Business objects INTERCOMPANY 10.0 User Manual

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SAP BusinessObjects Intercompany User Guide

■ SAP BusinessObjects Intercompany 10.0

2010-12-10

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© 2010 SAP AG. All rights reserved.SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business ByDesign, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects S.A. in the United States and in other countries. Business Objects is an SAP company.All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary.These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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What's new in SAP BusinessObjects Intercompany 10.0.......................................................9Chapter 1

1.1

1.2

1.3

1.4

1.5

1.6

1.7

1.8

1.9

1.10

3.1

3.2

4.1

4.1.1

4.2

4.3

4.4

4.5

Data can be imported from Financial Information Management.................................................9

Enhanced metadata import from SAP BusinessObjects Financial Consolidation.......................9

Additional reporting using Crystal Reports ..............................................................................9

Improved balance entry..........................................................................................................10

Tree view available in balance and invoice pages....................................................................10

Custom page design improvements.......................................................................................11

New difference calculation mode............................................................................................11

Improved invoice reconciliation...............................................................................................12

Improved accessibility to SAP BusinessObjects Financial Consolidation................................12

General interface improvements.............................................................................................13

Document History.................................................................................................................15Chapter 2

Introduction to SAP BusinessObjects Intercompany............................................................17Chapter 3

Introduction to the documentation..........................................................................................17

If you encounter a problem.....................................................................................................18

General interface information...............................................................................................19Chapter 4

Languages.............................................................................................................................19

To select the application language..........................................................................................19

Saving changes in the database.............................................................................................19

Intercompany interface tabs...................................................................................................20

Navigation in list boxes..........................................................................................................20

Navigation tree in the Balances page.....................................................................................20

5.1

5.1.1

5.2

5.3

General user tasks................................................................................................................23Chapter 5

Logging in to the application...................................................................................................23

To log in to the application.....................................................................................................23

Changing your user information..............................................................................................24

Filters.....................................................................................................................................24

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Contents

5.3.1

5.3.2

6.1

6.1.1

6.2

6.3

6.3.1

6.3.2

6.3.3

6.3.4

6.4

6.4.1

6.4.2

6.4.3

6.5

6.5.1

6.5.2

6.5.3

6.5.4

6.5.5

6.5.6

6.6

6.7

6.7.1

6.7.2

6.7.3

6.8

6.8.1

6.8.2

6.8.3

6.8.4

6.8.5

6.8.6

6.9

6.9.1

6.10

6.10.1

6.10.2

6.10.3

Balance page filters................................................................................................................25

Filtering objects using the Search function.............................................................................27

The reconciliation process....................................................................................................29Chapter 6

Reconciliations.......................................................................................................................29

Reconciling balances in group currency..................................................................................29

Starting the reconciliation process.........................................................................................30

Balances pages......................................................................................................................31

Detail by partners page..........................................................................................................31

Detail by parent accounts page..............................................................................................32

Detail by transaction currencies page.....................................................................................33

Detail by child accounts page.................................................................................................34

Creating and opening balances..............................................................................................35

To select a declaring company...............................................................................................36

To select a period..................................................................................................................36

To create or open a balance row............................................................................................36

Entering amounts in balances.................................................................................................37

Journal account resets...........................................................................................................38

Attaching a standard comment to a balance...........................................................................38

Attaching a file to a balance....................................................................................................39

Entering a comment for a balance..........................................................................................40

Communicating with the partner via statuses and actions.......................................................41

Resetting and removing balances...........................................................................................42

Updating Financial Information Management data from Intercompany ....................................43

Freezing a company balance..................................................................................................43

To freeze the balances of a company and of all its partners ...................................................44

To freeze/unfreeze the relationship between a company and a single partner........................44

To freeze/unfreeze the balances of a company against all its partners ..................................45

Entering invoice amounts.......................................................................................................45

To enter an invoice.................................................................................................................45

Invoice updates......................................................................................................................46

Invoice comments..................................................................................................................47

Invoice standard comments....................................................................................................48

Attaching a file to an invoice...................................................................................................49

Invoice grouping and reconciliation.........................................................................................50

Tracking progress via emails..................................................................................................54

To start or stop receiving detailed emails...............................................................................54

Reports on balances and invoices..........................................................................................55

Viewing reports......................................................................................................................55

Report contents.....................................................................................................................55

To delete a report...................................................................................................................58

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Contents

6.11

6.11.1

6.11.2

6.11.3

6.11.4

6.11.5

6.12

6.12.1

6.12.2

6.12.3

7.1

7.1.1

7.1.2

7.2

7.2.1

7.2.2

7.3

7.3.1

7.4

7.4.1

7.4.2

7.4.3

7.5

7.5.1

7.5.2

7.5.3

7.5.4

7.6

7.6.1

7.6.2

7.6.3

7.7

7.8

7.8.1

7.8.2

7.8.3

7.9

7.9.1

7.9.2

Exporting data........................................................................................................................58

To enable the data filter for balance and invoice exports.........................................................59

Exporting balances.................................................................................................................59

Exporting balances to SAP BusinessObjects Financial Consolidation.....................................61

Exporting invoices..................................................................................................................62

Exporting journals...................................................................................................................63

Balance statuses....................................................................................................................64

Reconciliations without materiality..........................................................................................65

Reconciliations with materialities............................................................................................66

Reopening reconciled balances..............................................................................................67

Administration of the application..........................................................................................69Chapter 7

Intercompany databases........................................................................................................69

Managing database connections............................................................................................69

Defining the database structure.............................................................................................73

Importing invoices................................................................................................................124

Replacing or totaling invoice balances..................................................................................125

To import invoices................................................................................................................125

Reconciliation calculation methods.......................................................................................126

To select the invoice reconciliation method..........................................................................128

Starting and stopping the reconciliation process..................................................................128

To manually start the reconciliation process.........................................................................129

To manually stop the reconciliation process.........................................................................129

To automatically start and stop the reconciliation process ...................................................129

Opening and closing periods................................................................................................130

To open a period..................................................................................................................130

To open all of the periods at once........................................................................................131

To close a period.................................................................................................................131

To close all the periods at once............................................................................................131

Running the forced reconciliation process............................................................................131

To run the forced reconciliation process...............................................................................132

To restore data after running the forced reconciliation process............................................132

To consult log files after running the forced reconciliation process.......................................133

Exporting balance amounts to SAP BusinessObjects Financial Consolidation.......................133

Freezing and unfreezing company balances..........................................................................133

Authorizing unreconciled company balances to be frozen ....................................................134

Authorizing Power Users to freeze companies with unreconciled balances..........................134

Freezing company balances at the end of the reconciliation process....................................135

Invoice grouping and reconciliation setup.............................................................................136

Creating balances by importing/creating invoices.................................................................137

Invoice rules ........................................................................................................................141

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Contents

7.10

7.10.1

7.10.2

7.10.3

7.11

7.11.1

7.11.2

7.11.3

7.12

7.12.1

7.12.2

7.12.3

7.12.4

7.12.5

7.12.6

7.12.7

7.12.8

7.12.9

7.12.10

7.12.11

7.12.12

7.12.13

7.12.14

7.12.15

7.13

7.13.1

7.14

7.14.1

7.14.2

7.14.3

7.14.4

7.15

7.15.1

7.15.2

7.16

7.16.1

7.17

7.17.1

7.18

7.18.1

7.19

Purging balances and invoices..............................................................................................141

To purge balances and invoices simultaneously....................................................................142

To purge invoices.................................................................................................................142

To purge balances and invoices for all of the periods............................................................143

Deleting invoices by company, parent or child account.........................................................143

To delete invoices by company............................................................................................143

To delete invoices by parent account...................................................................................143

To delete invoices by child account......................................................................................144

Templates for data import and export...................................................................................144

Template lists.......................................................................................................................146

Account templates...............................................................................................................146

Account/Journal Account Relationships templates...............................................................149

Account Group templates....................................................................................................150

Balance templates................................................................................................................151

Company templates.............................................................................................................155

Company group templates...................................................................................................158

Currency templates..............................................................................................................159

Invoice templates.................................................................................................................162

Journal Export templates......................................................................................................164

User templates....................................................................................................................166

User/User Group Relationship templates.............................................................................169

User Group templates..........................................................................................................170

User Group/Company Relationship templates.....................................................................170

Journal Account templates...................................................................................................171

The application login page text.............................................................................................171

To display a customized login page text...............................................................................172

Emails..................................................................................................................................172

