for each domain, which is then the base currency for each entity within the domain.
Optionally, you can also define a statutory currency for the domain.
See “Setting Up Domains” on page 26 for details.

Entities
An entity is an independent financial unit within a domain, and is used to generate financial
reporting of a business unit (for example, a legal entity or autonomous branch or operation). Create
entities within the domain for the organizations and entities your system requires. For example,
create an entity for the headquarters of an international organization, and then entities for each
subsidiary. You can perform intercompany accounting and consolidation within this structure, and
produce balance sheets and income statements both for the individual entity and for the whole
organization.
Each entity is associated with a business relation, which contains contact, address, and other
default entity information.
For more information on entities, see “Setting Up Entities” on page 42.

Shared Sets
Shared sets group data that can be shared among domains, so that a domain can have an
independent chart of accounts or several domains can share the same chart of accounts,
streamlining setup and maintenance.
Note All entities within a domain use the same shared sets.
 Introduction to QAD Financials 5

A default group of shared set codes is supplied with the system. You can create as many as you
need. The following types of data can be shared: customers, suppliers, accounts, sub-accounts,
sub-account COA masks, cost centers, cost center COA masks, projects, project COA masks,
exchange rates, and daybooks.
Shared sets support great flexibility in how you set up a system. For example, when domains
represent businesses that sell to completely different customers, each can use its own customer
shared set.
Fig. 1.1
Multiple Domains and Multiple Shared Sets

Domain A Domain B

Entity
Entity11 -- US
US Entity
Entity55 --FR
FR

Entity
Entity22 --UK
UK Entity
Entity44 --DE
DE

Entity
Entity33 --JPN
JPN

Customer
Customer Customer
Customer
Shared
SharedSet
Set11 Shared
Shared Set
Set22

However, if the operations represented by two domains sell to the same customers, they can both
use the same shared set for customer data.
Fig. 1.2
Multiple Domains and Single Shared Set

Domain A Domain B

Entity
Entity11 --US
US Entity
Entity55 --FR
FR

Entity
Entity22 -- UK
UK Entity
Entity44 --DE
DE

Entity
Entity33 --JPN
JPN

Customer
Customer
Shared
Shared Set
Set11

For more information, see “Setting Up Shared Set Codes” on page 22.

Profiles
When you have multiple shared sets for a type of data, you use profiles to identify the relationships
between records in shared sets.
6 User Guide — QAD Financials

Example You have two domains with different charts of accounts that share the same customers.
When creating a customer, you specify the customer control account profile, and not the customer
control account itself. The profile then points to the actual account to use in each account shared
set.
Fig. 1.3
Shared Sets and Profiles

Domain A Domain B

Entity
Entity11 --US
US Entity
Entity55 --FR
FR

Entity
Entity22 -- UK
UK Entity
Entity44 --DE
DE

Entity
Entity33 --JPN
JPN

Customer
CustomerShared
Shared Set
Set

Customer
CustomerControl
Control
Account
Account Profile
Profile

Control
ControlAccount
Account407100
407100 Control
ControlAccount
Account407120
407120

Account
Account Shared
Shared Set
Set 11 Account
AccountShared
SharedSet
Set22

In Figure 1.3, two domains share customers. However, Domain A uses Account Shared Set 1 and
Domain B uses Account Shared Set 2. The customer control account profile links customers to the
correct customer control account in each account shared set.
In an entity using Account Shared Set 1, account 407100 is updated when the invoice for
Customer 1 is created. An entity using Account Shared Set 2 updates account 407120 during
invoicing.
For more information on profiles, see “Setting Up Profiles” on page 39.

Business Relations
Business relations contain location and contact information for all addresses defined in the system.
They also contain tax details that are directly referenced or used as defaults for customers and
suppliers.
Business relation codes are generally defined at the database level, but can also be defined at
domain level. This lets you maintain all address data in one function, and then reference it in other
functions that require address data such as entities, customers, suppliers, and employees. When the
business relationship address data is modified, all other codes that reference that address are also
updated automatically, reducing time and duplicate maintenance effort.
Note System Maintain (36.24.3.1) contains a field that lets you activate the ability to define
business relations at the domain level. See User Guide: QAD System Administration for more
information.
 Introduction to QAD Financials 7

See Chapter 5, “Setting Up Business Relations,” on page 195 for details.

Multiple Currencies
QAD Financials supports multiple currencies for GL transactions. Currencies are defined at the
database level and are available to all domains and entities in the system. A set of ISO currencies is
supplied with the system. Multiple types of exchange rates are available, including accounting,
budgeting, cash, Intrastat, inventory, tax, statutory, and revaluation. Adjustments to exchange rates
are automatically applied wherever the exchange rate is used.
To streamline exchange rate setup, new rates can be derived from existing ones, automatically
filling in any missing combinations.
Various rounding methods can be defined and specified for each currency.
Monetary amounts can be expressed in either the domain base currency, a non-base (foreign)
currency, or a statutory currency used for reporting. This three-currency system lets you display a
transaction or create a report in any of the defined currencies. This is especially important in
environments with high inflation and strong currency fluctuation.
The need for a statutory currency is most likely to arise in a country that is geographically close to
a strong currency zone (for example, Mexico and Poland), where the country itself has another
local currency. Companies operating in countries close to strong currency zones, such as the Euro
and US Dollars, might use the stronger currency as their base currency. However, local auditors
and tax controllers can mandate that companies submit their declarations and financial reports in
the local currency of the country.
Exchange differences are automatically calculated under all circumstances. Monetary assets and
liability accounts that accept foreign currency transactions can be revalued using a Revaluation
function in the general ledger; for example, a single customer control account can accept postings
in many currencies. Separate revaluation postings are created for each currency in which
transactions have been made. For customer and supplier revaluation, the revaluation is entered in
separate accounts and automatically reversed in the next period. Financials also lets you simulate
what-if revaluation scenarios.
For more information on multiple currencies and exchange rates, see Chapter 3, “Setting Up
Multiple Currencies,” on page 51.

General Ledger
QAD Financials uses standard, industry-recognized components to implement your chart of
accounts (COA). The strength of the application is in its flexibility—you can configure the model
to generate many different types of accounting information.
GL Account. GL accounts track financial transactions, manage account balances, and are used
to produce financial statements and comparisons. GL reporting is detailed or summarized and
includes information on one or a range of entities. Banks are defined as a special type of GL
account with additional banking attributes.
Sub-Account. As a further level of detail within an account, sub-accounts can be defined. Sub-
accounts can be linked to customers and suppliers and their individual transactions.
8 User Guide — QAD Financials

Cost Center. You can refine account and sub-account information further by defining cost
centers. For example, a cost center can be a profit center or department within the account or
sub-account.
Project. The project provides analysis on costs and revenue for the projects defined in your
organization.
The combinations of COA elements that are considered valid are defined through a COA mask.
These combinations are validated when transactions are posted, preventing any errors. Every COA
element type has a separate COA mask maintenance function:
• Sub-Account Mask Create (25.3.9.1.1)
You specify a sub-account COA mask code and list the ranges of GL accounts with which
sub-accounts assigned that COA mask can be combined.
• Cost Center Mask Create (25.3.9.2.1)
You specify a cost center COA mask code and list the ranges of GL accounts and sub-accounts
with which cost centers assigned that COA mask can be combined.
• Project Mask Create (25.3.9.3.1)
You specify a project COA mask code and list the ranges of GL accounts, sub-accounts, and
cost centers with which projects assigned that COA mask can be combined.
For more information on COA masks, see “COA Masks” on page 114.

Supplementary Analysis Fields

In addition to the basic components of the general ledger—account, sub-account, cost center, and
project—you can define supplementary analysis fields (SAFs) to fine-tune transactions and
reporting. These provide the basis for powerful and flexible financial reporting and analysis.
You can define your own SAFs based on your unique reporting requirements. Default SAF codes
are supplied with the system and can be automatically used with operational transactions. These
SAFs record key attributes of inventory transactions such as site, product line, or customer type
that can then be used in financial analysis.
For more information on SAFs, see “Supplementary Analysis Fields” on page 127.

Intercompany
GL accounts can be created as intercompany accounts, which means that each transaction on the
accounts is associated with an intercompany business relation. This lets you retain the balances of
intercompany positions.
Intercompany business relations can be customers or suppliers, or other entities in the system. If
you create GL transactions between different entities or domains, the system automatically creates
postings to special cross-company control intercompany accounts to keep the inter-entity postings
balances.
 Introduction to QAD Financials 9

Daybooks and Accounting Layers

Accounting layers provide different ways of segregating transactions within a single GL account to
satisfy reporting requirements. The posting of transactions is controlled by associating daybook
types with one of the three system-defined accounting layers: official, management, and transient,
or with additional user defined layers. Transient layers can be used for simulation and approval
processes; management layers can be used for multi-GAAP valuation of balances, such as
comparisons between IFRS and local GAAPs. For more information on accounting layers, see
“Accounting Layers” on page 145.
All transaction posting lines are recorded in daybooks (journals) for ease of summarization.
Daybooks control the posting of transactions because each daybook must be linked to an
accounting layer. A wide range of daybook types supports different transactions.
Daybooks also provide a controlled mechanism for having several different transaction numbering
sequences. The numbering system prevents fraud, since each daybook produces its own integral
numbering sequence. Daybooks are grouped in sets, which are linked to customers and suppliers to
determine which daybook to use for specific invoices. The number of daybooks required in a set is
determined by whether you use correction transactions. See “Defining Daybook Sets” on
page 159.

Other GL Features
Other features of the general ledger include:
GL Calendars. Calenders are defined at the domain level and apply to each entity within a
domain. Accounting periods can be set between any start and end date and can be copied from
previous accounting years. At the entity level, you can modify period attributes, as well as lock
periods to transactions from different operational areas and in the GL. For more information
on GL periods, see “Defining the GL Calendar” on page 167.
GL Allocations. Operational allocation codes automatically split transaction amounts based on
predefined percentages during Operational Transaction Post. Within the GL, more complex
allocation structures can be defined, linked together, and executed in batch.

General Ledger Transactions

Once you have set up your chart of accounts and other general ledger features, you can use them to
manage transactions in the system. GL transactions are of two basic types:
• Transactions from other operational areas such as inventory movements, sales order
shipments, and purchase order receipts
• Transactions created in financial functions, such as supplier invoices, bank and cash
transactions, journal entries, open item adjustments, and AR and AP payments
You can use the general ledger to create journal entries, create recurring entries, reverse
transactions manually and automatically, and perform currency revaluation. If you plan to record
the same journal entry on a regular basis, posting templates let you save the posting details for
reuse. Templates are typically used with recurring entries, when the template is posted at recurring
intervals according to the related calendar. However, you can use templates for any type of
repetitive posting.
10 User Guide — QAD Financials

You can create GL transactions through transferring batches of transactions from one layer to
another. When unfinalized transactions are posted to a daybook in a transient layer for review, you
can you transfer them as a group to the official layers after they are approved.
You can also allocate costs from a central cost pool and distribute the costs across departments
based on identified cost drivers.
You can reconcile the outstanding balance of a GL open item account with the underlying
transaction detail using GL Open Item Reconciliation (25.15.2.13).
General Ledger manages intercompany and cross-company accounting and balances transactions
between entities in the same domain.
Mirror accounting provides support for the reflection of inventory transactions in the income
statement, and is often used in environments where the periodic method of inventory accounting is
used.
Monthly closing and reporting processes provide a broad range of reports with which to check the
completeness and consistency of data before proceeding with formal reporting.
You can manage year-end processing and consolidation with General Ledger functions. A wide-
range of analytical and structural reports lets you view accounting data in many different formats.
The system also provides the ability to drill down on a GL transaction, and retrieve the detail
relating to the source of the transaction. For example, when drilling down on a GL transaction for
a customer invoice or supplier invoice, you can right-click in the GL Transactions View
(25.15.2.1) and select Customer Invoice View (27.1.1.3). This option opens a separate Customer
Invoice View window that displays the specific invoice you selected. The option to view the
source detail is also available for supplier invoices, customer and supplier payments, recurring
entries, allocations, revaluations, open item adjustments, receiver matchings, petty cash, and
banking entry transactions.
When drilling down on a GL transaction for an associated operational Inventory Control (IC)
transaction, you can right-click and select the View Inventory Transactions Detail Inquiry to
displays details on the original inventory transaction. Similarly, when drilling down on a GL
transaction for an associated operational work order transaction, you can right-click and select the
View Operational Transactions Detail Inquiry to display details on the original work order
transaction.
See Chapter 6, “General Ledger Transactions,” on page 281.

GL Consolidation
GL consolidation lets you combine the financial records for two or more entities within a single
database into one consolidated set of financial statements. Proportional consolidation lets you
consolidate partly-owned subsidiaries based on the percentage of the subsidiary owned by the
parent entity. You can perform multiple consolidations within the same organization.
The consolidation process consists of determining the entities with accounts you want to
consolidate, and setting up a consolidation entity in which to store the consolidation data. All
accounts, sub-accounts, cost centers, and projects in the source entities can be mapped to the
 Introduction to QAD Financials 11

corresponding consolidation accounts in the consolidation entity using COA cross-references. You
can also use COA Cross Reference Excel Integration (25.3.14.6) to load cross-reference mappings
from an Excel spreadsheet, reducing the time required to set up consolidation.
The entities to be consolidated can have differing GL periods. The consolidation module manages
these periods and ensures that they are aligned for the consolidation process.
Currency conversion is processed automatically based on exchange rate rules defined for each
account. You cannot include cross-company or intercompany transactions in a consolidation, and
these transactions should be eliminated before consolidation. You can use the COA cross
reference functions to process some eliminations, but typically, other elimination activities can
also be required.
Financial functions are available for each consolidated entity, letting you prepare eliminating
entries or perform different types of consolidation postings. All the reporting options available in
the system apply to consolidation entities as well.
See Chapter 13, “Consolidation,” on page 749.

COA Cross Reference

The COA Cross Reference function lets you to map GL accounts, sub-accounts, cost centers, and
projects in source entities to GL combinations in consolidation entities. In addition, you can also
use COA Cross Reference Create (25.3.14.1) to define mappings from GL combinations to
alternate COAs. The alternate COA mappings can be used to group and report data in statutory
reports.
See “COA Cross-References” on page 106.

Accounts Receivable
The Accounts Receivable module covers all accounting processes related to customer invoices and
payments. This module also manages customer definition, credit terms, credit limits, finance
charges, aging analysis, and reminder letters.
Most customer invoices are generated from sales transactions in the Sales Orders/Invoices module.
When customer invoices are created from confirmed shipments or deliveries, the system creates
customer invoices using Invoice Post and Print. You then process the invoice using the AR
functions. You collect receivables by tracking customer activity and identifying and resolving
overdue invoices. The sales invoices and the payments received against them are recorded in the
Accounts Receivable ledger.
Invoice handling supports a complete follow-up procedure for payments. The system manages
payments in the form of checks, direct debits, drafts, promissory notes, and summary statements.
After recording the payment, you manage it through various statuses.
Direct debits and electronic drafts can be automatically formatted in electronic files based on bank
requirements.
Reports on open items, transactions, history, and summary are supported with extensive selection
criteria. Aging lists can be drawn per customer, group, or sub-account. Statements of account and
different levels of reminder letters are supported.
12 User Guide — QAD Financials

AR browses also let you view payments by customer or by due date with one of the following
status indications:
• Initial payments
• Allocated payments
• Accepted payments
• For collection payments
• Paid conditionally, paid, and bounced

Payment history supports a complete trail of all related transactions.

The Customer Activity Dashboard (27.18.1) displays a read-only overview of customer liabilities
for the current entity or multiple entities. The information includes the customer’s credit limit
details and separate invoice and payment details; it can be generated for specified periods.
The Customer Self-Billing function lets you process customer-initiated payments based on line-
item shipper details. Use self-billing functions to match the customer remittances against the
original invoices, and create an open item for the amounts, which you can then process using
standard Financials payment functions.
See Chapter 7, “Accounts Receivable,” on page 421 and Chapter 8, “Self-Billing,” on page 501.

Accounts Payable
The Accounts Payable module covers all accounting processes that relate to suppliers. This
module manages supplier definition and all other criteria necessary for supplier management, such
as credit terms, aging analysis, locking, and payment procedures.
The system manages payments in the form of checks, drafts, promissory notes, transfers,
electronic transfers, and summary statements. Electronic transfers can be automatically formatted
based on bank requirements.
Invoice status codes let you manage the stages of invoice processing, and are primarily used with
suppliers. Using invoice status codes you can manage the approval, allocation status, and payment
of invoices for suppliers, and identify contested invoices. You approve supplier invoices and
release them for payment by modifying the invoice status code applied to the invoice. You can
also control when and how postings occur by specifying an invoice status code with a different
allocation status.
A flexible approval process supports simple or complex segregation of roles in the generation of
payments. After recording the payment, you manage it through various statuses.
You can generate reports on open items, transactions, history, and summary. Aging lists can be
generated for supplier, group, or sub-account. You can easily select held invoices by supplier or
approval status and due date, providing complete control of the invoice approval process in your
organization.
The Supplier Activity Dashboard (28.18.1) offers a comprehensive overview of all activity related
to a single supplier, in a single entity or over multiple entities. The drill-down generates read-only
information that includes invoices, credit notes, and payments. You can select open or closed
payments and display individual payment details, as well as total amounts for each selection you
make. You can filter by currency.
 Introduction to QAD Financials 13

See Chapter 9, “Accounts Payable,” on page 523.

Evaluated Receipts Settlement

Evaluated Receipts Settlement (ERS) lets you generate confirmed supplier invoices and
corresponding receiver matching records based on completed purchase order or fiscal receipts.
The system automatically records liabilities to the supplier based on quantities received at the unit
price negotiated with the supplier in a purchase agreement.
You can use the ERS Processor program to generate supplier invoices and receiver matching for
purchase orders, scheduled orders, blanket orders, and pending invoices generated due to supplier
consignment inventory consumption. If fiscal receiving is selected in Purchasing Control (5.24),
you can create supplier invoices and receiver matching for fiscal receipts.
ERS can process receipts across multiple entities and sites within a domain, where the entity that
recorded the purchase order and incurred the AP liability is different from the receiving entity. In
this case, ERS automatically creates cross-company postings.
See Chapter 10, “Evaluated Receipts Settlement,” on page 643.

Banking and Cash Management

To process banking transactions, you set up your own bank accounts—as well as customer and
supplier accounts—as GL accounts of type Bank. You can then add details to the account to
manage the banking transactions. A business relation contains the bank address, contact, and tax
details.
Banking features let you process banking transactions and allocations to open items or GL
accounts. This process also supports discounts, prepayments, and multiple currencies. Realized
currency differences are automatically analyzed, and each bank account can be linked to a separate
daybook.
The import of bank statements is automated. Automation also includes customer invoice
collection, supplier payment processing, and allocation of miscellaneous banking transactions.
The module supports a large variety of global banking standards.
Banking features let you define payment formats for delivery of electronic files to your bank.
Banking supports full coverage on the following transaction types:
• Accounts receivable bank transactions
• Accounts payable bank transactions
• Miscellaneous bank transactions

Cash management reports present information on open items, bank and cash accounts, loans and
deposits, and accruals.
See Chapter 11, “Banking and Cash Management,” on page 663.
14 User Guide — QAD Financials

Budgeting
A budget is a set of amounts expected to be spent or earned during a given time period.
Financials supports budgeting for all elements of the chart of accounts: accounts, sub-accounts,
cost centers, projects, and supplementary analysis fields. Budget figures can be prepared in Excel
or in external systems and then uploaded to the budget structure.
Budget periods can be set up to differ from GL periods. This lets you produce non-period
budgeting, for example, in the form of quarterly budgets.
Within the same period and budget structure, multiple versions of a budget can be created and
reported against.
See Chapter 12, “Budgeting,” on page 725.

Financial Reporting
QAD Financials offers a robust reporting framework combined with a leading reporting product—
Crystal Reports. The extensive reporting features in conjunction with configurable browses and
views that are easily exported to Excel cover all business requirements and provide maximum
flexibility and operational efficiency for users.
Easy access. Reports can be run directly from the menu, by right-clicking on a record in a
browse, or by using the Go To menu from a maintenance screen to select a related report.
Multiple Report Output. Report output is first shown in a viewer, where powerful functionality
is available for navigating and searching through the data. In addition to sending reports to a
printer, data can be exported in many standard formats such as PDF, XLS, and DOC.
Multiple Currencies. Most reports have a Reporting Currency option, which lets you print the
amounts in any currency. The system translates the base currency amounts automatically to the
specified currency using the latest spot rate. If you select the statutory currency as the
reporting currency, the base currency values are translated to the statutory currency using the
statutory exchange rate that was valid on the transaction date.
Many reports also contain the original transaction currency amounts; for example, the foreign
currency amounts for customer and supplier transactions.
Usability. Default settings are provided for each report. These can be adapted based on your
company standard to better support your best practices. Filter settings and layout can be given
a name and stored as a report variant, for private use or to be shared amongst users or groups
of users (roles).
Ease of Customization. Reports can be customized to optimally support your company
processes and best practices. You can:
• Add or remove report filter criteria, assign default values, and save custom report variants
by user, role, or system-wide.
• Use the designer tool to modify the report layout, add and remove data fields, add
calculation logic, or change sort order and grouping.
• Customize system-supplied report templates that contain formatting information such as
fonts, logo, and paper orientation (landscape, portrait).
 Introduction to QAD Financials 15

• Define scheduling and e-mailing options for reports that enable saved reports to be printed
in iterations, and e-mailed to system users and roles.
Documents. Using the same designer tool, you can customize documents sent to your
customers or suppliers such as checks and reminder letters to meet the company requirements.
Regional settings. You can use the Language setting in the Report Options window to select
the language used for report labels and data descriptions, regardless of the language you are
using. The system managers other regional settings such as the decimal point, number of
decimals, and the date format.
See Chapter 14, “Financial Reports,” on page 765.

Financial Report Writer

Financial Report Writer is a group reporting solution that combines the existing Financials
reporting functionality into a single user experience. It includes multi-entity and multi-domain
reporting that lets you map charts of accounts and approximates consolidation results.
Financial Report Writer aggregates financial statements that are built on:
• A common chart of accounts (COA) including all dimensions available in Financials such as
domain, entity, layer, GL account, sub-account, cost center, project, SAFs, intercompany, and
currency
• A common currency—the presentation currency
• A common calendar

Financial Report Writer presents the financial data in a hierarchy, which can include multiple
GAAP views.
See Chapter 15, “Financial Report Writer,” on page 805.

General Ledger Report Writer

The GL Report Writer lets you run financial reports previously created in an earlier version of a
QAD ERP application. You can report on transactions in the official layer of the current domain,
and in the base and account currencies.
Note You cannot use the GL Report Writer to report on SAFs, daybooks, layers, or transactions
in the statutory currency.
The function uses GL data from COA elements and entities as the basis for reporting. This gives
you the flexibility to define your financial reports based on the criteria you set.
The GL Report Writer uses its own set of budget data that can be defined using GLRW Budget
Maintenance (25.17.4.1), and retrieves actuals data from the posting history table.
The GL Report Writer uses its own database tables, based on account balance information from
standard general ledger tables, and based on transactions in the official layer only. The GL Report
Writer tables store financial balances, rather than individual GL transactions. The system retrieves
pre-calculated information rather than making calculations when running the report. As a result,
the system generates reports faster.
See Chapter 15, “General Ledger Report Writer,” on page 805.
16 User Guide — QAD Financials

Internationalization
The system provides extensive support for international accounting requirements in several key
areas:
• Exporting bank transactions in country-specific formats
• Advanced GL numbering
• Specialized Chinese accounting practices
• International tax management using the Global Tax Management module—including
suspended and delayed taxes, discounted tax at invoice, and discounted tax at payment
• Journal Entry Corrections
• Multiple Currencies
See “Multiple Currencies” on page 7 for information.
• Multi-language support
• Unicode and UTF-8 code page
• Alternate Chart of Accounts

Bank Formats
Payment formats are functions that let users create different payment instrument files to be
communicated electronically with banking systems. The bank format information is loaded into
the system, default values can be modified in a Payment Format function, and you can link your
banks to the required format. The format information is then accessed by the system when
electronic payment files are generated.
Different payment formats are necessary for each country to support different inbound/outbound
file format requirements. The formats can be downloaded from the QAD Support Web site. A
generic format is provided with the system.
In addition, multiple paper payment formats are supported for payment instruments, such as
checks and drafts.

Journal Entries Corrections

In the Journal Entry function, you can correct a GL posting by first creating a reversal posting and
then the correct posting that replaces the original posting. However, the system does not store how
the reversal posting and the replacement posting relate to the original posting. In some
environments, users need to identify which postings are being reversed and replaced.
In addition, users may need to use negative GL entries for reversal postings, instead of positive GL
entries on opposite sides of the ledger.

Advanced GL Numbering
Options for advanced GL numbering support the following types of requirements:
• Some countries—China, for example—require consecutive transaction numbers on financial
statements. The standard internal GL numbering system uses the following method:
 Introduction to QAD Financials 17

Year + Daybook code + 9-digit sequential number

This method does not generate consecutive numbers for GL postings.
Multiple entities may also need to share the same numbering sequence for GL postings, and
users should be able to reset the GL numbering sequence.
Numbering options provided to meet these needs include:
• A second consecutive numbering sequence is available for GL posting. When organizations
use this option, a separate number is stored against the transactions, in addition to the standard
invoice document numbering system of year, daybook, and voucher. You can share the
numbering sequence with another entity. You can also reset the numbering sequence on a
yearly basis.

Specialized Chinese Accounting Practices

Several features accommodate accounting rules that commonly apply in China.
• The Golden Tax system is required by the Chinese government to process and print value-
added tax (VAT) invoices. Every Chinese company needs to print VAT invoices using the
Golden Tax system. See User Guide: QAD Global Tax Management for information on
Golden Tax.
• Chinese financial regulations require all GL transactions to be verified as well as approved.
The system supports verification and approval processes and printing transactions that include
the names of the creator, verifier, and approver. See “Verifying and Approving Transactions”
on page 317.
• In China, it is necessary to provide various financial reporting statements in standard formats.
All required reporting requirements are fully supported with region-specific reports.
• The China Accounting Interface exports accounting data into text files that meet regulatory
requirements. See “Exporting Accounting Data” on page 408.
• In the Journal Entry activities, you can specify the original GL posting on which the reversal
posting or the replacement posting you are creating is based.
• Reports show relationships among original GL postings, reversal GL postings, and
replacement GL postings.
• When you create a reversal GL posting, you can choose whether to enter negative amounts on
the same DR/CR side against the original GL posting lines or to enter positive amounts on the
opposite DR/CR side.
• You can create Chinese balance sheets and income statements using the Regional Balance
Sheet report (25.15.5.8) and Regional Income Statement report (25.15.5.9), and print the
outputs based on a multi-level alternate COA structure. See “Structured Reports” on page 786.
18 User Guide — QAD Financials

Unicode and UTF-8 Code Page

A single QAD database can be set up with multiple domains, each with a distinct language. With a
Unicode database, languages with different code pages can be supported in the same database.
Defining a Unicode database is an installation option described in the relevant installation guide
for your system.
Unicode is a data storage and display protocol—essentially a combination of a code page and
collation table. The QAD Unicode database uses the UTF-8 code page, which includes all
characters from all languages; the collation table sets the sort order for those characters for display
or reporting.
See User Guide: QAD System Administration for further information on Unicode and the UTF-8
code page.

Multiple Languages
Multi-language capabilities are used in two areas:
• Screens and screen elements, such as labels and messages, are displayed in multiple
languages.
• Data is stored and displayed in multiple languages.

Each QAD Financials user is assigned a language and, based on this language setting, the system
displays screen labels, menus, messages, and help in the appropriate language.
See User Guide: QAD System Administration for further information on multiple languages.

Alternate Chart of Accounts (COA)

In some countries, the legal COA can be different from the operational COA for business or legal
reasons. A company that is part of a larger organization may be required to define an alternate
COA according to local GAAP, and then report to their head office using the operational COA. An
alternate chart of accounts is a secondary grouping of accounts that is generally used for statutory
reporting.
The Alternate COA function provides the ability to generate reports using alternate COAs, in
addition to a company’s operational COA. However, alternate COAs can be used for reporting
purposes only—you cannot post transactions to alternate accounts. Currently, only Chinese
accounting regional reports have the option to use an alternate COA.
In order to link alternate accounts to their corresponding operational GL accounts, you create a
COA cross-reference from within the alternate COA structure, or directly in COA Cross Reference
Create (25.3.14.1).
See “Alternate Chart of Accounts” on page 100.
 Chapter 2

Setting Up Financial Foundations

The following topics describe how to set up the organizational structure required to support your
business operations.
Introduction 20
Introduces the Financial structure of your QAD application.
Data Levels 20
Describes the various levels of data in QAD Financials.
Setting Up Shared Set Codes 22
Define codes that identify financial data to share across domains.
Setting Up Domains 26
Configure business domains—fundamental building blocks in your system setup.
Setting Up Profiles 39
Identify the relationships between records in shared sets of different types.
Setting Up Entities 42
Use the Entity activities to define independent financial units within your business.
Default System Domain Data 48
Lists data that is copied when a new domain is created.
20 User Guide — QAD Financials

Introduction
This chapter describes how to set up the Financial structure of your QAD application, including
domains, shared sets, entities, and profiles. When you have completed this setup, you can continue
with other Financial setup functions. To fully implement an operational system, you must also
refer to User Guide: QAD System Administration, which describes additional aspects of the
system.
The first step in implementing QAD applications is to determine how various features can be used
to model your current business practices. QAD applications provide a wide range of functions that
manage supply chain, customer relationships, manufacturing, and other aspects of your business,
as well as financial accounting. All of these depend on certain core elements described here as part
of your business model.
Core elements that represent your business, especially from a financial point of view, are described
in this set of topics. In addition, base data that is required during initial implementation steps is
also described.
The core elements of the business model include the following:
• The database contains all of your business-critical data in a secure format. A database can
have one or more distinct logical partitions, called domains. Some data is defined at the
database level and is available throughout the system, including currencies, countries,
languages, business relations, addresses, and contact data.
• A domain represents one or more of your business operations. Each domain can share data
with some other domains, share data with all domains, or have its own chart of accounts,
exchange rates, customers, and suppliers. Domains can have different base currencies,
statutory currencies, languages, and security, as well as different operational controls. See
“Setting Up Domains” on page 26.
• Shared set codes identify data that can be shared among domains, so that a domain can have an
independent chart of accounts or several domains can share the same chart of accounts,
streamlining setup and maintenance. See “Setting Up Shared Set Codes” on page 22.
• An entity within a domain represents an independent unit for financial and tax planning and
reporting. An entity can represent a separate legal unit or a division of a legal entity.
Security can be set up by entity, accounting transaction numbering is by entity, and period
closing procedures are by entity.
See “Setting Up Entities” on page 42.
• Use profiles to build relationships between shared sets in a multiple-domain or multi-entity
environment. Profiles help to manage the specific assignment of accounts and daybooks. See
“Setting Up Profiles” on page 39.

Data Levels
One advantage to having business operations represented by different domains and entities in a
single database is that some system administration functions can be managed across domains, such
as defining users, currency codes, country codes, menus, messages, and labels. System
administrators can control exactly which users have access to data in which domains.
 Setting Up Financial Foundations 21

Fig. 2.1
Data Model

QAD Applications Database

System-Wide Data

Domain-Wide Data Domain-Wide Data Domain- Domain-

Wide Data Wide Data

EntityA EntityB EntityC EntityD EntityE EntityF EntityG

Data Data Data Data Data Data Data

Domain 1 Domain 2 Domain 3 Domain 4

Profiles
Profiles
Shared Set Data Shared Set Data
Shared Set Data Shared Set Data

Other data updates take place within the context of a specific domain. So, for example, users exist
at the database level and can be referenced in different domains, while items, product lines, and
sales and purchase orders reside within a domain.
With shared sets, you can share some common master data across domains, where appropriate.
You can also use processes such as distribution requirements planning (DRP), enterprise material
transfer (EMT), enterprise operations planning (EOP), and shared Financials services (centralized
payments and credit control) among domains in a database.
Most financial transaction data is not stored by domain but by entity; the association with a domain
is defined when the entity is set up.
In the basic system foundation of a QAD implementation, data items can be shared at the
following levels:

• System-wide data is shared by all domains and entities and includes:

• Business relations and address-related data such as address types, corporate groups,
currencies, rounding methods, languages, counties, states, and countries. Also included is
address-related tax data such as tax zones, tax environments, tax classes, tax usage codes,
and tax types.
• Financial data, such as shared set codes, credit terms, invoice statuses, profiles, and
Supplementary Analysis Fields (SAFs).
• Security data such as users and roles.
• Administrative data such as e-mail definitions and printers.
• Some EDI eCommerce setup data.
• User interface information such as labels, menus, messages, and look-up definitions.
• Most operational data is domain-specific. This includes the setup for items, as well as most
purchasing, sales, and manufacturing functions. Some financial data is also domain-specific,
such as GL masks—which determine valid combinations of accounts, sub-accounts, cost
centers, and projects—and accounting periods.
22 User Guide — QAD Financials

• Although business relations are generally shared system wide, you can create business
relations that are owned by a domain and that can only be accessed from within that domain.
• Entity-specific data belongs to a particular entity within a particular domain, and includes
employees, bank account numbers, period closing status, and accounting transactions (general
ledger and subledger transactions and balances).
In Financials, the transaction numbering is per entity. There are exceptions where entities can
share numbering; for example, additional GL numbering. See “Additional GL Numbering
Tab” on page 45.
• Some data can be shared among two or more domains. All the entities within a domain must
use the same shared data, but entities in other domains can use this data as well. The data types
included in shared sets are GL account components (accounts, sub-accounts, cost centers, and
projects), customers, suppliers, daybook codes, and exchange rates.
• Profiles link specific data items in shared sets to other elements within domains.

Generalized Codes Example

When you install a new QAD database, a number of system and reference fields accept any kind of
data, as long as it does not exceed the field length. You can customize the user interface by adding
generalized codes and lookups.
Generalized codes are domain specific. Since domains can represent businesses in diverse
geographical and political locations, these codes may vary widely.
For example, sales distribution channels and buyer/planner codes could differ between a domain
representing a business in England and one in Germany, even though they are in the same
database.
However, some programs that update system-wide data such as User Maintenance (36.3.1) also
reference generalized codes. These generalized codes must exist in all domains or you may
encounter errors editing a user record in one domain while you can successfully edit it in another
domain.
See User Guide: QAD System Administration for detailed information on generalized codes.

Setting Up Shared Set Codes

Before defining domains, you must define shared set codes. The system is supplied with one
default group of codes. Shared set codes let you identify financial data that can be shared across
selected domains. When you create a domain, you must select at least one shared set code for each
type of required data: customers, suppliers, accounts, sub-accounts, cost centers, projects,
exchange rates, and daybooks. All entities within a domain use these shared sets.
You need to carefully consider your business requirements in determining how many shared set
codes you need.
Consider the following scenario. Your database has two domains: North America and European
Union. The entities in both domains share customers and suppliers. However, the chart of accounts
(COA) differs because of local accounting practices.
 Setting Up Financial Foundations 23

To implement this scenario, you need a single shared set code for customers and a single one for
suppliers. But you need two codes for each COA element: accounts, sub-accounts, cost centers,
projects, and daybooks. Exchange rates are also shared, so one shared set of this type is sufficient.
To set up this scenario, associate the codes with the domains as shown in the following table.
Table 2.1
Sample Shared Sets
Shared Set Type North America Domain European Union Domain
Customer AllCustomers AllCustomers
Supplier AllSuppliers AllSuppliers
Account NA_Accounts EU_Accounts
Sub-Account NA_SubAccounts EU_SubAccounts
Sub-Account COA NA_SubAccounts_CM EU_SubAccounts_CM
Mask
Cost Center NA_CCs EU_CCs
Cost Center COA NA_CC_CM EU_CC_CM
Mask

Project NA_Projects EU_Projects

Project COA Mask NA_Projects_CM EU_Projects_CM
Exchange Rate SystemExRates SystemExRates
Daybook NA_Daybooks EU_Daybooks

Now, whenever a new customer is created by a user whose active workspace is an entity in North
America, the customer is visible to users in all the entities in Europe as well. However, when a user
creates a new account in an entity in North America, the account is not visible to users in Europe.
Note Users never specify a shared set when creating records. The records are automatically
marked as belonging to the shared set associated with the user’s current domain. The records are
then visible to users in every other domain with the same shared set.
In a multiple domain environment, use profiles to build relationships between shared sets
(36.1.1.3). For example, the customer account profile links the customer shared set with the
accounts shared set and identifies which Customer Control account to use in a particular domain at
invoice registration. See “Setting Up Profiles” on page 39 for details.
Fig. 2.2
Shared Set Create
24 User Guide — QAD Financials

Field Descriptions

Shared Set Code. Specify an alphanumeric code (maximum 20 characters) that identifies a
shared set.
Shared Set Description. Enter a brief description (maximum 40 characters) of the shared set.

Shared Set Type. Select a shared set type from the drop-down list:
• Cost Center
• Cost Center COA Mask
• Customer
• Daybook
• Exchange Rate
• General Ledger Account
• Project
• Project COA Mask
• Sub-Account
• Sub-Account COA Mask
• Supplier

Active. Indicate if this is an active record.

COA Mask Shared Sets

A COA mask is a matrix that defines the combinations of GL accounts, sub-accounts, cost centers,
and projects to which you can post transactions. The system contains three COA mask shared sets,
which are used to share COA masks among domains.
• Sub-Account COA Mask
• Cost Center COA Mask
• Project COA Mask

Unlike normal shared sets, you can modify the COA mask shared sets at any time.

Shared Set Merge

Use Shared Set Merge (36.25.91) when you want to unify separate shared sets in domains. The
function replaces the records in one shared set (the target) with those of another shared set (the
source) so that you only need to maintain one shared set instead of two.
Before using Shared Set Merge, carefully consider the domains and shared sets in your system,
and plan which sets you want to merge.
You can run Shared Set Merge in two modes: Validation and Merge. Validation mode compares
the target and source shared sets you have specified and reports on conflicts; no actual merging is
performed. You must rectify the conflicts and rerun Shared Set Merge until no conflicts exist
before you run the program in Merge mode.
When run in Merge mode, Shared Set Merge:
 Setting Up Financial Foundations 25

• Replaces all instances of the target shared set ID with the source shared set ID.
• Changes any non-validated field values in the target shared set to the values for the same fields
the source shared set if there is a discrepancy.
• Merges profile code objects if identical, and if not, uses the source shared set values.
• Converts transaction history, as appropriate.

If you run Shared Set Merge in Merge mode and the program finds errors, it stops the merge and
reports the errors. The merge cannot continue until all errors are rectified.
Example

A company has two domains: one for the US and Asia-Pacific (Domain A), and another for
Europe (Domain B). Each domain uses a separate customer shared set.
Fig. 2.3
Shared Sets, Before Merge
Before Merge

Domain A Domain B

Entity 1 - US
Entity 4 - UK

Entity 2 - AUS
Entity 2 - DE

Entity 3 - JPN

Customer Shared Set 1 Customer Shared Set 2

After resolving all errors found in Validation mode, the company runs Shared Set Merge in Merge
mode for Customer Shared Set 1 and Customer Shared Set 2. In this case, Customer Shared Set 2
is the source and Customer Shared Set 1 is the target. All references to Customer Shared Set 2 in
Domain B are deleted and replaced by references to Customer Shared Set 1.
Fig. 2.4
Shared Sets, After Merge
After Merge

Domain A Domain B

Entity 1 - US
Entity 4 - UK

Entity 2 - AUS
Entity 2 - DE

Entity 3 - JPN

Customer Shared Set 1

Figure 2.5 shows Shared Set Merge (36.25.91).

26 User Guide — QAD Financials

Fig. 2.5
Shared Set Merge

Shared Set Type. Select the type of shared sets you want to merge. The shared sets to merge
must be of the same type.
Source Shared Set. Specify the shared set you want to merge and remove. You can only select
from shared sets of the type you specified in the Shared Set Type field.
Target Shared Set. Specify the shared set that will contain all the merged data and which will
be retained. You can only select from shared sets of the type you specified in the Shared Set
Type field.

Setting Up Domains
Since domains are central to the way you implement your system, make sure you understand the
following concepts before you begin your implementation process.

Domain Concepts
This section describes some important background information about domains that you should
understand before beginning your implementation:
• System Domain
• Active and Inactive Domains
• Domain Code Page
• Confirming Domains (marking setup as complete)

Domain Prerequisites
The business domain is the fundamental building block in your system setup. However, before you
can define a domain, a certain amount of base data is required. Default data is supplied with the
system. You should verify this data before beginning your setup.
 Setting Up Financial Foundations 27

• An initial system domain and system entity should exist in an empty database. They are used
as templates for creating your own business domains and entities.
• The name of the system domain must be specified in System Maintain. This name is initially
set to the system domain created during installation. The system functions are described in
User Guide: QAD System Administration.
• Each domain must have a base currency and, optionally, a statutory currency. ISO currency
codes are supplied with the system. You are prompted during installation to specify the
currency to be associated with the system domain, which is used as a template for new
domains. Details related to currencies can be modified using the Currency activities described
in “Currencies” on page 56.
• Each domain has a default language. Default language codes are supplied with the system.
Details related to languages can be modified using the Language activities described in
“Language” on page 200.
• Each domain must have a shared set code for each type of shared set data. One default set is
supplied with the system, but you can create as many shared set codes as you need. Shared sets
are described on page 22.
In addition, before you can confirm the creation of the domain, at least one entity must be defined.
Defining an entity requires the following additional data:
• A business relation to provide the address details for the entity.
• A number of address-related codes including counties, states, countries, corporate groups, and
address types. These are described in “Creating Business Relations” on page 209.
• System-wide tax data for the business relation. Tax setup is described in User Guide: QAD
Global Tax Management.
Some tax data can be added in a later phase of the implementation if you do not want to define this
data during initial implementation. However, you cannot save an address record without
specifying a tax zone. When a matching zone is not found, the default tax zone from Global Tax
Management Control (29.24) is used. This tax zone is labelled Error, and can be changed later.

System Domain
Every database has one system domain, indicated by a domain type of SYSTEM. The initial
system domain—named QAD—is created when the database is created. The name is recorded in
the System Maintain function, described in User Guide: QAD System Administration. If you want
to use a different domain as the system domain, you must identify it in System Maintain. This
automatically changes the type for the new domain to SYSTEM and clears the type of the previous
system domain.
You cannot change the type for the system domain in Domain Modify. That function lets you
change the domain name and short name—but not the domain code.
The system domain includes default data that is required to begin implementation, such as control
program settings and generalized codes. These tables are listed in Table 2.4 on page 48.
The system domain is a template for new domains. When you create a new domain associated with
the current database, default data is copied from the system domain. Since the system domain is a
template, you may want to add data to it or tailor defaults before creating new domains based on it.
28 User Guide — QAD Financials

In a new database, the system domain is created as unconfirmed, so you can modify data, such as
the base currency or shared sets.
Note This default data is not added to connection records (see the following section), which
reference another database that contains the actual data associated with a domain.
Typically, the system domain is not used for maintaining active transactions. You can prevent
users from updating it by setting Active to No in Domain Modify and by restricting access to it in
User Domain/Entity Access. You must set Active to No if you do not have the Shared Services
Domain module, which supports multiple active domains in a database.

Active and Inactive Domains

To ensure data integrity, you cannot delete a domain. Instead, set the Active field to No. This
prevents users from specifying this domain at login or switching to it later.
Note Unless you have a license for Shared Services Domain, there can be only one active domain
at a time.
In a multiple-database environment, you can change the active status of domains in the current
database only, and then only when all other databases are active and connected. The system
modifies the Active field for the connection records that exist in the other databases. An error
displays if any database cannot be accessed and you cannot change the active status.

Domain Code Page

QAD Enterprise Applications supports a Unicode deployment, using the UTF-8 code page.
Unicode is a universal encoded character set that lets you store information in any language by
providing a unique code point for every possible character, regardless of platform, program, or
language. If you have chosen a Unicode deployment, you can have domains with any combination
of languages in one database.
See User Guide: QAD System Administration for additional details about multiple language setup
and Unicode.

Confirming Domains
During initial implementation of QAD Enterprise Applications or during initial setup of a new
domain, you may need to change some of the key parameters. To support this flexibility, you can
modify most aspects of a domain as long as you need to and then confirm the setup when you are
satisfied that it meets your business requirements. Until a domain is confirmed, it is not available
to your operational functions.
Certain financial functions are also disabled in an unconfirmed domain:
• You cannot maintain accounting and tax calendar periods.
• You cannot create GL mask records.
• You cannot create employees.

As a result, no accounting transactions can be created before confirmation occurs. In addition, no

operational transactions can be created since the domain entities are not available to be associated
with sites in Site Maintenance.
 Setting Up Financial Foundations 29

Confirming a domain freezes its base currency, statutory currency, and shared set codes, as well as
locking the relationships with any entities that reference it. Note that new entities can still be added
to the domain later, but entities cannot be removed from a domain or transferred to another
domain. Confirming a domain also sets up domain-specific master records for all existing shared
set data. Because the amount of shared set data may be large, especially if the domain is not the
first one in a database, this process is completed through a background process called the
Replication daemon. Daemon setup is described in User Guide: QAD System Administration.
Important Before confirming a domain, you should ensure that the Replication daemon process
is running.
The setup of a domain can be unconfirmed only when no data exists that is shared with other
domains.

Creating and Confirming Domains

Use the Domain activities (36.1.1.1) to define domains in the current database and confirm them
for use in the system.
Fig. 2.6
Domain Create

Field Descriptions: Header

Domain. Enter a code (maximum eight characters) identifying a specific domain. Codes are
restricted to the characters A–Z, a–z, and 0–9. A primary domain code must be unique within
a database and across connected databases.
Note QADRSRV is a reserved name and cannot be used.

Name. Enter a descriptive name to associate with this domain (maximum 28 characters). This
name must be unique within a database and across connected databases.
The name displays in the workspace identifier in the .NET UI, in the lookup associated with
Domain fields, and on various reports and inquiries, as space permits.
In the .NET UI, the full domain and entity context for the current workspace displays in the
.NET UI title bar in this format:
30 User Guide — QAD Financials

Domain Code: Domain Name [Currency] > Entity Code: Entity Description (Number of open
forms)
Search Name. Enter a brief name (maximum 14 characters) to associate with this domain.
This name must be unique within a database and across connected databases.
The domain search name displays in the program title bar in the character interface based on
the setting of Header Display Mode in Security Control (36.3.24).
Primary Entity. Select the entity that should be considered primary in this domain. The primary
entity has these functions:
• It is the default entity for each new site created in the domain.
• It is the default entity when users log in to the character user interface.
• When site connection records are created, they are always associated with the primary
entity of the target domain.
You cannot confirm the domain until an entity has been specified. The first entity can be
created from within an unconfirmed domain.
Active. Indicate whether this primary domain is currently active.
Yes (the default): This domain can be referenced in other system functions.
No: This domain is not active in the current database.
Note Unless you have purchased the Shared Services Domain module, the system lets you
have only one active domain. If you attempt to activate a domain when your database already
has an active domain, an error message displays.
When new sites are created in Site Maintenance (1.1.13), a site connection record is created in
active domains only.
See “Active and Inactive Domains” on page 28 for more details.
The system performs the following validations related to this field:
• You cannot change the Active setting of your current domain. Switch to another domain;
from there you can set the first domain to inactive.
• You cannot change this field if the domain is a connection record (referencing another
database). You must change this field in the domain’s primary database.
• In a multiple-database environment, you can change this field for a domain in the current
database only when all other databases are active and connected. The system modifies the
Active field for the connection records that exist in the other databases. An error displays
if any database cannot be accessed and the field cannot be changed.
• You cannot deactivate a domain unless all associated entities are also inactive.

Setup Complete. Indicate if you are satisfied with all aspects of this domain and are ready to
establish these settings permanently.
Important Be aware that after completion, you can no longer modify the domain shared sets,
the base currency, and the statutory currency. The association between entities linked to this
domain is permanently set and cannot be changed.
No: The domain is not available in any operational functions. You can modify the shared sets
and base currency as needed.
 Setting Up Financial Foundations 31

Yes: The domain is now available to operational functions. Changes can no longer be made to
the list of shared sets, to the base currency, the statutory currency, or to the linked entities (new
entities can still be added).
To complete a domain, the following must be true:
• Active is set to Yes.
• All shared set codes are defined.
• Only one primary entity is associated with the domain.
• Cross-company accounts have been defined.
See “Confirming Domains” on page 28 for more details about confirmation.
Important Once set to Yes, this field cannot be changed. In addition, you can no longer
modify the primary entity, shared set list, or currency of the domain. A warning displays
before the domain is confirmed.

General Tab
Fig. 2.7
Domain Create, General Tab

Field Descriptions

Base Currency. Enter the base currency for this domain, which is the currency in which all
entities within the domain conduct business. Exchange rates must exist between the base
currency and any foreign currencies specified on transactions. The base currency is used for
recording all financial transactions within the domain.
The base currency is the primary currency for Financial Reporting. Although reports can be
generated on the spot in any desired currency, the amounts on the reports is the translation of
the base currency to the reporting currency using the current accounting rate. However, the
statutory currency is an exception to this. If a statutory currency is active within the domain,
all transactions are also converted to the statutory currency using the statutory exchange rate
active on the transaction date.
Base currency determines the default currency for new customers and suppliers created while
logged into an entity in the domain. This field is required even when transactions take place in
multiple currencies.
The code you enter must be a valid, active currency. It cannot be changed after the domain is
confirmed.
32 User Guide — QAD Financials

Language. Enter the default language for this domain. The system uses this language for
selecting descriptions to display in operational functions when multiple language descriptions
exist. See User Guide: Introduction to QAD Enterprise Applications for more information on
the Translation Option.
Statutory Currency. Specify a second base currency, used for generating reports for local
authorities. The need for a statutory currency arises from a combination of global IFRS
requirements and local GAAP in some countries. The statutory currency applies to all entities
in the domain.
By default, the system proposes the same currency code as the base currency, but you can
change this value.
You can change the value of the Statutory Currency field when the Setup Complete field in the
header is cleared. When the Setup Complete field is selected and saved, the Statutory
Currency field becomes read-only. It can only be changed with a special utility that re-
initializes all statutory currency fields in the database.
See “Statutory Currency” on page 53 for detailed information on the concept of statutory
currency.
Statutory Currency Enabled. This field is read-only and is selected if the statutory currency
has been enabled for the current domain, and if the domain setup is complete.
Domain Type. Enter a code identifying the type of domain. You can use this field to group
domains based on a user-defined convention.
Each database has one system domain, defined in System Control. Its type is set to SYSTEM
and cannot be changed. The system domain is used as a template for supplying default data
when other domains are created. See “System Domain” on page 27.
Note You cannot change the type field to SYSTEM in this function.

Time Zone. Use the lookup to specify a time zone for the domain. All transactions in that
domain are assigned system dates and times based on that time zone.
When using your QAD application, if you change to another domain with a different time
zone, that time zone now applies and any transactions you create in that domain are assigned
dates and times relative to the time zone you have switched to. When calculating the time zone
offset, the system also determines whether daylight savings time is in effect for that time zone,
and adjusts accordingly.
If the Use User’s Time Zone for Default Domain field is activated in Database Control
(36.24.1), your default time zone from User Maintenance (36.3.1) is used when you switch to
your default domain. The Use User’s Time Zone for Default Domain field is deactivated by
default
See User Guide: QAD System Administration for more information on multiple time zones
and on time stamping.
Use Withholding Tax. Select the field to enable withholding tax for the domain.
The domain-level withholding tax control settings are applied to all the entities within the
domain, and you cannot update this setting within an entity.
If withholding tax is enabled for a domain and withholding tax records exist, you should not
subsequently disable withholding tax for that domain.
See User Guide: QAD Global Tax Management for information on withholding tax.
 Setting Up Financial Foundations 33

Tax Validation. Select the field to validate the fiscal tax codes for withholding tax according to
a predefined country-specific format for Italy. You specify a supplier’s fiscal code when
defining the supplier’s withholding tax information in the Supplier record.
See User Guide: QAD Global Tax Management for information on withholding tax.
Sub-Account, Cost Center, Project Mask. A Chart of Accounts (COA) mask is a matrix that
defines valid combinations of COA elements for transaction posting. Each mask applies to all
entities within a domain.
Use the three mask fields to define the combinations of COA elements the system verifies
when you post a transaction.
Each COA element has a separate COA mask maintenance function.
• Sub-Account Mask Create (25.3.9.1.1)
• Cost Center Mask Create (25.3.9.2.1)
• Project Mask Create (25.3.9.3.1)
The mask maintenance function for a COA element is disabled if the corresponding mask field
is not selected for the domain.
If you do not select any of the options, the system permits all combinations, provided that each
code is valid. It is recommended to keep the COA masks inactive during initial system
implementation when you are testing and setting up your accounting structure. You can then
change the COA mask settings later.
COA Element without Mask. Indicate how the system treats COA elements that are not
assigned a COA mask. Each COA mask type has a corresponding COA Element without Mask
field. There are two options:
Exclude from Posting: If you select this value, COA elements that are not assigned a COA
mask are excluded from use in postings.
No Posting Restrictions: If you select this value, COA elements that are not assigned a COA
mask can be used in any posting.

Shared Sets Tab

Use the Shared Sets tab to associate shared set codes with the domain.
Fig. 2.8
Domain Create, Shared Sets Tab
34 User Guide — QAD Financials

Field Descriptions

Shared Set Code. Specify a shared set code for each shared set type. You must associate a
code with each type. Each entity in this domain uses the same shared sets. After setup has been
confirmed, the shared set codes cannot be changed. See “Setting Up Shared Set Codes” on
page 22.
You cannot add or remove rows from this list.
If you modify a code before confirmation, the corresponding change is made for any entity in
the domain.
Shared Set Type. The system displays a read-only list of default shared set types required for
each entity.

Operational Tab
Use the Operational tab to specify values for use with operational functions.
Fig. 2.9
Domain Create, Operational Tab

Field Descriptions

Propath. Enter a comma-separated list of directories—in addition to those defined at login—

that the system should use for this domain. The system validates that the entry does not exceed
1950 characters—the maximum size of the database field—and that all elements represent
valid directories.
Note You cannot change this field in the domain that is part of your current workspace; in
this case, the Propath field is disabled. If necessary, change your current workspace.
See User Guide: QAD System Administration for more details about the propath.
Domain Code Page. Specify the code page that a character client must use to access the
domain. See “Domain Code Page” on page 28 for details.
The character client must use a code page that is compatible with that of the domain. Access to
the domain from a client session with an incompatible code page is blocked because it may
distort the character display and possibly cause data corruption.
If the code page of the domain is UTF-8, enter a non-Unicode code page you want to use with
the character client.
Note Entering data through the character client using one code page and then changing to
another may corrupt the data entered previously.
If the domain uses a code page other than UTF-8, enter the same code page used by the
domain.
This value defaults to iso8859-1.
 Setting Up Financial Foundations 35

Cross-Company Tab
Use the Cross-Company tab to set up cross-company accounts to track amounts for these
transactions between entities:
• Accounts Receivable (AR)
• Accounts Payable (AP)
• Inventory Control
• Manual Journal Entry
• Fixed Assets (FA)

These accounts must be cross-company control accounts.

When an operational transaction references more than one entity, the system automatically creates
the required intercompany balancing entries using these accounts. The default sub-account
associated with the account in GL Account Create is also used in the cross-company posting.
Manual cross-company postings call also be made in various financial functions. See
“Intercompany and Cross-Company Transactions” on page 383.
Note Cost centers, projects, and SAF analysis cannot be used with cross-company accounts.

You can leave these fields blank when the domain associated with the entity is unconfirmed, but
you cannot confirm the setup of a domain until the cross-company accounts are defined.
These fields are required even when a domain has only a single entity. This ensures that if another
entity is added later, transactions are created properly.
Fig. 2.10
Domain Create, Cross-Company Tab

Invoice Numbering Tab

Use the Invoice Numbering tab to enable consecutive and chronological invoice numbering. If you
do not enable these numbering options, standard invoice numbering without numbering checks
applies.
For standard, consecutive, and chronological invoice numbering, invoices are numbered by entity,
year, GL period, and daybook.
When consecutive and chronological invoice numbering are enabled, numbering controls apply in
the following functions:
• Customer Opening Balance Create and Supplier Opening Balance Create
See “Customer Opening Balance and Invoice Numbering” on page 265.
• Customer Invoice Create and Invoice Post and Print
36 User Guide — QAD Financials

See “Chronological and Consecutive Invoice Numbering” on page 430.

• Supplier Invoice Create, Supplier Invoice Reverse, Supplier Invoice Replace, Receiver
Matching Create, and Receiver Matching Modify
See “Financial Info Tab” on page 540.
Note Consecutive and chronological invoice numbering also applies where Invoice Post and
Print is accessed from the Customer Consignment and SSM modules.
Fig. 2.11
Domain Create, Invoice Numbering Tab

Consecutive Invoice Numbering. Select the field to enable consecutive invoice numbering for
the domain. Consecutive numbering ensures that AR and AP invoice and credit note numbers
are consecutive, and without gaps.
Show Supplier Invoice Number after Saving. Select this field if you want the system to
automatically display the supplier invoice or credit note number in a popup after you save the
record. The new number also displays in the Posting field in the supplier invoice functions.
This field is selected by default when you select the Consecutive Invoice Numbering field.
Clear the field to only display the number in the Posting field in the supplier invoice functions.
Chronological Invoice Numbering. Select the field to enable chronological invoice numbering
for the domain. Chronological invoice numbering ensures that AR and AP invoices and credit
notes are sequentially numbered in the correct date order.
Important You can only enable chronological invoice numbering if you have also enabled
consecutive invoice numbering.
Error on Non Chronological Number. Select this radio-button if you want the system to display
an error if a user specifies a past or future invoice posting date that could potentially disrupt
the chronological numbering of invoices. In this case, the user is blocked from saving the
invoice record.
This field is only available when chronological invoice numbering is enabled.
Warning on Non Chronological Number. Select this radio-button if you want the system to
display a warning if a user specifies a past or future invoice posting date that could potentially
disrupt the chronological numbering of invoices. In this case, the user can proceed and save
the invoice record.
This field is only available when chronological invoice numbering is enabled.
Invoice Certification. Select this field to activate invoice numbering for the domain.
The following prerequisites must be met before you can enable invoice certification:
• The domain base currency or statutory currency must be Euros.
 Setting Up Financial Foundations 37

• The domain must use consecutive invoice numbering.

• The domain must use chronological invoice numbering with error generation.
• Daybook set by site must be enabled for the domain.
Note You must specify the OpenSSL bin directory in System Maintain.You cannot disable
invoice certification once it has been enabled for a domain. The system displays a warning to
draw attention to this when you enable invoice certification and subsequently save the domain
record. The warning enables you to cancel the save.
See “Invoice Certification” on page 441 for more information.

Changing the Current Domain

If you are using the character UI, you can use Change Current Domain (36.1.1.1.10) to change the
active domain in your current session to another domain that you have access to. In the .NET UI,
when you have access to more than one domain, the Workspace menu lets you choose the one you
want to work in. If the company represented by the workspace is in a different domain, the domain
switching occurs automatically.
Fig. 2.12
Workspace Menu

When you first log in, you must choose a workspace. When you exit the QAD .NET UI, the active
workspace is saved and displays when you log in again.
When you change workspaces, any programs you have running in the current workspace remain
open. You can return to the workspace later to complete any open transactions.
The number of workspaces that display in the Workspace menu is restricted by the window size. If
you have access to more workspaces than the window can display, a More option displays at the
end of the Workspace menu items.
Fig. 2.13
More Option

If you select the More option, the system opens More Items window, which the lists all workspaces
to which you have access. From the list displayed, select the workspace you want to access and
click OK. The system then displays that workspace.
38 User Guide — QAD Financials

Fig. 2.14
More Items

Note The Workspace menu displays only when the logged-in user has access to more than one
workspace.
This function is useful for system administrators or others with system-wide responsibility who
regularly access and update information in multiple domains.
This function affects your current session only. Each time you log in using the character UI, you
are prompted to specify a domain. The domain designated as default in Domain/Entity User
Access displays the first time you log in.
For more information on user access, see User Guide: QAD Security and Controls.
When you change domains, the system accesses information about the new domain, such as the
base currency, statutory currency, and primary entity.

Domain Access

You can change to only an active domain you have been given access to in Domain/Entity User
Access. If you are assigned to a different role in the new domain or entity, the functions you can
perform may be different from the functions you performed in the previous domain or entity.
Therefore, the application menu is refreshed when you change the current workspace.
Domain and entity access is controlled by the Role Permissions function. See User Guide: QAD
System Administration for more information.

Database Switching

If you change to a domain associated with a database other than the current one, database
switching is initiated. The system connects to the database using the information set up in
Database Connection Maintenance. If the connection cannot be made, a message displays.
This is equivalent to logging out of the current database and starting a new session in a different
database.
Note When you switch databases using this program, the system checks your security access
based on the roles defined for your user ID in the target domain and database.
 Setting Up Financial Foundations 39

Setting Up Profiles
You use profiles to identify the relationships between records in shared sets of different types.
Consider the example discussed in the section on shared sets where customers, suppliers, and
exchange rates are used by all entities in both domains, but COA elements are not shared between
domains.
Table 2.2
Sample Shared Sets
Shared Set Type North America Domain European Union Domain
Customer AllCustomers AllCustomers
Supplier AllSuppliers AllSuppliers
Account NA_Accounts EU_Accounts
Sub-Account NA_SubAccounts EU_SubAccounts
Cost Center NA_CCs EU_CCs
Project NA_Projects EU_Projects
Exchange Rate SystemExRates SystemExRates
Daybook NA_Daybooks EU_Daybooks

Each customer needs an associated Customer Control account. However, if you assign a control
account from the NA_Accounts shared set, it would be invalid when sales orders are created in the
European Union domain.
Instead you assign the customer a Customer Account profile that indicates the account to use in
each domain. Then, regardless of which entity does business with the customer, valid accounts are
referenced when invoices are registered.
Fig. 2.15
Profiles and Sharing
‘

System
“Customer Account” Profile
Level Data

NA Accounts EU Accounts
Account 12000 Account 400000

Shared Sets
All Customers
Customer “QMS”

Domain Data North America European Union

You may need only one profile of each type. However, there are cases when you may want more
than one. For example, it is a common practice to have different AR and AP accounts for domestic
and international trade. This requires defining a different profile code for each type.
40 User Guide — QAD Financials

Profile Types
The following table lists the various types of profiles that you may need to create.
Table 2.3
Profile Types
Profile Type Description Shared Set Type
Banking Entry Daybook Use to define the daybook for recording Daybook
bank transactions.
Specify this profile for the Banking
Daybook field in the Bank tab of GL
Account Create.
Cash Paid Daybook Use to define the daybook for recording Daybook
cash payments from a bank account.
Specify this profile for the Cash Paid
Daybook field in the Cash tab of GL
Account Create.
Cash Received Use to define the daybook for recording Daybook
Daybook cash receipts into a bank account.
Specify this profile for the Cash Received
Daybook field in the Cash tab field of GL
Account Create.
Cost Center Use to define cost centers when cost Cost Center
center analysis is being defined for an
account.
Specify this profile for the Cost Center
field in GL Account Create.
Customer Account Use to define customer control accounts. Account
Specify this profile for the Sales Account
GL Profile field in Customer Create.
Project Use to define projects when project Project
analysis is being defined for an account.
Specify this profile for the Project field in
GL Account Create.
Purchase Account Use to default the Purchases account for Account
non-inventory purchases.
Sales Account Use to default the Sales account for non- Account
inventory sales.
Sub-Account Use to define sub-accounts when Sub-Account
divisional analysis is being used.
Specify this profile for the Sub-Account
Profile fields in Customer Create and
Supplier Create.
Supplier Account Use to define supplier control accounts. Account
Specify this profile for the Purchase
Account Profile field in Supplier Create.
 Setting Up Financial Foundations 41

Creating Profiles
Use the Profile activities (36.1.1.4) to create, view, modify, and delete profiles.
Fig. 2.16
Profile Create

Field Descriptions

Profile Code. Specify a code (maximum 20 characters) that identifies a profile.

Description. Enter a brief description (maximum 40 characters) of the profile.

Profile Type. Choose a profile type from the drop-down list. Table 2.3 on page 40 lists possible
types. When you select a profile type, all of the shared sets with the associated shared set type
display in the grid below.
Example Select the Customer Profile for Profile Type. All of the customer shared sets in the
system display in the grid below.
Shared Set Type. The system displays the type of shared set associated with the selected
profile type.
Active. Indicate if this is an active profile.

The following fields display in the grid:

Linked Object. Specify a specific record to link to this profile. For example, for a supplier
account profile, you select a specific account from each account shared set. Then when you
associate this profile with a supplier in the Purchase Account Profile field, a valid account is
available regardless of which company references the supplier.
Object Description. This read-only field defaults from the description of the selected record.

Shared Set. This column is populated when you select the shared set type and cannot be
modified.
Last Modified Date/Time and User. These read-only fields display the ID of the user who last
updated the record as well as the date and time of update.
42 User Guide — QAD Financials

Setting Up Entities
Use the Entity activities (36.1.1.2) to create, view, and modify entities in an active domain. Entities
represent independent financial units within a business, for which you assess taxes and generate
separate balance sheets and income statements. Each entity within a domain inherits the domain
base currency and uses the same shared set data.
Note You cannot delete entities; instead, make an obsolete entity inactive.

A business relation code is associated with an entity to provide address information for your own
company on printed documents. The business relation record also contains the tax parameters used
for your company—tax zone, federal tax ID number, and state tax ID number.
Prerequisites for creating an entity are an active domain and a business relation.
Fig. 2.17
Entity Create

Field Descriptions

Entity Code. Specify a code (maximum 20 characters) that identifies an entity. This code must
be unique within the current database and any connected databases.
Entity Description. Enter a brief description (maximum 24 characters) of the entity.

Business Relation. Specify a business relation to associate with the entity. Only business
relations marked as internal display for selection. The head office business relation provides
address details. See “Creating Business Relations” on page 209 for details.
Localization Code. This field can be used to support localized code that implements regional
differences in financial processes. It is not currently used.
Active. Indicate if this entity is to be active. This field must be selected in order to create a new
entity. You cannot deactivate an entity if any pending invoices or unposted GL transactions
exist that reference it.
 Setting Up Financial Foundations 43

After an entity is deactivated, you can no longer create any inventory, work order, or fixed
asset transactions that reference the entity, or create any orders for a site that references the
entity.
Also, you cannot associate a site or fixed asset location with an inactive entity.
Domain. Specify the domain that this company is associated with. The following domain data
is copied to the entity when you save the record:
• Domain shared set codes
• Domain base currency
• Domain cross-company accounts
• Domain general ledger periods
• Domain GL masks
The domain must be active. If the domain is not confirmed, you can change the association if
needed. If the domain is confirmed, no changes are allowed after you save the record. In this
case, a warning displays before the data is saved.
Entities are not typically set up in the system domain. If the domain you specify is the system
domain, a warning displays, but you can continue.

General Tab
Check Budgets on Overlap. Select this field to verify that the same combination of budget
elements (GL accounts, sub-accounts, cost centers, projects, and SAFs) is not being used in
different budget topics or in different budgets. This setting is only applicable for budgets that
also overlap in time; for example, overlapping budget periods. When the field is selected, the
system generates an error message when a conflict occurs.
This verification process adds considerably to the length of time taken to save and run a
budget.
Reverse P&L Revaluations. Indicate if revaluation amounts of profit and loss accounts
(income and expense accounts) should be reversed at the beginning of the next GL period.
This is a legal requirement in some countries.
Consolidation Entity. Indicate if this entity is to be used as a target entity to store the results of
consolidation. The consolidation process transfers GL transactions from source entities to a
target entity with Consolidation Entity enabled by means of a journal entry. See Chapter 13,
“Consolidation,” on page 749 for details about consolidation.
Decimals for Qty. Specify the number of decimals used in GL quantity fields.

Invoice Upper Limit. If you plan to use the Chinese Golden Tax module with this entity,
specify the highest invoice amount allowed. See User Guide: QAD Global Tax Management
for details about the effect of this setting.
AP and AR Exchange Tolerance %. The exchange tolerance verifies whether the realized
exchange gain or loss on foreign currency payments is reasonable. The realized gain or loss
amount in base currency is compared with the base currency equivalent of the amount paid
and expressed as a percentage:
gain-loss BC / payment BC * 100
44 User Guide — QAD Financials

If that percentage is higher than the maximum allowed tolerance, an error message is
displayed in the payment transaction.
The default is zero, indicating you are not using exchange tolerance.
When a payment is entered in a foreign currency, you are prompted to enter the exchange rate.
The exchange tolerance verifies whether this rate is reasonable.
Exchange tolerance represents an important control point for processing multiple currencies,
preventing data-entry errors.
Mirror Setup. Select a mirror accounting configuration level. You can choose to enable mirror
accounting setup per domain, or per entity.
See “Mirror Accounting” on page 396.
Open Item Netting Restriction. Specify a setting for the netting of open items across business
relations using Open Item Adjustment Create (25.13.5). This field provides three options for
the netting of open items across business relations.
• None. This option does not impose restrictions on the netting of open items across
business relations. It is the least restrictive setting, and is the default.
• Single Business Relation. This option restricts the netting of open items to items that
belong to the same business relation. It is the most restrictive setting.
• Related Business Relations. This option restricts the netting of open items to items from
business relations that belong to the same corporate group.
Important A business relation with a blank corporate group is not considered to be related to
a business relation that has a corporate group assigned. Similarly, two business relations, each
with blank corporate groups, are not considered to be related.
See “Open Item Adjustment” on page 351 for more information on adjusting open items.
Open Item Cross Entity Allowed. Select this field to enable open items to be adjusted across
entities. This field is enabled by default.
When this option is enabled, you can use Open Item Adjustment Create (25.13.5) to display
and net items from other entities.
When an open item adjustment includes cross-entity transactions, the entities involved must
have compatible netting control settings. If the entities have different control settings, the most
restrictive setting is applied.
For example, if one entity has a netting restriction of Single Business Relation, the whole open
item adjustment must be for a single business relation. If there is a conflict with the most
restrictive control setting, an error is displayed and the open item adjustment cannot be saved.
If this option is disabled, the All Entities field in Open Item Adjustment Create (25.13.5) is
disabled for editing, and you cannot display and net items from other entities.
See “Open Item Adjustment” on page 351 for more information on adjusting open items.
Customer/Supplier Compensation Allowed. Specify how the system treats open items during
payment processing when a customer and supplier belong to the same business relation. This
option is enabled by default.
When customer and supplier compensation is enabled at entity level and an open item
adjustment involves transactions from two different entities, customer and supplier
compensation must be enabled for both entities in order for the adjustment to be saved. In
 Setting Up Financial Foundations 45

addition, the corresponding Customer/Supplier Compensation Allowed field must be enabled

for the business relations involved in the adjustment. This restriction applies regardless of the
entity’s netting restriction or whether the customer and supplier compensation is cross-entity.
When customer and supplier compensation is disabled at entity level, you cannot net items
from customers and suppliers with the same business relation. This setting overrides the
Customer/Supplier Compensation Allowed setting at the business relation level for customers
and suppliers.
See “Open Item Adjustment” on page 351.

Shared Sets Tab

The system displays the shared set codes that default from the associated domain in the Shared
Sets tab. These cannot be updated here.
Fig. 2.18
Entity Create, Shared Sets Tab

Additional GL Numbering Tab

Additional GL Numbering lets you generate a secondary numbering sequence for GL transactions.
This is an alternative reference number for use in countries where local GAAP constraints require
that GL posting numbering be sequential, without any gaps. The sequence number of a transaction
appears in statutory transaction reports.
When Additional GL Numbering is enabled for an entity, you can specify another active entity
from the same domain as the source entity for the additional GL numbering. Additional GL
Numbering must be enabled in the source entity, and the numbering sequences from the source
entity are then used as the numbering source for the GL postings in the current entity.
• If the additional GL numbering for an entity is generated based on numbering settings in
another source entity, you can only specify the reset yearly setting in the source entity.
• The dependent entity cannot itself be the source entity for additional GL numbering in another
entity. For example, if entities A, B, and C belong to the same domain, and A is the source
numbering entity for entity B, then B cannot be the source numbering entity for any other
entities. However, A can simultaneously be the source entity for multiple entities, such as B
and C in this example.
46 User Guide — QAD Financials

Fig. 2.19
Entity Numbering Groups

Entity A Entity D

Entity B Entity C Entity E

When you enable the Additional GL Numbering feature, the system generates a sequence number
for any GL posting in the official layer. The sequence number has the following format:
• It has 9 digits starting from 000000001.
• The number increments by 1 per posting. For example, if the current posting is numbered
000000005, the next posted transaction will be numbered 000000006.
You specify the starting sequence number in Record Number Maintain.
See “Additional GL Numbering” on page 304 for detailed information on additional GL
numbering.
Fig. 2.20
Entity Create, Additional GL Numbering Tab

Field Descriptions

Additional GL Numbering. Indicate whether you want to enable additional GL numbering.

When postings have been generated with additional GL numbers, you cannot subsequently
disable additional GL numbering for that entity.
Reset Number Yearly. Select this field to have the GL numbering sequence automatically reset
at the beginning of each fiscal year.
Source Numbering Entity. Optionally, specify another entity to use its GL numbering
sequence. You can specify an entity only when:
• Additional GL numbering is also enabled for that entity.
• That entity is not sharing its GL numbering sequence with another entity.
With this feature, a legal entity that consists of two or more entities in the system can use the
same numbering sequence.
 Setting Up Financial Foundations 47

Taxes Tab
Use the Taxes tab to configure settings for suspended and delayed taxes.
Fig. 2.21
Entity Create, Taxes Tab

Use Withholding Tax. This field indicates whether withholding tax has been enabled for the
domain to which the entity belongs.
Gross Income Accounting. Select the field to enable gross income accounting for the entity.
The default is that the field is cleared.
See User Guide: QAD Global Tax Management for more information on gross income
accounting.
Suspended Tax. Select an option to define the point at which suspended taxes on customer
invoices become payable and are transferred from the suspended tax account to the final tax
account.
This field has four options:
• Not applicable
No suspended taxes are required for this entity.
• Till First Payment
The whole tax amount of the invoice becomes payable when the first payment for that
invoice is made.
• Till Last Payment
The whole tax amount becomes payable only when the invoice is completely paid.
• Proportional to Payments
Taxes are suspended and released as payable tax proportionally to the amounts paid for the
invoice:
Suspended Tax Amount = Payment Amount * Total Tax on Invoice/ Original Invoice Total

Suspend Until Paid Status. Select the field to suspend the payment of taxes until the payment
status is set to Paid.
If you select this option, allocating a payment to an invoice does not generate final tax postings
unless the payment status is also set to Paid. When the payment status is set to Paid, the taxes
are posted to the final tax accounts and the tax becomes available for declaration.
Note The Suspend Until Paid Status field is enabled when you select any option except Not
Applicable in the Suspended Tax field.
48 User Guide — QAD Financials

Suspended Date Type. Select the date the system must use to retrieve the exchange rate for
suspended tax transactions. The options are:
• Invoice Posting Date: The system uses the exchange rate applicable on the date on which
the invoice was created. This is the default option.
• Payment Date: The system uses the exchange rate applicable on the date on which the
payment and tax postings were created.
Delayed Tax (AP). Select an option to define the point at which delayed taxes are calculated
when you complete an outstanding payment to a supplier in payment stages.
This field has the same four options described for the Suspended Tax field, but applies to
delayed AP taxes that become deductible AP taxes after payments are made.
Delay Until Paid Status. Select the field to delay the payment of taxes until the payment status
is set to Paid.
If you select this option, allocating a payment to an invoice does not generate final tax postings
unless the payment status is also set to Paid. When the payment status is set to Paid, the taxes
are posted to the final tax accounts and the tax becomes available for declaration.
Note The Delay Until Paid Status field is enabled when you select any option except Not
Applicable in the Delayed Tax field.
Delayed Date Type. Select the date the system must use to retrieve the exchange rate for
delayed tax transactions. The options are:
• Invoice Posting Date: The system uses the exchange rate applicable on the date on which
the invoice was created. This is the default option.
• Payment Date: The system uses the exchange rate applicable on the date on which the
payment and tax postings were created.

Default System Domain Data

The following table lists database tables containing data that is copied when a new domain is
created.
Table 2.4
Tables Copied for New Domain
Table Description
acdf_mstr Account Default Master
AlgoM Warehousing Algorithm Master
AlgoTypeM Warehousing Algorithm Type Master
bic_ctrl Service/Support Contract Billing Control
bl_ctrl Master Bill of Lading Control
cac_ctrl Service/Support Call Master Control
caq_mstr Service/Support Call Queue Master
cas_mstr Service/Support Call Status Master
cd_det Master Comments
clc_ctrl Regulatory Attributes Control

Table 2.4 — Tables Copied for New Domain — (Page 1 of 3)

 Setting Up Financial Foundations 49

Table Description
code_mstr Generalized Code Master
cs_mstr Cost Set Master
drp_ctrl Distribution Requirements Planning Control
egc_ctrl Service/Support Engineer Schedule Control
emc_ctrl Employee Control
es_mstr Service/Support Escalation and Repair Master
esc_ctrl Service/Support Escalation Control
esh_mstr Service/Support Engineer Schedule Master
ess_mstr Service/Support Engineer Status Master
fac_ctrl Final Assembly Control
famt_mstr Fixed Asset Method Master
gl_ctrl Domain/Account Control
icc_ctrl Inventory Control
iec_ctrl Import/Export Control
iao_mstr Output File Master
iaod_det Output File Field Data
mfc_ctrl Control Work Table
mrpc_ctrl Material Requirements Planning Control
opc_ctrl Shop Floor Operation History Control
pcc_ctrl Product Change Control
pgc_ctrl Service/Support Paging Control
pic_ctrl Pricing Control
pl_mstr Product Line Master
poc_ctrl Purchase Order Control
qcc_ctrl Quality Order Control
qoc_ctrl Sales Quotation Control
rmc_ctrl Return Material Authorization Control
rpc_ctrl Repetitive Control
rsn_ref Reason Code Master
sac_ctrl Service Contract Control
sbc_mstr Service/Support Billing Cycle Master
sc_mstr Cost Simulation Master
shop_cal Shop Calendar
soc_ctrl Sales Order Control
spc_ctrl Salesperson Control
src_ctrl Service Request Control
sroc_ctrl Service/Repair Order Control
sv_mstr Service Agreement Terms and Conditions Master
svc_ctrl Service/Support Management Control
trl_mstr Trailer Master

Table 2.4 — Tables Copied for New Domain — (Page 2 of 3)

50 User Guide — QAD Financials

Table Description
TaskM Warehousing Task Master
TransTypeM Warehousing Transaction Type Master
tx2_mstr Tax Master
txc_ctrl Tax Control
woc_ctrl Work Order Control

Table 2.4 — Tables Copied for New Domain — (Page 3 of 3)

 Chapter 3

Setting Up Multiple Currencies

The following topics cover the setup of multiple currencies.
Overview 52
Introduces the Financials three-currency system.
Statutory Currency 53
Use an additional base currency for reporting purposes.
Rounding Methods 54
Define methods the system uses to round monetary amounts.
Currencies 56
Use the Currency activities to create, view, modify, and delete monetary units.
Exchange Rate Types 57
Add user-defined exchange rate types.
Exchange Rates 59
Define exchange rates for multiple-currency transactions.
Realized Gain/Loss Accounts 64
Accounts used for gain or loss postings resulting from multiple-currency transactions.
Purchase Gain/Loss Accounts 65
Define purchase gain and loss accounts for currencies.
Currency Display 66
Describes the currency format displayed in reports.
52 User Guide — QAD Financials

Overview
QAD Financials provides a full set of functions to support monetary amounts expressed in one of
three currencies:
• Domain base currency
• Non-base transaction currency
• Statutory currency used for reporting

This three-currency system lets you display a transaction or create a report in any of the defined
currencies.
A set of ISO currencies is supplied with the system. The base currency is the currency in which all
entities within a domain conduct business. The base currency for a domain is specified in Domain
Create and is used for recording all financial transactions within that domain. You can define as
many other currency codes as your organization uses. See “Currencies” on page 56.
You can also use a second base currency for reporting purposes. This second currency is known as
the statutory currency. See “Statutory Currency” on page 53.
When creating GL accounts, you can specify that the account accepts transactions in all currencies,
in the base currency only, or in a specific currency. See “GL Account Types” on page 75 for
details.
Transaction currencies can be used with purchase orders, sales quotations, sales orders, price lists,
AR and AP payments, custom and supplier invoices, journal entries and other GL transactions, and
customer service. For accounts that are not denominated in a unique currency, you can record
journal entries in either the base currency or in the transaction currency. For accounts denominated
in a specific currency, you must enter all amounts using the transaction currency. See “Journal
Entry” on page 290.
An exchange rate is the current market price for which one currency can be exchanged for another.
It is expressed as the amount by which one unit of a currency must be multiplied to give the
equivalent value in the second currency. Exchange rates are used for any transaction that is
denominated in a currency other than the base currency of the domain, and for any transaction that
is denominated in a currency other than the statutory currency of the domain. Exchange rates can
also have a scaling factor. This option is useful for currencies that have a very small value
compared to currencies such as the US dollar and Euro.
The Derived Exchange Rate function lets you derive new exchange rates for currency pairings
using the exchange rates between the base currency of the current entity and the base currencies of
other entities in the same shared set. See “Derived Exchange Rates” on page 62.
Exchange rate differences are automatically calculated during revaluation, and the analysis of
realized currency exchange differences is also supported.
Monetary assets and liability accounts defined in foreign currency can be revalued at the current
rate, fixed rate, historical rate, statutory rate, or any predefined rate. Individual customer and
supplier accounts maintain the historical rate. See “Creating GL Accounts” on page 78 for
information on setting exchange methods for revaluation.
 Setting Up Multiple Currencies 53

For customer and supplier revaluation, the revaluation is entered in separate accounts and
automatically reversed in the next period. This step is done because the revaluation does not
change the value of the open item so that the system can differentiate realized and unrealized
currency differences. The system also lets you simulate what-if scenarios.
You can separately revaluate the accounts against base currency and statutory currency, and you
can use different revaluation rates for each of the currencies. See “Journal Entries and Daybook
Security” on page 303 for more information.
Realized exchange differences are automatically calculated and posted when invoices in foreign
currency are paid in banking entry or when the status of foreign payments, such as checks and
drafts, is set to Paid. These differences are calculated and posted in both base currency and
statutory currency.
Rounding methods are used to control how the system rounds monetary amounts for data entry and
display. See “Rounding Methods” on page 54.
Since currency formats vary by region, the currency display format is based on the country code. If
a regional format is not defined, the system uses the period (.) as a decimal point. The decimal
point indicator in financial functions is determined by Windows regional settings on the client
computer, and can vary from user to user.
Most reports and screens use the currency format of the logged-in user when displaying monetary
values. However, invoices to customers use the format of the recipient address. See “Currency
Display” on page 66 for details.

Statutory Currency
You have the option to use an additional base currency for reporting purposes. This second
currency is known as the statutory currency. The need for a statutory currency arises from a
combination of global IFRS requirements and local GAAP in some countries. The statutory
currency is set at the domain level, and is inherited by the entities assigned to the domains. See
“Setting Up Domains” on page 26.
The need for a statutory currency is most likely to arise in a country that is geographically close to
a strong currency zone (for example, Mexico and Poland), where the country itself has another
local currency. Companies operating in countries close to strong currency zones, such as the Euro
and US dollars, might use the stronger currency as their base currency (functional currency).
However, local auditors and tax controllers can mandate that companies submit their declarations
and financial reports in the local currency of the country. In these cases, the local country currency
becomes the organization’s statutory currency.
Example A multinational corporation has a subsidiary in Mexico. In the Mexican subsidiary,
most business is conducted in USD, which is the base currency. However, all reports that the
subsidiary must produce for the Mexican government are in Mexican Pesos, which is the statutory
currency.
In some countries, the use of the statutory currency can be limited to a few reports, such as tax and
basic GL reports. However, in other countries, companies can be required to submit many reports
in the local statutory currency; for example, balance sheet, income statement, daybooks, general
54 User Guide — QAD Financials

ledger, sub-ledgers, and tax declaration reports. To meet these requirements, you can run all GL,
AR, AP, and tax reports to display output in statutory currency. However, statutory currency is not
available for GL Report Writer reports.
The system uses a dedicated statutory exchange rate when converting transaction amounts to and
from the statutory currency. However, you can choose to use the normal accounting exchange rate
for statutory currency calculation. See “Exchange Rate Types” on page 57. All GL transactions
contain statutory currency amount fields on the same level as the base currency amount fields,
including tax transactions.
You can revaluate transactions in transaction currency, relative to the statutory currency. The
Currency tab of GL Account Create contains account settings for transaction currency revaluation
in statutory currency. See “Journal Entries and Daybook Security” on page 303.
The concept of statutory currency does not exist in the operational modules. Therefore, when
operational transactions are fed into Financials using Operational Transaction Post and Invoice
Print and Post, the system calculates the GL transaction amounts in statutory currency, and adds
these values to the posted transactions. The system converts the base currency amount to statutory
currency using the statutory exchange rate type.
See “Inventory Exchange Rate” on page 61 for details on how the system converts inventory
transactions on inventory accounts to statutory currency.
The Fixed Assets module does not support dual currencies. Therefore, if you want to create fixed
asset postings in statutory currency or in both statutory currency and base currency, you can do this
in an indirect way by creating an additional domain with the statutory currency from your primary
domain as the base currency in the new domain. See User Guide: QAD Fixed Assets for details.

Rounding Methods
Use the Rounding Method activities (26.2) to define the methods the system uses to round
monetary amounts for data entry and display. They are also used in the display of financial
amounts in browses. Rounding methods are used in all calculations of monetary values, and are
defined at the database level.
The Rounding Method function lets you define a rounding unit and a rounding threshold. The
rounding unit determines the value by which a monetary amount is modified when subject to
rounding.
The rounding threshold determines the value above which a digit is rounded up, rather than
removed, and the position after the decimal point where the rounding takes place; that is, the
number of decimal places.
Associate a rounding method with each currency. These methods apply when you enter monetary
amounts and also when you view data online or generate reports.
Rounding is performed using an identical process for all currencies; the only variable is the
number of decimals to use in rounding. For example, for a two-decimal currency, such as the US
dollar or euro, if the third digit after the decimal point has a value of 5 or higher, the second digit
after the decimal point is rounded up by 1. If the third digit after the decimal point has a value of
less than 5, the third and subsequent digits after the decimal point are dropped.
 Setting Up Multiple Currencies 55

The decimal point indicator is determined by the country code associated with the user in User
Maintenance, so can vary according to regional requirements. See “Currencies” on page 56 and
“Currency Display” on page 66.
Note You cannot delete a rounding method if it is associated with a currency, referenced in
Global Tax Management Control (29.24), or associated with a tax environment in Tax
Environment Maintenance (29.3.1).
Three rounding methods exist by default:
0. Round to zero decimals, using 0.5 as the rounding threshold.
1. Round to one decimal, using 0.05 as the rounding threshold.
2. Round to two decimals, using 0.005 as the rounding threshold.
Define additional rounding methods as needed. For example, you can set up a custom rounding
method to support the optional invoice rounding feature, which lets you meet requirements in
countries such as Switzerland. This feature is enabled and set up in Sales Order Accounting
Control (36.9.6). For information on special invoice rounding requirements, see User Guide: QAD
Sales.
Fig. 3.1
Rounding Method Modify

Field Descriptions

Code. Enter a one-character code identifying the rounding method.

Description. Enter a brief description (maximum 24 characters) of the rounding method. This
description displays on various reports and inquiries. You can optionally enter descriptions in
more than one language. See User Guide: Introduction to QAD Enterprise Applications for
more information on the Translation Option.
Unit. Enter the number of decimal places used when rounding monetary values. For example,
to specify rounding to three decimal places, enter 0.001. Rounding units must be a positive
numeric value; you cannot define a negative value.
Threshold. Enter the number at which monetary values are rounded up. This number must be
less than the number entered for the rounding unit. The rounding threshold must be a positive
numeric value; you cannot define a negative value.
For example, if the rounding unit is 0.001, entering 0.0025 for the rounding threshold tells the
system that decimal values of 25 ten-thousandths and higher are to be rounded up to the
nearest one-thousandth. Amounts are rounded based on their absolute value. For example,
–9.99 is rounded the same as 9.99.
56 User Guide — QAD Financials

Currencies
Use the Currency activities (26.1) to create, view, modify, and delete currencies.
Currency codes identify specific monetary units. You define a currency at a database level, and
global currencies are predefined in the system using three-character ISO codes. The currency
description can be specified in all languages, and can be up to 24 characters in length. Assign an
inactive status to a currency that is no longer in use, which ensures that it cannot then be associated
with any other records.
Currency amounts are rounded based on the associated rounding method. The display of the
decimal point is based on settings associated with country codes in the locale.dat file:
• For customer-facing records, such as invoices, the system uses the country code of the
customer to retrieve the relevant decimal point indicator from locale.dat.
• For supplier-facing records, such as purchase orders, the system uses the country code of the
supplier to retrieve the relevant decimal point indicator from locale.dat.
• In certain operational functions, the display of currency amounts is formatted based on the
country of the intended recipient; for example, the customer country code, supplier country
code, or user country code. See “Currency Display” on page 66 for more information.
The locale.dat file is described in your QAD application installation guide.
Once defined, a currency code cannot be deleted or deactivated if:
• It is specified as the base currency for the current domain.
• It is referenced in a current or future exchange rate relationship.

Each transaction can have base, transaction, and statutory currency values associated with it.
Fig. 3.2
Currency Create

Field Descriptions

Currency Code. Enter an ISO standard code identifying a currency.

Currency Description. Enter a brief description (maximum 24 characters) of the currency code.
This description displays on various reports and inquiries. Descriptions typically include the
name of the country and monetary unit, such as Japanese yen or New Zealand dollars.
 Setting Up Multiple Currencies 57

Decimals Description. Enter the descriptive word (maximum 20 characters) for the secondary
amount of the currency, which is displayed after the decimal point. For example, the secondary
amount for dollars is cents, and for euro is cent. The system uses this description when
printing out the text version of an amount; for example, ten dollars and fifty cents.
Rounding Method. Select the rounding method to apply to the currency.

Description. The system displays the description of the rounding method you selected.

Active. Indicate if this is an active record.

When you mark a new currency code as active, it is available to assign to new customer or
supplier records as their default currency. In addition, you can create customer and supplier
invoices with that currency.

Exchange Rate Types

Use the Exchange Rate Type activities (26.3) to create, view, modify, and delete exchange rate
types.
Before setting up exchange rates, you can add user-defined exchange rate types if necessary. A
number of predefined types are supplied with the system, which are used in financial and
operational functions.
Note If the exchange rate type selected in a function or report does not exist, the system uses the
accounting exchange rate type by default.
Table 3.1
Exchange Rate Types
Financials
Exchange Rate Type Only Description
ACCOUNTING No Used in the general operation of the system, such
as sales and purchasing activities. It is the default
exchange rate type for the system.
BUDGET Yes Used for budgets stated in non-base currencies.
CASH Yes Used for cash flow forecasts denominated in non-
base currencies.
INTRASTAT No Used in Intrastat reporting to provide specific
exchange rates. See User Guide: QAD Intrastat
for details about Intrastat.
INVENTORY No Used for inventory, purchase order, scheduled
order receipt, and work order transactions to
convert between the transaction currency and the
base currency.
The system also uses the inventory exchange rate
to convert inventory transaction amounts to
statutory currency. If the inventory rate is not
available, the system calculates the statutory
currency value using the statutory rate, with the
option to fall back to using the accounting rate.
See “Inventory Exchange Rate” on page 61.
58 User Guide — QAD Financials

Financials
Exchange Rate Type Only Description
REVALUATION Yes Used for revaluing GL accounts denominated in
non-base currencies relative to the base currency.
It can also be used to revaluate the transaction
currency, relative to the statutory currency.
See “Journal Entries and Daybook Security” on
page 303.
STATUTORY Used to convert transaction currency amounts to
statutory currency.
The system always looks for a statutory exchange
rate type first. If the system cannot find a statutory
exchange rate that is valid for that date, it reverts
to using the accounting exchange rate, if the
Fallback to Accounting field in Exchange Rate
Type Create (26.3.1) is selected for the statutory
exchange rate.
TAX Yes Used to translate amounts in tax reports.
See User Guide: QAD Global Tax Management
for more information on tax reports.

Accounting exchange rates are the standard rates used throughout the system in manufacturing and
distribution transactions.
Fig. 3.3
Exchange Rate Type Create

Field Descriptions

Exchange Rate Type. Enter a code identifying an exchange rate type. A number of types are
predefined and required by the system.
Description. Enter a brief description (maximum 40 characters) of the exchange rate type to
help identify its use.
Active. Indicate if this is an active record.

System Defined. This read-only field indicates if the record is supplied with the system or has
been added after installation. You cannot delete system-defined records.
Fallback to ACCOUNTING. Select this field if the system must revert to using the accounting
exchange rate when it cannot find a valid exchange rate of the type for which you have
enabled this option.
 Setting Up Multiple Currencies 59

Use Validity End Date. Select the field to users to specify the validity end dates for exchange
rates of this type.
Note You cannot use the validity end date option for an exchange rate type if you are also
using the Fallback to Accounting option. Having these options mutually exclusive prevents the
system from reverting to looking for an accounting type rate when the exchange rate’s validity
has passed.
Default Validity (in days). Specify the default number of days that exchange rates of this type is
valid.
When a new exchange rate of this type is created in Exchange Rate Create, the system
automatically proposes a validity end date by adding the default validity days value to the start
date entered, and then deducting one day.
Example If the exchange rate start date is 01/15/2010, and the default validity days value is
set to 1, the default validity end date is 01/15/2010— the same as the exchange rate start date.
If the exchange rate start date is 01/15/2010, and the default validity days value is set to 7, the
default validity end date is 01/21/2010— seven days, including the start and end dates.

Exchange Rates
Use the Exchange Rate (26.4) activities to create, view, modify, and delete exchange rates, which
are applied to multiple-currency transactions. Exchange rates are stored at the shared set level.
Therefore, any changes made to exchange rates in a domain affect all other domains using the
same shared set.
The chart of accounts must include a single realized and unrealized gain and loss account, and an
exchange rate rounding differences account. These are used for all currency exchange conversions
in the system. See “System Accounts” on page 76 for details on creating unrealized and realized
loss/gain accounts.
Exchange rates are specified as the amount by which you multiply a single unit of a From
Currency to reach the equivalent number of the To Currency units. Exchange rates can be
expressed in up to 10 decimal places.
Example If 1 pound sterling is equivalent to 1.40 euros, the exchange rate is expressed as
follows:
From Currency Code: GBP
To Currency Code: EUR
Exchange Rate: 1.4000000000
To enter the exchange rate with the From Currency as EUR and To Currency as GBP, you specify:
From Currency Code: EUR
To Currency Code: GBP
Exchange Rate: 0.7142857143
Note You can create an exchange rate in only a single direction; you cannot create both an
exchange rate and a reciprocal rate.
60 User Guide — QAD Financials

Exchange rates can have both a start date, and an end date. An exchange rate between two
currencies is superseded by an exchange rate of the same type between the same two currencies
with a later start date.
Exchange rates can also have a scaling factor. Use scaling factors for currencies that have a very
small value relative to other currencies. The actual exchange rate used is the product of the entered
exchange rate and the scaling factor. The scaling factor can have up to seven decimal places.
Example If 1 pound sterling is equivalent to 250,000 units of Turkish lire, the exchange rate
could be expressed as follows:
From Currency Code: TRL
To Currency Code: GBP
Exchange Rate: 4.0000000000
Scaling Factor: 0.0000010
This means that an invoice for 1,000,000 TRL is equal to 4 GBP.
Fig. 3.4
Exchange Rate Create

Field Descriptions

From Currency Code. Enter the first currency of the exchange rate relationship. It must be a
valid, active currency, and cannot be the same as the To Currency Code.
To Currency Code. Enter the second currency of the exchange rate relationship.

Exchange Rate Type. Specify the business area where the exchange rate is applicable.
See Table 3.1 on page 57 for a list of values.
Valid From. Enter the start date of the currency exchange relationship. The effective period of
an entry cannot overlap with another entry for the same relationship. The exchange rate
relationship is used as the default for all transactions during the specified time period.
Valid To. Specify the date after which the exchange rate type becomes inactive.
When creating a new exchange rate type, the system proposes a default validity end date based
on the value you entered in the Default Validity field in Exchange Rate Type Create for the
exchange rate type. However, you can overwrite the default value.
You can only specify a value in the Valid To field if:
 Setting Up Multiple Currencies 61

• The Use Validity End Date field is selected in Exchange Rate Type Create for the
exchange rate type
• You are using Exchange Rate Create.
• You modify an exchange rate for which the Valid From field contains the highest value
(latest date) for all existing exchange rate records for the same combination of From
Currency Code and To Currency Code. Otherwise, the Valid To field is inactive when you
modify an exchange rate.
Example
Validity end dates are enabled in Exchange Rate Type Create, and the system contains two
exchange rate records for Euros to US dollars.
• Record 1 has a Valid From date of May 20 and a Valid To date of May 24.
• Record 2 has a Valid From date of May 25 and a Valid To date of May 30.
In Exchange Rate Modify, you can only change the Valid To date for exchange rate
Record 2 because its Valid From date is later than and supersedes that of Record 1.
Exchange Rate. Enter the exchange rate. Exchange rates are specified as the amount by which
you multiply a single unit of a From Currency to reach the equivalent number of the To
Currency units
Scale Factor. Enter a number used in the exchange rate calculation to adjust the amount of the
From Currency. This is typically used in hyperinflationary environments when the differences
between currency values is large.

Inventory Exchange Rate

The inventory exchange rate is used for inventory, purchase order, scheduled order receipt, and
work order transactions to convert between the statutory currency and base currency.
Note The inventory exchange rate is optional, and its use depends on whether your business
process requires a dedicated rate for inventory transactions.
For purchase order or scheduled order receipt transactions where the inventory exchange rate is in
effect at the time of PO receipt, the system uses the following calculation for statutory currency:
1 For inventory transactions on inventory accounts, the system firsts look for the inventory
exchange rate type to convert the base currency value to the statutory currency value.
2 If the system cannot find an inventory exchange rate type, it looks for a statutory exchange rate
type.
3 If the system cannot find a statutory exchange rate type, it has the option, depending on a
setting in Exchange Rate Type Create, to revert to using the accounting type rate for inventory
transaction conversions to statutory currency.
4 As a result of using different rates for the inventory account and other accounts in the same
posting, a variance in statutory currency can occur. In PO receipt transactions, this results in a
purchase price variance in statutory currency.
5 The system posts the exchange rate difference to the purchase price variance account for
statutory currency.
62 User Guide — QAD Financials

6 For other inventory transactions, the statutory currency amounts from all posting lines is
converted using the inventory exchange rates. Therefore, no variance occurs.
Note In general, the rates valid on the posting date of the transaction are used. However, in
receiver matching, the posting lines on the PO receipt account, Expense Accrual accounts, and
Reversal of Old Taxes accounts are an exception to this and use the exchange rate from the receipt
transaction. Because the other posting lines in the receiver matching use the statutory rate at
invoice date, the posting shows a balance difference in statutory currency, which is posted as a
realized gain or loss in statutory currency.
Similarly, in payment transactions, the posting on the customer and supplier control accounts uses
the exchange rate used for the invoice creation. Other accounts, such as the bank account, use the
rate at the posting date of the payment. The difference is automatically posted as a realized gain or
loss to system-type Realized Gain and Realized Loss accounts.

Inventory Exchange Rate Example

For this transaction, the base currency is USD, the statutory currency, is MXN, and transaction
currency is USD. A PO is created for 25 items at 14 USD per item.
The exchange rates from MXN to USD were:
1 USD = 12.8 MXN when the PO was created
1 USD = 12.9 MXN at the time of the PO receipt
The extended PO amount without taxes or charges is 350.00 USD (14.00 USD transaction
currency * 25).
When the PO was created, the MXN value was 4480 (350.00 USD using the 12.8 exchange rate).
The PO is received and recorded in the base currency.
Inventory: 350 USD
PO receipts: 350 USD (350.00 USD/12.9 =4515 MXN, the exchange rate in effect when the
PO receipt was created)
Purchase Price Variance: 35 MXN

Derived Exchange Rates

Exchange Rate Derive (26.4.5) lets you derive new exchange rates for currency pairings using the
exchange rates between the base currency of the current entity, and the base currencies of other
entities in the same shared set.
The system determines base currencies for all other entities that use the same exchange rate shared
set as the current entity. For each combination of these currencies, if a corresponding exchange
rate of the specified exchange rate type and start date does not exist, the system determines if an
exchange rate can be derived using the current entity’s base currency.
For example, if an exchange rate is defined between entity base currencies A and B and another
exchange rate is defined between currencies A and C, you can run this function to create the
missing exchange rate between currencies B and C.
 Setting Up Multiple Currencies 63

You can specify the exchange rate type to use for the calculation and the resulting exchange rates.
Any of the available exchange rate types can be specified.

Derived Exchange Rate Example 1

Entity 1 has a base currency of EUR and exchange rates as follows:
1 EUR = 2 GBP
1 EUR = 3 USD
Entity 2 has a base currency of GBP. The derived rate between GBP and USD is:
1 GBP = 3/2 USD = 1.5
For Entity 3 with a base currency of USD, the derived rate between USD and GBP is:
1 USD = 2/3 GBP = 0.66 GBP

Derived Exchange Rate Example 2

The following accounting exchange rates already exist for an exchange rate shared set:
Fig. 3.5
Derived Exchange Rates Example

Entity A (USD)* Derived Rates for Entity A

Exch. Rate Shared Set
EUR – YEN
USD – EUR EUR – MXN
USD – YEN EUR – CDN
Entity B (EUR)
USD – MXN EUR – GBP
USD – CND
USD – GBP GBP – CDN
GBP – EUR
Entity C (GBP) GBP – YEN
GBP – MXN

EUR – GBP
Entity D (GBP)
EUR – TRL

*Current Entity

Entities A, B, and C are part of the same exchange rate shared set. If entity A is the current entity,
the system derives exchange rates from the euro to yen and mexican pesos (MXN), and from
British pounds (GBP) to Canadian dollars (CDN), euro, and yen. This is because an exchange rate
exists between US dollars and the other base currencies in the same shared set (euro and GBP),
and between US dollars and the yen, MXN, and CDN.
However, because YEN, MXN, and CDN are not base currencies of entities in the shared set, the
system cannot derive exchange rates for the value of these three currencies relative to each other.
64 User Guide — QAD Financials

Fig. 3.6
Exchange Rate Derive

Field Descriptions

Start Date. Specify the start date for derived exchange rate records. The default value is the
current date.
Base Currency. This field displays the base currency of the current entity.

Exchange Rate Type. This field displays the exchange rate type to use. The default value is
the accounting exchange rate type.
Click Apply to display the matching records in the grid.
Derive. Select the field to save the derived exchange rate.
Clear the field if you do not want to save the derived exchange rate for the corresponding row.
From Currency. This field displays the origination currency for the exchange rate.

To Currency. This field displays the destination currency for the exchange rate.

Exchange Rate. This field displays the derived exchange rate.

Realized Gain/Loss Accounts

When customer and supplier invoices in foreign currency are paid in Banking Entry, or when the
status of customer or supplier payments is set to Paid in Banking Entry or in the payment
programs, the system automatically calculates and posts the realized gain or loss.
The gain or loss is caused by a difference in exchange rate between the date on which the invoice
was created and the date on which the invoice was paid. The system posts the gain or loss in both
base currency and statutory currency.
The system uses Realized Gain and Realized Loss system accounts for the gain or loss posting,
and there can only be two of these accounts in each chart of accounts. The system uses the same
Realized Gain and Realized Loss accounts for all foreign currencies. However, the currency code
of the transaction that caused the gain or loss is added to the posting so that you can analyze
realized gain and loss transactions per currency.
 Setting Up Multiple Currencies 65

Purchase Gain/Loss Accounts

Many companies find that when currency exposure is significant, it is useful to include currency
variance in margin reports. In some countries such as Poland, it is a legal requirement that all
variances affecting item cost are recorded against the item product line.
To support this requirement, use Purchase Gain/Loss Account Maintenance (26.17) to define a
purchase gain and a purchase loss account, sub-account, and cost center for each currency or
combination of currency and product line. These accounts are updated during receiver matching
when the exchange rate changes between the point of goods receipt and matching.
Without these detailed accounts, the variance is posted to the system unrealized exchange gain or
unrealized exchange loss account and combined with other currency variances.
Fig. 3.7
Purchase Gain/Loss Account Maintenance (26.17)

Enter a valid currency code defined in Currency Create (26.1.1). You can enter a product line code
or you can leave this field blank. Records defined for a blank product line are used for memo items
in Supplier Invoice Create.
Then, enter a purchase gain account, sub-account, and cost center combination and a purchase loss
account, sub-account, and cost center combination. Standard account validation is used: the
account must be an existing active standard account, and the combination of account, sub-account,
and cost center must also be valid.
When these accounts have been defined, they are used in supplier invoices as follows. When the
exchange rate changes between receipt of the purchase order and update in Supplier Invoice, the
resulting difference is posted to one of the following:
• The purchase gain or purchase loss account defined in Purchase Gain/Loss Account
Maintenance for the combination of the invoice currency and the item’s product line if this
record is available
• If this account is not available, the purchase gain or purchase loss account defined in Purchase
Gain/Loss Account Maintenance for the invoice currency (needed when the item being
invoiced is a memo item), if this record exists
• If this is not available, the system unrealized exchange gain or unrealized exchange loss
account
You can use Purchase Gain/Loss Account Inquiry (26.18) to display details about accounts
defined in Purchase Gain/Loss Account Maintenance.
Use Purchase Gain/Loss Account Copy (26.22) to quickly create new accounts by copying
existing ones. You can access and edit the new accounts in this program or in Purchase Gain/Loss
Account Maint (26.17). The data that displays is similar. You can edit all associated data for the
66 User Guide — QAD Financials

record, except for the currency and product line that uniquely identify the new record. You cannot
delete the new purchase gain or purchase loss account records using Purchase Gain/Loss Account
Copy.

Currency Display
The currency format displayed in reports is determined by whether the report is for internal or
external use.
Internal reports provide information for users of the system at your organization. The currency
format for these reports is determined by the user’s locale based on the associated country in User
Maintenance (36.1). Table 3.2 lists these reports.
Table 3.2
Internal Reports Displaying Currency Format of User’s Country
Report Program
PO Receipt Document Print (5.13.2) porcrp.p
Pending Invoice Register (7.13.2) soivrp.p
Invoice Post and Print (7.13.4) soivpst.p
Invoice History Report (7.13.8) soivrp09.p
Material Order Maintenance (10.7.1/11.11.1) fseomt.p
Material Order Shipments (10.7.6/11.11.6) fseops.p
Renewal Process/Report (11.5.13.10) fssaexp.p
Billing Release to Invoice (11.5.18.13) fssais.p
Billing Reversal Maintenance (11.5.18.18) fssaisr.p
Revenue Recognition (11.5.18.21) fssdefre.p
Intrastat Inquiry (29.22.14) iehiq.p
Intrastat by Invoice (29.22.15) iehinviq.p
Intrastat by Supplier Invoice (29.22.16) iehvouiq.p
Intrastat by Order (29.22.17) iehordiq.p
Extrastat Inquiry (29.22.21.14) iehexiq.p
Extrastat by Invoice (29.22.21.15) iehexinv.p
Extrastat by Supplier Invoice (29.22.21.16) iehexvou.p
Extrastat by Order (29.22.21.17) iehexord.p

External reports are intended to be sent to customers and suppliers. The currency format for these
reports is based on the country of the report recipient. These reports are listed in the following
table.
Table 3.3
External Reports Displaying Currency Format of Recipient
Program Recipient Country
Report Name Code
Blanket Order Print (5.3.5) poblrp03.p Supplier (po_vend)
Purchase Order Print (5.10) poporp03.p Supplier (po_vend)
Purchase Return Document Print (5.13.8) porvrp.p Supplier (prh_vend)
Sales Order Print (7.1.3) sosorp05.p Sold To (so_cust)
 Setting Up Multiple Currencies 67

Program Recipient Country

Report Name Code
Sales Quote Print (7.12.13) sqqorp05.p Sold To (qo_cust)
Invoice Print or Reprint (7.13.12) soivrp10.p Bill To (ih_bill)
RMA Print (11.7.1.3) fsrmrp08.p Sold To (so_cust)
Contract Quote Print (11.5.1.3) fsqorp.p Sold To (sq_cust)
Contract Print (11.5.13.4) fssarp.p Sold To (sq_cust)
Invoice Export (35.4.3) edominv.p Bill To (ih_bill)
68 User Guide — QAD Financials
 Chapter 4

Setting Up General Ledger

The general ledger is a system of accounts used to record and report on the value of assets,
liabilities, equities, revenues, and expenses. The following topics give an overview of the general
ledger, and describe how to configure its individual components.
Overview 71
Introduces general ledger setup concepts.
Setting Up the Chart of Accounts 75
Lists the elements that can constitute the Financials chart of accounts.
Creating GL Accounts 78
Describes how to create GL account records.
Sub-Accounts 92
Create sub-accounts for analyzing activity on an account code.
Cost Centers 93
Configure cost centers for reporting at departmental level.
Projects 94
Define projects for analytical reporting on activities.
GL Account Unit of Measure 99
Define values for transactions using quantifiable units.
Alternate Chart of Accounts 100
Configure a secondary grouping of accounts used for statutory reporting.
COA Cross-References 106
Map COA elements in source entities to COA elements in consolidation entities.
Validating Accounts 114
Lists the methods for validating account combinations.
COA Masks 114
Specify matrices that define the COA elements to which you can post transactions.
GL Implementation Considerations 126
Discusses control settings you can configure before implementing GL.
Supplementary Analysis Fields 127
Describes additional analytical reporting on transactions
70 User Guide — QAD Financials

Setting Up GL Correction Control 140

Enable control settings for correction transactions.
Accounting Layers 145
Different ways of segregating transactions within a single GL account.
Using Daybooks 148
How to use system or user-defined views of the general ledger.
Defining the GL Calendar 167
Define fiscal years and smaller subsets.
Running GL Consistency Checks 174
Describes a series of validations that verify the integrity of the Financials tables.
Defining Operational Defaults 182
Describes control settings for the operational modules.
Setting Up Allocations 188
Distribute costs and revenues to the appropriate COA elements.
Structured Reports 194
Introduces reports that are based on a user-defined structure.
 Setting Up General Ledger 71

Overview
Generally accepted accounting practice requires that an organization’s financial information be
periodically compiled in two financial statements: a balance sheet and an income statement. The
balance sheet provides a summary of an organization’s assets, liabilities, and equity at a given
point in time. The income statement shows profit or loss for a given time period. In order to satisfy
these reporting requirements, a general ledger (GL) is used.
To set up a GL, you must first determine what kinds of information must appear on the financial
statements. Organizations normally produce a range of different types of GL statements, from
interim reports for management purposes to official statements that comply with statutory
regulations. GL reporting is embedded in the system, which means that you can produce
customized statements at any stage of the GL process.
GL reports include trial balance, transactions in a given GL period, open items, and monthly
closing. Each report is filtered by criteria; for example, by GL calendar year and period, daybook
code, currency, or posting date. See “GL Reports” on page 767 for more information on generating
GL reports.
Next, you set up a chart of accounts (COA). Accounts show values for financial elements such as
cash, inventory, and sales. The individual account balances show values at a given point in time,
and these values change as a result of transactions. Account balances provide the content for
financial statements.
For more detailed financial reporting, you can use sub-accounts, cost centers, and projects. Sub-
accounts provide a further level of detail within an account, and can be linked to customers and
suppliers and their individual transactions. See “Sub-Accounts” on page 92.
You can refine account and sub-account information further by defining cost centers. For example,
a cost center can be a profit center or department within the account or sub-account. Balances in
sub-accounts and cost centers can be listed separately or summarized under account codes. See
“Cost Centers” on page 93.
Project codes provide analysis on costs and revenue for the projects defined in your organization.
See “Projects” on page 94.
A company that is part of a larger organization may be required to define an alternate COA
according to local GAAP, and then report to their head office using the operational COA. The
Alternate COA function provides the ability to generate reports using alternate COAs, in addition
to a company’s operational COA. See “Alternate Chart of Accounts” on page 100. Alternate COA
cross-references let you specify mappings from source GL combinations to target alternate
accounts. You can also create cross-reference mappings for use in consolidation. See “COA Cross-
References” on page 106 and Chapter 13, “Consolidation,” on page 749.
You can verify valid combinations of COA elements using a COA mask. A COA mask is a matrix
that defines the combinations of GL accounts, sub-accounts, cost centers, and projects to which
you can post transactions. The mask you define applies to all transactions posted for the current
domain. See “COA Masks” on page 114.
Use supplementary analysis fields (SAF) to provide additional reporting on specific areas within
GL accounts, cost centers, or projects. SAFs are typically used to track the volume of sales or
purchases of a product in a region in a given period. See “Supplementary Analysis Fields” on
page 127.
72 User Guide — QAD Financials

Accounting layers let you define different types of transaction postings, from official postings to
statutory books to temporary postings for analysis or simulation. See “Accounting Layers” on
page 145.
Daybooks are system- or user-defined views of the general ledger, and contain the transaction
posting lines. Using different types of daybooks lets you group GL transactions to satisfy legal
reporting requirements. Each daybook is assigned to an accounting layer. Depending upon the
daybook type, the layers to which the daybook can be assigned may be restricted; for example,
Customer Payments can be assigned to the official layer only. See “Using Daybooks” on page 148
for more information.
The financial calendar consists of user-defined GL calendar years and GL periods. You can define
custom start and end dates for each GL period to correspond with your accounting cycles. See
“Defining the GL Calendar” on page 167.
Costs and revenues can be allocated directly to the relevant GL accounts, sub-accounts, cost
centers, and projects during journal entry. However, for some costs, such as utility bills,
organizations may prefer to define and run an allocation after the journal entry is created,
depending on how the organization chooses to apportion such overhead costs across departments
and divisions. See “Financial Allocations” on page 189 for information on defining an allocation
structure.

General Ledger Flow

The general ledger is a record of all transactions that occur in the entity. It is maintained by
recording debit and credit transactions in a process known as posting. After posting, the balance of
each account is updated, and the transaction becomes a permanent part of your financial records
and cannot be modified directly. Account balances can, however, be changed using adjusting
entries.
The posting process is controlled by associating daybook types with one of the three system-
defined accounting layers: official, management, and transient. Accounting layers provide
different ways of segregating transactions within a single GL account.
Although account balances are updated by transactions, an update does not always occur at the
time of its corresponding transaction. Most operational GL transactions originate from
manufacturing, purchasing, and inventory movement, and are created as unposted transactions.
The system collects most operational transactions in an unposted transaction table that is not
associated with an accounting layer. You can review the transactions to ensure that amounts,
accounts, and dates are correct. Once the transactions are verified, you must post them to the
official layer to update GL account balances. However, certain operational transactions, such as
invoice post, are not collected in an unposted transaction table, and are posted directly to the
official layer of the general ledger.
You can temporarily record unfinalized financial transactions in a transient layer for review and
analysis. Transactions recorded in transient layers do not update account balances. When the
records are verified, you can then post them by transferring them to the official layer.
Finalized financial transactions can be entered directly in the official layer using a single journal-
entry process. During posting, the transaction detail in the posting line is used to update
cumulative account balance detail records.
 Setting Up General Ledger 73

Once transactions are posted to the official layer, you cannot change or correct them directly. Use
reversing transactions to make any required changes. See “Reversing Transactions” on page 370.
The management layer is used for management accounts—for example, auditing adjustments—or
for IFRS- and GAAP-specific requirements. Transactions recorded in the management layer do
not affect account balances. See “Accounting Layers” on page 145.
At the end of each GL period, it is recommended that you close the GL calendar for each
transaction type to new activity. You cannot close a GL period if unposted transactions exist.
Transactions are generally posted daily, although some organizations post weekly or monthly.
Posted transaction data remains in the system for detailed reporting. During posting, the
transaction detail is used to update cumulative account balance detail records for the period. The
account balance records are then used to generate financial statements and summary reports.
Most organizations print a trial balance summary or detail report before printing statements. The
trial balance lists the title and amount for all accounts, making it easier to identify errors and make
adjusting entries before printing formal statements.
After all reports are printed, you close the GL period to the general ledger. At the end of the fiscal
year, the GL calendar year is also closed for the year, and the year-end close updates the retained
earnings for the current year’s net profit or loss. See “Year-End Transactions” on page 402.
In multiple currency entities, unrealized exchange gains and losses are calculated and posted prior
to running reports. See “Revaluation” on page 340.
The following figure shows the flow of data in the general ledger.
Fig. 4.1
General Ledger Data Flow

Posted
Posted
Transactions
Transactions
Detail
Detail
Management
Management
Layer
Layer
Transfer

Detail
Detail
Financial
Financial Review
Revieworor Reports
Reports
Transactions
Transactions Transient
Transient Analyze
Analyze
Layer
Layer Transactions
Transactions
Detail
Detail
Financial
Financial
Statements
Statementsandand
Transfer
Summary
Summary
Invoice
InvoicePost
Post Reports
Reports
Official
OfficialLayer
Layer

Unposted Unposted Cum.

Cum.Account
Account
Unposted Unposted
Operational Transactions Posting Balance
BalanceDetail
Detail
Operational Transactions Posting
Transactions
Transactions Table
Table

General Ledger Components

The GL account is the base unit in the general ledger. Create as many different types of GL
account as are required for your business environment.
Posting is executed during predefined GL periods within the framework of the GL calendar year.
Analysis of transactions is further refined using sub-accounts, cost centers, projects, and
supplementary analysis fields (SAF).
74 User Guide — QAD Financials

Transactions are recorded in daybooks, which can enable temporary postings through links to
accounting layers. The general ledger mask allows you to combine accounts, sub-accounts, and
cost centers in a predefined posting framework.
The following table summarizes GL components. Define each of these components in turn to set
up the general ledger.
Table 4.1
General Ledger Components
Component Description
GL Account Plan the different types of accounts required for the chart of
accounts. Define accounts for cash, bank, inventory, sales,
fixed assets, open items, cross-company control, customer
control, customer payments, supplier control, supplier
payments, or WIP control.
System Account This is a category of account that is required by the system,
such as rounding accounts and exchange rate difference
accounts.
When the GL type is system account, you must specify which
system subtype applies.
Sub-account, Cost These elements provide finer detail in financial reporting.
Center, and Project Balances in sub-accounts and cost centers can be listed
separately or summarized under account codes.
Supplementary SAFs provide reporting data on specific customer or supplier
Analysis Field (SAF) items within GL accounts. SAFs can be used to provide
costings on a particular service before you create a purchase
order for the service.
GL Mask The GL mask is a matrix of your accounts. The GL mask
allows you to combine accounts, sub-accounts, and cost
centers in a predefined posting framework.
GL Period You must define a GL calendar year and GL periods before
you can post transactions. Periods have start and end dates that
do not have to correspond with calendar months. All entities in
a domain share the same GL calendar year, but each entity can
manage the opening and closing of periods separately.
Daybook Daybooks contain transaction posting lines and control the
posting of transactions because each daybook must be linked to
an accounting layer. The system provides a range of daybook
types, which lets you group transactions by type, such as
banking, revaluation, or consolidation, or by payment type,
such as supplier or customer payments. Journal entries are
automatically entered in the daybooks with which they are
associated. Daybooks also control the numbering of invoices
and credit notes, in addition to GL transaction numbers.
Period Mark Period marks are automatically generated by the system and let
you trace transactions by period. The mark is an attribute of the
posting and appears in posting reports.
 Setting Up General Ledger 75

Component Description
Accounting Layer Accounting layers provide ways of segregating transactions
within a single GL account. The posting of transactions is
controlled by associating daybook types with one of three
system-defined accounting layers: official, management, and
transient.
• If a daybook is associated with the official layer,
transactions are immediately posted to the general ledger.
• Management layers provide different types of GAAP
reports within one organization.
• Transient accounting layers enable temporary posting for
review or analysis, before official posting.
Unit of Measure Units of measure are the values used in transactions that
involve any type of quantifiable unit.

Setting Up the Chart of Accounts

The chart of accounts consists of combinations of four elements:
• GL Account Types
• Sub-Accounts
• Cost Centers
• Projects

GL Account Types
The following table lists GL account types.
Table 4.2
General Ledger Account Types
Account Type Description
Bank Account Use to configure a bank account.
Cash Account Use to record cash transactions.
Closing Account Use in the year-end closing process to post the total balance for
each account type. Normally, you create four year-end closing
accounts:
• Profit/loss closing account
• Balance sheet closing account
• Profit/loss closing account including sub-account analysis
• Balance sheet closing account including sub-account
analysis
See “Year-End Transactions” on page 402 for details.
Cross-Company Use to record postings from one entity to another. The
Control Account corresponding balances are kept in mirrored cross-company
accounts.
Customer Control Use as the control account for customer Accounts Receivable
Account activity.
Customer Payment Use to record customer payment transactions, such as those
Account involving checks, direct debits, and drafts.
Fixed Assets Account Use to record fixed assets activity.
76 User Guide — QAD Financials

Account Type Description

Inventory Control Use to record the inventory sub-ledger activity.
Account
Open Items Account Use to record open item transactions. Open items are unpaid
and partly settled invoices, both from customers and suppliers,
where the transaction is not completed at the end of the GL
period. You can perform reconciliation on open item accounts.
Standard Account Use to define basic, non-specific accounts.
Supplier Control Use as the control account for supplier Accounts Payable
Account activity.
Supplier Payment Use to record supplier payment transactions, such as those
Account involving checks, paper and electronic transfers, and drafts.
System Account Use system accounts for accounting functions that affect all
data and transactions for a shared set, such as rounding
differences, revaluation, or fixed-asset disposals. See Table 4.3
on page 76 for a list of types.
Tax Account Use to record tax entries and transactions, such as the tax
charged on sales, known as output tax, and the tax paid on
purchases, known as input tax. Use the information in the
account when completing your tax return at the end of each tax
period.
WIP Control Account Use to record the cost of open work orders, such as raw
materials taken from inventory and being used in the
manufacturing process. WIP control accounts also include the
cost of component issues, labor, burden, and subcontracts.

System Accounts
Use system accounts for system-wide functions, such as rounding differences or exchange rate
gains and losses.
The System Type drop-down list in the GL Account screen is enabled when you specify a system
account. The following table lists the available types of system accounts.
Table 4.3
System Account Types
System Account Type Description
Auto Balance Used to record journal entry auto balancing transactions.
If the balance of a posting is not zero in base currency or
in statutory currency, the system can create a balancing
posting line automatically. The resultant posting line
balances the whole posting transaction, and the posting is
made to an Auto Balance system account.
See “Journal Entry Auto Balancing” on page 301.
Deduction Suspense Used to transfer deduction balances from the payment
posting to the deduction open item posting. Its balance is
always backed out immediately in the same transaction.
The Deduction Suspense account always has a zero
balance
Note Deduction functionality will be available in a
forthcoming QAD release.
 Setting Up General Ledger 77

System Account Type Description

Purchase Order Receipts Used to record that a supplier has fulfilled all or part of a
commitment by delivering items or services ordered on a
purchase order.
Realized Exchange Loss Used in the foreign currency revaluation process for
Realized Exchange Gain accounts that can be considered as realized profit or loss
due to exchange rate differences.
Unrealized Exchange Loss Used for revaluation of customer open items and supplier
Unrealized Exchange Gain open items.

Result of the Current Year Used in report structures to incorporate the balance of
profit and loss accounts for the current year.
The Result of the Current Year accounts are automatic
balance sheet accounts, without actual postings.
See “Structured Reports” on page 786 for more
information.
Result of Previous Years Used in report structures to incorporate the balance of
profit and loss accounts for previous years that have not
yet been closed.
The Result of Previous Years accounts are automatic
balance sheet accounts, without actual postings.
See “Structured Reports” on page 786 for more
information.
Rounding Differences When the conversion from one currency to another
results in rounding differences in the base currencies, this
account is used to record the differences.
Unmatched Invoices When posting a supplier invoice in Accounts Payable that
is not yet approved or allocated through the final costs,
the amount to be allocated is posted to the Unmatched
Invoices account.
You create one Unmatched Invoices account per system.
This account is used by default for all supplier invoice
postings.

Account Analysis
To support different types of reporting and analysis, some accounts can be used in combination
with sub-accounts, cost centers, and projects. The following table lists the valid combinations.
78 User Guide — QAD Financials

Table 4.4
Analysis Type by Account Type
Account Type Sub-Acct Cost Center Project SAF
Bank Account Yes No No No
Cash Account Yes Yes Yes Yes
Closing Account Yes No No No
Cross-Company Account No No No No
Customer Control Account Yes Yes Yes Yes
Standard Accounts

Customer Payment Account Yes Yes Yes Yes

Fixed Assets Account Yes Yes Yes Yes
Inventory Control Account Yes Yes Yes Yes
Open Items Account Yes Yes Yes Yes
Standard Account Yes Yes Yes Yes
Supplier Control Account Yes Yes Yes Yes
Supplier Payment Account Yes Yes Yes Yes
Tax Account Yes No No No
WIP Control Yes Yes Yes Yes
Conversion (for conversion N/A N/A N/A N/A
activity only)
PO Receipts Yes Yes Yes Yes
Realized Exchange Gain Yes No No No
System Accounts

Realized Exchange Loss Yes No No No

Result of Current Year Yes No No No
Result of Previous Year Yes No No No
Rounding Differences Yes No No No
Unmatched Invoices Yes No No No
Unrealized Exchange Gain Yes No No No
Unrealized Exchange Loss Yes No No No

Creating GL Accounts
Use the GL Account activities (25.3.13) to create, view, modify, and delete GL accounts. You can
also use Excel integration (25.3.13.5) to import account information from an Excel spreadsheet.
See User Guide: Introduction to QAD Enterprise Applications for details on setting up Excel
integration.
You can modify the following attributes of an existing GL account if it has not been used in
posting.
Tab Field
Posting GL Description
Budget Group
Balance/PL
Automatic/Manual
Category
Currency TC Revaluation in BC
 Setting Up General Ledger 79

Tab Field
TC Revaluation in SC
TC Revaluation Rate
SC Revaluation Rate
Exchange Method
Exchange Rate Type
Analysis Analysis Type
Report Link, Banking, and Defaults All fields

If the account is not a standard account, you cannot modify the Balance/PL field, with the
exception of tax accounts. In addition, restrictions exist regarding the Analysis Type. See
“Analysis Tab” on page 84.
You cannot delete a GL account if it is referred to by another system element.
Fig. 4.2
GL Account Create

Field Descriptions

Account. Enter a code (maximum eight characters) identifying the account.

Description. Enter a brief description (maximum 24 characters) of the GL account. You can
optionally enter descriptions in more than one language. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
GL Type. Select the type of account. See “GL Account Types” on page 75 for a description of
the available account types.
Active. Indicate if this is an active account.
Inactive accounts cannot be used to record new transactions. An inactive account is still
available, however, for historical transactions in overviews and reports.
Referenced. This read-only field indicates that the account is already referenced within the
system. For example, when the account is used in a payment instrument process, this field is
automatically selected.
In Posting. This read-only field indicates that the account has been used in postings.
80 User Guide — QAD Financials

System Type. This drop-down menu is enabled when you select a system account as the
account type. Select a value from the list. See “System Accounts” on page 76.
Budget Group. If this account is to be included in a budgeting group, enter a code for the
group, or click to look up and select an existing code. Setting up a budget can be done with this
group code or by specifying ranges or lists of GL accounts. See “Budgeting” on page 725.
Budget Enabled. Select the field to enable budget checking. This field is effective if budget
checking is enabled in System Maintain (36.24.3.1). See User Guide: QAD System
Administration for details on this function.
Category. Select a code for classifying the account based on its function on financial
statements. Choices are:
Asset: These represent economic resources owned by an entity, both tangible and intangible,
such as bank balances, amounts owed by customers, inventories, land, buildings and
machinery, investments, and goodwill. Asset accounts appear on the balance sheet.
Liability: Liabilities are amounts owed to other parties for goods and services supplied and
loans. This category also includes capital—sometimes termed equity or net worth—which
represents the economic resources supplied to an organization such as share capital, reserves,
and loan capital. Liability and capital accounts appear on the balance sheet.
Expense: Any account to appear in the income statement and not defined exceptionally as an
income account is defined as an expense. Typically, materials, labor, and expense accounts are
all expense accounts. Some revenue accounts may also be defined in the expense category; for
example, scrap sales and recovery accounts.
Income. This category identifies any account to appear as a sales account in the income
statement. The system assumes, in some reports, that the income account values provide the
denominator when the system calculates percentages of sales. For example, Labor account
(expense category) is 50% of the sum of the sales accounts (income category).

Posting Tab
Use the Posting tab to set posting attributes for the account.
Fig. 4.3
GL Account, Posting Tab

Field Descriptions

Balance/P&L. Indicate whether this is a Balance or Profit and Loss account.

 Setting Up General Ledger 81

Profit and loss accounts are cleared at year-end closing, and the total balance of profit and loss
is transferred to a profit and loss transfer balance account.
This selection is available for standard account types, and for certain system type accounts:
Rounding Differences, Realized and Unrealized Exchange Profit and Loss. All other account
types are balance accounts by default, and this field is disabled.
Important For standard accounts, you cannot modify the Balance/P&L field once
transactions have been posted to the GL account.
Debit/Credit. Select the posting designation for this account.
The posting designation is a convenient way of identifying accounts that hold only debit
postings or only credit postings; however, the designation is not binding. You can hold both
debit and credit postings in the same account. The system also supports negative debits and
negative credits as a correction of a previous transaction.
Auto/Manual. Use the Auto/Manual field to indicate whether journal entries on this account
must only be created automatically by the system or whether they can be created manually in,
for example, Journal Entry Create, Banking Entry Allocate to GL, Receiver Matching Create,
or the Matching tab of Supplier Invoice.
If you select Automatic, the account cannot be used in a manual posting line entry created in,
for example, Journal Entry Create or Supplier Invoice Allocate.
If you select Manual, the account can be used for all manual posting line entries, as well as in
programs that create transactions automatically.
Important You cannot modify the value in the Auto/Manual field after transactions have
been posted to the GL account.
Manual posting is available for the following types of account:
• Bank
• Cash
• Cross-company
• Fixed Asset
• Open Items
• Standard
• Tax
Posting is automatic for all other account types. System accounts and control accounts must
use automatic posting with the exception of the Conversion system account, which has manual
posting.
Example
For a GL account of type Bank, you can set the Auto/Manual field to Automatic or Manual.
When the Auto/Manual field is set to Automatic, transactions on the bank GL account can
only be entered using Banking Entry Create. If the Auto/Manual field is set to Manual, you
can also enter transactions on the bank GL account using Journal Entry Create.
Intercompany Account. Select to designate the account as an intercompany account. This field
is always selected for cross-company control accounts and cannot be modified.
82 User Guide — QAD Financials

The intercompany identifier distinguishes organizations that are members of a group of

entities that trade with each other. When the field is selected, you can choose to enter an
intercompany code for postings to this account. Intercompany codes are configured on the
General tab of the business relation. See “Creating Business Relations” on page 209.
Default Intercompany. Optionally specify the default intercompany code associated with the
GL account. This field becomes active when you select the Intercompany Account field. This
field is used only if the system cannot find an intercompany code from the business relation
associated with a transaction.
Fixed Intercompany. Select this field if you do not want the default intercompany code to be
changed during manual entry.
When this field is clear, the system uses any intercompany code associated with the business
relation in the transaction, rather than the code associated with the account.
Quantity. Select this field if you want to store quantity values for posting lines for this account.
When selected, the GL Account Unit of Measure field is enabled in postings using this
account, and you must specify a quantity and unit of measure in the posting lines.
GL Account Unit of Measure. When Quantity is selected, specify a unit of measure for
quantities specified for this account. By default, all quantities on the account are assumed to be
in the same unit of measure. See “GL Account Unit of Measure” on page 99.

Currency Tab
Use the Currency tab to specify the currency attributes of the account. See “Setting Up Multiple
Currencies” on page 51 for more information on the setup of foreign currencies.
Fig. 4.4
GL Account, Currency Tab

Field Descriptions

Base Currency Only. Select to ensure that postings are performed in the base currency only.
When selected, you cannot specify a currency code in the next field.
Note For most accounts, this field is cleared. For accounts where transactions are enacted in
a number of currencies, separate balances are maintained for each currency against the
account.
Currency Code. Select a unique currency for the account. You typically enter a currency for
accounts that use only a specific currency, such as bank and cash accounts, or customer and
supplier control accounts.
 Setting Up General Ledger 83

Postings for the account use this currency only. If you do not specify a currency, postings can
use any of the currencies configured for the entity. This field is disabled when you select the
Base Currency Only option.
TC Revaluation in BC. Select a transaction currency revaluation method from the following
options:
None: No revaluation is performed on transactions.
Accounting Rate: The accounting exchange rate for that date is used; this is the most common
option.
Revaluation Rate: You can use a separate rate. For example, in certain countries, the
government sets the rate that must be used for revaluation, and this is separate from the
accounting exchange rate. See “Revaluation” on page 340.
User Defined Rate: This option accommodates situations where different revaluation rules
apply for particular types of assets.
Rate Type for Revaluation in BC. When you select User Defined Rate in the TC Revaluation
in BC field, specify a revaluation exchange rate type for determining rates. Otherwise, this
field is disabled.
TC Revaluation in SC. Select a revaluation method for the statutory currency. Select from
None, Accounting Rate, Revaluation Rate, Statutory Rate, Inventory Rate, or User Defined
Rate.
Statutory Rate: This option is available for revaluation relative to the statutory currency, and
uses the statutory exchange rate. If the option is defined in Exchange Rate Type Create, the
system can revert to using the accounting exchange rate if there is no valid statutory exchange
rate available at the time of revaluation.
Inventory Rate: This option is available for revaluation relative to the statutory currency for
Inventory and Work in Process (WIP) control accounts, and uses the inventory exchange rate.
You must revalue open balances in Inventory and WIP control accounts relative to the
statutory currency to report closing valuations for the balance sheet. Inventory and WIP
balances in statutory currency must be revalued to use the latest inventory exchange rate
when:
• The inventory exchange rate type is used to calculate standard costs in statutory currency.
• Standard costs in base currency are reviewed periodically and the inventory exchange
rates are modified.
Note Base currency Inventory and WIP control account balances must be revalued in the
books of a consolidation entity if the base currency of a source entity is different than that of
the consolidation entity.
Rate Type for Revaluation in SC. When you select User Defined Rate in the TC Revaluation
in SC field, specify a revaluation exchange rate type for determining rates. Otherwise, this
field is disabled.
Revaluation GL. Specify an account to be used for revaluation postings.
Note This field is activated if the account you are creating or updating is a control account or
a tax account.
84 User Guide — QAD Financials

When the parent account is a control account or a tax account, the Revaluation GL account
acts as a mirror balance account, to which revaluation differences of unrealized exchange
profits and losses are posted. You cannot select a Revaluation GL account for bank, cash, open
items, standard, or system accounts.
The revaluation account tracks unrealized gains and losses that occur on assets and liabilities
that have not yet been converted to cash, such as AR. When the AR payment is received and
converted to cash, the exchange gain or loss associated with that payment becomes a realized
gain or loss. See “Revaluation” on page 340.
Consolidation Method. If this account will be used by a domain that is the target of a
consolidation, select the revaluation exchange method from the drop-down list. The exchange
method of the account in the consolidation entity determines how subsidiary transaction
amounts are converted to transactions in the consolidation entity. In each case, the system uses
the exchange rates defined in the domain of the consolidation entity. See Chapter 13,
“Consolidation,” on page 749 for details on consolidation setup.
The possible settings of the Consolidation Method are as follows:
Current Exchange Rate: The system recalculates the value of transactions based on current
exchange rates.
Historical Exchange Rate: The system consolidates transactions at the exchange rate effective
on the date of the transaction.
Simple Average Exchange Rate: The system determines a set value for a transaction by
averaging the rates for the first and last dates in the range of transaction effective dates. For
example, if transactions are imported for the month of January, the system averages the rates
for January 1 and January 31.
Weighted Average Exchange Rate: The system determines a set value for a transaction by
averaging the rates for all dates in the range of transaction effective dates. For example, if
transactions are imported for the month of January, the system adds up the rates for each date
(January 1, January 2, and so on) and then divides by 31.
User-Defined Exchange Rate: If you select the User-Defined Rate option, you must set up
specific exchange rates for each subsidiary base currency, for each GL account with this
method, and for each GL period. See “Revaluation” on page 340.
Consolidation Rate Type. When you select User-Defined Exchange Rate for the consolidation
method, specify a user-defined exchange rate type for determining rates. Otherwise, this field
is disabled.

Analysis Tab
Use the Analysis tab to define how entries to the account must be analyzed. You can specify:
• Whether a sub-account is required and the default sub-account to use
• Whether a cost center, a project, or both are required, and the default cost center or project to
use
• Whether Supplementary Analysis Fields (SAFs) are required

If cost center analysis and project analysis are enabled, you can apply rules (limitations) in relation
to the recording of cost centers and projects.
 Setting Up General Ledger 85

If you have enabled COA masks, the sub-accounts, cost centers, and projects you use in the
account analysis must be valid according to the COA masks. See “COA Masks” on page 114.
Important After you have saved account setup data and used the account in postings, you can
change the account setup to add additional analysis (project or cost center), but you cannot remove
analysis. You can change the analysis limitation setting at any time.
Fig. 4.5
GL Account, Analysis Tab

Field Descriptions

Sub-Account Analysis

Sub-Account. Select to indicate that this account uses sub-account analysis. Specify the
default sub-account profile in the next field.
Default Sub-Account. This field is enabled when you select the Sub-Account field. Specify a
default sub-account profile. When you enable sub-account analysis for bank accounts, tax
accounts, and accounts with automatic posting, you must specify a default sub-account profile.

Cost Center/Project Analysis

Cost Center Analysis. Select to indicate that this account uses cost center analysis. This option
enables the Default Cost Center and Default SAF Structure fields.
If you enable cost center or project analysis, you cannot also activate SAF analysis.
If you enable both cost center analysis and project analysis for the same account, you must
specify an analysis limitation.
You cannot enable cost center analysis for tax, closing, and bank accounts.
Project Analysis. Select to indicate that this account uses project analysis. This option enables
the Default Project and Default SAF Structure fields.
If you enable cost center or project analysis, you cannot also activate SAF analysis.
If you enable both cost center analysis and project analysis for the same account, you must
specify an analysis limitation.
You cannot enable project analysis for tax, closing, and bank accounts.
Analysis Limitation. When you enable both cost center and project analysis, you must specify a
condition for the analysis.
86 User Guide — QAD Financials

Choose from the following options:

• None: There is no limitation on how you use cost centers and projects on a transaction. If
you only enable one analysis type from cost center and project analysis, the Analysis
Limitation field is not updatable and is always set to None.
• One Required: You must specify at least one project or one cost center on the transaction.
This setting is supported in the Financials, Operational, and Fixed Assets modules.
• Both Required: You must specify both a project and a cost center on the transaction. This
setting is supported in the Financials module only.
• Cost Center Required: You must specify a cost center. Specifying a project is optional.
You can apply this analysis limitation to cash, fixed assets, inventory control, open items,
standard, and WIP control accounts, and PO Receipt system accounts. This setting is
supported in the Financials, Operational, and Fixed Assets modules.
• Excluding each Other: You must specify either a project or a cost center on the
transaction. You cannot specify both types of analysis. This setting is supported in the
Financials module only.
• Project Required: You must specify a project. Specifying a cost center is optional. This
setting is supported in the Financials module only.
Note You can change the analysis limitation setting at any stage even after Financials
transactions have been posted using the account.
Default Cost Center. When you enable cost center analysis, select a default cost center profile
for transactions on this account. When you enable cost center analysis for an account that is set
to post automatically, you must specify a default cost center profile.
You can leave the Default Cost Center field blank for accounts with manual posting.
Default Project. When you enable project analysis, select a default project profile for
transactions on this account. When you enable project analysis on an account that is set to post
automatically, you must specify a default project profile.
You can leave the Default Project field blank for accounts with manual posting.
Default SAF Structure. When you enable cost center or project analysis, select a default SAF
structure code for transactions on this account. This field is optional.
When the analysis type is cost center or project, you must specify a default SAF structure if the
Retrieve Structure from GL Account setting is selected for the cost center or project.

SAF Analysis

SAF Analysis. Select to indicate that this account uses SAF analysis. This option enables the
SAF Structure Code field.
If you enable SAF analysis, you cannot activate cost center or project analysis.
You cannot enable SAF analysis for tax, closing, and bank accounts.
SAF Structure Code. Specify a default SAF structure code for transactions on this account.
This field is required when the analysis type is SAF.
 Setting Up General Ledger 87

General Fields

GL Analysis Set On Date. This field displays the date on which analysis was activated for the
account. This field is unavailable if analysis is not activated for the account.
GL Analysis Set On By. This field displays the user who activated analysis for the account.
This field is unavailable if analysis is not activated for the account.
GL Sub-Account Set On Date. This field displays the date on which sub-account analysis was
activated for the account. This field is unavailable if sub-account analysis is not activated for
the account.
GL Sub-Account Set On By. This field displays the user who activated sub-account analysis
for the account. This field is unavailable if sub-account analysis is not activated for the
account.

Changing the Analysis Limitation

New analysis limitation values (Cost Center Required and Project Required) were introduced in
QAD 2012 EE and retrofitted to earlier releases. For accounts used in Financials transactions, you
can change the analysis limitation setting to use the new values without restriction. However, you
may encounter issues if you have changed the analysis limitation settings for GL accounts used in
unposted operational transactions.
Important It is recommended that you post all operational GL transactions prior to changing the
GL account analysis limitation.
For unposted operational GL transactions that met the analysis limitation when the transaction was
created and where the analysis limitation has since been changed to a more restrictive limitation
(for example, from None to Cost Center Required), the system displays an error when you run
Operational Transaction Post.
When posting operational transactions for accounts with updated analysis limitation settings, if a
small number of errors are raised, use Unposted GL Transaction Correction to update the analysis
limitation value for the accounts and then rerun Operational Transaction Post. If a large number of
posting errors are raised, undo the analysis limitation change, post the transactions, and then
restore the analysis limitation change.
Similarly, the Pending Invoice Register does not display unposted sales invoices if the analysis
limitation settings for the sales accounts were updated after the invoice was created, and where the
invoice is likely to cause errors during Invoice Post and Print.

Report Link Tab

Use the Report Link tab to link the current GL account to accounts in other shared sets. Report link
lets you combine account information from different shared sets into one corporate chart of
accounts. You can then generate a corporate report that contains all of the defined accounts,
regardless of which shared set they belong to. Every GL account can be linked to an account in
every shared set in the system.
You can also specify a cash group code used in Cash Flow Reports.
To enter details of the account to be linked, right-click the empty grid and insert a new row.
88 User Guide — QAD Financials

Fig. 4.6
GL Account, Report Link Tab

Field Descriptions

Shared Set Code. Specify the code of the GL account shared set to which you are linking.

GL Account. Specify the code of the account to which you are linking.

GL Description. This field displays a brief description of the GL account to which you are
linking.
Last Modified Date/Time and User. These read-only fields display the ID of the user who last
updated this record and the date and time of update.
Cash Group. Select the cash group to which the account belongs. Cash groups are used to
categorize information in the Cash Flow Report. See “Creating Cash Groups” on page 722.

Banking Tab
The Banking tab is enabled when you create an account with the GL type Bank Account or Cash
Account. Use this tab to enter bank account details. You can assign multiple bank accounts for
each GL account, to support each entity where the GL account is used.
The bank information you specify here identifies your company banks. You associate these banks
with customer and supplier banks in the customer and supplier functions. The Customer Banking
tab is described in “Banking Tab” on page 247.
Banking activities are described in “Banking and Cash Management” on page 663.
Right-click the empty grid and insert a new row for each bank account.
Important When completing the Banking tab for a Cash type account, specify the discount
accounts only. Do not complete any of the other fields in the tab
 Setting Up General Ledger 89

Fig. 4.7
GL Account, Banking Tab

Field Descriptions

Entity Code. You must select at least one entity to link to this bank account, usually your own
entity. When you select the Default field, you effectively designate this account as the default
bank account for your entity.
You must also enter at least one bank account number. The bank account format is validated
using the validation drop-down list (see “Define Bank Account Formats” on page 665). The
bank number you enter here is displayed in all outgoing payments; for example, in customer or
supplier invoices or as header information in payment files to other banks.
In cases where a parent company and its subsidiaries use different account numbers within the
same company account, you can enter a default bank account number for each entity in the
domain. You can assign bank account numbers only to entities within the same domain.
When you switch entities within a domain, and create transactions that update the company
account, the bank account number used and displayed in subsequent reports is the one you
assigned to this entity in the account grid.
However, you can define only one bank account number for each linked entity. If you link
multiple account numbers to a single entity, the system cannot identify the correct account
number when you use the account in a payment selection.
You can, however, define two bank account numbers for the same entity when you have
selected in-bound and foreign validations for the account. In this case, the system identifies
which of the accounts to use from the account information contained in the Payment Format
Link.
For more information on payment selections, see “Creating Customer Payment Selections” on
page 471 and “Supplier Payment Selections” on page 610.
Note When you click to save the account details, the system displays a warning to say that
you have not defined bank accounts for all the other entities using this account shared set. You
need only define bank accounts for the entities in which you are working, and this message
does not prevent you from saving the account.
Default. Select this field to make this account the default for the entity. See “Define Own Bank
Number” on page 668.
Bank Format. If the bank account number must be validated, choose the validation method
from the drop-down list. When you select a bank number format, the system creates a child
row in which you enter the number to be validated. See “Define Bank Account Formats” on
page 665.
90 User Guide — QAD Financials

Own Bank Number. Specify your own bank account number, which is the account number for
the entity in which you are currently working. The account number is validated by the bank
format you selected.
Currency. This field displays the currency defined for the payment format associated with your
bank account.
Business Relation Code. Specify a business relation for the bank if necessary.
For example, if the company bank account for the parent organization is with Bank of
America, create a business relation that contains the bank address.
This links the account details you define to your bank address and tax details, and provides
address, tax, and contact information for payment processing. For example, bank address
details are required for certain formats and are retrieved from the business relation linked to
the account.
Extension. Specify the bank extension number, if required. If your company needs several
bank accounts in different currencies, you can configure one default bank account number
with an extension for each currency.
Active. Indicate if this is an active record.

SWIFT Code. If the bank supports SWIFT (the Society for Worldwide Interbank Financial
Telecommunication), specify the SWIFT code.
SWIFT is a network banks use to perform world-wide AP payments between banks. SWIFT
payments require additional data.
Branch. Enter the branch number for the bank, if necessary. Many banking systems use branch
numbers as identification codes in transactions.
Last Modified Date/Time and User. These read-only fields are maintained by the system and
display the ID of the user who last updated this record and the date and time of update.
Banking Daybook Profile. Specify the daybook profile to be used for registering bank
transactions.
Deduction Daybook Profile. Specify a deduction daybook profile to associate it with the entity
bank account used for deductions.
Note Deduction functionality will be available in a forthcoming QAD release.

AP Discount Account. Specify a discount account to be updated when an AP discount is

applied to a payment.
AR Discount Account. Specify a discount account when an AR discount is applied to a
payment; for example, for credit terms payment amounts.

Cash Tab
The Cash tab is activated if you select a GL type of Cash Account, and is used to set the daybook
profiles for incoming and outgoing cash transactions.
 Setting Up General Ledger 91

Fig. 4.8
GL Account, Cash Tab

Field Descriptions

Cash Received Daybook Profile. Select a profile that indicates the daybook used to record
cash receipt transactions using Petty Cash. Only profiles that have a Cash Received Profile
Type are available to select.
Cash Paid Daybook Profile. Select a profile that indicates the daybook used to record cash
payment transactions using Petty Cash. Only profiles that have a Cash Paid Profile type are
available to select.

Defaults Tab
Use the Defaults tab to specify which concepts within a structure to associate with the account and
specify default values for the concepts. Only one default can be specified for each concept. The
defaults are used when a code value is not supplied in a transaction. These fields are not required.
See “SAF Defaulting” on page 138.
Fig. 4.9
GL Account, Defaults Tab

Field Descriptions

SAF Concept. Select an SAF concept to link to this account.

SAF Code. Select an SAF code related to the concept for this account.
92 User Guide — QAD Financials

Last Modified Date/Time and User. These read-only fields display the ID of the user who last
updated this record and the date and time of update.

Related Views and Reports

The Related Views option for GL accounts links to Open Item Activity, GL Balance, GL
Transactions, and Open Items.

Sub-Accounts
Use the Sub-account activities (25.3.17) to create sub-accounts for analyzing activity on an
account code and to providing further detail in financial reporting. Sub-accounts are typically used
to report on the financial activity of business units or divisions within an entity. You can create
sub-accounts to correspond to those parts of the entity for which you would like to generate
separate balance sheets, profit and loss statements, or open customer and supplier items. You can
further analyze the sub-account by including it within a budget group. A single GL account can be
associated with multiple sub-accounts.
Fig. 4.10
Sub-Account Create

Field Descriptions

Sub-Account Code. Enter a code for the sub-account (maximum eight characters).

Description. Enter a brief description (maximum 24 characters) of the sub-account. You can
optionally enter descriptions in more than one language. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
Budget Group. Select a budget group for the sub-account.

Sub-Account Mask Code. Specify the COA mask that applies to the sub-account. Click the
lookup to list all sub-account masks for the assigned sub-account COA mask shared set.
A sub-account COA mask defines the list of GL accounts that the sub-account can be
combined with during posting.
You can also create a new sub-account mask as required by clicking the GoTo button to the
right of the Sub-Account Mask Code field. The GoTo opens Sub-Account Mask Create
(25.3.9.1.1). If you have already assigned a COA mask to the sub-account, the GoTo button
 Setting Up General Ledger 93

displays Sub-Account Mask View (25.3.9.1.3) and also lets you display a related view
showing all sub-accounts linked to that COA mask. See “Sub-Account COA Mask” on
page 118.
The COA Element without Mask field in Domain Create controls how the system treats sub-
accounts that are not assigned a sub-account COA mask. If sub-account COA masks are
enabled for the current domain and the COA Element without Mask field is set to Exclude
from Posting, the system prevents all sub-accounts without a sub-account COA mask from
being used in postings. If the COA Element without Mask field is set to No Posting
Restrictions, you can use the sub-account with any GL account.
If sub-account COA masks are not enabled for the current domain, this field is read-only.
Active. Indicate if this is an active sub-account.

Cost Centers
Use the Cost Center activities (25.3.20) to create cost centers for providing an additional reporting
level for the GL account and sub-account. Typically, a cost center can be a department or profit
center within the entity for which you want to generate separate reports.
You can associate a range of different accounts and sub-accounts with a cost center, and also
associate a number of cost centers with a single account.
You can further analyze a cost center by including it within a budget group.
Fig. 4.11
Cost Center Create

Field Descriptions

Cost Center. Enter a code (maximum four characters) that identifies the cost center.

Description. Enter a brief description (maximum 24 characters) of the cost center. You can
optionally enter descriptions in more than one language. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active cost center.
94 User Guide — QAD Financials

Cost Center Administrator. Select a system user to associate with the cost center; for example,
the department (cost center) manager.
Budget Group. Select a budget group to associate with the cost center.

SAF Structure Code. Select an SAF structure code to link to the cost center. The SAF structure
cannot be removed from a cost center if the cost center has been used in posting.
If an SAF structure code is specified, Retrieve SAF Structure from GL cannot be selected.
See “Supplementary Analysis Fields” on page 127 for more information.
Retrieve SAF Structure from GL. Select the field to use the SAF structure found in the
Analysis Tab of the GL account for posting purposes. To enable this setting, an SAF structure
must be set for all accounts that have analysis type Cost Center or Both. In addition, an SAF
Structure Code cannot be specified for the cost center.
SAF Set On Date and By. These read-only fields display the date on which SAF analysis was
activated for the cost center and the ID of the user who activated it.
Cost Center Mask Code. Specify the COA mask that applies to the cost center. Click the
lookup to list all cost center masks for the assigned cost center COA mask shared set.
A cost center COA mask defines the lists of GL accounts and sub-accounts that the cost center
can be combined with during posting.
You can also create a new cost center mask as required by clicking the GoTo button to the
right of the Cost Center Mask Code field. The GoTo opens Cost Center Mask Create
(25.3.9.2.1). If you have already assigned a COA mask to the cost center, the GoTo button
displays Cost Center Mask View (25.3.9.2.3) and also lets you display a related view showing
all cost centers linked to that COA mask. See “Cost Center COA Mask” on page 119.
The COA Element without Mask field in Domain Create controls how the system treats cost
centers that are not assigned a cost center COA mask. If cost center COA masks are enabled
for the current domain and the COA Element without Mask field is set to Exclude from
Posting, the system prevents all cost centers without a cost center COA mask from being used
in postings. If the COA Element without Mask field is set to No Posting Restrictions, you can
use the cost center in combination with any GL account or sub-account.
If cost center COA masks are not enabled for the current domain, this field is read-only.
The grid lets you specify which concepts within a structure to associate with the cost center and
specify default values for the concepts. Only one default can be specified for each concept. The
defaults are used when a code value is not supplied in a transaction. These fields are not required.
See “SAF Defaulting” on page 138.
SAF Concept. Select a default SAF concept.

SAF Code. Select a default SAF code.

Last Modified Date/Time and User. These read-only fields display the ID of the user who last
updated this record and the date and time of update.

Projects
Projects are chart of account (COA) elements that provide analytical reporting on activities, such
as engineering design work or production rework.
 Setting Up General Ledger 95

You can associate a range of account codes, sub-account codes, and cost centers with a specific
project or multiple projects. The GL mask determines the valid COA combinations (account, sub-
account, cost center, and project) for posting.
Before creating projects, you must define two required codes: project groups and project status
codes. You can post transactions to a project only if its system status is active.

Project Groups
Use the Project Group activities (25.3.11.6) to create, view, modify, and delete codes for
categorizing a collection of projects for reporting purposes.
Fig. 4.12
Project Group Create

Field Descriptions

Code. Enter a code (maximum of 20 characters) to identify the project group.

Description. Enter a description (maximum of 40 characters) of the project group. You can
optionally enter descriptions in more than one language. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active project group.

Project Statuses
Before you can begin to create project codes, you must first define the set of statuses that control
how the project code can be used.
The status assigned to a project determines whether it can be used for postings in GL transactions,
in invoices, and if costs can be assigned to it.
You must associate each project status code you define with one of five predefined system status
codes: Initial, Open, Closed for Accounting, Closed for Costs, and Closed. The system status code
assigned determines the affect of the status code you define, and consequently how the project
codes assigned that status can be used. See Table 4.5 for more information.
The project status codes you define populate the Status drop-down list in the Project Create screen
(25.3.11.7.1), and are then available to assign to project codes.
96 User Guide — QAD Financials

Fig. 4.13
Project Status Create

Field Descriptions

Status Code. Enter a code (maximum 20 characters) that identifies a user-defined project
status.
Description. Enter a description (maximum 40 characters) of the project status code.

System Status. Select the system status to associate with the project status code. The
restrictions for that system status apply to the status code you create. The possible values are:
Initial: A project with this status cannot be used in accounting transactions, but can be used in
operational activities, such as purchase order creation.
Open: A project with this status can be used in GL transactions and in invoice creation.
Closed for Accounting: A project with this status cannot be used in posting costs or revenue,
but is still visible on reports.
Closed for Costs: A project with this status cannot have expenses posted to it.
Closed: Projects with this status cannot be used in transactions.
Table 4.5 lists the system statuses and the restrictions that they apply to project codes when
assigned.
Table 4.5
Project Statuses Related Activities
Allowed in...
Supplier Invoice Customer Invoice
System Status GL Postings Create Create
Initial No No No
Open Yes Yes Yes
Closed for No No No
Accounting
Closed for Costs Yes No Yes
Closed No No No

Active. This field indicates whether the project status is active. Only active status codes can be
assigned to projects.
Note Only projects that have a system status of Open or Closed for Costs can be used in
profile creation.
 Setting Up General Ledger 97

Creating Projects
Use Project Create (25.3.11.1.1) to create project codes.
Fig. 4.14
Project Create

Field Descriptions

Project. Enter a code (maximum eight characters) that identifies the project.

Description. Enter a brief description (maximum 24 characters) for the project. You can
optionally enter descriptions in more than one language. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
Project Administrator. Select a system user to associate with the project; for example, the
department (project) manager.
Status Code. Select the project status code from the drop-down list, which shows codes
defined using Project Status Create. The system status assigned to the project status controls
how the projects can be used. See “Project Statuses” on page 95.
Retrieve SAF Structure from GL. Select the field to use the SAF structure found in the
Analysis Tab of the GL account for posting purposes. To enable this setting, an SAF structure
must be specified for all accounts that have analysis type Project or Both. In addition, an SAF
Structure Code cannot be specified for the project.
SAF Structure Code. Select an SAF structure code to link to the project. The SAF structure
cannot be removed from a project if it has been used in posting.
If an SAF structure code is specified, Retrieve SAF Structure from GL cannot be selected.
See “Supplementary Analysis Fields” on page 127 for more information.
SAF Set On Date and By. These read-only fields displays the date on which SAF analysis was
activated for the project and the ID of the user who activated it.
Project Mask Code. Specify the COA mask that applies to the project. Click the lookup to list
all project masks for the assigned project COA mask shared set.
A project GL mask defines the lists of GL accounts, sub-accounts, and cost centers that the
project can be combined with during posting.
98 User Guide — QAD Financials

You can also create a new project mask as required by clicking the GoTo button to the right of
the Project Mask Code field. The GoTo opens Project Mask Create (25.3.9.3.1). If you have
already assigned a COA mask to the project, the GoTo button displays Project Mask View
(25.3.9.3.3) and also lets you access a related view showing all projects linked to that COA
mask. See “Project COA Mask” on page 121.
The COA Element without Mask field in Domain Create controls how the system treats
projects that are not assigned a project COA mask. If project COA masks are enabled for the
current domain and the COA Element without Mask field is set to Exclude from Posting, the
system prevents all projects without a COA mask from being used in postings. If the COA
Element without Mask field is set to No Posting Restrictions, you can use the project in
combination with any GL account, sub-account, or cost center.
If project COA masks are not enabled for the current domain, this field is read-only.

Project Create General Tab

Fig. 4.15
Project Create, General Tab

Field Descriptions

Sub-Account Profile. Select a sub-account profile to indicate which division or business unit is
responsible for the project.
Start Date. Enter the start date of the project activities. No transactions can be posted before
that date.
Budget Group. Select a budget group to associate with the project. Project budgets track cost
and revenue evolution during a project life cycle.
End Date. Enter the date on which the project is expected to end. No transactions can be
posted after that date.
Project Group. Use the lookup to specify the project group to which the project belongs, if any.
Define the project group first; see “Project Groups” on page 95.
Original Completion Date. Enter the initial planned completion date of the project.

Main Project. Enter the code of the main project. This can be used when the current project is a
subproject of a larger one. The main project is used for reporting purposes, and the linked
projects behave completely independently.
Revised Completion Date. If necessary, enter the date that the completion date was revised to.

Currency. Specify the currency in which project transactions are denoted and recorded.
 Setting Up General Ledger 99

Date Revised. Enter the date on which the revised project completion date was set.

Project Create Defaults Tab

Use the Defaults tab to specify which concepts within a structure to associate with the project and
specify default values for the concepts. Only one default can be specified for each concept. The
defaults are used when a code value is not supplied in a transaction. These fields are not required.
See “SAF Defaulting” on page 138.
Fig. 4.16
Project Create, Defaults Tab

SAF Concept Code. Select an SAF concept.

SAF Code. Select the default SAF code.

Last Modified Date/Time and User. These read-only fields display the ID of the user who last
updated this record and the date and time of update.

GL Account Unit of Measure

Units of measure are the values used in transactions that involve any type of quantifiable unit.
Units of measure might describe dimensions, weights, volumes, or amounts of locations,
containers, or business activities. Examples include inches, pounds, work hours, and days.
For example, an organization hires a communications consultant to help staff with their
presentation skills. The consultant charges a daily rate and works for three days. The unit of
measure is days. The transaction displays the quantity and unit of measure specified.
Another example of the use of units of measure is in allocations. If an organization allocates its
electricity bill by department, the unit of measure would be kilowatt hours (kWh).
Note The term “unit of measure” is also used elsewhere in the system. For example, in receiver
matching, an operational unit of measure is used to quantify items being invoiced. See “Receiver
Matching” on page 526.
See “Posting Tab” on page 80 for details on defining the quantity and unit of measure attributes for
a GL account.
Use the GL Account UM activities (25.3.15) to create, delete, modify, or view units of measure.
100 User Guide — QAD Financials

Fig. 4.17
GL Account UM Create

Field Descriptions

Unit of Measure. Specify a code (maximum 20 characters) that identifies a unit of measure
code to be associated with an account.
Description. Enter a brief description (maximum 40 characters) of the unit of measure. You
can optionally enter descriptions in more than one language. See User Guide: Introduction to
QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active account.

Alternate Chart of Accounts

In some countries, such as China and France, the legal COA can be different from the operational
COA for business or legal reasons. A company that is part of a larger organization may be required
to define an alternate COA according to local GAAP, and then report to their head office using the
operational COA. An alternate chart of accounts is a secondary grouping of accounts that is
generally used for statutory reporting.
Some countries, such as China, require that companies use different alternate COAs for different
financial periods, and that all alternate COA versions be stored for auditing purposes. Alternate
COA offers a solution for companies operating in these countries.
The Alternate COA function provides the ability to generate reports using alternate COAs, in
addition to a company’s operational COA. However, alternate COAs can be used for reporting
purposes only—you cannot post transactions to alternate accounts. Currently, only the Regional
Balance Sheet report and the Regional Income Statement report have the option to use an alternate
COA. See “Structured Reports” on page 786.
An alternate COA consists of one or more account structures, each containing a group of non-
duplicate alternate accounts. Each alternate account is assigned an account code, description, and
account level indicator, and, optionally, a column label and an alternate COA group code. You can
create an alternate COA structure manually or copy from an existing structure. The Alternate COA
function also includes an Excel integration feature that lets you import alternate COA structures
from an Excel spreadsheet.
In order to link alternate accounts to their corresponding operational GL accounts, you can create a
COA cross-reference from within the alternate COA structure. You can also create a cross-
reference for an alternate COA structure by using COA Cross Reference Create (25.3.14.1)
 Setting Up General Ledger 101

directly. Only the lowest level codes in the alternate COA structure are linked to operational COA
elements (GL account, sub-account, cost center, and project). Lowest level codes in the alternate
COA structure are codes entered on rows that have no child rows.
In the example alternate COA structure in Figure 4.18, the following accounts are lowest level
nodes:
• AC-1-1-1
• AC-1-2
• AC-2-1
• AC-3

Fig. 4.18
Alternate COA Structure
Alternate Account Code Level
AC-1 1

AC-1-1 2

AC-1-1-1 3

AC-1-2 2

AC-2 1

AC-2-1 2

AC-3 1

Chinese Alternate COA

Example

The Chinese subsidiary of a US company submits reports to their head office based on the
corporate operational COA structure. However, the company must also create financial reports that
use statutory Chinese account codes and structures in order to fulfill the local requirements from
the Chinese Financial Bureau.
China Accounting Standards (CAS) regulations require that an account code be structural. The
first four digits are designated by the Chinese Financial Bureau, and the company then defines its
own structure based on these requirements. In CAS, the GL code also contains the sub-account and
cost center.
The Chinese subsidiary then creates a structural alternate COA to satisfy CAS requirements, and
maps the alternate COA to its operational COA using COA Cross-Reference Create (25.3.14.1).
Figure 4.19 shows the alternate COA structure the company created for its bank accounts. The
alternate COA structure contains four levels, and only the level 4 accounts are mapped to the
company’s operational COA. For example, alternate account 1002-01-01-0001 HR is mapped to
operational account 30001 Bank RMB, sub-account 010, and cost center 3001 HR.
When the company runs Chinese statutory reports, the statutory account code balances for parent
accounts, such as 1002 Bank, are summed from the child alternate COA codes.
102 User Guide — QAD Financials

Fig. 4.19
COA Example from Chinese Accounting

CAS GL Account 1002 Bank

1002-01 RMB 1002-02 USD

1002-01-01 Commercial Bank 1002-01-02 China Bank ...

1002-01-01-0001 HR 1002-01-01-0002 Sales ...

30001 Bank RMB 010 Commercial Bank 3001 HR

Account Sub-Account Cost Center

Creating Alternate COA Groups

Use Alternate COA Group Create (25.3.21.7) to define groups to which you can assign alternate
accounts. An alternate COA group code functions in a similar way to a budget group code, and
links level 1 alternate COA accounts. When a level 1 alternate COA account is assigned to a group
code, all lower level alternate COA accounts in that structure are then automatically mapped to the
group code.
Alternate COA groups are used to accumulate data in the Chinese structured reports, such as the
Chinese Income Statement and Balance Sheet.
Example A company’s alternate COA structure contains the following alternate accounts for
assets:
AC-1
AC-1-1
AC-1-1-1
AC-1-1-1-1
AC-1-1-2
AC-1-2
AC-1-2-1
AC-1-2-2

The company creates an alternate COA group called Current Assets, and assigns it to the highest
level alternate account (AC-1) using Alternate COA Structure Create (25.3.21.1). All lower level
alternate accounts are subsequently linked to the alternate COA group.
 Setting Up General Ledger 103

Fig. 4.20
Alternate COA Group Create (25.3.21.7)

Alternate COA Group Code. Enter a maximum of 20 characters for the code to identify the
alternate COA group.
Description. Enter a brief description (maximum 40 characters) for the alternate COA group.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.

Creating an Alternate COA Structure

Use Alternate COA Structure Create (25.3.21.1) to create new alternate COA structures.
Optionally, you can use Alternate COA Structure Copy (25.3.21.5) to create an alternate COA
structure based on an existing structure or define a structure using Excel and load it using Alternate
COA Excel Integration (25.3.21.6). See “Copying an Alternate COA Structure” on page 105 and
“Alternate COA Excel Integration” on page 105 for more information. The alternate COA
structures you create are maintained at system level.
When you have defined an alternate COA structure, you must then map it to the operational COA
using COA Cross Reference Create (25.3.14.1). You can only create COA cross-references to GL
accounts for the lowest level alternate COA accounts; that is, alternate accounts that have no child
records. A lowest level alternate account can be mapped to a combination of GL account, sub-
account, cost center, and project, where any of the sub-account, cost center, or project values can
be blank.
You can also create an alternate COA cross-reference to GL combinations from within Alternate
COA Structure Create. After you define an alternate COA structure, click on the Create COA
Cross Reference button. The alternate COA structure is saved and COA Cross Reference Create
(25.3.14.1) opens. The alternate COA structure accounts default to the grid in COA Cross
Reference Create, where you can map them to the relevant operational COA elements. See “COA
Cross-References” on page 106 for more information.
104 User Guide — QAD Financials

Fig. 4.21
Alternate COA Structure Create (25.3.21.1)

Code. Enter a maximum of 20 characters to identify the alternate COA structure.

Description. Enter a brief description (maximum 40 characters) of the alternate COA structure.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Alternate COA. Enter a maximum of 20 characters to identify the alternate COA account code.

Description. Enter a brief description (maximum 24 characters) of the alternate COA code.

Column Label. Specify a column label for child (non-first level) accounts.
Column labels only appear in the Columnar Ledger report in Chinese Accounting. Each
column label specified for a child account is printed as a column header on the report.
Level. This field displays a numeric identifier that indicates the level of the account in relation
to the alternate COA structure.
The level value is generated automatically by the system.
Sequence. This field displays the sequence number that identifies each alternate COA record.
The sequence is automatically generated by the system.
Leaf. This field is automatically selected for alternate accounts that do not have any child
records.
Alternate COA Group Code. Specify the alternate COA group code that you want to assign to
the alternate COA record. Only level 1 accounts can be assigned an alternate COA group code.
See “Creating Alternate COA Groups” on page 102 for more information.
Parent Alternate COA Structure Code. When you save an alternate COA structure, this field
displays the value that you defined in the Code field to identify the alternate COA structure.
Parent Alternate COA. This field displays the alternate COA code that is the parent of a child
row.
In the example in Figure 4.21, the codes AC-1-1 and AC-1-2 both have AC-1 as parent
alternate COA.
 Setting Up General Ledger 105

Copying an Alternate COA Structure

To facilitate data entry, you can use Alternate COA Structure Copy (25.3.21.5) to create an
alternate COA structure based on an existing structure.
1 Select an alternate COA structure to copy.
Fig. 4.22
Alternate COA Structure Browse

The accounts of the selected structure are displayed.

