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Loading data in A/P tables and files

Related topics

Implementation for A/P

Entries in the following tables and files must be created, in the sequence given below, before you can start working with the A/P. Some codes are mandatory. For details on how to use the different maintenance programs and the meaning and usage of the values in the tables and files, see the Panel help.

  • Pseudo account file
  • Pseudo catalogue table
  • Document number series table
  • Document type table
  • System document type table
  • Document output formats
  • Number series table
  • Area table
  • A/R-A/P group table
  • Terms of payment table
  • Validation method table
  • A/P payment mode table
  • System bank group table
  • Bank table
  • A/P payment mode/type table
  • VAT import/export code table
  • A/P control file
  • Business partner file templates and defaults
  • Business partner file

Before going any further with installing the A/P, the information given in Mandatory data for the G/L must have been entered. If the mandatory data for the A/R has already been entered, you need only complete the information that is necessary for the A/P.

Related setup documents

For complete setup instructions regarding the functionalities listed below, see the individual documents. The setup can be made now, later or not at all.

Mandatory data

The following information must be entered for the A/P to be able to run basic routines such as manual invoice and payment entry:

Table/File To do
Pseudo account file Pseudo accounts are used by the system to create automatic accounting entries. In the A/P they are used to handle the integration to the G/L. For example, all transactions posted to the creditor control accounts are handled automatically through pseudo accounts. A number of pseudo accounts are integrated into the system and can only be used in specific routines. These have to be included in the pseudo account file to get the correct accounting and should never be used in other areas.

The automatic postings are created via the following pseudo accounts:

  • A gain is posted via XRGxxxx.
  • A loss is posted via XRLxxxx.

The balance is posted via XRPxxxx for Accounts Payable. The user defined part of these pseudo accounts, xxxx, is based on the transaction currency code. If the specific accounts are not found, the defaults XRG, XRL and XRR or XRP are used. If these are not found, XERROR is used.

The pseudo accounts that are fixed are used for the preloaded system defined document types. The system uses them for the integration between the G/L and the A/P. One part of the pseudo account is fixed, beginning with an X. The pseudo account can be completed with the codes for e.g. A/R group, currency etc. to obtain a flexible accounting structure. In the list below of needed pseudo accounts, upper case letters symbolize the fixed part of the pseudo account and lower case letters symbolize the possible table values/codes that can be attached. These are:

Code Description
aa A/P group
bbbb Currencies
ccc Bank code
ddd Document type
eee Cost centre

The following types of pseudo accounts are needed:

Code Description
XCCREaa Supplier control account
XCCRPaa Preliminary supplier control account
XCLIddd Preliminary cost
XCAbbbb Exchange rate difference gain
XCBbbbb Exchange rate difference loss
XCCADaa Cash discount
XCHbbbb Hidden discount

Note: Even if you do not intend to use cash discount, hidden discount or exchange rate you must create the following pseudo accounts and connect them to a dummy account:

  • XCCAD
  • XCH
  • XC (Exchange rate base pseudo account)

System defined pseudo accounts that the system uses for integration between the G/L and the A/P:

Code Description
XCUPAYM Temporary supplier control account in A/P batch – payments
XPFCddd Payment fee – cost in A/P batch payments
XBPFccc Payment fee – bank in A/P batch payments
XRPbbbb Revaluation balance of open items
XRGbbbb Revaluation gain
XRLbbbb Revaluation loss

System defined pseudo accounts that the system uses for integration between the G/L and the A/P in the revaluation routines:

Code Description
XRPbbbb Revaluation balance of open items
XRGbbbb Revaluation gain
XRLbbbb Revaluation loss

System defined pseudo accounts that the system uses in the IFRS routine:

Code Description
XIFRSCR IFRS trade creditors reversed
XIFRSCS IFRS trade creditors segments
XIFRSDR IFRS trade debtors reversed
XIFRSDS IFRS trade debtors segments

System defined pseudo accounts that the system uses for integration between the G/L and the A/P invoice matching routine:

Code Description
XGIT Goods-in-transit, unmatched amount
XROUND Coin adjustment in system currency
XTOL Tolerance limit differences

System defined pseudo accounts that the system uses for integration between the G/L and the MDC automatic invoice matching routine:

Code Description
XMDCFRE Freight
XMDCPOS Postage
XMDCINS Insurance
XMDCADM Administration fee
XMDCINV Invoice fee
XMDCCOA Coin adjustment

You can also create default pseudo accounts, consisting of only the fixed part, e.g. XCA. All exchange rate difference gains in currencies that are not defined with a pseudo account of their own will then be posted by using the default account.