Global emails.......................................................................................................................173

Automatic detailed emails.....................................................................................................173

Automatic summary emails...................................................................................................175

Email delivery control...........................................................................................................176

Status properties.................................................................................................................176

Status symbols and descriptions..........................................................................................176

To configure status properties..............................................................................................182

Difference calculation type...................................................................................................183

To set the difference calculation type...................................................................................184

Categories...........................................................................................................................185

To set the category..............................................................................................................185

Data entry period.................................................................................................................185

To set the data entry period.................................................................................................185

Audit ID................................................................................................................................186

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Contents

7.19.1

7.20

7.20.1

7.21

7.21.1

7.21.2

7.21.3

7.21.4

7.21.5

7.21.6

7.21.7

7.22

7.22.1

7.23

7.23.1

7.24

7.24.1

7.24.2

7.25

7.25.1

To set the audit ID................................................................................................................186

Default flow..........................................................................................................................186

To set a flow........................................................................................................................186

Report administration...........................................................................................................187

Balance reports....................................................................................................................187

Invoice reports.....................................................................................................................190

Additional reports ................................................................................................................192

Activating report types and columns.....................................................................................205

Report formats.....................................................................................................................206

Report interface styles.........................................................................................................206

To delete reports..................................................................................................................207

Balance and invoice interface display...................................................................................208

To define the column interface display..................................................................................208

Decimals in balances............................................................................................................209

To store decimals in the database........................................................................................209

Archiving balances...............................................................................................................209

To archive balances by period..............................................................................................210

To restore archived balances by period................................................................................210

Digit grouping symbols.........................................................................................................210

To activate the digit grouping symbol...................................................................................211

Glossary..............................................................................................................................213Chapter 8

More Information.................................................................................................................217Appendix A

Index 219

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Contents

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What's new in SAP BusinessObjects Intercompany 10.0

1.1 Data can be imported from Financial Information Management

Balances and invoices can be imported directly into Intercompany from SAP BusinessObjects Financial Information Management which can be connected to SAP and non SAP source systems.

The advantages of using SAP BusinessObjects Financial Information Management are:

• Improved import capabilities provided by Data Services, like data traceability.

• A drill-to-origin functionality available in SAP BusinessObjects Intercompany can display source

data. You can directly open the transaction linked if the source is the SAP Enterprise Resource Planning (ERP) and correct the original information.

• Automated data loading

• Transformation between the source and target system using mapping tables.

1.2 Enhanced metadata import from SAP BusinessObjects Financial Consolidation

Administrators can select in SAP BusinessObjects Intercompany master data characteristics and properties of the following SAP BusinessObjects Financial Consolidation dimensions.

• Accounts

• Company

• Currency

The characteristics can be used for sorting and filtering master data before an import.

The update of accounts, currencies and companies using the direct import from SAP BusinessObjects Financial Consolidation is much easier.

1.3 Additional reporting using Crystal Reports

As well as using the pre-defined reports will still be available, you can now build Extended Crystal Reports within SAP BusinessObjects Intercompany.

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What's new in SAP BusinessObjects Intercompany 10.0

You can define reports by using Crystal Report Designer and launch those additional reports within SAP BusinessObjects Intercompany.

By default, some additional pre-built Crystal Reports are provided.

1.4 Improved balance entry

Administrators and Interactive Users can import, create and modify multiple balances through the use of the Add Multiple Balances button.

In the Add Multiple Balances page, you can add balances in one of the following ways:

•

Select objects using the button.

• Type in the text boxes.

• From an Excel sheet, copy and paste data, respecting the column order and number of rows in the

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

The new data entry is as easy as entering data in Excel; data entry can be done by directly enter values in the cells, or by pasting values entered in Excel for a mass entry.

For each multiple balance entry, the status of each balance entered is checked. A checkmark appears if the balance is successfully created, and an X sign will appear if the balance row contains an error which makes the balance cannot be created. A tool tip appears for each balance on an unsuccessful line to explain which balances were incorrectly entered.

The Delete Submitted button refreshes the list to remove balances that are already successfully created.

The Cancel button closes the "Add Multiple Balances" page. Balances that are successfully created will remain and not be erased.

In the Balances tab, the customization of multiple balances is activated by the Administrator in Administration > Settings > Multiple Balance Creation

1.5 Tree view available in balance and invoice pages

On the left of the lists of balances and invoices, there is a tree through which you can navigate to the following pages:

• Detail by partners

• Detail by parent accounts

• Detail by transaction currencies

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What's new in SAP BusinessObjects Intercompany 10.0

• Detail by child accounts

The tree shows at a glance the reconciliation status and the group difference from all pages listed above.

Each user chooses whether or not to show this tree view by selecting or deselecting the Display Tree View in Balances checkbox in the "Your Profile" page.

1.6 Custom page design improvements

In the Balances tab, the List of Invoices displays invoices that can be accessed by the invoice reference link. The List of Invoice view is customized in Administration > Settings > List of Invoices.

Users can also customize views in the following pages:

• "Invoices for Parent Account"

• "Invoice Group"

• "Invoices for Child Account"

• "Invoice Assignment"

• "Invoice Edit"

1.7 New difference calculation mode

Up until version 7.5 of SAP BusinessObjects Intercompany, there were only two group amount difference calculation modes:

• |OurSide ± Their Side|

The difference between a company and its partner is calculated by using the calculation type (|A+B| for Profit & Loss (P&L) accounts and |A-B| for Balance Sheet BS) accounts).

The calculation types are different between BS and P&L accounts when Expenses are entered in negative amounts and Revenues, Assets, Liabilities and Owner's Equity are entered in positive amounts.

The difference calculated is shown in absolute value.

• Our Side + Their Side

The difference between a company and its partner is calculated by adding the data entered by both parties. This calculation mode is only suitable when the calculation type used is the |A+B| for all accounts.

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What's new in SAP BusinessObjects Intercompany 10.0

In version 10.0, there is a new group amount difference calculation mode using the new calculation sign:

±OurSide + ±Their Side using Account Calculation Sign

When this calculation mode is set in Administration > Settings > Balance Settings from the Group Amount Difference Calculation list, a calculation sign has to be defined for each parent account.

This new calculation mode is to be used when:

• There are different account groups with different calculation types (such as BS and P&L).

• Total Ours (company) and Total Theirs (partner) need to take into account the calculation sign.

• Total Difference at company level can contain compensating sub-total differences.

1.8 Improved invoice reconciliation

New feature: Invoice rules

Using Invoice Rules, available in the Administration settings, an Administrator can create, view, and delete an invoice rule for each period.

The application has the ability to support grouping and matching of multiple items on an automated basis based upon selected criteria.

When a new period is created, by default the invoice rule selected is the one used in the previous period.

The grouping and reconciliation criteria of the default invoice rule that apply to all existing periods during migration are the following:

• The grouping criteria is "Invoice Reference"

• The reconciliation criteria is "Transaction Amount"

The default rule applies to all existing periods during migration.

New invoice setting: Invoice Level Reconciliation Enabled

Select this option, available in Administration > Settings > Invoice Settings , to:

• Allow users to reconcile invoices during the import. If this option is not selected, none of the options

selected in the "Invoice Reconciliation" section are applied.

• See invoice information in the "Detail by Child Account" page.

1.9 Improved accessibility to SAP BusinessObjects Financial Consolidation

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What's new in SAP BusinessObjects Intercompany 10.0

The Administrator can now set a URL in SAP BusinessObjects Intercompany that allows users configured in the BusinessObjects Enterprise User Management console to launch the web version of SAP BusinessObjects Financial Consolidation from SAP BusinessObjects Intercompany.

Once the URL is set, the following links allow users to go directly from one application to the other:

• A link available in the export balance result pages.

• A link available at Administration > Utilities > SAP BusinessObjects Financial Consolidation

For users defined in SAP BusinessObjects Enterprise, There can also be a direct connection to SAP BusinessObjects Financial Consolidation from SAP BusinessObjects Intercompany using Single Sign-On.

1.10 General interface improvements

The settings listed below are available in version 10.0 of Intercompany:

• Below are the new settings for connections between SAP BusinessObjects Intercompany and SAP

BusinessObjects Financial Consolidation, available in Administration > Settings > Import/Export Settings > SAP BusinessObjects Financial Consolidation settings:

• Export Reporting Company

Select the option to have exported reporting companies instead of companies and their partners.

• Export Transaction Amount

Select the option to have exported the Transaction Amount as well as the Local Amount.