Fig. 4.23
Alternate COA Structure Copy (25.3.21.5)

2 Enter a new structure code and description.

3 Modify the row information, and insert and delete rows as required.
4 Save the new alternate COA structure.

Alternate COA Excel Integration

You can use Alternate COA Excel Integration (25.3.21.6) to load alternate cross-reference
structures defined in an Excel spreadsheet. The following fields are mandatory in Alternate COA
Excel Integration:
• Alternate COA (all levels)
• Description (all levels)
• Parent Alternate COA (child rows)
106 User Guide — QAD Financials

COA Cross-References
The COA Cross Reference function lets you to map GL accounts, sub-accounts, cost centers, and
projects in source entities to GL combinations in consolidation entities. In addition, you can also
use COA Cross Reference Create (25.3.14.1) to define mappings from GL combinations to
alternate COAs. The alternate COA mappings can be used to group and report data in statutory
reports.
You can create COA cross-references from the source COA elements to the target COA elements
in a many-to-one relation. For example, you can map a range of source GL accounts to a single GL
account in the target domain.
When creating an alternate COA mapping, you do not need to specify a target domain; alternate
COA mappings are created at the system level.
By selecting the Validate option at the end of COA Cross Reference Create, you can validate the
cross-references that you have defined against posting history. If the cross-reference type is
Separated COA Dimensions or Combined COA Dimensions, you can indicate whether to validate
the sub-account, cost center, or project. See “COA Cross-Reference Types” on page 106.
If gaps exist in the cross-reference mappings used in a report or consolidation, the system displays
an error. If there are any overlaps in the cross-reference mappings you create, the system uses the
first mapping record it finds in the grid.
Figure 4.24 shows the alternate COA structure from Figure 4.18, updated to show the operational
elements to which the alternate accounts are mapped.
Fig. 4.24
Alternate COA Structure and Mapped Values
Alternate Account Code Operational COA Level
Equivalent
AC-1 1

AC-1-1 2

AC-1-1-1 GL Account 1001 3

Blank Sub-Account
Cost Center 100
AC-1-2 GL Account 1001 2
Blank Sub-Account
Blank Cost Center
Project Eng
AC-2 1

AC-2-1 GL Account 2001 2

Sub-Account 20

COA Cross-Reference Types

Use COA Cross Reference Create (25.3.14.1) to define COA cross-references.
You can create three types of cross-reference mappings: Combined COA Dimensions, Separate
COA Dimensions, and Alternate COA.
 Setting Up General Ledger 107

Combined COA Mapping

Combined COA mappings are used in consolidation, and let you specify cross-references from
source GL combinations to target GL combinations.
Fig. 4.25
Combined COA Mapping

Source
Source Target
Target

GL
GLaccount
account Sub-acct.
Sub-acct. Cost
CostCenter
Center Project
Project GL
GLaccount
account Sub-acct.
Sub-acct. Cost
CostCenter
Center Project
Project

Table 4.6 shows a combined COA cross-reference, where combinations (including ranges) of GL
COA elements in the source domain are mapped to single COA elements in the target domain.
Table 4.6
Combined COA Mappings
Source Target
GL Sub-Acc CC Proj GL Sub-Acc CC Proj
1000-9000 100-808 10-99 * 0900 999 9 All

Separate COA Mapping

Separate COA mappings are used in consolidation, and let you specify separate cross-references
from source COA elements to separate target COA elements (GL accounts to target GL account,
sub-accounts to target sub-accounts, and so on).
When creating separate COA cross-references, use the Columns field to indicate the type of
mapping to filter on—All, GL Account, Sub-Account, Cost Center, or Project. The filter lets you
focus on one element at a time, and you can change the filter type during input.
Figure 4.26 shows a separate COA cross-reference mapping with the Columns field set to All in
COA Cross Reference Create. In this case, you can create mappings for each type of COA element
on a separate row.
108 User Guide — QAD Financials

Fig. 4.26
Separate COA Mappings
Columns set to All

Source
Source Target
Target

GL Account 1 … GL Account N GL Account T1

Sub-Acc 1 Sub-Acc N
… Sub-Acc N

Project N
Project 1 … Project N

GL Account A GL Account Z1
… GL Account Z

Figure 4.27 shows a separate COA cross-reference mapping with the Columns field set to Sub-
Account.
Fig. 4.27
Separate Sub-Account Mapping

Columns set to Sub-Account

Source
Source Target
Target

Sub-Account 1 … Sub-Account N Sub-Account T1

Alternate COA Cross-Reference

Alternate COA mappings let you specify cross-references from source GL combinations to target
alternate accounts. You can only create mappings for the lowest level alternate accounts.
Fig. 4.28
Alternate COA Cross-Reference Mapping

Source
Source Target
Target

GL
GLaccount
account Sub-acct.
Sub-acct. Cost
CostCenter
Center Project
Project Alternate
AlternateAccount
Account

Grid Mapping Options

You can create mappings using ranges, single elements, or wildcards.
 Setting Up General Ledger 109

Ranges

You can map a range of accounts, sub-accounts, cost centers, or projects to the target element in
the target entity.
Table 4.7
Example Ranges
Source GL Account From Source GL Account To Target Account
1030 1099 1100
2000 2300 2300

In line 1, all accounts from 1030 to 1099 inclusive are mapped to target account 1100.
In line 2, all accounts from 2000 to 2300 inclusive are mapped to target account 2300.

Single COA Element

You can map a single account (or sub-account, cost center, or project) to the target element. In this
case, you enter the source COA element in both the Source From and Source To fields.
Table 4.8
Single Element Mapping
Source GL Account From Source GL Account To Target Account
1030 1030 1100
2000 2000 2300

As a result of the mappings in Table 4.8, source account 1030 is mapped to target account 1100 in
the consolidation entity, and source account 2000 is mapped to target account 2300 in the
consolidation entity.

Wildcards

You can enter an asterisk (*) as a wildcard when creating COA cross-reference mappings.
When an asterisk alone is entered in the Source From field, this means “include all.” Only the
Source From field can contain just an asterisk. In this case, any value specified in the Source To
field is irrelevant.
Table 4.9
Wildcard Mapping

Source GL Account From Source GL Account To Target Account

* 1030 1100
* 1100

In Table 4.9, all accounts in the source entity are mapped to target GL account 1100 in the
consolidation entity. Specifying account 1030 in the Source To field did not affect the mapping.
110 User Guide — QAD Financials

Creating COA Cross-References

Fig. 4.29
COA Cross Reference Create (25.3.14.1)

Code. Enter a maximum of 20 characters for the code that identifies the COA cross-reference.

Description. Enter a brief description (maximum 40 characters) of the COA cross-reference.

You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Type. Specify the type of cross-reference that you want to define. You cannot change the type
after the cross-reference has been saved.
Target Domain. Specify the target domain. This field is relevant when creating separate or
combined mappings for use in consolidation. You must have already defined the target
consolidation domain in Domain Create (36.1.1.1.1).
After you have saved the COA cross-reference, you can only change the target domain to a
domain that uses the same shared sets of GL accounts, sub-accounts, cost centers, and projects
as the current target domain. See “Setting Up Domains” on page 26 for more information.
This field is not required when creating alternate COA mappings.
Active. Indicate if this is an active cross-reference.

Alternate COA. Specify the alternate COA structure to which the alternate account belongs.
This field is only enabled when you select the value Alternate COA in the Type field.
Columns. This field is only enabled when you select the value Separate COA Dimensions in
the Type field. The Columns filter lets you focus on one element at a time, and you can change
the filter type during input.
Specify which grid columns you require to create separate COA cross-references. The options
are:
All: Displays fields for mapping ranges of source GL accounts, sub-accounts, cost centers, and
projects to COA elements in the target domain.
 Setting Up General Ledger 111

GL Account: Displays fields for mapping ranges of source GL accounts to a single GL

account in the target domain.
Sub-Account: Displays fields for mapping ranges of source sub-accounts to a single sub-
account in the target domain.
Cost Center: Displays fields for mapping ranges of source cost centers to a single cost center
in the target domain.
Project: Displays fields for mapping ranges of source projects to a single project in the target
domain.

Grid Fields
Fig. 4.30
COA Cross Reference Grid

Source GL Account/Sub-Account/Cost Center/Project From. Specify the first COA element in

the source range that you want to map.
Source GL Account/Sub-Account/Cost Center/Project To. Specify the last COA element in the
source range that you want to map.
Target GL Account/Sub-Account/Cost Center/Project. Specify the target COA element that
you want to map to.
Alternate COA. Specify the name of the alternate COA account to which the source COA
elements must map. You can only use this field when creating alternate COA mappings.
The available alternate COA values are restricted to those associated with the alternate COA
structure specified in the Alternate COA field in the header.
Only the lowest level code (no children) in the alternate COA structure can be mapped.

Cross-Reference Validation

The validation facility in COA Cross Reference Create lets you check the mapping combinations
that you have specified for the source and target against posting history. If the COA cross-
reference type is Combined COA Dimensions or Separate COA Dimensions, you can indicate
whether to include the sub-account, cost center, or project in the validation.
Fig. 4.31
Validation Fields in COA Cross Reference Create
112 User Guide — QAD Financials

If a cross-reference contains invalid or missing mappings, this impacts the output of reports run
using alternate COA or the result of a consolidation. The validation facility lets you to determine if
the mappings are valid against the current posting history and chart of accounts (both operational
and alternate). The result of the validation is displayed in the standard error viewer.
Fig. 4.32
Validation Results

Even if a corresponding mapping does not exist in posting history or in the chart of accounts, you
can still save cross-reference mappings that return error messages. Posting history is constantly
growing with new transactions, and the chart of accounts can change also. Therefore, mappings
that are currently invalid could become valid at a later date. However, you receive an error if you
try to save a cross-reference that contains invalid mappings.
Accounting Year/Period. Specify the GL calendar year and GL period for which you want to
validate COA cross-reference mappings against posting history.
The system validates against all postings from the GL calendar year and GL period you enter
up to the current system date.
Note You can also enter a future GL calendar year and period to validate postings in the
posting history table. In this case, the system validates postings future-dated from the specified
GL calendar year and period, and after.
Validate Sub-Account. Select the field to validate sub-accounts in the COA cross-reference
mappings against posting history for the specified time period.
Validate Cost Center. Select the field to validate cost centers in the COA cross-reference
mappings against posting history for the specified time period.
Validate Projects. Select the field to validate projects in the COA cross-reference mappings
against posting history for the specified time period.

Search Order for COA Cross-Reference Mappings

When searching for COA cross-references to use in Chinese GL reports and in consolidation, the
system searches for mappings in the following order:
1 Matching account, sub-account, cost center, and project
2 Matching account, sub-account, cost center, and blank project
3 Matching account, sub-account, blank cost center, and project
4 Matching account, sub-account, blank cost center, and blank project
5 Matching account, blank sub-account, blank cost center, and blank project
 Setting Up General Ledger 113

The following example uses alternate COA cross-references to illustrate how the system searches
for and uses cross-reference mappings, and how it treats blank mappings.
Example

A user defines the following COA cross-references:

Table 4.10
Example Cross-References
GL Account Sub-Account Cost Center Project Alternate Account
1000 10 0100 AC-2
1000 AC-5
1000 10 White AC-3
1000 10 0100 White AC-1
1000 10 AC-4

The user then runs the Account Transaction Journal report and specifies the cross-reference code
for the mappings created in Table 4.10. At run time, the system searches mappings in the order
specified in “Search Order for COA Cross-Reference Mappings” on page 112.
The mappings listed in Table 4.10 are searched in following order:
Table 4.11
Search Order
GL Account Sub-Account Cost Center Project
1000 10 0100 White
1000 10 0100
1000 10 White
1000 10
1000

For the postings listed in Table 4.12, the mapping search result is:
Table 4.12
Mapping Search Result
Postings
Cost
GL Account Sub-Account Center Project Mapping Search Result
1 1000 10 0100 White AC-1
2 1000 10 White AC-3
3 1000 10 I19 AC-4
4 1000 10 0100 AC-2
5 1000 10 AC-4
6 1000 AC-5
7 1000 20 0200 I19 AC-5
8 1000 10 0200 White AC-3
114 User Guide — QAD Financials

COA Cross Reference Excel Integration

You can use COA Cross Reference Excel Integration (25.3.14.6) to load COA cross-references
defined in an Excel spreadsheet. You can only load cross-references for the current domain.
Using COA Cross Reference Excel Integration (25.3.14.6) to load cross-reference mappings from
Excel reduces the time required to set up consolidation. See Chapter 13, “Consolidation,” on
page 749.

Copying COA Cross-References

COA Cross Reference Copy (25.3.14.5) lets you create new COA cross-references based on an
existing COA cross-reference.
You can only copy COA cross-references from domains that use the same shared sets of GL
accounts, sub-accounts, cost centers, and projects as the current domain.
Specify a new cross-reference code, description, and modify the mapping definitions in the copied
cross-reference, as required.

Validating Accounts
The system supplies two methods for validating account combinations used during posting:
• Use COA masks during day-to-day operation to determine which combinations of accounts,
sub-accounts, cost centers, and projects are allowed for posting.
• During initial implementation, use Operational Account Structure Validation to ensure that
only valid account types and combinations have been defined in various operational areas
where account defaults are defined. This program can also be run later if changes are made.

COA Masks
The COA mask is a matrix that defines the combinations of GL accounts, sub-accounts, cost
centers, and projects to which you can post transactions.
Every COA element type has a separate COA mask maintenance function:
• Sub-Account Mask Create (25.3.9.1.1)
You specify a sub-account COA mask code and list the ranges of GL accounts with which
sub-accounts assigned that COA mask can be combined. See “Sub-Account COA Mask” on
page 118.
• Cost Center Mask Create (25.3.9.2.1)
You specify a cost center COA mask code and list the ranges of GL accounts and sub-accounts
with which cost centers assigned that COA mask can be combined. See “Cost Center COA
Mask” on page 119.
• Project Mask Create (25.3.9.3.1)
You specify a project COA mask code and list the ranges of GL accounts, sub-accounts, and
cost centers with which projects assigned that COA mask can be combined. See “Project COA
Mask” on page 121.
 Setting Up General Ledger 115

You assign a COA mask to an element using the COA Mask fields in Sub-Account Create
(25.3.17.1), Cost Center Create (25.3.20.1), and Project Create (25.3.11.1.1). The COA mask code
you specify must be of the same type as the COA element. One COA mask can be reused by many
COA elements.
Fig. 4.33
COA Mask Types
From GL Account To GL Account

“100000” - “199999”

“300000” - “349999”
Sub-Account Type
Sub-Account Type ….
COA Mask “S1”
COA Mask “S1”
From GL Account To GL Account
“100000” - “199999”
“300000” - “349999”

Cost Center Type ….

Cost Center Type From Sub-Acct To Sub-Acct
COA Mask “CC1”
COA Mask “CC1”
“S100 - “S300”

“S500” - “S700”
….
From GL Account To GL Account
“100000” - “199999”
“300000” - “349999”

Project Type …. From Sub-Acct To Sub-Acct

Project Type
COA Mask “PR1” “S100 - “S300”
COA Mask “PR1”
“S500” - “S700”
From Cost Center To Cost Center
“CC10” - “CC30”
“CC70” - “CC80”
….

Three control fields in Domain Create (36.1.1.1.1) indicate which COA mask types are active:
Sub-Account Mask, Cost Center Mask, and Project Mask. You can only define a COA mask if it
has been activated in Domain Create. Postings are validated for each of the types marked as active.
Three additional fields in Domain Create control how the system treats COA elements that are not
assigned a COA mask. The COA Element without Mask fields contains two options: No Posting
Restrictions and Exclude from Posting. If, for example, you activate cost center masks and select
No Posting Restrictions in the COA Element without Mask field, cost centers that are not assigned
a COA mask can be used in any posting. Alternatively, if you select Exclude from Posting in the
COA Element without Mask field, cost centers that are not assigned a COA mask cannot be used
in postings. For more information on domain settings, see “Setting Up Domains” on page 26.
COA masks can be shared by multiple domains, and are, therefore, stored at shared set level. You
can share a set of COA masks across domains using shared sets of the following types:
• Sub-Account Mask Shared Set
• Cost Center Mask Shared Set
• Project Mask Shared Set

The COA mask codes are stored in the shared sets, and you can share COA masks regardless of
how the COA elements are shared. The COA mask ranges are stored according to the COA shared
sets for the current domain.
Different domains that use the same chart of accounts can use different sets of COA masks. For
example, the same sub-account COA mask can be shared by Domain1 and Domain2, a particular
project COA mask can be used by Domain1 only, and a different project COA mask can be used
by Domain2.
116 User Guide — QAD Financials

When domain setup is complete, you can no longer modify the shared sets assigned to the domain.
However, this restriction does not apply to the three COA mask shared sets, which can be modified
at any time.
The system also uses the COA masks you define to restrict lookup values wherever account
combinations are entered. For example, if sub-account COA masks are active and you create a
journal entry posting line and specify the GL account, the sub-account lookup only lets you select
from the sub-accounts that can be used with the GL account you specified.
COA mask combinations are synchronized with the analysis you define for GL accounts. You
define the default sub-account, cost center, and project for an account on the account Analysis tab,
and these combinations must match those of the active COA masks.
When you have defined Both as the analysis type, and At Least One or None as the analysis
limitation in GL Account Create, the cost center and project analysis for the account does not have
to match the COA mask combination exactly. Instead, the system checks the COA mask for at
least one of the elements in the combination. If this is found, the posting is validated. If the COA
mask contains any cost center or project in combination with the account, you can choose to leave
the Cost Center or Project fields blank for the account when generating a posting.

Implementing COA Masks

Before implementing COA masks and shared sets, you must first determine who will be
responsible for maintaining both the COA element shared sets and COA mask shared sets. You
must also consider whether the COA shared sets and COA mask shared sets will be administered
locally or centrally, or a combination of both.
Both of these considerations greatly influence the setup of the COA masks and their shared sets, as
described in the following scenarios.

Scenario 1

In this scenario, the GL shared set, sub-account shared set, and sub-account mask shared sets are
administered centrally in the organization’s head office by corporate finance and accounting
personnel. The data is then shared across all domains.
Fig. 4.34
Complete Sharing

Domain 1 Domain 2 Domain 3

GL Shared Set 1

Sub-Account Shared Set 1

Sub-Account 100

Sub-Account Mask Shared Set 1

COA Mask Code S1

Ranges for GL Shared Set 1

From GL Account – To GL Account

“100000” – “199999”
“300000” – “349999”
… – …
 Setting Up General Ledger 117

Scenario 2

In this scenario, the GL account, sub-account, and sub-account mask shared sets are maintained
locally by each site’s finance and accounting personnel. An organization may want to separate
shared sets due to varying levels of complexity within the COA and within the COA masks for
each domain.
Fig. 4.35
Complete Segregation

Domain 1 Domain 2 Domain 3

GL Shared Set 1 GL Shared Set 2 GL Shared Set 3

Sub-Account Shared Set 1 Sub-Account Shared Set 2 Sub-Account Shared Set 3

Sub-Account 100 Sub-Account A02 Sub-Account 001

SA Mask Shared Set 1 SA Mask Shared Set 2 SA Mask Shared Set 3

COA Mask Code S1 COA Mask Code SMA2 COA Mask Code Mx

Ranges for GL Shared Set 1 Ranges for GL Shared Set 2 Ranges for GL Shared Set 3

Fr GL Account – To GL Account Fr GL Account – To GL Account Fr GL Account – To GL Account

“100000” – “199999” “600000” – “699999” “250000” – “299999”

“300000” – “349999” “700000” – “749999” “410000” – “419999”

… – … … – … … – …

Scenario 3

In scenario 3, the GL shared sets are not shared across domains and are maintained locally by each
site’s finance and accounting personnel. The sub-account and sub-account mask shared sets are
shared across domains, and are maintained by one person centrally in the corporate head office.
118 User Guide — QAD Financials

Fig. 4.36
Combination of Shared and Segregated Data

Domain 1 Domain 2

GL Shared Set 1 GL Shared Set 2

Sub-Account Shared Set 1

Sub-Account 100
Sub-Account 100

SA Mask Shared Set 1

COA Mask Code S1

Ranges for GL Shared Set 1 Ranges for GL Shared Set 2

Fr GL Account – To GL Account Fr GL Account – To GL Account

“100000” – “199999” “600000” – “699999”

“300000” – “349999” “700000” – “749999”

… – … … – …

Sub-Account COA Mask

Use Sub-Account Mask Create (25.3.9.1.1) to define the ranges of GL accounts with which a sub-
account can be combined in postings. The sub-account mask is then assigned to the sub-account
using Sub-Account Create (25.3.17.1) or Sub-Account Modify (25.3.17.2). If you assign a COA
mask to a sub-account, the system prevents it from being used with any GL account not specified
within the ranges defined in Sub-Account Mask Create.
Fig. 4.37
Sub-Account Mask Create

Code. Enter a maximum of 20 characters for the sub-account GL mask code. A mask code is
created within the COA mask shared set of its type—in this case, the sub-account COA mask
shared set. The mask code you assign must be unique within the sub-account COA mask
shared set.
Description. Enter a brief description (maximum 40 characters) of the sub-account GL mask
code. You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active GL mask reference.
 Setting Up General Ledger 119

Grid

Use the grid to define the ranges of GL accounts that can be used with this sub-account. Each
range is defined for the COA shared sets that the current domain is using. A range can be shared at
the COA shared set level.
You can define multiple ranges of GL accounts for which you can use the sub-account. Normal
ranges cannot overlap. However, disallowed ranges can overlap normal ranges.
From. Specify the first GL account in the range.

To. Specify the last GL account in the range.

Disallowed Range. Select the field to indicate that you want to exclude the range of GL
accounts specified from being combined with sub-accounts that are assigned this COA mask.
If you select the Disallowed Range field for a range, this setting overrules any normal range
that the COA element is included in.
Example
A user attempts to post a transaction that uses GL account 1505 and sub-account 10. Sub-
account 10 has the following COA mask ranges:
GL From GL To Disallowed?
1200 1999 No
1500 1509 Yes

The COA combination is not validated for use in the posting because GL account 1505 is used
in a negative validation range, which overrides the normal range that the account is also
included in.
Description. Specify a maximum of 40 characters for a description of the GL account range.

Specifying Ranges in Grids

To define the range of values for which a COA mask applies, insert a new row into the COA mask
grid. Then, complete the From and To fields to define a range.
You must define at least one range in a COA mask grid. The ranges are stored according to the
COA shared sets of the current domain, and a COA mask code can include ranges for different
COA shared sets.

Blanks

If you specify a non-blank value in the From field and a blank in the To field, this indicates that
you want to map all values beginning with the non-blank value to the end of the range.
If you specify a blank in the From field and a non-blank value in the To field, this indicates that
you want to map all values from the beginning of the range up to the non-blank value.

Cost Center COA Mask

Use Cost Center Mask Create (25.3.9.2.1) to specify the ranges of GL accounts and sub-accounts
that you can use in combination with a particular cost center.
120 User Guide — QAD Financials

You then associate the COA mask with a cost center by specifying the cost center COA mask code
in the COA Mask field in the cost center record in Cost Center Create. See “Cost Centers” on
page 93.
If you have activated cost center COA masks in Domain Create, you must specify ranges in at least
one of the two grids in Cost Center Mask Create.
Fig. 4.38
Cost Center Mask Create (25.3.9.2.1)

The field character restrictions are the same as those for Sub-Account Mask Create. See “Sub-
Account COA Mask” on page 118.
Example

Sub-account 25 is assigned the following COA mask:

Sub-Account COA Mask: SAMatrix1
GL Account GL
From Account To Disallowed?
010 1999 No
2010 3000 No
2050 2055 Yes

Cost center Dept1 is assigned the COA mask, CCMatrix1.

Cost Center COA Mask: CCMatrix1
GL Account GL Sub-Account Sub-
From Account To Disallowed? From Account To Disallowed?
010 1999 No 01 99 No
2010 3000 No 102 199 No
2050 2055 Yes

The COA masks are used to validate the postings listed in the following table:
Table 4.13
Postings and Validation Result
GL Account Sub-Account Cost Center Validated?
1873 100 Dept1 No
2010 25 Dept1 Yes
2051 10 Dept1 No
3025 26 Dept1 No
 Setting Up General Ledger 121

The posting with GL account 1873 and sub-account 100 fails to validate because sub-account 100
is not defined in the sub-account range for the cost center.
The posting with GL account 2010 and sub-account 25 is validated because both are within valid
ranges for the cost center mask and because the sub-account mask assigned to sub-account 25
includes GL account 2010 within its valid ranges.
The posting with GL account 2051 and sub-account 10 fails to validate because GL account 2051
is within a disallowed range.
The posting with GL account 3025 and sub-account 26 fails to validate because GL account 3025
is not within a valid GL account range for COA Mask CCMatrix1.

Project COA Mask

Use Project Mask Create (25.3.9.3.1) to specify the ranges of GL accounts, sub-accounts, and cost
centers that you can use in combination with a particular project when posting.
You then associate the COA mask with a project by specifying the project COA mask code in the
COA Mask field in Project Create. See “Creating Projects” on page 97.
If you have activated project COA masks in Domain Create, you must specify ranges in at least
one of the three grids in Project Mask Code Create.
Fig. 4.39
Project COA Mask Code Create (25.3.9.3.1)

The field character restrictions are the same as those for Sub-Account Mask Create. See “Sub-
Account COA Mask” on page 118.
Example

Sub-account 28 is assigned the following COA mask:

Sub-Account COA Mask: SAMatrix1
GL Account GL
From Account To Disallowed?
010 1999 No
2002 3000 No
2050 2055 Yes

Cost center Dep2 is assigned the following COA mask:

122 User Guide — QAD Financials

Cost Center COA Mask: CCMatrix2

GL Account GL Sub-Account Sub-
From Account To Disallowed? From Account To Disallowed?
010 1999 No 01 99 No
2010 3000 No 102 199 No
2050 2055 Yes

The project code Engineering is assigned the COA mask, PrjMatrix1. Project COA mask
PrjMatrix1 contains the following ranges:
Project COA Mask: PrjMatrix1
GL GL S-A S-A CC CC
From To Disallowed? From To Disallowed? Fr To Disallowed?
001 999 No 01 99 No Dep1 Dep 2 No
1002 2999 No 101 150 Yes Dep6 Dep8 Yes
Dep8 Dep9 No

The COA masks are used to validate the postings listed in the following table:
Table 4.14
Postings and Validation Result
GL Account Sub-Account Cost Center Project Validated?
998 100 Dep1 Engineering No
1004 28 Dep2 Engineering Yes
2000 10 Dep8 Engineering No
2997 123 Dep9 Engineering No

The posting with GL account 998, sub-account 100, and cost center Dep1 fails to validate because
sub-account 100 is not defined in the sub-account range for the project mask.
The posting with GL account 1004, sub-account 28, and cost center Dep2 is validated because:
• The sub-account mask assigned to sub-account 28 includes GL account 1004 within its valid
ranges.
• The cost center mask assigned to Dep2 includes GL account 1004 and sub-account 28 within
its valid ranges.
• The project mask assigned to project Engineering includes GL account 1004, sub-account 28,
and cost center Dep2 within its valid ranges.
The posting with GL account 200, sub-account 10, and cost center Dep8 fails to validate because
Dep8 is part of a disallowed range.
The posting with GL account 2997, sub-account 123, and cost center Dep9 fails to validate
because sub-account 123 is part of a disallowed range.

COA Mask Validation

The system validates the COA mask for a given GL combination using the following method:
• If the sub-account in the GL combination is not blank, the system matches the GL account
using the sub-account COA mask.
 Setting Up General Ledger 123

• If the cost center in the GL combination is not blank, the system matches the GL account and
sub-account using the cost center COA mask.
• If the project in the GL combination is not blank, the system matches the GL account, sub-
account, and cost center using the project COA mask.
Example

The following COA masks are defined in a system and assigned to the COA elements in the
rightmost column.
COA Mask COA Link
GL From GL To Sub-Account
5000 10-20
Sub-Account Masks

7* 10-30
1200 1999 10-60
6000 10-60
9000 10-60
8100 8200 40-50
GL From GL To S-A From S-A To Cost Center
1000 1199 * A
Cost Center Masks

1200 1999 * A-B

7* 10 A-G
2000 20 B
2000 30 F-G
6000 10 G
CC
Proj Masks

GL From GL To S-A From S-A To From CC To Project

7* 10 C D I19
7* 10 D White

The COA mask is used to validate the following postings:

Table 4.15
Postings
Postings
Sub- GL Mask
GL Account Account Cost Center Project Validations
1 1020 60 A N
2 1200 60 B Y
3 1200 10 B I19 N
4 8100 50 B N
5 8100 45 Y
6 5000 10 G N
7 6000 10 G Y
8 9000 60 B N
9 7100 10 D I19 Y
124 User Guide — QAD Financials

Postings
Sub- GL Mask
GL Account Account Cost Center Project Validations
10 2000 A N
11 2000 B Y

The three validation rules described in “COA Mask Validation” on page 122 are all applied during
validation if the COA element of the rule is not blank. A validation is considered passed only if it
passes all rules applied.

Line 1 (1020+60+A+Blank)
• The sub-account validation rule for sub-account 60 fails.
• The cost center validation rule for cost center A passes.
• The project validation rule is not applicable because the project is blank.

Line 1 fails at the sub-account mask rule.

Line 2 (1200+60+B+Blank)
• The sub-account validation rule for sub-account 60 passes.
• The cost center validation rule for cost center B passes.
• The project validation rule is not applicable because the project is blank.

Line 2 passes all validations.

Line 3 (1200+10+B+I19)
• The sub-account validation rule for sub-account 10 passes.
• The cost center validation rule for cost center B passes.
• The project validation rule for project I19 fails.

Line 3 fails at the project mask rule.

COA Mask Copy

To facilitate data entry, each COA mask has a copy function that lets you create a COA mask
based on an existing matrix. The copy functions are:
• Sub-Account Mask Copy (25.3.9.1.5)
• Cost Center Mask Copy (25.3.9.2.5)
• Project Mask Copy (25.3.9.3.5)

To create a new COA mask by copying and modifying an existing mask:

1 Open the COA mask function for the type of mask you want to copy; for example, Sub-
Account Mask Copy.
A browse opens.
 Setting Up General Ledger 125

Fig. 4.40
Sub-Account Mask Browse for Copy

2 Double-click on the COA mask that you want to copy.

The Sub-Account Mask Copy window opens with the data for the COA mask you copied.
Fig. 4.41
Sub-Account Mask Copy

3 Enter a new COA mask code and description.

4 Modify the ranges, and insert and delete rows as required.
5 Save the new COA mask.

COA Mask Browses

The system contains two browses for retrieving and viewing COA masks, COA Mask Browse
(25.3.9.7), and COA Mask Browse All (25.3.9.8).
COA Mask Browse displays all mask definitions for the domain in which you are currently logged
in, whereas COA Mask Browse All displays all mask definitions across the whole system.
126 User Guide — QAD Financials

Fig. 4.42
COA Mask Browse

COA Mask Excel Integration

You can use Sub-Account Mask Excel Integration (25.3.9.1.6), Cost Center Mask Excel
Integration (25.3.9.2.6), and Project Mask Excel Integration (25.3.9.3.6) to load COA masks
defined in an Excel spreadsheet.

GL Implementation Considerations
Before any transactions can be posted, the Verify GL Accounts field in Domain/Account Control
(36.9.24) must be selected. When selected, this option ensures that your operational account setup
has been validated for transaction posting.
Often, other modules are implemented before General Ledger. Activities in these modules create
unposted transactions. Before entering GL account balances during GL implementation, you
should delete unposted transactions from other modules so they do not post and overstate GL
balances. With the Delete field cleared, run GL Transaction Delete/Archive (36.23.2) to print a
report identifying transactions to be deleted. Review the report, adjust the selection criteria as
needed, then select Delete and run the program again.
Important GL Transaction Delete/Archive can be used only before implementing GL. Once any
transactions have been posted (either IC, FA, SO, or WO), any additional transactions of that type
can no longer be deleted. The first time a transaction posts successfully, the system selects a read-
only field in GL Op Transaction Control (36.9.13). GL Transaction Delete/Archive does not let
you delete any transactions for a selected type.
 Setting Up General Ledger 127

Fig. 4.43
GL Op Transaction Control (36.9.13)

Transaction
cannot be
deleted when
associated
field is
selected.

After archiving/deleting transaction records, use Op Acct Structure Validation (36.9.20) to report
on the account, sub-account, cost center, and project combinations defined in the following
programs.
• Product Line Maint (1.2.1) • Logistics Accounting Control (2.15.24)
• Purchasing Account Maint (1.2.5) • Trailer Code Maint (2.19.13)
• Work Order Account Maint (1.2.9) • Mirror Table Maint (3.20.1)
• Inventory Account Maint (1.2.13) • Inventory Control (3.24)
• Sales Account Maint (1.2.17) • Purchase Approvals Maint (5.1.1)
• Inventory Movement Code Maint (1.1.9) • Purchasing Control (5.24)
• Site Maint (1.1.13) • Department Maint (14.1)
• Inbound Account Maint (1.2.21.1) • Repetitive Control (18.22.24)
• Outbound Accrual Account Maint • Class Maintenance (32.1.17)
(1.2.21.13)
• Outbound Expense Account Maint • Fixed Asset Maintenance (32.3)
(1.2.21.16)
• Price List Maint (1.10.1.1) • Domain/Account Control (36.9.24)
• Logistics Charge Code Maint (2.15.1)

This program prints a report of any invalid combinations it finds, and lets you identify account
combinations that have been invalidated, for example, because of inactive elements.
Validations are based on tables and fields delivered with the standard product. If your environment
includes custom tables or fields, you can use Account Table/Field Maintenance (36.9.21) to add
custom information before running the validation procedure.

Supplementary Analysis Fields

The system provides sub-account, cost center, project, and SAF analysis to be used for additional
analytical reporting on transactions. SAF analysis is optional, but lets you create detailed views of
data. Using SAFs, you can analyze a single account in many different ways by filtering based on
the SAF codes included in the postings to the account. A carefully planned set of SAF structures
avoids the need to set up separate COA elements for individual reporting.
SAF analysis can be applied to all standard GL accounts, except for bank, closing, and tax
accounts. SAF analysis is not supported for system accounts, except for Purchase Order Receipts.
You can apply SAF analysis to both revenue and expenses, and normally a separate SAF structure
would be set up for each of these types of transaction.
128 User Guide — QAD Financials

SAF analysis can be further streamlined by using system SAF concepts that retrieve key data from
operational transactions performed in manufacturing, sales and purchase orders, and inventory
control; see “System SAF Concepts” on page 129. System SAF concepts are predefined in the
system. However, you must manually define SAF codes for them. User-defined SAF analysis can
augment the operational reporting or be used only with financial transactions. For these concepts,
you must also define the values; see “User-Defined SAF Concepts” on page 133.
SAF analysis is managed through a combination of three elements (Figure 4.44):
• SAF concepts identify the type of analysis required. See “System SAF Concepts” on page 129
and “User-Defined SAF Concepts” on page 133.
• SAF codes define the analysis details. Associate the codes with an existing concept. See
“Creating SAF Codes” on page 136.
• SAF structures contain a selection of concepts in a logical sequence. You associate the
structure with a GL account, cost center, or project. See “Creating SAF Structures” on
page 137.
Fig. 4.44
Supplementary Analysis Fields (SAFs) Structure
SAF Structure: InventoryData

Product Line 1000 1001 1002 1003

Product Line

…. linked to Accounts,
Site 500 600 700 800 Cost Centers, or Projects
Site

Item Type 100 200 300 400

GL Account
Item Type 10005678

Item Group Configured Purchased Built

Item Group
Cost Center
90078c

SAF Concepts SAF Codes

Project
171

You can optionally associate concepts and default codes with accounts, cost centers, projects,
customers, suppliers, and business relations. You must define a default code for each concept in an
SAF structure when you set up the structure. This value is used when none of the other defaults are
available. The system uses a search algorithm for finding defaults depending on the type of
transaction. See “SAF Defaulting” on page 138 for details.
Defaults are used differently depending on whether the SAF is being used in an operational or
financial transaction:
• In operational transactions, the default is used automatically when a code in the structure is
missing a value. For example, if the structure includes an item type concept and the item
involved in the transaction does not have an associated type code, a default is used instead.
• In financial transactions, the default displays and can be changed.
 Setting Up General Ledger 129

Identify the accounts you want to analyze and also the types of analysis you want to apply before
creating your SAF system. You can subsequently change your SAF system by defining a different
SAF structure for the account, but remember that SAF reporting must be consistent to be of value:
changing the structure renders the analysis up to that point invalid. Once an SAF structure has
been used in a transaction, you cannot redefine the concepts within the structure.
You can also define an SAF structure as an element of a budget. Budgets are structured using
budget topics, which are linked to elements of the general ledger, including GL accounts, sub-
accounts, cost centers, projects, and SAFs. Using SAFs in budgets is described in Chapter 12,
“Budgeting,” on page 725.

System SAF Concepts

Seven SAF concepts are available and provided with the system. However, before using the
system SAFs, you must first define SAF codes for them.
System SAFs are designed to interact with operational transactions and capture key analysis
details useful for reporting the GL effects of operations, such as sales by region, sales to OEM
customers, or work orders by item type.
The following system concepts are available:
Product Line. This concept captures values created in Product Line Maintenance (1.2.1) and
associated with items involved in operational transactions.
Site. This concept captures values created in Site Maintenance (1.1.13) and associated with
items involved in operational transactions.
Item Type. This concept captures generalized code values created in Generalized Codes
Maintenance (36.2.13) and associated with items in Item Master Maintenance (1.4.1) when
those items are used in operational transactions.
Item Group. This concept captures generalized code values created in Generalized Codes
Maintenance (36.2.13) and associated with items in Item Master Maintenance (1.4.1) when
those items are used in operational transactions.
Region. This concept captures generalized code values created in Generalized Codes
Maintenance (36.2.13) and associated with customers in Customer Data Maintenance (2.1.1)
when those customers are referenced on operational transactions.
Customer Type. This concept captures codes created in Customer Type Create (27.20.4.1) and
associated with customers in Customer Create (27.20.1.1) when those customers are
referenced on operational transactions.
Supplier Type. This concept captures codes created in Supplier Type Create (28.20.4.1) and
associated with suppliers in Supplier Create (28.20.1.1) when those suppliers are referenced
on operational transactions.
While the system concepts are specifically designed for capturing details of operational
transactions, you can use a combination of system and user-defined concepts in the same structure
if you want.
130 User Guide — QAD Financials

System concepts cannot be deleted, but can be disabled by clearing the Active field. Data is
captured for a concept only when it is active. Since system concepts have a predefined meaning,
you cannot modify other fields of the concept or create new system concepts.
Note If you are using a system concept and then decide to deactivate it, errors may result if all
transactions have not been posted that include data that references the concept. The transaction
fails to post in this case, and you must reactivate the concept.
Not all concepts apply to every transactions. For example, when you post a sales order, the
supplier type field does not apply, since a customer—not a supplier—is associated with the sales
order shipment. The following table lists the system concepts that apply to particular types of
operational transactions.
Table 4.16
System Concepts and Operational Transactions
Operational Transaction Concept
Inventory Control (IC), Product Line
including purchase order Site
receipts
Item Type
Item Group
Customer or Supplier Type is possible for some
consignment inventory issues and receipts.
Sales Order (SO) Product Line
Site
Item Type
Item Group
Region
Customer Type
Work Order (WO) Product Line
Site
Item Type
Item Group
Region
Customer Type
Supplier Type

You can include a maximum of five system SAF concepts in each SAF structure, and you can use
the same SAF system concept in different SAF structures.

Retrieving SAF Codes for System Concepts

SAF codes for system concepts are updated based on data captured when the operational
transactions occur. SAF concepts are predefined in the system. However, you must define the SAF
codes for them.
If new system SAF codes are used in operational transactions, you must manually update the
system SAF codes in SAF Code Create (25.3.7.2.1) before you can use the codes in a Financials
posting.
 Setting Up General Ledger 131

Example of System SAF Code Usage

Customer Sports Inc. in the Canada region periodically buys quantities of item 030001 from site
500 with item type COMP. This item belongs to product line 6000. The sales order transactions for
these line items are posted to the sales account GL10001. Occasionally the customer also buys
item 030002 from that same product line; it has a blank item type.
SAF system concepts for site, region, item type, and product line are active. You must create a
SAF code for the Site, Region, Item Type, and Product Line SAF concepts when you set up the
SAF structure, and assign a default SAF code. When the system uses the default value, it means
that the code was blank in the originating transaction. You might want to assign default codes like
the following to indicate that the code was not relevant in the transaction:
Default code Any for the Site concept
Default code All for the Region concept
Default code None for the Item Type concept
Default code None for the Product Line concept
You combine these four concepts in a SAF structure, such as Sales, and assign the SAF structure to
account GL10001.
You now create sales order SO2001 for customer Sports Inc. with two lines: one for item 030001
and one for 030002.
When you post an invoice that updates account GL1001, the codes for all the active concepts are
stored with the transaction history so they are available for analysis. In this example, the SAF
codes would have the following values.
For line item 030001:
Site is site 500 from the sales order line.
Region is Canada from the sales order customer.
Item Type is COMP from the sales order line item.
Product line is 6000 from the sales order line.
For line item 030002:
Site is site 500 from the sales order line.
Region is Canada from the sales order customer.
Item Type is None from the default value.
Product line is 6000 from the sales order line.
132 User Guide — QAD Financials

Fig. 4.45
Retrieving SAF Codes for System Concepts

Sales
SalesOrder
OrderSO2001
SO2001 SAF
SAFCodes
Codesinin
Sold-to:
Sold-to:Sports
SportsInc
Inc Financial
FinancialRecords
Records
(Canada
(Canadaregion)
region) Invoice Post

Line 1 Line 1
Item: 030001 Region: Canada
Site: 500 All SAF concepts have
Site: 500
Prod Line: 6000 specified codes.
Prod Line: 6000
Item Type: COMP Item Type: COMP

Line 2 One SAF

Find Line 2
Item: 030002 concept
default Region: Canada
Site: 500 has
value for Site: 500
Prod Line: 6000 blank
concept. Prod Line: 6000
Item Type: <blank> value.
Item Type: None

The system concepts are predefined in the system. However, you must supply the SAF codes for
those concepts.

Summarized Transactions and System Concepts

All inventory transactions normally create GL daybook transactions. These can be created in
detail, with one GL transaction for each inventory transaction, or in summary by day.
How transactions are created is determined by the Summarized Journal option in Inventory
Accounting Control (36.9.3). When this field is selected, the system creates summarized journal
transactions by day; generating just one transaction for each entity, account, sub-account, cost
center, and project combination used.
To use system concepts for operational transactions, you must have access to individual
transaction details. Before creating inventory transactions, you must, therefore, clear the
Summarized Journal option.

Receiver Matching and System SAF Concepts

The system retrieves the values for system SAF concepts using the supplier and item associated
with receiver matching lines.
System SAF concepts can be included in SAF structures attached to PO receipt accounts and
purchase price variance accounts. During receiver matching, the system posts transactions to PO
receipts accounts, and automatically creates postings to other accounts, such as AP rate variance
and AP usage variance. When a receiver matching is saved as Finished and the COA elements
include SAF structures with system SAF concepts, the system retrieves the Product Line, Site,
Item Type, Item Group and Supplier Type concepts using the item and supplier data associated
with the receiver matching lines.
 Setting Up General Ledger 133

User-Defined SAF Concepts

You create user-defined SAF concepts (25.3.7.1) based on your business requirements. You must
manually create both the concept and the SAF codes for user-defined SAFs and then select the
code or define defaults.
User-defined SAF concepts are normally applied only to financial transactions, although you can
also used them with Fixed Assets. Like system concepts, you can include a maximum of five user-
defined SAF concepts in each SAF structure, and you can use the same user-defined SAF concept
in different SAF structures.
You can create user-defined SAF analysis to track specific costs arising from any type of financial
transaction.
Important If you intend to use a particular cost center and project within the same transactions,
ensure that only one of the elements has SAF analysis. If a posting line contains both a project and
a cost center, and both have SAF structures, only the cost center SAFs are used and the project
SAFs are ignored.

Sample User-Defined Concept

You want to create an SAF analysis system for insurance and maintenance costs for company
vehicles. Set up the structure, concepts, and codes in the following way:
1 Create the following SAF concepts and codes.
SAF Concept SAF Code SAF Code Description
Vehicle MSL500 Mercedes SL500 HIJ8976
F150WDS Ford F-150 WDS 2114
F150JKN8997 Ford F-150 JKN 8997
FRangerDDT3452 Ford Ranger DDT3452
TTLQW5674 Toyota Tacoma LQW5674
Fuel Gasoline Gasoline
Diesel Diesel
LPG LPG
Usage CompanyCar Company Car
Truck Truck
Personal Personal

2 Add these concepts and codes to an SAF structure called VEHCOSTS.

134 User Guide — QAD Financials

Fig. 4.46
Adding User-Defined SAF Concepts to an SAF Structure

3 Link the structure to GL cost accounts for company vehicle insurance and company vehicle
maintenance.
Fig. 4.47
Linking an SAF Structure to a GL Account

You can analyze vehicle insurance and maintenance costs by applying SAF analysis to these
two accounts. By creating an SAF structure that can be applied to both accounts, you avoid the
need to create multiple accounts for both types of cost, and also the need to create a
customized SAF structure for each account.
4 When you receive an invoice from the your insurance supplier, you match the invoice amount
with the 01VEHINS account, enabling the SAF analysis.
When the posting is created, the SAF concepts and default codes display; you can change them
as needed.
 Setting Up General Ledger 135

Fig. 4.48
SAF Analysis in a Supplier Invoice

When you post this transaction, the transaction records retains the SAF information you defined
and you can then use the SAF codes for filtering in reports.

Creating SAF Concepts

Use the SAF Concept activities (25.3.7.1) to create, view, modify, and delete SAF concepts.
Changing concepts has the following restrictions:
• You cannot delete a system SAF concept. You cannot delete a user-defined SAF concept if it
has already been used in a transaction.
• You cannot create system concepts.
• The only value you can modify for a system concept is the Active setting.
• You cannot deactivate a concept if it is linked to an active SAF structure.

Fig. 4.49
SAF Concept Create

Field Descriptions

SAF Concept Code. Enter a code (maximum 20 characters) that identifies an SAF concept.

SAF Concept Description. Enter a brief description (maximum 40 characters) of the concept
code. This field is mandatory; the description cannot be blank.
136 User Guide — QAD Financials

You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
System. When this read-only field is selected, this is a system concept; it cannot be deleted.

Active. Indicate if this is an active SAF concept.

Creating SAF Codes

Use the SAF Code activities (25.3.7.2) to create the values that you assign to an SAF concept.
They generally correspond to the individual item for which you require analysis. For example, you
can track transactions relating to a particular vehicle belonging to the organization by creating an
SAF code of the vehicle registration number.
Every SAF concept must have at least one default SAF code—defined in the SAF structure where
it is used—and you can link any number of codes to the same concept.
You build SAF analysis for an account by creating an SAF code for each type of transaction that
updates the account.
You build the list of SAF codes for both system-defined and user-defined SAF concepts manually.
Fig. 4.50
SAF Code Create

Field Descriptions

SAF Code. Enter a code (maximum 20 characters) that identifies a specific value associated
with an SAF concept.
SAF Description. Enter a brief description (maximum 40 characters) of the SAF code. You can
optionally enter descriptions in more than one language. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
SAF Concept Code. Specify an SAF concept to associate with the SAF code.

Budget Group. Specify a budget group to associate with this SAF code. Budget groups are
optional links for reporting.
Active. Indicate if this is an active SAF code.
 Setting Up General Ledger 137

Creating SAF Structures

Use the SAF Structure activities (25.3.7.4) to combine up to five SAF concepts in a sequence. You
then link the structure to general ledger accounts, cost centers, or projects. You can associate only
one SAF structure with a GL account, cost center, or project.
When an SAF structure is associated with a project, cost center, or GL account and a transaction
updates that element, the SAF concepts and default codes are displayed in the transaction posting
lines.
• For system concepts based on operational transactions, the SAF concepts are predefined in the
system, but you must create the corresponding SAF codes.
• When user-defined concepts have more than one value, you must select the value to use when
you create the transaction.
SAF structures are independent of the entity and domain, and can contain both system and user-
defined concepts.
Each structure must contain a minimum of one concept, up to a maximum of five concepts. Each
concept must have one and only one default value, which is used to supply a value based on the
defaulting logic described in “SAF Defaulting” on page 138. Other defaults are optional, but the
one associated with the structure is required and used when more specific defaults have not been
defined.
After an SAF structure has been used in a transaction, you cannot delete any of the associated SAF
concepts.
Fig. 4.51
SAF Structure Create

Field Descriptions

Structure Code. Enter a code (maximum 20 characters) that identifies the SAF structure.

Description. Enter a brief description (maximum 40 characters) of the SAF structure. You can
optionally enter descriptions in more than one language. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active SAF structure.
138 User Guide — QAD Financials

Line. Enter a value to uniquely identify each concept associated with the structure. If you do
not enter a value, the system automatically assigns a line number. The lowest line number
must be 1 and the highest line number cannot be greater than 5. You cannot change the line
sequence once the structure has been linked to an account, sub-account, or cost center.
SAF Concept. Specify an SAF concept to be linked to this structure. At least one concept but
no more than five concepts must be specified.
Default SAF Value. Specify the default SAF value for the concept. Every concept must have
one default code.
Last Modified Date/Time and User. These read-only fields display the ID of the user who last
updated this record and the date and time of update.

SAF Defaulting
The system validates the SAF structure to ensure that each SAF concept, both system and user-
defined, has a default SAF code.
System SAF concepts use the SAF codes you define and associate with them; see “System SAF
Concepts” on page 129. Operational transactions are posted automatically, and you cannot
manually correct SAF data before posting. Therefore, to ensure that posting is successful, you
must define default values. The defaults are used when a code for an active SAF concept cannot be
retrieved for a transaction. This substitute SAF code ensures that the transaction is processed. See
“Example of System SAF Code Usage” on page 131 for an illustration of how defaults are used.
You define default codes for user-defined SAF concepts manually. Defaults for user-defined
concepts applied to financial transactions are suggested by the system during the creation of
postings. But if user-defined concepts are combined in a structure with system concepts and
applied to operational transactions, values must be found through defaulting logic, since the values
cannot be retrieved from the transaction. In this case, the default value is applied to every
transaction, which might make this scenario of limited usefulness.
Default SAF codes can be defined on multiple levels. The defaulting mechanism selects the most
likely default SAF code for the concept, based on an order of precedence determined by the type of
transaction in which the SAF is being used. Only the default at the structure level is required;
others are optional.
Default codes for SAF concepts are defined for multiple components:
• Customers, on the Defaults tab
• Suppliers, on the Defaults tab
• Business relations, on the Defaults tab
• Projects, on the Defaults tab
• Cost centers, on the main screen
• GL accounts, on the Defaults tab

Table 4.17 lists the defaulting sequence for retrieving a code when a value is not found in the
transaction or when the SAF data is being specified manually in programs such as Journal Entry.
The system always finds the correct structure to use based on the type of analysis and the value of
Retrieve SAF Structure from GL. It then finds default values for codes by searching the
 Setting Up General Ledger 139

components listed in the table in the listed order. If no values are defined for a component, the
system then checks the next component. Since default values must be defined for the SAF
structure, a value is always found.
Table 4.17
SAF Defaulting Sequence
Transaction Type Defaulting Sequence
Non-Invoice Operational and Journal Entries Cost center or project
GL account
SAF structure
Customer Invoices and Credit Notes Customer
Business relation
Cost center or project
GL account
SAF structure
Supplier Invoices and Credit Notes Supplier
Business relation
Cost center or project
GL account
SAF structure

SAF Reporting and Related Views

The following reports provide detailed and summarized information on transactions, filtered by
specific SAF codes or concepts.
• SAF Code Transactions Detail
• SAF Code Transactions Summary

For more information on these reports, see “Analytical Transaction Reports” on page 774.
The Transactions by SAF related view (25.15.4.4) gives an on-screen summary of transactions
filtered by SAF code.
Fig. 4.52
Transactions by SAF
140 User Guide — QAD Financials

Setting Up GL Correction Control

Financial reporting standards in some countries—particularly in Eastern Europe—require that
correction transactions are represented by a negative debit and negative credit instead of the
standard processing.
In addition, the GL summarization that takes place during invoice post must also account for the
differences between negative and positive lines for the same entity, account, sub-account, cost
center, and project. These differences create separate GL transactions.
If you need to set up your accounting system to meet these requirements, you must define the
proper settings in GL Correction Control (25.13.24). Using these settings, you can:
• Produce correction transactions for invoices generated as a result of sales orders for a total
negative amount, such as credit notes. Also generate correction transactions for GL
distribution lines that reduce a customer’s accounts receivable liability, such as discounts.
Note If you enable sales order/invoice correction accounting settings, you must also define
the corresponding daybook sets for recording these corrections. The daybook set programs
validate daybooks based on whether correction is enabled.
• Configure invoice post to consolidate positive and negative GL postings to the same entity,
account, sub-account, cost center, and project to produce a single GL posting instead of two.
• Configure specific areas of inventory control and work orders to generate correction
transactions by selecting specific transaction types.
• Enable or disable the creation of daybooks for correction transactions for either AP or AR.

Correction Example
Most inventory transactions are for positive quantities. However, to register a correction, a
negative inventory quantity can be entered.
For example, an inventory clerk does an unplanned receipt using Receipts–Unplanned (3.9) for 10
items at a cost of $20 each.
Table 4.18
Posting for Positive Receipt
Account Description Debit Credit
1500 Inventory 200.00
5100 Purchases (Expenses) 200.00

A later count shows only 9 items were actually received. A correction is made by executing the
same program for a quantity of –1.
Two different conventions can be used to represent this correction transaction in the GL. The
standard processing is shown in Table 4.19, which shows the transaction for the original issue of
10 and the correction of –1.
Table 4.19
Standard Posting for Negative Receipt
Account Description Debit Credit
1500 Inventory 200.00
5100 Purchases (Expenses) 200.00
 Setting Up General Ledger 141

Account Description Debit Credit

1500 Inventory 20.00
5100 Purchases (Expenses) 20.00

In the standard processing, the correction credits the account that was previously debited and
debits the account that was credited.
When correction postings are used, the correction transactions are represented by a negative debit
and negative credit instead of the standard processing. In the current example, the transactions are
shown in Table 4.20, which uses the transaction for the original issue of 10 and the correction of
–1.
Table 4.20
Correction Posting for Negative Receipt
Account Description Debit Credit
1500 Inventory 200.00
5100 Purchases (Expenses) 200.00
1500 Inventory –20.00
5100 Purchases (Expenses) –20.00

Configuring Transactions in GL Correction Control

If you want to implement correction transactions, you can select the specific transactions you want
to be affected using fields in GL Correction Control 25.13.24).
To optimize the correction process, transactions are grouped into three sets based on similar
function. The sets of transactions are sales order, inventory control, and work order.

Sales Order Corrections

GL correction transactions for sales orders are enabled by selecting the GL Correction field in the
Sales Orders/Invoices frame of GL Correction Control.
When this is selected, correction type transactions are produced for invoices in two cases:
• Invoices generated as a result of normal (positive quantity) sales order shipments when the net
effect of a GL distribution line is to reduce a customer’s AR liability, such as a discount
• Invoices generated as a result of sales orders for a total negative amount, such as credit notes
for customer returns
Table 4.21 illustrates the GL postings for discounts when the correction feature is not activated
during a normal (positive quantity) sales order shipment.
Table 4.21
Invoice Posting for AR Discount
Account Description Debit Credit
1200 AR 396.00
2400 Tax 36.00
3000 Sales 400.00
3900 Discount 40.00
Total 436.00 436.00
142 User Guide — QAD Financials

Table 4.22 illustrates the GL postings for discounts when the correction feature is activated during
a normal (positive quantity) sales order shipment.
Table 4.22
Invoice Posting for AR Discount as Correction
Account Description Debit Credit
1200 AR 396.00
2400 Tax 36.00
3000 Sales 400.00
3900 Discount –40.00
Total 396.00 396.00

Table 4.23 illustrates the GL postings when the correction feature is not activated during a sales
order return.
Table 4.23
Invoice Posting for Return
Account Description Debit Credit
1200 AR 396.00
2400 Tax 36.00
3000 Sales 400.00
3900 Discount 40.00
Total 436.00 436.00

Table 4.24 illustrates the GL postings when the correction feature is activated during a sales order
return.
Table 4.24
Invoice Posting for Return as Correction
Account Description Debit Credit
1200 AR –396.00
2400 Tax –36.00
3000 Sales –400.00
3900 Discount 40.00
Total –396.00 –396.00

GL Summarization

The Sales Orders/Invoices frame in GL Correction Control also includes the GL Summarization
field. Use it to activate summarization of transactions during invoice post.
• When this field is cleared, negative and positive lines for the same entity, account, sub-
account, cost center, and project create separate GL transactions.
• When this field is selected, positive and negative GL postings to the same entity, account, sub-
account, cost center, and project are netted to produce a single GL posting instead of two.
Summarizing the transactions can make the reconciliation process less complex.
Note Summarization of transactions prevents SAF analysis on those transactions.
 Setting Up General Ledger 143

Table 4.25 shows GL postings when summarization is deactivated. In the example, the positive
($200.00) posting and one negative ($–50.00) posting to Sales create two GL transactions with the
net effect of $150.00.
Table 4.25
GL Postings with Summarization Deactivated
Account Description Debit Credit
1200 AR 150.00
3000 Sales 200.00
3000 Sales 50.00

Table 4.26 shows the same posting when summarization is activated. This creates a single positive
line ($150.00).
Table 4.26
GL Postings with Summarization Active
Account Description Debit Credit
1200 AR 150.00
3000 Sales 150.00

Inventory Corrections

The following table lists the choices in the Inventory GL Correction frame of GL Correction
Control and the transactions they represent.
Table 4.27
Inventory Transaction Groups
Field Name Transaction Code
Cost Adjustment Cost Adjustment CST-ADJ
Consignment Transfer Consigned Material Transfer Issue CN-ISSTR
Consigned Material Receipt CN-RCTTR
Customer Consigned Material Adjustment CN-ADJ
Consignment Consigned Material Shipment CN-SHIP
Consigned Material Usage CN-USE
Consigned Material Cycle/Physical Count CN-CNT
DO Shipment Distribution Order Change ISS-DO
Goods in Transit Issue RCT-GIT
DO Receipt Distribution Order Receipt RCT-DO
Goods in Transit Issue ISS-GIT
Inventory Adjustment Cycle Count Adjustment CYC-CNT
Cycle Count Recount CYC-RCNT
Physical Inventory Update TAG-CNT
Issue Unplanned Issue Unplanned ISS-UNP
PO Receipt PO Receipt RCT-PO
Purchase Order Receipt, Average Cost RCT-AVG
Receipt Unplanned Receipt Unplanned RCT-UNP
Return to Stock Inventory Return to Stock RCT-SOR
Inventory Sales Order Return RCT-RS
144 User Guide — QAD Financials

Field Name Transaction Code

Return to Supplier Purchase Order Return to Supplier ISS-PRV
Inventory Return to Supplier ISS-RV
SO Shipment Sales Order Shipment ISS-SO
Configured Product Issue ISS-FAS
Configured Product Receipt RCT-FAS
Inventory Receipt RCT-CNFG
Issue Correction Invoice ISS-COR
Supplier Consignment Consigned Material Adjustment CN-ADJ
Consigned Material Receipt CN-RCT
Consigned Material Issue/Backflush CN-ISS
Transfer Inventory Transfer ISS-TR
Cost Transfer CST-TR
Inventory Receipt RCT-TR
WIP Adjustment Work-in-Process Adjustment WIP-ADJ
WO Close Work Order Close WO-CLOSE
Mixed Variance MIX-VAR
Method Change Variance MTHD-CHG
Material Variance MATL-VAR
Floor Stock FLR-STK
WO Issue/Receipt Work Order Issue ISS-WO
Work Order Receipt RCT-WO
Work Order Reject RJCT-WO

Work Order Corrections

The following table lists the choices in the Work Order GL Correction frame of GL Correction
Control and the transactions they represent.
Table 4.28
Work Order Transaction Groups
Field Name Transactions Code
Cumulative WO Close Advanced Repetitive Accounting Close CLOSE
WIP Material Scrap Usage Variance MIV-WIP
Component Material Usage Variance MUV-CMP
Burden Usage Variance RBUV
Setup Burden Usage Variance RLUV
Labor Usage Variance SBUB
Setup Labor Usage Variance SLUV
Transfer TRANSFER
Accounting Close Post WO-CLOSE
Floorstock FLOORSTK
Downtime Non-productive Labor DOWN
Downtime DOWNTIME
 Setting Up General Ledger 145

Field Name Transactions Code

Expense Expense EXPENSE
Labor Advanced Repetitive Labor/Material Usage BACKFLSH
Direct Labor Posted LABOR
Setup SETUP
Operation Close OP-CLOSE
Labor Variance VAR-POST
Rework Rework REWORK
Scrap Scrap SCRAP
Subcontract Subcontract SUBCNT
WIP Adjustment WIP Adjustment Input Queue WIPADJ-I
WIP Adjustment Output Queue WIPADJ-O
WIP Adjustment Reject Queue WIPADJ-R

AP and AR Corrections

The Accounts Payable and Accounts Receivable fields in the AP and AR Corrections frame of GL
Correction Control (25.13.24) determine whether you can define some specific daybook types in
Daybook Create (25.8.1.1):
• You can create daybooks of type Supplier Invoice Corrections and Supplier Credit Note
Corrections only when Accounts Payable is selected.
• You can create daybooks of type Customer Invoice Corrections and Customer Credit Note
Corrections only when Accounts Receivable is selected.

Accounting Layers
Accounting layers provide different ways of segregating transactions within a single GL account.
The posting of transactions is controlled by associating daybook types with one of the three
system-defined accounting layers: official, management, and transient.
Transient accounting layers enable temporary posting for review or analysis, before official
posting and publication of accounts. When a daybook is associated with the transient layer,
transactions are posted to this layer for temporary review. If the daybook is associated with the
official layer, transactions are immediately posted to the general ledger.
Use management layers to provide different types of GAAP reports within one organization. For
example, you can compile a set of local accounts for a French subsidiary of a US parent
organization that comply with French GAAP standards. You can then compile US GAAP accounts
for the parent company, and generate reports on the combination of the two sets. Then, review
your subsidiary accounts, and create correction and adjustment transactions to make these
accounts comply with the parent company GAAP standards.
Auditor adjustments are generally applied in the management layer. IFRS and US GAAP
requirements are also implemented in management layers.
When transferring between layers, the daybooks must be of the same type. You can transfer only
from the transient layer to the other layers. When the transaction is transferred, a new daybook and
reference is created for it.
146 User Guide — QAD Financials

Fig. 4.53
Accounting Layers
Report Set 2: Management and Official

Report Set 1: GL Transaction 100001

What If and Official

GL Transaction 100001
GL Transaction 100002

GL Transaction 100001
GL Transaction 100002
GL Transaction 100001 GL Transaction 100003
GL Transaction 100002
GL Transaction 100003
GL Transaction 100002 GL Transaction 100004
GL Transaction 100003
GL Transaction 100004
GL Transaction 100003 GL Transaction 100005
GL Transaction 100004
GL Transaction 100005 Official
Postings
GL Transaction 100004
GL Transaction 100005 For Approval
Postings

GL Transaction 100005 Management

Postings
Approval Process
‘What If’ Postings

Figure 4.53 shows a series of transactions that were posted to the transient layer in order to test a
GL simulation scenario (what if postings). By running a set of GL reports and selecting the
daybooks that contain the transient layer simulations and the relevant official layer postings, the
user obtains Report Set 1.
The figure also shows a set of transactions posted to the management layer for auditor
adjustments. By running a set of GL reports and selecting the daybooks that contain the
management postings and the relevant official layer postings, the user obtains Report Set 2.
The For Approval postings contain a set of preliminary postings. When these postings are
reviewed and approved by a manager, they can then be transferred to the official layer.

Transient Layer
The transient layer is used for postings for internal use only, and should be separate from legal
accounting. Certain transactions can, for example, require approval by management before being
officially posted. Accounting transactions can be registered in transient layers and then transferred
to official layers. Reporting can be applied to combinations of layers to produce a complete record
of transaction records. A limited number of transactions can be posted to the transient layer:
• Consolidation
• Journal entries
• Reversing entries
• Matching postings for supplier invoices

The transient layer is optional. Transactions posted to this layer have no impact on GL, and can be
modified or deleted. You can also define custom transient layers, which behave in the same way as
the system-defined transient layer.
 Setting Up General Ledger 147

All templates for journal entries, recurring entries, and invoices are stored in the transient layer. It
is recommended to keep the templates separate from transient postings by storing them in a
separate custom transient layer. Otherwise, the templates could accidentally be moved with other
postings during a layer transfer.

Management Layer
The management layer is used for management accounts. Types of posting suitable for the
management layer include accruals, stock valuation, elimination postings for consolidation,
auditing adjustments, or for IFRS- and GAAP-specific requirements.
The management layer is also optional, and you can define custom management layers, which
behave in the same way as the system-defined layer.
Note Postings to the management layer do not update account balances. You cannot transfer
postings to another layer from the management layer.

Official Layer
The official layer is mandatory and system-defined. All official postings are posted to the official
layer, and cannot be deleted or transferred to another layer.
The official layer is used for statutory postings; for example, fiscal stock valuation or fiscal
depreciation.
Important Postings to the official layer cannot be deleted or transferred. The official layer can
accept transfers from the transient layer only.

Creating GL Layers
Use the GL Layer activities (25.8.14) to create, view, modify, and delete GL layers of all three
types.
Fig. 4.54
GL Layer Create

Field Descriptions

Layer Code. Specify a code (maximum 20 characters) that identifies an accounting layer.
148 User Guide — QAD Financials

Description. Enter a brief description (maximum 40 characters) of the accounting layer. You
can optionally enter descriptions in more than one language. See User Guide: Introduction to
QAD Enterprise Applications for more information on the Translation Option.
Layer Type. Select a layer type from the drop-down list: management, transient, or official.

Use Additional GL Numbering. Select the field if the system should include transactions in this
layer in additional GL numbering.
This field defaults to selected for all official layers, and is deselected by default for all
management layers. You cannot select the field for transients layers.
Important You can no longer modify the field value when transactions are posted to the GL
layer and are assigned sequence numbers.
Active. Indicate if this is an active layer.

Using Daybooks
Daybooks, also known as journals, are system or user-defined views of the general ledger and
contain all transactions.
The use of daybooks is mandatory in all modules. Daybooks provide many advantages in terms of
analysis, segregation of transactions, numbering, and consequently, speed of period close.
Using different types of daybooks lets you group GL transactions to satisfy legal reporting
requirements or to ensure that GL reporting is consistent with common business practices:
• Financial daybooks accept postings that originate from financial functions, such as the general
ledger, AR, and AP. See page 153.
• Operational daybooks are used for postings that originate from operational functions, such as
Sales, Inventory Control, Fixed Assets, and Manufacturing. They are created as unposted
transactions, which then require a separate posting activity to update the general ledger with
the transaction amounts. Operational daybooks are also used to generate invoice numbers
during the invoice posting process. See page 155.
• External daybooks can be used with an interface to external systems, such as payroll systems.
See page 165.
Daybooks can be used to distinguish between different types of journal entries, such as auditor
adjustments, payroll entries, GAAP adjustments, and manually prepared accruals.
Once daybooks are defined, you can use the Daybook field as a selection criterion on many GL
reports and views.
Daybooks provide the ability to separate records by transaction. You use different daybooks to
separate transaction types, for example, to distinguish between credit notes and invoices, and
inventory receipts and stock receipts. If you use a particular daybook code for certain types of
transaction, you can then browse and filter based on that code. The ability to filter based on the
daybook code facilitates period close because you can easily identify and review transactions of a
certain type and identify unusual activity. For example, when reconciling sub-ledger balances to
the general ledger, daybooks provide a clearer analysis of the transactions, making it easier to
identify any unusual activity against an account. How many daybooks are required depends on
your particular accounting practices.
 Setting Up General Ledger 149

Daybooks record transactions chronologically, and, as such, provide dated records of the entire
financial activity of the entity.
Daybooks also provide a controlled mechanism for having several different transaction numbering
sequences. The numbering system prevents fraud, since each daybook produces its own integral
numbering sequence.
These numbers can be maximum 22 characters in length and consist of:
• Year (YYYY)
• Slash character (/) to act as a separator
• Daybook Code (maximum eight characters)
• Sequence number (000000001)

At the beginning of the year, the sequence resets to 000000001 and the year is incremented
accordingly.

Daybook Reporting Groups

Daybook groups let you link numerous daybooks together so they can be reported on as a group;
for example, you can create a group for all domestic supplier invoices. You link a daybook group
to a daybook using the Daybook Group field in Daybook Create (25.8.1.1).
Fig. 4.55
Daybook Group Flow

Create a
Daybook Group

Link Daybook A Link Daybook B Link Daybook C

to Group to Group to Group

Report on Group

If you create a daybook group, it becomes mandatory that users specify a daybook group value in
Daybook Create (25.8.1.1).
Currently, the following reports include daybook groups:
• Reporting Daybook Exception Report (25.8.13)
• AP Tax Register Details Report (29.6.3.11)
• AP Purchases Tax Register Report (29.6.3.12)
• EU Sales Linked to EU Purchases (29.6.3.14)
• AR Tax Register Details Report (29.6.3.16)
• Suspended Tax Register Report (29.6.3.18)

See User Guide: QAD Global Tax Management for more information on tax registers and tax
register reports.
150 User Guide — QAD Financials

Another function, Reporting Daybook Modify, lets you change the reporting daybook code used in
financial transactions. See “Modifying Reporting Daybooks” on page 166.

Creating Daybook Groups

Use Daybook Group Create (25.8.2.1) to define reporting daybook groups.

Fig. 4.56
Daybook Group Create

Daybook Group Code. Enter a maximum of 20 characters for the code that identifies the
daybook group.
Description. Enter a maximum of 40 characters for a description of the daybook group.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active daybook group.

Deleting Daybook Groups

You can use Daybook Group Delete (25.8.2.4) to delete a daybook group if no daybooks have
been associated with the group.

Defining Daybooks
Use the Daybook (25.8.1) activities to create, view, modify, and delete daybooks. Daybooks
contain the transaction posting lines, and control the posting of transactions because each daybook
must be linked to an accounting layer. In addition, each daybook is associated with a daybook
control type, which separate postings based on their source.
 Setting Up General Ledger 151

Fig. 4.57
Daybook Create

Field Descriptions

Daybook Code. Enter a daybook code (maximum eight characters).

Description. Enter a brief description (maximum 24 characters) of the daybook. You can
optionally enter descriptions in more than one language. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
Second Description. Specify an additional description of the types of transactions posted to
this daybook.
You can display this description on the GL Numbering report and the GL Transactions by
Account report.
Daybook Type. Select a daybook type from the drop-down list. See Table 4.30 on page 153 for
a list of types.
Layer Code. Select an accounting layer: official, management, or transient. See “Transactions
and Related Daybooks” on page 152 for information on the layers with which each daybook
type can be associated.
Active. Indicate if this is an active daybook.

Daybook Control. Choose the type of daybook control from the drop-down list:
• Financial, which contains postings originating in the financial modules. See “Financial
Daybooks” on page 153.
• Operational, which contains postings from operational functions. See “Operational
Daybooks” on page 155.
• External, which contains postings originating from external, third-party systems; for
example, payroll applications. See “External Daybooks” on page 165.
Daybook control types are used to clearly separate postings based on their source.
Table 4.29 indicates which transaction types can be posted to each daybook control type.
152 User Guide — QAD Financials

Table 4.29
Transactions and Related Daybooks
Transactions Daybook
Banking Entries Financial, External
Cash Entries Financial, External
Consolidation Financial, External
Customer Adjustments Financial, Operational
Customer Credit Note Corrections Financial, Operational
Customer Credit Notes Financial, Operational
Customer Deduction Financial
Customer Invoices Financial, Operational
Customer Invoices Corrections Financial, Operational
Customer Payments Financial
Finance Charge Financial
Journal Entries Financial, Operational, External
Matching Daybook Financial
Revaluation Customer Payments Financial
Revaluation Customer Financial
Revaluation GL Financial
Revaluation Intercompany Financial
Revaluation Supplier Payments Financial
Revaluation Suppliers Financial
Revaluation Tax Financial
Reversing Entries Financial
Supplier Adjustments Financial
Self-Bills Financial, Operational
Supplier Credit Note Corrections Financial
Supplier Credit Note Financial, Operational
Supplier Invoice Corrections Financial
Supplier Invoices Financial, Operational
Supplier Payments Financial
Year-End Closing Financial

Daybook Group Code. Specify a daybook group to associate with the daybook for ease of
reporting.
If you have created at least one daybook group, it is mandatory that you specify a daybook
group value. Otherwise, this field is optional.
If no active daybook groups exist, the Daybook Group field is blank and read-only.
Access Role. Specify a role to restrict access to the daybook. Only users with that role can
post transactions to the daybook.
You can specify a role for the following types of daybook:
• Journal Entries, for Daybook Control types other than Operational
• Consolidation
 Setting Up General Ledger 153

• Matching
If no role is specified for a daybook, the daybook can be used by all roles.
See “Daybook Security” on page 158 for more information.

Financial Daybooks
Table 4.30 lists the available types of financial daybooks.
Each daybook type is linked to an accounting layer, ensuring that transactions recorded in the
daybook are automatically posted to the associated layer. Several daybooks can have the same
daybook type.
Daybooks define the accounting layers to use for posting: official, management, or transient. For
example, IFRS adjustment postings can be applied to the management layer to make the books
conform to an IFRS standard. Therefore, transactions that require verification can be easily
grouped and isolated.
Depending upon the daybook type, the layer codes available for selection can be limited. Each
posting belongs to a single daybook and each daybook is linked to a single layer type. Some
postings can be transferred between layers. See “Using Daybooks” on page 148.
Certain daybook types are linked by default to particular layers, as indicated in Layer Type
column.
Table 4.30
Daybook Types
Daybook Type Comment Layer Type
Banking Entries Use Banking Entry daybooks to Official only
record all incoming and outgoing
transactions to the bank.
Cash Entry Use Cash Entry daybooks to record Official only
all incoming and outgoing cash
transactions.
Consolidation Use to record consolidation All layers
transactions. Consolidation
daybooks are defined during the
setup of the consolidation cycle.
Customer Use customer daybooks to record Official only
the following types of transaction:
• Adjustments
• Credit Notes
• Credit Note Corrections
• Customer Deduction
• Invoices
• Invoice Corrections
• Payments

Note You can create daybooks of

type Customer Credit Note
Corrections and Customer Invoice
Corrections only when Accounts
Receivable is selected in GL
Correction Control.
154 User Guide — QAD Financials

Daybook Type Comment Layer Type

Journal Entries Use this daybook type to record All layers
non-specific transactions.
Matching Daybook Use the Matching Daybook type to Official (for receiver
record posted supplier invoices. matching and financial
See “Supplier Invoice Functions” matching) and transient
on page 528 for more information layers (for financial
about Unmatched Invoices accounts matching only)
and daybooks.
Periodic Costing Use the Periodic Costing type to All layers
record periodic costing transactions
posted to the GL.
Revaluation Use Revaluation daybooks to Official and management
record the following types of layers
revaluation transaction:
• Suppliers
• Supplier Payments
• Customers
• Customer Payments
• Fixed Assets
• GL
• Intercompany
• Inventory
• Personnel
• Tax

Reversing Entries Use when reversing journal entries. All layers

Self-Billing Use to record self-bill transactions Official
created using Self-Bill Auto-Create.
Supplier Use Supplier daybooks to record Official only
the following types of transaction:
• Adjustments
• Credit Notes
• Credit Note Corrections
• Invoices
• Invoice Corrections
• Payments

Note You can create daybooks of

type Supplier Credit Note
Corrections and Supplier Invoice
Corrections only when Accounts
Payable is selected in GL
Correction Control.
Year-End Closing For legal reasons, year-end closing Official and management
transactions must be clearly layers
denoted.

Prior to deleting or inactivating a daybook, ensure that there are no unposted transactions in the
operational functions that reference the daybook. If unposted transactions exist, the daybook
cannot be deleted or inactivated until these transactions are posted.
 Setting Up General Ledger 155

Operational Daybooks
Operational daybooks control GL postings that originate from programs in the Fixed Assets and
operational modules such as Inventory Control, Sales Orders/Invoices, and Work Orders.
Depending on the operational function, daybook controls are set up in two ways:
• Use default daybooks to group fixed assets, inventory control, work order, and certain non-
invoice sales order transactions. You can control the granularity of daybook assignments by
defining default daybooks based on transaction type, document type, or entity. If your business
does not require this level of control, you can simply assign all operational transactions to a
system daybook. See “Defining Default Daybooks” on page 155.
• Use daybook sets to control which daybooks are assigned to specific kinds of AR and AP
transactions created when sales order invoices and purchase order receipts are posted. Separate
menu programs let you define daybook sets for the entire domain or for specified sites. Select
the method your company uses with the Use Daybook by Site option in Sales Order
Accounting Control (36.9.6) and Purchasing Accounting Control (36.9.5). For sales orders and
purchase orders, you must define at least one daybook set to serve as the default. See
“Defining Daybook Sets” on page 159.
Note To make a daybook available for operational transactions, set Daybook Control to
Operational in Daybook Create. Otherwise, it cannot be referenced in the default or daybook set
programs. Modify operational daybooks using Daybook Modify.

Defining Default Daybooks

Use Default Daybook Maintenance (25.8.4) to control the assignment of the following types of
operational GL transactions to daybooks:
• FA: Fixed Assets
• IC: Inventory Control
• SO: Sales Orders (non-invoice transactions only; invoice daybooks are controlled by daybook
sets)
• WO: Work Orders

When creating a transaction, the system searches for a daybook starting with an exact match on the
lowest level of the hierarchy (matching transaction type-document type and entity) to the highest
level (system daybook).
Important At a minimum, you must create at least a system daybook record, which has
transaction type, document type, and entity range blank. This is the daybook used when the system
cannot find a matching record based on a combination of transaction type, document type, and
entity.
When creating an operational transaction, the system uses the specified daybook to generate a GL
reference. See “Operational Accounting Controls” on page 182.
Note In addition to the daybook-assigned number, the system also assigns two more reference
numbers to each transaction. One is a transaction sequence number; the other is an operational
transaction ID consisting of the transaction type (FA, IC, SO, WO), the date, and a system-
maintained sequence. These numbers are used as cross-references by reporting functions to allow
you to drill down from the general ledger all the way to the original operational transaction.
156 User Guide — QAD Financials

Fig. 4.58
Default Daybook Maintenance (25.8.4)

Field Descriptions

Transaction Type. Specify a valid GL transaction type or leave blank to define the system
daybook.
FA: Fixed Assets
IC: Inventory Control
SO: Sales Orders (non-invoice transactions created only by Revenue Recognition)
WO: Work Orders
Document Type. Specify the GL document type assigned to this daybook. You can enter a
value only when Transaction Type is not blank. If you leave this field blank, the GL
transaction is assigned to a transaction type daybook. To define the system daybook, leave
both fields blank.
The system assigns GL transactions for the specified transaction type and a corresponding
document type to this daybook. Table 4.31 lists valid transaction type/document type
combinations.
Table 4.31
Valid Transaction Type/Document Type Combinations
Transaction
Type Document Type Description
FA FA Fixed Assets
IC CN-ADJ Consignment Inventory Adjustment
CN-CNT Consignment Inventory Count
CN-ISS Consignment Inventory Issue
CN-ISSTR Consignment Inventory Transfer (Issue)
CN-RCT Consignment Inventory Receipt
CN-RCTTR Consignment Inventory Transfer (Receipt)
CN-SHIP Consignment Inventory Transfer (Customer)
CN-USE Consignment Inventory Usage
CST-ADJ Cost Adjustment
CST-TR Cost Transfer
CYC-CNT Cycle Count Adjustment

Table 4.31 — Valid Transaction Type/Document Type Combinations (Page 1 of 3)

 Setting Up General Ledger 157

Transaction
Type Document Type Description
CYC-ERR Cycle Count Error
CYC-RCNT Cycle Count Recount
FLR-STK Floor Stock
ISS-CHL Change Inventory Detail
ISS-DO Distribution Order Issue
ISS-FAS Final Assembly Issue
ISS-GIT Goods in Transit Issue
ISS-PRV Purchase Order Return to Supplier
ISS-RV Inventory Return to Supplier
ISS-SO Sales Order Shipment
ISS-TR Inventory Transfer
ISS-UNP Unplanned Issue
ISS-WO Work Order Issue
MATL-VAR Material Variance
MIX-VAR Mix Variance
MTHD CHG Method Change Variance
RCT-AVG PO Receipt - Average Cost Item
RCT-CHL Change Inventory Detail
RCT-CNFG Inventory Receipt Configured Products
RCT-DO Distribution Order Receipt
RCT-FAS Final Assembly Work Order
RCT-GIT Goods in Transit Receipt
RCT-LBR Inventory Receipt Labor
RCT-PO Purchase Order Receipt
RCT-RS Inventory Return to Stock
RCT-SOR Inventory Sales Order Return
RCT-TR Inventory Transfer
RCT-UNP Unplanned Receipt
RCT-WO Work Order Receipt
RJCT-WO Work Order Reject
TAG-CNT Physical Inventory Update
WIP-ADJ WIP Material Cost Revalue
WO-CLOSE Work Order Accounting Close
WO BACKFLSH Advanced Repetitive Labor/Material Usage
CLOSE Advanced Repetitive Accounting Close
DOWN Non-Productive Labor Posted
DOWNTIME Downtime
EXPENSE Customer Service Expense
FLOORSTK Floor Stock
LABOR Direct Labor Posted

Table 4.31 — Valid Transaction Type/Document Type Combinations (Page 2 of 3)

158 User Guide — QAD Financials

Transaction
Type Document Type Description
MUV-CMP Component Material Usage Variance Posted
MUV-WIP WIP Material Scrap Usage Variance Posted
OP-CLOSE Operation Close
RBUV Run Burden Usage Variance Posted
REWORK Work Order Rework
RLUV Run Labor Usage Variance Posted
SBUV Setup Burden Usage Variance Posted
SCRAP Scrap Account Posted
SETUP Work Order Setup
SLUV Setup Labor Usage Variance Posted
SUBCNT Subcontract
SUV Setup Usage Variance Posted
TRANSFER Work Order Transfer
VAR-POST Labor Variance Posted
WIPADJ-I WIP Adjustment, Input Queue
WIPADJ-O WIP Adjustment, Output Queue
WIPADJ-R WIP Adjustment, Reject Queue
WO-CLOSE Work Order Accounting Close Post
RCT-RS Inventory Return to Stock

Table 4.31 — Valid Transaction Type/Document Type Combinations (Page 3 of 3)

From/To Entity. Optionally enter a range of entity codes to associate with the specified
daybook for this transaction type.
Note Leave this range blank for the system daybook.
Define entity codes in Entity Create.
Daybook. Specify the daybook code for an active daybook created using Daybook Create.
All GL transactions created with the specified GL transaction type and GL document type are
assigned to this daybook.

Daybook Security
The daybook security feature lets you add security to daybooks to protect them against
unauthorized transactions. You can implement daybook security by optionally linking a role to a
daybook in Daybook Create or Daybook Modify so that only users with that role can create and
modify transactions posted to the daybook. You can specify an access role for the following types
of daybook:
• Journal Entries, for Daybook Control types Financial and External only
• Matching
• Consolidation
• Periodic Costing

If you do not specify a role for a daybook, the daybook can be used by all roles.
 Setting Up General Ledger 159

See “Journal Entries and Daybook Security” on page 303, “Mass Layer Transfer” on page 379,
and “Daybook Security and Cross-Company Postings” on page 389, which describe the effect of
daybook security on transactions posted to Journal Entries type daybooks.
See “Financial Matching and Daybook Security” on page 549 and “Receiver Matching and
Daybook Security” on page 588, which describe the effect of daybook security on transactions
posted to Matching type daybooks.
See “Consolidation Cycle and Daybook Security” on page 757, which describes the effect of
daybook security on transactions posted to Consolidation type daybooks.

Defining Daybook Sets

Each sales order is associated with a daybook set assigned to the bill-to customer address, and each
purchase order is associated with a daybook set that defaults from the supplier data (but can be
modified). Individual daybooks in the set are used to record invoices, credit notes, intercompany
transactions, and, when correction invoices are used, associated correction documents. The system
also uses daybooks to generate GL reference numbers for these transactions.
See “Setting Up GL Correction Control” on page 140 for details about enabling correction
transactions.
Depending on your company’s business requirements, you can define daybook sets either for the
entire domain or for individual sites. For example, the site-based method supports the requirement
to use a different invoice sequence for each shipping site.
The Use Daybook Set by Site options in Sales Order Accounting Control (36.9.6) and Purchasing
Accounting Control (36.9.5) determine how daybook sets are defined.
• When daybook sets by site is activated, use Daybook Set by Site Maintenance (25.8.9) to
define sets that apply only to a specified shipping site.
• Otherwise, use Daybook Set Maintenance (25.8.7) to define sets for all orders created in the
domain.
Note Regardless of which method you use, you must define at least two daybook sets; one each
for AR and AP. These defaults are needed for new customer and supplier records.
Before defining daybook sets, you must define the individual daybooks in Daybook Create
(25.8.1.1). All daybook sets require daybooks to be specified for invoices and credit notes, as well
as an intercompany daybook used when a transaction involves more than one entity. Additionally,
when Use Correction Invoices is selected in Sales Order Accounting Control for AR daybook sets
and Accounts Payable is set to Yes in the AP AR Correction section of GL Correction Control for
AP daybook sets, each daybook set must also specify daybooks for correction invoices and
correction credit notes.

Daybook Set Maintenance

Daybook Set Maintenance (25.8.7) lets you create distinct daybook sets for numbering AR and AP
invoices.
Important All daybooks included in an AR daybook set must have a control type of Operational.
All daybooks included in an AP daybook set must have a control type of Financial.
160 User Guide — QAD Financials

Fig. 4.59
Daybook Set Maintenance

Daybook Set. Enter a maximum of 24 characters for the daybook set name.

Active. Indicate if this is an active daybook set.

Daybook Set Type. Select the relevant field to indicate whether the daybook set is specific to
AR or AP.
Note You cannot change the daybook set type if the daybook set has been used and invoices
or credit notes have been created.
Invoice Daybook. Enter the daybook the system uses for generating invoice numbers.
If you select AR, the invoices daybook must have a daybook type of Customer Invoices.
If you select AP, the invoices daybook must have a daybook type of Supplier Invoices.
Credit Note Daybook. Enter the daybook the system uses for generating credit note numbers.
This must be an active daybook defined in Daybook Create.
For AR daybooks, the Daybook Type value depends on the settings of Use Correction
Invoices in Sales Order Accounting Control and GL Correction in GL Correction Control.
When Use Correction Invoices is No and GL Corrections is Yes, the system does not use this
daybook during processing. However, to validate correctly, the specified daybook must be of
type Customer Invoice Corrections.
If you select AP, the credit note daybook must have a daybook type of Supplier Credit Notes.
Intercompany Daybook. Enter the daybook the system uses for managing transactions that
involve multiple entities. This must be an active daybook defined in Daybook Create with a
daybook type of Journal Entries.
Note This field is only available for AR daybook sets.

Correction Invoices (Negative). Enter the daybook the system uses for generating correction
invoice numbers for negative correction amounts. This must be an active daybook defined in
Daybook Create.
For AR daybooks, the Daybook Type value depends on the setting of the GL Correction field
in GL Correction Control. If the GL Correction field is set to Yes, specify a Customer Invoice
Corrections daybook. If the GL Correction field is set to No, specify a daybook type of
Customer Credit Note. This field displays only when Use Correction Invoices is Yes in Sales
Order Accounting Control.
For AP daybook sets, this field only displays if you set the Accounts Payable field to Yes in
the AP AR Correction section of GL Correction Control (25.13.24). Specify a daybook type of
Supplier Invoice Corrections.
 Setting Up General Ledger 161

Correction Credit Notes (Negative). Enter the daybook the system uses for generating credit
note numbers for negative correction amounts. It must be an active daybook defined in
Daybook Create.
For AR daybooks, the required daybook type depends on the setting of the GL Correction field
in GL Correction Control. If the GL Correction field is set to Yes, specify a Customer Credit
Note Corrections daybook. If the GL Correction field is set to No, specify a Customer Credit
Note daybook. This field displays only when Use Correction Invoices in Yes in Sales Order
Accounting Control.
For AP daybook sets, this field only displays if you set the Accounts Payable field to Yes in
the AP AR Correction section of GL Correction Control (25.13.24). Specify a daybook type of
Supplier Invoice Corrections.
Correction Invoices (Positive). Enter the customer invoices daybook the system uses for
generating correction invoice numbers for positive correction amounts. This must be an active
daybook with a daybook type of Customer Invoices.
This field displays only when Use Correction Invoices in Yes in Sales Order Accounting
Control.
Note This field is only available for AR daybook sets.

Correction Credit Notes (Positive). Enter the customer credit notes daybook the system uses
for generating correction credit note numbers for positive correction amounts. This must be an
active daybook with a daybook type of Customer Credit Note.
This field displays only when Use Correction Invoices in Yes in Sales Order Accounting
Control.
Note This field is only available for AR daybook sets.

Adjustment Daybook. Enter the daybook the system uses for generating numbers for
adjustment transactions. It must be an active daybook with a daybook type of Customer
Adjustments.
This field displays only when Use Correction Invoices in Yes in Sales Order Accounting
Control.
Note This field is only available for AR daybook sets.

Assigning Customer Daybooks Sets

After creating daybook sets, assign one to each customer address in Customer Data Maintenance
(2.1.1). The system determines the default value for new customer records as follows:
• When you define database sets by site, Customer Data Maintenance looks for the first active
daybook set that matches the default customer site. If one has not been defined, it uses the first
active daybook set with a blank site. If no definitions have been set up by site, you must create
at least one with blank site before you can complete Customer Data Maintenance records.
• Otherwise, the customer daybook set value defaults from the Default Daybook Set field in
Sales Order Accounting Control. However, you can overwrite this value.
Note That field is not available when Use Daybook Set by Site is selected.

The customer record determines the default daybook set for new orders. You can update the
daybook set in the following programs:
162 User Guide — QAD Financials

• Sales Order Maintenance (7.1.1)

• Customer Scheduled Order Maintenance (7.3.13)
• Sales Order Shipments (7.9.15)
• Sales Quote Maintenance (7.12.1)
• Pending Invoice Maintenance (7.13.1)
• Call Activity Recording (11.1.1.13)
• Call Invoice Recording (11.1.1.15)
• RMA Maintenance (11.7.1.1)
• RMA Receipts (11.7.1.13)
• RMA Shipments (11.7.1.16)

Note These programs verify that the updated value has been defined and, when you use daybook
sets by site, matches the order header site.

Assigning Supplier Daybooks Sets

After creating daybook sets, assign one to each supplier address in Supplier Data Maintenance
(2.3.1). The system determines the default value for new customer records as follows:
• When you define daybook sets by site, Supplier Data Maintenance looks for the first active
daybook set that matches the default supplier site. If one has not been defined, it uses the first
active daybook set with a blank site. If no definitions have been set up by site, you must create
at least one with blank site before you can complete Supplier Data Maintenance records.
• Otherwise, the supplier daybook set value defaults from the Default Daybook Set field in
Purchasing Accounting Control (36.9.5). However, you can overwrite this value.
The supplier record determines the default daybook set for new orders. You can update the
daybook set in the following programs:
• Purchase Order Maintenance (5.7)
• Supplier Scheduled Order Maintenance (5.5.1.13)
When a supplier scheduled order is a trade sales order, the Daybook Set field defaults from the
related supplier, but is read-only.
• Blanket Order Maintenance (5.3.1)

Daybook Sets by Site

Use Daybook Set by Site Maintenance (25.8.10) to define site-specific default sets of daybooks
that are used for recording invoices, credit notes, intercompany transactions, and, when used, for
correction invoices.
 Setting Up General Ledger 163

Fig. 4.60
Daybook Sets by Site Maintenance (25.5.10)

Site and Copy

From Site fields
are not included
in Daybook Set
Maintenance.

Fields display
only when
correction
invoices are
used.

Field Descriptions

Daybook Set. Enter a code (maximum eight characters) to identify a daybook set.

Description. Enter an optional description (maximum 40 characters) of this daybook set.

Site. In Daybook Set by Site Maintenance only, enter the site that uses this daybook set.
Leave blank to define the default daybook set that is used when site-specific records do not
apply. When you are using daybook sets by site, this is the default for new customer and
supplier records unless a daybook set has been defined for the customer or supplier site.
Active. Specify whether this daybook set is currently available to other functions. By default,
new daybook sets are active.
If an AR set is inactive, you cannot specify it in Customer Data Maintenance (2.1.1) or Sales
Order Accounting Control (36.9.6), or use it in any of the order transaction processing
programs. If an AP daybook set is inactive, you cannot specify it in Supplier Data
Maintenance (2.3.1) or Purchasing Accounting Control (36.9.5). Additionally, Invoice Post
and Print (7.13.4) verifies that the order daybook set is active before allowing the invoice to be
posted.
If you change the way you set up daybook sets after implementation, the system automatically
deactivates some records. For example, if you clear Use Daybook Set by Site after site-
specific records have been created, the system clears the Active field on all records that
include a site value. See “Changing the Use Daybook by Site Setting” on page 165.
Note You cannot clear this field for the daybook set currently defined as the Sales Order
Accounting Control or Purchasing Accounting Control default.
Daybook Set Type. Select the relevant field to indicate whether the daybook set is specific to
AR or AP.
Note You cannot change the daybook set type if the daybook set has been used and invoices
or credit notes have been created.
164 User Guide — QAD Financials

Copy from Site. When you are defining daybook sets by site, optionally save data-entry time
by entering the site code associated with an existing daybook set. The system creates a new
daybook set record for the new site based on the existing daybook set by site definition.
Daybooks. Specify the daybook code associated with each type of transaction. Codes must be
defined in Daybook Create with Daybook Control set to Operational; they also must be active.
Additionally, the current date must be within the specified effective date range for the
associated Number Range Maintenance sequence. The required value of Daybook Type in the
definition depends on the transaction.
Field Required Daybook Type
Invoice Daybook Customer Invoices (when daybook set
type is AR)
Supplier Invoices (when daybook set type
is AP)
Credit Notes Daybook For AR daybooks, the daybook type to
enter depends on the settings of Use
Correction Invoices in Sales Order
Accounting Control and GL Correction in
the Sales Orders/Invoice frame of GL
Correction Control:
• When Use Correction Invoices is
cleared and GL Corrections is
selected, the system does not use this
daybook during processing. However,
to validate correctly, the specified
daybook must be of type Customer
Invoice Corrections.
• Otherwise, Customer Credit Note.

For AP daybooks, the credit note

daybook must have a daybook type of
Supplier Credit Notes.
Intercompany Daybook Specify a Journal Entries daybook for
intercompany transactions.
This field is only available for AR
daybook sets.
Correction Invoices (positive) Specify a Customer Invoices daybook.
This field is only available for AR
daybook sets.
Correction Invoices (negative) For AR daybook sets, the daybook type
you can enter depends on the setting of
GL Correction in the Sales
Orders/Invoice frame of GL Correction
Control (25.13.24):
• Yes: Customer Invoice Corrections
• No: Customer Credit Note

For AP daybook sets, this field only

displays if you set the Accounts Payable
field to Yes in the AP AR Correction
section of GL Correction Control
(25.13.24). Specify a daybook type of
Supplier Invoice Corrections.
 Setting Up General Ledger 165

Field Required Daybook Type

Correction Credit Notes (positive) Specify a Customer Credit Notes
daybook.
This field is only available for AR
daybook sets.
Correction Credit Notes (negative) For AR daybook sets, the daybook type
you can enter depends on the setting of
GL Correction in the Sales
Orders/Invoice frame of GL Correction
Control (25.13.24):
• Yes: Customer Credit Note
Corrections
• No: Customer Invoices

For AP daybook sets, this field only

displays if you set the Accounts Payable
field to Yes in the AP AR Correction
section of GL Correction Control
(25.13.24). Specify a daybook type of
Supplier Credit Note Corrections.
Adjustment Daybook Specify a Customer Adjustment daybook.
This field is only available for AR
daybook sets.

Changing the Use Daybook by Site Setting

Although it is not recommended, it is possible to change the way you assign daybook sets after you
have implemented your system. However, you should keep in mind the effects of doing this.
System behavior and user requirements depend on the direction of the change:
• If you disable the daybook set by site feature, the system makes existing site-specific daybook
sets inactive. You can continue to use records that do not specify a site when you create new
orders. However, order-entry, shipping, and invoice programs validate the daybook set field.
The next time you access an existing order with a site-specific daybook set, you must update
that field manually before completing a transaction.
• If you enable the feature, the system makes inactive all daybook sets except the defaults
specified in Sales Order Accounting Control (36.9.6) and Purchasing Accounting Control
(36.9.5). You can continue to use that value in customer and supplier records and transactions,
but you must define site-specific records in Daybook Set by Site Maintenance (25.8.10). You
also must update existing orders to reference an active daybook set.

External Daybooks
External daybooks are designed as an interface to external systems, such as payroll systems.
Example An organization outsources the calculation of its employee salaries and the breakdown
between gross salary, taxes, social security, net salary, and fringe benefits to an external company.
This external company returns the results for each employee, and, in addition, the results grouped
by GL account, sub-account, and cost center. If the external company sends the resulting postings
in electronic format (in addition to paper documents), an external daybook must be defined.
166 User Guide — QAD Financials

External daybook transactions have a daybook type of Journal Entries. For external daybooks,
sequence numbers are generated by the external transaction. However, Record Number Maintain
(36.16.21) still generates a number series, which is unused. The system also validates duplicates
when numbers are passed from an external application. Record Number Maintain is used if a
number is not passed from the external system.

Modifying Reporting Daybooks

Reporting Daybook Modify (25.13.1.15) lets you change the reporting daybook code on financial
transactions created using customer and supplier invoice and payment functions, Banking Entry
Create (31.1.1), Open Item Adjustment Create (25.13.5), Petty Cash Create, and Invoice Post and
Print (7.13.4).
For invoice-type transactions, the reporting daybook normally matches the posting daybook.
However, if a transaction was posted using an incorrect daybook, you can use Reporting Daybook
Modify to modify the reporting daybook to ensure that the transaction is reported on correctly.
You can also use Reporting Daybook Excel Integration (25.13.1.16) to update the reporting
daybook.
After using Reporting Daybook Modify, you can use the Reporting Daybook Exception report
(25.8.13) to identify transactions for which the reporting daybook has been modified.
When you open Reporting Daybook Modify, a browse opens listing all invoice type transactions
for the current domain. You can use the selection criteria to refine the list and locate the
transaction for which you want to modify the reporting daybook.
If you want to view the original transactions, right-click on the relevant transaction and select a
related view. Otherwise, you can double-click on the transaction to display the reporting daybook
information.
Fig. 4.61
Reporting Daybook Browse for Modify

When you double-click the transaction you want to modify, the system displays the following
window:
 Setting Up General Ledger 167

Fig. 4.62
Reporting Daybook Modify (25.13.1.15)

Year/Daybook/Voucher. This field displays the posting reference. The system generates a
posting reference for all invoices, credit notes, open item adjustments and banking entries
based on the combination of the entity, year, and daybook.
Posting Date. This field displays the date on which the transaction was posted. This date
defaults from the invoice or transaction creation date.
Description. This field displays a description of the posted transaction.

Daybook Code. This field displays the daybook code associated with the posted transaction.

Reporting Daybook Code. Select the reporting daybook that you want to apply to the
transaction. You can only specify a reporting daybook that has the same daybook type as the
original daybook.

Defining the GL Calendar

The financial calendar consists of user-defined GL calendar years and GL periods. Creating GL
periods lets you divide the fiscal year into smaller subsets in order to manage and report on
business activities. Opening or locking a GL period allows an organization to better control its
accounting and reporting processes.
Operational transactions are entered with a GL effective date. This date—and not the transaction
date, although they are often the same—determines which GL calendar period the transaction
affects.
By default, the GL calendar year consists of twelve monthly GL periods. Each GL period does not
have to correspond to a calendar month. You can define custom start and end dates for each GL
period to correspond with your accounting cycles, and the GL calendar year can exceed twelve
calendar months in length. The GL calendar year is defined at the domain level; all entities within
a domain use the same GL calendar year definition.
Important You cannot create GL periods and tax periods unless you have confirmed the setup of
the domain in which you are working.
The system contains two functions related to GL calendars and periods:
• Use the Domain GL Period function to create, modify, and view the GL calendar year and its
related GL periods for a specific domain. The GL periods defined at the domain level are
copied to all entities linked to the current domain. GL periods created with this function
always have a Normal period type.
168 User Guide — QAD Financials

• The Entity GL Period function lets you apply GL period settings to individual entities and lets
you lock, unlock, report, and undo reporting for GL periods per entity. When you lock a GL
period for one entity, it remains open for other entities in the same domain. Using the Entity
GL Period function, you can also create, modify, and delete entity-specific GL periods with a
type of Correction or Year-End Closing. Normal GL period types are read-only.
Note A GL period cannot be closed if unposted transactions exist with effective dates within
the GL period.
You can manage period posting activity by defining lower and upper limit dates to specify the
number of days before and after each report period during which transactions can be posted.
Note You cannot delete a GL period if it closed, or if it is open and has had activity posted to it.
In addition, you can delete only GL periods of type Correction.
Two other system functions can be used to define specialized calendars:
• Use Tax Period Create (25.4.5.1) to define entity-based calendars for tax reporting periods.
When defined, closing a tax period prevents additional tax transactions from being posted. Tax
periods and reporting are described in User Guide: QAD Global Tax Management.
• Use Budget Report Period Create (25.4.5.1) to define periods used within the budgeting area.
Budget periods are described in detail in “Budget Report Periods” on page 728.

Closing Periods at Month End

The ability to filter based on the daybook code facilitates period close because you can easily
identify and review transactions of a certain type and identify unusual activity.
Before you close a GL period, verify that there are no unposted transactions, such as those created
in the operational activities. You can run the Unposted Transaction Register report to identify
transactions not yet posted to the general ledger.
Fig. 4.63
Month-End GL Period Flow
Undo reported

Unlock

Lock Report Freeze

Open
Open Locked
Locked Reported
Reported Frozen
Frozen

Year-End Closing
Closing the GL calendar year has the effect of changing the status of all of its GL periods to
frozen, and of marking all periods as reported.
 Setting Up General Ledger 169

Year-end closing postings are done only at account and sub-account level, and in the base and
management currencies only.
Validate the year-end closing by manually running closing reports on every period. See “Year-End
Transactions” on page 402.

Period Types
There are three types of GL periods:
• Normal
• Correction
• Year-End Closing

Note The correction and year-end closing types are associated with only the entity calendar; all
domain periods are of a normal type.
The purpose of a period type is to differentiate special activity from the standard period activity.
You create a correction period in cases where a review of the year-end statements results in the
need to make adjustments to the accounts before official publication. The correction period is
normally the last period in the GL calendar year.
Periods are normally reset to year-end closing when final reporting is complete and the year-end
process is started.
The default period type is normal.

Period Statuses
The status associated with a GL period determines what kind of activity can take place. A period
can have one of four assigned statuses:
Open. This is the normal period status and applies when no closing date has been set for the
period. Transactions are normally posted during open periods, except when the period has
been closed and re-opened. The closing date for the period is automatically set once you begin
the process of closing the period. Some entities within a domain may need to keep a GL period
open for longer than other entities in the same domain.
Closed/Locked. This status applies when the period is subject to a monthly closing. You can
close a GL period for one entity and leave it open for all other entities in the same domain.
You can unlock a GL period if more transactions need to be processed for that period.
Reported. The Reported status applies to a period for which Monthly Closing has been
successfully run and reported. You can reset a reported GL period to a different status.
Frozen. When you run Year End Closing, the Frozen status is automatically applied to all GL
periods in the year. A Frozen period cannot be reopened.
170 User Guide — QAD Financials

Application Areas
You can close GL accounting periods by GL transaction type. This lets you, for example, prevent
any more sales order shipments, while still allowing banking entry in the GL. The GL module
overrides the other area modules, and when closed, prevents transactions of any type for the
period.
The application areas that can be closed separately are:
• GL, which closes all areas including fixed assets.
• AP, which closes the AP sub-ledger in financials.
• Sales, which closes the AR sub-ledger in financials. This also prevents the posting of sales
invoices through Invoice Post and Print and posting of any SO transaction in Operational
Transaction Post.
• Inventory, including all inventory (IC) and work order (WO) transactions created in
operational functions.
When an application area is open (indicated by a selected check box) for a period, you enable
transactions of that type to be posted during the GL period. The area check box acts as a switch,
opening or closing the period to transactions of that type. You can update the area switch only
when the period is open.

Defining a Domain GL Calendar Year

Use the Domain GL Period activities (25.4.1) to create, modify, or view the domain-level GL
calendar year. When you choose Create, the following screen displays. You can create a new year
based on an existing one. This is typically used unless you have changed your legal GL calendar
year requirements.
Fig. 4.64
Domain GL Period Create

Field Descriptions

New Year. This field displays the new GL calendar year to create. The default value is the
latest GL calendar year, incremented by one.
Copy from GL Calendar Year. Select to use an existing year as a template for the new year,
and specify the year.
Create Manually. Select to create a new year by manually specifying the periods.

Defining the GL calendar year displays the Domain GL Period Create screen (25.4.1.1), in which
you define period dates and attributes.
 Setting Up General Ledger 171

Fig. 4.65
Domain GL Period Create

Field Descriptions

GL Calendar Year. This field displays the new GL calendar year.

GL Pd. Specify a period number. By default, periods are numbered 1 to 12. It is possible to
create a maximum of 99 GL periods for a GL calendar year.
Start Date. Click the down arrow to select a period start date. This is the official start date of
the calendar period.
End Date. Click the down arrow to select a period end date. This is the official end date of the
calendar period.
Lower Limit Date. Click the down arrow to select the lower limit posting date for this period.
This date defines how many days before the start of the period that you can post transactions
for that period.
Upper Limit Date. Click the down arrow to select the upper limit posting date for this period.
This date defines how many days after the end of the period that you can enter/post
transactions for that period.
The other fields cannot be modified; domain-level periods are always of type normal.

Modifying Entity GL Periods

Use the Entity GL Period activities (25.4.2) to manage the GL periods for a specific entity. The
changes you make in this function do not affect the other entities in a domain.
You can:
172 User Guide — QAD Financials

• Lock periods to prevent further transactions or unlock them. You can lock and unlock
application areas separately, so that the period can be open to sales transactions, but closed to
inventory transactions.
• Report the period, closing it to further updates, and also undo the reporting if additional
changes are needed.
Important Running technical and business consistency checks is a prerequisite to reporting a
GL period. See “Running GL Consistency Checks” on page 174. You can run consistency
checks from Entity GL Period Lock, Entity GL Period Unlock, Entity GL Period Report,
Entity GL Period Report Undo, and Entity GL Period View.
• Delete a GL period if the period is open and no outstanding transactions exist for it.

Using Entity GL Period Create, you can also create entity-specific GL periods with a type of
Correction or Year-End Closing. Normal GL period types are view-only.
Fig. 4.66
Entity GL Period Modify

Field Descriptions

Start Date. Click the down arrow to modify the GL period start date. This is the official start
date of the calendar period.
End Date. Click the down arrow to modify the GL period end date. This is the official end date
of the calendar period.
Status. The system displays the current period status. You cannot modify this field manually;
it is changed by the system when you lock or report the period.
GL Period Type. This field displays the appropriate period type, which is assigned by the
system.
All periods are initially of Normal type. If you need special periods for year-end processing or
corrections, create new GL periods of the appropriate type.
• Normal is the default standard period.
• Correction is used when a review of the year-end statements results in the need to make
adjustments to the accounts before official publication. The correction period is normally
the last GL period in the GL calendar year.
 Setting Up General Ledger 173

Note Once you have created a Correction GL period for a GL calendar year, you cannot
create any further periods of type Normal.
• Year-End Closing periods are generated by the system as part of the Year-End Closing
process.
GL. Select to enable the creation of GL and Fixed Asset transactions for this period. When GL
is cleared, all other areas are also cleared.
AP. Select to enable posting of AP transactions during this period.

Sales. Select to enable posting of AR transactions during this period.

Inventory. Select to enable posting of inventory and work order transactions from operation
activity during this GL period.
Transactions affecting inventory accounts include purchase order receipts, work order issues
or receipts, sales order shipments, physical inventory counts, and manual inventory
transactions. Each transaction affects inventory by creating a GL transaction that either debits
or credits the account value.
Periodic Costing. Select to enable posting of periodic costing transactions during this period.

Closing Date. The closing date is generated automatically by the system.

Checked/Reported. This read-only field indicates that the GL period has been checked and
reported.
Mark. This field displays a system-defined period mark for the period, if one has been defined.

Domain. This field displays the domain for which the GL calendar year was created.

Entity. This field displays the current entity.

Last Modified Date/Time/User. These system-maintained fields display the ID of the user who
last updated this record, and the date and time of update.

Period Marks
Report periods are further controlled using period marks, which identify the period during which a
transaction was posted and also describe the status of the period in GL reporting. In addition,
period marks are used to identify tax periods. Period marks are system-defined.
The Open period mark identifies periods during which transactions have been posted between the
normal start and end dates. Transactions can then be reviewed and the period closed to normal
activity. The following auto-generated period marks are also supplied with the system:
• Close Report Period
• Undo Close Report Period
• Report Period
• Undo Report Period

These marks are automatically applied during the monthly closing and reporting process.
Transactions posted during each of these periods are subsequently identified by the corresponding
system period mark.
174 User Guide — QAD Financials

The Close Report Period mark is auto-generated when you close a report period, and date stamps
the period end. The Undo Close Report Period mark is then auto-generated if the period is re-
opened.
Fig. 4.67
Period Mark View

Running GL Consistency Checks

Consistency Checks Execute (25.21.3.1) lets you run a series of validations that verify the integrity
of the Financials tables.
You can run three categories of consistency checks:
• Technical
The technical checks focus on the referential integrity of the Financials tables, ensure that
mandatory fields are populated, and ensure that redundant fields are populated and consistent.
The list of technical consistency checks is fixed. You cannot select to run certain technical
consistency checks and not others.
• Business
The business checks focus on the consistency of the tables from a business point of view, such
as general ledger and sub-ledger administration. For example, the checks verify that the
balance of a customer control account equals the open customer invoices posted to the
account.
The list of business consistency checks is fixed. You cannot select to run certain business
consistency checks and not others.
• Other
You can modify the other validations using non-intrusive customization to include any
required additional consistency checks. The Numbering Completeness check is included in
this section by default, but can be removed using non-intrusive customization.
You can run the consistency checks from the menu or as a GoTo option from the Entity GL Period
functions. The Consistency Checks report (25.21.3.2) presents the results of previous checks in
report format. See “Consistency Checks Report” on page 180.
Running the technical and business consistency checks is a prerequisite to closing a GL period. If
these consistency checks have not been run for a GL period, the system displays an error if you
attempt to set the GL period to reported. When you have run the consistency checks for a GL
period, you can set the period to reported, even if the consistency check run found errors. Setting a
GL period to reported is a manual process, and you must decide whether to proceed with the
closure based on the results of the consistency checks.
 Setting Up General Ledger 175

Note You can run consistency checks for open, locked, frozen, or reported periods.

When you set a period to reported, the system displays a warning if previously run consistency
checks for that period are out of date. This facility helps to protect against inconsistencies
introduced in the following scenarios:
• You run the consistency checks at the beginning of a period, enter the period transactions
(possibly creating inconsistencies), and then lock and report the period.
• You reopen a reported period, enter new data, and then lock and report the period again.

The out-of-date warning reminds you to rerun outdated consistency checks whose results have
limited value from an audit perspective.
You can run the consistency checks in interactive mode in real time, or you can schedule the
consistency checks to run in batch in the background. When you run in interactive mode, the
Consistency Checks Execute screen is automatically updated with the results from the run.
Fig. 4.68
Consistency Checks Execute

Entity Code. Specify the entity or entities for which to run the consistency checks. You must
have permission to run Consistency Checks Execute in each entity selected. You can select
entities from different domains.
If you want to run the consistency checks for more than one entity simultaneously, you must
use batch mode.
Period/Year. Specify the GL period and year for which to run the consistency checks. The
default value is the oldest open GL period.
You can run the consistency checks for entities from different domains, even if the GL period
definitions for the domains are different.
176 User Guide — QAD Financials

Type. This column displays the types of consistency checks you can run.

Technical (Select). Select this field to run the technical consistency checks. The system selects
records to check based on their posting dates.
The technical consistency checks are run for the entities and for the GL period specified.
Business (Select). Select this field to run the business consistency checks.
The business consistency checks are run for the entities and for the GL period specified. For
balance type validations, the program checks up to the GL period specified.
For cross-company transactions, the system performs cross-company consistency checks
between the entities and any other entities in the same database to which the cross-company
transactions link.
The following business consistency checks are performed:
Check Description
GL Balance versus Reconciles detailed posting records with summarized data in the
Transactions Posting History table. Detailed SAF postings are reconciled with the
SAF History table.
This process performs identical checks to those in the GL Balance
versus Transactions report (25.21.2.2).
Posting Balance Validation Verifies that postings are in balance in both base currency and statutory
currency.
Cross-Company Accounts Verifies that the balance of all cross-company transactions is zero.
Additionally, the program checks that the cross-company accounting
positions of the selected entities mirror each other. For example, the
position in entity A toward entity B must be the same as (but the
reverse of) the accounting position from entity B toward entity A.
AP Sub-Administration with Verifies that the total value of the AP transactions matches the balance
GL of the supplier control account.
This process performs identical checks to those in the AP versus
Control GL Validation report (25.21.2.6).
AR Sub-Administration with Verifies that the total value of the AR transactions matches the balance
GL of the customer control account.
This process performs identical checks to those in the AR versus
Control GL Validation report (25.21.2.5).
DHist/CHist Reconciliation Verifies that the transactions in the DHist (customer history) table
with DInvoice/CInvoice reconcile with the transactions in the DInvoice (customer invoice)
table. This check also verifies that the transactions in the CHist
(supplier history) table reconcile with the transactions in the
CInvoice (supplier invoice) table.
Banking Entry Reconciles the amount on each banking entry line with the amount
posted to the bank account in the linked posting.
AP Payments with GLs of Type Reconciles the balances of the supplier payment accounts with the open
Supplier Payment Account AP payments.
Note This check will be available in a later QAD release.
AR Payments with GLs of Type Reconciles the balances of the customer payment accounts with the
Customer Payment Account open AR payments.
Note This check will be available in a later QAD release.
 Setting Up General Ledger 177

Check Description
Tax Sub-Administration with Reconciles transactions posted to tax accounts with the tax sub-
GLs of Type Tax Account administration (transactions in the PostingVAT table).
Note This check will be available in a later QAD release.
GL Open Items with GL Reconciles the total value of the GL open item transactions with the
balance of the accounts of type GL Open Item.
Unmatched Invoices Reconciles the value of the unmatched invoices with the balance of the
Unmatched Invoices system account.
Note This check will be available in a later QAD release.
PO Receipts Accounts with Reconciles the transactions recorded on the PO receipt account with the
Receipts PO receipts.
AR Invoice Data Reconciles customer invoice data in the ih_hist table with the
corresponding data in the DInvoice customer invoice table.
Finance vs Operations Posting Reconciles the Financials transactions in the Posting History table with
Data the GL operational transactions in the opgl_det and trgl_det
tables.
Note This check will be available in a later QAD release.
Unmarked Transactions Checks for transactions that do not have a period mark.
A period mark is a code used in the GL close procedures. All normal
transactions before a close get the initial mark of that period. If a period
is reopened for further activity, a new mark is created so that the
corrective entries can be reported separately.
This process performs identical checks to those in the Unmarked GL
Postings Validation report (25.21.2.7).
Recurring Entries Checks for unposted recurring entries.
This process performs identical checks to those in the Pending
Recurring Entries report (25.21.2.12).
Allocations Checks for transactions that are pending allocation.
This process performs identical checks to those in the Pending
Allocations report (25.21.2.11).
Revaluations Checks for unposted revaluation simulations.
Note This check will be available in a later QAD release.
Daemon Queues Checks for unprocessed entries in the daemon queues for the entity and
up to the GL period for which the checks were run.
Note This check will be available in a later release.
Unposted Transactions Verifies that there are no unposted transactions for the period.
Note This check will be available in a later QAD release.
Auto-balance GL account clear Checks to determine if any postings remain on the Auto Balance
system account at period end.

Other (Select). Select this field to run other validations.

You can modify the other validations list using non-intrusive customization to include any
required additional validations. The Numbering Completeness check is included in this section
by default.
The other validations are run for the entities and for the GL period specified. For balance type
transactions, the validations check up to the GL period specified.
178 User Guide — QAD Financials

See User Guide: QAD System Administration for more information on non-intrusive
customization.
Result. This column displays the status of the consistency check. The possible values are:
Pass: After you run the consistency checks in interactive mode, checks that pass are assigned
this status.
Failed: After you run the consistency checks in interactive mode, checks that fail are assigned
this status.
Not Implemented: This value is displayed for checks that will be included in a later release.
Not Executed: This value is displayed for all available checks before they are run.
Start Date. This column displays the date on which the validation was run. The column is
blank before you run the consistency checks. After you run the consistency checks in
interactive mode, this column is updated.
Start Time. This column displays the time at which the validation was started. The column is
set to 00:00:00 before you run the consistency checks. After you run the consistency checks in
interactive mode, this column is updated with the relevant start time.
Duration. This column displays the duration of each consistency check. The column is set to
00:00:00:0 before you run the consistency checks. After you run the consistency checks in
interactive mode, this column is updated with the duration of each check.
Error Count. This column displays the number of errors found during the consistency check.
The column is set to 0 before you run the consistency checks. After you run the consistency
checks in interactive mode, this column is updated with the error count for each check.
Version. This column displays the service pack and patch version.

Execute in Batch. Select this field if you want to run the validations in batch at a scheduled
time. If you leave this field blank, the consistency checks are run in interactive mode.
Batch Code. Specify the batch code. This field is mandatory when you select the Execute in
Batch field.
You must first define the batch code in Batch ID Maintenance (36.14.1). Batch IDs are domain
specific.
When you click the Execute button, the system creates a new batch request and the
consistency check records are stored in the database with the status Not Executed. You can
then use Process Batch Request (36.14.13) to run the consistency checks batch according to
the schedule defined for the batch. See User Guide: QAD System Administration for further
information on batch processing.

Running the Checks

When you run the consistency checks in interactive mode, a progress bar is displayed, indicating
that the checks are ongoing.
 Setting Up General Ledger 179

Fig. 4.69
Consistency Checks Execute, Progress Bar

When the consistency checks are complete, the Results, Start Date, Start Time, and Duration fields
in Consistency Checks Execute are updated with the relevant values. Validations that fail are
displayed in red.
Fig. 4.70
Consistency Checks Execute, Results

Results
The run parameters and results of each validation run are stored in a text file, which is attached to
the entity GL period record. You can view the text file as an attachment in the Entity GL Period
functions.
180 User Guide — QAD Financials

Fig. 4.71
Entity GL Period Browse for View

Important There are no automatic correction tools that rectify the results of failed validations. It
is recommended that you send the log file for failed validations to QAD Support for further
analysis.

Consistency Checks Report

The Consistency Checks report (25.21.3.2) displays the results of the selected consistency check
validation run in report format.
Fig. 4.72
Consistency Checks Report

The following are the selection criteria:

• Entity
Select the entity for which you want to display the consistency checks.
• Consistency Check Type
Select the type of consistency check to include in the report: Technical, Business, or Other.
Leave the field blank to include all three types.
• GL Year
Specify the GL calendar year for which you want to run the report.
 Setting Up General Ledger 181

• GL Period
Specify the GL period for which you want to run the report.
The Consistency Checks report includes the following information:
• A results overview, displayed in the report header. This information includes the total run
duration for the report.
• The entity for which the report was run.
• The type of validation performed: Technical, Business, or Other.
• The GL calendar year and period range for which the report was run.
• The run date, run time, and user.
• An indication of whether the results are out of date.
• The validation step and description.
• The result of the validation (Passed or Failed).
• The duration of each validation step.

Fig. 4.73
Consistency Checks, Report Output

Reporting a Period
If you use Entity GL Period Report (25.4.2.5) to set a period to reported, the system displays an
error message if consistency checks have not been run for that GL period. You are prevented from
closing the GL period.
182 User Guide — QAD Financials

Fig. 4.74
Entity GL Period Report with Error Message

If you attempt to set a GL period to reported, and at least one of the technical or business
validations failed when you ran the consistency checks, the system displays a warning. You can
choose to overrule the warning and set the period to reported. However, the overrule decision is
logged.

Defining Operational Defaults

Operational Accounting Controls

As part of initial system implementation, you should set up values in the various control programs
on the Operational Acct Controls menu (36.9). The settings in each control program affect
operations within a specific business area. Typically these settings represent a subset of all the
settings that affect the related business area. These control settings have been separated because
they have a financial effect on all modules, and should be defined only by a financial analyst with
security access to this function.
This separation facilitates the segregation of responsibility so that financial personnel can manage
the settings that reflect financial and accounting decisions. The financial organization and
the project team are usually responsible for entering the data in Domain/Account Control
(36.9.24)—a special control program that defines most of the default GL accounts used throughout
the operational functions.

Module Control Settings

This section briefly describes each module control program.

Logistics Operational Accounting Control (36.9.1) affects the operation of Logistics Accounting.
This is an optional module described in User Guide: QAD Master Data. You define a number of
default GL accounts in this program.
Inventory Accounting Control (36.9.2) determines costing impacts of inventory transactions, and
how GL transactions are created. A Transfer Clearing Account is also defined here. Inventory
Control is described in User Guide: QAD Master Data.
 Setting Up General Ledger 183

Requisition Accounting Control (36.9.3) determines financial approval limits and related settings
for creating requisitions with the Global Requisition System, described in User Guide: QAD
Purchasing.
Supplier Consignment Accounting Control (36.9.4) contains settings that affect inventory costing
in the supplier consignment work flow, described in User Guide: QAD Purchasing.
Purchasing Accounting Control (36.9.5) contains settings that affect the financial impact of
purchasing activities, included default accounts for PO Interest Applied. Purchasing is described in
User Guide: QAD Purchasing.
Sales Order Accounting Control (36.9.6) contains settings that determine the financial impact of
the sales order and invoicing flow, including credit management, the default daybook set, trailer
codes, how sales person commission is calculated, and whether price lists are required. Sales and
invoicing are described in User Guide: QAD Sales.
Customer Scheduled Orders/Shipper Accounting Control (36.9.7) contains settings that determine
invoicing defaults for shipments using containers and shippers. The Customer Scheduled Orders
module is described in User Guide: QAD Scheduled Order Management. Containers and shippers
are described in User Guide: QAD Sales.
Sales Quote Accounting Control (36.9.9) contains settings that determine the address printed on
the quote, whether price lists are required, and how freight is calculated. Sales quotes are described
in User Guide: QAD Sales.
SSM Accounting Control (36.9.10) contains settings that affect the financial aspects of service
contracts, contact billing, and call processing. SSM is described in User Guide: QAD
Service/Support Management.
Work Order Accounting Control (36.9.11) contains settings that affect the financial impact of
work order completion. Work orders are described in User Guide: QAD Manufacturing.
Advanced Repetitive Accounting Control (36.9.12) contains the default account for WIP transfers.
Repetitive functions are described in User Guide: QAD Manufacturing.
GL Transaction Control (36.9.13) contains one field you can modify that controls whether an audit
history is kept when changes are made in Unposted GL Transaction Correction (25.13). It also
displays fields indicating whether transactions in various business areas—inventory, work orders,
sales orders, and fixed assets—have been posted.

Domain/Account Control
Domain/Account Control (36.9.24) is a key program that affects processing throughout the system.
It is critical to set up this control program correctly, because the system automatically propagates
this data to other tables as data records are created.
Example When you designate a domain account for work in process, this account becomes the
default account for each product line you create. The product line account becomes the default
account for work order accounts defined in Work Order Account Maintenance (1.2.9). The work
order account defaults to the specific work orders and is updated when inventory transactions are
posted to the general ledger.
184 User Guide — QAD Financials

Domain/Account Control has two sections.

• General settings for the domain, most of which are read only here, except for the GL audit trail
• Multiple frames that display default accounts, sub-accounts, and cost centers used by various
programs in the system

General Domain Information

Most of the fields in the first frame of Domain/Account Control display information defined for
the domain in Domain Create (36.1.1.1).
Fig. 4.75
Domain/Account Control (36.9.24), General Settings

Field Descriptions

Verify GL Accounts. This system-maintained field determines whether the system validates
general ledger (GL) accounts and effective dates for transactions created in modules other than
General Ledger. Accounts are verified in the GL module regardless of the value in this field.
This field is cleared in a newly created domain. After implementing the GL and defining
default accounts throughout the system, you can run Operational Account Structure Validation
(36.9.20). This program validates the initial setup and selects Verify GL Accounts if no
problems are encountered.
When this field is selected, the system validates the following:
• Each account, sub-account, cost center, and project code entered for a transaction are
defined in the appropriate GL setup function with the Active field selected.
• The components of the account number are valid in combination with each other, based on
the GL masks specified in the GL setup functions.
• The transaction effective date is within an open GL calendar period.

Base Currency. This field displays the base currency of the domain, defined in Domain
Create. Each entity in the domain uses the same base currency. The base currency is the
default currency used for financial reports. Financial statements, such as balance sheets and
income statements, always print amounts in the base currency. Other reports may specify base
or some other currency.
Entity. This field displays the entity that has been marked as Primary in Domain Create. The
primary entity defaults to each new site created in a domain. See “Setting Up Domains” on
page 26.
Default Domain Language. The system displays the default language specified for the domain
in Domain Create. The system selects descriptions in this language to display in operational
functions when multiple language descriptions exist.
 Setting Up General Ledger 185

See User Guide: QAD System Administration for information on auditing.

Setting Default GL Accounts

The second section of Domain/Account Control (36.9.24) defines default GL accounts, sub-
accounts, and cost centers that are accessed by many operational maintenance functions.
Each account is identified by an account code, a sub-account code, and a cost center code. Sub-
accounts and cost centers are optional depending on how the account is defined.
These accounts determine defaults when you add static data such as tax rates, product lines, and
departments. Later, they appear as defaults on some transactions, such as sales and purchasing.
Note A few accounts in Domain/Account Control are updated directly, such as Sales Freight
Accrued and Applied. These accounts typically cannot be modified in the transactions that
reference them.
Since these are only default accounts, none of the static data or transactions that reference them are
changed when these accounts are modified in Domain/Account Control.
Follow these guidelines for system accounts.
• Know how the system uses them. Many are used in transactions that the software creates
automatically.
• Assign every account a value, even though it may never be used. This ensures that transactions
cannot be created with a blank account number.
Table 4.32 lists all of the accounts set up in Domain/Account Control. The Type column indicates
how the account is used. The Updated By column indicates transactions that update the account.
If you are using either of the optional consignment modules—Customer Consignment Inventory or
Supplier Consignment Inventory—you can also define consignment accounts. See User Guide:
QAD Sales and User Guide: QAD Purchasing for information on these modules.
186 User Guide — QAD Financials

Table 4.32
Default Domain Accounts
System
Account GL Type Type Updated in
Sales Standard Invoice Post
Sales Discount Standard Invoice Post
Sales Invoice Tax Tax Invoice Post
Sales Tax Credit Note Tax Invoice Post
Sales Tax Absorbed Tax Tax Rate Maintenance
Sales Invoice Suspended Tax Invoice Post
Tax Account
Sales Credit Note Tax Invoice Post
Sales Accounts

Suspended Tax Account

Sales Returns Standard Inventory Receipt–Sales Order
Return
COGS Material Standard SO Shipment
COGS Labor Standard SO Shipment
COGS Burden (Variable) Standard SO Shipment
COGS Overhead (Fixed) Standard SO Shipment
COGS Subcontract Standard SO Shipment
Sales Freight Accrued Standard Invoice Post
Sales Freight Applied Standard Invoice Post
Terms Late Interest Standard Invoice Post
AP Tax Invoice Tax Supplier Invoice
AP Tax Credit Note Tax Supplier Invoice
AP Tax Retained Tax Supplier Invoice
Accounts Payable

AP Invoice Delayed Tax Tax Supplier Invoice

AP Credit Note Delayed Tax Supplier Invoice
Tax
Expensed Item Receipts System PO Supplier Invoice
Receipts
Expensed Item Usage Standard Supplier Invoice
Variance
Expensed Item Rate Standard Supplier Invoice
Variance
Cost of Production Standard Non-Prod Labor, SFC Transfer
Department

Labor (Absorbed) Standard SFC, Repetitive, WO Close

Burden (Absorbed) Standard SFC, Repetitive, WO Close

Table 4.32 — Default Domain Accounts — (Page 1 of 3)

 Setting Up General Ledger 187

System
Account GL Type Type Updated in
Inventory Inventory Inventory Transactions
Control
PO Receipts (Accrued AP) System PO PO Receipt, Supplier Invoice
Receipts
Purchases Standard PO Receipt (Non-Inventory)
Product Line

Overhead Appl Standard PO Receipt

Scrap Standard WO Receipt
Work-in-Process WIP WO, Backflush, Repetitive
Control
Inventory Discrepancy Standard Inventory Counts
Cost Revalue Standard GL Cost Change
Floor Stock Inventory WO Close
Control
PO Price Variance Standard PO Receipt
AP Usage Variance Standard Supplier Invoice
AP Rate Variance Standard Supplier Invoice
Method Variance Standard WO Close
Transfer Variance Standard Multisite Transaction
Material Usage Variance Standard WO Close
Material Rate Variance Standard WO Issue, WO Close
Variances

Labor Usage Variance Standard SFC, Repetitive, WO Receipt

Labor Rate Variance Standard SFC, Repetitive
Burden Usage Variance Standard SFC, Repetitive, WO Receipt
Burden Rate Variance Standard SFC, Repetitive
Subcontract Usage Standard WO Close
Variance
Subcontract Rate Variance Standard WO Close
Mixed Variance Standard WO Close for joint orders
(co-products, by-products)
Service Labor Standard Call and Project Activity
Recording
Service Overhead Standard Call Activity Recording
Service Expense Standard Call and Project Activity
Service

Recording
Expense Due Standard Invoice Post
Service Returns Standard Call Activity Recording
Deferred Revenue Standard Contract Maintenance
Accrued Revenue Standard Contract Maintenance

Table 4.32 — Default Domain Accounts — (Page 2 of 3)

188 User Guide — QAD Financials

System
Account GL Type Type Updated in
SO Consigned In-Transit Inventory SO Shipment
Control
SO Consigned Inventory Inventory Inventory Transactions
Consignment

Control
SO Consigned Offset Inventory AR Deferral
Control
PO Consigned Inventory Inventory Inventory Transactions
Control
PO Consigned Offset Inventory AP Deferral
Control

Table 4.32 — Default Domain Accounts — (Page 3 of 3)

Setting Up Allocations
The system supports two types of allocations:
• Operational allocation codes are used in operational transactions such as sales and purchasing.
• More complex allocations can be set up for use in general ledger transactions within financial
modules.

Operational Allocation Codes

To simplify data entry in operational transactions, use Operational Allocation Code Maintenance
(25.3.23) to define codes that allocate fixed percentages of expenses to different accounts,
sub-accounts, cost centers, and projects. You can specify an allocation code anywhere you enter an
account in operational transactions, such as sales orders and purchase orders.
Transactions involving an amount allocated among several accounts can reference an allocation
code rather than individual accounts, sub-accounts, cost centers, and projects. Transaction
amounts are distributed automatically to allocation accounts when transactions are posted.
You can define nested allocation codes so that one allocation code references another. When the
system calculates amounts, it explodes each level of allocation codes, multiplying the amount to be
apportioned by the percentages at each level.
Fig. 4.76
Operational Allocation Code Maintenance (25.3.23)
 Setting Up General Ledger 189

Example When ABC Company posts utility expenses to Accounts Payable, a part of the expense
is posted to cleaning costs. Cleaning costs are pro-rated among several accounts: 40% to
Production, 50% to General Expense, 10% to Capitalization. Rather than enter multiple account
codes for each transaction, ABC defines an allocation code for the group of accounts, allowing the
data entry operator to enter one allocation code rather than three accounts.
Taking this example one step further, allocation codes can be nested. In the example above, 10%
of cleaning cost is capitalized as improvements. This 10% is split evenly between accounts for
general improvements and preventive maintenance. An allocation code is set up for capitalization.
The accounts for general improvements and preventive maintenance each have an allocation
percentage of 50%. However, only 5% of the total cleaning cost expense is posted to each account.
Fig. 4.77
Allocation Code Examples

Allocation
Allocation
Code
Codeforfor
Cleaning
CleaningCosts
Costs

General
General
Production
Production Capitalization
Capitalization Expense
Expense
Account
Account 10%
10% Account
Account
40%
40% 50%
50%

Allocation
Allocation
Code
Codeforfor
Capitalization
Capitalization

General
General Preventive
Preventive
Improvements
Improvements Maintenance
Maintenance
Account
Account 5%
5% Account
Account 5%
5%
(50%
(50%of
of 10%)
10%) (50%
(50%ofof 10%)
10%)

Financial Allocations
Allocation is the process of distributing costs and revenues to the appropriate accounts, sub-
accounts, cost centers, and projects. Use the GL Allocation activities (25.3.22) to identify types of
cost and automatically distribute them to the correct cost targets.
Configure allocations using the following sequence of steps:
• Define the allocation structure. Allocation structures consist of a source, a target, and the
transfer algorithm between them.
• Group allocations into batches.
• Configure recursive allocations to reuse a previous allocation run as input for the next.
• Interrupt and restart the execution of a batch.
• Validate the results of the allocation run before final posting.

Cost Types

The allocation function recognizes direct and indirect types of cost.

A direct cost can be traced directly to the source. For example, when a department purchases office
furniture for its own use, the cost is a direct cost. Direct costs can be further subdivided into:
190 User Guide — QAD Financials

• Assignable costs are charged directly to the account or sub-account without allocation.
• Shared costs cannot be directly assigned to a cost objective, but are charged instead to an
intermediate cost pool.
An indirect cost cannot be traced directly to one source. For example, a company electricity bill
covers the electricity usage for all company departments. Initially the bill is allocated to an
overhead cost center, and later re-allocated over all the departments. You use allocation to
distribute indirect costs to the various direct activities that benefited. For this, you must define a
cost allocation plan.

Cost Allocation

The cost allocation process has three steps:

1 Classify Costs. Cost classification is the process of labeling direct and indirect costs relative to
the cost allocation process.
2 Pool Costs. Cost pooling is the process of accumulating costs into pools for allocation. You
must pool similar allocatable costs, which you can then combine to simplify the allocation
process.
Cost items can be individually allocated or all cost items in the pool can be totaled and the
total allocated. The decision depends on the reporting requirements and the level of budget
control.
3 Allocation. You can allocate a cost if the goods or services involved are chargeable or
assignable to a cost objective in accordance with relative benefits received. This measure of
benefit is used to define the allocation algorithm.

Allocation Structure

An allocation consists of the following elements:

Source. This is the base amount for the allocation.

Fraction. This is a factor applied to the source amount to calculate the amount to be posted to
the target.
Target. This consists of the COA elements, such as account, sub-account, cost center, project,
or SAF, to which the fraction is to be posted.
Note You can post allocations to both system and user-defined SAFs.

Fig. 4.78
Allocation Structure
Fraction
Fraction

Numerator
Source
Source * = Target
Target
Denominator
 Setting Up General Ledger 191

Allocation Sources

Constant Value

The source is a value that is entered in the allocation definition, but which can still be changed
during execution of the allocation batch. The value can be entered in the base currency or as a
combination of base currency and quantity.

Standard Charge

Standard charges are calculated as the multiplication of a quantity and a unit price. Both values are
entered in the allocation definition, but can still be changed when the allocation is executed. The
per-unit cost for electricity is an example of a standard cost.

WBS Topic

Work Breakdown Structure (WBS) topics are used in budgets to provide analysis for budget costs,
and are also used in allocations as a source type. WBS topics are combinations of COA elements,
such as GL accounts, cost centers, projects, or SAFs.
The allocation source is calculated as the total of all postings on all the COA elements. The budget
daemon calculates the values posted on all WBS topics and maintains up-to-date values before an
allocation run. When using WBS topics as source, you can select whether to apply the balance,
debit value, or credit value.
Important If you disable the Budgeting module in System Maintain (36.24.3.1), you also disable
to ability to create allocation transactions based on WBS topics.
Example The WBS topic Housing Cost is defined in a budget and linked to the GL accounts
610100, 610200, 610300. The total of postings on those accounts is used to calculate the source
value.
For more information on budgeting and WBS topics, see “Setting Up Budgets” on page 727.

Fractions

Constant Factor

The fraction can be a constant multiplier that is entered in the allocation definition and which can
also be reviewed and changed during the execution of the allocation batch.

Real Fraction

The fraction can be a real fraction defined by its numerator and denominator. Both the numerator
and denominator are WBS topics from which the value or quantity is retrieved.
When the allocation is run, the source value is multiplied by the constant value and the real
fraction.
192 User Guide — QAD Financials

Proportional Fraction

A proportional fraction uses multiple fractions. Only the denominator is specified to calculate the
fractions. The denominator is a WBS topic.
The numerators are implicitly defined based on the denominator. There are as many numerators
(and, thus, fractions) as composing elements in the denominator.

Allocation Targets

You must define a posting template to specify how the amounts calculated by applying the
fractions to the source amounts are to be posted.

Creating GL Allocations

Use GL Allocation Create to set up your allocation structure.

Fig. 4.79
GL Allocation Create

Field Descriptions

Source Type. Select an allocation source type from the following:

Constant Value: The source is a constant value that can be modified before executing the
allocation batch. The value can be entered as a base currency amount, or as a base currency
amount with a quantity.
Standard Charge: The source amount is calculated as the multiplication of a quantity and a unit
price. Both values are entered in the allocation definition, but can be modified before
executing the allocation batch.
WBS Topic: The source amount is calculated by totaling the postings of the COA elements
that comprise the topic.
 Setting Up General Ledger 193

Source WBS. This field is available when you select WBS topic as the source type. Specify a
WBS topic from a Budget definition that has the Used for Allocation field selected. If this field
is not selected when the topic is defined, it cannot be used in the allocation definition.
You do not need to enter budget data at this stage. The Allocation function uses only the WBS
structure and the COA links. See “Budgeting” on page 725.
From Layers. This field is available when you select WBS topic as the source type. Select the
layer from which postings should be taken to calculate the source amount for the allocation.
From Amt. This field is available when you select a WBS topic as the source type. Select from
Balance, Credit, or Debit.
This field determines whether only credit activity, debit activity, or both (the balance) are used
to calculate the source amount.
Amt By. This field is available when you select WBS Topic as the source type. Specify the
time period taken into account when the posting totals are calculated.
• Select GL Period to specify the period entered at the moment of the allocation run.
• Select YTD to specify the period from the start of the accounting year to the current date.

Value Of. This field is available when you select WBS topic as the source type. Select from the
following drop-down options:
Both: A base currency amount and a quantity are taken from the source and are allocated to the
target.
BC Amount: Only a base currency amount is taken from the source and allocated to the target.
The target posting does not include quantity fields.
Quantity: The target receives a base currency amount that is calculated by multiplying the
source quantity by the fraction. The target posting does not include quantity fields.
Quantity. This field displays the quantity value when you use a Constant Value or Standard
Charge source type. This field is unavailable if the Source Type field is set to WBS Topic.
BC Price. This field is available when you select Standard Charge as the source type. Specify a
price in base currency.
BC Amount. Specify a base currency amount to be allocated. This field is available only when
you select Constant Value as the source type.
When the source type is Standard Charge, this field displays the calculation of quantity
multiplied by base currency price.
Fraction Type. Select a fraction type from the drop-down list:
Constant Faction: The fraction is a constant that you specify in the Constant Fraction field.
Real Fraction: Specify a numerator and denominator.
Proportional Fraction: Only the denominator has to be specified. The numerators are derived
from the denominator definition.
Numerator WBS, From Amt, Amt By, Value Of. Use these fields to define the fraction
numerator. The fields are available only when you select a fraction of type Real Fraction.
Denominator WBS, From Amt, Amt By, Value Of. Use these fields to define the fraction
denominator. The fields are available only when you select a Real or Proportional Fraction.
194 User Guide — QAD Financials

Daybook Code. Specify a daybook for the allocation posting.

Layer Code. This field displays the layer to which the daybook is assigned.

Template Code. Specify a daybook template for the target posting. For constant factor and real
fractions, the template also defines how the amount to be posted is prorated over the different
posting lines of the template.
In the following example of a housing allocation cost, the amount to be posted is prorated as:
Administration: 30%
Management: 20%
EDP: 30%
Sales: 20%
The Proportional Allocation tab displays the calculated amounts. This tab contains additional data
for the allocation engine when calculating the proportional fractions.
The journal entry for this allocation then displays the final prorated amounts.

Structured Reports
Reports that run on a report structure have their content selected and grouped according to that
structure, and not based on the list of GL accounts.
The Balance Sheet and Income Statement are generated as GL reports based on predefined report
structures. Report structures reuse part of the budget setup functionality and are based on work
breakdown structures.
The Multi-Column Balance Sheet Report (25.15.5.6) lets you include up to a maximum of 15 data
and calculation columns in the report. This lets you view monthly or quarterly comparisons for
actuals and budgets, and calculate variances and percentage variances for each period.
The Multi-Column Income Statement Report (25.15.5.7) also provides up to 15 columns of
reporting, in which you define the From and To Dates and the content criteria for the Income
Statement.
See “Structured Reports” on page 786 for more information on how to set up and run structured
reports.
 Chapter 5

Setting Up Business Relations

The following topics describe how to set up base data used by addresses, how to define business
relations, and how to set up the various types of addresses that reference business relations.
Overview 197
Introduces business relations and address data concepts.
Setting Up Base Address Data 199
Define base data required by all addresses.
Creating Business Relations 209
Define address and contact information for entities, customers, and suppliers.
General Data for Customers and Suppliers 218
Introduces general data common to customers and suppliers.
Invoice Status Codes 218
Define codes to manage the approval, allocation, and payment of invoices.
Credit Terms 222
Settings for invoice due dates and staged payments.
Payment Formats 228
Specify the layout of the payment output.
Setting Up Customer Data 238
Configure data used to manage customers.
Creating Customer Records 242
Define customer master data.
Creating Customer Ship-To Addresses 254
Use Customer Ship-To activities to manage ship-to records.
Creating End Users 259
Create end user records for Service/Support Management.
Customer Opening Balance 264
Transfer outstanding customer open items to QAD Financials.
Setting Up Supplier Data 267
Configure data used to manage suppliers.
196 User Guide — QAD Financials

Creating Supplier Records 269

Define supplier master data.
Supplier Opening Balance 275
Transfer outstanding supplier open items to QAD Financials.
Creating Employees 277
Define employee records.
 Setting Up Business Relations 197

Overview
Business relations contain location and contact information for all addresses defined in the system.
They also contain tax details that are directly referenced or used as defaults for customers and
suppliers.
Business relation codes are defined at the database level. This lets you maintain all address data in
one function, and then reference it in other functions that require address data, such as customer
and supplier records. When the business relationship address data is modified, all other codes that
reference that address are also updated automatically, reducing time and duplicate maintenance
effort.
Each business relation code identifies a set of up to six system-defined address types that can be
associated with different types of records in the system, from customers and suppliers to end users
and docks. Some address types are used only in financial functions. These include reminder and
remittance types. Others are used only in operational functions. These include ship-to, dock, and
end user. The headoffice address is used in both financial and operational functions. See “Address
Type” on page 206 for details.
The creation of operational address types is described in User Guide: QAD Master Data.

Segregation of Duties
Since important financial information, such as accounts and credit limits, is associated with
customers, end users, and suppliers, these records are created and maintained within the Accounts
Payable and Accounts Receivable modules. Employees are associated with entities and defined
with other corporate setup data. This supports segregation of duties requirements mandated by
many regulatory bodies.
However, customers and suppliers are also used in operational functions such as manufacturing,
sales, and purchasing. End users and employees are used in the Service/Support Management
(SSM) module. End users are referenced on calls, contracts, and service returns; employees are set
up as service engineers who respond to calls.
Typically, financial staff do not have the expertise to define the data related to these operational
functions. For this reason, additional operational data can be set up in supplementary maintenance
functions:
• Customer Data Maintenance (2.1.1)
• Supplier Data Maintenance (2.3.1)
• End User Data Maintenance (11.9.1)
• Engineer Maintenance (11.13.1)

To facilitate the collaboration required when defining new customers, suppliers, end users, and
employees, e-mail notifications are sent to specific user roles when new records are created:
• CustomerNotify for customers
• SupplierNotify for suppliers
• EndUserNotify for end users
• EmployeeNotify for employees
198 User Guide — QAD Financials

The members of these roles are then responsible for ensuring that the supplemental information
required for operations is added. See User Guide: QAD Security and Controls for details about
setting up role membership.
Important New customer and supplier records cannot be referenced in operational functions until
this additional data has been specified. Adding operational data marks the record as complete.
This is not true of end-user and engineer records; they do not need to be completed before being
referenced in SSM functions.
The following table lists all of the records in the system that reference business relations for
address data.
Table 5.1
Records Referencing Business Relations
Record Created Related Data Type E-Mail
Bank GL Account Create N/A Headoffice No
(25.3.13.1)
Carrier Carrier N/A Headoffice No
Maintenance
(2.17.1)
Company Company Address N/A Headoffice No
Address Maintenance (2.12)
Customer Customer Create Customer Data Maintenance Headoffice Yes
(27.20.1.1) (2.1.1)
Dock Dock Maintenance N/A Dock No
(7.3.1)
Employee Employee Create Engineer Maintenance Headoffice Yes
(36.1.7.1) (11.13.1)
End User End User Create End User Data Maintenance Enduser Yes
(27.20.3.1) (11.9.1)
Entity Entity Create N/A Headoffice No
(36.1.1.2.1)
Fixed Asset Fixed Asset N/A Headoffice No
Location Location
Maintenance
(32.1.13)
Salesperson Salesperson N/A Headoffice No
Maintenance
(2.5.1)
Ship-To Customer Ship-To N/A Ship-To No
Create (27.20.2.1)
Supplier Supplier Create Supplier Data Maintenance Headoffice Yes
(28.20.1.1) (2.3.1)

Customers and suppliers are associated with shared sets, which in turn can be associated with one
or more domains. This lets you maintain customers and suppliers for multiple domains in a single
location.
 Setting Up Business Relations 199

Entity Addresses
When you create the entity that represents your business, you reference the headoffice address of a
business relation for address and tax details. This address must be defined first and then referenced
in the Entity Create activity. This activity is described in “Setting Up Entities” on page 42.
However, typically a single business operation can require many different addresses. For example,
you could have separate addresses for any of the following:
• Address where suppliers send invoices for payment.
• Address where suppliers deliver items on purchase orders.
• Address printed on formal documents sent to customers, such as sales quotes, sales order
acknowledgements, and invoices.
• Addresses for sites and locations where inventory is stored. Site and location addresses are
used for calculating taxes and generating Intrastat records.
These types of addresses are set up in Company Address Maintenance (2.12). The address details
are supplied by specifying the related business relation. The headoffice address is always the one
that supplies the address details for company addresses.
These company addresses are referenced during inventory movements and in the following
functions:
• Physical Address field in Location Maintenance (1.1.18)
• Ship-To field in Purchasing Control (5.24)
• Declarant field in Declarant Maintenance (29.22.1.20)
• Bill-To field in Purchasing Accounting Control (36.9.5)
• Company Address field in Sales Order Accounting Control (36.9.6)
• Company Address field in Sales Quote Accounting Control (36.9.9)
• Company Address field in SSM Accounting Control (36.9.10)

Company Address Maintenance is described in User Guide: QAD Master Data.

E-Mail Notification
If you have set up e-mail notification, the system sends notifying e-mails to recipients with the
relevant roles when customer, supplier, employee, or end-user records are created.
The system notifies users of an event if they have the appropriate role and have been assigned
access to the same domain as the record being created. Users receive a separate e-mail notification
for each event for which they have the relevant role.
Setting up and configuring e-mail is described in User Guide: QAD System Administration.

Setting Up Base Address Data

To ensure consistency of data entry, you must define a number of codes required by all addresses,
including:
• Languages
200 User Guide — QAD Financials

• Countries
• States/provinces
• Counties

Other optional setup includes:

• Defining implementation-specific address types in addition to the ones that are supplied with
the system
• Defining corporate codes for grouping business relations for reporting
• Setting up autonumbering sequences for business relations, customers and ship-tos, end users,
suppliers, and employees
In addition, for customers and suppliers, codes are needed for managing invoice processing. These
include invoice status codes and credit terms.
You can then define business relations and set up customers and suppliers and other similar
address types.
Note Before completing the setup of customers and suppliers, you must have already defined
accounts and account profiles. Profiles are described in more detail in “Setting Up Profiles” on
page 39.

Language
A base set of language codes is supplied with the system. These language codes correspond to the
codes used with UI translation files provided by QAD. System-defined languages cannot be
changed or deleted.
Languages are used in multiple places in the system:
• A default database language is defined in System Maintain (36.24.3.1). This language
provides a default for printed reports when translated strings cannot be found in the language
associated with a customer or supplier. This language is used as the default language for
displaying translatable strings for system-level operational data.
• A language code is associated with each business domain, and is the default language to use
for displaying translatable strings for domain-level data. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
• Languages are associated with business relations. Each address associated with a business
relation can have its own language. The language associated with the specific address type—
headoffice, ship-to, end user—is used to select comments in the appropriate language in
operational functions, such as sales, purchasing, and service/support.
• Languages are associated with users and determine the language for displaying menus, labels,
messages, and other user interface elements.
Before defining business relations, you can define additional language codes if necessary.
However, since languages are used to select the appropriate translated strings to display on the user
interface and in reports, generally it is not a good practice to create new languages. The ones
supplied with the system are associated with translated data strings, and if you define new
languages, appropriate translations cannot be found.
 Setting Up Business Relations 201

Translation Option

Many data setup functions provide a language translation option for description fields. For
example, when you define an account, you typically use a cryptic, possibly numeric code and
specify a description that indicates the account’s use; for example, Account: 001SOVA,
Description: Sales Order Variance Account.
Since accounts belong to the accounts shared set and can be used in multiple domains, you may
have users with different languages that need to see these descriptions in their own language. You
can supply your own translation using the Translation Option associated with the Description
field. The correct descriptions are then displayed based on the user’s language.
See User Guide: Introduction to QAD Enterprise Applications for more information on the
Translation Option.

Installed Languages

Loading translated language data sets the Installed field to Yes for a language. Language load can
be completed in two ways:
• Execute Load Translations (36.24.4).
• Execute System Synchronize (36.24.3.2) with Languages selected.

Note The US language is always set to installed, since English data is always supplied.

More details about loading and updating language translations can be found in User Guide: QAD
System Administration.
The Installed field is controlled by the system and cannot be set from the user interface. Only
installed languages can be associated with a user in User Maintenance (36.3.1). When a user logs
in, the system checks the language code associated with the user record and displays UI elements
in that language. Requiring the language associated with a user to be installed prevents a user from
logging in and not seeing the correct menus and labels.

Using the Language Function

Use the Language activities (36.4.1) to view all records, create new ones, modify user-defined
records, or delete user-defined records. System-defined records cannot be deleted.
Fig. 5.1
Language Modify
202 User Guide — QAD Financials

Field Descriptions

Language Code. Enter a code (maximum two characters) that identifies a language. This field
is mandatory; the code cannot be blank.
Description. Enter a brief description (maximum 24 characters) of the language code. This
field is mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
System Language. This field indicates if the record is supplied with the system or has been
added after installation. You cannot delete system-defined records.
Active. Indicate if this is an active record.

Installed Language. This read-only field indicates translated labels for this language have been
loaded and are available in the system. This field is set either by executing Load Translations
(36.24.4) or System Synchronize (36.24.3.2). Only installed languages can be associated with
users in User Maintenance (36.3.1)
See User Guide: QAD System Administration for details on language loading and system
synchronize.

Country
Use the Country activities (36.1.3.1) to create, modify, view, and delete country codes. These
codes identify countries and are specified when business relations are defined. Country codes
apply to all entities and domains in a database.
Additional attributes of countries can be defined in Country Code Data Maintenance (2.14.1).
These attributes are used in operational functions, such as Regulatory Attributes. See User Guide:
QAD Master Data for details on Country Code Data Maintenance and the QAD Regulatory
Attributes module.
The country code associated with an address is used to determine the number and date formats
displayed on reports. Internal reports use the country of the user; external reports the country of the
sold-to or destination customer or supplier address.
A default set of ISO country codes is supplied with the system.
 Setting Up Business Relations 203

Fig. 5.2
Country Create

Field Descriptions

Country Code. Enter a code (maximum three characters) that identifies a country. This field is
mandatory; the code cannot be blank.
Using the ISO coding structure is recommended because this standard is often required for
international communication between banks.
Description. Enter a brief description (maximum 28 characters) of the country. This field is
mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
EU Member. Indicate if the country belongs to the European Union.
This information is used by the system to determine when a transaction relates to an intra-EU
inventory movement, and what type of transaction it is. These transaction types display in
various tax reports.
If Use Intrastat in Intrastat Control (2.22.24) is enabled, the system automatically creates
Intrastat history records for these transactions.
See User Guide: QAD Intrastat for information on Intrastat.
Postal Format. This field determines where postal codes display on printed addresses. It
defaults to the Business Relation function when addresses are added for the country. Valid
values are:
After: Postal code prints after the city and state.
Before: Postal code prints before the city and state.
This code affects only addresses printed on documents meant to be mailed, such as invoices,
purchase orders, mailing labels, statements, checks, and reminder letters.
Active. Indicate if this is an active record.

Tax Format. Specify the format for tax identification and tax declaration numbers associated
with this country. This format is used to validate the tax IDs specified in the State Tax ID field
in the Tax Information tab of the business relation, customer, and supplier functions when the
address references an EU member country.
204 User Guide — QAD Financials

European VAT registration numbers follow strict formats dictated by regulatory authorities,
and vary from country to country. You can find lists of valid formats on Web sites such as the
following:
http://www.kd85.com/euvat.html
You can right-click to add multiple rows to this grid; some EU countries such as the Czech
Republic allow multiple formats.
Use the following characters to build the format:
• 9 is 0–9 only.
• ! is any letter.
• A-Z are treated literally.
Example For tax IDs in Italy, the first two characters must be IT followed by exactly 11
numbers (0-9).To specify the format for Italy, enter IT99999999999.
For Austria, the tax format is the letters AT followed by 9 letters or numbers. To validate for
this format you need to create validation rows as follows:
AT999999999
AT!!!!!!!!!

State
Most countries are subdivided in smaller jurisdictional areas. The names of these areas are defined
in the State function and specified when creating business relations.
Note You can also use the State function to define provinces or other types of legal reporting
units.
Use the State activities (36.1.3.2) to create, view, and modify state records. You can also delete a
record that is not referenced in the system.
Fig. 5.3
State Create

Field Descriptions

State. Enter a code (maximum four characters) that identifies a state. This field is mandatory;
the code cannot be blank.
Description. Enter a brief description (maximum 40 characters) of the state. This field is
mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
 Setting Up Business Relations 205

Active. Indicate if this is an active record.

County
Some countries, states, or provinces are subdivided into smaller jurisdictions called counties.
Define official county names and specify them when setting up business relations.
Note You can also use the County function to define any smaller regional unit relevant to your
country’s jurisdictional organization.
Use the County activities (36.1.3.3) to create, modify, and view county codes. You can also delete
a record that is not referred to in the system. You can use the Excel Integration option (36.1.3.3.5)
to export records to or load records from an Excel spreadsheet.
Fig. 5.4
County Create

Field Descriptions

County Code. Enter a code (maximum three characters) that identifies a county. This field is
mandatory; the code cannot be blank.
Description. Enter a brief description (maximum 40 characters) of the county. This field is
mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active record.

Corporate Group
Use the Corporate Group activities (36.1.4.2) to create, view, and modify corporate groups. You
can also delete a record that is not referred to in the system.
A corporate group is a logical grouping of business relations used for reporting.
206 User Guide — QAD Financials

Fig. 5.5
Corporate Group Create

Field Descriptions

Group Name. Specify a code (maximum 20 characters) that identifies a corporate group. This
field is mandatory; the code cannot be blank.
Description. Enter a brief description (maximum 40 characters) of the corporate groups. This
field is mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active record.

Address Type
Each business relation can have multiple associated addresses, identified by an address type. Some
types are predefined and supplied with the system. The predefined types affect business processing
related to addresses.
You can also define your own address types. Any new address types you create can be referenced
only in financial functions for reporting and filtering in browses; they are not used in other
operational areas.
Use the Address Type (36.1.4.1) activities to view all address types, create your own, modify the
ones you have created, or delete user-defined types. System-defined types cannot be deleted.
The following table lists the types included with the system.
Table 5.2
System Address Types
Address Type Description
Ship-To Address for receipt of goods and services. This address type is
automatically associated with addresses created in the Ship-To
Create activity. A business relation can have multiple ship-to
addresses.
Dock Specific location within a ship-to address for receipt of goods.
Docks are associated with customers or customer ship-to
addresses and used in shipping functions. When you create a dock
in Dock Maintenance (7.3.3), you must select a dock address type.
A business relation can have multiple dock addresses.
 Setting Up Business Relations 207

Address Type Description

Enduser Address associated with a customer where service for purchased
items is delivered. This address type is automatically associated
with addresses you create in End User Create. End users are
referenced in the optional Service/Support Management module.
You define additional SSM data in End User Data Maintenance
(11.9.1). A business relation can have multiple enduser addresses.
Headoffice Main address of a business organization, and the only address type
that is required. You select this address type for records related to
your own company, such as your entity address and site, location,
salesperson, and employee addresses, as well as for external
organizations, such as customers, suppliers, banks, and carriers.
Each business relation must have one and only one headoffice
address.
Reminder Address where reminder letters are sent, if this is different than the
headoffice address. Each business relation can have only one
reminder address. This address type is used only in AR financial
functions.
Remittance Address where payments are sent if it differs from the headoffice.
Each business relation can have only one remittance address. This
address type is used only in AP financial functions.
Substitution Address type used to link a company address with the state tax ID
and tax zone.
In QAD EE, a tax zone can only have one state tax ID specified.
However, in countries where substitution tax applies, multiple IDs
may be required in cases where a company is issuing goods or
services to multiple states, and each state has its own tax ID.
To set up substitution tax, define a Substitution address type in the
business relation and link it to the state and the state tax ID.

Fig. 5.6
Address Type Create

Field Descriptions

Address Type. Enter a code (maximum 20 characters) that identifies an address type. This
field is mandatory; the code cannot be blank.
Description. Enter a brief description (maximum 40 characters) of the address type. This field
is mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active record.
208 User Guide — QAD Financials

System Defined. This field indicates if this record is supplied with the system or has been
added after installation. It cannot be modified. You cannot delete system-defined records.

Autonumbering Sequences
You can set up sequence numbers to be used to automatically generate numbers for:
• Business relations
• Customers
• End users
• Suppliers
• Employees

When you leave the code field blank in the activities that create these records, the system supplies
a number based on the defined autonumber sequence.
These sequences are all defined in a similar way. However, the scope of the sequence differs for
the various types of records:
• Business relation autonumbers are database wide.
• Supplier, customer, and end user autonumbers apply at the shared set level.
• Employee autonumbers apply to each domain, and a domain code must be specified.

Fig. 5.7
Autonumber Business Relation Create

Field Descriptions

Type. This field cannot be updated. It automatically displays the type of component that this
autonumbering sequence applies to.
Domain. This field applies to numbering sequences for employees. You can set up a separate
sequence for each domain by specifying a domain code.
Shared Set. This field applies to customers, suppliers, and end users. Specify the shared set
that this numbering sequence applies to.
Next Number. Specify the next number in the sequence. The system assigns this number to the
next record created, and automatically increments the number for each subsequent record.
The number you define must be greater than the number previously defined in the Next
Number field.
 Setting Up Business Relations 209

If you enter a number that has already been assigned to a record, the system displays an error
message.
Length. Specify the maximum allowed length for the generated number. The system uses this
value to determine the number of leading zeros to add, when required, and to validate
automatically generated numbers to ensure they do not become too long.
Suppress Leading Zeros. Select the field to prevent the system from adding leading zeros to
generated numbers that are less than the maximum length.
Active. Select the field to enable autonumbering for the relevant function—business relations,
customers, suppliers, or employees.

Creating Business Relations

Use the Business Relation activities (36.1.4.3) to create, view, modify, and delete business relation
records. You can also use the Excel Integration option to export records to or load records from an
Excel spreadsheet.
Business relations can be saved in draft format when Draft Instances is selected in System/User
Settings, Change System Setting. When you save a record in draft format, none of the system
validations are executed. You can then return later to complete the record by choosing the
Business Relation Browse Drafts activity (36.1.4.3.6) and selecting the record you want to finish
from the list. See User Guide: Introduction to QAD Enterprise Applications for details on drafts.
Fig. 5.8
Business Relation Create

Field Descriptions

Business Relation. Enter a code (maximum 20 characters) to identify the business relation.
You can use numerical or alphanumerical codes. To simplify searches, you should adopt a
convention that is easily understood.
210 User Guide — QAD Financials

If you leave the Business Relation field blank, the system automatically generates a number
for the record based on the sequence defined in Business Relation Autonumber Create. See
“Autonumbering Sequences” on page 208.
Name. Specify the full name (maximum 36 characters) of the business relation. This field sets
the default name for linked addresses such as customers and suppliers. Name defaults from the
Business Relation field.
Search Name. Specify an alternate name (maximum 28 characters) for finding the business
relation. This can be useful for sorting and filtering. Search Name defaults from the Business
Relation field.
Second Name. Optionally, enter an extended name (maximum 36 characters) when the Name
field is not large enough to contain all information.
Third Name. If needed, enter a third name, required for some regional reports.

Group Name. Specify a corporate group to associate with the business relation for reporting.
Click the Go To button to create a corporate group. See “Corporate Group” on page 205.
Active. Indicate if this is an active record.

Address Information Tab

A business relation must have a single address of the headoffice type. To add an address, right-
click in the Address Information tab and choose Insert a New Row. The Business Relation Address
Information screen displays.
Fig. 5.9
Business Relation Address, Address Information
 Setting Up Business Relations 211

Field Descriptions

Name. Specify the full name (maximum 36 characters) of this particular address. Name
defaults from the value specified for the business relation. It cannot be modified for the
headoffice type.
Search Name. Specify an alternate name (maximum 28 characters) for finding this address.
Search Name defaults from the value specified for the business relation. It cannot be modified
for the headoffice type.
The name is useful since some address types in the business relation may operate under their
own name. For example, a ship-to address for this business relation may have a unique name.
Address Type. Choose an address type from the drop-down list. This field is mandatory.
A set of address types is supplied with the system. You can create new address types using
Address Type Create. See Table 5.2 on page 206 for a list of system-supplied address types.
For each business relation, you must create an address with the headoffice address type. Other
types of business relation addresses can be created as needed. However, you cannot create any
other types until you have created the headoffice address.
It is common for affiliated addresses to operate under different names. For example, a
customer ship-to address may have a name that is distinct from the customer address.
The only address types that can be created directly in the business relation are headoffice,
dock, reminder, and remittance; you cannot create or delete ship-to and end-user addresses.
You must use the Customer Ship-To and End User functions. This prevents ship-to and end-
user addresses from being created that are not linked to customer ship-to and end-user records.
Temporary. If the type of this address is ship-to or dock, indicate if the address is temporary.
This field is for reference and can be useful for sorting and filtering records.
Ship-to records created in operational functions such as Sales Order Maintenance (7.1.1) are
automatically marked as temporary. You can change the setting here if necessary.
Address. Enter up to three lines of address details. Each line can be up to 36 characters. You
must enter data in Address Line 1 at a minimum.
Zip. Enter the postal code or US zip code (maximum 10 characters) associated with this
address.
Postal codes print on all address reports and documents, based on the setting in the Format
field. Some reports can be selected for ranges of postal codes, letting you print reports for
specific regions as identified by the postal code. The postal code is also part of the tax zone for
the address.
City. Enter the city (maximum 20 characters) for this address. This field is mandatory. City can
be used to select a tax zone.
State. Select a valid state or province code for this address. Description displays next to the
code. The state is used to select a tax zone.
County Code. Select a valid county code that identifies the county for this address.
Description displays next to the code. The county is used to select a tax zone.
Country Code. Select a valid country code that identifies the country where this address is
located. Description displays next to the code. This field is mandatory and is used to determine
tax defaults.
212 User Guide — QAD Financials

Format. This field determines where postal codes display on printed addresses. It defaults
from the value for the same field defined for the country. Valid values are:
After: Postal code prints after the city and state.
Before: Postal code prints before the city and state.
Language Code. Enter a valid code identifying the language used by this address. The
customer ship-to language defaults to sales documents, such as quotes, sales orders, invoices,
and service return material authorizations.
You can select orders for printing by range of language codes. This lets you use preprinted
forms in different languages. Some financial documents can also be printed in the language of
the customer.
Language defaults from the language specified in the General tab, but each address can have a
different language if necessary.
Telephone. Enter the telephone number (maximum 40 characters) for calling this business
relation address.
Fax. Enter the fax or telex number (maximum 40 characters) to use when sending documents
to this address.
E-Mail. Specify the e-mail address associated with this business relation.

Internet. Specify the Web site of this business relation.

Tax Information Tab

Use the Tax Information tab to enter details that determine how taxes are calculated for this
address. Tax codes must be set up using functions on the Global Tax Management (29) menu
before specifying them here.
You can modify tax data for customers and suppliers. This is important in cases where a customer
and a supplier are both linked to the same business relation, but the tax details of the customer
must be different than those of the supplier.
See User Guide: QAD Global Tax Management for information on tax.
 Setting Up Business Relations 213

Fig. 5.10
Business Relation, Address, Tax Information Tab

Field Descriptions

Taxable Address. Select this field if business activities for this address are normally subject to
tax. The taxable status of the address defaults to transactions where the address is used.
Note A taxable status does not necessarily mean a tax amount is calculated. You can use tax
types and zero-percent tax rates to report tax exemptions.
Tax Is Included. Indicate if line item prices for this address normally include tax. The value of
Tax Is Included defaults to the header of transactions created for this address.
Clear: Tax is calculated and added to line item prices.
Select: The prices include tax. During line item entry, the system retrieves the item price,
reverse-calculates the tax amount, and displays the item price exclusive of tax.
Federal Tax. Enter the tax ID assigned to this address by the federal or national government.
Tax ID prints on tax reports and other selected documents, such as orders and invoices, where
it is legally required.
If Tax Report is selected on the General tab, the Federal tax ID must be unique; otherwise,
related business relations can share an ID.
Note You can use non-intrusive customization to implement validation for the federal tax ID
to ensure it meets the requirements of your local tax authority. This validation is then applied
when you enter federal tax IDs in this field, or in the Federal Tax fields in the Customer and
Supplier records. See User Guide: QAD System Administration for more information.
State Tax. For reference and documentation purposes, enter either a state or provincial tax
identification number or a VAT registration number. If the country specified for the address is
an EU member, the ID is validated based on the tax format associated with the country. See
“Tax Format” on page 203.
214 User Guide — QAD Financials

Note You can use non-intrusive customization to implement validation for the state tax ID to
ensure it meets the requirements of your local tax authority. This validation is then applied
when you enter state tax IDs in this field, or in the State Tax fields on the Customer and
Supplier records. See User Guide: QAD System Administration for more information.
Miscellaneous Tax 1, 2, 3. For reference and documentation purposes, enter any other tax
identification numbers that are useful.
Tax in City. This setting determines whether the address is in the city limits for taxation
purposes. It is used only with the Sales and Use Tax Interface for US and Canadian tax
processing. See Technical Reference: QAD Sales and Use Tax Interface.
Tax Zone. Enter the tax zone for this address, defined in Tax Zone Maintenance (29.2.1). A
value is required. The system searches for a default based on the country, state or province,
county, city, and postal code of the current address.
If a default is not found, the tax zone specified in Global Tax Management Control (29.24)
displays. This normally indicates an error condition and a warning displays when this zone
defaults.
The system uses tax zones to help identify the tax environment for transactions involving this
address.
Tax Class. Enter a tax class previously defined in Tax Class Maintenance (29.1.5). Tax classes
group addresses taxed at specific rates or that are tax-exempt and help determine the default
tax environment (set of tax types) for related transactions.
The value of Tax Class defaults to the header of transactions created for this address.
Tax Usage. Enter a tax usage code previously defined in Tax Usage Maintenance (29.1.9).
Tax usage codes identify the normal use of items sold to this address.
Tax usage codes, along with tax class and tax date, determine which tax rates apply. Tax rates
vary, depending on the nature of operation of the buyer or seller or on the intended usage of the
item. Common tax usages are retail, manufacturing, and industrialization.
The value of Tax Usage defaults to the header of transactions created for this address.

Contact Persons Tab

The Contact Persons tab lets you define detailed information for specific people associated with an
address. All fields are optional, except for Name and Language.
You can create as many contacts as you need, and associate them with specific address types for
the business relation. You can designate one primary and one secondary contact.
Errors display if you try to designate more than one primary or secondary contact. You must clear
the field from the current primary or secondary contact before you can select the field on a
different record.
To add a contact, right-click in the Contact Persons grid and choose Insert a New Row. The
Contact screen displays.
 Setting Up Business Relations 215

Fig. 5.11
Business Relation, Address Contacts

Most fields you associate with a contact are the same as the fields specified in the Address tab for
the business relation, with the following exceptions:
• Telephone and Fax fields are a maximum of 20 characters.
• You can specify additional information related to title, gender, and function.