User defined pseudo accounts for control accounting per document type can be created if you want to override the automatic postings via XCCRE and XCCRP, as well as user defined pseudo accounts for automatic contra accounting per document type.

User defined pseudo accounts for pseudo catalogues defined per document type or on A/P control file level can be created, which will be proposed when entering manual A/P transactions.
Pseudo catalogue table A pseudo catalogue is a way to group and sequence different pseudo accounts under one common concept. A pseudo catalogue can be attached to a document type to obtain a “semi-automatic” contra accounting when entering manual invoices and payments. If a pseudo catalogue is used the system will suggest possible contra accounts and the user need only enter the value to be posted on each account.

Define the pseudo catalogues holding the pseudo accounts that should be proposed when entering manual A/P transactions with different document types.
Document number series table Define the document number series you want to use for numbering A/P documents, if the document number should not be given by the voucher number. The number series are allocated to the document types that you create in the next step.
Document type table The document types are one of the most important concepts in DC1 Financials, and it is critical to know how different aspects of transaction entry and accounting the document type triggers.

The document types are used to categorize transactions within ledgers. This is especially true when working with the A/R and the A/P. The document type controls most of the accounting.

The table is preloaded with the A/P document types corresponding to the A/P system document types in the System document table:

System Type Description
A/P CAD A/P cash discount
A/P DIF A/P difference
A/P EXR A/P exchange rate difference
A/P FLC A/P credit note
A/P FLI A/P invoice
A/P FLN A/P instalment
A/P FLZ A/P zero invoice
A/P FPC Preliminary A/P credit note
A/P FPI Preliminary A/P invoice
A/P FPZ Preliminary A/P zero invoice
A/P HID A/P hidden discount
A/P MDC MDC credit note
A/P MDI MDC invoice
A/P MDZ MDC zero invoice
A/P RCC A/P supplier rebate credit note
A/P RCI A/P supplier rebate invoice
A/P RCZ A/P supplier rebate zero invoice
A/P SDC A/P Ship & debit credit note
A/P SDI A/P ship & debit invoice
A/P SDZ A/P ship & debit zero invoice
A/P SMC A/P SMS credit claim
A/P SMI A/P SMS claim
A/P SMZ A/P SMS zero claim
A/P XIC A/P control account adjustment

Before using the preloaded document types ensure that all parameters are set to get the correct document numbering, accounting etc. For further information, see the Panel help.
System document type table The table is preloaded with the following A/P system document types:

System Type Description
A/P CAD A/P cash discount
A/P DIF A/P difference
A/P EXR A/P exchange rate difference
A/P FLC A/P credit note
A/P FLI A/P invoice
A/P FLN A/P instalment
A/P FLZ A/P zero invoice
A/P FPC Preliminary A/P credit note
A/P FPI Preliminary A/P invoice
A/P FPZ Preliminary A/P zero invoice
A/P HID A/P hidden discount
A/P MDC MDC credit note
A/P MDI MDC invoice
A/P MDZ MDC zero invoice
A/P RCC A/P supplier rebate credit note
A/P RCI A/P supplier rebate invoice
A/P RCZ A/P supplier rebate zero invoice
A/P SDC A/P ship & debit credit note
A/P SDI A/P ship & debit invoice
A/P SDZ A/P ship & debit zero invoice
A/P SMC A/P SMS credit claim
A/P SMI A/P SMS claim
A/P SMZ A/P SMS zero claim
A/P XIC A/P control account adjustment

These document types will be used by the system if no other document type from the Document type table is indicated. If you want to connect other document types to the defaults, replace the default document types with other types from the Document type table.
Document output formats This table is preloaded at installation with all the external documents for your company. The entries are to determine the layout for the documents. The default paper layout is the portrait format. Preloaded external documents for Accounts Payable are:

  • A/P statement of account
  • A/P cheque, pre-numbered
  • A/P cheque, blank document
  • A/P remittance advice, CRETFR
Number series table The table is preloaded with the mandatory proposal number series used in the A/P:

Series Description
910 A/R – A/P analysis reports
923 A/P payment proposals
925 A/P recurring invoice schedules

You may change the number series ranges.
Area table At least one area must be entered. An area can be a district, a province, a state etc. Areas are used to classify suppliers in the Business partner file.
A/R – A/P group table At least one group must be entered. A/P groups are used to classify suppliers in the Business partner file. An A/P group can be attached to a pseudo account to control the default creditor control account. The A/P group is also used as a selection criterion in listings and reports. Examples of A/P groups could be External creditors, Inter-company creditors, etc.
Terms of payment table Enter the payment terms to use for different suppliers. Terms of payment can be entered for a supplier in the Business partner file as a default terms of payment. The system will always suggest the default when entering invoices.
A/P payment mode table Define the programs that control the payment modes to be used in the routine Work with A/P payment proposals. This table is preloaded by the system. The following A/P payment modes are pre-defined and pre-loaded at system installation:

A/P payment mode Description Comments
CHEQUE Cheque, pre-numbered The payment mode is used in Work with A/P payment proposals to print pre-numbered cheques. For more information, see Setting up A/P cheque writer.
CHQJET Cheque, blank stock The payment mode is used in Work with A/P payment proposals to print cheques on blank stock. For more information, see Setting up A/P cheque writer.
CRETFR Credit Transfer The payment mode requires that the CRETFR function is activated in the Function control file. The payment mode is used in Work with A/P payment proposals to create an XML file according to the guidelines from the ISO 20022 Payments Messages and to print the A/P remittance advice.

For more information, see Setting up the Credit Transfer/SEPA functionality.
SEPA SEPA Credit Transfer The payment mode requires that the CRETFR function is activated in the Function control file. The payment mode is used in Work with A/P payment proposals to create an XML file according to the guidelines from the EPC (European Payments Council) and to print the A/P remittance advice from the Work with A/P payment proposals routine.

For more information, see Setting up the Credit Transfer/SEPA functionality.
PAYEXT DI PAYEXT message The payment mode is used in Work with A/P payment proposals to create a DI file according to the guidelines from EDIFACT. For more information, see the Technical References available on the Iptor Intranet.
STDFMT DC1 standard format
EGCS External Grp Consolidation Sys The payment mode requires that the EGCS function is activated in the Function control file. The payment mode is used in Work with A/P payment proposals to create a transfer file to the EGCS, External Group Consolidation System.
Validation method table Define a local validation program per validation method to validate the bank account number entered in the Bank table, Business partner bank table and Sundry supplier information program. The table is preloaded by the system. Preloaded validation methods are:

Code Description
BAM Bank account number mandatory
BAN Bank account number numeric
BIC Bank Identifier Code (BIC)
IBA International bank account number (IBAN)
M10 Modulus 10
M11 Modulus 11 IBM algorithm
STD Standard, no controls
System bank group table Define a local bank program per system bank group to be attached to the Bank table, Business partner bank table and Sundry supplier information program. With help of the local bank program extended bank data can be entered. The table is preloaded by the system. Preloaded bank group is:

  • STD – Standard, bank group
Bank table Define the banks to be used in the routine Work with A/P payment proposal.
A/P payment mode/type table Define the payment modes/types to be used in the routine Work with A/P payment proposal.
VAT import/export code table Define the codes needed for your VAT reporting. If EU reporting is active, the codes control whether or not EU reporting will be needed for the A/P invoices you enter.
A/P control file Complete the two panels in the file. The A/P control file contains parameters such as:

  • Default VAT catalogue, this will be used if no VAT catalogue exists in the Business partner file.
  • Number of periods to store transactions
  • If attestor security is to be activated
  • Currency defaults
  • User defined text fields
Business partner file templates and defaults The Business partner file is used by all DC1 modules and is common for both customers and suppliers. The file contains several panels. A Business partner file option connects a user-defined set of panels under a common concept. This way the user does not have to deal with panels that are not needed for the user’s specific function when maintaining the Business partner file. The user can sequence the selected panels to appear in a certain order. It is also possible to enter default values for all the input fields as well as securing fields and values.