• Use Account Flows Delimiter

Select the option to set a delimiter value between the account and the flow.

• Flow Delimiter

A delimiter used between account and flow.

• Reuse last user selection in the page

Select Reuse last user selection in the page to have export options entered in the "Export Balances to SAP BusinessObjects Financial Consolidation" page stored so that they reappear each time the page is opened.

• SAP BusinessObjects Financial Consolidation rate type IDs

Specify the exchange rate type ID used for exports to Financial Consolidation.

• In the Balance import template, you can opt to use account flows.

• In Administration > Settings > Metadata settings, in the "Journal" settings, you can use Create

journals for new balances.

• In reports, you can set Display Descriptions and Display Report Header.

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What's new in SAP BusinessObjects Intercompany 10.0

• In report Unassigned Unreconciled Invoices, you can set Display Company as Partner. The

Display Company as Partner option, deactivated by default, displays all invoices data for a company regardless of the position, be it Company or Partner.

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Document History

The following table provides an overview on the most important document changes in this documentation:

DescriptionDateVersion

January 20111.00

Updated documentation for version 10.0.

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Document History

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Introduction to SAP BusinessObjects Intercompany

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

In the application, reconciliations are dealt with as follows:

• Peer-to-peer reconciliations are in real time. The head office does not validate peer-to-peer

reconciliations; only the companies that perform the transactions are involved in reconciling the balances.

• Adjustments are made when necessary.

• The head office ensures that the reconciliation process is trouble free, and acts as referee when

differences remain.

• Amounts are integrated in the consolidation packages.

The reconciliation process works as follows:

• The Administrator configures the reconciliation process by configuring the database and connections,

and then starts the process.

• Users of all profiles log in to the application to perform specific tasks in the reconciliation process.

• At the end of the reconciliation process, the Administrator runs a forced reconciliation, then freezes

balances.

• Users then export the balance amounts and journals.

3.1 Introduction to the documentation

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

There are four types of user:

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Introduction to SAP BusinessObjects Intercompany

• The Administrator defines the database objects.

• Interactive Users add, modify, and delete balances and invoices, perform invoice matching, import

and export balances and invoices, and create reports and freeze companies.

• Power Users monitor the progress of the companies within their scope of responsibility. Power users

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

• View Users consult data and monitor how balances are progressing. View Users can also export

balances and invoices and build reports.

Related Topics

• User profiles

3.2 If you encounter a problem

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

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

• The software version installed on your workstation

• The computer environment used, for example, Web, Citrix, or Windows

• The type of database and the version, for example, Oracle, MSSQL Server, or IBM DB2

• The server and client workstation operating systems

• The network connection, such as RNIS, WAN, or LAN, and any other software components used,

such as Internet Explorer, IIS, or Apache

• The exact content of the messages that appeared on your screen when the error occurred

• A description of what occurred and what action you were performing at the time

• How you tried to solve the problem

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

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General interface information

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

4.1 Languages

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

4.1.1 To select the application language

Click the Language link.

The "Language" dialog box appears.

Click the language you want to apply.

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

4.2 Saving changes in the database

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

• changes made to an object

• balances entered

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General interface information

4.3 Intercompany interface tabs

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

• Balances, for all users, which contains the balance and invoice pages

• Import/Export, for Administrators and Interactive Users to find import and export templates and

reports to customize and execute

• Reports, for all users to go to for generating reports

• Administration, for Administrators and user Your Profile settings

4.4 Navigation in list boxes

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

Return to the first page

Return to the previous page

Go to the next page

Go to the last page

4.5 Navigation tree in the Balances page

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

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

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General interface information

List of Balances navigation

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

• "Detail by partners"

• "Detail by parent accounts"

• "Detail by transaction currencies"

• "Detail by child accounts"

List of Invoices navigation

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

Related Topics

• Changing your user information

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General interface information

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General user tasks

This section explains how to:

• log in to the application

• change your user information

• delete objects

• work with filters

5.1 Logging in to the application

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

Note:

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

• The Administrator assigns a language to each user. When a user connects to the application, the

application opens in the language that has been assigned to that particular user. Users can change the language.

Related Topics

• Languages

5.1.1 To log in to the application

Enter the Internet address provided by the Administrator in your web browser.

Enter your user name and password.

Note:

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

Click Log On.

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General user tasks

Note:

If you have problems connecting, contact your Administrator.

• If this is not the first time you have logged in, the Balances tab appears displaying the balances.

• If you are logging in for the first time, you need to change your password.

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

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

Note:

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

5.2 Changing your user information

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

• Name

• Password

• Email address

• Phone and fax numbers

• Address

• whether or not they want to receive detailed emails

Users also have the following options:

• to store the last balances page used in the memory

• to display the code and description of objects displayed in the balances page

• to activate the navigation tree view in the Balances tab

Related Topics

• Tracking progress via emails

5.3 Filters

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General user tasks

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

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

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

5.3.1 Balance page filters

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

Related Topics

• Account groups

5.3.1.1 To set a Balances page filter

In the Balances page, select the Filter tab.

To filter by a Status in currency pages and when entering child amounts, click and select a status.

To filter by a Group Status in partner and parent account pages, select one of the following:

• Reconciled

• Not Reconciled

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

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

To filter by accounts affected by the transaction:

Click .

b. Activate the accounts. c. Click Select.

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

To filter by the transaction currency, click and select the currency from the list.

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General user tasks

To filter out balances that have no standard comments, select Standard Comment.

10.

To filter by a partner's timestamp, for example when the partner last made changes to the balances in question, activate one of the following:

• Start/Finish

Set the start and finish date and time.

• Last Hours

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

11.

Click Save.

5.3.1.2 To store the last balances page used in the memory

In the Administration tab, click Your Profile.

Activate Remember Last Balance Page.

Click Update.

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

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

In the Administration tab, click Your Profile.

From the Balance Page Navigation Option list, select one of the following:

• Show Code

• Show Description

• Show Both

Click Update.

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

Click Filter in the navigation bar.

Click Clear.

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

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5.3.1.5 Toggling between filters

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

Note:

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

5.3.2 Filtering objects using the Search function

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

• From the "Import/Export" tab:

• any data or metadata template page

• the "Previous Imports/Exports" page

• From the "Administration" tab:

• the "Purge Balances/Invoices" page

• the "Logged On Users" page

• any "System" category sub-page

• any "Metadata" category sub-page

This filter is not stored in the memory.

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

5.3.2.1 To filter data using Search

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

Tip:

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

Click Search.

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During the reconciliation process, different users perform different tasks:

• Administrators import balances.

• Interactive Users enter data manually and import balances.

• Power Users monitor the progress of the companies in their scope of responsibility by consulting

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

• View Users consult data and monitor how balances are progressing by consulting balances and

reports.

Related Topics

• User profiles

• Balances pages

• Importing data

6.1 Reconciliations

The Administrator specifies how balances are reconciled.

This is useful when:

• a materiality value is being used

• the amounts are entered in several transaction currencies for the same parent account

6.1.1 Reconciling balances in group currency

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

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• If the total difference at group row level is greater than materiality, the status for the group row is

Unreconciled, even if the statuses of the balances in individual currencies are reconciled. The total group row difference is more important than the individual balance statuses for each currency.

In the following example, materiality is set at 100 dollars and the reconciliation mode is "Group Row Difference".

• If the balance status for each currency is Reconciled, the status for the group row total is Reconciled

even if the difference at group row level is greater than materiality. Here, the individual currency balance statuses are more important than the total group row difference.

In the following example, materiality is set at 1000 dollars and the reconciliation mode is Balance

Status.

Note:

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

6.2 Starting the reconciliation process

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

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Note:

Once the process is started, the Administrator cannot make any changes to the database structure.

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

Related Topics

• Starting and stopping the reconciliation process

6.3 Balances pages

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

• Manual data entry, which involves creating and entering an amount for a balance by the Administrator

or Interactive User. You can enter balances one at a time, or as part of a multiple balance entry. See the topic

To create or open a balance row

• Import from a file by the Administrator or Interactive User

In the Balances page, there are the following tabs:

• List of Balances, which defaults to the "Detail by partners" page.

• List of Invoices, which defaults to the "Invoices" page.

• Filters, in which you can configure a filter on the balances and invoice pages. See the topic

page filters

The column headers and order are defined by the Administrator.

Related Topics

• To create or open a balance row

• Importing data

• Entering amounts in balances

• Balance page filters

• Navigation tree in the Balances page

6.3.1 Detail by partners page

Balance

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

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

• Click the partner code in the table.