Only one primary contact per address type is allowed. The primary contact corresponds to the
Attention 1 field and the secondary contact corresponds to the Attention 2 field in operational
addresses.
Primary and secondary contacts are used in call processing in the optional Service/Support
Management module. The primary contact displays by default in the Caller field of Call
Maintenance when you create new calls for an end user.
When a business relation is associated with an entity, the primary contact is also used in several
customer-facing reports. The primary contact name, function, and telephone are used as part of the
signature section of reminder letters.

General Tab
Use the General tab to define general information about this business relation.
Fig. 5.12
Business Relation, General Tab
216 User Guide — QAD Financials

Field Descriptions

Intercompany. Indicate if the business relation identifies an entity that is a member of a group
of entities that trade with each other. When selected, you can enter an intercompany code in
the Intercompany Code field.
Note Intercompany transactions are not the same as cross-company transactions, which are
always posted to the cross-company accounts associated with the domain. Intercompany
transactions are typically recorded for entities that are not defined in your current database.
If the business relation is identified as an internal entity, the Intercompany field is
automatically selected and you cannot change it.
Internal Entity. Indicate if the business relation identifies one of your entities within this
database. Only records marked as internal display for selection as the address for a new entity.
If this is an internal entity, you can also update the Tax Report, Name Control, and Last Filing
fields, which are used for filing 1099-MISC reports in the US.
For internal entities, the Intercompany field defaults to selected, and cannot be changed. You
must specify an intercompany code to be referenced in intercompany and cross-company
transactions.
You should ensure that you specify a correct primary contact for the headoffice address of an
internal entity since it is printed in some AR functions such as Reminder Letters and Customer
Statements.
Customer/Supplier Compensation Allowed. Select the field to allow open items for customers
and suppliers that belong to that business relation to be netted against each other.
When customer and supplier compensation is enabled at entity level, the Customer/Supplier
Compensation Allowed field must be enabled for the business relations involved for an
adjustment to be saved. See “Setting Up Entities” on page 42.
When customer and supplier compensation is disabled for the entity, this overrides the
customer and supplier compensation setting for the business relation if compensation is
enabled here. See “Open Item Adjustment” on page 351.
Intercompany Code. When Intercompany is selected, you must enter an intercompany code.
This code is linked to GL accounts and GL transactions for this business relation when an
intercompany transaction is created. This in turn lets you identify transactions that can be
eliminated during consolidation.
Typically you should enter an intercompany code that is the same as the entity code. This field
is not validated, so you must plan your intercompany codes carefully.
The code entered here must match the intercompany code entered for GL accounts in order to
generate intercompany reports.
The intercompany code must be unique for this business relation.
Tax Report. For an internal company, indicate whether to use this address for 1099 tax
reporting. In the United States, the Internal Revenue Service requires companies to submit an
annual 1099 form on payments to certain suppliers. Only company addresses are used for 1099
tax reporting.
Clear: This address is not used for 1099-MISC reports.
Select: This is the payer address to appear on 1099-MISC reports.
 Setting Up Business Relations 217

When this field is selected, you must supply values for name, first line of the street address,
city, state, zip code, telephone number, and federal tax ID for the headoffice address. A
warning displays when Name Control is blank.
More than one company address record can use the same federal tax ID, but only one of those
records can have Tax Report selected. More than one company address record can have Tax
Report selected, but only when the federal tax ID is different for each record.
Name Control. For an internal company, enter the IRS magnetic media control code assigned
to this company.
In the United States, this code is assigned by the IRS and must be included on all 1099
magnetic media. This code is generally listed on your IRS mailing label and contains some
combination of the first few letters of your company name.
When Tax Report is selected, a warning displays when this field is blank.
Last Filing. For an internal company, indicate whether this is the last time your company is
filing a 1099-MISC under its current taxpayer ID number.
Select only if your company is going out of business or merging with another company.
Language Code. Enter the code identifying the language used by this business relation.
Language defaults from the database language defined in System Maintain (36.24.3.1).
The code specified here sets the default for each address created for the business relation, but
can be changed as needed.
The customer ship-to language defaults to sales documents, such as quotes, sales orders,
invoices, and service return material authorizations.
You can select orders for printing by range of language codes. This lets you use preprinted
forms in different languages.
Master comments are also stored by language. When you update comments during order entry,
the system searches for comments stored in the document’s language. This lets you quickly
access text, such as customs documentation or item descriptions, in the correct language.
Domain Restricted. Indicate if access to this business relation is restricted by domain. A
restricted business relation can only be viewed, modified, and reported on in the domain in
which it was created. If, for example, the database is organized by domain per country, you can
use this restriction to ensure that users cannot accidentally or deliberately use a business
relation that belongs to another domain and country.
The value for this field defaults from the Business Relations by Domain field in System
Maintain (36.24.3.1). See User Guide: QAD System Administration.

Defaults Tab
Use the Defaults tab to specify default values for concepts within an SAF structure. Only one
default can be specified for each concept. The defaults are used when a code value is not supplied
in a transaction. These fields are not required. See “SAF Defaulting” on page 138.
218 User Guide — QAD Financials

Fig. 5.13
Business Relation, Defaults Tab

Field Descriptions

SAF Concept Code. Specify an SAF concept code.

SAF Code. Specify an SAF code.

General Data for Customers and Suppliers

You define three types of codes used within the system to manage the invoice process, format
payment files, and calculate credit and due dates for both customers and suppliers. Define these
codes before you begin setting up either customers or suppliers:
• Invoice status codes manage the stages of invoice processing.
• Credit terms manage the calculation of due dates.
• Payment formats create files for electronic delivery to customer and supplier banks.
• Define groups for use in reporting to the Belgisch Luxemburgs Wissel Instituut (BLWI).

Invoice Status Codes

Use the Invoice Status Code activities (36.1.11) to create, modify, view, and delete codes used to:
• Manage the approval, allocation status, and payment of invoices for suppliers.
• Identify contested invoices for filtering reports and managing finance charge calculation for
customers.
• Associate a default invoice status with each customer and supplier record.

Invoice status codes are primarily used with suppliers. You approve supplier invoices and release
them for payment by modifying the invoice status code applied to the invoice. You also control
when and how postings occur by specifying an invoice status code with a different allocation
status.
See “Allocating, Approving, and Releasing for Payment” on page 550.
The allocation status is typically changed after receiver matching, and you can specify the status
the system should use after matching by linking two codes together. This linking is used to provide
defaults during the processing of supplier invoices when receiver matching is done as a separate
step. The defaults can be changed as needed.
 Setting Up Business Relations 219

The following figure shows two status codes: one before matching, and one after. The first code
references the second.
Fig. 5.14
Linked Status Codes

Note When you define linked status codes; you should work backwards. Define the after
matching codes first so they are available when you create the before matching codes.
Alternatively, you can use the Go To function to create a second code while you are creating the
first.

Sample Invoice Status Codes

Typically, you define a set of status codes that reflect all the activities associated with a supplier
invoice. The following table illustrates one possible set.
Table 5.3
Sample Invoice Status Codes
Status Invoice Allocation Status
Code Description Lock Approved Status Match After
Registered New Invoice Yes No No Allocation No N/A
Registered New Invoice Yes No No Allocation Yes Complete
(PO) (PO)
Approved Approved: Yes Yes No Allocation No N/A
Invoice is Valid
Approved Approved: Yes Yes No Allocation Yes Complete
(PO) Invoice is Valid (PO)
Released Released for No Yes No Allocation No N/A
Payment
Released Released for No Yes No Allocation Yes Complete
(PO) Payment (PO)
Posting Detailed No Yes Transient No N/A
Prepared Posting Allocation
Prepared
Complete Posting No Yes Allocation No N/A
Complete
Complete Posting No Yes Allocation Yes N/A
(PO) Complete
220 User Guide — QAD Financials

Status Invoice Allocation Status

Code Description Lock Approved Status Match After
Hold On Payment Yes Yes Allocation No N/A
Hold
Initial Initiate receiver Yes N/A No Allocation Yes Complete
matching from (P/0)
Initial Invoice

These sample codes define several potential steps for processing supplier invoices when different
roles in the organization are responsible for each step. In some organizations, a simpler approach
may be adopted using fewer steps. For example, if invoices are first registered and then approved,
released for payment, and posted all as one operation, only the Registered and Complete status are
needed.
Different sets of codes may be needed depending on whether you are creating a financial invoice
or an invoice for matching with a purchase order (PO). In the sample set up, the codes for POs
have Receiver Matching selected, and specify a code to be assigned—Complete (PO)—when the
matching is done. Since you need to define the Complete (PO) code before the others, this type of
table is helpful in designing the codes you want to use.
The Hold status code can be used when a problem arises with a supplier after invoices have been
completed and released for payment. In this case, it may be necessary to put one or many invoices
for a supplier on payment hold until the problem is resolved.
Note None of the invoice status settings has any effect on customer invoices; the status code is
used for filtering in reports and determining how invoices are included in finance charge
calculations. Invoice status codes do not have a blocking effect on customer invoices and do not
form part of the credit checking process.

Creating Invoice Status Codes

Fig. 5.15
Invoice Status Code Create
 Setting Up Business Relations 221

Field Descriptions

Invoice Status Code. Enter a code (maximum 20 characters) that identifies a combination of
values for managing supplier invoices or a filter criteria for customer invoices. This field is
mandatory; the code cannot be blank.
Description. Enter a brief description (maximum 40 characters) of the invoice status. This field
is mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Lock Payment. Select this field to prevent supplier invoices with this invoice status from being
included in payment selections.
Invoice Approved. Select this field if supplier invoices with this status can be approved for
payment. This field must be selected in order to complete the Supplier Invoice Approve
activity.
Allocation Status. Choose the allocation status for supplier invoices with this invoice status.
This status controls how the system manages posting of GL transactions related to the invoice.
Posting of a supplier invoice always has two steps:
• Posting to the temporary Unmatched Supplier Invoices account
• Posting from the Unmatched Supplier Invoices account to the correct cost account
How these steps occur is determined by the status code. Possible status values are:
No Allocation: The invoice is posted to the Unmatched Supplier Invoices account; posting to
the cost account must occur later as a separate step.
Allocation: Two postings are created, the first to the Unmatched Supplier Invoices account
and then immediately to the cost account in the official layer.
Transient Allocation: Two postings are created, the first to the Unmatched Supplier Invoices
account and then immediately to the cost account in the transient layer.
Any: This option lets you choose either Allocation or Transient Allocation, as long as you
have the appropriate daybook specified. A status code with this value would be used only for
financial invoices; not receiver matching. In the Matching Posting tab of the supplier invoice,
the official daybook defaults, but you can select a transient one if you want. This setting can
simplify setup in some situations by avoiding having to have two different codes.
Initial Status. Select this field when you are creating an invoice status code to be used for
initial invoices. Invoice status codes for initial invoices must be locked for payment, not
approved and have a status of No Allocation. You can optionally select Receiver Matching as
another attribute for initial invoices that are to be used in a matching process. This field is only
available when you have selected No Allocation as the previous attribute.
Receiver Matching. Select this field when you are creating an invoice status code to be used
for receiver matching. Selecting this field and No Allocation also makes the Status after Match
field available. The status before match must have No Allocation and Receiver Matching set to
Yes; the status used in the Status after Match field has Allocation selected and Receiver
Matching also set to Yes. See “Using Invoice Status Codes” on page 572.
Note You cannot modify this field if the status code has been referenced in the Status after
Match field of another code. You also cannot delete a status code that is referenced by another
status code.
222 User Guide — QAD Financials

Status after Match. When No Allocation and Receiver Matching are selected, specify the
invoice status code to be applied to the invoice after it has been matched.
The Status after Match field links a status code that is applied to the invoice before
matching—with no allocation—and after matching—with allocation, so that the one is
automatically replaced by the other, reducing errors and streamlining the process.
The code you specify in this field must have Allocation selected and Receiver Matching set to
Yes.
Do not Increment Reminder Count. Select this field to create an invoice status code that
prevents reminder levels on customer reminder letters from incrementing. You can use these
status codes to create invoices that remain at the same reminder level for each print run.
Active. Indicate if this is an active record.

Credit Terms
Credit terms are used to calculate invoice due dates and to apply settlement discounts on early
payments. Use credit terms also to define staged payments, which allow multiple payments to be
made in stages based on invoice percentages. Credit terms are linked to customers and suppliers,
and default when an invoice is created. You can modify these defaults on the invoice.

Types of Credit Terms

Two types of credit terms can be defined:
• Normal, for specifying the due date and any settlement discount that may be given for early
payment
• Staged, indicating that multiple payments are made in stages based on invoice percentages:
• A first amount (x percent) will be paid on due date MMDDYYYY.
• A second amount (y percent) will be paid on due date MMDDYYYY.
• A third amount (z percent) will be paid on due date MMDDYYYY.

One credit terms code can contain a combination of types. For example, a long-term construction
contract may specify a series of staged payments, with discounts for early payment to be applied to
each stage. You can create a credit terms code that defines the stages and the discounts within one
structure.
Note When you create a staged credit terms code, the codes that apply to each stage must be of
type Normal.
Aging analysis functions take into account the individual amounts and due dates, and show each
amount in a separate due column. Payment selection functions also account for the individual
amounts and due dates, and select for payment only the part that is actually due.
When staged terms apply to the invoice, the Staged button is enabled in the Supplier Invoice
activity.
 Setting Up Business Relations 223

Fig. 5.16
Supplier Invoice

Clicking the Staged button displays the various components of the staged credit terms and lets you
modify the percentage applied to each.
Fig. 5.17
Staged Credit Terms in Invoice

When a staged credit terms code applies, the system calculates and displays default values, which
you can modify as needed.
Each line contains a due date, a percentage, and an amount. When the percentage is entered, the
amount is calculated as the percentage of the invoice total. If you modify the amounts, the system
verifies that the sum of all amounts entered equals the invoice total or an error displays.
Each due date on the grid must be unique.
When a payment selection is created, you can select invoices based on due date. For invoices with
a multi-stage credit terms code, only the due part of the invoice is selected in the payment
selection.

Creating Credit Terms

Use the Credit Terms activities (36.1.10) to create, view, modify, or delete a credit terms code.
Only credit terms that are not referred to elsewhere in the system can be deleted.
224 User Guide — QAD Financials

Fig. 5.18
Credit Terms Create

Field Descriptions

Credit Terms Code. Specify a code (maximum of eight characters) that identifies this credit
term. You cannot modify existing credit term codes. This field is mandatory; the code cannot
be blank.
Description. Enter a brief description (maximum 40 characters) of the credit term. This field is
mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Payment Type. Select the type of payment: Normal or Staged.
The payment type determines which tabs can be used to configure the credit terms code.
Normal and Discount are used with normal payment type; Staged is used with the Staged
payment type.
Active. Indicate if this is an active record.

Normal Tab
Use the Normal tab to define settings that determine invoice due dates for Normal credit terms.

Field Descriptions

Period Type. Choose the period type from the drop-down list that is used as the base for due
date calculation. Calculations can be based on days, weeks, fortnights, months.
In each case, the system calculates the due date starting from the invoice date, and adds the
number of periods (for example, weeks or months) indicated in the next field.
 Setting Up Business Relations 225

Days: The system calculates the due/discount date by starting from the invoice date and
adding the number of days indicated in the No of Periods field.
Months: The system calculates the due/discount date by starting from the invoice date, going
to the end of the invoice month, adding the number of calendar months indicated in the No of
Periods field, then adding the number of days specified in the Supplementary Days field.
Fortnight: If the invoice date is prior to 15th of the month, the system uses 15th of the month
as the starting point for discount/due date calculations. If the invoice date is after 15th, the
system uses the end of the invoice month as the starting point in its calculations. Finally, if the
invoice date falls on 15th or last day of month, the invoice date is used as the starting point.
Week: The system uses the date of the Saturday after the invoice date as the starting point for
discount/due date calculations or the invoice date if it is Saturday. You can use this calculation
so that the payment due date always falls on a Saturday of the following month, depending on
the invoice date.
No of Periods. Indicate the number of periods to take into account when calculating the due
date.
Supplementary Days. Specify the number of days that should be added to the normal
calculation date. This value applies only when you select the period type Month.
Min Due Days. Specify the minimum number of days in which the payment must be made.
This prevents creating invoices with unreasonable due dates. If an invoice is created near the
end of the month and a due date is set for the end of the month, it is not reasonable to expect it
to be paid. If the number of days between the invoice creation date and the end of month is less
than the minimum number of due days, the payment due date is moved to the next period.
Example An invoice is created on October 31 with credit terms specifying payment at the
end of the month, with due days of 10, and minimum due days of 15. Using these terms, the
due date is calculated as November 10 (October 31 + 10). Next, the system compares the
minimum due days (15) to the difference between the due date and the invoice date
(November 11 – October 31). The difference is less than the minimum due days, so the due
date is moved to the next period. In this case, the original due date of November 10 is changed
to December 10.
Base Date/Fixed Due Date. Specify a base date to be used as the start date for the due date
calculation, instead of the invoice creation date. Do this in situations where goods are shipped
in advance of a negotiated invoice date but payment is made relative to the invoice date.
The system uses the later of the invoice date and base date as the starting point for the due date
calculation and the earlier of the base date and invoice date as the starting point for the early
payment discount date calculation.
When creating credit terms with a fixed due date, specify the due date. See “Creating Credit
Terms with Fixed Due Dates” on page 227.
Base Days. Specify the number of calendar days by which the due date and early payment
discount date are extended. When the system calculates due or discount dates, it appends Base
Days to the calculated date.
Grace Days. Specify the number of days to be added to the financial due date of an invoice,
after which interest charges are calculated.
226 User Guide — QAD Financials

Terms Interest Percentage. Specify a percentage to be used to calculate an amount to be

added to the item list price. This percentage is based on the number of days to pay that are
defined in the credit terms. When terms interest is used, it accrues the estimated inflation
increase in sales and purchases.
Terms interest is typically used in hyperinflation environments to calculate an advance
estimate of the currency gain/loss in the hyperinflationary currency.
• For purchasing, GL terms interest entries are created at PO receipt and update interest
accrued and applied accounts specified in Purchasing Accounting Control (36.9.5).
• For sales, GL terms interest entries are created at invoice post, and update accrued and
applied interest accounts set in Sales Order Accounting Control (36.9.6).
Daily Overdue Int Percentage. Specify an interest percentage to be charged per day for
overdue payments. This option is used in specific accounting environments only, and is used
in EDI Advanced Banking.
See “EDI Advanced Banking for Accounts Receivable” on page 707.

Discount Tab
Use the Discount tab to define the data that determines settlement discounts on early payments for
Normal credit terms.
Fig. 5.19
Credit Terms, Discount Tab

Field Descriptions

Discount Percentage. Specify a discount percentage to be applied for prompt payments with
this credit terms code. The default percentage is zero, and you must specify the actual discount
percentage in this field, and not the payment percentage. For example, to apply a discount of
2% on settlement of the payment, you enter 2 as the value, and not 98.
Period Type. Choose the period type from the drop-down list: days, weeks, fortnights, months.

No of Periods. Enter the number of periods to take into account when calculating the due date.

Supplementary Days. Specify the number of days that should be added to the normal
calculation date. This value applies only when you select the period type Month.
 Setting Up Business Relations 227

Staged Payments Tab

Staged payments consist of a series of normal credit terms, staggered over time periods. Enter a
credit term code and percentage of payment for each stage of the payment. The description of the
credit terms code is displayed for reference. The payment percentages must total 100%.
Each credit term code that you enter for a stage must be unique and of type Normal.
Example For a staged credit term code consisting of three stages, create the following codes for
each of the stages: PC001, PC002, and PC003. Create a separate code for the staged payment: SP1.
Fig. 5.20
Credit Terms, Staged Tab

Creating Credit Terms with Fixed Due Dates

You can use Credit Terms Create to create credit terms with fixed due dates.
Fixed due dates are not calculated based on the invoice date. For example, if a credit term has a
fixed due date of February 1, and an invoice for which that due date applies is created on February
15, the invoice due date is still fixed as February 1. You can also create staged credit terms with
fixed due dates.
Complete the following steps to create credit terms with fixed due dates:
1 Specify the due date in the Base Date/Fixed Due Date field.
2 Set the No of Periods, Supplementary Days, Minimum Due Days, and Base Days fields to 0
(zero).
Fig. 5.21
Credit Terms Create, Fixed Due Date
228 User Guide — QAD Financials

Payment Formats
Payment formats are used in customer and supplier payments to define the layout of the payment
output. These codes ensure that each payment from your account is formatted according to the
requirements of the receiving customer or supplier bank. Each individual payment contains your
own bank account details, the required format, and the correct customer and supplier account
information.
Payment formats determine aspects of the payment such as:
• Whether the payment is for AR or AP
• Whether it is domestic, foreign, or both
• Which payment instrument to use, such as check, draft, or electronic transfer

Payment electronic formats are used with paper-based payments such as checks or drafts and with
electronic payments such as direct debit or electronic transfer. Formats tend to be common to
certain regions. For example, US banks tend to deal with AP and AR checks, while AP electronic
transfers and AR direct debits are more commonly used by Northern European banks, and checks,
drafts, and transfers by Southern European banks.
Note Payment formats are not required for cash transactions, which are processed using Petty
Cash Maintenance.
Preconfigured formats are available on the QAD Support Web site for download and can be loaded
in the system using an import function. These formats are designed for specific banking systems,
and are used to create electronic payment files to be transferred to these banks. See “Bank File
Format Import” on page 234.
You ensure that supplier and customer payments automatically use the correct format by linking
the format to your bank account and then associating the linked account number to the supplier or
customer bank account number. Once the account numbers are linked, the system selects the
correct format.
When you create a customer or supplier payment, the customer or supplier default bank is
automatically displayed in the payment screen. If you have defined multiple account numbers for a
supplier or customer, you can select another account number for the payment but only if it has
been linked to a format. See “Linking Payment Formats to Bank Accounts” on page 235.
Manual or paper payments and electronic payments are treated differently in the system, and
require different formats.
The system lets you change the default bank account and payment format within a supplier
payment selection, provided the status of the selection is initial, and the bank account and linked
format have already been configured. See “Changing Bank Accounts on a Payment Selection” on
page 619.

Payment Format Setup Workflow

A number of different types of data must be set up before you can generate customer and supplier
payments.
 Setting Up Business Relations 229

The following figure illustrates the general flow. This figure assumes that you have already created
bank account validations and defined your entity banks. See “Define Bank Account Formats” on
page 665 and “Define Own Bank Number” on page 668.
Fig. 5.22
Setting Up Payment Data

Payment Setup Payment Execution

Load Payment Formats using Bank

Load Payment Formats using Bank
File Format Import.
File Format Import.

Create invoices using customer or

Create invoices using customer or
supplier default bank.
supplier default bank.
Modify payment format attributes
Modify payment format attributes
and values if needed.
and values if needed.

Combine invoices that use the

Combine invoices that use the
same payment format in payment
same payment format in payment
selections.
Link payment formats to your bank selections.
Link payment formats to your bank
accounts.
accounts.

Execute payment selections to

Execute payment selections to
generate payment files in directory
generate payment files in directory
Assign your bank account and set during EDI load.
Assign your bank account and set during EDI load.
linked format to customers and
linked format to customers and
suppliers.
suppliers.

1 Load the payment formats you need using Bank File Format Import. This function imports
predefined file formats for electronic bank files.
Note You can also use Payment Format Excel Integration to create a template and load data.
See User Guide: Introduction to QAD Enterprise Applications for more information on Excel
integration. However, this is typically not required, since Bank File Format Import provides
this data for you.
2 Typically, no changes are needed to these formats, but if necessary attributes and values can be
changed. See “Payment Format Maintenance” on page 229.
3 Link the payment formats to your entity bank account using Bank Payment Format Link
(25.11.2). See “Linking Payment Formats to Bank Accounts” on page 235.
4 Associate your bank account and the correct linked format with the customer and supplier
bank account numbers specified on the Banking tab of the Customer or Supplier function. See
“Associating Your Bank with Customers or Suppliers” on page 237.
5 When this setup is complete, you can create invoices using this payment information, combine
them in payment selections, and execute the selections to generate payment files. These
activities are described in “Customer Payments” on page 448.

Payment Format Maintenance

Use Payment Format Maintenance (25.11.1) to view and modify payment formats, their attributes,
and attribute values. You can also create a new format by adding a new row in the grid and
specifying its attributes. You must ensure that these attributes match the requirements of the
banking system to which you send the payment.
230 User Guide — QAD Financials

For electronic payment formats, most users use Bank File Format Import to import predefined
formats so that manually creating payment formats is not needed. This function imports formats as
bank-specific XML files, and automatically creates payment formats that are customized for the
bank’s individual requirements. The imported formats are displayed in the list of available
payment formats and can then be linked to the bank accounts used for the payments. See “Bank
File Format Import” on page 234.
Once you have used a payment format in a payment, you cannot subsequently modify the format
code, but can modify the description and currency. The exception to this rule is the use of bank
accounts and formats within a supplier payment selection, which you can change when the status
of the selection is initial. See “Changing Bank Accounts on a Payment Selection” on page 619.
Fig. 5.23
Payment Format Maintenance

Field Descriptions

Format Name. Enter a name for the payment format.

Module. Specify Accounts Payable or Accounts Receivable depending on whether the format
is used for supplier payments or customer payments.
Payment Type. Specify Domestic, Foreign, or Both as the payment type. A payment is defined
as foreign if the country code of the supplier is different than that of your own entity.
The system verifies that the payment type of the format is correct based on the bank
validations:
• If the validation format associated with your GL bank account (in the Banking tab of
Account Create) is the same as the validation specified for the customer or supplier bank
(in the Banking tab of Customer Create or Supplier Create), only formats marked as
domestic or both can be used.
• If the validation format associated with your GL bank account is different than the one
specified for the customer or supplier bank, only formats marked as foreign or both can be
used.
See “Define Bank Account Formats” on page 665.
Active. Indicate if this is an active record.
 Setting Up Business Relations 231

Currency. Specify a currency for the payment format.

Payment Instrument. Select Check, Draft, Direct Debit, Electronic Transfer, Promissory Note,
Summary Statement, Transfer, or Credit Card as the payment instrument for this format.
You use checks, drafts, direct debits, promissory notes, summary statements, and credit cards
in AR payments. Transfers and electronic transfers are used in AP payments only. See
“Customer Payments” on page 448 and “Supplier Payment Instruments” on page 600 for
descriptions of these instruments.
Invoices per Check. If you are creating a check format, enter the number of invoice lines that
can be printed on the check. This limit ensures that you do not have more invoice lines on a
single check than can be printed on a single page, and prevents an error in the numbering
sequence of a check print run.
Type Description. Enter a brief description (maximum 40 characters) of the payment format.

TP Site, TP Address, Subsystem. These fields display information used in the EDI
eCommerce load program.

Payment Attributes

Payment attributes provide additional information about the payment, and can be mandatory or
optional depending on the requirements of the banking system that is to receive the payment.
Attributes are typically used for electronic payments, since you are unlikely to need attributes and
values for a paper payment format.
You create a new attribute by selecting the format row in the grid and adding a child row to the
format. You can add values to attributes, in cases where you want to apply an attribute to a number
of different payments and identify each payment by a different value.
When you change the bank account and payment format on a supplier payment selection, you must
ensure that attributes linked to the new format are consistent with the original attributes you
defined for the invoices and supplier referred to in the selection. This is described in “Changing
Payment Attributes on a Selection” on page 619.
Example The sales commission codes for payments to a particular customer are 400, 500, and
600. You create an AR payment attribute called Commission Code which has the values 400, 500,
and 600. When creating customer payments, you can select the correct commission code for each
payment.
When you load predefined payment formats, all required attributes are already defined and loaded.
Three types of payment attributes correspond to three sections of an electronic payment file:
Header-level attributes. These attributes can be used for addressing details in the payment
header of the file. When a format containing header attributes is used in a customer or supplier
payment selection, you can modify the header-level attributes of the format in the Payment
Selection Create screen. See “Supplier Payment Selections” on page 610 and “Creating
Customer Payment Selections” on page 471.
Payment-level attributes. These attributes are used to provide payment information for
customer or supplier orders. These attributes can be modified during the creation of the
invoice.
232 User Guide — QAD Financials

Invoice-level attributes. These attributes are used to provide invoice information in the
payment file. These attributes can be modified during the creation of the invoice.
Fig. 5.24
Payment Attributes

Field Descriptions

Attribute Name. Enter an appropriate attribute name.

Description. Enter a brief description (maximum 40 characters) of the attribute.

Data Type. Select the payment format data type:

Date. When you select a date type, you must enter a valid date as the attribute value. For
example, enter the expiration date for the payment as a date attribute.
Text: When you select a text type, enter an attribute name as a generic description of the
attribute values. For example, use a text type to record the Cost Commission code for the
payment.
Amount: An amount attribute must be a positive or negative decimal number. Use the amount
attribute to indicate a set quantity; for example, the quantity of goods sold for which this
payment is being made.
Logical: A logical attribute is either true or false and must have the values Yes or No. You
must select one of these attribute values as a default value.
Example Define an attribute for domestic sales and assign the values Yes or No. For
payments for domestic sales, you select the Yes value when creating the payment. For non-
domestic sales, you select the No value.
Integer. This type must consist of a negative or positive whole number. For example, you can
create an attribute to indicate the central bank reporting ID of your bank.
Input Option. Select an input option for the attribute:
Selectable: Users must select one of the attribute values when creating the payment.
Editable: Users can edit the value on the payment screen.
Both: Users can select from the values defined, or edit the value on screen.
Level. This field indicates the level of the payment file to which the attribute applies: Header,
Invoice, or Payment.
Mandatory. This field indicates if the attribute is mandatory in a payment using this format.
When an attribute is mandatory, you must supply a value for the attribute in order to complete
the payment.
 Setting Up Business Relations 233

Active. This field indicates that the attribute is active.

Group Code. This field is an internal reference ID for a set of attributes.

Last Modified User/Date/Time. These read-only fields are maintained by the system and
display the ID of the user who last updated this record and the date and time of update.

Payment Attribute Values

Assign values to an attribute by selecting the attribute row in the grid and adding a child row to the
attribute.

Field Descriptions

Attribute Value. Enter a text or numerical value for the attribute, depending on the attribute
data type. When you enter multiple values, you must select one when creating the payment.
Description. Enter a brief description (maximum 40 characters).

Active. Indicate if this is an active record.

Default. Select this value as the default value to be displayed in the payment create screen.

Last Modified User/Date/Time. These read-only fields display the ID of the user who last
updated this record and the date and time of update.

Grouping Payment Attribute

You can use the Grouping attribute to group payments.

If your bank charges a fee for each payment transaction, you can use the Grouping attribute to
group multiple invoice payments for the same supplier in order to reduce bank charges. In this
case, Grouping is set to True.
If your bank does not charge a fee for each transaction line, it is better to have a single payment for
each invoice because this helps the supplier to match the payments to open invoices. In this case,
Grouping is set to False.
Set the default Grouping value to False in the Banking tab of any suppliers where you want to use
a single payment for each invoice. If you do not specify this attribute, the default behavior is that
Grouping is set to True.
When the attribute is set for a supplier, all newly created invoices for that supplier inherit the
setting. However, you can modify the attribute on a case by case basis using Supplier Invoice
Create or Supplier Invoice Modify. In Payment Selection Confirm, if all the selected invoices for a
supplier have Grouping set to False, the system separates the payment selection into single
payments for each invoice.
The Grouping attribute is pre-added for some payment formats. However, you can add the
attribute for any payment formats using Payment Format Maintenance.
234 User Guide — QAD Financials

The Grouping attribute must have a type of Logical. If you specify Selectable as the Input Type,
you can create two possible values for the Grouping attribute: True and False. To create the two
values, insert two child rows and select the Value field for one of the rows. The selected row
indicates the True value.
Fig. 5.25
Grouping Attribute

Bank File Format Import

To configure and install pre-defined bank formats, you use a number of EDI eCommerce functions
to create a definition for the specific bank file format. See User Guide: QAD System
Administration for the EDI eCommerce steps required.
You then use Bank File Format Import (31.23) to import predefined bank format XML files for
use with electronic bank payments. Each imported format file is specific to an individual bank and
contains the payment information and attributes required for that bank. Once the file is imported, a
payment format with the same name is displayed in Payment Format Maintenance. You can then
link this format to the bank account you intend to use for electronic payments.
The format definition files are usually delivered by the bank in zipped XML format. You unzip the
files to a server directory and then load the files into the system using the Import function.
Fig. 5.26
Bank File Format Import
 Setting Up Business Relations 235

Field Descriptions

Input Directory. Specify the input directory from which to load the XML definition files. This
is the same server directory in which the original bank files were stored.
Import. Choose from the following selection options:
Select All. All the format files in the directory are imported, and a payment format is created
for each one.
Select Some. Select one or multiple files to import. The system displays the Select Documents
frame, which is a list of the format files available in the input directory.
You can use the keyboard arrow keys to scroll through the list of available import files before
selecting. Press the space bar or use the Enter key to select a file. Press F1 or F4 to exit this
selection screen.
eCommerce Target Domain. This read-only field indicates the eCommerce domain into which
the trading partner information is loaded. eCommerce domains are associated with one or
many QAD domains and are described in User Guide: QAD EDI eCommerce.
The system prompts you to confirm that all information is correct. Choose No to cancel the
import.
Note You cannot overwrite existing format files of the same name.

When the import is completed, review the log file in the import directory for errors or warnings.
For example, the function directory may not exist, or a user-defined function may not compile
correctly. This log file is named:
library-import-<today’s date>-(nn).log

and is stored in the input directory.

Optionally, for outbound definitions, verify the destination directory and file name counter in
Transmission Group Maintenance (35.13.13). These fields define where exported files are written
and which eCommerce NRM sequence is used to generate file names.
Note The Transmission Group name matches the Trading Partner ID and also maps to the bank
format name.

Linking Payment Formats to Bank Accounts

Use Bank Payment Format Link (25.11.2) to link payment formats to bank accounts. You select
the bank account by its number, and only GL accounts for which you have defined the account
number can be linked to a format.
You can link as many formats as required to the account, although you normally require only one
format (for example, check, draft, or electronic transfer) for each customer or supplier. When you
select multiple formats for the account, all formats are linked to the same account number. When
you create a payment selection, the other formats defined for the account are selectable in the
account number browse. See “Supplier Payment Selections” on page 610.
Once you select a format, the system loads the format details into the grid as read-only fields.
236 User Guide — QAD Financials

Fig. 5.27
Bank Payment Format Link

Field Descriptions

Own Bank Number. Select the account number of the bank account to which you want to link
a payment format.
Entity Code. This field displays the entity associated with the bank account. This is usually the
current entity, and the bank account is normally your own bank account.
Payment Format. Specify a payment format to link to the bank account.

Next Pre-Printed Number. Enter an initial number for supplier check print runs. The system
automatically uses this number to begin check print runs when the payment format is
associated with the supplier payment.
See “Printing and Voiding Supplier Checks” on page 629.
Extension. This field indicates the bank extension number, if any.

Validation. This field indicates the account number validation, if any.

Bank File Format. Select a bank file format when you intend to generate automatic AR and AP
payments from electronic files produced by this bank account. You define bank file formats
using Bank File Format Maintain.
AR/AP. This field displays the module (Accounts Receivable or Accounts Payable) for the
payment format.
Payment Instrument. This field displays the payment instrument for this format: Check, Draft,
Direct Debit, Transfer, Electronic Transfer, Direct Debit, Promissory Note, or Credit Card.
Note Customer payment selections for direct debits are automatically defined as automatic
payments. See “Creating Customer Payment Selections” on page 471.
Payment Type. This field displays the payment type for this format: Domestic, Foreign, or
Both. See “Payment Format Maintenance” on page 229.
Bank Account. Specify the GL account of type bank to which you want to link this payment
format. The lookup displays the bank account number, and retrieves only GL accounts for
which an account number has been defined.
Last Modified User/Date/Time. These read-only fields display the ID of the user who last
updated this record and the date and time of update.
 Setting Up Business Relations 237

Associating Your Bank with Customers or Suppliers

You set up the relationships between your entity bank account and customer and supplier accounts
on the Banking tab of the customer and supplier definitions. See “Banking Tab” on page 247.
Fig. 5.28
Associating Your Bank with Customers and Suppliers

Customer/Supplier Banking Tab

Your Bank Account Customer/Supplier Banking Tab
Your Bank Account Cust/Sup Account Number Format
Entity Cust/Sup Account Number Format
Entity Cust/Sup Account Number
Account Number Format Cust/Sup Account Number
Account Number Format Cust/Sup Bank Business Relation
Account Number Cust/Sup Bank Business Relation
Account Number Your Bank Account Number
Currency Your Bank Account Number
Currency Cust/Sup Payment Format
Your Bank’s Business Relation Cust/Sup Payment Format
Your Bank’s Business Relation Cust/Sup Payment Instrument
Cust/Sup Payment Instrument

Customer/Supplier Payment Format

Customer/Supplier Payment Format
AP/AR
AP/AR
Payment Instrument
Payment Instrument
Foreign/Domestic
Foreign/Domestic

You can assign multiple bank account numbers to the customer or supplier, but you designate one
default account. The business relation you specify for the customer or supplier in the Banking grid
is that of the customer or supplier’s bank.
Once you have completed the setup, the system automatically loads the account and format details
when you create a customer or supplier payment.
The Financial Info tab of customer and supplier invoices displays the customer or supplier bank
number, your entity bank number, and the payment format and payment instrument to apply to the
invoice.
For customer or supplier payments, the system loads your bank account, the customer or supplier
bank account number, and the payment format to apply to the payment. To load a different format
for the customer or supplier, select a different account number. Create a new line in the grid for
each account number.
When you change the bank account and linked format on an initial supplier payment selection, the
system automatically loads the new account and format details into the Banking tab of the supplier
definition. See “Changing Bank Accounts on a Payment Selection” on page 619.

BLWI Groups
Use the BLWI Group functions to define country and region groups for use in reporting to the
Belgisch Luxemburgs Wissel Instituut (BLWI). You can then assign the groups you define to
customers and suppliers.
238 User Guide — QAD Financials

Fig. 5.29
BLWI Group Create

BLWI Group Code. Specify a group code for the BLWI group. BLWI groups are associated
with customers and suppliers for use in Belgian-Luxembourgian BLWI reporting.
Description. Enter a brief description (maximum 40 characters) of the BLWI group. This field
is mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language.
Active. Indicate if this is an active record.

Setting Up Customer Data

Customers represent the companies that purchase your goods and services. They are referenced on
sales quotations, sales orders, invoices, and in accounts receivable. They are also used for service
and support documents, such as calls, contracts, and return material authorizations (RMAs).
Customers are created and all financial related data, such as credit limits and accounts, are defined
by designated users with access to financial functions. After a customer has been created and set
up by an authorized role, additional operational data, such as the default inventory site for sales
transactions, can be associated with the record in Customer Data Maintenance (2.1.1). See User
Guide: QAD Master Data for details.
Note The customer cannot be used in operational functions until this data is set up.

Values associated with customer addresses determine default values in functions that reference
customers, as well as determining how customer transactions are processed. For example, Credit
Hold determines whether orders for a customer are automatically put on credit hold.
A sales order or sales quotation can reference up to three customer addresses. These addresses can
reference the same business relation or different business relations.
• Sold-to customer. The customer placing the order.
• Bill-to customer. The customer paying the invoice. A single bill-to is assigned when the
customer is set up. If no bill-to is assigned, the sold-to customer code is used as the bill-to.
• Ship-to customer. The customer receiving the order. Ship-to customer IDs are set up in the
Customer Ship-To function. Each customer can have multiple ship-to addresses.
Sales order header information, such as default credit terms and currency, is determined by the
bill-to customer. Other fields default from the sold-to customer, unless a customer record was
entered for the ship-to address for the order. These include language, taxable status, and other tax
defaults.
 Setting Up Business Relations 239

During order entry, the bill-to address defaults from the sold-to, unless a different bill-to address is
assigned to the sold-to customer. The ship-to address also defaults from the sold-to address. If
alternate ship-to addresses are defined, they can be selected as needed.
Before setting up customers, you must first define customer type codes and credit rating codes,
described next. Customers also require GL profiles for defining:
• Control accounts for invoices
• Control accounts for credit notes
• Customer bank accounts
• Sales accounts

You must set up the accounts and profiles before defining customers.
See Chapter 4, “Setting Up General Ledger,” on page 69.

Customer Type
Use the Customer Type activities (27.20.4) to create, modify, view and delete codes for grouping
customers. You can use customer type to select groups of customers for reporting, in particular for
sales analysis reports. Customer types are system-wide data and apply to all domains and entities.
You can also define GL sales accounts by customer type, channel, product line, and site in Sales
Account Maintenance (1.2.17). This lets you separately track sales and cost of sales amounts for
different types of customers.
Fig. 5.30
Customer Type Create

Field Descriptions

Type. Enter a code (maximum four characters) that identifies a customer type. This field is
mandatory; the code cannot be blank.
Description. Enter a brief description (maximum 40 characters) of the customer type. This
field is mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active record.
240 User Guide — QAD Financials

Customer Credit Rating

Use the Customer Credit Rating activities (27.20.5) to create, modify, delete, and view codes for
ranking customers by creditworthiness. You can use customer credit rating to select groups of
customers for reporting. Customer credit rating codes are system-wide data and apply to all
domains and entities.
Fig. 5.31
Customer Credit Rating Create

Field Descriptions

Code. Enter a code (maximum eight characters) that identifies a customer credit rating. This
field is mandatory; the code cannot be blank.
Description. Enter a brief description (maximum 40 characters) of the rating. This field is
mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active record.

Bank Account Numbers

You can use Customer Bank Number Excel Integration (27.20.1.8) and Supplier Bank Number
Excel Integration (28.20.1.7) to load bank numbers and modify existing bank number records. You
can also export the data to Excel for update or review.
Note This same function is available for suppliers; the description here applies to both customers
and suppliers.
You can use the Load Bank Numbers option in the right-click menu in the grid to load all existing
customer bank numbers. You can then make mass updates to all the customer bank numbers; for
example, changing the own bank number of a cross-section of customers. The Existing Record
field in the grid lets you determine whether the bank number record you modified updates an
existing record or creates a new bank number record.
For a description of how to import data from Excel, see User Guide: Introduction to QAD
Enterprise Applications.
 Setting Up Business Relations 241

Fig. 5.32
Customer Bank Number Excel Integration

Field Descriptions

Bank Account Number. Specify the bank account number.

Formatted Number. This field displays the formatted bank account number. See “Define Bank
Account Formats” on page 665.
Active. Indicate if this is an active record.

Default. Specify the default bank account number.

Extension. Specify the bank extension number.

Validation. Indicate if the account number must be validated.

SWIFT Code. Specify the SWIFT code.

Type. Specify the parent type: Customer, Supplier, or GL.

Branch. Specify the branch associated with the bank.

Parent Object Code. Specify a customer, supplier, or GL code.

Business Relation Code. Specify the bank business relation code.

Curr. Specify the currency code of the bank account.

Entity Code. Indicate for which entity the bank number can be used.

Own Bank Number. Specify the number of your bank to be associated with this customer or
supplier bank.
Payment Format. Specify the code set up in Payment Format Maintain associated with your
bank account number.
Payment Instrument. Specify the payment instrument associated with the payment format
associated with your bank account.
Referenced. This field indicates if the account is already referenced within the system.

Existing Record. This field lets you control how the system treats existing bank number
records modified using Bank Number Excel Integration. When using Bank Number Excel
Integration, the combination of customer code, bank number, own bank number, and payment
format uniquely identifies a record.
242 User Guide — QAD Financials

If you modify an existing bank number record in the grid and leave the Existing Record field
selected, the system tries to locate a unique bank number record to update that has the same
key identifier values as the record you modified in the grid. If the system locates a single
matching record, it saves your change as a modification to the existing record. If the system
cannot find a matching record to update, an error message displays.
If you modify an existing bank number record in the grid and deselect the Existing Record
field, the system saves your change as a new bank number record.
When you load existing bank number records from the database, the Existing Record field is
automatically selected for bank numbers that have never been used in a payment and is
deselected for bank numbers that have been used in payments. If a bank number is used in a
payment, you can no longer update the bank number record.
Important Before using combinations of own bank numbers and payment formats in Excel
integration, you must define them first in Bank Payment Format Link.
Bank Account Format. Specify the code set up in Bank Account Format Create for validating
this bank account number.
Last Modified Date/Time and User. These read-only fields display the ID of the user who last
updated this record and the date and time of update.
Example

Open Customer Bank Number Excel Integration. You right-click in the grid and select Load
Customer Bank Numbers to load all customer bank numbers in the database into the grid.
You select a record with the following details:
• Customer Code: APEX
• Bank Number: 320-8998278-84
• Own Bank Number: 110-7897237-66
• Payment Format: Check

In the Customer Bank Number Excel Integration grid, you change the own bank number of the
record to 230-5897239-68 and select the Existing Record field. You click the Save button and the
system updates the existing bank number record.

Creating Customer Records

Use the Customer activities (27.20.1) to create, view, modify, or delete a customer. Account profile
details cannot be modified if transactions already exist. A record can be deleted only if it is not
referred to in the system. Instead, you can mark the record inactive.
Customers can be saved in draft format when Draft Instances is selected in System/User Settings,
Change System Setting. When you save a record in draft format, none of the system validations are
executed. You can then return later to complete the record by choosing the Customer Browse
Drafts (27.20.1.7) activity and selecting the record you want to finish from the list. See User
Guide: Introduction to QAD Enterprise Applications for more information on drafts.
 Setting Up Business Relations 243

The Customer function supports these additional activities:

• Use Customer Maintain Credit Limit (27.20.1.6) to adjust the customer credit information.
This displays exactly the same tab that displays in Customer Create. See “Credit Limit Tab” on
page 249.
• Use Customer Activity Dashboard (27.18.1) to view all customer credit-related information,
including open items and payments, for one or multiple entities. From this view, you can drill
down to the details of the invoices and credit notes. See “Credit Reporting and Views” on
page 480 for details.
• Use Excel Integration (27.20.1.5) to export customer records to or load records from an Excel
spreadsheet. See User Guide: Introduction to QAD Enterprise Applications for more
information on Excel integration.
• Use Customer Bank Number Excel Integration (27.20.1.8) to import data related to customer
banks.
After creating a customer here, specify additional operational data in Customer Data Maintenance
(2.1.1). An e-mail is automatically sent to the members of the CustomerNotify role responsible for
creating this data when a new customer is created.
Fig. 5.33
Customer Create

Field Descriptions

Customer Code. Specify a code (maximum eight characters) that identifies a customer. If the
code you specify matches an existing supplier code, a warning message displays. You can
choose to ignore the warning, and create the record. However, when a supplier and customer
share the same code, they must reference the same business relation.
If you leave the Customer Code field blank, the system automatically generates a number for
the record based on the sequence defined in Customer Autonumber Create. See
“Autonumbering Sequences” on page 208.
244 User Guide — QAD Financials

Business Relation. Choose a business relation code to associate with this customer. Address
and contact details default from the headoffice address type of the business relation; you
cannot modify the details here. After you have created a customer, you cannot modify the
associated business relation.
Note You can create a new business relation for the customer if necessary by clicking the Go
To icon next to this field.
Active. Indicate if this is an active record. When you mark a record as inactive, all of the
transactions that can be blocked in Blocked Transaction Maintenance (2.23.1) can no longer
be completed. For example, you cannot create a new sales quote or order for the customer.
See User Guide: QAD Master Data for details about blocked transactions.
Bill-To Customer. Enter an optional code that identifies another customer that receives the bills
for this customer.

Business Relation Tab

The Business Relation tab displays the address information defined for the associated business
relation. You cannot modify this data here. See “Address Information Tab” on page 210 for details
about these fields.

Accounting Tab
Use the Accounting tab to set up control accounts and other accounting information.
Fig. 5.34
Customer Create, Accounting Tab

Field Descriptions

Control GL Profile (Invoice). Specify the valid, active GL profile of type Customer Account
used to determine the accounts receivable GL control account for invoices. This field is
required.
Control GL Profile (Credit Note). Specify the valid, active GL profile of type Customer
Account used to determine the accounts receivable GL control account for credit notes. This
field is required.
Control GL Profile (Prepayment). Specify the valid, active GL profile of type Customer
Account used to determine the accounts receivable GL control account for prepayments. This
field is required.
 Setting Up Business Relations 245

All functions that create prepayments use the GL account linked to this profile, including
Banking Entry, Open Item Adjustment, Customer Payment Create, Supplier Payment Create,
and Supplier Payment Selection.
Control GL Profile (Deduction). Specify the valid, active GL profile of type Customer Account
used to determine the accounts receivable holding account for deductions.
Note Deduction functionality will be available in a forthcoming QAD release.

Sales Account GL Profile. Specify the valid GL profile of type Sales Account used to
determine the account for sales. This field is required.
Finance Charge Profile. Specify the valid, active GL profile of type Sales Account used to
determine the account for finance charge postings. This field is required when the Finance
Charge field in the Payment tab is selected.
When finance charges are calculated, amounts are posted to accounts in this profile.
Sub-Account Profile. Optionally specify a default sub-account profile. If the account specified
by the Control GL Profile (Invoice) of the customer requires a sub-account, the value used is
either:
• The sub-account found in this profile, if specified
• The default sub-account associated with the GL control account

Currency Code. Specify the currency code for this customer. Currency defaults from the
current domain base currency, but can be modified.
Customer Type. Enter an optional code classifying customers by type. For example, you
might classify customers as type RET for retail customers and WHSL for wholesalers. You
can use customer type to select groups of customers for reporting, in particular for sales
analysis reports.
You can also define GL sales accounts by customer type, channel, product line, and site in
Sales Account Maintenance. This lets you separately track sales and cost of sales amounts for
different types of customers.
Define type codes in Customer Type Create, described on page 239.

Payment Tab
Use the Payment tab to enter details on how payments from this customer are managed.
Fig. 5.35
Customer Create, Payment Tab
246 User Guide — QAD Financials

Field Descriptions

Credit Terms. Specify the default credit terms for this customer. This field is required. See
“Credit Terms” on page 222 for details.
Invoice Status Code. Specify the default invoice status for invoices for this customer. This
field is required.
Generally, you specify a status that indicates invoices are uncontested. A contested invoice is
typically a special condition.
See “Invoice Status Codes” on page 218 for details.
Payment Group. Specify a payment group in which you want to include this customer.

Invoice by Authorization. Indicate how invoice totals should be calculated and displayed for
this customer.
Clear: Invoice totals are calculated by line. This is the typical method for calculating totals,
unless the customer is using AR Self-Billing.
Select: Invoice totals are calculated by authorization number. The printed invoice includes the
price and amount for each authorization line, as well as the total for all authorization lines. The
extended price for each invoice line item is not displayed.
This field is important for customers using the AR Self-Billing module and ensures that
rounding errors do not occur between the AR amount calculated by Self-Bill Payment
Application and the invoice amount. Rounding errors can prevent invoices from being closed
or create unapplied payments.
Select this option if this customer typically pays invoices for items on scheduled orders using
authorization numbers. When the self-payment is applied by authorization number, the
amounts match exactly.
The value you specify in this field sets the default for the same field in Scheduled Order
Maintenance (7.3.13). It can be changed for individual orders as needed. See Chapter 8,
“Self-Billing,” on page 501 for details on self-billing.
Finance Charge. Select this field to make this customer’s accounts liable for finance charges.
If the customer has past due balances, finance charges are levied.
Clear this field to disable finance charge calculation for this customer.
See “Finance Charges on Overdue Payments” on page 492 for more information on how
finance charges are calculated.
Note You can use invoice status codes to keep individual customer invoices from being
included in finance charges.
Statement Cycle. Specify a value to indicate how often you normally print AR statements for
this customer.
The system checks the value of this field when generating statements for customers with Print
Statement selected. You can select statements to print on a regular basis for each customer
based on their cycle code.
BLWI Group. Specify the default group associated with this customer for Belgian-
Luxembourgian BLWI reporting. The default code is 999.
Print Reminder. Indicate if reminders are typically printed for this customer to report past due
balances.
 Setting Up Business Relations 247

Clear: The customer’s balance is not reviewed when Reminder Letter is executed, regardless
of the selection criteria.
Select: When you generate reminder letters with the appropriate selection criteria, this
customer’s accounts are reviewed. If the customer has past due balances, a reminder letter is
printed.
Note Customers are included in Customer Reminder Overview, an internal report, regardless
of this setting.
See “Reminding Customers of Outstanding Balances” on page 489 for more details on
reminder letters.
Print Statement. Indicate if statements should be printed for this customer. When this field is
selected, a statement is printed for this customer using the frequency specified in Statement
Cycle.
Clear: A statement for this customer is never generated, regardless of the selection criteria
used in Customer Summary Statement Print.
Select: Statements are included for this customer.

Banking Tab
Use the Banking tab to set up the process for payments from this customer. The details you enter
here—your own bank account, the customer’s bank account number, and the formats required for
processing different types of payment from this customer—are automatically retrieved for
customer payments and payment selections.
See also “Associating Your Bank with Customers or Suppliers” on page 237.
Fig. 5.36
Customer Create, Banking Tab

Field Descriptions

Right-click to insert a new row to add banking information for this customer.
Default. Indicate if this is the default bank account number for the customer. You can set up
multiple accounts for each customer, with one default account.
Bank Format. Choose the validation method to be used for the customer bank account number
from those defined in Bank Account Format Maintain. When you select a bank number
format, the system creates one or more child rows in which you define the individual segments
to be validated. Click the plus sign (+) next to the row to see the child rows.
You can also type the number directly in the Bank Account Number field if you want.
See “Define Bank Account Formats” on page 665 for details.
248 User Guide — QAD Financials

Customer Bank Number. Specify the customer’s bank account number directly in this field or
enter the validated segments in the Value fields of the child rows. The number you enter in the
child field is automatically copied to the parent row when you click away from the child row.
Note If you modify a customer bank number that is already used in invoices and payments,
the referenced invoices and payments are updated with the new customer bank number.
Own Bank Number. Specify your own bank account number, which is the account number for
the entity in which you are currently working. You can retrieve only bank accounts to which
payment formats have been linked using Bank Payment Format Link. If multiple formats are
linked to one bank account, each displays in the lookup results as a separate row. This ensures
that you can select the correct format for different types of payments from this customer.
Payment Format. Displays the payment format linked to your bank account. See “Payment
Format Maintenance” on page 229.
Payment Instrument. This field displays the payment instrument linked to the payment format.

SWIFT Code. If the bank supports SWIFT (the Society for Worldwide Interbank Financial
Telecommunication), specify the SWIFT code.
Active. Indicate if this is an active record.

Business Relation Code. This field displays the business relation linked to the customer.

Branch. Enter the branch number for the bank, if necessary. Many banking systems use branch
numbers as identification codes in transactions.
Self-Bill Default. If this customer uses self-billing, select this field to specify a bank account for
self-bill payments. If you do not select a bank account, the system uses the default account in
the self-billing process.
Status. Use this field to select a payment status for the automatic payment created from the
Self-Billing process. The status you select must be already defined for this bank account. If no
status is defined for the self-billing automatic customer payment, the system assigns a status of
Paid to the automatic payment.
Currency. This field displays the currency defined for the payment format associated with your
bank account.
Entity Code. This field indicates the entity to which your own bank account is linked.

Bank GL Account. This field displays the account code of the bank account linked to the own
bank account and payment format combination.
Referenced. This read-only field indicates that the account is already referenced within the
system. For example, when the account is used in a payment instrument process, this field is
automatically selected.
 Setting Up Business Relations 249

Defaults Tab
Use the Defaults tab to specify default values for concepts within an SAF structure. Only one
default can be specified for each concept. The defaults are used when a code value is not supplied
in a transaction. These fields are not required. See “SAF Defaulting” on page 138.
Fig. 5.37
Customer Create, Defaults Tab

Field Descriptions

SAF Concept Code. Specify an SAF concept code.

SAF Code. Specify an SAF code.

Last Modified Date/Time and User. These read-only fields are maintained by the system and
display the ID of the user who last updated this record and the date and time of update.

Credit Limit Tab

Use the Credit Limit tab to apply credit limits to customers. Managing customer credit is discussed
in more detail in “Managing Customer Credit” on page 478.
The maintenance of credit data is also available as a separate activity, Customer Maintain Credit
Limit, which displays exactly the same tab as the one in the Customer Create and Modify
activities. You must have access to the Customer Maintain Credit Limit activity in order to use the
tab in Customer Create and Maintain.
Note The Credit Limit tab is read-only in Modify mode. This prevents a customer credit limit
from being raised or lowered when there is already activity in the system for this customer. You
can, however, manually over-ride this restriction using Customer Maintain Credit Limit.
Fig. 5.38
Customer Create, Credit Limit Tab
250 User Guide — QAD Financials

Field Descriptions

Currency Code. The default currency code defined in the Accounting tab displays. All the
amounts you specify on the Credit Limit tab are displayed in this currency. When a customer
account uses a different currency than the default, the open balance is converted using the
default accounting exchange rate.
Reset Reminder Count. Click to reset the reminder level for all invoices for this customer. The
reminder level on the invoice indicates the level of reminder letter that is sent to the customer
when the invoice is overdue.
Use the following fields to indicate how you want to calculate the credit limit.
Apply Fixed Ceiling. When selected, you can enter a currency amount—in the customer’s
default currency—in the Fixed Credit Limit field. This represents the maximum open balance
over all entities that use the customer shared set.
Fixed Credit Limit. When Apply Fixed Ceiling is selected, specify the currency amount that
determines the maximum credit extended to this customer.
Note This credit limit is stored at the shared set, and not entity level.

Apply % of Turnover. When selected, you can enter a percentage in the Percentage of Turnover
field.
Turnover is the total sales over the 12 months preceding the current month over all the entities
in the customer shared set.
Percentage of Turnover. When Apply % of Turnover is selected, specify a percentage value.
The system applies this percentage to the last year turnover and displays the result in the
Credit on Turnover field. The amount is recalculated when you change the percentage.
Credit on Turnover. Displays the turnover limit amount, which is calculated by applying the
percentage specified to the turnover amount.
Maximum Days Overdue. When selected, you can enter a value in the Maximum Number of
Days field.
Maximum Number of Days. When Maximum Days Overdue is selected, specify the number of
days that any invoice for this customer can be overdue before the system disallows any further
credit. During credit checking, the system looks for any invoice that is overdue more than this
number of days. If such an invoice is found, additional credit is refused, regardless of the size
of the invoice.
Credit Rating. Enter an optional code rating the customer’s creditworthiness. Set up codes in
Customer Credit Rating Create (27.20.5).
Credit rating is for reference only. It displays on the Customer Credit View and can help you
evaluate customer credit issues.
Credit Agency Reference. If relevant, enter the credit agency reference number assigned to
this customer. This field is for reference only. It displays on the Customer Activity Dashboard
to help you investigate customer credit issues.
If your company does not use reference numbers as tracking identifiers, record any other
company identifier you use for credit investigations.
 Setting Up Business Relations 251

One common credit agency is Dun & Bradstreet, a provider of business-to-business credit and
business-related information for both publicly and privately held companies. The D&B
number is a distinctive nine-digit number used as an identifier in electronic data interchange
(EDI) and global electronic commerce transactions.
Customers doing business with your company using EDI can submit their D&B number as
part of the registration and transaction processes. This number eliminates errors in electronic
transactions and serves as a consistent trading partner identifier in business transactions.
Credit Hold on Overrun. Select this field and the system puts the customer on credit hold if any
of the credit limits are violated when new orders for this customer are created.
Credit Hold. Select this field to put this customer on credit hold. All future orders for this
customer are placed on hold, regardless of the outcome of credit checks. Additionally, any
existing open orders for the customer are placed on hold.
The system displays a warning when you create or modify any AR transactions or any orders
for a customer on hold.
Leave this field blank to perform credit checks for the customer according to the parameters
set in Customer Maintain Credit Limit. If the Hold Orders over Limit field is selected in Sales
Order Accounting Control (36.9.6), orders that cause the customer to exceed the credit limit
are placed on hold. If Hold Orders over Limit is blank in Sales Order Accounting Control
(36.9.6), only a warning is displayed for orders that cause the customer to exceed the credit
limit.
Whether orders for this customer are also put on hold depends on settings in Sales Order
Accounting Control (36.9.6). If you want to put all existing orders on hold, you can use Sales
Order Auto Credit Hold (7.1.17). See User Guide: QAD Sales for details on sales orders.
Specify what document types to include when calculating the customer’s current credit amount.
You must select at least one of these options when you have enabled Apply Fixed Ceiling or Apply
% of Turnover.
• Select Include Orders to include the balance of open orders in the system.
• Select Include Open Items to include the balance of unpaid invoices.

The current balance is calculated and displayed in the fields next to the options.
Specify when to perform credit checks and whether users can override the system results.
• Select Calculate before Order Entry to perform the credit check before a new order is entered.
• Select Calculate after Order Entry to perform the credit check when saving a new or modified
order and include the new order amount in the total.
• Select Calculate before Invoice Entry to perform the credit check before a new customer
invoice is entered.
• Select Calculate after Invoice Entry to perform the credit check when saving a new or
modified invoice and include the new invoice amount in the total.
When you have enabled credit calculation before and after order entry, the calculation is done at
the beginning and end of the following programs, except where noted.
• Sales Quote Maintenance
• Sales Quote Release to Order
• Sales Order Maintenance
252 User Guide — QAD Financials

• Pending Invoice Maintenance

• Customer Scheduled Order Maintenance (only before)
• EDI PO Load
• RMA Maintenance
• Material Order Maintenance (only before)
• Call Maintenance (only before)
• Contract Quote Maintenance
• Contract Maintenance

Specify whether to allow users to enter transactions for a customer when the customer’s credit
limit is exceeded. You define this using two Overrule Allowed fields: one for order entry and one
for customer invoice entry.
When the fields are selected, the system displays a warning if a transaction causes a customer’s
credit limit to be exceeded, and the user can continue entering or saving the transaction. When the
field is cleared, the system displays an error message and the user cannot continue processing the
transaction.
The Overrule Allowed field for order entry is always selected and is read-only. If a credit violation
occurs when you create an order, the system displays a warning message and you can proceed with
the transaction.
When you deselect the Overrule Allowed field for Check before Customer Invoice Entry, the
system displays a warning message if there is a credit violation, but does not prevent you from
continuing with the invoice creation. When you deselect the field for Check before Customer
Invoice Entry, the system prevents you from saving an invoice for this customer if there is a credit
violation. Deselect this field for both Before and After options to prevent a credit limit overrun for
invoices.
Specify a warning ceiling percentage.
Warning Ceiling in %. Select to generate a warning message when the specified percentage of
the credit limit has been reached.
Example An organization includes open orders and unpaid invoices in the credit check for a
customer. A customer credit limit is set at $100,000. A warning ceiling of 75% displays a
warning when a transaction causes the sum of open orders plus unpaid invoices to exceed
$75,000. The transaction can be completed.
If warning ceiling is 0%, no warnings are displayed.
The following fields are used to store and display additional credit information for reference:
High Credit. This field displays the highest amount of credit you have ever extended to this
customer. This is the largest AR balance they have had open at one time.
This field is calculated and updated by various programs that create AR transactions, including
Invoice Post and Print, Open Item Adjustment, Bank Entry, Customer Payment, Customer
Opening Balance, and Customer Invoice. It helps determine customer creditworthiness.
High Date. This field displays the date the highest credit amount was extended to this
customer.
 Setting Up Business Relations 253

Last Credit Review. Enter the date when the customer’s credit status was last reviewed.

Last Credit Update. Enter the date when the customer’s credit status was last updated.

Last Sale Date. The system displays the date an invoice was last posted for this customer. This
date is updated by Invoice Post and Print (7.13.4).
Last Payment Date. The system automatically updates this date when transactions are posted
in Banking Entry, Petty Cash, and Customer Payments.

Tax Info Tab

Tax values default to documents created for the customer and can be modified during transaction
processing.
The value for the Taxable Customer field defaults from the Taxable field in Global Tax
Management Control (29.24). The values for the Tax Is Included and Tax in City fields default
from the business relation.
Note If the Taxable field in Global Tax Management Control is set to No, the Taxable Customer
field defaults to No in all new customer records in the current domain and in all other domains that
use the same customer shared set.
You can modify the default details as needed. See “Tax Information Tab” on page 212 for a
description of the fields.
Note You can use non-intrusive customization to implement validation for the federal and state
tax IDs to ensure they meet the requirements of your local tax authority. This validation is then
applied when you enter federal and state tax IDs in this tab, or in the Tax tabs on the Business
Relation and Supplier records. See User Guide: QAD System Administration for more information.
Fig. 5.39
Customer Create, Tax Info Tab

Comments Tab
The Comments tab lets you enter free-form text related to this customer that is saved with the
customer record. Comments display in the Customer Activity Dashboard.
254 User Guide — QAD Financials

Creating Customer Ship-To Addresses

Use the Customer Ship-To activities (27.20.2) to create, view, modify, or delete customer ship-to
records.
You can use Customer Ship-To Create (27.20.2.1) in multiple ways:
• Create an entirely new ship-to and specify the address, tax, and contact details in this function.
To do this, clear all the link-to-address fields, and enter a code in the Ship-To Code field (or
leave blank for a system-generated number). The new address is created as a ship-to address
type for the customer’s business relation. Multiple ship-tos for the same customer can share
the same address.
• Indicate that another customer—of the same or different business relation—is the ship-to
address of a specified customer; in this case, the same code and address information is used. A
customer can be the ship-to address of only one other customer, and the address used is the
headoffice address.
You can create ship-to records for inactive customers.
• Indicate a customer’s end user is also a ship-to address. In this case also, the same code and
address information is used.
• Specify a new ship-to code and associate it with an existing address with the ship-to type
defined for the customer or the customer’s business relation (where two customers share the
same business relation).
Example Alverton has two associated ship-tos: one for deliveries and one for returns. The
company uses a central receiving address, so deliveries and returns have a common ship-to
address. If Alverton updates any of the address details, the same change can be applied to both
ship-tos at the same time.
Important When maintaining ship-to addresses in Customer Ship-To Modify, if you modify any
of the key address fields (address lines 1 to 3, the City field, or the Zip field) to be the same as an
existing address, the system displays an error message stating that you must use the Link to Ship-
To option to assign the ship-to to an existing address.
Temporary ship-to address records can be created during the execution of the following
operational programs:
• Sales Quote Maintenance (7.12.1)
• Sales Quote Copy from Order (7.12.5)
• Sales Quote Copy from Quote (7.12.6)
• Sales Order Maintenance (7.1.1)
• Pending Invoice Maintenance (7.13.1)
• S/RO Maintenance (7.23.1)
• RMA Maintenance (11.7.1.1).
• Material Order Maintenance (11.11.1)

This is possible only when the user executing the operational program also has permission to
execute the Customer Ship-To Create activity.
 Setting Up Business Relations 255

Fig. 5.40
Customer Ship-To Create

Field Descriptions

Customer Code. Enter the code that identifies the customer this ship-to record is associated
with.
Ship-To Code. If you are not linking to another customer or to an end user, specify a new code.
This code is automatically created with an address type of ship-to. If you leave Ship-To Code
blank, the system automatically generates a number for the record based on the sequence
defined in Customer Autonumber Create. See “Autonumbering Sequences” on page 208.
If you select Link to Another Customer or Link to End User, the Ship-To Code field is filled
with the value you specify for the customer or end user. These addresses are added as ship-tos
for the customer specified in Customer Code.
Ship-To Name. Enter a maximum of 36 characters for the ship-to name. The default is the
business relation name for the customer to which the ship-to is linked. This field is optional.
Link to Another Customer. Select this field if you want to specify another customer as the ship-
to of this customer. You can then select an existing customer from the lookup. The customer
code you select is displayed in the Ship-To Code field, and the customer’s headoffice address
is displayed in the Address Information fields.
The Maintain and Create buttons in the Address Information area are unavailable. You can use
the View button to see tax and contact details.
Link to End User Address. Select this field if you want to specify an end-user address as the
ship-to of this customer. You can then select an existing end user from the lookup. The end-
user code you select is displayed in the Ship-To Code field, and the end user’s headoffice
address is displayed in the Address Information fields.
The Maintain and Create buttons in the Address Information area are unavailable. You can use
the View button to see tax and contact details.
256 User Guide — QAD Financials

Link to Ship-to Address. Select this field if you want create a new code that shares address
information with another existing ship-to address for the specified customer code. Click the
Ship-To Address button to display all ship-to addresses for the customer. After you select the
address you require from the lookup, you can modify details.
All fields in the Address Information frame are read-only. Which buttons are active depends on
your previous input:
Click View to view address details. When you specify another customer or end user as the
ship-to, the address is display only.
Click Maintain to modify an existing ship-to type address. The Customer Ship-To Modify
Address Information screen is the same as the business relation screen, and also contains tabs
for contact information and tax information. This button is active when you select an address
using the Link to Ship-to Address option.
Click Create to display the Customer Ship-To Create Address Information screen, which lets
you create a new address to use as the ship-to address. This button is active when none of the
link-to check boxes is selected.
When you create a new ship-to address using the Create activity or modify an address using the
Maintain activity, the customer’s business relation is updated with the new ship-to address details.
Fig. 5.41
Customer Ship-To Create Address Information

The fields in the Customer Ship-To Create Address Information screen have the same layout and
restrictions as those in the Business Relation Address Information tab. See “Address Information
Tab” on page 210.

Creating a New Ship-To Code and Address

To create a new ship-to code and new address:
1 Specify the customer code.
2 Clear all the Link to fields.
 Setting Up Business Relations 257

3 Specify the ship-to code in the Ship-To Code field, or leave blank for a system-generated
number.
4 Click the Create button in the Address Information tab.
5 Specify the new ship-to address in the fields provided.
6 Click Save.
The ship-to address is saved in the business relation for the customer.

Using Another Customer or End-User Address as the Ship-To

You can use the Link to Another Customer and Link to End User Address check boxes to associate
another customer or an end user of the current customer as the ship-to. This works the same for
both fields; linking to a customer is described here. Address details from the headoffice of the
business relation associated with the customer or end user are referenced.
1 Specify the customer code.
2 Leave the Ship-To Code field blank.
3 Select the Link to Another Customer field. This enables the field to the right of the check box.

4 Click the lookup button in the newly enabled field and select the customer address you want to
use.
The customer code displays in the Ship-To Code field and the address details of the headoffice
of the customer’s business relation display in the Address Information area. The address
cannot be modified; tax and contact details can be viewed by clicking the View button.
Fig. 5.42
Ship-To Using Another Customer

5 Click Save.
258 User Guide — QAD Financials

Modifying a Shared Ship-To Address

1 Open Customer Ship-To Modify.
2 In the browse, locate and open the record you want to modify.
3 Click the Maintain button to display the address details.
4 Modify the details as required.
5 Save the changes in Customer Ship-To Modify.
If you modify address details for a ship-to address shared by other ship-tos for the same
customer, the system prompts you to apply the change to all ship-tos with that address.

If you select Yes, the system checks to see if an address that matches the modified address
already exists. If a matching address already exists, the system links all ship-tos that shared the
original address to that address record. If a matching address does not already exist, the system
links all ship-tos that shared the original address to the modified address record.
If you select No, the system checks to see if an address that matches the modified address
already exists. If a matching address already exists, the system links the ship-to to that address
record. If a matching address does not already exist, the system links the ship-to to the
modified address.

Reassigning a Shared Ship-To Address

If a ship-to shares the same address as other ship-tos for the same customer and you use the Ship-
To Address option to select a different ship-to address, the system asks you if you want to apply
this address change to all ship-tos that share the original address.
If you select Yes, the system applies the change to all ship-tos that share the original address. If
you select No, the system links the current ship-to alone to the new address.

Setting an Existing Address as the Ship-To

1 Specify the customer code.
2 Specify the ship-to code or leave blank for a system-supplied number.
3 Select the Link to Ship-To Address field.

4 Click the Ship-To Address button. This displays all ship-to addresses for that customer code.
 Setting Up Business Relations 259

5 Select the address you want to use.

6 Click Maintain to update the address details if necessary.
7 Click Save to save your changes.

Deleting a Ship-To
A number of restrictions relate to deleting a ship-to address. You cannot delete a ship-to address if
it is referenced as the ship-to customer on a sales order, material order, sales quote, scheduled
order, invoice, service repair order (SRO), or SSM return material authorization (RMA).
When you delete a ship-to record in Customer Ship-To Delete, the associated business relation
ship-to address is also deleted provided it is not referenced on another address in any domain.

Creating End Users

Use the Customer End User (27.20.3) activities to create, view, modify, or delete end-user records.
End users are used in the Service/Support Management module to identify the address that owns
items requiring service. End users are specified on calls, return material authorizations, and
contracts.
End-user addresses must be of type enduser. You can create end user records for inactive
customers.
After creating end users here, specify additional SSM data in End User Data Maintenance (11.9.1).
An e-mail is automatically sent to the members of the EndUserNotify role responsible for creating
this data when a new end user is created.
The system can automatically create end-user records based on settings in Service Management
Control (11.24) when an invoice is posted for an item being recorded in the SSM installed base.
See User Guide: QAD Service/Support Management for details.
End users can also be created during the execution of the following SSM programs:
• Contract Quote Maintenance (11.5.1.1)
• Contract Maintenance (11.5.13.1)
• Call Quote Maintenance (11.1.1.7)
• Call Maintenance (11.1.1.1)
• RMA Maintenance (11.7.1.1)

This is possible only when the user executing this SSM program also has permission to execute the
End User Create activity (27.20.3.1).
You can use End User Create in multiple ways:
• Create an entirely new end user and specify the address, tax, and contact details in this
function. To do this, clear all the link-to-address fields, and enter a code in the End User Code
field (or leave blank for a system-generated number). The new address is created as an enduser
address type for the customer’s business relation.
Multiple end users for the same customer can share the same address.
• Indicate that the customer is also an end user.
260 User Guide — QAD Financials

• Specify an existing ship-to address of a customer as an end user. In this case, the end-user code
is the same as the ship-to code and the address details cannot be modified here.
• Specify a new end-user code and associate it with an existing address with the enduser type
defined for the customer or the customer’s business relation (where two customers share the
same business relation).
Example Alverton has two associated end users, E1001 and E1002. The two end users share
the same end user address. You create a third end user E1003 for customer Alverton. You can
now associate the same address with E1003 by specifying Alverton as the customer code,
selecting Link to End User, clicking the End User Address button, and choosing the E1001 (or
E1002) address from the lookup. If you update any of the address details, you have the option
to apply the changes to all end users who reference the address.
Important When maintaining end user addresses in End User Modify, if you modify any of the
key address fields (address lines 1 to 3, the City field, or the Zip field) to be the same as an existing
address, the system displays an error message stating that you must use the Link to Address option
to assign an end user to an existing address.
Fig. 5.43
Customer End User Create

Field Descriptions

Customer Code. Enter the code that identifies the customer this end-user record is associated
with.
You can link an end user to an inactive customer, even though the lookup for the Customer
Code field only displays active customers. You can manually enter the customer code for an
inactive customer in the Customer Code field and the system will accept this value.
End User Code. If you are not linking to another customer or to a ship-to address, specify a
new code. This code is automatically created with an address type of end user. If you leave the
End User field blank, the system automatically generates a number for the record based on the
sequence defined in End User Autonumber Create. See “Autonumbering Sequences” on
page 208.
 Setting Up Business Relations 261

If you select Link to Customer or Link to Ship-To Address, the End User Code field is filled
with the value you specify for the customer or ship-to. These addresses are added as end users
for the customer specified in Customer Code.
End User Name. Enter a maximum of 36 characters for the end user name. The default is the
business relation name for the customer to which the end user is linked. This field is optional.
Link to Customer. Select this field if you want to define the customer entered in the first field
as an end user. In this case, the end-user code is set to the customer code and cannot be
modified. All address details are filled in based on the headoffice address of the customer and
cannot be changed. The Maintain and Create buttons are disabled. You can use the View
button to see the details.
Link to Ship-To Address. Select this field if you want to enter a ship-to associated with the
customer and define the ship-to as an end user. When selected, a lookup for existing ship-tos is
enabled beside the Link to Ship-To Address field. You can enter or select the ship-to. All
address details come from the selected ship-to address. The Maintain and Create buttons are
disabled. You can use the View button to see the details.
Link to End User Address. Select this field if you want to create a new end-user code that
shares an existing end-user address for the specified customer code. Click the End User
Address button to display all end-user addresses for the customer. After you select the address
you require from the lookup, the Maintain and View buttons are enabled and you can update
the address details.
All fields in the Address Information frame are read-only. Use the buttons as follows:
Click View to view address details. When you define the customer as an end user or select an
existing ship-to as an end user, the address is display only.
Click Maintain to modify an existing enduser type address. The Customer End User Modify
Address Information screen is the same as the business relation screen, and also contains tabs
for contact information and tax information. This button is active when you select an address
using the Link to End User Address option.
Click Create to display the Customer End User Create Address Information screen, which lets
you create a new address for the ship-to end user. This button is active when none of the link-
to check boxes is selected.
When you create a new end-user address using End User Create (27.20.3.1), the customer’s
business relation is updated with the new end-user address.
262 User Guide — QAD Financials

Fig. 5.44
Customer End User, Address Information

The fields in the Customer End User, Create Address Information screen have the same layout and
restrictions as those in the Business Relation Address Information tab. See “Address Information
Tab” on page 210.
End-user contact information is used extensively in the Service/Support Management module
when recording calls. You should ensure that the end user has a primary contact if SSM is being
used.

Creating a New End-User Code and Address

To create a new end-user code and address:
1 Specify the customer code.
2 Clear the Link to Customer, Link to Ship-To Address, and Link to End User Address fields.
3 Specify the end-user code in the End User Code field or leave blank for a system-generated
number.
4 Click the Create button in the Address Information tab.
5 Specify the new end-user address in the fields provided.
6 Click Save.
The end-user address is saved in the business relation for the customer.

Setting a Ship-To Address as an End User

1 Specify the customer code.
2 Leave End User Code blank.
3 Clear the Link to Customer and Link to End User Address fields.
 Setting Up Business Relations 263

4 Select the Link to Ship-To Address field.

A lookup for existing ship-tos is enabled beside the Link to Ship-To Address field.
5 Enter or select the ship-to. All address details come from the selected ship-to address.
The ship-to code displays in the End User Code field and the address details of the headoffice
of the customer’s business relation display in the Address Information area. The address
cannot be modified; tax and contact details can be viewed by clicking the View button.
6 Click Save.

Setting an Existing Address as an End User

1 Specify the customer code.
2 Specify the end-user code or leave blank for a system-supplied number.
3 Clear the Link to Customer and Link to Ship-To Address fields.
4 Select the Link to End User Address field.
5 Click the End User Address button. This displays all end-user addresses for the business
relation associated with the customer code.
6 Select the address you want to use.
7 Click Maintain to update address details if necessary.
8 Click Save.

Modifying a Shared End User Address

1 Open End User Modify.
2 In the browse, locate and open the record you want to modify.
3 Click the Maintain button to display the address details.
4 Modify the details as required.
5 Save the changes in End User Modify.
If you modify address details for an end user address shared by other end users for the same
customer, the system prompts you to apply the change to all end users with that address.

If you select Yes, the system checks to see if an address that matches the modified address
already exists. If a matching address already exists, the system links all end users who shared
the original address to that address record. If a matching address does not already exist, the
system links all end users who shared the original address to the modified address record.
264 User Guide — QAD Financials

If you select No, the system checks to see if an address that matches the modified address
already exists. If a matching address already exists, the system links the end user to that
address record. If a matching address does not already exist, the system links the end user to
the modified address.

Reassigning a Shared End User Address

If an end user shares the same address as other end users for the same customer and you use the
End User Address option to select a different end user address, the system prompts you to apply
this address change to all end users that share the original address.
If you select Yes, the system applies the change to all end users that share the original address. If
you select No, the system links the current end user alone to the new address.

Deleting an End User

The system enforces a number of restrictions on deleting an end-user address. You cannot delete
an end-user address if it is referenced on a material order, return material authorization (RMA), or
call, contract, or invoice.
Note When you delete an end-user record in Customer End User Delete (27.20.3.4), the
associated business relation end-user address is also deleted provided it is not referenced by
another address in any other domain.

Customer Opening Balance

Use Customer Opening Balance Create (27.1.10) to manually create an open item in the sales sub-
ledger, and generate postings for customer invoice and credit note control accounts.
The activity lets you transfer the outstanding open items (invoices, credit notes, adjustments,
prepayments, deductions) for a specific customer in detail from an external system to your QAD
application.
Create a standard GL account to act as a balancing transfer account for the control accounts.
The opening balance activity updates the following accounts:
• For invoices, debits Customer Control and credits the GL Transfer account.
• For credit notes, debits GL Transfer and credits Customer Control.
• For item adjustments, if the adjustment involves a debit on the item, the accounts referenced
are the same as those for an invoice. If it involves a credit, the accounts referenced are the
same as those for a credit note.
The transfer account is used in postings to the control account balances, because you cannot
initially post to the control accounts. You cannot modify these postings, and the input of customer,
supplier, and GL opening balances ensures that the transfer accounts are referenced in the postings
balance.
Opening balances can be created manually or by using Excel integration. For more information,
see User Guide: Introduction to QAD Enterprise Applications.
 Setting Up Business Relations 265

Use the Export to Excel for Maintenance option to create a template for open items. You should
ensure that all the values you enter in the Excel spreadsheet are valid for this customer.
Fig. 5.45
Customer Opening Balance Create

Field Descriptions

Posting Year/Period. Specify an accounting year and period for the opening balance.

GL Transfer Account. Specify a GL account for the posting. This must be a manual account of
type Standard.
Posting Date. Specify the date the posting is effective.
Enter the item details in the grid. These details are identical to those for customer invoices and
credit notes, except for the tax and posting information.
You can use the Calculate BC/SC button to convert the transaction currency amounts to the base
currency and statutory currency using the default exchange rate.
See “Supplier Opening Balance” on page 275 for a detailed description of the fields in the grid.

Customer Opening Balance and Invoice Numbering

When you successfully save an opening balance entry, the grid is updated with the invoice number,
as shown in Figure 5.46.
Fig. 5.46
Customer Opening Balance Grid, New Invoice Number

The system includes three options for numbering invoices, credit notes, and invoice and credit note
corrections:
266 User Guide — QAD Financials

• Standard invoice numbering without numbering checks. This option is the default, and applies
if consecutive and chronological numbering are not enabled.
• Consecutive invoice numbering
If consecutive invoice numbering is enabled, the system ensures that invoices, credit notes,
and invoice and credit note corrections are consecutive without gaps.
• Chronological invoice numbering—an extension of consecutive invoice numbering.
If chronological invoice numbering is enabled, the system ensures that invoices, credit notes,
and invoice and credit note corrections are sequentially numbered in the correct date order and
without gaps. Chronological invoice numbering can only be enabled if consecutive invoice
numbering is also enabled.
You can configure whether the system displays a warning or an error when users attempt to
save transactions with past or future posting dates, thereby disrupting the chronological
numbering sequences.
For standard, consecutive, and chronological invoice numbering; invoices, credit notes, and
invoice and credit note corrections are numbered by entity, year, GL period, and daybook.
You enable consecutive and chronological invoice numbering, and select a warning or error option
at domain level. See “Invoice Numbering Tab” on page 35.
When chronological invoice numbering is enabled, the numbering controls described in this
section apply in Customer Opening Balance Create and Supplier Opening Balance Create, and in
all customer and supplier invoice functions.
The following chronological invoice numbering controls apply:
• If you attempt to save an invoice with a posting date that is earlier than the posting date of a
saved invoice with the same entity and daybook combination, the system displays an error or
warning message, depending on the option selected in the domain Invoice Numbering tab.
Fig. 5.47
Past Invoice Date Error

• If you attempt to save an invoice with a future posting date, the system displays an error or a
warning, depending on the option selected in the domain Invoice Numbering tab.
Fig. 5.48
Future Posting Date Error

• When you attempt to save the first invoice in a new GL period for a daybook and entity
combination, the system displays a warning.
Note This message is always a warning.
 Setting Up Business Relations 267

Fig. 5.49
First Invoice in GL Period Warning

Setting Up Supplier Data

Use the Supplier function (28.20.1) to set up codes representing the companies you purchase
goods and services from. Suppliers are used in purchasing, accounts payable, Service and Support
Management, and other functions.
Supplier addresses, like customer addresses, determine default field values and affect how supplier
transactions are processed in the system. Remit-to addresses are used when payments created in
accounts payable must be sent to an address other than the supplier address. Each supplier can
have only one remit-to address. Remit-to addresses are defined in the business relation with an
address type of remittance.
Before setting up suppliers, you must first define payment formats, payment groups, bank account
numbers, and supplier types. These topics are described next.
Note If you plan to generate 1099 tax reports in the United States, you must also set up purchase
type codes.
Suppliers also require GL profiles for defining:
• Control accounts for invoices
• Control accounts for credit notes
• Supplier bank accounts
• Purchases accounts

You must set up the accounts and profiles before defining suppliers.

Supplier Type
Use the Supplier Type activities (28.20.2) to create, view, modify, and delete codes for grouping
suppliers. You can use supplier type to select groups of suppliers for reporting.
You can also define GL purchasing accounts by product line, site, and supplier type in Purchasing
Account Maintenance (1.2.5). This lets you separately track purchase costs for different types of
suppliers.
Fig. 5.50
Supplier Type Create
268 User Guide — QAD Financials

Field Descriptions

Code. Enter a code (maximum four characters) that identifies a supplier type. This field is
mandatory; the code cannot be blank.
Description. Enter a brief description (maximum 40 characters) of the supplier type. This field
is mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active record.

Purchase Type
Use the Purchase Type activities (28.20.3) to create, view, modify, and delete codes for grouping
supplier invoices for reporting, letting you track your cash expenditures for different types of
expenses. For example, use EX for miscellaneous expenses and PO for purchases of raw materials
or components.
You must use at least three purchase codes—for Rents, Royalties, and Non-Employee
Compensation—if you are submitting 1099 tax reports. Each of these categories is summarized
into a different box on the 1099 report.
Fig. 5.51
Purchase Type Create

Field Descriptions

Purchase Type. Enter a code (maximum four characters) that identifies a purchase type.

Description. Enter a brief description (maximum 40 characters) of the purchase type. You can
optionally enter descriptions in more than one language. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active record.

Payment Group
You use payment groups to link multiple suppliers together and to use as filter criteria when
making supplier payment selections. Payment groups are linked to suppliers, and let you search for
invoices from multiple suppliers when you create the payment selection. You link a payment
group with a supplier on the Payment tab of Supplier Create (28.20.1.1).
 Setting Up Business Relations 269

Use the Supplier Payment Group activities (28.9.1.3) to create, view, modify, and delete payment
groups. You can delete only groups that are not referenced in the system.
Fig. 5.52
Supplier Payment Group Create

Field Descriptions

Payment Group. Enter a code (maximum 20 characters) that identifies a payment group.

Description. Enter a brief description (maximum 40 characters) of the payment group.

You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active record.

Creating Supplier Records

Use the Supplier activities (28.20.1) to create, view, modify, or delete a supplier. Account profile
details cannot be modified if transactions already exist. A record can be deleted only if it is not
referred to in the system. Otherwise, you can mark the record inactive.
Suppliers can be saved in draft format when Draft Instances is selected in System/User Settings,
Change System Setting. When you save a record in draft format, none of the system validations are
executed. You can then return later to complete the record by choosing the Supplier Browse Drafts
activity and selecting the record you want to finish from the list. See User Guide: Introduction to
QAD Enterprise Applications for details on drafts.
The Supplier function supports these additional activities:
• Use Supplier Activity Dashboard (28.18.1) to view all supplier payment and invoice
information, including open items and payments, for one or multiple entities. From this view,
you can drill down to the details of the invoices and credit notes. See “Supplier Activity
Dashboard” on page 630 for details.
• Use Excel Integration (28.20.1.5) to export supplier records to or load records from an Excel
spreadsheet. See User Guide: Introduction to QAD Enterprise Applications for details.
• Use Supplier Bank Number Excel Integration (28.20.1.7) to import data related to customer
banks. This function is exactly the same as Customer Bank Number Excel Integration. See
“Bank Account Numbers” on page 240.
After creating a supplier here, specify additional operational data in Supplier Data Maintenance
(2.3.1). An e-mail is automatically sent to the members of the SupplierNotify role responsible for
creating this data when a new supplier is created.
270 User Guide — QAD Financials

Fig. 5.53
Supplier Create

Field Descriptions

Supplier Code. Specify a code (maximum eight characters) that identifies a supplier. If the
code you specify matches an existing customer code, a warning message displays. You can
choose to ignore the warning, and create the record. However, when a supplier and customer
share the same code, they must reference the same business relation.
If you leave the Supplier Code field blank, the system automatically generates a number for
the record based on the sequence defined in Supplier Autonumber Create. See
“Autonumbering Sequences” on page 208.
Note If you plan to send 1099 US tax reporting forms to this supplier, do not use the
apostrophe (’), asterisk (*), or other special characters on the recipient name line. These
characters are not allowed on the 1099 form.
Business Relation. Choose a business relation code to associate with this supplier. Address
and contact details come from the headoffice address type of the business relation. After you
have created a supplier, you cannot modify the associated business relation.
Note You can create a new business relation for the customer if necessary by clicking the Go
To icon next to this field.
Active. Indicate if this is an active record. When you mark a record as inactive, all of the
transactions that can be blocked in Blocked Transaction Maintenance (2.23.1) can no longer
be completed. For example, you cannot create a new purchase requisition or purchase order
for the supplier.
See User Guide: QAD Master Data for details about blocked transactions.

Business Relation Tab

The Business Relation tab displays the address information defined for the associated business
relation. You cannot modify this data here. See “Address Information Tab” on page 210 for details
about these fields.
 Setting Up Business Relations 271

Accounting Tab
Use the Accounting tab to set up control accounts, tax details, and other accounting information.
Fig. 5.54
Supplier Create, Accounting Tab

Field Descriptions

Control GL Profile (Invoice). Specify a valid, active GL profile of type Supplier Account that
identifies the accounts payable control account for invoices. This is a required field.
Control GL Profile (Credit Note). Specify a valid, active GL profile of type Supplier Account
that identifies the accounts payable control GL account for credit notes. This is a required
field.
Control GL Profile (Prepayment). Specify a valid, active GL profile of type Supplier Account
used to determine the accounts payable GL control account for prepayments. This field is
required.
All functions that create prepayments use the GL account linked to this profile, including
Banking Entry, Open Item Adjustment, Customer Payment Create, Supplier Payment Create,
and Supplier Payment Selection.
Purchases Account GL Profile. Specify valid, active GL profile of type Purchases Account
used to determine the account for purchases. This field is required.
When an purchase order is created for this supplier for a non-inventory item, the default
account used is determined by the Purchases Account Profile value, the default cost center
defined for this account, and the sub-account found in the Sub-Account Profile.
Sub-Account Profile. Optionally specify a default sub-account profile. If the account specified
by the Purchases GL Profile of the supplier requires a sub-account, the value used is either:
• The sub-account found in this profile, if specified
• The default sub-account associated with the GL control account

Credit Agency Reference. If relevant, enter the credit agency reference number assigned to
this supplier. This field is for reference only. It displays on the Supplier Performance Report to
help you investigate customer credit issues.
If your company does not use reference numbers as tracking identifiers, record any other
identifier you use for credit investigations.
272 User Guide — QAD Financials

One common credit agency is Dun & Bradstreet, a provider of business-to-business credit and
business-related information for both publicly and privately held companies. The D&B
number is a distinctive nine-digit number used as an identifier in electronic data interchange
(EDI) and global electronic commerce transactions.
Suppliers doing business with your company using EDI can submit their D&B number as part
of the registration and transaction processes. This number eliminates errors in electronic
transactions and serves as a consistent trading partner.
Chamber of Commerce Number. Enter an optional registration number assigned to this
address code, typically, the Chamber of Commerce registration number.
This field is for reference only, and appears on various reports and inquiries.
TID Notice. Optionally, enter the number of times the US Internal Revenue Service has
notified you that this supplier’s tax ID number is invalid.
External Customer Number. Enter the external customer number (maximum 10 characters)
associated with this supplier.
This number applies to some check print requirements, and follows the name and address of
the supplier.
Currency Code. Specify the default currency code for this supplier. Currency defaults from the
domain base currency.
Supplier Type. Enter an optional code classifying suppliers by type. For example, you might
classify suppliers as type RAW for raw material suppliers and SUB for subcontractors.
You can use supplier type to select groups of suppliers for reporting, in particular for supplier
and accounts payable reports. If you are in the US and submit 1099 tax reports, you can select
suppliers by type.
You can also define purchasing accounts by product line, site, and supplier type.
Purchase Type. Specify a code for grouping supplier invoices for reporting, letting you track
your cash expenditures for different types of expenses. For example, use EX for miscellaneous
expenses and PO for purchases of raw materials or components.
This field is optional when Tax Report is selected, indicating that you are submitting 1099 tax
forms in the United States.

Payment Tab
Fig. 5.55
Supplier Create, Payment Tab
 Setting Up Business Relations 273

Field Descriptions

Credit Terms. Specify the default credit terms for this supplier. This field is required. The
credit terms determines the due date calculated for the supplier invoices. See “Credit Terms”
on page 222.
Invoice Status Code. Specify the default invoice status for determining the approval, payment,
and allocation status of invoices for this supplier. This field is required. See “Invoice Status
Codes” on page 218 for details.
Payment Group. Specify the payment group. A payment group can be used as a filter criterion
when making a payment selection.
BLWI Group. Specify the default group associated with this supplier for Belgian-
Luxembourgian BLWI reporting. The default code is 999.
Send Remittance. Select this field to indicate which suppliers you want to send remittances to.
You can then print the remittance using Supplier Remittance Print (28.9.9.8) after you have
run the supplier payment selection. This report is addressed to the Remittance address defined
for the supplier’s business relation.
Individual Payments. Indicate whether each invoice gets an individual payment line in
payment files.

Banking Tab
Use the Banking tab to set up the accounts and payment formats for this supplier. The details you
enter here are automatically retrieved for supplier payments and selections.
Fig. 5.56
Supplier Create, Banking Tab

Insert new rows for bank account and payment format details.
This tab is exactly the same as the banking tab for customers. See “Banking Tab” on page 247.
Note If you modify a supplier bank number that is already used in invoices and payments, the
referenced invoices and payments are updated with the new supplier bank number.
274 User Guide — QAD Financials

Defaults Tab
Use the Defaults tab to set default values for SAF analysis for this supplier. See “Supplementary
Analysis Fields” on page 127 for details.
Fig. 5.57
Supplier Create, Defaults Tab

Field Descriptions

SAF Concept Code. Specify an SAF concept code.

SAF Code. Specify an SAF code.

Last Modified Date/Time and User. These read-only fields display the ID of the user who last
updated this record and the date and time of update.

Tax Info Tab

Tax values default to documents created for the supplier and can be modified during transaction
processing. The values for the Taxable Supplier, Tax Is Included, and Tax in City fields default
from the Business Relation.
You can modify the default details as needed. See “Tax Information Tab” on page 212 for a
description of the fields.
Note You can use non-intrusive customization to implement validation for federal and state tax
IDs to ensure they meet the requirements of your local tax authority. This validation is then applied
when you enter federal and state tax IDs in this tab, or in the Tax tabs on the Business Relation and
Customer records. See User Guide: QAD System Administration for more information.
Fig. 5.58
Supplier Create, Tax Info Tab

Tax Report. Select this field to authorize generation of a supplier tax activity (1099) report to
this supplier. The 1099-MISC Report references this field.
 Setting Up Business Relations 275

Select: The system reviews all payments to this supplier over the time period specified. If the
sum of these payments is greater than the minimum 1099 amount specified, this supplier is
included on the 1099 report listing the supplier name, address, and tax ID, along with a
detailed or summarized list of payment amounts.
Clear: The 1099-MISC Report excludes this supplier regardless of selection criteria.
When this field is selected, the headoffice address of the associated business relation must
have values for name, first line of the street address, city, state, zip code, telephone number,
and federal tax ID. In addition, a default purchase type must be specified.
Details about 1099 reporting are included in User Guide: QAD Global Tax Management.

Comments Tab
The Comments tab lets you enter free-form text related to this supplier that is saved with the
supplier record. Comments display on the Supplier Activity Dashboard.

Withholding Tax Tab

Withholding tax and the Withholding Tax tab are described in User Guide: QAD Global Tax
Management.

Supplier Opening Balance

Use Supplier Opening Balance Create (28.1.15) to manually create open items (invoices, credit
notes, or adjustments) in the purchases sub-ledger and generate appropriate postings.
The activity lets you transfer the outstanding open items (invoices, credit notes, adjustments) for a
specific supplier in detail from an external system to your QAD application.
Create a standard GL account to act as a balancing transfer account for the control accounts.
The opening balance activity updates the following accounts:
• For invoices, debits Supplier Control and credits the GL Transfer account.
• For credit notes, debits GL Transfer and credits Supplier Control.
• For item adjustments, if the adjustment involves a debit on the item, the accounts referenced
are the same as those for an invoice. If it involves a credit, the accounts referenced are the
same as those for a credit note.
The transfer account is used in postings to the control account balances, because you cannot
initially post to the control accounts. You cannot modify these postings, and the input of customer,
supplier, and GL opening balances ensures that the transfer accounts are referenced in the postings
balance.
Opening balances can be created manually or by using Excel integration. For more information,
see User Guide: Introduction to QAD Enterprise Applications.
Use the Export to Excel for Maintenance option to create a template for open items. You should
ensure that all the values you enter in the Excel spreadsheet are valid for this supplier.
276 User Guide — QAD Financials

Fig. 5.59
Supplier Opening Balance Create

Field Descriptions

Posting Year/Period. Specify an accounting year and period for the opening balance.

GL Transfer Account. Specify a GL account for the posting. This must be a manual account of
type Standard.
Posting Date. Specify the date the posting is effective.

You can use the Calculate BC/SC button to convert the transaction currency amounts to the base
currency and statutory currency using the default exchange rate.
The following fields display in the grid:
Supplier Code. Specify a supplier code.

Business Relation Code. The business relation code of the supplier displays.

Invoice Type. Select the invoice type from Invoice, Credit Note, Adjustment, Invoice
Correction, Credit Note Correction.
Sub-Account Code. Specify the sub-account code for this supplier, if necessary.

Daybook Code. Specify a daybook code for the open item.

Invoice Voucher. Enter the invoice number.

Invoice Date. Specify the invoice creation date.

Invoice Tax Point Date. Specify the tax point date.

Invoice Reference. Enter the invoice reference text, if required.

Invoice Description. Enter the invoice description. This field is mandatory.

Posting Text. Enter reference text for this opening balance posting.

Posting Type. Specify credit or debit as the posting type.

TC Invoice Amount. Enter the invoice amount in transaction currency.

Currency Code. Enter the transaction currency code, if this is different from the base
currency.
BC Invoice Amount. Specify the invoice amount in base currency, if this is different from the
transaction currency. Click Calculate BC/SC to fill in this amount based on the value specified
for TC Invoice Amount.
 Setting Up Business Relations 277

Base Currency Code. This field displays the base currency.

SC Invoice Amount. Enter the invoice amount in the statutory currency, if required. Click
Calculate BC/SC to fill in this amount based on the value specified for TC Invoice Amount.
Statutory Currency Code. This field displays the statutory currency code.

Payment Instrument. This field displays the payment instrument.

Payment Reference Number. Enter an invoice reference number if required.

Bank Number. Enter the bank account number defined for this supplier. This number should
match the bank account number you defined for this supplier on the supplier Banking tab.
Bank Number Extension. Enter the bank number extension, if required.

Credit Terms. The credit terms assigned to the supplier display; you can change them if
required.
Invoice Due Date. Enter the invoice due date. Due date is calculated based on the credit terms.

Invoice Due Date (Discount). Enter the date when a discount is to be applied to the invoice.
This field defaults to today’s date.
Cost Center. Specify a cost center, if required.

Project. Specify a project code, if required.

Invoice Status Code. Select an invoice status code with allocation selected. If you want the
opening balance approved, select a code that requires approval or is locked for payment.

Supplier Opening Balance and Invoice Numbering

When you successfully save an opening balance entry, the grid is updated with the invoice number.
As with customer opening balances, you have the option to use standard, consecutive, or
chronological invoice numbering when creating supplier opening balances. See “Customer
Opening Balance and Invoice Numbering” on page 265 for more information.

Creating Employees
Use the Employee activities (37.1.7) to create, view, modify, or delete an employee. A record can
be deleted only if it is not referred to in the system. Otherwise, you can mark the record inactive.
Employees are associated with entities. They are referenced when defining engineers in the
Service/Support Management module and also for labor recording for work orders and repetitive
schedules. If you define employees as engineers, an e-mail can be automatically sent to the
members of the EmployeeNotify role responsible for creating engineer data when a new employee
is created.
Only active employees can be selected in these operational functions.
278 User Guide — QAD Financials

Fig. 5.60
Employee Create

Field Descriptions

Employee Code. Specify a code (maximum eight characters) that identifies an employee. The
code cannot match any other employee in the current entity or any other entities in the current
domain. The employee is associated with the entity that is active in your current session.
If you leave the Employee Code field blank, the system automatically generates a number for
the record based on the sequence defined in Employee Autonumber Create. See
“Autonumbering Sequences” on page 208.
Name. This field displays a value only after you select a business relation code to associate
with this employee in the Business Relation tab. Address and contact details come from the
headoffice address type of the business relation, including the value for name. After you have
created an employee, you cannot modify the associated business relation.
Active. Indicate if this is an active record.

External Employee. Select this field if the employee is a contractor or not employed directly
by your organization.
Supplier Code. Specify a supplier code to associate with this employee for the payment of
expense claims.
Registration Currency. Specify the currency that should be used when expenses for this
employee are paid. This field is available only when a supplier code is specified.
Start Date. Specify the date this employee was hired. This field is for reference and filtering
report data.
End Date. Specify the date when this employee terminated employment at your company. This
field is for reference and filtering report data. Generally, when you enter an end date, you
should also clear the Active field to indicate that this employee is no longer active.
User. Indicate if this employee is also defined as a valid user in User Maintenance (36.3.1).
 Setting Up Business Relations 279

Login. If this employee is also a user, enter the associated login ID specified in User
Maintenance. This field is available only when the User field is selected.
Job Title. Enter an optional job title for this employee. This field is for reference only and
useful in sorting browses. Job titles can also be useful on shop floor reports.
Department Code. Specify the department in which this employee normally works.
Department codes, defined in Department Maintenance (14.1), identify major groupings of
manufacturing work centers, at your own site or at sites belonging to outside suppliers.
Employees are not restricted to reporting labor at only work centers in their own department.
This field is a default useful for reviewing employees by department.
Default Project Code. Optionally enter a code identifying the GL project normally assigned to
this employee.
The employee project defaults in Shop Floor Control functions when non-productive labor is
reported. It can be changed manually as needed.
If this employee is defined as a service engineer in the Service/Support Management module,
the default project is also used when expenses are recorded for a call in Call Activity
Recording (11.1.1.13). In this context, the service expense is considered a form of non-
productive labor.

Business Relation Tab

Use the Business Relation tab to specify the business relation code associated with this employee.
All address details default from the headoffice address type of the business relation. You cannot
modify this data here. See “Address Information Tab” on page 210 for details about these fields.
The system fills in the Name field based on the business relation after you save the record.
Fig. 5.61
Employee Create, Business Relation Tab
280 User Guide — QAD Financials
 Chapter 6

General Ledger Transactions

The following topics describe the different types of GL transactions and their associated GL
functions.
Overview 283
Introduces and summarizes the types of GL transaction.
Journal Entry 290
Describes how to record basic transactions in the system.
Additional GL Numbering 304
Discusses how you can generate a secondary numbering sequence for GL transactions.
Verifying and Approving Transactions 317
Explains how GL transactions can be verified and approved in order to prevent fraud.
GL Open Item Reconciliation 322
Describes how to reconcile the outstanding balance of a GL open item account with the underlying
transaction detail.
Revaluation 340
Describes how to revaluate foreign currency transactions.
Open Item Adjustment 351
Reconcile unpaid or incorrectly paid invoices and credit notes.
Posting Templates 364
Save the posting details for reuse.
Recurring Entry 366
Configure transactions that are repeated regularly.
Reversing Transactions 370
Reverse activity on existing journal entries.
Running Allocations 374
Use transactions to distributing costs and revenues to the appropriate COA elements.
Mass Layer Transfer 379
Transfer batches of postings from the transient layer to other layers.
Intercompany and Cross-Company Transactions 383
Describes transaction between entities in the same domain and across domains.
282 User Guide — QAD Financials

Journal Entry Excel Cross-Company Integration 389

Explains the function that lets you load cross-company journal entries defined in an Excel
spreadsheet.
Mirror Accounting 396
Reflect inventory transactions immediately in the income statement.
Year-End Transactions 402
Run a process to automatically create closing postings.
Exporting Accounting Data 408
Introduces the function that lets you export files of accounting data in standard format, including
file types that are required by financial authorities in certain countries.
Reviewing Posted Transactions 411
Summarizes the options available for viewing and reporting GL transactions.
 General Ledger Transactions 283

Overview
The general ledger (GL) is a record of all transactions that occur in an entity. It is maintained by
recording debit and credit transactions in a process known as posting. After transactions have been
posted, the balance in each account is updated.
Journal entries are the basis of most GL records. Journal entries directly map to GL postings, and
the general ledger lets you view the activity and balance of each account at a glance. See “Journal
Entry” on page 290.
Transactions recorded in the official layer or management layer are created and posted as part of
the same journal entry process. Transactions recorded in the transient layer can be transferred to
the official layer or management layer.
Simple GL transactions consist of multiple posting lines associated with amounts and GL
accounts. During posting, the transaction detail in the posting line is used to update cumulative
account balance detail records for the GL period. This detail is then used when generating
financial statements and summary reports.

GL Transaction Activities
This section summarizes the activities you can use in managing GL transactions.

Journal Entries

A journal entry, or posting, is the basic transaction in the accounting system. Journal entries are
often composed of multiple posting lines, each associated with a GL account and an amount.
Use the Journal Entry activities (25.13.1) to create, view, modify, delete, and reverse journal
entries. See “Journal Entry” on page 290.

Additional GL Numbering

Additional GL Numbering lets you generate a secondary numbering sequence for GL transactions.
This sequence number is an alternative reference number for use in countries where local GAAP
constraints require that GL posting numbering be sequential, without any gaps. See “Additional
GL Numbering” on page 304.

Verification and Approval

GL transactions can be verified and approved in order to prevent fraud.

You can use the functions on Status Transition Menu (25.3.12) in combination with the Verify and
Approve activities in the Journal Entry function to define and implement a process to verify and
approve transactions. See “Verifying and Approving Transactions” on page 317.
284 User Guide — QAD Financials

Revaluation

Each GL transaction is denominated in a transaction currency. Currency fluctuation means that

transaction amounts can inflate or devalue, with respect to the base currency amounts or statutory
currency, within the GL period in which they are posted. Revaluation enables you to identify the
results from variances in exchange rates. See “Revaluation” on page 340.

Adjustments

Open items are unpaid and partly-settled invoices, both from customers and suppliers. You can
resolve open items and balance the relevant accounts by posting journal entries, by closing
invoices and reducing the open balance, or by posting payments. See “Open Item Adjustment” on
page 351.
You can also reconcile the outstanding balance of a GL open item account with the underlying
transaction detail using GL Open Item Reconciliation (25.15.2.13). See “GL Open Item
Reconciliation” on page 322.
You can correct errors in GL transactions by reversing the transaction in the current or subsequent
GL period. Recording a reversing transaction as a correction effectively mirrors the original
transaction, which lets you net the transaction amount and balance the account. See “Reversing
Transactions” on page 370.

Posting Templates

If you plan to record the same journal entry on a regular basis, posting templates let you save the
posting details for reuse. Templates are usually used with recurring entries, in which the template
is posted at recurring intervals according to a predefined schedule. See “Posting Templates” on
page 364.

Recurring Entries

The majority of GL transactions are similar in nature. For example, monthly or quarterly GL
postings often use the same account, currency, and exchange rate types, and credit or debit the
same amounts each time. You can use posting templates to save the structure of the journal entry
for reuse. See “Posting Templates” on page 364.
Recurring transactions are set up to post according to a predefined schedule; for example, a direct
debit payment for building rent or insurance. By creating a posting template for a predetermined
number of GL periods, you automate these transactions. Recurring entries, as with all other GL
transactions, can also be adjusted at any stage before posting. See “Recurring Entry” on page 366.

Reversing Entries

Reversing entries are used for two purposes:

• Correcting errors in posted transaction by posting an opposing entry to net out the original
amounts.
• Posting accruals, such as payroll earned, but not yet paid.

You can reverse a journal entry in two ways: manually or automatically.

 General Ledger Transactions 285

See “Recurring Entry” on page 366.

Allocations

Costs and revenues must be correctly sourced in the chart of accounts. Allocation is a method of
breaking a single payment or cost down to its constituent parts, and identifying and distributing the
correct amounts to each source component. You can create allocations as templates. See “Running
Allocations” on page 374.

Layer Transfer

Unfinalized transactions are generally posted to daybooks in a transient layer for review or for
simulation purposes. Mass layer transfer lets you move postings from the transient layer to the
management or official layers. When transactions are moved to another layer, the overall account
balances remain the same, but the balances are now stored in the layer to which you have moved
them. See “Mass Layer Transfer” on page 379.
You can use a second transfer function, Mass Layer PC-Transfer Execute (25.13.12), to transfer
batches of unfinalized periodic costing calculations from the transient layer to the management or
official layers. See “Mass Layer Transfer for Periodic Costing” on page 382.

Intercompany and Cross-Company Transactions

An intercompany transaction is a single GL transaction or journal entry that indicates trade with
another entity in your organization. The transaction only updates the GL of the entity in which it is
recorded, but contains an intercompany code within the GL transaction, as a reference to another
entity. The GL transaction posts to one entity only.
Cross-company transactions reference each other across more than one entity, and the associated
GL transaction posts to both entities. Both of these types of accounting are required to generate the
account balances for multi-entity organizations. See “Intercompany and Cross-Company
Transactions” on page 383.
You can also use Journal Entry Cross-Cy Excel Integration (25.13.1.10) to load cross-company
journal entries defined in an Excel spreadsheet. See “Journal Entry Excel Cross-Company
Integration” on page 389.

Mirror Accounting

Mirror accounting links a set of source (balance sheet) accounts to a set of mirror (income
statement) accounts. This function ensures that inventory transactions are reflected immediately in
the income statement, as well as in the balance sheet.
When an inventory transaction is posted that updates the source accounts, the system generates a
mirror posting that updates the mirror accounts simultaneously. A mirror transaction can
optionally be split into two sub-transactions. You create source and mirror daybooks as part of the
configuration task; and the split transactions can be posted to either the source or mirror daybooks.
See “Mirror Accounting” on page 396.
286 User Guide — QAD Financials

Year-End Closing

Year-end financial statements are the most important reports generated by the organization.
Generate year-end transactions once all GL periods, except the last period, are closed. GL
transactions primarily affect the current fiscal year. You can create adjusting transactions in a
separate correction period, and optionally, use a different daybook to help distinguish between
audited and unaudited results.
See “Year-End Transactions” on page 402.

Export Accounting Data

You can use Accounting Data Export (25.13.23.1) to export files of accounting data in standard
format, including file types that are required by financial authorities in certain countries. See
“Exporting Accounting Data” on page 408.

Reviewing Posted Transactions

The system contains a wide range of reports and views that let you analyze GL transaction activity.
See “Reviewing Posted Transactions” on page 411.

Posting Transactions from Other Modules

In a production system, most GL transactions originate from operational transactions, such as
manufacturing, purchasing, and inventory movements. The system collects most operational
transactions in an unposted transaction table. You can review the transactions to ensure that
amounts, accounts, and dates are correct. Once the transactions are verified, you must post them to
update GL account balances.
Operational transactions fall into four areas:
• Inventory Control (IC)
• Work Order (WO)
• Fixed Assets (FA)
• A limited number of sales order (SO) transactions

Note Invoicing sales orders using Invoice Post and Print (7.13.4) directly updates the GL.

Figure 6.1 illustrates the process flow for operational transactions.

Fig. 6.1
Operational Transaction Flow

Unposted transactions Review and correct invalid

created during operations. account data that caused
posting to fail.

Post operational transactions. Repost corrected transactions.

 General Ledger Transactions 287

Note Before operational transactions can be posted, you must set the Verify GL Accounts field in
Domain/Account Control (36.9.24) to Yes. Before setting the Verify GL Accounts field, you can
run the Op Account Structure Validation report to determine if any issues exist with combinations
of accounts, sub-accounts, cost centers, and projects. See “Domain/Account Control” on page 183.
Fig. 6.2
Operational Transaction Post

Entity. Specify the range of entities for which you want to post transactions. You must have
security access to all entities in the specified range.
The default is the current entity.
Effective Date. Specify the range of dates for which you want to post transactions. Leave the
fields blank to begin with the first date on which transactions exist. The default is the current
system date.
Daybook. Specify a range of daybook codes for which you want to post transactions.
Daybooks are associated with operational transactions in Default Daybook Maintenance.
This field is optional.
Type. Specify a transaction type for the program to only post unposted transactions with this
transaction type. If you leave the field blank, the program posts transactions regardless of their
transaction type.
The possible transaction types are:
• FA: Fixed Assets
• IC: Inventory Control
• SO: Sales Orders (non-invoice transactions only)
• WO: Work Orders

Creating Operational Transactions

Unposted operational GL transactions—composed of multiple lines representing debits and credits

to individual accounts—are created by operational processing functions outside the GL module.
They are identified with a 14-character operational reference number in the following format:
<transaction type><yr><mm><dd><transaction number>

Example At the same time PO Receipts (5.13.1) generates an RCT-PO inventory transaction, it
also creates an unposted GL transaction with an IC prefix. A typical operational reference would
be IC1102210037—the 37th inventory movement transaction created on February 21, 2011.
288 User Guide — QAD Financials

Important The use of daybooks is mandatory and you must create at least one daybook of type
Journal Entries.
Additionally, based on the daybook associated with the transaction type, the system assigns a GL
reference number used to identify the transaction after it is posted to the general ledger:
<Year>/<DaybookCode><SequenceNumber>

Default Daybook Maintenance (25.8.4) records associated with the operational transaction
functions must reference active daybooks. If you attempt to post a transaction that references an
inactive daybook, the system displays an error, and the transaction is not posted.
Important As part of daybook setup, you must define at least one record in Default Daybook
Maintenance to represent the system daybook in operational transactions.
Use Unposted Transaction Inquiry (25.13.13) or Unposted Transaction Register (25.13.14) to view
operational transaction records before they have been posted. In the register program, you can
select Unbalanced Only to limit the output to records that failed to post correctly.
Note The system assigns an operational SO reference number to transactions created in Invoice
Post and Print (7.13.4). However, the posting process for invoices is not part of the same process
flow as other operational transactions. Only Revenue Recognition (11.5.18.21) in the
Service/Support Management (SSM) module creates SO-type transactions that are posted as part
of the SO transaction process. See User Guide: QAD Sales for information on invoice post.

Posting Transactions

To apply unposted transaction amounts to the GL, use Operational Transaction Post (25.13.7). You
can select transactions for posting by entity, date, or the daybook assigned based on records in
Default Daybook Maintenance (25.8.4). The system verifies that all transactions contain valid
combinations of active account, sub-account, cost center, and project code; the effective posting
date must also be within a valid GL period. Transactions must also be balanced, with debits
equaling credits. Otherwise, an error message displays and the transaction is not posted.
The concept of statutory currency does not exist in the operational modules. Therefore, when
operational transactions are fed to Financials using Operational Transactions Post and Invoice
Print and Post, the resulting GL transactions are updated with the corresponding statutory currency
amounts. If the transaction currency is not available, then the system converts the base currency
amount to statutory currency using the statutory exchange rate type.
Note If the criteria ranges select multiple transactions, only those with one or more posting lines
that contain invalid account information fail the posting process. Transactions with valid values on
all lines are posted.
Both numeric identifiers generated during the creation process are retained as part of the history
record. GL reporting functions display both numbers The Reference ID field on GL reports lists
both the operational reference number and GL reference.
General ledger operational transaction reports, views, and browses list the following details for
operational transactions:
• Reference ID
• Transaction Type
• Doc Type
 General Ledger Transactions 289

• Address

These fields can be filtered when generating reports.

Legal Document Number

Inventory movement transactions store the related legal document number in the GL record, if
available. When the records are posted, Operational Transaction Post and Invoice Post and Print
pass the legal document number to Financials.
The following reports and inquiries display the legal document number in the GL transaction
description, if applicable.
• Unposted Transaction Inquiry (25.13.13)
• Unposted Transaction Register (25.13.14)
• Unposted GL Trans Correction (25.13.16)

Split Data

If allocation codes have been set up to split specified percentages of the transaction amount among
multiple accounts, the system creates a separate posting line for each account combination.
Operational transactions are created in pairs that are balanced. A single GL reference can contain
multiple lines and, when posted, separate transactions are created for each daybook.
For transactions that span multiple entities, operational programs create separate transactions for
each entity, as needed. The system automatically generates a reference to link the cross-company
transactions during the posting process.

Currency and Exchange Rate

IC and WO transactions use the inventory exchange rate type, if it is defined. FA and SO
transactions normally use the existing accounting exchange rate type. If no inventory exchange
rate is in effect at the time of PO receipt, then the accounting exchange rate type is used by default.
See “Inventory Exchange Rate” on page 61 for more information.

Correcting Account Errors

Use Unposted GL Transaction Correction (25.13.16) to modify invalid account data for
transactions that fail validation. To be accessible in this program, transactions must have failed
transaction post. You can update the following fields:
• Account
• Sub-Account
• Cost Center
• Project

In addition to updating the unposted transaction table, this program also modifies the fields in
operational transaction history to ensure that the history reflects the same values as the actual GL
posting. Any errors you locate and correct using Unposted GL Transaction Correction also exist in
290 User Guide — QAD Financials

Inventory Transaction History, which now contain references to account data that no longer exists.
Re-run Operational Transaction Post to update Inventory Transaction History with the account
data changes.
You can edit a line of an operational GL transaction only if it contains an account error. For
example, if while updating invalid data, you notice an incorrect—but valid—account in one of the
posting lines, you cannot change it. You cannot modify transaction dates or amounts either. In
these cases, you must create a second operational transaction to reverse the original amount,
correct the account data, and run the post program again.
Changes made in this program can be audited by setting GL Transaction Audit Trail to Yes in GL
Op Transaction Control (36.9.13). Audit records indicate the field name, old value, new value,
user ID, and date and time associated with the change. These records can be archived and deleted
using Audit Detail Delete/Archive (36.23.1). See User Guide: QAD System Administration for
details.

Journal Entry
A journal entry, or posting, is the basic transaction in the accounting system. In its most simple
representation, a journal entry is a transaction composed of multiple posting lines, each of them
associated with a GL account and an amount. Nevertheless, in most cases, journal entries also have
other dimensions, represented by analytical codes.
Use the Journal Entry activities (25.13.1) to create, view, modify, delete, and reverse journal
entries. You can use Journal Entry Create (25.13.1.1) only to manually record transactions for
financial daybooks. However, Journal Entry View (25.13.1.3) lets you view transactions posted to
operational and external daybooks, in addition to financial daybooks. See “Using Daybooks” on
page 148 for more information.
Note You can only modify or delete journal entries posted to a transient layer. See “Transient
Layer” on page 146.
You can also use the following activities within Journal Entry:
• Journal entries can be saved in draft format when Draft Instances is selected in Change System
Settings (36.24.5.1). When you save a record in draft format, none of the system validations
are executed. You can then return later to complete the record by choosing the Journal Entry
Browse Drafts activity and selecting the record you want to finish from the list. See User
Guide: Introduction to QAD Enterprise Applications for details on drafts.
See User Guide: QAD System Administration for more information on system and user
settings.
• Using the Journal Entry Excel Integration (25.13.1.6) feature, you can export data into Excel
spreadsheets for analysis or reporting. You can also create new data within Excel and import it
to the system database, where it is validated before being saved.
You cannot use Journal Entry Excel Integration to load postings for accounts that do not accept
manual postings; for example, control accounts, customer and supplier payment accounts,
inventory accounts, WIP accounts, and purchase order receipt system type accounts.
See User Guide: Introduction to QAD Enterprise Applications for details on Excel integration.
 General Ledger Transactions 291

You can also use another journal entry function, Journal Entry Cross-Cy Excel Integration
(25.13.1.10), to load cross-company journal entries defined in an Excel spreadsheet. See
“Journal Entry Excel Cross-Company Integration” on page 389.
In exceptional circumstances, your system administrator can use another tool, Journal Entry
Excel Integration Repair (25.13.1.18), to repair inconsistencies between control accounts and
their related sub-ledgers. In Journal Entry Excel Integration Repair, the GL account validation
is unrestricted, and it is possible to post to control accounts without posting to the
corresponding sub-ledger. It is important to restrict user access to this tool because it can
create inconsistencies between GL control accounts and the sub-ledgers. Journal Entry Excel
Integration Repair should only be used by authorized personnel to solve existing
inconsistencies in the system.
Fig. 6.3
Journal Entry Create

Field Descriptions

Year. Specify the GL calendar year and GL period for the journal entry.

Daybook Code. Specify a daybook for the entry. The daybook must be of type Journal Entries.
The read-only, system-generated voucher number displays next to the code.
Description. Enter a brief description (maximum 40 characters) of the journal entry. The
description defaults to each entry line.
Original Posting Reference. This field displays the original posting reference in cases where a
posting has been reversed or replaced.
Second Description. Specify a plain, easily understood additional description for this journal
entry. You can enter up to a maximum of 60 characters.
Posting Date. Specify the date for the postings. The posting date for journal entries must occur
within the GL calendar year and period.
Layer Type. This read-only field displays the layer type associated with the daybook.

Template Code. Specify a template code, if you are using a posting template, or enter a code to
save the current posting structure as a posting template.
See “Posting Templates” on page 364 for details.
292 User Guide — QAD Financials

Sequence Number. This field displays a nine-digit sequence number generated for the journal
entry. This is an alternative reference number for use in countries where local GAAP
constraints require that GL posting numbering be sequential, without any gaps.
Note The sequence number is generated only if the Additional GL Numbering check box is
activated for the entity. See “Additional GL Numbering Tab” on page 45 and on page 304 for
details.
Additional GL Numbering Date. This field displays the GL numbering date associated with the
additional GL sequence. When creating a journal entry in a normal GL period, the numbering
date defaults to the posting date and cannot be modified.
When creating or modifying a posting for a correct period, the Additional GL Numbering Date
field becomes active and you can specify the numbering date to use.
Save as Template. Select to save the entry details as a posting template. If you select this field,
you must specify a new posting template code.
For more information on templates, see “Posting Templates” on page 364.
Replacement. This field is read-only and indicates if the journal entry is a replacement
posting. Normally, if a GL posting is incorrect, it is rectified using two subsequent GL
postings: a reversal posting to balance out the original, incorrect posting, and a new
replacement posting with the correct values.
Note Use Journal Entry Replacement View to view a list of the replacement journal entries in the
system.
Reversal. Select the field if the journal entry is a reversal posting to balance out a previous,
incorrect posting.
You cannot reverse and replace a journal entry at the same time. You may select only one of
the Replacement and Reversal fields for a journal entry.

Posting Lines
Define the transaction posting lines in the grid. A posting line can be composed of multiple sub-
levels containing additional posting information.
The level 1 posting line contains fields for the GL account, sub-account, cost center, journal entry
description, base currency, and debit and credit amounts in the base currency.
The posting grid can automatically display additional level 2 posting lines and fields, depending
on how the GL accounts used in the transaction are defined, such as fields for:
• Transaction currency
• Quantity
• Intercompany
• Cost center analysis
• Project analysis
• SAF analysis
• Open items
• Tax account details
 General Ledger Transactions 293

If the posting line contains additional level 2 posting lines, a line expander () appears to the left
of the line:
Fig. 6.4
Posting Line with Expander

Click on the line expander to view the level 2 posting lines.

If the GL account you use does not have analysis and the transaction you enter is in the base
currency, the posting contains only a single line and no level 2 posting lines.
Fig. 6.5
Journal Entry, Multiple Level 2 Posting Lines

Field Descriptions

GL Account. Specify a GL account code.

Description. This field displays a brief description of the posting line. This defaults from the
header.
Currency. Specify the transaction currency code. If a currency has been defined for the GL
account, the system loads it by default. If no currency is defined for the account, the system
uses the domain base currency. The default accounting exchange rate is applied for multi-
currency transactions.
See “Currency” on page 294 for details on entering values in a non-base currency.
For details on currencies and exchange rates, see “Currencies” on page 56 and “Exchange
Rates” on page 59.
Debit. Enter the debit amount for the transaction. The credit amount is set to zero when you
enter a debit amount. The amount is displayed in the domain base currency.
Credit. Enter the credit amount for the transaction. The debit amount is set to zero when you
enter a credit amount. The amount is displayed in the domain base currency.
294 User Guide — QAD Financials

Currency View. Choose Base Currency or Transaction Currency from the drop-down list to
view the posting amounts in either currency.
Total. This read-only field displays the total of debit and credit amounts for the posting.

Note For more information on defining GL account values, see “Creating GL Accounts” on
page 78.

Currency
For accounts that are not denominated in a unique currency, you can record journal entries in either
the base currency (BC) of the domain or in a non-base, transaction currency (TC). For accounts
denominated in a specific currency, you enter amounts using the transaction currency and the
system converts the amounts to the base currency.
The system displays a level 2 posting line with fields for entering the transaction currency when:
• You specify a GL account that is denominated in a non-base currency.
• You modify the default base currency value in the Currency field in the level 1 posting line to
a non-base currency (for accounts that accept postings in all system currencies).
The level 2 posting line for the transactions currency contains the following fields:
• TC Debit
• TC Credit
• BC Debit
• BC Credit
• Exchange Rate (TC/BC)
• Scale Factor (TC/BC)

The system uses the accounting exchange rate to convert between the transaction currency and
base currency, and calculates the base currency amount as:
BC Amount = TC Amount * Exchange rate (TC/BC) * Scale Factor (TC/BC)

Note On level 1 of a currency posting line, the system displays either the transaction amounts or
base currency amounts, depending on the setting in the Currency View field at the bottom of the
screen.
If the Exchange Rate field is displayed in the posting line, you can modify the exchange rate there.
If you modify the exchange rate, the new value is used in the base currency calculation.
See “Setting Up Multiple Currencies” on page 51 for more information on currencies and
exchange rates.
 General Ledger Transactions 295

Fig. 6.6
Journal Entry, Currency Grid

Field Descriptions

TC Debit. Enter the debit amount in the transaction currency. The credit amount is set to zero
when you enter a debit amount.
TC Credit. Enter the credit amount in the transaction currency. The debit amount is set to zero
when you enter a credit amount.
Exchange Rate. The system displays the default exchange rate for the currencies defined for
the shared set. Edit the rate if necessary. See “Exchange Rates” on page 59 for more
information on exchange rates.
Scaling Factor. This field displays the scaling factor for the exchange rate. The scaling factor
is used for currencies that have a very small value relative to other currencies.
BC Debit/Credit. The system displays the debit or credit amount calculated in the base
currency.

Quantity
The Quantity grid is displayed when the account specified in the posting is defined with a quantity
value and unit of measure. The quantity value is the number of units specified. The unit of measure
is the type of unit, which you can define as inches, pounds, work hours, days, or any item for
which you want to include details in the transaction. See “GL Account Unit of Measure” on
page 99.
296 User Guide — QAD Financials

Fig. 6.7
Journal Entry, Quantity Grid

Field Descriptions

Quantity. Enter a positive or negative quantity amount.

UM. This field displays the unit of measure defined for the account.

Intercompany
The Intercompany grid is displayed when the account specified in the posting was defined as an
intercompany account, enabling you to perform intercompany transactions.
An intercompany transaction is a GL transaction or journal entry that affects only one entity, but
contains an intercompany code within the GL transaction, as a reference to another entity. Cross-
company transactions span more than one entity.
Note When viewing journal entries for which there are cross-company postings, you can view the
cross-company postings by right-clicking the posting line and selecting the Cross Company
Posting option.
Intercompany and cross-company accounting is described in more detail in “Intercompany and
Cross-Company Transactions” on page 383.
 General Ledger Transactions 297

Fig. 6.8
Journal Entry, Intercompany Grid

Field Descriptions

Intercompany Code. The intercompany code defined for the account displays. Specify a
different intercompany code if necessary. See “Intercompany Transactions” on page 384.
Cross-Company Code. This field is read-only when creating intercompany transactions.
When creating cross-company transactions, you specify the code of the other entity in the
transaction. See “Cross-Company Transactions” on page 384.

Cost Center
The Cost Center grid is displayed when the account specified in the posting is defined with cost
center analysis.
See “Cost Centers” on page 93 for information on defining cost center analysis on an account.
Fig. 6.9
Journal Entry, Cost Center Grid

Field Descriptions

Cost Center Code. The cost center code defined for the account displays. Specify a different
cost center if necessary.
298 User Guide — QAD Financials

Structure. If an SAF structure is associated with the cost center defined for the account, it
displays.
See “Supplementary Analysis Fields” on page 127 for more information on SAF analysis.

Project
The Project grid is displayed when the account specified in the posting is defined with project
analysis. See “Projects” on page 94 for information on defining project analysis on an account.
Fig. 6.10
Journal Entry, Project Grid

Field Descriptions

Project Code. This field displays the project defined for the account. You can specify a
different project if necessary.
Description. This field displays a brief description (maximum 24 characters) of the project.

Structure. If an SAF structure is associated with the project defined for the account, it displays.
See “Supplementary Analysis Fields” on page 127 for more information on SAF analysis.

SAF
The SAF grid displays when the account, cost center, or project specified in the posting is defined
with SAF analysis. SAFs provide additional reporting on specific areas within GL accounts. If
SAF analysis has been defined for an account, cost center, or project, the codes appear
automatically in the posting lines.
Journal Entry Create can only display a single SAF structure on a posting line. If a posting line
contains more than one set of SAFs, you receive the error message: “Dual SAF structures are not
allowed within a single posting line.”
If a posting line contains both a project and a cost center, and both have SAF structures, only the
cost center SAFs are used and the project SAFs are ignored. See “Supplementary Analysis Fields”
on page 127 for more information on setting up SAFs.
See “Defaults Tab” on page 91 for information on defining SAF analysis on an account, and
“Supplementary Analysis Fields” on page 127 for detailed information on SAF analysis.
 General Ledger Transactions 299

Fig. 6.11
Journal Entry, SAF Grid

Field Descriptions

SAF Concept Code. This field displays the SAF concept code defined for analysis on the
account.
SAF Code. This field displays the SAF code assigned to the SAF concept. Every SAF concept
has at least one default SAF code.

GL Open Item
The Open Item grid displays when the account specified in the posting is defined as an open item
account. GL open items are typically used for posting accruals, for example, insurance costs for an
entire year, broken down into monthly values.
You can save transactions on GL open item accounts to the official, management, or transient
layers.
When you post to GL accounts of type Open Items, you have three options:
• Create a new GL open item denoted by a new allocation key.
• Link to and update an existing GL open item by specifying the existing item’s allocation key.
The system then creates a GL open item movement.
• Save the transaction without an allocation key by selecting the Allocate Later option. In this
case, the system does not create a GL open item or a GL open item movement.
This behavior applies in the following screens where you can specify GL open item accounts for
transactions:
• Banking Entry Create—Allocate and Banking Entry Allocate
• Open Item Adjustment Create
• Receiver Matching Create and Receiver Matching Modify
• Supplier Invoice Create and Supplier Invoice Modify
• Customer Invoice Create and Customer Invoice Modify
• Recurring Entry Post
• Journal Entry Reverse
300 User Guide — QAD Financials

• Reversing Journal Create

• Petty Cash Create—Allocate and Petty Cash Allocate

You can then use GL Open Item Reconciliation (25.15.2.13) to perform a mass reconciliation of
transactions on GL open item accounts. In GL Open Item Reconciliation, you can allocate entries
to a new open item or to an existing open item. In addition, you unallocate allocated transactions
by resetting their statuses to Allocate Later. See “GL Open Item Reconciliation” on page 322 for
more information.
For more information on GL Open Item accounts, see “GL Account Types” on page 75.
Fig. 6.12
Journal Entry, Open Item Grid

Field Descriptions

Allocation. Choose a transaction type from the drop-down list.

New Open Item: Allocate transaction amounts to a new open item.
Link to Open Item: Use the allocation key to link this transaction to an existing open item.
Allocate Later: Save the transaction without an allocation key. The system does not create a
GL open item or a GL open item movement.
Allocation Key. Specify an allocation key for a new open item. This key subsequently
identifies the GL open item in browses and reports.
If you chose Link to Open Item, click the lookup to display the allocation keys of existing
open items and select the one you want to link to.
Open Item Posting. This field displays the posting reference for the open item.

Tax Details
The Tax Details grid displays when the account specified in the posting is defined as a tax account.
The posting line includes the following fields:
• Type
• Tax Zone From/To
• Tax Usage, Tax Environment, Tax Class
 General Ledger Transactions 301

The system determines the tax rate to use based on the values specified for the above fields.
To calculate values for the Base Debit, Base Credit, Full Debit, and Full Credit fields, the system
uses the rules defined in Global Tax Management. See User Guide: QAD Global Tax Management
for more information on tax.
Fig. 6.13
Journal Entry, Tax Details Grid

Journal Entry Auto Balancing

When you create a posting, the system calculates the value of the posting in base currency or
statutory currency, or in both currencies. Normally, the base currency debit and credit totals and
the statutory currency credit and debit totals must be equal for the posting to be saved. However, if
Journal Entry Auto Balancing is enabled, you can save a posting even if the posting is not balanced
in base currency or in statutory currency, within certain limits. To balance the posting, the system
automatically creates an additional posting line that balances the whole transaction. The additional
posting line is made to an Auto Balance system account.
The system creates a balancing posting when the following conditions apply:
• An Auto Balance system type account is defined for the GL shared set of the current domain.
• A posting is unbalanced in base currency, statutory currency, or in both currencies even after
all existing mechanisms, such as rounding and exchange gain or loss, have been applied.
• At least one of the transaction currency, base currency, or statutory currency amounts is
balanced (for automatic postings only)
• The unbalanced amount is sufficiently small; that is, less than or equal to the maximum
number of posting lines minus one, multiplied by the rounding unit.
Example
The rounding for a currency is two decimal places, the threshold is .005, and the rounding unit
is .01.
If a posting has four lines, the limit is:
(4 -1) * .01 = .03.
In this case, any balance differences of .03 or less are posted automatically to the Auto
Balance system account.
302 User Guide — QAD Financials

Journal Entry Auto Balancing applies for any posting, regardless of its origin; for example, manual
posting, automatic posting, or journal entry excel integration. The balance of the posting is
calculated at the last stage during the saving of the posting. When the balancing posting line is
created, the system displays a warning message.
Fig. 6.14
Journal Entry Create, Autobalance Warning

Figure 6.15 shows the balancing posting for the journal entry shown in Figure 6.14.
Fig. 6.15
Journal Entry Create, Autobalance Posting

When a balancing posting is created, the system also sends a notification e-mail to all users linked
to the PostAutoBalNotify role in the entity in which the posting was created.
 General Ledger Transactions 303

You must regularly review the postings to the Auto Balance account and reallocate them to the
correct GL account. Otherwise, incorrect financial reports can be produced. You can manually
reallocate the Auto Balance postings using manual journal entries or using Journal Entry Excel
Integration Repair.
Consistency Checks Execute includes a check to determine if any postings remain on the Auto
Balance system account at period end. If postings remain, the system raises a warning, but you are
not prevented from setting the GL period to Reported. The Entity GL Period functions also
perform the same check if you attempt to set the status of a GL period to Reported.
When you run Year End Closing Execute, the system checks if there is an outstanding balance on
the Auto Balance system account for that year. If there is an outstanding balance, the Year End
Closing stops. This check is performed on the official and management layers only. Postings to the
transient layer for the Auto Balance account do not affect the Year End Closing. See “Year-End
Transactions” on page 402 for more information on Year End Closing Execute.
Important You must clear both the debit and the credit balances on the Auto Balance account
separately. You cannot clear the net balance alone.

Transient Journal Entries

Use Journal Entry Transient Create (25.13.1.11) to create journal entries directly in the transient
layer. You can only select daybooks linked to transient layers. You can also modify transient
journal entries using Journal Entry Transient Modify (25.13.1.12).
Fig. 6.16
Journal Entry Transient Create

Journal Entries and Daybook Security

Daybooks security lets you restrict access to transactions associated with certain daybook types to
users that have roles linked to that daybook. See “Daybook Security” on page 158 for more
information on daybook security.
You can apply daybook security to journal entry transactions posted to daybooks with a control
type of Financials or External. If implemented, the restriction applies to all journal entry activities,
except the View activity.
When saving a journal entry posting in Journal Entry Create or Journal Entry Reverse, the system
checks the daybook and displays an error if the transaction uses a daybook that you do not have
role permissions for. You cannot subsequently save the posting. See Figure 6.17.
304 User Guide — QAD Financials

In Journal Entry Modify, Journal Entry Delete, and Journal Entry Reverse, if you select a posting
in an unauthorized daybook, the system displays a warning and you can only view the posting.
Note Daybook security for journal entries also applies to journal entries created using Journal
Entry Excel Integration, Journal Entry Excel Integration Repair, and Journal Entry Cross-Cy Excel
Integration.
Fig. 6.17
Journal Entry Create, Daybook Security Error

Additional GL Numbering
Additional GL Numbering lets you generate a secondary numbering sequence for GL transactions.
This sequence number is an alternative reference number for use in countries where local GAAP
constraints require that GL posting numbering be sequential, without any gaps. Additional GL
Numbering is enabled at entity level. See “Setting Up Entities” on page 42.
When additional GL numbering is activated for an entity, a sequence number is generated for all
postings in official and management layers for which additional GL numbering applies. The
system assigns the sequence number to any posted GL transactions that originate from all
modules, both financial and operational, such as purchasing and sales. The sequence number has
the following format:
• It has nine digits starting from 000000001.
• The number increments by 1 per posting. For example, if the current posting is numbered
000000005, the next posted transaction will be numbered 000000006.
The sequence number of a transaction subsequently appears in statutory reports, such as the GL
Numbering report. See “GL Numbering Report” on page 311.
 General Ledger Transactions 305

In certain countries, such as Italy, auditors can request that accounts be reclassified on statutory
reports. The auditor may require, for example, that some transactions from the prior year be
represented in one of the current year’s reporting periods. You can renumber additional GL
sequences using the GL Sequence Renumber report (25.15.1.17). See “GL Sequence Renumber
Report” on page 309.

Setting Up Additional GL Numbering

You enable additional GL numbering in the entity record. See “Setting Up Entities” on page 42.
When additional GL numbering is enabled for an entity, you can specify another active entity from
the same domain as the numbering source for additional GL numbering in the current entity. You
can also indicate whether the numbering sequence must be reset yearly.
Fig. 6.18
Entity Modify, Additional GL Numbering Tab

Select the Reset Number Yearly field for the system to automatically reset the GL numbering
sequence at the beginning of each GL calendar year.
To specify another entity as the numbering source for additional GL numbering in the current
entity, additional GL numbering must be enabled in the source entity. The numbering sequences
from the source entity are then used as the numbering source for GL postings in the current entity.
Any entity that uses another entity as its numbering source is referred to as a dependent entity.
If an entity is the numbering source for dependent entities, you can only configure the Reset
Number Yearly field in the source entity. In addition, a dependent entity cannot itself be the
numbering source for another entity. For example, if entities A, B, and C belong to the same
domain, and entity A is the numbering source for entity B, then entity B cannot be the numbering
source for any other entities. However, entity A can simultaneously be the numbering source for
multiple entities, such as entity B and entity C in the example in Figure 6.19. A grouping of source
and dependent entities for additional GL numbering purposes is referred to as a numbering group.
306 User Guide — QAD Financials

Fig. 6.19
Numbering Groups

Entity A Entity D

Entity B Entity C Entity E

You use the Additional GL Numbering field in GL Layer Create (25.8.14.1) and GL Layer Modify
(25.8.14.2) to denote the layers for which the system must generate additional GL numbers. You
can generate additional GL numbers for transactions in the official and management layers. See
“Accounting Layers” on page 145.
Fig. 6.20
GL Layer Create (25.8.14.1)

Use Record Number Maintain (36.16.21.2) to specify the first number in an additional GL
numbering sequence. Specify a transaction type of FIXEDJOURNAL and a status of Free when
specifying additional GL numbering starting sequences. See User Guide: QAD System
Administration for more information on Record Number Maintain (36.16.21.2).
Fig. 6.21
Record Number View (36.16.21.1)
 General Ledger Transactions 307

Sequence Number for Posted Transactions

When creating journal entries in entities and layers for which additional GL numbering is active, a
sequence number is generated. This number remains at zero until you save the journal entry.
Fig. 6.22
Unsaved Journal Entry

Figure 6.23 shows a saved journal entry record with its sequence number. You can also view the
sequence number in Journal Entry Modify (25.13.1.2) and in Journal Entry Excel Integration
(25.13.1.6) when exporting transactions.
Fig. 6.23
Saved Journal Entry

Numbering Date
The sequence number is also associated with a numbering date, as shown in Figure 6.23. The
numbering date for a transaction can be the same as or later than the transaction’s posting date.
When creating a posting in Journal Entry Create (25.13.1.1), the numbering date is set to the
posting date and cannot be modified.
There are exceptions where you can specify the date used for numbering. In the following
functions, you can specify a numbering date when creating or modifying a posting in a correction
period:
• Journal Entry Create (25.13.1.1) and Journal Entry Modify (25.13.1.2)
• Journal Entry Transient Create (25.13.1.11) and Journal Entry Transient Modify (25.13.1.12)
• Journal Entry Reverse (25.13.1.5) and Journal Entry Transient Reverse (25.13.1.17)
• Reversing Journal Create (25.13.1.14)
308 User Guide — QAD Financials

Numbering Dates and Journal Entry Approval

When Additional GL Numbering is enabled, you can specify a numbering date for correction
postings in Journal Entry Approve (25.13.1.8). If you specify a numbering date, all approved
postings selected in the grid are assigned that numbering date. If you do not specify a numbering
date, the numbering date for the postings is not updated.
See “Verifying and Approving Transactions” on page 317 for more information on approving
transactions.
Fig. 6.24
Journal Entry Approve (25.13.1.8)

You can specify a

numbering date when
approving correction
postings

Numbering Dates and Year End Closing

When Additional GL Numbering is enabled, you can specify numbering dates for year-end closing
postings in Year-End Closing Execute (25.21.4.1).
 General Ledger Transactions 309

Fig. 6.25
Year-End Closing Execute (25.21.4.1)

Year-end closing
numbering date
fields

Use the Transfer Numbering Date field to specify a numbering date for the system-generated
posting that transfers the profit and loss to the balance sheet. This numbering date is optional, and
the Transfer Numbering Date field is only available when you select the Auto Transfer Profit/Loss
to BS field.
The Closing Numbering Date field lets you specify a numbering date for the profit and loss and
balance sheet closing postings, and the Reopen Numbering Date field lets you specify a numbering
date for the balance sheet reopening posting. Both of these numbering dates are mandatory and
their default value is the system date.
See “Year-End Transactions” on page 402 for more information on year-end closing.

GL Sequence Renumber Report

The GL Sequence Renumber report (36.30) can be used to renumber additional GL numbering
sequence numbers for the current entity or for all the entities in a numbering group, if the current
entity is a source entity. If you want to renumber additional GL numbering sequence numbers for
another entity, you must log in to that entity and run the GL Sequence Renumber report there.
The GL Sequence Renumber report removes the original sequence numbers and reassigns
sequence numbers to the postings, based on the starting sequence number you specify when you
run the report.
Note In order to reassign sequence numbers, the GL periods for which you run the GL Sequence
Renumber report must be locked.
If you reassign sequence numbers to an entity that is the numbering source for other entities,
sequence numbers are reassigned for the whole numbering group of entities.
The GL Sequence Renumber report renumbers postings sequentially and consecutively based on
their numbering date. The posting with the earliest numbering date is assigned the first number in
the new sequence. If several postings share the same numbering date, these postings are assigned
sequence numbers by daybook code and entity code.
310 User Guide — QAD Financials

If the Reset Number Yearly field is selected in the Additional GL Numbering tab for the entity, the
reassigned sequence numbers are numbered sequentially and consecutively within the GL calendar
year.
Before reassigning sequence numbers, the system checks to ensure that no transactions without
sequence numbers exist within the numbering group for the specified GL calendar year and period.
If GL transactions without sequence numbers are found, an error displays and no sequence
numbers are reassigned. You must then assign sequence numbers to the prior GL periods before
proceeding.
The GL Sequence Renumber report has the following selection criteria:
• Year
Specify the GL calendar year for which you want to renumber additional GL sequence
numbers. The default is the current GL calendar year.
• Period
Specify the GL period for which you want to renumber additional GL sequence numbers. The
default is the current GL period. The period must be locked before you can renumber the
additional GL sequence numbers.
• Renumber
Select Yes to renumber the sequence numbers that match the selection criteria. The function
removes the original assigned sequence numbers and reassigns new sequence numbers for the
specified GL periods. An audit report then summarizes the updates made.
Select No to print a simulation of the sequence number reassignment based on the criteria you
have entered. This option does not update sequence numbers.
• Start Sequence Number
Specify the first sequence number you want to assign. This number is assigned to the posting
with the earliest numbering date.
The GL Sequence Renumber report displays the following information for each posting that
matches the selection criteria:
• Sequence number
• Numbering date
• Posting date, if it is different than the numbering date
• Daybook code
• Entity code
• Voucher
• Posting description
 General Ledger Transactions 311

Fig. 6.26
GL Sequence Renumber Selection Criteria

Figure 6.27 shows the GL Sequence Renumber report run in simulation mode for the start
sequence number 30000.
Fig. 6.27
GL Sequence Renumber Report (36.30)

GL Numbering Report
The GL Numbering report (36.1.99) lists all transactions posted over the specified time frame. The
pages in the GL Numbering report are numbered progressively for the whole year.
The report has the following selection criteria:
• Additional Numbering Date
Specify the range of numbering dates for which to run the report.
• Additional GL Sequence Number
Specify the range of sequence numbers for which to run the report.
• Print Address
Select Yes to print the entity’s address details at the top of each page of the report.
Select No if you do not want to print the entity’s address details on each page of the report.
• Print Second Description
312 User Guide — QAD Financials

Select Yes to print the second description for each posting. The second description is a user-
specified, plain description of the posting.
Select No if you do not want to print the second description on the report.
The report lists the following detail for each transaction:
• Numbering date
• Sequence number
• Supplier or customer code
• Supplier or customer name
• Posting description and the secondary GL description, if this option is selected
• Voucher
• Invoice number
• Invoice date
• Account
• Account description
• Debit amount
• Credit amount
• Posting date. The posting date is printed if it is different from the numbering date.

Fig. 6.28
GL Numbering Report (36.1.99)

If you select Yes in the Print Address field, the address information of the source entity is printed
on each page.
 General Ledger Transactions 313

Fig. 6.29
Address Details

At the beginning of a period, the report prints the accumulated balance of all transactions from the
beginning of the year.
Fig. 6.30
Accumulated Balance

The following information is printed at the end of the GL Numbering report:

• The total debit and credit amounts in base currency for the selected period.
• The total debit and credit amounts in base currency from the beginning of the year to the end
of the period.
• If the report selection criteria includes transactions from the prior year, the total debit and
credit amount in base currency for these transactions is printed.
Fig. 6.31
End of Report Totals

Numbering Examples
Example

This example uses two entities, Entity 1000 and Entity 2000. The entities have the following
additional GL numbering settings:
Settings Entity 1000 Entity 2000
Additional GL Numbering: Yes Yes
Reset Number Yearly: No N/A
Source Numbering Entity: N/A Entity 1000
Next Sequence Number: 000000001 N/A

The entities use the following GL periods:

GL Period Period Type From - To Dates
200911 Normal 11/01 - 11/30
200912 Normal 12/01 - 12/31
314 User Guide — QAD Financials

GL Period Period Type From - To Dates

200913 Correction 12/15 - 12/31
200914 Year-End Closing N/A
201000 Year-End Closing N/A
201001 Normal 01/01 - 01/31
201002 Normal 02/01 - 02/28
201003 Normal 03/01 - 03/31
201004 Normal 04/01 - 04/30

The entities use the following daybooks:

Layer Included in GL
Daybook Layer Type Numbering?
Inv1 Management Yes
Inv2 Management No
JE Official Yes
Trans1 Transient No
Year-End Official Yes

At the end of 2009, Entity 1000 and Entity 2000 contain the following postings:

Entity 1000
Posting Daybook GL Period Posting Date System Date Numbering Date
1000-N01 JE 200911 20091110 20091120 20091110
1000-N02 JE 200911 20091115 20091115 20091115
1000-N03 Trans1 200911 20091115 20091115 20091115
1000-N04 Inv1 200911 20091115 20091115 20091115
1000-N05 Inv2 200911 20091115 20091115 20091115
1000-N06 JE 200912 20091211 20091218 20091211

Entity 2000
Posting Daybook GL Period Posting Date System Date Numbering Date
2000-N01 JE 200911 20091109 20091109 20091109
2000-N02 JE 200911 20091115 20091115 20091115
2000-N03 Inv1 200911 20091115 20091115 20091115
2000-N04 Trans1 200911 20091120 20091120 20091120
2000-N05 Inv1 200912 20091215 20091215 20091215

You run GL Sequence Renumber for Entity 1000 for periods 200911 and 200912. Entity 1000 is
the numbering source for both Entity 1000 and Entity 2000. The following sequence numbers are
assigned:
Sequence Posting Numbering Date Daybook GL Period
000000001 2000-N01 20091109 JE 200911
000000002 1000-N01 20091110 JE 200911
000000003 1000-N04 20091115 Inv1 200911
000000004 2000-N03 20091125 Inv1 200911
 General Ledger Transactions 315

Sequence Posting Numbering Date Daybook GL Period

000000005 1000-N02 20091115 JE 200911
000000006 2000-N05 20091115 JE 200911
000000007 1000-N06 20091211 JE 200912
000000008 2000-N05 20091215 Inv1 200912

Postings 1000-N03, 1000-N05, and 2000-N04 are not assigned sequence numbers because the
daybooks to which they are posted belong to layers that are excluded from additional GL
numbering.
Posting 2000-N01 is assigned sequence number 000000001 because it has the earliest numbering
date.
Postings 1000-N04, 2000-N03, 1000-N02, and 2000-N05 have the same numbering date, and their
sequence numbers are assigned in order by daybook code, and then by entity code.
Example

This example uses correction postings for Entity 1000 and Entity 2000.
The following are the correction postings:

Entity 1000
Posting Daybook GL Period Posting Date System Date Numbering Date
1000-C01 JE 200913 20091201 20091220 20091201
1000-C02 JE 200913 20091203 20091215 20091231
1000-C03 Inv1 200913 20091207 20100115 20100115
1000-C04 JE 200913 20091215 20100315 20100315
1000-C05 Inv1 200913 20091220 20100325 20100325
1000-C06 Inv1 200913 20091225 20100404 20100404

Entity 2000
Posting Daybook GL Period Posting Date System Date Numbering Date
2000-C01 JE 200913 20091209 20100109 20100109
2000-C02 JE 200913 20091231 20100225 20100225

Using Journal Entry Approve, you approve postings 1000-C03, 1000-C04, and 1000-C05, and
specify their numbering date as 20100331. Posting 1000-C06 does not need to be approved at this
time so you manually modify its numbering date to 20100331.
Posting Daybook GL Period Posting Date System Date Numbering Date
1000-C01 JE 200913 20091201 20091220 20091201
1000-C02 JE 200913 20091203 20091215 20091231
1000-C03 Inv1 200913 20091207 20100115 20100331
1000-C04 JE 200913 20091215 20100315 20100331
1000-C05 Inv1 200913 20091220 20100325 20100331
1000-C06 Inv1 200913 20091225 20100404 20100331
316 User Guide — QAD Financials

Posting Daybook GL Period Posting Date System Date Numbering Date

2000-C01 JE 200913 20091209 20100109 20100109
2000-C02 JE 200913 20091231 20100225 20100225

In addition, Entity 1000 and Entity 2000 contain the following normal postings in GL periods
2010/01 to 2010/02:

Entity 1000
Posting Daybook GL Period Posting Date System Date Numbering Date
1000-N07 JE 201001 20100101 20100101 20100101
1000-N08 JE 201002 20100201 20100201 20100201
1000-N09 Inv1 201003 20100301 20100301 20100301

Entity 2000
Posting Daybook GL Period Posting Date System Date Numbering Date
2000-N06 JE 201001 20100120 20100120 20100120
2000-N07 JE 201002 20100220 20100220 20100220
2000-N08 Inv1 201003 20100320 20100320 20100320

You try to run GL Sequence Renumber for Entity 1000 for GL periods 201001 to 201002. The
renumbering process fails for 1000-C01 and 1000-C02 because these postings must be numbered
within GL period 200912 before you can proceed to renumber GL periods 201001 and 201002.
You run GL Sequence Renumber again for GL period 200912, and the system creates the
following numbered postings:
Sequence Posting Numbering Date Daybook GL Period
000000007 1000-C01 20091201 JE 200913
000000008 1000-N06 20091211 JE 200912
000000009 2000-N05 20091215 Inv1 200912
000000010 1000-C02 20091231 JE 200913

Finally, you run GL Sequence Renumber for Entity 1000 for GL periods 201001 to 201002. The
system creates the following numbered postings:
Sequence Posting Numbering Date Daybook GL Period
000000011 1000-N07 20100101 JE 201001
000000012 2000-C01 20100109 JE 200913
000000013 2000-N06 20100120 JE 201001
000000014 1000-N08 20100201 JE 201002
000000015 2000-N07 20100220 JE 201002
000000016 2000-C02 20100225 JE 200913

Example

On April 6, 2010, you run Year-End Closing Execute (25.21.4.1), and specify the numbering date
as March 31, 2010. The system creates the following closing postings:
 General Ledger Transactions 317

Entity 1000
Posting Daybook GL Period Posting Date System Date Numbering Date
1000-Y01 Year-End 200913 20091231 20100406 20100331
1000-Y02 Year-End 200914 20091231 20100406 20100331
1000-Y03 Year-End 200914 20091231 20100406 20100331
1000-Y04 Year-End 201000 20100101 20100406 20100331

Entity 2000
Posting Daybook GL Period Posting Date System Date Numbering Date
2000-Y01 Year-End 200913 20091231 20100406 20100331
2000-Y02 Year-End 200914 20091231 20100406 20100331
2000-Y03 Year-End 200914 20091231 20100406 20100331
2000-Y04 Year-End 201000 20100101 20100406 20100331

You run GL Sequence Renumber for Entity 1000 for GL period 201003. Entity 1000 is the
numbering source for both Entity 1000 and Entity 2000. The following sequence numbers are
assigned:
Sequence Posting Numbering Date Daybook GL Period
000000017 1000-N09 20100301 Inv1 201003
000000018 2000-N08 20100320 Inv1 201003
000000019 1000-C03 20100331 Inv1 200913
000000020 1000-C05 20100331 Inv1 200913
000000021 1000-C06 20100331 Inv1 200913
000000022 1000-C04 20100331 JE 200913
000000023 1000-Y01 20100331 Year-End 200913
000000024 1000-Y02 20100331 Year-End 200914
000000025 1000-Y03 20100331 Year-End 200914
000000026 1000-Y04 20100331 Year-End 201000
000000027 2000-Y01 20100331 Year-End 200913
000000028 2000-Y02 20100331 Year-End 200914
000000029 2000-Y03 20100331 Year-End 200914
000000030 2000-Y04 20100331 Year-End 201000

Verifying and Approving Transactions

GL transactions are verified and approved to prevent fraud. In some countries, it is a bookkeeping
practice that every transaction of a business should be recorded, checked, and approved by
authorized signatories. Accordingly, a transaction has its creator, verifier, and approver; these each
must be different individuals in the business to ensure that the transactions information is accurate.
Use the functions on Status Transition Menu (25.3.12) in combination with the Verify and
Approve activities in the Journal Entry function to define and implement the process to verify and
approve transactions in your QAD system.
318 User Guide — QAD Financials

Fig. 6.32
Transaction Verification and Approval Process

Define
DefineTransaction
TransactionStatus
Status Approve
ApproveTransactions.
Transactions.
Transitions.
Transitions.

Verify
VerifyTransactions.
Transactions. Run
RunTransaction
TransactionReports.
Reports.

Verified and approved transactions are reported in GL Verification and Approval Report
(25.15.1.13).

Defining Status Transitions

A status transition defines how the status of a transaction can be changed from one status to the
other. You can select from the following verification and approval statuses to customize the flow
of status transitions to fit your business requirements.
Table 6.1
Verification and Approval Statuses
Verification Statuses Approval Statuses
• Initial • Initial
• Verified and Not Passed • Approved and Not Passed
• Verified and Corrected • Approved and Corrected
• Verified and Passed • Approved and Passed

When you define transitions:

• You can set up transitions so only transaction approval is required.
• Some general rules apply to the definition of a transition; for example, the Initial status cannot
be used as the ending status of a transition, and an approval status cannot precede a
verification status in a transition.
Example The following diagram illustrates a recommended logic of transactions verification and
approval. Optionally, you can go from the Initial status to Approved if you choose not to include
verification as a separate step.
 General Ledger Transactions 319

Fig. 6.33
Transaction Verification and Approval Logic
Verifying Transactions Approving Transactions

Initial
Initial

yes Verified
Verifiedand
and
Passed?
Passed
Passed
no

Verified
Verifiedand
and
Not
NotPassed
Passed

Verified
Verifiedand
and
yes Approved
Approvedand
and
Passed?
Corrected
Corrected Passed
Passed
no

Approved
Approvedand
and
Not
NotPassed
Passed

Approved
Approvedand
and
Corrected
Corrected

Defining Status Transitions for Verify

Use Verify Status Transition Maintain (25.3.12.1) to define the status transition rules for verifying
transactions. The rules are applied in Journal Entry Verify (25.13.1.7).
You can specify one combination of a beginning status and a different ending status to define a
verification status transition.
Fig. 6.34
Verify Status Transition Maintain

Field Descriptions

From Status. Select the beginning status of a transition.

To Status. Select the ending status of a transition.

Last Modified Date/Time and User. These read-only fields are maintained by the system and
display the ID of the user who last updated the record, and the date and time of update.

Defining Status Transitions for Approval

Use Approve Status Transition Maintain (25.3.12.2) to define the status transition rules for
approving transactions. The rules are applied in Journal Entry Approve (25.13.1.8).
You can specify one combination of a beginning status and a different ending status to define an
approval status transition.
320 User Guide — QAD Financials

Fig. 6.35
Approve Status Transition Maintain

Field Descriptions

From Status. Specify the beginning status of a transition.

To Status. Specify the ending status of a transition.

Last Modified Date/Time and User. These read-only fields are maintained by the system and
display the ID of the user who last updated the record, and the date and time of update.

Verifying Transactions
Use Journal Entry Verify (25.13.1.7) to assign a verification status and your user name to one or
more transactions.
Note You cannot verify any transactions that you created.

To verify transactions:
1 Specify values in the selection criteria fields to identify the transactions you want to verify.
2 Click Add, and the transactions that meet the specified criteria are listed in the grid.
3 Under the Select column, select check boxes for the transactions with a verification status you
want to change.
Click Clear to remove unselected transactions from the grid.
4 Do one of the following:
• To verify one selected transaction, change its verification status in the Posting Verify
Status column.
• To verify a group of selected transactions, choose a verification status in the Change Status
drop-down and click Apply.
5 Optionally, under the Posting Verify Comments column, enter comments for the transactions
you verify.
6 Click Save.
 General Ledger Transactions 321

Fig. 6.36
Journal Entry Verify

Approving Transactions
Use Journal Entry Approve (25.13.1.8) to assign an approval status and your user name as the
approver of one or more transactions.
Note You cannot approve the transactions that you created or verified.

To approve transactions:
1 Specify values in the selection criteria fields to identify the transactions you want to approve.
2 Click Add, and the transactions that meet the specified criteria are listed in the grid.
3 Under the Select column, select check boxes for the transactions whose approval statuses you
want to change.
Click Clear to remove unselected transactions from the grid.
4 Do one of the following:
• To approve one selected transaction, change its approval status under the Posting Approve
Status column.
• To approve a group of selected transactions, choose an approval status in the Change
Status drop-down and click Apply.
5 Optionally, under the Posting Approve Comments column, enter comments for the
transactions you approve.
6 Click Save.
322 User Guide — QAD Financials

Fig. 6.37
Journal Entry Approve

GL Open Item Reconciliation

Use GL Open Item Reconciliation (25.15.2.13) to reconcile the outstanding balance of a GL open
item account with the underlying transaction details. The outstanding balance is the sum of the
unmatched transactions on the account. After matching debit transactions with credit transactions,
the remaining unmatched transactions reflect the true account balance.
GL open items are typically used for posting accruals; for example, insurance costs for an entire
year, broken down into monthly values.
For GL open item accounts, the system tracks matched and unmatched items in a GL open item
sub-ledger. The identifier used to mark and link related transactions is called an allocation key.
Through the use of allocation keys in GL Open Item Reconciliation (25.15.2.13), debit and credit
transactions can be matched and reconciled.
You specify allocation keys when creating the postings on GL open item accounts using Journal
Entry Create (25.13.1.1), and in other system functions where you can enter transactions on GL
open item accounts. When creating open item postings, the transactions can be created with one of
three statuses:
• Link to Open Item, where the movement is linked to an existing allocation key.
• New Open Item, where a new allocation key is assigned to the movement.
• Allocate Later, where the user chooses not to allocate the open item and a normal GL
movement is created, without an allocation key.
See “GL Open Item” on page 299 for a description of how to create postings on GL open item
accounts and for a list of system functions where you can create postings for GL open item
accounts.
 General Ledger Transactions 323

The use of allocation keys to reconcile debit and credit transactions is similar to the French
accounting concept of Lettrage, where matching debit and credit transactions are assigned the
same key, often a letter of the alphabet. However, in Lettrage, the transactions are not matched and
netted until the end of the GL period. In GL Open Item Reconciliation (25.15.2.13), debit and
credit transactions assigned the same allocation key can also be matched in real time.
Note If you change a standard GL account to an open item GL account and the account already
has transactions posted to it, you can use another function called GL Open Item Initialization
(25.15.2.12) to reconcile the historical transactions automatically. See “GL Open Item
Initialization” on page 334.
Figure 6.38 shows transactions for GL open item account 10000. Using allocation keys in GL
Open Item Reconciliation (25.15.2.13), the outstanding debit and credit movements on account
10000 are matched, leaving an outstanding credit balance of 15 USD.
Fig. 6.38
Transactions and Reconciliation for Account 10000

Transactions for OI Transactions for sub-

account 10000 ledger of account 10000
Updated
in Real
DR CR Time Closed Item Key A
Movements Balance
40 A 40 DR 40 DR
30 DR 70 CR
25 C 35 CR 35 DR
35 CR 0--
30 A
Closed Item Key B
15 B Movements Balance
15 DR 15 DR
35 A 15 CR 0--

20 C
Open Item Key C
15 B Movements Balance
25 CR 25 CR
35 A 20 DR 5 CR
10 CR 15 CR
10 C

105 120

Account Balance 15 CR Account Balance 15 CR

Use the filter criteria in GL Open Item Reconciliation (25.15.2.13) to locate open items for a given
GL open item account. Open item movements created for that account in Journal Entry and other
functions and matching the selection criteria are displayed. You also have the option to include
closed GL open item movements in the search criteria. Open item movements are closed when the
balance of their associated allocation key becomes zero.
324 User Guide — QAD Financials

Fig. 6.39
GL Open Item Reconciliation

You can select one or more lines from the grid and allocate them to a new open item, or you can
match items by linking them to an existing allocation key. In addition, you can deallocate allocated
transactions by resetting their statuses to Allocate Later. See “Deallocating an Allocated Item” on
page 332.
You can view the outstanding balance of open items by selecting the items in the grid. The BC
Balance of Selection field at the bottom of the screen then displays the balance of the selected
items, while the New BC Balance of Applied Open Items shows the projected balance of the open
item key applied to the selected lines. This balance can be different from that shown in the BC
Balance of Selection field because the open item key can already have a balance from movements
that are not in the current selection.
See page 327 and page 330 respectively for detailed examples of allocating to an existing open
item and allocating to a new open item.
For all transactions displayed in the grid, you can drill-down and view the source transactions. See
“Viewing Source Transactions” on page 333. You can also view GL open items and their
allocation statuses using a report and a number of views. See “GL Open Item Reports and Views”
on page 337.
The following section describes the fields in GL Open Item Reconciliation (25.15.2.13):
Open Items Account. Specify the GL open item account for which you want to create a
reconciliation. The lookup only displays active GL accounts of type Open Items. This field is
mandatory.
 General Ledger Transactions 325

You can only display transactions for a single account at any time.
When the Append Results field is selected, the Open Items Account field is disabled to prevent
transactions from multiple open item accounts from being displayed in the grid. See the
Append Results field description for more information.
Currency. Specify the currency for which you want to search for open item movements. This
field is optional.
Posting Date From. Specify the first posting date from which you want to search for GL open
items. The default is the current date.
Posting Date To. Specify the last posting date up to which you want to search for GL open
items. The default is the current date.
Allocation Status. Select an allocation status to search for open items with that status. The
possible values are:
Blank (which means any status)
Allocated
Unallocated
Allocation Key. Specify an allocation key to search for GL open items with that key. This field
is optional.
Layer Type. Specify a GL layer type to search for GL open items posted to that layer. You can
post GL open items to the official, management, or transient layers. This field is optional.
Daybook. Specify a daybook to search for GL open items posted to that daybook. This field is
optional.
Sub-Account. Specify a sub-account to search for GL open items posted to that sub-account.
This field is optional.
Cost Center. Specify a cost center to search for GL open items posted to that cost center. This
field is optional.
Project. Specify a project to search for GL open items posted to that project. This field is
optional.
Include Closed GL Open Items. Select the field to include closed GL open items in your
search. This option is deselected by default.
Append Results. Select the field to append the results of your searches one under another in
the grid.
When the Append Results field is selected, the Open Items Account field is disabled to prevent
transactions from multiple open item accounts from being displayed in the grid.
Example
You specify a GL open item account and a posting date range of 09/07/2010 to 09/07/2010,
and click Search. The grid displays any transactions on the account from that date. While those
search results are displayed in the grid, you can change the posting date range (or any other
search criteria), for example, to be from 01/07/2010 to 09/07/2010. Any transactions returned
for the broader date range are appended to the grid results, under the transactions returned
from your original search.
326 User Guide — QAD Financials

Grid

Select. Select the field to indicate the transactions you want to reconcile. The BC Balance of
Selection field immediately displays the overall balance of the selected transactions.
If you right-click on the column header, a context menu displays where you can choose to
select all transactions at once or to deselect all transactions at once.
Posting Date. This field displays the posting date of the transaction on the open item account.

Allocation Type. This field displays the allocation status of the transaction line. The possible
values are:
New Open Item
Link to Open Item
Allocate Later
Daybook. This field displays the daybook to which the transaction was posted.

Voucher. The field displays the voucher assigned to the transaction.

Allocation Key. This field displays the allocation key assigned to the transaction. If the
Allocation Type is Allocate Later, the Allocation Key field is blank.
Open. This field indicates if the open item key to which the movement is allocated is open.
The Open field is automatically selected for movements allocated to an open item key that has
an open balance.
If you include closed items in the selection, the Open field is cleared for lines belonging to the
closed item key.
For unallocated transactions with a status of Allocate Later, both the Allocation Key and Open
fields are blank.
Description. This field displays the GL account description of the GL open item account.

BC Debit. This column lists the debit transaction amounts.

BC Credit. This column lists the credit transaction amounts.

BC Balance. This field displays the overall balance for an allocation key. The balance value is
preceded by a minus sign if the balance is a credit balance.
If the transactions have not been allocated, the BC Balance field displays zero.
Activity BC. This field displays the value of the open item transaction. The field contains a
positive value for debit transactions and a negative value for credit transactions.

Additional Grid Fields

You can add more columns to the grid.