Define the options to be used when adding, maintaining and inquiring about suppliers in the Business partner file.
Business partner file Enter all of your suppliers. A number of fields in the Business partner file are mandatory and you will not be able to move to the next panel without completing them. There are a number of fields that are optional, but it is wise to complete all fields where a default can be defined, to facilitate transaction entry.

Define the supplier payment modes in the A/P Supplier payment mode table to be used in the routine Work with A/P payment proposal.

Optional data

The tables described below are not essential to the basic routines of the system. Entries can be made now, later or not at all.

Table/File To do
Bank table – Payment document numbers The purpose of this table is to define the numbers used for the automatic and manually assigned numbering of payment documents such as cheques. The setup of these numbers is done per bank and payment mode.
Control account table This table is updated automatically whenever an account combination is used as a control account. When an account combination exists in this table, it cannot be used for manual entry. If you want to prohibit manual use of these accounts beforehand, you can enter them now.
Stop code table Define the reason codes to be used for stopping a document from further handling regarding payment via the automatic routine.
A/P payment statistics group table Entries in this table are created automatically if you want to use the supplier number as basis for payment statistics. The table is updated when completing the Business partner file. If you want to group suppliers together, you must create your own groups.
Transaction entry templates The transaction entry screen can be customised to only show input fields needed by the user. Different entry options can be made for different tasks. At transaction entry the user can choose the appropriate entry option. Default values for different fields can also be entered in the entry option.
Interface type table Interface types must be defined before you can transfer A/P invoice documents from pre-systems.
Transfer type table Define per transfer type a local transfer program to transfer a payment order from the A/P payment proposal routine to another unit, e.g. financial institute.
System bank group detail table Define per bank group/payment mode/transfer type a local format program to create a payment order in the A/P payment proposal routine. The entry will override the local format program entered in the A/P payment mode table. The table is reach from the System bank group table, if entries exist in the Transfer type table.
Language table It is possible to translate different codes in the system to the user language in the Language table.

The Special panel value translation table holds all the panel values defined in the Panel value control file for the subset *ALL. The panel values are used in various programs.

For Accounts Payable these are used in the following routines:

  • Cheque inventory
  • A/P payment proposal
  • A/P recurring invoice
  • A/P transactions enquiry
  • A/P transaction list
Program function key table This table is preloaded with the program function keys used in several routines.

For Accounts Payable these are used in the following routines:

  • A/P transactions enquiry
  • Enter financials transactions
IFRS segmentation accounts table According to IFRS, corporations should give information about the different parts – segments – of their business. These segments should be both business areas and geographical areas.

During the IFRS segmentation, the system checks this table for valid segmentation accounts. A G/L posting is regarded valid for segmentation as soon as an entry that complies with the accounting is found.
A/P invoice matching tolerance limits table The A/P invoice matching tolerance limits table, where tolerance limit rules that are valid for all supplier invoices on a common level are defined, is available for tolerance accounting.

The option to define tolerance limits on unit price level is also available.

The defined rules are used by the system when matching final A/P invoices via the following routines:

  • the A/P invoice entry routine,
  • the A/P goods-in-transit routine, or
  • the A/P invoice automatic matching routine.
Supplier matching tolerance limits table The Suppliers’ matching tolerance limits table, where exceptions for invoices received from certain suppliers are defined, is available for tolerance accounting.

The option to define tolerance limits on price unit level is also available.
Payment method table Payment methods are used when entering bank information for business partners and A/P sundry suppliers (in the Business partner bank table and in the A/P sundry supplier additional data panel). The records entered hold the detail information indicating to the financial institution how to handle a payment. When payment methods are entered in the system they will be validated against this table.
IFS communicator table Define the IFS communicator types to be used in the routine Transfer transactions from/to IFS and in routine Work with A/P payment proposal, create payment orders to transfer the created payment order file to the IFS (Integrated File System).

For further information, see the related topics.

Related topics