• Select the partner code in the navigation tree.

Detail by partners table columns

The "Detail by partners" page can include the following columns:

• Partner Code

• Partner Description

• Partner Status, which indicates the status of the relationship between your company and the partner.

The status is either "Reconciled" or "Not Reconciled".

• Group Difference, which indicates differences in Group currency.

• Contact. Click the envelope icon to see the contacts of the partner.

• Balance Count, which indicates the number of amounts entered.

• Company Timestamp, which indicates when the balances were last changed.

• Partner Timestamp, which indicates when the partner's balances were last changed.

Note:

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

• Partner Code

• Partner Description

• Partner Status

Related Topics

• To create or open a balance row

• Filtering objects using the Search function

• Freezing a company balance

6.3.2 Detail by parent accounts page

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

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

• Click the account code in the table.

• Select the account code in the navigation tree.

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Detail by parent accounts table columns

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

• Side, detailing the company, partner, and group difference.

• Account Code

• Account Description

• Group Status, which indicates the status of a particular parent account: this is either reconciled or

not reconciled.

• Group Amount, which indicates amounts in Group currency.

• Balance Count, which indicates the number of amounts entered.

• Timestamp, which indicates when the balances were last changed.

Note:

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

• Account Code

• Account Description

Related Topics

• To create or open a balance row

• Filtering objects using the Search function

• Freezing a company balance

6.3.3 Detail by transaction currencies page

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

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

• Click the currency code in the table.

• Select the currency code in the navigation tree.

Detail by transaction currencies table columns

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

• Side, detailing the company, partner, and group difference.

• Currency Code, which indicates the transaction currency codes.

• Transaction Status, which indicates the status of the balance.

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• Transaction Amount, which indicates the amounts expressed in transaction currency.

• Local Amount, which indicates the amounts expressed in local currency.

• Group Amount, which indicates the amounts expressed in Group currency.

• Balance Count, which indicates the number of amounts entered.

• Standard Comment

• Comment

• File

• Timestamp

Note:

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

• Currency Code

Related Topics

• Status symbols and descriptions

• To create or open a balance row

• Filtering objects using the Search function

6.3.4 Detail by child accounts page

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

• Company Child Accounts

• Partner Child Accounts

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

Accounts table columns

The child account table can include the following columns:

• Reconciled/unreconciled status

• Account Code

• Account Description

• Side, indicating the status of the current parent account.

• The Account Code, which can contain references to SAP BusinessObjects Financial Consolidation

account flows.

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• Group Amount, which converts the local or transaction currency amounts, depending on the

Administrator's choice, into the Group currency.

• Transaction Amount and Local Amount, which enable you to enter balance amounts in transaction

and local currency for each child account (depending on the Administrator's selection).

• Reset Transaction Journal and Reset Local Journal, which enable you to define changed amounts

as original amounts. These columns are useful for calculating differences stored in the journal accounts.

• Comment

• File

• Standard Comment

Note:

• If there are invoices in the database, the Invoices column appears.

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

• Account Code

• Account Description

Related Topics

• Status symbols and descriptions

• Journal account resets

• Filtering objects using the Search function

6.4 Creating and opening balances

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

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

• a declaring company

The declaring company is the company the current user is working on.

• a period

The period is the date to which the amounts are linked.

• a partner

• an account

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• a currency

Usually, the Administrator or Interactive User can change the currency selection; however the transaction currency can be imposed by the Administrator. If this is the case, the Administrator or Interactive User must enter all the amounts in the specified transaction currency.

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

Related Topics

• Translating amounts

6.4.1 To select a declaring company

In the Intercompany menu bar, click to the right of the current company.

In the Companies dialog box, select a company.

6.4.2 To select a period

In the Intercompany menu bar, click to the right of the current period.

In the Periods dialog box, select a period.

6.4.3 To create or open a balance row

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

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

• To add a single balance, click Add/Access Balance and select the required objects using the

button.

Depending on which type of page you are in, the "Partner" and "Account" fields may already be filled in.

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Note:

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

• To add more than one balance, click Add Multiple Balances.

In the Add Multiple Balances page, you can add balances in one of the following ways:

b. c.

Select the required objects.

Click Create.

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

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

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

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

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

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

6.5 Entering amounts in balances

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

Click Submit to save the amounts entered in the database.

Note:

If the Administrator has authorized the use of invoices, and Invoices Drive Balances option is not selected in the Administration > Settings > Invoice Settings, then each time you click Submit, an error icon appears in the Invoices column in the "Detail by Child Accounts" page indicating that the balance amounts and the sum of invoices linked to the balances no longer correspond.

Related Topics

• Detail by child accounts page

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6.5.1 Journal account resets

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

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

• Reset Transaction Journal

• Reset Local Journal

This column appears when you can enter local currency amounts.

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

Related Topics

• Journal accounts

• Detail by child accounts page

6.5.1.1 To reset a transaction journal amount

In the page for entering amounts, enter the amount to be defined as the original amount in the

Transaction Amount column.

Activate the Reset Transaction Journal column.

Click Update.

6.5.2 Attaching a standard comment to a balance

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

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

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6.5.2.1 To attach a standard comment

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

Select the required standard comment from the list.

Click OK.

Click Update.

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

6.5.2.2 To delete a standard comment

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

Select - from the list.

Click OK.

Click Update.

6.5.3 Attaching a file to a balance

The paperclip icon indicates that a file is attached.

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

6.5.3.1 To attach a file to a balance

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

Click Browse.

In the "Choose file" dialog box, select the relevant file.

Click Open.

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Click Attach.

6.5.3.2 To delete an attached file from a balance

In the File column, click the - icon.

Click Delete.

6.5.4 Entering a comment for a balance

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

The post-it icon indicates that a comment has been entered by the company and that it can be changed. The declaring company that entered the comment sees this icon.

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

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

Note:

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

6.5.4.1 To enter a comment for a balance

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

Enter your comment.

Click OK.

In the balance page, click Update.

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

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6.5.4.2 To delete a comment entered for a balance

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

Delete the comment.

Click OK.

In the balance page, click Update.

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

6.5.5 Communicating with the partner via statuses and actions

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

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

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

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

Related Topics

• Balance statuses

• User Group statuses

• Status symbols and descriptions

• Tracking progress via emails

6.5.5.1 To make a request or respond to a request

In the page used for entering balances, click the company status icon.

In the " Detail by Child Accounts" panel, select the status you want to propose or accept.

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Click Go.

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

6.5.6 Resetting and removing balances

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

• Administrators - authorized to change any balance in any company.

• Interactive Users - authorized to change only the balances belonging to the companies to which

they have access.

Note:

The balances of frozen companies cannot be reset or removed.

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

• If the partners have not loaded the balances, all the amounts and balance rows are deleted.

• If one or more partners have already loaded balances, only the amounts loaded by the declaring

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

Note:

This action is performed when the reconciliation process is running.

Related Topics

• Authorizing Power Users to freeze companies with unreconciled balances

6.5.6.1 To reset or remove company balances

In the Administration tab, select Companies under "Metadata".

Click the link for the company on which you want to perform the action.

Click Reset/Remove Balances.

A confirmation message appears.

Click OK.

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6.6 Updating Financial Information Management data from Intercompany

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

To view balance data in Financial Information Management from Intercompany

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

"Financial Information Management" opens in a browser.

To view invoice data in Financial Information Management from Intercompany

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

Financial Information Management opens in a browser.

Related Topics

• Setting the connection to SAP BusinessObjects Financial Information Management

6.7 Freezing a company balance

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

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

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

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

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

Note:

• If an error has been made, only Administrators can unfreeze company balances, unless the

Administrator gives Power Users the right to freeze companies.

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• If the Administrator authorizes companies to freeze balances only when they have been reconciled,

the companies can freeze balances only if the company and partner both select the Agreed To Differ status.

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

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

Note:

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

Related Topics

• Authorizing Power Users to freeze companies with unreconciled balances

• Status properties

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

Do one of the following:

• Click the Balances tab.

The "Detail by partners" page appears.

• Select Administration > Companies > [company to be frozen].

The selected company's page appears.

Click Freeze Company.

A confirmation message appears.

Click OK.

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

Click the Balances tab.

Click the required partner.

The parent account page appears.

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Click Freeze Relationship or Unfreeze Relationship.

A confirmation dialog box appears.

Click OK.

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

Click the Balances tab.

Click Freeze Company or Unfreeze Company.