You can add any of the fields available in the GL Transactions View by right-clicking on the
column headers and selecting the Columns option. Using the Columns dialog, you can add
columns to the grid or remove columns from the grid by selecting or deselecting the field beside
the column name.
 General Ledger Transactions 327

Fields Under Grid

Allocation Status. Select the action you want to perform on the items you selected in the grid.
New Open Item: Allocate the transactions to a new open item.
Link to Open Item: Use the allocation key to link this transaction to an existing open item.
Allocate Later: Save the transactions without an allocation key. The system does not create a
GL open item or a GL open item movement.
You can deallocate an allocated open item by selecting the item in the grid and then specifying
Allocate Later in the Allocation Status field. See “Deallocating an Allocated Item” on
page 332.
Applied Allocation Key. Specify the allocation key to apply to the transactions selected in the
grid.
When creating a new open item, this allocation key is assigned to the new open item. This key
subsequently identifies the GL open item in browses and reports.
If you chose Link to Open Item in the Allocation Status field, click the lookup to display the
allocation keys of existing open items and select the one you want to link to. Alternatively, if
you know the allocation key, you can just enter it in the field, without using the lookup.
BC Balance of Selection. This field displays the balance in base currency of the open item
lines you selected from the grid.
New BC Balance of Applied Open Items. This field displays the new balance in base currency
of the applied allocation key. This value is the sum of all transactions linked to the allocation
key specified in the Applied Allocation Key field. The balance includes all transactions for the
allocation key, even if you have not selected these lines in the grid.
A GL open item is closed automatically if its balance in base currency becomes zero.
However, you can select a closed item again in GL Open Item Reconciliation (25.15.2.13) and
re-open it by allocating new movement lines to it or by deallocating movement lines from it.
Example

In this example, GL Open Item Reconciliation (25.15.2.13) is used to reconcile unallocated lines
to an existing open item.
GL open item account 1011 has the following transactions:
Allocation
Line Allocation Key BC Debit BC Credit
1 New Open Item K1 1100
2 Link to Open Item K1 300
3 Allocate Later Blank 300
4 Allocate Later Blank 200
5 Allocate Later Blank 100
6 Allocate Later Blank 400
7 New Open Item K2 500
8 Link to Open Item K2 100
9 New Open Item K3 800
328 User Guide — QAD Financials

Allocation
Line Allocation Key BC Debit BC Credit
10 Link to Open Item K3 100
11 Link to Open Item K3 50

Figure 6.40 shows the transactions as they appear in the grid in GL Open Item Reconciliation
(25.15.2.13).
Fig. 6.40
GL Open Item Reconciliation, Transactions on Account 1011

By selecting the transactions that belong to each allocation key, you can see the base currency
balance for each key. The following table displays the balance of the allocation keys:
Allocation Key BC Debit BC Credit BC Balance
K1 1100 300 800
K2 500 100 400
K3 150 800 -650

Fig. 6.41
BC Balance of Allocation Key, K1

You then use GL Open Item Reconciliation (25.15.2.13) to reconcile the lines without an
allocation key. You select the four unallocated lines in the grid.
In the Allocation Status field under the grid, select Link to Open Item and specify K2 in the
Applied Allocation Key field.
 General Ledger Transactions 329

Fig. 6.42
GL Open Item Reconciliation, Linking to an Open Item

This update is reflected in the grid as follows:

Fig. 6.43
GL Open Item Reconciliation, Updated Grid

As a result of the reconciliation, allocation key K2 is closed, and the following are the outstanding
balances for the open allocation keys on the account:
Allocation Key BC Debit BC Credit BC Balance
K1 1100 300 800
K3 150 800 -650

Figure 6.44 and Figure 6.45 also show the outstanding balances for the two allocation keys.
330 User Guide — QAD Financials

Fig. 6.44
BC Balance of Allocation Key, K1

Fig. 6.45
BC Balance of Allocation Key, K3

Example

This example reuses the same original transactions as the previous example. However, in this
example, GL Open Item Reconciliation (25.15.2.13) is used to link the unallocated lines to a new
open item with the allocation key, K4.
Allocation
Line Allocation Key BC Debit BC Credit
1 New Open Item K1 1100
2 Link to Open Item K1 300
3 Link to Open Item K4 300
4 Link to Open Item K4 200
5 Link to Open Item K4 100
6 Link to Open Item K4 400
7 New Open Item K2 500
8 Link to Open Item K2 100
 General Ledger Transactions 331

Allocation
Line Allocation Key BC Debit BC Credit
9 New Open Item K3 800
10 Link to Open Item K3 100
11 Link to Open Item K3 50

In the grid, you select the four previously unallocated items, select New Open Item in the
Allocation Status field, and specify K4 in the Applied Allocation Key field, as shown in
Figure 6.46.
Fig. 6.46
GL OI Reconciliation

As a result of the update, the base currency balance of the open items is now:
Allocation Key BC Debit BC Credit BC Balance
K1 1100 300 800
K2 500 100 400
K3 150 800 -650
K4 300 700 -400

Figure 6.47 shows the updated grid.

Fig. 6.47
GL Open Item Reconciliation, Updated Grid
332 User Guide — QAD Financials

Deallocating an Allocated Item

Using GL Open Item Reconciliation (25.15.2.13), you can also deallocate allocated lines.
To deallocate an item:
1 Select the allocated line in the grid in GL Open Item Reconciliation (25.15.2.13).
2 In the Allocation Status field at the bottom of the screen, change the allocation status of the
selected line to Allocate Later.
Fig. 6.48
Allocated Item

3 Click the Execute button to deallocate the item.

Fig. 6.49
Deallocated Item

If you view the original transaction—in this case, a journal entry—the change in status to
Allocate Later is also reflected there.
Fig. 6.50
Updated Journal Entry
 General Ledger Transactions 333

Viewing Source Transactions

In GL Open Item Reconciliation (25.15.2.13), you can right-click on a transaction in a grid and
select an option to view the transaction source.
Fig. 6.51
GL Open Item Reconciliation, Right-Click Menu

In the example shown in Figure 6.51, the grid entry line relates to a banking entry transaction on
the open item account. If you select View Banking Entry Transactions, you can see the originating
transaction in Banking Entry View (31.1.3).
Fig. 6.52
Banking Entry View (31.1.3)

If the line is allocated, you can select View GL Open Item Activities in the right-click menu in the
GL Open Item Reconciliation grid to view all activities for the same allocation key. See “GL Open
Item Activity View” on page 338 for more information on this view.
334 User Guide — QAD Financials

Fig. 6.53
GL Open Item Activities

GL Open Item Initialization

If you change a standard GL account to an Open Item GL account and the account already has
transactions posted to it, you can use GL Open Item Initialization (25.15.2.12) to reconcile the
transactions automatically. This function accommodates situations where there was prior
uncertainty over which accounts required the use of GL open items.
When you convert a standard account to a GL open item account, all existing transactions on the
account are assigned the default allocation value of Allocate Later.
If a standard account was created for use in the operational modules and specified in, for example,
Domain/Account Control (36.9.24), Product Line Maintenance (1.2.1), Purchasing Account
Maintenance (1.2.5), or Inventory Account Maintenance (1.2.13), the system prevents you from
changing the standard account to a GL open item account.
When you run GL Open Item Initialization (25.15.2.12), the system gathers all transactions for the
specified converted open items account, reconciles any transactions that can be reconciled, and
creates a closing and an opening transaction for the account.
The closing transaction is automatically assigned the allocation key you specify in GL Open Item
Initialization (25.15.2.12). The same key is also assigned to all unallocated transactions on the
account, linking the historical transactions in one step. This prevents the older unmatched
transactions on the account from being continuously listed as unallocated in GL Open Item
Reconciliation (25.15.2.13) or in the GL Open Item report (25.15.1.8).
Fig. 6.54
GL Open Item Initialization (25.15.2.12)
 General Ledger Transactions 335

Start Date. Specify a start date to search for transactions on GL open item accounts that were
converted from standard accounts. The start date is mandatory.
End Date. Specify an end date to search for transactions on GL open item accounts that were
converted from standard accounts. The end date is mandatory.
OI Accounts. Specify one or more active GL open item accounts, previously converted from
standard accounts, for which to create a reconciled initial open item. This field is mandatory.
Currency. Specify a currency to search for open items denominated in this currency. This field
is mandatory.
Important The following five fields are used to define the posting details for the closing and
opening postings created for the initial open item:
Daybook. Specify the daybook to which you want to post the reconciled initial open item. This
field is mandatory.
Layer. This field displays the layer to which the daybook belongs.

Year/Period. Specify the GL calendar year and GL period in which to create the initial open
item. These fields are mandatory. The defaults are the GL calendar year and GL period of the
current system date.
Posting Date. Specify the posting date that the system must use when posting the reconciled
initial open item. This field is mandatory. The default is the current system date.
Allocation Key. Enter the allocation key to assign to the new initial open item. This field is
mandatory.
Example

Transactions with the following amounts are posted to standard account 8008.
Posting Date BC Debit BC Credit
06/01/2010 375
06/11/2010 425
6/25/2010 1500
Total 800 1500

The outstanding balance on the account is 700 Cr.

Account 8008 is later converted to an open items account using GL Account Modify (25.3.13.2).
The transactions on the account are automatically assigned the allocation status Allocation Later.
Posting Date Allocation Allocation Key BC Debit BC Credit
06/01/2010 Allocate Later N/A 375
06/11/2010 Allocate Later N/A 425
6/25/2010 Allocate Later N/A 1500
Total 800 1500

You run GL Open Item Initialization (25.15.2.12) to create an initial open item for all transactions
on the account. You specify the allocation key Init001. As a result, the following postings are
created on the daybook you specified. The first line is the closing posting and the second line is the
opening posting.
336 User Guide — QAD Financials

Account Allocation Allocation Key BC Debit BC Credit

8008 New Open Item Init001 700
8008 Allocate Later N/A 700

Figure 6.55 shows the journal entry posting created.

Fig. 6.55
Journal Entry View, Initial Open Item Posting

The original transactions on account 8008 are updated to reflect that they are now linked to open
item Init001. As a result, allocation key Init001 is closed, and all original transactions are
reconciled with the closing transaction. You can then reconcile any new transactions on the
account with the opening transaction.
Posting Date Allocation Allocation Key BC Debit BC Credit
06/01/2010 Link to Open Init001 375
Item
06/11/2010 Link to Open Init001 425
Item
6/25/2010 Link to Open Init001 1500
Item

Figure 6.56 shows the updated grid from the original journal entry posting on account 8008 for
425 USD debit, showing that the transaction is now linked to allocation key Init001.
Fig. 6.56
Journal Entry View (25.13.1.3)
 General Ledger Transactions 337

GL Open Item Reports and Views

GL Open Item Report

The GL Open Item report (25.15.1.8) lists and totals GL open items within the open items sub-
ledger. The output is grouped by allocation key.
The following are the report selection criteria:
• Entity
Specify the entities for which to run the report. You can only select entities in the current
domain.
• GL Account
Specify the range of accounts for which to run the report. Only GL open item accounts within
this range that match the other selection criteria are included in the report output.
• Allocation Key
Specify the allocation key for which to run the report. This field is optional.
• Include Activity
Select Yes to display the transactions for each allocation key.
Select No to display totals for each allocation key.
• Open at Date
Specify the date for which you want to run the report. GL items that were open on this date
and that meet the other report selection criteria are included.
• Include GL Open Item Transactions
Select All to display all GL open item transactions that match the selection criteria.
Select Allocated Transactions to only display allocated GL open item transactions that match
the selection criteria.
Select Unallocated Transactions to only display unallocated GL open item transactions that
match the selection criteria.
• Layer
Specify the GL layers for which to run the report. Only transactions in these layers are
included in the report output.
Fig. 6.57
GL Open Item Report, Run to Exclude Activity
338 User Guide — QAD Financials

Fig. 6.58
GL Open Item Report, Run to Include Activity

GL Open Item View

The GL Open Item View (25.15.2.5) displays the balance of transactions for each allocation key
on a GL open item account.
Fig. 6.59
GL Open Item View

GL Open Item Activity View

The GL Open Item Activity View (25.15.2.6) displays activity on a GL open item account for the
specified search criteria. For the time period specified, the view lists each transaction performed
on the account and the allocation key, and indicates whether the movement is open or closed. The
view only displays transactions for which a GL open item movement was created; that is,
transactions for new open items or transactions linked to an existing open item.
 General Ledger Transactions 339

Note Transactions created with the Allocate Later option do not create GL open item movements
until they are allocated.
The Type column displays the value Initial for transactions for which new open items were created
and displays the value Activity for transactions linked to existing open items.
Fig. 6.60
GL Open Item Activity View

If you group the transactions by GL account and allocation key and add an Average summary to
the BC Curren Bal column, you can create an overview of all open item keys for each account with
their associated balances. You can view the details by clicking the plus sign (+) beside each
allocation key. You can also save the browse settings as a stored search for reuse later.
Fig. 6.61
GL Open Item Activity View, Grouped Transactions
340 User Guide — QAD Financials

GL Transactions View Extended

The GL Transactions View Extended (25.15.2.10) includes an Allocated search criteria that lets
you search for allocated or unallocated GL open item transactions. For allocated transactions, the
allocation key is also displayed in the view.
The GL Transactions View Extended (25.15.2.10) and the GL Transactions View (25.15.2.1) also
let you drill-down to view the underlying GL open item transactions.
Fig. 6.62
GL Transactions View Extended

Revaluation
A transaction in a foreign currency is recorded initially in the base currency by applying the
exchange rate between the base currency and the transaction currency at the date of the
transaction. However, GAAP rules stipulate that balances on accounts denominated in foreign
currency be reported using the closing rate for the GL period in which the transaction was
recorded.
You typically revaluate at the end of every GL period, and the process is more commonly used by
international organizations, since a US entity dealing in USD only never needs to revalue.
The revaluation process involves revising amounts in non-base currency accounts based on the
exchange rate in effect at the end of a GL period. GL accounts denominated in non-base currency
or accounts that accept postings in all currencies are subject to revaluation.
When you create transactions in the system, you can use either the base currency or the transaction
currency. If you use the transaction currency, the system converts the transaction amounts to the
base currency using the current accounting exchange rate. You can modify or replace this
exchange rate before posting.
There are two types of revaluation:
• Revaluation of transactions denominated in a non-base currency, relative to the base currency
• Revaluation of transactions denominated in a non-base currency, relative to the statutory
currency
 General Ledger Transactions 341

Fig. 6.63
Types of Currency Amount and Exchange Rates

Transaction Base
TC to BC
Currency Currency
Exchange Rate
Amount Amount

Statutory
TC to SC
Currency
Exchange Rate
Amount

The exchange rate differences for a certain item must be recorded in each GL period until the
period in which the item is closed. The exchange rate difference is then reversed on the first day of
the next GL period. When the item is closed, the exchange difference is realized.
Accounts can also be revalued based on balances or activity. Balance sheet accounts are revalued
based on the year-to-date balance, and profit and loss accounts are revalued based on activity.
These settings cannot be changed.

Accounts Subject to Revaluation

Revaluation affects the following account types:
• Customer, supplier, and cross-company control accounts
Open items denominated in a foreign currency are subject to revaluation until paid.
Cross-company control accounts with open items denominated in a foreign currency are
included in the revaluation when you select the Balance Sheets field in the Revaluation Scope
group box of Revaluation Simulate (25.21.1.1) or Revaluation Post (25.21.1.5).
• Customer and supplier payment accounts
The effect of revaluation on customer and supplier payment accounts depends on the payment
instrument. If the payment instrument is direct debit (customer accounts only), the foreign
currency transactions are performed using the accounting exchange rate for the direct debit
date, and revaluation is not required. However, for drafts and post-dated checks denominated
in a foreign currency, the payee must wait until the due date to collect the value. The value of
the check or draft can vary from the date of issue until the due date, and is subject to
revaluation.
• Standard GL accounts
Some standard GL accounts accept transactions in any currency, and are, therefore, subject to
revaluation.
• Bank and cash accounts
Bank and cash accounts can be denominated in a non-base currency, which must be expressed
in the base currency of the entity.
• Tax accounts
Some tax accounts accept transactions in any currency, and are, therefore, subject to
revaluation.
• Inventory and WIP control accounts
You must revalue open balances in Inventory and WIP control accounts relative to the
statutory currency to report closing valuations for the balance sheet.
342 User Guide — QAD Financials

Note Base currency Inventory and WIP control account balances must be revalued in the
books of a consolidation entity if the base currency of a source entity is different than that of
the consolidation entity.

Setting Up Revaluation
To enable accounts to be revalued, you must configure currencies and revaluation parameters on
the accounts, and then create a posting structure for revaluation postings.
Typically, two or three accounts are involved in revaluation: the source account, target account,
and revaluation account.
• The source account is the original GL account to which the transaction affected by revaluation
was posted.
• The system account is the account that contains the exchange rate differences produced by the
revaluation.
• The revaluation account is the account into which the revaluation results are posted—that is,
the profit or loss.
Note Only the system account and the revaluation account (for sub-ledger accounts) are used in
the posting. However, for standard GL accounts, the source and revaluation accounts are the same,
and the source account is also used in the posting.
Sub-ledger accounts require a separate target account for revaluation. The target account in these
cases is a separate standard GL account, in which you post the exchange rate differences. These
separate accounts are then reconciled to the general ledger.
For all account types, the unrealized loss or gain must be posted to one of the following accounts:
• Unrealized Exchange Loss
• Unrealized Exchange Gain

You can define only one of each type of account in a shared set, and you can configure only one set
of revaluation accounts in each shared set. The system uses the same set of accounts for both
transaction currency and statutory currency revaluation.
See “System Accounts” on page 76 for details on creating unrealized and realized loss/gain
accounts.

Revaluation Example
The base currency of an entity is British pounds (GBP). AR account 12785643 is denominated in
Euros, and has a balance of €10,000. On the day of posting, €10,000 is equivalent to £6,800.
However, at the end of GL period, €10,000 is equivalent to £6,600. Because the account is a sub-
ledger account, a second account is required for the revaluation difference. The postings are as
follows:
Unrealized Loss Account Revaluation GL Account
200 200

The balance of the source account is:

 General Ledger Transactions 343

12785643 AR Account
6800

Therefore, the value of the account (£6,600) is attained by combining the revaluation GL account
with the 12785643 AR account.
Revaluation posting to these accounts is automatic.
Revaluation postings for all balance sheet accounts are automatically reversed in the revaluation
accounts on the first day of the following period.
Reversing revaluation amounts in a standard profit and loss GL account is optional. Select the
Reverse P&L Revaluations field on the General tab of the Entity screen to enable this option for all
standard GL accounts in an entity.
Typically, revaluation of profit and loss GL account is not required. However, it may be necessary
in hyperinflationary regions where organizations restate their profit and loss using, for example, an
average exchange rate for the quarter. See “Setting Up Entities” on page 42.

Revaluation Methods and Rates

You define the revaluation methods and rates for a source GL account in the Currency tab of
Account Create (25.3.13.1). The tab lets you define both methods and rates for the revaluation of
transaction currencies against the base currency and the statutory currency.
Five options are available for the revaluation method:
None: No revaluation is performed.
Accounting Rate: The accounting exchange rate for that date is used; this is the most common
option.
Revaluation Rate: You can use a separate rate. For example, in certain countries, the
government sets the rate that must be used for revaluation, and this is separate from the
accounting exchange rate.
Inventory Rate: This option is available for revaluation relative to the statutory currency for
Inventory and WIP control accounts, and uses the inventory exchange rate.
You must revalue open balances in Inventory and WIP control accounts relative to the
statutory currency to report closing valuations for the balance sheet.
Statutory Rate: This option is available for revaluation relative to the statutory currency, and
uses the statutory exchange rate. If the option is defined in Exchange Rate Type Create, the
system can revert to using the accounting exchange rate if there is no valid statutory exchange
rate available at the time of revaluation.
User-Defined Rate: This option accommodates situations where different revaluation rules
apply for particular types of assets.
When you select the Revaluation method in the TC Revaluation in BC field, ensure that a
revaluation exchange rate type is defined for all currencies used in postings to the account.
Similarly, when you select the Revaluation method in the TC Revaluation in SC field, ensure that a
statutory exchange rate type is defined for all currencies used in postings to the account.
344 User Guide — QAD Financials

The default exchange rate type is the accounting exchange rate. When you use a currency for
which no exchange rate has been configured, the system has the option to revert to using the
accounting exchange rate, depending on a setting in Exchange Rate Type Create. If no accounting
exchange rate is defined, the transaction cannot be posted. See “Exchange Rate Types” on page 57
for more information.
You can also use a user-defined exchange rate type for revaluation. This rate is active when you
define the TC and SC revaluation methods as User-Defined, on the Currency tab of the target GL
account. Typically, you use User-Defined as the revaluation method when you want to keep
historical records of revaluation for different GAAP reporting purposes.
See “Currency Tab” on page 82 for more information on the revaluation fields for GL account
setup.
Fig. 6.64
Revaluation Settings on a Supplier Control Account

Table 6.2 describes the revaluation parameters and values for transaction currencies.
Table 6.2
Revaluation Parameters
TC Revaluation in Rate Type for Revaluation
BC/SC in BC/SC Description
None Revaluation is not The account is not revalued.
applicable, and the Rate
Type for Revaluation in
BC/SC field is unavailable.
Accounting Rate Revaluation is applied, and The system uses the
the Rate Type for accounting exchange rates
Revaluation in BC/SC field that are valid at month-end.
is unavailable.
 General Ledger Transactions 345

TC Revaluation in Rate Type for Revaluation

BC/SC in BC/SC Description
Revaluation Revaluation is applied, and The system uses the
the Rate Type for revaluation exchange rate
Revaluation in BC/SC field type that is valid at month-
is unavailable. end, but it can revert to using
the accounting exchange
rate, if the Fallback to
Accounting field in
Exchange Rate Type Create
(26.3.1) is selected for the
revaluation exchange rate.
The system displays a
warning during the
revaluation if it is reverting
to using the accounting
exchange rate.
User-Defined Any exchange rate with a The system uses the
user-defined exchange rate exchange rates of the user-
type. defined type in the Rate Type
for Revaluation in BC/SC
field.
Statutory Only available in the TC The system uses the statutory
Revaluation in SC field. exchange rate type that is
Statutory currency valid at month-end, but it can
revaluation is applied, and revert to using the
the Rate Type for accounting exchange rate, if
Revaluation in SC field is the Fallback to Accounting
unavailable. field in Exchange Rate Type
Create (26.3.1) is selected for
the statutory exchange rate.
The system displays a
warning during the
revaluation if it is reverting
to using the accounting
exchange rate.
Inventory Only available in the TC Inventory and WIP balances
Revaluation in SC field. in statutory currency must be
Statutory currency revalued to use the latest
revaluation is applied, and inventory exchange rate
the Rate Type for when:
Revaluation in SC field is • The inventory exchange
unavailable. rate type is used to
calculate standard costs in
statutory currency.
• Standard costs in base
currency are reviewed
periodically and the
inventory exchange rates
are modified.
346 User Guide — QAD Financials

Revaluation Postings
You must define revaluation daybooks for each account type that is being revalued, and the
daybook type must match the account type. Table 6.3 lists the revaluation daybook types and
corresponding GL accounts.
Table 6.3
Revaluation Daybooks
Daybooks GL Account Types
Revaluation Customer Payments Customer Payment Account
Revaluation Customers Customer Control Account
Revaluation GL Bank, Cash, Standard GL, and
Tax Accounts
Revaluation Intercompany Cross-Company Control
Accounts
Revaluation Suppliers Supplier Control Account
Revaluation Supplier Payments Supplier Payment Account

Use the Revaluation GL daybook type as the default daybook for account types for which no
revaluation daybook type exists.
The revaluation posting is based on the system and revaluation accounts.
For GL accounts (non sub-ledger):
Debit Credit
Revaluated GL Account
Unrealized

For AR accounts:
Debit Credit
Revaluation
Unrealized

GL Periods
Multiple revaluation runs can be made during the same GL period.
When a revaluation posting has been created for a particular GL period, a subsequent revaluation
posting for the same period reverses the existing posting.
You can also choose up to three source layers to be revaluated and the target layer to which the
revaluation posting must be made. A subsequent revaluation that has the same target layer as a
previous revaluation for the same GL period must also use the same source layers as the previous
revaluation. Alternately, all the source layers must be different in the subsequent revaluation for
the same GL period to prevent overlap.
If the target layer is the same and the source layers overlap, then an error message is displayed, and
you cannot save the revaluation posting.
Example
 General Ledger Transactions 347

A domain contains four accounting layers: Official, Mgt1, Mgt2, and Mgt3. You make subsequent
revaluations for the GL period 2011/05.

Revaluation 1
Source Layers Target Layer
Official, Mgt1 Mgt1

Revaluation one is posted. There are no limitations because it is the first revaluation for the GL
period.

Revaluation 2
Source Layers Target Layer
Official, Mgt2 Mgt2

Revaluation two is posted because the target layer is different from that of Revaluation 1.
Revaluation 1 is preserved.

Revaluation 3
Source Layers Target Layer
Official, Mgt1 Mgt1

Revaluation 3 is saved and posted. The system allows the revaluation because the source and
target are the same as Revaluation 1. Revaluation 1 is reversed.

Revaluation 4
Source Layers Target Layer
Mgt3 Mgt1

Revaluation 4 is saved and posted. The system allows the revaluation because the source is
different from any previous revaluation in the GL period.

Revaluation 5
Source Layers Target Layer
Mgt2 Mgt2

The system does not save Revaluation 5 because the target was already used in Revaluation 2 with
source layers that are different, but overlapping (Mgt2).
Note When the system validates subsequent revaluation runs for the same layers, it considers
whether you have chosen to revaluate relative to the base currency, statutory currency, or both.
Revaluation 3 would only be allowed if the revaluation settings for base currency and statutory
currency were the same as those for the previous revaluation run.
You cannot re-create revaluation postings that occur in correction periods, or create a reverse
posting to occur in a correction period.
Example The last GL period of the calendar year is 2011/12, and the correction periods are
2011/13 and 2011/14. The revaluation is processed in the same period (2011/12), and reversal
postings are processed in 2012/1.
348 User Guide — QAD Financials

You can modify or delete revaluations only when all revaluation areas have an initial status. In this
case, you can modify only the revaluation header or scope, and can delete entire rows in the
Simulation tab of the Revaluation screen, but not modify the row data.

Simulating Revaluation
The Revaluation Simulate activity (25.21.1.1) identifies the revaluations to be run for the GL
periods and revaluation areas specified. You can also specify the source layers where the balances
are calculated and the target layer where the revaluation is be posted when you run Revaluation
Post.
The Revaluation Scope settings let you identify specific types of accounts for which to run the
revaluation process; for example, customer or supplier payment or control accounts, or balance
sheet accounts. The account types you select are displayed in the Revaluation Area column of the
simulation grid when you click Apply to begin the simulation.
The simulation results are displayed in a hierarchical grid. You can drill down for more detail on
individual items. The results are grouped by revaluation area, and by transaction currency or by
transaction currency/sub-account combination if you defined sub-account analysis for the system
accounts.
The results display the following information:
• The original debit and credit amounts in TC, BC, and SC
• The revaluated debit and credit amounts in TC, BC, and SC
• The revaluation differences to be posted
• Analytical information, if you defined analysis on the accounts

When you have completed the fields, click Save to save the revaluation.
Both Revaluation Simulate and the Revaluation report include all transactions in the revaluation
scope. In addition, transactions that have no revaluation impact are included; that is, transactions
where the revaluation difference is zero because the historical rate is the same as the revaluation
rate. By including all transactions in Revaluation Simulate and the Revaluation report, the system
provides a complete reconciliation between the transaction amounts from before and after
revaluation.
 General Ledger Transactions 349

Fig. 6.65
Revaluation Simulate

Field Descriptions

GL Calendar Year/GL Period. Specify the GL calendar year and period in which to revalue
transactions.
Rev Number. This field displays a system-generated sequence number for the revaluation.

Revaluation Date. This read-only field indicates the last day of the GL period.

Revaluation Description. Enter a brief description (maximum 24 characters) of the revaluation.

Source Layer Code 1, 2, 3. Specify up to three source layers from which to revalue
transactions. You can select official or management layer types.
Target Layer Code. Specify the layer in which the result of the revaluation is saved. The layer
code you specify in the first source layer you set automatically defaults to the Target Layer
Code field if this field is blank. However, you can overwrite this value.
You can select official or management layer types only.
Revaluation Scope. Select the types of account to check for balances that are subject to
revaluation.
Include Base Currency. Select this field to revaluate using the base currency.

Include Statutory Currency. Select this field to revaluate using the statutory currency. The
statutory currency revaluation uses the statutory exchange rate, unless you have specified a
different revaluation rate in the currency settings in GL Account Create (25.3.13.1). When
using the statutory exchange rate, you have the option to revert to using the accounting
exchange rate if the statutory rate is unavailable. The fallback option is set in Exchange Rate
Type Create (26.3.1).
The base currency revaluation and the statutory currency revaluation are not dependent. You
can run the revaluations separately or together.
350 User Guide — QAD Financials

Exchange Rate Tab

The Exchange Rate tab on the Simulate screen displays a read-only list of the exchange rates used
in the revaluation.
Fig. 6.66
Revaluation Simulate, Exchange Rate Tab

Posting Revaluations

Use the Revaluation Post activity (25.21.1.5) to post the revaluation differences to the relevant
accounts.
You can only post a revaluation after you have saved it in Revaluation Simulate. Revaluation Post
processes one or more revaluation simulations, and creates the GL postings for them.
Select revaluations created using Revaluation Simulate for posting using the GL calendar year and
GL period, revaluation number, layer, and revaluation scope items as search criteria. Click Add to
add revaluations that match the criteria to the Posting grid.
Fig. 6.67
Revaluation Post

Field Descriptions

GL Calendar Year/Period. Specify a GL calendar year and GL period in which to search for
revaluation transactions.
Rev Number. Specify a revaluation object number that identifies a simulation.

Target Layer Code. Specify a target layer to search for revaluation simulations.

Revaluation Scope. Select the types of account to include in the revaluation object search.
 General Ledger Transactions 351

Set Selected. Use the drop-down list to include or exclude selected revaluations in the posting
grid.
Use the Clear, Add, Undo, and Undo All buttons to clear the posting grid, and to add or
remove revaluations from the grid.
Click Save to generate the revaluation and reversal postings.

Open Item Adjustment

Use Open Item Adjustment Create (25.13.5) to reconcile unpaid or incorrectly paid invoices and
credit notes. In addition, you can record prepayments and adjustments, change the value of an
existing open item, or create a new open item. All open item adjustments are recorded in the
official layer.
Before using open item adjustment, it is recommended that you configure settings for the netting
of transactions across business relations and for customer and supplier compensation.

Setting Up Open Item Adjustment

Netting settings in the entity record let you control the level of flexibility provided in Open Item
Adjustment Create (25.13.5) for the netting of transactions. In addition, customer and supplier
compensation settings at entity and business relation level control whether you can net credits and
debits for customers and suppliers that belong to the same business relation.
The entity record includes three fields that let you control open item adjustment.
Fig. 6.68
Entity Modify (36.1.1.2.2)

Open Item Netting Restriction. This field provides three options for the netting of open items
across business relations.
• None. This option does not impose restrictions on the netting of open items across
business relations. It is the least restrictive setting, and is the default.
352 User Guide — QAD Financials

• Single Business Relation. This option restricts the netting of open items to items that
belong to the same business relation. It is the most restrictive setting.
• Related Business Relations. This option restricts the netting of open items to items from
business relations that belong to the same corporate group.
Important A business relation with a blank corporate group is not considered to be related to
a business relation that has a corporate group assigned. Similarly, two business relations, each
with blank corporate groups, are not considered to be related.
Open Item Cross Entity Allowed. Select this field to enable open items to be adjusted across
entities. This field is enabled by default.
When this option is enabled, you can use Open Item Adjustment Create (25.13.5) to display
and net items from other entities.
When an open item adjustment includes cross-entity transactions, the entities involved must
have compatible netting control settings. If the entities have different control settings, the most
restrictive setting is applied.
For example, if one entity has a netting restriction of Single Business Relation, the whole open
item adjustment must be for a single business relation. If there is a conflict with the most
restrictive control setting, an error is displayed and the open item adjustment cannot be saved.
If this option is disabled, the All Entities field in Open Item Adjustment Create (25.13.5) is
disabled for editing, and you cannot display and net items from other entities.
Customer/Supplier Compensation Allowed. Specify how the system treats open items during
payment processing when a customer and supplier belong to the same business relation. This
option is enabled by default.
When customer and supplier compensation is enabled at entity level and an open item
adjustment involves transactions from two different entities, customer and supplier
compensation must be enabled for both entities in order for the adjustment to be saved. In
addition, the corresponding Customer/Supplier Compensation Allowed field must be enabled
for the business relations involved in the adjustment. This restriction applies regardless of the
entity’s netting restriction or whether the customer and supplier compensation is cross-entity.
When customer and supplier compensation is disabled at entity level, you cannot net items
from customers and suppliers with the same business relation. This setting overrides the
Customer/Supplier Compensation Allowed setting at business relation level for customers and
suppliers.
The values of two business relation fields affect open item adjustments: Group Name and
Customer/Supplier Compensation Allowed.
 General Ledger Transactions 353

Fig. 6.69
Business Relation Modify

Group Name. Specify the corporate group to which the business relation belongs. When the
entity Open Item Netting Restriction field is set to Related Business Relations, you can only
use Open Item Adjustment to net transactions from business relations that belong to the same
corporate group.
Note A business relation with a blank corporate group is not considered to be related to a
business relation that has a corporate group assigned. Similarly, two business relations, each
with blank corporate groups, are not considered to be related.
Customer/Supplier Compensation Allowed. Select the field to allow open items for customers
and suppliers that belong to that business relation to be netted against each other.
When customer and supplier compensation is enabled at entity level, the Customer/Supplier
Compensation Allowed field must be enabled for the business relations involved for an
adjustment to be saved.
When customer and supplier compensation is disabled for the entity, this overrides the
customer and supplier compensation setting for the business relation if compensation is
enabled here.
The following example illustrates how the netting controls at entity level and their possible values,
and the customer and supplier compensation controls at entity and business relation level and their
possible values interact to control open item adjustment.
Example

This example uses the following customers, suppliers, business relations, and corporate groups.
Customer/Supplier
Suppliers and Compensation for Business
Customers Business Relations Relation? Corporate Group
Supplier 1 Business Relation 1 Yes Group 1
Supplier 2 Business Relation 2 No Group 2
Supplier 3 Business Relation 3 Yes Group 1
Supplier 4 Business Relation 1 Yes Group 1
354 User Guide — QAD Financials

Customer/Supplier
Suppliers and Compensation for Business
Customers Business Relations Relation? Corporate Group
Customer 1 Business Relation 1 Yes Group 1
Customer 2 Business Relation 2 No Group 2
Customer 3 Business Relation 3 Yes Group 1

Transactions are created for these customers and suppliers in four different entities: Entity 1000,
Entity 2000, Entity 3000, and Entity 4000.

Entity 1000

Entity 1000 has the following netting and compensation settings:

Open Item Netting Netting Across Entities Customer/Supplier
Restriction Allowed? Compensation Allowed?
None No Yes

You attempt to save the following open item adjustments in Entity 1000:
• An invoice from Supplier 1 is netted against a credit note for Supplier 2.
The transaction is saved. The Supplier 1 and Supplier 2 belong to separate business relations.
However, there are no restrictions on netting across business relations in Entity 1000.
• An invoice from Supplier 1 is netted against an invoice from Customer 1.
The transaction is saved. Supplier 1 and Customer 1 belong to the same business relation, and
Customer/Supplier Compensation is allowed for the business relation.
• An invoice from Supplier 2 is netted against an invoice from Customer 2.
An error is displayed, and the adjustment cannot be saved. Supplier 2 and Customer 2 belong
to the same business relation, and the Customer/Supplier Compensation Allowed field is
disabled for the business relation.

Entity 2000

Entity 2000 has the following netting and compensation settings:

Open Item Netting Netting Across Entities Customer/Supplier
Restriction Allowed? Compensation Allowed?
Related Business Relations Yes Yes

You attempt to save the following open item adjustments in Entity 2000:
• An invoice from Supplier 1 is netted against a credit note for Supplier 2.
An error is displayed, and the adjustment cannot be saved. Supplier 1 and Supplier 2 belong to
separate business relations and separate corporate groups. In Entity 2000, you can only net
transactions from business relations that belong to the same corporate group.
• An invoice from Supplier 1 is netted against a credit note for Supplier 3.
The adjustment is saved because the suppliers belong to the same corporate group.
• An invoice from Supplier 1 is netted against a credit note for Supplier 4.
The adjustment is saved because the suppliers belong to the same business relation.
 General Ledger Transactions 355

• An invoice from Supplier 1, created in Entity 1000, is netted against an invoice from Customer
2, created in Entity 2000.
The adjustment is saved. Supplier 1 and Customer 1 have the same business relation, customer
and supplier compensation is allowed for the business relation, and cross-entity netting is
enabled.

Entity 3000

Entity 3000 has the following netting and compensation settings:

Open Item Netting Netting Across Entities Customer/Supplier
Restriction Allowed? Compensation Allowed?
Single Business Relation Yes Yes

You attempt to save the following open item adjustments in Entity 3000:
• An invoice from Supplier 1 is netted against a credit note for Supplier 3.
An error is displayed, and the adjustment cannot be saved. In Entity 3000, you can only net
transactions from the same business relation. This restriction applies even though the suppliers
have the same corporate group.
• An invoice from Supplier 1 is netted against a credit note for Supplier 4.
The adjustment is saved. The suppliers belong to the same business relation.
• An invoice from Supplier 2 is netted against an invoice for Customer 2.
An error is displayed, and the adjustment cannot be saved. Customer and supplier
compensation is disabled for the business relation to which Supplier 2 and Customer 2 belong.
• An invoice from Supplier 1, created in Entity 2000, is netted against a credit note for Supplier
4, created in Entity 3000.
The adjustment is saved. Netting across entities is enabled for Entity 3000, and Supplier 1 and
Supplier 4 belong to the same business relation.

Entity 4000

Entity 4000 has the following netting and compensation settings:

Open Item Netting Netting Across Entities Customer/Supplier
Restriction Allowed? Compensation Allowed?
None Yes No

You attempt to save the following open item adjustments in Entity 4000:
• An invoice from Supplier 1 is netted against an invoice for Customer 1.
An error is displayed, and the adjustment cannot be saved. Customer and supplier
compensation is disabled for the entity, and this setting overrides the compensation setting for
the business relation to which Supplier 1 and Customer 1 belong.
• An invoice from Supplier 1, created in Entity 2000, is netted against an invoice for Customer
1, created in Entity 4000.
An error is displayed, and the adjustment cannot be saved. Entity 4000 does not allow
customer and supplier compensation. Both entities must allow compensation for the
transaction to be saved.
356 User Guide — QAD Financials

Adjust Open Items

Use Open Item Adjustment Create (25.13.5) to adjust open items.
You can link invoices to credit notes using:
• Customer Invoice Create (27.1.1.1) and Supplier Invoice Create (28.1.1.1)
• Customer Payment Selection Create (27.6.4.6) and Supplier Payment Selection Create
(28.9.4.1)
Use open item adjustment if you have not linked and reduced or netted invoices and credit notes
using the above options.
Open item adjustment also lets you adjust supplier or customer balances without linking an
outstanding payment; for example, to resolve unallocated cash payments. You can make customer
and supplier adjustments in the same adjustment transaction. When the invoice or credit note is
paid or when a prepayment is allocated, the open item is closed. If the Customer/Supplier
Compensation Allowed field is selected for the entity and for the business relation, customer and
supplier open items belonging to the same business relation can be adjusted directly against each
other. See “Setting Up Open Item Adjustment” on page 351.
Often, organizations are billed for services they have not yet benefitted from; for example, rent is
often paid in advance. You can use Open Item Adjustment to record prepayments for revenue
received or expenses paid in advance. You can also create adjustments for prepayment open items
created in the Banking Entry or in Supplier Payment Selection.
The Open Item Adjustment screen is composed of three parts:
• The header, which contains posting parameters: GL calendar year, GL period, daybook,
voucher, and layer
• The search criteria for locating open items
• The Open Items grid listing open item transactions, for which you can specify new balances

Initially, the Open Item grid is empty and you must locate open items using the search criteria.
After entering selection criteria, click Apply and the grid displays all open items that match the
criteria.
You can make multiple adjustments for a single customer or supplier, or for multiple business
relations. Each adjustment is displayed in the open item grid in sequence. The transaction is posted
when you save the adjustments.
The sum of all debit and credit adjustments results in a balance. When that balance is zero, the
adjustments can be saved. When the balance is less than or greater than zero, you must clear the
balance using a new open item or by allocating it to a GL account.
The New Item option lets you reopen invoices that were incorrectly matched and allocate the
differences to other invoices. In addition, if you cannot find an item to adjust, you can create a new
open item for the customer or supplier. See “New Item” on page 360.
The Allocate GL option lets you create a journal entry in which completed adjustments are
represented as read-only posting lines in control accounts. See “Allocate GL” on page 361.
You can use Open Item Adjustment Create to adjust open items subject to withholding tax. See
User Guide: QAD Global Tax Management for details.
 General Ledger Transactions 357

Fig. 6.70
Open Item Adjustment Create

Field Descriptions

Posting Year/Period/Posting Date. Specify a GL calendar year, GL period, and posting date
for the adjustment posting.
Daybook/Voucher. Specify a daybook. You must specify a type of either SA (Supplier
Adjustment) or CA (Customer Adjustment).
The Voucher field is a read-only display of the system-generated voucher number.
Layer. This read-only field indicates that the adjustment is to be posted to the official layer.

Description. Enter a maximum of 256 characters to describe the reason for the open item
adjustment. For customer adjustments, the description displays in the Activity, Invoices, and
Payment tabs of the Customer Activity Dashboard (27.18.1). For supplier adjustments, the
description displays in the Activity, Invoices, and Payment tabs of the Supplier Activity
Dashboard (28.18.1).

Search Criteria for Invoices

Use the search criteria to locate outstanding open items.

Fig. 6.71
Search Criteria for Invoices
358 User Guide — QAD Financials

Field Descriptions

Search for Invoices

Business Relation. Specify a business relation. Select one or both of the Include Customers
and Include Suppliers fields to refine the search criteria.
Customer/Supplier. Specify a customer or supplier. Depending on whether you selected the
Include Customers field or Include Suppliers field, the lookup results display customers or
suppliers.
Invoice Reference. Specify an invoice reference. This applies to supplier invoices only.

Year/Daybook/Voucher. Specify a year, daybook, or voucher number for the open item to
adjust.
Group Name. Specify a corporate group code to display the open items for all customers and
suppliers belonging to that group.
Include Customers. Select to display open items of customers linked to the selected business
relation. To display all open items for all customers, select this field without specifying a
business relation.
When you specify a customer adjustment (CA) daybook type, this field is selected by default.
Include Suppliers. Select to display open items of suppliers linked to the selected business
relation. To display all open items for all suppliers, select this field without specifying a
business relation.
When you specify a supplier adjustment (SA) daybook type, this field is selected by default.
Include Closed Items. Select to include open items that have previously been closed. Use this
field in combination with the Start from Year field to limit the number of results.
If you have closed an item in error or if the item you want to adjust is not listed with the open
items, use the Include Closed Items field to expand the search criteria.
Start from Year. Specify a GL calendar year from which to search for closed open items.

All Entities. Select to display open items from all entities in the database. This field is
controlled by the Open Item Cross Entity field in the entity record.
When the Open Item Cross Entity field is enabled for the entity, you can use Open Item
Adjustment to display and net items from other entities.
If the Open Item Cross Entity field is disabled for the entity, the All Entities field in Open Item
Adjustment is disabled for editing, and you cannot display and net items from other entities.
When an open item adjustment includes cross-entity transactions, the entities involved must
have compatible netting control settings. If the entities have different control settings, the most
restrictive setting is applied. See “Setting Up Open Item Adjustment” on page 351 for more
information on netting control settings and on the Open Item Cross Entity field.
When you adjust an open item from another entity, you create a cross-company posting. See
“Intercompany and Cross-Company Transactions” on page 383 for more information.
 General Ledger Transactions 359

Only Over Allocated Items. Select this field to display only open items that have been over-
allocated in the results grid. The sign (positive or negative) on the invoice amount should be
the inverse of the sign on the balance amount. An item is over-allocated if the invoice debit TC
amount and balance TC amount are both less than zero, or if the invoice credit TC amount and
balance TC amount are both greater than zero.
Amount. Specify an amount and a currency for the open item.

Operator/Margin. Specify a calculation operator and a margin for the amount. The amount and
margin must be positive. The search returns both debit and credit matches.
When the operator is set to = and the margin is set to zero, the search returns open balances
that equal the value in the Amount field.
When the operator is set to = and the margin is set to, for example, 10, the search returns open
balances within a range of +10 or –10 of the value in the Amount field.
When the operator is set to <= or >=, the margin field is unavailable and the search returns
amounts less than or greater than the value in the Amount field.
Click Search to display the results.

Adjusting Open Items

Adjust the open item by entering a new balance in the TC New Balance column for the item. You
can adjust a number of items in the same transaction.
The new balance is always in the currency of the open item, and must net to zero. You clear the
balance by creating a new open item, or by allocating it to a GL account. The new balance must
also net the original balance.
When the transaction currency is different than the base currency, the balance must still net to zero.
If you allocate the new balance to a GL account, you must use the same transaction currency as is
used in the invoice.
Example You adjust the balance of an invoice from $500 US dollars to $2000 US dollars. To net
this balance to zero, you can allocate to a GL account. When you create the posting line in the
Allocate GL screen, you allocate $1500 in US dollars, and not in the base currency (providing the
base currency is not USD).
The exchange rate used for multi-currency adjustments is that of the original open item, and
rounding differences are automatically applied.
Click Apply to apply the adjustment.
Fig. 6.72
Open Item Adjustment, Search Results Grid

BC Balance. This field displays the new account balance when you apply the adjustments.
360 User Guide — QAD Financials

New Item

The New Item screen is available when the open item search has returned results. Depending on
the type of search you conducted, the New Item screen defaults to new items for customers or
suppliers.
You enter the open item date, due date, and the adjustment amount. The GL calendar year, GL
period, daybook, and voucher of the invoice created are the same as the adjustment parameters you
specified in the header of the main Open Item Adjustment screen.
Fig. 6.73
Open Item Adjustment, New Item

Field Descriptions

Origin. This read-only field indicates the type of new item—either Customer or Supplier.

Business Relation. Specify the business relation for which the open item applies.

Customer/Supplier. Specify the customer or supplier for which the open item applies.

Invoice Type. Select Adjustment or Prepayment to indicate the type of open item.

Description. Enter a brief description (maximum 24 characters) of the open item.

Sub-Account/Project/Cost Center. Specify an sub-account, cost center, or project to add

analysis to the customer or supplier control account used for the adjustment posting.
Invoice Date. Specify an invoice date. This is normally prior to the posting date and within the
same GL period.
Due Date. Specify a due date for the invoice.

Discount Due Date. Specify a discount due date for payments that are subject to discount.
 General Ledger Transactions 361

TC Amount Adjustment. Enter the adjustment amount in the transaction currency.

Exchange Rate. This field displays the accounting exchange rate when the transaction
currency is different from the base currency. You can modify this value.
Scale Factor. This field displays the scaling factor for the exchange rate.

BC Amount Adjustment. This field displays the adjustment amount in the base currency.

Invoice Status Code. Specify an invoice status code to associate with the invoice. The code
indicates whether the invoice is contested, allowed to be paid, approved, or locked for
payment.

Allocate GL
Click Allocate GL to post the adjustment balance to a customer or supplier control account, or to a
standard GL account. The Allocate GL option creates a journal entry in which completed
adjustments are made in control accounts. You balance the accounts by creating additional posting
lines on standard GL accounts. You can optionally apply sub-account, intercompany, cost center,
project, and SAF analysis to the postings. You typically use the Allocate GL option to write off bad
debts or short payments, or to reduce the outstanding balance on an account. Select the open item,
net it to zero, or reduce it, and click Allocate GL for the remainder of the balance.
Example

A customer has been invoiced for $1000 and the invoice remains open.
Fig. 6.74
Open Item Line

A payment of $700 from the customer is netted against the open balance, and the value is entered
in the TC New Balance field.
Fig. 6.75
Adjusted Open Item

The user then clicks the Allocate GL button in the main Open Item Adjustment screen. The
Allocate GL screen opens with the balance remaining on the invoice ($300) displayed in the top
right. The user can then allocate this value to a control account.
362 User Guide — QAD Financials

Fig. 6.76
Allocate GL

Field Descriptions

GL Account. Specify the account to which you want to assign the adjustment balance

Description. This field displays the year, period, journal type, and adjustment type.

Curr. This field displays the transaction currency. Specify a different currency if required.

Debit TC/Credit TC. Net the adjustment to zero by entering the netting amount as a credit or
debit to the account.
Currency View. Choose to view the transaction balance in the base or transaction currency.

Balance CUR. This field displays the account balance and the adjustment balance.

Realized Exchange Gains and Losses

Realized exchange gains and losses in open item adjustment typically occur in the following two
situations:
• When handling prepayments in foreign currency, customers typically use the same exchange
rate on invoices as on prepayments. Since this is a manual process, exchange gains or losses
are likely to occur.
• When recording payments in advance before a customer has provided details of the invoices to
be paid. When you match the prepayment to the invoices in Open Item Adjustment, exchange
gains and losses can occur.
The Allocate GL option in Open Item Adjustment lets you post the difference to either an
unrealized exchange gain account or an unrealized exchange loss account, depending on whether
the difference is a debit or credit value.
 General Ledger Transactions 363

Open Item Adjustment Create (25.13.5) does not automatically create postings for gains or losses
in statutory currency. An error message displays when the amounts in statutory currency do not
balance. To rectify this, you must manually create an additional line using the Allocate GL option,
and manually post the statutory currency exchange rate gain or loss. You can enter the statutory
currency amount in the posting grid on the sub-level detail line that opens when you click the line
expander (+) on the main GL entry line. You can leave the base currency amount at zero, and then
enter a statutory currency amount.

Modifying Open Item Adjustments

Open Item Adjustment Modify (25.13.3) lets you modify open item adjustment records. However,
you can only modify one field—the Description field.
Fig. 6.77
Open Item Adjustment Modify

Viewing Open Item Adjustments

Use Open Item Adjustment View to browse existing open item adjustments. The view displays
read-only details of the adjusted items and postings.
Fig. 6.78
Open Item Adjustment View
364 User Guide — QAD Financials

Posting Templates
If you plan to record the same journal entry on a regular basis, posting templates let you save the
posting details for reuse. Templates are usually used with recurring entries, in which the template
is posted at recurring intervals according to a predefined schedule. However, you can use
templates for any type of repetitive posting.
Posting templates retain the following transaction details:
• GL account, including the associated sub-account, cost center, project, or SAF details
• Description
• Currency
• Debit amount
• Credit amount

The account details are loaded into the posting grid when you select the template. You need change
only the monetary amount and the reference each time you reuse the template, or maintain and use
the same values.
You can save the transaction or edit the details as required.

Creating a Posting Template

Create posting templates from existing journal entry posting lines by selecting the Save as
Template option on the Journal Entry screen, entering a code that identifies the template, and
clicking Save.
If you use a daybook linked to a transient layer, you can review the template details before posting
the transactions to the official layer. When you have verified the template, you can then change the
daybook type to official.
Fig. 6.79
Saving a Journal Entry as a Posting Template
 General Ledger Transactions 365

Click the lookup in the Template Code field to select and load a template for use in a journal entry.
The system records the number of times each template has been used.
Note You cannot select a template with a daybook type different than that of the current posting.
For this reason, the Daybook Type filter is read-only.

Using a Posting Template

Use the following procedure to create a journal entry using a posting template:
1 Click the Template Code lookup and select a template.
The Posting Template Apply screen is displayed.
2 Complete the fields as described below.
Fig. 6.80
Posting Template Apply

Field Descriptions

Template Code. This read-only field displays the template code.

Posting Text. Enter the journal entry description. Leave this field blank to load the description
saved in the template.
Description. Enter the posting line description. You can also edit this text in the posting grid.
Leave this field blank to load the description saved in the template.
Clear All. Select to delete all existing currency amounts. You can enter new currency amounts
in the posting grid.
Note You can use the base currency and one other currency only when saving posting details
in a template. When you save a posting that uses two non-base currencies, the Clear All field is
automatically set, and the amount, quantity, and currency details are cleared from the template.
TC Amount. Specify the transaction currency amount. Leave this field blank to load the
amounts saved in the template.
366 User Guide — QAD Financials

Quantity. Specify the quantity of units for this transaction, if the account is defined to accept
units of measure. Quantities are not saved in posting templates, and this value defaults to zero.
See “GL Account Unit of Measure” on page 99 for details.
Sub-Account Code. This field displays a sub-account code if one is used in the template.

Project. This field displays a project code if one is used in the template.

Cost Center Code. This field displays a cost center code if one is used in the template.

SAF Concept Code. This field displays an SAF concept code if one is used in the template.

SAF Code. This field displays an SAF code if one is used in the template.

Append. Select to retain the original posting lines and append the template posting lines. If
you do not select Append, the original posting lines are removed.

Recurring Entry
Use the Recurring Entry activities (25.13.4) to create, view, modify, and delete recurring entries,
and to process recurring entry postings. Recurring entries are transactions that are repeated
regularly, such as monthly rent payments.
You can also using Recurring Entry Transient Create (25.13.4.6) to create recurring entries directly
in the transient layer.
You can run recurring entry transactions in several GL periods, eliminating some of the manual
effort required. An expected end-of-year expense might be accrued month-by-month to distribute
the effect on the balance sheet. Rather than making a manual entry each month, you can set up a
recurring entry.
A recurring entry consists of a posting template linked to a posting calendar. If you have created a
recurring entry recorded in the transient layer, you then post the entry to the official layer using
Recurring Entry Post. If the template was recorded in the official layer, the postings step is not
required.
Example An organization pays $12000 a year to rent an office, and the rental expense for the
entire year is allocated to a rent prepayment account, and accounts payable is credited. The rent is
recorded as a supplier invoice, and the initial $12000 to the rent prepayment account is entered on
the Matching Posting tab of the Supplier Invoice screen. The daybook used must be of type
Matching Daybook.
Matching Daybook
Rent Prepayment Acct Accounts Payable
12000 12000

Every month, in the standard Journal Entries daybook used for recurring entries, the rent expense
account is debited by $1000, and the rent prepayment account is credited for the month’s office
rental.
 General Ledger Transactions 367

Journal Entries Daybook

Rent Expense Acct Rent Prepayment Acct
1000 1000

Fig. 6.81
Recurring Entry Create

Field Descriptions

Code. Enter a code (maximum 20 characters) to identify the recurring entry.

Active. Indicate if this is an active record.

Template Code. Specify a posting template to use as the basis of the recurring entry.

Daybook Code. Specify the daybook code to which the recurring entry is posted.

BC Amount. Enter the base currency amount of the recurring entry.

Frequency. Select a posting frequency from the following options:

Manually. You must run the posting manually at intervals. Use this option when the intervals
required are irregular.
Monthly
GL Period
Quarterly
Weekly
Note The GL Period option is the same as Monthly if your GL periods correspond exactly to
calendar months.
368 User Guide — QAD Financials

Update Type. Choose an option to indicate if details in the template can be updated when the
postings are run.
Allowed: You can optionally update posting details marked as Allowed. Posting details with
this status are displayed in green.
Forbidden: You cannot update posting details marked as Forbidden. Posting details with this
status are displayed in black.
Mandatory: You must update posting details marked as Mandatory. Posting details with this
status are displayed in blue.
Start Date. Specify a start date for the recurring entry.

End Date. Specify an optional end date for the recurring entry. If you do not specify an end
date, the recurring entry is run at the predefined intervals for an indefinite timespan.
Reverse in Next GL Period. Select to reverse the recurring entry in the next period. Specify the
reversing date for the entry in the Reversing Date column of the entry grid.
Click the Apply button to generate recurring entries based on the information you specified in the
header.
If you do not specify an end date, the grid displays one instance of the entry only.

Entry Grid
You can modify the recurring entry details before posting the transactions. However, you cannot
modify the status, which is assigned by the system.

Field Descriptions

Code. Edit the recurring entry code, if required.

Status. This field displays Waiting, Posted, or Deleted as the recurring entry status.

Posting Date. Edit the posting date, if required.

Reversing Date. This field displays the reversing date for the entry, which is the first day of
the next GL period.
BC Amount. Edit the posting amount in the base currency.

GL Pd. Specify the GL period in which to post the transactions.

GL Cal Year. Specify the GL calendar year in which to post the transactions.

Last Modified Date/Time and User. These read-only fields are maintained by the system, and
display the ID of the user who last updated this record and the date and time of update.

Posting Recurring Entries

Use Recurring Entry Post (25.13.4.5) to post recurring entries to the official layer, and update the
accounts specified in the posting template.
 General Ledger Transactions 369

When selecting recurring entries to post, you must specify an end date as a search criterion. Refine
the search further using the template, daybook, frequency, and update type criteria. Recurring
entries without an end date are also included in searches, if they match the other search criteria.
Fig. 6.82
Recurring Entry Post

Field Descriptions

Template Code. Specify the template code for the recurring entry you want to post.

Daybook Code. Specify the daybook code of the recurring entry.

Frequency. Choose a type of frequency to filter the recurring entries in this period.

Update Type. Choose an option to indicate if details in the template can be updated when the
postings are run.
Allowed: You can optionally update posting details marked as Allowed. Posting details with
this status are displayed in green.
Forbidden: You cannot update posting details marked as Forbidden. Posting details with this
status are displayed in black.
Mandatory: You must update posting details marked as Mandatory. Posting details with this
status are displayed in blue.
End Date. Specify an end date for the recurring entries.

Code. Specify the code that identifies the recurring entries you want to post.

Click Apply to display all recurring entries that match the search criteria. Click OK to post the
recurring entry transactions.
370 User Guide — QAD Financials

Reversing Transactions
Use the Reverse Transactions activity to reverse activity on existing journal entries. Reversing
journal entries are made on the first day of a new GL period to reverse the effects of adjusting
entries made on the last day of the previous GL period, without changing the period or amount.
Reversing entries are used for two purposes:
• Correcting errors. Correct a posted transaction by posting an opposing entry to net out the
original amounts.
• Posting accruals, such as payroll earned, but not yet paid. Post an entry (typically, on the last
day of a GL period) and immediately reverse the entry on the first day of the next GL period.
This procedure lets you record subsequent payments without having to recognize the portions
that were accrued at an earlier date.
Note It is recommended that you set up a standard Journal Entries daybook for accruals. Use the
daybook code as a search filter, select all accruals, and reverse them simultaneously.
A reversing entry consists of two parts: the original adjusting entry, and the reversing, or opposite
entry. The second entry reverses the position of all debits and credits.
You can reverse a journal entry in two ways: manually or automatically.

Manual Reversal
Use the Reverse option in Journal Entry (25.13.1.5) to manually select entries for reversal. The
initial reversing screen displays a summary of the entry details. Reversals are usually processed on
the first day of the GL period that follows the original posting period. The year, period, and posting
date, therefore, default to these values.
Fig. 6.83
Journal Entry Reverse

Click OK to accept these settings and to display the main Journal Entry Reverse screen.
 General Ledger Transactions 371

Fig. 6.84
Journal Entry Reverse

The Journal Entry Reverse screen displays the amended posting date, and reversed credit and debit
amounts. Click Save to save the reversals.

Correction Journal Entry Reversal

In certain countries, particularly in Eastern Europe, you must post a reversing correction journal
entry at the same side of the general ledger (debit/credit) as the original posting. This step is
required because the total balance of the original and the correction reversal must equal zero in the
general ledger.
To post a reversing correction, select the Correction field in the Journal Entry Reverse subscreen.
Fig. 6.85
Journal Entry Reverse Subscreen

When you reverse a journal entry as a correction, the postings are netted out and the balance is
zero.
Fig. 6.86
Correction Reversal Postings

Table 6.4 shows the difference in the GL posting lines between a reversing posting and a reversing
correction posting.
372 User Guide — QAD Financials

Table 6.4
Reversal and Correction Postings
GL Account Debit Credit
Original Posting
GL1 100
GL2 70
GL3 30

Reversing Posting
GL1 100
GL2 70
GL3 30

Reversing Correction
GL1 -100
GL2 -70
GL3 -30

Reverse Transient Journal Entries

Use Journal Entry Transient Reverse (25.13.1.17) to create reversal postings that you can only post
to transient layers. Journal Entry Transient Reverse works in the same way as Journal Entry
Reverse.
Fig. 6.87
Journal Entry Transient Reverse

Automatic Reversal
Reversing Journal Create (25.13.1.14) lets you create a journal entry that reverses automatically in
the next GL period; you do not have to manually reverse the transaction. You also have the option
to use correction of accounting for the reversing journal entry.
 General Ledger Transactions 373

When you create a posting in Reversing Journal Create (25.13.1.14), both the original and
reversing journal entries are created.
Fig. 6.88
Reversing Journal Create

Reversal
posting
date

Reversing Journal Create is based on Journal Entry Create and contains many of the same fields.
However, the following two fields are exclusive to reversing journal entries:
Reversal Posting Date. The reversal posting date defaults to the first day of the GL period
following the original journal entry posting date. However, you can change the default date,
and specify a new date.
Note The reversing posting must always be posted to a future period. The posting occurs
even if the posting GL period is not yet open.
Correction. Select this field to reverse the journal entry as a correction. When you create a
correction, the postings are netted out, and the balance becomes zero.
Example

A company uses temporary workers during December 2008, and the cost estimate is $18,000. The
actual invoice will not be received until January 2009. In order to correctly reflect the costs for
2008, the cost for temporary staff must be included in the year 2008 books.
The company creates an automatically reversing journal entry on December 31 for the estimated
cost of $18,000. On January 1, the posting is automatically reversed.
The financial statements for 2008 now correctly reflect the cost of temporary staff.

Modifying Reversing Journal Entries

Use Journal Entry Modify (25.13.1.2) to change details in the automatic reversing journal entry.
The system automatically copies any change you make to the original journal entry to the
reversing journal entry.

Deleting Reversing Journal Entries

You cannot delete a reversing journal entry directly. You must delete the originating journal entry
using Journal Entry Delete (25.13.1.4). Both the original and reversing journal entry are then
deleted.
374 User Guide — QAD Financials

Running Allocations
Allocation is the process of distributing costs and revenues to the appropriate accounts, sub-
accounts, cost centers, and projects. Use the Allocation function to identify types of cost and
automatically distribute them to the correct cost targets.
The GL Allocation Batch Create (25.3.22.6) and Allocation Batch Run Execute (25.13.9)
activities let you create and run batches of allocations that you have previously defined. See
“Financial Allocations” on page 189 for information on how to set up allocations.
The Budget daemon should be active when allocations are run because the allocation functionality
uses the same tables. The Budget daemon ensures that the most current values are available for an
allocation run. See User Guide: QAD System Administration for information about daemons and
their administration.

Defining Allocation Batches

Use GL Allocation Batch Create to define batches of allocations that you can then run using GL
Allocation Batch Run Execute (25.13.9) to run multiple allocations simultaneously. This activity
also runs allocations in sequence, using the result of one allocation as the source of the next. An
allocation batch can contain one or multiple allocation codes.
Fig. 6.89
GL Allocation Batch Modify

Field Descriptions

Allocation Batch Code. Enter a code (maximum 20 characters) that identifies the allocation
batch.
Description. Enter a brief description (maximum 40 characters) of the allocation batch.

Active. Indicate if this is an active record.

JE Group. Enter a code to identify the journal entry (JE) group.

JE groups are transaction groups that contain allocations.
The system runs all of the allocations in the JE group. This ensures that when an allocation
batch run is interrupted, the system does not stop the batch run until all allocations in the
current group have been run.
You must assign the same daybook to all allocations in a JE group. The result of a JE group
run is always a single journal entry.
 General Ledger Transactions 375

Alloc Code. Specify an allocation code to include in the JE group.

See “Financial Allocations” on page 189 for information on how to set up allocations.
Last Modified Date/Time and User. These read-only fields are maintained by the system, and
display the ID of the user who last updated this record and the date and time of update.

GL Allocation Batch Run

By default, the system runs all selected lines in the GL Allocation Batch Run Execute screen,
except when a batch has already run for the same target period. The system also keeps a log file of
previously run allocations.
An allocation batch is run correctly if the figures it uses from the Budget module are valid. These
figures are calculated by the Budget daemon. The system checks for unprocessed daemon records
before running each allocation in the batch, and displays a warning when unprocessed records
exist.
When an allocation batch is interrupted, you can restart the batch for the same GL period. All
allocations already run are deselected to ensure that they are not re-run.
The result of an allocation is immediately posted. By using a transient layer daybook as target—
the recommended approach—you can review the allocation postings, and correct or delete them as
necessary. You then assign them to the official or management layer.
Fig. 6.90
Allocation Batch Run Execute

Field Descriptions

Allocation Batch. Specify the allocation batch to run.

Processing Status. This field displays the status the current allocation batch.

Source GL Period. Select the source data from this period only or cumulative data from the
start of the GL calendar year up to the end of this period.
Target GL Period, Posting Date. Specify the target period and posting date.

Number Of Groups. Specify the number of JE groups selected for execution.

376 User Guide — QAD Financials

To Be Processed. This field displays the number of JE groups still to process.

Processed. This field displays the number of JE groups already processed.

Click Search to display the allocation batch details in the grid. When you have executed the
allocation batch run, use Journal Entry View to view the resulting posting.
Fig. 6.91
Allocation Batch Journal Entry

Proportional Fraction Allocation Example

In this example, machine hours are posted to the cost center to which the machines belong.
You define an allocation that distributes the costs to the relevant cost centers. The amounts are
distributed based on the number of machine hours recorded against GL account 111666 for each of
the cost centers A1, A2, and A3.
GL account 111666 is a standard GL account used to record quantities in the form of hours.

Allocation Definition

In this example, the source is taken from the budget structure where the machine hour costs are
accumulated. The example uses a proportional fraction type. The fractions are calculated using the
structure Hours per Department, which totals the machine hours per cost center.
The posting structure is defined by the template Alloc. The target posting is in a transient layer and
can be reviewed before final posting.
 General Ledger Transactions 377

Fig. 6.92
Allocation Definition

The Proportional Allocation tab displays the list of cost centers for which a proportional fraction
must be calculated.
Fig. 6.93
Proportional Allocation Tab
378 User Guide — QAD Financials

Within the Levels tab in the Budget function (25.5.1.3), the cost center level (level 2) is used for
proportional allocation.
Fig. 6.94
Budget View

The budget structure on which the allocation is based is defined in the Structures tab in the Budget
function. GL account 111666 is linked to the structure.
Fig. 6.95
Budget Modify, Topic Details

You can now run the allocation batch using Allocation Batch Run Execute (25.13.9).
 General Ledger Transactions 379

As indicated by the posting template, GL account 666111 is debited with transaction postings for
each cost center. A temporary account is credited. The cost center driving the allocation is
referenced in each posting line.
Note The COA level marked as Used for Proportional Allocation in the budget Levels tab must
be used within the posting template. The allocation does not run if the system does not find a
matching level.
You can view the resulting allocation postings in Journal Entry View (25.13.1.3).

Mass Layer Transfer

Mass Layer Transfer Execute (25.13.11) lets you transfer batches of postings from the transient
layer to the management or official layers. Unfinalized transactions are generally posted to a
daybook in a transient layer for review or for simulation purposes. If these transactions are
subsequently approved, you can transfer them in batch to the other layers using Mass Layer
Transfer Execute. See “Accounting Layers” on page 145 for more information.
When transferring, the target daybook must have the same GL type as the original transient
daybook. If you do not specify a source daybook, all postings in the source daybook that have the
same GL type as the target daybook and meet the other selection criteria are selected for transfer.
When you click the Add button, the system populates the grid in the Mass Layer Transfer screen
with postings that match the selection criteria. From this list, you can choose which postings to
include in the transfer by selecting or clearing the Select field for that posting.
All selected postings are transferred to the same target daybook, which can be linked to the official
layer, a management layer, or another transient layer. However, the target daybook must be
different from any of the source daybooks. The postings are transferred from the source daybook
in blocks to ensure that they appear sequentially in the target daybook.
The following types of postings cannot be transferred using Mass Layer Transfer:
• Journal entries for posting templates or recurring entries
• Journal entries that have a different GL type than the target daybook

Example A US parent entity has a French subsidiary. In France, the accounts are compiled to
conform with French GAAP standards. However, the French accounts must also conform to the
GAAP standards of the parent entity, which is US GAAP.
The subsidiary creates a transient layer for French accounts. It then reviews the accounts for errors,
removes invalid transactions, and posts correction or adjustment transactions to make the French
accounts apply to US GAAP.
The subsidiary then uses Mass Layer Transfer to move the postings to a specific management layer
for final consolidation.
Important You can only use Mass Layer Transfer Execute (25.13.11) to transfer regular, non-
periodic costing postings. To transfer periodic costing postings, use Mass Layer PC-Transfer
Execute (25.13.12).
380 User Guide — QAD Financials

Fig. 6.96
Mass Layer Transfer

Field Descriptions

Transient Layer Code. Specify the layer code that identifies the transient layer to transfer
postings from.
Daybook Code. Specify the daybook in the transient layer from which to transfer postings.
If daybook security is implemented and you specify a Journal Entries daybook with Financial
or External daybook control, you must be assigned the role associated with the daybook you
select. Otherwise, an error is displayed and you cannot save the mass layer transfer
transactions. See “Daybook Security” on page 158.
Year/GL Period From. Specify the GL calendar year and the first GL period from which
postings are to be transferred. This field is mandatory.
Year/GL Period To. Specify the GL calendar year and the last GL period from which postings
are to be transferred. This field is mandatory.
Posting Date From. Specify the first date in a range to search for postings to transfer.

Posting Date To. Specify the last posting date in the range to search for postings to transfer.

Description. Enter a brief description (maximum 40 characters) of the postings to be

transferred.
Target Daybook Code. Select the daybook to which to transfer the postings. The target
daybook must be of the same GL type as the source daybook.
If daybook security is implemented and you specify a Journal Entries daybook with Financial
or External daybook control, you must be assigned the role associated with the daybook you
select. Otherwise, an error is displayed and you cannot save the mass layer transfer
transactions. See “Daybook Security” on page 158.
 General Ledger Transactions 381

Target Layer Code. This field displays the layer associated with the daybook to which to
transfer the postings.
Click Add to retrieve journal entries that match the criteria.

Grid Field Definitions

Select. Select the field to indicate the transactions you want to transfer.
Clear the field for transactions that you want to remain in the transient layer.
Voucher. This field displays the numeric identifier assigned to the posting. When the daybook
of the journal entry is changed (after transfer), the voucher is cleared.
Description. This field displays a description of the posting line.

Daybook Code. This field displays a code that identifies the daybook in the transient layer to
which the transaction is currently posted.
Target Daybook Code. This field displays the target daybook for the transaction transfer.

Layer Code. This field displays the target layer for the transaction transfer.

Year. This field displays the GL calendar year that the system associates with the transferred
transactions.
GL Period. This field displays the GL period that the system associates with the transferred
transactions.
Click Transfer to begin the transfer of your selected postings to the target layer.
Note A progress indicator shows the status of the transfer. Once started, you cannot cancel the
transfer.
Fig. 6.97
Mass Layer Transfer Progress Indicator
382 User Guide — QAD Financials

Mass Layer Transfer for Periodic Costing

Use Mass Layer PC-Transfer Execute (25.13.12) to transfer batches of unfinalized periodic
costing calculations from the transient layer to the management or official layers. You can only use
this function to transfer postings in daybooks of type Periodic Costing.
Important You can only use Mass Layer PC-Transfer Execute (25.13.12) to transfer periodic
costing postings. To transfer regular, non-periodic costing postings, use Mass Layer Transfer
Execute (25.13.11).
When you click the Add button, the system populates the grid in the Mass Layer Transfer screen
with postings that match the selection criteria. From this list, you can choose which postings to
include in the transfer by selecting or clearing the Select field for that posting.
The daybook to transfer from must be of type Periodic Costing and must be linked to the transient
layer.
All selected postings are transferred to the same target daybook, which can be linked to the official
layer, a management layer, or another transient layer. However, the target daybook must also have
a daybook type of Periodic Costing.
Fig. 6.98
Mass Layer PC-Transfer Execute

Transient Layer Code. Specify the transient layer from which you want to transfer unfinalized
periodic costing postings.
Daybook Code. Specify the transient layer daybook from which to transfer unfinalized
periodic costing postings.
Year/GL Period From. Specify the GL calendar year and the first GL period from which
postings are to be transferred. This field is mandatory.
Year/GL Period To. Specify the GL calendar year and the last GL period from which postings
are to be transferred. This field is mandatory.
Posting Date From. Specify the first date in a range to search for postings to transfer.

Posting Date To. Specify the last posting date in the range to search for postings to transfer.
 General Ledger Transactions 383

Description. Enter a brief description (maximum 40 characters) of the postings to be

transferred.
Target Daybook Code. Select the daybook to which to transfer the postings. The target
daybook must be a Periodic Costing daybook.
Target Layer Code. This field displays the layer associated with the daybook to which to
transfer the postings.
Click Add to retrieve journal entries that match the criteria.
The grid field explanations are the same as for Mass Layer Transfer Execute.
Click Transfer to begin the transfer of your selected postings to the target layer.
Note A progress indicator shows the status of the transfer. Once started, you cannot cancel the
transfer.

Intercompany and Cross-Company Transactions

The system supports two types of transaction between entities within the same domain and across
domains: intercompany transactions and cross-company transactions.
An intercompany transaction is a GL transaction or journal entry that affects only one entity, but
contains an intercompany code within the GL transaction, as a reference to another entity. The GL
transaction posts to one entity only. Use this feature to isolate internal transactions from those that
relate to third parties. Intercompany transactions are identified using intercompany codes.
Cross-company transactions span more than one entity, and the associated GL transaction posts to
both entities.
Intercompany codes identify organizations that are members of a group of entities that trade with
each other. This activity forms the basis for consolidation reporting at period closing, when the
financial results of multiple entities are consolidated, and intercompany transactions are
eliminated before consolidation.
If an entity is to be used in intercompany and cross-company transactions, select the Intercompany
field in its associated Business Relation and define the intercompany code in the field provided.
If required, select the Fixed Intercompany field in the Business Relation to ensure that the
intercompany business relation cannot be overwritten when posting transactions to accounts for
the entity. See “Creating Business Relations” on page 209 for more information on assigning
intercompany codes to business relations.
To identify GL accounts used in intercompany transactions, select the Intercompany Account field
in Account Create. This makes the Default Intercompany field available. Use this field to assign
the intercompany code defined in the business relation of the intercompany entity. See “Posting
Tab” on page 80 for information on defining intercompany accounts.
Note Cross-company transactions use cross-company control accounts. When you select Cross-
Company Control Account as the GL type in Account Create, the Intercompany Account field in
Account Create is automatically selected.
384 User Guide — QAD Financials

Intercompany Transactions
An intercompany transaction is a posting within an entity on an intercompany account. An entity is
identified as intercompany based on its business relation.
Example An organization supplies goods to an affiliated company. When creating the invoice,
the user assigns an intercompany code to indicate that the sale was to an associated entity. In this
instance, the system generates only one GL transaction for the invoice.
When you generate a sales invoice and post to a customer account that uses an intercompany code,
the resulting transaction identifies that the invoice was sent to the entity specified by the
intercompany code.
Fig. 6.99
Customer Invoice Using Intercompany Code

Intercompany Reporting

The GL Transactions report includes Intercompany as a selection criterion, which you can use to
identify intercompany transactions to be eliminated before consolidation. You can net
intercompany transactions using open item adjustment. See “Open Item Adjustment” on page 351.

Cross-Company Transactions
Use cross-company accounting features to create balanced transactions between entities in a
domain. When transactions or invoices are generated by another entity in the organization, these
features let you process the transactions or invoices in your current working entity.
Cross-company transactions use cross-company control accounts to link across entities. Each
domain must includes a cross-company control account for AR, AP, fixed assets, inventory, and
manual journal entry transactions. Cross-company account codes are specified in the Cross-
Company tab in Domain Create (36.1.1.1.1). See “Setting Up Domains” on page 26 for more
details.
Note The accounts specified in domain setup are used for every cross-company posting line for
each entity in the domain. Each domain in the database uses a different set of cross-company
control accounts.
 General Ledger Transactions 385

When you enter a cross-company control account on a journal entry posting line, the system
recognizes that the transaction is cross-company, and opens a level two posting line, where you
enter the code of the other entity in the Cross-Company Code field.
Cross-company posting are of two types: manual and automatic.

Manual Cross-Company Posting

A manual cross-company posting is a two-part process, consisting of a parent and child

transaction, each of which you complete separately. The parent and child transactions are posted
from within different entities to different daybooks. You can create manual cross-company
postings in only the management and the official layers.
The parent transaction is the initial posting that references a cross-company control account.
Example Entity 1000 and entity 2000 are both subsidiaries of a large organization. Human
resource management and IT services for the entire organization are centralized in entity 1000.
Cross-company transactions are generated when entity 2000 uses either centralized service.
Entity 1000 uses a journal entries template to record the charges that entity 2000 and other entities
in the organization have incurred.
Fig. 6.100
Journal Entry in Entity 1000

Right-click in the posting grid and select Create cross-company posting.

Fig. 6.101
Right-Click Menu for Cross-Company Posting
386 User Guide — QAD Financials

The Journal Entry screen in entity 2000 automatically opens with the corresponding posting for
that entity. Complete the posting lines to balance the transaction and click OK to post the child
transaction. This action returns you to the parent transaction screen.
The appropriate cross-company account in the target entity 2000 is populated using the definitions
in the domain setup, and the intercompany code is stored in the record.
Fig. 6.102
Postings for Entities 1000 and 2000

You are now in the original entity and the transaction is balanced. Click Save to post the parent
transaction.
Generate a GL Transactions by Intercompany Code Report (25.15.1.5) and select the parent entity
in the criteria to view the posting details. To view details of the child transaction, rerun the report
for that entity.
Note When viewing journal entries for which there are cross-company postings, you can view the
cross-company posting by right-clicking the posting line and selecting the Cross Company Posting
option.

Automatic Cross-Company Postings

For automatic cross-company transactions, the Cross-Company daemon creates the balancing
transaction. You are not prompted to create the child transaction, and the processing occurs in the
background.
Automatic postings are processed by the Cross-Company daemon. For more information on
system daemons, see User Guide: QAD System Administration.
There are two types of automatic cross-company postings: financial and operational.
 General Ledger Transactions 387

Automatic Financial Postings

The automatic cross-company functionality supports activity on:

• Banking entries across multiple domains
• Customer and supplier payment selections across multiple domains
• Open item adjustments across multiple domains

Automatic cross-company postings are possible only for transactions in the official layer. Post the
transaction in the source entity using the cross-company control account for the target entity that
owns the open item. A request is created for the Cross-Company daemon. The daemon processes
the request and creates the posting in the sub-ledger of the target entity.

Automatic Operational Cross-Company Transactions

The system separates cross-company transactions that originate in the operational modules into
separate postings for the relevant entities. Each transaction posts entirely within the associated
entity, but cross-references the corresponding transaction in the other entity.
All operational cross-company transactions are processed using the cross-company control
accounts defined for the domain so that cross-company activity by entity can be tracked easily
within the GL.

AR Cross-Company Postings

Cross-company postings are generated by Invoice Post and Print (7.13.4) when one or more lines
on a sales order are shipped from a site with an entity other than the sales order header entity. In
this case, the sales amount associated with the line is posted to the shipment entity, but the AR
amounts are posted to the header entity.
Invoice Post and Print creates both a customer invoice and GL transactions. However, when a
transaction spans more than one entity, it includes information on the appropriate cross-company
AR accounts so that the correct GL transaction is created. This single transaction is split into two
separate transactions when posted.
For cross-company invoices, the operational transaction is split as described in the following
example.
A sales order is created for header site 1000, associated with entity A. It has one line item priced at
$50, which is shipped from site 2000, associated with entity B.
When this invoice is posted, the system debits the customer control account for $50 using a
Customer Invoice daybook and credits the cross-company AR account for entity A for $50 using
entity B’s intercompany code.
The system retrieves the cross-company AR account to use from the domain setup. It uses the
intercompany daybook from the relevant daybook set for the posting.
A corresponding set of entries is made for entity B. The system debits cross-company AR $50
using entity A’s intercompany code and credits the sales account $50 using a Journal Entries
daybook.
388 User Guide — QAD Financials

Entity A Entity B
AR Cust Ctrl Cross-Comp Ctrl Cross-Comp Ctrl Sales (Stand Acct)
50 50 50 50

AP Cross-Company Postings

Cross-company postings can be created during purchase order receipts when a line item on a
purchase order is received at a different site than the one on the order header. These transactions
are managed through operational transaction postings.
A different kind of cross-company posting can occur when one entity pays the invoices for goods
received at another site. These postings are created during receiver matching and handled by the
Cross-Company daemon. The value of the PO Expensed Item Receipts amount—for non-
inventory items—or PO Receipts amount—for inventory items—associated with the line is
transferred to the AP payment entity.

Inventory Cross-Company Postings

Cross-company postings occur when inventory is transferred from one site to another site
associated with a different entity. The value of the inventory is transferred to the receiving entity,
using Cross-Company Inventory and Transfer Variance accounts as clearing accounts.
Note The Transfer Variance account is used to record differences in the cost of items at different
sites. The following example assumes the costs are the same at both sites, and the posting is not
shown.
A user creates an inventory transfer for items valued at $2000 from site 10 in entity Y and site 20
in entity Z. The system:
• Credits the Inventory account for entity Y for $2000
• Debits the Cross-Company Inventory account of the current domain for $2000, referencing the
intercompany code of entity Z
• Credits the cross-company inventory account of the current domain for $2000, referencing the
intercompany code of entity Y
• Debits the Inventory account of entity Z $2000
Entity Y Entity Z
Inventory Acct Cross-Comp Inv Cross-Comp Inv Inventory Acct
2000 2000 2000 2000

Cross-Company Fixed Assets Transactions

Cross-company postings in Fixed Assets can occur when an asset is transferred between entities.
The value of both the asset cost and the accumulated depreciation is transferred to the receiving
entity with balancing entries made to the Cross-Company Fixed Asset account, using the
intercompany codes of the two entities. See User Guide: QAD Fixed Assets for details on Fixed
Assets.
 General Ledger Transactions 389

Daybook Security and Cross-Company Postings

When creating cross-company journal entries, you must be assigned to the role specified for the
daybooks used in both the source and target entities in order to save the postings. Otherwise, the
system displays an error and you cannot save the postings. See “Daybook Security” on page 158
for more information.
Daybooks of type Journal Entries are also used in cross-company postings created in the Customer
Invoice, Supplier Invoice, Open Item Adjustment, and Banking Entry functions. In these cases,
you must be assigned to the role specified for the daybook used in the target entity. Otherwise, the
system displays an error message and you cannot save the transactions in either entity.

Journal Entry Excel Cross-Company Integration

Use Journal Entry Cross-Cy Excel Integration (25.13.1.10) to load cross-company journal entries
defined in an Excel spreadsheet.
To use the function, you must have access to all entities for which you want to create postings, and
you must also be assigned role permissions that grant you access to Journal Entry Create in those
entities.
You can only use Journal Entry Cross-Cy Excel Integration to create cross-company postings. Use
Journal Entry Excel Integration to load any other type of journal entry postings through Excel.

Downloading the Template

To facilitate the creation of cross-company journal entries, you can download a template in the
Journal Entry Cross-Cy Excel Integration function. The Excel templates contains column headings
that correspond to the grid in Journal Entry Cross-Cy Excel Integration.
To download an Excel template, right-click in the grid and select Export to Excel for Maintenance.
At the prompt, enter the name of the spreadsheet in which to save the data. Open the spreadsheet in
Excel and create your cross-company journal entry data.
Fig. 6.103
Journal Entry Cross-Cy Excel Integration
390 User Guide — QAD Financials

Fig. 6.104
Journal Entry Cross-Company Template

Cross-Company Journal Entry Levels

Cross-company journal entries defined in Excel must contain a minimum of three levels of data.
However, a cross-company posting loaded through Excel can contain up to seven levels.
• Level 1 (parent)
This level contains details that relate to the overall posting. Each level 1 entry maps to one
cross-company transaction.
An Excel file can contain many separate level 1 records. If a posting fails at level 1, all
postings within that record remain unposted. However, all other valid level 1 records and their
level 2 and level 3 lines are posted.
Each level 1 record must have at least two level 2 records associated with it: one record for the
source entity posting and one record for the target entity posting.
• Level 2 (child)
This level contains details specific to the entity posting. The Excel spreadsheet must contain
level 2 entries for each entity to which you want to post.
The level 2 row structure matches that of level 1, and must also include a cross-company code
and an entity code.
If you leave certain fields blank at level 2, such as the daybook, posting date, and description,
these values default from level 1 when you load the Excel file in Journal Entry Cross-Cy Excel
Integration and click Save. See “Defaulting” on page 393. If you specify all required values,
no defaulting occurs.
You must define a year and period at level 2.
• Level 3 (grandchild)
This level contains details specific to a single posting line. Each level 2 entry must have at
least two level 3 lines associated with it. The sum of these posting lines must be zero.
• Lower Levels
A posting line can be composed of multiple sub-levels containing additional posting
information, depending on how the GL accounts used in the transaction are defined. If you
specify a tax account, GL open item account, an account with SAF analysis, or an account
defined with quantities, you must enter details pertinent to these accounts at lower levels in the
spreadsheet. See Figure 6.106, which shows a fourth level because the GL account is defined
with SAF analysis.
 General Ledger Transactions 391

Fig. 6.105
Cross-Company Journal Entry Integration Levels

Level 1 – Overall Posting Details

Entity-Level Child Posting – Entity 2000

Level 3 - Posting Line AC 10000012 DR 12,000

Level 3 - Posting Line AC 100400 CR 12,000

Entity-Level Child Posting – Entity 3000

Level 3 - Posting Line AC 410001 DR 12,000

Level 3 - Posting Line AC 4100021 CR 12,000

Fig. 6.106
Journal Entry Cross-Cy Excel Integration, Data Levels

Level 1

Level 2

Level 3

Level 4

Importing from Excel

When you are finished editing your spreadsheet in Excel, open Journal Entry Cross-Cy Excel
Integration, right-click in the grid, and select Import from Excel. The cross-company entries
defined in your spreadsheet are loaded into the grid in Journal Entry Cross-Cy Excel Integration.
When you click Save in Journal Entry Cross-Cy Excel Integration, the system creates journal
entries for the source entity and for each of the corresponding postings for the target entities. It
also performs all validation and defaults values if some key fields are blank. If you specify all
required values, no defaulting occurs. See “Validation” on page 392 and “Defaulting” on page 393
for more information.
Two areas of the Journal Entry Cross-Cy Excel Integration screen indicate whether or not postings
are processed successfully. The Posted field at Level 1 of the grid is automatically selected by the
system as each transaction is processed and saved successfully. In addition, the processing status
indicator at the bottom left of the screen indicates the status of records.
392 User Guide — QAD Financials

Fig. 6.107
Journal Entry Cross-Cy Excel Integration, Status Indicators

Validation
The system validates all values when you click Save in Journal Entry Cross-Cy Excel Integration.
No validation occurs until this point.
When creating cross-company posting entries, the accounts, daybooks, sub-accounts, cost centers,
and projects you specify must be valid within their associated shared sets for the entity in which
the posting is being created. If you specify an invalid value, an error message is displayed.
You can create cross-company postings on the following types of account: Standard, GL Open
Item, Bank, Year-End, Fixed Assets, Tax, and System.
The following fields must be entered in Excel for a cross-company posting to be valid. If these
mandatory fields are blank, an error is displayed.
• Level 1
• Posting Date
• Daybook Code
• Description
• Default Period
• Default Year
• Level 2 (non-source entity postings)
• Entity
• Level 3
• Account
 General Ledger Transactions 393

• Amount
• Sequence Number

The system also ensures that the sum of the postings to the source entity equals the sum of the
postings to the target entities.
You can use different currencies when posting to particular entities. The system then ensures that
all postings balance. You can also post to entities that have different GL calendar years and GL
periods to the source entity.
You can only post to daybooks from the official and management layers. However, daybook layers
must be consistent across a posting; that is, postings can be to the official layer or the management
layer, but a posting cannot contain a combination of both layers.
At level 3, the system ensures that the year and period entered are valid for the entity in which the
cross-company posting occurs. In addition, the Sequence Number field must contain a non-zero
value.

Defaulting
The system defaults values if you do not specify data in all required fields in the imported Excel
spreadsheet. If you specify all required values, no defaulting occurs.
If you leave certain fields blank at lower levels, such as the daybook, posting date, and description,
these values default from level 1 when you load the Excel file in Journal Entry Cross-Cy Excel
Integration and click Save.
All defaulting is done when you import the Excel spreadsheet to Journal Entry Cross-Cy Excel
Integration and click Save. No defaulting occurs until this point.
• Currency
If the Currency field is blank at level 1, the system defaults the base currency of the source
entity. If the Currency field is blank at level 3, the system defaults the currency value from
level 1.
• Exchange rates
If the loaded spreadsheet contains a base currency amount and a transaction amount, but does
not specify an exchange rate between the two, the system calculates the exchange rate and uses
that value. However, if the spreadsheet does not contain a transaction amount or an exchange
rate, the system retrieves the current accounting exchange rate for the base and transaction
currencies from the exchange rate table and uses that to calculate the transaction amount.
If you specify an exchange rate in the Excel file, the system uses this value instead.
• Year and period
For source entity postings, if no GL calendar year and GL period are defined, the system
calculates the year and period values from the posting date. For non-source entity postings, the
system also uses the posting date to calculate the year and period in the target entity.
• Posting date and description
If you do not define the posting date and description on a level 2 line, these values default from
the level 1 line.
394 User Guide — QAD Financials

• Entity
If you do not specify an entity at level 2, the system defaults the source entity when you import
from Excel and click Save. The source entity defaults from the entity you are logged in to
when you import from Excel.
• Daybook
If no daybook is defined at level 2, the daybook defined at level 1 defaults to the level 2 line.
The system validates that daybooks entered at level 2 are valid within the target entity they are
specified for.
• Control account
Cross-company postings to an entity must contain the cross-company control account for that
entity. If you do not specify cross-company postings in the Excel file, the system generates
these postings when you click Save. If you specify cross-company postings in the Excel file,
the system uses these postings and does not generate its own.
If an entity posting does not specify a cross-company control account, and the sum of the
specified lines is zero, an error message is displayed.
The cross-company control account used is defined in the domain record of the domain to
which the entity belongs.
Example

This example illustrates defaulting, and shows cross-company postings from the source entity
Shared Service to two target entities Auto and Standby.
In Excel, you specify the Year/Period, Posting Date, Daybook, Voucher Number, and Description
fields at level 1. In the first level 2 line, you specify the account, debit or credit indicator, and
amount. For lines 2 and 3, you enter the entity, account, amount, and debit or credit indicator.
You save the Excel file and import it into Journal Entry Cross-Cy Excel Integration from within
the Shared Services entity.
The values loaded from Excel are shown in the simplified entry to the left of Figure 6.108. Some
of the required values are missing, and are defaulted by the system when you click Save.
The system defaults the values shown on the right of Figure 6.108. Values underlined in red are
generated by the system. The right side of Figure 6.108 also shows the postings generated in the
Shared Services, Auto, and Standby entities when the data is saved.
 General Ledger Transactions 395

Fig. 6.108
Cross-Company Journal Entry Defaulting
Resultant posting in Shared Service entity
Yr/Pd: 2010/02 Date: 9/02/2010
Daybook: JE / 00005
Description: Cross-company insurance

Line 1:
Account xxx - Insurance Accrual | 300 Cr
Line 2:
Simplified entry in Shared Service entity Cross-cy JE account zzz | Entity Auto | 200 Dr
Yr/Pd: 2010/02 Date: 9/02/2010 Line 3:
Daybook: JE / 00005 Cross-cy JE Account zzz | Entity Standby | 100 Dr
Description: Cross-company insurance

Line 1:
Account xxx - Insurance Accrual | 300 Cr Resultant posting in Auto entity
Yr/Pd: 2010/02 Date: 9/02/2010
Line 2: Daybook: JE / 00008
Entity Auto | Account yyy – Insurance Y | 150 Dr Description: Cross-company insurance

Line 3: Line 1:
Entity Auto| Account www- Insurance W | 50 Dr Cross-cy JE account zzz | Entity Shared Serv | 200 Cr
Line 2:
Line 4: Account yyy – Insurance Y | 150 Dr
Entity Standby | Account yyy – Insurance Y | 100 Dr Line 3:
Account www – Insurance W | 50 Dr

Text in blue is entered in Excel and Resultant posting in Standby entity

used in the resultant postings
Yr/Pd: 2010/02 Date: 9/02/2010
Daybook: JE / 00012
Description: Cross-company insurance
Text underlined in red is defaulted
Line 1:
Cross-cy JE account zzz | Entity Shared Serv | 100 Cr
Line 2:
Account yyy – Insurance Y | 100 Dr

Example

This example illustrates how control accounts are used and defaulted in the cross-company journal
entries loaded from Excel.
You are posting from source entity Ent-1000 to target entities Ent-2000, Ent-3000, and Ent-4000.
As shown in Figure 6.109, the Excel spreadsheet entries for the target entities do not contain a
cross-company control account so the system adds postings to the relevant cross-company control
account for the target entity when you save.
Using the example of Ent-2000 in Figure 6.109, the cross-company journal entry posting created
in Ent-2000 contains the two posting lines from the original Excel spreadsheet data, and a third
posting to the cross-company control account for Ent-2000 with the reversed amount.
396 User Guide — QAD Financials

Fig. 6.109
Excel Spreadsheet Data and Resultant Postings

Mirror Accounting
Mirror accounting is used in several European accounting systems to ensure that inventory
transactions are reflected immediately in the income statement, as well as in the balance sheet.
This lets you analyze purchases and inventory movement in the GL in internal management
reports.
You can apply mirror accounting to inventory control transactions only, such as PO Receipts, WO
receipts, inventory movements, and SO shipments.
Mirror accounting links a set of source (balance sheet) accounts to a set of mirror (income
statement) accounts. When an inventory transaction is posted that updates the source accounts, the
system generates a mirror posting that updates the mirror accounts simultaneously:
Account Debit Credit
Source 1 - GL1 100
Mirror 1 - GL 3 100
Source 2 - GL2 100
Mirror 2 - GL4 100

Mirroring adds two posting lines to the original transaction, which update the mirror accounts you
defined.
You can select the following types of source account:
• Standard account
• Cross Company Control account
• Inventory Control account
• WIP Control account
• System accounts of type Purchase Order Receipts and Unmatched Invoices.

All mirror accounts must be standard GL accounts.

 General Ledger Transactions 397

When your source account is a cross-company account, the cross-company mirror transactions are
posted as usual across the entities.
Inventory transactions normally use operational daybooks in the official layer only. When mirror
accounting is enabled, you can choose to post both source and mirror transactions to daybooks in
either the official or management layer, and can also select either journal entry or matching as the
daybook type. This lets you generate mirror transactions in different layers for reporting purposes.
A mirror transaction can optionally be split into two sub-transactions, which can be posted to
either the source or mirror daybooks. See “Splitting Mirror Transactions” on page 399.
You typically select balance accounts as source accounts and P&L accounts as mirror accounts,
and define daybooks and split transactions as required.
Mirror accounting is also affected by two other options:
• When Summarized Journal is set to Yes in Inventory Accounting Control (36.9.2), operational
transactions are summarized before they are posted. In this case, the mirroring information on
individual transactions is executed but the split transactions are summarized, and the
individual split transactions are not displayed in subsequent reports.
• When Create GL Transactions is set to No in Inventory Accounting Control, the system does
not generate IC transactions, and mirror accounting is disabled.

Triggering Mirror Accounting Using Analysis

When your source accounts have sub-account, cost center, or project analysis defined, you can
decide to apply some or all of the analysis as conditions to trigger the mirror transactions.
For example, when you specify a sub-account on a source account, mirroring is triggered for only
those transactions that contain that sub-account. If the sub-account field is not specified for the
source account, then mirroring is triggered for all transactions that update the source account.
Note SAF analysis cannot be used to trigger mirror accounting.

Setting up Mirror Accounting

Configure mirror accounting using the following steps.
1 Define mirror accounting for the entity or domain. Mirror accounting is defined as an attribute
of the entity and can be enabled per entity or per domain. See “Setting Up Entities” on
page 42. When you enable mirror accounting for the domain, it is activated for each entity by
default.
2 Define your source and mirror daybooks. See “Defining Source and Mirror Daybooks” on
page 398.
3 Define your source and mirror accounts, and define the settings for split transactions, if
required. See “Defining Source and Mirror Accounts” on page 399.
Mirror accounting is then enabled in the current entity when:
• It is activated for this entity.
• A daybook for inventory control transactions has been defined for the entity.
• Each source daybook has a mirror daybook
398 User Guide — QAD Financials

Defining Source and Mirror Daybooks

Use Mirroring Daybook Create (3.20.6.1) to create, modify, delete, and view source and mirror
daybooks. You create the source and mirror daybooks as a linked pair.
You can select the same daybook for both source and mirror, and the mirror daybook can be any
daybook of type Journal Entry in either the official or management layer.
You can, for example, define management layer daybooks for your mirror transactions, and
generate management reports for this layer only. Each source daybook must have a mirror
daybook to enable mirroring, and at least one transaction must be posted in the source daybook.
The following restrictions apply when defining source and mirror daybooks:
• The daybooks can be in either official or management layer, but at least one must be in the
official layer.
• The source and mirror daybook type must be of type Journal Entry.
• The source and mirror daybook control (operational only) must be the same.

When a mirror transaction is split, and a sub-transaction is posted to a mirror daybook, the system
retrieves the mirror daybook by checking the source daybook and identifying the other half of the
pair.
Fig. 6.110
Mirroring Daybook Create

Field Descriptions

Domain. This read-only field displays the current domain.

Entity. Specify the entity in which the mirror transactions are generated. You can only select
entities in the current domain.
Source Daybook. Specify a daybook for the source transactions.

Mirror Daybook. Specify a daybook for the mirror transactions.

Note You can select journal entry or matching daybook types only.
 General Ledger Transactions 399

Source/Mirror Daybook Type. These read-only fields display the daybook type for the source
and mirror daybooks.
Source/Mirror Layer. These read-only fields display the source and mirror daybook layers.

Source/Mirror Layer Type. These read-only fields display the source and mirror daybook layer
types. You can select daybooks in the official and management layers only.
Source/Mirror Daybook Control. These read-only fields display the source and mirror daybook
control types.

Defining Source and Mirror Accounts

Use Mirroring GL Account (3.20.7.1) to create, modify, delete, and view mirror account
configurations. Use this function also to define mirroring analysis and transaction splitting options.
Note When you define two mirror accounts with differing consolidation methods, the system
displays a warning, but does not prevent the mirroring from taking place.

Splitting Mirror Transactions

When you split mirror transactions, you define the daybooks into which the transactions are to be
posted. You can split mirror transactions into sub-transactions in two ways:
• Mixed. The sub-transactions use the source accounts with their paired mirror accounts:

Split Transaction Debit Credit

Transaction 1 Source Account 1 Mirror Account 1
Transaction 2 Source Account 2 Mirror Account 2

• Separate. The sub-transactions use a mix of source and mirror accounts:

Split Transaction Debit Credit

Transaction 1 Source Account 1 Source Account 2
Transaction 2 Mirror Account 1 Mirror Account 2

When splitting transactions, you must specify the daybook in which each split transaction is to be
posted. You must post at least one transaction in the source daybook.

Mirror Account Analysis

Mirror accounting handles account analysis in the following way:

• When both the source and mirror accounts have the same type of analysis (sub-account, cost
center, or project), but no values are defined for the mirror account, the system uses the source
account value in the transaction.
• If a value is defined for the mirror account, the system uses that value in the transaction.
• If analysis is defined for the mirror account but not for the source account, the system retrieves
a default value for the analysis from the mirror account definition.
400 User Guide — QAD Financials

Fig. 6.111
Mirroring GL Account Create

Field Descriptions

Source 1 Account. Specify the first source account.

Source 1 Account Type. This field displays the source account type.

Source 1 System Type. When the source account is a system account, this field displays the
system type.
Source 1 Sub-Account. Specify a sub-account for account analysis.

Source 1 Cost Center. Specify a cost center for account analysis.

Source 1 Project. Specify a project for account analysis.

Mirror 1 Account. Specify a mirror account for the source account.

Mirror 1 Sub-Account. Specify a sub-account for mirror account analysis.

Mirror 1 Cost Center. Specify a cost center for mirror account analysis.

Mirror 1 Project. Specify a project for mirror account analysis.

Source 2 Account/Mirror 2 Account. Specify the second source and mirror accounts for the
transaction.
Account Split Types. Choose a method for splitting transactions:
None. Mirror transactions are not split.
 General Ledger Transactions 401

Separated. The mirror transaction is split, and the sub-transactions use separate source and
mirror accounts.
Mixed. The mirror transaction is split, and the sub-transactions use a mix of source and
mirror accounts.
Transaction 1 Daybook. Specify the daybook for the first split transaction.

Transaction 2 Daybook. Specify the daybook for the second split transaction.

Example In this example, mirror accounting is applied to a work order transaction to reflect
inventory movement in the income statement as well as the balance sheet. By applying a split to
the mirror transaction, you ensure that the inventory transaction is posted to the management layer
for analysis, while the mirror transaction is posted to the official layer.
A quantity of 10 items with a standard cost of $10 per item is issued to WIP from Inventory as a
work order. This generates the following posting:
Account Debit Credit
WIP 100
Inventory 100

Use the following steps to create a mirrored transaction with a separated split:
1 Define a source daybook in the management layer and a mirror daybook in the official layer.
2 Define the following mirroring accounts:
Account Debit Credit
Source 1 - WIP 100
Mirror 1 - Cost of Production 100
Source 2 - Inventory 100
Mirror 2 - Raw Material Expense 100

3 Define a split of type Source and Mirror Accounts Separated.

4 Select the source daybook (management layer) for Transaction 1, and the mirror layer (official
layer) for Transaction 2.
5 Post the transaction.
The posting generates the following split transactions:
• Transaction 1 to the management layer:

Account Debit Credit

WIP 100
Inventory 100

• Transaction 2 to the official layer:

402 User Guide — QAD Financials

Account Debit Credit

Cost of Production 100
Raw Material Expense 100

Mirror Accounting Report

The Mirror Accounting Report (25.15.1.16) displays the source and mirror postings for a selection
of source accounts and source daybooks. The report identifies the source and mirror posting lines
and daybooks both for split and non-split transactions.

Year-End Transactions
The Year-End Closing activities (25.21.4) let you run a process to automatically create closing
postings, and to close the GL calendar year to new transactions.
The year-end closing process comprises three steps:
• A setup step to create all accounts and daybooks required.
• A verification step that includes a number of checks on the GL calendar year to close.
• A registration step where the process creates correction periods (if required), postings, and
closes all GL periods in the GL calendar year.
The year-end closing postings include:
• A P&L transfer to balance sheet posting
• A P&L closing posting
• A balance sheet closing posting
• A balance sheet opening posting

You can transfer the P&L to the balance sheet manually before the year-end closing is run or it can
be included as the first step in closing postings. You can create the other three postings
automatically using the year-end closing process.
Year-end postings are created in the base and management currencies, and for a single entity at a
time. The postings can optionally include sub-accounts, but no other account analysis.

Set Up Year-End Closing

Before running year-end closing, you must set up the GL accounts and daybooks used by the
process.
Table 6.5 lists the accounts required by the year-end closing process.
 General Ledger Transactions 403

Table 6.5
Accounts for Year-End Closing
Accounts Required Restrictions
P&L Closing Account (without sub- The account must be:
account analysis) • A P&L account of GL type Year-End Closing
• Defined without sub-account or other analysis
• A non-intercompany account
• Defined to accept postings in the base
currency only
P&L Closing Account (with sub- Restrictions as above, except that the account
account analysis) must be defined with sub-account analysis
Balance Sheet Account (without sub- The account must be:
account analysis) • A balance sheet account of GL type Year-End
Closing
• Defined without sub-account or other analysis
• A non-intercompany account
• Defined to accept postings in the base
currency only
Balance Sheet Account (with sub- Restrictions as above, except that the account
account analysis) must be defined with sub-account analysis

Table 6.6 lists the daybooks required by the year-end closing process.
Table 6.6
Daybooks for Year-End Closing
Daybooks Required Restrictions
P&L to retained earnings daybook • Daybook of type Journal Entries
• Official layer
P&L closing daybook • Daybook of type Year-End Closing
Balance sheet closing and opening • Official layer
daybook

Note You must also create a record for the subsequent GL calendar year, with at least one GL
period.

Year-End Closing Checks

When you run the year-end closing process, the system performs a number of checks.
You can create year-end adjustment postings only when the following conditions are met:
• Each GL period for the specified GL calendar year and entity has been closed to transactions
from modules other than GL.
• All of the GL periods for the specified year and entity are closed, except for the last one, which
must be open.
• The GL calendar year has not been closed.
• The system history tables are up to date, and the History daemon has no records to process.
• The trial balance sums to zero. See “Financial Statements” on page 785.
• The profit and loss balance has already been set to zero, in cases where you choose to close the
GL calendar year manually.
404 User Guide — QAD Financials

• There is no outstanding balance on the Auto Balance system account for that year. This check
is performed on the official and management layers only. Postings to the transient layer for the
Auto Balance account do not affect the Year End Closing. See “Journal Entry Auto Balancing”
on page 301.
If any of the checks fail, the system displays an error message and stops the year-end closing
process. If all the checks are passed, the system displays a message indicating you can register the
year-end closing. You can cancel the process or continue.

Running Year-End Closing

When you have completed the setup, run the year-end closing process.
When Additional GL Numbering is enabled, you can specify numbering dates for year-end closing
postings. See “Additional GL Numbering” on page 304 for more information.
Fig. 6.112
Year-End Closing Execute

Field Descriptions

GL Calendar Year. Specify the GL calendar year for which you want to run the year-end
closing process.
Auto-Transfer Profit/Loss to BS. Select the field to automatically transfer the profit and loss to
the balance sheet during the year-end closing process.
If you clear the field, the year-end closing process assumes that you have transferred the profit
and loss manually.
Note If you do not transfer the profit and loss to the balance sheet either manually or
automatically, the sum of the profit and loss accounts will not be zero and you cannot register
the year-end closing.
Include Sub-Accounts. Select the field to close sub-accounts during year-end closing.
If you clear the field, the year-end closing process does not include sub-accounts in the
postings.
 General Ledger Transactions 405

Profit/Loss Closing Account. Specify the profit and loss GL account to which the year-end
closing procedure posts the total balance of the profit and loss accounts. The account must be a
profit and loss GL account defined without sub-accounts and analysis.
The year-end closing process uses this account only when you select the Auto-Transfer
Profit/Loss to BS field.
Balance Sheet Closing Account. Specify the balance sheet GL account to which the total
balance of the profit and loss accounts will be transferred. The account must not include sub-
accounts.
The year-end closing process uses this account only when you select the Auto-Transfer
Profit/Loss to BS field.
Automated Profit/Loss Transfer Daybook. Specify the daybook to use for the posting that
transfers the total balance on the profit and loss accounts to the balance sheet.
The daybook must be associated with the official layer, and be of type Journal Entries.
This daybook is required only if you have selected the Auto-Transfer Profit/Loss to BS field.
Closing Profit/Loss Daybook. Specify the daybook to use for the posting in which the
individual profit and loss accounts are set to zero.
The daybook must be associated with the official layer, and be of type Year-End Closing.
Closing Balance Daybook. Specify the daybook to use for the postings in which the individual
balance sheet postings are closed and re-opened.
The daybook must be associated with the official layer, and be of type Year-End Closing.
Profit/Loss Closing Sub-Account. Specify the profit and loss GL account to which the year-end
closing process posts the total balance of profit and loss accounts that include sub-accounts.
The year-end closing process uses this account only when you select the Auto-Transfer
Profit/Loss to BS field.
This field is unavailable if the Include Sub-Accounts field is cleared.
Balance Sheet Closing Sub-Account. Specify the balance sheet GL account to which the year-
end closing process transfers the total balance of the profit and loss accounts with sub-
accounts.
This account is required only when the Auto-Transfer Profit/Loss to BS field is selected.
This field is unavailable if the Include Sub-Accounts field is cleared.
Default Tax Code. Specify the default tax code to associate with the year-end closing
transactions. This rate is required to make the closing postings for tax accounts. While the
amount of the posting is zero, the rate is required to create a valid record.
Transfer Numbering Date. When using additional GL numbering, you can specify a
numbering date for the system-generated posting that transfers the profit and loss to the
balance sheet. This numbering date is optional, and the Transfer Numbering Date field is only
available when you select the Auto Transfer Profit/Loss to BS field.
Closing Numbering Date. When using additional GL numbering, you must specify a
numbering date for the profit and loss and balance sheet closing posting. This field is
mandatory, and its default value is the system date.
406 User Guide — QAD Financials

Reopen Numbering Date. When using additional GL numbering, you must specify a
numbering date for the balance sheet reopening posting. This field is mandatory, and its
default value is the system date.

Records and Postings

The process creates a number of records and postings:
• A closing period.
• An opening period (00). The system reopens the balance sheet for this GL period.
• Four postings.

Transfer Profit and Loss to Balance Sheet

The system creates a posting that transfers the profit and loss to the balance sheet. The posting is
made in the last correction or normal period (if there are no correction periods) of the GL calendar
year. The posting date is the last day of the GL period.

Profit and Loss Closing

The system creates a profit-and-loss closing posting that nets off each income and expense
account. If the Include Sub-Accounts field is selected, the posting contains a line for each
combination of profit and loss account and sub-account, or for each profit and loss account if the
field is cleared. The posting date is the last day of the closing period created by the year-end
closing process.
The amounts used in the posting are:
• The reverse of the open balance for the closing profit and loss account without sub-accounts
• The reverse of the open balance for the closing profit and loss account that includes sub-
accounts (if Include Sub-Accounts is selected).

Balance Sheet Closing

The balance sheet closing posting sets the balance of each balance sheet account to zero. If the
Include Sub-Accounts field is selected, the posting contains a line for each combination of balance
sheet account and sub-account, or a line for each balance sheet account if not.
The posting date is the last day of the GL period created by the year-end closing.
The amounts in the posting are:
• The reverse of the open balance on the closing balance sheet account without sub-accounts
• The reverse of the open balance on the closing balance sheet account that includes sub-
accounts (if Include Sub-Accounts is selected)

Balance Sheet Reopening

The balance sheet opening posting sets the balance of each balance sheet account to a value. It is
similar to the balance sheet closing posting, with the following differences:
 General Ledger Transactions 407

• Every credit amount in the closing posting becomes a debit amount in the balance sheet
opening posting.
• Every debit amount in the closing posting becomes a credit amount in the balance sheet
opening posting.
• The system creates the posting in GL period 00 of the new calendar year. The posting date is
the first day of the GL period.

GL Periods Frozen

The year-end closing process sets the status of all GL periods for the year to Frozen, and marks the
periods as reported.
Note Period 00 of the new GL calendar year is set to Locked and not Frozen.

Additional GL Numbering Posting Example

See “Numbering Examples” on page 313 for an example that illustrates additional GL numbering
and year-end closing.

Validation Reports
Validate the year-end closing by manually running closing reports on every period. Table 6.7 lists
the reports to be generated.
Table 6.7
Mandatory Year-End Closing Reports
Report Reference
Numbering Completeness See “Numbering Completeness (25.21.2.1)” on page 775.
Posting Balance Check See “Posting Balance Validation (25.21.2.3)” on
page 776.
AR vs Control GL Check See “AR vs Control GL Check (25.21.2.5)” on page 776.
AP vs Control GL Check See “AP vs Control GL Check (25.21.2.6)” on page 776.

The following table lists optional year-end reports.

Table 6.8
Optional Year-End Closing Reports
Report Reference
Unmarked GL Postings See “Unmarked GL Postings Validation (25.21.2.7)” on
Check page 776.
Pending Transient Layer See “Pending Transient Layer Postings (25.21.2.10)” on
Postings page 777.
Open Item GL Validation See “Open Item GL Validation (25.21.2.4)” on page 776.
Pending Allocations See “Pending Allocations (25.21.2.11)” on page 777.
Pending Recurring Entries See “Pending Recurring Entries (25.21.2.12)” on
page 777.
408 User Guide — QAD Financials

Exporting Accounting Data

Use Accounting Data Export (25.13.23.1) to export files of accounting data in standard format and
file types that are required by financial authorities in countries such as China.
Note The financial authorities in China have published a standard on the data interface for
accounting software. According to the standard, a company doing business in China must export
files that include all accounting data from the accounting software it uses.
Each export file corresponds to one type of accounting data, and the data elements and file formats
are strictly defined. The export files can be in plain text, and include the types listed in Table 6.9.
Table 6.9
Accounting Data
Accounting Data Type Description
Electronic Accounting Book This file includes basic company information such as
company name, industry, and organization code.
Chart of Accounts This file lists the chart of accounts (COA) of a company.
Subsidiary Accounting – This file lists the departments of a company.
Department
Subsidiary Accounting – This file lists the suppliers and customers of a company.
Supplier/Customer
Subsidiary Accounting – This file lists the projects of a company.
Project
Account Balance and This file includes the monthly account balances and
Movement movements for the GL accounts of a company.
GL Voucher This file details GL transactions that occur within a
specified date period.
Balance Sheet This file includes the balance sheet of a company.
Income Statement This file includes the income statement of a company.
Format File This file includes non-accounting data. It stores the file
names and data structures for all the other accounting
data files that are exported.

Specifying Export Destination

Accounting data is properly formatted for the report files using EDI eCommerce transformation
maps to map between financial data and the final output files. The required EDI maps are obtained
from the QAD Support Web site and must be loaded using Complete TP Document Load
(35.17.19). After this data has been loaded, the only installation-specific parameter that needs to be
configured is the location on the file system where the system places the accounting data files.
You specify this in Transmission Group Maintenance (35.13.13). Find a system transmission
named accintf and set its Destination field to the path where you want to save the exported
accounting data files.

Accounting Data Export

Use Accounting Data Export (25.13.23.1) to export accounting data in standard files and formats
as required by financial authorities in certain countries.
 General Ledger Transactions 409

Fig. 6.113
Accounting Data Export

Field Descriptions

Entity. Select the entity with the accounting data you want to export. By using the Ctrl key, you
can select multiple entities; the accounting data is then combined in data files.
Measure 1 From Date, Measure 1 To Date, Measure 2 From Date, Measure 2 To Date.
Specify various dates to set the date ranges for the export files in the following table.
Note Other export files do not require date ranges.

Table 6.10
Date Ranges for Accounting Data Export
For Export File... Specify... To...
GL Voucher Measure 1 From Date Indicate the date range for
Measure 1 To Date selecting transactions to
export.
Account Balance Measure 1 From Date Indicate the month the
and Movement specified date is in.
Balance Sheet Measure 1 To Date Indicate the date range for
Measure 2 To Date exporting the balance sheet.
Income Statement Measure 1 From Date Indicate two date ranges for
Measure 1 To Date the income statement.
Measure 2 From Date Typically, you define two
Measure 2 To Date ranges to export monthly and
yearly income in the
statement.
410 User Guide — QAD Financials

Account Code Structure. For exporting the Chart of Accounts (COA) file, specify the COA
structure in the format of x,x,x,...., where the first x indicates the number of characters
for the first level COA element, and the second x indicates the number of characters for the
second level COA element, and so on.
Example You use a combination of GL account, sub-account, and cost center to implement
the chart of accounts following local GAAP. If GL accounts are 4 characters in length and sub-
accounts and cost centers are both 2 characters, you should specify 4,2,2 as the COA
structure.
Balance Sheet and Income Statement Structure Code. Specify the budget codes for exporting
the balance sheet and income statement.
Budget codes identify the budgets that you define in Budget Create (25.5.1.1). The budgets are
created in advance for reporting on the income statement and balance sheet.
For more information about using budgets for financial reporting, see “GL Closing Reports”
on page 775.
Layer Code. The transactions associated with the accounting layers you specify in this field
are exported into the GL Voucher file.
Industry/Organization Code/Fiscal Year/Accounting Book No. Values you enter in these fields
are directly exported into the Electronic Accounting Book file.
Budget Level. This parameter is used in conjunction with the budget codes to export income
statement and balance sheet, and indicates the reporting level in these two reports.
Example The budgets for reporting the income statement and balance sheet include three
levels:
1. GL account
2. Sub-account
3. Cost center
If you enter 2 in the field, the exported reports are detailed to the sub-account level.
COA Cross Reference. Specify the COA cross reference code. This value is relevant when
exporting a balance sheet or income statement.
Click the Export button to create the selected report files.

Grid Information

Report Name. This read-only column displays the names of reports.

Export File Name. Default file names for each report are listed, which you can modify.

Export. Select the check boxes for the reports that you want to export.
Note To export Chart of Accounts, you must also export Income Statement or Balance Sheet.

Status. This field displays the results for the reports that you last exported.

Last Export Date. This field displays the last date when reports were exported.

User Name. This field displays the ID of the user who executed the last export.
 General Ledger Transactions 411

Reviewing Posted Transactions

The general ledger transactions are supported by a range of reports and views that let you analyze
a wide range of activity on posted GL transactions.
GL reporting can be detailed or summarized, and includes information on one or a range of
entities. In addition, you can define supplementary analysis fields (SAFs) to fine-tune transaction
reporting. These provide the basis for powerful and flexible financial reporting and analysis.
Refer to the sections listed in Table 6.11 for more information on GL reports and views.
Table 6.11
General Ledger Reports and Views
.

Report Reference
GL Transactions Reports See “GL Transaction Activity Reports” on
page 770.
GL Transactions Views See “GL Transaction Activity Views” on
page 773.
Analytical Transactions Reports See “Analytical Transaction Reports” on
page 774.
Analytical Transactions Views See “Analytical Transaction Views” on
page 775.
Closing Reports See “GL Closing Reports” on page 775.
Structured Reports, such as Balance See “Executing Structured Reports” on
Sheets and Income Statements page 791.

Two useful and detailed views, GL Transactions View Extended and Trial Balance View, are
described in the following sections.

GL Transactions View Extended

The GL Transactions View Extended (25.15.2.10) lets you view GL transactions across all
analytical levels (sub-accounts, cost centers, projects, and SAFs, in addition to intercompany,
daybook, and currency).
Use the filter options to display the data you require, and the view sums all GL transactions that
meet the search criteria. Table 6.12 lists the filters and columns for the GL Transactions View
Extended.
Fig. 6.114
Filtering

SAF Structure

Entity GL Account Sub-Acc Cost Center Project SAF 1 … SAF 5 Interco Daybook Currency

Analytical
Analyticalkey
key Transaction
Transactionline
linedetail
detaildata
data(same
(sameas
asnormal
normalGL
GLTransactions
TransactionsView)
View)

In the grid containing the view search results, you can right-click to display related views. See “GL
Transactions View Extended Right-Click Options” on page 413.
412 User Guide — QAD Financials

Fig. 6.115
GL Transactions View Extended (25.15.2.10)

Table 6.12
Filters and Columns for GL Transactions View Extended

Table 6.12 lists the GL Transactions View Extended columns and filters:
Columns Filters
Active GL Account Account Description
Balance Sheet Account Batch Number
Batch Number BC Balance
Cost Center TC Credit
Currency TC Debit
Daybook Code Cost Center
Daybook Type Cost Center Description
Entity Code Creator
GL Account Currency
GL Category Daybook Code
GL Type Daybook Type
Intercompany Code Description
Layer Code Daybook Description
Layer Type Entity
Only Transactions with GL Account
SAFs
Posting Date GL Description
Posting Description GL Type
Project Intercompany Code
SAFs 1 - 5 Is Reversal
SAF Concepts 1 - 5 Layer Code
SAF Structure Layer Type
Sub-Account Code Line Text
System Date SC Balance
TC Credit SC Credit
TC Debit SC Debit
Voucher Posting Date
Year/GL Period Posting Description
BC Balance Project
 General Ledger Transactions 413

Columns Filters
MC Balance Project Description
TC Balance SAFs 1 - 5
SAF Concepts 1 - 5
SAF Structure
Sub-Account Code
Sub-Account Description
System Date
TC Balance
TC Credit
TC Debit
Third Party
Voucher
Year/GL Period

GL Transactions View Extended Right-Click Options

Figure 6.116 shows the related views that are available as right-click options from GL
Transactions View Extended.
Fig. 6.116
Right-Click Options

The following right-click options are available:

• Create
Opens GL Account Create (25.3.13.1).
• Excel Integration
Opens GL Account Excel Integration (25.3.13.5).
• GL Balance
Opens the GL Account Browse for GL Balance.
• Open Item Activity
414 User Guide — QAD Financials

Displays detailed information on activities for GL open item accounts.

• General Ledger Account Extended
Displays extended details of GL accounts, including the posting sign (debit/credit), posting
type, analysis, revaluation settings, shared sets, and budget groups.
• Open Items
Displays and sums all transactions on GL open item accounts that meet the search criteria.
• GL Transactions
Opens the GL Account Browse for GL Transactions.
• GL TC Balance
Displays the actual balance in transaction currency for all GL accounts that meet the selection
criteria.
• GL Summarized Transactions
Displays summarized posting history for the accounts specified in the selection criteria.
• Trial Balance View
See “Trial Balance View” on page 415.
• GL Transactions View Extended
• Cross-Company GL Transactions
Opens the GL Account Browse for Cross-Company GL Transactions.
• View Journal Entry
Opens Journal Entry View in a separate window and displays the postings for the transaction.
• View Banking Entry Transaction
When you select a GL transaction for a banking entry, the system opens a separate Banking
Entry View window that displays the specific banking entry you selected. The option to view
the source detail is also available for customer and supplier invoices, customer and supplier
payments, receiver matchings, petty cash, and banking entry transactions.
• View Petty Cash Transaction
• View Customer Invoice
• View Supplier Invoice
• View Customer Payment
• View Supplier Payment
• View Receiver Matching
• View Inventory Transactions Detail Inquiry
When you select a GL transaction for an associated operational inventory control transaction,
the system opens the Inventory Transactions Detail Inquiry, which displays details on the
original inventory transaction.
• View Operational Transactions Detail Inquiry
When you select a GL transaction for an associated operational work order transaction, the
system opens the Operational Transactions Detail Inquiry, which display details on the original
work order transaction.
• Dump XML
 General Ledger Transactions 415

Lets you dump the selected rows in XML format.

• Force Publish
Publishes a business event for the selected GL transaction. A business event in this case is any
modification to a Financials business object; for example, create, modify, or delete. By
publishing the event, the system ensures that the update is passed to the QXtend Outbound
database and replicated to other instances of Financials or third-party applications. This
facility eliminates the need for the other applications to extract the data directly from the
Financials database.
In order to publish an event for journal entries, for example, you must first define an event for
the Journal Entry component using Event Configuration Create (36.14.16.15.1). In Event
Configuration Create, you select the Publish Any Update field to ensure that all data updates
for the business object for which you defined the event are published to QXtend.
See User Guide: QAD System Administration for more information.
Figure 6.117 shows the GL Account Browse for GL Balance.
Fig. 6.117
GL Account Browse for GL Balance

Figure 6.118 shows the GL Account Browse for GL Transactions.

Fig. 6.118
GL Account Browse for GL Transactions

Trial Balance View

The Trial Balance View (25.15.2.9) lets you view balance details for combinations of analytical
elements that meet the selection criteria. You can use the view to ensure that the total of the debit
balances equals the total of the credit balances for the selected GL periods.
416 User Guide — QAD Financials

As shown in Figure 6.119, the Trial Balance View contains some additional filtering options
relative to GL Transactions View Extended.
Fig. 6.119
Filtering

SAF Structure

Entity GL Account Sub-Acc Cost Center Project SAF 1 … SAF 5 Interco Daybook Currency

Analytical
Analyticalkey
key Opening
OpeningBalance
Balance Activity
ActivityDR
DR Activity
ActivityCR
CR Closing
ClosingBalance
Balance

The Opening Balance BC column can have two values, depending on the GL account. If the GL
account is a Balance Sheet account, the Opening Balance BC column contains the Life To Date
(LTD) balance. The LTD balance is the sum of all transactions for all years and months prior to the
selected GL period.
If the GL account is a P&L account (also called an Income Statement account), the Opening
Balance BC column contains the Year To Date (YTD) balance. The YTD balance is the sum of all
transactions in the selected year for the months prior to the selected GL period. For example, if the
selected GL period is 2011/11, the YTD balance includes all transactions from January 2011 until
the end of October 2011.
If the selection criteria includes the last GL period of the previous year and contains all accounts,
and if the year-end closing is not finalized, the view displays the Result of Previous Year value.
The Period Debit BC and Period Credit BC columns contain the sum of all transactions in the
selected period. In addition, the Balance BC column contains the closing balance at the end of the
selected period. This value is calculated as:
(Opening Balance BC + Period Debit BC) – Period Credit BC

Fig. 6.120
Trial Balance View (25.15.2.9)

Table 6.13 lists the columns and filters in the Trial Balance View.
Table 6.13
Trial Balance View Filters and Columns
Columns Filters
Active GL Account Balance Sheet Account
Balance Sheet Account Base Currency
 General Ledger Transactions 417

Columns Filters
Cost Center BC Balance
Currency Cost Center Analysis
Daybook Code Cost Center Code
Daybook Type Cost Center Description
Entity Code Currency
GL Account Daybook Code
GL Category Daybook Type
GL Type Entity Code
Intercompany Code Fixed IC
Layer Code GL Account
Layer Type GL Category
Only Balances with SAFs GL Description
Project GL Type
SAFs 1 - 5 Intercompany Code
SAF Concepts 1 - 5 Layer Code
SAF Structure Layer Type
Sub-Account Code SC Balance
Summarize Cost Center Opening Balance BC
Summarize Currency Opening Balance SC
Summarize Daybook Opening Balance TC
Summarize Entity Period Credit BC
Summarize Project Period Credit SC
Summarize SAF Period Credit TC
Summarize Intercompany Code Period Debit BC
Summarize Sub-Account Period Debit SC
Year/GL Period Period Debit TC
Project Analysis
Project
Project Description
SAF Analysis
SAFs 1 - 5
SAF Concepts 1 - 5
SAF Structure
Sub-Account Analysis
Sub-Account
Sub-Account Description
TC Balance

Trial Balance View Right-Click Options

Figure 6.121 shows the related views that are available as right-click options from the Trial
Balance View.
418 User Guide — QAD Financials

Fig. 6.121
Right-Click Options

The Trial Balance View contains many of the same right-click options as the GL Transactions
View Extended. See “GL Transactions View Extended Right-Click Options” on page 413 for
information on these options. The following option is unique to the Trial Balance View:
• GL Transactions-Details
Opens the Posting Browse for GL Transaction details, shown in Figure 6.122.
Fig. 6.122
Posting Browse for GL Transaction Details

Trial Balance View Summarize Filters

The Trial Balance View contains a number of summarization filters, such as Summarize Sub-
Account, Summarize Cost Center, Summarize Project, Summarize SAFs, and Summarize
Daybook.
 General Ledger Transactions 419

The summarization filters determine the level of analytical information that the search results
display. The results are summarized to exclude the level of analytical detail that you have selected
to summarize on. Using the example in Figure 6.123, if you select Summarize Sub-Account, the
detail lines display data for entities, GL accounts, and cost centers only.
Fig. 6.123
Summarize Filters

SAF Structure

Entity GL Account Sub-Acc Cost Center Project SAF 1 … SAF 5 Interco Daybook Currency

Summarize Sub-Account Summarize Cost Center

Entity GL
GLaccount
account Sub-acct.
Sub-acct. Cost
Entity CostCenter
Center … Entity
Entity GL
GLaccount
account Sub-acct.
Sub-acct. Cost
CostCentre.
Centre.

Example

A company has two cost centers (CC1 and CC2) and three projects (Prj1, Prj2, and Prj3). At the
end of last month, the following cost data is returned:
Cost Center Project Cost
CC1 Prj1 10000
CC2 Prj1 20000
CC1 Prj2 25000
CC2 Prj3 4300
CC2 Prj3 2100

To view the cost-control performance of each cost center, and to ignore project information, select
Summarize Projects. The results are as follows:
Cost Center Project Cost
CC1 35000
CC2 26400

Similarly, you can see the performance by project by choosing Summarize Cost Centers. The
results are as follows:
Cost Center Project Cost
Prj1 30000
Prj2 25000
Prj3 6400

If you want to see the total performance on cost control, select Summarize Cost Centers and
Summarize Projects. The results are as follows:
Cost Center Project Cost
61400
420 User Guide — QAD Financials

SAFs

When filtering on SAF codes, all positions of a SAF structure (GL SAF, cost center SAF, and
project SAF) are searched. The system searches using the SAF codes provided, and their
corresponding SAF concepts; for example, SAF 1 and SAF Concept 1.
 Chapter 7

Accounts Receivable
The following topics describe the Accounts Receivable (AR) module. AR covers all accounting
processes related to customer invoices and payments. This module also manages customer
definitions, credit terms, credit limit, aging analysis, reminder letters, and finance charges.
Overview 423
Introduces Accounts Receivable concepts.
Customer Invoice Functions 424
Describes the main customer invoice functions.
Creating Customer Invoices 426
Create an invoice directly in Customer Invoice Create.
Invoice Certification 441
Mark customer invoices by assigning a unique, encrypted digital signature.
Processing Receivables 448
Summarizes activities for processing receivables.
Creating Customer Payments 461
Use the Customer Payment Create activities to create customer payments.
Creating Customer Payment Selections 471
Pay multiple invoices using customer payment selections.
Collecting Receivables 477
Summarizes activities for collecting receivables.
Managing Customer Credit 478
Define credit checking to let you monitor overdue payments.
Customer Activity Dashboard 480
View all activity related to a single customer.
Realized Gain and Loss 488
Describes gain and loss postings for multi-currency transactions.
Reminding Customers of Outstanding Balances 489
Create customer reminder letters.
Finance Charges on Overdue Payments 492
Create charges to apply to customer open item amounts.
422 User Guide — QAD Financials

Customer Aging Reports 496

Describes the aging reports, which list outstanding open items, such as invoices, credit notes, and
prepayments.
 Accounts Receivable 423

Overview
Businesses can agree to trade on cash or credit terms. With a credit sale, the seller delivers and
then invoices the goods and services before payment is made by the customer. The credit terms are
agreed to by the buyer and seller before sale, and are typically included on the invoice addressed to
the customer, together with the value of the goods and services supplied. The buyer has an
obligation to pay for the goods or services supplied on the terms agreed. Securing payment is,
however, just one of the purposes of an invoice. The primary purpose of the invoice is to document
and confirm the sales agreement, the terms and conditions of the sale, and the taxes that apply.
The sales invoices and payments received against these invoices are recorded in the Accounts
Receivable ledger. The total balance on the Accounts Receivable ledger is the total monies
outstanding for credit sales and is itemized by individual customer within the ledger. The purpose
of the Accounts Receivable ledger is to monitor the amount of credit extended to customers and to
help secure payment.
The Accounts Receivable flow begins with the sales order. When the sales order is confirmed, the
process of shipping goods or delivering services is started. When the shipment or delivery is
confirmed, the system creates an invoice in Invoice Post and Print (7.13.4). You then process the
invoice using the AR functions described in the following sections. You collect receivables by
tracking customer activity, and identifying and resolving overdue invoices.
You can also process customer-initiated payments using the Self-Billing function. Use self-billing
functions to match customer remittances against original invoices. The program creates an open
item for the amounts, which you can then process using standard Financials payment functions.
The program also creates prepayments for over- and under payments in the remittances, and can be
configured to create automatic payments with predefined statuses. See “Self-Billing” on page 501.
These stages are represented by the following processes:
• Invoice Customers
• Process Receivables
• Collect Receivables
• Customer Self-Billing

Note Many of the values that control AR processing are associated with the customer record.
Setting up customers is described in “Setting Up Customer Data” on page 238.
You complete these processes using the following AR functions:
• Process invoices created in customer management.
• Create miscellaneous invoices directly in AR.
• Process payments using payment instruments.
• Adjust the open balance of a customer invoice or credit note.
• Track and report customer AR activity.
• Send statements and reminder letters for overdue payments.
• Calculate finance charges.
• Report on all customer invoice-related transactions and statuses.
• Match customer remittances against shipping invoices using Self-Billing.
424 User Guide — QAD Financials

Customer Invoices
Most customer invoices are generated from sales transactions in the Sales Orders/Invoices (7)
module. The process of creating and modifying sales orders, shipping goods, and posting and
printing invoices is described in detail in User Guide: QAD Sales.
Shipping a sales order creates a pending invoice, which can be printed using Preview Invoice Print
(7.13.3), reviewed, and corrected using Pending Invoice Maintenance (7.13.1). Additionally, a
credit controller can review credit-related information using Sales Order Credit Maintenance
(7.1.13) and indicate that the order has been reviewed. A field in Sales Order Acct Control (36.9.6)
determines if an order can be updated after it has been marked as reviewed. Once the pending
invoice is reviewed, you can post and print the final invoice.
Posting the invoice creates the customer invoice in the AR module. Only a limited number of
fields can be modified on customer invoices generated from sales orders; most corrections need to
be made through the sales order functions.
Example A sales order indicates that four items shipped when only three items were received by
the customer. You must correct this by completing a sales order return, which creates a negative
invoice (credit note).
Note In addition to orders created in Sales Order Maintenance, several other types of orders can
go through invoice post, such as return material authorizations and call activity created in the
Service/Support Management module. See User Guide: QAD Service/Support Management for
more details on SSM orders.
Each invoice record is posted individually; there is no summarization. This supports full drill-
down into individual posting details. However, the posting function assigns a batch number, which
can then be referenced in AR functions for grouping and reporting.
Disputes on a payment can be due to a mistake in the quantity ordered or on the price charged. In
cases where incorrect invoices have been posted, use the correction invoice feature—enabled in
Sales Order Accounting Control (36.9.6)—to create a correct sales order in Sales Order
Maintenance. Follow standard shipping and invoice post processes to create a correction invoice.
See User Guide: QAD Sales for more information on this feature.
Note When selected, the Allow Closed Inv Corr field in Sales Order Accounting Control (36.9.6)
lets you correct closed invoices using Sales Order Maintenance (7.1.1). The Allow Closed Inv
Corr field becomes available when you select the Use Correction Invoices field in Sales Order
Accounting Control.
If the customer has been under- or over-charged, you can also create a manual invoice or credit
note for the outstanding amount using the Customer Invoice function described in the following
sections.

Customer Invoice Functions

The Customer Invoice function is used for two purposes:
• You can view and modify invoices and credit notes created by Invoice Post and Print (7.13.4).
Most of the information on these sales-related invoices defaults from the associated sales order
and is set during invoice post; you can modify only a small subset of fields.
 Accounts Receivable 425

• You can directly create invoices for miscellaneous customer charges or credit notes. For this
type of manual invoice, you must specify most of the fields that are automatically populated
during invoice post.
Fig. 7.1
Sources of Customer Invoice

Miscellaneous sales
Sales orders transactions

Invoice Post and Print Create invoice directly

Customer invoice in AR

Sales-Related Invoices
Most fields in an invoice generated by invoice post cannot be changed. The financial information,
such as the total invoice amount, the accounts that are updated when the transaction is posted, and
the tax rates and amounts, is defined when you create, ship, and post the original sales order. You
can view the resulting customer invoice in Customer Invoice View, and in most cases, can process
the invoice immediately using customer payments.
You can optionally modify the following fields on the specified tabs of a sales-related invoice.
Table 7.1
Modifiable Fields for a Sales-Related Invoice
Tab Field
General Description
Tax Excluded
Invoice Status Code
Contact
Addresses Sold-To Customer Code
Financial Info All fields
Operational Info Sales Amount
Tax No fields can be modified
CI Posting Currency View
Comments Comment

Draft Customer Invoices

Customer invoices can be saved in draft format when Draft Instances is selected in System/User
Settings, Change System Setting. When you save a record in draft format, none of the system
validations are executed. You can then return later to complete the record by choosing the
Customer Invoice Browse Drafts activity and selecting the record you want to finish from the list.
See User Guide: Introduction to QAD Enterprise Applications for details on drafts.
426 User Guide — QAD Financials

Creating Customer Invoices

This section describes creating an invoice directly in Customer Invoice Create (27.1.1.1). In this
case, all of the data that normally is derived from an associated sales order must be specified
manually.
You must complete the mandatory fields in the General tab to make the other tabs available.
However, none of the fields in the Operational Info tab apply to a manually created invoice, since
these are supplied by posting a sales order.
When you return to the General tab during invoice created, you can change any field. However,
this can sometimes re-initialize the other tabs. For example, if you change the invoice amount, the
system recalculates the data on the CI Posting and Financial Info tabs. See “Navigating Customer
Invoice Create” on page 426.
When you have completed the relevant information, click Save to validate the invoice or credit
note.
After saving the invoice, only a subset of fields can be modified.
Table 7.2
Modifiable Fields for a Manual Invoice
Tab Field
General Description
Allow Zero Values
Sub-Account Code
Invoice Status Code
Project Code
Contact
Link to Invoice (credit notes)
Adjustment (credit notes)
Addresses Sold-To Customer Code
CI Posting Currency View

Navigating Customer Invoice Create

You must complete the following key fields in the General and Addresses tabs of Customer
Invoice Create to enable the Financial Info, Tax, and CI Posting tabs.
Table 7.3
Key Fields for a Customer Invoice
Tab Field
General Customer Code
Invoice Type (defaults to Invoice)
Invoice Date (defaults to today’s date)
Description
TC Invoice Amount
Posting Date (defaults to today’s date)
Tax Point Date (defaults to today’s date, when taxes have been defined)
 Accounts Receivable 427

Tab Field
Taxable (defaults from the customer definition)
Sub-Account (if sub-account analysis is required)
Invoice Status Code (defaults from the customer definition)
Year/Period (defaults to the current GL calendar year and period
Daybook
Cost Center (if cost center analysis is required)
Addresses Ship-From Business Relation
Ship-To Code

You must enter values for Customer Code, Description, TC Invoice Amount, and Daybook Code
on the General tab, and for Ship-From Business Relation and Ship-To Code on the Addresses tab.
The system loads defaults for all of the other key fields. The Sub-Account, Project, Cost Center,
Link To Invoice, and Adjustment fields are blank by default.
When you have completed these fields, all tabs are available. Once you click another tab (for
example, Financial Info), the system generates the tax, financial, and posting data for this invoice.
If you then navigate back to the General or Addresses tab to change a key field (such as the invoice
amount), the system warns you that tax, financial, and posting data has changed and will be
recalculated. If you click No, the update you made to the key field is discarded.

General Tab
Use the General tab to complete the customer details, invoice or credit note amount and exchange
rate, posting date, year and period, and analytical details.
Fig. 7.2
Customer Invoice Create, General Tab

The top frame displays summary information for the invoice, in read-only format.
All fields in this tab display read-only information for sales-related invoices, except for
Description, Tax Excluded, Invoice Status Code, and Contact, which can be modified.
428 User Guide — QAD Financials

Field Descriptions, General Tab

Customer Code. Specify the code that identifies the customer address that pays the invoice.
The business relation code associated with the bill-to automatically displays next to it.
When you create a new invoice, you can specify a business relation before selecting the
customer. In this case, the customer code is loaded. When more than one customer is linked to
the business relation, you must select from the available customer codes.
The bill-to address can represent a corporate parent or simply a different location for billing.
Credit information defaults from the bill-to address, including credit limit, terms, and
currency.
For sales-related invoices, the customer code displays the customer bill-to address specified on
the associated order.
You can retrieve customers by selecting their business relation codes or business relation
names.
Business Relation. The system displays the business relation code linked to the customer.

Business Relation Name. This field displays the business relation name, when one has been
defined. You can select customers by their business relation name. When the name is selected,
the system automatically retrieves the business relation and customer codes.
Description. Enter a brief description (maximum 40 characters) of the invoice. This field is
mandatory.
Batch Number. If this is a sales-related invoice, the batch number specified during invoice post
displays. For manually created invoices, you cannot enter a value in this field.
Type. This field displays the invoice type. When creating an invoice, choose the invoice type
from the drop-down list:
• Invoice
• Credit Note
• Finance Charge
• Invoice Correction
• Credit Note Correction
Invoice Correction and Credit Note Correction display as choices only when the appropriate
daybook types have already been defined.
Daybook Code. This field displays the daybook specified on the associated order of a sales-
related invoice. The system selects the appropriate daybook based on the invoice type:
invoice, invoice correction, credit note, credit note correction, or finance charge. The system-
generated invoice number is based on the daybook. When creating an invoice, you must
specify an internal daybook with a type that matches the invoice type.
Year/Period. This field displays the GL calendar year and GL period for sales-related invoices.
When creating an invoice manually, you must specify a valid GL calendar year and GL period.
Posting Date. This field displays the date the sales-related invoice was generated by Invoice
Post and Print.
 Accounts Receivable 429

When creating an invoice, specify a date on which the invoice is to be posted. This date
defaults from the invoice creation date, if that belongs to an open GL period. If you select
another GL calendar year or GL period, the end date of that GL period is used as the default
value for the posting date. The date must be within the start date and end date limits for that
GL period.
Important When chronological invoice numbering is active, the system displays an error or
warning when you run Invoice Post and Print for a GL effective date that is earlier than a
posting date on an existing invoice for the same entity and daybook. See “Chronological and
Consecutive Invoice Numbering” on page 430 for more information on invoice numbering.
Invoice Date. Specify an invoice creation date; the default is the system date. A warning
displays if this date is not prior to the posting date.
The system uses the invoice date with the credit terms to calculate due date and discount date.
Taxable. Select if this invoice is subject to taxes. For a new invoice, this defaults from the
customer. For sales-related invoices, this field is based on the taxable status of the associated
order.
Tax Excluded. When selected, this field indicates that the amount specified for Invoice
Amount excludes tax. This means that the system uses the total amount as the basis for tax
calculation. When tax is included (that is, the Tax Excluded field is cleared), it is assumed that
the value you specify in the Invoice Amount field includes the tax.
This field defaults from the Customer Invoice Total Excludes Tax field in Global Tax
Management Control (29.24).
TC Invoice Amount. Enter the total invoice amount and specify a transaction currency. For a
new invoice, currency defaults from the customer bill-to.
For sales-related invoices, this field displays the total invoice amount, including tax, in the
transaction currency.
For manually created invoices, the value of Tax Excluded determines whether this amount
includes tax.
You can save zero-value invoices, which have no TC invoice amount. However, the system
displays a warning to prevent you from doing so by mistake.
Exchange Rate. If the transaction currency is not the same as the domain base currency, the
applicable accounting exchange rate displays and can be edited; otherwise, the system displays
1 and the field cannot be changed. The BC Invoice Amount is calculated based on the
exchange rate.
If you modify the BC Invoice Amount, the exchange rate is automatically adjusted.
Example The base currency is Euro, the transaction currency is GBP, and the default
exchange rate for these currencies is 0.5 (2 euro to 1 GBP). The transaction amount is 1000
euro, and the base currency amount is 500 GBP. By increasing the base currency amount to
750 GBP, you change the exchange rate for this transaction from 0.5 to 0.75.
BC Invoice Amount. When the transaction and base currencies are the same, this field is read-
only and displays the same amount as TC Invoice Amount. Otherwise, it is TC amount
adjusted based on the exchange rate.
430 User Guide — QAD Financials

If you modify the base currency amount when creating an invoice, the system automatically
recalculates the exchange rate to ensure that the transaction currency amount remains the
same.
Invoice Status Code. This field displays the default invoice status code associated with the
customer. Invoice status codes can be used on customer invoices to indicate whether the
invoice is contested and—if so—why it is contested. See “Invoice Status Codes” on page 218.
Note Invoice status codes have a different usage for supplier invoices where they are used to
control the invoice approval process.
Open. When selected, this read-only field indicates the invoice has not been completely paid.
It is updated automatically when complete payment is registered.
Sub-Account. Specify a sub-account if the customer control account is defined with sub-
account analysis. Otherwise, the field cannot be updated. The system also uses the specified
sub-account for all invoice posting GL transactions to GL accounts with sub-account analysis.
Project. The system uses the specified project for all invoice posting GL transactions to GL
accounts with project analysis.
Cost Center. The system uses the specified cost center for all invoice posting GL transactions
to GL accounts with cost center analysis.
Link to Invoice. Specify an invoice or credit note to which you want to link the current
document. A credit note can have a one-to-one link to an invoice. You can select invoices for
this customer that have opening balances greater than or equal to the amount of the credit note.
When you create the link, the system creates an automatic open item adjustment (customer
adjustment) of linked documents with a posting date equal to that of the credit note, using a
Customer Adjustment daybook.
The following links are possible.
Current Document Link To
Credit Note Invoice
Correction Invoice Invoice
Correction Credit Note Credit Note

Adjustment. If an invoice is linked to a credit note, specify a daybook for the credit note and
invoice adjustment. The internal daybook must be of type Customer Adjustment (CA), and the
voucher number is system-generated.

Chronological and Consecutive Invoice Numbering

The system includes three options for numbering customer invoices, invoice corrections, credit
notes, credit note corrections, and finance charges.
• Standard invoice numbering without numbering checks. This option is the default, and applies
if consecutive and chronological numbering are not enabled.
• Consecutive invoice numbering
If consecutive invoice numbering is enabled, the system ensures that invoice, credit note,
correction, and finance charge numbers are consecutive without gaps.
• Chronological invoice numbering—an extension of consecutive invoice numbering.
 Accounts Receivable 431

If chronological invoice numbering is enabled, the system ensures that invoice, credit note,
correction, and finance charge numbers are sequential, in the correct date order, and without
gaps. Chronological invoice numbering can only be enabled if consecutive invoice numbering
is also enabled.
You can configure whether the system displays a warning or an error when users attempt to
save transactions with past or future posting dates, thereby disrupting the chronological
numbering sequences.
For standard, consecutive, and chronological invoice numbering; invoices, credit notes, invoice
and credit note corrections, and finance charges are numbered by entity, year, GL period, and
daybook.
You enable consecutive and chronological invoice numbering, and select a warning or error option
at domain level. See “Invoice Numbering Tab” on page 35.
When consecutive and chronological numbering is enabled, the numbering restrictions described
in this section apply in Customer Invoice Create and Invoice Post and Print, and in all supplier
invoice functions, Customer Opening Balance Create, and Supplier Opening Balance Create.
Important If Golden Tax is enabled, the system does not apply consecutive and chronological
numbering to invoices posted from the operational sales module. In this situation, you can still use
consecutive and chronological numbering for AR invoices, credit notes, corrections, and finance
charges created in Financials, as well as for all AP invoices, credit notes, and invoice and credit
note corrections. See User Guide: QAD Global Tax Management for more information on Golden
Tax.
When consecutive and chronological invoice numbering is enabled, the system displays a
temporary invoice number in the Posting field until you save the invoice, credit note, invoice or
credit note correction, or finance charge record.
Fig. 7.3
Customer Invoice Create, Temporary Invoice Number

Temporary
invoice number
assigned
during record
creation

When you save the posting, the system assigns the invoice number.
432 User Guide — QAD Financials

Fig. 7.4
Customer Invoice Create, Invoice Number Assigned

Invoice number
assigned on
saving the
record

When chronological invoice numbering is enabled, the numbering controls described in this
section apply in Customer Invoice Create:
• If you attempt to save an invoice document with a posting date that is earlier than the posting
date of a saved invoice document with the same entity and daybook combination, the system
displays an error or warning message, depending on the option selected in the domain Invoice
Numbering tab.
Fig. 7.5
Past Invoice Date Warning

• If you attempt to save an invoice document with a future posting date, the system displays an
error or a warning, depending on the option selected in the domain Invoice Numbering tab.
Fig. 7.6
Future Posting Date Warning

• When you attempt to save the first invoice document in a new GL period for a daybook and
entity combination, the system displays a warning.
Note This message is always a warning.

Fig. 7.7
First Invoice in GL Period Warning
 Accounts Receivable 433

When chronological invoice numbering is enabled, the system displays an error or warning when
you run Invoice Post and Print for a GL effective date that is earlier than a posting date on an
existing invoice document for the same entity and daybook.
Note Consecutive and chronological invoice numbering also applies where Invoice Post and
Print is accessed from the Customer Consignment and SSM modules.
Fig. 7.8
Invoice Post Warning

Addresses Tab
Use the Addresses tab to specify the ship-from address—the address that identifies one of your
inventory sites—and the customer ship-to address. The address on the General tab is the bill-to
address for the invoice.
All fields in this tab display read-only information for sales-related invoices, except for Sold-To
Customer Code.
Fig. 7.9
Customer Invoice Create, Addresses Tab
434 User Guide — QAD Financials

Ship-From Business Relation. Enter the code that identifies the business relation associated
with the site where items being invoiced are shipped from. If this is a miscellaneous invoice or
credit note, the ship-from site is still required.
The default for a new invoice is the business relation associated with company address defined
for the bill-to customer site. This site is specified in Customer Data Maintenance (2.1.1).
Customer Code. Enter the code identifying the sold-to customer who received the items being
invoiced. On a new manually created invoice, the code entered for the Customer on the
General tab displays by default. The sold-to address displays on the printed invoice.
Contact. Specify a contact name for the customer. The lookup displays the contact details
defined for the customer’s business relation.
Ship-To Code. Enter the code that identifies the address receiving the items being invoiced.
This field defaults from the sold-to address; you can change it to another valid ship-to defined
for the business relation in Customer Ship-To Create.
The system uses the tax detail for the ship-from and ship-to addresses to select the correct tax
environment for tax calculation.
• For the ship-from, this is the headoffice address of the business relation.
• For the ship-to, the tax details defined for the customer record are used.

Financial Info Tab

Use the Financial Info tab to define credit terms and to view the banking and payment details for
this customer. All of the fields for this tab display predefined information for sales-related invoices
and can be modified.
Fig. 7.10
Customer Invoice Create, Financial Info Tab

Field Descriptions

Credit Terms Code. Specify the credit terms that apply to this invoice. Credit terms determine
invoice due dates and any settlement discounts on early payments. Credit terms also determine
if multiple payments are made in stages based on invoice percentages.
 Accounts Receivable 435

When the credit terms code is changed, the invoice due date is recalculated.
Credit terms default from the customer record. Credit terms for sales-related invoices default
from the associated sales order.
When you specify a credit terms code that has been defined with stages, you can view and
update the staged terms by clicking Staged. You can modify the percentage allocation of the
terms or make other changes as needed.
Fig. 7.11
Customer Invoice Create, Staged Credit Terms

Due Date and Discount Due Date. These fields display the date when payment is due and the
last date a discount applies, calculated by the system based on the credit terms and the invoice
date. You can modify the due dates without affecting the credit terms.
Note If the credit terms have a base date specified, this is used in the due date calculations
rather than the invoice creation date.
Expected Payment Date. Specify the date when payment is expected to be received. The
expected payment date is used in cash flow reporting.
Reminder Counter. This field displays the reminder level that applies to this invoice.

Payment Reference. Optionally, specify a reference number to identify a customer payment

for this invoice. For example, this could be a unique transaction structured message (TSM)
number. The TSM is a standard reference numbering system for electronic transfers, used by
many banks.
The grid displays the default banking and payment details configured for this customer. The
default customer bank account details are displayed in the first line of the grid.
Note If a customer pays directly with cash or transfer, a customer bank is not required. You can
create invoices for the customer without defining banks and recording payments for the invoices in
Banking Entry Create (31.1.1). However, if your customer uses other payment instruments and
you want to use any customer payment features, such as recording customer checks, a customer
bank must be specified.
If you have configured multiple bank accounts for this customer, you can add these account details
by inserting a new row for each account. This lets you split the invoice amount over several
accounts.
436 User Guide — QAD Financials

Validation. This field displays the bank format validation code for the customer bank account.
Account number validation ensures that the account number is formatted according to the
regulations of the national banking system. See “Define Bank Account Formats” on page 665.
Customer Bank Number. Select the customer bank account number from the accounts
specified for the customer record. If you have defined a default bank for the customer, it is
displayed here. If other accounts are defined for the customer, you can insert a new account as
a new line in the grid.
Own Bank Number. This field displays the own company bank account number where
payments from this customer are received. This number is defined on the customer record, and
is normally the default bank account number for the entity you are currently working in.
Payment Format. Each bank account defined for the customer has an associated payment
format. Additionally, for some payment formats, you can define multiple attributes for each
format, and can modify attribute values of the format. See “Payment Formats” on page 228 for
a description of payment formats.
Payment Instrument. This field displays the payment instrument defined as part of the
payment format for payments from this customer bank to your company bank account.
Extension. This optional field displays the bank number extension. The extension defines the
currency when an account has amounts in multiple currencies.
For example, if you have a single bank account with separate accounts defined for US dollars,
euro, and yen, define a bank extension for each currency.
TC Payment Amount. This field displays the payment amount in the transaction currency.
The sum of the TC payment amounts for all bank accounts specified on the invoice must equal
the invoice total.
Business Relation Code. This field displays the business relation for the customer’s bank, and
contains bank addressing information.
SWIFT Code. This field displays the SWIFT code of the bank, if any. SWIFT (the Society for
Worldwide Interbank Financial Telecommunication) is a banking network for world-wide
payments between banks. Also known as the BIC or Bank Identifier Code.
Formatted Bank Number. This field displays the customer bank account number, formatted
according to the validation logic you applied. See “Define Bank Account Formats” on
page 665.
Bank GL Account. This field displays the account code of the bank account linked to the own
bank account and payment format combination.
Last Modified User/Date and Time. These read-only fields display the ID of the user who last
updated this record and the date and time of update.

Operational Info Tab

The Operational Info tab displays data for sales-related invoices only. In this case, details about the
originating sales order are displayed for reference. For a sales-related invoice, only the Sales
Amount—used for calculating commission—can be modified. For a manually created invoice, you
can specify a PO number, sales amount, and salespersons.
 Accounts Receivable 437

Fig. 7.12
Customer Invoice Create, Operational Info Tab

Field Descriptions

Purchase Order. If a purchase order number was recorded on the original sales order, it
displays in this field. This number indicates the original number of the document that initiated
the sale, and can be useful when communicating with the customer.
Sales Amount. Specify the amount for which the salespersons should receive commission
credit. This is normally the invoice total minus any non-commissioned charges such as freight
or tax. This defaults from the order and is the only field that can be modified in this tab.
Salesperson 1–4. This field displays the salespersons specified on the order to receive
commission and quota credit for the order. The commission percentage defaults from the
salesperson record.
Salesperson Commission. This field displays the commission percentage each salesperson
receives. For invoices posted from sales orders, this amount defaults from the associated sales
order. For manually created invoices, commission defaults from Salesperson Commission
Detail, if rates have been defined for the customer; otherwise, from the salesperson record.
Sales Order Grid. This field displays the sales orders that are associated with this invoice. If
consolidated invoicing was used during Invoice Post and Print, more than one order can
display. The Description field displays any text entered in the Remarks field on the sales order
header.
Shipper ID Grid. This field displays the IDs of any shippers associated with the invoice.

Tax Tab
When the invoice is taxable, the system calculates tax information and displays it on the Tax tab.
This information is read-only for sales-related invoices, and reflects the tax amounts generated
based on the order tax details.
438 User Guide — QAD Financials

Fig. 7.13
Customer Invoice Create, Tax Tab

Field Descriptions

Own Tax Number. This field displays the state tax ID of the Ship-From business relation,
which is associated with the current entity and displayed on the Addresses tab.
TC Amount with Taxes. When the Taxable field is selected, the invoice is subject to tax. This
field displays the total of the invoice amount in transaction currency plus the applied tax.
Customer Tax Number. This field displays the state tax ID of the Bill-To customer, which is
displayed on the General tab. If no customer bill-to is defined, the state tax ID of the ship-to
customer is displayed.
Tax Point Date. This field displays the date to be used in tax calculations, which by default is
the same as the posting date. For sales-related invoices, this field displays the tax calculation
date on the associated order.

Tax Grid

Tax Class, Tax Usage, Tax Environment, Tax Code, Tax Type. For a new invoice, these fields
default from the tax definitions for the bill-to customer and determine the tax calculation
amounts. For an invoice posted from a sales order, tax details default from the order.
The default tax environment is calculated using the tax zone of the ship-to site, the tax zone of
the supplier’s address, and the tax class of the supplier or PO, if linked.
You can overwrite the default tax environment, tax class, tax usage, and tax codes to select
new values. If you modify any of these fields, the system resets the TC Base Amount (Cr) field
to zero, and a new tax rate can be applied.
Instead of modifying the default tax details, you can also insert a new tax row, enter the new
tax details, and delete the original default tax row.
 Accounts Receivable 439

To recalculate the tax amounts after modifying default details or after entering tax details in a
new tax row, re-enter the invoice amount before tax in the TC Base Amount (Cr) field.
Domain. This field displays the current domain.

TC Base Amount DR. This field displays the debit base amount in the transaction currency.
This is calculated by the system using the total invoice amount (TC) and the applicable tax rate
code.
TC Base Amount CR. This field displays the credit base amount in the transaction currency.
This is calculated by the system using the total invoice amount (TC) and the applicable tax rate
code.
TC Tax Amount DR. This field displays the debit tax amount (TC) calculated by the system
using the total invoice amount (TC) and the applicable tax rate code.
If the Update Tax Allowed field is selected in Tax Rate Maintenance (29.4.1) for the tax rate
used, you can modify this field.
TC Tax Amount CR. This field displays the credit tax amount (TC) calculated by the system
using the total invoice amount (TC) and the applicable tax rate code.
If the Update Tax Allowed field is selected in Tax Rate Maintenance for the tax rate used, you
can modify this field.
Recalc. When you change the tax class, tax usage, tax environment, or the Taxable fields, or
modify one of the base amounts, this field is automatically selected, and the system
recalculates the amounts when you have completed the line in the grid. You can also manually
select or deselect this field
Update Tax Allowed. When this is field is selected, you can modify the base and tax credit and
debit amounts during transaction entry. The changes you make are displayed in the CI Posting
tab. This field is set in the tax rate. This feature is useful for overriding the system if there is a
need to match amounts on manually issued documents. In some environments, tax authorities
require that you cannot modify the calculated tax amounts.
Suspended Tax. When selected, this field indicates that the taxes on this invoice are
suspended. Suspended taxes are enabled for invoices through the customer tax setup. See
“Suspended Tax on Customer Invoices” on page 441.
Last Modified Date/Time and User. These read-only fields display the ID of the user who last
updated this record and the date and time of update.

Summary Information

TC Total Base Amount. This field displays the sum of the base amounts—debit or credit—of
all the tax detail lines in transaction currency.
TC Total Tax Amount. This field displays the sum of the tax amounts—debit or credit—of all
the tax detail lines in transaction currency.
TC Total Amount. This field displays the sum of the total base amount and the total tax
amount—debit or credit—in transaction currency.
TC Invoice Amount. This field displays the total invoice amount—debit or credit—as entered
on the General tab in transaction currency.
440 User Guide — QAD Financials

CI Posting Tab
The CI Posting tab displays the account and posting information for the invoice or credit note.
Invoice postings update the following accounts:
• Invoices debit Customer Control and credit Tax and Sales.
• Credit notes debit Tax and Sales and credit Customer Control.

The Customer Control and Sales accounts default from the profiles you define for the customer in
the Customer Accounting tab. The Tax account defaults from details for the tax code defined in
Tax Rate Maintenance (29.4.1).
Note You cannot select a different Customer Control account or Tax account in the CI Posting
tab.
For more information on sales account GL profiles and Sales accounts, see page 244.
Fig. 7.14
Customer Invoice Create, CI Postings Tab

Field Descriptions

Accounting Year/Period, Posting Date, Daybook Code, Number, Layer Type. These read-only
details are copied from the General tab.
Description. The invoice description is copied from the General tab, and can be modified.

Template Code, Save as Template. These fields are unavailable on customer invoices.

The CI posting grid includes the following fields:

GL Account, Sub-Account, Cost Center, Description, Curr, BC Debit, BC Credit. The system
loads these posting details, including the Customer Control account and Sales account, from
the General tab. When creating an invoice, you can modify these posting lines before saving
the invoice.
You can expand some lines to see additional detail, such as the tax information, project codes,
and SAF codes.
Currency View. Choose to view the transaction balance in the base or transaction currency.

Total. This field displays the sum of the debit and credit amounts of all posting lines.
 Accounts Receivable 441

Comments Tab
The Comments tab lets you enter comments related to this invoice.

Suspended Tax on Customer Invoices

Taxes on sales orders and customer invoices or credit notes are generally due at the same time as
the invoice date. In some countries, however, the payment of taxes is deferred until the invoice has
been fully or partially paid. Use the Suspended Tax option to defer the payment of taxes on a
customer invoice until the invoice has been paid.
Note You suspend taxes on AR payments only. Use the Delayed Taxes option to defer
recoverable taxes on AP payments. See User Guide: QAD Global Tax Management for more
information on delayed tax.
Suspended taxes are normally applied to all sales orders and invoices for designated customers.
You enable suspended taxes per entity. You then define a dedicated suspended tax rate and apply a
tax environment that retrieves this rate for the customer. This ensures that sales orders and invoices
for this customer are automatically subjected to suspended tax. You can also apply normal taxes
when creating individual sales orders and customer invoices by selecting a tax environment that
retrieves a normal tax rate.
See User Guide: QAD Global Tax Management for detailed information on suspended tax and on
GTM in general.

Invoice Certification
Invoice certification lets you mark customer invoices by assigning a unique, encrypted digital
signature. Adding a signature uniquely identifies the origin and the main properties of an invoice.
QAD Enterprise Financials 2011.1 and higher have been certified by the Portuguese government
according the Decree 363/2010 requirements. Invoice certification is a legal requirement in
Portugal.
The signature is based on the main properties of the invoice (such as the amount, creation date, and
number) and on the signature of the previous customer invoice to ensure that there are no gaps.
The invoice certification number assigned to QAD by the local government and the signature are
printed on each invoice.
The signature is generated using OpenSSL and a private key. The private key is generated using
the RSA algorithm, and remains secret at QAD. Using the private key and OpenSSL, QAD
generates a public key. The private key and public key have a strict one-to-one relationship.
The public key is communicated to the local government where it is used to verify whether the
digital signatures on invoices created using QAD Enterprise Financials are valid. A digital
signature will only pass the validation if it was generated using the private key linked to the public
key.
To create invoices marked by digital signatures, you must enable invoice certification at domain
level, and the signatures are created by daybook and domain. There must be no gaps in the
sequence.
442 User Guide — QAD Financials

You generate the signatures by running Invoice Post and Print for invoices that originate in the
operational modules, or by using Customer Invoice Create to create manual invoices in Financials.
The SAFT format is a commonly accepted file format to export accounting data for audit purposes.
In Enterprise Financials, the SAFT export for Portugal has been implemented (SAFT-PT). The
digital signatures are included in the audit file and enable the government to validate if the
reported amounts and the invoice numbers in the audit file comply with the information in the
encrypted signatures.
The invoice signature includes the data linked in the following order, separated by semicolons:
• The invoice issue date
• The date and time of the last update to the invoice
• The invoice number
• The invoice amount
• The signature generated for the previous invoice of the same series (daybook)

The signature printed on the invoice is actually a subset of the complete signature, corresponding
to the 1st, 11th, 21st, and 31st positions.
When the signature has been generated, you cannot change the invoice and the signature.
Otherwise, the signature will become corrupt or the signature chain will break. Due to the fact that
each signature is created using encryption and a private key, you cannot correct invoice signatures
if the invoice amount changes.

Setting Up Invoice Certification

Installing OpenSSL

As a prerequisite to installing OpenSSL, you must install Microsoft Visual C++ 2008
redistributable on the machine on which you want to install OpenSSL. You can download
Microsoft Visual C++ 2008 from the Microsoft website.
To install OpenSSL:
1 Download file Win32_OpenSsL_v1.0.0<latest> from
http://www.slproweb.com/products/Win32OpenSSL.html
where <latest> is the version letter for the latest version.
2 Run the install file and choose to install the DLL files in the local bin directory instead of the
Windows directory.
3 Ensure that you:
• Reboot your machine after the installation.
or
• Restart the Progress admin service.
As a result, the newly created environment variables on system level become known
throughout the system.
 Accounts Receivable 443

Configuring System Maintain

Configure invoice certification using four fields in System Maintain.

Fig. 7.15
System Maintain

Invoice Certificate. This field displays QAD’s certification number, assigned by the local
government. This field is updated using System Synchronize. QAD’s certification number for
Portugal is 1352.
Version. This field displays the version number of the public and private keys. This field is
updated using System Synchronize.
Public Key. This field displays the invoice certification public key created by QAD. This field
is updated using System Synchronize.
Open SSL Directory. Specify the OpenSSL bin directory. OpenSSL is used to generate the
private and public keys.
This field is mandatory. You cannot enable invoice certification if you have not specified the
OpenSSL bin directory.

Enabling Invoice Certification

You enable invoice certification at domain level.

The following prerequisites must be met before you can enable invoice certification:
• The domain base currency or statutory currency must be Euros.
• The domain must use consecutive invoice numbering.
• The domain must use chronological invoice numbering with error generation.
• Daybook set by site must be enabled for the domain.
• You must specify the OpenSSL bin directory in System Maintain.
444 User Guide — QAD Financials

Fig. 7.16
Domain Modify, Invoice Numbering Tab

Consecutive Invoice Numbering. Select this field to enable consecutive invoice numbering for
the domain. Consecutive numbering ensures that AR and AP invoice and credit note numbers
are consecutive, and without gaps.
You cannot clear the Consecutive Invoice Numbering field when Invoice Certification is
enabled.
Chronological Invoice Numbering. Select the field to enable chronological invoice numbering
for the domain. Chronological invoice numbering ensures that AR and AP invoices and credit
notes are sequentially numbered in the correct date order.
Select Error on Non Chronological Number to prevent the generation of invalid invoice
numbers.
You cannot clear the Chronological Invoice Numbering field when Invoice Certification is
enabled.
Invoice Certification. Select this field to activate invoice certification for the domain.

Important You cannot disable invoice certification if it has been enabled for a domain. The
system displays a warning to draw attention to this when you enable invoice certification and
subsequently save the domain record. The warning enables you to cancel the save.

Defining the Audit File Name

Use Generalized Codes Maintenance to define the name of the XML audit file to be exported.
Fig. 7.17
Generalized Codes Maintenance

Specify the following values:

Field Name: I19Files
Value: txptsaft.r
Comments: SAFT-PT Generation
 Accounts Receivable 445

Generating the Signatures

If you post shipped sales orders using Invoice Post and Print and invoice certification is enabled
and all prerequisites are met, the system generates invoice signatures, which are stored in the
database.
If you manually create customer invoices or credit notes using Customer Invoice Create, the
system also generates invoice signatures.
Fig. 7.18
Invoice Certification Flow

Create customer Print customer

invoices manually invoices manually

Calculate and store

Invoice Post and Print
signature

OpenSSL

Print invoice including

Invoice Reprint signature and certificate

All QAD EE standard invoice print functions include the short signature and QAD’s certificate
number in their report output.
Fig. 7.19
Invoice Post and Print, Printed Invoice with QAD Invoice Certification Number
446 User Guide — QAD Financials

Fig. 7.20
Customer Invoice Report, Printed Invoice with QAD Invoice Certification Number

Viewing the Signatures

You can view the invoice signatures when you browse for invoices in Customer Invoice Modify or
Customer Invoice View. Several fields relate to invoice certification.
Fig. 7.21
Customer Browse for Modify

Invoice Certification Key. This field displays the key invoice data that was used to generate the
signature in a readable format. The data includes the invoice date, creation date and time, full
invoice number, and amount.
 Accounts Receivable 447

Invoice Certificate. This field displays QAD’s certification number, as issued by the local
government.
Signature Current Invoice. This field displays the signature for the invoice, which is a string
containing 172 characters.
Signature Previous Invoice. This field displays the signature of the previous invoice created
using the same daybook.
Creation Date. This field displays the date on which the invoice signature was created.

Creation Time. This field displays the time at which the invoice signature was created.

Short Invoice Certification Signature. This field displays the short signature for the invoice,
which consists of four characters from the signature corresponding to the 1st, 11th, 21st, and
31st positions.

Exporting the Signatures

Use Regional Accounting/Tax Data Export (36.5.3) to export the audit file.
Fig. 7.22
Regional Accounting/Tax Data Export

Specify the File to be Exported. Select the file name you defined in Generalized Codes
Maintenance.
When you specify the file name, click Next. The second frame is displayed.
Fig. 7.23
Regional Accounting/Tax Data Export, Second Frame

Entity Code. Specify the entity from which you want to export invoice certification data. The
default is the current entity.
From Period. Specify the first GL calendar year and period for which you want to export data.
The default is the current GL calendar year.
448 User Guide — QAD Financials

To Period. Specify the last GL calendar year and period for which you want to export data.
The default is the current GL calendar year. The time frame must be within a single calendar
year.
Comments. Specify up to 40 alphanumeric characters to record a comment on the data export.

File Name. This field displays the name of the XML file to export. The name is defaulted by
the system. However, you can overwrite the default and specify a different file name.
Click Next to extract the XML file.

Processing Receivables
When processing customer transfer payments, you can use Banking functions to record the
payments directly in your bank account while allocating the payment directly to invoices. For
other payment instruments, such as check payments, draft payments, and direct debit payments,
you typically use Customer Payment and Customer Payment Selection functions to complete the
payment process. These functions let you process a payment through a series of statuses, with
postings to payment accounts for each status change. In this way, the payment is fully recorded in
the AR sub-ledger, from allocation of the payment to an invoice to acknowledgement from the
bank that the payment amount has been transferred to your bank account. Once the amount is paid,
you use Banking functions to update your account statement. The Payment functions handle all
types of payment instrument (including checks, drafts, credit card, and direct debits), and both
paper and electronic payment formats.

Customer Payments
Use customer payments to resolve customer open items. The payment system lets you process the
following:
• Customer-initiated drafts
• Supplier-initiated drafts, for processing collections or bills of exchange
• Checks
• Credit card payments
• Summary statements, for processing third-party summary payments
• Promissory notes

For each of the payment instruments listed, the payment can be directly allocated to open invoices
or can be recorded as a prepayment. See “Creating a Prepayment” on page 465.
The instruments you use to complete these processes are described in “Customer Payment
Instruments” on page 450.
Note The system uses a similar process for both customer and supplier payment instruments and
for both paper and electronic payments.
Payments are associated with status codes, which are used to manage the payment process through
final collection and updating of accounts. You process the payment by changing the payment
status from one status to the next in the sequence that meets your business requirements. See
“Customer Payment Statuses” on page 450.
 Accounts Receivable 449

To complete the process, create a banking entry to record the payment, as shown in the following
figure.
Fig. 7.24
Customer Payment Instruments Flow

Create customer
payment status

Create customer
payment

Link customer
payment to customer
open item

Create banking entry

to record payment

Note You can also generate customer payments in the system from the transaction messages
contained in imported bank files. See “Processing Incoming Bank Files” on page 693.