A confirmation dialog box appears.

Click OK.

6.8 Entering invoice amounts

All users can view and export invoices; however only Administrators and Interactive Users can import, create, delete, and modify invoices.

If the invoice reference already exists, the Administrators and Interactive Users can:

• replace the existing amount

• add the new amount to the existing amount

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

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

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

Related Topics

• Invoice grouping and reconciliation setup

6.8.1 To enter an invoice

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

Note:

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

Click Add Invoice.

Enter the following information in the relevant fields:

• the invoice reference

• the transaction currency amount

• the invoice amount in the local currency

Select Override or Aggregate.

If you want the balance to be recalculated based on the invoice amount, select the Update Balance option.

Click Create.

The new invoice appears in the list.

6.8.2 Invoice updates

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

• the invoice reference

• the child account to which it is assigned

• the transaction amount

• the local amount

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

• a comment

• a standard comment

• a file

Note:

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

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

• The Invoice Group ID field specifies the group ID reference associated to the invoice. The Invoice

Group ID field is not an editable field as it is system generated.

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Note:

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

• Text fields that offer additional invoice information..

If the Administrator predefined the "Invoice Text 1" and "Invoice Text 2" fields, the user can use the list to select the predefined text required.

• Amount fields that offer additional invoice amount information.

• Date fields that offer additional data amount information. A calendar is available beside each date

type field.

Related Topics

• Additional fields for invoices

• Deleting invoices by company, parent or child account

• Attaching a file to an invoice

• Invoice comments

• Balance and invoice interface display

6.8.3 Invoice comments

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

The post-it icon indicates that a comment has been entered by a company and can be changed. The declaring company that entered the comment sees this icon.

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

6.8.3.1 To enter a comment for an invoice

Select the Balances tab.

Navigate through the balances to the "Detail by child accounts" page.

In the Invoice Reference column, click the invoice to which you want to add a comment.

In the invoice edit page, click next to "Comment".

In the Comment field, enter your comment.

Click OK.

In the invoice page, click Update.

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

6.8.3.2 To consult a comment entered for an invoice

Select the Balances tab.

Navigate through the balances to the "Invoices" page.

In the Invoice Reference column, select a reference.

In the invoice edit page, click the post-it icon for the invoice whose comment you want to consult.

The comment appears.

6.8.3.3 To delete a comment entered for an invoice

Select the Balances tab.

Navigate through the balances to the "Invoices" page.

In the Invoice Reference column, click the invoice whose comment you want to delete .

In the invoice edit page, click the post-it icon.

Delete the text in the text box.

Click OK.

In the invoice edit page, click Update.

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

6.8.4 Invoice standard comments

You can select a standard comment for each amount in an invoice. Comments are pre-defined by the Administrator.

6.8.4.1 To attach a standard comment to an invoice

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

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In the invoice edit page, click next to "Standard Comment".

Select the required standard comment from the list.

Click OK.

In the invoice page, click Update.

The standard comment text appears in the "Standard Comment" column.

6.8.4.2 To delete a standard comment from an invoice

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

In the invoice edit page, click next to "Standard Comment".

Select - from the list.

Click OK, then Update.

The standard comment text disappears from the "Standard Comment" column.

6.8.5 Attaching a file to an invoice

The paperclip icon indicates that a file is attached.

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

6.8.5.1 To attach a file to an invoice

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

In the invoice edit page, click next to "File".

Click Browse.

In the "Choose File" dialog box, select the relevant file.

Click Open.

Click Attach.

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6.8.5.2 To delete a file from an invoice

In the File field of the Invoices page, click .

Click Delete.

6.8.6 Invoice grouping and reconciliation

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

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

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

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

• period

• transaction currency

• additional field values selected as grouping criteria

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

The system reads the invoices in the import file and places them into groups.

Once all of the lines have been processed, the invoice groups are modified or created, then reviewed to determine their final status, either reconciled or unreconciled.

6.8.6.1 Automatic invoice grouping

The system groups invoices during an invoice import. If an invoice does not already exist, the system creates it and tries to place it in an existing group, or creates a new group for it.

The import process only considers invoices that meet the grouping rules and are either unassigned or assigned to unreconciled groups.

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If the newly created invoice can be placed in two or more existing groups, then it remains unassigned and the Administrator or Interactive User has to pick the correct group for it manually.

If the corresponding invoice already exists in the system and it is not reconciled yet, the import updates it.

• If the invoice was unassigned, then the invoice import places it in a new or existing group.

• If the invoice was assigned to a group, the grouping criteria will be reapplied to leave the invoice in

the same group or move it in a different one.

6.8.6.2 Automatic invoice reconciliation

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

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

Note:

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

Related Topics

• Detail by child accounts page

6.8.6.2.1 To consult invoices for a currency transaction

Select the Balances tab.

Navigate through the balances to the "Detail by child accounts" page.

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

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

The "Invoices" page appears.

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Note:

In this page, you can:

• consult comments entered by the partner

• access the properties of any invoice contributing to the child account

• sort the "Invoice Reference", "Transaction Amount", and "Local Amount" columns

• delete the invoices

• display and hide the additional columns

Related Topics

• Detail by child accounts page

• Deleting invoices by company, parent or child account

6.8.6.3 Reconciling invoices manually

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

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

Note:

Unreconciled invoices do not block the reconciliation process.

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

6.8.6.3.1 To reconcile invoices manually

Select the Balances tab.

Navigate through the balances to the "Detail by child accounts" page.

Click Reconcile Invoices.

The "Invoice Reconciliation" page appears.

Note:

In this page, you can:

• consult comments entered by the partner

• sort the "Invoice Reference", "Transaction Amount", and "Local Amount" columns

• delete the invoices

• display and hide the additional columns

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

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

The Invoice Group page appears.

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

Click Create.

To add other declaring company invoices or partner invoices to the group, click Modify Members.

Do one of the following:

• In the Assigned column, select the invoices required.

• Click Assign All Ourside or Assign All Theirside to assign all the invoices for the company or

the partner.

• To unassign all invoices to either the company or partner, click Un-Assign All Ourside or

Un-Assign All Theirside.

Click Update.

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

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

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

Related Topics

• Deleting invoices by company, parent or child account

• Invoice reconciling using standard comments

6.8.6.4 Invoice reconciling using standard comments

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

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

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

Related Topics

• To reconcile invoices manually

6.8.6.4.1 To force reconciliation using standard comments

In the Standard Comment column of the "Invoice Group" page, click the post-it icon for your company.

In the dialog box used to select the standard comment, select the standard comment required and click Close.

All the invoices belonging to your company now have the same standard comment.

The partner selects the same standard comment for the invoices using steps 1 and 2.

The invoice groups are reconciled.

6.9 Tracking progress via emails

To keep track of the progress made regarding the balances:

• Interactive Users and Administrators receive emails which provide a condensed report of the balance

statuses.

• Any users authorized by the Administrator to receive detailed emails can activate or deactivate the

receipt of these emails in the Administration > Your Profile settings.

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

Related Topics

• Automatic detailed emails

• Changing your user information

6.9.1 To start or stop receiving detailed emails

In the Administration tab, click the Your Profile link.

In the "Your Profile" page, activate or deactivate the Receive Detailed Emails option as required.

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Click Update.

6.10 Reports on balances and invoices

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

Note:

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

Related Topics

• Report administration

6.10.1 Viewing reports

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

List of Reports

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

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

Report History

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

6.10.2 Report contents

You can define reports based on the following criteria:

DescriptionReport component

Period

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

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DescriptionReport component

Company

Partner

Transaction currency

Account group

Status

Group status

Reporting company

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

The partner with which the selected company performed transactions.

Accounts affected by the transactionAccounts

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

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

Company Group

Partner Company Group

Excluded Company Group

Excluded Partner Company Group

Difference

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

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

Difference is for report types that have a calculated difference.

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DescriptionReport component

Start

Finish

Format

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

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

Note:

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

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

• account code

• transaction currency

• status

Related Topics

• Account groups

6.10.2.1 To build a report

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

Select the report contents.

Note:

• The Period and Company selections default to the current selections in the Navigation bar.

• The Balance Status you select will generate information from currency pages and pages for

entering amounts in child accounts.

• The Balance Group Status you select will generate information from the partner and parent

account pages.

• The Start and Finish dates you finish will define the period in which the balances were changed.

• Criteria selected in this page is remembered by the application the next time you access this

page.

From the Format list, select the format you want to use.

Select Display Descriptions to have the code and description displayed for metadata. Unselect the option to have only the code appear.

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Select Display Report Header to have the title and report header information appear in the report. Unselect the option to have these parameters not appear.

Click Build.

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

Note:

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

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

6.10.3 To delete a report

Users can delete the reports they have built.

The Administrator can also delete reports by date.

Select the Reports tab, then click List of Reports.

Click the red X icon to the right of the report you want to delete.

A confirmation message appears.

Click OK.

Related Topics

• To delete reports

6.11 Exporting data

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

Related Topics

• Exporting metadata

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6.11.1 To enable the data filter for balance and invoice exports

You can apply a data filter to exports to see:

• only your company data

• only partner data where they have data declared against you

• data for both your company and the partner.

To enable a data filter:

In the Administration tab, select Settings > Balance Settings.

Activate Data Filter Enabled.

Click Update.

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

6.11.2 Exporting balances

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

The types of balance export files are:

• Balances

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

• Subtotal Balances

Export parent account balances. Balances must be frozen before they may be exported.

• Analysis Balances

Export child account balances for analysis. Balances don't have to be frozen.

• Analysis Subtotal Balances

Export parent account balances for analysis. Balances don't have to be frozen.

Note:

Each type of balance export uses a specific template defined by the Administrator.

The export files can be filtered by:

• Companies

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• Partners

• Reporting companies

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

Related Topics

• Balance templates

• Exporting balances to SAP BusinessObjects Financial Consolidation

6.11.2.1 To export balance amounts

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

Select a template.

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

click to select companies.

Tip:

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

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

to select partners.

To specify the reporting companies whose amounts you want to export, activate Use Reporting

Company Filter and click to select reporting companies.

To restrict the export data to companies or partners, choose the appropriate option in the "Use Data Filter" list:

• Ours exports data only for companies to whom you have access

• Theirs exports data only for partners of companies to whom you have access

• Both exports data for both companies and partners

Note:

This option is available only when the Administrator has activated Data Filter Enabled in the Administration > Settings > Balance Settings menu.

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

Note:

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

Click Export.

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

Related Topics

• Consulting export results

• Exporting balance amounts to SAP BusinessObjects Financial Consolidation

• Balance templates

6.11.3 Exporting balances to SAP BusinessObjects Financial Consolidation

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

Note:

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

6.11.3.1 To export balance amounts to SAP BusinessObjects Financial Consolidation

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

To export the balance comments, activate Export Comments.

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

click to select companies.

Tip:

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

To further filter the balance amounts exported, specify the partners whose amounts you want to

export by activating Use Partner Filter, and click to select partners.

To specify the reporting companies whose amounts you want to export, activate Use Reporting

Company Filter, and click to select reporting companies.

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

Set the following SAP BusinessObjects Financial Consolidation options if necessary:

• Delete Target Data BeforeHand

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Select this option to have all Intercompany data deleted in the target package.

• Load Rows Containing Zero Value Amount

Note:

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

• Replace Existing Amounts

• Execute Package Rules

• Execute Package Controls

• Publish The Package

To export account flows, select Use Account Flows and enter a "Flow Delimiter".

Click Export.

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

Related Topics

• Consulting export results

6.11.4 Exporting invoices

Any user can export invoices to a file.

Note:

Invoices are exported via a template defined by the Administrator.

The export operation automatically generates a file.

6.11.4.1 To export invoices

In the Import/Export tab, click Export Invoices.

Select a template.

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

click to select companies.

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Tip:

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

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

to select partners.

Tip:

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

To restrict the export data to companies or partners, choose the appropriate option in the Use Data Filter list:

• Ours exports data only for companies to whom you have access

• Theirs exports data only for partners of companies to whom you have access

• Both exports data for both companies and partners

Note:

This option is available only when the Administrator has activated Data Filter Enabled in Administration > Settings > Balance Settings.

To export balance amounts for all periods, activate All Periods.

Click Export.

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

Related Topics

• Consulting export results

6.11.5 Exporting journals

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

Note:

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

Journal accounts are exported via an Administrator-defined template.

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

Related Topics

• Consulting export results

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• Journal accounts

6.11.5.1 To export journals

In the Import/Export tab under "Export Data", click Export Journals.

From the Template list, select the template you want to use.

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

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

Click to select companies.

Tip:

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

Click Export.

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

Related Topics

• Consulting export results

6.12 Balance statuses

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

A status is characterized by the following properties:

• symbol

• description, which can be defined

• automatic emails when a status changes

• comments attached to balances which have this status

• default description

When you select a status, a dialog box appears and you select the action you want to perform. For example, the Canadian Food company has requested the balances be reopened in order to change

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

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

Statuses and actions alternate as follows:

• Starting status: request from the company/partner.

• Action: response from the partner/company.

• Status resulting from the action.

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

A reconciliation mode is used when reconciling balances.

Related Topics

• Reconciliations

• Automatic detailed emails

• User Group statuses

6.12.1 Reconciliations without materiality

There are two possible scenarios:

• The declaring company and the partner enter the same amounts.

• The difference between the amounts entered by both is less than or equal to the materiality value

defined.

Example: The materiality value is USD 1,500

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

Therefore the balance is reconciled.

Enters USD 10,000

Phase 1

Resulting status: Company Submitted

PartnerCompany

Enters: nothing

Resulting status: Partner Submitted

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PartnerCompany

Phase 2

Phase 3

Resulting status: Reconciled

6.12.2 Reconciliations with materialities

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

Example: The materiality value is USD 1,000 (Group currency)

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

The declaring company enters 9,500 USD.Phase 1

Enters: USD 9,000

PartnerCompany

Phase 3

Phase 4

Resulting status: Partner Submitted

Resulting status: SubmittedPhase 2

The partner enters 10,000 USD

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

Resulting status: Reconciled

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

Action: Reopen

Status: Partner Requests to Reopen

Resulting status: Company Requests to Reopen

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PartnerCompany

The partner accepts the request to reopen the balance.

Phase 5

Phase 6

Phase 8

Action: Accept

Status: Reopened

The balance is reopened.

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

Status: Unreconciled

Status: Partner Requests to DifferAction: Request to DifferPhase 7

The partner accepts to differ.

Action: Accept

Status: Differed

6.12.3 Reopening reconciled balances

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

• Reconciled - Reopen - Request to Reopen

Related Topics

• Reconciliations

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

Select Administration > Settings > Balance Settings.

In the Status Transition section, select one of the following options:

• Reopened

• Requests to Reopen

Click Update.

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7.1 Intercompany databases

7.1.1 Managing database connections

This section explains how to:

• disconnect users and find out which users are logged on

• manage database connections

• maintain the database

7.1.1.1 Managing database user connections

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

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

Caution:

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

7.1.1.1.1 To disconnect users

In the Administration tab, select Logged On Users.

Click Log Non-Administrators off system.

A confirmation message appears.

Click OK.

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7.1.1.2 Managing connections to different databases

The Administrator can:

• assign several databases to the application.

This operation is performed in the application control panel.

• select the database that users can access in application.

Note:

• The Administrator must stop the reconciliation process to change databases.

• The Administrator can disconnect any other users that might be connected.

7.1.1.2.1 To set a database connection

In the SAP BusinessObjects Administration Console, click Add.

Enter the data source information

Click Test Connection, then OK.

Select the server and click Connect.

7.1.1.3 Database maintenance

If there are problems with performance or calculations, the Administrator can set up the following operations in Administration > Maintenance:

• automatic recalculations of all of the amounts.

The Recalc button is used to recalculate the balances if they have not been updated, for example after the currencies have been changed in the database. Amounts in the group currency and differences can be recalculated for each balance. As a consequence, the statuses are also changed.

• refresh the list and update the processing percentage.

7.1.1.4 Setting the connection to SAP BusinessObjects Financial Consolidation

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

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

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

Caution:

Stop the reconciliation process before executing the following steps.

In the Administration tab, select Settings > SAP BusinessObjects Financial Consolidation Settings.

In the "Discovery File URL" text box, type the web services URL.

Enter the default user code and password.

Optionally, enter default metadata.

Click Update.

7.1.1.5 Setting the SAP BusinessObjects Financial Consolidation parameters

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

7.1.1.5.1 To set the SAP BusinessObjects Financial Consolidation parameters

Stop the reconciliation process, if it is running.

In the Administration tab, select Settings > SAP BusinessObjects Financial Consolidation Settings .