Setting Up Customer Payments

To set up a customer payment instrument, you must do the following:
1 Ensure that you have defined the own bank account you will use in the process. This bank
account is defined on the Banking tab of a GL account of type Bank and is referred to in the
customer record in Customer Create. The system retrieves your bank account details and the
formats required for payments from the account information you define on the Banking tab of
the customer record. See “Banking Tab” on page 247.
2 You must link payment formats to your bank accounts.
Payment formats include information on the type of payment (AR or AP), the direction
(inbound, foreign, or both), the currency, and the instrument, such as check or draft. For
electronic customer collection (direct debit and electronic draft), the payment format is also
linked to an imported Bank File Format driver.
You must define as many payment formats as you have different types of customer payments.
See “Linking Payment Formats to Bank Accounts” on page 691 for a description of how to set
up payment formats and how to link them to bank accounts.
3 Define Customer Payment accounts to be associated with payment statuses. The account
balance then reflects the total value of payments in each status.
For more information on defining GL accounts, see “Creating GL Accounts” on page 78.
4 Define a Customer Payments daybook to contain the postings generated by the status
transitions.
For more information on daybooks, see “Using Daybooks” on page 148.
5 Create a set of payment statuses to match the stages through which you want to process the
payment. This is described in “Customer Payment Statuses” on page 450.
450 User Guide — QAD Financials

Customer Payment Instruments

Use the following payment instruments for customer payments.
Table 7.4
Types of Customer Payment Instruments
Payment Instrument Description
Check Checks are unconditional orders to pay an open item, and are
effective when presented to the customer’s bank.
Direct Debit Direct debit is an agreement between you, the customer, and
the customer’s bank that regular amounts are to be debited
from the customer’s account to settle open items. Direct
debits can be in paper or electronic form. Direct debits are
automatic payments, and use the electronic payment formats
(bank file).
Draft The draft or bill of exchange is a negotiable security signed
and dated by its issuer (the bank). It contains an unconditional
order or instruction for the customer, who draws upon it to
pay a fixed amount on the agreed due date. The customer
accepts the draft by signing it. Once signed, the draft is
considered a collection instrument. Its form, content, and
legal consequences are governed by law.
Promissory Note The promissory note is a promise of payment made by the
customer, instead of an unconditional payment order. The
promissory note carries more risk for the beneficiary and has
fewer legal consequences for the issuer if payment is
defaulted.
Summary Statement The summary statement is sent to the customer by a third
party, and used when the third party is responsible for the
collection of amounts. For example, factoring companies and
banks that provide credit card services use summary
statements.
Credit Card A credit card payment is a customer payment by credit card
that has been validated by QAD Customer Self-Service
(CSS). See “Credit Card Payments” on page 459.

Customer Payment Statuses

Payment processing is controlled by payment status codes. Different payment instruments follow
different status sequences.The number of statuses you need depends on your particular
implementation. At a minimum, you must have two statuses: Paid and Bounced. Typically, you
also use a For Collection status for payments sent to the bank. The Initial status is used if you want
to do an initial payment registration.
You can define an account for each status through which the payment is processed, or use one GL
account to record the transitions. For example, if you are processing a draft through the Initial,
Allocated, Accepted, For Collection, and Paid statuses, you can define a GL account of type
Customer Payment for each status. This approach supports detailed reporting requirements.
Each status transition usually generates a posting, which updates the account associated with the
status and bank or payment accounts. The posting information, including account and daybook
details, is contained in the payment status definition.
 Accounts Receivable 451

While you can move a payment directly to the Paid status on creating it, this is not a typical
approach. Note also that you cannot undo a Paid document. You must reopen the invoice manually
with Open Item Adjustment.
Figure 7.25 illustrates the status flows through which you can process the payment.
Fig. 7.25
Customer Payments Status Flow

Initial

Allocated

Accepted

For Collection Conditional Collection

Paid Conditionally

Bounced

Paid

Banking Entry

It is not mandatory to process a payment through all of the statuses described. Some European and
South American companies use the interim statuses and customer and supplier payment accounts
to log the progress of the payment. In this process, the last step constitutes creating a banking entry
based on a bank statement. This step sets the payment to Paid and debits the bank account.
US organizations, however, generally do not require interim statuses, and sometimes use Initial,
For Collection, and Paid statuses only. You can use Customer Payment Mass Change (27.6.4.5) to
select payments with a For Collection status and change their status directly to Paid. This status
change immediately updates your bank account, without the need to create a banking entry. See
“Customer Payment Mass Change” on page 468.
You can also use Customer Payment Mass Change (27.6.4.5) to change any payment at any stage
in the flow to Bounced or back to Initial. This is useful for payments that are sent directly to the
bank once they are accepted, and are then refused by the bank.
You can also change a customer payment status to Paid automatically by importing a bank file
using EDI Document Import and using Process Incoming Bank File. See Chapter 11, “Banking
and Cash Management,” on page 663.
Table 7.5 describes each payment status, and lists the postings created by status transitions.
452 User Guide — QAD Financials

Table 7.5
Customer Payment Statuses and Account Activity
Account Activity
Status Description Debit Credit
Initial Initial payment status. The Not applicable Not applicable
payment is in your system but does
not generate any postings.
Allocated The payment is received and is Allocated Customer Control
linked to open items. The Customer account
transition to Allocated generates Payment
postings and sub-ledger updates. account
Accepted The payment is signed by the Accepted Customer Control
relevant parties. When a draft is Customer account, if this is
signed by a customer, you change Payment the first posting
the status of the associated account for the payment
customer payment to Accepted. Otherwise, the
account
associated with
the previous
payment status
For The payment is presented to the For Collection Customer Control
Collection bank for immediate payment. Customer account, if this is
Some examples of payments for Payment the first posting
collection include a check, a account for the payment
payment selection that is Otherwise, the
transferred directly to the bank, account
and paper transfers to the bank. A associated with
selection is automatically created the previous
when a payment status is changed payment status
to For Collection.
Conditional The payment is presented to the Conditional Customer Control
Collection bank conditionally, the condition Collection account, if this is
being that a draft is honored by the Customer the first posting
bank before the draft due date. Payment for the payment
This status is followed by the Paid account Otherwise, the
Conditionally status in banking account
entry. associated with
The Conditional Collection status the previous
is also referred to as Discounted payment status
Draft.
 Accounts Receivable 453

Account Activity
Status Description Debit Credit
Paid When a draft is discounted to the Bank account Liability account
Conditionally bank and the payment is associated with
conditionally received, change the Paid
payment status to Paid Conditionally
Conditionally. Payments are status
automatically be assigned this
status when they are marked as
Paid during banking entry and
when their previous status was
Conditional Collection.
Unlike other statuses, the Paid
Conditionally posting does not
transfer the amount from the
control account linked to the
previous status to the control
account of the current status.
Instead, it credits a liability
account, which is backed out again
when the status of the payment is
changed from Paid Conditionally
to Paid (final).
Paid The incoming payment amount Bank account Customer Control
For payments has been paid. Individual account, if this is
coming from Payments are either fully paid or the first posting
any status, not paid at all. The payments for the payment
except Paid cannot be partially paid. A Otherwise, the
Conditionally Payment Selection can be said to account
be partially paid if individual associated with
payments within it are bounced. the previous
payment status
Paid The incoming payment was Liability Conditional
For payments already posted on the bank account account Collection
coming from with the previous status Paid associated with Customer
Paid Conditionally and is now the Paid Payment account
Conditionally confirmed as final. Conditionally
status
Bounced The incoming payment, which was Customer For Collection
For payments sent to the bank for collection, has Control account Customer
coming from been refused by the bank. The Payment account
any status, linked open items are re-opened
except Paid and the invoice payment links are
Conditionally deleted.

Bounced The incoming payment, which was Liability Conditional

For payments sent to the bank for collection, has account and Collection
coming from been refused by the bank. The Customer Customer
Paid linked open items are re-opened Control account Payment account
Conditionally and the invoice payment links are and Bounced
deleted. Customer
Payment account
454 User Guide — QAD Financials

For each of the different payment statuses, a specific GL account representing the status can be
defined.

Payment Processing Examples

This section illustrates how you can combine payment statuses to create different kinds of payment
processing scenarios.

Direct Payment by Check

In a very simple scenario, you can receive payments by check and record payments that directly
update the GL. Then, if the payment fails, an additional step to back out the update is required.
Note While it is possible to set the initial status to Paid, this approach is not recommended since
reversing the payment requires extra work.
The recommended approach is to have at least one customer control account for the For Collection
status.
The following diagram illustrates that scenario.
Fig. 7.26
Simple Customer Payment by Check
Customer
CustomerPayment
Payment
Create
Create Debit Customer Payment account
Status set to For Credit Sub-ledger and AR account
Status set to For
Collection.
Collection.

Send
Sendchecks
checkstotobank.
bank.

Bank
Bank Yes
Debit Bank account
clears
clears Change
Changestatus
statustotoPaid.
Paid. Credit Sub-ledger and AR account
check.
check.

No

Credit Bank account

Change
Changestatus
statustoto Debit Sub-ledger and AR account
Bounced.
Bounced. Reopen Invoices

This payment flow uses three status codes:

• When the payment is created, the For Collection status debits the Customer Payment account
and credits the customer’s AR account.
• When notification is received that the bank has cleared the check, the status is changed to Paid.
The bank account is debited and the For Collection Customer Payment account is credited.
• If the check fails to clear, changing the status to Bounced reverses the effects of the For
Collection status.
 Accounts Receivable 455

Staged Payment by Check

To avoid fluctuation in your bank account balance when receipt of payment is more uncertain, you
can use one or more customer payment accounts to manage the payment. This process provides
more control, but also generates more GL transactions within the system.
The following diagram illustrates using two additional statuses and corresponding customer
payment accounts.
Fig. 7.27
Staged Customer Payment by Check

Customer
CustomerPayment
Payment Debit Customer Payment account
Create
Create Credit Sub-ledger and AR account
Status
Statusset
settotoAllocated
Allocated

Change
Changestatus
statustotoFor
For
Collection.
Collection.
Debit Customer Payment account 2
Credit Customer Payment account 1
Send
Sendchecks
checkstotobank.
bank.

Bank
Bank Yes
clears Change Debit Bank account
clears Changestatus
statustotoPaid.
Paid. Credit Customer Payment acco
check.
check.

No

Change
Changestatus
statustoto Debit Sub-ledger and AR account
Bounced. Credit Customer Payment account 2
Bounced. Invoices reopened

This payment flow uses four status codes:

• When the payment is created, the status Allocated debits a customer payment account and
credits the customer’s AR account.
• If you change the status to For Collection when the payment documents are sent to the bank,
the system debits the second customer payments account, and credits the first one.
• When notification is received that the bank has cleared the check, the status is changed to Paid.
This debits your bank account and clears the second customer payment account.
• If the check fails to clear, changing the status to Bounced reverses the effects of the Allocated
status.

Customer Direct Debit

Direct debit is managed by using the Create Payment Selection activity, which groups payments
based on due date and generates an electronic file to be sent to the customer bank.
456 User Guide — QAD Financials

The following diagram illustrates this process.

Fig. 7.28
Customer Direct Debit

Create
Createcustomer
customer Create direct debit payments based on due invoices
payment
paymentselection
selectionwith
with Debit Customer Payment account
status
statusFor
ForCollection.
Collection. Credit Sub-ledger and AR account

Customer
CustomerSelection
Selection No GL effect
Execute
Execute(creates
(createsfile)
file)

Send
Sendfile
filetotobank.
bank.

Bank
Bank Yes Banking
Bankingentry
entrystatus
status Debit Bank account
confirms
confirms Paid.
Paid. Credit Customer Payment account
payment.
payment.

No
Banking
Bankingentry
entrystatus
status Debit Sub-ledger and AR account
Bounced. Credit Customer Payment account
Bounced.
Reopen invoices

This payment flow uses four status codes:

1 Create payments with the status For Collection, which debits a customer payment account and
credits the customer’s AR account.
2 Generate an electronic file to be sent to the bank. This has no GL effect.
3 When the bank confirms that payment has cleared, the payment status is changed to Paid,
debiting your bank account and clearing the customer payment account.
4 If the payment fails to clear at the bank, changing the status to Bounced reverses the effects of
the For Collection status.
 Accounts Receivable 457

Payment with Company-Initiated Drafts

Managing payment with drafts requires more statuses, since the draft is subject to approval by the
customer. The following diagram illustrates the process for drafts that you initiate and send to the
customer.
Fig. 7.29
Customer Payment with Drafts

Create payments with Create drafts with status Allocated based on due invoices
Debit Customer Payment account 1
status Allocated.
Credit Sub-ledger and AR account

Customer No
Print drafts and mail to Change status to Initial
signs for
customer. and delete.
acceptance

Debit Sub-ledger and AR account

Yes Credit Customer Payment account 1
Reopen invoices
Change status to For
Collection. Change status to Debit Customer Payment account 2
Accepted. Credit Customer Payment account 1

Send drafts to bank. Debit Customer Payment account 3

Credit Customer Payment account 2

Bank Yes Banking entry status

clears
Paid. Debit Bank account
draft Credit Customer Payment account 3

No
Banking entry status Debit Sub-ledger and AR account
Bounced. Credit Customer Payment account 3
Reopen invoices

1 When the payment is created, the Allocated status debits a customer payment account and
credits the customer’s AR account.
2 The draft is printed and sent to the customer. What happens next depends on whether the
customer approves the draft:
a If the draft is not accepted, the status is changed to Initial and the GL effects of the first
step reversed.
b If the draft is accepted, the status is changed to Accepted. This moves the amount from
one customer payment account to another.
3 The draft is then sent to the bank. Changing the status to For Collection debits a third customer
payment account.
4 The action of the bank determines the next status transition:
a If the bank clears the draft, the status is changed to Paid. This debits your bank account
and clears the customer payment account.
b If the draft fails to clear, changing the status to Bounced reverses the AR credit and clears
the customer payment 3 account.
458 User Guide — QAD Financials

Conditional Payment of Discounted Drafts

When you present a draft to the bank for collection, you may request payment of the draft before
the draft due date has elapsed. The following figure illustrates the discounting flow.
Fig. 7.30
Payment of Discounted Drafts

Create Create drafts with status Allocated based on due invoices

Createpayments
paymentswith
with Debit Customer Payment account 1
status
statusAllocated.
Allocated. Credit Sub-ledger and AR account

Customer
Customer No
Print
Printdrafts
draftsand
andmail
mailtoto Change
Changestatus
statustoto
signs
signsfor
for
customer.
customer. Bounced.
Bounced.
acceptance
acceptance
Debit Sub-ledger and AR account
Yes Credit Customer Payment account 1
Reopen invoices
Change
Changestatus
statustoto
Conditional Change
Changestatus
statustoto
ConditionalCollection.
Collection. Debit Customer Payment account 2
Accepted.
Accepted. Credit Customer Payment account 1

Send
Senddrafts
draftstotobank.
bank. Debit Customer Payment account 3
Credit Customer Payment account 2

Bank
Bank Yes Debit Bank account
Banking
Bankingentry
entrystatus
status
discounts
discounts Credit Paid Conditionally account
Paid
PaidConditionally
Conditionally
draft
draft

Debit Paid Conditionally account

Banking
Bankingentry
entrystatus
status Credit Conditional Collection account
Paid.
Paid. (Customer Payment account 3)

The first two steps are the same as the flow for payment of drafts.
1 When the payment is created, the Allocated status debits a customer payment account and
credits the customer’s AR account.
2 The draft is printed and sent to the customer. What happens next depends on whether the
customer approves the draft:
a If the draft is not accepted, the status is changed to Bounced and the GL effects of the first
step reversed.
b If the draft is accepted, the status is changed to Accepted. This moves the amount from
one customer payment account to another.
3 The bank honors the draft and charges a fee for early payment, based on a percentage of the
draft value. In this case, the payment is considered conditional since you are still liable for the
full amount and is posted as a liability on your accounts. Instead of changing the payment
status to For Collection when you are ready to present the payment to the bank, you use the
Conditional Collection status when you request early payment from the bank. This process is
also called discounting a draft.
4 When you create a banking entry to confirm the payment, the system sets the payment status to
Paid Conditionally. This debits the Bank account and credits a Liability account that you
define for the Paid Conditionally status.
 Accounts Receivable 459

This posting reflects the fact that you received the money (DR on bank account), that the
amount is still liable (CR on liability account), and that this liability is balanced (DR on
customer payment account). Generally, the bank gives a smaller amount (DR) than the
nominal value of the payment document (CR). Therefore, in the banking entry, there is a debit
amount remaining that you must post to a GL account for discounting drafts.
5 Finally, you use Customer Payment Status Change to change the payment status from Paid
Conditionally to Paid, which backs the payment amount out from the customer payment and
liability accounts into a discounted account (which you define when creating the Paid status).
This leaves a Debit balance on your Bank account.

Credit Card Payments

Customer payments by credit card are validated and authorized using QAD Customer Self-Service
(CSS). See Implementation Guide: QAD Customer Service (QAD CSS) for information on the
credit card authorization process.
When an order is placed from a QAD CSS Web site, QAD CSS communicates with the credit card
issuing company to approve or decline the payment, and generates a sales order in the QAD Sales
module for approved payments. The sales order is processed using standard shipment functions
and Invoice Post and Print. During invoice post, the system creates the corresponding customer
invoice, captures the payment amount through the credit card authorization, and creates a new
customer payment with a For Collection status. Receiving the banking information from the bank
sets the payment status to Paid.
Important Bank payment formats are defined per entity. Customer sites are also defined per
entity. When the customer site and the customer bank payment format are defined for different
entities, the system generates errors during Invoice Print and Post, which prevent the sales order
from being posted, and so also prevent the automatic customer payment. Therefore, you must
verify that bank payment formats and sites are defined for the same entity when setting up credit
card payments.

Creating Customer Payment Status Codes

Use the Customer Payment Status activities (27.6.2) to create, modify, view, and delete payment
statuses.
The payment status is the transition state through which you process the customer payment, and
contains the posting details for the transitions.
Note Once a payment status has been used in a transaction, it cannot be modified.
460 User Guide — QAD Financials

Fig. 7.31
Customer Payment Status Create

Field Descriptions

Payment Instrument. Select a payment instrument from the drop-down list. See Table 7.4 on
page 450 for details about each instrument.
Check
Draft
Direct Debit
Promissory Note
Summary Statement
Credit Card
Status. Select a status to associate with the payment instrument from the drop-down list. See
Table 7.5 on page 452 for status descriptions.
Initial
Accepted
Allocated
Bounced
Conditional Collection
For Collection
Paid
Paid Conditionally
Bank Account Code. Specify the GL account code for your bank that is used to process the
payment. The account must be of type Bank.
Daybook Code. Specify a code for the daybook to contain the status transition postings. The
daybook must be of type Customer Payments. Daybook cannot be specified for the Initial
status.
GL Account. Specify the code of the account used for status transition postings.
• For all statuses except Initial and Bounced, you must specify an account type of Customer
Payment.
• For the Initial status, this field does not apply.
 Accounts Receivable 461

• For the Bounced status, this must be an account of type Open Items.
This account is only used for Paid Conditionally payments that are bounced. Instead of
crediting the bank account, the open item account is credited so that a special follow-up
process can be started for requesting a new payment from the customer.
Accounts are updated automatically when you change the payment status. The account
balance reflects the value of all payments that have this status.
Default Value Days. Specify the number of value days it takes to change from one payment
status to another.
This value defaults to zero. When a status transition requires some activity on the part of the
bank, you can increase the number of days, in line with banking practice. This information is
added to the current date when determining the due date for cash reporting.

Creating Customer Payments

Use the Customer Payment Create activities (27.6.4) to create, modify, view, and delete customer
payments.
You cannot modify customer payments with a status of Bounced or Paid. Customer payments with
a status of For Collection or Conditional Collection can only have the status field modified. You
can delete only Initial customer payments. To delete a customer payment with a status other than
Initial, you must first change the status to Initial.
Link the customer payment to an existing open item through allocation or create a prepayment.
You can allocate items to a customer payment immediately by clicking Allocate or modify an
initial payment to enable allocation at a later stage.
The following rules apply to customer payments:
• When you create a payment with a status other than Initial and do not link it to an open item,
the system automatically creates a prepayment open item (CR) for the customer.
• You can adjust the prepayment and the invoice paid later using Open Item Adjustment Create.
• When you change a customer payment status to Bounced or Initial, open items are unlinked
and reopened.
The Create Customer Payment To (Status) and Modify Customer Payment To (Status) activities let
you control user access to the payment cycle.
For example, when you assign the Create Customer Payment To Accepted activity to a particular
role, users assigned to that role can create payments with a status of Allocated or of Accepted only.
The Status drop-down list is restricted to display the To Status and previous statuses in the flow.
Subsequent statuses, such as For Collection or Paid Conditionally, are not available.
Note For more information on controlling user access to activities using role permissions, see
User Guide: QAD Security and Controls.
The Create Customer Payment To (Status) screen looks just like Customer Payment Create, but
displays only those statuses for which your role has permission.
462 User Guide — QAD Financials

Fig. 7.32
Customer Payment Create

Field Descriptions

Customer Code. Specify the code that identifies the customer making a payment. The system
loads the customer’s default bank information defined in the Banking tab of Customer Create.
Most bank details default from the bank and cannot be modified.
Business Relation, Name. This field displays the business relation and name associated with
the customer.
Bank GL Account. Specify the GL account of type bank receiving the payment. If you specify
a customer first, the banking details default from the customer. If you leave customer blank,
the lookup retrieves all the bank account numbers and formats defined for all customers on the
Customer Banking tab. Selecting a bank account fills in all of the other relevant fields, most in
read-only mode.
Customer Bank No. This field displays the customer bank associated with the specified bank
account.
Own Bank Number. This field displays the number of your own bank account, which is
defined on the Banking tab of the customer record.
Payment Format. This field displays the payment format associated with the selected
customer bank account number.
Amount/Currency. Specify the value of the payment in the transaction currency. The amount
must be positive and can be entered manually or automatically by linking the payment to open
items in the Allocation sub-screen. See “Allocating a Customer Payment” on page 463.
Note The payment currency must be the same as that of the open items against which you
allocate the payment. If an invoice for this customer is in US dollars, your customer payment
must be in the same currency.
Reference. Enter reference text (maximum 40 characters) for the payment. When the payment
instrument is check, this is typically the check number.
A warning displays if a duplicate reference is specified for a customer.
Due Date. Specify the date on which the payment is receivable.
 Accounts Receivable 463

Value Days. Enter a value for the number of days required by the bank to process the
transaction. The default number of days is retrieved from the payment status definition.
Subtype. This read-only field indicates that the payment is manual or automatic. You create
manual customer payments through the Customer Payment activities, and automatic payments
through the Customer Payment Selections.
Status. Choose a payment status from the drop-down list. The default for a new record is
Initial (if you have created a payment status Initial for the type of payment). Table 7.5 on
page 452 lists payment statuses.
Year/Number. This field displays the accounting year and payment sequence number, which is
automatically generated by the accounting year.
Creation Date/Last Printed Date/Times Printed. These read-only fields indicate the payment
creation date, most recent printing date, and number of times the payment has been printed.
Click Allocate to allocate the payment to an open item.

Allocating a Customer Payment

This screen displays when you click Allocate to retrieve open items for this customer to which you
can allocate the customer payment.

Search For Invoices

Use the search criteria fields to select open items for allocation to the customer payment. You can
simply search for all open items for this customer, or specific invoices or invoice amounts.
You can also allocate to open items for any customer in the system. The system retrieves the
customer name and business relation details into the Allocation screen from the payment screen as
defaults. Delete these details and click Apply to search for all open items for all customers.
Customer/Business Relation Code/Payment Reference. Specify the customer code, business
relation code, or invoice reference text to search for open items.
Shipper. Specify a shipper number to select invoices related to a specific shipment. This field
applies to automatically created sales-related invoices.
Year/Daybook/Voucher. Specify a GL calendar year, daybook, or voucher number.

Amount. Specify an amount and a currency for the open item.

Operators/Margin. Specify a calculation operator and a margin for the amount. The amount
and margin must be positive. The search returns both debit and credit matches.
When the operator is set to = and the margin is set to zero, the search returns open balances
that equal the value in the Amount field.
When the operator is set to = and the margin is set to, for example, 10, the search returns open
balances within a range of +10 or –10 of the value in the Amount field.
Include All Entities. Select this field to retrieve open items from other domains that have the
same shared set as the current domain.
464 User Guide — QAD Financials

Click Search to display a list of open items that match the search criteria in the grid. Select
Full in the row in the grid to allocate the full amount for the item. You can accept or modify
the amount to be allocated.
Fig. 7.33
Customer Payment Create, Payment Allocations

Field Descriptions

Posting Date. Specify a posting date for the payment.

Amount to Allocate/Allocated Amount/Balance. These read-only fields are updated by the

allocation process.

Grid

TC Allocated. Enter the amount to allocate to the invoice. If you are not allocating the full
amount, enter the partial amount here.
The system automatically splits the allocated amount into a TC Paid Amount and a TC
Discount Amount, based on the credit terms and the payment date.
TC Discount = TC Allocated * Discount% / 100

TC Paid = TC Allocated – TC Discount

The relevant rounding method is then applied to the result.
Note For invoices with tax, the payment amount also contains a tax component. If the tax
setting Discount Tax at Invoice is set to Yes, the discount amount at the time of payment only
applies to the tax base amount.
TC Discount. This field displays the discount that applies for early payment, based on the
credit terms.
You can always overwrite the discount amount proposed by the system by entering the amount
yourself. Then, the TC Allocated amount is recalculated as TC Paid + TC Discount.
 Accounts Receivable 465

TC Paid. Enter the amount paid, excluding the discount. The system recalculates the TC
Allocated amounts automatically as TC Paid + TC Discount.

Creating a Deduction
The Deductions button is currently disabled. The ability to record deductions will be available in a
forthcoming QAD release.

Creating a Prepayment
At this stage of the payment process, you can create a new prepayment instead of allocating the
payment amount by clicking Prepay. Do this when you have received a payment and do not know
which invoice it is related to or receive payments before invoices are sent.
Fig. 7.34
Customer Payment Create, Prepayment

Field Descriptions

Business Relation/Customer. These values display from the Payment Create screen.

Invoice Description. Enter an optional description of the prepayment.

Sub-Account, Cost Center, Project. Specify analysis values if they are required by the
prepayment account.
TC Prepayment Amount. Specify the amount of the prepayment in transaction currency. This
defaults from the invoice amount.

Customer Payments and Open Items

You can allocate invoices, credit notes, and prepayments to a payment. You can also select open
items created for other customers and created in other entities. In this case, the allocation creates a
cross-company posting.
The system marks and numbers linked items to avoid double payment.
466 User Guide — QAD Financials

When you modify a payment instrument, the allocated amounts of invoices that were already
linked can be changed. In this case, the invoice balance is changed and, if necessary, the invoice is
reopened.
Note For more information on Open Item Adjustment, see “Open Item Adjustment” on page 351.

Allocation Discounts
Allocating the payment fully to an invoice for the full amount is equivalent to paying the invoice.
This means that general rules for financial discounting apply.
For invoices with credit terms that define discounts for early payment that are registered and paid
before the discount due date, the discount percentage is applied.
In some countries, a tax correction posting for the discount is registered upon saving the allocation.

Allocation and Currencies

All allocated open items must have the same currency as the payment currency. In the exceptional
case that a customer pays an invoice with a different currency, the payment can be allocated to a
prepayment, which can afterward be adjusted to the invoice using Open Item Adjustment.
Once invoices are linked, the base currency value of the payment is calculated as the sum of the
base currency values of the linked invoices; the payment inherits the average exchange rate of the
invoices.
Note For detailed information on revaluation, see “Revaluation” on page 340.

Modifying Customer Payments

Use Customer Payment Modify to modify customer payments.
When a customer payment is in the Initial status, you can modify all aspects of the payment,
including the customer and the amount. When the payment status changes to a status other than
Initial, you can only modify the status and the description. However, you can reset the payment
status to Initial, provided that the payment has not been paid, bounced, or voided.
When a payment is set to the Paid, Bounced, or Void status, you can no longer modify the
payment. At this point, the only way to correct the payment is to manually re-open all customer
invoices linked to the payment using Open Item Adjustment Create, and then create a new
payment with the correct details.

Modifying Bank Details on a Customer Payment

When using a customer payment to process invoices, the system loads the default account number,
own bank account, and payment format defined for this customer into the payment fields. These
banking details are then used for all open items contained in the payment.
 Accounts Receivable 467

Because businesses can need to change the default own bank account and payment format during
the payment cycle, you can change the payment banking details for a customer payment in any
status other than Paid. This means that you can create and allocate a payment to open items for one
or multiple customers, each with different banking details. Once the allocation is complete, you
can then select a different own bank number and payment format in the payment header.
Example You create a customer payment for Customer A, for whom the customer bank account
number is 13336789, the default payment format is AR check, and the own bank number is
77778888 (linked to GL account 1012). You set the payment amount and click the Allocate button
to allocate to open items.
You allocate to items for open items with differing payment details. Click OK to return to the
payment screen.
To change the banking details, click the Bank GL Account lookup to select a different own bank
account for this customer. You select the customer bank account number 22234376, the default
payment format is AR draft, and the own bank number is 88889999 (linked to GL account 2012).
All the open items included in the payment inherit these payment details.
Note You can also change the bank accounts and payment format of the payment before
allocating to invoices.
You can even specify that you want to pay invoices from customers with a payment from a
different customer. To do this, clear the Customer Code field in the Allocation Search criteria, and
replace it with another customer code.
If the own bank number and payment format is not defined for any of the customers for whom
open items are included in the payment, the system automatically adds this combination as a new
line on the banking tab of the customer record.
When the open item is fully paid, the payment details on the Financials Info tab of the invoice are
replaced by the new combination. When the item is partially paid, the system adds a new line to
the Financial Info tab of the invoice for the open balance, and retains the open item format and
attributes for this amount.
The original and new payment formats used in this process may contain payment attributes, and
the attributes of a new payment format must be consistent with the attributes applied to the original
open item. The following restrictions apply:
Table 7.6
Payment Format Attribute Restrictions
Payment Format on Open Payment Format on
Item Customer Payment Result
Different type of format Different type of format The format can be changed.
from Payment; no attributes from Open Item; no
attributes
Same type of format as Same type of format as The format can be changed.
Payment; has attributes. Open Item; has attributes The system checks that the
payment does not contain
two open items with the
same format but different
attributes.
468 User Guide — QAD Financials

Payment Format on Open Payment Format on

Item Customer Payment Result
Different type of format Different type of format The system displays a
from Payment; has from Open Item; no warning that the open item
attributes attributes attributes will be removed.
The format can be changed.
Different type of format Different type of format The format cannot be
from Payment; has or does from Open Item; has changed. When the format
not have attributes attributes. selected for the payment is
different from the open item
format and has attributes,
the system prevents you
from allocating to open
items. This is because the
new format attributes may
conflict with those of the
open items.

Customer Payment Mass Change

Use Customer Payment Mass Change (27.6.4.5) to register the status transitions of one or more
payments, and if required, to change the bank details or payment selection for selected payments.
To change the status of single payments, use Customer Payment Modify; for changing the status of
multiple payments at one time, use Customer Payment Mass Change. The mass change activity
also lets you select external payments in different formats for status transition.
Using Customer Payment Mass Change helps streamline the process of completing a payment
processing flow. For example, when the bank lets you know that a set of checks has cleared, you
can update the status of all of them at one time. You can also clear a batch of checks by loading a
bank file using Document Import (35.1) and using Process Incoming Bank Files (31.1.6). See
Chapter 11, “Banking and Cash Management,” on page 663.
Use one or a combination of payment detail fields to search for existing customer payments.

Changing Own Bank Number for Payments

When completing customer payments, you can decide for cash flow or other reasons to change the
bank account or account number into which the payment is made. The Change Own Bank Number
option lets you specify a different bank account and account number for selected payments.
You can specify a different account number for the same bank, or a different account number and
bank account. The new account number, account, and payment instrument combination must be
already defined in Bank Payment Format Link and must be defined for the same entity as the
original combination.
You must also have defined a payment status that uses the new bank account, payment account,
and payment instrument.
Example You create a check payment using bank account 1040 and GL payment account 1048.
In order to change the bank account to 1041:
• There must be an existing customer payment status of Allocated with the payment instrument
Check and bank account 1041.
 Accounts Receivable 469

• Bank account 1041 must be linked to an AR check payment format in Bank Payment Format
Link.
If the Allocated payment status using the new bank account uses a different GL payment
account—for example, 1049—the system generates a posting to compensate for the difference.
Example The Allocated payment status for bank account 1041 uses GL account 1049. When you
change the bank account from 1040 to 1041, the system generates a GL posting that credits 1048
and debits 1049 for the payment amount. This posting uses the daybook defined for the new
payment status.
When you select a new account number and bank account for a payment, this combination is then
automatically added to the Banking tab of the customer record as a new default own bank account
combination. Alternatively, if you change to another own bank number that is already recorded in
the Banking tab of the customer record, this own bank number becomes the new default for
payments from that customer. When the payment is already allocated to an invoice, the banking
details are also automatically updated in the banking grid of the invoice Financial Info tab.
Note You can only change the bank details for payments with a status of Accepted or Allocated.

Assigning Payments to a New Payment Selection

You can use Customer Payment Mass Change to group payments created using Customer Payment
Create and Customer Payment Selection Create together in a single payment selection. The ability
to combine payments and selections in a single selection facilitates the transfer of payments to
your bank.
In the grid, select the payments to which you want to assign a new payment selection code. Select
the New Payment Selection field under the grid, and specify the new payment selection code in the
Selection Code field. When you click Apply, the Payment Selection Code field in the grid is
updated to display the new payment selection code. When you click Save, the lines you selected in
the grid are moved to the new payment selection.
Fig. 7.35
Customer Payment Mass Change
470 User Guide — QAD Financials

Field Descriptions

Customer Payment Selection

Posting Date. Specify the date that the status change should be effective.

BC Balance. This field displays the value of the payments selected in the grid in base
currency, and is read-only.
The value is updated each time a payment is selected or deselected in the grid.

Search for Payments

Business Relation Code. Specify a business relation to search for payments associated with
that business relation.
Business Relation Search Name. Specify a business relation search name to retrieve
payments associated with that business relation.
Customer Code. Specify a customer code to search for payments from that customer.

Payment Instrument. Select a payment instrument to display payments for that instrument
only.
Status. Select a payment status to display payments with that status.

Payment Selection Code. Specify a payment selection code to display payments in that
payment selection.
Business Relation Name. Specify a business relation name to search for payments associated
with that business relation.
Year and Number. Specify a year and payment number to display matching payments.

Reference. Specify a payment reference to display matching payments.

Operator/Due Date. Specify an operator and due date for the payment. The operator combined
with the due date determines which records are retrieved.
>= Due Date: The system retrieves all payments with a due date later than or equal to the due
date specified.
= Due Date: The system retrieves all payments with the due date specified.
<= Due Date: The system retrieves all payments with a due date earlier than or equal to the due
date specified.
Creation Date. Specify a payment creation date to display payments created on that date.

Click Add to retrieve all payments that meet the search criteria.
To change the status of multiple rows in the grid, use these fields:
Select All Rows. Select all payments in the grid.

Deselect All Rows. Deselect all payments in the grid.

Change Status. Select this field to enable the New Status for Selected Rows.
 Accounts Receivable 471

New Status for Selected Rows. Choose a new status for the payment from the drop-down list
and click Apply to apply the status to the selected rows.
Note You can also edit the status in the grid for individual rows as needed.

Change Own Bank Number. Select this field to enable the New Own Bank Number fields.

New Own Bank Number. Specify a new own bank number for the selected payments. The
lookup displays the numbers of bank accounts that have been linked to payment formats only.
New Payment Selection. Select this field to assign a new payment selection code to one or
more lines selected in the grid. Selecting this field enables the Selection Code field.
Selection Code. This field is enabled if you select the New Payment Selection field. Specify
the new payment selection code to assign to the selected payment lines.
Click the appropriate button:
• Click Header Fields to change attributes associated with the payment file header of the new
payment selection. This button is enabled only when the payment format specified supports
this feature. See “Payment Format Maintenance” on page 229.
• Click Apply to apply the new status and bank accounts to the payments.
• Click Clear to clear the contents of the grid.
• Click Save to save the payments with the new statuses and bank accounts, and to register the
status transition postings.

Creating Customer Payment Selections

Use the Customer Payment Selection Create (26.6.4.6) activity to select multiple invoices by due
date and create payments for groups of invoices.
This results in a payment selection containing multiple invoice details for a payment from your
customer to your bank account. You then generate a payment file. The payment file is formatted
according to the payment format required by your bank for payments from this customer. For
example, for a customer who normally pays by check, you link an AR check format to your bank
account and specify this format for payments from this customer.
You can create the payment selection with one of three statuses:
• Initial. The Initial status is used in EDI Advanced Banking only. Initial payments do not create
GL entries or update AR open balances. You cannot move a payment selection from the Initial
status to another payment status. See “EDI Advanced Banking for Accounts Receivable” on
page 707.
• Allocated. The Allocated payment can be sent in draft form to customers for approval.
• For Collection. The For Collection payment does not require customer approval and can be
exported immediately as a payment file.
The Customer Payment Selection Create screen has three areas:
• Customer Payment Selection. Specify the details of the payment.
• Filter information. Use a combination of criteria to retrieve the invoices to be combined in the
selection.
• Grid. Display the results of the selection in the grid.
472 User Guide — QAD Financials

Fig. 7.36
Customer Payment Selection Create

Field Descriptions

Customer Payment Selection

Payment Selection. Enter a unique code (maximum 20 characters) to identify the payment
selection. This field is required.
Date. Specify the due date to be assigned to the payment selection. This date applies to all the
individual invoices in the selection, regardless of their individual due dates.
This field is ignored when Create Payments per Due Date is enabled.
Payment Total. This field displays the total of the individual invoices included in this payment
selection, and includes expected discounts, even if the customer might never use the discounts.
The payment total is always positive. The value is updated based on the invoices that are
selected in the grid.
Status. Select Initial, Allocated, or For Collection as the payment status. The value you select
determines the status in which payments are created.
Important For the Initial, Allocated, and For Collection statuses to be available in the drop-
down list, you must first have defined these statuses in Customer Payment Status Create for
the selected bank GL account and payment format.
Initial: The Initial status is used in EDI Advanced Banking only. Initial payments do not create
GL entries or update AR open balances. You cannot move a payment selection from the Initial
status to another payment status. See “EDI Advanced Banking for Accounts Receivable” on
page 707.
Allocated: The Allocated payment can be sent in draft form to customers for approval.
 Accounts Receivable 473

For Collection: The For Collection status ensures that only draft amounts that have been
changed from Allocated to Accepted following customer approval are included in the final
payment file. Unapproved drafts are excluded.
Bank GL Account. Specify your GL bank account. You can select only bank accounts that are
linked to payment formats.
Own Bank Number. This field displays the default account number for the bank GL account
defined in Account Create. You can select a different account if multiple account numbers are
associated with the GL account. The payment format displayed is determined by the bank
account number you select.
Payment Format. This field displays the format for the payment. This format is retrieved from
the payment format and attributes linked to the GL bank account selected. See “Payment
Formats” on page 228 for details. Depending on the payment format, you may be able to
modify some header attributes for the payment. The selected invoices must match this
payment format.
Executed. This field is read only and is selected for payment selections that have been
executed. The field is always blank in Customer Payment Selection Create.
Target Payment Selection. This field is read only in Customer Payment Selection Create. It is
used in Customer Payment Selection Modify where, if you cancel an invoice line or modify
the due date or interest rate on an executed Initial payment selection, you must move the
affected lines to an unexecuted Initial payment selection. See “Customer Payment Selection
Modify” on page 475.

Field Descriptions

Search for Invoices

Set Selected. Specify how you want the system to set the Selected field on the invoices that
are displayed in the grid after you click Apply:
All: Enable the Selected field for all invoices, regardless of the due date.
Due Only: Enable the Selected field only for invoices with a due date on or before the Ref Due
Date specified.
Due and Discounted: Enable the Selected field only for invoices that are either due on or
before the Ref Due Day or are discounted within this period.
None: Do not enable the Selected field for any of the invoices.
Date. Specify the date the system must use for finding invoices to be included in this payment
selection. The system selects invoices due on or before this date that meet the other selection
criteria.
Visible Item. Choose to display all search results or only those results that match the Set
Selected filter criteria. If you display All, you can manually modify the Selected field to
include additional invoices if necessary.
View Invoices Without Banks. Select this field to display only invoices that are not already
associated with a bank account. Invoices without banks do not appear on payment selections,
so may inadvertently be skipped during processing. This is especially important for supplier
invoices.
474 User Guide — QAD Financials

Payment Group/Business Relation/Currency/Sub-Account Code/Intercompany/Country

Code. Specify one or a combination of search criteria for invoices.

Create Payment per Due Date. Indicate how many payment selections you want to create.
If you select this field, the system groups the open invoices by customer and by invoice due
date. For each group, the system creates a payment record with the same due date as the
invoices in that group.
If the field is cleared, then all the invoices for the same customer are grouped in a single
payment that has the selection due date as the payment date.
Clear: All selected invoices are grouped in one payment selection and assigned the due date
specified in Payment Due Date.
Select: A separate payment selection is created for each group of invoices with the same due
date. In this case, the Payment Due Date on the header is ignored, and the dates of the
individual invoices apply.
Example You enter selection criteria that result in 10 invoices displaying in the grid. Of
these, five are due on May 1 and five on May 10. When Create Selections per Due Date is
selected, two payment selections are created with five invoices each, and assigned the due
dates May 1 and May 10.
All Entities. Select this field to retrieve invoices from other domains that have the same shared
set as the current domain.
You can create a payment selection within one entity that includes invoices created in other
entities within the same domain.
The system creates a record for the Cross-Company daemon to process, and the payments for
the invoices in the other entity are posted as cross-company transactions. See “Cross-
Company Transactions” on page 384.
Use one of the following methods to update data in the grid:
• Click Search to retrieve invoices that match the search criteria. You can modify the criteria and
click to append subsequent results to the grid.
• Click Clear to clear the results grid. When you have appended a number of searches to the
grid, click to clear the most recent set of results.
• Click Header Fields to change attributes associated with the payment file header. This button
is enabled only when the payment format specified supports this feature. See “Payment
Format Maintenance” on page 229.
Only open invoices that have the own bank number and payment format specified in the header of
the selection are retrieved.

Field Descriptions: Payment Grid

You can only modify the Selected, TC Payment Amount, and Discount Amount fields in the
results grid. You can right-click and insert a new row, which is automatically created as a
prepayment.
Click Save to save the payment selection.
 Accounts Receivable 475

Customer Payment Selection Modify

Use Customer Payment Selection Modify to modify both executed and unexecuted customer
payment selections with the Initial status.
Important The Initial status is used in EDI Advanced Banking only. See “EDI Advanced
Banking for Accounts Receivable” on page 707.
In the browse for Customer Payment Selection Modify, you can search for Initial payment
selections using a variety of criteria, such as the invoice number, shipper, internal reference
number, and bank title number.
On both executed and unexecuted payment selections, you can modify payment interest rates and
due dates. When you modify the due date, the invoice is also updated.
On unexecuted payment selections, you can remove payment lines, and on executed payment
selections, you can cancel lines.
When you cancel an invoice line or modify the due date or interest rate for a line on an executed
Initial payment selection, you must transfer the modified lines to an unexecuted payment selection
with Initial status for the same bank account and payment method. You can also transfer the lines
to a new payment selection by specifying a new code as the target payment selection. When you
save the payment selection, the modified or canceled lines are moved to the new or existing target
payment selection. If you try to save a modified payment selection and have not specified a target
payment selection, an error is displayed.
Note When you modify an unexecuted Initial payment selection, the Target Payment Selection
field is not editable because you do not need to specify a target payment selection.

Customer Payment Selection View

Use Customer Payment Selection View to view both executed and unexecuted customer payment
selections with the Initial status.
Important The Initial status is used in EDI Advanced Banking only. See “EDI Advanced
Banking for Accounts Receivable” on page 707.

Customer Payment Selection Execute

Use the Customer Payment Selection Execute (27.6.6.1) and Re-execute (27.6.6.2) activities to
generate a payment file from the payment selection you created.
The Execute activity dates and numbers the payment file. This payment file is then available for a
banking entry. Use the search criteria to retrieve existing payment selections.
The system uses data loaded into EDI eCommerce to create the file to be sent to the bank. Details
about the payment file such as its location on the file system are specified when the electronic data
interchange (EDI) data is loaded. The EDI processing is controlled by the payment format and
attribute values. In this way, electronic files for export are correctly formatted for the receiving
bank. This process is described in detail in “Payment Formats” on page 228.
476 User Guide — QAD Financials

Fig. 7.37
Customer Payment Selection Execute

Field Descriptions

Year/Selection Code. This read-only field displays the year and the customer payment
selection code.
Payment Format. This field displays the payment format used when creating the payment
selection.
Requested Date. Specify a payment date for the payments included in the file.

Duplicate. Select to indicate that this file is a duplicate of a previously generated payment file.

If the current file is a duplicate, the fields in the Previous Export area display details of the
previously generated file.

Payments and Banking Entries

Use the Payment Selection Allocation option in Banking Entry Create to complete the processing
of payment selections.
For more details on banking entries, see “Banking Entry” on page 670.

Printing Customer Payments

The reports on the Customer Payment Print (27.6.8) menu can be used to generate overview
information, as well as produce payment records for approval. Drafts, promissory notes, and
summary statements are payment instruments that are printed and sent to the customer to request
payment. The other options on this menu produce internal reports for your review.
 Accounts Receivable 477

Table 7.7
Customer Payment Print Menu
Report Description
Customer Check Prints review information about customer checks entered in the
Print (27.6.8.1) system.
If you want to modify the layout of the customer check, refer to
User Guide: QAD Reporting Framework, which describes the
customization of Component 1 reports. In addition, the Best
Practices for Customization training guide describes how to
customize the business logic for reports.
Customer Draft Lets you print drafts to be sent to the customer for approval. Once
Print (27.6.8.2) the customer signs and returns the draft, it is a valid payment
instrument. Drafts are similar to regular checks but, unlike checks,
include a due date. A check is payable immediately, but a draft is
payable only on or after the due date.
Customer Lets you print promissory notes to be sent to the customer for an
Promissory Note approver’s signature. The promissory note is a promise of payment,
Print (27.6.8.3) instead of an unconditional payment order.
Customer Direct Provides a status overview of direct debits received from customers
Debit Print along with invoice details.
(27.6.8.4)
Customer The summary statement lists outstanding invoices that the customer
Summary must pay and is used by the customer to make the payment by
Statement Print transfer. This can be sent directly to the customer or managed by
(27.6.8.6) the bank.

When you print payment instruments, you can select documents to print by payment selection ID,
payment status, customer, and creation date, as well as other criteria.
You can use the following fields to manage the print process.
Increase Counter. Select Yes to increase the counter for the number of times a payment
instrument has printed. Use this in conjunction with the Only New Documents field to ensure
you do not reprint instruments accidentally.
Only New Documents. Include only documents that have not been processed before, such as
unprinted checks in the check run.

Collecting Receivables
Collecting receivables can be separated into two activities:
• Monitoring customer activity
• Managing overdue payments

Customer activity is controlled by the credit limit you define as part of the customer setup, and can
be adjusted at any stage of the customer relationship. The credit limit prevents you from creating
new liabilities for this customer when the limit has been exceeded.
You use a number of utilities to monitor customer activity:
Customer Activity Dashboard displays a read-only overview of customer liabilities for the
current entity or multiple entities. The information includes the customer’s credit limit details
and separate invoice and payment details; it can be generated for specified periods.
478 User Guide — QAD Financials

The AR module also includes many different reports and views that let you review customer
information using customizable selection criteria, including:
• Aging Analysis reports calculate aging for all due customer open items by the number of
periods overdue at the specified date.
• Customer Open Item Report (27.17.1) lists outstanding open items on a specified date for
the selected customer. Open items are grouped by type (invoice, credit note, prepayment,
adjustment).
• Customer Statement of Account (27.17.19) details customer AR activity as of a specified
date and lists all items that would be open as of that date.
These reports are discussed in more detail in “Accounts Receivable Reports” on page 777.
When the customer is also a supplier, you can use Open Item Adjustment to net customer and
supplier invoices, and to adjust the customer and supplier balances accordingly. See “Open Item
Adjustment” on page 351.
When AR reports indicate that payments are overdue, Reminder Letter (27.17.10) generates a
series of automated reminder letters to the customer.
Contested payments are handled either by a manual correction invoice or credit note, or by
marking the invoice as contested in the system.
When payment is acknowledged as overdue, the Finance Charge function calculates the charges to
be applied to the overdue amounts as a finance charge invoice.

Managing Customer Credit

Credit checking lets you monitor overdue payments and customer account balances, and place
further sales orders and invoices for this customer on hold when a specified credit limit has been
exceeded. The system checks all AR activity for this customer, across all entities in the database.
You define one or a combination of credit limits on the Credit Limit tab of the Customer screen.
Once defined and saved, these credit limits are automatically applied to this customer, and enable
credit checking on the customer’s transactions.
The following types of limit are configurable:
• A fixed maximum limit on the customer opening balance. This maximum applies for all
entities using this customer.
• A percentage of the gross customer turnover for the most recent fiscal year.
• A maximum number of days overdue. This limit applies to invoices that have exceeded their
overdue date.
For a description of the Credit Limit tab fields, and details on how to configure these credit limits,
see “Credit Limit Tab” on page 249.
The credit limit you set for the customer is measured against the customer AR activity for all
entities in the database. The total of customer AR activity is calculated in the following way:
• The total of AR balances for all entities, plus
• The total of open item balances, plus
• The value of the current AR activity such as sales order or invoice
 Accounts Receivable 479

This AR activity includes the following types of transactions:

• Customer invoices
• Customer opening balances
• Open item adjustments
• Banking entries (for direct debit prepayments)
• Customer payments (also for direct debit prepayments)

The credit check totals these amounts and compares them against the set credit limit. When the AR
total exceeds the credit limits, the system warns you of the overrun. You can ignore the warning
and continue with the transaction, if required.
The Maintain Credit Limit activity also lets you adjust customer credit limits before and after
creating a transaction, which then lets you complete the transaction posting.
The Customer Turnover Report details customer activity over a given period. For credit purposes,
a Turnover Report for the customer over the previous 12-month period shows the amount to which
the percentage turnover credit check is to be applied. The Customer turnover includes sales orders
and invoices for the selected customers from all entities.
The maximum days overdue credit check monitors the due dates on open items, and marks those
items that have exceeded the period allowed for payment. Due dates for customers and invoices
are based on the associated credit terms.

Maintaining Credit Limit

The Customer Credit Limit Maintain (27.20.1.6) activity lets you adjust the credit limits defined
for customers. This activity displays the same screen that is updated in the Credit Limit tab for the
customer, with the other tabs unavailable (see “Credit Terms” on page 222 for information about
this tab). Use this option in conjunction with the Customer Activity Dashboard and the different
types of credit reports to control and adjust customer credit. You can adjust the credit limit for
individual customers only.

Credit Limits and Invoice Status Codes

You can assign status codes to customer invoices to indicate that the invoice is contested. The
status is for reference, and also acts as a search criterion when browsing for invoices. Invoice
status codes do not have a blocking effect on customer invoices and so do not form part of the
credit checking process. You use invoice status codes as part of the approval process for supplier
invoices only.
480 User Guide — QAD Financials

Credit Reporting and Views

The following reports and views display customer credit information. These reports are described
in full in “Customer Reports” on page 779.
Table 7.8
Customer Credit Views and Reports
Report Description
Customer Balance View Provides current customer balances.
Customer Account Statement Print Details customer AR activity from some or all
entities in the domain. The As Of Date criterion
sets a past effective date for the report, and the
system calculates and lists all items that would
be open as of that date.
Reminder Letter Lists open items for a customer and includes text
that depends on the reminder level of the
invoice.
Customer Aging Analysis Current Calculates aging for all due customer open items
by the number of periods overdue at the
specified date. Current payments are all
payments taken into account up to the day the
report is generated.
See “Customer Aging Reports” on page 496.
Customer Aging Analysis by Group Groups aging analysis data by sub-account, sales
Current account GL profile, or project. See “Customer
Aging Reports” on page 496.
Customer Aging Analysis History Lists payments up until the end of the specified
period.
See “Customer Aging Reports” on page 496.
Customer Aging Analysis by Group Groups the data generated in Aging Analysis
History Backwards by sub-account, sales account GL
profile, project, or salesperson.
See “Customer Aging Reports” on page 496.

Customer Activity Dashboard

The Customer Activity Dashboard (27.18.1) offers a comprehensive overview of all activity
related to a single customer, in a single entity or over multiple entities. The drill-down generates
read-only credit information that includes the following areas:
• Sales order and open item balances
• Total current liability
• Individual drill-downs on invoices, credit notes, and open item adjustments

You can display credit information for a customer with reference to one or multiple entities in the
domain and see the balance for the selected entities and all entities. Amounts in the payment and
invoice grids are displayed to two decimal places and discount calculations support negative
quantities.
 Accounts Receivable 481

The Activity tab displays all invoices and associated payments for the customer, by default for a
three-month period. Payments display as child rows beneath their associated invoices. You can
view the invoice and payment information separately using the Invoice and Payment tabs.
Payments displayed include invoices allocated through banking entries.
You can use grid features to group and sort information by key credit-related details such as the
number of weeks overdue, or see all invoices due in a certain week.
Fig. 7.38
Customer Activity Dashboard

Field Descriptions

Customer Code. This field displays the name of the customer that you selected previously in
the browse for which you want credit information. The associated business relation name and
code display.
Business Relation/Name. These fields display the associated business relation and name.

Entity. Select one or multiple entities for which to display AR activity for this customer. The
current entity is selected by default, and totals for the current entity display in the Credit
Details tab. Use Ctrl+Click to select multiple entities in the list.
If you change the entity settings, click Apply to regenerate the credit information. The entity
setting affects data in all the tabs.
482 User Guide — QAD Financials

Credit Details Tab

This tab displays sales order and open item balances for the customer. It also displays the customer
credit limit, and the credit turnover amount calculated for this customer, based on the values
specified in the Customer Credit Limit tab.
Name, Address, Zip Code/City, Country Code, State, County, Telephone, Fax, Email, Web
Site. These fields display the customer address and contact information.

Currency Code. Specify a currency in which to display the information. The customer
currency is loaded by default. When you specify a different display currency, amounts are
converted from the customer currency using the default accounting exchange rate. For
example, switch currencies to view the amounts in the currency of the current domain.
This field affects only the data you view on the Credit Details tab.
Fixed Credit Limit. This field displays the fixed credit limit amount defined for this customer.

Turnover Credit Limit. This field displays the turnover credit amount, which is calculated as a
percentage of the customer turnover for the previous 12-month period.
High Credit. This field displays the highest amount of credit extended to this customer to date,
which is equivalent to the largest AR balance so far reported. The amount is recalculated with
each revision of the customer credit limit.
Credit Terms Code. This field displays the credit terms assigned to this customer.

Credit Hold. When selected, future orders for this customer are placed on credit hold, and
existing orders are placed on hold so they cannot be shipped without the hold being released.
Last Payment Date. This field displays the date of the last completed customer payment.

Last Sales Date. This field displays the date of the most recent sales order completed with this
customer.
High Credit Date. This field displays the date on which the highest credit amount was
extended to this customer. The date is recalculated with each credit revision.
Credit Agency Reference. This field displays any credit agency reference number assigned to
the customer.
Credit Rating. This field displays the internal credit rating defined for this customer, if any.

Average Days Paid Late. The average number of days this customer has paid late beyond the
due date of the invoice.

Totals for All Entities

Balance of Open Items. This field displays the total amount of customer open items generated
in all entities. Open items consist of invoices and credit notes entered directly using Customer
Invoice Create and posted invoices and credit notes from operational activity. Unposted sales
orders are not included in the balance of open items.
Balance of Sales Orders. This field displays the total amount of customer sales orders
generated in all entities. The following types of orders are included:
• Discrete sales orders, both confirmed and unconfirmed
 Accounts Receivable 483

• Pending invoices
• Return Material Authorizations from Service/Support Management
Note Sales quotes and customer scheduled orders are not included in the open order amount.
When a quantity is shipped on a customer scheduled order, a pending invoice is created, which
is included.
Balance of Drafts. This field displays the total amount of customer drafts generated in all
entities.
Total Liability. This field displays the customer total liability, based on the total sales order
balance plus the AR balance for all entities.
Highest Reminder Level. This field displays the maximum amount allowed on all open
invoices for the customer before the customer is sent a reminder.

Totals for Selected Entities

Balance of Open Items. This field displays the total amount of customer open items generated
in the selected entities.
Balance of Open Items. This field displays the total amount of customer open items generated
in the selected entities.
Balance of Drafts. This field displays the total amount of customer drafts generated in the
selected entities.
Highest Reminder Level. This field displays the maximum amount allowed on all open
invoices in the selected entities before the customer is sent a reminder.

Activities Tab
This tab lets you view customer invoices and associated payments in one screen, including
payments created by allocating a bank statement line to an invoice
By default, open invoices for a three-month range display. You can change the start and end dates
as needed and choose to look at closed invoices or both closed and open using the Status field.
Double-click individual lines on the grid to view the original item.
484 User Guide — QAD Financials

Fig. 7.39
Customer Activity Dashboard, Activity Tab

Review the information under the Invoices and Payments tabs for individual field details.

Invoices Tab
Use the Invoices tab to view selected invoices. You can modify the date range and the status of
invoices to include in the view. Double-click a line on the grid to view the original item.
Fig. 7.40
Customer Activity Dashboard, Invoices Tab

Field Descriptions

Invoice Number. This field displays the number of the selected invoice or credit note.

Invoice Date. This field displays the invoice creation date.

Due Date. This field displays the payment due date.

 Accounts Receivable 485

Discount Due Date. This field displays payment due date to qualify for an early payment
discount.
Currency. This field displays the currency for the transaction.

Base Currency. This field displays the base currency of the domain in which the invoice was
created.
Open. This field indicates if the invoice is still open.

BC and TC Original Amount. These field displays the original invoice amount in base and
transaction currencies.
BC and TC Open Amount. These fields displays the open (unpaid) invoice amount.

Type. This field displays the invoice type: invoice, invoice correction, credit note, credit note
correction, finance charge.
OI Description. If the invoice was adjusted using open item adjustment, this field displays the
description recorded in Open Item Adjustment Create (25.13.5) or Open Item Adjustment
Modify (25.13.3).
See “Open Item Adjustment” on page 351 for more information.
# Days Overdue. This field displays the number of days overdue, calculated by subtracting the
due date from today’s date.
# Weeks Overdue. This field displays the number of weeks overdue, calculated by subtracting
the due date from today’s date and dividing by seven. By grouping the data in the grid by the
number of weeks overdue and by adding a summary of type Sum on the TC Open Amount
column, you can create an aging overview of the invoices.
Invoice Status Code. This field displays the invoice status code assigned to the open item.

Expected Payment Date. This field displays the date when payment is expected to be
received. The expected payment date is used in cash flow reporting. This date defaults to the
due date when the invoice is created. If you manually change the due date to a date later than
the expected payment date, this date is automatically updated.
Week #. This field displays the week number of the expected payment date in the year.

Customer Activity Drill Down

The Customer Activity Dashboard includes the ability to drill-down to view the detailed invoice
and payment records associated with the summaries displayed in the Invoices and Payments tabs.
You can view read-only information for invoices, credit notes, and payments.
Fig. 7.41
Customer Activity Dashboard, Invoices Tab
486 User Guide — QAD Financials

When you double-click on the invoice summary line shown in Figure 7.41, the system displays the
corresponding customer invoice in read-only format.
Fig. 7.42
Customer Invoice View

Payments Tab
Use the Payments tab to view the payments and payment selections received for this customer for
a specified date range. The Status filter lets you select partial payments for which invoices are still
open. Double-click a line on the grid to view the original payment.
Customer prepayments created using Banking Entry display as payments in the Customer Activity
Dashboard.
Fig. 7.43
Customer Activity Dashboard, Payments
 Accounts Receivable 487

Field Descriptions

Payment Reference. This field displays any reference information entered in the Payment
Reference field.
Payment Selection. This field displays the payment selection code.

Creation Date. This field displays the payment creation date.

Base Currency. This field displays the base currency of the domain in which the invoice was
created.
BC and TC Original Amount. This field displays the original invoice amount in base and in
transaction currencies.
TC Payment Original Amount. This field indicates the original payment amount in transaction
currency.
Payment Number. This field displays the payment number, which is a concatenation of the
payment year/payment instrument/payment number.
Status. This field displays the status associated with the payment.

Invoice Number. This field displays the number of the invoice being paid.

OI Description. If the invoice was adjusted using open item adjustment, this field displays the
description recorded in Open Item Adjustment Create (25.13.5) or Open Item Adjustment
Modify (25.13.3).
See “Open Item Adjustment” on page 351 for more information.
Payment Due Date. This field displays the date when payment was due.

Discount Due Date. This field displays the discount due date.

BC and TC Open Amount. This field displays the open (unallocated) invoice amount.

# Days Overdue. This field displays the number of days overdue, calculated by subtracting the
due date from the paid date.
Week #. This field displays the week number in the accounting year.

Expected Payment Date. This field displays the date when payment is expected to be
received. The expected payment date is used in cash flow reporting. This date defaults to the
Due date when the invoice is created. If you manually change the due date to a date later than
the expected payment date, this date is automatically updated.
Exchange Rate. This field displays the exchange rate applied to foreign currency payments.

Bank Import Reference. If the payment was imported using a bank file, this field displays the
lock box batch ID of the imported transactions. If the lock box ID is unavailable, this field
displays the filename of the imported bank file.
See “Electronic Processing” on page 693 for more information on importing bank files.

Comments Tab
The Comments tab displays comments recorded for this customer in the customer record.
488 User Guide — QAD Financials

Realized Gain and Loss

For payments in base or transaction currencies, the system calculates the realized gain or loss in
base currency and in statutory currency, and posts the difference to the relevant gain or loss system
accounts. The gain or loss is the difference between the base currency (or statutory currency) value
of the invoice at the time it was created and the base currency (or statutory currency) value of the
invoice at the time of payment. For partial payments, this difference is prorated according to the
amount paid.
When a domain uses a statutory currency, the system calculates the gain or loss twice, once for the
base currency and a second time using the statutory currency, each using the most recent statutory
exchange rate.
The original exchange rates for both the base currency and statutory currencies are stored in the
original transaction invoice record, and compared with the relevant exchange rate at the time of
payment. The difference is then posted as a gain or loss.
The differences in the base currency calculations and statutory currency calculations for the same
transactions can have a different sign. For example, the same transaction can cause a gain in base
currency and a loss in statutory currency. In this case, two posting lines are created: one for the
gain amount and one for the loss amount.
Example

A domain has a base currency of Euros and a statutory currency of Polish Zloty (PLMN). The
company sells 10 items to a British customer at a unit cost of 10 GBP each.
When the invoice is posted, the system posts a debit of 100 GBP to the AR control account and
uses the accounting exchange rate of 1.1 to convert this amount to Euros for the base currency (110
Euros). It then uses the statutory exchange rate of 5.1 to convert from GBP to PLN (510 PLN). The
sales account is credited with 90 GBP (equivalent to 99 Euros and 559 PLN) and the tax account is
credited with 10 GBP (equivalent to 11 Euros and 51 PLN).
When the customer pays the invoice, the exchange rates have changed. The accounting rate from
GBP to Euros is now 1.2 and the statutory rate from GBP to PLN is now 5.0. When the payment is
lodged in the bank account, 100 GBP is equivalent to 120 Euros and 500 PLN. However, the
payment postings to the AR control account use the exchange rates valid at the invoice date
(accounting rate 1.1 and statutory rate 5.1). Therefore, the AR control account is credited for 100
GBP, which is equivalent to 110 Euros and 510 Zloty.
The system posts a realized gain of 10 Euros to the Realized Gains account and a loss of 10 Zloty
to the Realized Loss account.
 Accounts Receivable 489

Fig. 7.44
Realized Gains and Loss in Statutory and Base Currencies
GL Transactions
Exchange Rate
At Invoice Date
GL Account TC BC SC
GBP=>EUR Base Currency
110 EUR AR Control 100 DR 110 DR 510 DR
1.1 (Accounting)
Invoice
100 GBP Sales 90 CR 99 CR 559 CR

GBP=>PLN Statutory Curr.

5.1 (Staturory) 510 PLN Tax 10 CR 11 CR 51 CR

Exchange Rate GL Account TC BC SC

At Payment Date
Bank 100 DR 120 DR 500 DR
GBP=>EUR Base Currency
1.2 (Accounting) 120 EUR
Payment AR Control 100 CR 110 CR 510 CR
100 GBP
GBP=>PLN Statutory Curr. Gain 0 10 CR 0
5.0 (Staturory) 500 PLN

Loss 0 0 10 DR

Reminding Customers of Outstanding Balances

The system supplies two documents that can be printed and sent to customers regarding their
outstanding balance.
• Customer Statement of Account (27.17.19) lists customer AR activity from selected or all
entities in a domain. The As Of Date criterion sets a past effective date for the report, and the
system calculates and lists all items that would be open as of that date.
• Reminder Letter (27.17.10) lists open items for a customer and includes text that depends on
the reminder level of the invoice.
The Statement of Account prints only for customers that have Print Statement enabled in the
Payment tab of Customer Create. When the report is generated, you can use the statement cycle to
select which customers to print statements for.
Reminder letters are printed only for customers that have Print Reminders selected on the Payment
tab of the Customer function; see “Print Reminder” on page 246. You can print letters for one or
more entities, but you must specify a header entity for contact details that print on the report.
Contact information for the customer is derived from the Reminder address type associated with
the customer’s business relation, if one exists. Otherwise, contact details for the headoffice address
are used.
The Customer Reminder Overview includes details for all customers—regardless of the setting of
Print Reminders. It is an internal report that lists the reminder level, reminder date, due dates, and
original and current balance for each selected customer open item, as well as the customer contact
information so that you can call or e-mail them. The overview includes credit notes as well as
invoices, so you can see a full picture of the customer’s status.
490 User Guide — QAD Financials

Reminder Levels
Reminder letters also let you optionally increase a counter for selected invoices that indicates the
reminder level. Four levels are supported, and each level generates a different letter. When you
generate letters, the system searches for the highest level of each customer’s open invoices. That
level determines the letter that is printed.
Example Customer Big Wheels has 5 open invoices; 4 are at reminder level 1 and one is at level
3. The level 3 letter is generated for Big Wheels. When the level 3 invoice is paid, the next time the
reminders are generated, a level 1 letter is generated.
The system automatically increments the reminder level each time the letter is printed. Level 0
letters are printed initially. The second printing uses a level 1 letter, the third a level 2 letter, and
the fourth a level 3 letter. Every subsequent print is at level 3, although you can manually reset the
level counter, as described below.
You select the reminder level counter using the Reminder Level and Update Counters fields on
Reminder Letter.
In cases where you want to issue another reminder but do not want to increase the reminder level
for a particular customer (for example, that customer has invoices that remain unpaid because of
delivery problems), you can reset the reminder level for all customer invoices for that customer
using the Reminder Counter Reset field on Customer Maintain Credit Limit (27.20.1.6). You can
then set a new level for individual invoices using the Reminder Counter field on the Financial Info
tab of the invoice.
The Do Not Increment Reminder Counter field on Invoice Status Code Create lets you create
invoice status codes that prevent reminder levels from incrementing. You can assign these status
codes to an invoice that should remain at the same reminder level for each print run. For example.
when a particular invoice is disputed, you can assign this status code, which ensures that this
invoice does not influence the reminder level further.
Table 7.9
Reminder Levels
Reminder Level Logic
Print with Update
Print with Update Counters = Yes Counters = No
Invoice Status: Do not Invoice Status: Do not
Increment Reminder Increment Reminder
Count = No Count = Yes Invoice Status: Any
Print
Run Reminder Level Reminder Level Reminder Level
1 1 1 1
2 2 1 1
3 3 1 1
4 4 1 1

Example Existing invoices are still outstanding, but there were delays in delivering to the
customer, which means that you want to send further reminders for specific invoices but want to
decrease the level to 1. The reminder level for these invoices is currently at 3.
 Accounts Receivable 491

Use the following steps:

1 Select Maintain Customer Credit Limit for this customer, and click the Reminder Counter
Reset button.
The reminder level for all invoices for this customer is reset to zero.
Alternatively, you can also change the individual invoices.
1 Select the invoice to be modified in Customer Invoice Modify.
2 On the Financial Info tab, the Reminder Counter field displays the level 3. Select Level 1 from
the drop-down list.
3 Save and close the invoice screen.

Selecting Customers for the Reminder Letter

When running the Reminder Letter report, you can specify entities from domains that have the
same customer shared set as the current domain. Including activities from all entities ensures that
the customer’s balance is accurately reflected.
Example

The customer, Alderon, has the following balances in entities US-West and US-East:
• Entity US-West. This entity has an Alderon invoice for $75 and an Alderon prepayment for
$22. Therefore, Alderon’s outstanding balance is $53 in entity US-West.
• Entity US-East. This entity has an Alderon invoice for $110 and an Alderon prepayment for
$150. Therefore, Alderon’s outstanding balance is $-40 in entity US-East.
The sum of Alderon’s activities in both entities is positive. Therefore, Alderon will not be sent a
reminder.

Sample Reminders
The content of the reminder letter changes based on the highest level associated with an overdue
invoice.
For level 1, the body of the letter includes this text, followed by a list of overdue items.
Your account shows the following OVERDUE items to us
Will you please make immediate arrangements to pay this amount or alternatively let me know
your reason for non-payment.
For level 2, the body of the letter includes this text:
We regret there has been no reply to our request for full payment of the above account. No
queries have been raised on your account so the balance remaining must be undisputed.
Your account still shows the following OVERDUE items to us.
Will you please make immediate arrangements to pay this amount or alternatively let me know
your reason for non-payment by return so that we can continue to provide you with the prompt
service you rightly expect from us.
For level 3, the body of the letter includes this text:
492 User Guide — QAD Financials

We regret there has been no reply to our request for payment. The OVERDUE amount is
itemized below.
Unless we receive payment in full settlement within the next three days, legal action will be
commenced without further reference to you and credit facilities will be withdrawn.
These standard texts can be customized by modifying the report layout file
BDebtorReport.DebtorReminders.rpt using the Crystal Reports designer tool

Finance Charges on Overdue Payments

Use Finance Charge Create (27.5.1) to create charges applied to customer open item amounts that
are overdue. The open item can be an invoice, adjustment, or a previously outstanding finance
charge. You normally run finance charge calculations on a monthly basis, before issuing customer
statements.
Note Finance charges are calculated only for customers that have the Finance Charge field
selected on the Payment tab in the Customer function. You can also define the statement cycle for
the customer using the Statement Cycle field and select overdue items by statement cycle. See
“Payment Tab” on page 245.
The due dates and payment terms for open items are contained in the credit terms assigned to the
open item. The system follows these steps when calculating finance charges:
1 The system calculates unapplied credits from all prepayments and unapplied payment
instruments and any credit notes that are not matched to invoices.
2 The system then identifies all open invoices with due dates that are the same as or before the
As of Date specified for the calculation. If any grace days are specified, these are added to the
due dates first. Any contested invoices are not included.
Note If an open item does not have a due date, the creation date of the open item is
considered.
3 The unapplied credit amount calculated in the first step is applied to the open amount
identified in the second step, starting with the oldest documents first. Any invoices marked to
be excluded from credit application are not included.
4 The system then calculates the number of overdue days for each qualifying invoice.
5 Finance charges are calculated by applying the interest rate per annum to the final open
amount.
These steps are explained in more detail in “Calculating Finance Charges” on page 495.
Note For more information on invoice status codes and contested invoices, see “Invoice Status
Codes” on page 218.
You can run the finance calculation as a simulation simply by generating selections and then not
saving the results. You can export the result to Excel for further analysis. Saving the Finance
Charge Calculation results generates finance charge invoices for the calculated amounts. The
finance charge invoices are generated as customer invoices and are not subject to taxes.
 Accounts Receivable 493

Use the Finance Charge Calculation fields as search criteria for overdue open items. Select a range
of bill-to customers and an open item currency. You must run separate calculations for each
currency you select, which produces separate finance charge invoices. Foreign currency open
items are converted to the finance charge currency using the accounting exchange rate.
Note Contested items and items with zero amount due do not display in the results.

Fig. 7.45
Finance Charge Create

Field Descriptions

Search for Invoices

Bill To. Specify the customer to which to apply finance charges. You can use the Shift key to
select multiple customers, which are then displayed in the Bill-To field separated by commas.
Selecting the customer as a Bill-To ensures that the finance charge invoice can be posted to the
customer’s Bill-To address.
Note Only customers for which finance charges have been enabled are displayed in the
browse. See “Payment Tab” on page 245.
Statement Cycle. Click to retrieve the statement cycle for this bill-to customer. The statement
cycle is set on the Customer Payment tab and indicates how often AR statements are normally
printed for this customer.
Currency. Specify the currency of the open items to be selected.

As Of Date. Specify the date the system uses for finding open items. Open items with due
dates on or before this date are selected.
494 User Guide — QAD Financials

Effective Date. Specify a posting date for finance charge invoices generated by this
calculation.
Grace Days. Enter the number of days to be added to the financial due date of an open item,
after which interest charges are calculated. The default is zero.
Interest Rate % per Annum. Enter the annual interest rate to be charged on the overdue
amounts.
Minimum Finance Charge. Enter a minimum finance charge threshold. Calculated charges
below this amount are automatically brought up to the threshold.
Include Previous Finance Charges. Select this field to include previous finance charges that
are still overdue in the current calculation.
Daybook. Specify the daybook of type Finance Charge to be used for the finance charge
posting.
Contested Status. Specify the invoice status code that you use to identify contested invoices.
The system then ensures that these contested invoices are not included in the open amount.
Unapplied Credit Exclusion Status. Specify an invoice status code used to identify invoices
that should be included in the open amount but that should not have credit applied to them.
For example, if you have negotiated a long-term payment period for purchased goods and the
invoice is subject to finance charges until it is paid, you do not want the system to
automatically apply unapplied cash or credit notes.
Click Search to retrieve invoices and credit notes for this bill-to customer based on the set criteria.
Finance charges are applied to each open item selected in the grid. The system then adds a finance
charge invoice to the grid for the total of charges to be applied.

Grid Field Descriptions

Customer Code. This field displays the customer code selected.

Customer Selected. Select this field to include open items for this customer in the finance
charge calculation. The field is selected by default.
Click the expand icon to display the open item child rows.
Customer Code. This field indicates the customer code.

Invoice Selected. Select this field to include the invoice in finance charge calculation. The
field is selected by default.
Invoice Ref. This field displays the reference ID of the open item.

Invoice Type. This field indicates whether the open item is an invoice, credit note, or finance
charge invoice.
Due Date. This field displays the original due date of the open item.

Open Amount. This field displays the amount of the original open item.
 Accounts Receivable 495

Charged Amount. This field displays the total amount to which finance charges are applied.
The charged amount for the finance charge invoice at the end of the grid indicates the total of
all charged amounts, and is updated when you select or deselect open items in the grid.
Charged Days. This field displays the total number of days for which charges are applied.

Finance Charge. This field displays the finance charge calculated for each open item. The
finance charge amount for the finance charge invoice is the total of all finance charges applied
in this calculation.
Currency Code. This field displays the currency in which the finance charge is applied.

Calculating Finance Charges

Finance charges are applied on a per overdue day basis. The system calculates the number of days
for which the open item is overdue, and applies a percentage of the open item total for each
overdue day.
The formula for calculating finance charges is:
Open Amount x (Overdue Days/365) x% Interest Rate

This calculation is applied to each open item in turn. The open amount is the total amount of the
open item minus any credit to be applied. The overdue days are determined using the credit terms,
as of date, and grace days you apply to this finance charge. You then set the Interest Rate Per
Annum % value and enter a minimum finance charge amount. The system calculates a finance
charge for each open item, and creates a finance charge invoice for the total of these charges.
The finance charge invoice has the following postings:
Account Debit Credit
Customer Control 100
Sales Finance 100

The Sales Finance account is found from the Finance Charge profile specified on the Customer
Accounting tab.

Finance Charge Example

You post two invoices and a credit note for Customer A during the month of August, without
matching the credit note against either invoice. Customer A has a credit term of 30 days.
• Invoice I001 for $1000 is posted on 1 August and has a due date of 31 August.
• You post Invoice I002 for $1500 on 8 August, giving a due date of 10 September.
• You also post a credit note CN001 for $500 for this customer on 8 August, which is also due
on 10 September.
A number of other invoices sent to Customer A are contested, and you have associated the invoice
status code Contested with these open items.
You also have a number of long-term hire-purchase agreements with Customer A with specially
negotiated repayment terms. These agreements exist in the system as overdue invoices created
using the invoice status code HP.
496 User Guide — QAD Financials

You create a finance charge on 12 September and set a grace day period of 3 days, a minimum
charge of $10, and an interest rate of 10%.
To prevent the system from including the contested invoices, you enter Contested for the
Contested Status field. To prevent any unapplied credit being applied to the hire-purchase
agreements, you enter HP in the Unapplied Credit Exclusion Status field.
You retrieve all open items for Customer A. These consist of:
Item Reference Amount Due Date
I001 1000 31 August
I002 1500 10 September
CN01 –500 10 September

The As Of Date for this finance charge is 12 September. Invoice I001 was due on 31 August and
the grace days period of 3 days has elapsed. Therefore, the amount to which you apply finance
charges is $1500 and the number of overdue days is 12.
Invoice I002 was due on 10 September. This is within the grace day period of 3 days, and the
invoice amount of $1500 is not subject to finance charges.
The system applies CN01 as a credit for $500 on the outstanding amount for this customer, which
is $1500. Once the credit is applied, the total open amount for finance charges is $1000.
In this example, the open amount is $1000, the overdue days value is 12, and the interest rate to be
applied is 10%: The calculation is therefore:
$1000 x 12/365 x 10% = $3.29

The system creates a Finance Charge invoice for $3.29 for Customer A.

Draft Finance Charges

Finance charges can be saved in draft format when Draft Instances is selected in System/User
Settings, Change System Setting. When you save a record in draft format, none of the system
validations are executed. You can then return later to complete the record by choosing the Finance
Charges Browse Drafts activity and selecting the record you want to finish from the list. See User
Guide: Introduction to QAD Enterprise Applications for details on drafts.

Customer Aging Reports

This section describes the aging reports. All available customer reports are described in “Accounts
Receivable Reports” on page 777.

Customer Aging Analysis Current Report

The Customer Aging Analysis Current report (27.17.6) lists all current outstanding open items,
such as invoices, credit notes, and prepayments. The report output is divided between items that
are not yet due and those that are past due (1 month, 2 months, 3 months, and more than 4 months).
This report calculates aging for all due customer open items by the number of periods overdue at
the specified date. All payments up to the day the report is generated are included.
 Accounts Receivable 497

You can display the offset period in days or months.

The following are the report selection criteria:
• Customer Code • Customer Balance
• Business Relations • Invoices within Terms
• Aging Type • Reporting Currency
• Aging Offset • Summary Info By
• Date for Aging Calculation • Add Comments
• To GL Cal Year • Customer Type
• To GL Period • Sort By
• Entity • Payment Group
• Control GL Account • Salesperson

Figure 7.46 shows an example of a Customer Aging Analysis Current report when the report is run
for the system date.
Fig. 7.46
Customer Aging Analysis Current Report

Figure 7.47 shows the report output when the report is run on the same system date, but with the
Date for Aging Calculation field set to two months from the system date. Note that the credit note
and invoice are now in the 2 Months Overdue column. The prepayment was not allocated so this
remains as an open item. The prepayment is aged and also appears in the 2 Months Overdue
column.
498 User Guide — QAD Financials

Fig. 7.47
Customer Aging Analysis Current Report, Aged Two Months

Customer Aging Analysis History Report

The Customer Aging Analysis History report (27.17.7) lists overdue items payments up until the
end of the specified period. Overdue items are listed by type and the amount overdue. The items
are then categorized by the amount of time by which they are overdue (1 month, 2 months, 3
months, and more than 4 months).
The report has the following selection criteria in addition to those listed for the Customer Aging
Analysis Current report:
• Currency Code
• Daybook Codes
• Cost Center Codes
• Detail Level
• Customer Totals Only
• Full Details
• Transaction Summary by Customer
 Accounts Receivable 499

Fig. 7.48
Customer Aging Analysis History Report

Customer Aging Analysis by Group Current Report

The Customer Aging Analysis by Group Current report (27.17.8) groups aging analysis data by
sub-account, cost center, project, or customer type.
The report has the following selection criteria in addition to those listed for the Customer Aging
Analysis Current report:
• Sub-Account Codes
• Group By (all, Customer Type, Cost Center, Project)
• Project Codes
• Detail Level
• Customer Totals Only
• Full Details
• Transaction Summary by Customer
500 User Guide — QAD Financials

Fig. 7.49
Customer Aging Analysis by Group Current Report

Customer Aging Analysis by Group History

The Customer Aging Analysis by Group History report (27.17.9) groups the data generated in
Aging Analysis historically by sub-account, cost center, project, and customer type.
The report has the same selection criteria as the Customer Aging Analysis by Group Current
report.
Fig. 7.50
Customer Aging Analysis by Group History Report
 Chapter 8

Self-Billing
This chapter introduces Self-Billing functions and features.
Overview 502
Introduces the Self-Billing functions and process.
Self-Billing Programs 504
Lists the main self-billing functions.
Preparing to Use Self-Billing 504
Process shipping information to match customer-initiated payments.
Capturing Self-Billing Data 506
Describes prerequisites for capturing self-billing data.
Creating Self-Bills 506
Create self-bills using customer remittance advice records.
Importing Self-Bills 511
Use EDI to import self-bills.
Maintaining Self-Bills 510
Maintain existing self-bills.
Creating a New Self-Bill in Self-Bill Maintenance 511
Use Self-Bill Auto Create or Document Import to create a new self-bill.
Deleting Self-Bills 515
Delete self-bills using Self-Bill Maintenance.
Confirming Self-Bills 516
Apply payment to invoices referenced by self-bills.
Unconfirming Self-Bills 517
Reverse payments made in Self-Bill Confirm.
Self-Billing Reports and Inquiries 518
View self-bill information using reports and inquiries.
Self-Bill Delete/Archive 521
Archive or remove closed records.
502 User Guide — QAD Financials

Overview
Use the Self-Billing module to process customer-initiated payments by applying payment to
invoices based on line-item shipper details, including:
• Customer details
• Purchase order (PO) number
• Kanban number
• Release authorization number (RAN)
• Evaluated receipt settlement (ERS) payment references
Note See “Evaluated Receipts Settlement” on page 643 for a discussion of ERS.

With Self-Billing you can:

• Automatically enter customer remittance information using Document Import (35.13).
• Automatically enter remittance information based on hard-copy customer remittance advice.
• Manually enter remittance information.
• Apply under- or over-payment credit to accounts receivable based on such documents.
• Apply batch payments to invoices referenced on self-bills.

Note Self-Billing is an element of the QAD PRO/PLUS functionality. Other PRO/PLUS

elements include:
• Container and Line Charges; see User Guide: Sales
• Customer Sequence Schedules; see User Guide: Scheduled Order Management
• Shipment Performance Reporting; see User Guide: Sales
• Supplier Performance; see User Guide: Purchasing
• Supplier Shipping Schedules; see User Guide: Scheduled Order Management

Reviewing Traditional Self-Billing

In the automotive industry, suppliers often do not send invoices to their customers. Instead, the
customer remits a self-bill. This document details shipments received and amount due to the
supplier for these shipments. The amount also reflects any deductions for defective or damaged
parts, and any other pertinent credits due. This document is called a self-bill because the customer
decides the payable amount instead of relying on an invoice from the supplier.
 Self-Billing 503

Figure 8.1 shows the traditional self-bill work flow.

Fig. 8.1
Traditional Self-Bill Work Flow

Supplier
Suppliermakes
makesshipments
shipmentstoto
customer.
customer.

Customer
Customerremits
remitsself-bill
self-billand
and
payment.
payment.
Shipments
Shipmentsare
arereceived
receivedby
by
customer.
customer.

Supplier
Supplierreceives
receivesandand
processes
processesself-bills
self-billsand
and
Customer payment.
Customercreates
createsself-bill
self-billfor
for payment.
new shipments.
new shipments.

Supplier
Suppliercreates
createsdiscrepancy
discrepancy
notices
notices if self-billand
if self-bill andinvoice
invoice
Customer amounts
amountsdiffer.
Customeradds
addscorrections
correctionsfor
for differ.
other
otherself-bills.
self-bills.

The self-bill is remitted to the supplier, who then processes it and compares it with open invoices.
When the self-bill information is entered into the system, it is matched to invoices for that
customer.
If the supplier notes any discrepancy between the self-bill and their records, the customer must be
notified within a predefined period for corrections to be made. In some situations, a self-bill is
remitted and only later is the payment made. In other situations, payment may accompany the self-
bill.
The payment remitted reflects the self-bill and any agreed-upon corrections from previous self-
bills. Each supplier-customer relationship usually sets up specific rules for reconciling
discrepancies. Sometimes these must be written off as losses by either the supplier or the customer.

Customer-Initiated Payments
The Enterprise Applications Self-Billing function lets you process customer-initiated payments
based on the various types of information remitted on the customer’s document.
This customer remittance document can contain different details, based on the specific industry.
These details can include customer bill-to, PO numbers, Kanban numbers, RANs, shipper
numbers, invoice line-item numbers, sales order (SO) numbers, and others.
The customer remittance document must always include an amount payable to the supplier, which
may be adjusted for defective or damaged parts and any other credits due.
Other industries do not necessarily rely on the customer-remitted document number as reference to
the original supplier invoice. Instead, the supplied information must be used to reconcile the
customer’s remittance document to the supplier’s invoice records.
504 User Guide — QAD Financials

Self-Bill Documents
A customer remittance or self-bill can be remitted in two forms: hard copy or an EDI transaction.
For example, if your customers also use EDI eCommerce, they can use Supplier Self Billing
Export (35.4.11) to export payment voucher information to you. You then use Document Import to
import the self-bills into your system (see “Importing Self-Bills” on page 511). The majority of
customer remittances are processed using EDI eCommerce in this way.
Note See User Guide: EDI eCommerce for information on EDI eCommerce.

For remittances in hard copy format, you use the programs in the Self-Billing module to manually
enter the remittance amounts and match them to customer invoices.
The information on a self-bill can, but does not need to, include the following types of
information:
• Adjustments and corrections from previous self-bills.
• Partial payment for a shipment
• Full payment for a shipment
• Trailer charges on selected invoices (trailer charge self-bill lines)
Freight and special handling charges are grouped into this category.
• Tax charges on select invoices (tax self-bill lines)

Self-Billing Programs
The Self-Billing module uses the following programs.
Table 8.1
Self-Billing Programs
Menu Number Description Program Name
27.6.12.1 Self-Bill Maintenance arsbmt.p
27.6.12.4 Self-Bill Auto Create arsbac.p
27.6.12.7 Self-Bill Confirm arsbcf.p
27.6.12.8 Self-Bill Unconfirm arsbunf.p
27.6.12.10 Self-Bill Discrepancy Report arsbrp02.p
27.6.12.11 Invoice AR Balance Report arsbrp03.p
27.6.12.13 Self-Bill Report arsbrp.p
27.6.12.15 Shipment-Invoice Crossref Report arsbsirp.p
27.6.12.23 Self-Bill Delete/Archive arsbdel.p
27.6.12.24 Self-Billing Control arsbpm.p
35.1 Document Import edixsnf.p

Preparing to Use Self-Billing

AR Self-Billing uses processed shipping information to match incoming customer-initiated
payments. The system must first process shipping information for the incoming remittance.
 Self-Billing 505

Shipment details are captured at the time a shipper is confirmed. Invoice, tax, order-level discount,
and trailer information is captured at the time of invoice posting.
Note The Sales Order Shipment program does not capture self-billing information.

You activate Self-Billing for the system using Self-Billing Control (27.6.12.24).
Fig. 8.2
Self-Billing Control (27.6.12.24)

Set the following parameters:

Enable Self Billing. Select to enable self-billing in the system.

Self-Bill Prefix. Define the three-character, self-bill numbering prefix according to your
requirements. In cases where the customer supplies the remittance prefix and number, you can
choose to leave this field blank.
Next Self-Bill. Enter the next self-bill number (maximum 20 characters). In cases where the
customer supplies the remittance number, you can choose to leave this field blank.
Self-Bill Daybook. Select a daybook to use for self-billing transactions. You must define at
least one self-billing daybook in the system.

Setting Up Customers
Configure the following self-billing fields in Customer Data Maintenance (2.1.1):
Capture Self-Billing Information. Select this field to capture self-billing information for this
customer bill-to address. When sales orders or schedules are used with shippers, this field
triggers the creation of shipment invoice cross-reference records for every line item of a
shipment. These cross-reference records are updated when the invoice is created, and can then
be retrieved by the Self-Billing program. The records do not include sales order shipment
postings.
Note This field is displayed only after you activate self-billing in Self-Billing Control.

Fig. 8.3
Customer Data Maintenance, Self-Billing Fields (2.1.1)

Create Payments Automatically. Select this field to automatically create a customer payment
from the self-bill transaction.
506 User Guide — QAD Financials

The default customer bank account to be used for the payment is selected on the Banking tab
of the Customer record (by selecting the Self-Bill Default field for that account), and you also
select a status for the payment from a drop-down menu on this tab. The drop-down menu
displays all the valid payment statuses for that account.
If no customer account is selected for self-billing, the default account and payment format is
used for the payment, and the customer payment is created with a status of For Collection (if
this status is already defined for the customer), or Paid (if no status is defined for the
customer).
If you do not select this field, you process the self-billing invoice using any of the other
customer payment processes or a banking entry.

Capturing Self-Billing Data

Once you have activated Self-Billing and set up the customers that use it, you must allow
sufficient time for your system to capture required customer data before you can begin to process
customer-initiated payments.
To begin capturing self-billing data:
1 Use shippers to process all shipments that may be referenced on future self-bills.
2 Invoice and post to AR all shipments that may be referenced on a future self-bill.
Note The item numbers to be referenced on future self-bills must be used on the original sales
order. These items are either the customer’s item numbers or your internal item numbers,
whichever appear on the customer-remitted document. On customer schedules, the system uses the
combination of the customer’s purchase order number, the item number, and optional customer
reference information to identify unique order quantities that have been shipped and invoiced.

Creating Self-Bills
Before you can begin to process customer-initiated payments, the corresponding shipping data
must be collected for discrete sales orders and scheduled orders by Pre-Shipper/Shipper Confirm
(7.9.5). You must allow a period of time for this shipping data to be captured before you begin to
process any self-bills. During this time period, post all invoices to AR for shipments to customers
that use self-bills.
If your customers do not use EDI eCommerce to create self-bill records, you use Self-Bill Auto
Create (27.6.12.4) to enter customer remittance advice records into your system. Specify a range
of selection criteria as shown on the customer’s remittance advice, and then associate the payment
information with the correct invoice. You can assign a self-bill number to the document you are
creating, or let the system auto-generate the self-bill number. See “Matching Adjustment Self-Bill
Lines” on page 515.
In certain situations, you may not be able to associate some lines from a customer’s remittance
advice with the self-bill you are creating. These lines are labeled adjustment self-bill lines. You
must manually associate these lines with the corresponding invoice lines using Self-Bill
Maintenance (27.6.12.1).
 Self-Billing 507

Once you create the self-bill using Self-Bill Auto Create, Self-Bill Maintenance is automatically
invoked so you can associate any adjustment self-bill lines with the corresponding invoice
shipment.
The auto-create process consists of four steps:
1 Create a new self-bill by defining selection criteria.
2 Refine the selection by deselecting any lines that should not be referenced on this self-bill.
3 Print, review, and add selections to the self-bill.
4 Use Self-Bill Maintenance to further refine these selections so that they correctly reflect the
information on the customer-remitted self-bill.
Fig. 8.4
Self-Bill Auto Create (27.6.12.4)

Field Descriptions

Self-Bill. Enter the self-bill to which the selections are to be added.

When left blank, a self-bill number is generated using control program default information.
Specifying an existing self-bill number adds selections to that self-bill. Specifying any other
number in this field creates a new self-bill for that number and selections are added to it.
Bill-To. Enter the bill-to for which the selection is to be made. This is the customer’s
address.When entering information for an existing self-bill, you must also enter that bill-to.
All shipments referenced on the shipper must be paid by the same bill-to.
Currency. Enter the currency for this self-bill document.
All shipments referred to on the self-bill must be invoiced in the same bill-to currency. Only
this currency can be used on this self-bill.
508 User Guide — QAD Financials

Currency is mandatory. When a self-bill is specified in the Self-Bill field, data defaults from
that self-bill’s bill-to.
Authorization. Enter the authorization number sent by the customer to identify a shipment.
Release Authorization Number (RAN), Dealer Order Number (DON), and kanban numbers
are examples of authorization numbers.
Note See “Shipment-Invoice Cross-Reference Report” on page 520.
When you add detail lines, you can enter an authorization number to select shipments from the
shipment-invoice cross-reference table.
Sort By. Specify the display order for information on the Self-Bill Workbench. The four sort
orders are:
• Item Number and Authorization Number
• Authorization Number and Item Number
• Shipper Number and Item Number
• Customer PO and Item Number

Additional logical fields let you specify whether the self-bill includes the following types of
charges:
• Line charges
• Trailer charges
• Taxes
• Container charges
• Order discounts

Using Self Bill Auto Create

Follow these steps to create a new self-bill or to add lines to an existing self-bill using Self-Bill
Auto Create (27.6.12.4).
1 Enter a previously created self-bill number, or leave Self-Bill blank when creating a new self-
bill.
2 Enter any identifying information in the auto-create selection screen. Enter as much or as little
information as you have from the customer’s remittance advice you are re-creating.
Significant information you should enter is:
• Shipper number
• Sold-to
• Ship-to
• Item number
• Date of shipment
• Authorization number
Note The more selection criteria you provide, the narrower and more accurate your selection
becomes.
 Self-Billing 509

3 Specify whether to include shipment details, trailer charges, taxes, container charges, line
charges, or order discounts on the selection display screen.
4 Select a sort order for the resulting workbench report.
5 Choose Next.
The system analyzes your customer’s shipment data and displays a list of possible shipper
numbers that might be associated with the customer’s remittance advice document. This
information is displayed in the screen according to the sort order you previously indicated.
Fig. 8.5
Self-Bill Workbench Area

6 Use the workbench area to refine your selection by deselecting any lines that should not be
referenced by this self-bill. The item number is the customer’s item number, which was
originally used on the order.
• Use Next/Previous functions to navigate from entry to entry.
• Deselect any entry that does not belong on the self-bill. An asterisk (*) indicates selection.

7 Choose Next to continue with your selection.

8 Print and review the selection. You are prompted to continue.
• If you continue, either all selections are added to an existing self-bill or a new self-bill is
created and selections are added to it.
• If you do not continue, selections are not added to the self-bill.
Note See “Maintaining Self-Bills” on page 510.

9 Self-Bill Maintenance (27.6.12.1) is automatically invoked to let you edit these selections to
correctly reflect the information on the remittance advice. In the Self-Bill Maintenance header,
you cannot edit the Self-Bill, Bill-To, or Currency fields, which default from Self-Bill Auto
Create.
510 User Guide — QAD Financials

Maintaining Self-Bills
Once a customer remittance advice has been entered into your database, it must be maintained and
updated.
Use Self-Bill Maintenance (27.6.12.1) to manually enter new self-bills and delete and maintain
existing self-bills. Use this function also to reconcile any adjustment lines that result from
processing a self-bill using Self-Bill Auto Create (27.6.12.4) or Document Import (35.1).
Fig. 8.6
Self-Bill Maintenance (27.6.12.1)

Self-Bill. Enter the self-bill to which the selections are to be added. When left blank the system
generates a self-bill number.
By entering an existing self-bill number, you specify a self-bill to which selected details are
added. Specifying any other number in this field creates a self-bill for that number and adds
the selection to it.
Bill-To. Enter the bill-to for which the selection is to be made. The bill-to is required. You
cannot change the bill-to once you have created a self-bill in the system.
All shipments referenced on the shipper must be paid by the same Bill-To and with the same
currency.
Transmission. Enter the transmission that identifies the batch of EDI self-bills received from
this customer.
This field is used to group a number of EDI self-bills.
Amount Total. This field displays a running total amount of all shipments and other entries
referenced on this self-bill. This total is maintained by the system and cannot be changed.
Lines. This field displays the running total number of lines on this self-bill. This system-
maintained field is for reference only and cannot be edited.
Response Date. Enter the date by which you need to communicate any discrepancies found
within the self-bill back to your customer.
This is a previously agreed-upon date between you and your customers. It defaults to the
current date.
Currency. Enter the currency for this self-bill document. All records included on this self-bill
must be invoiced using this currency. For new self-bills, currency defaults from the bill-to
address of the customer.
Note Total is expressed in terms of the currency specified for this customer.
 Self-Billing 511

Amt Control Total. Enter the control total of all shipments and other entries referenced on the
self-bill. This control total is usually the total on the hard-copy self-bill.
This total is used to reconcile the total amount of the self-bill. In order to make a payment for
a self-bill, the Amt Control Total must match the Amt Total of the self-bill.
If any entries on the self-bill are incorrectly entered, the amount does not match the self-bill
Amount Total. You are warned about the discrepancy when exiting this maintenance function.
The two totals must match to apply payment to the self-bill.

Importing Self-Bills
Use Document Import (35.1) to import EDI self-bills into the system with EDI eCommerce. This
function loads self-bill information from an EDI file and processes it to create a self-bill document
in your QAD database.
Note For more details on EDI eCommerce, see User Guide: QAD EDI eCommerce.

During import, the system tries to associate incoming electronic self-bill data with invoice data.
Once loaded into your database, the information can be manually modified using Self-Bill
Maintenance. See “Matching Adjustment Self-Bill Lines” on page 515.
EDI self-bill lines should always be associated with an Enterprise Edition invoice number.
However, the system may not be able to make this association for some self-bill lines due to
incorrect or incomplete information in the EDI file. These problems are reported in the EDI load
report produced during import.
Lines that the import process cannot associate are tagged as adjustment entry lines. You can
manually associate adjustment self-bill lines to the correct invoice in Self-Bill Maintenance.

Creating a New Self-Bill in Self-Bill Maintenance

You usually use Self-Bill Auto Create or Document Import to create a new self-bill. However, you
can also use Self-Bill Maintenance to manually create a new self-bill.
In the program header do the following:
1 Enter a new self-bill number.
Leave blank for the system to create a new number from the information in the Self-Billing
Control.
2 Enter or select a customer bill-to address.
On a new self-bill, information defaults for Response Date and Currency.
3 Edit Transmission, Response Date, and Amt Control Total as needed. Choose Next.
A self-bill line selection frame is displayed.
512 User Guide — QAD Financials

Fig. 8.7
Self-Bill Maintenance, Line Selection Frame

Follow these steps to create a new self-bill line:

1 Right-click the blank self-bill line and choose Insert to insert a line.
The self-bill line edit frame is displayed.
Fig. 8.8
Self-Bill Maintenance, Line Edit Frame

2 Enter the Self-Bill Item or Sold-To.

3 Enter any other identifying information available. If you enter an item number associated with
a customer item in Customer Item Maintenance (1.16), the customer item number is displayed
below the Self-Bill Item field.
When you choose Next, the system matches shipment invoice records based on the
information in these fields.
For Type:
• Leave blank if entering a shipment line.
• Enter A for an adjustment line. Use this code when creating an adjustment line to
reference a write-off.
• Enter C for trailer charges line.
• Enter D for discount line.
• Enter T for tax line.
 Self-Billing 513

• Enter L for line charges line.

• Enter X for container charges line.

4 When the system finds multiple matches for the information you enter, a shipment selection
frame is displayed. Use this frame to select the correct line.
• Use the arrow keys to scroll from line to line.
• Press Enter to select the correct line.
If only one match is found, or after you select the correct shipment line from the line match
frame, the financial detail frame is displayed.
5 Enter or edit financial details and remarks for the line. Choose Next.
6 Matching shipment information is displayed in the last frame.

Working with Self-Bill Lines

The self-bill lines that are created in Self-Bill Auto Create (27.6.12.4) or Document Import (35.1)
must be modified to correctly reflect what has been paid on each self-bill. The lines on the newly
created self-bill include the entire unpaid quantity and expected price.
After using Document Import to process EDI self-bills, use Self-Bill Maintenance to reconcile any
adjustment lines. After using Self-Bill Auto Create, you are automatically brought to the Self-Bill
Maintenance header. See “Matching Adjustment Self-Bill Lines” on page 515.
Once the header information has been entered into the Self-Bill Maintenance header or you have
finished the initial auto-create procedure, the line selection frame is displayed. Use this frame to
edit, delete, or add new self-bill lines. Use this frame also to link adjustment self-bill lines to
shipments, which in effect changes self-bill adjustment lines to shipment self-bill lines.
To modify self-bill line details:
1 Select the self-bill line to modify.
Fig. 8.9
Self-Bill Maintenance, Line Selection Frame

Use the arrow keys to navigate up and down the self-bill lines. Press Enter to select the line to
be modified.
The self-bill line edit frame is displayed.
514 User Guide — QAD Financials

Fig. 8.10
Self-Bill Maintenance, Line Edit Frame

2 Add or modify the fields according to the information from the EDI file or the customer
remittance advice document.
Note The field values entered in the Line Edit frame are the same values displayed in the
Line Selection frame. When entering a new line, you must enter values. When editing an
existing line, the values displayed were defined when the line was originally created.
Self-Bill Item. This is the item referenced on the customer remitted correspondence—either the
customer item number specified on the scheduled or discrete sales order line or your internal
item number.
If specified on the sales order line, the customer item number takes precedence over your item
number.
Type. This indicates the code identifying this line type.

Authorization. This is the authorization number sent by the customer to identify a shipment.
Release Authorization Number (RAN), Dealer Order Number (DON), and kanban numbers
are some examples of authorization numbers.
During the addition of detail lines, you can enter an authorization number to select shipments
from the shipment-invoice cross-reference table.
Invoice. This is the invoice associated with this line.
When this self-bill line is an adjustment line and Invoice is left blank, an unapplied pre-
payment is created for the amount referenced.
Open Qty. The line selection frame displays the quantity not yet paid on any self-bill. This
field applies only to shipment self-bill lines and does not display for adjustment self-bill lines.
Open Qty is expressed in terms of order unit of measure.
Paid Qty. Enter the total number of items that have been paid for.

Price. This is your listed price for the item.

Paid Price. Enter the price paid by the customer for each item.
 Self-Billing 515

Matching Adjustment Self-Bill Lines

Follow these steps to match adjustment self-bill lines with corresponding shipment information:
1 Go through the self-bill line modification steps outlined on page 513.
2 Select the adjustment self-bill line to match.
The self-bill line detail edit frame is displayed with all the adjustment line details.
3 Select Matching from the menu.
The shipment information frame is displayed.
4 Navigate to the corresponding shipment.
5 Press Enter to match the shipment with the adjustment line.

Deleting Self-Bills
You can use Self-Bill Maintenance (27.6.12.1) to delete an entire self-bill or a specific self-bill
line. When a self-bill or a self-bill line is deleted, any shipment-invoice cross-reference records
associated with it are released and the invoice lines can be selected on another self-bill. See
“Shipment-Invoice Cross-Reference Report” on page 520.
Note A self-bill or self-bill line cannot be deleted if the self-bill has been confirmed.

To delete a self-bill line:

1 Select the self-bill that has the line you want to delete.
2 In the line selection frame, select the line to delete.
3 Press Delete.
4 The self-bill line detail frame and a delete confirmation prompt appears.
Fig. 8.11
Self-Bill Line Detail Frame and Delete Line Confirmation Prompt

5 Choose Yes to delete the selected line.

516 User Guide — QAD Financials

To delete an entire self-bill:

1 In the maintenance header, select the self-bill to delete. Press Next.
2 When the second set of fields are highlighted, press Delete.
3 You are prompted to continue with the deletion. Choose Yes to delete the selected self-bill.

Confirming Self-Bills
Once a self-bill has been created and payment has been received, use Self-Bill Confirm (27.6.12.7)
to create customer open items for all of the invoices that are referenced by a self-bill document.
Important You cannot apply payment to a self-bill if the Amt Total does not equal the Amt
Control Total. Use the Confirm function only when you are satisfied that all the remittance
amounts are correct and have been matched.
When you use this program to confirm the self-bill:
• The self-bill amount is finalized and the original customer invoices are closed.
• A new self-bill open item, which uses the self-bill number in the description, is created for the
final amount.
• This open item is paid automatically if you have configured automatic self-bill payments for
this customer.
• If you have not configured automatic payments for this customer, you can pay this open item
manually using banking entry or other customer payment functions.
• When no invoice is specified—the Invoice field on the self-bill is blank and the self-bill line is
an adjustment—the system creates a prepayment for the amount with a reference to the self-
bill and the self-bill line. This prepayment can be a positive or negative value, depending on
whether the adjustment is overpaid or underpaid. This allows for the situation in which the
customer pays less than the amount due on the original invoice.

Using Self-Bill Confirm

When you use Self-Bill Confirm (27.6.12.7) to confirm the self-bill, the system does not
immediately complete the payment process. Instead, it updates the self-bill lines, settles the
original invoice amounts created when the shipper was confirmed, and creates an open item for the
final amount, which is then paid automatically (if configured for the customer) or manually using a
process such as banking entry. It also creates prepayments in the form of AR open items for any
discrepancies. You can write these discrepancies off at a later stage.
Before you can execute Self-Bill Confirm successfully, you must ensure that the Amount Total
that displays in the header of Self-Bill Maintenance and the Amt Control Total for that self-bill are
the same.
 Self-Billing 517

Fig. 8.12
Self-Bill Confirm (27.6.12.7)

To confirm self-bills:
1 Enter the customer bill-to address.
2 Enter the transmission or self-bill number.
The Amt Control Total and other customer financial information are displayed.
3 Optionally enter the associated reference or dates.
4 You are prompted to continue with the confirmation. Choose Yes and then Next to continue.
Note Choosing No returns you to the program header without updating any information.

When you write off a discrepancy:

1 Create a debit/credit invoice in Customer Invoice Create (27.1) for the write-off amount.
2 Create an adjustment line for the amount.
3 Enter the debt/credit invoice in the Invoice field on the detail line for the adjustment.

Unconfirming Self-Bills
Use Self-Bill Unconfirm (27.6.12.8) to reverse the actions of Self-Bill Confirm. You cannot
unconfirm if the final self-bill was automatically or manually paid. In the case of manual payments
processed—for example, using banking entry—you must reset these payments to a bounced status
before unconfirming the self-bill.
Note You cannot bounce automatic payments that have a status of Paid.

Self-bills cannot be unconfirmed if:

• Prepayments created as part of the self-bill process have been matched to other invoices or
credit notes.
• The date entered is not in a valid, open GL period.
518 User Guide — QAD Financials

Fig. 8.13
Self-Bill Unconfirm (27.6.12.8)

To undo a payment:
1 Enter the Bill-To and self-bill number
2 Enter a date for the Unconfirm. This date is also used as the posting date for the transactions
that result from this activity.
3 Choose Next.
4 You are prompted to confirm the update. Choose Yes to unconfirm the self-bill.

Self-Billing Reports and Inquiries

Self-Bill Report
Use Self-Bill Report (27.6.12.13) to review self-bill detail information. Use the selection criteria
and sort options to sort and narrow down the information reported.
 Self-Billing 519

Fig. 8.14
Self-Bill Report (27.6.12.13)

Invoice AR Balance Report

Use Invoice AR Balance Report (27.6.12.11) to determine what portion of invoices referenced by
the self-bill have been paid. Internally, the system maintains a map between every self-bill line and
an invoice. Applying payment to a self-bill means applying payment to the associated invoices.
Fig. 8.15
Invoice AR Balance Report (27.6.12.11)

Use this report in summary mode to determine if an invoice related to a self-bill has any
outstanding amounts. The detail mode lets you drill down to find which shipments have been fully
paid and which have not.

Self-Bill Discrepancy Report

Use Self-Bill Discrepancy Report (27.6.12.10) to view discrepancy details associated with a self-
bill document. Use the details provided by this report to reconcile discrepancies in self-bills. This
report shows the three types of discrepancies that prevent you from applying payment to a self-bill.
520 User Guide — QAD Financials

• Discrepant Lines: Lines matched to invoice shipment data where the invoice shipment data
has an open quantity, an open amount, or a price difference.
• Adjustment Lines: Lines marked with a type A. These lines could not be matched when the
self-bill was originally created.
• Lines Not Matched: Lines that can be matched to invoice shipment data, but for some reason
were not. These are marked as type blank.
Fig. 8.16
Self-Bill Discrepancy Report (27.6.12.10)

For each self-bill, the discrepancy total is displayed first, followed by the detailed sub-totals by
reason for each account. These amount details can be used to create discrepancy memos to apply
credit to the proper accounts. The discrepancy memo must be created and registered with the self-
bill in order to apply payment to the self-bill.
Discrepancies can occur for various reasons, such as the following:
• Differences between quantities shipped and received
• Unit price differences
• Special (trailer) charges in your invoices not included in the customer self-bill
• Special charges included in the customer self-bills but not included in your invoices

Use this report as reference for reporting any discrepancies to the customer.

Shipment-Invoice Cross-Reference Report

The shipment-invoice cross-reference structure holds the map between shipment-related details
such as shipper number or authorization number and associated QAD invoice numbers.
The Shipment-Invoice Crossref Report (27.6.12.15) lists the self-bill cross-reference structures in
the system.
 Self-Billing 521

Fig. 8.17
Shipment-Invoice Crossref Report (27.6.12.15)

Self-Bill Delete/Archive
Self-Bill Delete/Archive (27.6.12.23) is very similar to other delete/archive functions. It can copy
(archive) or remove (delete/archive) closed records from your database. Archived self-bills can be
returned to a database using Archive File Reload (36.16.5).
Only fully paid self-bills within the specified range are deleted. Cross-reference records are also
deleted/archived using this function. Cross-reference records are deleted only when no open
invoices or self-bills are still linked to them.
Fig. 8.18
Self-Bill Delete/Archive (27.6.12.23)

Response Date. Enter the date range (first and last) when any discrepancies must be reported
to the customer. You define a response for self-bills during Self-Bill Maintenance.
Display Detail. Select to display complete self-billing information in the Delete/Archive
report. Otherwise, the report lists the following information only: Self-Bill, Bill-To,
Transmission, Amount Total, Currency, Response, Check
Delete. Select to delete the specified information from the system.

Archive. Select to archive the specified self-bills on tape or other storage media. You must first
select the Delete field in order to create an archive.
522 User Guide — QAD Financials

If you do not select the Archive field, any information you delete during this process cannot be
recovered. When you select this field, the name of the archive file is displayed on the screen.
 Chapter 9

Accounts Payable
The following topics describe the Accounts Payable module. Use Accounts Payable to record
amounts owed to vendors and to process and print payments for those amounts. Accounts Payable
can be used alone, or together with other modules, including Purchasing.
Overview 525
Introduces the Accounts Payable module.
Supplier Invoice Functions 528
Summarizes the main supplier invoice functions.
Types of Supplier Invoice 532
Describes the types of supplier invoice you can create.
Supplier Invoice Create 532
Use Supplier Invoice Create to create supplier invoices.
Delayed Tax 550
Describes taxes that only become due after the invoice has been fully or partially paid.
Allocating, Approving, and Releasing for Payment 550
Move the invoices through a workflow cycle.
Reversing and Replacing Supplier Invoices 555
Reverse invoices using corrections.
Creating Initial Supplier Invoices 559
Create invoices with a status of Initial.
Receiver Matching 562
Match invoice lines against the pending invoices associated with purchase orders.
Sample Matching Postings 589
Describes receiver matching scenarios and the resultant postings.
Payables 599
Summarizes the activities for processing payables.
Supplier Payments 599
Process supplier payments using Supplier Payment Create.
Supplier Payment Selections 610
Process payments for groups of supplier invoices.
524 User Guide — QAD Financials

Realized Gain and Loss 626

Describes the gain and loss postings for multi-currency AP transactions.
Printing Supplier Payment Instruments 626
Print checks, promissory notes, summary statements, and drafts.
Supplier Activity Dashboard 630
View all activity for a single supplier.
Supplier Reports 636
Describes the supplier aging reports and the Supplier Invoice report.
 Accounts Payable 525

Overview
Most payables transactions are accounts payable liabilities resulting from purchasing transactions
with suppliers. These are usually in the form of supplier invoices, which detail the items
purchased, payment due dates for this supplier, and cash discounts that may apply to these
payments.
Supplier payments are recorded in the Accounts Payable ledger. The total balance on the Accounts
Payable ledger is the total monies outstanding to suppliers and is itemized by individual supplier
within the ledger. The purpose of the Accounts Payable ledger is to monitor amounts due and to
record the settlement of outstanding payments.
Accounts Payable lets you manage the supplier payment cycle from original purchase orders for
supplier goods to payment of the corresponding invoices. This cycle is represented by the
following processes:
• Process Supplier Invoices
• Process Payables

You complete these processes using the following AP functions:

• Create and maintain supplier invoices and credit notes.
• Prepare invoices for allocation and allocate them.
• Prepare invoices for matching.
• Identify purchase orders and match with supplier invoices.
• Approve an invoice for payment and release it for inclusion in the payment cycle.
• Adjust the open balance of a supplier invoice or credit note.
• Generate payments to suppliers in various forms.
• Report on all supplier-related transactions and statuses.
• View the supplier balance and open item details.

In addition, you create suppliers, supplier type codes, and purchase type codes in the AP module.
These activities are described in “Setting Up Supplier Data” on page 267.

Supplier Invoices
For items that you purchase for use in manufacturing, the starting point is the purchase order. The
purchase order is a contract that confirms your intent to buy. It lists items, quantities, and prices,
along with any related charges such as taxes and freight.
On receipt, your receiving department issues a receiver to confirm the received items and
quantities against the purchase order.
When you then receive a supplier invoice, you create a version of the invoice in your system, and
then process the invoice in one of two ways:
• Use receiver matching to match the invoice quantities against the original amounts on the
purchase order.
• Use financial matching to allocate the invoice amount to accounts.
526 User Guide — QAD Financials

Fig. 9.1
Receiver Matching and Financial Matching

Purchase Order
Create purchase order
Receipt

Receiver Matching

Supplier Invoice:
Receiver Matching
True

Supplier Invoice:
Financials Matching
Receiver Matching
(Allocation)
False

Receiver Matching
Supplier invoices are usually sent to your company to confirm your liability to pay for the items
under the conditions specified on the purchase order.
Before you pay the invoice, you verify that the supplier invoice matches what was actually
received by your receiving department and that the supplier has charged you the correct price.
If the invoiced items and quantities match the receiver, the matching can be finalized, creating GL
postings and closing the receiver. If variances exist, they can be investigated. Before matching,
you can use the information in the Receiver Matching grids to display variances. GL transactions
for variances are then created as a result of finished matchings, and you can investigate these and
take appropriate action, such as requesting credit notes.
Invoices can then be approved and released for payment. Payment processing activities support
multiple types of payments, both electronic and paper-based.
The Receiver Matching function compares the amounts payable on invoices with quantities and
prices on received purchase orders. If these figures do not match, variances are generated.
Receiver matching can be combined with the creation of an invoice or performed as a separate
activity later. This supports segregation of duties in case your company policy has one role that
creates the invoice and another role that verifies and matches the lines with PO receipts.
Receiver matching calculates variances in costs between the point at which the order was made
and the point at which the invoice is created. It can also update current cost values, where
variances resulted from exchange rate fluctuation or other costing differences. This update is
optional, depending on settings in Inventory Accounting Control. In addition, GL item costs can,
optionally, be updated with variances if Average Costing is in use.
Receiver matching retrieves the following records for matching against invoice amounts:
• Purchase order receipts
• Shipper/Invoice receipts
• Pending invoices for logistics charges

See “Receiver Matching” on page 562 for more details.

 Accounts Payable 527

Financial Matching
Financial matching is used for payments for products or services that have not been processed
through the purchasing cycle. The invoice amounts are not matched against purchase order
amounts. Instead they are posted to an Unmatched Invoices account, and then allocated directly to
a cost account. These invoices would typically be one-time payments to suppliers for occasional
goods or services, or payments for utilities, such as telephone bills and electricity, for which orders
are not used.
The postings for financial matching are in two stages, moving amounts into and out of the system
Unmatched Invoices account. All transactions are stored in transaction currency (TC), base
currency (BC) and, if activated, in statutory currency (SC).
Note Initial supplier invoices can be used to register a supplier’s documents in the system, and do
not generate postings. See “Creating Initial Supplier Invoices” on page 559.

Debit Unmatched Invoices

The system automatically uses an Unmatched Invoices account in all supplier invoice postings
created in a particular domain; this is true for both invoices associated with purchase orders and
those that are not. However, when matching credit notes, the Unmatched Invoices account is
credited.
These postings are as follows:
Account Debit Credit
Supplier Control 120.00
Tax 20.00
Unmatched Invoices 100.00

The Supplier Control account is the default defined for each supplier. The Tax account is retrieved
from the Global Tax Management (GTM) setup for this supplier.
You must create one (and only one) Unmatched Invoices account for your system. The Unmatched
Invoices account is a system GL account.
This posting is mandatory for all invoices and is always made to the official accounting layer,
using a supplier invoice daybook. Posting details are visible on the SI Posting tab; see “SI Posting
Tab” on page 546.

Credit Unmatched Invoices

The next stage of the update moves the amounts out of the Unmatched Invoices accounts, and
debits either a Purchases accounts (for non-inventory items) or a PO Receipts account. The
Purchases account specified by the Purchases Account profile on the supplier is the default.
Instead of the Purchases account, the postings can involve, for example, one or more GL accounts,
or the same GL accounts with multiple cost centers.
528 User Guide — QAD Financials

Purchases Account

This posting moves the invoice amount less tax from the Unmatched Invoice account into the
Purchases account you defined for this supplier. The default account is contained in the purchase
GL account profile, which you define on the Accounting tab of the supplier; see “Accounting Tab”
on page 271. However, you can use another account instead of the default Purchases account.
The posting uses a matching daybook, and you can select a matching daybook that uses either the
official layer or the transient layer for approval, depending on the invoice status code you assign.
Account Debit Credit
Unmatched 120.00
Invoices
Purchases 120.00

These posting details are visible on the Matching Posting tab; see “Matching Posting Tab” on
page 547.

PO Receipts Account

This posting moves the invoice amount, excluding tax, from the Unmatched Invoice account into
different Purchase Order Receipt and variance accounts, depending on the type of receiver
matching you perform. You set the posting details for these matching postings in the Matching
Data area of Receiver Matching Create.
Note If taxes are accrued at receipt, the PO Receipts postings include taxes.

Releasing Invoices for Payment

The final step in the invoice process is to release the invoice for payment, which is described in
“Invoice Allocation and Approval” on page 531. Once released, you then use AP payment
functions to process the payments.

Supplier Invoice Functions

Use the Supplier Invoice function to create, view, modify, and delete supplier invoices and credit
notes. You also use this function to:
• Create initial invoices to enter supplier documents immediately into the system.
• Match current invoices against original purchase order receipts.
• Prepare invoices for allocation and allocate the invoice.
• Approve invoices.
• Place invoices on payment hold or release invoices for payment that are currently on hold.
• Reverse incorrect invoices and their postings, and optionally replace these with new invoices.

These additional activities, with the exception of reversing and replacing, are controlled by the
invoice status code associated with the invoice. The invoice status code and its attributes
determine when the invoice is ready to be posted to the official layer of the AP sub-ledger. Invoice
status code also control the invoice approval process.
 Accounts Payable 529

See “Invoice Status Codes” on page 218 for a description of how the attribute combinations
manage different types of processing.
Invoices you create derive much of their default bank account, payment format, tax, and
addressing information from the values defined for the supplier. See “Setting Up Supplier Data”
on page 267.
Using invoicing functions, you can process supplier invoices through allocation to GL accounts
and optionally include an approval workflow cycle.

Using the Scan Daemon to Create Invoices

You can use the Scan daemon to integrate paper supplier invoices into the financial system and
send the information to designated users. To do this:
1 Create a role associated solely with the Supplier Invoice Create activity, and assign this role to
the appropriate users. For more information on roles and security, see User Guide: QAD
Security and Controls.
2 Scan the documents into a system folder in a format supported by your scanning software,
such as .PDF or .TXT.
3 Set up workflow processing and the Scan daemon according the details in User Guide: QAD
System Administration.
The Scan daemon searches specific folders for scanned documents, and then displays the
document as a workflow item in the inbox of users with a specific role. When a user clicks the item
to open it, the system removes the item from all other inboxes, and opens the activity associated
with that workflow item, in this case Supplier Invoice Create.
The user then inputs the details of the scanned invoice directly into the Supplier Invoice Create
screen.

Supplier Invoice Control Settings

Use Supplier Invoice Control (28.24) to set defaults that affect the invoice process.
Fig. 9.2
Supplier Invoice Control

Next Batch. The batch number is used to identify a group of supplier invoices created at one
time using Evaluated Receipts Settlement (ERS) functions.
The system assigns the next batch number from the control program, and increments the next
number by one.
530 User Guide — QAD Financials

Invoice Open Qty/Amt. Define the default setting for the Auto-Select field in the Receiver
Matching screen. You can override it as needed. How you set this field depends on your
company’s matching process, and the accuracy and timeliness of the invoices you receive from
your suppliers.
Select this field if you want all lines to be matched by default. You can then review the lines in
Receiver Matching Create and deselect the lines that you do not want to match. All purchase
order line items received are normally processed on one invoice.
Clear this field if you often receive supplier invoices with an incorrect quantity and price. If
you clear the field, all receiver matching lines are deselected by default, and you must then
select matching receivers manually in Receiver Matching Create.
Use Expensed Item Var Accts. The setting of this field determines whether AP rate and usage
variances for non-inventory items are expensed to the account defined on the PO line. For
more precise variance tracking, enable the Use Expensed Item Var Accts option.
When a non-inventory item is purchased, it is immediately expensed and the expected payable
amount is accrued to Expensed Item Receipts. If the supplier invoice has a different amount, a
variance is calculated when the invoice is matched.
• A rate variance arises when the invoice price is different from the PO price.
• A usage variance arises when the invoice quantity is different from the PO receipt
quantity.
Note The Expensed Item Receipts account defaults first from that associated with the
supplier in Supplier Accounts Maintenance (2.3.7). If not specified there, the one in
Domain/Account Control (36.9.24) is used.

Example A PO is received for 100 units of an expensed item at 11 cents each. At receipt, the
GL entries are:
Account Debit Credit
Purchases (Expensed) 11.00
Expensed Item Receipts 11.00

If the invoice later shows 110 units at 15 cents each, AP rate and usage variances are
calculated when the invoice is matched. The control setting determines whether these
variances are posted to Expensed Item Usage Variance and Expensed Item Rate Variance or to
the Purchases account.
Note As shown in the example, the system charges the expense for a memo item receipt to
the account on the PO line, which is the Purchases (Expensed) account by default. However,
you can change this value.
When Use Expensed Item Var Accts is selected, expensed item variances are tracked
separately, and the following GL entries are created:
Account Debit Credit
Expensed Item Rate Variance 4.40
Expensed Item Usage Variance 1.10
Expensed Item Receipts 11.00
Accounts Payable 16.50
 Accounts Payable 531

However, if variances are not tracked separately, the GL entries are:

Account Debit Credit
Purchases (Expensed) 5.50
Expensed Item Receipts 11.00
Accounts Payable 16.50

Recalculate Tax Rates. When you select this field, the system recalculates tax rates for each
line in the receiver matching grid, based on the taxable, tax class, tax usage, and tax
environment values selected for each line. This option ensures that any changes in tax rate
between the point when the PO receipt was created and when it is matched are accounted for
by the system. If you do not select this field, the system uses the original tax rates applied
when the PO Receipt was created, without recalculating.
This control applies domain-wide and provides the default for the Recalculate Tax Rates field
on Receiver Matching Create. You can clear the field in Receiver Matching if required.
Hold Variance Amount. When there is an adverse variance following the matching of an
invoice to receivers (that is, the invoice amount is greater than the pending voucher amount),
the system automatically puts all or part of the invoice amount on hold. Select this field to
place only the variance amount on hold. Deselect the field to place the entire invoice amount
on hold. The system displays a warning when all or part of the invoice is on hold but does not
prevent you from saving.

Invoice Allocation and Approval

For auditing and compliance purposes, you may want to restrict invoice allocation and approval
for payment to specific roles within your organization. The system uses the following components
to control the processing of invoices through creation to allocation and approval:
Roles and role permissions. Create roles for each agent in your AP cycle (for example,
Manager, Accountant, AP Clerk), and assign the appropriate supplier invoice activity to each
role. See User Guide: QAD Security and Controls.
Supplier invoice activities. Use the Approve, Release for Payment, Prepare Allocation, and
Allocate activities to retrieve batches of invoices in different stages of approval. Assign these
activities to the appropriate roles. In this way, you can ensure that, for example, the role that
can approve invoices cannot release them for payment.
Invoice status codes. Once you have retrieved the appropriate invoices, you move the invoice
from one state in the AP cycle to the next by changing the invoice status code.
Implement the approval cycle according to your own internal security requirements. Approving an
invoice and releasing it for payment can be completed in one step by one role, or in two separate
steps assigned to two roles. In some organizations, invoices for small amounts are created,
approved and released in one flow, while invoices for larger amounts are subject to cash flow
considerations and held back for payment until the next accounting period.
See “Allocating, Approving, and Releasing for Payment” on page 550 for more information on
this process.
532 User Guide — QAD Financials

Types of Supplier Invoice

You can create two types of supplier invoice:
• A standard invoice, which when saved generates postings to the sub-ledger. See “Supplier
Invoice Create” on page 532.
• An initial invoice, which when saved records the supplier, tax, and financial details required
for the invoice, but which does not generate postings. See “Creating Initial Supplier Invoices”
on page 559.
Invoices can also be saved in draft format when Draft Instances is selected in Change System
Settings (36.24.5.1). When you save a record in draft format, none of the system validations are
executed. You can then return later to complete the record by choosing the Supplier Invoice
Browse Drafts activity and selecting the record you want to finish from the list. See User Guide:
Introduction to QAD Enterprise Applications for details on drafts.

Supplier Invoice Create

Use Supplier Invoice Create (28.1.1.1) to create standard supplier invoices.
Fig. 9.3
Supplier Invoice Create

Navigating Supplier Invoice Create

Like customer invoices, you must complete key fields in the General and Addresses tabs of
Supplier Invoice Create to enable the Financial Info, Tax, and SI Posting tabs.
Table 9.1
Key Fields for a Supplier Invoice
Tab Field
General Supplier Code
Invoice Type (defaults to Invoice)
 Accounts Payable 533

Tab Field
Invoice Date (defaults to today’s date)
Description
Taxable (defaults from the supplier definition)
Sub-Account (if sub-account analysis is required)
Invoice Status Code (defaults from the supplier definition)
Year/Period (defaults to the current GL calendar year and period
Daybook
Cost Center (if cost center analysis is required)
Financial Info TC Invoice Amount
Posting Date (defaults to today’s date)
Tax Tax Point Date (defaults to today’s date, when taxes have been
defined)
Addresses Ship-To Business Relation

You must enter values for Supplier Code, Description, TC Invoice Amount, and Daybook Code on
the General tab. The system loads defaults for all of the other key fields. The Ship-To Business
Relation on the Addresses tab defaults in. The sub-account, project, and cost center default from
Supplier Create and the GL account definition of the related supplier control account. The
definition in Supplier Create overrides the supplier control account definition if both are defined.
The Link To Invoice and Adjustment are blank by default.
When you have completed these fields, all tabs are available. Once you click another tab (for
example, Financial Info), the system generates the tax, financial, and posting data for this invoice.
If you then navigate back to the General or Addresses tab to change a key field (such as the invoice
amount), the system warns you that tax, financial, and posting data has changed and will be
recalculated. If you click No, the update you made to the key field is discarded.

General Tab
Supplier Code/Business Relation Name/Reference/Posting/Posting Date/TC Invoice Amount.
These read-only fields are automatically populated when you enter the invoice details in the
fields below. The system generates a posting reference for all invoices and credit notes, based
on the combination of the entity, year, and daybook.
Note Following the initial installation, you use Record Number Maintain (36.16.21.2) to set
the numbering sequence.
Supplier Code. Specify the code that identifies the supplier to be paid with this invoice. The
business relation code associated with the supplier automatically displays next to it.
When you create a new invoice, you can specify a business relation before selecting the
supplier. In this case, the supplier code is loaded. When more than one customer is linked to
the business relation, you must select from the available supplier codes.
Business Relation. The system displays the business relation code linked to the supplier and
the business relation name.
Reference. Enter an alphanumeric reference to help identify the invoice in the system. This
reference is typically the ID number of the invoice received from the supplier.
534 User Guide — QAD Financials

Note Supplier Invoice Create validates the uniqueness of the invoice reference for the
supplier and GL calendar year. If you enter a duplicate reference, you receive a warning
message, “The reference already exists on another invoice for this supplier,” when you
navigate away from the General tab for the first time.
The duplicate check is also made when you save the invoice. The warning is displayed once if
a second validation on save is not required. For example, if you create an invoice and the
warning is raised early in the process, the warning is not raised again when you save the
invoice if you did not make any subsequent changes that would require a second validation.
Description. Enter a brief description (maximum 40 characters) of the invoice. This field is
mandatory. The system generates a default description based on the Reference and Supplier
Code.
Registration Number. The Registration Number field identifies all supplier invoices and credit
notes in the system, both initial and standard, and is an automatic number generated by entity
and year.
PO Number. If you are matching this invoice to PO receipts, you can right-click this grid to
add new rows for the numbers of the receipts. However, this step is not mandatory; you can
add PO numbers separately in receiver matching.
See “Receiver Matching” on page 562.
Invoice Type. This field displays the invoice type. When creating an invoice, choose the
invoice type from the drop-down list:
• Invoice
• Credit Note
• Invoice Correction
• Credit Note Correction
Invoice Correction and Credit Note Correction display as choices only when the appropriate
daybook types have already been defined.
Daybook Set Code. Specify the daybook set you want to use to number the invoice.
The default value is the daybook set associated with the supplier in Supplier Data Maintenance
(2.3.1). However, if you specified a PO number in the PO Number field, the daybook set on
the PO overrides the daybook set on the supplier data record if they are different, and defaults
instead. If you specify more than one PO in the PO Number grid, the daybook set associated
with the first PO defaults in. You can overwrite the default value.
Site. If daybook sets by site is activated, specify the site for which you want to use specific
invoice numbering. The default value is the site associated with the supplier in Supplier Data
Maintenance (2.3.1). However, if you specified a PO in the PO Number grid, the site on the
PO overrides the site on the supplier data record if they are different, and defaults instead. If
you specified more than one PO in the PO Number grid, the site associated with the first PO
defaults in.
Daybook Code. Specify an internal daybook that matches the invoice type: supplier invoice,
invoice correction, credit note, or credit note correction. The system-generated invoice number
is based on the daybook.
 Accounts Payable 535

Year/Period. Specify the accounting year and period for the invoice. The system defaults to the
accounting year and period associated with the posting date. If you modify these fields, the
posting and tax dates are changed correspondingly.
Posting Date. Specify the date on which the invoice is to be posted. This date defaults from the
invoice creation date.
Invoice Date. Specify an invoice creation date; the default is the system date. A warning
displays if this date is not prior to the posting date or within the same GL period as the posting
date.
The system uses the invoice date with the credit terms to calculate due date and discount date.
TC Invoice Amount. Enter the total invoice amount, including tax, and specify a transaction
currency. Currency defaults from the supplier record.
The system checks for an existing invoice with the same amount and invoice date for the same
supplier. If one exists, the system displays a warning, to prevent unnecessary duplicate
invoices. The invoice can still be posted.
You can save zero-value invoices, which have no TC invoice amount. The system displays a
warning to prevent you from doing so by mistake, which will not be detected until you attempt
to match the invoice. This warning also displays if you attempt to start receiver matching from
within the invoice. A similar warning is displayed when saving customer invoices.
Exchange Rate. It the transaction currency is not the same as the domain base currency, the
applicable accounting exchange rate displays and can be edited; otherwise, the system displays
1 and the field cannot be changed. The BC Invoice Amount is calculated based on the
exchange rate.
If you modify the BC Invoice Amount, the exchange rate is automatically adjusted.
Example The base currency is Euro, the transaction currency is GBP, and the default
exchange rate for these currencies is 0.5 (2 euro to 1 GBP). The transaction amount is 1000
euro, and the base currency amount is 500 GBP. By increasing the base currency amount to
750 GBP, you change the exchange rate for this transaction from 0.5 to 0.75.
BC Invoice Amount. When the transaction and base currencies are the same, this field is read-
only and displays the same amount as TC Invoice Amount. Otherwise, it is TC amount
adjusted based on the exchange rate.
If you modify the base currency amount when creating an invoice, the system automatically
recalculates the exchange rate to ensure that the transaction currency amount remains the
same.
Invoice Status Code. Specify an invoice status code to determine the approval, payment, and
allocation status. The default code is taken from the supplier record.
The Invoice Status Code Allocation Status field displays the allocation status defined for this
code.
Note You can create initial invoices in the standard invoice screen by selecting an Initial
Status invoice status code.
Taxable. If the Taxable Supplier field is selected on the Tax Info tab of the supplier, this field is
selected by default. If the supplier has not been defined as taxable, you can select the Taxable
field to subject the invoice to tax.
536 User Guide — QAD Financials

Tax Excluded. Select this field to indicate that the amount specified in the TC Invoice Amount
field excludes tax. The system then uses the amount in the TC Invoice Amount field as the
basis for tax calculation.
Clear the Tax Excluded field to indicate that the amount specified in the TC Invoice Amount
field includes tax.
The Tax Excluded field facilitates Vertex use tax calculations and the recording of invoices
with multiple taxes. It is also useful in situations where taxes apply, but do not appear on the
invoice you received from the supplier.
Sub-Account Code. Specify a sub-account code if the supplier control account is defined with
sub-account analysis. This sub-account applies to all invoice posting lines.
Project. Specify a project to which this invoice is to be posted. This project is then displayed in
the SI and Matching Posting tabs.
Cost Center Code. Specify a cost center to which this invoice is to be posted. This cost center
is then displayed in the SI and Matching Posting tabs.
Link to Invoice. Specify an invoice or credit note to which you want to link the current
document. A credit note can have a one-to-one link to an invoice. You can select invoices for
this supplier that have opening balances greater than or equal to the amount of the credit note.
When you create the link, the system creates an automatic invoice adjustment (supplier
adjustment) of the invoice and credit note with a posting date equal to that of the credit note,
using a Supplier Adjustment daybook.
The following links are possible:
Current Document Link To
Credit Note Invoice
Invoice Correction Invoice
Credit Note Correction Credit Note
Invoice Prepayment on an account

Note When you select a correction invoice for a specific supplier in a browse, the results also
display all previous invoices created for this supplier.
Approved/Lock Payment/Initial Status/Receiver Matching. The Approved, Lock Payment,
Initial Status, and Receiver Matching fields display the values for these attributes of the
invoice status code. See “Invoice Status Codes” on page 218. If the Receiver Matching field is
selected, this field makes the Matching button available, which you click to start Receiver
Matching Create. See “Receiver Matching” on page 562.
Open. When selected, this read-only field indicates the invoice has not been completely paid.
It is updated automatically when complete payment is confirmed.
Selected. This read-only field indicates whether the invoice is included in a payment
selection.
Role. This field display only when automatic ad-hoc workflow is enabled and the Specific SI
Approval field is selected in the Maintain System function. This field ensures that approval
workflow is applied to the supplier invoice, with an approval request sent to the specified role.
For more information on workflow, see User Guide: QAD System Administration.
For more information on roles and security, see User Guide: QAD Security and Controls.
 Accounts Payable 537

Adjustment. If you are linking documents, specify a daybook for the credit note and invoice
adjustment. The internal daybook must be of type supplier adjustment (SA) and the voucher
number is system-generated.
If you are matching this invoice against existing purchase order receipts, click Matching to display
the Receiver Matching Create screen. See “Receiver Matching” on page 562.

Chronological and Consecutive Invoice Numbering

The system includes three options for numbering supplier invoices, credit notes, and invoice and
credit note corrections.
• Standard invoice numbering without numbering checks. This option is the default, and applies
if consecutive and chronological numbering are not enabled.
• Consecutive invoice numbering.
If consecutive invoice numbering is enabled, the system ensures that invoice, credit note, and
invoice and credit note correction numbers are consecutive without gaps.
• Chronological invoice numbering—an extension of consecutive invoice numbering.
If chronological invoice numbering is enabled, the system ensures that invoices, credit notes,
and invoice and credit note corrections are sequentially numbered in the correct date order and
without gaps. Chronological invoice numbering can only be enabled if consecutive invoice
numbering is also enabled.
You can configure whether the system displays a warning or an error when users attempt to
save transactions with past or future posting dates, thereby disrupting the chronological
numbering sequences.
For standard, consecutive, and chronological invoice numbering; invoices, credit notes, and
invoice and credit note corrections are numbered by entity, year, GL period, and daybook.
You enable consecutive and chronological invoice numbering, and select a warning or error option
at domain level. See “Invoice Numbering Tab” on page 35.
When consecutive and chronological invoice numbering are enabled, the numbering controls
described in this section apply in Supplier Invoice Create, Receiver Matching Create and Receiver
Matching Modify, Supplier Invoice Reverse, and Supplier Invoice Replace. Outside of AP, the
controls also apply in Customer Invoice Create, Invoice Post and Print, Customer Opening
Balance Create, and Supplier Opening Balance Create.
Note When consecutive and chronological invoice numbering are enabled, numbering controls
apply in Receiver Matching Create and Receiver Matching Modify when you match supplier
invoices in the initial status. When an initial supplier invoice is matched, the supplier invoice
becomes non-initial and an invoice number is generated for the record.
When consecutive and chronological numbering are enabled, the system does not populate the
Posting field until after you save the invoice or credit note record.
538 User Guide — QAD Financials

Fig. 9.4
Supplier Invoice Create, Temporary Invoice Number

Temporary
invoice number
displayed
during record
creation

When you save the posting, the system assigns the invoice number.
Fig. 9.5
Supplier Invoice Create, Invoice Number Assigned

Invoice number
generated and
assigned on
saving the
record

You also have the option to automatically display the supplier invoice number in a popup after you
save the invoice. You enable this option at domain level.
 Accounts Payable 539

Fig. 9.6
Supplier Invoice Create, Invoice Number Popup

When chronological invoice numbering is enabled, the numbering controls described in this
section apply in the supplier invoice functions:
• If you attempt to save an invoice with a posting date that is earlier than the posting date of a
saved invoice with the same entity and daybook combination, the system displays an error or
warning message, depending on the option selected in the domain Invoice Numbering tab.
Fig. 9.7
Past Invoice Date Warning

• If you attempt to save an invoice with a future posting date, the system displays an error or a
warning, depending on the option selected in the domain Invoice Numbering tab.
Fig. 9.8
Future Posting Date Warning

• When you attempt to save the first invoice in a new GL period for a daybook and entity
combination, the system displays a warning.
Note This message is always a warning.

Fig. 9.9
First Invoice in GL Period Warning
540 User Guide — QAD Financials

Addresses Tab
The Addresses tab displays the ship-to address details. These details default from the headoffice
address of the business relation associated with the current entity. See “Address Information Tab”
on page 210 for information on address types.
Fig. 9.10
Supplier Invoice, Addresses

Contact. Specify the name of the purchasing contact in the supplier company. This field
defaults from the supplier record.

Financial Info Tab

Use the Financial Info tab to define credit terms and to view the banking and payment details for
this supplier.
Fig. 9.11
Supplier Invoice, Financial Info Tab

Credit Terms. Specify the credit terms that apply to this invoice. Credit terms determine
invoice due dates and any settlement discounts on early payments. Credit terms also determine
if multiple payments are made in stages based on invoice percentages.
When the credit terms code is changed, the invoice due date is recalculated.
Credit terms default from the supplier record.
When you specify a credit terms code that has been defined with stages, an additional window
displays for update of the terms. You can modify the percentage allocation of the terms or
make other changes as needed.
You can review the amounts at any time by clicking Staged. The sum of the stage amounts
must equal the total invoice amount.
 Accounts Payable 541

Fig. 9.12
Staged Payment, Modify

Due Date and Discount Due Date. These fields display the date when payment is due and the
last date a discount applies, calculated by the system based on the credit terms and the invoice
date. You can modify the due dates without affecting the credit terms.
Note If the credit terms have a base date specified, this is used in the due date calculations
rather than the invoice creation date.
BLWI Group. Specify a BLWI group code for the subject of this invoice, if valid. The BLWI
status applies to certain trade transactions for organizations in Belgium and Luxemburg only.
Payment Reference. Optionally specify a unique reference number to be included in the
supplier payment file. This reference can consist of a Transfer with Structured Message (TSM)
number. The TSM is a standard reference numbering system for electronic transfers, used by
many banks.

Bank Account Grid

The grid displays the default banking and payment details configured for this supplier. The default
supplier bank account details are displayed in the first line of the grid.
If you have configured multiple accounts for this supplier, you can add these account details by
inserting a new row for each account. You can use a maximum of three bank accounts to make the
invoice payment, specifying the bank reference and amounts to be paid per account in each case.
The total of the separate amounts must equal the total invoice amount.
Fig. 9.13
Financial Info Tab, Accounts Grid

Validation. This field displays the bank format validation code for the supplier bank account.
Account number validation ensures that the account number is formatted according to the
regulations of the national banking system. See “Linking Payment Formats to Bank Accounts”
on page 235.
542 User Guide — QAD Financials

Supplier Bank Number. Specify the supplier bank account number. The bank number is
mandatory when the payment instrument for the supplier is electronic.
Own Bank Number. This field displays the account number that makes payments to this
supplier. This number is defined on the supplier record, and is normally the default bank
account number for the entity you are currently working in.
Payment Format. This field displays the default format you have defined for payments from
your bank to this supplier.
You can define multiple formats for each bank account, which are then selectable from a drop-
down list. Only the formats initially defined for the account are available in this grid.
Payment Instrument. This field displays the payment instrument defined for payments to this
supplier from your bank account.
Extension. This field displays the bank number extension. The extension defines the currency
when an account has amounts in multiple currencies.
For example, if you have a single bank account with separate accounts defined for US dollars,
euro, and yen, define a bank extension for each currency.
TC Payment Amount. Specify the amount in transaction currency that is to be paid to this bank
account.The total invoice amount displays initially, but you can split this among three bank
accounts.
Business Relation Code. This field displays the business relation for the supplier’s bank, and
contains bank addressing information.
SWIFT Code. This field displays the SWIFT code of the bank, if any. SWIFT (the Society for
Worldwide Interbank Financial Telecommunication) is a banking network for world-wide
payments between banks. Also known as the BIC or Bank Identifier Code.
Formatted Bank Number. This field displays the supplier bank account number, formatted
according to the validation you applied. See “Define Bank Account Formats” on page 665.
Last Modified User/Date/Time. These read-only fields display the ID of the user who last
updated this record and the date and time of update.
Purchase Type. Select a purchase type code, if required. Purchase types group invoices
together for reporting, letting you track your cash expenditures for different types of expenses.
For example, use EX for miscellaneous expenses and PO for purchases of raw materials or
components.
You must use at least three purchase codes—for Rents, Royalties, and Non-Employee
Compensation—if you are submitting 1099 tax reports. Each of these categories is
summarized into a different box on the 1099 report.
A default purchase type can be assigned to the supplier. See “Purchase Type” on page 268.
TC Non-Disc Amount. Specify the non-discount amount in the transaction currency. This is the
amount of the invoice total that is not subject to any discount defined as part of an early
settlement discount credit term. For example, if tax and freight charges cannot be discounted,
specify that amount here.
TC Hold Amount. Specify an amount of the invoice total that is not to be paid. Once specified,
the hold amount is taken into account during payment processing.
 Accounts Payable 543

Hold amounts are typically an amount under dispute, such as an incorrect billing amount, and
can be set to an amount less than or equal to the invoice total.
When you match invoices to receiver amounts, and the matching process produces an adverse
variance, the Hold Variance Amount field in Supplier Invoice Control (28.24) determines
whether the variance amount or the total invoice amount is put on hold. See “Supplier Invoice
Control Settings” on page 529. When set, the system displays a warning once the variance is
calculated.
Once the hold amount is set, you can only select the rest of the amount for either automatic or
manual payment. For example, if you enter an invoice for $100 and enter a hold amount of
$20, the system allows you to select and pay $80 only.
Hold amounts must be:
Less than the invoice total and greater than zero (for invoices or correction invoices)
Greater than the document total and less than zero (for credit notes or correction credit
notes)
If the document amount is less that zero—for example, a credit note—the hold amount must
always be zero.
You can update the hold amount at any stage during invoice processing. You can also update
the hold amount when using open item adjustment to match an invoice with a credit note. You
remove the hold amount by setting it to zero.
During receiver matching, if adverse variances are calculated during the receiver matching
process, the whole invoice amount or just the variance amount is placed on hold, depending on
a setting in Supplier Invoice Control.
Bank GL Account. This field displays the account code of the bank account linked to the own
bank account and payment format combination.

Tax Tab
When the invoice is taxable, the system calculates tax information and displays it on the Tax tab.
The tax rates, zone, and setup details derive from the tax attributes defined for the supplier. Tax
accounts are defined for the current domain in Domain/Account Control.
You can edit tax lines to allow for changes in tax rates to be applied, and add additional lines where
the invoice amount is split between multiple tax rates. See User Guide: QAD Global Tax
Management for details on tax rates and tax calculation.
544 User Guide — QAD Financials

Fig. 9.14
Supplier Invoice, Tax Tab

Field Descriptions

Own Tax Number. The tax number for the entity in which you are working displays. This
number defaults from the headoffice address of the business relation to which the entity is
linked.
Supplier Tax Number. This field displays the State Tax ID of the headoffice address of the
business relation associated with the supplier.
Tax Point Date. Specify the date to be used in tax calculations. This date defaults from the
posting date.
The following fields display in the tax grid:
Tax Class, Tax Usage. These fields default from the supplier, and can be modified.

Tax Environment. This field is automatically calculated based on the supplier and ship-to
address details, and can be modified.
Tax Type. This field displays the tax type, which defaults from the tax environment.

Tax Code. This field displays the code of the tax rate, based on the tax environment for the
combination of supplier and ship-to address.
Domain. This field displays the current domain.

TC Base Amount DR. This field displays the debit base amount in the transaction currency.
This is calculated by the system using the total invoice amount (TC) and the applicable tax rate
code.
TC Base Amount CR. This field displays the credit base amount in the transaction currency.
This is calculated by the system using the total invoice amount (TC) and the applicable tax rate
code.
 Accounts Payable 545

TC Tax Amount DR. This field displays the debit tax amount (TC) calculated by the system
using the total invoice amount (TC) and the applicable tax rate code.
TC Tax Amount CR. This field displays the credit tax amount (TC) calculated by the system
using the total invoice amount (TC) and the applicable tax rate code.
Recalc. When you change the tax class, tax usage, tax environment, or the Taxable fields or
modify one of the base amounts, this field is automatically selected, and the system
recalculates the amounts when you have completed the line in the grid. You can also manually
select or deselect this field
Non-Rev Tax Amount. This field displays the percentage of tax that is not recoverable. Taxes
are recoverable whenever your company is eligible to offset a percentage of tax on purchases
against tax collected on sales. Recoverable taxes are common in Europe.
Update Tax Allowed. When this is field is selected, you can modify the base and tax credit and
debit amounts during transaction entry. The changes you make are displayed in the SI posting
tab. This field is set in the tax rate. This feature is useful for overriding the system if there is a
need to match amounts on manually issued documents. In some environments, tax authorities
require that you cannot modify the calculated tax amounts.
Delay Tax. When selected, this field indicates that taxes on this invoice are delayed. Delayed
taxes are enabled for invoices through the supplier tax setup. See “Delayed Tax” on page 550
Tax Amount on Delay Account. This field displays the amount of delayed tax calculated on the
invoice.
Delay Tax Account. This field displays the name of the account used for delayed tax postings.

Delay Tax Sub-Account. This field displays the name of the sub-account associated with the
delayed tax account.
Retained/Absorbed. This field indicates that the tax rate in use has been configured to retain
taxes for payment directly to the government. When you have selected this option, you define
an AP Tax Retained account in Tax Rate Maintenance (2.13.13.1).

Summary Information

The summary compares the invoice total with the sum of the base amounts and tax amounts. The
system generates a warning if these amounts are different, but does not prevent you from saving
the invoice.
TC Total Taxable Base Amount. This field displays the sum of the base amounts—debit or
credit—of all the tax detail lines in transaction currency.
TC Total Tax Amount. This field displays the sum of the tax amounts—debit or credit—of all
the tax detail lines in transaction currency.
TC Total Base + Tax Amount. This field displays the sum of the total base amount and the total
tax amount—debit or credit—in transaction currency.
TC Invoice Amount. This field displays the total invoice amount—debit or credit—as entered
on the General tab in transaction currency.
546 User Guide — QAD Financials

SI Posting Tab
The SI Posting tab displays the invoice posting details, based on the invoice amounts and accounts
you have defined.
The default postings for invoices (when tax is applied at invoice) are as follows:
Account Debit Credit
Supplier Control 120.00
Tax 20.00
Unmatched Invoices 100.00

The postings are reversed for credit notes (when tax is applied at invoice):
Account Debit Credit
Supplier Control 120.00
Tax 20.00
Unmatched Invoices 100.00

The postings on the Supplier Control account and Unmatched Invoices account can have sub-
account and cost center analysis. In this case, the sub-account details derive from the General tab.
When tax is applied, you cannot modify posting details on this tab, except the posting description,
which also derives from the General tab.
The exchange rate defined on the General tab is used as a default for all posting lines involving
multiple currencies.
Fig. 9.15
Supplier Invoice, SI Posting Tab

Accounting Year/Period, Posting Date, Daybook Code, Number, Layer Type. These read-only
details are copied from the General tab.
Description. The invoice description is copied from the General tab, and can be modified.

Template Code and Save as Template. These fields are not currently used.

External. When selected, indicates that the daybook used is external.

The following fields display in the SI Posting tab grid:

 Accounts Payable 547

GL Account, Sub-Account, Cost Center, Description, Curr, BC Debit, BC Credit. The system
loads these posting details, including the supplier invoice or credit note control account, Tax
account, and Unmatched Invoices account, from the General tab. You cannot modify these
posting lines.
You can expand some lines to see additional detail, such as the tax information and exchange
rate details.
Currency View. Choose to view the transaction balance in the base or transaction currency.

Total. This field displays the sum of the debit and credit amounts of all posting lines.

Matching Posting Tab

Matching Posting clears the Unmatched Invoices account and makes postings on one or more GL
cost accounts, which can include sub-account, cost center, intercompany codes, SAF, and other
analysis. The Matching Posting tab is similar to the journal entry function.
The postings for invoices are as follows:
Account Debit Credit
Cost 120.00
Unmatched Invoices 120.00

These postings are reversed for credit notes:

Account Debit Credit
Cost 120.00
Unmatched Invoices 120.00

The posting line for the Unmatched Invoices account posting is read-only. You can modify details
on the posting line for the cost account.
The default cost accounts derive from the posting template, or from the purchases account profile
defined for this supplier. See “Accounting Tab” on page 271.
When the invoice involves multiple currencies, all amounts in the matching posting are
automatically converted and stored in base currency using the exchange rate defined on the
General tab.
The matching posting is created for every invoice, but is not mandatory on initial entry. The nature
and timing of the matching posting depends on the invoice status code assigned to the invoice.
Invoice status codes determine if:
• No matching posting is made (No Allocation status).
• A matching posting is made, but to a transient layer, allowing modification and approval of
that posting (Transient Allocation status).
• A matching posting is made to the official accounting layer (Allocation status).
• A matching posting is made to the official or the transient accounting layer, depending on the
daybook specified (Any status). The Any invoice status code would be used only for financial
invoices; not receiver matching.
548 User Guide — QAD Financials

All invoices must eventually have an invoice status code that indicates that a full allocation has
been made to the official accounting layer in the matching posting. However, the number of steps
taken before this point depends upon how you define and use invoice status codes.
Fig. 9.16
Supplier Invoice, Matching Posting Tab

Year/Period. Specify an accounting year and period for the matching posting.

Posting Date. Specify a posting date.

Daybook Code. Specify a daybook code. This daybook must be of type Matching and can be
associated with either the official or transient layer.
Layer Type. The layer type of the daybook code displays.

Description. The posting description defaults from the General tab and can be modified.

Template Code/Save as Template. Specify a posting template code if you want to use an
existing template for this posting. Select Save as Template to create a new template from this
matching posting.

Grid

GL Account, Sub-Account, Cost Center, Project, SAF Structure, Description, Curr, Debit,
Credit, Exchange Rate, Scale Factor. The system loads these posting details, including the
Unmatched Invoices and GL transfer accounts. You can select other accounts for this posting.
If the posting includes SAFs, you can update the associated SAF codes.
Click the grid information button to display individual account details.
Currency View. Choose to view the transaction balance in the base or transaction currency.

Balance. This field displays the sum of the debit and credit amounts of all posting lines.

Click Save to validate the invoice and generate the invoice postings

Withholding Tax Tab

Withholding tax and the Withholding Tax tab are described in User Guide: QAD Global Tax
Management.
 Accounts Payable 549

Modifying a Supplier Invoice

You can modify the following details of a saved supplier invoice or credit note:
Tab Field
General Description
Invoice Status Code
Contact
Role
Financial Info Credit Terms
Due Dates
Payment Reference
Payment Bank Number
BLWI Group

You can modify details on the Financial Info tab provided the invoice is not included in a payment
selection or has not been partially paid.
You can modify matching posting details provided the posting is in the transient layer.

Financial Matching and Daybook Security

Daybook security lets you restrict access to transactions associated with certain daybook types to
users who have roles linked to that daybook. See “Daybook Security” on page 158 for more
information.
You can apply daybook security to financial and receiver matching transactions posted to
daybooks of type Matching. This section describes the effect of daybook security for Matching
daybooks on financial matching. See “Receiver Matching and Daybook Security” on page 588 for
information on daybook security and receiver matching.
If implemented, daybook security for financial matching restricts access to transactions in the
following functions to users who have roles associated with the Matching daybooks used:
• Supplier Invoice Create
• Supplier Invoice Modify
• Supplier Invoice Allocate
• Supplier Invoice Approve
• Supplier Invoice Prepare Allocation

When creating a financial matching record, if you select a Matching daybook associated with a
role you are not assigned, an error message displays and you are prevented from saving the record,
as shown in Figure 9.17.
550 User Guide — QAD Financials

Fig. 9.17
Supplier Invoice Create, Daybook Security Error

Delayed Tax
Taxes on purchase orders and supplier invoices or credit notes are generally due at the same time
as the invoice date. However, in some countries, taxes with certain types of suppliers only become
due after the invoice has been fully or partially paid.
When you account for tax after you have paid a supplier in AP, it is referred to as delayed tax. In
this case, you can only deduct the tax in your declaration to the authorities after you have paid the
supplier.
Delayed taxes are normally applied to all purchase orders and invoices for designated suppliers.
You enable delayed taxes per entity. You then define a dedicated delayed tax rate and apply a tax
environment that retrieves this rate for the supplier. This ensures that purchase orders and invoices
for this supplier are automatically subjected to delayed tax. You can also apply normal taxes when
creating individual purchase orders and supplier invoices by selecting a tax environment that
retrieves a normal tax rate.
Note You delay taxes on AP payments only. Use the Suspended Taxes option to defer taxes on
AR payments.
See User Guide: QAD Global Tax Management for detailed information on delayed tax and on
GTM in general.

Allocating, Approving, and Releasing for Payment

The Supplier Invoice activities (28.1.1) let you select invoices to update based on their status code
and move the invoices through a workflow cycle. You change the status of the invoices by
selecting a different invoice status code.
 Accounts Payable 551

You control two aspects of supplier invoicing through invoice status codes:
• Allocation of the invoice amount to accounts. This determines the postings generated and
which layer is updated.
• Approval of the invoice and release for payment. The approval process can be completed in as
many stages as your company’s business process requires. For example, a company’s
accounting process can require that the accounting clerk’s manager must first approve the
invoice, followed by the budget holder for that cost center. If the invoice is above a certain
value, the financial controller may also need to approve the invoice.
For example, you can use a different invoice status code each time to reflect each stage in the
approval process with the Lock Payment field set to Yes and the Approved field to No on the
invoice status code until the final stage in the process.
Approving the invoice indicates that it is a valid transaction. However, for cash flow or other
reasons, you may not want to pay the invoice before the due date. If you apply a status code for
which the Lock Payment field is set to Yes, the invoice is be excluded from payment runs. You
can then apply an invoice status code for which the Lock Payment field is set to No when you
want to include the invoice in payment selections.
You typically create a specific invoice status code for each type of status you need when
processing the invoice. You then simply change the invoice status code when necessary.
See “Invoice Status Codes” on page 218 for a more complete description.

Allocating Supplier Invoices

The Allocation Status attribute of an invoice status code determines whether postings occur and if
they affect transient or official layers. Invoice status codes have one of these allocation statuses:
No allocation. No allocation to GL accounts is possible and no matching postings are created
when you save the invoice. However, SI postings are created, unless the invoice status code
has the status Initial.
Transient allocation. You can allocate to GL accounts, and postings to the transient layer are
created when you save the invoice. In financial matching, these postings are to the Unmatched
Invoices and to the relevant expense accounts used to create the matching posting.
Allocation. You allocate to GL accounts and create postings to the official layer when the
invoice is saved. Postings to the official layer are to the Unmatched Invoices account and, by
default, to the Purchases account you defined for this supplier. However, you can you another
GL account other than the Purchases account.
Any. You use this for financial matching and then choose the daybook you want to use to
determine whether the posting is to the transient or the official layer.
You process the invoice through allocation by changing the invoice status code to one with the
appropriate allocation status (Figure 9.18).
You can save an invoice as draft when your work is interrupted and you want to return to the
invoice at a later time. Draft invoices do not generate postings when saved, and so do not affect the
AP sub-ledger or general ledger.
552 User Guide — QAD Financials

In a typical scenario, an invoice is registered as an initial invoice by an accounts clerk or a mail

clerk as soon as it is received. Initial invoices do not generate postings. Registering an invoice as
initial prevents the document from being lost internally between receipt and accounts processing.
The allocation amounts are then reviewed by the accountant.
Following review, the accountant may decide to update the allocation details, such as the amounts
or accounts to which the amounts are to be posted. You can now open the initial invoice. When the
invoice is saved with a non-initial status code and with a status of Transient Allocation, the system
generates matching postings to the transient layer only. However, supplier invoice postings are
also generated to the official layer.
When the allocation is approved, you can use Supplier Invoice Allocate (28.1.1.7) to save the
invoice with a status code with Allocation selected. When you save the invoice in Supplier Invoice
Allocate, postings are made to the official layer and you begin the payment process.
When you save a receiver matching with a status of Finished, the Receiver Matching process
automatically moves the invoice from a status of No Allocation (before matching) to Allocation
(after matching) using linked status codes. This is described in “Receiver Matching” on page 562.
Fig. 9.18
Supplier Invoice Allocation Flow

Create
Createsupplier
supplier
invoice.
invoice.

Need
Needtoto Yes Save Review
Reviewand
andupdate
review
reviewallall Saveas
asinitial.
initial. update
No GL posting
No GL posting
fields.
fields.
fields
fields

No

Postpone Yes No
Postpone Noallocation.
allocation. Create
allocation Sub-ledger and SI posting Createallocation.
allocation.
allocation Sub-ledger and SI posting

No

Need
Needtoto Yes
update Transient
Transientallocation.
allocation. Modify
update Sub-ledger and SI posting Modifyallocation.
allocation.
allocation Sub-ledger and SI posting
allocation

No
Official
Officialallocation.
allocation.
Sub-ledger and final GL
Sub-ledger and final GL
Create
Createpayment.
payment.
postings
postings

t t f

Approving Supplier Invoices

You can also use invoice status codes to lock invoices for payment and to assign a status of
Approved to invoices that you want to match against receivers or release for payment. Again, you
normally create specific invoice status codes with these fields selected, and select the appropriate
code for the stage in the process.
 Accounts Payable 553

You control the release of invoices for payment using two fields on the invoice status code:
Invoice Approved. The Invoice Approved field applies a status of Approved to the invoice.
You can apply an invoice status code with the Invoice Approved field selected to mark the
invoice as reviewed and approved. You can then report on invoices with the Invoice Approved
status.
Applying an invoice status of Approved indicates that the invoice is valid, but does not have
an effect on payment selections or receiver matching. Invoices do not need to have an
approved status in order to be matched against receivers or to be included in payment
selections. See “Invoice Allocation and Approval” on page 531.
Create specific invoice codes with the Invoice Approved field selected for regular suppliers
with whom you have an ongoing purchasing relationship. In this way, you can create a regular
invoice, matching, and payment cycle for payments that normally do not require an internal
review.
Lock Payment. When an invoice status code with the Lock Payment field selected is applied to
an invoice, the invoice cannot be included in any automatic payment selections. Use this field
to identify contested invoices that should not be paid until further approval, or invoices you
want to keep on hold for cash flow purposes until a later accounting period.
In Figure 9.19, the AP clerk applies the appropriate invoice status code at different stages in the
flow.
An invoice status code with both Lock Payment and Invoice Approved is initially applied to the
invoice. This allows the accountant to review the invoice and supplier details and the current cash
flow situation. The accountant decides to lock payment of this invoice at this time, and the AP
clerk selects an invoice status code with Lock Payment selected and applies it to the invoice. Once
saved, the invoice now cannot be included in any supplier payments and is effectively on hold.
Following a change in the cash flow situation or in the supplier’s status, the accountant decides to
release the invoice for payment. The AP clerk selects an invoice status code with the Invoice
Approved field selected and the Lock Payment field deselected. The invoice now has an approved
status and can be released for payment.
554 User Guide — QAD Financials

Fig. 9.19
Supplier Invoice Approval Flow

Invoice
Invoice(non-draft).
(non-draft).

Approval Yes
Approval Status
needed StatusUnapproved
Unapproved Set
Setstatus
statustotoApproved
Approved
needed

No

Payment
Payment Yes Status
StatusLocked
Lockedfor
for
approval
approval Set
Setstatus
statustotoReleased
Released
Payment
Payment
needed
needed

No

Status
StatusApproved
Approvedand
and Payment
Paymentprocess.
process.
Released
Releasedfor
forPayment
Payment

For supplier opening balance, you should choose an invoice status code that has allocation. You
can choose any invoice status code of that type, but may use different ones for different invoices,
so that some could be unapproved or locked for payment.

Supplier Invoice Status Activities

Use the Supplier Invoice Approve, Release for Payment, Prepare Allocation, and Allocate
activities to search for saved invoices based on attributes of the associated invoice status code.
• Supplier Invoice Approve displays all supplier invoices with an invoice status code that has
the Approved field unselected.
• Supplier Invoice Release for Payment displays all supplier invoices with an invoice status
code that has the Lock Payment field selected.
• Supplier Invoice Prepare Allocation displays all supplier invoices with an invoice status code
that has an allocation status of No Allocation.
Note You can go directly to Supplier Invoice Allocate, without using Supplier Invoice
Prepare Allocation first.
• Supplier Invoice Allocate displays all supplier invoices with an invoice status that has an
allocation status of Transient Allocation, No Allocation, or Any.

Supplier Invoice Approve

Use Supplier Invoice Approve to search for invoices that are ready for approval. Change the
associated invoice status code to one for which the Invoice Approved field is selected.
Note The Invoice Approved field can be used to indicate that an invoice is valid. However, you
can still approve an invoice that has a status code for which the Invoice Approved field is cleared.
 Accounts Payable 555

Supplier Invoice Release for Payment

Use Supplier Invoice Release for Payment to search for invoices for which the Lock Payment
attribute is selected in the associated invoice status code. You can then change the invoice status
code to one in which this field is not selected, which effectively releases the invoice for payment.
Invoices must be released for payment to be included in a payment selection.

Supplier Invoice Prepare Allocation

Use Supplier Invoice Prepare Allocation to search for invoices that have an invoice status code
with an allocation status of No Allocation. You then change the associated status code to a code
that has a Transient Allocation status and generate postings to the transient layer.

Supplier Invoice Allocate

Use Supplier Invoice Allocate to search for invoices that have an invoice status code with a status
of Transient Allocation, No Allocation, or Any. You can then change the code to one with
Allocation status.
You finalize the invoice posting by allocating the invoice amounts to the correct cost accounts.
You allocate by either completing the Matching Posting tab or by confirming the previously
prepared allocation posting in the official layer.

Reversing and Replacing Supplier Invoices

When you detect errors in an initial invoice during financial or receiver matching, you have the
option to cancel both the invoice and the matching process without generating postings. Standard
invoices, however, generate postings to the official layer when saved. Use the Supplier Invoice
Reverse and Replace functions to create a correction invoice that reverses the postings of an
incorrect standard invoice, and optionally create a replacement. You can use these functions to
correct standard supplier invoices, invoice corrections, credit notes, or credit note corrections. You
also use these functions to re-open a saved receiver matching process, by re-creating the original
invoice and re-opening the receiver lines.
Note You cannot reverse initial invoices.

When the invoice you are reversing was used in financial or receiver matching, the Reverse
function reverses the matching postings, and in the case of receiver matching, reopens the receiver
lines. You can then start the matching process again with the new invoice amounts. See “Receiver
Matching” on page 562. All matching postings are reversed, including average cost updates and
Intrastat.
When you reverse and replace a standard supplier invoice:
• The original invoice is automatically matched and both the original and the reversal invoice
are closed.
• When the invoice was matched to receivers, the matching postings, including average cost
updates and Intrastat, are also reversed.
• The supplier, financial, and tax data of the original is retained in the replacement invoice.
• Original receiver lines, if any, are reopened.
556 User Guide — QAD Financials

When a standard invoice has been matched against multiple receiver lines, the Replace and
Reverse function lets you reproduce the original lines and correct errors on individual receiver
lines, instead of re-creating the entire matching configuration.
You can only reverse and replace invoices that have been saved or that have been matched. You
cannot reverse invoices that have been included in a supplier payment or payment selection, or to
which banking entries has been allocated. If the original invoice is linked to a workflow, the
workflow process for the invoice is cancelled.

GL Correction Control Settings

The AP and AR correction fields in GL Correction Control (25.13.24) determine how the system
reverses invoices. When the field is selected for AP, the system uses a correction invoice for
reversals by default; otherwise, it uses a credit note. When you use a correction invoice, the system
uses negative invoice amounts to reverse the posting, instead of reversing credits with debits.

Attachments and Workflow

When the invoice to be reversed and replaced is part of a workflow and has attachments, the link to
workflow is removed for the replacement. However, attachments to original invoices are relinked
to invoice replacements.

Supplier Invoice Reverse

Use Supplier Invoice Reverse (28.1.1.11) to reverse standard invoices.
You can use the following types of document when reversing:
Original Invoice Reversal Invoice
Invoice Invoice Correction or Credit Note
Invoice Correction Invoice
Credit Note Credit Note Correction/Invoice
Credit Note Correction Credit Note

If you have selected the Create Replacement field, the system reverses the invoice and creates a
clone invoice displaying the retained key information. If you choose not to create a replacement,
the system simply reverses the original invoice postings.
The system retrieves a voucher number for the reversal invoice and then creates the invoice. Both
original and reverse invoices are then closed.
You must enter the daybook, year and period, posting date, and description information required
for the reversal.
Note You must ensure that a daybook of the correct reversing type is available in the shared set.

The amounts and postings on the new invoice are the reverse of the original:
• For invoices and credit notes, debits are changed to credits
• For correction invoices or credit notes, minus amounts are changed to positive amounts.
 Accounts Payable 557

Fig. 9.20
Supplier Invoice Reverse

Field Descriptions

Supplier Code. This field displays the supplier name and description.

Daybook Set. This field displays the daybook set associated with the invoice.

Site. This field displays the site associated with the invoice, if applicable.

Posting. This field displays the invoice voucher number.

Invoice Date. This field displays the invoice creation date.

Reference. This field displays the invoice reference.

Description. This field displays the invoice description.

TC Invoice Amount. This field displays the invoice amount in transaction currency.

PO Number. This grid indicates PO receipts linked to the invoice to be reversed.

Reversing Area

Reverse with. Select the reversing option. These options depend on whether an invoice or
credit note is being reversed.
Reversal Daybook Code. This field displays the default reversal daybook code. You must
define a reversal daybook for each type of reversal you perform.
Adjustment Daybook Code. Select an adjustment daybook.

Year and Period. Specify a year and period for the reversal. The current year and period are
displayed by default.
Posting Date. Specify a posting date for the reversal.

Description. Enter a brief description for the reversal.

558 User Guide — QAD Financials

Create Replacement. Select this field to automatically create a replacement invoice.

When you click Reverse, the system displays a message that both the original and reversal
invoice will be closed. Click OK to continue.