In the following fields, enter the values as specified in the SAP BusinessObjects Financial Consolidation configuration:

• Category Code

• Flow Code

• Data Entry Period Code

• Audit ID Code

• Export Reporting Company

Select the option to have exported reporting companies instead of companies and their partners.

• Export Transaction Amount

Select the option to have exported the Transaction Amount as well as the Local Amount.

• Transaction Currency Code

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The transaction currency code is defined by a user dimension in SAP BusinessObjects Financial Consolidation.

• Use Account Flows Delimiter

Select the option to set a delimiter value between the account and the flow.

• Flow Delimiter

Enter the delimiter used between account and flow.

• Specify the exchange rate type ID used for exports to SAP BusinessObjects Financial

Consolidation.

Select Reuse last user selection to have export options entered in the "Export Balances to SAP BusinessObjects Financial Consolidation " page stored so that they reappear each time the page is opened.

This option is by default unselected.

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

Click Update.

7.1.1.6 Setting the connection to SAP BusinessObjects Financial Information Management

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

Drill-to-origin

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

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

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

7.1.1.6.1 To configure the connections to SAP BusinessObjects Financial Information Management

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

Stop the reconciliation process if it is running.

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

In the "Web Site URL" text box, enter the Financial Information Management web site URL.

To configure the drill-to-origin feature:

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

Click Update.

7.1.2 Defining the database structure

This section explains to Administrators how to configure the database structure.

Note:

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

7.1.2.1 The database structure

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

OptionalDatabase objects

Periods

Currencies

XCompany Groups

Companies

Users

User Groups

Account Groups

XMateriality values

XJournal Accounts

Accounts

XStandard Comments

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7.1.2.1.1 Metadata

Metadata objects in the database include:

• users

• user groups

• companies

• company groups

Creating metadata objects

Create metadata objects:

• by directly entering them manually

OptionalDatabase objects

XForced Reconciliation

• by importing them from files

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

Note:

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

Deleting metadata objects

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

The Administrator can delete:

• one or more related metadata objects, like a currency, a company, or an account.

• a group of related metadata objects, like all of the companies or all of the accounts.

To delete a metadata object

Stop the reconciliation process.

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

A confirmation message appears.

Click OK.

Restart the reconciliation process.

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To delete a group of related metadata objects

Stop the reconciliation process.

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

A confirmation message appears.

Click OK.

Activating and deactivating a metadata object

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

Caution:

No changes can be made if the reconciliation process is running and if balances exist.

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

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

• A green check mark icon indicates that the company is active.

• A red X icon indicates that the company is inactive.

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

• check the Inactive box so that the object cannot be used in balances.

• deactivate the Inactive box so that the object can be used in balances.

7.1.2.1.2 Periods

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

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

The following objects are linked to any given period:

• Materiality thresholds

• Currency rates

• The Frozen status for companies

Note:

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

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Period properties

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

A period is characterized by the following properties:

• A name

The name is compulsory. No two periods have the same name.

• A start date

• An end date

• A status

The status specifies whether the period is open, closed, archived or restored.

• You can also specify if the rates used by default for the period are correct.

Related Topics

• Opening and closing periods

• Archiving balances

• Rates for new periods

Creating periods

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

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

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

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

To create a period

In the Administration tab, select Periods.

Click Add New.

The "Create Period" page appears.

In the Code box, enter the name assigned to the period.

In the Description box, enter a long name.

In the Start and End fields, enter the dates or select them in the calendar using the calendar icon.

Select an invoice rule from the list.

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

Click Create.

The "Status" and "Clear Warning" fields appear.

Related Topics

• To confirm rates for a period

Rates for new periods

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

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

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

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

The rates can be confirmed:

• period by period

• for all the periods at once

Note:

These operations are only applied to open periods.

Related Topics

• Currencies

To confirm rates for a period

In the Administration tab, select Periods.

Click the link for the estimated period that you want to confirm.

The selected period's page appears.

Activate the box in the Clear Warning field.

Click Update.

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

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Deleting periods

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

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

Related Topics

• Managing database user connections

• Deleting metadata objects

7.1.2.1.3 Currencies

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

The currencies the Administrator defines are:

• The group currency, used by the Head Office as a base currency.

• The local currency or company currency.

• The transaction currency, amounts entered in balances are expressed in the transaction currency.

• The default currency, which appears by default when adding or accessing a balance. The users are

free to select another transaction currency.

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

• Create the currencies by:

• entering them directly in the application.

• importing currencies contained in a .csv or .txt file using an import template.

• Define the group currency among all the currencies previously created.

• Optionally, define the default transaction currency.

• Define the mode for translating amounts.

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

Note:

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

Related Topics

• Periods

• The group currency

• Translating amounts

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• Currency templates

Currency properties

A currency has the following properties:

• A currency code. The code is compulsory. No two currencies have the same code and each code

must consist of a maximum of three characters.

• A description (optional)

• Rates:

• Opening Rate

• Average Rate

• Closing Rate

The rates are defined by period.

All the rates are quoted against the Group currency. They can be expressed using two valuation methods:

• Multiply

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

• Divide

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

• Inactive, when activated, means that the currency is not used for balances.

• Divided Rate, when activated, the divide valuation method for the rates defined is used. By default,

the multiplication method is used.

Note:

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

Related Topics

• Periods

To enter a currency

In the navigation bar, click to the right of the current period.

In the "Periods" dialog box, click the link for the period you want to apply.

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Note:

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

In the Administration tab, select Currencies.

In the "Currencies" page, click Add New.

In the "Create Currency" page, enter the relevant information in the following fields:

• Code

• Description

• Opening Rate

• Average Rate

• Closing Rate

Note:

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

If you do not want the currency to be used in balances, activate Inactive.

Click Create.

To apply the divide valuation method, activate Divide.

Click Update.

To copy existing rates for all currencies to open periods

In the Administration tab, select Currencies.

In the "Currencies" page, click Copy Rates To All Open Periods.

A confirmation message appears.

Click OK.

The group currency

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

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

Note:

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

To define the group currency

In the Administration tab, select Settings > Metadata Settings .

From the Group Currency list, select a transaction currency.

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

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Click to select a default currency.

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

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

Click Update.

Translating amounts

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

There are two ways of translating amounts in the application:

• All the amounts are translated from local currency amounts into the Group currency. In this case,

users can enter their amounts in the local currency and in the transaction currency.

• All the amounts are translated from transaction currency amounts into the Group currency. In this

case, users can only enter their amounts in the transaction currency.

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

Note:

• You can also define a mode enabling you to select, for each parent account, which of the two

translation modes should be used to translate the amounts.

• Once chosen, the translation mode cannot be changed unless the process is stopped and the

database contains no balances.

Related Topics

• The group currency

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To define the method for translating amounts

In the Administration tab, select Settings > Balance Settings.

From the Group Amount Source list, select one of the following commands:

• Local amount to Group amount - to translate local currency amounts into group currency

amounts.

• Transaction amount to Group amount - to translate transaction currency amounts into group

currency amounts.

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

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

Note:

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

Click Update.

7.1.2.1.4 Company groups

Companies are grouped into company groups.

A company group has a:

• unique code

Note:

No two company groups have the same code.

• name

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

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

• In the application via:

• the company page

• the company groups page

• Via an import

Related Topics

• To add a company

• To create a company group

• Company templates

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To create a company group

In the Administration tab, select Company groups.

Click Add New.

Enter the relevant information in the Code and Description fields.

Click Create.

The Companies button appears.

To link one or more companies to the current company group, click Companies.

Check the boxes corresponding to the companies you want to link to the company group.

Click Update.

7.1.2.1.5 Companies

A company can be linked to:

• a user group

• a reporting company

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

Note:

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

• one or more company groups

Related Topics

• Company groups

• User groups

Declaring companies and partners

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

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

Example: Companies A and B exchange transactions, enter and then reconcile their balances

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

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

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Companies and reporting companies

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

Company properties

Note:

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

A company has the following properties:

• a unique code

• a description

• a Reporting Currency specifies the local currency used by the company

• a Reporting Company specifies the reporting company to which the current company is assigned

Companies are not necessarily assigned to a reporting company.

• one of the following statuses:

• Active, which means that the company can be used in balances.

• Inactive, which means that the company cannot be used in balances.

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

Note:

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

• Frozen, which means that the company balances and the balances belonging to all its partners

cannot be changed.

Note:

The Frozen status is defined by period.

• the Frozen Time Stamp specifies the date and time that the balances of the current company were

last frozen

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

Note:

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

Company Contacts lists users who can be contacted if necessary.