Replacing Supplier Invoices

Use Supplier Invoice Replace to retrieve invoices that have been reversed but not yet replaced.
The system displays only invoices that have been reversed.
The system retains the following key fields of the invoice you want to reverse:
Supplier code
Business relation code
Invoice reference
Invoice date
Posting date
Year
Period
Daybook
Voucher number
Currency
Amount TC
Invoice description
Purchase orders
The exchange rates used on the original are also retained and applied to the new invoice. Complete
the adjustments to the invoice details, and if matching the replacement to receivers, click the
Matching button to launch Receiver Matching Create. If PO numbers were linked to the original
invoice, you can choose to display them in the matching grid, and begin the matching process
again.
 Accounts Payable 559

Fig. 9.21
Supplier Invoice Replace

Example The following pending vouchers are generated for goods received:
Voucher A: 100 items @ $25. Total: $2500
Voucher B: 120 items @ $25. Total: $3000
Voucher C: 150 items @ $25. Total: $3750
To Match Total: $9250
The supplier document is received, and a standard supplier invoice is created for $9610. The
matching clerk incorrectly adjusts the To Match amount to equal the invoice amount, by increasing
the item price on Voucher B from $25 to $28, giving a To Match amount for Voucher B of $3360.
This creates a total To Match amount for these receivers of $9610. This To Match amount equals
the invoice amount, the matching is saved, and the invoice and matching postings are generated.
The error is detected in the original invoice amount. You reverse and replace the original invoice.
The invoice and matching postings are reversed. The replacement invoice retains the financial data
of the original. You adjust the invoice total from $9610 to $9250, and click the Matching button to
begin matching again. The system displays a prompt to use the original matching information, and
the original pending vouchers are displayed in the matching grid and are reopened for matching.
Note For examples of receiver matching postings, see “Sample Matching Postings” on page 589.

Creating Initial Supplier Invoices

Use Supplier Invoice Initial Create (28.1.1.10) to create invoices with a status of Initial.
Initial supplier invoices let you quickly enter each day’s supplier documents into the system,
without generating postings. This ensures that supplier documents are registered from the moment
they enter the accounts department and prevents invoices from being mislaid or overlooked. Initial
560 User Guide — QAD Financials

invoices also let you deal with supplier queries before accounts are updated, and provide data for
accruals calculation before a period end. You can create initial versions of invoices, invoice
corrections, credit notes, and credit note corrections.
The system prevents you from creating duplicate initial invoices by validating the invoice
reference you enter against existing invoices. You can also use role-based security to separate the
initial invoice and full invoice processing functions, and assign them to different roles.
Note Initial invoices are not considered open invoices, and you cannot include them in supplier
payments.
Initial supplier invoices are also used as part of the receiver matching process. An initial invoice
contains the basic information necessary to perform matching against PO receipts, namely the
supplier name and code, the invoice amount, and the daybook. You can initiate the matching
process using the Matching button on the initial invoice, or by starting Receiver Matching Create
and selecting an initial invoice with which to match the receivers. The Receiver Matching and
Initial Invoice screens are interactive. You can automatically update the invoice amounts with the
totals you produce on the matching grid, or adjust either amount before saving the matching and
generating the final invoice postings.
You identify initial invoices in the system by their registration numbers. The Registration Number
field identifies all supplier invoices and credit notes in the system, both initial and standard, and is
an automatic number generated by entity and year. The system does not assign voucher numbers to
initial invoices, and when you retrieve a daybook code during invoice creation, the voucher
number is set to zero.
Initial invoices can be viewed and modified (by enabling the Initial Status filter on Supplier
Invoice View and Supplier Invoice Modify), but are not displayed in the standard AP reports.
However, when you save an initial invoice, the system records the creation date, and you can use
Supplier Invoice Extended View (28.18.3) to view initial invoices by their creation date.
You can only select an invoice status code with a status of Initial when creating an initial invoice.
These status codes do not allow allocation. See “Invoice Status Codes” on page 218. When you
intend to use an initial invoice in a matching process, you use an invoice status code that has both
the Initial Status and Receiver Matching attributes selected. See “Modifying an Initial Invoice” on
page 561.
Initial invoices require minimal input, for speed of entry, and can be deleted without any impact on
the sub-ledger, or modified at a later stage and processed as normal. The following fields are
mandatory:
Tab Field
General Supplier code
Reference
Description
Amount
Invoice Status Code
Daybook

When you complete these fields, you enable the Addresses, Financial Info, and Tax tabs but not
the SI Posting and Matching Posting tabs. Because initial invoices do not generate postings, these
tabs are not required.
 Accounts Payable 561

Fig. 9.22
Supplier Invoice Initial Create

Modifying an Initial Invoice

Initial invoices are stored in the system to be modified at a later stage. When you are ready to
process the invoice, you normally change the status of the invoice from initial to non-initial. The
status of the invoice is controlled by the invoice status code, and you convert an initial invoice into
a standard invoice by selecting a status code with a status other than Initial. Once you select a non-
initial status code, the posting tabs are enabled and the system retrieves a voucher number for the
invoice.
When you match an initial invoice against receivers, however, the system retrieves the non-initial
status code automatically. To make an initial invoice available for matching, you choose an invoice
status code that has the attributes Initial, No Allocation, and Receiver Matching selected. The
Receiver Matching attribute requires that you specify the invoice status code that is to be applied
to the invoice once it has been matched. This After Matching status code is automatically retrieved
once the matching is complete. See “Receiver Matching” on page 562.
The system uses key fields on supplier invoices to generate financial, posting, and tax data. When
you modify one of these fields, the system displays a warning that this data will be recalculated.
See “Navigating Supplier Invoice Create” on page 532. When you modify an initial invoice by
changing the invoice status code from initial to non-initial, however, the system does not attempt
to recalculate this data.
Once an initial invoice is saved as non-Initial, the invoice postings are generated and you cannot
reset the invoice to Initial.
562 User Guide — QAD Financials

Receiver Matching
When you buy inventory items for manufacturing, you issue a purchase order that details the
items, quantities, and prices, as well as related charges such as taxes and freight. When you receive
the goods, your receiving department generates a PO receipt to confirm the received items and
quantities against the purchase order. This PO receipt in turn generates a pending invoice, which
contains the details of the receipt.
Your supplier issues an invoice to confirm your liability for the items under the conditions
specified on the purchase order. You then create a supplier invoice in the AP module to record the
invoice received from your supplier. Before you pay the invoice, you verify that the items and
quantities you received are what you originally ordered, and that the supplier has charged you the
correct price.
Receiver matching retrieves the pending invoices (also called receivers) associated with the
purchase order so that you can record invoice lines against them. If the invoiced items, quantities,
and prices match the receiver, the receiver is closed. See “Starting Receiver Matching” on
page 579.
When the invoiced quantities and prices are different, the system displays a discrepancy. For
example, the supplier may have invoiced you at the wrong price or you may not have received all
the items that were invoiced. This kind of discrepancy is called a variance, and the system
generates a variance posting for the outstanding amount when you complete and save the
matching. See “Variances” on page 564.
You must match the whole amount of the invoice against the receipt amounts. When a variance
occurs in the matching, the open amount to be compared against the invoice amount is adjusted
accordingly.
Example You match an invoice for $5000 for goods delivered. The corresponding purchase order
is for 1000 items with a unit cost of $5, giving an open amount of $5000. However, only 995 items
were received. You manually adjust the open quantity to 995, giving an open amount of $4975.
The system generates a variance of $25 and posts this amount to a variance account. You can then
resolve the discrepancy with a credit note from your supplier for the outstanding amount, or write
off the outstanding amount.

System Effects of Matching

Finalizing a receiver matching has consequences in several different areas, depending on the kind
of invoice being matched. In general, some or all of the following effects can occur:
• GL postings are created.
• When receipts created in one entity are matched against invoices created in another, cross-
company postings can be generated.
• If discrepancies exist between the supplier invoice and the receiver, variances can be
calculated.
• Depending on the cost method in place, average costs and current costs may be updated.
• Intrastat history may be updated.
• Exchange rate variances may be calculated for foreign currency receipts.
• Taxes may be calculated based on the settings of the applicable tax rates.
 Accounts Payable 563

Matching Postings
When a PO receipt is recorded for items on a purchase order, the system debits the relevant
Inventory account and credits the appropriate PO Receipts account or Expensed Item Receipts
account for the item cost and the quantity invoiced.
The PO Receipts account is defined in multiple programs. The system searches for an account in
the following order and uses the first one it finds:
1 Supplier Accounts Maintenance (2.3.7) for a specific supplier.
2 Purchasing Account Maintenance (1.2.5). In this case, the system searches for a complete
match, and then for the product line or site only.
3 Product Line Maintenance (1.2.1).
This posting (without taxes) is as follows:
Account Debit Credit
Inventory 120.00
PO Receipts 120.00

The system creates a preliminary supplier invoice posting for all supplier invoices (visible on the
SI Posting tab). This posting updates the Supplier Control and Unmatched Invoices accounts:
Account Debit Credit
Unmatched Invoices 120.00
Supplier Control 120.00

When the invoice is matched and variances are generated, the system creates a matching posting,
which updates the Unmatched Invoices account, and the PO Receipts and variance accounts:
Account Debit Credit
PO Receipts and Variances 120.00
Unmatched Invoices 120.00

See “Sample Matching Postings” on page 589 for examples of the receipt and variance accounts
typically used in the matching process.
For the most direct type of matching, you create a single supplier invoice and process it for
matching. You then retrieve the corresponding purchase orders. You use the matching grid to
match the costs, quantities, and non-recoverable taxes.

Cross-Company Postings
Cross-company control accounts are defined for each domain, with a separate account for AP, AR,
inventory, fixed assets, and journal entry transactions. You can match receipts created in one entity
against invoices created in another within the same domain. During the matching process, the
system uses the AP cross-company control accounts and the intercompany code for the business
relation of each entity involved in the transaction. See “Intercompany and Cross-Company
Transactions” on page 383.
564 User Guide — QAD Financials

Partial Matching
When you receive a large delivery of goods recorded on a single purchase order, you may
complete payment of the whole order with a series of supplier invoices. In this case, you match the
entire invoice amount against part of the purchase order amount, leaving the outstanding order
amount open for matching against subsequent invoices. The system lets you partially match in this
way; you can save and close the matching.
Partial matching generates a posting for only the amount of the purchase order that has been
invoiced. The amount is calculated as:
Quantity Invoiced * Purchase Order Price

Variances
The following types of variance can be generated during the matching process:
Rate variance. This variance arises when the invoice price is different from the PO price. The
variance amount is calculated as follows:
(Invoice Unit Cost – PO Unit Cost) * Invoice Quantity

Usage variance. A usage variance arises when the invoice quantity is different from the PO
receipt quantity. This amount is calculated as follows:
(Invoice Quantity – PO Receipt Quantity) * PO Unit Cost

Exchange rate gain or loss. This variance is calculated when payments are generated
involving multiple currencies. This variance is normally posted to the system Unrealized
Exchange Gain or Loss account. See “Foreign Currency PO Receipts” on page 565.
The system automatically calculates variance amounts when you enter amounts in the matching
grid. When the matching is saved, the system generates variance postings. The GL Var Account
setting in Receiver Matching controls whether or not variances are posted to variance accounts
(the default) when average costing is used. If you clear the Use GL Var Account field when using
average costing and if there is a variance, the system posts the variance to an inventory account
and creates a cost update transaction to update the item cost. However, if the GL Var Account field
is selected, the variance is posted to the AP rate variance account as normal.
The Matching Variance Report (28.2.7) lists the variance details that result from the matching
process.
Adverse variances occur when the amount on the supplier invoice is greater than that of the
original purchase order, and you have effectively been overcharged. You may want to withhold
payment of this additional amount, and the system automatically places this variance amount on
hold. This is displayed in the TC Hold Amount field on the supplier invoice. Whether the whole
invoice amount goes on hold or just the variance is dependent on a setting in Supplier Invoice
Control (28.24).

Cost Updates
The system uses cost sets and costing methods to maintain item costs. Cost sets are collections of
cost data and are applied per site. Cost methods determine how the cost data is calculated.
 Accounts Payable 565

Matching variances affect the quantities and prices of items per site. The system automatically
updates item costs in the following ways:
• When the GL cost set of a receiving site uses the average costing method, the matching
process can update average costs for the items concerned at the receiving site.
• The system also updates current costs for the receiving site, as long as the current cost set for
the site uses average cost or last cost as the costing method and the Current Cost from AP field
is selected in Inventory Accounting Control (36.9.2). The Current Cost from AP field
determines if the current material cost of the item is updated by rate variances calculated as a
result of receiver matching.
When average costing is enabled, you can choose to update item costs based on the results of the
matching or decide not to update them. A price variance may be due to overcharging—in this case
you do not want to update the original item cost. It also can result from a genuine change in cost—
in this case the item cost should be updated. To enable cost updates, do not select the Use GL
Variance Account field on the matching grid. When selected, a GL Variance account and not an
Inventory account is updated by the matching postings, and inventory costings are not affected by
the matching.
Item costs are only updated when the matching is completed and saved with a Finished status.
These cost sets and methods are described in detail in the Cost Management section of User
Guide: QAD Costing.

Intrastat Updates
The adjustments you make on the receiver lines also update Intrastat history. Intrastat provides
data collection and reporting for EU member countries using sales or purchasing activity.
See User Guide: QAD Intrastat for a complete description of Intrastat.

Foreign Currency PO Receipts

When you match foreign currency invoices against foreign currency receivers, the system
considers exchange rate fluctuation between the point at which goods are received (or the receipt is
generated) and the point at which the supplier invoice is processed.
Normally, exchange gains or losses calculated at this point are posted to the Unrealized Exchange
Loss or Unrealized Exchange Gain accounts.
You can also use Purchase Gain/Loss Account Maintenance (26.17) to define separate gain or loss
accounts to be used during receiver matching for different currencies, or different combinations of
currencies and product lines.
The system checks Purchase Gain/Loss Account Maintenance for the combination of invoice
currency and item product line first, and uses that, if available. If the combination of currency and
product line is not available, the system checks for the currency alone, and if the currency is not
available, the system uses the Unrealized Gain or Loss account.
This means that a number of different GL accounts can be used on the same invoice for exchange
rate fluctuations, depending on the currency of the invoice, the different product lines of the items
on receivers being matched, and the records existing in Purchase Gain/Loss Account Maintenance.
566 User Guide — QAD Financials

Tax Calculation During Matching

The point at which you apply tax for purchased goods is determined by accounting and legal
regulations. In some countries, a company is taxed when it receives goods; in others, when it
receives the supplier invoice. Tax-point timing is especially critical in countries with recoverable
taxes on purchases. Usually, recoverable taxes on purchases cannot be deducted against tax
collected on sales until the supplier invoice is formally processed.
The setting of Accrue Tax at Receipt for the tax rate specified in Tax Rate Maintenance (29.4.1)
determines when postings are created for tax amounts due on purchased goods. When this field is
selected, the system generates tax postings when the PO receipt is recorded. Otherwise, tax
postings are generated when the supplier invoice is processed.
Variances in tax rates between receipt and invoice are unusual. However, in countries in which tax
rates change frequently, the original tax rate applied at receipt may not still be accurate when the
invoice is presented for matching and payment.
When you retrieve receivers for matching, the system displays the following tax fields for each
receiver line in the matching grid:
Taxable
Tax Class
Tax Usage
Tax Environment
Fig. 9.23
Tax Fields on Receiver Lines

The system applies a Tax Environment to each receiver line, which can be modified if necessary.
The tax environment defaults from the purchase order tax details.
The Taxable, Tax Class, and Tax Usage fields default from the purchase order.
Each of these fields is editable, and when a tax environment, class, or usage is obviously not
correct at matching stage, you can click the lookup to select a different value. The Taxable field
can be selected or cleared to apply taxes to the receiver amounts as required.
The Recalculate Tax Rates field on the Receiver Matching screen controls whether the tax rates
originally applied to the purchase order are applied to the receiver totals, or whether the tax rate for
each receiver line is recalculated at this stage. This field defaults from the value set in System
Invoice Control (28.24) and, when selected, ensures that the most current tax rate is retrieved
automatically for all matching lines, even if none of the tax parameters, such as the environment,
class, or usage, have changed. If you change any of these values on a matching line, the tax rate is
recalculated anyway.
The recalculation takes place when you click Apply to retrieve receivers for the invoice, and the
system applies the updated rate to the matching amounts. The tax point date and exchange rate to
be applied to the matching are retrieved from the supplier invoice.
 Accounts Payable 567

Note Tax amounts are also updated by a change to the matched quantity or price. In this case, the
tax amounts are adjusted to allow for the variance, without recalculating the tax rate.
Fig. 9.24
Recalculating Tax Rates

Create PO receipt, with tax accruing at receipt

Create PO receipt, with tax accruing at receipt

Create Supplier Invoice and

select PO Number in PO Numbers grid

Click Matching to launch Receiver Matching Create

Click Apply to display receivers in matching grid

Recalculate Tax Rates field Selected

Tax environment retrieved for each receiver line

Modify any Tax field, Matched Quantity or Matched

Price

System recalculates tax rates

Save Matching with Finished status

System compares recalculated tax amounts

with PO receipt amounts
If different, system :
- Reverses PO Receipt tax postings
- Generates new tax postings

Note When Update Tax Allowed is set to Yes in Tax Rate Maintenance (24.9.1), you can also
adjust the tax amounts on the receiver line manually.
Selecting the Recalculate Tax Rates field ensures that the system recalculates the tax rates for all
receiver lines. This option is recommended for environments in which tax rates regularly change.
However, if the field is permanently selected, the system recalculates taxes in every matching
session, which may not be necessary and can impact performance.
If you clear the Recalculate Tax Rates field, you can modify tax rates for individual lines by
selecting a different environment, class, or usage within the line. If tax rates for purchased goods
from regular suppliers are stable but an incorrect tax environment has been selected for a purchase
order, you can apply the correct environment without affecting the rates being applied to other
lines.

Reversing Tax Postings after Recalculation

Receiver matching postings, including tax postings, are not generated until the matching is saved
with a Finished status.
When the matching is saved, and the system has recalculated tax rates for some or all receiver
lines, the system compares the tax amounts at the recalculated rate with those of the original rate.
If there is a discrepancy, the final matching postings contain:
• Reversal postings of the original tax postings
• Correcting postings for the matching amounts at the new tax rate

When you apply tax rates to PO receipts, you identify the percentages of tax that are recoverable
and non-recoverable. (See “Types of Receiver” on page 568.)
568 User Guide — QAD Financials

Recoverable taxes are posted to the AP tax account for the tax rate used on each receiver line.
Non-recoverable tax amounts are posted to the AP Rate Variance account or, if average costing is
enabled and you select the option in Receiver Matching, to the Inventory account for the item on
the matching line. When tax postings are reversed, the final matching postings contain reversed
postings and correcting postings for the new tax amounts to these recoverable and non-recoverable
tax accounts.

Types of Receiver
The system generates pending invoice records for purchase receipts in a number of different ways.

Standard Purchase Orders

The most common type of pending invoice is generated in the standard purchasing flow.
Goods are ordered from suppliers using purchase orders or scheduled orders. When the goods are
received into inventory, you create a purchase order receipt, which in turn generates a pending
invoice record. You then match this record against supplier invoices.
The receipt of goods debits Inventory and credits PO Receipt accounts.
Fig. 9.25
Standard Purchase Order Flow
PO
POMaintenance
Maintenance
Scheduled
ScheduledOrder
Order
Maintenance
Maintenance

Create
Create
Purchase
Purchase
Order
Order

Goods
GoodsReceived
Received

Create
Create Generates
Generates
Purchase
Purchase Pending
Pending
Order
OrderReceipt Invoice
Receipt InvoiceRecord
Record

Match
MatchPending
Pending
Invoice
InvoiceRecord
Record
totoSupplier
Supplier
Invoice
Invoice

Only purchase orders for which a purchase order receipt has been created can be retrieved and
matched.
 Accounts Payable 569

Logistics Charges

Logistics charges are incurred when items are received into, shipped from, or moved between
sites, and are payable to third-party suppliers. Types of logistics charges include freight charges
paid to carriers, as well as insurance, duty, customs clearance, and handling charges. Logistics
charge accruals are also referred to as pending invoices.
There are two types of logistics charges: inbound and outbound. Pending invoices for inbound
logistics charges for purchased items are created automatically during purchase order receipts and
shipments. Pending invoices for outbound logistics charges for items sold are created during
shipment.
Terms of trade define the specific logistics charges associated with a purchase and whether the
item supplier or the customer is responsible for payment. Logistics charges are not accrued when
they are the responsibility of the item supplier, except for outbound charges, where your company
is the supplier.
Separate sets of accounts can be used to track inbound and outbound logistics charges. Each
logistics charge account is identified by an account code, an optional sub-account code, and an
optional cost center code.
When you receive an invoice from the logistics supplier, you can match the invoice to the logistics
charges pending invoices in the Logistic Charge tab of Receiver Matching.
See User Guide: QAD Master Data for a complete description of Logistics Accounting.

Inbound Logistics Charges

Inbound logistics charges are the transportation costs associated with purchasing items from
external suppliers. The system then automatically creates a pending invoice for the charges during
purchase receipts. During purchase receipts, the system determines which logistics charges to
accrue based on the terms of trade assigned to the order supplier.
The system then creates pending invoice records and receivers for each purchase order line.
See User Guide: QAD Master Data for detailed information on how to set up Logistics
Accounting for inbound logistics charges.

Outbound Logistics Charges

Outbound logistics charges arise from the transportation costs when you ship items to customers or
to other company locations. Outbound logistics charges include the cost of freight only.
Normally, outbound logistics charges result from the sales order and distribution order processes,
and accrue when the items are shipped. In order to accrue outbound logistics charges, you must
first define freight charge data and freight terms, and then associate the freight terms with the
customer.
When the system calculates freight terms, it takes into account the shipper, ship-from site, ship-to
address, and shipment weight. For each shipment, a pending invoice is created for each logistics
charge accrual.
570 User Guide — QAD Financials

Depending on the freight terms, outbound logistics charges can be paid by the supplier and
recharged to the customer within the item price or as a trailer charge. They can also be paid by the
customer directly to the carrier, insurer, customs, and so on.
If you are paying the logistics supplier and then passing the charge on to the customer, you can
match the logistics invoice to the logistics charges pending invoices in the Logistic Charge tab of
Receiver Matching.
See User Guide: QAD Master Data for detailed information on how to set up Logistics
Accounting for outbound logistics charges.

Tax

When pending invoices are created for the logistics charges, the system creates tax detail records
and assigns unique tax transaction types to the logistics charge taxes.
For logistics charges, the Accrue Tax at Receipt field in Tax Rate Maintenance (29.4.1) determines
when GL entries for taxes on both inbound and outbound logistics charges are created.
For inbound charges, taxes are calculated based on the tax class of the item supplier and the tax
setting for the logistics charge in Logistics Charge Code Maintenance (2.15.1). When determining
the tax environment for inbound charges, the system uses:
• The ship-from tax zone of the logistics charge supplier, if available; otherwise, the tax zone of
the purchase order line site.
• The ship-to tax zone from the purchase order line site.
• The tax class of the logistics charge supplier, if available; otherwise; the tax class of the
purchase order line site.
• If the system cannot find a tax environment, the default tax environment from Global Tax
Management Control (2.13.24) is used.
Outbound logistics charges use the tax parameters on the trailer code associated with the freight
charge on the order or shipment—they do not use the tax setup in Logistics Charge Code
Maintenance (2.15.1).
The calculation of taxes on outbound logistics charges is similar to the tax calculation that occurs
for the associated order. Unique logistics charge tax transaction types are used. These tax
transaction types can be used to distinguish the tax on the freight accrual from the standard
transaction tax.
For details on calculating taxes with Global Tax Management (GTM), see User Guide: QAD
Global Tax Management.

PO Shipper/Invoices

A PO shipper/invoice is a special type of shipper that combines receipt and invoice information in
one document. These are typically used when liability for purchased goods is incurred when goods
are shipped, rather than when they are received.
In this case, you receive the goods into an in-transit location, even though you do not physically
have the items yet. You create the receipt based on the invoice you received from your supplier,
and specify the supplier invoice number as an external reference. This creates pending invoice
 Accounts Payable 571

records. You can then match these in Receiver Matching by referencing the supplier’s invoice
number. This matching process is a confirmation only. You cannot modify the prices or quantities
for PO shipper/invoices.
Taxes on PO shipper/invoices are calculated on the item and product line purchased.
Fig. 9.26
Shipper/Invoice Flow

Create
Createpurchase
purchase
order
order

PO Shipper/Invoice
PO Shipper/Invoice
Maintenance
Maintenance
records
recordsshipment
shipment
details
details

Automatic
Receive Automatic
Inventory and GL
Inventory and GL Receiveitems
itemsinto
into supplier
updates inventory or in-transit supplier
updates inventory or in-transit invoice
location invoice
location records
records

Match invoice
Match invoice
records to
records to
supplier
supplierinvoice
invoice

See User Guide: QAD Purchasing for a complete description of shipper/invoices.

Managing the Matching Process

To complete the matching process successfully, you must match the full amount of the invoice to
the receiver amounts.
For standard invoices, the invoice postings are generated and the sub-ledger updated when the
invoice is saved. For this reason, you cannot adjust the invoice amount when matching, but instead
must account for any difference between receivers and invoice by adjusting the matched amount to
equal the invoice amount, using manual posting if necessary. This flow is described in “Matching
Standard Invoices to Receivers” on page 574.
The alternative to matching receivers against posted invoices is to perform the invoicing and
matching in one process, and determine the final invoice amount and final postings once the
matching is complete. You can use supplier initial invoices to synchronize the process in this way.
Supplier initial invoices are saved without postings. The initial invoice can be created, linked to
PO numbers, and matched in one movement, and the invoice total can be adjusted to equal the
matched amount before matching is completed. This flow is described in “Matching Initial
Invoices to Receivers” on page 576.
Tax, SI, and Matching postings are generated at different stages of the matching flow for standard
and initial invoices, as illustrated in Table 9.2.
572 User Guide — QAD Financials

Table 9.2
Standard and Initial Invoice Postings
Standard Invoice Initial Invoice
Action Screen Postings and Tabs Postings and Tabs
Save or click Invoice SI posting generated No postings generated
Matching button
Cancel Matching Receiver No matching postings No postings generated
Matching generated
Save matching as Receiver No postings generated. No postings generated
Initial Matching
Save matching as Receiver Matching posting Matching, SI, and Tax
Finished Matching generated postings generated
Matching Tab updated Matching, SI, and Tax
Invoice amounts tabs updated
allocated Invoice amounts allocated

Receiver Matching Restrictions

You can only match invoices and receivers that have been created within the same domain, and can
only include purchase orders in a matching process that have the same currency as the supplier
invoice.
You can match receivers with invoices that have been generated for different suppliers, with the
following restrictions:
• Invoices must not have been previously matched against receivers. You must match the total
amounts on each invoice completely, and once the matching is saved, you cannot re-use the
invoice.
• Invoices must be designated for receiver matching. When creating the invoice, use an invoice
status code with the Receiver Matching field selected. This enables matching in Supplier
Invoice Create. For existing invoices, you must change the invoice status code to one that has
the Receiver Matching field selected.

Using Invoice Status Codes

Both types of invoice go through matching and allocation stages before they are posted to the sub-
ledger. When you intend to match an invoice, you must define an invoice status code for the
invoice for both of these stages:
• A first status code that is defined to allow matching (Receiver Matching is selected), but does
not allow allocation (No Allocation selected). You apply this status code to the invoice before
matching. When no allocation is defined for the invoice, the Matching Posting tab is disabled
and no matching postings are generated.
• A final status code that allows both receiver matching and allocation. This code is used in the
Matching Data section of the Receiver Matching screen, and ensures that the matching
postings are generated and the matching amounts are allocated to accounts. The system
automatically applies this status code to the invoice post-matching, and completes the postings
on the Matching Postings tab.
 Accounts Payable 573

You link these two codes by creating the first status code (before matching), and then selecting the
final status code (after matching) as an attribute of the first. You make this selection in the Status
After Match field on the Invoice Status Code Create screen.
This link then ensures that when you select an invoice status code that allows matching but not
allocation when creating the supplier invoice, the system automatically retrieves the linked post-
matching code (which does allow allocation) when matching is complete and the invoice is posted.
Fig. 9.27
Invoice Status Codes and Receiver Matching

Create standard (or initial) supplier invoice

Create standard (or initial) supplier invoice

User selects Before Matching invoice status code:

Receiver Matching selected

Initial Status selected (for initial invoices)
No allocation

Click Matching button to start Receiver Matching

Click Matching button to start Receiver Matching

Match
Matchinvoice
invoiceamounts
amounts After Matching
invoice status code
defined in
Status After Match field
Save
Savematching
matchingininFinished
Finishedstatus
status

System retrieves After Matching invoice status code:

Allocation
Matching Postings generated
Posting tabs completed
Invoice
Invoiceamounts
amountsare
areallocated
allocatedtotoaccounts
accounts

See “Invoice Status Codes” on page 218 for details on setting up invoice status codes.
Initial invoices use a status code that has the Initial Status field enabled. When you create an initial
invoice that you intend to match, you must select an invoice status code for which both the Initial
Status and Receiver Matching fields are selected. Once you select the Receiver Matching field,
you are required to enter the status code to be used for matching postings and allocation in the
Status After Match field. When the initial invoice is matched and the matching has a status of
Finished, this final status code is retrieved to generate the final postings.
Selecting a status code for an invoice in which Receiver Matching has been enabled has two
effects:
• The Matching button is enabled in the Invoice Create screen. This lets you click Matching to
go directly into the Receiver Matching screen.
• This invoice is displayed when you browse for invoices to match through Receiver Matching
Create. The browse for invoices in Receiver Matching Create displays only those invoices for
which Receiver Matching has been enabled.
574 User Guide — QAD Financials

Matching Standard Invoices to Receivers

It is common practice in many European accounting environments to book invoices into the
system immediately on receipt of the supplier’s document, and to account for taxes immediately.
The Unmatched Invoices account is used for these purposes.
Standard supplier invoices generate two sets of postings:
• Supplier invoice postings, which are displayed on the SI Postings tab
• Matching postings, which are displayed on the Matching Posting tab

When you create a standard invoice for matching, the system creates invoice postings to the
supplier control and Unmatched Invoices accounts (and tax accounts, if tax is applied). These are
displayed on the SI Posting tab once you have completed the key fields on the General tab.
You can modify SI postings before saving the invoice, by changing the tax conditions or invoice
amount on the General tab, but once you save the invoice, these postings are booked to the official
layer and cannot be modified. The receiver amounts must then equal the total of the invoice
amounts posted. See “SI Posting Tab” on page 546.
Current invoice SI postings are also booked to the official layer when you click the Matching
button to begin matching. The Matching Posting tab of an invoice that is to be matched is not
available when you start the matching process. Matching postings are generated and the tab
completed only when you have saved the matching with a status of Finished. See “Matching
Posting Tab” on page 547. The GoTo option within Receiver Matching Create lets you view the
invoice in a new window and confirm the matching postings after completion. In addition,
Supplier Invoice Create remains open when you start matching an invoice, and you can then use
Ctrl-B to refresh the view, and examine the Matching Posting tab. In Receiver Matching Create,
you can use Ctrl-B to refresh the view when a matching is saved with the Finished status. You can
then click the Manual postings button, which shows the matching postings.
Note You must use a receiver matching-enabled invoice status code when creating a standard
invoice that is to be matched. The receiver matching attribute ensures that matching postings are
not generated until matching is complete.

Standard Invoices and Taxes

Taxes on received goods are accrued either when the receipt is booked or when the invoice is
created. When you accrue tax at receipt, tax amounts are included in the receiver amounts to be
matched against the invoice total. See “Tax Calculation During Matching” on page 566. Taxes
accrued at invoice are not included in the total invoice amount to be matched against receivers.
Figure 9.28 illustrates the matching flow for a standard invoice with taxes accruing at receipt.
 Accounts Payable 575

Fig. 9.28
Receiver Matching Flow for Standard Supplier Invoice

Create Create standard supplier invoice, including taxes

CreatePO
POreceipt,
receipt,with
withtax
taxaccruing
accruingatatreceipt
receipt

Matching Posting tab unava

Apply Receiver Matching invoice status code

Select PO Number in PO Numbers grid

Click Matching to launch Receiver Matching Create

SI Postings to official layer

Click Apply to display receivers in matching grid

System determines if tax applies at invoice or receipt.

Match quantity, price, and tax amounts (if included in

matching) against invoice amount

Optionally, tax rates recalculated

Optionally, manually post amount difference to GL accounts

Save Matching with Finished status

When the matching amount, including taxes accrued at receipt, does not equal the invoice total,
you can use manual posting to offset the difference. However, when a difference between
matching amount and invoice amount is caused by a user error, you have the following options:
The matching clerk has made a mistake in entering the matching amounts. Receiver
matching can be saved with a status of Initial, which does not complete the matching postings,
and which lets you review the matching amounts before completing the process.
The AP clerk has entered the wrong amount on the original invoice. If the amount was
incorrectly entered by your AP department, you can use Supplier Invoice Reverse to reverse
the invoice postings, as well as any linked matching postings, and Supplier Invoice Replace to
replace this invoice with a corrected version. The Reverse and Replace functions allow you to
retain the financial and tax data of the original invoice. When you have multiple lines on an
invoice of which only one is incorrect, you can therefore use Reverse and Replace to copy the
original invoice, correct the invalid line, and post the replacement, without the need to re-enter
every line and detail. Supplier Invoice Reverse and Replace also lets you reverse matching
postings linked to an incorrect invoice, and so to begin matching again with the correct
version. See “Reversing and Replacing Supplier Invoices” on page 555.
The supplier submitted an invoice for the wrong amount. In cases where the matching amount
is correct, but the invoice amount on the original supplier document was obviously incorrect,
you process the receiver matching for the amount stated on the invoice, recording a rate
variance, and then request a credit note from the supplier to offset this variance.
576 User Guide — QAD Financials

Matching Initial Invoices to Receivers

This flow lets you create an invoice from the incoming supplier document and match it before
generating postings and updating the sub-ledger. The matching and invoicing processes are
synchronized, and you build the final invoice total from the matching and tax totals on the receiver
lines, if necessary adjusting the invoice total to account for differences generated in the matching.
Initial invoices retain supplier, tax (if applied at invoice), and financial information but do not
generate tax, SI, or Matching postings, and both the SI and Matching Posting tabs on initial
invoices are unavailable. Instead, all postings for initial invoices are generated when the matching
is saved as Finished.
Like standard invoices, you can select initial invoices and PO receipts in Receiver Matching
Create. Alternatively, you can initiate matching directly from the invoice, by entering the invoice
details, selecting PO numbers with which to match the invoice amount, and clicking Matching to
launch Receiver Matching Create.
The process for initial invoices is interactive between matching screen and invoice window:
• When the matching amounts are different from the initial invoice amount, the system displays
a warning when you click to save the matching. You have the option to update the invoice
amount to match the matching amount by clicking the Update Invoice button. The postings
amounts are updated as soon as the matching is saved in Finished status. You can then view
the updated SI Posting and Matching Posting tabs in the GoTo window.
Note Like standard invoices, you cannot save an initial invoice with a Finished status unless
the invoice amount is matched.
You can use role-based security to segregate the duties in the matching process. For example, you
can assign the following functions to separate roles:
• Creating and saving the initial invoice
• Performing the matching

Initial Invoices and Taxes

Taxes on initial invoices are resolved at the receiver matching stage, when the tax amounts
generated by the matching postings update the invoice tax or when the invoice status code is
changed to one that does not have the Initial status.
Figure 9.29 illustrates the matching flow for an initial invoice.
 Accounts Payable 577

Fig. 9.29
Receiver Matching Flow for Initial Supplier Invoice

Create Create initial supplier invoice, optionally with taxes

CreatePO
POreceipt,
receipt,optionally
optionallywith
withtaxes
taxes

Apply Receiver Matching and Initial Status

invoice status code

SI Posting tab unavailable

Matching Posting tab
unavailable

Select PO Number in PO Numbers grid

Click Matching to launch Receiver Matching Create

Click Apply to display receivers in matching grid

Match quantity and price amounts Optionally, update invoice amounts

against invoice amount to equal To Match amounts

Optionally, tax rates recalculated

Save Matching with Finished status

Tax, SI, and Matching postings generated

Tax, SI, and Matching Posting tabs completed

You normally detect an error in the matching or in the invoice amount when you have matched and
the system displays a difference.
Differences between initial invoice matching and To Match amounts caused by user error can be
handled in the following ways:
The matching clerk has made a mistake in entering the matching amounts. Receiver
matching can be saved with a status of Initial, which lets you review the matching amounts
before completing the process.
The AP clerk has entered the wrong amount on the original invoice. When the matching and
invoice totals do not agree, the system displays a warning if the matching is in Initial status, or
an error if the matching is in Finished status. When in Initial status, you can update the invoice
amount and save the matching. When in Finished status, you can update the invoice amount
using the matched amounts, and then try to save again. If both amounts match, the matching
can be saved.
The supplier submitted an invoice for the wrong amount. If your local accounting practices
permit, you can delete initial invoices with no effect on accounts, and can simply request a
correct invoice from your supplier.

Matching Logistics Supplier Invoices to Pending Invoices

Like standard invoices, you can select initial invoices from logistics suppliers and the PO receipts
and sales order shipments that generated the logistics charges in Receiver Matching Create.
Alternatively, you can initiate matching directly from the invoice, by entering the invoice details
and clicking Matching to launch Receiver Matching Create.
578 User Guide — QAD Financials

A single pending invoice for logistics charges can have many underlying pending invoice detail
records—one for every charge on every item on the order. Therefore, if a PO receipt was for two
items, and logistics charges were accrued for both freight and duty, the pending invoice would
have four pending invoice detail records.
When you click Apply in the filter frame of the Logistic Charge tab, a pop-up window with a grid
opens with a line for every matching pending invoice, without the underlying details. You can then
update the matched amount for the logistics charges if the logistics supplier invoice differed from
the charges accrued. Any difference between the matched amount and the accrued amount is pro-
rated between the matching records created for every underlying pending invoice detail record.
When the difference is zero between the pending invoice and the logistics supplier invoice, you
can save the receiver matching.
Note A pending invoice can be matched with more than one invoice.

Fig. 9.30
Receiver Matching Create, Logistic Charge Tab
 Accounts Payable 579

Fig. 9.31
Matching Logistics Supplier Invoices
.

Create standard logistics supplier invoice

Click Apply to display receivers in matching grid Apply Receiver Matching invoice status code

Unmatched log charge receivers display in pop-up

Click Matching to launch Receiver Matching Create
window

Select lines that match the invoice.

Purchase
Purchase Yes
Price Update matching unit price
Price
Variance?
Variance?
Optionally, recalculate tax

No

Lines added to the RM grid. Prorate price variance to detail Lines

Save Matching with Finished status

Tax, SI, and Matching postings generated

Starting Receiver Matching

For both standard and initial invoices, you can begin the matching process through the Invoice
Create screen by selecting the appropriate PO numbers in the PO Numbers grid, and then clicking
the Matching button to launch Receiver Matching Create. This flow links the invoice directly to
the selected PO receipts, and displays the receivers immediately in the matching grid of Receiver
Matching Create when you click the Apply button.
You can alternatively select Receiver Matching Create, and select invoices and PO receipts
separately. The invoice and receiver must be of the same currency. Use this option for either single
or multiple purchase orders from all suppliers. The main reason for starting the matching from
Receiver Matching Create, rather that from the supplier invoice, is for segregation of duties
purposes. However, you could also use this option for random or monthly matching cycles. See
“Starting Receiver Matching” on page 579.
You must have security permissions for both invoice creation and for matching to complete the
process in one session. Depending on your security needs, you can assign these activities to
separate roles to ensure that creating the invoice and matching it are not completed by the same
user.

Receiver Matching Create

Receiver Matching Create (28.2.1) is displayed when you click Matching on a supplier invoice,
and is also accessed by selecting the menu option directly.
The receiver matching screen has multiple areas:
• Matching Data. Use this panel to complete the posting details for the receiver matching
posting.
580 User Guide — QAD Financials

• Search for Pending Invoices. Use these filter fields to retrieve purchase orders if you have not
loaded the purchase order through the supplier invoice screen.
• Matching Grid. Use this grid to match the purchase order amounts and make variance
adjustments for taxes, quantities to be invoiced, and costs of items.
• Matching Overview. This panel displays the receiver amounts, the invoice amounts to be
matched, and the difference between the two, and displays the following:
Amounts without taxes
Recoverable and non-recoverable taxes accrued at receipt
Recoverable and non-recoverable taxes accrued at invoice
Manual posting amounts (if any)
Totals
Fig. 9.32
Receiver Matching Create

Field Descriptions

Matching Data

Date. Specify a date for the matching posting. The default is the system date.

Year/Pd. Specify a year and period for the matching postings. This defaults to the year and
period of the posting date. If you specify a different year/period, the posting date is changed
accordingly.
Daybook. Specify a daybook for the matching entries. You must select a matching daybook. If
only one matching daybook exists in the system, it defaults automatically.
 Accounts Payable 581

Invoice. Specify the invoice year, daybook, and number. These values default from the
supplier invoice when you access receiver matching through the supplier invoice screen.
Invoice Type. This field indicates the type of invoice being matched: invoice, credit note, or
correction.
GoTo. Click to display the invoice to be matched in view mode in a new screen.

Reference. Enter a matching reference. This field is typically used to record the invoice
number on the document received from the supplier.
Supplier Code. The system displays the supplier code and business relation defined on the
selected invoice.
Registration Number. This field indicates the invoice registration number.

Invoice Status Code. This field displays the invoice status code defined for the Status After
Match field of the status code used on the invoice. See “Starting Receiver Matching” on
page 579.
Status. Specify a matching status.
Initial. When you save the matching with an initial status, no postings are created and updates
to current and average costs from variance adjustments are not completed.
Finished. The Finished status updates costs and posts the matching to the official layer.
See “Modifying Receiver Matching” on page 587.

Pending Invoice Filter: PO Receipt Tab

Order. Click the lookup to select a purchase order. You can only select purchase orders for
which receipts have been recorded. Right-click to add additional rows if you are matching
more than one PO.
Transaction Date/To. Specify a range of transaction dates for selecting pending invoices to
process.
External Reference/To. Specify a range of external reference numbers for selecting pending
invoices to match. The external reference number is typically the supplier’s invoice number,
carrier tracking number, bill of lading number, or packing slip number.
Internal Reference/To. Specify a range of internal reference numbers for selecting pending
invoices to process. Internal references are used to track orders internally, such as a receiver
number.
Ship-To/To. Specify a range of ship-to address codes for selecting pending invoices to process.
The ship-to address is printed on the purchase order.
Item Number/To. Enter a range of item numbers for selecting pending invoices to process.

Buyer. Enter a buyer for selecting pending invoices to process.

Approved By. Specify the code of the buyer who approved the original purchase requisition for
selecting pending invoices to process.
582 User Guide — QAD Financials

Auto Select. Select this field if you want to automatically select all of the matching pending
invoices in the grid for processing. You can then deselect any pending invoices you do not
want to include.
Leave the field clear to display all matching pending invoices unselected. You must then select
each pending invoice you want to process. The value for Auto Select defaults from Supplier
Invoice Control. See “Invoice Open Qty/Amt” on page 530.
Recalculate Tax Rates. This field defaults to the value set in Supplier Invoice Control. See
“Supplier Invoice Control Settings” on page 529.
Click Search to apply the search criteria and display pending invoices in the matching grid.

Pending Invoice Filter: Purchase Order Shipper Tab

Use this tab to retrieve PO shipper/invoices for matching. See “PO Shipper/Invoices” on page 570
for details.
PO Shipper/Invoice. Specify a PO shipper/invoice number. If you do not specify a supplier in
the matching data, the lookup returns all receipts.
Note None of the details of the shipper/invoice can be modified.

Pending Invoice Filter: Logistics Charge Tab

The Logistic Charge tab in Receiver Matching lets you match accrued logistic charges against
supplier invoices. You can retrieve and match pending invoices for both inbound and outbound
logistics charges.
The currency of the logistics charges you try to match is taken from the pending invoice that was
created for the charges, and the currency of the pending invoice and the matching invoice must
always be the same.
Include Blank Suppliers. Select the field to include logistics charges that do not reference a
logistics supplier. This field is enabled using the Match Blank Suppliers field in Logistics Op
Accounting Control (36.9.1).
When Match Blank Suppliers is Yes in Logistics Op Accounting Control, you can indicate
whether to display pending invoices with blank supplier fields. Otherwise, only pending
invoices for the specified supplier are displayed. When Match Blank Suppliers is No, the
Include Blank Suppliers field is not available.
Transaction Date/To. Specify a range of transaction dates for selecting pending invoices to
match.
External Reference/To. Specify a range of external reference numbers for selecting pending
invoices to match.
For inbound logistics charges, the reference is generally the packing slip number from the PO
receipt.
For outbound logistics charges where sales order shippers are used, the Carrier Reference ID is
the external ID for the logistics charge pending invoice. If you are not using shippers, the bill
of lading is the external reference number.
 Accounts Payable 583

Internal Reference/To. Specify a range of internal reference numbers for selecting pending
invoices to match.
For inbound logistics charges, the internal reference is the receiver number from the PO
receipt.
For outbound logistics charges, the internal reference is the shipment ID, which is determined
using the Sales Order Shipment Sequence ID and Distribution Order Shipment Sequence ID
fields in Logistics Accounting Control (2.15.24). These two sequence IDs are defined in
Number Range Maintenance (36.2.21.1).
Order. Specify a range of order codes for selecting pending invoices to match.

Ship-From/To. Specify a range of ship-from address codes for selecting pending invoices to
match.
Ship-To/To. Specify a range of ship-to address codes for selecting pending invoices to match.
The ship-to address is printed on the purchase order.
Logistic Charge. Specify a logistics charge code to select associated pending invoices to
match.

Pro-Rating of Logistics Charges

When you have defined selection criteria and click Apply, a pop-up window opens with a line for
every matching pending invoice header. If there has been a price variance between the charges
accrued and the amount invoiced, you can enter a new matching amount. If you update the
matching amount for a line and select OK, the system then pro-rates the price difference among all
underlying detail lines for the pending invoice header, based on the amount that each detail line
originally accrued.
Example

You ordered two items from a component supplier. When you receive the goods, the accrued
logistics charges for freight are 60 USD. A third-party carrier delivers the items and sends you a
supplier invoice for the associated freight charges.
When matching the logistics supplier invoice, you retrieve the matching pending invoice in the
Logistic Charge tab in Receiver Matching.
The freight price on the invoice from the logistics supplier includes a price variance of 10 USD. In
the pop-up window, you enter a matched amount of 70, indicating the price difference of 10 USD.
The pending invoice for freight duty is composed of two lines, one for each of the items shipped.
Item 01 has accrued 40 USD of freight duty and Item 02 has accrued 20 USD of freight duty.
Therefore, freight charges for Item 01 were accrued at a rate of 2:1 relative to the charges accrued
for Item 02. The system then pro-rates the price difference of 10 USD among the freight charge
detail lines for the items. The matched amount for freight for Item 01 is updated to 46.67 USD, and
the matched amount for freight charges for Item 02 is updated to 23.33 USD.
584 User Guide — QAD Financials

Fig. 9.33
Logistics Charges Receiver Matching Pop-up

Note All fields in the pop-up window are read-only, except the Sel field, which is used to select
and deselect lines, and the TC Matched Amount and the Finished fields.
Sel. Select the field to indicate that the corresponding line matches the search criteria you have
entered.
When you select the Sel field, the TC Matched Amount field is populated with the open
amount.
If you leave the Sel field cleared, the TC Matched Amount field is set to zero.
Logistic Charge. This field displays the logistics charge code for the pending invoice to be
matched.
Internal Ref. This field displays the internal reference number of the pending invoice. For
inbound logistics charges, this is the receiver number. For outbound logistics charges, the
internal reference is the shipment ID.
Ext Ref. This field displays the external reference number of the pending invoice. For inbound
logistics charges, this is the packing slip number. For outbound logistics charges, it is the
carrier reference ID or the bill of lading.
TC Accrued Amount. This field displays the original amount accrued for the pending invoice.
When the accrued amount is different from the open amount, this indicates that the difference
has been matched on a previous invoice.
TC Open Amount. This field displays the logistics charge amount that is still open (the TC
Accrued Amount minus the TC Invoiced Amount).
TC Matched Amount. This field displays zero by default. If you select the Sel field, the system
populates the TC Matched Amount field with the logistics charge open amount.
If required, adjust the amount to reflect changes between the pending invoice and the invoice
from the logistics supplier. The system then pro-rates the difference between the accrued
amount and the matched amount among the detail lines, based on the charges that each line
originally accrued.
TC Variance. This field displays the difference between the accrued amount and cumulative
matched amount.
Finished. Select the field to post the difference between the accrued amount and the
cumulative matched amount to the logistics charge variance account.
The default for this field is set using the Close Accruals on First Invoice field in Logistics
Charge Code Maintenance.
 Accounts Payable 585

TC Invoiced Amount. This field displays the cumulative amount invoiced to date (not
including the current transaction). This field contains a value if part of the pending invoice was
paid to a previous supplier invoice.
Pro-Rate Variance. The value in this field is read-only and is updated based on the value of the
TC Variance field.
If TC Variance is not equal to zero, the system selects the Pro-Rate Variance field.
If TC Variance is zero, the system clears the Pro-Rate Variance field.
Order. This field displays the purchase order, sales order, or distribution order that generated
the logistics charges.
Supplier. This field displays the logistics supplier, if this information is available.

Transaction Date. This field displays the date on which the invoice was recorded.

Matching Grid
Fig. 9.34
Receiver Matching, Grid

Select. Select to include this pending invoice in the matching.

Log Charge. When selected, this field indicates that this receiver is for a logistics charge.

Item. This field displays the number of the item on the purchase order line. For outbound
logistics charges, this field does not display a value.
Logistics Charge. If this line is for a logistics charge, the charge code used on the line displays.

Open Quantity. This field displays the item quantity on the PO receipt.

Unit Price. This field indicates the item unit price on the PO receipt.

TC Open Item Amount. This field displays the PO receipt amount in transaction currency.

Matched Quantity. You update this amount to reflect the quantity actually received in this
invoice. The field displays the open quantity by default.
Matched Unit Price. This field displays the unit price on this invoice. The field displays the
open unit price by default. You adjust this amount to reflect changes in unit price between the
issuing of the receipt and creation of the invoice.
TC Matched Amount. This field displays the matched amount, which is the matched quantity
multiplied by the matched unit price.
Finished. Select this field to change the matching status to Finished. This field indicates the
status of the matching line. If the received and invoiced quantities match, the field is selected
by default.
586 User Guide — QAD Financials

Use GL Var Account. Select this field to ensure that item costs are not updated by this
matching, when average costs are being used in the GL cost set. The system posts the variance
to a variance account. When you do not select this field, item costs are updated by the
matching process.
Order. This field displays the purchase order number.

Account. This field displays the default debit account, depending on the type of matching.

Sub-Acct. This field displays a sub-account, if one has been defined for the inventory account.

Cost Center. This field displays a cost center code, if one has been defined for the inventory
account.
Project Code. This field displays a project code, if one has been defined for the inventory
account.
Order Type. This field indicates the type of receiver being matched: Purchase Order, PO
Shipper/Invoice, Logistics Charge.
Transaction Date. This field indicates the date on which a receipt was issued for the purchase
order.
PLI Line. This field indicates a line on the PO shipper/invoice.

APMatchingLineReceiptTaxTC. This field displays the amount in non-recoverable tax accrued

for this receipt in transaction currency.
APMatchingLineReceiptTaxLC. This field displays the amount in non-recoverable tax accrued
for this receipt in base currency.
TC Pending Matched Amount. This field displays the amount of this pending invoice that has
not yet been matched.
Pending Matched Quantity. This field displays the quantity of this pending invoice that has not
yet been matched.
Packing Slip Qty. This field indicates the packing quantity entered on the Purchase Order
Receipt. You normally set the packing quantity to the quantity received or returned.
Taxable. Select this field to apply tax rates to the To Match amount. When taxes are accruing
at receipt, this field is selected by default.
Tax Class. When taxes are defined to accrue at receipt for this receiver, this field indicates the
tax class being applied, if any. Select a different tax class if necessary.
Tax Usage. When taxes are defined to accrue at receipt for this receiver, this field indicates the
tax usage being applied, if any. Select a different tax class if necessary.
Tax Env. When taxes are defined to accrue at receipt for this receiver, this field indicates the
tax class being applied. Select a different tax class if necessary.

Matching Overview

This area displays a summary of the matched amounts, including matched taxes.
To Match. This field displays the amount to be matched.
 Accounts Payable 587

Matched. This field displays the amount actually matched.

Difference. This field displays the difference, if any.

Manual Posting
The Manual Posting option lets you balance the total amount on an invoice when the matching
process results in an outstanding amount. Use Manual Posting to account for freight or other
charges that arise from the purchase of the goods, but are not detailed on the purchase order.
The Manual Posting button is enabled when there is a difference between the To Match and
Matching amounts on the matching grid. Click Manual Posting to display the Manual Posting
screen where you can add a posting line and specify an account, sub-account, and cost center to
which to post the difference.
Fig. 9.35
Receiver Matching, Manual Posting

Update Invoice Amount

Click the Update Invoice Amount button to update the amount of the invoice with the results of the
matching. This button is available when the matching results in a difference between receiver and
invoice amounts, and for matchings that have been saved in Initial status.
Note The Update Invoice Amount option is only available for initial invoices.

Modifying Receiver Matching

When you save a Receiver Matching with the Initial status, you do not generate matching postings
and can modify the matching at a later stage. Once you save the matching with a status of
Finished, the postings are generated in the official layer, and item costing and Intrastat records are
updated.
588 User Guide — QAD Financials

You must fully match the invoice amount, but can partially match receiver amounts in a receiver
line, save and close the line. Once a receiver line is closed, you cannot reopen it.
No postings are generated by receiver matching for initial invoices when saved in Initial status,
and you can delete matchings to initial invoices with no effect on the General Ledger. You can
only delete matchings that are in Initial status.

Receiver Matching and Daybook Security

Daybook security lets you restrict access to transactions associated with certain daybook types to
users who have roles linked to that daybook. See “Daybook Security” on page 158 for more
information.
You can apply daybook security to receiver matching and financial matching transactions posted to
daybooks of type Matching. This section describes the effect of daybook security for Matching
daybooks on receiver matching. See “Financial Matching and Daybook Security” on page 549 for
information on daybook security and financial matching.
If implemented, daybook security for receiver matching restricts access to transactions in Receiver
Matching Create and Receiver Matching Modify to users who have roles associated with the
Matching daybooks used.
When creating a receiver matching record, if you select a matching daybook associated with a role
you are not assigned, an error message displays and you are prevented from saving the record, as
shown in Figure 9.36.
Fig. 9.36
Receiver Matching Create, Daybook Security Error

For Receiver Matching Modify, if you browse and select a record that uses a matching daybook
that you do not have access to, the system displays a warning and only permits you to view the
record.
 Accounts Payable 589

When receipts created in one entity are matched against invoices created in another, cross-
company postings are generated. In order to save the postings, you must be assigned to the role
specified for the Matching daybook in both the source and target entities. Otherwise, the system
displays an error and you cannot save the receiver matching in the source entity or the cross-
company posting in the target entity.

Sample Matching Postings

The following examples show the postings generated by applying different types of variance when
matching the receiver amounts, and list the accounts used in the matching postings. All examples
assume the transactions are in base currency.

PO for Inventory Item with Tax Accrued at Receipt

In this example, you purchase a quantity of 3 of item A, which has a standard cost of USD $20.
Tax is accrued at receipt, and is charged at 20%, with 25% of the tax non-recoverable. You are
invoiced for 1 delivered item at USD $20. The matching is saved with a status of Initial, and no
usage variances are calculated.

Receipt Postings

Account Debit Credit

Inventory 60.00
Tax (for recoverable) 9.00
PO Price Variance account 3.00
(for non-recoverable)
PO Receipts 72.00
Total 72.00 72.00

The recoverable tax amount is calculated as:

Price * Quantity *% Tax * (% Recoverable / 100)

The non-recoverable tax amount is calculated as:

Price * Quantity *% Tax * (% Non-Recoverable / 100)

Invoice Postings

Account Debit Credit

Unmatched Invoices 24.00
Supplier Control 24.00
Total 24.00 24.00

The debit amounts are calculated as follows:

Price Invoiced * Quantity Invoiced * (% Tax + 100)
590 User Guide — QAD Financials

Matching Postings

Account Debit Credit

PO Receipts 24.00
Unmatched Invoices 24.00
Total 24.00 24.00

PO for Inventory Item with Rate Variance

In this example, you purchase a quantity of 3 of item A, which has a standard cost of $20. Tax is
accrued at receipt and is charged at 20%, with 25% of the tax non-recoverable. You are invoiced
for 1 delivered item at $30. The matching is saved with a status of Initial, and no usage variances
are calculated.

Receipt Postings

Account Debit Credit

Inventory 60.00
Tax (for recoverable tax) 9.00
PO Price Variance 3.00
(for non-recoverable)
PO Receipts 72.00
Total 72.00 72.00

Invoice Postings

Account Debit Credit

Unmatched Invoices 36.00
Supplier Control 36.00
Total 36.00 36.00

Again, the debit amounts are calculated as:

Invoice Price * Quantity Invoiced * (% Tax + 100)

Matching Postings

Account Debit Credit

Unmatched Invoices 36.00
PO Receipts 24.00
AP Rate Variance 10.00
Tax 1.50
(for recoverable tax)
AP Rate Variance 0.50
(for non-recoverable tax)
Total 36.00 36.00

The rate variance posting is calculated as:

 Accounts Payable 591

Invoice Price – Receipt Price

The recoverable tax is calculated as:

(Invoice Price – Receipt Price) *% Tax * (% Recoverable / 100)

The non-recoverable tax is calculated as:

(Invoice Price – Receipt Price) *% Tax * (% Non-Recoverable / 100)

PO for Inventory Item with Rate and Usage Variance

In this example, you purchase a quantity of 3 of item A, which has a standard cost of $20. Tax is
accrued at receipt and is charged at 20%, with 75% of the tax recoverable. You are invoiced for 1
delivered item at $30. The matching is saved with a status of Finished, which generates usage
variances.

Receipt Postings

Account Debit Credit

Inventory 60.00
Tax (for recoverable) 9.00
PO Price Variance 3.00
(for non-recoverable tax)
PO Receipts 72.00
Total 72.00 72.00

Invoice Postings

Account Debit Credit

Unmatched Invoices 36.00
Supplier Control 36.00
Total 36.00 36.00
592 User Guide — QAD Financials

Matching Postings

Account Debit Credit

Unmatched Invoices 36.00
PO Receipts 72.00
AP Rate Variance 10.00
AP Rate Variance 0.50
PO Price Variance 1.00
(for non-recoverable tax)
Usage Variance 40.00
Tax 9.00
(for recoverable tax on variance)
PO Price Variance 3.00
(for non-recoverable tax on variance)
AP Tax Recoverable 4.50
Total 88.00 88.00

The usage variance posting is calculated as:

(Quantity Ordered – Quantity Received) * Receipt Price

The recoverable tax on the usage variance is calculated as:

(Quantity Ordered – Quantity Received) * Receipt Price *% Tax * (% Recoverable / 100)

The non-recoverable tax is calculated as:

(Quantity Ordered – Quantity Received) * Receipt Price *% Tax * (% Non-Recoverable / 100)

PO for Inventory Item with Tax Rate Change

In this example, you purchase a quantity of 10 of item A, which has a standard cost of $100. Tax is
accrued at receipt and is charged at 20%, of which 80% is recoverable. The tax account used for
recoverable tax for the receipt postings is 10200. The full quantity of 10 is received.
You are invoiced for 1 item at $150, giving a price variance. The tax rate used at receipt has
expired and a new rate is selected on the receiver line. The new rate retains the account settings of
the previous rate, and recoverable tax is posted to a different tax account, 10202.
You select the new tax rate on the receiver line. The new rate is 21%, of which again 80% is
recoverable. The system recalculates the tax amounts and there is a difference between receipt
amounts and amounts due at invoice, which means the original tax postings are reversed for the
amounts received.
 Accounts Payable 593

Receipt Postings

Account Debit Credit

Inventory 1000.00
Tax (for recoverable) 160.00
PO Price Variance 40.00
(for non-recoverable)
PO Receipts 1200.00
Total 1200.00 1200.00

The recoverable tax amount is calculated as:

Price * Quantity *% Tax * (% Recoverable / 100)

The non-recoverable tax amount is calculated as:

Price * Quantity *% Tax * (% Non-Recoverable / 100)

Invoice Postings

Account Debit Credit

Unmatched Invoices 181.50
Supplier Control 181.50
Total 181.50 181.50

One item has been invoiced at a price of $150 at 21%. The debit amounts are calculated as follows:
Price Invoiced * Quantity Invoiced * (% Tax + 100)

Matching Postings

The matching postings include:

• A credit to the Unmatched Invoices account for the invoice amount.
• The reversal of the recoverable and non-recoverable tax postings for the quantity invoiced. In
this case, 10% of the tax postings are reversed.
• New recoverable and non-recoverable tax postings for the quantity received at the new tax rate
of 21%.
• A debit of the AP Rate Variance account for the price variance of $50.
• A debit of the PO Receipts account for the quantity invoiced.
594 User Guide — QAD Financials

Account Debit Credit

Unmatched Invoices 181.50
AP Tax Recoverable (at old rate of 160.00
20%, 80% recoverable)
Purchase Price Variance 40.00
Purchase Price Variance 4.20
AP Tax Recoverable (Recoverable Tax 25.20
at new rate of 21%, 80% recoverable)
AP Rate Variance 2.10
AP Rate Variance 50.00
AP Usage Variance 900.00
PO Receipts 1200.00
Total 1281.50 1281.50

Matching Accrued Duty and Freight for a PO Receipt

10 units of Item A at 15 USD per unit are purchased from a single supplier, WorldGoods, and
shipped to your company. The cost for these items consists of the unit cost from the item supplier
and the cost to ship each item.
Duty charges for Item A are accrued at a rate of 2 USD per unit and freight charges are accrued at
a rate of 1 USD per unit. The freight company, FreightLine, carried the goods and sends an invoice
for the freight costs.
Tax on the accrued charges is 12%.

Receipt Postings

When the items were received from WorldGoods, the PO order generated postings to inventory,
inbound accrual accounts, and tax postings.
Account Debit Credit
Inventory 150.00
PO Receipts 150.00
AP Tax 18.00
PO Receipts 18.00
Inventory 20.00
Accrued Duty 20.00
Inventory 10.00
Accrued Freight 10.00
AP Tax 2.40
Accrued Duty 2.40
AP Tax 1.20
Accrued Freight 1.20
 Accounts Payable 595

Invoice Postings (Item Supplier)

The following postings were generated when the invoice from the item supplier (WorldGoods)
was recorded in Supplier Invoice Create:
Account Debit Credit
AP 168.00
Unmatched Invoices 168.00
Total 168.00 168.00

Invoice Postings (Logistics Supplier)

FreightLine sends an invoice for 67.20 USD in freight costs, and this invoice is recorded
separately in Supplier Invoice Create.
Account Debit Credit
AP 67.20
Unmatched Invoices 67.20
Total 67.20 67.20

Item Supplier Matching Postings

When the invoice for the items (from WorldGoods) was matched in Receiver Matching, the
following matching postings were generated. The postings include a credit to the Unmatched
Invoices account for the invoice amount for the items.
Account Debit Credit
AP 168.00
Unmatched Invoices 168.00
Total 168.00 168.00

Logistics Supplier Matching Postings

The invoice for the logistics supplier (FreightLine) shows that duty was charged at 20 USD above
the accrued charge and freight was charged at 10 USD above the accrued charges. Therefore, the
matching prices for freight and duty are updated in the Receiver Matching logistics charge pop-up
window and the variances are recorded.
• In Receiver Matching Create, accrued duty is recorded as 22.40 USD, the accrued value plus
12% tax.
• When the duty variance of 20 USD is added, postings are made for the tax on the updated duty
amount 12% of 10 USD = 4.80 USD, and the original tax amount of 2.40 is then netted out.
• Accrued freight is recorded as 11.20 USD, the accrued value plus 12% tax.
• When the freight variance of 10 USD is added, postings are made for the tax on the updated
freight amount 12% of 20 USD = 2.40 USD, and the original tax amount of 1.20 USD is then
netted out.
596 User Guide — QAD Financials

Account Debit Credit

Accrued Duty 22.40
Duty Variance 20.00
AP Tax (tax on duty, including variance 4.80
amount)
AP Tax (original duty amount, before 2.40
the variance)
Accrued Freight 11.20
Freight Variance 10.00
AP Tax (tax on freight, including 2.40
variance amount)
AP Tax (original freight amount, before 1.20
the variance)
Unmatched Invoices 67.20
Total 70.80 70.80

Matching an Accrued Freight Pending Invoice

A company sells goods costing 8000 USD to a customer. When the goods are shipped, the accrued
logistics charge for freight duty is 4620 USD plus 12% tax. A third-party carrier delivers the items
and sends the company a supplier invoice for the associated freight charges. You pay the invoice in
the interim, but the charges are passed on to the customer in a trailer code.

Shipment Postings

When the order is shipped, the following postings are recorded:

Account Debit Credit

Cost of Goods Sold 8000.00
Inventory 8000.00

Invoice Postings (Customer Invoice for Items Sold)

The customer invoice is generated using Invoice Post and Print. The customer is invoiced for both
the cost of the goods and the cost of freight.
Account Debit Credit
Sales 8000.00
AR 14134.40
Freight Revenue 4620.00
Sales Tax Payable 1514.40
Total 14134.40 14134.40

Invoice Postings (Logistics Supplier)

An invoice is received from the logistics supplier for 5174.40 USD and is recorded in the system.
 Accounts Payable 597

Account Debit Credit

AP 5174.40
Unmatched Invoices 5174.40
Total 5174.40 5174.40

Receiver Matching Postings

When the logistics supplier invoice is matched to the outbound logistics charges pending invoice,
the matching postings include:
Account Debit Credit
SO Expense Account 4620.00
SO Accrual Account 4620.00
AP Tax 554.40
SO Accrual Account 554.40
Total 5174.40 5174.40

Statutory Currency and Receiver Matching

Generally, for transactions in non-base currency, the system uses the exchange rate valid on the
transaction posting date. However, in receiver matching, the posting lines on the PO receipt
account, expense accrual account, and reversal of old taxes use the exchange rate that was used on
the receipt transaction. Because the other posting lines in the receiver matching use the statutory
rate at invoice date, this posting shows a balance difference in statutory currency, which you must
post as a realized gain or loss.
Example

A domain has USD as base currency and MXN (Mexican Pesos) as its statutory currency. A
purchase order is created in Euros for 11 items at 8.50 Euros each PO price. The items have a
standard GL cost of 9 USD.
All items are received. The supplier sends an invoice for 10 items at a higher unit price of 9 Euros.

Receipt Postings (Base Currency)

Account DR (TC) CR (TC) DR (BC) CR (BC)

Inventory (11 items at $9) 99.00
Purchase Price Variance 13.20
(Inventory - PO Receipts)
PO Receipts (11 items at 112.20
€8.50 * accounting rate of
1.2
Total 112.20 112.20
598 User Guide — QAD Financials

Receipt Postings (Statutory Currency)

Account DR (TC) CR (TC) DR (SC) CR (SC)

Inventory ((11 items at $9) * 158.40
inventory accounting rate
1.6)
Purchase Price Variance 21.12
(Inventory - PO Receipts)
PO Receipts (11 items at 179.52
€8.50 * statutory rate of 1.92
Total 179.52 179.52

Invoice and Receiver Matching Postings (Base Currency)

Account DR (TC) CR (TC) DR (BC) CR (BC)

PO Receipts (11 items at 93.50 112.20
€8.50 * accounting rate of
1.2)
Accounts Payable (10 items 90.00 117.00
at €9 * invoice accounting
rate of 1.3)
AP Rate Variance (10 * (€9 - 5 6.5
€8.50) * invoice accounting
rate of 1.3)
AP Usage Variance ((10 - 8.50 11.05
11) *8.50 * invoice
accounting rate of 1.3)
Exchange Loss (93.50 * - - 9.35
(1.3-1.2))
Total 98.50 98.50 128.05 128.05

Invoice and Receiver Matching Postings (Statutory Currency)

Account DR (TC) CR (TC) DR (SC) CR (SC)

PO Receipts (11 items at 93.50 179.52
€8.50 * receipt statutory rate
of 1.92)
Accounts Payable (10 items 90.00 166.50
at €9 * invoice statutory
accounting rate of 1.85)
AP Rate Variance (10 * (€9 - 5.00 9.25
€8.50) * invoice statutory
accounting rate of 1.85)
AP Usage Variance ((10 - 8.50 15.72
11) *8.50 * invoice statutory
rate of 1.85)
Exchange Loss (93.50 * 6.55
(1.85-1.92))
Total 188.77 .188.77
 Accounts Payable 599

Payables
Supplier payments let you process paper and electronic payments through an approval cycle, with
each stage generating its own posting. You also create and transfer payments in electronic format
to your bank, with each payment file formatted according to the requirements of your bank. You
configure bank account information and payment format defaults for each supplier, and these
defaults are automatically used in every payment to that supplier.

Other AP Functions
Supplier Activity Dashboard lets you view the invoices and payments associated with a supplier,
including the current supplier balance, and amount and due date details for each open item.

Supplier Payments
You process supplier payments in the same way as customer payments. Like AR payments,
manual AP payments are completed using Supplier Payment Create, and electronic AP payments
consisting of electronic files to be transferred to your bank are completed using Supplier Payment
Selection Create. You can also use supplier payment selections for paper checks and drafts. See
“Supplier Payment Selections” on page 610.
Supplier payments are associated with status codes, which are used to manage the payment
process through final collection and updating of accounts. You process the payment by changing
the payment status from one status to the next in the sequence that meets your business
requirements. Different payment instruments follow different status sequences. The number of
statuses you need depends on your particular implementation.
Create payment statuses for each stage in the payment sequence, and move the payment from one
status to the next by changing its status. Each status change generates a posting that updates the
accounts you defined. The default accounts used in supplier payments are the relevant supplier
payment account and the supplier control account. The system uses the payment account are
defined in Supplier Payment Status Create for the entity, bank, payment instrument, and status. See
“Supplier Payment Statuses” on page 601.
To complete the process, you can create a banking entry to record the payment. However, in some
countries, such as the US, payments are created directly at the Paid status, without using banking
entry.
Note You can also generate customer and supplier payments in the system from the transaction
messages contained in imported bank files. See “Processing Incoming Bank Files” on page 693.

See “Customer Payments” on page 448 for details about how payments are processed in AR.
600 User Guide — QAD Financials

Supplier Payment Instruments

Use the following payment instruments for supplier payments.
Table 9.3
Types of Supplier Payment Instruments
Payment Instrument Description
Check Checks are unconditional orders to pay an open item, which
you send to the supplier.
Draft The draft or bill of exchange is a negotiable security signed
and dated by its issuer (the bank). It contains an unconditional
order or instruction to pay a fixed amount to the supplier on
the agreed due date.
Once signed, the draft is considered a collection instrument.
Its form, content, and legal consequences are governed by
law.
Promissory Note The promissory note is a promise to pay the supplier, instead
of an unconditional payment order. The promissory note
carries more risk for the beneficiary and has fewer legal
consequences for the issuer if payment is defaulted.
Summary Statement You send summary statements to the supplier. Factoring
companies and banks that provide credit card services use
summary statements.
Transfer The transfer payment instrument is an order for payment that
you submit to your bank. The bank ensures that the amount is
transferred to the supplier’s bank account. Transfers are in
paper format.
Electronic Transfer Electronic transfers are transfers in the form of electronic
files sent by you to your bank. Use supplier payment
selections to process electronic transfers. This payment
instrument is considered automatic, since it cannot be
generated manually.

Setting Up Supplier Payments

The setup procedure for supplier payments is the similar to that for customer payments, and
includes:
1 Define bank accounts and payment formats. For details, see “Payment Formats” on page 228.
You must define as many payment formats as you have different types of supplier payments.
The system retrieves your bank account details and the formats required for payments from the
account information you define on the Banking tab of the supplier record.
2 To create electronic payment files for transfer to other banks, you use electronic payment
formats that you can download from the QAD Internationalization website, install on your
system, and associate with your bank account. Then, you can use those payment formats in
supplier and customer payment selections. See “Payment Formats” on page 228.
3 Define Supplier Payment accounts to associate with payment statuses.
For more information on defining GL accounts, see “GL Account Types” on page 75.
4 Define Supplier Payments daybooks to contain the postings generated by the status transitions.
You can define different daybooks for different types of payment instrument.
 Accounts Payable 601

For more information on daybooks, see “Using Daybooks” on page 148.

5 Create a set of payment statuses to match the stages through which you want to process the
payment. This is described in “Supplier Payment Statuses” on page 601.
6 Define payment groups for managing the selection process. This is described in “Creating
Supplier Payment Groups” on page 606.
7 Create a supplier payment and link it to one or more supplier open items (invoices or credit
notes).

Supplier Payment Statuses

Payment processing is controlled by payment status codes. Different payment instruments follow
different status sequences. The number of statuses you need depends on your particular
implementation. At a minimum, you must have two statuses: Paid and Void. Typically, you also
want to have a For Collection status for payments sent to the bank. The Initial status is used if you
want to do an initial payment registration. The Initial supplier payment status has no accounting
effect so you can modify its associated details, such as the amount. You cannot link invoices to a
payment in Initial status.
When a payment is changed to any status that creates a posting (every status except Initial), you
can only change the payment status assigned in Supply Payment Modify. You cannot allocate it to
a different invoice or change the payment amount.
You can define an account for each status through which the payment is processed, or use one GL
account to record the transitions. For example, if you are processing a check through the Initial,
Allocated, For Collection, and Paid statuses, you can define a GL account of type Supplier
Payment for each status. This approach supports detailed reporting requirements.
Each status transition usually generates a posting, which updates the account associated with the
status and bank or liability accounts. The posting information, including account and daybook
details, is contained in the payment status definition.
If you do not need a complex payment cycle, you can use Initial, Paid, and Void statuses only, in
which case you do not have to use supplier payment accounts for the Initial and Void statuses.
Setting the status of a payment immediately to Paid updates your bank account automatically,
without the need to create a final banking entry to record the payment.
However, note that while you can move a payment directly to the Paid status, you cannot undo a
Paid document. This means that if you print checks after setting the payment to Paid and the print
run fails for some reason, you cannot void the payment. You must reopen the invoice manually
with Open Item Adjustment.
602 User Guide — QAD Financials

Fig. 9.37
Supplier Payment Status Flow

Initial

Allocated

Accepted

For Collection Conditional Collection

Paid Conditionally

Bounced

Paid

Banking Entry

Like customer payments, it is not mandatory to process a supplier payment through all of the
statuses described, and you can process a payment using Initial and Paid statuses only. You can
also use Supplier Payment Status Change to select payments with an Initial status and change their
status directly to Paid. This status change immediately updates your bank account, without the
need to create a banking entry. You must then allocate the payment to one or more outstanding
invoices.
You can also use Supplier Payment Status Change to void any payment at any stage in the flow
(except after the Paid status) or to revert it to Initial.
Note Setting the status of a payment directly to Paid is available for payments in the base
currency of the account only. You cannot change a payment status directly to the Paid status if the
payment currency is different than the base currency. In this case, you must use Banking Entry to
complete the payment.
Table 9.4 describes each payment status, and lists the postings created by status transitions.
Table 9.4
Supplier Payment Statuses and Account Activity
Status Description Account Activity
Debit Credit
Initial Initial payment status. The Not applicable Not applicable
payment is in your system but does
not generate any postings.
Allocated The payment is created and is Allocated Supplier Control
linked to open items. The Supplier account
transition to Allocated generates Payment
postings and sub-ledger updates. account
 Accounts Payable 603

Status Description Account Activity

Debit Credit
Accepted The payment is signed by the Accepted Supplier Control
relevant parties. When you sign a Supplier account
draft, you change the status of the Payment
associated supplier payment to
Accepted.
For The payment is presented to the For Collection Supplier Control
Collection bank for immediate payment. Supplier account, if this is
Some examples of payments for Payment the first posting
collection include a check, a account for the payment
payment selection that is Otherwise, the
transferred directly to the bank, account
and paper transfers to the bank. associated with
the previous
payment status
Conditional The payment is presented to the Bank Account Supplier Control
Collection bank conditionally, the condition Conditional account, if this is
being that a draft is honored by the Collection the first posting
bank before the draft due date. for the payment
This status is followed by the Paid Otherwise, the
Conditionally status on the account
Banking entry. associated with
the previous
payment status
Paid When a draft is discounted to the Bank Account Liability account
Conditionally bank and the payment is associated with
conditionally received, change the Paid
payment status to Paid Conditionally
Conditionally. Unlike other status
statuses, the Paid Conditionally
posting does not transfer the
amount from the control account
linked to the previous status to the
control account of the current
status.
If the draft amount is paid on the
due date, the payment status is
automatically updated to Paid.
Paid The outgoing payment amount has Bank account For Collection
been cleared on your bank Supplier Payment
account. Payments are either fully account
paid or not paid at all. A selection
can be said to be partially paid if
an individual payment is bounced.
Bounced The incoming payment amount Supplier Control Account
has not been paid. The linked open account associated with
items are re-opened and the the previous
invoice payment links are deleted. payment status
Void The payment is voided when, for Supplier Control Account
example, a duplicate payment is account associated with
detected, or a printing error the previous
corrupts the payment numbering payment status
system.
604 User Guide — QAD Financials

For each of the different payment statuses, a specific GL account representing the status can be
defined.
The Void payment status is unique to supplier payments and is used to ensure that you can void a
payment when, for example, a duplicate payment is detected, or a printing error corrupts the
payment numbering system. When you void a payment, the links to open items are deleted.
When you change the status of a payment directly to Paid, you cannot subsequently change the
status to Void to void the payment. The Paid status indicates that the payment has been received by
the supplier.
Voiding a payment does not generate any postings. Instead, it resets the payment records, and
creates an extra payment record for the current payment. Voiding also does not re-open the
invoices or credit notes linked to the payment.
The Bounced payment status differs from Void in that, when a payment bounces, the incoming
payment amount has failed to clear from the supplier’s bank account. The linked open items are re-
opened and the invoice payment links are deleted.

Creating Supplier Payment Status Codes

Use the Supplier Payment Status activities (28.9.1.1) to create, modify, view, and delete payment
statuses.
The payment status is the transition state through which you process the payment, and contains the
posting details for the transitions.
Note Once a payment status has been used in a transaction, it cannot be modified.

Fig. 9.38
Supplier Payment Status Create

Field Descriptions

Payment Instrument. Select a payment instrument from the drop-down list. See Table 9.3 on
page 600 for details about each instrument.
Check
Draft
Promissory Note
Summary Statement
 Accounts Payable 605

Transfer
Electronic Transfer
Status. Select a status to associate with the payment instrument from the drop-down list. See
Table 9.4 on page 602 for status descriptions.
Accepted
Allocated
Bounced
Conditional Collection
For Collection
Initial
Paid
Paid Conditionally
Void
Bank GL Account. Specify the account code for your bank that will be used to process the
payment. The account must be of type Bank.
Daybook Code. Specify a code for the daybook to contain the status transition postings. The
daybook must be of type Supplier Payments. Daybook cannot be specified for the Initial or
Void statuses.
Supplier Payment Account. Specify the code of the account used for status transition postings.
• For the Initial and Void statuses, this field does not apply.
• For all other statuses, an account of type Supplier Payment must be specified.
Accounts are updated automatically when you change the payment status. The account
balance reflects the value of all payments that have this status.
Default Value Days. Specify the number of value days it takes to change from one payment
status to another.
This value defaults to 0 (zero). When a status transition requires some activity on the part of
the bank, you can increase the number of days, in line with banking practice. This information
is added to the current date when determining the due date for cash reporting.
606 User Guide — QAD Financials

Creating Supplier Payment Groups

Use the Supplier Payment Group activities (28.9.1) to create, modify, view, and delete codes for
grouping payments. You can select payments for processing by payment group code in Supplier
Payment Selection Create.
Fig. 9.39
Supplier Payment Group Create

Field Descriptions

Payment Group. Enter a code (maximum 20 characters) that identifies a payment group. This
field is mandatory; the code cannot be blank.
Description. Enter a brief description (maximum 40 characters) of the payment group. This
field is mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active record.

Creating Supplier Payments

Use the Supplier Payment Creation activities (28.9.3) to create, modify, view, and delete supplier
payments.
You cannot modify supplier payments with a status of For Collection and Conditional Collection,
except to change the payment status. You cannot modify payments with a status of Void or Paid.
You can delete only Initial supplier payments. To delete a supplier payment with a status other than
Initial, you must first change the status to Initial. You can revert to the Initial status from the
Accepted and Allocated status, before you have sent payment to the bank.
The Create Up to Status and Modify Up to Status activities let you control user access to the
payment cycle.
For example, when you assign the Create Status To Accepted activity to a particular role, users
assigned to that role can create payments with a status of Allocated or of Accepted only. The Status
drop-down list is restricted to display the To Status and previous statuses in the flow. Subsequent
statuses, such as For Collection or Paid Conditionally, are not available.
Note For more information on controlling user access to activities using role permissions, see
User Guide: QAD Security and Controls.
The Create To Status screen looks just like Supplier Payment Create, but displays only those
statuses for which your role has permission.
 Accounts Payable 607

Fig. 9.40
Supplier Payment Create

Field Descriptions

Supplier Code. Specify the code that identifies the supplier to be paid. The system loads the
supplier’s default bank information defined in the Banking tab of Supplier Create. Most bank
details default from the bank and cannot be modified.
Business Relation, Name. The business relation and name associated with the customer
displays.
Bank GL Account. Specify the GL account of type bank updated by the payment. If you
specify a supplier first, the banking details default from the supplier. If you leave Supplier
blank, the lookup retrieves all the bank account numbers and formats defined for all suppliers
on the Supplier Banking tab. Selecting a bank account fills in all of the other relevant fields,
most in read-only mode.
Own Bank Number. This field displays the number of your own bank account, which is
defined on the Banking tab of the supplier record.
Supplier Bank No. The system displays the supplier bank associated with the specified bank
BL account.
Payment Format. This field displays the payment format associated with the selected supplier
bank account number.
Subtype. This read-only field indicates whether the payment is manual or automatic. You
create manual supplier payments through the Supplier Payment activities, and automatic
payments through the Supplier Payment Selection activities.
Year/Number. This field displays the accounting year and payment sequence number, which is
automatically generated by the accounting year.
Status. Choose a payment status from the drop-down list. Table 9.4 on page 602 lists payment
statuses.
Reference. Enter reference text (maximum 40 characters) for the payment.
608 User Guide — QAD Financials

Amount/Currency. Specify the value of the payment in the transaction currency. The amount
must be positive and can be entered manually or automatically by linking the payment to an
open item.
Note The payment currency must be the same as that of the open item against which you
allocate the payment. If an invoice for this customer is in US dollars, your customer payment
must be in the same currency. Currency information is contained in the payment format linked
to your bank account, and you ensure that the currencies match by selecting the correct bank
account.
Due Date. Enter a due date for this payment.
Note The supplier payment date cannot be earlier than the posting date of the invoice the
payment pays.
Creation Date/Last Printed Date/Times Printed. These read-only fields indicate the payment
creation date, most recent printing date, and number of times the payment has been printed.
Value Days. Enter a value for the number of days required by the bank to process the
transaction. The default is based on the payment status entered.
Click Allocate to allocate this payment to an open item for this supplier. The allocation process is
almost identical to that used for customers. See “Allocating a Customer Payment” on page 463 for
details of the screens and fields.

Modifying Bank Details on a Supplier Payment

When using a supplier payment to process invoices, the system loads the default account number,
own bank account, and payment format defined for this supplier into the payment fields. These
banking details are then used for all open items contained in the payment.
Because businesses frequently change the default own bank account and payment format during
the payment cycle, you can change the payment banking details for a payment in any status other
than Paid. The original and new payment formats used may contain payment attributes, and the
attributes of a new payment format must be consistent with the attributes applied to the original
open item. This option is identical to the Customer Payment option and is described in more detail
in “Modifying Bank Details on a Customer Payment” on page 466.

Supplier Payment Mass Change

Use Supplier Payment Mass Change (28.9.3.5) to confirm the status transitions of one or more
payment and, if required, to change the bank details for selected payments.
You typically change the status of single payments by modifying the original payment and use the
change status activity to handle multiple payments at one time. This activity helps streamline the
process of completing a payment processing flow. For example, when the bank lets you know that
a set of checks has cleared, you can update the status of all of them at one time.
You can also use this activity to renumber payments, such as printed checks, if needed.
Renumbering should be restricted, since this would only be needed in special circumstances.
Use one or a combination of payment detail fields to search for existing supplier payments.
 Accounts Payable 609

Changing Own Bank Number for Payments

When completing supplier payments, you can decide for cash flow or other reasons to change the
bank account number from which the payment is made. The Change Own Bank Number option
lets you specify a different bank account number for selected payments.
The new account number, account, and payment instrument combination must be already defined
in Bank Payment Format Link and must be defined for the same entity as the original combination.
You must also have defined a payment status that uses the new bank account, payment account,
and payment instrument.
Fig. 9.41
Supplier Payment Mass Change

Field and Button Descriptions

Posting Date. Specify the date that the status change should be effective.

BC Balance. This field displays the value of the payments selected in the grid in base
currency, and is read-only.
The value is updated each time a payment is selected or deselected in the grid.

Search for Payments

Business Relation. Specify a business relation to search for payments associated with that
business relation.
Supplier Code. Specify a supplier code to search for payments for that supplier.

Payment Instrument. Select a payment instrument to display payments for that payment type
only.
Status. Select a payment status to display payments with that status.

Year/Number. Specify a year and payment number to display matching payments.

610 User Guide — QAD Financials

Reference. Specify a payment reference to display matching payments.

Operator/Due Date. Specify an operator and due date for the payment. The operator combined
with the due date determines which records are retrieved.
>= Due Date: The system retrieves all payments with a due date later than or equal to the due
date specified.
= Due Date: The system retrieves all payments with the due date specified.
<= Due Date: The system retrieves all payments with a due date earlier than or equal to the due
date specified.
Creation Date. Specify a payment creation date to display payments created on that date.

Click Add to retrieve all payments that meet the search criteria.
To change the status of multiple rows in the grid, use these fields:
New Status for Selected Rows. Choose a new status for the payment from the drop-down list
and click Apply to apply the status to the selected rows.
Note You can also edit the status in the grid for individual rows as needed.

Renumber. Use this field to enter a new preprinted number for a previously numbered
payment. The number is 0 (zero) by default.
Supplier Payment Change Number (28.9.3.6) is an additional option that lets you separate the
status change and payment number change functions and assign each to a separate role.
Changing the payment number lets you renumber the supplier check print sequence.
Change Own Bank Number. Select this field to enable the New Own Bank Number fields.

New Own Bank Number. Specify a new own bank number for the selected payments. The
lookup displays the numbers of bank accounts that have been linked to payment formats only.
Click the appropriate button:
• Click Apply to apply the new status and bank accounts to the payments.
• Click Clear to clear the contents of the grid.
• Click Save to save the payments with the new statuses and bank accounts, and to register the
status transition postings.

Supplier Payment Selections

Use the Supplier Payment Selection (28.9.4) activities to process the payment of supplier invoices.
The payment selection cycle has the following steps in sequence:
• Create a payment selection. You use the payment selection to define and select the invoices to
be paid. This creates a selection with an Initial status.
• Confirm the payment selection. This action generates the postings related to the payments and
changes the payment selection status to Confirmed.
• Execute the payment selection. This completes the process and creates the relevant documents
and files for sending to the suppliers or your bank. This changes the payment selection status
to Transferred.
Note This step is only needed for electronic file output.
 Accounts Payable 611

• Confirm the payment with a banking entry, which changes the payment selection status to
Closed.
Note You must execute payment selections for electronic transfers. Confirm payment selections
for checks moved directly to the Transferred status—you do not need to execute them.
Apply the Closed status when the final bank statement is confirmed using Banking Entry. For
more information on banking entries, see “Banking Entry” on page 670.
Fig. 9.42
Supplier Payment Selection Flow

Invoices Create Confirm Execute

Payment Payment Payment
Selection Selection Selection

Payment Selection
- Create selection
Invoice - Delete selection Confirm Payment Execute/
Allocated - Confirm selection Selection Re-execute
and - Print selection-Paylist - Validations Payment
Released - Add invoice - Postings
for Payment - Remove invoice from list
- Regenerate
- Link bank account

Pay File Remittance

Prepayment

Logging information is confirmed for every step, including the user, date, time of creation,
registration, and transfer.
A payment selection is always linked to one payment format. You must create multiple payment
selections if the payments you want to process reference more than one bank account.
You can, however, split invoice amount over multiple payments by selecting separate formats and
amounts on the invoice. When selecting the format for the payment selection, you can then include
amounts created in this format from the invoice in the selection.
An invoice must have the following properties to be included in a payment selection:
It must have an invoice status with Approved selected and Locked for Payment cleared.
Its due date must be earlier than or equal to the reference due date used in the selection.
It must have the same payment format as the selection.
For each business relation, the Customer/Supplier Compensation Allowed field indicates if netting
with customer open items is allowed. In this case, the selection activity can act as an adjustment
function.
You specify an internal identification code for each payment selection, and create the paper or
electronic payment to be sent to the bank. The process of creating bank payment files is described
in “Payment Format Maintenance” on page 229.
You cannot modify a payment selection once the payment file is sent to the bank. If the bank
refuses the file, you can manually resolve the issue, or repeat the file transfer.
The payment selection is validated before it can be confirmed and again before transfer. A
payment selection has one pay date (execution date) that is valid for all linked invoices.
612 User Guide — QAD Financials

You can create individual and grouped payments. This is controlled by the Individual Payments
field on the Payment tab of the supplier. However, you must generate separate payment selections
for foreign and domestic payments. In this case, the transfer step generates two payment files.
You can include new prepayments in a payment selection. Only invoices with an open amount—
that is, a balance greater or less than zero—can be used in payment selections. You also cannot
specify invoices that are already part of another payment selection for the full amount.
See “Creating a Prepayment on a Payment Selection” on page 618 for more information.
Multiple selections can be done to create one global payment selection. The system appends new
invoices selected to the list of those that are already included.

Payment Selection Processing Examples

The system supplies various activities that can be combined in different ways to support different
processing scenarios for payments. The following are a few examples of how a processing flow
can be created.

Direct Payment by Check

Select the invoices to pay by creating a payment selection. The selection is automatically assigned
the Initial status. Following an approval stage, the selection is then confirmed and the Credit
Directly on Bank field is selected. This changes the payment selection status directly to Paid,
crediting the Bank account and debiting the sub-ledger and Supplier Control account.
The printed checks are sent to the supplier, and no further processing in the system is required. At
the period end, the bank account balance must be reconciled with the bank GL account balance.
Checks that you marked directly as Paid, but in reality are unpaid, cause discrepancies. You must
identify these unpaid checks based on the bank statements you have received.
Note In this scenario, when you move a payment directly to the Paid status, you cannot void a
failed check run. You must reopen the invoice manually with Open Item Adjustment.
 Accounts Payable 613

Fig. 9.43
Direct Payment by Check

Create
Createpayment
payment
selection.
selection.

Need
Need Yes Modify
Modifypayment
payment
Send
Sendininworkflow.
workflow.
approval
approval selection.
selection.

No

Register
Registerpayment
payment Checks created with status Paid
selection,
selection,Credit
Credit CR Bank account
Directly on Bank = Yes
Directly on Bank = Yes DR Sub-ledger and Supplier Control account

Print
Printchecks.
checks.

Yes Bank
Bankstatement
statement No GL
Print
PrintOK
OK Mail
Mailchecks.
checks. confirms
confirmspayment.
payment.
impact

No Manual
Open
Openinvoice
invoicemanually.
manually. Manualadjustment
adjustmentfor
for
lost
lostpayment
payment

Staged Supplier Payment by Check

In this example, a selection of checks to a supplier is processed through approval stages, and then
confirmed. When you confirm the payment, the Credit Directly on Bank field is not selected. As a
result, the status of the payment is changed to For Collection. The posting credits the Supplier
Payment account, and debits the Supplier Control account. The control account details default
from the supplier record.
When the checks are printed and mailed to the bank, a banking entry posts the payment to the bank
account. You change the status of the payment to Paid by recording the cleared payment from the
bank statement in Banking Entry Create. However, this could also happen when a bank statement
is loaded automatically.
614 User Guide — QAD Financials

Fig. 9.44
Staged Payment by Check

Create
Createpayment
payment
selection.
selection.

Need
Need Yes Modify
Modifypayment
payment
Send
Sendininworkflow.
workflow.
approval
approval selection.
selection.

No

Register
Registerpayment
payment Checks created with status For Collection
selection,
selection,Credit
Credit CR Supplier Payment account
Directly
Directly onBank
on Bank==No
No DR Sub-ledger and Supplier Control account

Print
Printchecks.
checks.

Yes Bank
Bankstatement
statement
Print
PrintOK
OK Mail
Mailchecks.
checks. confirms
confirmspayment.
payment.

No
Bank
Bankentry
entrysets
sets CR Bank account
Void
Voidcheck
checkflow.
flow. DR Supplier
payments
paymentstotoPaid.
Paid. Payment account

Note The payment selection process is, typically, the same for checks and drafts.

Supplier Electronic Transfer

In this example, a series of supplier invoices is processed in one payment selection, and you create
an electronic payment file to send to your bank. Different banking systems use different electronic
file formats, and you must apply the correct format to electronic payment files. See “Payment
Format Maintenance” on page 229.
The postings are generated when you confirm the payment selection. This step credits the Supplier
Payment account and debits the sub-ledger and Supplier Control account.
To create the bank file, an additional execute step is needed. See “Supplier Payment Selection
Execute” on page 624. When you send the file to the bank, the bank transfers funds from your
account to your supplier’s, based on the instructions in the file. A bank statement confirms
payment, and the final banking entry sets the payment status to Paid.
Note You can also process payments directly to the Paid status.
 Accounts Payable 615

Fig. 9.45
Paying a Supplier by Electronic Transfer

Create
Createpayment
payment
selection.
selection.

Need
Need Yes Modify
Modifypayment
payment
Send
Sendininworkflow.
workflow.
approval
approval selection.
selection.

No

Register CR Supplier Payment account

Registerpayment
payment DR Sub-ledger and Supplier Control account
selection.
selection. Selection record created

Execute
Executepayment
payment
selection. Bank file created
selection.

Bank
Bankstatement
statement
Send
Sendfile
filetotobank.
bank. confirms
confirmspayment.
payment.

Bank
Bankentry
entrysets
sets CR Bank account
payments DR Supplier Payment account
paymentstotoPaid.
Paid.

Creating Supplier Payment Selections

Use Supplier Payment Selection Create (28.9.4.1) to select multiple invoices by due date and
create payments for groups of invoices.
The Supplier Payment Selection Create screen has four distinct areas:
• Supplier Payment Selection. Specify the details of the payment.
• Bank. Specify account and file format details for the bank account to which the payment file is
to be exported.
• Filter Details. Use a combination of criteria to retrieve the invoices to be combined in the
selection.
• Logging. View history of changes made.
• Grid. Display the results of the selection in the grid.
616 User Guide — QAD Financials

Fig. 9.46
Supplier Payment Selection Create

Field Descriptions

Selection Code. Enter a unique code (maximum 20 characters) to identify the payment
selection. This field is required.
Bank GL Account. Specify the code of the GL bank account in which the payments are to be
executed.
Current Balance. This read-only field indicates the current balance on the bank account.

Status. This read-only field displays the payment selection status. The status controls the
availability of fields in the Create screen.
Own Bank Number. This field displays the default account number for the bank GL account
defined in Account Create. You can select a different account if multiple account numbers
were associated with the GL account. The payment format displayed is determined by the
bank account number you select.
Payment Total. This read-only field displays the total payable amount of all invoices selected
in the grid.
Execution Date. Specify a date on which the bank should execute the payment selection.
Note The execution date cannot be earlier than the date (system date) on which the payment
selection is created.
 Accounts Payable 617

Payment Format. This field displays the format for the export file. This format is retrieved
from the payment format and attributes linked to the GL bank account selected. See “Payment
Format Maintenance” on page 229 for details. Depending on the payment format, you may be
able to modify some header attributes for the payment. The selected invoices must match this
payment format.
When the payment selection is in an initial status, you have the option to change the payment
format used in the selection by selecting a different bank account from which to pay the
selection. See “Changing Bank Accounts on a Payment Selection” on page 619.
Number of Lines. This field displays the value of the Invoices per Check field of the payment
format associated with the GL bank account selected.
Important After you save a payment selection, you cannot change the bank account or
account number selected, since this would invalidate the payment formats and attributes
assigned to the payment.

Selection Details Tab

Use the Details tab to set search criteria for the invoices you want to include in the payment
selection.

Search for Invoices

Set Selected. Specify how you want the system to set the Selected field on the invoices that
are displayed in the grid after you click Apply:
All. Enable the Selected field for all invoices
Due Only. Enable the Selected field only for invoices with a due date on or before the Ref Due
Date specified.
Due and Discounted. Enable the Selected field only for invoices that are either due on or
before the Ref Due Day or will be discounted within this period.
None. Do not use enable the Selected field for any of the invoices.
Ref Due Date. Specify the date the system should use for finding invoices to be included in
this payment selection. The system selects invoices due on or before this date that meet the
other selection criteria.
Note The system includes invoices with staged credit terms in the grid if the due date of at
least one stage matches the selection criteria.
Visible Items. Choose to display all search results or only those results that match the Set
Selected filter criteria. If you display All, you can manually modify the Selected field to
include additional invoices if necessary.
Payment Group/Business Relation/Currency/Sub-Account Code/Intercompany/Country
Code/Group Name. Specify one or a combination of search criteria for open items: invoices,
credit notes, and prepayments.
Include All Entities. Select this field to retrieve invoices from other domains that have the same
supplier shared set as the current domain.
You can create a payment selection within one entity that includes invoices created in other
entities within the same domain.
618 User Guide — QAD Financials

The system creates a record for the Cross-Company daemon to process, and the payment of
the invoices in the other entity are posted as cross-company transactions. See “Intercompany
and Cross-Company Transactions” on page 383.
View Invoices Without Banks. Select this field to display only invoices that are not already
associated with a bank account. Invoices without banks do not appear on payment selections,
so may inadvertently not be processed. This is especially important for supplier invoices.
The following are examples of how an invoice could be recorded without banking details:
• If no bank account information is specified in Supplier Create when you record an invoice,
the invoice is created without any bank details and can be saved.
• When you record an invoice, you can delete the proposed bank number record from the
Banking tab grid, which would also result in an invoice without banking details.
You can modify the invoice later to add banking details.

Payment Grid

Use one of the following to update data in the grid:

• Click Search to retrieve invoices that match the search criteria. You can modify the criteria and
click to append subsequent results to the grid.
• Click Clear to clear the results grid. When you have appended a number of searches to the
grid, click to clear the most recent set of results.
• Click Header Fields to change attributes associated with the payment file header. This button
is enabled only when the payment format specified supports this feature. See “Payment
Format Maintenance” on page 229.
You can only modify the Selected and TC Payment Amount fields in the results grid. You can
right-click and insert a new row, which is automatically created as a prepayment. When creating a
prepayment, the External Number field is enabled to record reference details. See “Creating a
Prepayment on a Payment Selection”.

Logging Tab

The Logging tab displays payment selection history, including status changes and dates, user
names, and generated files.

Creating a Prepayment on a Payment Selection

You can include new prepayments in a payment selection. When creating a new prepayment, you
can enter a reference for the prepayment in the External Number field. This field lets you
distinguish between prepayments if the same supplier has several prepayments relating to different
orders. The value you enter as a prepayment reference lets you easily identify each prepayment
when allocating them to invoices later in the AP process.
To include a new prepayment:
1 In the Payment Selection grid, right-click in a row and select Insert a New Row.
A new row is inserted and the External Number field becomes available.
 Accounts Payable 619

Fig. 9.47
New Prepayment Line

2 Enter the bank format, supplier, and amount, and other details for the prepayment.
3 Enter up to 40 characters of reference text for the prepayment in the External Number field.
The reference you enter for the prepayment must be unique.
4 Save the payment selection.

Changing Bank Accounts on a Payment Selection

When you save a payment selection with a status of Initial, you can subsequently modify the bank
account and payment format used in the selection. This option is useful, for example, when the
cash balance on the account you originally specified is not enough to pay the selection and you
want to use another account. You may also want to change the payment format on the selection
from, for example, an electronic transfer to a check, provided that the new format is also
applicable for that supplier.
This option is only available for selections with Initial status—when you register the selection, you
generate postings and the system saves the bank and payment format information with the
selection.
Note This option is not available for customer payment selections.

You define the bank account and payment format to be used for payments to a supplier on the
Banking tab of the supplier record. The default account and format are then displayed on the
Financial Info tab of all invoices for this supplier.
You change the bank account to be used for this selection by selecting another bank account. You
can only select another bank account that has been defined for this entity. To change a payment
format, you can:
• Select a different bank account number (associated with the same bank account). Each bank
account number can be associated with a different payment format.
• Select a different bank account.

Bank account numbers are associated with the payment format, and you can only select a
combination of number and format that you have already created in Bank Payment Format Link
(25.11.2). See “Linking Payment Formats to Bank Accounts” on page 235.

Changing Payment Attributes on a Selection

Payment attributes provide additional information about a payment, and can be mandatory or
optional depending on the requirements of the banking system that is to receive the payment. You
assign attributes to payment formats in Payment Format Maintenance (25.11.1). See “Payment
Attributes” on page 231.
620 User Guide — QAD Financials

The attributes on payment formats are designed for specific payment arrangements to suppliers,
and are typically used for electronic payments. When you change the payment format, you also
change the associated attributes and values, and you should ensure that the new attributes and
values are consistent with those of the original invoices, and with the details defined for the
supplier.
When the original format and new format are identical, or have no attributes, the system simply
replaces the format. When the new format has no attributes, the system warns you that any original
attributes will be deleted. You can decide to continue with the change or to cancel.
The system prevents you from selecting a new format that has different attributes from the
original, because since attributes are created for specific business reasons, you cannot apply new
payment attributes and values to the invoices already contained in the selection.
Table 9.5 summarizes these effects.
Table 9.5
Replacing Payment Formats and Attributes
Original Format New Format Comment
AP Draft (no attributes) French AP Draft (no The system replaces the
attributes) format.
AP Draft with attributes French AP Draft with The system prevents you from
Supplier ID and attributes Sender ID and selecting another format with
Payment Type Charge Code different attributes.
AP Draft with attributes French AP Draft with When the original format has
Supplier ID and no attributes attributes and the new format
Payment Type has no attributes, the system
warns that the original
attribute values will be deleted
from the payment selection
header field and from the
original invoice Financial Info
tab. You can choose to cancel
the change.
AP Draft with or French AP Draft with When the new format does not
without attributes attributes Sender ID and have the same attributes as the
Charge Code original format, the system
prevents you from saving the
change.

Changing Payment Formats and Supplier Invoices

The system requires that payment selections and the supplier invoices contained in them have the
same bank account number and payment format. When you change the account and format details
on a payment selection, the system automatically replaces the original details on the Financial Info
tab of the supplier invoices with the new payment information.
When a supplier invoice is part-paid from multiple accounts, the Financial Info tab displays a
separate line for each account and format combination that is being used. When you create a
payment selection for this supplier and retrieve this invoice for inclusion in the payment, the
system retrieves only that part of the invoice payment that matches the format you choose for the
selection. Therefore, when you change this account and format, the system replaces only this line
on the Financial Info tab of the original invoice with the new account and format details.
 Accounts Payable 621

Changing Payment Formats and Supplier Records

The system also requires that the bank account you use in a payment selection must be defined on
the Banking tab of the supplier record. When you change the bank account or payment format in a
payment selection, the system automatically creates the new number and format combination as a
new line on the supplier Banking tab. When the account number and format combination has
identical payment attributes and values to the previous payment format, the system retains this
information in the definition.
Example You create a payment selection PS1 to pay invoices from your bank account 10121297,
account number 00001111. Account number 00001111 is associated with the payment format AP
check, which is an Accounts Payable check format in US dollars.
You retrieve invoices from all suppliers for whom these account and format details have been
defined. The system displays two invoices from Supplier A and three invoices from Supplier B in
the results grid. You save the payment selection with an Initial status for internal approval.
Following approval, you reopen the payment selection to process the payment. The Current
Balance field on the Bank area of the selection indicates that because of other activity on this
account, there are now insufficient funds in the account to complete the payment.
Fig. 9.48
Payment Selection for Multiple Suppliers

You select another account, 10121900, with an account number 11112222 and an associated
electronic transfer format. This payment format includes attributes for a bank reporting ID and a
payment expiration date. Because these attributes cannot be applied to the original invoices, the
system prevents you from saving this change. Instead, you select account number 22223333 for
10121900, which also has an associated AP check format in US dollars (also named AP check).
The new format matches the original format, and you can now save the change and proceed to
register the payment selection.
The system replaces the account and format details on the Financial Info tab of each of the
invoices for both suppliers. Therefore, account 10121297, account number 00001111, and format
AP check are replaced with account 10121900, account 22223333, and format AP check. This new
combination is also added as a new line on the Banking tab of both suppliers.
622 User Guide — QAD Financials

Fig. 9.49
Supplier Invoice Change of Bank

Supplier Payment Selection Confirm

The Supplier Payment Selection Confirm (28.9.4.5) activity provides a read-only overview of the
payment selection. Add the posting information—year, GL period, daybook, and posting date—to
confirm the selection. Confirming the selection has the effect of changing the selection status from
Initial to Confirmed, and creates all of the sub-ledger and GL postings for the payments.
Note The system displays an error when you have not defined For Collection and Paid statuses
for this bank account. You must define the necessary statuses.
You can generate multiple postings for several suppliers in the same payment selection.
The Transfer account and the Discount account are linked to the bank account and cannot be
changed.
Confirming the payment selection generates a posting that credits the Supplier Control account
and debits the supplier payment account defined for the payment status and bank account used. For
example, the payment of two invoices for the same supplier that do not have discounted due dates
produces the following postings:
Account Debit Credit
Supplier Control 120.00
Supplier Payment 120.00

These postings apply to both invoices. Postings are grouped by supplier.

 Accounts Payable 623

Fig. 9.50
Supplier Payment Selection Confirm

Field Descriptions

Selection Code. This field displays the payment selection code.

Execution Date. This field displays the selection execute date. The default is today’s date.
Note The posting is created on the execution date you specify and not the date on which you
create the Supplier Payment Selection Confirm record (system date) if these dates are
different.
Payment Total. This field displays the total amount of the payment in the payment currency.

Status. This field displays the current status of the payment.

Bank GL Account. This field displays the bank account code, account number, and payment
format being used for this selection.
Posting Year/GL Period/Posting Date. Select a posting year, GL period, and posting date for
the selection. The current year, GL period, and posting date are displayed by default.
Daybook/Voucher/Layer. Select a daybook for this selection. The Layer field displays the
accounting layer for this daybook.
Credit Directly on Bank. Use this field to control the status assigned to the confirmed payment
selection and the corresponding GL postings.
Select: The Paid status is applied, crediting the bank account and debiting the sub-ledger and
Supplier Control account.
Clear: The For Collection status is applied, crediting the account associated with the For
Collection payment status, and debiting the sub-ledger and Supplier Control account.
624 User Guide — QAD Financials

This field is selected by default when you have defined a Paid status for the payment but not a
For Collection status.
Transfer Account/Discount Account. These fields display the transfer and discount accounts
defined for this payment status. The discount account is used in postings for early payment
discounts. These accounts default from the supplier.
Click Confirm to generate the payment selection postings and change the payment selection status
to Confirmed.

Supplier Payment Selection Unconfirm

Use Supplier Payment Selection Unconfirm (28.9.4.8) to set a supplier payment selection back to
the Initial status. Consequently, the supplier payment is set to Bounced, and the system removes
the payment selection code from the supplier payment.
Fig. 9.51
Supplier Payment Selection Unconfirm

Supplier Payment Selection Execute

Use Supplier Payment Selection Execute (28.9.4.6) to convert a series of confirmed payment
selections that are using the same execution bank into payment selection files for export to your
bank.
The system uses data loaded into EDI eCommerce to create the file to be sent to the bank. Details
about the payment file such as its location on the file system are specified when the electronic data
interchange (EDI) data is loaded. EDI processing is controlled by the payment format and attribute
values. In this way, electronic files for export are correctly formatted for the receiving bank. This
process is described in detail in “Payment Formats” on page 228.
Note You cannot run Supplier Payment Selection Execute with an execution date that is earlier
than the system date.
 Accounts Payable 625

Fig. 9.52
Supplier Payment Selection Execute

Field Descriptions

Selection Code. Specify the code of a confirmed payment selection. Values for the other fields
are filled in based on the selection you specify.
Bank GL Account/ Own Bank Number/ Payment Format/Status/ Execution Date/Payment
Total. These fields all display values based on the selection code entered.

The grid displays details about the payments in the selection you are about to execute.

Supplier Payment Selection Re-execute

Use Supplier Payment Selection Re-execute (28.9.4.7) to select a previously executed payment
selection file and regenerate it using the same payment selections. In cases where individual
account or posting details within the selection have changed, you can regenerate the export file
without removing and re-inserting the individual payment selection.
Fig. 9.53
Supplier Payment Selection Re-execute

Payment Selection Code/Selection Number. Specify the code that identifies a payment
selection file.
Duplicate. Select if you want the generated file to contain a field indicating that it has been
executed more than once. This is a requirement of some banking systems when a file is sent
more than once.
626 User Guide — QAD Financials

Realized Gain and Loss

For payments in base or transaction currencies, the system calculates the realized gain or loss in
base currency and in statutory currency, and posts the difference to the relevant gain or loss system
accounts. The gain or loss is the difference between the base currency (or statutory currency) value
of the invoice at the time it was created and the base currency (or statutory currency) value of the
invoice at the time of payment. For partial payments, this difference is prorated according to the
amount paid.
When a domain uses a statutory currency, the system calculates the gain or loss twice, once for the
base currency and a second time using the statutory currency, each using the most recent statutory
exchange rate.
The original exchange rates for both the base currency and statutory currencies are stored in the
original transaction (invoice) record and compared with the relevant exchange rate at the time of
payment. The difference is then posted as a gain or loss.
See “Realized Gain and Loss” on page 488 for realized gains and losses in AR with example
postings.

Printing Supplier Payment Instruments

Use the functions on the Supplier Payment Print menu (28.9.9) to print checks, promissory notes,
summary statements, and drafts to be sent to the supplier as payments. You can also generate paper
transfer documents to be sent to you bank to initiate payment transfers and generate reports on
electronic transfers and payment selections.
Table 9.6
Supplier Payment Print (28.9.9)
Report Description
Supplier Draft Print Lets you print drafts to be sent to the supplier as a payment
(28.9.9.1) instrument. Drafts are similar to regular checks but, unlike checks,
include a due date. A check is payable immediately, but a draft is
payable only on or after the due date.
Supplier Funds Lets you print a hardcopy instruction to be sent to the bank as an
Transfer Print order to make a funds transfer from your bank account to the
(28.9.9.2) supplier’s bank account.
Supplier Check Lets you print checks to be sent to the supplier for payment of
Print (28.9.9.3) outstanding amounts.
If you want to modify the layout of the supplier check, refer to User
Guide: QAD Reporting Framework, which describes the
customization of Component 1 reports. In addition, the Best
Practices for Customization training guide describes how to
customize the business logic for reports.
Supplier Lets you print promissory notes to be sent to suppliers. The
Promissory Note promissory note is a promise of payment, instead of an
Print (28.9.9.4) unconditional payment order.
Supplier Electronic Provides details on groups of supplier invoices processed in single
Transfer Print payment selections, and the electronic payment files created to
(28.9.9.5) transfer the funds to the supplier’s bank.
 Accounts Payable 627

Report Description
Supplier Summary The summary statement is sent to the supplier by a third party, and
Statement Print used when the third party is responsible for the collection of
(28.9.9.6) amounts. For example, factoring companies and banks that provide
credit card services use summary statements.
Supplier Payment Generates a report for internal use that lists payment selections by
Selection Detail range of selection code or execution date based on one or more
(28.9.9.7) statuses. When Detail is Yes, the invoices being paid are also listed.
Payment status selection can be All, Initial, Confirmed, or
Transferred.
Supplier Lets you print a remittance letter to a range of suppliers based on a
Remittance Print generated payments. The remittance letter informs the suppliers
(28.9.9.8) about payments that have been made to them in executed payment
selections.
Supplier Payment Generates a report for internal use that contains all payment
Selection Report information in a payment selection file. Lets you select by payment
(28.9.9.10) status: Executed (Yes/No). One line per supplier.

When you print payment instruments, you can select documents to print by payment selection
code or number, invoice status code, supplier, and creation date, as well as other criteria. The
payment selection code is the external ID that you supply; the number is a system-generated
sequential number.

Printing Supplier Checks

Supplier checks can be printed as soon as a Supplier Payment Selection for a check type Payment
Format is created and confirmed. A single supplier check can also be created with the Supplier
Payment Create function.
When printing checks using Supplier Check Print (28.9.9.3), you have the option to assign system
pre-printed numbers that correspond with the pre-printed numbers physically on the checks. The
system stores a pre-printed number with each linked AP check payment format, and you can select
any AP check numbering sequence valid in the current entity.
Complete the payment selection criteria you need to select the payment you want to print. Use the
following fields to configure your print run.
Bank Payment Format. Select a bank payment format from the drop-down list. This field
displays all AP check formats that have been linked to bank accounts. You assign the next
number in the sequence using the Next Pre-Printed No field in the Bank Payment Format Link
function. When you click Apply to begin the print run, the system displays an error if you have
selected a format that does not have a next pre-printed number assigned. In this case, you can
select the format in Bank Payment Format Link, assign a number, and continue with the print
run. See “Linking Payment Formats to Bank Accounts” on page 235.
Open. Include only checks with an open status. When checks are For Collection, the status is
open. When checks are Void, Bounced, or Paid, the status is closed and Open should be set to
No in order to print them. This is important if you are not using a payment in process account
but setting the status of checks to paid immediately; these checks are considered closed even
though they have not been printed, and you must set Open to No to print them.
The default value for this field is Yes. When you do not have a For Collection status defined
for any bank account in the current entity, the value given is No.
628 User Guide — QAD Financials

Open refers to the status of the checks, and applies to all scenarios. If you are setting checks
immediately to the Paid status when they are created, as is common in US practice, your
checks are already closed before you print them. In this case, you must clear the Open field to
be able to print checks.
Preprinted Number. Use this field to define a number or range of numbers when you are
reprinting an existing check.
Print Type. Select a print mode from the drop-down list.
Final Print. Use this option when you are ready to complete a print run. When you select
Final Print, the system retrieves the Next Pre-Printed No field in the bank payment format
you selected. You can only print new payment documents in Final Print, and once the run
is complete, the Next Pre-Printed No field in the bank payment format you used is updated
to the last number in the completed run plus one. The system also increases the value of
the Times Printed record for the check by one.
Print Duplicate. Use this option to reprint a set of checks. The Times Printed record for the
check is increased and the system prints existing checks only. The value of the Next Pre-
Printed No field on the bank payment format is not updated by Print Duplicate.
Test Print. Use this option to test the run before Final Print. The system does not retrieve
the Next Pre-Printed No field in the bank payment format you selected. The Times Printed
record for the check is not updated, and the system prints new documents only.
These settings and their combinations are summarized in the following table.
Table 9.7
Check Print Scenarios
Retrieve Next Update Next
Pre-Printed Increase Pre-Printed
Number from Times Number in
Bank Payment Printed Only New Bank Payment
Print Type Format Counter Documents Format
Final print Yes Yes Yes Yes
Test print No No Yes No
Print Duplicate No No No No

You can use the Only New Documents field for test print and an original print run, but not for
reprinting. When this field is selected, only checks with the field Times Printed set to 0 (zero) are
printed, which would be exactly the set needed for a test run or when making the real check print.
Note The Start From Number report option lets you over-ride the Next Pre-Printed No field in the
bank payment format. Use this option when, for example, two separate departments within the
organization use the same bank payment format to print checks. Start From Number is hidden in
the report browse by default, and you enable it by selecting it in the Manage Filter Fields.
Example You pay all supplier invoices from a Chase Manhattan bank account. You create an AP
check payment format to process these payments (called Chase Manhattan Checks), and link the
format to your Chase Manhattan account using Bank Payment Format Link.
When linking the account to the payment format, you assign a Next Pre-Printed No that matches
the first number of your pre-printed checks; for example, 708001.
 Accounts Payable 629

You create a payment selection for this month’s total of 20 AP checks and select Supplier Check
Print to print the payment selection. When you select Chase Manhattan Checks from the bank
payment format drop-down list, the system assigns 70008001 as the number of the first check to be
printed from the selection.
When you choose to run a Test Print on blank paper, the system prints the checks in the selection
without retrieving the number from the payment format. After verifying that the correct checks
have been printed, you run a Final Print on pre-printed paper. The system retrieves the number
70008001 from the Chase Manhattan payment format and prints checks numbered 70008001 to
70008020. The Next Pre-Printed Check No value on the payment format is updated to 70008021.

Printing and Voiding Supplier Checks

When you use Supplier Check Print to print checks, the remittance stub of the check stationery
contains details of the invoices paid by the check, with one line on the check allotted per invoice.
You define the number of invoice lines to be printed on the check using the Invoice per Check field
in Payment Format Maintenance.
Check numbers are stored and traceable in the system to prevent fraudulent printing of checks.
However, there are a number of situations in which the numbering sequence of the checks can be
disrupted:
• A paper jam or other printer error occurs during printing.
• The address details on the check are incorrect.
• You must interrupt the print run to print checks for another, unexpected payment.
• The printed checks are lost in transit and must be reprinted.

In these cases, you maintain the integrity of the numbering sequence by voiding the supplier
payment. Use Supplier Payment Status Change to select the payment and change its status to Void.
This creates empty check records for the voided checks and stores these numbered records. You
can then set up a new check print run using a new number range.
The check numbering sequence is also disrupted when the number of invoice lines to be printed on
the page exceeds the page length.
Example Three checks are to be printed on the pages numbered 10000001, 10000002, and
10000003. The invoice lines on the first check exceed the length of page 10000001. The system
does not let you print a check on two pages; instead, it prints Void on the second page, and creates
a voided check record to account for this number. The print run continues with the second check
on the third numbered page (10000003), and the third check on the fourth numbered page
(10000004).
In this way, the numbering sequence is restarted, and the skipped prenumbered page is recorded.
630 User Guide — QAD Financials

Supplier Activity Dashboard

The AP module includes many additional reports and views that let you review supplier
information using customizable selection criteria. These are discussed in “Accounts Payable
Reports” on page 782.
The Supplier Activity Dashboard (28.18.1) offers a comprehensive overview of all activity related
to a single supplier, in a single entity or over multiple entities. The drill-down generates read-only
information that includes invoices, credit notes, and payments.
You can select open or closed payments and display individual payment details, as well as total
amounts for each selection you make. You can filter by currency.
The Activity tab displays all invoices and associated payments for the supplier, by default for a
three-month period. Payments display as child rows beneath their associated invoices. You can
view the invoice and payment information separately using the Invoices and Payments tabs.
Amounts in the payment and invoice grids are displayed to two decimal places, and discount
calculations support negative quantities.
You can use grid features to group and sort information by key credit-related details such as the
number of weeks overdue, or see all invoices due in a certain week.
Fig. 9.54
Supplier Activity Dashboard

Field Description

Supplier Code. This field displays the code of the supplier you selected in the supplier browse.

Business Relation. This field displays the supplier business relation code and business relation
name.
Entity. Select one or multiple entities for which to display AP activity for this supplier. The
current entity is selected by default, and totals for the current entity display in the Summary
tab. Use Ctrl+Click to select multiple entities in the list.
 Accounts Payable 631

Currency Code. Specify a currency in which to display the information. The supplier currency
is loaded by default. When you specify a different display currency, amounts are converted
from the supplier currency using the default accounting exchange rate. For example, switch
currencies to view the amounts in the currency of the current domain.
Note When you switch currencies, the system uses the Accounting exchange rate effective as
of today.
Balance of Open Items. This field displays the total amount of supplier open items generated
in all entities. Open items consist of invoices and credit notes entered directly using Supplier
Invoice Create and posted invoices and credit notes from operational activity.
Balance of Open Items (Selected Entity). This field displays the total amount of supplier open
items in the selected entity.

Summary Tab
This tab displays address details for the supplier, as well as the total outstanding balance to this
supplier for the selected entities.
Name/Address/Telephone/Fax/E-Mail/ Website/Zip Code/City/ Country/State/County. These
fields display the supplier address and contact information, deriving from the head office
address in the supplier business relation.
Balance. This field displays the current supplier balance, based on the total of all open items
for this supplier, in the selected currency

Activity Tab
This tab lets you view supplier invoices and associated payments in one screen. Payments display
as child rows beneath the invoices.
By default, open invoices for a three-month range display. You can change the start and end dates
as needed and choose to look at closed invoices or both closed and open. The system refreshes the
activity records if you change the Start Date, End Date or Status field values.
632 User Guide — QAD Financials

Fig. 9.55
Supplier Activity Dashboard, Activity Tab

Review the information under the Invoices and Payments tabs for individual field details.

Invoices Tab
Use the Invoices tab to drill-down on selected invoices. You can modify the date range and the
status of invoices to include in the view.
You can view the aging breakdown on the list of invoices by grouping on the # Weeks Overdue
column, and adding a summary on the balance column.
Fig. 9.56
Supplier Activity Dashboard, Supplier Invoices Tab
 Accounts Payable 633

Field Descriptions

Invoice Number. This field displays the number of the selected invoice or credit note.

Invoice Date. This field displays the invoice creation date.

Due Date. This field displays the payment due date.

Discount Due Date. This field displays the payment due date to qualify for an early payment
discount.
Currency. This field displays the currency for the transaction.

Base Currency. This field displays the base currency of the domain in which the invoice was
created.
BC and TC Original Amount. This field displays the original invoice amount in base and
transaction currencies.
BC and TC Open Amount. This field displays the open (unpaid) invoice amount.

Invoice Type. This field displays the invoice type: invoice, invoice correction, credit note,
credit note correction, prepayment.
OI Description. If the invoice was adjusted using open item adjustment, this field displays the
description recorded in Open Item Adjustment Create (25.13.5) or Open Item Adjustment
Modify (25.13.3).
See “Open Item Adjustment” on page 351 for more information.
# Days Overdue. This field displays the number of days overdue, calculated by subtracting the
due date from today’s date.
# Weeks Overdue. This field displays the number of weeks overdue, calculated by subtracting
the due date from today’s date and dividing by seven.
Invoice Status Code. This field displays the invoice status code assigned to the open item.

Week #. This field displays the week number in the accounting year.

Registration Number. This field displays the invoice registration number.

The registration number identifies all supplier invoices and credit notes in the system, both
initial and standard, and is an automatic number generated by entity and year.

Supplier Activity Drill Down

The Supplier Activity Dashboard includes the ability to drill-down to view the detailed invoice and
payment records associated with the summaries displayed in the Invoices and Payments tabs. You
can view read-only information for invoices, credit notes, and payments.
634 User Guide — QAD Financials

Fig. 9.57
Supplier Invoice Dashboard, Invoices Tab

By double-clicking on the invoice summary line shown in Figure 9.57, the system displays the
corresponding supplier invoice in read-only format.
Fig. 9.58
Supplier Invoice View

Payments Tab
Use the Payments tab to view the payments and payment selections sent to this supplier for a
specified date range. Double-click a line on the grid to view the original payment.
Supplier prepayments created using Banking Entry display as payments in the Supplier Activity
Dashboard.
 Accounts Payable 635

Fig. 9.59
Supplier Activity Dashboard, Payments Tab

Field Descriptions

Payment Reference. This field displays the reference for the payment, typically the supplier’s
invoice number.
Payment Selection. This field displays the payment selection code.

Reference. This field displays the reference text entered on the original payment

Status. This field displays the status associated with the payment.

Payment Number. This field displays the number of the payment, which consists of a
concatenation of the payment year/payment instrument/payment number.
Base Currency. This field displays the base currency of the domain in which the payment was
created.
Creation Date. Displays the payment creation date.

Payment Due Date. Displays the date when payment was due.

Discount Due Date. Displays the discount due date.

OI Description. If the invoice was adjusted using open item adjustment, this field displays the
description recorded in Open Item Adjustment Create (25.13.5) or Open Item Adjustment
Modify (25.13.3).
See “Open Item Adjustment” on page 351 for more information.
BC and TC Payment Original Amount. Displays the original invoice amount in base and in
transaction currencies.
BC and TC Open Amount. Displays the open (unallocated) invoice amount.

# Days overdue. Displays the number of days overdue, calculated by subtracting the due date
from the paid date.
636 User Guide — QAD Financials

Week #. Displays the week number in the accounting year.

Registration Number. This field displays the registration number of the invoice to which the
payment was allocated.
The registration number identifies all supplier invoices and credit notes in the system, both
initial and standard, and is an automatic number generated by entity and year.
Bank Import Reference. If the payment was imported using a bank file, this field displays the
lock box batch ID of the imported transactions. If the lock box ID is unavailable, this field
displays the filename of the imported bank file.
See “Electronic Processing” on page 693 for more information on importing bank files.

Comments Tab
The Comments tab displays comments recorded for this supplier in the supplier record.

Supplier Reports
This section describes the aging reports and the Supplier Invoice report. All available supplier
reports are described in “Accounts Payable Reports” on page 782.

Supplier Invoice Register Report

The Supplier Invoice Register report (28.17.19) displays a list of supplier invoices and their
posting details and receipt data, if applicable. You can, optionally, include a GL Summary section
at the end of the report, which displays totals by GL account. At the end of the month, you can use
the GL Summary section of the report to check the allocation of costs arising from supplier
invoices.
The following are the report selection criteria:
• Supplier (From/To range)
• Entity
You can only select entities from the current domain.
• Posting Date (From/To range)
• Supplier Type
• Purchase Type
• Currency
If you specify a currency, the report only displays invoices with that transaction currency. If
you leave the field blank, the report displays invoices in all currencies.
• Open Only
Select Yes to include open invoices only. If you select No, the report includes both open and
closed invoices.
• Include Initial
Select Yes to include initial invoices in the report output. If you select No, the output excludes
initial invoices. The default is No.
 Accounts Payable 637

• Sort by
The sorting options are Supplier Code or Chronological.
If you select Supplier Code, the output is sorted by supplier code, and then by entity, daybook,
and voucher.
If you select Chronological, the output is sorted chronologically by entity, daybook, and
voucher.
You can control the level of detail printed using the following options:
• Invoice Detail
The options are Summary or Detail.
• If you select Summary, the report only includes invoice header data.
• If you select Detail, the report includes header and posting information.
The posting information includes both the supplier invoice postings and the matching
postings. For cross-company allocations, the report also displays the allocation posting in
the target entity.
• Receipt Data (Yes/No)
This option controls whether the report includes receipt information for invoices that are
receiver matched.
If you select Yes, the report lists matched items, quantities, and amounts for invoices that are
receiver matched.
If you select No, the report does not display receipt information.
• GL Summary (Yes/Only/No)
This option controls whether the report includes a GL Summary section.
If you select Yes, the report includes a GL Summary section, which summarizes the posting
information for all invoices in the report. The GL Summary is sorted by GL account, sub-
account, cost center, and project. Sub-totals are provided for all GL account, sub-account, cost
center, and project combinations.
If you select Yes, the GL Summary section is displayed at the end of the report.
If you select Only, all other sections in the report are suppressed, and the report only contains
the GL Summary section. This option lets you quickly gain an overview of the supplier
invoices without having to navigate many pages of output.
If you select No, the report does not include a GL Summary section.
638 User Guide — QAD Financials

Fig. 9.60
Supplier Invoice Register Report, Showing Matching Information

Fig. 9.61
Supplier Invoice Register Report, Receipt Information

Fig. 9.62
Supplier Invoice Register Report, General Ledger Summary

Aging Reports

Supplier Aging Analysis Current Report

The Supplier Aging Analysis Current report (28.17.9) displays all open items created in the
specified time frame. It also lists the due supplier open items by number of periods overdue at the
entered date for aging calculation.
The following are the report selection criteria:
 Accounts Payable 639

• Supplier Codes • Control GL Account

• Business Relations • Supplier Balance
• Aging Type • Invoices within Terms
• Aging Offset • Reporting Currency
• Date for Aging Calculation • Summary Info By
• To GL Cal Year • Sort By
• To GL Period • Payment Group
• Entity

The report output is sorted by supplier, currency, and invoice. By selecting one of the three values
in the Summary Info By field, you can display summaries by currency, GL account, or sub-
account.
If you display summaries by currency, the summary is sorted by currency. If you display
summaries by GL account, the summary is sorted by GL account and then by currency. If you
display summaries by sub-account, the summary is sorted by sub-account and then by currency.
Figure 9.63 shows an example of a Supplier Aging Analysis Current report when the report is run
for the system date.
Fig. 9.63
Supplier Aging Analysis Current Report

Figure 9.64 shows the report output when the report is run on the same system date, but with the
Date for Aging Calculation field set to two months from the system date. Note that the credit note
and invoice are now in the 2 Months Overdue column.
The prepayment was not allocated so this remains as an open item. The prepayment is aged and
also appears in the 2 Months Overdue column.
640 User Guide — QAD Financials

Fig. 9.64
Supplier Aging Analysis Current Report, Aged Two Months

Supplier Aging Analysis History Report

The Supplier Aging Analysis History report (28.17.10) displays aging analysis payments up to the
specified period.
The report selection criteria are the same as those for the Supplier Aging Analysis report.
Fig. 9.65
Supplier Aging Analysis History Report

Supplier Aging Analysis by Group Current Report

The Supplier Aging Analysis by Group Current report (28.17.11) groups aging analysis data by
sub-account or project.
The report has the following selection criteria in addition to those listed for the Supplier Aging
Analysis Current report:
• Sub-Account Codes
• Group By (All, Project, Sub-Account)
 Accounts Payable 641

The output is first grouped by the value you specify in the Group By field, which can be All,
Project, or Sub-account. Following this, the output is then grouped by supplier, currency, and
invoice type.
Fig. 9.66
Supplier Aging Analysis by Group Current Report

Supplier Aging Analysis by Group History Report

The Supplier Aging Analysis by Group History report (28.17.12) groups aging analysis backwards
data by sub-account, purchase code, or project.
The report has the following selection criteria in addition to those listed for the Supplier Aging
Analysis Current report:
• Sub-Account Codes
• Group By (All, Project, Sub-Account)

The report output is grouped using the same method specified for the Supplier Aging Analysis by
Group report.
Fig. 9.67
Supplier Aging Analysis by Group History Report
642 User Guide — QAD Financials
 Chapter 10

Evaluated Receipts Settlement

Evaluated Receipts Settlement (ERS) lets you automatically generate supplier invoices and
receiver matching records based on completed purchase order or fiscal receipts.
Introduction 644
Introduces ERS functions and concepts.
Set Up ERS 645
Set up ERS by setting controls and adding required records.
ERS and Ordering 649
Describes the effect of ERS on order processing.
ERS Processor 654
Generate supplier invoices and the corresponding receiver matching for PO receipts.
ERS Fields Summary 661
Lists the fields that display when ERS is activated and the programs affected.
644 User Guide — QAD Financials

Introduction
The Evaluated Receipts Settlement (ERS) function lets you generate supplier invoices and
corresponding receiver matching records based on completed purchase order or fiscal receipts.
The system automatically records liabilities to the supplier based on quantities received at the unit
price negotiated with the supplier in a purchase agreement.
You can use the ERS Processor program to generate supplier invoices and receiver matching for
purchase orders, scheduled orders, blanket orders, and pending invoices generated due to supplier
consignment inventory consumption. If fiscal receiving is selected in Purchasing Control (5.24),
you can create supplier invoices and receiver matching for fiscal receipts.
ERS can process receipts across multiple entities and sites within a domain, where the entity that
recorded the purchase order and incurred the AP liability is different than the receiving entity. In
this case, ERS automatically creates cross-company postings.
You activate and set ERS processing options using ERS Control (28.10.24). ERS Control contains
the ERS Option field, which determines the default ERS processing setting for PO receiver lines.
The ERS Option for each PO line determines how, or if, a supplier invoice and receiver matching
record should be created for that line. Depending on the value of the ERS option set at each PO
line, the ERS Processor:
• Does not create a supplier invoice for the line.
• Creates an initial supplier invoice with no postings and taxes, and a corresponding initial
receiver matching record for the line.
• Creates a confirmed supplier invoice and corresponding receiver matching record for the line.

You can run the ERS Processor in two modes: update mode and audit mode. Update mode creates
final supplier invoices and the corresponding final receiver matching records. Audit mode
generates an audit report indicating the pending invoices that would be created if the ERS
Processor were run in update mode for the same criteria. In addition, the ERS Processor generates
an error report listing receivers for which it could not create supplier invoice records due to
validation errors.
Some countries use a process called fiscal receiving, in which a fiscal clerk must confirm the legal
shipping documents to complete the receiving process. This process is required in addition to the
physical receipt of goods by a warehouse clerk.
If fiscal receiving is activated by selecting Fiscal Confirm Required in Purchasing Control (5.24),
ERS lets you create matched supplier invoices and credit notes or invoice corrections using fiscal
receipts, and not PO receipts.
Fiscal receiving is used to record and reconcile the legal (fiscal) document and associated tax
information. The Fiscal Confirm function is the final step in the receiving process, and the pending
vouchers created by this process can subsequently be used by ERS to generate supplier invoices
and receiver matching.
The ERS Processor contains two different tabs: By Receiver and By Legal Document. However,
only one of the tabs ever displays at one time. If the Fiscal Confirm Required field is selected in
Purchasing Control, the ERS Processor displays the By Legal Document tab. If the Fiscal Confirm
Required field is cleared in Purchasing Control, the ERS Processor displays the By Receiver tab.
By default, the Fiscal Confirm Required field is cleared.
 Evaluated Receipts Settlement 645

Benefits of ERS
ERS offers several benefits to customers and suppliers, such as reduced clerical workload, lower
costs, and reduced error rate. Several factors make an ERS system work efficiently:
• Trading partners must agree on price.
• Customers must issue purchase authorization.
• Suppliers must provide accurate shipping information.
• Customers must enter accurate receipts.

When a problem occurs, the department responsible for the related function—not accounts
payable or accounts receivable—should solve it as soon as possible. For example,
shipping/receiving should resolve problems with quantity, part number, or defects. Purchasing
should resolve problems related to price discrepancies.

Set Up ERS
Set up ERS by setting control programs and adding required records. If you already have open
purchase orders, you must also convert them to enable ERS processing. Figure 10.1 summarizes
the process.
Fig. 10.1
ERS Set Up Flow.

Set site, supplier, and item

Convert existing POs for ERS processing options in ERS
processing, if needed. Maintenance.

Specify ERS processing settings in Enable ERS processing in ERS

ERS Control. Control, and specify ERS options
for POs.

Run ERS Conversion

If you decide to implement ERS in a new database, this step is not required. If you have existing
open purchase orders and you want ERS processing to apply to them, you must run a utility
program to set the processing option.
Choose ERS Purchase Order Conversion (36.25.62) from the Miscellaneous Utilities menu. The
system prompts you to enable or disable ERS.
• Enter E to set ERS option 0—ERS enabled for all purchase orders.
• Enter D to set ERS option 1—ERS disabled for all purchase orders.
646 User Guide — QAD Financials

Set Up ERS Control

Use the fields in ERS Control (28.10.24) to activate and deactivate ERS processing, and to set
options that affect ERS processing.
Fig. 10.2
ERS Control

ERS Processing. Select the field to activate ERS.

If you select this field, a pop-up window containing ERS processing options opens when you
create a purchase order header and for each order line in Purchase Order Maintenance, Blanket
Order Maintenance, and Supplier Scheduled Order Maintenance.
If you clear this field, ERS is deactivated.
If you select this field, you are prompted to run ERS Conversion. Answer Yes to run the ERS
conversion utility. The ERS conversion utility must run and complete successfully for this
field to remain selected. If the ERS conversion utility is not run or does not complete
successfully, the field is cleared.
ERS Option. Specify the default value for the ERS Option field that displays in the Purchase
Order, Blanket Order, or Supplier Scheduled Order Maintenance header.
The order header value, in turn, determines how defaults are set for each line on the order.
Valid values for the header ERS Option are:
Blank: The system determines the default ERS option for the line using settings in ERS
Maintenance.
0: The ERS option for the line defaults to 0. When the ERS option for a line is set to 0, the
system determines the ERS option when you run the ERS Processor, and uses the most current
value from ERS Maintenance.
1: The ERS option for the line defaults to 1, and ERS processing is disabled for that order line.
If the ERS Option is blank on a purchase order header, the system determines the line value by
looking for a corresponding ERS Maintenance record.
ERS Packing Slip Error. Specify the action that ERS should take when processing receivers
that have a blank packing slip number.
If you select this field, ERS does not create a supplier invoice and receiver matching record for
a receiver with a missing packing slip number. The ERS Processor prints an error for all lines
on a Purchase Order eligible for ERS processing where the packing slip is blank.
If you clear the field, ERS processes receivers with blank packing slip numbers. In these cases,
ERS creates a supplier invoice with the receiver ID as the invoice reference number.
 Evaluated Receipts Settlement 647

Important It is recommended to set up a manual procedure in your receiving department for

recording the packing slip if the ERS Packing Slip Error field is selected and you are using
ERS processing. Otherwise, the system generates many error lines when the ERS Processor is
run. You can correct the errors manually by entering a supplier invoice for the PO or by
reversing the receipt entered and receiving the product with a packing slip.
Update GL Average Cost. Specify how ERS should process supplier invoices in an average
costing environment.
Select the field if you want ERS to update the item cost at processing time.
Clear the field if you do not want ERS to update the item cost.
During receiver matching where average costing is used, you can update the cost of an item.
ERS Invoice Date Option. Specify how ERS calculates the supplier invoice date.
0 (zero): Use the receipt date of the receiver as the supplier invoice date.
1: Use the shipment date of the receiver as the supplier invoice date.

Set Up ERS for Suppliers, Sites, and Items

You can use ERS Maintenance to set the default ERS processing options for a PO line, which
determine:
• Whether to process the line using ERS
• When applicable, whether ERS should generate confirmed or initial invoices for the line

The ERS Processor searches ERS Maintenance for default settings for the supplier, site, and item
combination associated with a PO line to determine how it should process the line. You can define
default settings in ERS Maintenance for a particular supplier, site, item number, or any
combination of these, such as:
• Supplier, site, and item
• Supplier and site
• Supplier and item
• Supplier
• Site

When determining the ERS option for a PO line, the system looks for a corresponding ERS
Maintenance record or combination of ERS Maintenance records, in the following order:
• Supplier/site/item record
• Supplier/site record
• Supplier/item record and a separate site record
• Supplier record and a separate site record

The system sets the default ERS option for the line based on the first ERS maintenance record or
combination of records that it finds. When a combination of records with different ERS options is
found, the system sets the ERS option to the lowest value in the combination. If no records or
record combinations are found, the system sets the ERS option to 1, disallowing ERS processing
for that line.
648 User Guide — QAD Financials

When the Fixed Price field is set to No on a PO line, the ERS Processor automatically updates the
purchase price on that line based on the ERS Price List Option setting for the line.
Note When Fixed Price is Yes on a PO, the ERS Processor uses the purchase prices recorded on
the order and does not attempt to reset them, regardless of how ERS Price List Option is set.
Fig. 10.3
ERS Maintenance (28.10.1)

Supplier. Specify a supplier for which to define default ERS settings.

You can then set ERS processing options for the supplier alone, for the supplier and site
combination, or for a supplier, site, and item combination.
The Supplier field is optional. However, if the Supplier field is blank, you must specify a value
in the Site field.
Site. Specify a site for which you want to set default ERS processing options. This field is
optional. However, if you do not specify a site, you must enter a value in the Supplier field.
You can set ERS processing options for the site alone, for a supplier and site combination, or
for a supplier, site, and item combination.
Item Number. Enter an item to make the ERS processing options specific to this supplier and
item, or to a supplier, site, and item combination.
When the system determines the default ERS Option and ERS Price List Option for purchase
order or scheduled order lines, it first checks if ERS Maintenance contains a default value for
the supplier, site, or item combination.
ERS Option. Specify whether the ERS Processor should create supplier invoices and receiver
matching for purchase order lines with the supplier, site, and item combination, and if created,
whether to create initial or confirmed invoices.
The options are:
1: Disallow ERS processing for the combination specified.
2: Create an initial invoice and receiver matching record for pending invoices with the
specified combination of supplier, site, and item. This option adds a degree of security because
the invoice created must be approved using a separate process.
3: Create a confirmed supplier invoice and receiver matching record for receipts with the
specified combination of supplier, site, and item.
Note When ERS Conversion is run, it sets this field for each supplier and site in the current
domain.
ERS Price List Option. When using PO price lists, specify the effective date the ERS Processor
should use when retrieving the relevant price list.
 Evaluated Receipts Settlement 649

The options are:

1: Use the receipt date.
2: Use the ship date.
3: Use the order date, which varies by the order type.
• For individual purchase orders, the order date is used.
• For blanket orders, the order date of release is used.
• For scheduled orders, the order date on the main order is used.
Note The ERS Processor uses the ERS Price List Option field if a price list is specified for
the order, and if the Fixed Price field on the order line is set to No.

ERS and Ordering

When ERS is set up and activated, it affects how you:
• Create a purchase order.
• Issue a blanket order.
• Issue a scheduled order.
• Receive purchased items.

See “ERS Fields Summary” on page 661 for a complete list of programs and fields affected by
ERS.

Purchase Orders with ERS

Three fields in Purchase Order Maintenance (5.7) affect ERS processing:
• Fixed Price
• ERS Option
• ERS Price List Option

Note The ERS Option and ERS Price List Option fields display in a pop-up only when ERS is
active.
See User Guide: Purchasing for more information on purchase orders.

PO Header

The Fixed Price field is part of the standard header in Purchase Order Maintenance, but it
functions differently when you are using ERS.
650 User Guide — QAD Financials

Fig. 10.4
Setting the PO Header ERS Option

Fixed Price. Specify the default for Fixed Price for line items. The value for this field defaults
from Supplier Maintenance (2.3.1).
• If the item price is fixed, the ERS Processor takes the price from the purchase order.
• If item price is not fixed, the ERS Processor refers to the relevant price list.
• If there is no price list, the ERS Processor looks for a supplier-item quoted price defined in
Supplier Item Maintenance.
• If there is no supplier quoted price, the ERS Processor looks for the GL material cost in
the item master.
ERS Option. Specify when the system should determine the ERS option for an order. The
value for this field defaults from the ERS Option field of ERS Control.
The header value determines how the default ERS Option is set on each line item on the order.
Depending on the value of the ERS option set at each PO line, the ERS Processor:
• Does not create a supplier invoice for that line.
• Creates an initial supplier invoice with no postings and taxes, and a corresponding initial
receiver matching record for the line.
• Creates a confirmed supplier invoice and corresponding receiver matching record for the line.
The following are valid values for the header ERS Option:
Blank (the default): Determine the ERS option when the PO line is created.
0: Determine the ERS option at ERS processing time.
1: Disallow ERS processing.
ERS Price List Option. Specify how the ERS Processor should determine the effective date to
use for price lists for lines on this purchase order. The options are:
0: Determine the ERS price list option at ERS processing time.
1: Use receipt date as the effective date when accessing a price list.
2: Use the ship date.
3: Use the order date.
 Evaluated Receipts Settlement 651

Note For blanket orders, the order date is the release date. For scheduled orders, the order
date refers to the scheduled order itself, not the various releases.
Specifying 1 or 2 may potentially lead to purchase price variances.

PO Lines

When Fixed Price is Yes on a PO line, the invoice price for that line item is based on the purchase
price recorded on the order.
When Fixed Price is No on a PO line, the ERS Processor automatically updates the invoice price
for that line based on the sequence described for the Fixed Price field on page 650.
If the ERS Processor cannot find a price for an order line for which Fixed Price is set to No, it
generates an error and does not create a supplier invoice and receiver matching record for the line.
Fig. 10.5
Setting the Line ERS Option

Three fields
affect ERS
processing.

ERS Option. Specify when the system should determine the ERS option for this line item.
The default line item ERS Option depends on the header ERS Option. If the header field is 0
(zero) or 1, the line item value is set to 0 or 1. If the header value is blank, the system
determines the ERS option during line entry using the defaults set in ERS Maintenance.
Note You can modify the default line item ERS option, but only by specifying 1 to disable
ERS processing or specifying a lower value. For example, if the system determines that the
default line item ERS option is 2, you can change it to 1 or 0. You cannot, however, change it
to 3.
Note If you change the ERS Maintenance (28.10.1) settings that affect an individual purchase
order, you must manually update the order based on the new settings, unless the order line has an
ERS option of 0.
ERS Price List Option. Specify the price list option that the system uses to determine the ERS
price list option for the current line. The options are:
1: Use the receipt date.
2: Use the ship date.
3: Use the order date.
If the ERS Price List Option in the order header is set to 1, 2, or 3, that value defaults to the PO
line.
652 User Guide — QAD Financials

If the ERS price list option on the PO header is 0, ERS uses the value in the ERS Option field
of the order header.
• If ERS Option in the header is blank, the ERS Price List Option for the line defaults from
the same field in ERS Maintenance for the corresponding supplier, site, and item
combination.
• If ERS Option in the header is 0, the ERS Price List Option for the line defaults from the
same field in ERS Maintenance when the ERS Processor is run.
Fixed Price. The value for this field defaults from the PO header. However, you can update the
value for each line item.

Blanket Orders with ERS

A blanket order is an agreement to purchase items at a specified price during a specified period,
with exact delivery dates to be determined later. When an item on the blanket order is released, a
purchase order is created, using the blanket order as a template.
Create a blanket purchase order in Blanket Order Maintenance (5.3.1). Set ERS values for a
blanket order just as you would for a discrete purchase order.
When items on a blanket order for which ERS is active are released, the default ERS values for the
purchase orders are determined using the blanket order.
Note If the ERS Maintenance (28.10.1) settings that affect a blanket order are changed, you must
manually update the blanket order using the new settings. You must also manually update any
purchase orders based on the blanket order. See “Purchase Orders with ERS” on page 649.
See User Guide: QAD Sales for more information on blanket orders.

Scheduled Orders with ERS

A scheduled order is like a purchase order with line items that have multiple delivery dates. Line
items also have short-term shipping schedules specifying exact quantities and delivery
instructions, as well as long-term planning schedules showing upcoming orders. See User Guide:
QAD Scheduled Order Management.
Create a scheduled order in Scheduled Order Maintenance (5.5.1.13). Set ERS values for the
scheduled order just as you would for a discrete purchase order.
See “Purchase Orders with ERS” on page 649.
Note If the ERS Maintenance (28.10.1) settings that affect a scheduled order are changed, you
must manually update the scheduled order based on the new settings.

ERS-Eligible Shipper Receipts

Use PO Shipper Maintenance (5.13.14 or 5.5.5.5) or PO Fiscal Receiving (5.13.16) to create
purchase order shippers. ERS processing does not take place until the shipper is received. Use PO
Shipper Receipt (5.13.20 or 5.5.5.11) to receive shippers created in PO Shipper Maintenance or
PO Fiscal Receiving.
See User Guide: QAD Purchasing for more information on PO shippers.
 Evaluated Receipts Settlement 653

Fig. 10.6
PO Shipper Maintenance (5.13.14)

Ship Date. Enter the date items are shipped.

Note PO Fiscal Receiving does not have a Ship Date field. If you are using shipping dates in ERS
processing, use PO Shipper Maintenance to create purchase order shippers.

Receiving a Purchase Order with ERS

Receive purchase orders in Purchase Order Receipts (5.13.1).
Fig. 10.7
Purchase Order Receipts (5.13.1)

Ship Date. Used when the ERS Price List Option specifies the ship date as the effective date
for a price list. If this option is active and the Ship Date field is blank, ERS uses the receipt
date. See “Set Up ERS for Suppliers, Sites, and Items” on page 647.
Packing Slip. ERS uses the packing slip number as the invoice number for the invoice created
by the ERS Processor. If you leave this field blank, processing depends on the setting in ERS
Packing Slip Error in ERS Control:
• If Yes, the ERS Processor does not create an invoice and adds the order to a list of errors.
• If No, the ERS Processor creates an invoice with the receiver ID as the invoice number.

See “Set Up ERS Control” on page 646.

ERS and Fiscal Receiving

The Fiscal Receiving function is used to record fiscal and tax information for legal documents.
When fiscal receiving is activated, ERS must create supplier invoices and receiver matching based
on fiscal receipts.
The Fiscal Receiving function verifies that the legal document header total and the calculated line
total are balanced, and takes tax amounts, discounts, and other charges into account. In addition,
when creating pending vouchers for a single legal document, the Fiscal Receiving function checks
that:
• The purchase order suppliers are the same.
654 User Guide — QAD Financials

• The purchase order credit terms are the same.

• The purchase order ship-tos are the same.
• The Discount Tax at Payment or Discount Tax tax rate settings are the same for all tax lines on
the whole legal document or supplier invoice.
• The purchase order header site belongs to the current entity.
• Within a pending voucher, the receipt quantities must all have the same sign—the signs must
all be negative for a credit note and the signs must all be positive for an invoice.
Note See User Guide: QAD Global Tax Management for information on fiscal receiving and
ERS for legal documents subject to withholding tax.

ERS Processor
Run the ERS Processor (28.10.13) to generate supplier invoices and their corresponding receiver
matching for PO receipts. You can only run one instance of the ERS Processor at a time.
The ERS Processor contains two different tabs: By Receiver and By Legal Document. However,
only one of the tabs ever displays at one time.
The By Receiver tab lets you specify ranges of suppliers, sites, and receivers to retrieve receipts
for which you want to create supplier invoices and receiver matching. The processor then retrieves
a group of receipts that meet your selection criteria. If the Fiscal Confirm Required field is cleared
in Purchasing Control, the ERS Processor displays the By Receiver tab. See “Processor Flow for
Receipts” on page 654.
The By Legal Document tab displays if the Fiscal Confirm Required field is selected in Purchasing
Control. You can then use the tab to search for fiscal receipts for which to generate supplier
invoices and receiver matching. The ERS Processor creates matched supplier invoices from fiscal
receipts grouped by legal document number and effective issue date. See “Process Flow for Legal
Documents” on page 658.
The ERS Processor lets you specify ranges of suppliers, sites, and receivers (or fiscal receipts) to
retrieve receipts for which you want to create supplier invoices and receiver matching. The
processor then retrieves a group of receipts that meet your selection criteria.
Note The ERS Processor can only process records created at sites you are authorized to access.

The ERS Processor opens the selected group of receipts, creates the relevant supplier invoice
records and receiver matching, and makes the appropriate journal entries, just as if the invoices
were entered manually.

Processor Flow for Receipts

The ERS Processor selects all pending invoices linked to a receipt that has been selected for
processing.
Note Lines that generated errors when processed are highlighted in red in the ERS Processor.
 Evaluated Receipts Settlement 655

Depending on the value of the ERS option set for each PO line, the ERS Processor creates an
initial supplier invoice with no postings and taxes, and a corresponding initial receiver matching
record, or creates a confirmed supplier invoice and corresponding receiver matching record for the
line. For each receipt that it validates for processing, the ERS Processor creates a single supplier
invoice for all pending invoices linked to the receipt.
The ERS Processor calculates the price when it creates a receiver matching line.
• If an item’s price is fixed, the ERS Processor takes the price from the purchase order.
• If the price is not fixed, the ERS Processor refers to the relevant price list.
• If there is no price list, the system looks for a supplier quoted price.
• If there is no supplier quoted price, the system looks for an item price.

If the price has changed relative to the original order price, the ERS Processor also recalculates the
associated tax details.
When the ERS Processor updates the supplier invoice with the correct invoice amount from
receiver matching and sets the receiver matching to Confirmed, the system generates a number of
postings.
The ERS Processor normally creates a single supplier invoice for each purchase order receipt.
However, if a PO receipt contains some PO lines with the option to create confirmed pending
invoices and other PO lines with the option to create initial invoices, ERS creates two separate
supplier invoices for the same purchase order receipt. In this case, one supplier invoice is created
with the Initial status and the second invoice is created with the Confirmed status.
ERS posts the supplier invoice amount to the daybook from the daybook set defined for the
corresponding purchase order.
Fig. 10.8
ERS Processor Flow

Set ERS Option on PO

Run ERS Processor.

Processor reads ERS

Option of PO line.

Create No Create Initial Supplier

Confirmed
Invoice.
Invoice?
Yes

Create Confirmed Create Initial Receiver

Supplier Invoice. Matching.

Create Confirmed
Receiver Matching.
656 User Guide — QAD Financials

Fig. 10.9
ERS Processor (28.10.13), By Receiver Tab

Supplier From/To. Specify a range of supplier codes for which to retrieve receipts.

Site From/To. Specify a range of sites for which to retrieve receipts.

Receiver. Specify a range of receiver numbers to retrieve from.

Receipt Date. Specify a range of dates for which to retrieve receipts.

Grid

Note All column values except Select are read only and cannot be modified.

Selected. Select the field to indicate which receipts to process.

ERS removes unselected lines from the grid when you click the Process button.
Order. This field displays the list of received orders that meet the selection criteria and have
not yet been processed.
Order Line. This field displays the order line associated with the received order. Each order
line generates a separate pending invoice.
Receiver. This field displays the receiver ID assigned to the order when it was recorded as
received.
Reference. If a packing slip has been recorded for the PO receipt, it is displayed in this field.
Otherwise, the field displays the receiver number.
Supplier Invoice Internal Reference. This read-only field displays the registration number for
the supplied invoice created by ERS. The system generates a registration number for all
invoices and credit notes, based on the entity and year.
Quantity. This field displays the quantity of items ordered.

Unit Price. This field displays the unit price of the item ordered.

Extended Price. This field displays the extended cost, which is calculated as the number of
items multiplied by the fixed price or the price on the price list, as applicable.
 Evaluated Receipts Settlement 657

Curr. This field displays the currency in which the order was made.

ERS Option. This field displays the ERS option set for the line.

Print Audit Report. Select the field to print an audit report detailing the receipts processed. The
report provides an overview of processed receipts and lists validation errors, if the ERS
Processor ran with errors. See “ERS Audit Report” on page 661.
Create Supplier Invoices and Receiver Matching? Select the field if you want the ERS
Processor to create supplier invoices and receiver matching during the run.
Clear the field to run the ERS Processor in audit mode, during which no invoices or receiver
matching records are created.
If you select the Print Audit Report field and run the ERS Processor in audit mode, the audit
report lists the receipts that would be processed if the processor were run in update mode for
the same group of receipts.
Execute in Batch. Select the field to process a group of receipts in batch.

Batch ID. Choose an ID for the batch from the lookup. You must first have defined the batch
ID to use in Batch ID Maintenance (36.14.1).
When you run the ERS Processor with the Execute in Batch field selected and the batch ID
specified, ERS creates a record in Batch Request Details Maintenance (36.14.3) to run the
ERS program with the parameters specified in ERS.
See User Guide: QAD System Administration for more information on batch processing.
Recalculate Tax Details. When you select this field, the system recalculates tax rates for each
line in the grid, based on the taxable, tax class, tax usage, and tax environment values selected
for each line. This option ensures that any changes in tax rate between the point when the PO
receipt was created and when it is matched are accounted for by the system. If you do not
select this field, the system uses the original tax rates applied when the PO Receipt was
created, without recalculating.
Effective Issue Date. This field is only populated when you use the grid to process fiscal
receipts.

Invoice Status Code

When creating an initial receiver matching record for a supplier invoice, ERS assigns any invoice
status code recorded for the supplier that has the Initial Status field set to Yes in the Invoice Status
Code functions (36.1.11).
If no initial invoice status code is recorded for the supplier, the system uses the first initial invoice
status code defined in Invoice Status Code Create.
When creating a confirmed receiver matching record for a supplier invoice, ERS assigns any “after
matching” invoice status code linked to the initial status code assigned to the initial supplier
invoice.
If no “after matching” invoice status code is linked to the initial invoice status code, the system
uses the first invoice status code defined in Invoice Status Code Create that has a value recorded in
the Status After Match field.
658 User Guide — QAD Financials

See “Invoice Status Codes” on page 218 for more information on defining and using invoice status
codes.

Process Flow for Legal Documents

Use the By Legal Document tab to search for fiscal receipts for which to create supplier invoices
and receiver matching. The By Legal Document tab is only available when fiscal receiving is
activated in Purchasing Control (5.24).
Fig. 10.10
ERS Flow for Legal Documents

Set ERS Option on PO

Fiscal Receiving

Fiscal Confirm

Run ERS Processor.

Processor reads ERS

Option of PO line.

Create No Create Initial Supplier

Confirmed
Invoice.
Invoice?

Yes

Create Confirmed Create Initial Receiver

Supplier Invoice. Matching.

Create Confirmed
Receiver Matching.

When fiscal receiving is activated, the ERS Processor combines fiscal receipts into a single
supplier invoice, provided that the fiscal receipts have the same legal document number, the same
effective issue date, the same supplier, and the same purchase order project code for the AP control
account.
You can specify ranges of suppliers, sites, legal documents, and legal document issue dates to
search for fiscal receipts. The processor then retrieves a group of receipts that meet your selection
criteria. Selections are always based on the full legal document; you cannot create partial
selections.
The ERS Processor creates matched supplier invoices as confirmed (non-initial status) or non-
confirmed (initial status) supplier invoices, depending on the ERS option. The matched supplier
invoices are created based on the confirmed legal (fiscal) document price, and not the PO price.
The ERS Processor assigns the invoices the same due date as the confirmed legal (fiscal)
document for which the invoice was created, and the tax values and postings are created based on
the confirmed fiscal receipt lines.
Note When creating supplier invoices, ERS stores the legal document number in the Reference
field in the supplier invoice record, and stores the legal document effective issue date in the
Supplier Invoice Date field.
 Evaluated Receipts Settlement 659

When creating supplier invoices and receiver matching based on legal (fiscal) documents, the ERS
Processor creates AP rate variances when there is a difference between the fiscal price and the PO
price. Similarly, the ERS Processor creates AP usage variances when there is a difference between
the physical receipt quantity and the fiscal receipt quantity.
Legal documents are always denominated in the base currency. However, when fiscal receiving is
activated, the ERS Processor creates supplier invoices or credit notes in both the base and
transaction currencies. ERS uses the fiscal receiving exchange rate to convert the invoice amount
from the base currency to the transaction currency.
Example

You create a PO for 10 items at 100.00 USD each. The total is 1000.00 USD.
The legal document must always be denominated in the base currency, which, in this example, is
the Brazilian Real (BRL). The legal document is created in Brazilian Real, and the total amount is
1780.00 BRL. The exchange rate used during legal document creation is 1 BRL = 0.5618 USD.
You run the ERS Processor the next day when a different daily exchange rate is in effect. On that
day, 1 BRL equals 0.900 USD.
ERS creates a supplier invoice for 1780.00 BRL (1000.00 USD) because ERS always uses the
legal document exchange rate.
Fig. 10.11
ERS Processor, By Legal Document Tab

The Supplier, Site, Receiver, and Receipt Date fields are described in “Processor Flow for
Receipts” on page 654.
Legal Document. Specify a range of legal documents for which to search for fiscal receipts.

Effective Issue Date. Specify a range of issue dates for which to search for fiscal receipts. The
effective issue date is the date on which the legal document is issued from the supplier.

Grid

Effective Issue Date. When using ERS to process fiscal receipts, this field displays the date on
which the legal document was issued from the supplier.
The remainder of the grid fields are described in “Processor Flow for Receipts” on page 654.
660 User Guide — QAD Financials

ERS and Tax Calculation

Taxes for ERS invoices are calculated using the tax settings for each receiver line, and the
resulting tax is stored by line.
If the ERS Price List option in ERS Maintenance specifies a price for the supplier invoice that is
different from the price used for the order, variances occur that affect the calculation of taxes. If
you select the Recalculate Tax Details field in the ERS Processor window and any price variances
have occurred, the tax is recalculated.
The ERS Invoice Date option determines the supplier invoice date set by ERS and the invoice
date, and, therefore, the due date resulting from the application of the credit terms. The supplier
invoice date is also the tax date used by ERS for tax calculation.
When fiscal receiving is activated, ERS creates supplier invoices with the same tax date and total
amount as the confirmed legal (fiscal) document header.

ERS Postings
Example You order 10 units of Item A, which has a unit price of 6 USD. Two different tax rates
of 10% and 2% apply, and tax is accrued at receipt.

Receipt Postings

When the items are received and a receipt is recorded, the system makes the following postings to
the daybook for PO receipts:
Account Debit Credit
Inventory 60.00
PO Receipts 60.00
AP Tax 7.20
PO Receipts 7.20
Total 67.20 67.20

Invoice Postings

When ERS is run, it generates a supplier invoice for the receipt and makes the following automatic
postings. ERS uses the invoice daybook linked to the daybook set associated with the
corresponding purchase order.
Account Debit Credit
Accounts Payable 67.20
Unmatched Invoices 67.20
Total 67.20 67.20

Matching Postings
 Evaluated Receipts Settlement 661

Account Debit Credit

PO Receipts 60.00
AP Tax 7.20
Unmatched Invoices 67.20
Total 67.20 67.20

Multiple Sites and Entities

ERS can process receipts from multiple entities and sites, where the entity that incurs the AP
liability is different than the entity where the receipt was created. In this case, the system
automatically creates cross-company postings.
Important ERS does not process receipts from multiple domains or databases.

ERS Audit Report

The ERS audit report, which is produced when you select the Print Audit Report option in the ERS
Processor, provides an overview of processed receipts and lists validation errors, if the ERS
Processor ran with errors.
The ERS audit report generates errors in the following situations:
• No price is available for an item.
• Purchase orders have already been invoiced.
• Credit terms are invalid.
• No packing slip number is entered on the receipt screen, and the ERS Packing Slip Error field
of ERS Control (28.10.24) is set to Yes.

ERS Fields Summary

When ERS is activated, ERS fields appear in most screens relating to purchase orders, blanket
orders, scheduled orders, and invoices. Table 10.1 lists the fields that display and the programs
affected. In addition, some existing fields are used in specific ways by ERS.
Table 10.1
ERS Fields Summary

Field Menu No. Program

ERS Items Only 5.13.5 Purchase Receipt Report
662 User Guide — QAD Financials

Field Menu No. Program

ERS Option 1.1.15 Site Report
2.3.2 Supplier Browse
2.3.4 Supplier Data Report
5.3.1 Blanket Order Maintenance
5.3.3 Blanket Order by Order Report
5.5.1.13 Scheduled Order Maintenance
5.5.1.14 Scheduled Order Inquiry
5.5.1.15 Scheduled Order Report
5.5.3.13 Schedule Report
5.5.3.17 Schedule Authorization Report
5.7 Purchase Order Maintenance
5.8 Purchase Order Browse
5.9.1 Purchase Orders by Order Report
5.9.2 Purchase Orders by Supplier Report
5.13.2 Purchase Receipt Document Print
5.13.5 Purchase Receipt Report
28.10.24 ERS Control
28.10.1 ERS Maintenance
ERS Packing Slip Error 28.10.24 ERS Control
ERS Price List Option 28.10.1 ERS Maintenance
5.3.1 Blanket Order Maintenance
5.3.3 Blanket Order by Order Report
5.5.1.13 Scheduled Order Maintenance
5.5.1.14 Scheduled Order Inquiry
5.5.1.15 Scheduled Order Report
5.5.3.13 Schedule Report
5.5.3.17 Schedule Authorization Report
5.7 Purchase Order Maintenance
5.8 Purchase Order Browse
5.9.1 Purchase Orders by Order Report
5.9.2 Purchase Orders by Supplier Report
ERS Processing 28.10.24 ERS Control
ERS Voucher Date Option 28.10.24 ERS Control
Ship Date 5.5.5.5 PO Shipper Maintenance
5.13.1 Purchase Order Receipts
5.13.14 Shipper Maintenance
Update GL Average Cost 28.10.24 ERS Control
 Chapter 11

Banking and Cash Management

The following topics describe how to process bank transactions, import bank statements, and
create electronic payments in country-specific formats.
Overview 664
Introduces banking and cash management concepts.
Banking Setup 665
Describes the setup steps for manual banking processes.
Using Banking Functions 669
Introduces the banking entry functions.
Banking Entry Flow 673
Illustrates and describes the banking entry workflow.
Electronic Banking Setup 690
Describes the setup required for electronic banking.
Electronic Processing 693
Process electronic banking transactions.
EDI Advanced Banking for Accounts Receivable 707
Describes the process in which the bank acts as an intermediary to collect cash from customers.
Using Petty Cash 717
Record petty cash transactions.
Cash Flow Reporting 720
Forecast monthly cash projections.
664 User Guide — QAD Financials

Overview
The Banking and Cash Management functions let you process banking transactions and allocations
to open items, payments, or GL accounts. The process also supports discounts, prepayments, and
multiple currencies.
The functional stages in the banking and cash management flow are represented by the following
processes:
• Set Up Banking
• Using Banking Functions
• Electronic Processing
• EDI Advanced Banking for Accounts Receivable
• Petty Cash
• Cash Flow Reporting

Set Up Banking
To store your bank account number in the system, you must first apply a validation format to the
account number. The validations depend on the country where your bank is located. Therefore,
before you create your bank account, ensure that the correct validation format is available for your
account number. See “Define Bank Account Formats” on page 665.
To use banking functions, you must first define the bank accounts for your entity. See “Define
Own Bank Number” on page 668.

Using Banking Functions

When customer and supplier payments have been processed by your bank, you use banking
functions to complete the AR and AP cycles.
The Banking Entry function completes most of the payment cycles and supports all major
international banking standards. Banking Entry also manages the manual and automatic entry and
allocation of bank statements, including:
• Entering a bank statement using banking entries
• Allocating the incoming and outgoing transactions on the statement lines to AR and AP open
items, GL accounts, payment selections, and payments
• Handling exchange rate conversions during allocation

See “Using Banking Functions” on page 669.

Electronic Processing
The electronic banking in Financials lets you import bank statements from external systems. You
can also convert transaction data contained in electronic bank files into automatic customer and
supplier payments.
See “Electronic Banking Setup” on page 690 and “Electronic Processing” on page 693.
 Banking and Cash Management 665

EDI Advanced Banking for Accounts Receivable

Financials EDI Advanced Banking supports business cases where your bank acts as an
intermediary to collect cash from customers. An example of EDI Advanced Banking is Boleto
Bancários, which is a significant payment collection system in Brazil.
“EDI Advanced Banking for Accounts Receivable” on page 707.

Petty Cash
The Petty Cash functions lets you maintain daily cash movements and provide cash account
reports as receipts for cash in and cash out transactions using the company’s cash on hand. See
“Using Petty Cash” on page 717.

Cash Flow Reporting

A Cash Forecast report presents information on open items, bank and cash accounts, loans and
deposits, and accruals. The report generated also provides detailed analysis per period and
currency. See “Cash Flow Reporting” on page 720.

Banking Setup

Define Bank Account Formats

Use Bank Account Format Maintain (25.11.4) to view an international account number format to
apply to the bank accounts you create. You can also define new number formats, which must
comply with the banking system of the country in which you are doing business, or with your
customer or supplier banking systems.
Account number formats consist of segments of characters of specific lengths. For example, a
standard Italian bank account number consists of a single check character, followed by 5
characters for the bank code, 5 characters for the branch code, and 12 characters for the account
number. A valid Italian account number is, therefore:
1 22222 33333 444444444444

You define account numbers in two areas:

• On the Banking tab of the GL account for your bank. Bank accounts must be assigned a valid
account number and linked to a payment format in Bank Payment Format Link in order to be
used in customer and supplier payments.
• On the Banking tab of customers and suppliers. You enter the account number of your own
bank and also the account number of the customer and suppler in order to set up automatic
payment processes for customers and suppliers.
In both cases, you must select a bank account format and enter an account number. The number
you enter is validated against the format you select, both for the number of characters in each
segment and for the sequence of segments.
A number of formats are supplied with the system; these cannot be deleted.
666 User Guide — QAD Financials

Table 11.1
System-Supplied Bank Account Formats
Bank Account
Format Code Format Description Format
NL Dutch Bank Account 10-digit account number. When there are 9
Format digits, the system inserts leading zeros to
complete the number. Check digit
validation.
IT Italian Bank Account 23 digits. 1 check character (CIN), 5- digit
Format bank code (ABI), 5-digit branch code
(CAB), 12 alphanumerical account number.
Check digit validation.
FR French Bank Account 23 digits. 5-digit bank code, 5-digit branch
Format code, 11 alphanumeric account number, 2
check digits. The account number can only
contain characters from the ranges 0-9 and
A-Z. Check digit validation.
ES Spanish Bank Account 20 digits. 4-digit bank code, 4-digit branch
Format code, 2 check digits, 10-digit account
number. Check digit validation.
DE German Bank Account 18 digits. 8-digit branch code
Format (Bankleitzahl) followed by a 10-digit
account number (Konto). If one of the
segments has less than the specified number
of digits, the system inserts leading zeros to
complete the number.
CZ Czech Bank Account 20 digits. 6-digit prefix, 10-digit account
Format number, 4-digit bank code.
BE Belgian Bank Account 12 digits. 3-digit bank code, 7-digit account
Format number, 2 check digits. Check digit
validation.
AU Australian Bank 15 digits. 6-digit BSB (Bank/State/Branch),
Account Format 9-digit account number.
AT Austrian Bank Account 16 digits. 5-digit branch code
Format (Bankleitzahl), 11-digit account number
(Konto). If one of the segments has less
than the specified number of digits, the
system inserts leading zeros to complete the
number.
IBAN International Bank A generic international bank format used
Account Format frequently by European banks. This format
has one segment of a maximum of 40
characters.
IBAN account numbers start with two
characters, indicating the ISO country code,
followed by two numeric check digits
(IBAN check) and followed by the
domestic bank account number in a single
string (without any separation characters for
the segments).
XX No Validation No restriction.
 Banking and Cash Management 667

All preloaded formats, except the IBAN and XX formats, validate the account number entered.
The NL, IT, FR, ES, and BE formats, however, also apply check digit validation to the account
number you enter. Check digit validation is used by banks as an additional security feature to
validate numbers. The validation usually consists of a calculation within the number itself. For
example, the check digit validation for Belgian account numbers is as follows:
• When you divide the first 10 digits of the account number by 97, the remainder must be equal
to the last two digits of the account number.
• When there is no remainder (the number is cleanly divisible by 97), the last two digits of the
account number should be 97.
Example A correctly entered Belgian account number is, therefore, 970097000097. When you
divide by 97 there is no remainder, and the last two digits are 97. An incorrect account number is
979797979800. The remainder when divided by 97 is .0309, which is not equal to the last two
digits of the account number.
Important When you create your own format, you cannot define and apply check digit validation.

You must apply a format to every account number that you enter. The XX format lets you enter an
unvalidated account number. Use the unvalidated format when you want to store your account
number, but no format is available for your particular banking system.
Fig. 11.1
Bank Account Format Maintain

Field Descriptions

Bank Account Format. Enter an alphanumeric code (maximum 20 characters) to identify the
bank format.
Description. Enter a brief description (maximum 40 characters) of the format.
668 User Guide — QAD Financials

Segment Details

Sequence. This field displays the sequence number of the segments in the account number
and indicates the order in which the segments are to be completed.
Label. Enter a brief description (maximum 40 characters) of the segment.

Length. Specify the number of characters in the segment.

Mandatory. Select this field to make this segment mandatory. Mandatory segments must be
completed in order to validate the account number.
Leading Zeros. Select this field if the segment is a numeric field that must be zero padded
automatically during incomplete input.
For example, a five-digit segment has the Leading Zeros field set to Yes. If you enter 23 for
that segment, it is stored as 00023. Conversely, if the same five-digit segment has the Leading
Zeros field set to No, and you enter 23 in that segment, it is stored as 23.
Delimiter. Enter a delimiter character to separate the format segments, if necessary. Account
numbers in certain systems use segment delimiters, such as \, /, or – (for example,
1111/2222/3333/4444). This delimiter character is placed automatically after the segment for
which it is defined
Last Modified User/Date/Time. These read-only fields display the ID of the user who last
updated this record and the date and time of update.

Define Own Bank Number

In order to process banking transactions, you need to set up your own bank number, which is the
account number for the entity in which you are currently working. The entity bank consists of:
• The bank GL account to which the postings are made
• The own bank account number for the entity, where payments from customers are received
and from where payments to suppliers are made
• The business relation, which contains the address and tax information for your bank

To create an own bank account number, you need to create a GL account of type Bank Account,
and link it to your current working entity. When the account you create is of type Bank Account,
the Banking Tab in Account Create is enabled so that you can specify the additional details
required. See “Banking Tab” on page 88 for more details on these fields.
Fig. 11.2
GL Account Create, Banking Tab
 Banking and Cash Management 669

Using Banking Functions

When customer and supplier payments have been processed by your bank, you use banking
functions to complete the AR and AP cycles. You can also create bank statements using Banking
Entry.
When you have created the bank statement, you create statement lines to allocate to payments to
and from the account. When you save the statement, you generate postings to the sub-ledger and
update the accounts. Finally, Banking Entry displays an immediate bank account balance, and you
can list activity on the account using different GL transaction reports. The Petty Cash report also
details cash movements on the account for period ranges.

Bank Statements and Banking Entries

You process bank statements in three distinct steps:
• Import or create the bank statement.
• Allocate statement lines.
• Save the allocations in the general ledger and in the relevant sub-ledgers.

Creating Bank Statements

Generally, a bank statement consists of multiple statement lines. Each line is an incoming or
outgoing transaction on the bank account. You can create statements manually or automatically.
See “Electronic Banking Setup” on page 690 for information on importing bank statements
electronically.
In the manual process, you create banking entries to match the information received in hard copy
from the bank. Each statement has one of the following statuses:
Unallocated: No statement lines are allocated.
Partially Allocated: Some (but not all) statement lines are allocated.
Allocated: All statement lines are allocated.
Each statement line has one of the following statuses:
Unallocated. No allocation is performed for this line.
Partially Allocated: Part of the line is allocated, but not the total amount. A statement line
cannot be saved in this state.
Allocated: The line is allocated, but not yet saved to the database.
Allocated and Posted: The line is allocated, and successfully saved to the database.

Allocating Statement Lines

Each statement line must be allocated to:
• Customer or supplier open item (including prepayments)
• GL account
• Customer or supplier payment selection
• Customer or supplier payment
670 User Guide — QAD Financials

Note You can only allocate payments with a status of For Collection to a bank statement line.

To manually allocate, you select an allocation method for each statement line. A statement line can
only be fully allocated or not allocated at all.
Note When you save a banking entry for which some lines are not allocated and others fully
allocated, the system assigns a status of Partially Allocated to the whole entry for browse purposes.
However, you must either fully allocate each line within the entry (or leave the line unallocated),
because you cannot save an entry for which an individual line is partially allocated.

Posting Bank Statements

Accounting practice requires you to reconcile your bank statement with payments in and out of the
account, and to post those in the general ledger.
You reconcile your statement lines by allocating to customer and supplier payments. When you
have fully allocated the amounts on the statement, you register the statement by saving the banking
entry. When allocated statement lines are saved, the system generates GL postings and updates the
appropriate sub-ledgers. Each bank statement line is assigned its own posting number.
Once posted, statement lines receive the status Allocated and Posted.

Banking Entry
The Banking Entry (31.1) function is the single entry point for creating, maintaining, and
allocating statements. You can modify existing bank statements, depending on their status. You
can also add new lines to an allocated statement.
The system lets you reconcile a banking entry line created in one entity with open items created in
another entity. In order to process this intercompany transaction, intercompany accounts must be
defined in Domain Create for the domains involved in the transaction. For more information on
processing intercompany transactions, see “Intercompany and Cross-Company Transactions” on
page 383.
Depending on your organization’s business procedure and your access rights, you can use banking
entry in different ways:
• Create the statement and allocate some or all of the lines. You can save the statement in final
or draft format.
• Create the statement without allocation and save it. Then, use Banking Entry Allocate (31.1.5)
as a separate activity to allocate the lines.
This flexibility supports segregation of duties if one individual creates the statement lines from a
paper copy, and another person performs the actual linking to accounts, invoices, and payments.
You can assign these activities to different roles using Role Permissions Maintain. If you do not
have access to the Banking Entry Allocate activity, you cannot use the allocation features in
Banking Entry.
See User Guide: QAD Security and Controls for details on roles and permissions.
You can modify the following fields on Not Allocated or Partly Allocated statements:
Bank Statement Number
 Banking and Cash Management 671

Opening Balance
All line information
You can only delete statements that have a status of Not Allocated.
Banking entries can be saved in draft format when Draft Instances is selected in Change System
Settings (36.24.5.1). When you save a record in draft format, none of the system validations are
performed. You can then return later to complete the record by choosing the Banking Entry
Browse Drafts activity and selecting the record you want to finish from the list. See User Guide:
Introduction to QAD Enterprise Applications for details on drafts.
See User Guide: QAD System Administration for more information on Change System Settings.

Banking Entry Create Function

Use Banking Entry Create (31.1.1) to create statements and lines, and, optionally, complete the
allocation to accounts, customer or supplier open items, payments, and payment selections.
Fig. 11.3
Banking Entry Create

Field Descriptions

GL Account. Specify the bank GL account, which must be of type Bank Account.

Bank Statement Year. This field indicates the current GL calendar year and the number of this
statement. The statement number increments from the statements previously created, and you
can modify this number. The sequence of statements does not have to be consecutive. This
allows you to distribute the statement entry workload over multiple users.
Bank Account No. The system displays the bank account number that corresponds to the bank
GL account. This read-only field is automatically populated using the GL account definition.
GL Balance. This field displays the current balance for this account.

Unallocated Statement Balance. This field displays the total amount of all statements that
have been created for the bank account, but have not yet been posted. This field combines with
the GL balance to provide a preview of the GL balance after all statements are allocated. This
amount is the actual balance of the bank account.
672 User Guide — QAD Financials

Status. This read-only field indicates the statement status: Not Allocated, Partially Allocated,
or Allocated.
The following fields display in the Posting frame:
Posting Date. This field defaults to the current date. The posting date must be within the limits
of the GL period specified.
Note You cannot allocate a banking entry to a payment if the posting date of the payment is
later than the posting date of the banking entry.
GL Calendar Year. This field indicates the GL calendar year/GL period in which the banking
entry postings are created.
Daybook/Number. This field indicates the posting daybook linked to the bank GL account. It
must be an internal daybook of type Banking Entries. The consecutive posting numbering
sequence is generated by the system for each line allocation (read-only field).
Amount to Allocate. This field indicates the amount to allocate in this banking entry, as a credit
or debit. This amount corresponds to the amount you enter in the grid.
The following fields display in the Balance frame:
Opening Balance. This field indicates the opening balance of the bank account, as it appears
on the statement.
Activity. This field displays the total of the transaction currency amounts for all statement lines
in this entry.
Closing Balance. This field displays the Closing Balance for the account when the movements
have been added to or subtracted from the Opening Balance.
Enter the statement line information in the grid.
Number. This field displays the system-generated sequence number for the line, which you
can modify.
Value Date. Specify the bank date of the transaction. This field defaults to the system date for
the first line and to the value date of the previous line for all subsequent lines, but can be
modified.
Description. Enter a brief description (maximum 40 characters) of the transaction.

TC Amount. Enter the movement amount in transaction currency.

In/Out. Select In or Out for payments into or out of the account. Payments in correspond to
customer payments, and payments out to supplier payments.
Status. This field indicates the status of the transaction. By default, the transaction is
unallocated.
Allocate. Click the icon to select an allocation method.
Allocate to Invoice: Use this method to allocate this movement to an open invoice. The system
displays Bank Entry Allocate, in which you search for invoices, allocate to a GL account,
allocate to a payment selection, or create a prepayment.
Allocate to Payment Selection: This option displays the payment selection search screen.
Allocate to Payment: This option displays a customer and supplier payment lookup.
 Banking and Cash Management 673

Allocate to GL Account: This option displays Journal Entry Create, in which you select a GL
account to which you allocate the movement.
See “Allocating Bank Entry Lines” on page 673.
Information. Enter additional information about the entry.

Scale Factor. This field indicates the scaling factor applying to the transaction currency, if any.

Last Modified User/Date and Time. These read-only fields display the ID of the user who last
updated this record and the date and time of update.

Banking Entry Flow

Banking entry begins with the creation of a statement line. After you have entered a line, right-
click in the line to display the additional options.
Fig. 11.4
Banking Entry Options

Available options include:

• Allocate to Invoice
• Allocate to Payment Selection
• Allocate to Payment
• Allocate to GL Account
• Reference Details
• Value Details

Allocating Bank Entry Lines

When you have completed the fields, click Save to save the banking entry.
The system then lets you allocate the banking entry. For example, a banking entry can be a record
of a payment on an outstanding amount to a supplier. You can allocate the amount against a single
open item or across a number of open items for the supplier.
You must allocate the full amount of the entry in order to post the statement in the general ledger.
You can, however, save banking entries in an unallocated or partially allocated state, and use
Banking Entry Allocate (31.1.5) to complete the allocation process at a later stage. See “Banking
Entry Allocate” on page 690.
674 User Guide — QAD Financials

Allocate to Invoice
Use this option to select invoices to which you want to allocate the entry amount.
Fig. 11.5
Banking Entry, Allocate to Invoice

Field Descriptions

Search for Invoices

Use the following search criteria to retrieve the customer or supplier invoices:
Customer/Supplier. Choose a specific customer or supplier, depending on the field selected. If
multiple fields or no fields are selected, this field is unavailable.
Business Relation Code. Select open items for the specified business relation. You can further
refine the search using the Include Customers and Include Suppliers fields. Any combination
of the fields is valid when a business relation is selected.
Include Customers. If you select this field and have specified a business relation, only the
open items of customers linked to that business relation display. If you select this field and
have not specified a business relation, the Customer/Supplier field shows customers only.
This field is selected by default if the amount to allocate is positive.
Include Suppliers. If you select this field and have specified a business relation, only the open
items of suppliers linked to that business relation display. If you select this check box and have
not specified a business relation, the Customer/Supplier selection field shows suppliers only.
This field is selected by default if the amount to allocate is negative.
Include Invoices/CN. Select this field to include invoices and credit notes in the results.

Include All Entities. Select this field to extend the search to all entities defined in the system.
Whenever an open item for another entity is selected, a cross-company posting is triggered.
Invoice Reference. Specify a payment reference that appears on the invoice.
 Banking and Cash Management 675

Shipper. For selecting customer invoices created from Invoice Post and Print, specify a
shipper reference number.
TSM Number. Specify an optional payment reference number for selecting invoices to
allocate.
Bank Account. Enter a customer or supplier bank account number.

Year/Daybook/Voucher. Specify a GL calendar year, daybook, or voucher number. Any

combination of the three subfields can be used. Click the lookup to select a daybook type.
Amount, Currency. Use the Amount and Currency fields to search for specific open balance
amounts in a specific currency. Use the Copy Allocation Amount button to copy the original
allocation amount into this field.
Use the operators to specify an amount range within which to search:
• When the operator is set to =, the system searches for the open balances that equal the
value in the Amount field.
• When the operator is set to <= or >=, the system searches for open balances higher or
lower than the value in the Amount field.
Example When the amount is set to <= $1000, the search returns open items with amounts
less than $1000.
Amount to Allocate. This amount defaults from the statement line.

Amount Allocated. This field displays the amount to allocate.

Balance. This field displays the difference between the amount to be allocated and the amount
on this invoice as a credit or debit.
Voucher. This field displays the reference number for this allocation.
Click Search to display all items that meet the search criteria in the grid.

Grid

Business Relation Code. This field displays the business relation of the customer or supplier
for whom the open item was created.
Invoice Reference. This field displays the invoice reference number.

Shipper. This field displays a shipper reference number that appears on invoices created
through Invoice Post and Print.
Due Date. This field displays the due date of the open item.
Amounts can be positive or negative. To obtain the most current view of the movement, the
amounts must always be interpreted in combination with the Debit/Credit (D/C) indicator.
Allocation Type. This field displays the type of allocation being performed.

Open Balance. This field displays the current open balance in the transaction currency.

Debit/Credit. This field indicates whether the open item is a debit or credit.

Invoice Currency. This field displays the open item currency.

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Full Allocation. Select this field to allocate the full amount of the entry to the invoice. The
result is reflected in the Amount Allocated field in the Balance area of the screen. Use the TC
Allocated field to make a partial allocation.
TC Allocated. Enter the amount to allocate to the invoice. If you are not allocating the full
amount, enter the partial amount here.
The system automatically splits the allocated amount into a TC Paid Amount and a TC
Discount amount, based on the credit terms and the payment date.
TC Discount = TC Allocated * Discount% / 100

TC Paid = TC Allocated – TC Discount

The relevant rounding method is then applied to the result.
Note For invoices with tax, the payment amount also contains a tax component. If the tax rate
has Discount Tax at Invoice set to Yes, the discount amount at the time of payment only
applies to the tax base amount.
Debit/Credit. This field indicates whether the open item is a debit or credit.

TC Discount. This field displays the discount that applies for early payment, based on the
credit terms.
You can always overwrite the discount amount proposed by the system by entering the amount
yourself. Then, TC Allocated is recalculated as TC Paid + TC Discount.
TC Paid. Enter the amount to pay, excluding the discount. The system recalculates the TC
Allocated amounts as TC Paid + TC Discount.
New Balance. This field displays the balance of the open item after the movement is allocated.

Debit/Credit. This field indicates whether the open item is a debit or credit.

Entity Code. This field displays the code of the entity in which the open item was created.

Cost Center/Project/Sub-Account. Click to optionally select a cost center, project, or sub-

account for analysis on this allocation. This option is available for prepayments only.

Creating a Deduction

The Deductions button is currently disabled. The ability to record deductions will be available in a
forthcoming QAD release.

Allocating Payment to Invoices with Staged Credit Terms

You can allocate payment to invoices with staged credit terms using two different approaches:
• You can apply the payment at the invoice level, and the payment and allocation values are
rolled down to the staged payment.
• You can apply the payment at the staged payment level, and the payment, allocation, and
discount amounts are rolled up to the invoice line.
Example

Figure 11.6 shows an outstanding customer invoice for 10 USD that includes staged credit terms.
The staged payment details are shown on the level 2 grid line for the invoice.
 Banking and Cash Management 677

The values you enter at the staged level are rolled up to update the TC Allocated, TC Paid, TC
Discount, and New Balance values at the invoice level.
Fig. 11.6
Invoice Line that Includes Staged Payments

As shown in Figure 11.7, you use the staged payment fields at level 2 and enter a TC Paid amount
of 4 USD and a TC Stage Discount amount of 1 USD for the first staged payment due against the
invoice. The TC Stage Allocation field at level 2 now displays 5 USD—the total amount to
allocate against the invoice for that payment stage.
The TC Paid field for the invoice now displays 4 USD, the TC Allocated field displays 5 USD, the
TC Discount field displays 1 USD, and the New Balance field displays 5 USD because 5 USD is
being allocated to the outstanding invoice amount of 10 USD. These values indicate that the
payment values for the first payment stage have been rolled up to the invoice level.
Fig. 11.7
Payment Amounts for First Staged Payment Due

As shown in Figure 11.8, you use the level 2 fields and enter a TC Paid amount of 3 USD and a TC
Stage Discount amount of 0.40 USD for the second payment stage (open amount of 3.40 USD).
The TC Stage Allocation field for the second payment stage now contains 3.40 USD—the total
amount to allocate against the invoice for the second staged payment.
On the invoice line, the TC Paid field for the invoice now contains 7 USD, the TC Allocated field
contains 8.40 USD, the TC Discount field contains 1.40 USD, and the New Balance field contains
1.60 USD—the new outstanding balance. This indicates that the paid, allocated, and discount
values for the first and second staged payments have been rolled up to the invoice level.
Fig. 11.8
Payment Amounts for Second Payment Stage Due

Example

You enter payment for an invoice with staged payments at the invoice line level, as opposed to the
staged payment level. The invoice of 10 USD must be paid in two stages—one for 66% of the
amount and the other for 34% of the amount. The stage for 66% is due first.
678 User Guide — QAD Financials

On the invoice line, you enter a TC Paid value of 6 USD. This value is rolled down to the staged
payment level and automatically allocated against the staged payment due for 6.60 USD (66% of
the invoice value). The TC Paid value you enter at the invoice line is always allocated against the
first payment stage due.
Fig. 11.9
Payment Specified at Invoice Line

As shown in Figure 11.10, if you enter a TC Paid value on the invoice line that is greater than the
open balance of the first staged payment, the amount over the first staged payment is applied to the
staged payment with the next nearest due date.
Fig. 11.10
Payment Specified at Invoice Line, Amount Applied to Two Stages

The following are the key fields used to allocate payment to invoices with staged credit terms:
TC Stage Allocation. Enter the total payment amount to apply to the staged payment. This
amount is the sum of the values in the TC Stage Paid and TC Stage Discount fields for that
grid row.
TC Stage Discount. Specify the discount amount to apply to the payment stage.

TC Stage Paid. Enter the amount to deduct from the staged payment. For customer payments,
this is the actual amount you received from the customer’s bank, excluding discounts.
TC Default Payment Amt. This field displays the open balance for each payment stage.

TC Default Discount Amt. If the stage payment condition includes discount terms, the discount
amount applicable is displayed in this field.
Stage Discount Percentage. This field displays the discount applicable for the staged
payment, if any.
Stage Due Date. This field displays the date on which the staged payment is due. The date is
calculated using the invoice date and the staged credit term details.
Stage Discount Due Date. This field displays the date on which the discount on the staged
payment is due. The date is calculated using the invoice date and the staged credit term details.

Configuring the Allocation Screen

The screen that displays when you select Allocate to Invoice includes a Configuration option.
Select this option to display a settings screen.
 Banking and Cash Management 679

Fig. 11.11
Default Allocation Settings

Use the Default Allocation Settings window to determine which data in the bank entry line should
default into the corresponding selection criteria in the allocation screen. Your settings are saved on
your client computer so that the next time you create a bank statement line, the value of each
selected field is copied from the line to the Filter section of the allocation screen. This can greatly
streamline the allocation process.
The bank account passed to the next screen is the customer’s bank account specified in the
Reference Details option, and the currency is the external currency specified in the Value Details
option.
Example You select the Amount field in Default Allocation Settings. When you create a banking
statement line for $10,000 and then choose Allocate to Invoice, $10,000 displays in the Search
Criteria for Invoices so you can quickly find the matching invoice.

Currency Details
When allocating to an invoice or payment, you have the option to view and modify currency
details for foreign currency transactions. Select the Currency Details option by right-clicking an
invoice or payment line. The system manages allocations for both simple and complex currency
and exchange rate combinations. Exchange rate differences are automatically posted to exchange
rate gain and loss accounts.
The Currency Details window is particularly useful when the bank account is defined in a different
currency than the currency of the invoice or payment to which the banking entry is allocated. In
this case, the exchange rate applied by the bank may not exactly match the rates recorded in
Exchange Rate Create, and you can update the values in the Bank Currency section of the window
to reflect this.
680 User Guide — QAD Financials

Fig. 11.12
Banking Entry Allocate, Currency Details

The system processes the exchange rate differences and generates the related postings.
In the Original, Document, and Bank Currency columns, you can enter amounts and exchange rate
information.

Original Values

The Original Currency fields are copied from the Value Details window that is available on
Banking Entry Create.
TC Original (Ext). The value in the currency used by the business relation to pay the bank; this
is not the original open item currency amount. This amount is usually in the same currency as
the invoice being paid
Bank Rate (Ext). The bank converts the TC Original (Ext) amount to the currency of the bank
account to which the payment was made.
TC Amount. The original amount converted to the bank account currency.
The Payment Currency is the open item (invoice or credit note) currency.

Document Values

The Document (Invoice) Currency amounts are based on the values allocated in the invoice
currency, and use the original invoice exchange rate. This data is read-only.
TC Allocated. This amount (in payment currency) defaults from the allocation line.

Invoice Exchange Rate. This field displays the original exchange rate from the time at which
the invoice was posted.
BC Amount. The amount in the TC Allocated field, converted to the base currency.

Bank Currency Amounts

The Bank Currency amounts reflect how the bank account posting is valued.
TC Bank Amount. The payment amount that was received in the currency of the bank account.
You can modify this amount.
 Banking and Cash Management 681

Accounting Rate. The accounting exchange rate used to convert the received amount to the
base currency. You can modify the accounting rate.
BC Bank Amount. This field displays the converted TC bank amount. You can modify this
amount.
Rate Date. This field displays the posting date of the banking entry recorded in Banking Entry
Create. The system looks for an accounting exchange rate that is valid on this date.
BC Difference. This field displays the resulting exchange rate difference in the base currency.

Currency Difference GL Account. This field displays the target account for exchange rate
differences (gain or loss). The currency gain and loss accounts are system type GL accounts.
All header fields are read-only, and copied from the statement and statement line information.

Currency Detail Examples

The following examples illustrate the use of the Original Currency, Document Currency, and Bank
Currency sections of the Currency Details window.
Example An invoice for 200 US Dollars is paid from a bank account (459800) denominated in
Euros. The base currency is also Euros.
Field Value
A - In Original Currency
TC Original: 200 USD
Bank Rate: 0.7471
TC Amount: 149.42 EUR

B - In Document Currency (GL 459800)

TC Allocated: 200 USD
Invoice Exchange Rate: 0.7378
BC Amount: 147.56 EUR

C - In Bank Currency (GL 550000)

TC Bank Amount: 149.42 EUR
Accounting Exchange Rate: 1.0
Rate Date: 1/10/2010
BC Bank Amount: 149.42 EUR

The currency rate difference in base currency is 1.86 Euros (credit). This amount is posted on GL
account 750000, which is used for realized currency gains.
Example An invoice for 148 British Pounds (GBP) is paid from a bank account denominated in
USD. The base currency is Euros.
Field Value
A - In Original Currency
TC Original: 148.00 GBP
Bank Rate: 1.73768609
682 User Guide — QAD Financials

Field Value
TC Amount: 257.18 USD

B - In Document Currency (GL 459800)

TC Allocated: 148.00 GBP
Invoice Exchange Rate: 1.505004
BC Amount: 222.74 EUR

C - In Bank Currency (GL 550000)

TC Bank Amount: 257.18 USD
Accounting Exchange Rate: 0.7471
Rate Date: 1/10/2010
BC Bank Amount: 192.14 EUR

The currency rate difference in base currency is 30.60 Euros (debit). This amount is posted on GL
account 900000, which is used for realized currency losses.

Allocate as a Prepayment
You can create a prepayment for the entry amount instead of allocating to an invoice. The bank
movement is registered as a prepayment to or from a customer or supplier. Click the Prepayment
button on the Allocate to Invoice screen.
Fig. 11.13
Banking Entry, Prepayment

Field Descriptions

Prepayment Type. Choose from Customer or Supplier.

Business Relation. Specify a business relation for the customer or supplier. If you specify a
customer or supplier code initially, the associated business relation is loaded into the field.
 Banking and Cash Management 683

Customer/Supplier. Specify the customer or supplier code.

Invoice Description. Enter a brief description (maximum 40 characters) of the prepayment.

Sub-Account/Cost Center/Project. Click to optionally select a cost center, project, or sub-

account for analysis on this prepayment.
TC Prepayment Amount. Enter the amount of the prepayment in the transaction currency.

Exchange Rate. This field displays the exchange rate to use to convert between the transaction
currency and the base currency prepayment amount. This field defaults to the accounting
exchange rate at the invoice date.
Exchange Rate Scale. This field displays the number used in the exchange rate calculation to
adjust the amount of the From Currency.
BC Prepayment Amount. This field displays the prepayment amount in base currency, based
on the exchange rate applied.
Invoice Date. This field displays the prepayment creation date.

Due Date. This field displays the due date of the prepayment.

Allocate to Payment Selection

The Allocate to Payment Selection option lets you allocate the entry amounts to a customer or
supplier payment selection. Use the search criteria to retrieve the required selections.
Fig. 11.14
Banking Entry, Allocate to Payment Selection
684 User Guide — QAD Financials

Field Descriptions

Search for Selections

Use the following search criteria for finding payment selections:

From Requested Date. Specify a base date. The system retrieves all selections created after
this date.
Total Selection Amount. Specify a selection amount and currency.

Selection Code. Use this field to retrieve selections by payment number, payment instrument,
and internal payment number.
Payment Reference. Enter a payment reference number; for example, a specific check
number. This applies to AR check numbers only.
Selection Code. Enter the code that identifies a payment selection.

Preprinted Number. Enter a preprinted number to select a payment payment selection that
contains that number. This field is available for supplier selections only.
Include Customers/Suppliers. Select to include customer selections, supplier selections, or
both. By default, the Customers field is selected for banking entries to record movements into
the account, and the Suppliers field for movements out of the account.
Click Search to apply the criteria and retrieve the required selections.
Allocate GL. Click to allocate this entry amount to a GL account. If the entry amount is not
completely allocated to a selection, the remaining non-allocated amount can be balanced in a
posting on the GL level. See “Allocate to GL Account” on page 686.
The following fields are displayed in the Balance frame:
Amount to Allocate. This field displays the amount to be allocated to this selection. This
amount defaults from the statement line.
Allocated Amount. This field displays the amount allocated when you have chosen a selection.

Balance. This field displays the difference between the amount to allocate and the selection
amount.
Posting Daybook and Number. These fields display the daybook type and number for this
entry posting.
By default, the selections in the grid are not allocated. Right-click to view the detailed list of items
in the selection (which are grouped by business relation). You can clear the Allocated field in the
grid for items against which you do not want to allocate. For example, you normally select only
those items that are being paid at this time.

Allocate to Payment
Use this allocation method to allocate the entry to a customer or supplier payment. The system
displays a browse where you can specify additional payment search criteria.
Note You can only allocate payments with a status of For Collection to a bank statement line.
 Banking and Cash Management 685

Fig. 11.15
Supplier Payment Search

The system retrieves customer payments for entries into the account, and supplier payments for
entries out of the account.
Select a payment from the results list to which you want to allocate the entry amount.
Fig. 11.16
Banking Entry, Allocate to Payment

Field Descriptions

Bus Rel. This field displays the business relation associated with the customer or supplier.

Payment Instrument. This field displays the payment instrument.

Pay No/Ref. This field displays the payment number and reference, if any.
686 User Guide — QAD Financials

Amount. This field displays the customer or supplier payment amount.

DR/CR. This field indicates that the payment is a credit or debit.

GL Currency. This field displays the currency in which the payment was created.

Allocated. Select this field to allocate the payment amount.

Bounced. Select this field to indicate that this is a bounced payment. Bouncing a payment has
the effect of reversing the original posting on the customer or supplier payment and control
accounts, and it also re-opens all the invoices paid in this payment.

Allocate to GL Account
The Allocate to GL Account option displays a Journal Entry window, in which you can allocate
the banking entry amount to GL accounts.
Fig. 11.17
Banking Entry, Allocate GL

One or more posting lines can be entered. The posting lines entered are completed by the bank GL
posting.
All header fields are read-only, and copied from the statement and statement line information.
In addition to the posting information, the following data is shown and updated as the posting
entry proceeds:
Amount to Allocate. This amount defaults from the statement line.

Allocated Amount. This field displays the amount allocated through the posting line entries.

Balance. This field displays the remainder of the amount to allocate.

 Banking and Cash Management 687

Reference Details
Right-click a bank entry line and select the Reference Details option to display a screen in which
you can enter additional allocation information for the line. This option is to record information
provided to you by your bank. These details are stored by the system but not validated. The (Ext)
suffix on field names denotes external information.
Fig. 11.18
Reference Details

Field Descriptions

Reference (Ext). Specify the payment reference.

TSM (Ext). Transfer with Structured Message. If a customer invoice is issued with a unique
payment reference string, the bank refers to that reference and you can specify the structured
payment reference in this field.
Name (Ext). Specify the name of the destination or originating party.

Address (Ext). Specify the address of the destination or originating party.

Zip Code (Ext). Specify the zip or postal code of the destination or originating party.

City (Ext). Specify the city of the destination or originating party.

Country (Ext). Specify the destination or originating country.

Customer/Supplier (Ext). Specify the customer or supplier code.

Bank Number (Ext). Specify the bank number of the other party.

Cost Code (Ext). Specify a code representing cost information.

Value Details
You can also enter additional information on value dates and “external” exchange rates provided
by your bank by selecting the Value Details option. These details are used in the calculation of
realized gains and losses when the bank account has a different currency than the customer or
supplier payment. Right-click the entry line to display the option.
688 User Guide — QAD Financials

Fig. 11.19
Value Details

Field Descriptions

Value Date. This field displays the date on which the money will be available in the bank
account.
GL Calendar Year. This field defaults from the statement header.

Posting Date. This field defaults from the statement header.

Posting Daybook. This field displays the daybook of the statement line in focus.

TC Original (Ext). This field displays the amount that the business relation paid to the bank and
the currency of the payment. (This is not the original open item currency amount.)
Bank Rate (Ext). This field displays the exchange rate that the bank uses to convert this
amount to the bank account currency in which the payment was made.
Scale Factor. This field defaults from the grid.

TC Amount. This field defaults from the grid.

You can view the value details of an existing banking entry by right-clicking the line in the
banking grid and selecting the Value Details option.

Realized Gains and Losses in Banking Entry

When a foreign currency payment is saved, Banking Entry Create calculates the realized gain or
loss in base currency, and posts the gain or loss to the realized gain or loss system accounts, as
appropriate. The gain or loss is the difference between the base currency value of the invoice at the
time it was created and the base currency value of the invoice at the time of payment. In the case of
a partial payment, the difference is prorated according to the amount paid.
When a domain uses a statutory currency, the system calculates the gain or loss twice, once for the
base currency and a second time using the statutory currency—each using the most recent
statutory exchange rate.
 Banking and Cash Management 689

Example

A domain has a base currency of Euros and a statutory currency of Polish Zloty (PLN). The
company is trading with a customer in the United Kingdom and the transaction currency is GBP.
The British company buys 1000 GBP of goods from the Polish company, and tax is 20%.
The exchange rates are as follows:

From Curr To Curr Valid From Valid To Rate Rate Type

GBP PLN 8/1/2009 8/5/2009 4.8 Accounting
GBP PLN 8/1/2009 8/5/2009 5.0 Statutory
GBP PLN 8/10/2009 8/31/2009 5.1 Accounting
GBP PLN 8/10/2009 8/31/2009 5.3 Statutory

Invoice Postings

The customer invoice is posted on August 1, 2009. The system uses the statutory exchange rate
valid on the invoice date.
Account DR (TC) CR (TC) DR (SC) CR (SC)
Accounts Receivable 1200.00 6000.00
Sales Tax 200.00 1000.00
Sales Account 1000.00 5000.00
Total 1200.00 1200.00 6000.00 6000.00

Payment Postings

A customer payment is created on August 5, 2009, and the customer receives a 2% discount for
paying early.
Account DR (TC) CR (TC) DR (SC) CR (SC)
Sales Tax Payable 4.00 20.00
Sales Discount 20.00 100.00
Customer Payment Account 1176.00 5880.00
Accounts Receivable 1200.00 6000.00
Total 1200.00 1200.00 6000.00 6000.00

Bank Postings

On August 12, 2009, the customer payment is allocated to the invoice in Banking Entry Create. A
new statutory currency exchange rate of 5.3 becomes effective that day, and is applied to the
allocated payment. This results in a realized gain in statutory currency, which is automatically
posted to the Realized Gain system account.
690 User Guide — QAD Financials

Account DR (TC) CR (TC) DR (SC) CR (SC)

Customer Bank Account 1176.00 6232.80
Realized Exchange Gains 353.80
Customer Payment Account 1176.00 5880.00
Total 1176.00 1176.00 6232.80

Banking Entry Allocate

Use Banking Entry Allocate (31.1.5) to browse for unallocated or partially allocated banking
entries for full allocation. You can also go directly to the allocation methods by right-clicking on a
grid line entry.
Fig. 11.20
Banking Entry Allocate

When you select an entry, the system displays the Banking Entry Allocate screen. This screen is
similar to Banking Entry Create, but most of the header fields are read-only. Complete the
allocation process by selecting one of the allocation methods for each line. This process is exactly
the same as allocating during Banking Entry Create. See “Allocating Bank Entry Lines” on
page 673.
Use the Currency Details and Value Details options to manage foreign currency banking entries.
See “Value Details” on page 687 and “Currency Details” on page 679.

Electronic Banking Setup

This section describes the setup required before you can process transactions electronically.
This setup includes:
• Importing predefined bank format XML files for use with electronic bank payments.
• Linking payment formats to bank accounts.
• Configuring bank payment formats for use with automatic payments from bank files.
• Checking bank file extensions.
 Banking and Cash Management 691

Bank File Format Import

To configure and install pre-defined bank formats, you use a number of EDI eCommerce functions
to create a definition for the specific bank file format. See User Guide: QAD System
Administration for the EDI eCommerce steps required.
You then use Bank File Format Import (31.23) to import predefined bank format XML files for use
with electronic bank payments. Each imported format file is specific to an individual bank and
contains the payment information and attributes required for that bank. Once the file is imported, a
payment format with the same name is displayed in Payment Format Maintenance. You can then
link this format to the bank account you intend to use for electronic payments. See “Bank File
Format Import” on page 234.

Payment Formats

The system also supplies functions for creating payment formats manually; however, it is expected
that most users load the predefined formats that are supplied by QAD. See “Payment Formats” on
page 228.

Linking Payment Formats to Bank Accounts

Use Bank Payment Format Link (25.11.2) to link payment formats to bank accounts. You select
the bank account by its number, and only GL accounts for which you have defined the account
number can be linked to a format.
See “Linking Payment Formats to Bank Accounts” on page 235 for detailed information.

Mapping Transaction Codes

Incoming bank files (electronic bank statements) contain transaction codes, which identify the
types of payment contained in the file. These codes are mapped to the system actions Create
Customer Payment, Pay Customer Payment, Pay Supplier Payment. Bounce Customer Payment,
Bounce Supplier Payment, Create Banking Entry, Acknowledge Bank Receipt, or Other. This
ensures that the correct type of automatic payment is created for each transaction.
For example, Wells Fargo uses the code R057 to identify supplier payment transaction messages
within the bank files. This code is mapped to the system action Pay Supplier Payment. When you
import a Wells Fargo bank file, the system maps all supplier payment transaction messages to the
action Pay Supplier Payment. Once the messages are validated and processed, the system performs
the action to which the transaction code is mapped. In this instance, the system invokes the Pay
Supplier Payment action for all messages that are coded R057. It then retrieves the original
supplier payments for these transactions and changes their status from For Collection to Paid.
The system uses the payment format linked to your bank account to store the mapping
information. To enable auto-generated payments, you must link a payment format containing the
correct mappings to your bank account when initiating the customer or supplier payment process.
For example, to process Wells Fargo bank files, you must link the payment format containing the
Wells Fargo transaction mapping to your account as part of the initial setup for customer or
supplier payments. This ensures that when you import Wells Fargo bank files, the system can
automatically complete the payment cycle.
692 User Guide — QAD Financials

Use Bank File Format Maintain (31.1.9) to view and configure bank payment formats for use with
automatic payments from bank files. The transactions within bank files are identified by
transaction codes. In order to generate an automatic system payment from these transactions, the
transaction codes must be mapped to system payment activities. These mappings are then stored
with the payment format, which is linked to the bank account to be used in the payment process.
To configure new mappings, you must have access to your bank’s transaction codes.
Fig. 11.21
Bank File Format Maintain

Format Code. This field displays the format code. For new formats, right-click the grid to
insert a new line.
Description. This field displays the format description. For new formats, enter a brief
description (maximum 20 characters).
Transaction Type. This field displays the transaction code provided by the bank. For new
transaction codes, right-click the format code line and insert a child row.
Activity. This field displays the activity that is mapped to the transaction code. For new
transaction codes, choose an activity from the drop-down list:
Create Customer Payment
Pay Customer Payment
Pay Supplier Payment
Bounce Customer Payment
Bounce Supplier Payment
Create Banking Entry
Other

Check Bank File Extensions

The system uses standard EDI eCommerce functions to select the external bank files from the
location on your network where they are stored, and to save them as Financials bank files for
processing.
Bank file extensions are mapped to their correct EC (Electronic Commerce) subsystem in EC
Subsystem Definition Maintenance (35.13.1). The subsystem in this case is the external banking
system in which the file originated. Defining the file extension here ensures that the system
associates the bank file with the correct external module. These mappings are preconfigured and
do not require user input.
 Banking and Cash Management 693

Fig. 11.22
EC Subsystem Definition Maintenance

Electronic Processing
Ensure that the following are configured before you process transactions:
• Your bank account must be linked to a payment format that contains the bank file format used
for Document Import and this in turn contains the mapping necessary for the payment you
want to generate. See “Mapping Transaction Codes” on page 691.
• Multiple banks in your system may be using the same payment format but may require
different transaction codes. Therefore, each combination of bank account and payment format
must be unique.
• When a customer or supplier payment is being updated from For Collection to Paid, the
original For Collection payment exists in the system, and the final Paid status has been
configured.
The system displays an error message on the transaction line when any of these conditions are not
met, and you can manually correct the process and continue with the payment.

Loading Bank Files

The system uses standard EDI eCommerce functions to select the external bank files from the
location on your network where they are stored, and to save them as Financials bank files for
processing.
The system uses an EDI function to complete the first stage of the import process. Select the files
to be imported using Document Import (35.1). Document Import loads the files into the Financials
system for processing.
For details on completing the EDI activities, see User Guide: QAD EDI eCommerce.

Processing Incoming Bank Files

Use the Process Incoming Bank Files function (31.1.6) to import bank files from your bank, and to
generate customer and supplier payments in the system from the transaction messages contained in
the files.
Process Incoming Bank Files is also used in EDI Advanced Banking. See “EDI Advanced
Banking for Accounts Receivable” on page 707.
694 User Guide — QAD Financials

The Process Incoming Bank Files function includes the options described in the following
sections.

Create Customer Payment

When the message type from the bank indicates that a customer payment has been received, the
program that processes the bank file creates a customer payment.
To assign the payment format of the created payment, the system uses the EDI trading partner ID
(for example, USBank) of the imported bank file to retrieve the bank file format with the same
name. The same bank file format must also be specified on a unique Bank Payment Format Link
(25.11.2).
When payments are created, the system also tries to allocate the payment to open items. If there is
an open item for a customer with a matching daybook and voucher reference and the bank file
import amount is less than or equal to the open invoice amount, the bank import line payment
amount is applied against the open item. If the program can allocate invoices, the new payment is
assigned the status For Collection. Otherwise, the new payment is assigned the status Initial.
There is also an option on the screen to create the customer payments directly with status Paid (and
at the same time debit the bank GL account). This option is only possible if the payment can be
allocated to open invoices.
Many banks use a lockbox address to handle incoming payments. The address is checked daily and
the customer checks are registered in the bank’s system before a bank file listing the checks
received is sent to your company. Use this function to create new customer payments in the system
to correspond with the checks listed. See “New AR Payments” on page 704.

Pay Customer Payment

When the message type from the bank indicates that a customer payment has been cleared—that
is, the payment was cashed on the bank account—the program that processes the bank file
searches for a customer payment with the status For Collection with a matching amount. If it finds
the payment, the system sets the payment status to Paid, the bank GL account is debited, and the
customer payment account is credited.
See “Processing Existing AR Payments” on page 704.

Bounce Customer Payment

When the message type from the bank indicates that a customer payment has been bounced
(payment refused), the program that processes the bank file searches for a customer payment with
the status For Collection and a matching amount. If it finds the payment, the system sets the
payment status to Bounced, and the linked invoices are reopened. The customer control account is
debited, and the customer payment account is credited.

Pay Supplier Payment

You issue payments to your supplier, which your supplier sends to their bank. The supplier’s bank
arranges a money transfer from your bank. When the message type from the bank indicates that a
supplier payment has been paid from your bank account, the program that processes the bank file
 Banking and Cash Management 695

searches for a supplier payment with the status For Collection and with a matching amount. If it
finds the payment, the system sets the payment status to Paid and the bank GL account is credited.
See “Processing Existing AP Payments” on page 704.

Bounce Supplier Payment

When the message type from the bank indicates that a supplier payment has been Bounced
(payment refused), the program that processes the bank file searches for a supplier payment with
the status For Collection and with a matching amount. If it finds the payment, the system sets the
payment status to Bounced, and the linked invoices are reopened. The supplier control account is
credited, and the supplier payment account is debited.

Create Banking Entry

This message type lets you create unallocated bank statement lines in the system.

Acknowledge Bank Receipt

This message type is used in EDI Advanced Banking. See “EDI Advanced Banking for Accounts
Receivable” on page 707.

Other

The Other category refers to any other message type from the bank that has no equivalent
transaction in the Financials. Records of this type are not processed.
Fig. 11.23
Bank File Process Flow

Import
Importbank
bankfile
fileusing
using
EDI
EDI

Process
Processvalid
valid
transactions
transactions

Create
Createnew
newARAR Update
UpdateAR ARpayment
payment Update
UpdateAP APpayment
payment Create
Createbank
bankstatement
statement
payment
paymentininInitial
InitialororFor
For status
statustotoPaid.
Paid. status
statustotoPaid
Paid entry.
entry.
Collection status
Collection status

Open items exist No

Open items exist Manual
for customer and
for customer and Manualallocation
allocationtoto Manual
Manualallocation
allocationinin
amount to apply invoice
invoiceororprepayments bank
amount to apply
<= open amount ?
prepayments bankstatement
statement
<= open amount ?

Yes

Automatic
Automaticallocation
allocationofof
bank
bankimport
importline
line
amount
amount to openitems
to open items
696 User Guide — QAD Financials

To process customer and supplier payments, you must set up the bank accounts, payment formats,
and payment statuses Paid/Bounced beforehand. When you use the Bank File Process to complete
a payment cycle, the accounts, payment formats, and statuses required for the final stage of the
process must already be configured, to enable the system to complete the payment and generate
the final postings. See “Customer Payments” on page 448.
The system validates the transactions contained in the bank file by matching customer or supplier
information in the transactions against customer or supplier records stored in the system.
The bank import process supports full or partial customer payments. If there is an open item for a
customer with a matching daybook and voucher reference and the bank file import amount is less
than or equal to the open invoice amount, the bank import line payment amount is applied against
the open item.
If there is no match, you can manually select a customer, and also manually select open items to
which you can then allocate the payment. For supplier transactions, when these records match an
existing supplier payment with status For Collection, the payment is marked as Paid. If they do not
match, you can manually select a supplier, and also manually select open payments that must be
set to Paid.
One bank file can contain multiple types of transaction messages, and you can filter the messages
by type, date, bank account, or action. For example, you can choose to process only new customer
payments, only existing supplier payments, or all payments within a range of dates.
Optionally, the system creates a bank statement line for each processed transaction message that
results in a posting on the bank account (for example, when a payment is paid) or for message
types that result in the creation of a bank statement line only. The system groups the lines by the
bank statement numbers provided by the bank.
Note You cannot undo the processing of a transaction message once you have clicked to process
it. You can, however, reload the bank file and manually correct transaction processes that produced
errors during the initial processing run.

Process Incoming Bank Files Function

Use Process Incoming Bank Files (31.1.6) to select imported bank files, and to process the
transactions contained in the files.
Use the search criteria in the Filter area to select the transactions contained in the file by
transaction type, transaction date, upload date, or bank account number. The system loads these
transactions into the transaction grid.
Each transaction displays the following information:
• Customer or supplier details, including name, business relation, address, and bank accounts
• Bank format in use
• Transaction code
• Value date
• Payment amount in transaction currency, and exchange rates if the original payment currency
is different from the currency used by the bank
• Invoice details, if supplied by the bank
 Banking and Cash Management 697

• Action to be performed on the processed transaction

• Processing status
• Batch

You then click Process to process these transactions and automatically generate the corresponding
customer or supplier payment activity.
When the system cannot match the payment information in the transactions with payment records
for the customer or supplier, an error message is displayed in the transaction line on the grid. You
can then manually specify a customer, supplier, or payment in order to complete the processing.
Fig. 11.24
Process Incoming Bank Files

Field Descriptions

Search for Transaction Messages

Bank File Name. Enter the name and location of the bank file, or select the file using the
lookup.
Transaction Direction. Choose the transaction direction.
Incoming: Payments to your bank account from customers.
Outgoing: Payments from your bank account to suppliers.
All: All payments.
Account Number. Specify your bank account number. The system retrieves transactions
involving this account only.
Transaction Date. Enter one or a range of dates for when the transactions occurred.

Upload Date. Enter one or a range of dates during which bank files were uploaded.
698 User Guide — QAD Financials

Actions. Retrieve transactions by their related actions. You map transaction types to
corresponding payment actions using Bank File Format Maintenance.
Create Customer Payment
Pay Customer Payment
Pay Supplier Payment
Bounce Customer Payment
Bounce Supplier Payment
Create Banking Entry
Other
Acknowledge Bank Receipt
Click Search to add transactions to the grid.

Grid

The grid displays information on each transaction. You can use certain fields to manually select
customer or supplier records when automatic processing of the transaction line has failed.
Sequence. This field displays a maximum of nine characters for the sequence number of the
bank file.
Bank File Format. This field displays the format of the imported bank file. The Bank File
Format also matches with the Trading Partner code used in EDI during the upload of the bank
file with Document Import.
Transaction Type. This field displays code provided by the bank for the transaction type, and
configured using Bank File Format Maintain. The transaction type indicates to the system
what action it should take.
Action. This field displays the action to be performed on the transaction. It is also configured
using Bank File Format Maintain.
Business Relation Type. This field displays the business relation type, Customer or Supplier.

Process Status. This field displays the current status of the transaction processing. The
possible values are: Not Processed, Processed OK, and Processed with Errors.
Is Processed. Use this field to filter the display of transactions.
Select the field to only display messages that processed with a status of Processed OK.
Clear the field to display messages with other statuses.
Account Number. This field displays the own bank account number linked to the payment
format used for this payment process.
Value Date. This field displays the date on which the bank processed the payment.
When creating banking entries, this date is used as the banking entry detail line date. It is also
used as the posting date for GL transactions.
Statement Number. This field displays the number of the bank statement if supplied by the
bank.
All lines with the same bank statement number are grouped in one banking entry.
 Banking and Cash Management 699

Description. This field displays the transaction description supplied by the bank.
When creating banking entries, this description is used as the banking entry detail line
description.
Direction. This field displays the transaction direction. The values are:
In: Used for inflow to your bank account (typically, payments from customers).
Out: Used for outflow from your bank account (typically, payments to suppliers).
Amount TC. This field displays the transaction amount of the payments (not invoices) in bank
currency.
Currency. This field displays the currency in which the bank performed the transaction.

Original Amount TC. This field displays the amount of the original AR or AP payments in the
payment currency.
Original Currency. This field displays the currency of the original AR or AP payment.

Exchange Rate. This field displays the exchange rate applied between the original currency
and the bank currency.
Exchange Scale. This field displays the scale factor for the exchange rate above, if any is
applied.
Original Transaction Date. This field displays the date on which the customer or supplier made
the payment.
Customer Code. This field displays the customer code. If the customer code in the bank file
does not match a customer record in the system, and if neither the customer name nor the
customer bank account matches an existing customer record in the system, an error is
displayed for the transaction. In this case, you can click to manually select a customer code to
complete the transaction processing.
Customer Name. This field displays the customer name associated with the transaction.
If the customer name in the bank file does not match the customer record in the system, and
neither the customer code nor the customer bank account matches an existing customer record
in the system, an error is displayed for the transaction. In this case, you can click to manually
select a customer to complete the transaction processing.
If a new name for an existing customer is used in a bank file, the system automatically enters
the name and address details used in the bank file into a new remittance address for the
business relation record of the customer.
Example The customer name in the system is Auto Trader, and the customer name used in
the bank file is Auto Traders. Use the customer browse to select this customer record. The
system automatically enters Auto Traders and related address details as a new remittance
address in the business relation for the customer Auto Trader. This ensures a future match
between the bank file and the system records. See “Payment Tab” on page 245.
Supplier Code. This field displays the supplier code used in the bank file.
If the supplier code in the bank file does not match a supplier record in the system, and if
neither the supplier name nor the supplier bank account matches an existing supplier record in
the system, an error is displayed for the transaction. In this case, you can click to manually
select a supplier code to complete the transaction processing.
700 User Guide — QAD Financials

Supplier Name. This field displays the supplier name used in the bank file.
If the supplier name in the bank file does not match the supplier record in the system, and
neither the supplier code nor the supplier bank account matches an existing supplier record in
the system, an error is displayed for the transaction. In this case, you can click to manually
select a supplier to complete the transaction processing.
Address Line. This field displays the first line of the customer or supplier address used in the
bank file.
Address City. This field displays the city of the customer or supplier address used in the bank
file.
Address Zip. This field displays the postal code of the customer or supplier address used in the
bank file.
Address Country. This field displays the country of the customer or supplier address used in
the bank file.
Bank Account Number (from BR). This field displays the bank account number used in the
bank file.
If the account number does not match a bank account number in the system and neither the
customer or supplier code nor the customer or supplier bank account matches an existing
customer or supplier record in the system, an error is displayed for the transaction. In this case,
you can click to manually select a bank account number to complete the transaction
processing.
Payment Number. This field displays the customer or supplier payment number used in the
bank file.
For transactions that change the status of an existing payment, this field is used to locate the
payment in the system.
If this payment number does not match the payment number in the system, an error is
displayed for the transaction. In this case, you can click to manually select a payment number
to complete the transaction processing.
The search logic for existing payments is as follows:
a If the payment number is available in the bank file, the system searches for a payment with
a payment reference that matches the payment number supplied by the bank.
If a payment is found, it is used. Otherwise, the system continues to step b.
b If a payment reference is included in the bank file, the system searches for a payment with
the same payment reference as that supplied by the bank.
If a payment is found, it is used. Otherwise, the system continues to step c.
c The system searches for the payment based on the customer or supplier and the amount in
the bank file. The bank file amount must be less than or equal to the open item amount for
the payment and open item to be matched.
Payment Reference. This field displays the payment reference used in the bank file.
For transactions that change the status of an existing payment, this field is used to locate the
payment in the system.
 Banking and Cash Management 701

If this payment reference does not match the payment reference in the system, an error is
displayed for the transaction. In this case, you can click to manually select a payment
reference to complete the transaction processing. See “Payment Number” on page 700 also.
If you are using EDI Advanced Banking, this field contains the bank title number. See “EDI
Advanced Banking for Accounts Receivable” on page 707.
Invoices. This field displays the invoices paid with this transaction.
For transactions that create a new customer payment, this field is used to find the related
invoices in the system
This field can contain a list of all customer invoices that are included in a new customer
payment. This list is only used after the system succeeds in finding the customer, based on the
name, code, or bank account. Then, the system starts looking for open invoices.
The invoice list is a comma- or blanks-separated list of customer invoice numbers, ideally
containing the daybook and voucher number of each invoice. However, the invoice number
alone works if the number is unique. The system compares this list with the customer invoice
CI Text field, and with the combination of daybook and voucher number.
If these invoices do not match the original invoices in the system, an error is displayed for the
transaction. A customer payment with status Initial is created, and you can click to manually
select invoices to complete the transaction processing.
If you are using EDI Advanced Banking, this field contains the internal reference number. See
“EDI Advanced Banking for Accounts Receivable” on page 707.
Info. When creating banking entries, the Info field text is copied to the Banking Entry Create
detail line information. See Figure 11.18, “Reference Details,” on page 687.
Cost. Use this field in custom developments when bank charges are to be allocated to a
expense GL account.
Batch Number. When the imported bank file contains transactions to allocate to open items,
this field displays the lock box batch ID of the imported transactions. The batch ID is also
subsequently referenced in the Customer Activity Dashboard and the Supplier Activity
Dashboard. The batch ID is also included in the Imported Bank File report.
If the lock box ID is unavailable, this field displays the filename of the imported bank file.

Processing Area

New Payments as Paid / New Payments as For Collection. This field displays the number of
new payments created with Paid and For Collection statuses.
Create Banking Entry. Select this field to automatically create new banking entries for the new
AR payments, and to link AR and AP Paid payments to banking entry lines.
All Entities Allocation. Select this field to process payments in other entities in the current
domain. The system retrieves open items from all entities and displays the oldest invoice first.
When an invoice belonging to another entity is paid with a payment, the system uses the
domain cross-company accounts to create a cross-company payment.
Number of Records. This field displays the number of transactions selected for processing.

Successfully Processed. This field displays the number of transactions successfully

processed.
702 User Guide — QAD Financials

Processed with Errors. This field displays the number of transactions processed with errors.

Progress. This field displays the percentage of transactions processed and a progress indicator.

Save. Click to save this session when processing is finished.

Stop. Click to interrupt the current processing.

Process. Click to process the selected transactions.

Close. Click to close the current window.

Errors in Transaction Processing

The system processes transaction messages automatically when there is a complete match between
the bank file and the system records for the following data:
• Customer or supplier identification. The identification can be a name, a code, or a bank
number.
• Payment number or payment reference. For message types that change the status of a payment
to Paid or Bounced, the system must be able to locate the original payment.
• Invoice reference list. For the Create Customer Payment message type, the list of paid invoices
or credit notes is added.
• Amount. For message types that change the status of a payment to Paid or Bounced, the
amount must match the original payment amount.
For the message type Create Customer Payment, the amount must equal the open balances
total for invoices specified in the Invoice Reference List.
• Currency. The transaction message currency must match the currency of the original payment.

When one of these values does not match, the transaction line is displayed in red on the grid and
the error is detailed.
For the Create Customer Payment message type, when the customer record exists, but the invoice
reference list or amount does not match, the system creates a customer payment with the status
Initial.
Fig. 11.25
Bank File Process Error Message

You can use the customer, supplier, bank number, invoice, or payment number lookups on the grid
to manually select the correct value and process the transaction message.
The system also displays errors for the following occurrences:
• The customer bank account number is not defined for this customer.
• Your bank account number has not been linked to this customer.
• Your bank account is not linked to the payment format that contains the mapping for this
transaction code.
 Banking and Cash Management 703

• The correct payment status has not been defined for this customer.

The system does not process a transaction for which there is an error. However, you can manually
configure the missing or incorrect data and load the file again for reprocessing.

Multiple Invoice Lines

When importing the same payment for multiple open items (invoices and credit notes), Process
Incoming Bank Files searches the system for the relevant matching open items, and allocates
payment against all the lines using a single payment transaction. The system matches imported
bank file payments and the corresponding open items by matching the bank numbers and payment
references.
Example

An imported bank file for the customer Alderon contains a single check payment for two invoices.
Payment Check Reference: 2010/7890 Amount: 870.00 USD
Invoices 2010/ARINV/0000328 Amount: 320.00 USD
2010/ARINV/0000329 Amount: 550.00 USD

When the file is imported, the details are stored in the system as follows:
Customer Payment Reference Amount Allocated To
Alderon Check Reference: 2010/7890 320.00 USD 2010/ARINV/0000328
Alderon Check Reference: 2010/7890 550.00 USD 2010/ARINV/0000329

The payments are automatically processed by Process Incoming Bank Files, and grouped into one
transaction because both payments have the same check reference, 2010/7890. The single payment
is allocated to both open invoices.
Customer Check Reference Amount Allocated To
Alderon Check Reference: 2010/7890 870.00 USD 2010/ARINV/0000328 and
2010/ARINV/0000329

Example

An imported bank file for the customer Alderon contains a single check payment for both an open
invoice and an open credit note.
Payment Check Reference: 2010/7899 Amount: 1000.00 USD
Open Items 2010/ARINV/0000330 Amount: 1300.00 USD
2010/ARCN/0000079 Amount: -300.00 USD

When the file is imported, the details are stored in the system as follows:
Customer Payment Reference Amount Allocated To
Alderon Check Reference: 2010/7899 1300.00 USD 2010/ARINV/0000330
Alderon Check Reference: 2010/7899 -300.00 USD 2010/ARCN/0000079

The payments are automatically processed by Process Incoming Bank Files, and grouped into one
transaction because both payments have the same check reference, 2010/7899. The single payment
is allocated to both open items.
704 User Guide — QAD Financials

Customer Check Reference Amount Allocated To

Alderon Check Reference: 2010/7899 1000.00 USD 2010/ARINV/0000330 and
2010/ARCN/0000079

New AR Payments
You can create a new AR payment with either an Initial, For Collection, or Paid status for lockbox
checks.
Bank files sometimes contain the original invoice reference for the check. In this case, when the
transaction is validated and processed, the system retrieves the original invoice, allocates the
check, and creates a customer payment with either a For Collection or Paid status.
Note For Collection and Paid statuses must exist in the system for this type of automatic
payment.
When the customer is validated but the bank file does not contain invoice references, the system
compares the amounts in all open items for this customer, retrieving the oldest open item first. If
one or a combination of open item amounts matches the amount of the check, the system allocates
the check and creates a customer payment. You can optionally assign a For Collection or Paid
status to this payment.
When the customer is not validated and the bank file does not contain invoice references, you can
manually select a customer to complete the transaction process. The system creates a customer
payment with an Initial status, which you then process as normal.

Processing Existing AR Payments

The system uses the check number to retrieve the original customer payment and change its status
to Paid. When the check number is not available in the bank file (for example, the bank has not
included this value in the file), the system then identifies payments that have a status of For
Collection and are of the same amount as the check that has been paid. Once these conditions are
met, the For Collection payment is automatically updated to Paid. For an example of this type of
payment, see “Customer Payments” on page 448.

Processing Existing AP Payments

The system checks the bank file for the preprinted check number of the supplier check. When this
is not available, the system searches for a For Collection or Conditional Collection payment for the
same amount as the check, and changes its status to Paid. For an example of this type of payment,
see “Supplier Payment Selections” on page 610.

Imported Bank File Report

The Imported Bank File report (31.1.11) displays details on the status and allocation of imported
bank files or batches of files. The level of detail included in the report enables it to be used for
audit purposes.
The following are the report parameters:
• Filename
 Banking and Cash Management 705

• Batch ID
• File Creation Date (From/To)
• Line Status
• Processed OK
• Processed with Error
• Not Processed
• Show Payment Details (Yes/No)
If you select Yes, the report displays the payment details for customer and supplier payments,
and for banking entries allocated to payments.
Note You must complete at least one of the Filename, Batch ID, or File Creation Date selection
criteria; you cannot leave all three fields blank.
Fig. 11.26
Imported Bank File Report

The report displays different types of detail, depending on whether the record was a successfully
processed customer payment, supplier payment, or banking entry, or if the record was unprocessed
or processed with errors.

Successfully Processed Customer Payment Records

A sub-report displays successfully processed customer payment records.

Fig. 11.27
Imported Bank File Report, Processed Customer Payment Record
706 User Guide — QAD Financials

If the Show Payment Details selection criteria is set to Yes, the sub-report displays additional
payment details for the successfully processed records. Figure 11.28 shows the same customer
payment record when Show Payment Details is set to Yes.
Fig. 11.28
Imported Bank File Report, Payment Details

Successfully Processed Supplier Payment Records

A sub-report displays successfully processed supplier payment records.

Fig. 11.29
Imported Bank File Report, Processed Supplier Payment Records

Successfully Processed Banking Entry Records

A sub-report displays successfully processed banking entry records. If the banking entry line was
allocated, this additional information is also displayed.
Fig. 11.30
Imported Bank File Report, Processed Banking Entry Records

If the Show Payment Details selection criteria is set to Yes, the sub-report displays the allocation
details. Figure 11.28 shows the same banking entry record when Show Payment Details is set to
Yes.
 Banking and Cash Management 707

Fig. 11.31
Imported Bank File Report, Allocation Details

Unprocessed Records

A sub-report displays details for records that were not processed.

Fig. 11.32
Imported Bank File Report, Unprocessed Records

Records Processed with Errors

A sub-report displays details for records that were processed with errors.
Fig. 11.33
Imported Bank File Report, Records with Errors

EDI Advanced Banking for Accounts Receivable

Financials EDI Advanced Banking supports business cases where your bank acts as an
intermediary to collect cash from customers. In these cases, the supplier notifies the bank of the
invoice or staged payment details (including the amount, due date, and early or late payment
conditions) shortly after the invoice is issued to the customer. The bank then starts a process in
708 User Guide — QAD Financials

which a document is issued to notify the customer that the invoice or staged payment must be paid
through the bank. An example of EDI Advanced Banking is Boleto Bancários, which is a
significant payment collection system in Brazil.
To start the EDI Advanced Banking flow, you (the supplier) select open customer invoices and
staged payments, and create a payment selection at status Initial. The payment selection status is
set to Initial because you are creating a payment order to your bank to collect a specified amount at
a future date, and no GL entries or updates to AR open balances are required at this time.
If required, you can modify the unexecuted Initial payment selection to update due dates or interest
rates, or to remove lines.
You then execute the payment selection. EDI eCommerce then sends the resultant file to the bank
to notify it of payments to collect. The bank then notifies you regarding whether it accepts or
rejects the payment requests.
If you need to cancel invoices from the executed payment selection or change due dates or the
interest rate, you can modify the Initial payment selection to cancel or update lines. During this
process, you must move the canceled or updated lines to an unexecuted Initial payment selection,
and execute the payment selection to inform the bank of the changes.
When the bank notifies you that it has received payment from your customers, the system creates a
new payment with the status For Collection or Paid, and updates AR open balances. The system
also posts discounts allowed for early payment and posts interest received if the customers do not
pay by the due date.
Fig. 11.34
EDI Advanced Banking, AR Flow

Create payment selection in Initial Receive confirmations and

status rejections

Send notification to the bank Receive payment details from the

bank

Receive confirmation or rejection Post interest amounts and

from the bank discount amounts

Send due date changes, interest

rate changes, and cancellations to
the bank

Optional

Each step in the EDI Advanced Banking flow for Accounts Receivable is described in detail in the
following sections.
 Banking and Cash Management 709

Setting Up Interest Accounts

In the EDI Advanced Banking flow, the bank, as a collecting agent, determines and calculates late
payment interest. The interest is not applied by the supplier, as in the case of finance charges. The
system does not check if interest is due or missing, and instead records interest received in
incoming files from the bank and posts it to the relevant interest accounts. See “Calculating
Finance Charges” on page 495 for more information on finance charges.
Before you use EDI Advanced Banking, you must use GL Account Create to define standard
accounts for interest charges. You can use the same account for both AR and AP interest charges,
or you can use a separate account for each.
In the Banking tab of GL Account Modify, you must then associate the interest account or
accounts with the bank account that you are using for EDI Advanced Banking. The AR Interest
Account and AP Interest Account fields are hidden by default, but you can activate them using
design mode. See User Guide: QAD System Administration for more information on design mode.
If you do not activate the AR Interest Account and AP Interest Account fields and specify interest
accounts, the system uses the discount accounts defined in the Banking tab of the GL account
record for the interest postings.
Fig. 11.35
GL Account Modify, Add Interest Accounts in Design Mode

Setting Up Interest Rates

If interest is applied for late payments, you must set up a credit term and specify the interest rate in
the Daily Overdue Int Percentage field in the Credit Terms record. The system uses the value
defined in this field to quote the rate in the EDI message if referenced in the invoice or staged
payment.
710 User Guide — QAD Financials

Fig. 11.36
Credit Terms Modify

Creating a Payment Selection with the Initial Status

Select open customer invoices and create a payment selection with the Initial status. This payment
selection does not create GL entries or update AR open balances. You can create a customer
payment selection in the Initial status for both full invoice amounts and staged invoice payments.
A payment can be subject to a discount or an interest charge; both never apply simultaneously.
Important The payment total is for information purposes only, and is the total of the invoices you
select, net of discount. The actual amount you receive from the customer may be net of the
discount amount or may be the gross amount. You may also receive the gross amount plus interest
if the customer paid late and interest is applied and collected.
When you create a customer payment selection in the Initial status, the system generates an
internal reference number for each invoice or for each payment stage of an invoice, in the case of
staged payments. The internal reference number is a unique 10-digit number.
Note An invoice can only be included on one customer payment selection with the Initial status.
In addition, if an invoice includes staged payments, you can only include an invoice stage on one
customer payment selection with the Initial status. You can include different payment stages for
the same invoice on different payment selections.
 Banking and Cash Management 711

Fig. 11.37
Customer Payment Selection Create

Modifying Unexecuted Payment Selections

Use Customer Payment Selection Modify to modify unexecuted payment selections with the
Initial status. You can modify payment interest rates and due dates, and remove payment lines.
Note You can also use Customer Payment Selection Modify to modify executed payment
selections with the Initial status. See “Modifying Executed Payment Selections” on page 713.
Fig. 11.38
Customer Payment Selection Modify, Unexecuted Payment

Indicates whether a
payment selection
has been executed.

A target payment
selection is not
required. The field is
read only.

Header Fields

Executed. This field is read-only and indicates if the payment selection has been executed.

Target Payment Selection. This field is read-only when you modify an unexecuted Initial
payment selection.

Grid Fields

Sel. Clear this field for lines you want to remove from the payment selection.

Due Date. Specify a new due date for the invoice, if required. When you save the modified
payment selection, the system updates the due date on the corresponding invoice.
712 User Guide — QAD Financials

Interest Rate. Specify a new interest rate for the invoice, if required.

Sending Notification to the Bank

Run Customer Payment Selection Execute to create the bank file and its associated data set in the
format required by the bank.
The following information is included in the bank file data set:
• Legal document number
• Internal reference number
• Late interest rate
• Due date
• Payment amount.
• Limit day for the discount
• Discount percentage

The file is sent to the bank using EDI eCommerce. For details on completing the EDI activities,
see User Guide: QAD EDI eCommerce.

Receiving Confirmation or Rejection from the Bank

The bank updates the bank file and returns it to you. You load the file into the system using EDI
and process the file using Process Incoming Bank Files. Specify the bank file name to refine the
selection and select Acknowledge Bank Receipt in the Actions field.
The grid in Process Incoming Bank Files contains a line for each invoice or each invoice stage, in
the case of staged payments. The Invoices field in the grid displays the 10-digit internal reference
number for each invoice or invoice stage.
Fig. 11.39
Process Incoming Bank Files, Acknowledgement of Bank Receipt

If the payment was accepted by the bank, the bank title reference is stored against the payment
selection when the incoming bank file is processed. The bank creates a title number for each
invoice or for each invoice stage, in the case of staged payments.
When the bank sends the bank title number, you must set up this instruction code in Bank File
Format Maintain with the Acknowledge Bank Receipt action. See “Mapping Transaction Codes”
on page 691
 Banking and Cash Management 713

Note The bank title number is used in Brazil. Some payment systems may not provide this
information.
Your bank replies to each notification with an acknowledgement or rejection message. If you are
operating under Brazilian banking practices, you must process the acknowledgement to update the
selection with the Bank Title number. You must investigate rejection messages and rectify the
issue that caused the message. Re-execute the payment selection when you have addressed the
issues.

Modifying Executed Payment Selections

After you have executed the customer payment selection, you may need to cancel a line from a
payment selection or modify payment details, such as the due date or interest rate. You can use
Customer Payment Selection Modify to modify executed payments with the Initial status.
However, the process differs from that used to modify unexecuted payment selections.
In the browse for Customer Payment Selection Modify, you can search for Initial payment
selections using a variety of criteria, such as the invoice number, shipper, internal reference
number, and bank title number.
When you cancel an invoice line or modify the due date or interest rate for a line, you must transfer
the modified lines to an unexecuted payment selection with Initial status for the same bank account
and payment method. You can also transfer the lines to a new payment selection by specifying a
new code as the transfer payment selection. When you save the payment selection, the modified or
canceled lines are moved to the new or existing target payment selection. If you try to save a
modified payment selection and have not specified a target payment selection, an error is
displayed.
Fig. 11.40
Customer Payment Selection Modify
Indicates that the
payment selection
has been executed.

A target payment
selection is required.

Use the following process to cancel an invoice line on a payment selection:

1 Open the payment selection in Customer Payment Selection Modify.
2 In the grid, select the Cancel field for the line or lines you want to cancel, as shown in
Figure 11.40. The system updates the line status to Cancelled.
3 In the Target Payment Selection field, specify an existing unexecuted payment selection at
Initial status to which to transfer the canceled lines.
Alternatively, specify a new payment selection code to transfer the canceled lines to a new
payment selection at Initial status.
4 Save the modified customer payment selection.
714 User Guide — QAD Financials

The canceled line is saved to the target payment selection.

Fig. 11.41
Customer Payment Selection View, Target Payment Selection

5 Run Customer Payment Selection Execute for the target payment selection to create a
notification file for the bank.
This payment selection creates a notification file informing the bank that the invoices lines
referenced in this selection are canceled.
Note You do not need to run Customer Payment Selection Re-execute for the original
payment selection you modified.
EDI eCommerce transfers the file to the bank.
The process for updating the due date or interest rate for an invoice line on an executed payment
selection is similar to that for canceling a line. You must transfer the modified lines to a new or
existing unexecuted payment selection at Initial status. If you update the due date for an invoice or
staged line on a payment selection, the corresponding invoice is updated accordingly.

Receiving Instructions
When you notify the bank regarding changes to a bank file you transferred to them previously, the
bank sends messages accepting or rejecting the update.
Accept messages require no further processing. You must investigate rejection messages and
rectify the issue that caused the message. Re-execute the payment selection when you have
addressed the issues.

Receiving Payment Notification from the Bank

When the bank sends a bank file to notify you that it has received payment from your customers,
the system creates a new payment with the status For Collection or Paid. If you select the Create
New Payments as Paid field in Process Incoming Bank Files, and then process the bank file, the
payment is created as Paid. Otherwise, the system creates the payment with the status For
Collection. When the payment status is For Collection, the banking entry process is used to set the
payment status to Paid.
The system allocates the payment to the relevant invoice or invoice stage using the unique 10-digit
internal reference number. The system creates journal entries for the full payment allocated to the
invoice.
 Banking and Cash Management 715

Fig. 11.42
Process Incoming Bank Files, Create Payment

Fig. 11.43
Customer Payment View, Browse

Posting Interest and Discount Amounts

Interest

The interest amount specified on an incoming bank file is posted to the interest account on the
bank account of the current entity.
The TC Payment and TC Interest fields in the payment record contain the full amount of the
payment and the interest amount respectively.
716 User Guide — QAD Financials

Fig. 11.44
GL Transactions View, Showing Interest Postings

Discount

The discount amount specified on an incoming bank file is posted to the discount account on the
bank account of the current entity.
When the incoming bank file for the customer payment is processed:
• If a normal payment receipt and discount match the open amount for an invoice, the open
amount is reduced to zero.
• If the payment receipt and discount amount are less than the open amount on the invoice, the
open amount is reduced by the payment and discount.
• If the payment receipt (excluding interest) and discount amount are greater than the open
amount on the invoice, the system does not process the payment.
• If no discount amount is specified and if the payment receipt is less than the open amount on
the invoice, the open amount on the invoice is reduced by the payment.
• If no discount amount is specified and if the payment receipt (excluding interest) is greater
than the open amount on the invoice, the system does not process the payment.
Where a payment is not automatically created, you must create a manual payment.

Customer Payment Selection Extended View

Use Customer Payment Selection Extended View to view details for payment selections. You can
search using a variety of criteria, such as the shipper, voucher, internal reference number, or bank
title number, and have the option to retrieve only executed or only unexecuted payment selections.
The view displays details for payment selections of all statuses. However, you can only drill-down
for Initial payment selections.
 Banking and Cash Management 717

Fig. 11.45
Customer Payment Selection Extended View

Using Petty Cash

You can use Petty Cash Create (31.2.1) to record petty cash transactions, and use Petty Cash
Report to provide summary details on cash transactions.

Petty Cash Create

Petty Cash Create is very similar to Banking Entry Create and supports the same allocation
methods.
The postings for a cash-in entry are as follows:
Account Debit Credit
Expense 100
Petty Cash 100

These postings are reversed for cash-out entries.

The system automatically generates a cash report when you save the entry. You can use this report
as a receipt for the cash activity. You can also generate weekly or monthly reports.
Petty Cash supports segregation of duties in the same way as banking entry by providing a separate
allocate activity so that one individual can create the petty cash transaction and another can
allocate it. This means you can:
• Create the petty cash entry and allocate some or all of the lines. You can save the statement in
final or draft format.
• Create the statement and save it. Then, use Petty Cash Allocate as a separate activity to
allocate the lines, possibly by another person.
Note If you do not have access to Petty Cash Allocate, you cannot use the allocation features in
Petty Cash Create.
718 User Guide — QAD Financials

Setting Up Petty Cash

Petty Cash requires you to define a cash account. You should create a separate cash account for
each currency for which you keep petty cash, and you update the accounts using allocated banking
entries. To set up Petty Cash:
1 Create a GL account of type Cash Account for each currency in which you keep petty cash.
2 Create cash in and cash out daybooks and profiles. You define these on the Cash tab of GL
Account Create. See “Using Daybooks” on page 148 and “Cash Tab” on page 90.
3 Optionally, set up all employees who use petty cash as suppliers for petty cash advances and
receipts.

Creating Cash Entries

Use Petty Cash Create to create a petty cash entry.
Petty cash entries can be saved in draft format when Draft Instances is selected in Change System
Settings (36.24.5.1). When you save a record in draft format, none of the system validations are
performed. You can then return later to complete the record by choosing the Petty Cash Browse
Drafts activity and selecting the record you want to finish from the list. See User Guide:
Introduction to QAD Enterprise Applications for details on drafts.
Fig. 11.46
Petty Cash Create

Field Descriptions

GL Account. Specify your petty cash account. The lookup retrieves GL cash accounts and their
descriptions only.
GL Balance. This field indicates the current balance of the cash account selected.

Unallocated Cash Balance. This field displays the amount in cash entries that has still to be
allocated. Use Petty Cash Allocate to retrieve these entries and complete the allocation.
Status. This field indicates the status of the unallocated amounts.
 Banking and Cash Management 719

Posting

Posting Date. This field indicates the posting date of the cash entry. This defaults to today’s
date.
GL Calendar Year. This field indicates the posting GL calendar year and GL period. You can
modify these values.
Daybook. This field indicates the daybook and daybook number for the current transaction.
The daybook type is Cash Entries. The system retrieves the Cash Received daybook profile for
cash movements into the account, and the Cash Paid daybook profile for movements out of the
account. See “Setting Up Petty Cash” on page 718. Separate cash-in and cash-out daybooks
are mandatory requirements in some accounting systems.
Amount to Allocate. This field displays the amount to be allocated in this cash entry, and
whether this is a debit or credit to the account. This amount is retrieved from the amount you
enter in the TC Amount field in the grid.

Balance

Opening Balance. This field indicates the balance of the account before the cash movement.

Activity. This field indicates the total amount of the cash movements.

Closing Balance. This field indicates the balance of the account after the cash movements.

Grid

Number. This field indicates the system-generated number of the cash entry. Insert a new line
in the grid for each new cash entry.
Value Date. This field indicates the value date of the entry. The value date is the date on which
the bank transaction occurs. The default is the posting date.
Description. Enter a brief description (maximum 40 characters) of the cash entry.

TC Amount. Enter the cash entry amount in the transaction currency.

In/Out. Indicate if this is a cash movement into the account (for example, cash received from
customers, or refund of expenses) or out of the account (cash supplied for expenses, or as a
cash payment to suppliers). Movements in are automatically assigned the daybook defined in
the Cash Received daybook profile, and movements out are assigned the daybook defined in
the Cash Paid daybook profile.
Status. This indicates the current status of the cash entry.

Allocate. Click Allocate to select an allocation method. Petty Cash Create uses the same
allocation methods as banking entries. See “Allocating Bank Entry Lines” on page 673.
Note Create prepayments for cash in advance transactions.

Information. Enter additional information about the cash entry.

Scale Factor. This indicates the scale factor applying to the exchange rate in use for foreign
currency payments. The system uses the Cash exchange rate for cash entries when this rate is
defined. If not, the default rate used is the Accounting rate. See “Exchange Rates” on page 59.
720 User Guide — QAD Financials

Print. Select this field to print a report of this petty cash entry. The system automatically
displays the report on the screen. You can then print it as a receipt for the transaction.
Fig. 11.47
Petty Cash Report

Petty Cash Allocate

Use Petty Cash Allocate (31.2.5) to retrieve unallocated or partially allocated entries for full
allocation.
Fig. 11.48
Petty Cash Allocate

Cash Flow Reporting

Use Cash Flow Report activities (31.8) to forecast monthly cash projections. This function
monitors actual and projected cash flow movements over a defined period consisting of projection
intervals. The projections can be cumulative or non-cumulative.
 Banking and Cash Management 721

Cumulative projections display the current balance on the account in this interval plus posting
activity such as invoices or credit notes due. The system calculates a current balance for each
interval by adding the due open items for this interval to the previous interval’s balance. Non-
cumulative projections display only the expected posting activity for that account during that
interval.
When you create a Cash Flow Report, the system follows these steps:
• The system retrieves the current balances and activity on the accounts you want to monitor.
• You define a projection period such as the next three months. The system then retrieves all
actuals with a due date that falls in the projection period, and displays the projected balances
(or activities only) for each interval accordingly.
The Excel integration option lets you export these figures to a spreadsheet for analysis.
You normally monitor customer or supplier control accounts, bank accounts, petty cash accounts,
and expense accounts in a cash flow forecast, but you can include any type of GL account with
Cash Flow Report. Credit notes and invoices due on future dates have an obvious effect on cash
flow on accounts on those dates, and you can also include recurring entries; for example, direct
debits for salaries paid from the account.
Balance sheet accounts display balance information as an opening balance in the report; profit and
loss accounts display the account activity of the previous period, which you can use for projection
to forecast future costs. For customer and supplier control accounts, the system displays AR and
AP open items, such as customer invoices and supplier credit notes, but not operational
transactions, such as sales orders and purchase orders.
You can manually enter correction amounts on the current balance for one-time instances of cash
received or cash paid (cash on-hand).
The percentage option lets you include amounts in a projection that are due to increase over the
period. For example, you can use this option to forecast expected salary increases over a 12-month
period. The projection for each interval reflects the effect of the salary increase in that period,
instead of accounting for the total increase at the beginning or end of the forecast.
The Currency view option lets you view the report in a currency other than the base currency.
When you specify a non-base currency, only positions in that currency are accounted for.
To set up the Cash Flow report:
1 Specify the GL calendar cut-off period, which is the start of the projection intervals.
2 Specify the number of projection intervals and the length of the intervals.
3 Set the Actuals To date. The system retrieves all actuals up to this date.
You can reopen and recalculate saved reports.
Note The History daemon must be running in order to retrieve actuals for the report. Refer to
User Guide: QAD System Administration for information on system daemons.
722 User Guide — QAD Financials

Creating Cash Groups

Use the Cash Group codes (31.13) to create, modify, view, and delete codes for grouping accounts
for cash flow reporting purposes. You assign the cash flow group to the account in the Report Link
tab of Account Create. See “Report Link Tab” on page 87.
Fig. 11.49
Cash Group Create

Field Descriptions

Cash Group. Enter a code (maximum 20 characters) that identifies a cash group. This field is
mandatory; the code cannot be blank.
Description. Enter a brief description (maximum 40 characters) of the cash group. This field is
mandatory; the description cannot be blank.
You can optionally enter descriptions in more than one language. See User Guide:
Introduction to QAD Enterprise Applications for more information on the Translation Option.
Active. Indicate if this is an active record.

Creating Cash Reports

Use Cash Flow Report Create (31.8.1) to design your cash flow report.
Fig. 11.50
Cash Flow Report Create

Field Descriptions

Login. This field displays the login ID of the current user.

Last Saved Date. This field indicates the date on which the report was last saved.
 Banking and Cash Management 723

Code. Enter a code (maximum 20 characters) to identify the report.

Description. Enter a brief description (maximum 40 characters) of the report.

GL Calendar Year. Specify the GL calendar cut-off year and period. The system checks the
account balances on the last day of this period, which is also called the cut-off date. This is
also the date on which the cash flow projection begins.
Example To monitor account balances on May 31, 2009, and to project the cash flow over
the months June, July, and August 2009, specify 2009 05 as the cut-off year and period. The
account balances for May 31 are displayed, and the cash flow projection begins on June 1.
When you set a Days Interval of 7 (for weekly intervals), the first interval date is 6/7, the next
is 6/14, and so on.
Days Interval. Set the number of days for each interval in the projection. For example, a
weekly interval is 7 days.
By Sub-Account. Specify a sub-account for sub-account analysis. In this case, the system
checks for movements and balances on accounts for which the sub-account is defined.
Actuals To. Specify a date by which the system retrieves actual activity on the account. This
date must be later than the GL cut-off year or period. The date defaults to the current date.
The system shows a separate total (BC Actuals Amount GL) for account activity that occurred
between the end of the GL calendar cut-off period and the date specified in Actuals To. In
addition, projected cash flows from AR and AP control accounts (based on open item due
dates) are corrected using the payments that occurred in the same interval. Therefore, the
system displays the actuals as of the end date of the cut-off GL period.
Number of GL Periods. Specify the number of periods in the cash flow projection, to a
maximum of 31.
Currency View. Select base, management, or transactional as the currency view for the report.
When you select the transactional currency, the Currency Code field is available to select a
specific currency. The system only retrieves transactions in the currency you select. For
example, if you select the euro currency, only transactions that have been created in euros are
retrieved.
Currency Code. Specify a transactional currency in which to view the report. This field is only
available when you select transactional currency as the currency view.

Grid
Right-click to enter a new line on the grid.
Account Type. Select Account or Manual as the type of entry in the cash flow report.
Account: You specify an account code in the GL Account field, and this account is included in
the projection.
Manual: Manually enter an amount into a projection interval. You do not select a GL account
for this type. This option lets you enter occasional or one-time costs or expenses into an
interval, such as banking fees or asset sales.
Description. Enter a description (maximum of 40 characters) for the report.

GL Account. Specify the GL account to be monitored during the projection. You can include
any type of GL account in the report.
724 User Guide — QAD Financials

Cash Group. This field indicates the cash group to which the account belongs, if any. You use
cash groups to categorize accounts; specify the cash group for the account on the account
Report Link tab. See “Report Link Tab” on page 87.
Amount Type. This field indicates the amount type, which depends on whether the account is a
balance sheet or profit and loss account.
Balance: The grid displays the balance on the account as of the cut-off date. Balance sheet
accounts automatically display balances in the grid.
Activity: The grid displays the total of all movements on the account for the cut-off period.
Profit and loss accounts automatically display activities in the grid.
BC Amount GL. This field displays the current account balance. The amount is recalculated
when you modify the cash flow settings; for example, by extending the cash flow period to
include intervals in which movements on the account take place.
BC Actuals Amount GL. This field displays the total of all activity on the account between the
cut-off period end date and the Actuals To date.
BC Correction Amount GL. Enter a correction amount to adjust the account balance. Use this
option to account for large, one-time liabilities or assets that are due in the projection period
but for which there is no system open item.
(Non) Cumulative. Select cumulative or non-cumulative as the calculation method for the cash
flow. The method applies to this line only, and you can include a mix of both methods in the
final report.
Cumulative: The grid displays the total of the account balance and the activities on the account
in the interval.
(Non) Cumulative: The grid displays the movements on the account only in the interval.
% GL Period. This field displays the percentage increase on the total account balance that is
forecast for this interval.
Example The monthly debit on a salary account is $100,000. You expect this figure to
increase by 6% over the year to allow for annual wage increases. To account for this additional
6%, you define a .5% increase for each of 12 monthly intervals (100.5%, 101%, 101.5%, and
so on). The account balance now reflects the cash flow for that interval while allowing for the
annual increase.
You cannot apply a percentage to control accounts.
Amount Period. This field displays the account balance forecast for the interval. Accounts
display a negative amount for outgoing movements, and a positive amount for incoming
movements.
Click Recalculate to retrieve actuals and calculate intervals. Right-click on the report grid to
export the report to Excel.
 Chapter 12

Budgeting
The following topics describe how to set up and manage budgets.
Overview 726
Introduces budgeting functions and concepts.
Setting Up Budgets 727
Set up budget groups and budget report periods.
Creating Budgets 728
Create budget periods, levels, and structures.
Budget Activities 742
Modify, copy, and rebuild budgets.
Linking with Excel 743
Maintain budget data in Microsoft Excel and synchronize it with the system.
Budget Reports 746
Report on budgets, forecasts, and actuals.
726 User Guide — QAD Financials

Overview
A budget is a set of amounts that is expected to be spent or earned during a given time period.
Most organizations compile budgets annually to plan for expenses and revenues.
You enable the use of the Budgeting module using the Budget Enabled field in System Maintain
(36.24.3.1).
Use the Budget Create activity to define budgets for a single entity or for a group of entities that
use the same shared sets. The entities can be in the same or different domains.
Budgets are composed of a structure of budget topics, each identified by a topic description and
linked to a single or group of accounts, sub-accounts, cost centers, projects, or SAFs. You also
define the hierarchy of topics for which budget and actuals data is accumulated, and the position of
subtotals and COA components in the hierarchy.
To streamline setup, you can define budget groups that reference the COA components used for a
budget topic. You can then link a group to a budget topic, rather than having to link each COA
component individually. See “Budget Groups” on page 727.
Budget periods are intervals of time into which the budget life span is divided for costs and
reporting purposes, and are separate from tax or GL periods. Costs and revenues are recognized in
the budget period in which they are posted to the general ledger.
Budgets also include report periods that are linked to budget versions, and are used by the budget
reports. See “Budget Report Periods” on page 728 and “Versions Tab” on page 741.
When you have created the budget periods, levels, structure, and topics, you must link each topic
to a chart of accounts component or range. A Budget daemon polls for transactions that use
accounts and other COA components defined in the budget structure. When a transaction is posted
for an account in the budget structure, the Budget daemon uses the COA links to update the actuals
of each budget topic affected.
If you have set warning or error checking for budget overruns, the Budget daemon checks the
actuals entered for the budget accounts and displays an error or warning message if a transaction
overruns the budget. Daemons are described in User Guide: QAD System Administration.
You can also enter forecast values to compare to the budget amounts and actuals. The forecast
values are used for reporting only. In addition, you can also enter budget and forecast values for
quantities, such as kilowatt hours, pounds, or machine hours.
Two reports, Budget Detail and Budget Overview, let you compare actual postings with the budget
amounts to follow the progression of spending and earnings. See “Budget Reports” on page 746.

Report Structures and Allocations

In addition to budgeting, you can use the Budget function for two other purposes: to allocate costs
and to define report structures.
Budget structures can be used for allocations, where the system allocates costs based on the actuals
in the budget. The Budget daemon polls the accounts you specify in the allocation and returns the
amounts for distribution. See “Setting Up Allocations” on page 188 for details.
 Budgeting 727

Important If you disable the Budgeting module in System Maintain (36.24.3.1), you also disable
to ability to create allocation transactions.
Report structures let you use the Budget function to define the hierarchy of levels for which the
system accumulates data for the Balance Sheet and Income Statement reports. You define a report
structure that ends at the lowest level on the chart of accounts, and where the higher levels are
subtotals. See “Structured Reports” on page 786 for further information.

Setting Up Budgets

Budget Groups
Use Budget Group activities (25.5.2) to create, view, modify, and delete codes for grouping any
combination of accounts, sub-accounts, cost centers, projects, and SAFs used to update actuals for
a budget topic. This facilitates budget setup because you can link a group to a budget topic, rather
than linking each COA component individually. The use of budget groups is optional.
You link a COA component to a budget group by assigning a group name when you create or
modify the component definition in, for example, Account Create or Cost Center Create.
Example Your budget structure contains a topic called Current Assets. Create a budget group
called Current Assets, and add all asset accounts (inventory, customer, and so on) to this budget
group using GL Account Create or GL Account Modify. Link the budget group to the Current
Assets budget topic in the Structures tab in Budget Create.
When a budget group has been used in a COA link, you cannot delete it from the system.
See “Setting Up General Ledger” on page 69 for information on assigning COA components to
budget groups.
Fig. 12.1
Budget Group Create

Field Descriptions

Budget Group. Specify a code (maximum 20 characters) to identify the budget group.

Description. Enter a brief description (maximum 40 characters) of the budget group. You can
optionally enter descriptions in more than one language. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
Active. Select to make the budget group active. You can only use active groups in COA
linking.
728 User Guide — QAD Financials

Budget Report Periods

Use Budget Report Period Create (25.4.5.1) to define report periods that are specific to budget
reports. Budgets can have multiple versions, and you must associate each version record with a
valid reporting period.
Report periods let you mark a specific time span for which you want to produce budget reports.
Reporting periods are independent of GL periods and tax periods, and can span multiple GL
periods across multiple entities.
Report periods can be equivalent to budget periods, or can vary.
Fig. 12.2
Budget Report Period Create

Creating Budgets
Use Budget Create (25.5.1.1) to create budget periods, levels, and structures. In addition, use the
fields in the General tab to specify if the Budget daemon must check actuals against budgeted
values, and what type of action to take if a budget amount is overrun.
 Budgeting 729

Fig. 12.3
Budget Create

Field Descriptions

Budget Code. Specify a code (maximum 20 characters) to identify the budget.

Description. Enter a brief description (maximum 40 characters) of the budget. You can
optionally enter descriptions in more than one language. See User Guide: Introduction to QAD
Enterprise Applications for more information on the Translation Option.
Status. This field displays the budget status. Budgets can have one of the following statuses:
Initial: The preliminary status of a budget. The status field is read-only and set to Initial until
you define budget periods and levels.
Valid: Indicates that the budget can be modified and is ready for use. The status changes
automatically from Initial to Valid when you define the budget periods and budget levels. You
cannot change a budget status from Valid to Initial.
Operational: Indicates that the budget setup is complete, and that actuals are retrieved by the
Budget daemon.
You must manually change the budget status to Operational to allow the actuals to be
retrieved. You can change a budget status from Valid to Operational, and from Operational to
Closed.
Note The system generates Budget daemon requests for operational budgets only.
Closed: Indicates that the budget life span is complete. You can reopen the budget by changing
its status to Operational.
Used for Allocation. Select the field if the budget structure is used for allocations.
Only accounts, sub-accounts, projects, cost centers, and SAFs can be used in allocation
structures.
See “Setting Up Allocations” on page 188 and “Running Allocations” on page 374 for more
information on allocations.
730 User Guide — QAD Financials

Use as Report. Select the field if the budget structure is used to define a report hierarchy for
the Balance Sheet and Income Statement structured reports.
When you select Use as Report, the system validates and categorizes the report structure data
differently than general budget data. In addition, selecting the Use as Report field makes the
report structure available in the selection criteria of the Financial Statement ProForma,
Balance Sheet, and Income Statement reports.
See “Structured Reports” on page 786 for details.

General Tab
Use the General tab to specify the scope of the budget activities and the entities that provide the
budget actuals. The fields let you specify the budget currency and budget administrator.
In addition, specify whether the Budget daemon must poll for actuals containing budget COA data,
and the level of action the system takes for budget overruns.
Fig. 12.4
Budget Create, General Tab

Field Descriptions

Budget Administrator. Specify the ID of the user responsible for administration of the budget.
This field defaults to the current user, but you can modify this value.
The user you specify receives e-mails when budget amounts are overrun if you have selected
the option to send e-mails on errors and warnings.
The system sends the e-mail to the address defined in User Maintenance (36.3.1) for the user
specified in the Login field. See User Guide: QAD Security and Controls for details on user
settings and User Guide: QAD System Administration for details on setting up e-mail.
Currency Code. Specify a budget currency. The field defaults to the base currency for the
domain, but you can modify this value.
If you specify a currency other than the base currency, the system uses a specific budget
exchange rate type to convert between the budget currency and the base currency. If a budget
exchange rate for the two currencies is not defined, the system uses the current accounting
exchange rate.
See “Exchange Rate Types” on page 57 for more information on exchange rate types.
Note You cannot modify the currency if the budget has a status of Operational.
 Budgeting 731

Report Period Check. Choose whether the system validates if a reporting period is open when
a transaction is posted for that period.
No Action: The system lets users enter transactions in closed/reported periods.
Warning: The system warns the user that the period is closed/reported, but lets the user save
the transaction.
Error: The system warns the user that the period is closed/reported, and prevents the user from
saving the transaction.
Reporting periods for budgets are set up in Report Period Create. See “Budget Report Periods”
on page 728.
Use Quantity Info. Select to budget using quantities, such as machine hours, kilowatt hours, or
other quantifiable values. You can then link GL accounts defined to accept units of measure to
the budget.
The Budget daemon compares the quantities entered for the GL account to the budgeted
quantities. For example, a budget structure can include accounts for tracking kilowatt hours.
The daemon updates the budget with the kilowatt hours entered for the account.
Overrun (YTD), Total Overrun, GL Period Overrun. Choose how the system responds if the
budget amounts from the start of the budget period to date, for the entire budget, or for a
particular budget period are overrun. In each field, the options are No Action, Warning, or
Error.
No Action: The system allows the user to enter transactions that cause overruns.
Warning: The system warns the user that the budget is overrun, but allows the user to save the
transaction.
Error: The system prevents the user from saving a transaction that overruns the budget figure.
Note Use the Topic Properties screen to set responses for budget topics that override the
settings in the General tab. See “General Tab” on page 730.
Check Actuals On-Line. Select the field to enable the online budget check.
Each time a linked budget account is specified in banking entry, journal entry, customer and
supplier invoices, open item adjustment, or petty cash activities, the system determines if the
new transaction causes the budget amounts to be overrun.
In addition, if you choose Warning or Error in the Overrun (YTD), Total Overrun, or GL
Period Overrun fields, the system displays a warning or error if a transaction causes a budget
overrun for the corresponding time frame.
Note This field has an effect only when Online Budget Check is selected in the system
settings in System Maintain (36.24.3.1).
Send E-mail on Errors, Send E-mail on Warnings. Select the relevant field to send an e-mail to
the budget administrator if an overrun error or warning occurs. The system sends the e-mail to
the address defined in User Maintenance (36.3.1) for the user specified in the Budget
Administrator field.
The system generates errors or warnings when the budget is overrun and if Error or Warning is
selected in one or more of the Overrun (YTD), Total Overrun, or GL Period Overrun fields.
Entity Code. Specify the entities that update actuals for the budget. A budget can link to one or
more entities that share the same COA shared sets used in the budget structure. The entities
can be in the same or different domains.
732 User Guide — QAD Financials

The Budget daemon only links actuals postings to budget topics if the postings originate in one
of the entities specified in this field.
If you specify more than one entity, the system updates and compares actuals from all entities
in the list to the budget amounts.

Budget Period Tab

Use the Budget Period tab to create the budget periods for which the budget is valid.
Budget periods can be based on GL periods or can be different. This lets you produce budgets for
time periods that do not correspond to GL periods, such as quarterly budgets. Budget periods let
you create budgets that operate across entities, and are not restricted to entities sharing the same
GL calendar.
Note The system creates a budget column and a forecast column in the grid in the Structures tab
for each budget period you define. If the budget uses quantities, the Structures tab also contains a
column for budget quantities and forecast quantities for each budget period.
Budgets can contain a maximum of 54 periods and can run over multiple years. You can also
create a single budget period to span an entire year. You cannot define budget levels or structures
until you define the budget periods.
You can define budget periods:
• Manually. Enter all budget period codes and start and end dates manually in the budget periods
grid.
• Based on an existing GL calendar year. The budget periods are equivalent to the GL periods of
the year you specify. Click the Create GL Periods button to create the periods.
• From rules. Enter the start date, the number of periods, and define whether the periods are
defined by week, month, or quarter. The system then creates the budget period table when you
click Create GL Periods.
Fig. 12.5
Budget Create, Budget Period Tab
 Budgeting 733

Periods Grid

This grid contains a row for each budget period you define. When creating budget periods
manually, right-click to insert a row.

Periods by Year Field

Year. Specify a GL calendar year on which to base the budget periods. The system creates
budget periods that are equivalent to the GL periods of the year you specify.
Use this option independently of the Periods by Dates fields.

Periods by Dates Fields

The system uses the data in these fields to automatically generate budget periods.
Starting Date. Specify the start date of the first budget period.

Occurrences. Enter the number of budget periods to create.

GL Period Type. Choose Quarter, Month, or Week as the period type.

Use this option independently of the Periods by Year field.

Levels Tab
Use the Levels tab to define the hierarchy and level of detail to include in the budget structure. A
budget can contain a maximum of 15 levels.
At each level, you can specify whether to include GL accounts, sub-accounts, cost centers,
projects, SAFs, or subtotals, and create a sequenced list. A subtotal is a calculated field that shows
the sum of all underlying levels, both for budget and actual data. If the budget includes SAFs, they
must be at the lowest level within the hierarchy.
The Input Level field indicates the level of responsibility for the budget administrator for tracking
the budget. By default, the budget administrator must enter details at the lowest level of detail.
When you have defined levels and move to another tab, you can no longer modify the rows in the
Levels tab or insert additional levels.
Note If you want to update the budget levels after moving from the Levels tab, create a new copy
of the budget. The copy has the status Initial and you can modify the levels as required.
734 User Guide — QAD Financials

Fig. 12.6
Budget Create, Levels Tab

Field Descriptions

Right-click on the grid and select Insert a New Row to create budget levels.
WBS Level. This field displays the level number. The system increments this value for each
new level row you create.
COA Element. Choose the COA hierarchy on which to base the budget structure from the
following options: Subtotal, General Ledger, Sub-Account, Cost Center, Project, and SAF.
Used for Proportional Allocation. Select the field if you want to use the actuals that are
retrieved for this budget to allocate costs.
See “Setting Up Allocations” on page 188 and “Running Allocations” on page 374 for more
information.
Last Modified Date/Time and User. These read-only fields display the ID of the user who last
updated the record and the date and time of update.

Structures Tab
Use the Structures tab to create the budget topics according to the structure defined on the Levels
tab, and enter data for each topic. You can create budget structures manually or by using the Excel
hotlink. See “Linking with Excel” on page 743.
The columns in the grid default from the settings on the General and Periods tab. The grid contains
a column for the topic code, a budget column, and a forecast column for each budget period. In
addition, if you select the Use Quantity Info field in the General tab, the grid includes a Budget
Quantity and Forecast Quantity column for each budget period.
When you select a topic for an operational budget, the system displays the linked account or COA
component and the total actuals for the topic at the bottom of the Structures tab.
 Budgeting 735

Fig. 12.7
Budget Create, Structures Tab

Field Descriptions

Versions. Choose the budget version for which you want to view or modify the structure and
data. See “Versions Tab” on page 741 for more details on versions.
Auto Roll-up. Select to aggregate the budget data to the higher levels. When you select this, the
system automatically sums budget, actuals, and forecast data from the lower budget levels and
updates the subtotals at the higher levels.
The following fields display in the Structures grid:
Topic. Enter a description (maximum 40 characters) of the budget topic.

TC Amt. Enter the budget amount for the corresponding budget period.

Forecast Cost. Enter a forecast for the corresponding budget period. After you have set up and
entered budget data, you can enter new information that affects the budget in the forecast
columns.
Budget Quantity, Forecast Quantity. Enter the budget quantity and forecast quantity for the
corresponding budget period. These columns only appear if you selected the Use Quantity Info
field in the General tab.
Link by Level. This field displays the COA element to which the topic is linked. You link a
topic to a COA element using the Topic Properties window. See “Defining Topic Properties”
on page 738.
The Link by Level field is hidden by default. You can display the field by right-clicking in the
grid and selecting Columns from the context menu. In the Columns window, indicate that you
want to display the Link by Level field by selecting the check box beside that label.
Budget Group. This field displays the budget group to which the topic is linked. You link a
topic to a budget group using the Topic Properties window. See “Defining Topic Properties”
on page 738.
The Budget Group field is hidden by default. You display the field as described in the Link by
Level field description.
736 User Guide — QAD Financials

Alternate COA Group. This field displays the alternate COA group to which the topic is
linked. You link a topic to an alternate COA group using the Topic Properties window. See
“Defining Topic Properties” on page 738.
The Alternate COA Group field is hidden by default. You display the field as described in the
Link by Level field description.
Description. This field displays an extended description (up to 120 characters) of the topic.
You can optionally print the description on reports based on this structure. You define the
extended description in the header of the Topic Properties window. See “Defining Topic
Properties” on page 738.
Print Description. This field indicates if the topic property extended description, as specified in
the Topic Properties window, must be displayed on reports based on this structure.
You indicate your description print preference using the Print Description field on the General
tab of the Topic Properties window. See “Defining Topic Properties” on page 738.
The Description field and Print Description field in the Topic Properties window are only
enabled if the Use as Report field is selected on the General tab of Budget Create.

Budget Grid Options

A number of right-click menu options are available within the grid in the Structures tab.
The Topic Properties right-click option is discussed in a separate section. See “Defining Topic
Properties” on page 738. Exporting to Excel is described in “Linking with Excel” on page 743.
Fig. 12.8
Right-Click Menu Options

Create Multiple Rows

The Create Multiple and Create Multiple Children options let you automatically create budget
rows and link topics in a single task. For example, to create rows for a GL account topic level,
select Create Multiple and use the fields in the Create Multiple screen to specify the range of
accounts to link. Each topic row is linked in sequence to a GL account in the range you specify.
If you position the cursor in a parent row and click Create Multiple Children and specify an SAF
structure, the system creates a child row for each SAF concept associated with the SAF structure.
You can control how the child rows are created by specifying a break position.
Example You want to create a structure with multiple levels referencing 4 accounts numbered
1000, 1100, 1110, 2000. Specify Link From Code 1000 and Link To Code 2000. Then specify
Break Position 1. The system looks for the first change in pattern in position 1 and starts a new
topic. In this case, accounts 1000, 1100, 1110 are grouped (they all have 1 in the first position) and
account 2000 starts a new topic. For finer granularity, specify Break Position 2. In this case, 3
levels are created with 1000 in one level, 1100 and 1110 in the next, and 2000 in the third.
 Budgeting 737

Fig. 12.9
Create Multiple Children

Starting Code. Specify the first COA code in the range for which you want to create budget
rows and automatically link COA components.
Ending Code. Specify the last COA code in the range for which you want to create budget
rows and automatically link COA components.
Breaking Position. To group related codes, specify the character position the system should
use to distinguish one group from another. For example, specify 1 for the system to use the
first position.
SAF Structure. Specify the SAF structure to link. The system creates a child row for each
concept in the structure.
SAF Concept. This field displays the first SAF concept in the structure.

Check Budget Overlap

The Check Budget Overlap option checks all COA combinations that are linked to the budget
topic, if this option is enabled for the entity. This check also generates a list of combinations of all
COA codes and checks the uniqueness of each combination. You cannot set the budget status to
Operational if overlaps are found.
The ability to check for budget overlaps is activated in the General tab of Entity Create. See
“Setting Up Entities” on page 42 for more details.

Rollup Amounts

The Rollup Amounts option lets you aggregate budget amounts, actuals, and forecast data from the
lower budget levels to update the subtotal amounts at higher levels. You can also set the budget
structure to roll up amounts automatically by selecting the Auto-Rollup field in the Structures tab.

Auto Link

If you create budget topics that use the same naming convention as the accounts or analysis you
want to link to, select Auto Link to automatically create a link to the relevant COA component.
You can do this for the entire budget or for the current row in the grid.
738 User Guide — QAD Financials

Defining Topic Properties

After you define the budget structure, you need to specify the COA components that are the source
of the actuals data. To do this, right-click on a topic, select Topic Properties, and the Topic
Properties window opens.
You can link a COA component to a budget topic in a number of ways:
• Budget group. All COA components that belong to this group are linked to the topic.
• Link by level. Specify a single item, a comma-separated list, or a range.
• SAF level, where applicable. For topics at SAF level, specify the SAF structure.

The Topic Properties screen also lets you define if you can post to a topic, and the action to take
for overruns for individual topics.
Fig. 12.10
Topic Properties, General Tab

Field Descriptions

WBS Code. This field displays the current budget topic.

Description. Specify a description of the topic that you can optionally print on structured
reports. You can enter up to 120 characters.
When using Budget Create to define a report structure, you can choose to print the topic
description when reports based on this structure are printed. You indicate your topic printing
preference using the Print Description field on the Topic Properties General tab.
The Description field and Print Description field are only enabled if the Use as Report field is
selected on the General tab of Budget Create.
Budget Code. This field displays the code that identifies the budget.

(Budget) Description. This field displays the description of the budget.

General Tab

Status. Choose the status of the topic from the following:

Active: Indicates that actuals can be posted for the topic.
 Budgeting 739

Closed: Indicates that the topic is at the end of its life cycle; no further postings are allowed.
Draft: Indicates that the topic is being set up; no postings have been made.
A topic’s life cycle moves from Draft to Active to Closed. An operational budget can contain a
variety of topics in each status.
If the online check for budgets is set in System Maintain, the system displays an error message
if you try to update actuals for a closed or draft topic. System Maintain is described in User
Guide: QAD System Administration.
GL Account Unit of Measure. Specify the GL unit of measure for budgets that use quantities.
This field is available if you selected the Quantity Info field in the General tab.
Overrun (YTD), Total Overrun, GL Period Overrun. Choose how the system responds if the
budget amounts from the start of the budget period to date, for the entire budget, or for a
particular budget period are overrun for the current topic. These overrun settings overrule the
settings in the General tab.
In each field, the options are No Action, Warning, or Error.
No Action: The system lets the user enter transactions that cause overruns.
Warning: The system warns the user that the budget is overrun, but lets the user save the
transaction.
Error: The system prevents the user from saving a transaction that overruns the budget figure.
Note These fields do not display when the topic is a subtotal.

Hide on Reporting. Select the field to hide topics on the Balance Sheet and Income Statement
reports. This field relates to report structures only. See “Structured Reports” on page 786 for
more details.
Note This field is only enabled for topics if Use as Report is selected in the budget header
fields.
Invert Base Sign. Select the field to invert the operator (+ or –) that identifies positive or
negative values. This field relates to report structures only. See “Structured Reports” on
page 786 for more details.
Roll Up Amount. Select this field to indicate whether the current topic level can be rolled up to
a higher level.
This field relates to report structures only. See “Structured Reports” on page 786 for more
details.
Print Sum Line. Select the field to print a header or a footer line for the linked accounts.
This field relates to report structures only. See “Structured Reports” on page 786 for more
details.
Print Description. Select this field if you want to print the topic description on reports based on
this structure.
You specify a topic description using the Description field in the Topic Properties header.
The Description field and Print Description field are only enabled if the Use as Report field is
selected on the General tab of Budget Create.
Category. Specify the GL category of the accounts linked to the current level in the report
structure.
740 User Guide — QAD Financials

This field relates to report structures only. See “Structured Reports” on page 786 for more
details.

Component Grid

Component. Use the grid if you want to limit which activities in the system can update this
budget topic, based on business component. If no values are specified, the topic can be
updated from any business component activity.

COA Link Tab

Select Topic Properties to define the link from the budget topic to the COA components. You can
link by budget group, by level, or by SAF.
Fig. 12.11
Topic Properties, COA Link Tab

Field Descriptions

Budget Group. Select a budget group to link all COA components that belong to the group to
the topic.
A budget group can be associated with GL accounts, sub-accounts, cost centers, projects, and
SAFs when they are defined. See “Setting Up General Ledger” on page 69 for details on
creating COA components and assigning them to budget groups.
Link by Level. Specify the COA components to link to the budget topic.
A browse for COA components opens. The type of browse depends on the level of the topic
within the budget hierarchy. For example, when linking COA components for GL accounts, a
browse for GL accounts opens and when linking COA components for cost centers, a browse
for cost centers opens.
Using the Link by Level field, you can define a single item, a comma-separated list, or a range
(using the pipe character).
 Budgeting 741

SAF Structure, SAF Concept Code. Specify an SAF structure and concept code for the first
SAF level in the structure. The system creates rows for each SAF concept and automatically
links the SAF concepts to the rows. These fields are enabled only when the topic references an
SAF level.
Alternate COA. When running a structured report based on an alternate COA, such as the
Regional Balance Sheet or Regional Income Statement, specify the alternate COA structure
that you want to base the report on.
This field relates to report structures only. See “Structured Reports” on page 786 for more
details.
See “Alternate Chart of Accounts” on page 100 for more information on setting up alternate
COAs.

Versions Tab
Budgets can have multiple versions, and you must associate each version record with a valid
reporting period.
You can create several versions of the same budget using the Budget Modify All Versions activity.
Only one budget version is active at any time, and only this budget version is used for the online
budget check (when enabled in the General tab).
To create a new budget version, insert a row in the Versions grid, specify a name for the new
version, and select the Active field to make the new version the current one. Clear the Active field
for the previous budget version. Only one budget version can be active at any time.
Fig. 12.12
Budget Create, Versions Tab

Field Descriptions

In Budget Modify All Versions, right-click in the grid and select Insert a New Row.
Description. When creating subsequent budget versions, enter a description (maximum 20
characters) to distinguish and identify the new version. This field defaults to Initial Version for
the first budget version, but you can modify this value.
Comment. Enter a comment (maximum 40 characters) regarding the budget version.

Active. Indicate if the budget version is active.

Version Code. Enter a code (maximum 20 characters) to identify the budget version. This field
defaults to Initial Version for the first budget version, but you can modify this value.
The version code you define appears in the Versions drop-down list in the Structures tab.
742 User Guide — QAD Financials

From Reporting Year/Period. Specify the reporting period that budget reports for this structure
use.
In reporting, it is important to use the correct version of the budget. The fields default to the
period and GL calendar year in which the budget version was created.
For example, when you specify period 6 of GL calendar year 2007, you ensure that this
version of the budget will be reported on from June 2007 onwards.
Last Modified Date/Time and User. These read-only fields display the ID of the user who last
updated this record and the date and time of update.

Budget Activities

Modifying Budgets
A number of restrictions apply when modifying budgets.
When creating budgets in Budget Create, you cannot modify the data in the Periods and Levels
tabs once you have created the budget topics in the Structures tab.
Two activities let you modify saved budgets:
• Budget Modify (25.5.1.2) lets you change the budget data in the Structures tab for the current
active budget version. The data in the General, Periods, Levels, and Versions tabs cannot be
modified.
• Budget Modify All Versions(25.5.1.6) lets you modify budget data in all tabs, except the
Levels tab, and save your changes as a new budget version.
You can insert a new topic in any position in a budget structure.
You can prevent changes to the general budget data by only assigning access to Budget Modify
and limiting access to Budget Modify All Versions to the budget administrator.

Copying Budgets
Budget Copy (25.5.1.5) lets you use an existing budget as the basis for a new budget.
When you copy a budget, you copy the budget structure and can optionally copy the budget data.
However, you must define budget periods for the new budget.
 Budgeting 743

Fig. 12.13
Budget Copy

Field Descriptions

Source Budget Code. Specify the budget code that you want to copy.

Budget Code. Enter a code (maximum 20 characters) to identify the new budget.

Budget Description. Enter a brief description (maximum 40 characters) of the new budget.

Copy Budget Figures. Select this field to copy the budget structure and budget data from the
original budget to the new one. Clear the field to copy the budget structure only.
Use the Periods grid and fields to create budget periods for the new budget. These fields and their
functions are described in “Budget Period Tab” on page 732.

Rebuilding Budgets
The Budget daemon monitors topic values and ensures that the topic used in a budget has current
values. Each posting on the budget item simultaneously generates a work record for the daemon.
The Budget Rebuild (25.5.1.2) activity clears all previous actuals calculations for a specific budget
and regenerates all daemon records. Rebuilding recalculates all the actuals values.

Linking with Excel

The Excel Hotlink menu contains a number of options that let you integrate with the Budgeting
module using Excel.
The Create Excel Template and Create From Excel options are similar to standard Excel
integration. You use these options when first setting up budgets. The Create from Excel feature
requires that you use a specific, custom Excel template, which you access using the Create Excel
Template option. When you have completed the budget definition in Excel, you can upload the
data using the Create from Excel option.
Important You can only create new budget structures using Create from Excel; you cannot
modify an existing Excel budget structure and re-import it.
744 User Guide — QAD Financials

Fig. 12.14
Budget Excel Integration Flow

QAD Budget Create

Create Excel Create from

Template Excel

Excel Template
Excel
(column headers
Budget
only)

Enter hierarchy
(topics) and
budget amounts
in Excel

Later, if you want to maintain budget data in Excel, you can create an Excel Hotlink. The hotlink
integration with Excel provided in budgeting is more advanced than that available in other Excel
integration functions, described in User Guide: Introduction to QAD Enterprise Applications.
The Excel Hotlink option exports all the current data to Excel, where you can make modifications.
The spreadsheet contains the topic structure of the budget as read-only columns, and includes an
updatable Amount column for each budget period. You can synchronize your changes with the
system using the Synchronize option.
When the budget structure and the Excel spreadsheet are hotlinked, any amount change you make
in Excel is immediately reflected in the Budget function. You can also take the hotlink Excel
spreadsheet off-line, work on the numbers, return to using the system, and synchronize the hotlink
so that the application is updated with the new budget figures.
Fig. 12.15
Excel Hotlink Flow

QAD Budget Create/Modify

Create Real-time Synchronize

Hotlink amount Updates all
updates amounts
from Excel

Excel Hotlink (online)

Save Restore
Excel Hotlink

Excel Hotlink (offline)

Update Amounts
 Budgeting 745

Note The Excel Hotlink menu is only available when the Structure tab is active. The Excel
Hotlink is only intended for updating budget amounts; it is not intended for use in creating or
modifying the hierarchy structure of a budget.
Excel spreadsheets linked to the system using hotlinks can only contain the budget structure and
budget data. You cannot create new COA links in Excel to import into and update a budget
structure.
The Restore option lets you find a spreadsheet created as an Excel hotlink, and open it. You can
then use the Synchronize function to update the system with the changes in the spreadsheet.
Fig. 12.16
Budget Excel Hotlink Menu

The menu has the following options:

Create Hotlink. Choose Create Hotlink to create a spreadsheet containing the budget topic
structure and any budget values already entered. The first spreadsheet columns correspond to
the topic names and are read-only. When you update a value in the spreadsheet, the
corresponding value in the relevant column in the Structures tab is updated also.
You must run both Excel and your QAD application simultaneously to maintain the hotlink.
You can save data in either the spreadsheet or the budget grid at any stage. However, you can
also take the hotlinked Excel spreadsheet off-line, update the amounts, and synchronize the
hotlink when you return online.
The system stores the spreadsheet file location for each budget. If you plan to share budget
maintenance with other users, make sure the file is saved on a shared network drive so it is
accessible to them.
Restore Hotlink. Use the Restore Hotlink command to open the spreadsheet associated with a
budget.
Synchronize. Use the Synchronize option to replace the budget data in the Structures tab with
data in the Excel sheet.
Create from Excel. Use this option to import data defined in a template to initialize the budget
structure.
The Create from Excel feature requires that you use a specific, custom Excel template. Use the
Create Excel Template option to access the correct template to use.
746 User Guide — QAD Financials

You can only create new budget structures using Create from Excel; you cannot modify an
existing Excel budget structure and re-import it.
Create Excel Template. Use this option to create a custom spreadsheet with column headings
for all of the columns in the grid.

Budget Reports
Two reports let you report on budgets, forecasts, and actuals: Budget Detail and the Budget
Overview. You can run the reports for a single entity or across multiple entities. The reports also
let you report on non-operational budgets.

Budget Overview
Budget Overview (25.5.3.1) lists budget summary data by budget level. The transactions that
resulted in the actuals are listed at the end of the report.
You can configure this report to display up to eight columns of data and specify what kind of data
you want to include in each column. You do this by selecting the measure you want to use to
generate the report data from the following list:
• Budget Qty
• Forecast Qty
• Actuals
• Actual Qty
• Budget – Actuals
• Forecast – Actuals
• (Budget – Actuals)/Budget * 100
• (Forecast – Actuals)/Forecast * 100

Other options include the following:

Time Frame Type for Actuals. Indicate how you want the system to select data to report for
each of the 8 columns:
From – To Period: Analyze data between the range of reporting period specified in Reporting
Periods 1–8.
Life To Date: Analyze all data from the start of budget to today.
Life To End: Analyze all data from the start of budget to the end of the budget.
Version Measure. Indicate which version of the budget the measures should analyze:
See To Period: Find the version of the budget associated with the To Reporting Period
specified for the column. This choice is valid only when Time Frame type is From – To
Period.
Use Active Budget: Select actuals from the active budget. This is the typical way of analyzing
data.
Use Original Budget: Select actuals from the initial version of the budget.
 Budgeting 747

Budget Detail
Budget Detail (25.5.3.1) lists detailed actuals by budget topic, with subtotals and a grand total. The
report also displays open budget or forecast amounts.
This report has similar options to Budget Overview, but uses lets you choose one open budget
calculation method from the following:
• Budget – Actuals
• Forecast – Actuals

The options for commitments is not currently supported.

The report includes the following other budget-specific selection criteria:
• Budget Code
• Budget Responsible
• Budget WBS Topic
• Operational Budgets Only (Yes/No)
• Reporting Period
• Reporting Year
748 User Guide — QAD Financials
 Chapter 13

Consolidation
The following topics describe how to configure and process consolidation accounting.
Overview 750
Introduces the consolidation functions and concepts.
Consolidation and Currency Translation 751
Describes how currencies are translated during consolidation.
Setting Up Consolidation 752
Configure consolidation cycles and chart of account cross references.
Set Up Intercompany Eliminations 760
Create a layer and daybooks to use in eliminating intercompany transactions.
Creating a Consolidation 760
Run a consolidation cycle to consolidate balances.
Reporting 762
Report on consolidation transactions.
Intercompany Elimination Postings 762
Identify and eliminate intercompany postings from your consolidation.
Consolidation Period Closing View 763
View the status of GL periods for each consolidaton entity included in a consolidation cycle
750 User Guide — QAD Financials

Overview
Consolidation is the process of combining the financial records for a number of entities within an
organization into one consolidated set of financial statements. Consolidation is usually a monthly
review process, giving an immediate financial summary of a multi-entity organization. You can
perform a number of consolidations within the organization to account for the subsidiaries of
entities that have been taken over by the parent organization. Proportional consolidation lets you
consolidate partly-owned subsidiaries based on the percentage of the subsidiary owned by the
parent entity.
The consolidation process consists of determining the entities with accounts you want to
consolidate, and setting up a consolidation entity in which to store the consolidation data. The
COA Cross Reference function allows you to map GL accounts, sub-accounts, cost centers, and
projects in the source entities to individual COA elements or combinations in the consolidation
entity. You can also use COA Cross Reference Excel Integration (25.3.14.6) to load cross-
reference mappings from an Excel spreadsheet, reducing the time required to set up consolidation.
See “Creating COA Cross-References” on page 753 for more information.
Note The entities that you consolidate can be in different domains, but must be within the same
database.
In an organization with multiple entities and subsidiaries, you should consolidate in stages.
Example An organization has subsidiaries represented by entities B and C. B in turn has
subsidiary entities D and E, and C has subsidiary entities F and G. Perform consolidations for
entities D and E in entity B, for entities F and G in Entity C, and finally for entities B and C in
entity A.
Fig. 13.1
Multi-Level Consolidation

Consolidation
ConsolidationEntity
EntityAA

Entity
EntityBB Entity
EntityCC

Entity
EntityDD Entity
EntityEE Entity
EntityFF Entity
EntityGG

You can perform initial consolidation to the transient layer. This lets you review the consolidated
sets of accounts for missing postings. You can delete this consolidation, re-create the missing
postings in the subsidiary accounts, and then consolidate again. When satisfied with your
consolidation transactions, use Mass Layer Transfer to transfer the transactions to the official layer
for reporting. See “Mass Layer Transfer” on page 379.
You specify a consolidation daybook for each source layer you want to consolidate. For example,
when you consolidate, the transactions in the official layer from all source entities are mapped to
the official layer consolidation daybook in the consolidation entity. Since transaction numbers
 Consolidation 751

include daybook codes, you can identify the transactions from separate entities by their original
daybook code when you are reviewing the consolidated transactions. For this reason, you should
avoid using the same daybook codes in different entities when setting up daybooks.
The GL periods of the source entities to be consolidated must be locked before you begin the
process. In cases where you need to go back and re-create missing transactions, you must unlock
the period, complete the transactions, and lock the period again before consolidating again. See
“Modifying Entity GL Periods” on page 171.
You can include the following types of transaction in a consolidation entity:
• Journal entries, including reversing entries
• Recurring entries
• Revaluations
• Allocations
• Consolidation

You cannot consolidate into an account of type cross-company during a consolidation. These
transactions could cross-reference entities that are not included as source entities in the
consolidation. You can map the source cross-company accounts to standard accounts (which can
be intercompany accounts) in the consolidation entity. This option is recommended. Alternatively,
you can eliminate cross-company or intercompany transactions after consolidation. See “Set Up
Intercompany Eliminations” on page 760 and “Intercompany Elimination Postings” on page 762
for more information.
You also cannot include year-end transactions because these transactions create incorrect or
incomplete balances in the final consolidation.
The system also does not include transactions that reference both consolidation and non-
consolidation entities, or that reference two or more consolidation entities. The system does not
use source entity GL transactions posted to the transient layer for consolidation purposes.
Important After you have created the consolidation, you perform an additional step to eliminate
intercompany postings. See “Intercompany Elimination Postings” on page 762.

Consolidation and Currency Translation

Consolidation can be performed between entities using the same or different base currencies.
When the entities are in domains with different base currencies, the system converts transactions in
the base currency of the source entity into the base currency of the consolidation entity using rates
in the exchange rate shared set of the consolidation entity. The exact rate used is determined for
each account based on the setting of the Consolidation Method field in the Currency tab of GL
Account Create. This can have one of the following values:
• Actual Rate (accounting rate at period end, also known as current rate)
• Historical Rate
• Simple Average Rate
• User-Defined Rate (Own Method)
• Weighted Average Rate

These methods are described in “Consolidation Method” on page 84.

752 User Guide — QAD Financials

When different methods are used, exchange rate differences may result. These are posted to the
Rounding Differences account specified in Consolidation Cycle Create.

Setting Up Consolidation
The system uses source and target entities in the consolidation process. Source entities are the
subsidiary entities whose accounts you want to consolidate. The target entity is the consolidation
entity, in which you combine the source account transactions.
From within the consolidation entity, you create a consolidation cycle, which identifies the source
entities, the daybooks to be used for transactions in each entity, and the participation percentage to
be applied to each entity.
Consolidation is performed for a set GL period, and you must align your consolidation entity GL
periods with those of the source entities. You must map GL accounts, sub-accounts, cost centers,
and projects in the source entities to the target COA elements in the consolidation entity. You can
also use COA Cross Reference Excel Integration (25.3.14.6) to load cross-reference mappings
from an Excel spreadsheet.
The following figure illustrates the basic steps.
Fig. 13.2
Consolidation Flow

Define source and target entities and daybooks.

Define source and target entities and daybooks.

Create COA cross-references.

Create COA cross-references.

Create
Createconsolidation
consolidationcycle.
cycle. Delete consolidation.
Delete consolidation.

Map source and target accounting periods. Unlock GL periods in source entities.
Map source and target accounting periods. Unlock GL periods in source entities.

Lock GL periods in the source entities. Recreate missing transactions.

Lock GL periods in the source entities. Recreate missing transactions.

Create
Createconsolidation
consolidation(optionally
(optionallyinintransient
transientlayer).
layer). Yes

Perform reporting. Transactions missing Source

Perform reporting. Source

Target
Target
Transfer to the official layer using
Transfer to the official layer using
Mass Layer Transfer (if in transient layer). No
Mass Layer Transfer (if in transient layer).

Create intercompany elimination postings

Create intercompany elimination postings

1 Create the source and target entities and daybooks required for consolidation.
2 From within each of the source entities, map source and target GL accounts and, optionally,
sub-accounts, cost centers, and projects, to create COA cross-references for use in the
consolidation cycle. Each subsidiary entity and the COA cross-reference it uses must belong to
the same domain. See “Creating COA Cross-References” on page 753.
 Consolidation 753

3 From within the consolidation entity, create the consolidation cycle, which defines the source
entities and daybooks to use. See “Creating a Consolidation Cycle” on page 754.
4 From within each of the source entities, define a range of GL periods to be mapped to the
consolidation GL calendar. See “Consolidation Period Cross-Reference” on page 758.
5 From within each of the source entities, lock the GL periods that are to be included in the
consolidation. See “Modifying Entity GL Periods” on page 171.
6 From within the consolidation entity, create the consolidation. In this step, you define source
and target accounting layers, set the GL period range, and run the consolidation. See “Creating
a Consolidation” on page 760
7 Perform reporting. See “Reporting” on page 762.
8 Create intercompany elimination postings. See “Intercompany Elimination Postings” on
page 762.

Creating COA Cross-References

Before you can consolidate, you must use COA Cross Reference Create to map GL accounts, sub-
accounts, cost centers, and projects in the source entities to the target COA elements in the
consolidation entity. You can create either Combined GL Dimension or Separate GL Dimension
COA cross-reference mapping types for use in consolidation.
Combined GL Dimension mappings let you specify cross-references from source COA
combinations to target COA combinations. Separate GL Dimension mappings let you specify
cross-references from separate source COA elements to separate target COA elements (GL
accounts to target GL account, sub-accounts to target sub-accounts, and so on).
You can also use COA Cross Reference Excel Integration (25.3.14.6) to load cross-reference
mappings from an Excel spreadsheet, reducing the time required to set up consolidation.
See “COA Cross-References” on page 106 for detailed information on creating consolidation
cross-references and for information on alternate COA cross-references.
Note Each subsidiary entity and the COA cross-reference it uses must belong to the same
domain.

Finding Separate Cross-Reference Mappings

During consolidation, if the system finds multiple Separate GL Dimension mappings for the same
source GL COA element, the first mapping found is used.
754 User Guide — QAD Financials

Finding Combined Cross-Reference Mappings

During consolidation, when the subsidiary entity’s mapping type is Combined GL Dimension, the
system reads the GL combination (account, sub-account, cost center, and project) from the source
transaction and looks for a match in the cross-reference table. The system searches for matching
cross-references in the following order:
1 Matching account, sub-account, cost center, and project
2 Matching account, sub-account, cost center, and blank project
3 Matching account, sub-account, blank cost center, and project
4 Matching account, sub-account, blank cost center, and blank project
5 Matching account, blank sub-account, blank cost center, and blank project
If no match is found, the transaction is posted to the same GL combination specified on the
originating transaction. If multiple matches of the same priority are found, the system uses the first
one it finds.

Creating a Consolidation Cycle

Use Consolidation Cycle Create (25.19.1.7) to create a consolidation cycle in the consolidation
entity that defines the consolidation structure. You indicate the source and target entities and
whether consolidation is full or proportional.
A consolidation cycle can have one of three statuses: Initial, Valid, and Operational. Initial is the
first status of the cycle, and no validation is performed. When the cycle status is set to Valid, the
system checks to ensure that the GL period and COA cross-references are consistent.You can only
initiate a consolidation run using cycles with the status Operational.
When creating a consolidation cycle, you can indicate whether to include sub-accounts, cost
centers, projects, and SAFs. For a consolidation cycle with a status of either Valid or Operational,
and which includes analysis (sub-account, cost center, project, or SAF), a default value must be
provided.
An entity can be a consolidation entity for several source entities in one consolidation cycle and a
source entity in another consolidation cycle. The consolidation process is started in the
consolidation entity for a range of periods or for one period.
For each source entity defined in a consolidation cycle, you can specify a COA cross-reference.
The COA cross-reference should be defined in the same domain as the source entity.
The consolidation entity is the target entity for consolidation purposes. It is used to generate
reports on the GL movements of the source entities, using the full range of GL reports. See
“Reporting” on page 762.
You can modify consolidation cycles to define or remove a new source entity, change the
participation percentage of an existing source entity, or associate or change a daybook code.
You add source entities to the consolidation cycle by inserting a new row.
 Consolidation 755

You also add the daybook codes for the consolidation transactions. You specify a daybook for
each source layer, and the system stores the consolidation transactions in the appropriate
consolidation daybook.
For example, when you specify a consolidation daybook for the management layer, all source
entity transactions in the source management layer are stored using this daybook following
consolidation. You need only specify daybooks for the layers you intend to use.
Fig. 13.3
Consolidation Cycle Create

Field Descriptions

Entity Code. The system displays the code of the entity you are logged in to. This is the
consolidation entity. This entity must have been marked as a consolidation entity in the Entity
function before you can create the cycle.
Status. Specify the status of the consolidation cycle:
Initial: No validation checks are performed.
Valid: The system checks both the source entities and the consolidation entity to ensure that
the GL period and COA cross-references are consistent.
Operational: You can initiate the consolidation run using Consolidation Create.
Sub-Account. Select this field to indicate that the GL transaction must be transferred with the
associated sub-account code. Source sub-accounts are then translated to the mapped
consolidation value using the COA cross-reference definition.
Default Sub-Account. Specify the default sub-account to apply to target GL transactions. The
default sub-account is used when the target account has sub-account analysis, but the source
account does not, or when the source account has sub-account analysis, but you have chosen to
exclude sub-accounts during consolidation.
Rounding Diff Acc. Specify the GL account to which to post currency differences generated by
translation adjustments during the consolidation. This should be a standard account, defined in
the base currency, and can be either a balance sheet or income statement account.
The account lookup only displays GL accounts defined with the base currency.
756 User Guide — QAD Financials

Default Tax Code. Specify a default tax code to be applied to tax account transactions in the
consolidation entity. You use this tax code to identify tax account transactions in the
consolidation for reporting purposes only.
Cost Center. Select this field to indicate that the GL transaction must be transferred with the
associated cost center code. Source cost centers are then translated to the mapped
consolidation cost center value using the COA cross-reference definition.
The default cost center defined in the Default Analysis window is used when the target
account has cost center analysis, but the source account does not. The default cost center is
also used when the target account and source account both have cost center analysis, but cost
centers are excluded from the consolidation. See “Default Analysis” on page 756.
If the Cost Center field is cleared, the source entity cost center is not included in the
consolidation. However, if the target account is defined with cost center analysis, the default
cost center from the consolidation cycle is used to create the target consolidation posting.
Project. Select this field to indicate that the GL transaction must be transferred with the
associated project code. Source projects are then translated to the mapped consolidation
project value using the COA cross-reference definition.
The default project defined in the Default Analysis window is used when the target account
has project analysis, but the source account does not. The default project is also used when the
target account and source account both have project analysis, but projects are excluded from
the consolidation. See “Default Analysis” on page 756.
If the Project field is cleared, the source entity project is not included in the consolidation.
However, if the target account is defined with project analysis, the default project from the
consolidation cycle is used to create the target consolidation posting.
SAF. Select the field to include SAFs in the consolidation cycle.
If SAFs are included in the consolidation cycle:
• If a transaction in the source entity contains SAFs, and the source account is mapped to an
account without SAFs in the consolidation entity, the consolidation transaction does
contain SAFs.
• If the transaction in the source entity does not include SAFs, and the target account COA
in the consolidation entity includes SAFs, the consolidation transaction contains SAFs that
default from the GL account, cost center, project, or SAF structure defined in the
consolidation cycle. See “Default Analysis” on page 756.
• If both the transaction in the source entity and the target account include SAFs, the source
entity SAFs are posted to the consolidation transaction, regardless of the SAF definitions
in the consolidation entity.
If SAFs are not included in a consolidation cycle, no SAF information from subsidiary entities
is passed to the consolidation transactions.

Default Analysis

Click the Default Analysis button to display a new window with multiple tabs where you can
configure default SAF, cost center, or project analysis for the consolidation.
 Consolidation 757

Fig. 13.4
Consolidation Cycle Create, Default Analysis

When source transactions use SAF, cost center, or project analysis, the system applies the defaults
you define here to the consolidation transactions.
Use the SAF, Cost Center, and Project tabs to set defaults for each type of analysis, if required.
When you define a default SAF structure, you can select one or more default SAF codes for the
SAF concepts within the structure. You must select one default SAF code for every SAF concept.
You can also define SAF structures for cost centers and for projects, if required. See
“Supplementary Analysis Fields” on page 127.

Source Entity Grid

Percentage. Specify the participation (1 to 100%) the consolidation entity holds within the
source entity.
This value can be changed at any time. You can track these changes using the Period From and
Period To dates.
Source Entity Code. Specify the code that identifies one of the source entities for this
consolidation.
Official Daybook Code. Specify the target official layer daybook code to which source official
layer transactions are posted during consolidation.
Management Daybook Code. Specify the target management layer daybook code to which
source management layer transactions are posted during consolidation. This field is optional.
Transient Daybook Code. Specify the target transient layer daybook code to which source
transient layer transactions are posted during consolidation. This field is optional.
Cross-Reference. Specify the COA cross-reference that the system must use to translate the
source COA elements to the specified target COA elements in the consolidation entity.

Consolidation Cycle and Daybook Security

Daybook security lets you restrict access to transactions associated with certain daybook types to
users who have roles linked to that daybook. You can apply daybook security to consolidation
cycle transactions posted to Consolidation type daybooks. See “Daybook Security” on page 158
for more information.
758 User Guide — QAD Financials

If implemented, daybook security for Consolidation daybooks is applied in Consolidation Cycle

Create and Consolidation Cycle Modify when you set a consolidation cycle to Operational and try
to save the record. If you select a Consolidation daybook associated with a role you are not
assigned, an error message displays and you are prevented from saving the consolidation cycle
record, as shown in Figure 13.5.
Fig. 13.5
Consolidation Cycle Modify, Daybook Security Error

Consolidation Period Cross-Reference

Use Consolidation Period Cross-Reference Maintain (25.19.1.3) to create cross-references
between GL periods in a consolidating entity and GL periods in source entities. You define these
cross-references in the source entities.
You must lock the GL periods of the source entities before consolidation. To lock the period, you
must ensure that no unposted transactions exist in these periods, since the system prevents you
from saving the consolidation when unposted transactions exist in a source entity.
You can define GL periods at domain level and at entity level. Entities within the same domain are
automatically given the same GL period structure, and when the source and consolidation periods
are identical, the system performs an automatic one-to-one mapping.
Note Although you may not have to make any adjustments to the automatic one-to-one period
mapping, you must save the mapping to complete this step of the process.
Entities from different domains may have different GL periods, or you may define different GL
periods per entity. For example, you may be using a correction period for an entity, which is
numbered period 13 in this entity’s calendar. In this case, you can map this period to period 12 of
the consolidation entity GL periods. In Figure 13.6, the GL periods of three source entities with
different calendars are mapped to the consolidation GL periods.
 Consolidation 759

Fig. 13.6
GL Period Mapping
2007
Consolidation Entity 01 02 03 04
04 05
05 06
06 07
07 08
08 09
09 10
10 11
11 12
12
2007 2008
2008
Source Entity 1
06 07 08 09
09 10
10 11
11 12
12 01
01 02
02 03
03 04
04 05
05
2007
Source Entity
Source Entity 2
2
01 02 03
03 04
04 05
05 06
06 07
07 08
08 09
09 10
10 11
11 12
12
2006
2006 2007
2007
Source Entity
Source Entity 3
3
09 10 11 12
12 01
01 02
02 03
03 04
04 05
05 05
05 07
07 08
08

The system displays the source entity year and periods. You then enter the consolidation year and
period to which it is mapped.
Fig. 13.7
Consolidation Period Cross-Reference

Field Descriptions

Consolidation Entity. Specify the consolidation entity for which this cross-reference is set up.

Source Year. This field displays the accounting year in the source entity.

Source Period. This field displays the accounting periods in the source entity.

Cons Year. Specify the related accounting year in the consolidation entity. This must be an
existing accounting year of the consolidation entity.
Cons Period. Specify the related accounting period in the consolidation entity. This must be an
existing accounting period of the consolidation entity.
760 User Guide — QAD Financials

Set Up Intercompany Eliminations

This section describes the setup required before you can eliminate intercompany postings from
your consolidation.
1 Create a separate management layer in the consolidation entity for elimination postings.
Fig. 13.8
GL Layer Create

2 Create a separate daybook for elimination postings in each consolidation entity. If you are
consolidating at several levels, it is recommended that you create a daybook for each shared
set.
a Set the daybook type to Journal Entries and the control type to Financials.
b In the Layer Code field, specify the dedicated management layer that you created for
intercompany eliminations.
Fig. 13.9
Daybook Create

Creating a Consolidation
You run the consolidation cycle you have defined using Consolidation Create (25.19.2.1) within
the consolidation entity. You can run the consolidation for official or management layer
transactions, but not simultaneously.
Before creating a consolidation, you must ensure that:
• The GL periods in the source entities are locked.
• No unposted transactions exist in the source entities.
• You have mapped all source accounts that are referenced in postings.
 Consolidation 761

You select source and target layers when configuring the consolidation. You can only select the
official or management layers for source entities. When you select a management source layer, the
system retrieves all the management layers created in the source entity. For example, if you have
created management layers for different types of IFRS or GAAP reporting, the system retrieves all
of these layers and displays them on the Source Layers tab. You then choose which layers to
include.
When the consolidation is completed, you can review the GL postings and generate reports.
As a result of the consolidation run:
• The daybooks in the consolidation entity are updated with the GL transactions in the source
transaction currency and in the target base or consolidation currency.
• The system locks the entity, period, and layer combination in order to avoid another run. If you
are running the consolidation in the transient layer, you have the option to review the postings,
and to delete this consolidation and create a new one if necessary. Consolidations in the
official layer cannot be deleted.
• The system keeps a history of all consolidation runs with the following attributes:
• Consolidation run number
• Date and time of the run
• Source entities
• Periods
• Layer type

Use the Consolidation activities to create, delete, and view consolidations:

• Create. Configure and run a new consolidation. You run the consolidation by clicking Save.
• View. Display all consolidation runs with all fields in read-only mode.
• Delete. Delete a consolidation run. You can only delete consolidations in the transient layer.

The system displays the consolidation entity and its base currency at the top of the Consolidation
Create screen.
Fig. 13.10
Consolidation Create

Field Descriptions

From/To GL Period. Specify the from and to GL periods for this consolidation run.
762 User Guide — QAD Financials

Target Layer Type. Specify the layer type to use in the consolidation entity. You can select the
official, management, or transient layer.
Source Layer Type. Specify the layer type to use in the source entity. You can select the
official or management layer only.
The Subsidiary Entities tab displays the source entities in the consolidation cycle and the daybooks
used for their transactions.
The Source Layers tab displays the source layers used in this consolidation run. When you select
the management layer as the source layer type, the system retrieves all management layers created
in the source entity. These are selected by default. You can deselect any layers you do not want to
include in the consolidation.

Consolidation Cycle List

Use the Consolidation Cycle List (25.19.1.11) to view all consolidation entities in the system with
their associated source entities.
Fig. 13.11
Consolidation Cycle List

Reporting
You can generate the same GL reports on the consolidation transactions as for any other entity,
except intercompany transactions. You can, for example, generate a balance sheet and income
statement for the consolidation, and filter GL transaction reports by daybook, layer, or entity.
Transaction reference numbers include the daybook code, and you can filter transactions using the
daybook code to identify transactions created in different entities. See “Financial Reports” on
page 765.

Intercompany Elimination Postings

This section describes how to identify and eliminate intercompany postings in your consolidation.
1 Identify the postings to eliminate using one of the following methods:
• Use GL Transactions View Extended (25.15.2.10) or Trial Balance View (25.15.2.9), and
filter by intercompany code to display intercompany transactions.
 Consolidation 763

Fig. 13.12
GL Transactions View Extended

• Run the GL Transactions by Intercompany Code report (25.15.1.5) to identify

intercompany transactions to eliminate.
2 In the consolidation entity, create and post a journal entry that offsets intercompany
transactions.
The elimination posting can consist of a single journal entry posted to one of the new journal
entries type daybooks you created in “Set Up Intercompany Eliminations” on page 760. For
ease of entry, you can use a posting template.
3 At each level of consolidation, repeat the process of identifying intercompany transactions and
creating netting postings to eliminate them.

Special Considerations for Staged Consolidations

For staged consolidations, where you consolidate the local entities first, followed by regional
entities, and then global entities, you can take one of two approaches to eliminating intercompany
postings from your consolidation:
• Incremental eliminations
Consolidate the management layer containing the elimination postings to a higher level in the
consolidation. At the higher level, only create postings to eliminate the intercompany positions
at that level.
• Full elimination at each level
Do not consolidate the management layer that contains the elimination postings to a higher
level in the consolidation. At the higher level in the consolidation, create new, complete
journal entries that eliminate all intercompany positions up to that consolidation level.

Consolidation Period Closing View

The Consolidation Period Closing View browse collection lets you view the status of GL periods
for each consolidaton entity included in a consolidation cycle. As a result, you can easily track the
progress of a staged consolidation for your entire organization.
Two linked views, the Source Entity View and the Period Closing View, let you identify issues
that could impede the consolidation, such as open GL periods.
764 User Guide — QAD Financials

Fig. 13.13
Consolidation Period Closing View
 Chapter 14

Financial Reports
The following topics describe the reporting capabilities available and how to customize reports.
Overview 766
Introduces reporting in QAD Financials.
GL Reports 767
Run a wide range of GL account, transactional, and analytical reports.
Accounts Receivable Reports 777
Generate reports on customer data and AR transactions.
Accounts Payable Reports 782
Generate reports on supplier data and AP transactions.
Banking and Cash Management Reports 785
Report on open items, bank and cash accounts, loans and deposits, and accruals.
Financial Statements 785
Introduces balance sheets and income statements.
Structured Reports 786
Create GL reports based on predefined report structures.
Report Customization 793
Customize reports to optimally support your company processes and best practices.
Creating and Modifying Reports 798
Describes how reports are formatted.
Running Reports 801
Describes the methods by which you can run reports.
766 User Guide — QAD Financials

Overview
QAD Financials includes an extensive set of reports and reporting options that let you analyze
general ledger transactions, supplier and customer details and activity, banking and cash
transactions, and other specialized areas. These reports include:
• GL reports
The system provides a wide range of GL account, transactional, and analytical reports. See
“GL Reports” on page 767.
The GL Report Writer provides additional analysis tools and calculation capabilities. See
Chapter 15, “General Ledger Report Writer,” on page 805.
• Customer and Accounts Receivable reports
You can generate customer reports on open items, transactions, and history, with extensive
selection criteria. Aging lists can be drawn per customer, group, or sub-account. Statements of
account and different levels of reminder letters are also supported. See “Accounts Receivable
Reports” on page 777.
• Supplier and Accounts Payable reports
You can generate supplier reports on open items, transactions, supplier lists, account
summaries, and receiver matchings, with extensive selection criteria. Aging lists can be drawn
per supplier, group, GL account, or sub-account. See “Accounts Payable Reports” on
page 782.
• Banking and Cash Management
Banking and cash management reports present information on open items, bank and cash
accounts, loans and deposits, and accruals. See “Banking and Cash Management Reports” on
page 785.
• Tax Reports
The system provides extensive reporting on Financials and operational tax transactions,
including regulatory reports. See User Guide: QAD Global Tax Management for information
on tax reporting.
• Financial Statement reports
Accounting practices require that a company’s financial information be periodically compiled
in two financial statements: a balance sheet and an income statement. See “Financial
Statements” on page 785.
Report structures let you define a hierarchy of levels for which data is accumulated for the
balance sheet and income statement reports. See “Structured Reports” on page 786.
QAD Financials provides multiple report output types, including viewer, printer, and export to
PDF, XLS, and DOC standards. The report output is easy to customize, and you can create an
extensive set of reports with unlimited report variants for many output types. See “Report
Customization” on page 793.
You can run a report immediately, or choose to schedule it to run later. In this case, a pop-up
window opens to let you enter details for running the report at a later date. See “Running Reports”
on page 801.
 Financial Reports 767

Reporting Framework
QAD Financials offers a robust reporting framework. The extensive reporting features, in
conjunction with browses and views that are easily exported to Excel, cover all business
requirements and provide maximum flexibility and operational efficiency for users.
The reporting framework used for financial reports is composed of three main areas:
• The Report Viewer, which is used to create the report layout template and display the report.
• The business reporting logic, which populates the selection criteria fields, runs the queries to
create the data, and interacts with Crystal Reports.
• The UI, which displays the selection criteria, interacts with the business logic, and displays the
report.
Reports can be customized to optimally support your company processes and best practices. See
“Report Customization” on page 793.

Report Daemon
Reports can be printed locally, using the Print option on the menu bar. They can also be batch
printed from a server-based queue, e-mailed to system users and roles, and saved in different file
formats. The Report daemon handles these reporting requests and manages server-side reporting.
The Report daemon can be run on a server other than the main application server. This lets you
schedule batch reporting without affecting application performance. The Report daemon is
managed and monitored by the .NET Report Service, which is installed as an additional service on
the application server.
The .NET Report Service handles the server-side reporting functions, including starting and
stopping the Report daemon, and daemon activity errors are displayed as Windows log events.
Request processing errors are displayed in the Report daemon monitor screen. See QAD System
Administration for more details on the Report daemon.

GL Reports
QAD’s General Ledger provides up-to-date, accurate information to generate all daily, monthly,
quarterly and annual corporate and governmental reports required to analyze the state of the
business. The system provides a wide range of analytical reports. The budgeting, GL activity, and
cash flow reports let you to view and manage account balances in the general ledger. The GL
transaction reports let you monitor transactions in the general ledger. Running reports by daybooks
enables you to group, analyze, and report on similar transactions.
GL reporting can be detailed or summarized, and includes information on one or a range of
entities. In addition, you can define supplementary analysis fields (SAFs) to fine-tune transaction
reporting. These provide the basis for powerful and flexible financial reporting and analysis. You
can define SAFs based on your unique reporting requirements. For more information on SAFs, see
“Supplementary Analysis Fields” on page 127.
All postings on GL accounts are summarized in history tables, updated by the History daemon.
Within the GL reports, projects are used to provide specific reporting on activities, such as
engineering design work or production rework.
768 User Guide — QAD Financials

Running reports by daybooks enables you to group, analyze, and report on similar transactions.
GL reports are grouped as follows:
• Reports that describe data related to chart of account elements. See “Master Data Reports” on
page 770.
• Reports and views on GL transactions. See “GL Transaction Activity Reports” on page 770
and “GL Transaction Activity Views” on page 773.
• Reports and views for detailed transactional analysis—project, cost center and SAF. See
“Analytical Transaction Reports” on page 774 and “Analytical Transaction Views” on
page 775.
• Budgeting reports. These are described in with other budgeting topics. See “Budget Reports”
on page 746.
• GL closing reports. See “GL Closing Reports” on page 775.

Report Detail
For GL accounts, you can set the level of reporting detail. You can summarize by sub-account, by
cost center/project, or display totals only.
For certain reports, it is possible to generate detailed data per sub-account, and cost center/project.
However, a GL account can have both cost center and project analysis. For such accounts, both the
cost center and project subtotals are displayed when you select No in the Summarize Cost
Center/Project field.
If you select the Summarize by Cost Center/Project option, the subtotals at the cost center/project
level are not displayed. If you select the Summarize by Sub-Account option, the subtotals at sub-
account level are not displayed. If you select the Totals Only option, transactions are not
displayed. The options are independent of each other. If none of the options is selected, all three
parts are displayed on the report.
The following table summarizes the options you use to set the level of detail to display for GL
accounts.
Table 14.1
Report Detail Levels
Summarize Sub- Summarize Cost
Accounts Center/Project Report Detail
Yes Yes One amount per GL account
No Yes An amount for each GL account and sub-
account combination
Yes No An amount for each GL account and cost
center/project combination.
Yes No An amount for each GL account and sub-
account, and cost center/project
combination.

Table 14.2 lists and describes the selection criteria most frequently used in GL reports. Any
criteria that are particular to one report are listed in the description for the report.
 Financial Reports 769

Table 14.2
GL Report Criteria
Report Field Description
Active GL Select Yes to only include active GL accounts in the report
output.
Analytical Details Select Yes to include sub-account, cost center, project, or SAF
analysis in the report output.
Batch Number Enter a batch number to select transactions to report by batch.
Batch numbers are available only on transactions created by
Invoice Post and Print.
Business Relation Specify a business relation or range to restrict the report output.
Check for Unposted Select Yes if you want the report to check for and include
Transactions operational transactions that are not yet posted to the
(Yes/No) transactions history table.
Check History is up to Select Yes if you want the system to check if there are
Date (Yes/No) unprocessed requests in the History daemon queue.
Cost Center Specify a cost center or range to restrict the report output.
Daybook Specify daybooks to restrict the report output to transactions
recorded in those daybooks.
Entity Specify an entity or range to restrict the report output.
GL Account Use the fields to restrict the output to a particular account or
range of accounts.
GL Calendar Year Specify the GL calendar year for which you want to run the
report.
GL Period Specify the GL periods for which you want to run the report.
GL Nature Select an option to restrict the report output to balance sheet
accounts, profit and loss accounts, or to display both account
types.
GL System Type Select an option to restrict the report output to system accounts
of a particular type, for example, unrealized exchange gain
accounts or rounding difference accounts.
Intercompany Specify an intercompany
Language Optionally, specify a language for selecting translated report
labels.
Layer Specify accounting layers to restrict the report output to
transactions recorded in daybooks associated with those layers.
Only Accounts with Select Yes to restrict the report output to accounts where the
Activity balance has been updated.
Posting Date Specify a posting date or range to restrict the report output.
Print Details (Yes/No) Indicate if you want summary information only or want to
include details in the output.
Project Specify a project or range to restrict the report output.
Sub-Account Specify a sub-account or range to restrict the report output.
Voucher Specify a voucher number or range to restrict the report output.
With Opening Select Yes to include the outstanding open items (invoices,
Balance credit notes, adjustments) that were transferred to the account
from a previous system.
770 User Guide — QAD Financials

Master Data Reports

The system provides standard views for reviewing master data related to financials such as
accounts, sub-accounts, and cost centers. In addition, a number of other reports are provided, listed
in the following table.
Table 14.3
Master Data Reports
Report Description
Op Allocation Generates a list of allocation codes and associated percentages
Code Report used in operational transactions. Operational allocation codes
(25.3.24) group a set of accounts and define allocation percentages for
each of them.
Allocation Code (From/To)
Daybook Set Displays the list of daybooks in a set, and the associated
Report (25.8.9) correction invoices and credit notes. Daybook sets control
which daybooks are assigned to specific kinds of AR- and AP-
related transactions created when sales order invoices and
purchase order receipts are posted.
The report includes three daybook-specific selection criteria:
• Daybook Set
• Display Set Type
• Active

Daybook Set by Displays a list of sites that use each daybook set. You can
Site Report choose to include both active and inactive daybook sets.
(25.8.12) In addition to the selection criteria for the Daybook Set report,
this report includes a selection criterion for the site.
Profile Overview Lists all profiles and their links, and highlights undefined links.
(36.1.1.4.5) The report is grouped by domain code profile type, and within
that grouping, by profile code, profile type and linked object.
You can sort the report output by profile or domain.
• Domain Code
• Shared Set Type
• Profile Type
• Shared Set Code
• Include not Linked (Yes/No). The default is No, meaning
that only profile codes that have a linked object in the Shared
Set are included. When set to Yes, profile codes that do not
have a linked object for the Shared Set are included.
• Active (Yes/No)

GL Transaction Activity Reports

Table 14.4 lists the reports that state activity on GL accounts. These reports are on the GL
Transaction Activity Reports Menu (25.15.1)
Table 14.4
GL Transaction Activity Reports Menu (25.15.1)
Report Description
GL Transaction Report Lists all posting lines for the selected daybooks. The postings
(25.15.1.1) are grouped by GL calendar year and GL period, daybook
code, and entity. Within each grouping of daybook code and
entity, transactions are grouped by voucher and posting date.
 Financial Reports 771

Report Description
GL Transactions by Lists all activity for the selected GL accounts during the
Account (25.15.1.2) selected time frame, grouped by account.
The report displays the business relation code for every
transaction related to a business relation.
GL Transactions per Lists all activity for the selected GL accounts during the
Sub-Account selected time frame, grouped by sub-account.
(25.15.1.3)
GL Transactions by Lists all activity for the selected GL accounts during the
Daybook (25.15.1.4) selected time frame, grouped by daybook.
GL Transactions per Lists all activity for the selected GL accounts and time frame,
Intercompany Code grouped by intercompany code.
(25.15.1.5)
GL History Report Lists activity broken down by currency, cost center, and sub-
(25.15.1.6) account for the periods indicated. It also lists the currency in
which each transaction was denominated.
GL Open Item Report Lists and totals GL open items within the Open Items sub-
(25.15.1.8) ledger. The output is grouped by allocation key.
Additional criteria:
• Allocation Key
• Open at Date

GL Transactions Audit Prints a detailed list of each transaction for a particular GL

Log (25.15.1.9) period. It is only possible to run the report for a single GL
period.
For each daybook in the report criteria, all detail lines are
printed for the specified GL period. Each detail line is
followed by the analysis linked to that line.
Additional criteria:
• Last Modified Date
• Last Modified User

GL Account List Displays a listing of accounts from a specified range. The

(25.15.1.10) report displays account details, such as the account code,
account description, the type of posting (automatic or manual),
and the currency.
GL Account Data Displays a full description of each GL account identified by
Report (25.15.1.11) the selection criteria.
Reversed/Replaced GL Displays a list of all reversed/replaced GL transactions for the
Report (25.15.1.12) period indicated in the selection criteria.
GL Verification and Displays data created during the status transitions with verify
Approval (25.15.1.13) and approve statuses have been defined.
GL Account Sheet Shows the balance of the selected accounts at the specified
Report (25.15.1.14) start date and all transactions with the balancing accounts in
detail up to the specified end date of the report. When
applicable, the supplier or customer name and the tax class are
shown per posting line.
GL Transactions This report is similar to GL Transaction Report (25.15.1.1),
Operational Report but focuses on postings created from operational transactions
(25.15.1.15) and their associated details such as GL Reference, Transaction
Type, Doc Type, Address.
772 User Guide — QAD Financials

Report Description
Unposted Transactions Lets you review unposted transactions prior to posting.
Inquiry (25.13.13) This report also contains a GL Reference selection field.
References start with IC, SO, WO, FA, or with the GL
calendar year.
Unposted Transactions Generates a report on unposted operational transactions based
Register (25.13.14) on ranges of selection criteria.
• Entity (From/To)
• Reference (ID)
• Entered Date (From/To)
• Effective Date (From/To)
• Batch
• Transaction Type
• Unbalanced Only

GL Mirror Accounting Displays the source and mirror postings for a selection of
Report (25.15.1.16) source accounts and source daybooks. The report identifies the
source and mirror posting lines and daybooks both for split
and non-split transactions.
Reporting Daybook Displays transactions for which the reporting daybook has
Exceptions Report been modified.
(25.8.13) For invoice-type transactions, the reporting daybook normally
matches the posting daybook. However, if a transaction was
posted using an incorrect daybook, you can use Reporting
Daybook Modify (25.13.1.15) to modify the reporting
daybook to ensure that the transaction is reported on correctly.
See “Modifying Reporting Daybooks” on page 166.
Cash and Bank Receipt Lists the details of the posting lines per transaction. The
Journal Report transaction type is cash and bank receipt.
(25.15.7.1)
Cash and Bank Lists the details of the posting lines per transaction. The
Payment Journal transaction type is cash and bank payment.
Report (25.15.7.2)
Account Transaction Lists the details of the posting lines per transaction. The
Journal (25.15.7.3) transaction type is account transfer (non-cash and bank).
Foreign Currency Lists the details of the posting lines per transaction.
Journal Report Transactions that involve foreign currencies are reported.
(25.15.7.4)
General GL Journal Lists the details of the posting lines per transaction. Any GL
(25.15.7.5) transaction can be included in this report that has a general
format.
Cash and Bank GL Lists all the transactions chronologically within a specified
Report (25.15.7.6) date period for a cash and bank GL account.
The account balances at the beginning of the period and by the
end of the period are reported, as well as the summaries of
daily totals on account debit and credit amounts.
The report can be detailed to the sub-account and cost center
level.
 Financial Reports 773

Report Description
Subledger Report Lists all movements for a GL account, within a specified date
(25.15.7.7) period, and the report can be detailed to the sub-account and
cost center level.
The report shows the account beginning and ending balances
of the period, period totals of debit and credit amounts, and
year accumulate totals of debit and credit amounts up to the
reporting date.
Account Balance of Lists GL accounts of an entity and their balances within a
Totals Report specified date period.
(25.15.7.8) Each line of the report displays an account, its beginning
balance, debit and credit amounts, and the ending balance of
the period.
Generation of the report is based on a budget you set up for the
entity following Chinese accounting practices. Typically, the
budget includes the GL account, sub-account, and cost center
levels of budget topics that cover the chart of accounts (COA)
of the entity. You also need to mark the budget for reporting.
Columnar Ledger This report is an extension of the Sub-ledger report. Additional
Report (25.15.7.9) columns are appended to the right side of the report, to indicate
the detailed sub-account and cost center information for each
movement for a GL account.
General Ledger Report Lists all movements for a GL account, chronologically within
(25.15.7.10) a specified fiscal period. Unlike the Sub-ledger Report, the
General Ledger Report cannot be detailed to the sub-account
and cost center level.
The report shows the beginning and ending account balances
of the fiscal period.
Value-Added Tax Lists the value-added tax payable information for an entity
Payable Ledger Report within a specified fiscal period.
(25.15.7.11)

GL Transaction Activity Views

The following table lists the activity views available for GL transactions.
Table 14.5
GL Transaction Activity Views Menu (25.15.2)
View Description
GL Transactions View Displays and sums all GL transactions that meet the search
(25.15.2.1) criteria. You can right-click to display related views, which let
you drill down on the source documents for the transactions.
GL Account Extended Displays extended details of GL accounts, including the posting
View (25.15.2.2) sign (debit/credit), posting type, analysis, revaluation settings,
shared sets, and budget groups.
GL Transactions by Displays and sums all GL transactions that meet the search
Sub-Account View criteria, with the primary focus on the sub-account. This view is
(25.15.2.3) optimized for sub-account analysis.
GL BC Balance View Shows the actual balance in base currency for all GL accounts
(25.15.2.4) that meet the selection criteria.
GL TC Balance View Shows the actual balance in transaction currency for all GL
(25.15.2.8) accounts that meet the selection criteria.
774 User Guide — QAD Financials

View Description
GL Open Item View Displays and sums all transactions on GL open item accounts
(25.15.2.5) that meet the search criteria.
GL Open Item Activity Displays detailed information on activities for GL open item
View (25.15.2.6) accounts.
GL Summarized Displays the posting history of the accounts specified in the
Transactions View selection criteria.
(25.15.2.7)
Trial Balance View Displays balance details for the combinations of analytical
(25.15.2.9) elements that meet the selection criteria. You can use the view
to ensure that the total of the debit balances equals the total of
the credit balances for the selected GL periods. See “Trial
Balance View” on page 415.
GL Transactions View Displays GL transactions across all analytical levels (sub-
Extended (25.15.2.10) accounts, cost centers, projects, and SAFs, in addition to
intercompany, daybook, and currency). See “GL Transactions
View Extended” on page 411.

Analytical Transaction Reports

Supplementary Analysis Fields (SAFs) provide additional analytical reporting that lets you group
similar items/services or projects. An SAF structure can be directly associated with an account,
cost center, or project.
Project codes are used to provide project-specific reporting. A range of account codes, as well as a
range of sub-account codes and cost centers, can be associated with a specific project.
Table 14.6
Analytical Transaction Reports Menu (25.15.3)
Report Description
Cost Center Lists cost center balances, including the opening and closing
Transaction balance for each cost center and GL period, and the value of
Summary project transactions for that period.
(25.15.3.1)
Cost Center Lists all transactions that comprise the transaction total for each
Transaction Detail cost center.
(25.15.3.2) The report displays the business relation code for every transaction
related to a business relation.
Project Transaction Generates a summary of project transactions including the opening
Summary and closing balance for each project and GL period, and the value
(25.15.3.3) of project transactions for that period. Lets you select by project
status.
Project Transaction Generates a detailed list of project-specific postings.
Detail (25.15.3.4) Projects are used to provide specific reporting on items, such as
engineering design work or production rework.
SAF Transaction Lists all transactions in which SAFs are used in combination with
Summary GL accounts and sub-accounts.
(25.15.3.5) • SAF Code 1
• SAF Concept 1
• Groupings Level 1 – 3

SAF Transaction Provides a detailed breakdown of GL postings, based on SAF

Detail (25.15.3.6) codes.
 Financial Reports 775

Analytical Transaction Views

The following table lists the available analytical transaction views.
Table 14.7
Analytical Transaction Views Menu (25.15.4)
View Description
Transactions by Cost Displays and sums all cost center transactions that meet the
Center View search criteria.
(25.15.4.2) Lists cost center balances, including the current and closing
balance for each cost center and GL period, and the value of
project transactions for that period.
Transactions by Provides a detailed breakdown of GL postings based on project
Project View codes.
(25.15.4.3)
Transactions by SAF Provides a detailed breakdown of GL postings based on SAF
View (25.15.4.4) codes.

GL Closing Reports
Before you can close a GL period, all data for that period must be consistent and complete.
A number of reports are provided for this purpose. For the closing process, you must manually run
these reports and, if no issues or exceptions are found, close the GL period.
These reports are all on the Closing Process Reports menu (25.21.2) except for the Revaluation
Report, which is grouped with other revaluation activities.
Table 14.8
Closing Process Reports Menu (25.21.2)
Report Description
Revaluation Report Displays the revaluation results for the current entity,
(25.21.1.6) optionally in the statutory currency, and has two revaluation-
specific selection criteria:
• Revaluation Area: Balance Sheet Accounts, Customer
Open Items, Customer Payments, Profit and Loss
Accounts, Supplier Open Items, and Supplier Payments
• Revaluation Number

Numbering Checks for gaps in the numbering of documents and lists any
Completeness discrepancies. It also checks other periods for numbering
(25.21.2.1) errors.
776 User Guide — QAD Financials

Report Description
GL Balance vs Lets you verify whether the sum of all detailed transactions
Transactions equals the balance.
(25.21.2.2) The report contains the following amount columns:
• Activity Transaction

Displays the sum of transactions in the Posting Line table

for the selected GL period. This amount is compared with
the Activity History column.
• Activity History
Displays the total value of transactions in the Posting
History table for the selected GL period.
• Balance Transaction
Displays the closing balance of transactions in the Posting
Line table for the selected GL period. This amount is
compared with the Balance History column.
• Balance History
Displays the closing balance of transactions in the Posting
History table for the selected GL period.
The report comparisons are performed for each combination
of the complete accounting key—GL account, sub-account,
cost center, project, SAFs, daybook, currency, and
intercompany code.
The report checks debit and credit totals separately, and prints
inconsistencies on separate rows for debit and credit.
The report also checks total transaction currency, base
currency, and statutory currency values separately, and prints
inconsistencies on separate rows for each currency.
Posting Balance Lists all unbalanced transactions for the specified period.
Validation (25.21.2.3)
Open Item GL Sums GL open items with the Open Items sub-ledger.
Validation (25.21.2.4)
AR vs Control GL Compares the balances of Customer Control accounts against
Check (25.21.2.5) the open item balance of customers whose accounts are
Invoice Control GL or Credit Note Control GL.
AP vs Control GL Compares the balances of Supplier Control accounts against
Check (25.21.2.6) the open item balance of suppliers whose accounts are Invoice
Control GL or Credit Note Control GL.
Unmarked GL Postings Lists transactions that do not have a period mark.
Validation (25.21.2.7) A period mark is a code used in the GL close procedures. All
normal transactions before a close get the initial mark of that
period. If a period is reopened for further activity, a new mark
is created so that the corrective entries can be reported
separately.
Unallocated Invoices This report checks the consistency of the unallocated supplier
Balance (25.21.2.9) invoice balance by comparing:
• The balance on the system account of type Unmatched
Invoices
• The total of unmatched supplier invoices
 Financial Reports 777

Report Description
Pending Transient Identifies unposted entries in the Transient layer, which you
Layer Postings can then transfer to the Official layer. One possible usage of
(25.21.2.10) Transient layers is to store postings for review. When the
postings have been reviewed and approved, they can then be
transferred to an Official or Management layer.
Pending Allocations Prints details of transactions that are pending allocation.
(25.21.2.11)
Pending Recurring Checks for unposted recurring entries. The report output is
Entries (25.21.2.12) sorted by recurring entry code and posting date.

Accounts Receivable Reports

Table 14.9 lists and describes the selection criteria that are most frequently used in accounts
receivable reports. The accounts receivable reports also contain selection criteria that are common
to all GL and other reports, which are listed in Table 14.2.
When printing customer addresses on reports, the system checks the postal format to determine
whether the zip code prints after the city and state or before it.
The functions on the Customer Payment Print menu are discussed in “Printing Customer
Payments” on page 476.
Table 14.9
AR Report Criteria
Report Field Description
Aging Type Choose the time span used to group the overdue invoice data.
The options are Days and Months.
Aging Offset Specify a value for the aging offset.
For example, if you select Days in the Aging Type field and
enter 3 as the offset, the report contains columns for data
overdue by 3 days, 6 days, 9 days, and so on.
Bank Account Specify the bank account used for the payment selection.
Control GL Account Specify the control GL account or range for selecting data to
report.
Currency Code Specify a currency code or range to refine the report.
Customer Balance Choose an option from the types of customer balance to
include in the report. The options are All, Debit, and Credit.
Customer Payment Specify a payment selection on which to base the report.
Selection
Customer per Page Select Yes to format the output with a new report page for each
customer.
Customer Totals Only Select Yes if the output should display only a single row per
customer without additional details.
Customer Type Specify a customer type or range to refine the report.
Creation Date Specify a date to refine the report output to transactions created
on that date.
Date for Aging Enter the date against which the report compares all overdue
Calculation payments.
Due Invoices Only Select Yes to include overdue invoices only in the report.
778 User Guide — QAD Financials

Report Field Description

Header Entity The system uses the details of headoffice address of the
business relation associated with the header entity to print on
certain reports. These details indicate who the customer should
contact if they have questions about the report or statement.
Include Adjustments Select Yes to include adjustment transactions in the report.
Include Credit Notes Select Yes to include credit notes in the report.
Include Credit Note Select Yes to include credit note corrections in the report.
Corrections
Invoice Date Specify the invoice date or range.
Invoice Due Date Specify a due date or range of dates to restrict the report.
Include Invoices Select Yes to include invoices in the report.
Include Invoice Select Yes to include invoice corrections in the report.
Corrections
Invoice Open Select Yes to include unpaid invoices in the report.
Include Payments Select Yes to include payments in the report.
Include Prepayments Select Yes to include prepayments in the report.
Invoices within Terms Select Yes to include invoices that are not yet overdue.
Number Specify an invoice number or range to restrict the report.
Only Customers with Select Yes to only include customers whose accounts have
Activity been updated by transactions.
Reference Specify a unique reference number that identifies a payment,
such as the check number.
Reporting Currency Specify the currency to which amounts are converted and
displayed on the report.
The default is blank, meaning all amounts are printed in base
currency. When you specify a non-base currency, all amounts
are converted from the base currency to this currency using the
current accounting exchange rate.
Status Specify the payment status or include all: accepted, allocated
bounced, conditional collection, for collection, initial, paid,
paid conditionally.
Sort By Indicate which field to use for sorting the report.
Summary By Specify the detail level to include in the report summary, such
as daybook, GL account, sub-account, cost center, or project.
User Name Specify a user name to limit the report data to transactions
created by that user.
With Opening Balance Select Yes to include the outstanding open items (invoices,
credit notes, adjustments) that were transferred to the customer
account from a previous system.
 Financial Reports 779

Customer Reports
Most of the customer reports are on the Customer Reports menu (27.17), but a few others are also
available and described here.
Table 14.10
Customer Reports
Report Description
Customer Invoice Lets you print customer invoices created directly in Customer
Print (27.1.1.4) Invoice Create.
The report shows invoice and tax details, and can be sent to the
customer for payment.
Customer Payment Lists the status of customer payment selections that match the
Selection Report selection criteria. The report includes the payment selection
(27.6.6.4) number, payment instrument, business relation, payment status,
creation and due dates, and amounts in BC and TC.
Customer Open Item Lists the outstanding open items on a specified date for the
Report (27.17.1) selected customers. Open items are grouped by type (invoice,
credit note, prepayment, and adjustment).
Customer Account Lists all activity on a customer account during the selected
Activity (27.17.3) period.
The report does not show open or closed items—only
transactions as they happened. The original full invoice amount
is displayed, and the report can be displayed with or without an
opening balance.
Customer Account A summary of the debit and credit transactions (one line per
Summary (27.17.4) customer) for the selected period. Also displays the balance
before the selected period.
Customer Turnover Lists customer activity over a given period. For credit purposes,
(27.17.5) a Turnover Report for the customer over the previous 12-month
period shows the amount to which the percentage turnover
credit check is to be applied. The Customer Turnover includes
sales orders and invoices from all entities.
The report includes a Detail Level field that lets you specify the
level of detail to include in the report. The options are Currency,
Customer, GL Period, and Year.
Customer Aging Lists all current outstanding open items, such as invoices and
Analysis Current drafts. The report output is divided between items that are not
(27.17.6) yet due and those that are past due (1 month, 2 months, 3
months, and more than 4 months).
See “Customer Aging Reports” on page 496.
Customer Aging Lists overdue items by type, and the amount overdue. The items
Analysis History are then categorized by the amount of time by which they are
(27.17.7) overdue (1 month, 2 months, 3 months, and more than 4
months).
See “Customer Aging Reports” on page 496.
Customer Aging Groups aging analysis data by sub-account, sales account GL
Analysis by Group profile, or project.
Current (27.17.8) See “Customer Aging Reports” on page 496.
Customer Aging Groups the data generated in Aging Analysis historically by
Analysis by Group sub-account, sales account GL profile, project.
History (27.17.9) See “Customer Aging Reports” on page 496.
780 User Guide — QAD Financials

Report Description
Reminder Letter Generates a letter to be sent to selected customers regarding
(27.17.10) their open invoices. The address details of the headoffice
address of the business relation associated with the specified
Header Entity print at the top of the letter.
When running the report, you can specify entities from domains
that have the same customer shared set as the current entity.
This letter is described in more detail in “Reminding Customers
of Outstanding Balances” on page 489.
Customer Reminder Provides a list for the credit management department to use for
Overview (27.17.11) follow-up on open invoices with a reminder level greater than 0
(zero). Open credit notes and prepayments are always included.
Lists the reminder level, reminder date, due dates, and original
and current balance for each selected customer open item. The
customer contact details are derived from the primary contact
defined for the Reminder address of the business relation
associated with the customer.
Customer Report Provides a summary of customer details, including the customer
(27.17.12) code, business relation, address, tax details, credit details,
banking details, and control account details.
Customer List Lists the customers that match the selection criteria. A line of
(27.17.13) information is printed for each customer, including the customer
code, business relation, federal tax ID, profile codes, credit
terms, and customer type.
Customer Open Items Lists open items by customer, currency, customer control
Basic (27.17.15) account, sales account GL profile, salesperson, and sub-account.
Customer Credit Lists the customer credit situation with regard to your
Overview (27.17.18) organization, including the customer’s open balance, credit
terms, credit limit, high credit, last payment, credit rating,
highest reminder level.
• Customer Type.
• Over Credit Limit Only (Yes/No). Select Yes to show only
customers that have an open balance greater than their credit
limit.
All amount display in the customer’s default currency.
Customer Statement Lists open items as of a certain date (default is today) in all
of Account (27.17.19) selected entities, grouped by currency and open item type with
subtotals. Indicates the open item due date and if it is overdue.
One document is generated for each customer. The Header
Entity field determines the address for your company printed on
the statement.
Only data for customers with Statement Cycle enabled that
meets other selection criteria is included.
Enter a Statement Cycle to include only customers with a
matching cycle.
When running the report, you can specify entities from domains
that have the same customer shared set as the current entity.
For more details, see “Reminding Customers of Outstanding
Balances” on page 489.
 Financial Reports 781

Self-Billing Reports
The following reports are available for the customer Self-Billing function (27.6.12).
Fig. 14.1
Self-Billing Reports
View Description
Self-Bill Displays discrepancy details associated with a self-bill document.
Discrepancy Report Shows the three types of discrepancies that prevent you from
(27.6.12.10) applying payment to a self-bill.
• Discrepant Lines: Lines matched to invoice shipment data
where the invoice shipment data has an open quantity, an open
amount, or a price difference.
• Adjustment Lines: Lines marked with a type A. These lines
could not be matched when the self-bill was originally created.
• Lines Not Matched: Lines that can be matched to invoice
shipment data, but for some reason were not. These are marked
as type blank.
Invoice AR Balance Displays the portion of invoices referenced by the self-bill that
Report (27.6.12.11) have been paid. Internally, the system maintains a map between
every self-bill line and an invoice. Applying payment to a self-bill
means applying payment to the associated invoices.
Use this report in summary mode to determine if an invoice related
to a self-bill has any outstanding amounts.
Self-Bill Report Use to review self-bill detail information. Use the selection criteria
(27.6.12.13) and sort options to filter by self-bill, bill-to, sales order, shipper, or
additional charges.
Shipment-Invoice The shipment-invoice cross-reference structure is the map between
Crossref Report shipment-related details such as shipper number or authorization
(27.6.12.15) number and associated QAD invoice numbers.
Shipment-Invoice Crossref Report (27.6.12.15) displays the self-
bill cross-reference structures created in the system.

Customer Views
Table 14.11
Customer Views Menu (27.18.1)
View Description
Customer Activity Use to view all customer credit-related information, including
Dashboard open items and payments, for one or multiple entities. See
(27.18.1) “Customer Activity Dashboard” on page 480 for details.
Customer Invoice Displays and sums customer invoices that meet the selection
Activity (27.18.2) criteria. Includes details on the voucher, daybook, posting,
account, and batch number.
Customer Invoice Extended version of the Customer Invoice Activity view. Also
Extended (27.18.4) includes customer address, salesperson details, credit and
allocation details, exchange rates, and balances in SC, BC, and TC.
Customer Balance Displays the balances of customer accounts that meet the selection
View (27.18.8) criteria. The view displays the account balance in SC, TC, and BC,
and the customer’s credit details.
782 User Guide — QAD Financials

Accounts Payable Reports

Table 14.12 lists and describes the selection criteria that are most frequently used in accounts
payable reports. Many of the accounts receivable report criteria are also common to accounts
payable reports, and the table only lists criteria not already listed in Table 14.9.
When printing supplier addresses on reports, the system checks the postal format to determine
whether the zip code prints after the city and state or before it.
The functions on the Supplier Payment Print menu are discussed in “Printing Supplier Payment
Instruments” on page 626.
Table 14.12
AP Report Criteria
Report Field Description
Payment Year Specify a payment year or range.
Payment Number Specify a payment number or range.
Payment Reference Specify a unique reference number that identifies a payment.
References are typically the supplier’s invoice number.
Supplier Codes Specify a supplier code or range to refine the report output.

Supplier Activity Reports

Table 14.13 lists the reports available on supplier activity, cost variance, open items, turnover, and
aging analysis.
Table 14.13
Supplier Activity Reports Menu (28.17)
Report Description
Supplier Open Item Lists open items by supplier.
Basic (28.17.4)
Supplier Open Item Lists the outstanding open items on the report date for the selected
Extended (28.17.5) suppliers. The open items are grouped by type (adjustment, credit
note, credit note correction, invoice, invoice correction,
prepayment).
Summary is available per supplier, currency, supplier control
account, and sub-account.
Supplier Account Lists all activity on a supplier account during the selected period.
Activity (28.17.6) The report does not show open or closed items—only transactions
as they happened.
Supplier Turnover Prints earnings data for the suppliers and period you specify using
(28.17.7) the report criteria.
The report contains one line for each supplier, showing the
supplier’s Net Turnover and Gross Turnover for selected range of
periods
Supplier Account Prints balance and activity data for the suppliers and a period you
Summary (28.17.8) specify using the report criteria. The report prints details for each
supplier, showing:
• Beginning balance (for the last period)
• Debit and credit transactions for the selected period
• Closing Balance for the selected period
 Financial Reports 783

Report Description
Supplier Aging All open items created in the specified time frame. Also lists the
Analysis Current due supplier open items by number of periods overdue at the
(28.17.9) entered date for aging calculation.
See “Aging Reports” on page 638.
Supplier Aging Aging analysis payments up to the specified period.
Analysis History See “Aging Reports” on page 638.
(28.17.10)
Supplier Aging Groups aging analysis data by sub-account or project.
Analysis by Group See “Aging Reports” on page 638.
Current (28.17.11)
Supplier Aging Groups aging analysis backwards data by sub-account, purchase
Analysis by Group code, or project.
History (28.17.12) See “Aging Reports” on page 638.
Supplier Report Lists details of the suppliers who meet the selection criteria,
(28.17.14) including business relation and address details, tax information,
currency, and credit terms.
Supplier List Lets you quickly check the completeness of supplier data. The
(28.17.15) report lists suppliers and supplier data with key details, such as
supplier code, name, tax IDs, supplier type, profile data, and credit
terms. A line of data is printed for each supplier.
Logistics Charge Lists only those logistics charge supplier invoices where there was
Variance a difference between the invoiced price and the accrued amount for
(28.17.17) the logistics charge concerned. There are multiple sorting options:
Logistics Supplier, Internal Reference, Order, and Charge Code.
Open Logistics Lets you validate the balances on logistics charge accrual accounts
Charge (28.17.18) as of a given date, based on data within the Logistics Accounting
module and supplier invoices matched to logistics charges.
Therefore, you can verify that the sub-ledger and GL are in
balance. GL details and totals by GL account are optionally
included.
Supplier Invoice Displays a list of supplier invoices and their posting details and
Register Report receipt data, if applicable. You can, optionally, include a GL
(28.17.19) Summary section at the end of the report, which displays totals by
GL account. At the end of the month, you can use the GL
Summary section of the report to check the allocation of costs
arising from supplier invoices.
See “Supplier Invoice Register Report” on page 636.

Receiver Matching Reports

Table 14.14 lists the receiver matching reports available within accounts payable.
784 User Guide — QAD Financials

Table 14.14
Receiver Matching Reports
Report Description
Receiver Matching Lists the matching status for credit notes and invoices and, if
Report (28.2.5) applicable, the receipt or return lines with which they are matched.
In addition, invoices that were not matched against receipts are
included in the list. Data is grouped by supplier and sorted by
supplier code.
The report includes the following matching-specific selection
criteria:
• Matching Status (All/Matched/ Unmatched)
• Matching Type (All/Financial/ Receiver)
• Matching Date (From/To)

Unmatched PO Lists receipts that have yet to be matched or that are only partially
Receipts as of Date matched (only unmatched lines display). The data is grouped by
Report (5.13.10) supplier, by purchase order, and by receipt.
The report includes the following matching-specific selection
criteria:
• Supplier
• Item Number
• Site
• PO Site
• Account
• Sub-Account
• Cost Center
• Inventory Items (Yes/No)
• Subcontracted Items (Yes/No)
• Show Purchase Receipts From

Matching Variance Lists the variance details that result from the matching process.
Report (28.2.7) Use the Rate Variance Reference as follows:
• Total Standard Cost to see the variance between the item
supplier invoice cost and the standard cost.
• Standard Cost without Overhead to see the variance between the
item supplier invoice cost and the standard cost without
overhead included.
• PO Cost to see the variance between the item supplier invoice
cost and the purchase order cost.
Matching Logistic Generates an exception report showing variances due to the
Charge Variance matching of supplier invoices to logistics charge pending invoices.
(28.2.8) Various sorting options are available:
• Order number
• Logistics Charge Code
• Internal Reference
• Supplier

It is also possible to select only those transactions generated as a

result of logistics charge accrual in sales orders, purchase orders, or
distribution orders.
 Financial Reports 785

Supplier Views
Table 14.15
Supplier Views Menu (28.18)
View Description
Supplier Activity Use to view all supplier information, including open invoices. See
Dashboard “Supplier Activity Dashboard” on page 630.
(28.18.1)
Supplier Invoice Displays supplier invoices that meet the selection criteria. Includes
Activity (28.18.2) details on the voucher, daybook, and posting.
Supplier Invoice Extended version of the Supplier Invoice Activity view. Also
Extended (28.18.3) includes tax and receiver matching details.
Supplier Balance Displays the balances of customer accounts that meet the selection
View (28.18.4) criteria. The view displays the account balance in SC, TC, and BC,
and the customer’s credit details.
Supplier Invoice Displays payment selections with key attributes for selected
Payment View suppliers and a date range.
(28.18.6)

Banking and Cash Management Reports

Table 14.16
Banking and Cash Management Reports
Report Description
Imported Bank Used to view details on the status and allocation of imported bank
File Report files or batches of files. The level of detail included in the report
(31.1.11) enables the report to be used for audit purposes.
See “Imported Bank File Report” on page 704.
Petty Cash Report Lets you view petty cash transactions for the period defined in the
(31.2.6) selection criteria and enables you to track how petty cash is being
used.
• Cash GL Account
• Daybook
• Layer
• Page Break by Date
• From/To Posting Date

Cash Flow Report Used to project future cash positions based upon expected sources
(31.8.3) and uses of cash, including Accounts Receivable, Accounts
Payable, Sales Order Activity, and Purchase Order Activity.
See “Creating Cash Reports” on page 722 for further details.

Financial Statements
Generally accepted accounting practice requires that a company’s financial information be
periodically compiled in two financial statements: a balance sheet and an income statement. The
balance sheet provides a summary of a company’s resources, liabilities, and equity at a given point
in time. The income statement shows profit or loss for a given time period. The amount of detail
presented in these statements often varies according to the audience.
786 User Guide — QAD Financials

Most companies print a trial balance summary or detail report before printing statements. The trial
balance lists the title and amount for all accounts, making it easier to spot errors and make
adjusting entries before printing formal statements.
Report structures let you define a hierarchy of levels for which data is accumulated for the Balance
Sheet and Income Statement reports.

Structured Reports
The Balance Sheet and Income Statement are generated as GL reports based on predefined report
structures. Report structures reuse part of the budget setup functionality, and are based on work
breakdown structures.
Reports that run on a report structure have their content selected and grouped according to that
structure, and not based on the list of GL accounts.
Note This section describes how to use the fields in Budget Create to define report structures.
Defining budget structures and all other budget-related topics are described in detail in
“Budgeting” on page 725.
Report structures let you define the hierarchy of levels for which data is accumulated for the
Balance Sheet and Income Statement Reports. You can define a tree-like report structure that ends
at the lowest level on the chart of accounts, and where the higher levels are subtotals.
A report structure consists of a placeholder entity budget, where the budget structure is defined,
but contains no period information and budget data.
As with budget structures, you define a report structure by creating levels and topics, and by
linking subtotals and COA elements to the hierarchy of topics. In addition to GL accounts, you can
define sub-topics for sub-accounts, cost centers, and projects.
When you define a structure, it must contain a minimum of one GL account topic level. If you link
a range of GL accounts to a topic, details are not printed for each account.
You also have the option to run the Regional Balance Sheet and Income Statement structured
reports based on an alternate COA structure. See “Alternate Chart of Accounts” on page 100 for
more information on creating alternate COA structures for use in report structures.

Creating a Report Structure

You use the Budget Create (25.5.1.1) activity to create a budget structure for use as a report
structure. Only minimal budget data is needed in the header, including the budget code and
description, and you then select the Use as Report field.
When you select Use as Report, the system validates and categories the report structure data
differently than for general budget data. Selecting the Use as Report field makes the report
structure available in the selection criteria of the Financial Statement ProForma, Balance Sheet,
and Income Statement reports.
None of the fields in the General tab are required when defining a report structure.
 Financial Reports 787

Fig. 14.2
Budget Create, Use as Report Field

Use budget structure to format a report

Periods Tab

Use the Budget Period tab to define a minimum of one period for the report structure; you can
create a single period for the entire year.
Note If you define a report structure to include budget data in addition to GL and chart of account
details, you must define the period to coincide exactly with the budget time frame.
Fig. 14.3
Budget Create, Budget Period Tab

Levels Tab

Use the Level tab to define the number of levels to include in the report structure hierarchy. Report
structures are defined top-down, so include subtotals at the highest levels in the hierarchy.
The GL account level is mandatory and must be the first COA element you include in the report
structure hierarchy, after the subtotal levels. The other COA elements are not mandatory, but if you
use them, define them in the sequence Sub-Account, then Cost Center/Project.
You cannot define subtotal levels within the COA elements. Therefore, if you define subtotals at
levels 1 and 2, and GL accounts at level 3, you cannot define a subtotal again at level 4.
A report structure can contain a maximum of 15 levels. You use the Topic Level field in the report
Selection Criteria to indicate the level of detail that you want the structured report to contain. For
example, Level 1 indicates that amounts are shown for topics on the top level only.
Note You cannot define SAFs as report structure levels.
788 User Guide — QAD Financials

Fig. 14.4
Budget Create, Levels Tab with Structure Hierarchy

Structures Tab

Use the structure tab to link a COA element or subtotal to each level topic, as described in
“Budgeting” on page 725.
Figure 14.4 shows that there are two levels in the report structure, and that GL accounts are at level
2. In Figure 14.5, Assets and Liabilities are subtotal levels, and cannot have accounts linked. The
AR, AP, SIREC, and Result of Current Year level 2 topics have linked GL accounts.
If the structure includes lower COA levels, you must link the elements in a one-to-one
combination with one GL account, one sub-account, and one cost center or project in the hierarchy
of a topic. You cannot use ranges or lists when linking sub-accounts, cost centers, or projects.
Fig. 14.5
Budget Create, Structures Tab with Report Structure
 Financial Reports 789

The Topic Properties screen used to link COA elements or alternate COA elements to budget and
report structures contains several fields that are specific to report structures: Description, Hide on
Reporting, Invert Base Sign, Roll Up Amount, Print Sum Line, Print Description, and Category.
Fig. 14.6
Budget Create, Topic Properties, General Tab

Description. Specify a description of the topic that you can optionally print on structured
reports. You can enter up to 120 characters.
When using Budget Create to define a report structure, you can choose to print the topic
description when reports based on this structure are printed. You indicate your topic printing
preference using the Print Description field on the Topic Properties General tab.
The Description field and Print Description field are only enabled if the Use as Report field is
selected on the General tab of Budget Create.
Hide on Reporting. Select the field to hide topics on the balance sheet and income statement
reports.
Invert Base Sign. The Invert Base Sign field lets you change how debit and credit amounts are
represented for a report structure topic.
The display sign of an amount on a topic is derived as follows.
Table 14.17
Invert Base Sign Rules
Topic Balance Invert Base Sign? Operator Displayed
Debit No +
Debit Yes -
Credit No -
Credit Yes +

Roll Up Amount. Select the field to indicate whether the current topic level can be rolled up to
a higher level. This field is particularly useful when using report structures to create regional
balance sheets and income statements because in some regional accounting systems, such as
the Chinese Accounting System, accounts cannot be rolled up above budget level.
790 User Guide — QAD Financials

Print Sum Line. Select the field to print a header and footer line for the linked accounts. In
some regional balance sheets and income statements, account subjects can require a header
line and a footer line; for example, “Current Asset” or “Current Asset Sum.” If you select the
field, the system inserts a sum line and the original line is appended with a colon.
Print Description. Select this field if you want to print the topic description on reports based on
this structure.
You specify a topic description using the Description field in the Topic Properties header.
The Description field and Print Description field are only enabled if the Use as Report field is
selected on the General tab of Budget Create.
Category. Select an option to indicate the GL category of accounts linked to the current level
in the budget or report structure. When creating a report structure for a regional balance sheet
or income statement, you can only link accounts of the same category. If you link accounts
from more than one GL category to a structure level, you receive an error.

Fig. 14.7
Topic Properties, COA Link Tab

Alternate COA Group. Specify an alternate COA group on which to base the report output.
This step is sometimes required when creating a regional report based on an alternate COA
structure, such as the Chinese Balance Sheet. When creating a regional balance sheet or
income statement, you can still link some topic to non-alternate COA elements—it depends on
how your alternate COA is configured.
An alternate COA group code functions in a similar way to a budget group code, and links
level 1 alternate COA accounts. When a level 1 alternate COA account is assigned to a group
code, all lower level alternate COA accounts in that structure are then automatically mapped to
the group code.
See “Alternate Chart of Accounts” on page 100.
 Financial Reports 791

System Accounts
During the Year-End Closing procedure, the system posts the total balance of the P&L accounts to
the balance sheet, and the balance of the P&L accounts is zero for the new GL calendar year. See
“Year-End Transactions” on page 402.
However, if you run a balance sheet early in the current calendar year, the previous GL calendar
year may still be open, and the P&L balance will not have been transferred. In addition, you may
want to include the P&L balance to date for the current year.
Two system-type accounts let you include the balance of all P&L accounts for the current year and
all unclosed previous years in a report structure. The accounts to use are:
• Result of Previous Year
• Result of Current Year

When you run a Balance Sheet or Income Statement that includes a Result of Current Year
account, the system transfers the balance of all profit and loss accounts to that system account, and
displays the resulting balance on the report.
Similarly, when you run a report with a structure that includes a Result of Previous Years account,
the system transfers the balance of the profit and loss accounts for all previous, unclosed years to
that system account. The resulting balance is displayed on the report.
The results are shown on a separate line in the reports: Profit/Loss of All Open Accounting Years.
See “GL Account Types” on page 75 for information on creating system accounts.

Executing Structured Reports

Structured reports calculate balances for each entity in the selection. GL calendar years are closed
per entity, so the last closed GL calendar year can be different for each entity.
If the time period you specify in the selection criteria does not match the GL calendar periods (or a
multiple), the report data is prorated on day basis.
If you run the reports with a Topic Level of 3 and the structure has five levels, then the report
shows output for three levels; topics 4 and 5 are hidden.

Financials Statement ProForma

The Financials Statement ProForma Report (25.15.5.3) lets you print a hierarchical design of a
report structure. The report lists the topics across all levels in an indented format to indicate child
levels. It also lists the COA elements linked to each topic level.
The purpose of the report is to enable you to determine if the report structure has been
implemented correctly.

Balance Sheet

The Balance Sheet Report (25.15.5.4) runs based on report structures implemented using the
Budget function. Budgets provide item breakdown through the use of topic levels.
792 User Guide — QAD Financials

The Balance Sheet report calculates the balance of all profit and loss GL accounts from the start of
the GL calendar year up to the end of the selected time frame. You can run the report for either
actuals or budgets.
The system constructs the Balance Sheet based on the accounts you specify in the report structure.
All other accounts are excluded.
Typically, Balance Sheets are constructed from the following information:
• Balances of all asset accounts, such cash accounts, accounts receivable, and prepaid expenses
• Balances of all liability accounts, such as accounts payable, and unmatched invoices accounts,
bank loans, and income tax liabilities
The system compiles the balance sheet for the most recent GL calendar year that is not closed to
transactions. The balance sheet always contains data from the first day of the GL calendar year up
to the end date you specify.
The Multi-Column Balance Sheet Report (25.15.5.6) lets you include up to a maximum of 15 data
and calculation columns in the report. This lets you view monthly or quarterly comparisons for
actuals and budgets, and calculate variances and percentage variances for each period.
This report is created in the same way as the Balance Sheet Report (25.15.5.4). The system derives
data for the report from a user-defined report structure, in which you create levels and topics, and
link subtotals and COA elements to the topic hierarchy. In addition to GL accounts, you can define
sub-topics for sub-accounts, cost centers, and projects.
You can use the following criteria for each column:
• Actual. The actual balance at the end of the time period.
• Budget. The budgeted balance at the end of the time period. Budget data is retrieved from the
report structure for the given period.
• Variance. The variance calculated between the two previous data columns. A common balance
sheet would include columns for actuals and budget for the given period, followed by a
comparison between these balances.
• % Variance. The variance between the two previous data columns as a percentage.

You set the To Date parameter for data columns to define the time period. The start of the period is
the start of the accounting year.
You must define the first column in the report, and you define multiple columns consecutively. For
example, you can only define column 5 if you have already defined columns 1 to 4. You must
complete the To Date and content fields for data columns, and content fields for calculation
columns. Columns that have not been defined are not displayed in the report output.

Regional Balance Sheet

Use the Regional Balance Sheet report (25.15.5.8) to run structured reports with the output
organized based on a multi-level alternate COA structure; for example, a Chinese Balance Sheet.
As with the non-regional balance sheet and income statement reports, you specify the report
structure using Budget Create. You then specify the alternate COA group on which to base the
report using the Alternate COA Group field in the COA Link tab of the Topic Properties window.
 Financial Reports 793

When you run the report, you specify the COA cross-reference for the alternate COA structure on
which to base the report output. The system uses the cross-reference to retrieve the corresponding
mappings and, consequently, the relevant alternate accounts.

Income Statement

The Income Statement Report (25.15.5.5) is used to track revenues and expenses so that you can
determine the operating performance of your organization over a specific period of time.
Income statements help investors and suppliers determine the past performance of the organization
and predict future performance.
The Income Statement typically includes figures from income and expense accounts, such as sales
and rent revenue, and cost of goods sold, selling expenses, and overhead expenses.
The Multi-Column Income Statement Report (25.15.5.7) also provides up to 15 columns of
reporting, in which you define the From and To Dates and the content criteria for the Income
Statement. The Multi-Column report provides greater flexibility when generating summaries and
forecasts for monthly or quarterly periods and is easily exported to spreadsheet format for analysis.
Use the Actual, Budget, Variance, and % Variance options for the income statement report. You
also use the % Income option in calculation columns, which calculates the percentage income for
the period.

Regional Income Statement

Use the Regional Income Statement report (25.15.5.9) to run structured reports with the output
organized based on a multi-level alternate COA structure; for example, a Chinese Income
Statement. The structure and alternate COAs are retrieved as described in “Regional Balance
Sheet” on page 792.

Report Customization
Reports can be customized to optimally support your company processes and best practices. You
can:
• Add or remove report filter criteria, assign default values, and save custom report variants by
user, role, or system-wide.
• Use the Crystal Reports designer tool to modify the report layout, add and remove data fields,
add calculation logic, or change sort order and grouping.
• Customize system-supplied report templates that contain formatting information such as fonts,
logo, and paper orientation (landscape, portrait) using the Crystal Reports designer tool.
Note You must have a license to use the Crystal Reports designer tool.

Default settings are provided for each report. These can be adapted based on your company
standard to better support your best practices. The last- used settings for a report can be
automatically saved based on user-configurable settings. Filter settings and layout can be given a
name and stored as a report variant for private use or to be shared among users or groups of users
(roles).
794 User Guide — QAD Financials

By default, the system saves each user’s last-used report variant. When you reopen a report you
have already run, and click Apply to start the report, the report runs using the settings you last
used.
In addition, you can define specific report settings and save them using a variant name. When you
run the report, select that variant, and the report settings are copied into the selection criteria,
saving time.

Changing Report Settings and Defaults

Managing Filter Fields

The Manage Filter Fields option in the Tools menu lets you indicate which filter fields to use for
the current report variant, and how the fields appear in the Selection Criteria tab for the report.
You can use Manage Filter Fields to:
• Change the order in which the filter fields appear in the Selection Criteria tab.
• Specify whether a filter field should appear on the Selection Criteria tab (Use column).
• Define an initial value or range of values for the filter field.

Fig. 14.8
Manage Filter Fields

Field Descriptions

Use. Select the field to include the item in the report search criteria.

Operator. Indicates how a value entered as a search criterion should be interpreted. Possible
values are:
begins, matches, =, >, <, =>, <=, can-do, range.
Initial Value. Select the default value for the search criterion from the drop-down list.

Second Initial Value. This field is editable only when the range operator is specified. Enter the
ending value in a range for selecting records.
 Financial Reports 795

Report Options

The Report Options option in the Tools menu lets you specify reporting runtime parameters. These
settings are stored at the report variant level, and affect how the report is printed.
Fig. 14.9
Report Options Tab

Field Descriptions

Language Code. Select the language to use in the report output. The default value is the
language of the current session. You can also store a language preference in the report variant,
and also in the last-used report variant.
For example, a user logs in to the application and the session language is set as English. The
user opens the GL Transactions report, changes the reporting language to French, and runs the
report. The next time the same user runs that report, French is retained as reporting language
because this setting is stored in the last-used report variant for the user.
Date Format. Select the format for displaying dates on the report. The options are:
DMY
MDY
YMD
Date Separator. Select the type of separator to use to format dates printed on the report. The
options are forward slash, dash, and period.
Decimal Sign. Select the decimal sign to use in figures printed on the report.

TC Number of Decimals. Select the number of decimal places that you want to allow for
decimal amounts printed on the report.
796 User Guide — QAD Financials

This numeric field determines whether a fixed number of decimals should be used for the
transaction currency fields. Possible values are: <blank>, 0, 1, 2, 3, 4, 5, or 6. If you select
<blank>, the number of decimals stored in the report data row itself are used.
Filter Print Mode. Select an option to indicate where on the report the filter information should
be placed. The options are:
No Filter Values Section on Report
Filter Values Section only on First Page
Filter Values Section only on Last Page
Page Break Mode. Select the field if the system must insert a page break in the report.

Use Alternate Shading. Select this field to shade alternate lines on the report. This aids
readability for reports that contain many lines of data.
Report Design File. Specify a Crystal Reports design file that contains custom changes to the
current report. The changes are then loaded and applied to the report. See “Using the Merge
Tool” on page 799.
Mail Body. Optionally, enter body text for e-mails to system users to which the report is to be
attached.
Report File. This field indicates the default report template on which the report is based. Use
the drop-down list to select a different template if required.

Report Variants

Report Variants are similar to stored searches, and let you store the settings for a report under a
user-defined name. By storing settings in a variant, you avoid defining report settings each time
the report is run.
Use the Variants menu to save report variants, and the Variants drop-down list to select saved
variants.
You can use an existing report variant, modify the report settings and save them to the existing
report variant, or select another report variant to update.
Use Report Variant Delete (36.4.21.25.3) to delete unwanted variants from the system.
Use Report Variant View (36.4.21.25.2) to view existing report variants in read-only form.
 Financial Reports 797

Fig. 14.10
Variants Save As

Field Descriptions

Name. Enter a code (maximum of 80 characters) to identify this variant. The variant name
must be unique to that report.
Description. Enter a brief description of the variant

Level. Choose an option to determine which users can access the report variant. The options
available in the Level drop-down list depend on your role permissions.
User <Current User ID>: Only you can access the report variant. It is not available in the
variant lists of other users. This setting is the default.
Role <Current Role>: Only users who have the same role as your default role can access the
variant. It is not available in the variant lists of users who do not have this role.
System: The variant is available to all users in the system.
Customized Factory Default: The variant is named CUSTOMERDEFAULT, and becomes the
customized factory default for this report.
Note This option is only available to users who have a role assigned that lets them define a
stored search on system level.
Role Name. If you select role as the access level, select a system role from the drop-down list.

Entity-Dependent. Select the field if you do not want the report variant to be available across
entities.

Server Output Processing

The Server Output Processing area of reports lets you define output options for server-based
reports. Use these options to:
• Designate a server printer on which to output the report. The system retrieves a list of all
available server printers.
• Specify a file name, location, and format in which to save the report. For example, you can
save a report as PDF to a specified location.
• Browse for user e-mail addresses and roles to which to e-mail the report.
798 User Guide — QAD Financials

You can combine these options by saving a report in file format, selecting users and roles to which
to send the file, and e-mailing the file.
Fig. 14.11
Server Output Processing

Field Descriptions

To Printer. Specify a server printer on which to send the report. The drop-down list displays all
printers configured on the report server.
To File. Specify a file name and extension when you want to e-mail the report as a file to
system users.
Mail Subject. When the report is to be e-mailed to system users, enter a mail subject header in
this field. The name of the report is entered by default.
E-mail Addresses. Specify system user e-mail addresses to which to send the report file.

E-mail to Roles. Optionally, specify system roles to which to e-mail the report file.

Output To File. Select a file format in which to save the report file.

Creating and Modifying Reports

The data, formatting, layout, header, and footer information contained in a report is generated from
two sources:
• The native report. This report retrieves the raw report data from the dataset schema and does
not contain any formatting.
• The report template. This report contains the layout, formatting, header, and footer details

Both types of report file have the .rpt extension. You create the actual report file by merging
these two reports using the Merge tool.

Native Reports
Native reports are created using the Crystal Report designer and stored in the
\Reports\NativeReports directory. You use the Designer to create new reports and modify
existing reports.
The dataset schema .xsd file is the source of the report data, and is automatically generated when
the Reporting business component is loaded. The .xsd file is located in the
\Components\Remoting\QADFinancialsIF folder.
 Financial Reports 799

When creating a new report, you first retrieve the .xsd file, and then use the following Designer
options to design your report:
• Select the required database tables and create links between these tables.
• Add data fields, such as date format or entity code, and calculation logic.
• Add text fields.
• Add groups by which to group and sort the data.
• Suppress or hide sections based on conditions.
• Use Format Options to specify how the field is displayed when it is merged with the template
file.
These and other Designer functions are described in Crystal Reports Designer documentation.
Note You must have a Crystal Reports Designer license in order to use the Designer tool.

Report Templates
A number of templates are available to support landscape and portrait reports, different filter
sections, page headers, page footers, and formatting options. The template reports along with all
their elements are stored in the \Reports\TemplateReports directory.
Crystal Report templates are deployed on the application server. The system uses a time stamp to
determine when local versions of the files need to be refreshed, and stores standard .rpt files and
new and customized versions in separate server locations.

Using the Merge Tool

You modify the data generated in an existing Financials report by updating the native report file.
To make a system-wide change to the format of all Financials reports—for example, adding or
changing a company logo—you update the template report. In both cases, you use Designer to
make the change and the Crystal Reports Merge Tool to re-apply the template to the report (or to
all reports in the case of a format change).
The Merge Tool interface has two areas:
• Conversion
• Options

Conversion

The Conversion area has two sections: Input Paths and Batch Conversion.

Input Paths

Use the fields in this section to identify the component files for the merge.
Native Report. Specify the full path of the native report to be merged.

Template Report. Specify the full path of the template report to be merged.

Path to Subreports. The sub-reports option is not implemented in this release.

800 User Guide — QAD Financials

Output File. Specify the full path of the final merged report. Final reports are saved in the
\FinalReports root directory. This directory path is specified in the ReportFolder
section of QadFinlauncher.exe.config file, which is located in the
\QadFinLauncher\bin\Debug folder.
Note The UIDebugEnabled parameter in the QadFinlauncher.exe.config file lets you
save the contents of the last generated report data in an .xml file for analysis. This file is
stored as lastreport.xml in the \QadFinLauncher\bin\Debug folder, and is
overwritten by each newly generated report.
Important The name of the final report must be the same name as the report method in the
business component.
Dataset Name. Specify the full path of the data source file. This is the dataset schema .xsd
file that is the source of the report data, and is located in the
\Components\Remoting\QADFinancialsIF folder.

When you have set the path parameters, click Merge to run a merge on a single native report, or M
to run a batch merge on all native reports.

Batch Processing

Use the Batch Processing option to apply a change in a template report to all native reports. The
system retrieves the native report and template report locations from the Input Paths section.
For example, to change the logo on all reports, you:
1 Update the template report.
2 Identify the native report and template report directories in Input Paths.
3 Click the M button to start the batch process.
The system creates a batch file in a default location for analysis. The updated template is reapplied
to all reports in the \NativeReports directory.

Options

The Options section of the tool interface displays date, number, format, formula, and translation
settings for the merge. These settings are retrieved from the code for the Report component. You
do not normally modify these settings.
Note When you complete your Input Paths settings and click Options, you are prompted to save
your path settings.
You can overwrite the following merge options by specifying different values in Report Options
before running the final report:
• Date format
• Date separator
• Decimal point
 Financial Reports 801

Merge Tool Configuration File

These merge settings are also displayed in the configuration file CRMergeTool.xml, which is
located in the root of the merge tool installation directory. This file is updated after every merge.
The following code illustrates a sample CRMergeTool.xmlfile:
<?xml version="1.0" encoding="utf-8"?>
<configuration>
<FileOptions>
<NativeFile value=
"C:\Develop\Production\QADFinForms\QADFinForms\Reports\NativeReports\NativeReport.
rpt" />
<TemplateFile value=
"C:\Develop\Production\QADFinForms\QADFinForms\Reports\TemplateReports\TemplateRep
ort.rpt" />
<SubreportDir value=
"C:\Develop\Production\QADFinForms\QADFinForms\Reports\TemplateReports\" />
<OutputFile value=
"C:\Develop\Production\QADFinForms\QADFinForms\Reports\ActualReport.rpt" />
<DatasetName value="" />
<AutomaticDataset value="true" />
<BatchFile value="C:\Sc5Develop\dev05\utils\SC CR Merge
Tool\SCCRTool\bin\Debug\Batch(GL).xml" />
</FileOptions>
<DateOptions>
<DateOrder value=" Select Left (ucase({tqHeader.tcDateFormat}),3)&#xD;&#xA;
Case &quot;YMD&quot; : 0&#xD;&#xA;
Case &quot;DMY&quot; : 1&#xD;&#xA;
Case &quot;MDY&quot; : 2;" />
<DateSeparator value="Mid ({tqHeader.tcDateFormat},4,1)" />
<DateTimeOrder value="2" />
</DateOptions>
<NumberOptions>
<DecimalSeparator value="{tqHeader.tcDecimalFormat}" />
<ThousandsSeparator value="if {tqHeader.tcDecimalFormat} = &quot;,&quot;
&#xD;&#xA;then &quot;.&quot;&#xD;&#xA;else &quot;,&quot;" />
</NumberOptions>
<FormatOptions>
<FieldFormat value="F" />
<LabelFormat value="L" />
<NonTranslatableFormat value="NF" />
<BoxFormat value="B" />
<Standard value="T" />
<Specific value="P" />
<Column value="C" />
<Side value="S" />
<StandardPrefix value="0-" />
<SpecificPrefix value="" />
<ColumnPrefix value="CoLbl" />
<SidePrefix value="SiLbl" />
</FormatOptions>
<FormulaOptions>
<FormulaPrefix value="" />
<TranslationFormula value="WhilePrintingRecords; &#xD;&#xA;Shared StringVar
&amp;prefix&amp;fieldName; " />
</FormulaOptions>
<Other>
<DatasetPath value="C:\Program Files\Common Files\SCBA5\" />
</Other>
</configuration>

Running Reports
Reports can be run directly from the menu by right-clicking on a record in a browse, or by using
the Go To menu from a maintenance screen to select a related report.
802 User Guide — QAD Financials

The Variants list contains all report variants that you have permission to access. By default, the
Last Used report variant of the report is listed.
The Preview menu option displays the report on-screen, and the Print option lets you output to
printers installed on the client.
Report output is first shown in a viewer, where powerful functionality is available for navigating
and searching through the data. In addition to sending reports to a printer, data can be exported in
many standard formats such as PDF, XLS, and DOC.

Report Schedule
The Schedule option lets you schedule reports to be generated in batches, and specify iterations of
each batch.
Scheduled reports are sent to a server queue and are printed in sequence, using a dedicated Report
daemon. The Report daemon is managed and monitored by a .NET Report Service, which can be
installed on the application server or as a remote host.
Fig. 14.12
Report Schedule

Field Descriptions

Name. Enter a name for the report, to a maximum of 80 characters.

Description. Enter a brief description for the report

Start Date. Enter a start date for report processing. The report will be processed on this date.

Start Time. Enter a start time for report processing

Iterations. Specify the number of iterations for the report. This value determines the number of
times the report is printed.
Frequency. Select the frequency with which the iterations are run. The options are:
Daily
Weekly
 Financial Reports 803

Monthly
Yearly
The report daemon and .NET report service are described in User Guide: QAD System
Administration.

Report Execute
The Execute Option lets you print a report immediately to a client-based printer. You can only
execute reports for which no server output processing options have been selected.

Regional Report Settings

You can select the language used for report labels and data descriptions, regardless of the language
you are using.
The Report Translation function lets you create, view, modify, and delete custom labels used in
component-based reporting functions. Using the Report Translation function, you can modify the
standard QAD translations or create new translations.
See User Guide: QAD System Administration for details on report translation.
The system manages other regional settings such as the decimal point, number of decimals, and the
date format.
804 User Guide — QAD Financials
 Chapter 15

Financial Report Writer

The following topics describe how to configure and use Financial Report Writer.
Overview 806
Introduces Financial Report Writer functions and concepts.
Setting Up Financial Report Writer 807
Describes how to prepare Financial Report Writer for use.
Cube Generation 819
Describes how to generate a cube you have created.
Cube Trial Balance View 820
Browse the balances created during the cube generation.
Report Tree Maintenance 828
Create and maintain a report tree using Report Tree Maintenance.
Report Tree Excel Integration 830
Create and maintain a report tree using Excel.
Report Column Group Maintenance 835
Define the number of columns, column content, and presentation details of a report.
Report Master Maintenance 838
Create report master records for different report layouts.
Financial Report Run 840
Run, view, and print a financial report.
806 User Guide — QAD Financials

Overview
Financial Report Writer is a group reporting solution that combines the existing Financials
reporting functionality into a single user experience. It includes multi-entity and multi-domain
reporting that lets you map charts of accounts and approximate consolidation results.

Financial Report Writer Concepts

Financial Report Writer aggregates financial statements that are built on:
• A common chart of accounts (COA) including all dimensions available in Financials, such as
domain, entity, layer, GL account, sub-account, cost center, project, SAFs, intercompany, and
currency
• A common currency—the presentation currency
• A common calendar

Financial Report Writer presents the financial data in a hierarchy, which can include multiple
GAAP views. Financial Report Writer provides a Legal Consolidation view and a Management
Reporting view. The Legal Consolidation view is an approximation of the posted consolidation,
which covers the full COA and is bottom line balanced (debits equal credits). The Legal
Consolidation view also allows you to verify the completeness of the data.
You can also omit COA elements intentionally. For example, you might want to eliminate
intercompany transactions, where an intercompany sales balance in one entity is netted against the
corresponding intercompany purchase balance in another entity.
Financial Report Writer lets you create reports for subsets of the COA for management reporting
purposes. For example, you can display the financial results for a given product line across all
domains.
Fig. 15.1
Financial Report Writing Concepts

Analytical Rep.
Legal Consolidation
Cash Flow Unified: C1
• Chart/GAAP
Income Statement
• Calendar
C2
• Currency
Balance Sheet E1
• Budget E2
• Eliminations E4
E5
E8

C3

E3
E6
E7
Report Cubes E9

Hierarchy 1, 2,... (Consolidation Approximation)

Hierarchy 4 Hierarchy 4
(Management reporting => subset of COA) (Management reporting => subset of COA)

Domain 1 Domain 2 Domain 3 Consolidation

Entity 1 Entity 2 Entity 3 Entity 4 Entity 5 Entity 6 Entity 7 Entity 8 Entity 9 C1 C2 C3

 Financial Report Writer 807

You can use Financial Report Writer to create multiple reporting cubes with different calendars
and presentation currencies. Financial Report Writer provides a good balance between predefined
selections in the setup and filtering at reporting time. You can create new report structures or
change existing report structures at any time. You can also rebuild the balances stored in the cubes
when new cubes are introduced or when structural changes are made to the reporting COA.
Financial Report Writer also allows you to reuse a reporting hierarchy (tree) recursively in other
hierarchies. You can use an existing reporting hierarchy as a template to copy and reuse when you
create a new hierarchy.
You can also use reporting hierarchies to create standard Balance Sheet, Income Statement, and
Cash Flow reports. If you use Financial Report Writer to create a new report for a single domain,
the setup is limited to a single screen.

Financial Report Writer versus Consolidation

Financial Report Writer is closely related to consolidation, although they are different activities
with common traits. Both ensure that the activities of subsidiaries are represented in aggregated
financial statements.
Consolidation allows you to obtain an aggregated view by combining balances from individual
entities in a single consolidation entity. The consolidation process creates new postings in the
consolidation entity and is performed for statutory purposes and is part of the period closing
activities.
Financial Report Writer allows you to produce an aggregated financial report across a series of
individual entities. You can do this at any time of the year and without making postings. Financial
Report Writer provides an approximation of the consolidation results because not all elements are
known at the time of reporting. For example, the period-end exchange rates are often unavailable
when you run Financial Report Writer during the year. In addition, some corrections on the
accounts may not yet be applied.
Financial Report Writer also provides financial management reports, such as day-by-day
information on income and expenses across all entities and domains. You can group these results
by product line, division, or department. The daily balance sheet position of assets (customers,
inventory, cash, WIP) and liabilities (suppliers, loans, taxes due) may also be of interest to
management.

Setting Up Financial Report Writer

Before you set up Financial Report Writer, you must decide which shared sets to use for the
common language reporting COA (GL accounts, sub-accounts, cost centers, and projects).
808 User Guide — QAD Financials

Fig. 15.2
Financial Report Writer Setup Workflow

Define results of the Previous Year

Create a special catch-all Project
system account type

Create a special Currency Define Rounding Differences

Translation Adjustment GL account system type account

Create a special catch all GL Maintain Report Chart of Accounts

account

Create a special catch all sub-

Maintain COA cross-references
account

Create a special catch-all Cost

Define Report Cube
Center

= Optional

1 Verify that the reporting GL shared set contains a system GL account of type Result of the
Previous Year.
2 In the reporting GL shared set, create a special Currency Translation Adjustment GL account.
This is a standard P&L account. You can use the GL account setup default values.
Note This step is only needed when currency translations that use different rates for different
account types are used.
3 In the reporting GL shared set, create a special catch-all GL account. The account type is
Standard. You can accept all field defaults.
Note Steps 3-6 are only needed when you want to allow incomplete translation mapping in
the COA cross reference.
4 In the reporting sub-account shared set, create a special catch-all sub-account.
5 In the reporting cost center shared set, create a special catch-all cost center.
6 In the reporting project shared set, create a special catch-all project.
7 Verify that the reporting GL shared set contains a system GL account of type Rounding
Differences.
Note This step is only needed if you use currency translations that cause rounding
differences.
8 Maintain the report COA using Report Chart Maintenance. See “Setting Up the Report Chart”
on page 809 for details.
9 Set up the COA cross references using COA Cross Reference Modify or COA Cross
Reference Excel Integration. See “Setting Up COA Cross-References” on page 812 for details.
10 Define the Report Cube. See “Define Report Cube” on page 813 for details.
 Financial Report Writer 809

Setting Up the Report Chart

The Financial Report Writer collects financial data from several source domains in a reporting
COA. Therefore, you must specify which common report COA to use.
You set up a report chart by selecting a GL shared set, a sub-account shared set, a cost center
shared set, a project shared set, and up to 10 SAF concepts. The report COA setup also includes
the COA cross-references that translate the COA of the source domains to the report COA. When
required, you can create multiple report COAs in the system.
Fig. 15.3
Report Chart Mapping

Source Report
Domains - Entities Cube

Local COAs Report Chart Common Report Chart

-GL Maintenance -GL
-Sub-Account -Sub-Account
-Cost Center -Cost Center
-Project COA Cross- -Project
-SAF Reference -SAF

Base Currency
Presentation Currency
(or Statutory Currencies)
Cube Definition
Maintenance
Local GL Calendars Report Calendar

Report Chart of Accounts Maintenance

Use Report Chart of Accounts Maintenance to maintain a common reporting chart of accounts.
Fig. 15.4
Report Chart of Account Maintenance: Report Chart Details

Report Chart. Specify the code for the report chart.

810 User Guide — QAD Financials

Description. Enter a maximum of 40 characters for a description of the report chart.

Defaults From Domain. Specify the domain from which you want to use most or all of the
shared sets. By default, the system uses the shared sets used in that domain. However, you can
update the defaulted values.
GL Account Set, Sub-Account Set, Cost Center Set, and Project Set. Specify a GL shared set,
a sub-account shared set, a cost center shared set, and a project shared set for the report chart.
You can also leave a shared set field blank. This indicates you are not planning to use that
dimension in any of your reports. It is only mandatory to specify the GL Account Set.
SAF Concept. Financial Report Writer can include SAF dimensions and bring SAFs from
various structures and concepts together to create a central reporting SAF structure. Specify a
maximum of 10 SAF concepts to use in reporting.
In the following section, enter the special accounts created in steps 2-6.
Fig. 15.5
Report Chart of Accounts Maintenance: Enter Special Accounts

GL Account. Specify the special catch-all GL account you created in step 3.

Sub-Account. Specify the special catch-all sub-account you created in step 4.

Cost Center. Specify the special catch-all cost center you created in step 5.

Project. Specify the special catch-all project you created in step 6.

Note This value is only required if you plan to use projects in the reporting COA.

CTA Account. Specify the special catch-all project you created in step 2.

On the next screen, specify the entities you want to include in Financial Report Writer.
 Financial Report Writer 811

Fig. 15.6
Report Chart of Accounts Maintenance: Entities

Add or Remove Entity. Specify an entity code to create a list of source entities from which to
retrieve balances. You can specify entities from any domain in the system. You can also
remove entities from the list by entering their code in the Add or Remove Entity field,
provided no reporting cubes use that entity. If report data already exists for the entity, you must
first remove the entity from the reporting cube.
On the next screen, you specify a COA cross-reference code to map shared sets that are different in
the source and target.
Fig. 15.7
Report Chart of Accounts Maintenance: Set COA Cross Reference

COA Cross Reference. Specify the COA cross-reference. You can use an existing code or
specify a new one.
The system verifies if an existing COA cross-reference matches the combination of shared sets and
retrieves that cross-reference. If there is no matching COA cross-reference, the system creates a
new COA cross-reference code that combines the source and target shared set names.
The system creates a new COA cross-reference of type Separate for the code you specify. For
example, the system creates a COA cross-reference of type Separate for GL accounts or a COA
cross-reference of type Separate for sub-accounts.
When the source and target shared sets are the same for a dimension, the system displays a not
needed message and you can skip that shared set. You can also specify COA cross-references of
type Combined, which you can use for exceptions.
812 User Guide — QAD Financials

Setting Up COA Cross-References

You create COA cross-references using COA Cross Reference Modify or COA Cross Reference
Excel Integration.
For each dimension that you plan to use in the Financial Report Writer, you must have a complete
COA cross-reference of type Separate. This step ensures the accounts are correctly translated
when you generate reporting cubes.
You can create a COA cross-reference of type Combined if you need a special mapping for
combinations of GL accounts and sub-accounts or combinations of GL accounts and cost centers.
You only need to create COA cross-references of type Combined for exceptions. Financial Report
Writer first checks if there is a COA cross-reference of type Combined for a particular accounting
key. If a Combined map is found, Financial Report Writer uses that map. Otherwise, the Separate
type mappings are used.
Fig. 15.8
Combined and Separate Mapping

Combined Mapping
Source Domain COAs Target Report COA

GL Sub Account Cost Center Project GL Sub Account Cost Center Project
From To From To From To From To From To From To From To From To

Separate Mapping
Source Domain COAs Target Report COA

GL GL
From To

Sub Account Sub Account

From To

Cost Center Cost Center

From To

Project Project
From To

You do not need to create COA cross-references for COA dimensions that use the same shared set
in the Financial Report Writer source and target. For COA dimensions you do not plan to use in
group reporting, you can leave the COA cross-reference empty in Report Chart Maintenance.

COA Cross Reference Maintenance

Use COA Cross Reference Modify to set up new cross-references. When you open COA Cross
Reference Modify, a browse is opened. To modify a COA cross-reference, right-click the cross-
reference and click Modify.
 Financial Report Writer 813

Fig. 15.9
COA Cross Reference Modify

Type. Specify the cross-reference type for Financial Report Writer. The cross-reference type is
either Separate COA Dimensions or Combined COA Dimensions.
Columns. This field is enabled if you select the value Separate COA Dimensions in the Type
field. The Columns filter lets you focus on one element at a time. You can change the filter
type during input.
Specify which grid columns you require to create separate COA cross-references. The options
are:
All. Displays fields for mapping ranges of source GL accounts, sub-accounts, cost centers,
and projects to COA elements in the target domain.
GL Account. Displays fields for mapping ranges of source GL accounts to a single GL
account in the target domain.
Sub-Account. Displays fields for mapping ranges of source sub-accounts to a single sub-
account in the target domain.
Cost Center. Displays fields for mapping ranges of source cost centers to a single cost
center in the target domain.
Project. Displays fields for mapping ranges of source projects to a single project in the
target domain.

Define Report Cube

In this section, you create parameters for the report cubes. The parameters determine how the
consolidated financial data is stored in the reporting tables FRWCubeDim and FRWCubeMeas.
814 User Guide — QAD Financials

Fig. 15.10
Create Report Cube Parameters

Source Report
Domains - Entities Cube

Local COAs Report Chart Common Report Chart

-GL Maintenance -GL
-Sub-Account -Sub-Account
-Cost Center -Cost Center
-Project COA Cross- -Project
-SAF Reference -SAF

Base Currency
Presentation Currency
(or Statutory Currencies)
Cube Definition
Maintenance
Local GL Calendars Report Calendar

Set up the presentation currency (PC) and the exchange rates to use when converting from base
currency or statutory currency to PC. After you have selected the entities in the report chart, you
can also define the report calendar and a selection of entities to include in each cube. In Report
Cube Definition, you refine your earlier selections.

Report Cube Definition

Use Report Cube Definition to set up report cubes.

Fig. 15.11
Report Cube Definition: Provide Cube Code and Status

Cube Code. Specify a code for the report cube.

Cube Description. Specify a maximum of 40 characters for the description of the cube.

Cube Status. Specify the cube status. There are five cube statuses:
• Initial
• Building
 Financial Report Writer 815

• Operational
• Needs Rebuild
• Inactive

New cubes are assigned the status Initial. When you generate the cube data (using another
program), the system updates the cube status to Operational. If the cube generation fails, the
daemon process to update the cube fails, or the cube definition is changed, the cube status is
automatically updated to Needs Rebuild. If the cube rebuild is successful, you can change the cube
status back to Operational.
If you no longer need the cube, you can change its status to Inactive. This means the cube is
retired. You can change the status of inactive cubes back to Needs Rebuild. Only Operational
cubes can be updated by the daemon. The following table provides an overview of the possible
status transitions.
Table 15.1
Possible Status Transitions
Status Set Where Can Go To Set Where
Initial Cube definition Building Cube generate (start building)
(create)
Building Cube generate Operational Cube generate (successful end)
(during generations) Needs Rebuild Cube definition by user or after changing cube parameters
Needs Rebuild Cube generation (when not successful)
Inactive Cube definition (by user)
Operational Cube generate Needs rebuild Daemon (corruption), cube definition (after changing the
cube parameters)
Inactive Cube definition (by user)
Needs rebuild Daemon (corruption) Building Cube generate (start building)
Cube definition Inactive Cube definition (by user)
Inactive Cube definition Needs rebuild Cube definition (by user)

Report Chart. Specify the report chart to use for the cube. Many report cubes can use the same
report chart.
Delete Cube Data. Select Delete Cube Data to delete the report cube data. This field is only
available if the cube already has data associated with it. You can use Delete Cube Data to
update cube settings for a read-only cube that has data associated with it. After you select the
Delete Cube Data field, the cube data is cleared and the cube definition remains. You can then
change the cube data.
Report Cube Definition closes after you successfully delete the cube data, and a message is
displayed to indicate this. You must reopen Report Cube Definition to update the parameters
for the cube.
Include Sub Account/Cost Center/Project/SAF/Trans Curr/Daybook Dimension. Select the
relevant fields to indicate which dimensions to include in the cube.
Clear the appropriate fields to exclude dimensions you do not intend to use. This makes the
cube smaller and increases reporting speeds. If a dimension is already excluded from the
report chart setup, it is automatically set to Not used in the cubes linked to that report chart.
816 User Guide — QAD Financials

On the next screen, you can specify the layers to include in the cube. You can exclude layers you
do not want to include in the reports; for example, the transient layers used for storing posting
templates. You can also create a cube for management reporting that includes management layers
and another cube for statutory reporting that only includes the official layer. You can also filter out
layers later in the report definition, but this may have a negative impact on performance.
Fig. 15.12
Report Cube Definition: Specify Layers

Fig. 15.13
Report Cube Definition: Specify Exchange Rates

Presentation Currency. Specify the presentation currency for the cube. You can specify any
currency in the system, provided the required exchange rates are available.
Source BC/SC. Specify the (default) base currency or statutory currency to start from.

Exchange Rates Shared Set. Specify the shared set to retrieve the exchange rates from.

Transl.Method(1)=Cube(2)=GL. Specify whether to use the currency translation methods

defined in the cube or those defined in the GL.
If you use the method defined in the cube (separate settings for balance sheet and income
statement accounts), you must complete the BS Exchange Rate Type and Use Rate PE/AV/SA
fields.
 Financial Report Writer 817

If you use the consolidation setup from the GL accounts, the system uses the consolidation settings
defined in the GL account of the shared set of the report chart. For more information on
consolidation, see Chapter 13, “Consolidation,” on page 749.
The currency translation method indicates the exchange rate. You can choose from:
• Period End rate: The system uses the exchange rate at the end of each period and the total
balance of the account is translated with that rate. This is typically applied for Balance Sheet
accounts.
• Simple Average rate: All the rates for the period are added together and divided by the number
of rates.
• Weighted Average rate: All the rates of the period are multiplied by the number of days they
were valid, and then added together and divided by the total number of days in the period.
Average rates are typically applied for P&L accounts.
• Historical rate: The rate on the day of the detail transaction. This option can cause the cube to
build slowly because the system must read detailed transactions. Historical Rate is a GL
account consolidation setting. It is used if you choose method 2 GL Conso as the currency
translation method and the GL accounts are configured to use this setting.
IS Exchange Rate Type. Specify the exchange rate type for the Income Statement. You can
choose from three exchange rate types:
• Accounting—the default
• Statutory
• User-defined rate table

Method (YE/PE/AV/SA). Specify the rate to use. The options are:

• PE: Period end
• AV: Period-weighted average
• AR: Simple average
• HI: Historical rates

Fig. 15.14
Report Cube Definition: Specify Periods

First Report Year. Specify the first report year to create in the report calendar.

Start Date/End Date. To identify the total duration of the cube calendar, enter a start and end
date.
818 User Guide — QAD Financials

Period (M/Q/S/Y, Domain Name). Specify the type of period to use. The options are:
• M: months
• Q: quarters
• S: semesters
• Y: years
• Domain Name: Specify the name of an existing domain to use the domain GL calendar for
reporting.
Fig. 15.15
Report Cube Definition: Period Start and End Dates

Start Date/End Date. Review the proposed start and end dates for each report period.
Note You can remove the first or last proposed Reporting period by entering “?” in the Start
and End date for that row.
Review the Report Periods. Select this field to review the proposed start and end dates for
each report period.
Fig. 15.16
Report Cube Definition: Entity Selection

Selected/Source BC/SC. The entity selection lists the entities you specified in the report chart.
For each entity you select, you can change the starting base currency (BS/SC).
For each entity you select, you can review how the GL calendar is mapped to the report
calendar. The GL periods of the source entities are mapped to report periods. Based on the
start and end dates, the system makes the best matching mapping proposal. However, you can
modify the default mapping. The start and end dates of the GL periods can be different from
the start and end dates of the report periods. However, a GL period cannot be split over
multiple report periods.
 Financial Report Writer 819

Note You can remove the first or last mapped GL period by entering 0 in the Report Year and
Report Period for that row.
Fig. 15.17
Report Cube Definition: GL Periods

Cube Generation
Use Report Cube Generate to generate data to the reporting tables FRWCubeDim and
FRWCubeMeas.
To generate data, select one of the cubes you created during the previous steps. By default, the
program generates data for the entire time frame defined in the report calendar of the cube. You
can also regenerate a cube from a given start year and period if the previous years or periods
defined in the report calendar for the cube contain data.
By default, Report Cube Generate generates data for all entities defined in the entity list of the
cube, but you can also regenerate a cube for a single entity. When you generate the cube, the
program displays the number of records read.
Fig. 15.18
Report Cube Generation

Cube Code. Specify a code for the report cube.

Cube Status. If the cube has not been generated before, its status is Initial. When a cube is
generated successfully, its status becomes Operational. The Report Cube daemon processes
newly posted GL transactions in any of the source entities and updates the balances in the
report cube.
820 User Guide — QAD Financials

Report Chart. This field displays the defined report chart of the cube. It is read only.

Source Entities. This field displays the source entities defined in the cube. It is read only.

Build From. Specify the first reporting period for which the program must generate data.

For This Entity Only. Specify an entity in this field to generate cube data for this source entity
only.
Only Revaluation. To generate the cube data for revaluations only, select this field. If you
select this option, the system does not read balances from the source domains. Instead, it
recalculates the PC balances using the latest exchange rates.
Start Date/End Date. These fields display the start and end dates for the total duration of the
cube calendar. The fields are read-only.
Presentation Currency. This field displays the presentation currency for the cube. This field is
read-only.
Review Exchange Rate. If you want to review the exchange rates used for the translation,
select this field.
After you review the exchange rates, you are prompted whether you want to continue and
build the cube. At this point, you can still leave the program to update the exchange rates. If
you continue, the cube begins to build. This can take between a few minutes and an hour,
depending on the volume of data in the GL history table (PostingHist) and the number of
dimensions you have set up the cube for. The dimensions include the number of entities and
analytical dimensions, such as sub-account, cost center, project, daybook, currency, and SAFs.
In Terminal mode, you see the progress of the cube building on the screen. In Desktop mode,
the screen is frozen during the build, but you can use the Report Writer Utility program Cube
Build Log Browse to monitor the progress of the cube building. Filter on the Cube Code and
look for the row displaying Counter in the Error Type column.
Note Use the browse Auto Go option to automatically refresh the results every n seconds.
This enables you to see the Counter record updated automatically.
Fig. 15.19
Cube Build Log Browse: Auto Go Option

Cube Trial Balance View

Cube Trial Balance View lets you browse the balances created during the cube generation.
 Financial Report Writer 821

Fig. 15.20
Cube Trial Balance View

In the selection parameters of the browse, enter the cube code, year, and period or period range you
want to report on. The Cube Code and the Report Year or Report Period fields are mandatory.
The retrieved data lists opening balances, period activity (DR/CR), and closing balances in PC for
the specified reporting periods and for all accounting dimensions in the details (domain, entity, GL
account, sub-account, cost center, project, layer, daybook, currency, intercompany, and SAFs).
If you add Summary = SUM on the amount columns and group by entity or GL, you can start
analyzing the financial data. The browse CTA column contains the currency translation
adjustment, which is the translation difference caused by applying different exchange rates on the
Balance Sheet and Income Statement. The report cube can contain additional rows for results of
previous years, CTA, and a rounding difference. As a result of these additions, each entity
balanced in base currency is also balanced in presentation currency.
Cube Trial Balance View includes a Show Details option for each of the COA dimensions. If you
set Show Details to Yes for a dimension, the codes for that dimension are displayed on separate
lines with individual balances for each code. If you set Show Details to No for a dimension, the
codes for that dimension are blank and a total balance is displayed for all codes of that dimension.
Example You set Show GL details to Yes and Show Sub-Account details to No. Each GL account
is displayed without sub-account details and balance totals are displayed for each GL account. If
you then set Show Sub-Account details to Yes, each GL account and sub-account combination is
displayed and balances are displayed for each combination.
You can drill down to the GL Summarized Transaction browse. This browse displays the balances
in the source entities (PostingHist table) that contribute to the balance of any row in Cube Trial
Balance View.
822 User Guide — QAD Financials

Report Analysis Code

Reporting cube data is stored in detail for each combination of COA elements. In this raw form,
there are thousands of possible combinations. When building a report, it is time-consuming to
specify these combinations individually.
Therefore, to facilitate report creation, you can create a new object called a report analysis code.
Each analysis code contains a set of filters on COA dimensions. This filter set enables you to
retrieve data selectively from the cube. The analysis codes are dependent on the report COA. You
can reuse them for many different cubes that share the same report COA.
Fig. 15.21
Report Building Blocks

Source Report
Domains - Entities Cube

Local COAs Report Chart Common Report Chart

-GL Maintenance -GL
-Sub-Account -Sub-Account
-Cost Center -Cost Center
-Project COA Cross- -Project
-SAF Reference -SAF

Base Currency
Presentation Currency
(or Statutory Currencies)
Cube Definition
Maintenance
Local GL Calendars Report Calendar
 Financial Report Writer 823

Report Analysis Code Example

Fig. 15.22
Report Analysis Code Example
Cube Data
China01 41100 Auto
China 01 41200 Auto
USA01 41100 Auto Report Analysis Codes
France01 41200 Auto
….
Europe Americas Asia Sales Auto Sales Pack

Entities GL GL
Entities Entities
Japan01 51100 Pack China01 41100-41200 41100-41200
France01 USA01
China01 51100 Pack Japan01 Sub-Acct. Sub-Acct.
…. …
USA01 55100 Pack … Auto Pack
France01 55100 Pack
…

USA01 63010 Auto

USA01 63010 Auto
…

In this example, the report analysis code Europe lets you retrieve data from the report cube for the
entity France01. Similarly, the report analysis code Sales Auto lets you retrieve data from the
report cube for sub-account Auto, combined with GL accounts in the range 41100-41200.
The report analysis code behaves like a dynamic filter. When new GL accounts are added to the
range 41100-41200, these accounts are automatically included in the report analysis code filter
result. When you define the report tree (hierarchy), report analysis codes are linked as nodes of the
tree.
Fig. 15.23
Report Analysis Code Nodes

Analysis Code (Type A)

Global Sales Americas

Entities
USA USA01
…

Sales Auto
GL
Sales Automotive 41100-41200
Sub-Acct.
Auto

Sales Pack
Sales Packaging GL
41100-41200
Sub-Acct.
Pack

The lowest level nodes are called leaf nodes, which also correspond to the detailed rows on the
report. When you define the final report columns layout, you can specify the columns on the
report. You can also apply a report analysis code to a column.
In the report analysis code example above, Sales Auto and Sales Pack are analysis codes applied to
the detailed rows of the report. Europe, USA, and Asia are analysis codes applied to nodes higher
in the tree. In the final result, one branch of the report shows the sales for Europe. A second branch
shows the sales for the USA and a third branch the sales for Asia.
824 User Guide — QAD Financials

You can also apply analysis codes to columns in the report. This enables you to display Europe
Sales, USA Sales, and Asia Sales as columns next to each other. Use Report Analysis Code
Maintenance to maintain the report analysis code.
Fig. 15.24
Report Analysis Code Maintenance: (Screen 1)

Report Chart. Specify the report chart code. This field is mandatory, and must contain an
existing report chart code. Financial Report Writer retrieves financial data from several source
domains to form a common reporting COA. The report chart is composed of a GL account
shared set, a sub-account shared set, a cost center shared set, a project shared set, and SAF
concepts. It also includes the COA cross-references that translate the COA of the source
domains to the report COA. The detailed elements of the report analysis code are based on the
selected report COA.
Analysis Code. Enter an alphanumeric analysis code. This field is mandatory.

Description. Enter an analysis code description. This field is mandatory.

XBRL Element. Specify the XML element name tag used in the XBRL taxonomy. For
example, each balance row in the IFRS-XBRL taxonomy has a unique XBRL element name as
an identifier, such as AssetsAbstract.
Analysis Type. Specify the type of analysis code. This field is mandatory. There are four types:
• Analysis type analysis codes retrieve data from the cube according to specific selection
criteria you enter on subsequent screens.
• Calculate type analysis codes contain calculations with other analysis codes.
• Sub-Total type analysis codes are used at a high level in the report hierarchy tree and
summarize low-level nodes.
• Text type analysis codes contain labels that are printed on the report.

Taxonomy Name. Specify the name of the taxonomy that applies, and to which the report
analysis code belongs. There are multiple XBRL taxonomies, such as IFRS XBRL and US
GAAP XBRL. Each taxonomy has specific structures and element naming conventions.
ELR. Specify the ELR code that identifies the report structure in the taxonomy. In each
taxonomy, subdivisions are used to target reporting sub-areas with their own relational
structure and label structure. These subdivisions are referred to as Extensible Linkbase
References (ELRs). An ELR can relate to a single report.
If the Analysis Type is set to Calculate and you click Next on Screen 1, the following screen is
displayed:
 Financial Report Writer 825

Fig. 15.25
Report Analysis Type: Calculate

Calculate Element. This field is only displayed when the analysis code type is Calculate. You
can enter two types of calculations:
Summations: If you enter a list of report analysis codes, each separated by a comma, you
can calculate the sum of balances. For example, C01, C02, C05 results in the sum of report
analysis codes C01 + C02 + C05. In this type of calculation, you can also subtract. To do
this, place the report analysis code in brackets. For example, C01, (C02), C05 results in
the sum of report analysis codes C01 – C02 + C05.
Multiplications or divisions: You can enter a maximum of three factors separated by * or /.
For example, to calculate C01/C02*C05, the system first divides C01 by C02 and then
multiplies the result by C05. You can also use constants. For example, to calculate
C01/C02*100, the system first divides C01 by C02 and then multiplies the result by 100.
This method is useful for percentage calculations.

Cascaded Calculations

You cannot combine summations and multiplications or divisions in a single calculation report
analysis code. However, you can use the result of a calculation as a component of a calculation in
another report analysis code.
Example Report analysis code C04 of type Calculate has the formula C01, (C02), C03 and report
analysis code C06 of type Calculate has the formula C04/C05*100. The result in C06 = ((C01 –
C02 + C03)/C05)*100).
You cannot use brackets in multiplication or division calculations. However, you can circumvent
this restriction using cascaded calculations.
Example If you want to calculate C05 = C01/(C02*C03), brackets are not allowed in the
formula. C05 = C01/C02*C03 does not give the correct result because this calculation first divides
C01 by C02 and then multiplies the result by C03. Therefore, you must create C04 = C02*C03 and
then C05 = C01/C04.
Be careful not to create circular references when using cascaded calculations.
Example C04=C01*C02, C05=C03/C04, and C02=C05/C06 are not allowed in the same report
tree. The value of C02 depends on the value of C05 (last calculation) and, similarly, the value of
C05 depends indirectly on the value of C02 (the first two calculations). This causes the report run
program to abort with an error message.
826 User Guide — QAD Financials

If the Analysis Type is set to Analysis on Screen 1 and you click Next, the following screen is
displayed.
Fig. 15.26
Report Analysis Type: Analysis (Screen 2)

Screen 2 lists the element types that you can filter on. Using the space bar or mouse, you can
toggle between the yes and no values in the Selected column. When you have set the filter, click
Next.
Fig. 15.27
Report Analysis Type: Analysis (Screen 3)

Screen 3 allows you to select codes beginning with a value or codes in a range of values. After you
enter the initial criteria (optional), click Next.
 Financial Report Writer 827

Fig. 15.28
Report Analysis Type: Analysis (Screen 4)

Screen 4 lists the chart records that match the initial selection. Using the space bar, you can toggle
between the yes and no value in the isSelected column. Use the Page Up and Page Down keys to
scroll through the list.
Note For COA dimension sub-account, cost center, project, intercompany and SAFs1-10, the
Code <blank> is also available on Screen 4. When <blank> is selected, it means that this report
analysis code retrieves data that has no Sub-account, Cost Center, and so on.
On this screen, you can change the values you entered on Screen 3 in the GL Account Begins and
GL Account Range fields. If you change these values, the fields on Screen 3 are blanked out,
indicating that you have manually changed the selection. However, if you do not change the
selection on Screen 4 and save the analysis code, the criteria from Screen 3 are also saved. In this
case, if new accounts are created in the chart, they are automatically added to the analysis code if
they match with the values in the GL Account Begins and GL Account Range fields.
After completing or reviewing the selection on Screen 4, click Next. If you chose only one
dimension on Screen 2, then the program returns to the first screen and the data is saved. If you
chose more than one dimension on Screen 2, Screen 3 and Screen 4 are repeated for each
additional dimension.
If you already made a selection for a dimension and you go back to Screen 3 to modify the initial
filter, the system prompts you to keep the values of the previous selection. If you choose Yes, the
selected list on Screen 4 contains the list of the old element codes plus the element codes in the
current filter. If you choose No, a new list of selected elements replaces the old selection.

Cube Daemon
The Cube daemon has the same setup, control, and monitoring options as other daemons.
However, the feeding queue of the Cube daemon is created by the History daemon. If the History
daemon is not running, the Cube daemon cannot receive any updates. You can only generate or
rebuild cubes after you have stopped the Cube daemon. (The History daemon can keep running.
The Cube daemon catches up on the missed updates when it is restarted).
The Cube daemon is always successful. This means that in the Daemon Monitor, it always
displays as successful, even if the update failed for some cubes. That is because the daemon feeds
all the cubes in the system with the status Operational. During the update, some cubes are
828 User Guide — QAD Financials

successfully updated and others may not be. The errors that occur in the update process (for
example, missing exchange rates or missing COA Cross Ref translations) are logged in the Cube
Build Log and can be checked using Cube Build Log Browse. When an error occurs for a cube,
that cube is automatically assigned the status Needs Rebuild and the daemon stops further updates
to that cube. You have to fix the root cause of the failure and use Report Cube Generate to rebuild
the cube so it becomes operational again.
Further reasons that a cube update might fail include:
• The posting has a posting date that falls outside the cube calendar.
• The posting is in a layer that is not selected for the cube.
• The posting has the daybook type Year Closing. Year closing postings are not included in the
cube.
No warning is given in any of these cases.

Report Tree Maintenance

The Financial Report Writer produces reports based on report trees. Each report tree is a hierarchy
composed of report analysis codes. There are two ways to create a report tree.
• Create report analysis codes one by one using Report Analysis Code Maintenance. Next,
create the report tree using Report Tree Maintenance. Report Tree Maintenance lets you select
report analysis codes from a list and drag them to the tree hierarchy.
• Create a hierarchy in Excel, save it as a CSV file, and upload the CSV file using Financial
Report Tree Import. This step creates the report analysis codes and the report tree.
This section describes how to create report trees using Report Tree Maintenance.
 Financial Report Writer 829

Fig. 15.29
Report Tree Maintenance

A report tree is a hierarchy built with report analysis codes. Usually, the higher levels in the tree
are totals. You can use report analysis codes of type Sub-Total for this.
Usually, the lowest levels in the tree, also referred to as leaves, are balances from accounting. You
can use report analysis codes of type Analysis for this. However, Analysis type nodes can also be
used higher in the tree. In this case, the whole branch in the tree under that code fulfills the
selection linked to that Analysis code. In addition, Calculate and Text type codes can be anywhere
in the hierarchy. See “Report Analysis Code” on page 822.

Building a Tree

Report Tree Maintenance contains two browses in the header of the screen. The first browse
contains the list of report analysis codes. The second browse contains the list of existing trees,
identified by their toproot level node. You can drag and drop from both lists.

Create a New Tree

When you open the screen, the work area at the bottom is empty. If you drag and drop a single
report analysis code into the empty work area, this report analysis code is at the top of the new
report tree. The report analysis code at the top becomes the code that identifies the whole tree. You
can continue building the tree by dragging and dropping more report analysis codes into the tree.
You can move nodes up and down in the tree, but only under the same parent node. If you need to
move a node to another parent, you have to right-click and delete it. Next, drag it from the browse
at the top and drop it in the new location.
830 User Guide — QAD Financials

When you drop an existing tree on a branch of another tree that you are building, the whole tree
that you dropped is copied into the target tree. There is no inheritance. Therefore, if you change
elements of one of these two trees, the other tree is not changed.

Modify an Existing Tree

If you start by selecting an existing report tree from the Report Tree browse and dragging and
dropping it in the empty work area, you are modifying an existing tree.

Report Tree Excel Integration

The second way to create a report tree is by using CSV files and Report Tree Excel Integration.
You can do this using Financial Report Tree Import and Financial Report Tree Export. This section
describes how to create the report tree and report analysis codes from an Excel file.

Upload From CSV

Fig. 15.30
Financial Report Tree Import

Report Chart. Specify the report chart for the report tree to be imported. This field is
mandatory.
CSV File. Specify the CSV file name and path. The CSV file contains report tree structure and
report analysis codes definitions.
Delimiter. Specify the delimiter used in the CSV file to separate the column values. It can be a
comma or semicolon, depending on the regional settings of the client computer.
Before you upload the report tree and report analysis codes, you must prepare the data in the Excel
file. To do this, start from the template Excel file delivered with the application (frtree.xlsx).
Fig. 15.31
Excel Template

If you do not have the Excel template file at hand, you can create a template by creating a small
report tree using Report Tree Maintenance and exporting the report tree to a CSV file using
Financial Report Tree Export. This export program also has an option to create an empty CSV file
with the required column headers. There are rules for preparing the Excel file:
 Financial Report Writer 831

• Follow the column structure of the template. Do not change the column order or insert or
delete columns.
• The first row of the Excel template sheet contains descriptions of the columns. Do not remove
this row.
• You can add as many rows as you want to the Excel sheet. However, do not leave blank rows
between rows with data.
• The report tree hierarchy is defined in the first 13 columns of the Excel sheet. The first column
(Excel column A) is the Level and the 12 subsequent columns contain the report analysis
codes and descriptions that make up the hierarchy (Excel columns B to M).
• The Level in column A is mandatory. It contains the hierarchy level of the report analysis
code.
Example If you enter the report analysis code in column B, the level is 1. If you enter the
report analysis code in column C, the level is 2. If you enter the report analysis code in column
D, the level is 3.
• A tree can contain only one row at Level 1. This is the top level report analysis code. It is also
the identifier for the report tree in the application.
Note You can use Financial Report Tree Import to maintain report analysis codes without
creating or updating a report tree. In that case, all rows in the Excel sheet must be assigned
Level 1. Therefore, there must be one Level 1 node or all nodes must be assigned Level 1.
• Optionally, each report analysis code can have a description. Enter the description in the
column after the Report Analysis Code column.
• In the Analysis Type column (Excel column AA), you must specify one of these values:
• A represents Analysis. It allows you to retrieve balances from the report cubes according
to criteria specified in the subsequent columns.
• S represents Subtotal. You do not need to enter further details. This node in the tree
automatically contains the sum of all underlying detail nodes (child nodes).
• T represents Text. You do not need to enter further details. No amounts are displayed for
nodes of this type. You can use text nodes to define a line of text for a report.
• C represents Calculation. You must specify a calculation formula in the Calculation
column for nodes of this type.
When the analysis type is A, the COA Type Link column is mandatory. It must be one of the
values displayed in the drop-down list of the template (entity, GL account, sub-account, cost
center, project, layer, daybook, currency, intercompany, and SAFs 1-10). When the analysis
type is A, one of these three conditions must be true. Only one condition can be true on one
row:
• The columns From Code – To Code must contain a value.
• The column Begins must contain a value.
• Some of the columns List Element 1, List Element 2, through to List Element 999 must
contain a value.
The values in List Element 1 and List Element 2 must be real values from the COA used in
Report Chart Maintenance. The exception is the use of the <blank> to indicate the report
analysis code retrieves data that has no value on this dimension. The <blank> value is
supported only for dimensions sub-account, cost center, project, intercompany, and SAFs 1-
832 User Guide — QAD Financials

10. For From Code – To Code Begins, you can use strings that do not exist as code in the
COA. All codes that fulfill the Begins condition or the From Code – To Code condition are
selected automatically.
You can have report analysis codes with multiple COA link types. For example, a report
analysis code can simultaneously have a link type of GL and a link type of sub-account. This
means that the analysis code displays the GL balances of the selected GL accounts when used
in combination with the selected sub-accounts. To create combined report analysis codes in the
Excel sheet, you must create two or more subsequent rows with the same report analysis code
and a different COA link type for each row. You cannot repeat the same report analysis code
with the same COA link type. If you need to target multiple account ranges, the work-around
is to create multiple analysis codes, add them together in a calculation code, and only display
the calculation code on the report (hiding the details).
The leaves in the tree are of analysis type A. However, it is possible to have type A nodes
higher in the hierarchy. This imposes additional conditions on the data displayed for complete
branches in the tree, in addition to the conditions imposed by the leaves. For example, the
leaves of the tree are report analysis codes of type A that select GL accounts. The main
branches of the tree have additional report analysis codes of type A that select certain entities,
representing the regions. In this example, the same report analysis codes for the leaves (GL)
can be reused in many branches.
When the analysis type is C, you must enter the calculation formula in the Calculation column
(Excel column AG). You can enter summation type calculations or multiplication and division
type calculations. The component analysis codes you use for calculations must be part of the
same report tree. This restriction is not validated when you create the report tree; only when
you use the tree to run a report.
For more information on summations, multiplication and division, and cascaded calculations,
see “Report Analysis Code” on page 822.
• Report Layout Options: The columns N to U in the Excel template are used for report layout
options. These columns can remain blank if you do not want to use these options.
• XBRL columns: You can use the V, W, and X columns in the Excel template to populate the
XBR-related fields of the report analysis code. These fields are used when you create a report
with output to an XBRL file (XML type).
Table 15.2
Excel Columns and Functions
Excel Column Description
Column N, Hide Row If you need to retrieve or calculate data, but you do not want to display the intermediate
results on the report, in the Hide Row column, enter Yes.
Column O, Print Total The default print layout on a report displays the balances of an analysis code at the point
After Detail where the code is entered in the hierarchy. This means that, by default, the sub-totals are
displayed at the beginning of a detail group. If you want the total to appear at the end of
the detail group rather than at the beginning, in the Print Total After Detail column, enter
Yes. If you apply this option to the highest level node (Level 1), the opening node is
automatically hidden. If you apply this option to other nodes, the beginning node
displays the code and description, but no total amounts.
 Financial Report Writer 833

Excel Column Description

Column P, Invert Sign of On the report, some columns display balances and other columns display activity for the
Activity selected period. When activity is displayed as Debit (ActivityDR) or as Credit
(ActivityCR) separately, the amount is always positive. When the total activity is printed
(DR and CR together), the system calculates DR - CR and represents this as a positive
amount when the result is debit or as negative amount when the result is credit. If you
want to represent the activity with an inverted sign (positive becomes negative and
negative becomes positive), in this Excel column, enter Yes. The sign is inverted after all
calculations are performed and the subtotals are summed. Therefore, the inverted sign is
only applied to the final result in the presentation.
Column Q, Invert Sign On the report, some columns display balances and other columns display activity for the
of Balance selected period. Balances (opening balances or closing balances) appear as positive
when they have a debit sign and negative when they have a credit sign. On some reports,
you may want to represent some balances with the inverted sign. This situation occurs
frequently on income statement reports, where sales are credited and expense is debited,
but you want to represent the sales as positive amounts and the expenses as negative
amounts. To invert the balance sign, in this Excel column, enter Yes. The inverted sign is
only applied to the final result in the presentation.
Column R, Insert Blank To insert a blank line on the report at the start of a new section to aid visibility, in this
Row Before Excel column, enter Yes. The blank line appears just before the node where you set the
value to Yes.
Column S, Insert Blank To insert a blank line on the report below header text or at the end of a section to make
Row After the report more readable, enter Yes in this Excel column. The blank line appears just
after the node where you set the value to Yes.
Column T - (Not used These columns are reserved for future Financial Report Writer enhancements.
(1)) and Column U -
(Not used (2))
Column V, Taxonomy There are multiple XBRL taxonomies, including IFRS XBRL and US GAAP XBRL,
each with their own specific structures and element naming conventions. Use this field
to store the taxonomy to which the report analysis code belongs.
Column W, ELR Each taxonomy can have several subdivisions, each targeting a sub-area in the reporting
that has its own relational structure, label structure, and so on. These subdivisions are
referred to as ELRs. At its most granular level, an ELR can relate to just one report. Use
this field to specify the ELR code that identifies the report structure in the taxonomy.
Column X, XBRL This is the XML element name (tag) used in the XBRL taxonomy. For example, each
Element balance row in the IFRS XBRL taxonomy has a unique XBRL element name as an
identifier (for example, AssetsAbstract).
Column Y, Comment For report analysis codes of type T, you can enter a large amount of comment text in this
field. The comment text is then printed on the report.
Column Z, Delete When you use Financial Report Tree Import to maintain report analysis codes, you can
also delete obsolete report analysis codes. If you enter Yes in this column, the system
tries to delete the report analysis code for that row. You can delete the report analysis
code if it is no longer used in a report tree.
834 User Guide — QAD Financials

Loading a CSV File

When you are finished entering data in the Excel file based on the template described above, save
the Excel file as a CSV file:
1 In the Excel Save As dialog, save the file in CSV format. You may get a warning that not all
elements can be saved in CSV format. This is because CSV format does not support special
font settings in the Excel file. You can ignore the warning.
2 Save the CSV file in a location accessible from your application server. The program is able to
read data from your local client computer directly.
3 On the QAD EE menu, under Financial Report Writer|Utilities, open Financial Report Tree
Import.
4 Specify the report chart under which you want to load the report tree you have prepared.
5 Enter the CSV file location, including the full path and filename; for example,
/users/zzz/frtree.csv. Ensure that you specify the name using the correct case when
you are addressing a UNIX server location.
If you are loading a new report tree and there are no errors, the program returns to the menu within
a couple of seconds. Verify the report tree is correctly loaded using Report Tree Maintenance and
Report Analysis Code Maintenance.
If you encounter errors during the loading process, a message is displayed, prompting you to
correct the error. The load is aborted and no updates are made.
When you update an existing report tree or existing report analysis codes, a warning is displayed.
This is because loading a tree automatically updates all report analysis codes in the tree with the
new values specified in the CSV file. If you have used the same report analysis codes in other
trees, the update affects all report trees that share the same analysis codes. If you want to avoid this
effect, use unique report analysis codes for different report trees.

Export to CSV File

You can export a report tree, all its report analysis codes, and detailed data from the application to
a CSV file. You can then use the CSV file to update the tree structure or report analysis codes and
reload the result to the application using Financial Report Tree Export.
Fig. 15.32
Financial Report Tree Export

Report Chart. Specify the report chart for the report tree you want to export. This field is
mandatory.
Top Code. Specify the report analysis code that is the root of the report tree.
 Financial Report Writer 835

Note You can enter ReportTreeTemplate as the value for the top code, even if there is no
existing tree with that name. When you use this code, an empty CSV file is generated with the
required headers. You can use this file as a template for a new report tree.
CSV File. Specify the CSV file name and path. The CSV file contains report tree structure and
report analysis codes definitions.
Delimiter. Specify the delimiter used in the CSV file to separate the column values. It can be a
comma or semi-colon, depending on the regional settings of the client computer.
You can also use the CSV file simply to verify the content of the setup in the application. This step
is especially useful in the Early Adopter versions where no Report Tree Maintenance program is
available or the Report Tree Maintenance program has no Report Layout options.
Note See columns N to U in the template description above.

To export a report tree to CSV file:

1 On the QAD EE menu, under Financial Report Writer|Utilities, open Financial Report Tree
Export.
2 Enter the report chart from which you want to export the report tree.
3 Enter the report tree top-level report analysis code. This code also identifies the whole tree.
4 Enter the server location, including the full path and filename, you want to write the file to; for
example, /users/zzz/frtree.csv. Ensure you have sufficient write permissions on that
location. Typically, insufficient permissions result in Progress error message 13, Unable to
Open the File. If the export is successful, the program briefly displays the exported tree and
returns to the menu with no further messages.
5 To verify the resulting CSV file, open it with Excel.
The CSV file contains almost exactly the same Excel file structure as the template structure
described in the Financial Report Tree Import section. The exported CSV file does not contain the
Excel formulas for the Level (column A), which are used in the template to automatically calculate
the levels.

Report Column Group Maintenance

The Financial Report Writer produces reports that have a variable number of columns. You can
define the number of columns, the content of each column, and the presentation details in Report
Column Group Maintenance.
When you create a column group, you can use it as part of the report master record that you create
using Report Master Maintenance. You can create as many column groups as you need. Each
column group is also linked to a report chart because you can specify a report analysis code as the
detailed element of a column and report analysis codes belong to a report chart.
When you start Report Column Group Maintenance from the menu, the following screen opens:
836 User Guide — QAD Financials

Fig. 15.33
Report Column Group Maintenance

Chart. Enter a report chart code. The code must reference an existing report chart.

Column Group. If you are creating a new column group, the center of the screen remains blank
and you can start to enter the column details at the end of the screen. If you enter an existing
column group, the center of the screen displays an overview of the column details. You cannot
modify columns in the center of the screen. However, you can modify the details of an existing
column at the end of the screen if you enter the corresponding column sequence number. You
can also add new columns to the end of the screen by entering a new sequence number one
higher than the highest existing sequence number of the column group. For example, if the
column group already has three columns and you want to add a new column, in the Sequence
Number field, enter 4.
Description. Enter a description of the column group. You can enter a maximum of 30
characters.
Sequence. This field contains the Column Sequence Number. You can specify up to 9999
columns.
Measure Type. Specify the type of balance that you want to display in this column. You can
choose from OpenBal, OpenBalDR, OpenBalCR, OpenBalQTY, Activity, ActivityDR,
ActivityCR, ActivityQTY, CloseBal, CloseBalDR, CloseBalCR, CloseBalQTY, Calculated.
• The OpenBal types provide the opening balance at the beginning of the reported period
(From Year and From Period).
• The CloseBal types provide the closing balance at the end of the reported period (To Year
and To Period).
• The Activity types provide the activity during the complete reported period (From
Year/Period - To Year/Period).
• The types ending with QTY provide the quantities posted on the GL account for accounts
defined with quantity analysis. The other measure types provide amounts in the
presentation currency defined in the report cube.
Column Label. Specify the label to print above the column on the report. You can enter plain
text and use special variables as part of the text. The special variables are:
• FY#: From Year
• FP#: From Period
 Financial Report Writer 837

• TY#: To Year
• TP#: To Period
• FQ#: From Quarter
• TQ#: To Quarter. Periods are mapped to quarters using a fixed logic. Periods 1 to 3 map to
Q1, periods 4 to 6 map to Q2, periods 7 to 9 map to Q3, and periods 10 to 12 map to Q4.
When you run the report, the variables are replaced by the report year and the period details
you specified on the prompt page. The variables can also be replaced by the year and period,
as calculated when comparing results with past GL periods.
Hide Column. When you include columns in calculations, you may need an extra column to
store an intermediate calculation result you do not want to display on a report. In this case, set
Hide Column to Yes.
Period Type. This field indicates which period data to include in the column. There are four
period types:
• Quarter
• Compare Quarter
• Prompt
• Compare
When you select Quarter or Compare Quarter, you can put columns with quarterly totals next
to columns with monthly totals on the same report. You can compare, for example, monthly
figures for this year to figures for a particular quarter.
When you select Prompt, the column contains data for the year periods entered on the prompt
page when running the report. For example:
• You run a report for 2011/01–2011/03. The measure type is Activity. The column contains
the activity for the period 2011/01–2011/03.
• You run a report for 2011/01–2011/03. The measure type is OpenBal. The column
contains the opening balance at the beginning of 2011/01.
• You run a report for 2011/01–2011/03. The measure type is CloseBal. The column
contains the closing balance at the end of 2011/03.
When you select Compare, the column contains data from a prior GL period you want to
compare with. Instead of showing the activity or balance for the report period entered on the
prompt page, the program displays the balance of a previous reporting period. To define the
prior period to report on, use the Compare type and Offset fields.
Compare type. When the Period Type field is set to Compare, this field lets you indicate what
values to compare with. The options are:
• ReportPeriod: Compare with a previous report period going back one to three reporting
periods.
• ReportYear: Compare with a prior report year, going back one to three report years.
Note The ability to compare data is only available if the reporting cube also spans this time
frame. For that reason, it is recommended you maintain report cubes with data that spans two
report years. For example, if you maintain a cube with data from 2009–2010 and 2010–2011,
you have data from the prior year to compare in the same cube.
838 User Guide — QAD Financials

Offset. When the Period Type field is set to Compare, this field lets you enter the number of
periods or years you want to go back for the comparison. For example, for a column, you
specify:
• Period Type = Compare
• Compare Type = ReportPeriod
• Offset = 3
You then run a report for 2011/01 to 2011/03 and the measure type is Activity. The comparing
column contains the activity for the period 2010/10–2010/12. When running the report, the
program goes back three report periods relative to the selected period.
Formula. If you specify Calculated in the Measure Type field, enter a calculation formula in
this field. Calculations are always performed using the values from other columns or using
constants. The reference to a column in the calculation is in the format letter C followed by a
column number with no leading zeros; for example, C9. Component columns must be part of
the same column group. This restriction is not validated when you create the column group;
only when you use the tree to run a report.
Note For more information on summations, multiplication and division, and cascaded
calculations, see “Report Analysis Code Example” on page 823.
Analysis Code. This optional field allows you to specify a report analysis code. This is useful
if you want to include side-by-side comparisons in the report. For example, to compare the
balances of several entities side-by-side, you can create a special report analysis code for each
targeted entity and create a column for each entity that contains the corresponding analysis
code. As a result, only the balances of the targeted entities are displayed in each column.
You can do this for any dimension of the COA. You can compare entities, sub-accounts, cost
centers, SAFs, GL accounts, layers, and other elements side-by-side in columns. The report
analysis code must belong to the chart specified in the header of the report column group.
When you have entered all the detail fields for a column, the program prompts you to enter details
for the next column. When you have finished, use F4 or the Back button to exit the program. Each
column you have completed is automatically saved. You can also delete the last column of a group
by entering delete in the Measure type field for the last column. This feature is not supported in
other columns.

Report Master Maintenance

The Financial Report Writer produces reports that have variable layouts. The report hierarchy is
defined when you create a report tree. The report columns are defined in Report Column Group
Maintenance and these two elements can be combined in the report master record. The report
master also controls a number of general report layout options.
Creating a report master record is also the last step in the setup before you can actually run a
report. You can create as many report master records as you need different report layouts. The
report tree and the column group components of the report master are linked to a report chart. As a
result, the report master is linked to the same report chart as the report tree and column group that
are part of the report master.
When you start Report Master Maintenance from the menu, the following screen opens:
 Financial Report Writer 839

Fig. 15.34
Report Master Maintenance

Report Master Code. Enter a report master code that uniquely identifies the report master
record in the system.
Description. Enter a description of the report master. This description is displayed in lookup
browses.
Report Chart. If you are creating a new report master record, you must enter a report chart
code. This code must relate to an existing report chart. All subsequent elements of the report
master must be linked to the same report chart. The elements are report tree, column group,
and controlling report analysis code.
Title. Enter the title to print at the beginning of report. You can enter plain text and you can
also use the special variables as part of the text. These special variables are replaced on the
report with the report year and period details you specify when you run the report. The special
variables are:
• FY#: From Year.
• FP#: From Period.
• TY#: To Year.
• TP#: To Period.
• FQ#: From Quarter.
• TQ#: To Quarter. Periods are mapped to quarters using a fixed logic. Periods 1 to 3 map to
Q1, periods 4 to 6 map to Q2, periods 7 to 9 map to Q3, and periods 10 to 12 map to Q4.
Report Tree. Enter a report tree code. This is the top-level report analysis code for the report
tree, also referred to as the root node. This must be an existing report tree linked to the report
chart as specified in the report master. The report tree specified here determines the printed
report hierarchy structure, including all detail layout options that you can set using Financial
Report Tree Import from a CSV file.
Description. This field displays the description of the report tree. It is read only.

Column Group. Enter a column group code. This must be an existing column group, linked to
the report chart specified in the report master. The column group specified here determines the
column layout of the report. See “Report Column Group Maintenance” on page 835.
Description. This field displays the description of the column group. It is read-only.
840 User Guide — QAD Financials

Label For Code/Desc. Specify the label you want to print as the column header label above the
report tree hierarchy. This is on the left part of the layout.
Code/Description/Both. Specify whether to print the code, the description, or both for the
report tree hierarchy.
• Code: Only the report analysis code as used in the tree.
• Description: Only the description of the report analysis code as used in the tree.
• Both: The code and the description of the report analysis code as used in the tree.

#Twips Indent. The report tree hierarchy on the report prints child nodes, indented relative to
their parent. Use this field to specify the size of the indent in twips. Three hundred twips are
approximately 0.7 cm.
Secured for Roles. You can secure reports so only certain users can run them. In general, when
the Secured For Roles field is blank, you can only run a report if you have access to all the
entities involved in the report, including permission to use the menu Financial Report Run in
each entity.
Optionally, you can specify a role that a user must have in each of the involved entities. When
you specify more than one role here, a user needs to have only one of the roles in each
involved entity.
If a user does not have the required permissions for some of the entities involved in the report
but wants to run the report for the entities where the user has permissions, it is possible to
create an additional filter analysis code. This code filters out the forbidden entities and uses
this analysis code is as a Filter Analysis Code in the Financial Report Run selection screen.
The user can then run the report for the allowed entities only.

Financial Report Run

When you select Financial Report Run from the menu, the following screen opens:
Fig. 15.35
Financial Report Run

Report Master Code. Enter the report master code for the report. You can select the code from
the lookup. This field is mandatory. The report master determines the layout of the report, such
as columns, indents, and style.
Cube Name. Enter the report cube where the report data is stored. You can select the cube
name from the lookup. This field is mandatory. The report cube determines where the report
amounts are retrieved from and determines the presentation currency and the report calendar.
 Financial Report Writer 841

COA Type. Specify a dimension to explode analysis codes in the report. This field is optional.
An exploded analysis code displays each of its components in a separate line. You can specify
the dimensions for which the explosion applies. For example, the analysis code SALES is
defined for a range of GL accounts. If you do not specify a COA type when running the report,
the report displays the value amount of the GL accounts included in SALES. If you specify
Entity as the COA type, the report displays the subtotals for each entity of SALES on a
separate line.
The dimension must be included in the report cube. Otherwise, the report cannot display
details if the data for the dimension is not collected in the cube. Dimensions, such as GL
account, sub-account, cost center, project, SAF, daybook, entity, layer and intercompany, are
always available in a cube.
Filter Analysis Code. Specify a report analysis code. The code must be type A. The selection
of the Filter Report Analysis code is applied to the whole report tree. This field is optional.
From Year. Specify the first year for which to run the report.

To Year. Specify the last year for which to run the report.

From Period. Specify the first period for which to run the report.

To Period. Specify the last period for which to run the report.
To indicate the time range of the report, specify at least one year and period in the From
Year/Period or To Year/Period fields. If you only enter the From Year/Period or To
Year/Period, the end of the range is automatically set to the same year and period.
To save the report run settings as a report variant, on the header, click the Save As field.
Specify a name for your report filter. The next time you run the report, to find your filter in the
drop-down list, on the header click the Open button. Click the variant you want to use. The
filter fields are filled automatically with the previously saved settings.
To run the report, on the header, click the Run button. The Viewer tab displays the report
result.
842 User Guide — QAD Financials

Fig. 15.36
Financial Report Run Result

To print the report, click the Print button. You can also export the report to different formats such
as PDF and Excel. Click the drop-down list next to the Run button, select the format you want to
export to, and click Run. The report is displayed in the selected format. To export the result to a
file, click the Save button.
 Chapter 15

General Ledger Report Writer

The General Ledger (GL) Report Writer lets you produce financial reports based on user-defined
hierarchies on any GL segment.
Introduction 806
Introduces the GL Report Writer.
Implementing GL Report Writer 807
Describes the steps required to implement the GL Report Writer.
Setting Up Report Components 811
Describes the main components of GL Report Writer reports.
GLRW Budgets 828
Create and maintain budget data used in GL Report Writer reports.
Defining Reports 831
Define the appearance of GL Report Writer reports.
Running Reports 837
Use Run Report to generate a report.
Checking Reports for Errors 839
Check the report definition for inconsistencies or errors.
Managing Report Images 841
Run inquires on report images.
806 User Guide — QAD Financials

Introduction
The GL Report Writer lets you run financial reports previously created in an earlier version of a
QAD ERP application, and lets you produce financial statements not supported by structured
reports. You can report on transactions in the official layer of the current domain, and in the base
and transaction currencies.
Note You cannot use the GL Report Writer to report on transactions in the statutory currency.

The function uses GL data from COA elements (excluding SAFs) and entities as the basis for
reporting. This gives you the flexibility to define your financial reports based on the criteria you
set.
The GL Report Writer uses its own set of budget data that can be defined using GLRW Budget
Maintenance (25.17.4.1), and retrieves actuals data from the posting history table.
Note GLRW Budget Maintenance is used as the basis for GL and budget reporting for accounts,
sub-accounts, cost centers, and projects, and for GL Report Writer reports alone. Another function,
Budget Create (25.5.1.1), lets you create GL budgets for groupings of accounts for a single entity
or for multiple entities with the same shared sets. See Chapter 12, “Budgeting,” on page 725.
The GL Report Writer uses its own set of database tables, based on account balance information
from standard general ledger tables, and based on transactions in the official layer only. The GL
Report Writer tables store financial balances, rather than individual GL transactions. The system
retrieves pre-calculated information rather than making calculations when running the report. As a
result, the system generates reports faster.
Figure 15.1 illustrates the flow of information from the GL transaction tables to the GL Report
Writer tables and to the reports you create.
Fig. 15.1
GL Report Writer Information Flow

Standard
StandardGLGL Report
Report Writer
Writer Report
Report
Tables
Tables Synchroni-
Synchroni- Tables
Tables Definitions
Definitions Finished
Finished
(Store
(Store zation
zation (Store
(Store (Extract
(Extract Reports
Reports
Transactions)
Transactions) Balances)
Balances) Data)
Data)
 General Ledger Report Writer 807

Implementing GL Report Writer

Implement GL Report Writer in several steps. Some of these are optional. Figure 15.2 summarizes
the implementation task flow.
Fig. 15.2
Implementation Tasks

Create
CreateGLGLaccounts
accountsfor
for Set
Setrounding
roundingmethod
methodfor
for
current
currentyear
yearretained
retainedearnings
earnings reporting
reportingunit.
unit.
and income offset.
and income offset.

Define
Definerange
rangeofofperiods.
periods. Define
Definecontrol
controlsettings.
settings.

Synchronize
Synchronizereport
reportwriter
writer
Change
Changecharacter
characterset.
set. tables
tableswith
withsystem
systemtables.
tables.

Establish
Establishreporting
reportingunit
unitofof Set
Setup
upsecurity.
security.
measure.
measure.

optional task

Important These steps assume you have completely implemented the General Ledger module.

Create GL Accounts
GL transactions are stored individually in one set of tables. However, the report writer tables store
balances. The GL Report Writer needs the accounts for each period to be balanced.
For periods to balance correctly when the two sets of tables are synchronized, the system offsets
the income statement accounts using current year income offset and the balance sheet accounts
using current year retained earnings.
Make sure the current year income offset standard account and the Result of Current Year system
account are set up in the general ledger. Do not post any transactions to these accounts. The Result
of Current Year system account is used by the Trial Balance report, Balance Sheet report, Income
Statement report, and Trial Balance View, in addition to the GL Report Writer.
1 Use GL Account Create (25.3.13.1) to set up the Current Year Income Offset account.
Complete the fields as follows.
• GL Type: Standard
• Category: Liability
• Analysis: None
• Active: Yes

2 For Current Year Retained Earnings, create a system account with system type Result of
Current Year.
808 User Guide — QAD Financials

See “Creating GL Accounts” on page 78 for more information on creating system and
standard accounts.
When you produce a trial balance with GL Report Writer, include Current Year Income Offset and
Current Year Retained Earnings.

Set Range of Periods

You can set up the report definitions using quarters rather than a range of periods. Use Quarter
Maintenance (25.17.23) to specify the Period Start and Period End values for each quarter in a
given year. For consistency, start with the first year in the GL calendar and complete all the years
up to the present.
The year and periods must be defined in the GL calendar. Once you have quarters set up, you can
reference them in Column Group Maintenance (25.17.7).
Note You cannot use the GL Report Writer to report on correction periods.

You can implement this feature at any time. There is no restriction on how many periods a quarter
can encompass.
Quarters are used for reporting. They have no other effect.
Fig. 15.3
Quarter Maintenance (25.17.23)

Define Reporting Units

Create reporting unit codes to define which scale units and rounding methods a report should use
for a given section. Use reporting unit codes in rows, columns, the report record itself, or as a run-
time override.
A reporting unit code includes two elements:
• A scale unit to convert report amounts to the desired reporting units. The system does this by
dividing the original amount by the scale unit.
• A rounding method to indicate how the amount is rounded after being transformed to the
desired units.
The system automatically creates three codes the first time you run Reporting Unit Code
Maintenance (25.17.12.5).
 General Ledger Report Writer 809

Table 15.1
System-Generated Reporting Unit Codes

Reporting Unit Code Scale Unit Rounding Method

W (whole units) 1.00 1 (ones)
T (thousands) 1,000 1 (ones)
M (millions) 1,000,000 1 (ones)

Define any necessary rounding methods in Rounding Method Create (26.2.1) before creating
reporting unit codes in Reporting Unit Code Maintenance.

Rounding Methods
The rounding method specifies how system-calculated amounts are rounded to the nearest tenth,
hundredth, and so on. Different regulatory environments often require different rounding methods.
In one country, amounts are rounded to the nearest tenth, but in another, to the nearest hundredth.
As part of a report’s definition, you can select a rounding method for each reporting unit code. The
system provides three standard rounding methods. You can modify these or add to them with
Rounding Method Create (26.2.1). See “Rounding Methods” on page 54 for more information.

Set Up Control Settings

In GL Report Writer Control (25.17.24), specify the two accounts required to synchronize the
database tables:
• Current Year Income Offset account number
• Current Year Retained Earnings account number

You can also change the current period. The system uses the current year and current period on
reports that define a period relative to the current period, such as six months prior to the current
month.
Fig. 15.4
GL Report Writer Control (25.17.24)

You can accept

defaults for all
but these two
fields. They must
be valid account
numbers.
810 User Guide — QAD Financials

Synchronize Tables
Use Synchronize G/L Data (25.17.21) to load financial data into the GL Report Writer tables.
These tables are the source for reports you create.
You must run the synchronization to initialize the report writer tables. Then run it regularly to keep
it up to date. The first time you run Synchronize G/L Data, the system creates new records and
indexes in the report writer tables.
During a regular maintenance run, the synchronization recalculates account balances. If the
balances have changed, the report writer tables are updated. If a new GL item has been added—
such as a new account—the synchronization checks the analysis codes tables and updates them as
needed.
To speed the daily run time of synchronization, you can perform a special run with dates specified
to the end of the year. This special run sets up records and indexes for future periods so that daily
synchronization can quickly update those records. Otherwise, the synchronization must create new
records each time. You should perform this special synchronization at the beginning of the year.
Fig. 15.5
Synchronize G/L Data (25.17.21)

1 For the initial synchronization run, enter the last period of the year in Actual Period and
Balance Period.
2 Accept the default No for the Recalculate and Delete fields.
3 Enter the batch ID. You can use the same batch ID used for Transaction Post—but make sure
Operational Transaction Post (25.13.7) runs before Synchronize G/L Data. Use Batch Request
Detail Maintenance (36.14.3) to set the Priority field to zero or any number less than the
priority of Operational Transaction Post.

Set Security
Consider setting menu security for several menu items.
• GL Report Writer Control (25.17.24)
 General Ledger Report Writer 811

• Synchronize G/L Data (25.17.21)

• Quarter Maintenance (25.17.23)
• Rounding Method Create (26.2.1)
• Reporting Unit Code Maintenance (25.17.12.5)
• Modify Maintenance Security (25.17.12.15)

See User Guide: QAD Security and Controls for information on security.
In addition to role-based security, the system lets you build security into individual database
records, fields, sites, GL accounts, and so on. Therefore, security is unnecessary for these
components. However, you can also establish security for these menu items.

Setting Up Report Components

A report definition is made up of data retrieval specifications or queries. The easiest query would
be one GL item for one period. For example, you can define a report on account 1040 for period 1.
A report has three main components:
• Row groups: GL items
• Column groups: periods
• Report records: an optional global query

You can specify either a single GL item or an analysis code, which is a grouping of items. GL
items include accounts, sub-accounts, cost centers, projects, and entities. You can also use analysis
codes to set up controlling hierarchies. These let you sort report data into several different
iterations.
Before actually defining a report, first decide how you want to use the reports and then set up the
components you need.
Fig. 15.6
Workflow for Setting Up Report Components

Plan
Planhow
howreports
reportswill
willbe
beused.
used. Define
Definerow
rowgroups.
groups.

Set
Setup
upanalysis
analysiscodes.
codes. Define
Definecolumn
columngroups.
groups.

Planning Reports
If report components are correctly defined, they can be combined in different ways to create
multiple variations of a report. Table 15.2 summarizes some planning considerations.
812 User Guide — QAD Financials

Table 15.2
Report Writer Planning Considerations

Consider Example Note

What distinct group of All sales accounts. Create analysis codes for these
items do you need? groups.
Show a total figure for the items in the
analysis code or a detailed list.
What combinations of All sales accounts for Specify any combination of account,
items do you need? cost centers 100, 200, sub-account, cost center, project, or
and 300. entity.
Do you need multiple One report iteration for Set up a controlling hierarchy to sort
iterations of a report? each entity. data into several different iterations.
Do you need Enter formulas within rows and
calculations? columns.
What names do you Enter any name for each report
want for the report component, including the same name
components? for all components.

Analysis Codes
Use GL analysis codes to group GL items of a given type (accounts, sub-accounts, cost centers,
projects, or entities). An analysis code can also link other analysis codes together into a larger
structure. Use this feature when your report must summarize data in a unique way, such as a
controlling hierarchy. See “Using Controlling Hierarchies” on page 834.
Analysis codes have various effects on reports. When used in a row, the GL items within an
analysis code can appear as lines on the report—provided you choose to explode the analysis code.
Otherwise, the system uses the analysis code mainly as data retrieval criteria. For example, if you
do not explode the analysis code in a row, it generates one summary figure for all the items within
it.
The system checks analysis codes during synchronization and updates them if necessary. If an
analysis code specifies accounts between 2000 and 2999 and you add account 2301 to the chart of
accounts, the system adds that account to the analysis code.
Fig. 15.7
Analysis Code Maintenance (25.17.1)

Different
screens display
based on
whether Link To
is Item or Code.

G/L Type. Enter either accounts, sub-accounts, cost centers, projects, or entities.
 General Ledger Report Writer 813

Analysis Code. Enter an eight-character alphanumeric code.

Link To. Enter Item to select one or more GL account numbers or Code to link to other
analysis codes.
Copy Code. Specify a field to copy its structure.
A new analysis code is created using the code provided, and the complete analysis structure is
copied.
This field is only available when creating a new record.
Status. Enter Test or Live. Initially enter Test, then change to Live once you have successfully
generated a report with this analysis code. This is for reference only and has no effect on report
processing.
Comments. Enter Yes to add notes.

Security Groups. Leave blank to grant access to all users. Add security groups to limit access.
If you add security groups, make sure to add your own user ID. Use commas to separate
multiple user IDs.
There are two ways to use Analysis Code Maintenance: linking GL items or linking together other
analysis codes.

Link Analysis Codes to GL Items

Specify Item in the Link To field to create an analysis code linking together GL items.
Fig. 15.8
Analysis Code Maintenance, Item Selection

From/To G/L Code. Enter a GL code or range of codes, such as accounts or cost centers,
depending on the type of GL analysis code you defined.
Wildcard. Enter a string of characters and a wildcard character (period or asterisk). A period (.)
matches any character for that position. For example, .400 matches 3400, 4400, 5400, 6400.
An asterisk (*) matches any string of characters (including none) for that position. For
example, 35* matches 3510, 350, 35950.
814 User Guide — QAD Financials

Further refine your selection by adding or removing individual items, shown in the G/L Item
Selector frame. An asterisk indicates that an item is selected.

Link Analysis Codes Together

Specify Code in the Link To field to link analysis codes. This lets you summarize data in a variety
of ways.
Example Management wants to see the results for regions 1 and 2. You have analysis codes built
for the cost centers in each region. Rather than linking to the cost centers in regions 1 and 2,
simply link the analysis codes you have already set up for those regions.
Fig. 15.9
Analysis Code Maintenance, Code Selection

Link Code. Enter the analysis codes you want to link to. Add a new analysis code to the one
you are defining, or select a code already attached and change its sequence order or delete it.
The display frame on the upper left shows the analysis codes you have linked to and their
sequence order. The right frame displays the structure of each analysis code and shows
whether it links to GL items or to other analysis codes. If the link is to a code, the analysis
codes linked within it display.
Seq. Enter the sequence order for the analysis code selected in Link Code. Use a decimal
figure to insert a code between two existing ones. Sequence numbers are reset to integers after
inserting or deleting a code. The top left frame shows the existing sequence of the analysis
codes you have linked together. The right frame shows the same structure in more detail,
including the GL items for each analysis code.
 General Ledger Report Writer 815

Viewing Analysis Codes

Three programs display information on analysis codes.

Table 15.3
Tools for Checking Analysis Codes

Menu No. Name Function

25.17.2 Analysis Code Inquiry Shows the exploded view of one analysis
code.
25.17.13.1 Analysis Code Listing Shows the exploded view of one or more
analysis codes.
25.17.3 Where Used Inquiry Shows which analysis codes reference a
specific GL item.

Renaming Analysis Codes

An analysis code’s name cannot be the same as a GL item code regardless of GL type. A GL item
can be added that conflicts with an existing analysis code. Because the GL item cannot be
eliminated or renamed, use Rename Analysis Code (25.17.12.13) to change the name of the
existing analysis code.

Row Groups
A row group is a set of data retrieval specifications that the system uses to create the lines of the
report. Row groups are reusable. You can combine them with various column groups to produce
different reports using Report Maintenance.
Plan the general organization of the rows in advance because you cannot move them once they are
created. However, you can insert rows or delete them as needed. Any changes you make to a row
group updates the reports that use it.
You can define three types of row groups.
• Text Rows. Text rows print one or more lines within the row labels column.
• Data Rows. These rows set up the data retrieval specifications. Create a data row for each
segment of data you want on the report. You can specify either a single GL item (such as
account 1000) or an analysis code. Analysis codes define a group of similar GL items (for
example, all inventory accounts). If you use an analysis code, you can explode the detail,
causing the GL items within the analysis code to appear on the report. See “Analysis Codes”
on page 812.
• Calculation Rows. These rows perform an operation on one or more rows. Calculation rows
can only refer to rows above them.
Use Row Group Maintenance (25.17.5) to establish a row group.
816 User Guide — QAD Financials

Fig. 15.10
Row Group Maintenance (25.17.5)

Row Group. Enter up to eight characters to uniquely identify the row group.

Copy Code. Enter a row group code to create a new code based on the one specified. All rows
within the row group are copied. This field is editable only when the record is new. You can
copy only row groups to which you have access.
Description. Enter a brief description of the new row group (up to 24 characters).

Row Width. Enter the width, in characters, of the column that shows the row labels for this row
group on your reports. Accept the default from GL Report Writer Control or assign a new row
width.
Control Report By. Optionally, enter the GL code to which the controlling hierarchy analysis
code applies. This determines the type of analysis code selected in the Using Analysis Code.
You can assign a controlling hierarchy in Row Group Maintenance (25.17.5) or Report
Maintenance (25.17.9).
See “Using Controlling Hierarchies” on page 834.
Using Analysis Code. Specify the analysis code used to set up a controlling hierarchy. The
controlling hierarchy feature is optional.
Continuous Page Numbers. Enter No to restart page numbers for each controlling hierarchy
group.
Status. Select Test or Live. The field is for information only, and has no effect on how report
components operate. Use test to develop your row groups, and change the status to live when
you have run the report successfully.
Comments. Enter Yes to view the comments screen.

Security Groups. Leave blank to grant access to all users. Adding security groups in this field
limits access to the listed users. If you add security groups, be sure to add your own user ID.
Use a comma to separate user IDs.
 General Ledger Report Writer 817

Fig. 15.11
Row Group Maintenance, Second Screen

Type determines
which screen
appears next.

Row. Enter a four-character numeric identifier for this row.

Type. Enter the function of the row—Text, Data, or Calculation. Once you complete the
process for defining a row, you cannot change its type.
Indent. Enter the number of characters the row label is indented on the report.

Label. Enter an alphanumeric row label. Can be blank. For text rows, the label appears before
the text. For data and calculation rows, the label appears alongside the row figures. If the row
includes exploded lines of detail, the system uses the names of the GL items as labels, and the
label appears on the total and title lines. The width of the label is controlled by the Row Width
field. See “Row Width” on page 816.

Creating Text Rows

If you enter T for Type on the second screen of Row Group Maintenance, a Text Row frame
displays.
Fig. 15.12
Row Group Maintenance, Text Row

Text. Enter the text to appear after the row label. All text appears within the width assigned for
row labels. Any words that extend beyond the row width wrap onto the next line. However, if
a single word extends beyond the row width, the system cuts off the letters that do not fit. See
“Row Width” on page 816.
Lines To Skip. Enter the number of blank lines to be printed after this row. If the row is
exploded, the specified number of lines is printed after the Total line.
818 User Guide — QAD Financials

Creating Data Rows

If you enter D for Type on the second screen of Row Group Maintenance, the Data Query
Specifications frame displays.
Fig. 15.13
Row Group Maintenance, Data Query Specifications

AC/GL. Indicate whether the query specification type is an analysis code or a GL item. Specify
either a single GL item or a group of items defined by an analysis code.
Code. Enter the GL item code or analysis code.

Expl. Set to Yes to explode a corresponding analysis code. If No, the report summarizes all
analysis code components as one number. An exploded analysis code shows each of its
components in a separate line. An explode field can be affected by the combined settings of
other explode fields and the Order field. For example, if an analysis code is not exploded in a
row, the explode fields for analysis codes with Order values lower than its own are forced to
the default No.
Order. Set a priority level, if more than one type of GL item is specified for this row.

Data Rows and Multiple GL Types

Within data rows, you can sort data with a combination of GL types. For example, specify sales
revenue accounts for cost center 100 or for project 555 or both.
The results depend on the sorting order you specified in the Order field of the Data Query
Specifications frame and whether you have any exploded analysis codes. The lower the order
number, the higher the level.
Example The order of a sales account analysis code and a cost center is:
Cost Center 100 Order 1
Sales Acct. Analysis Code Order 2

The cost center is on a higher level than the sales account analysis code. The system retrieves the
figures for the accounts based on cost center. If the order is switched, the system then retrieves
figures for the cost center based on each sales account.
Either way, the total figure for the row is the same. You only see a difference if you choose to
explode the items in the sales account analysis code.
 General Ledger Report Writer 819

Figure 15.14 shows an example of exploded items and an exploded row. On the left are the data
query specifications and the possible combinations of the specified items. On the right, the
resulting lines on the report are a row explosion.
Fig. 15.14
Row Explosion

Data Query Specifications

Code Description Explode O rder
Acct: A Accounts A1, A2, A3 Yes 3
CC: C Cost Ctrs C1, C2 Yes 2
SubA:
Proj:
Enty: E Entities E1, E2 Yes 1

Exploded Item s Exploded Row

Entities Cost Centers Accounts Row Label

(Order 1) (Order 2) (Order 3) E1–Title
C1–Title
E1 A1
C1 A2
A1
A2 A3
A3 C1–Subtotal
C2–Title
A1
C2
A1 A2
A2 A3
A3 C2–Subtotal
E1–Subtotal

E2 E2–Title
C1
A1 C1–Title
A2 A1
A3 A2
A3
C2 C1–Subtotal
A1 C2–Title
A2 A1
A3 A2
A3
C2–Subtotal
E2–Subtotal
Row Total

To see the row explosion for your report, go to Report Content Listing (25.17.13.6). The
indentations in the finished report come from the Sub Indent field, which you specify for each GL
type in the specifications.
If you deactivate the explosion for one of the lower levels, the system summarizes it in the next
higher level. Figure 15.15 illustrates how the report looks with the explosion set to No for the
account analysis code.
820 User Guide — QAD Financials

Fig. 15.15
Unexploded Rows
Data Query Specifications
Code Description Explode Order
Acct: A Accounts A1, A2, A3 No 3
CC: C Cost Ctrs C1, C2 Yes 2
SubA:
Proj:
Enty: E Entities E1, E2 Yes 1

Exploded Items Exploded Row

Entities Cost Centers Accounts Row Label

(Order 1) (Order 2) (Order 3)
E1–Title
E1 C1 (A1 + A2 + A3)
C1
A1 C2 (A1 + A2 + A3)
A2 E1–Subtotal
A3
E2–Title
C2 C1 (A1 + A2 + A3)
A1
C2 (A1 + A2 + A3)
A2
A3 E2–Subtotal

Row Total
E2
C1
A1
A2
A3

C2
A1
A2
A3

If the sort order is different, you get a different result, as shown in Figure 15.15. In this case, the
order changed between account and cost center, so the cost centers now summarize into each
account.
This figure also shows what happens when a particular combination of GL items does not exist in
the GL settings (no match). The resulting report leaves out items that do not have a proper match.
 General Ledger Report Writer 821

Fig. 15.16
Different Sorting Order
Data Query Specifications
Code Description Explode Order
Acct: A Accounts A1, A2, A3 Yes 2
CC: C Cost Ctrs C1, C2 Yes 3
SubA:
Proj:
Enty: E Entities E1, E2 Yes 1

Exploded Items Exploded Row

Entities Accounts Cost Centers Row Label

(Order 1) (Order 3) (Order 2) E1–Title
A1–Title
E1 C1
A1 A1–Subtotal
C1 A2–Title
C2 (no match) C1
C2
A2 A2–Subtotal
C1
C2 A3–Title
C1
A3 C2
C1 A3–Subtotal
C2 E1–Subtotal
E2

A1
C1 E2–Title
C2 A1–Title
C1
A2 C2
C1 (no match) A1–Subtotal
C2 A2–Title
A3 C2
C1 A2–Subtotal
C2 A3–Title
C1
C2
A3–Subtotal
E2–Subtotal
Row Total

Creating a Calculation Row

If you enter C for Type on the second screen of Row Group Maintenance, a Calculation Row
frame displays.
Fig. 15.17
Row Group Maintenance, Calculation Row

Formula. Enter the formula for the calculation; for example, calculate the sum of rows 10 and
20 with the formula R10 + R20.
Formulas can use only +, -, *, and / as operators.
822 User Guide — QAD Financials

Retain Sign. Set to Yes to retain value of sign even if Reverse Sign for the row group is Yes in
the Print Control frame. For example, credit balances are stored as negative numbers. The
reverse sign option is useful to show a credit balance (such as sales) as a positive number on
the report.
The Calculation Row frame is followed by the Print Control frame. Print Control sets up the row
format.

Print Control in Rows

The last step in defining a row group is to complete the Print Control frame.
Because both rows and columns can perform calculations and can have different formats and
rounding methods, you must specify which calculation, format, and rounding method to use in the
cell where the row and column meet. If there is a conflict between a row and column, the system
looks at the Precedence field in Print Control for the row to determine which to use.
Fig. 15.18
Row Group Maintenance, Print Control

Precedence. Set to Row to allow row settings and calculations to override column settings. If
set to Column, column settings and calculations override row settings. This field defaults from
GL Report Writer Control (25.17.24). Conflicts can occur over format or rounding if both the
row and column in a report prohibit an override.
Reverse Sign. Set to Yes to retain the sign assignment for this row. For example, credit
balances are stored as negative numbers. The reverse sign option is useful to show a credit
balance (such as sales) as a positive number on the report. Formulas that reference a row
where Reverse Sign is Yes operate on the number with the reversed sign.
Print. Change to No to suppress printing of this row.

Format. Set the format for numeric quantities printed in this row. This field accepts any valid
numeric format, as defined in the Progress language. The default format is taken from the
Format field in GL Report Writer Control (25.17.24). The default format can be overridden by
setting Allow Override to No.
Allow Override. This field indicates whether row definition settings can be overridden by
values set in Report Maintenance (25.17.9) or Run Report (25.17.17). In general, use the
default Yes for all rows and columns so that you can reuse them in various report iterations. If
this field is No for both row and column, the system uses the setting in Precedence.
Note Prohibit overrides by setting Allow Override to No.
 General Ledger Report Writer 823

Apply Curr Symbol. Enter Yes to have the report include the currency symbol for this row. For
exploded rows, the symbol appears on every line produced on the report.
Rounding. Identify the rounding method used on this report. The code is used to convert units,
such as millions to thousands, and round the report amounts. See “Rounding Methods” on
page 809. Reporting unit codes are defined in Reporting Unit Code Maintenance (25.17.12.5).
Lines To Skip. Enter the number of blank lines to be printed after this row. If the row is
exploded, the specified number of lines is printed after the TOTAL line. The default is zero.
Zero Suppression. This field controls printing from rows when every column in the row
evaluates to zero, and when the zero suppression setting on the row allows the report to take
control. Enter one of the mnemonics shown in the language detail pop-up window.
Page Break After Total. Enter Yes to force a page break after this row. If the row is exploded,
the page break occurs after the TOTAL line.
Pre-Underline Character and Post-Underline Character. Enter a character to be used for
underlining the Total and Subtotal lines. The default is blank, designating no underline.
Because the underline option is character-based, the system prints an additional line
containing the specified underline characters.

Column Groups
Columns combine with rows to define a report. Like rows, columns set up data selection criteria
and can use analysis codes for data retrieval. The column group is reusable. You can combine it
with various row groups to produce several different reports using Report Maintenance (25.17.9).
Plan the general organization of the columns in advance because you cannot move them once they
are created. However, you can insert columns or delete them as needed. Any changes you make to
a column group updates the reports that use it.
You can define three types of column groups.
• Actual Columns. These columns set up specifications for data retrieval. For example, a
column can specify current period ending balances for all cost centers.
• Budget Columns. These are similar to actual columns but include budget instead of actual
data. Optionally, you can set the column to report actual data when it is available.
• Calculation Columns. Calculation columns perform operations on other columns or report
cells (intersections between a row and column).
Use Column Group Maintenance (25.17.7) to set up columns in a report.
824 User Guide — QAD Financials

Fig. 15.19
Column Group Maintenance (25.17.7)

The first screen of Column Group Maintenance is nearly identical to Row Group Maintenance,
and the fields operate the same way.
Fig. 15.20
Column Group Maintenance, Second Screen

Column. Enter a four-character numeric identifier for this column.

Type. Enter the function of the column—Actual, Budget, or Calculation. Once you complete
the process for defining a column, you cannot change its type.
Column Width. Enter a numeric value between 0 and 99 as the column width on the report. The
value is in fixed-width characters.
Description. Enter a brief description of this column.

Creating an Actual Column

If you enter A for Type on the second screen of Column Group Maintenance, an Actual or Budget
Query Specifications frame displays.
 General Ledger Report Writer 825

Fig. 15.21
Column Group Maintenance, Actual or Budget Query Specifications

These fields are active

only for budget columns.

AC/GL. Indicate whether the query specification type is an analysis code or a GL item. The
choices are Item or Code. Specify either a single GL item or a group of items defined by an
analysis code.
Code. Enter the GL item code or the analysis code.

Year. The period bucket from which data is extracted. See “Actual Column Time Periods” on
page 825.
Period/To. A period bucket within the year defined by Year.

Quarter. Define a quarter instead of specifying a range of periods in Period/To. The quarter
definition determines which periods are used. You can use this field only if Period/To are
blank.
Activity. Enter the type of balance the column uses—Activity, Beginning, Ending, Year to
Date, Period, Debit, Credit, Debit YTD, or Credit YTD. If you are using a range of periods or
a quarter, you must use Activity or Period.
Balance sheet accounts show cumulative information from the beginning transaction history.
Income statement accounts show balances from the beginning of the year or period.
After you complete the Actual or Budget Query Specifications frame, the Print Control frame
displays.

Actual Column Time Periods

There are several ways to define the accounting time period. You can enter a specific year and
period, a year/period relative to the current reporting year/period, a range of periods, or quarters.
To keep the column group from becoming outdated, use relative periods instead of a specific
period. A relative period is n number of periods before or after the current period. The current
period is determined when you run the report. Zero indicates the current year/period, −n indicates
a prior year/period, and +n indicates a year/period in the future. Some examples are shown in
Table 15.4.
826 User Guide — QAD Financials

Table 15.4
Example Time Period Data

Time Period Year Field Period Field To Field

Current Period 0 0 -
Current Period, 1990 1990 0 -
Sixth Period, Any Year 0 6 -
Last Period 0 −1 -
Current Period, Last Year −1 zero -
Current Year, Periods 1-6 0 1 6

If you need to specify a range of periods, use either the Period/To fields or the Quarter field. The
order of the range does not matter. For example, you could specify periods 1 to 3 or 3 to 1. See
“Set Range of Periods” on page 808 for information on setting up quarters in Quarter
Maintenance.
In general, you should use the activity balance type (in the Activity field) for period ranges and
quarters. You would not want to use Ending balance, for example, because the system would find
the total of the ending balances for each period in the range.
You cannot use relative periods in a range to avoid a range including more than one year. You can
get the same information by calculating the difference between two columns. In Table 15.5,
Column 10 (current period, last year) and Column 20 (current period, this year) do not appear on
the report because the Print field is set to No. Only Column 30 (a calculation column) appears.
Table 15.5
Example Data for Calculations

Column 10 Column 20 Column 30

Column Type A A C
Relative Year −1 0 -
Relative Period 0 0 -
Activity Ending Beginning -
Print Yes/No No No Yes
Formula - - C10-C20

Creating a Budget Column

If you enter B for Type on the second screen of Column Group Maintenance, the same frame you
use to define an actual column displays. For a budget column, complete two additional fields.
Budget Code. The budget code defines a specific set of GLRW budget amounts for a given
entity or year. You can store multiple GLRW budgets in the system by assigning different
budget codes. This code is required to retrieve the desired set of GLRW budgets. Make sure
the value in Year for this column matches the year of the selected budget code.
Set up budget codes in GLRW Budget Maintenance (25.17.4.1). See “Creating GLRW Budget
Data” on page 828.
 General Ledger Report Writer 827

Roll Budgets. Enter Yes to have the system use actual figures in this column if they are
available. For example, if a column is set up for period five and you process the report in
period four, there would probably be no actuals for that column and the report would include
budget figures. When you run the same report in period five, the column would then include
the actual figures.
To determine whether actual data is available, the system uses Current Year and Current
Period from GL Report Writer Control (25.17.24).
After you complete the Actual or Budget Query Specifications frame, the Print Control frame
displays.

Creating a Calculation Column

Calculation columns let you perform operations on any preceding columns.

If you enter C for Type in the second screen of Column Group Maintenance, a Calculation Column
frame appears. It is identical in appearance and function to the Calculation Row frame. See
“Creating a Calculation Row” on page 821.

Print Control for Columns

All column types have printing instructions, defined in the final frame of Column Group
Maintenance—Print Control. In case of conflict between a row and column, the system uses the
Precedence field in Print Controls for the row to determine which value to use.
See “Print Control in Rows” on page 822.
Fig. 15.22
Column Group Maintenance, Print Control

Print. Leave as Yes to print this column on the report. If No, printing of this column is
suppressed and all remaining print options are void.
Rounding. Enter the rounding method used on this report. You can enter this code as a
reporting unit code in any of the report definition components—Report Maintenance, Run
Report, Row Group Maintenance, or Column Group Maintenance. The code is used to convert
units, such as millions to thousands, and round the report amounts. Defined in Reporting Unit
Code Maintenance (25.17.12.5).
See “Rounding Methods” on page 809.
828 User Guide — QAD Financials

Format. Set the default format for numeric quantities printed in this column. Defaults from GL
Report Writer Control (25.17.24). The field accepts any valid Progress numeric format. To
allow override of this default in Report Maintenance or Run Report, set Allow Override to
Yes.
Allow Override. Set to Yes to allow the format default to be overridden. If No for both row and
column, the system uses the setting for one or the other, depending on the value for Precedence
you set in Print Control for the row.
Currency. Enter Base to use the domain base currency defined in Domain Create (36.1.1.1.1).
Enter Foreign to use a non-base currency associated with a specific GL account in GL
Account Create (25.3.13.1).
The GL Report Writer tables store account balances using both the base currency and the
currency set up for the account. This field determines which value is retrieved for the report.
Note The system does not check your data retrieval specifications to see that the currency is
all the same. Make sure the report specifications are set up correctly to avoid mixing different
currencies within the cells on the report.
Currency Symbol. Optionally, enter the currency symbol the report displays for this column.
For exploded rows, the symbol appears on every line produced on the report. The default is
blank.
Column Label. Enter text for the column label, which is printed at the top of each page where
this column appears. Default format is flush left. To create centered text, enter the label as
[label]. To make the text flush right, enter [label. In addition, you can enter one or more
keywords. The system substitutes the actual text. For example, <BY> shows the year you
specified for the column.

Keyword Substitution
<BP> Period
<BY> Column year
<BP1> Lower boundary of the period range
<BP2> Upper boundary of the period range
<BQ> Column quarter
<Bucket> Column year and period (or period range or quarter)

GLRW Budgets

Creating GLRW Budget Data

Use GLRW Budget Maintenance (25.17.4.1) to create and maintain budget data used in GLRW
reports. You can define GLRW budgets for account, sub-account, cost center, and project
combinations.
Multiple GLRW budgets can be maintained for each entity, including different versions of a
GLRW budget or different GLRW budgets for each year. Budget amounts are compared to actual
amounts on comparative financial reports.
Note You cannot report against GL units of measure entered for an account.
 General Ledger Report Writer 829

There are four ways to enter budgets:

• With fixed amounts for each GL period. If the normal balance for an account is a credit
balance, enter the budget with negative values.
• With amounts calculated for each period based on a percentage of the balance of a specific
account, sub-account, cost center, or project. Budgets maintained in this way must be
recalculated after posting transactions, and before printing financial reports that include
budget information.
• With amounts distributed evenly over calendar GL periods. To do this, set Auto Spread to Yes
and By Percentage to No.
• With different percentages assigned to each GL period. To do this, set Auto Spread to Yes and
By Percentage to Yes. An additional frame displays. You can enter the percentages for each
GL period.
Fig. 15.23
GLRW Budget Maintenance (25.17.4.1)

Entity. Specify the entity code to which this GLRW budget applies. You can maintain multiple
GLRW budgets in GLRW Budget Maintenance for each entity code and year.
Budget Code. Specify a numeric budget code to identify a specific set of budget amounts for
use in GLRW reports.
Account. Specify the GL account used to track budget amounts for this budget code and entity.

Year. Specify the GL calendar year for which the GLRW budget applies. The default is the
current GL calendar year.
Multiple GLRW budgets can be maintained for each entity code and year.
Base Account. Specify the base GL account used to calculate budget amounts for this budget
code and entity.
Default Percentage. Specify the budget percentage to use as the default in each GL period.
When GLRW budgets are based on actual results for a given base account, sub-account, cost
center, or project, a budget percentage must be entered in each GL period. This percentage is
used by the GLRW Budget Calculation process to calculate the GLRW budget amount.
830 User Guide — QAD Financials

You can enter budget percentages manually for each period or the system can set them
automatically.
Auto Spread. Select the field to spread the yearly GLRW budget over all GL periods.
Clear the field to enter the budget percentage or amount for each GL period manually.
By Percentage. Select the field if the budget amount for each GL period is calculated as a
percentage of the yearly budget.
When the Auto Spread field is selected and the By Percentage field is cleared, the system
calculates the GLRW budget amount for each period by dividing the yearly budget equally
over all GL periods in the year. If By Percentage is selected, you are prompted to enter a
percentage in each GL period. The system uses this percentage to calculate the budget amount
for the GL period.
Yearly Budget. Enter the total budget amount for the account and GL calendar year.

Per. Enter the GL period for which the budget percentage or amount applies.

Percentage. Enter the percentage to calculate the budget amount for this GL period. The total
sum of the percentages for all GL periods should equal 100.
Budget Amount. If you enter a percentage for the GL period, the system calculates the GLRW
budget amount by dividing the yearly budget amount by the percentage. Leave this field blank
if budgets are based on actual results.

Deleting GLRW Budgets

You can maintain an unlimited number of GLRW budgets in the system simultaneously, such as
budgets for different years or different versions of the same budget. Eventually, you may want to
delete some unused GLRW budget data to free up disk space.
Use GLRW Budget Delete (25.17.4.23) to delete budget data for GLRW reports. Once deleted,
records cannot be recovered. You may want to back up your database prior to running GLRW
Budget Delete, just in case you need to recover data.
It is recommended that you restrict access to GLRW Budget Delete.
If budget codes are deleted in GLRW Budget Delete and later reused with different budget details,
you must run Synchronize GL Data to update the information used by the GL Report Writer.
Fig. 15.24
GLRW Budget Delete (25.17.4.23)
 General Ledger Report Writer 831

Calculating GLRW Budgets

GLRW budgets can be expressed as a percentage of the actual amount in another account; for
example, Cost of Sales can be budgeted as a percentage of Sales. GLRW Budget Calculation
(25.17.4.7) reads the actual amount and calculates the budget.
GLRW Budget Calculation is needed only if you express budgets as a percentage of actuals.
Fig. 15.25
GLRW Budget Calculation (25.17.4.7)

Use Budgets if No Actual. Select this field to calculate the GLRW budget based on the budget
for the base account when no actuals are available.
Clear this field to set the budget to zero when there are no actuals.
Print Budget Report. Select this field to print a budget report when the calculation is complete.
This report lists the calculated budget amounts for the effective date range of this calculation.
Both the percentages and the calculated budget amounts are listed.
Cumulative Only. Select this field to print only the cumulative budget amount for the GL
calendar year.
Clear this field to print a detailed report of each budget amount by fiscal period within the
effective date range of the calculation.

Defining Reports
Begin defining a report by establishing analysis codes, row groups, and column groups. Once
these have been defined, use Report Maintenance (25.17.9) to define what should appear on the
report and how the report should look. Once you have completed the definition, you can run the
report.
See “Setting Up Report Components” on page 811.
832 User Guide — QAD Financials

Fig. 15.26
Report Maintenance (25.17.9)

Report. Enter a unique report name.

Copy Code. Optionally, enter the name of an existing report that you want to base your new
report on. The system copies the entire definition of this report. Then you can modify it as
needed.
Description. Enter a brief description of what the report does.

Status. Enter Test or Live. Initially enter test, then change to live once you have successfully
generated a report. This field is for reference and has no effect on system processing.
Comments. Enter Yes to add notes.

Maintenance Security Groups. Leave blank to let all users modify the report definition. Add
security groups to limit access.
Note If you use these fields, make sure to add your own user ID.

Report Security Groups. Leave blank to let all users run this report. Add security groups to
limit access.
 General Ledger Report Writer 833

Fig. 15.27
Report Maintenance, Second Frame

Use these
fields to set up
a controlling
hierarchy.

The only required fields on this screen are Row Group and Column Group. The other fields let you
set up a controlling hierarchy for the report and control the report format. See “Using Controlling
Hierarchies” on page 834.
Control Report By. Enter the type of GL code—account, sub-account, cost center, project, or
entity—to which the controlling hierarchy analysis code applies. This field activates the
controlling hierarchy feature and determines the type of analysis code you can select in Using
Analysis Code.
Using Analysis Code. Specify the analysis code used to set up a controlling hierarchy. See
“Analysis Codes” on page 812.
Continuous Page Numbers. Enter No to restart page numbers for each controlling hierarchy
group.
Row Group. The code that uniquely identifies a row group.

Column Group. The code that uniquely identifies a column group.

Row Labels Before Column. Enter a valid column number from the selected column group to
specify where the row labels print. Labels print to the left of this column. To print the labels to
the right of the last column in the group, enter 9999. Enter LAST to right-justify the labels.
Format. Enter the global format for cells that allow format override. The system defaults from
the format specified in GL Report Writer Control.
Zero Suppression. This field controls printing from rows when every column in the row
evaluates to zero, and when the zero suppression setting on the row allows the report to take
control. Enter one of the mnemonics shown in the language detail pop-up window.
Rounding. The rounding method for this report.

Top, Bottom Margin. Enter the number of lines to leave blank at the top and bottom of each
page.
834 User Guide — QAD Financials

Left, Right Margin. Enter the number of spaces to leave blank at the left and right sides of each
page.
Change Global Query Specs. Enter Yes to display the optional Global Query Specifications
screen. If there is no data in the optional screen, the default is No. Otherwise, the default is
Yes.
See “Using Global Queries” on page 835.
Edit Report Title, Footer. Enter Yes to display the report title and footer screens.
See “Titles and Footers” on page 836.
Edit Page, Report Footer. Enter Yes to display the page and report footer screens.

Printer Template. The printer definition used to validate report parameters. Enter a defined
printer.

Using Controlling Hierarchies

A controlling hierarchy is an overall data retrieval specification, set up in Row Group or Report
Maintenance. This feature produces several iterations of a report, one for each GL item in the
controlling hierarchy analysis code. It also produces summary iterations.
Controlling hierarchies enable you to sort report data into several different iterations. They are
especially useful for consolidated reports with a hierarchy of financial divisions.
You define the controlling hierarchy structure with an analysis code. For each GL item in this
analysis code, the system produces a separate iteration that includes that GL item in the data
retrieval specifications. The system also produces one or more summary iterations, according to
the structure of the analysis code.
Example In Figure 15.28, controlling hierarchy analysis code All links analysis codes West and
East, representing western and eastern entities, respectively. Analysis code West is parent to
analysis codes SW and NW. Analysis code East is parent to analysis codes SE and NE.
The system prints iterations for each entity, plus one for western entities, one for eastern entities,
and one for all entities. Notice that for each iteration there is a group name, which is the
controlling GL item or analysis code. There is also a parent name, which refers to the group name
of the next level iteration. If requested, this information appears in the report title.
 General Ledger Report Writer 835

Fig. 15.28
Report for Multilevel Entries

Group = SW Group = NW Group = SE Group = NE

Parent = West Parent = West Parent = East Parent = East

Group = West Group = East

Parent = All Parent = All

Group = All

Set up a controlling hierarchy in two steps.

1 Create an appropriate analysis code.
Note The system prohibits you from using an analysis code of the same type as those used in
the row group, column, or report global specifications.
2 In either Report Maintenance or Row Group Maintenance, select the appropriate GL type in
the Control Report By field and select the controlling hierarchy analysis code in the Using
Analysis Code field.
Important Use Report Maintenance so you can reuse the row group in other reports.

Using Global Queries

Optionally, you can enter additional data specifications by choosing Yes in the Change Global
Query Specs field of Report Maintenance. The specifications you enter combine with those in the
row group and, if any, in the column group.
Typically, you would use this feature to enter a GL item that applies to several accounts, such as an
entity. For example, you may deliberately leave out the entity in your row and column groups so
that they can be applied to a variety of reports. Global queries are also useful to make variations of
existing reports.
In the Global Query Specifications window (which appears after you accept the first screen), enter
GL items or analysis codes—just as with data rows. The system prohibits you from entering
specifications for GL types already used in the row group or column group.
836 User Guide — QAD Financials

Fig. 15.29
Report Maintenance, Global Query Specifications

Titles and Footers

Enter or modify titles and footers for the report by choosing Yes in the second frame of Report
Maintenance in the Edit Report Title, Edit Page Footer, or Edit Report Footer fields. Page footers
place text at the bottom of each page, while the report footer creates text on the last page only. You
can also add one or two lines of comments to the title and footers when you run the report.
The default text format for titles and footers is flush left. To create centered text, enter the label as
[label]. For flush-right text, enter [label.
To use one of the keywords in Table 15.6, enter the keyword code. The system substitutes the
actual text.
Table 15.6
Keywords for Titles and Footers

Keyword Substituted Text

<COMPANY> Company name defined for standard reports.
<DATE> Date the report was created in Run Report.
<GDESC> Used for controlling hierarchy. Shows the description of the analysis
code affiliated with a given iteration (see also GROUP).
<GRIDPAGE> Page number, with dashes for secondary pages (secondary pages
arise when the columns do not fit on one page and must roll onto a
new page).
<GROUP> Used for controlling hierarchy. Shows the ID name for the analysis
code affiliated with a given iteration (see also PARENT).
<PAGE> Page number.
<PAGES> Total number of pages.
<PERIOD> Current period as entered in Run Report.
<PARENT> Used for controlling hierarchy. Shows the ID name for the next level
analysis code affiliated with a given iteration (see also GROUP).
<RDESC> Report description as entered in Report Maintenance.
<REPORT> Report ID name as entered in Report Maintenance.
<RUNID> ID name assigned when you ran the report.
<STATUS> Either Test or Live, as entered in Report Maintenance.
<TIME> Time the report was created in Run Report.
 General Ledger Report Writer 837

Keyword Substituted Text

<UND*> Creates a line of * or any character you enter. For example, <UND->
uses the dash (−) character instead.
<USERID> ID of who created the report in Run Report.
<YEAR> Year the report was created in Run Report.

Report Base Period Maintenance

Use Report Base Period Maintenance (25.17.15) to update the current (base) period set up in GL
Report Writer Control. If you need to change the current period but do not have security access to
GL Report Writer Control (25.17.24), this procedure updates the control program.
In general, the current period is for reports that define a period relative to it (such as the previous
period). Normally, the system uses the current period and year specified in Run Report (25.17.17).
However, batched reports take it from the control program. Before you execute a batch of reports,
you should check the current period and change it. The system uses the current period and year to
determine whether to use actual figures or budget figures in columns set up with rolling budgets.
The program affects the Current Year and Current Period fields in GL Report Writer Control.
Changes also appear as the default in Run Report.
Fig. 15.30
Report Base Period Maintenance (25.17.5)

Running Reports
Run Report (25.17.17) generates a report based on a report definition set up in Report
Maintenance. The process retrieves data, calculates formulas, performs rounding, and applies
formatting to create a report image.
Important After posting general ledger and before running any reports, be sure to run
Synchronize G/L Data.
838 User Guide — QAD Financials

Fig. 15.31
Run Report (25.17.17)

Report. Enter the name of a valid defined report.

Report Run ID, Status. System-generated values, based on Report. This is the report that runs.

Current Year and Current Period. Enter a specific year/period in these fields, or, if running the
report in batch mode, enter zero. The system uses these fields to determine the year and period
of columns that were set up relative to the current year/period.
However, for reports run in the batch mode, the system defaults to Current Year/Period from
GL Report Writer Control (25.17.24). Also, the system uses these fields for columns set up
with a rolling budget, unless the columns were set up with a specific year/period.
Period Start and Period End. The fiscal period’s start and end dates. When they are created,
GL transactions have an effective date. The system determines the fiscal period to which this
transaction applies by finding these dates in the calendar’s period start/end range. GL periods
cannot overlap.
Each calendar period starts and ends on a specified date. Calendar periods can be monthly,
quarterly, or any combination. Monthly calendar numbers usually correspond to the month
number (1-12). The period number can also represent the week or day number that the period
starts/ends. For example, period 1 may span July 1 to July 31, or it may span July 15 to August
15. If you miss any days (such as February 29), the system does not let you post transactions
on that date.
Format. Specify the global format for report cells that allow override. Numeric cells have this
format if Allow Override is set to Yes in both their row and column definitions. This field
accepts any valid numeric format, as defined in the Progress language.
Rounding Difference. The rounding method used on this report.

Row Labels Before Column. This field determines where the row labels appear, relative to the
column you specify. You can define the column number or specify the Last column.
Title, Footer, Trailer. Optionally, add one or two additional text lines to your report title, footer,
or trailer. The text you enter is printed above the text specified in Report Maintenance.
 General Ledger Report Writer 839

See “Titles and Footers” on page 836.

Export. Enter Yes to export the report to an ASCII file. Exporting is used to send a report to a
file that can be read with any software product that reads ASCII delimited format.
Print. Enter Yes to format the report for printing at your printer.

Save Image. Enter Yes to save the report image after output. The report image can be used to
reproduce all or part of a report output, without executing the report again.
See “Managing Report Images” on page 841.
Width. Enter the printer width in characters. The system uses Width to determine how many
report columns fit on a given page. Columns that do not fit on a page overflow to the next
page. The default is 132.
Output. The output may be a printer, terminal (character), window (GUI), or file name.
Normally, a report prints 132 characters across the page. On a standard screen, the report
wraps. If your screen supports compressed print mode, modify the printer settings in Printer
Setup Maintenance (36.13.2).
Batch ID. Enter a batch ID to queue the report for later processing.
To run the same reports on a regular basis, create a permanent batch. This requires that the
column period buckets have relative data references. Use Run Report with the year and period
set to zero. GL Report Writer then uses year and period values from GL Control.
See “Column Groups” on page 823.

Checking Reports for Errors

Run Report checks the report definition for inconsistencies or possible errors. If errors are found,
an error message is displayed and the report is not executed. Use report checking tools to identify
errors:
• Report Validation Listing (25.17.13.5)
• Report Content Listing (25.17.13.6)
• Report Exceptions Listing (25.17.13.7)

Invalid Formulas
Use Report Validation Listing (25.17.13.5) to uncover errors in row, column, and cell calculations.
Invalid formulas contain references to nonexistent rows, columns, or cells or contain faulty syntax.

Content Detail
Report Content Listing (25.21.17.6) previews the format of the fully exploded row group,
displaying the total and subtotal levels. The system executes the hierarchy explosion program to
explode all row and column group analysis codes.
840 User Guide — QAD Financials

Redundant Components or Omissions

Use Report Exceptions Listing (25.17.13.7) to uncover redundant data retrieval and omitted GL
items.
Fig. 15.32
Report Exceptions Listing (25.17.13.7)

Redundancy Check

This option lists rows that contain the exact combination of GL items when exploded (account,
cost center, sub-account, project, and entity). Enter Yes in Print Duplicates to perform a
redundancy check.

Component Omissions Check

Use this check to find GL items that have been omitted from a report definition. Perform this
check in one of three ways: using a master analysis code, a report type, or a range of GL items
(only one option at a time). Enter Yes in Print Omissions to perform an omissions check.
When Yes is entered in Print Omissions, the Exceptions Report highlights any GL items with
posted activity that are missing from the specified report definition in accordance with the
selection criteria entered.
Master Analysis Code. Enter a master analysis code previously defined in Analysis Code
Maintenance. The listing indicates GL items found in the master code but not found on the
report definition.
Report Type. Balance sheets and income statements are checked using this option. Enter 1 or 2
in the Report Type field. The verification process uses the GL account type, as defined in GL
Account Create.
GL Items. Enter a GL item range and run the listing. The result is a list of GL items not in the
report definition.
 General Ledger Report Writer 841

Managing Report Images

When you run a report, the system stores the results as a report image. Enter Yes in the Save Image
field in Run Report (25.17.17) to create and store a report image. Save the report image if you
want to print or export all or part of the report later.
Each report image has a unique run ID assigned by the system. To find a particular report image,
record the report’s run time and run ID. Use the programs on the Output Manager Menu (25.17.19)
to use the report image.
• Print Report Image (25.17.19.1) prints a report image. To print a range of pages, specify the
page numbers. If the report image contains a controlling hierarchy, use Page Number Inquiry
(25.17.19) to find the sequential page numbers corresponding to the group page numbers.
• Export Report Image (25.17.19.3) copies a report image into ASCII format. With the resulting
file, you can import the information into other software, such as spreadsheets. To export, enter
a file name in the Output field. The system saves it under your user login directory.
• Page Number Inquiry (25.17.19.5) shows an equivalent page number for reports numbered
with repeating pages. A report can have repeating page numbers only if it involves a
controlling hierarchy. Report Maintenance determines whether a report has repeating page
numbers. If Continuous Page Numbers field is No, the page numbers begin at page one for
each iteration required by the controlling hierarchy.
The system calculates the equivalent page number and displays it in the last field (corresponds
to report page).
• Report Output Filter (25.17.19.13) enables you to suppress output of columns, lines, or report
iterations (groups) from a report image before printing or exporting it. You can use this feature
several times to generate different versions of a report. The system maintains the original
image so you can later reselect portions you suppressed.
When you select a report image, the system displays the selection of lines first, then columns,
and, finally, controlling hierarchy groups. Initially, all items are selected (indicated by an
asterisk). You can change the selection as needed.
• Use Image Delete/Archive (25.17.19.23) to delete the report image information associated
with specific runs of a report. Identify report images by the run ID. Set Delete to Yes to
remove the report image from the database. With Delete set to Yes, the Archive option is
activated. Set Archive to Yes to store the report image to an ASCII file and then delete the
image from the database.
The stored file name has the format xxYYMMDD.hst, where xx is the record type and YYMMDD
is the date you ran delete/archive. If the file does not exist, it is created. If the file already
exists from a previous delete/archive run, the system appends the report image to this file.
842 User Guide — QAD Financials
 Index

Numerics system 76
2.1.1 505 system default 185
2.3.1 650 accounts payable (AP) 523–636
1099 reporting payment selections 610, 615
enabling 275 payments 599
purchase types 268 receiver matching 562
25.3.23 188 reports 782
25.21.1 850 supplier invoices 528
25.21.5 853 Accounts Payable Control
25.21.9 869 ERS Packing Slip Error field 653
25.21.12.1 847 accounts receivable (AR) 421–500
25.21.12.5 846 customer credit 478
25.21.12.13 853 customer invoices 424
25.21.13.5 877 customer opening balance 265
25.21.13.6 857, 877 finance charges 492
25.21.13.7 877, 878 payment selections 471
25.21.15 875 payments 421, 448, 461
25.21.17 875, 879 reports 777
25.21.21 848 active domain 28
25.21.23 846 addresses
25.21.24 847 autonumbering 208
27.1 517 business relations 209
27.6.12.1 510 customer invoice 433
27.6.12.4 506, 510 types of 206
27.6.12.7 516 allocation batch 374
27.6.12.8 517 allocation codes
27.6.12.10 519 during GL posting 289
27.6.12.11 519 allocations
27.6.12.15 521 batch execution 374
27.6.12.23 521 financial 189
27.6.12.24 505 operational codes 188
28.10.13 654 alternate COA 100
35.1 510, 511 Chinese Accounting example 101
36.9.20 127 structure 103
36.16.5 521 copying an existing structure 105
Analysis Code Maintenance 850
A analysis codes (GL)
Accounting Data Export 286, 408 creating 850
accounts linking together 852
allocating bank entry 686 master 878
analysis for 77 renaming 853
bank 88, 668 AP. See accounts payable (AP)
format 665 Approve Status Transition Maintain 319
cash 90 AR. See accounts receivable (AR)
chart of 75 Archive File Reload 521
creating 78 archive/delete
cross-company 35 GL report images 879
currency 82 self-bills 521
mirror 399 attributes
Purchase Gain 65 payment format 231, 619
Purchase Loss 65 autonumbering
User Guide — QAD Financials

addresses 208 GL transaction verify 283, 317

closing
B reports 775
Balance Sheet 791 year end 402
bank accounts 668 COA cross reference 106
defining 88 alternate COA mapping 108
number format 665 combined mapping 107
bank file format maintain 238 grid mapping options 108
banking entry 669 ranges 109
allocate activity 690 single COA element 109
allocating to account 686 wildcards 109
allocating to payment 684 separate mappings 107
allocating to payment selection 683 types 106
allocating to prepayment 682 COA Cross Reference Excel Integration 808, 812
currency details 679 COA Cross Reference Modify 808, 812
reference details 687 COA Mask Browse 125
statement create 669 COA Mask Browse All 125
value details 687 code page
banks domain 28
account number import 240 Column Group Maintenance
customer 237, 247 budget columns 864
linking payment format 236, 691 calculation columns 865
supplier 237, 274 Print Control 865
base currency Consistency Checks Execute 174
domain create 31 Results 179
Domain/Account Control 184 Running the Checks 178
Blanket Order Maintenance consolidation 749, 805, 807
Evaluated Receipts Settlement (ERS) 652 base currency 751
budgets 726–747 cycle 754
check overlap 737 daybook 755
copying 742 default analysis 756
creating 728 default tax code 756
daemon 374 deleting 761
GL Report Writer 864 exchange rate 751
groups 727 GL period mapping 758
rebuilding 743 intercompany and cross-company transactions 751
reporting periods 728 intercompany elimination postings 762
reports 746 mapping GL accounts 760
structure 734 method 84
topic properties 738 overview 750
using as report structures 786 reporting 762, 817
versions 741 revaluation rate 751
business relations reviewing 750, 761
autonumbering 208 rounding difference account 755
creating 209 run number 761
running 760
C setting up 752
calendars 167 source and target entities 752, 754
domain GL 170 source and target layers 762
entity 171 tax transactions 756
period marks 173 types of transaction 751
cash accounts 90 unposted transactions 760
Cash Flow Report 720 viewing 762
Change Current Domain 37 consolidation cycle
changing domains 37 modifying 754
chart of accounts Consolidation Cycle List 762
defining 75 contacts
check digit validation business relation 214
bank formats 667 control program
checks GL Report Writer 847
printing 627 Self-Billing 505
Chinese financial features controlling hierarchies
accounting data export 286, 408 using 872
GL transaction approve 283, 317 corporate groups, defining 205
 Index

corrections opening balance 265

GL control 140 payment defaults 246
journal entry reversal 371 reports 779
operational transactions 289 ship-to addresses 195, 254
Cost Center Mask Copy 124 tax defaults 253
Cost Center Mask Create 119 type codes 239
cost centers customizing
creating 93 reports 793
counties, defining 205
countries D
creating 202 daemons
VAT format 203 budget 374, 726
credit limits 249, 478 cross-company 386
credit rating 240 Scan daemon 529
credit terms 222–227 dashboard
discount 226 customer activity 478
normal 225 supplier activity 630
staged 223, 227 databases
cross-company accounts 35 switching 38
cross-company transactions 384 Daybook Group Create 150
journal entry 296 Daybook Group Delete 150
Cube Build Log Browse 820 daybooks
Cube Trial Balance View 820 consolidation 755
Show Details option 821 default 155
currencies 52–66 mirror accounting 398
account attributes 82 overview 72, 148
bank entry 679 sets 159
base 31 sets by site 165
creating 56 type 153
display format 53 deallocate allocated lines 332
exchange rates 52, 59 Default Daybook Maintenance 155
journal entry 294 default tax code 756
purchase gain/loss accounts 65 delete/archive
revaluation 52, 340 GL report images 879
revaluation settings 83 self-bills 521
rounding methods 54 derived exchanged rates 62
Customer Data Maintenance discrepancy
self-billing fields 505 self-bill write-off 517
customer invoices 424 Document Import
Addresses tab 433 importing self-bills 511
CI Posting tab 440 Domain/Account Control 183
Comments tab 441 base currency 184
Financial Info tab 434 default accounts 185
Operational Info tab 436 domains
Tax tab 437 calendar 170
customer payment status 459, 604 changing 37
customer payments 448 code page 28
allocating 463 creating 29
creating 421, 461 system 27
mass change 468
prepayments 465 E
selections 471 e-mail
execute 475 notification for address creation 199
Customer/Supplier Compensation Allowed field 611 employees 278–280
customers 242–254 end users 260–264
accounting information 244 autonumbering 208
activity dashboard 478 entities
autonumbering 208 addresses for 199
bank defaults 247 consolidation 752
bank numbers 240 cross-company accounts 35
credit limits 249, 478 GL periods 171
credit rating 240 internal 216
end users 260 primary 30
finance charges 492 setting up 42
User Guide — QAD Financials

shared sets 45 presentation currency 814

ERS Option field 648 report analysis code 822, 823, 835, 841
purchase order header 650 report analysis code types 824
purchase order line level 651 report tree 823
ERS Price List Option field Workflow 807
order date 648 Financials Statement ProForma 791
purchase order header 650 formats
purchase order line level 651 bank account numbers 665
receipt date 648 payment 228
ship date 648
ERS Processor 654 G
ERS. See Evaluated Receipts Settlement (ERS) general ledger (GL) 69–194
European Union allocation codes 188
VAT format 203 allocations 189
Evaluated Receipts Settlement (ERS) 643, 643–662 calendars 167
defined 644 chart of accounts 75
fields summary 661 daybooks 72, 148
invoices default accounts 185
date 647 operational defaults 182
items 647 period marks 173
packing slip number 646, 647 reports
purchase orders analytical 774
receiving 653 closing 775
receipt date 647 transaction 770
scheduled purchase orders 652 supplementary analysis fields (SAF) 127
ship date 647 general ledger (GL) transactions 283–407
sites 647 approving 283, 317
suppliers 647 cross-company 383, 384
Excel intercompany 384
business relations 209 journal entries 283, 290
counties 205 mall layer transfer 379
customers 243 open item adjustment 351, 356
GL accounts 78 operational 287
import bank numbers 240 posting templates 284, 364
journal entry 290 recurring entries 366
payment formats 229 reports 411
exchange rates activity 770, 774
creating 52, 59 revaluation 340
creating derived 62 reversing transactions 370
inventory 61 verifying 283, 317
types 57 year end 402
Export Report Image 879 General Ledger Report Writer 843–879
analysis codes
F linking 852
finance charges 492 budget columns 864
Financial Report calculation columns 865
print 842 calculation rows 859
Financial Report Run 840 column group types 861
Financial Report Tree Export 830, 835 data rows and multiple GL types 856
Financial Report Tree Import 830, 831, 834 implementing
Financial Report Writer 806 control program 847
COA cross reference 812 defining quarters 846
COA cross reference code 811 initializing the database 848
COA cross reference types 812 reporting units 846
Concepts 806 required GL accounts 845
Cube daemon 827 rounding methods 847
currency translation method 817 synchronization 848
ELR code 824 information flow 844
FRWCubeDim 813, 819 introduction 843
FRWCubeMeas 813, 819 master analysis codes 878
History daemon 827 planning reports 849
Legal Consolidation view 806 redundant components 878
Management Reporting view 806 Report Base Period Maintenance 875
nodes 823 reports 869
 Index

content detail 879 currencies 294

controlling hierarchies 872 intercompany 296
definition 849 posting templates 284, 364
errors 877 projects 298
footers 874 quantities 295
generating 875 reversing 370
global queries 873 tax details 300
invalid formulas 877 verifying 320
omissions 878 Journal Entry Approve 321
titles 874 Journal Entry Cross-Cy Excel Integration 389
types 878 Journal Entry Verify 320
validation 877
rounding methods 847 L
row explosions 857 languages
row groups 853 defining 200
unexploded data rows 858 installed 201
GL Correction Control 140, 556 translation option 201
GL Open Item Activity View 338 layers
GL Open Item Initialization 323, 334 creating 145
GL Open Item Reconciliation 322, 323, 333 mass layer transfer 379
GL Open Item report 334, 337 source and target for consolidation 762
GL period locale.dat
consolidation cross-reference 758 currency settings 56
locking 751 locking GL periods 751
mapping 758 logistics charges 569
GL Report Writer Control 847
GL Transactions View Extended 411 M
columns and filters 412 mark
right-click options 413 GL period 173
GL. See general ledger (GL) Mass Layer Transfer 750
groups mass layer transfer 379
budget 727 merge tool, reports 799
corporate 205 multiple entities
payment 269 cross-company accounts 35

H O
headoffice address type 207 Op Acct Structure Validation 127
Op Allocation Code Maintenance 188
I open item adjustment 351, 356
Image Delete/Archive 879 opening balance
Income Statement 793 customer 265
intercompany transactions 384 supplier 275
journal entry 296 Operational Accounting Control menu 182
Inventory Control 397 Operational Transaction Post 288
Invoice AR Balance Report 519 operational transactions
Invoice Certification 441 correcting 289
Configuring System Maintain 443 posting 287
Defining the Audit File Name 444 operations
Enabling Invoice Certification 443 accounting defaults for 182
Exporting the signatures 447 options for mirror accounting 397
Generating the Signatures 445 Output Manager Menu 879
Installing OpenSSL 442 own bank number
Viewing the invoice signatures 446 changing on customer payments 468
invoice status codes 219–222
receiver matching 572 P
items Page Number Inquiry 879
Evaluated Receipts Settlement (ERS) 647 payment formats 228
attributes 231, 619
J payment instruments
journal entries customer 450
approving 321 payment selections
cost centers 297 allocating bank entry 683
creating 283, 290 customer 471
cross companies 296 execute 624
User Guide — QAD Financials

re-execute 625 tax calculation 566

register 622 types of receiver 568
supplier 610, 615 recurring journal entries 366
execute 624 posting 368
re-execute 625 Rename Analysis Code 853
registering 619 Report Base Period Maintenance 875
payment statuses Report Chart Maintenance 808
supplier 602 Report Chart of Accounts Maintenance 809
payments Report Column Group Maintenance 835
allocating bank entry 684 period types 837
customer 448 Report Content Listing 857, 877
customer defaults 246 report Cube
customer payment status codes 459, 604 define 808
groups 269 report cube 814
supplier 599 delete data 815
supplier defaults 273 dimensions 815
periods layers 816
budget report 728 status 814, 820
GL calendar types 169 Report Cube daemon 819
mark 173 Report Cube Definition 814
petty cash 716–724 Report Cube Generate 819
cash flow report 720 Report Exceptions Listing 877, 878
PO Fiscal Receiving Report Maintenance 861, 869
Evaluated Receipts Settlement (ERS) 652 Report Master Maintenance 838
PO Shipper Maintenance special variables 839
Evaluated Receipts Settlement (ERS) 652 Report Output Filter 879
post Report Tree Maintenance 829, 830
operational transactions 287 analysis types 831
recurring entries 368 CSV file 834, 835
posting templates 284, 364 toproot level node 829
prepayments Report Validation Listing 877
allocating bank entry 682 Reporting Daybook Modify 166
customer 465 Reporting Unit Code Maintenance 846
Print Report Image 879 reports
PRO/PLUS 502 accounts payable 782
Profile Overview 770 accounts receivable 777
Project Mask Copy 124 budget 746
Project Mask Create 121 cash and bank 785
projects consolidation 762, 817
creating 94 customizing 793
groups 95 general ledger
statuses 95 analytical 774
Purchase Gain/Loss Account Copy 65 closing 775
Purchase Gain/Loss Account Inquiry 65 transaction activity 770
Purchase Gain/Loss Account Maintenance 65 merge tool 799
Purchase Order Maintenance multi-column 194, 792
Evaluated Receipts Settlement (ERS) fields 649 receiver matching 783
Purchase Order Receipts report daemon 767
Evaluated Receipts Settlement (ERS) 653 schedule 802
purchase orders server output processing 797
Evaluated Receipts Settlement (ERS) effect 649 structured 786
purchase type codes 268 templates 799
revaluation 52, 340
Q methods 343
Quarter Maintenance 846 posting 346, 350
setup 342
R simulate 348
receiver matching 562 revaluation rate
logistics charges 569 consolidation 751
inbound 569 Reversing Journal Create (25.13.1.14) 372
matching to logistics supplier invoices 577 reversing journal entries 370
outbound 569 correcting 371
postings 528 rounding difference account 755
reports 783 Rounding Method Maintenance 847
 Index

rounding methods supplier default 274

creating 54 system codes 129
Row Group Maintenance 853 Supplier Activity Dashboard 12, 630
calculation rows 859 supplier invoice
data rows 856 GL Correction Control settings 556
print control 860 Supplier Invoice Control 529
text rows 855 supplier invoices 528
Run Report 875 allocating 551
saving report images 879 allocation and approval 531
hold amounts 542
S initial invoice 559
SAF 809, 810, 838 receiver matching 562, 571
Scheduled Order Maintenance receiver matching field 536
Evaluated Receipts Settlement (ERS) 652 reverse and replace 555
scheduled orders Supplier Maintenance
Evaluated Receipts Settlement (ERS) 652 Fixed Price field 650
Self-Bill Auto Create 506 supplier opening balance 275
Self-Bill Confirm 516 supplier payment selections 610
Self-Bill Delete/Archive 521 execute 624
Self-Bill Discrepancy Report 519 re-execute 625
Self-Bill Maintenance 510 register 622
Self-Bill Report 518, 519 supplier payments 599, 606
Self-Bill Unconfirm 517 selections 610, 615
Self-Bill Workbench 509 status change 608
Self-Billing suppliers 270–275
overview 502 1099 reporting 275
traditional 502 accounting defaults 271
work flow 503 activity dashboard 630
Self-Billing Control 505 autonumbering 208
self-bills banking defaults 274
deleting 515 Evaluated Receipts Settlement (ERS) 647
maintaining 510 payment defaults 273
reversing payments 517 payment groups 269
setting up purchase type codes 268
Self-Billing 504–506 reports 782
Shared Set Merge 24 tax defaults 274
shared sets types 268
creating 22 SWIFT 90, 248
domain 33 switching databases 38
Shipment-Invoice Crossref Report 520, 781 switching domains 37
ship-to addresses Synchronize G/L Data 848
creating 195, 254 system accounts 76
simulation system domain 27
revaluation 348 data loaded into 48
sites system SAF codes 129
Evaluated Receipts Settlement (ERS) 647
split transactions 398 T
staged credit terms 223 taxes
states, defining 204 1099 reporting 275
Sub-Account Mask Copy 124 country VAT format 203
Sub-Account Mask Create 118 customer invoice 437
sub-accounts journal entry 300
creating 92 receiver matching 566
supplementary analysis fields (SAF) 127 tax information for addresses 213
analysis in consolidation 756 templates
business relation defaults 218 posting 284, 364
codes reports 799
creating 136 topic properties 738
concepts transaction
creating 133 intercompany and cross-company 751
customer default 249 mirror split 398
defaulting 138 types used in consolidation 751
structures transaction codes 691
creating 137 translations
User Guide — QAD Financials

languages 201 U
Trial Balance View 415 Unicode database, multiple languages 18
columns and filters 416 Unmatched Invoices account 527
LTD balance 416 Unposted GL Transaction Correction 289
Result of Previous Year 416
right-click options 417, 418 V
SAFs 420 VAT
Summarize Filters 418 country format 203
YTD balance 416 registration number 214
types Verify Status Transition Maintain 319
customer 239
domain 32 Y
purchase 268 Year-End Closing 791
supplier 268 year-end closing 168, 402
reports 775