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Related Topics

• Defining users as company contacts

• Deleting invoices by company, parent or child account

• Freezing and unfreezing company balances

• Resetting and removing balances

• Periods

Adding a company

The Administrator can add companies in two ways:

• by entering them directly in the application.

• by importing companies contained in a .csv or .txt file using a template.

Related Topics

• Company templates

• To add a company

To add a company

In the Administration tab, select Companies.

Click Add New.

Enter a unique alphanumeric Code.

Type a Description.

From the Reporting Currency list, choose the local currency.

Click Create.

If you want to link the company to a reporting company or define the company as a reporting company,

click next to the Reporting Company field.

Do one of the following:

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

Note:

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

• Click the link for the current company to define it as the reporting company.

If you want to link the current company to a company group, click Company Groups.

Note:

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

10.

Activate the box next to the company group or groups you want the company to be linked to.

11.

If you want to link the current company to a user group, click User Groups.

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Note:

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

12.

Activate the box next to the relevant user group.

13.

Click Update.

Related Topics

• To create a company group

• To create a User Group

Deleting companies

The following limitations apply to deleting companies:

• Only Administrators can delete companies.

• A company cannot be deleted while it is a selection in the navigation bar.

• If an Administrator tries to delete a company in use by another Administrator, a warning message

appears and the operation must be confirmed or canceled.

• Company used in a balance cannot be deleted.

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

Related Topics

• Deleting metadata objects

7.1.2.1.6 Users

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

The Administrator creates users in two ways:

• by entering them directly in the application.

• by importing user metadata contained in a .csv or .txt file using a template.

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

Related Topics

• User groups

• User templates

• Defining users as company contacts

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User properties

A user is characterized by the following properties:

• an authentication mode

Users are authenticated by an integrated authentication, an LDAP directory, or a CMS server. For more information, see the

• a unique alphanumeric code

• a description

• a user profile that specifies the functions to which the user has access.

• a default language

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

• a password

SAP BusinessObjects Intercompany Administrator's Guide

• an email address

The user can receive emails containing progress reports.

• a telephone number

• a mobile telephone number

• a fax number

• an address

Related Topics

• Automatic detailed emails

• User profiles

Defining users as company contacts

The Administrator can specify which user types are company contacts.

When a user group is created, all of the users belonging to the user types selected are automatically defined as company contacts.

To define users as company contacts

In the Administration tab, select Emails.

In the Can be company contact column, select the required user types.

Click Update.

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User profiles

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

There are four user profiles in the application:

• Administrator

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

• Interactive User

• Power User

• View User

Functions by user profile

Account groups: create/modify/delete

Balance attachments: add/modify/delete

Balance comments: add/modify/delete

Interactive

Power

View

AdministratorFunctions

User

XXXXAccount groups: view

XXX

XXXXBalance attachments: open

XXX

XXXXBalance comments: read

XXXXBalance reports: run

XXBalances: create

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Balances: export balances/subtotal balances/analysis balances/analysis subtotal balances

Balances: export to SAP BusinessObjects Financial Consolidation

Interactive

Power

View

AdministratorFunctions

User

XXXX

XXBalances: import

XBalances: import bulk

XXBalances: modify

XBalances: purge (all periods)

Balances: reset/remove (specific company)

Companies: create/modify/delete

Currencies: create/modify/delete

Currency rates: copy to all periods

XXXXBalances: view

XXXXCompanies: select and view

XXXXCurrencies and rates: view

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Database connection configuration

Detailed emails: configure (statuses)

user groups: create/modify/delete

Forced reconciliations: enable/disable/rollback/run

Interactive

Power

View

AdministratorFunctions

User

XXXXuser groups: view

XXXXFilters: apply/clear

Freeze/unfreeze (all) companies

Freeze/unfreeze companies across periods

User Groups: create/modify/delete

XXXXForced reconciliations: view

XXXFreeze (specific) company

XGlobal emails: send

XGlobal parameters: update

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Imports/exports (own) previous: consult/delete

Imports/exports previous: consult/delete (all) previous

Intercompany license details: view

Invoice additional fields: dd/modify/delete (text/amount/date fields)

Interactive

Power

View

AdministratorFunctions

User

XXXXHelp file: view

XXXX

XInterface configuration

Invoice attachments: add/modify/delete

Invoice comments: add/modify/delete

Invoice details: modify (invoice reference/invoice account/txn and local amounts)

Invoice reconciling functions: perform

Invoice standard comments: add/modify/delete

XXX

XXXXInvoice reports: run

XXX

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Invoice text validation: create/modify/delete

Invoices (Child Account Invoice page): view

Invoices (Edit Invoice page): view

Invoices (specific company): delete

Invoices Unassigned / Unreconciled / Reconciled / Comment Reconciled (from Parent Account Invoice page): view

Interactive

Power

View

AdministratorFunctions

User

XXXXInvoice text validation: view

XXXX

Journal accounts: create/modify/delete

XXInvoices: add/delete

XXXXInvoices: export

XXInvoices: import

XInvoices: purge (all periods)

XXXXJournal accounts: view

XXXXJournals: export

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Journals: reset (manual/import)

Materiality: create/modify/delete

Interactive

Power

View

AdministratorFunctions

User

XXXXLanguage: select

XLogin text configuration

XMaintenance: run

XXXXMateriality: view

XMetadata: export

Periods: open / close / archive / delete

Personal profile: update (except User Name and User Type)

Reconciliation process: start/stop

XMetadata: import

XXXXPeriod: select

XXXX

XReport configuration

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Standard comments: add/modify/delete

Summary email time configuration

Interactive

Power

View

AdministratorFunctions

User

XXX

XStandard comments: create

XXXXStandard comments: view

XStatuses: manage

XXXSummary emails: receive

XSystem health checks

Working files (import/export/report): delete

XTemplate configuration

XXUnfreeze (specific company)

XUsers logged on: view

XUsers: create/modify/delete

XUsers: forced log off

XXXXYour Details: viewing

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Creating users

Only the Administrator can create users.

In the application, users are entered one by one.

To create a user

In the Administration tab, select Users.

Click Add New.

Enter the password.

Enter a unique user code.

Enter the Email Address, Telephone Number, Fax Number, Address and Mobile Number fields.

From the User Profile list, select a profile.

From the Default Language list, select a language.

If you want the user to receive detailed emails, activate Receive Detailed Emails.

Click Create.

Related Topics

• Addressees of detailed emails

7.1.2.1.7 User groups

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

Note:

Administrator users have access to all of the companies.

Some users are automatically defined as company contacts.

A user group has the following properties:

• a unique code

• a description

• associated companies and users

Related Topics

• Defining users as company contacts

Creating user groups

Only the Administrator can create user groups.

The Administrator can create user groups in two ways:

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• by entering them directly in the application.

• by importing user groups as metadata objects contained in a .csv or .txt file.

Related Topics

• User Group templates

To create a User Group

In the Administration tab, select User Groups.

Click Add New.

Enter the Code and Description.

Click Create.

The Users and Companies buttons appear.

To assign companies to the user group, click Companies.

Activate the boxes next to the companies you want to assign to the user group.

Click Update.

To assign users to the user group, click Users.

Activate the boxes next to the users you want to assign to the user group.

10.

Click Update.

7.1.2.1.8 Account groups

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

The default top level account groups are:

• P&L (Profit and Loss)

• Balance Sheet (The list of assets and liabilities)

• Off BS (Off Balance Sheet)

The account group uses a calculation type for reconciling balances.

Calculation TypeAccount Group

|Our Side + Their Side|Profit and Loss

|Our Side - Their Side|Balance Sheet

|Our Side - Their Side|Off Balance Sheet

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

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Related Topics

• Materiality values

• Calculation types

• Calculation signs

Account subgroups

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

Example: Top Level Account Group with subgroups

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

The Administrator then creates subgroups:

• Assets, which is the parent account group.

• Fixed Assets and Work-in-Progress, which are subgroups belonging to Assets.

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

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

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

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

• All of the accounts contained in the balance sheet top level account group appear: Tangible Assets,

Intangible Assets, Finished Goods in Progress and Services in Progress.

• All of the accounts contained in the Assets account group appear: Intangible Assets, Finished

Goods in Progress and Services in Progress. The Tangible Assets parent account does not appear because it is not linked to the Assets group.

• All of the accounts contained in the Fixed Assets subgroup are displayed: Tangible assets and

Intangible assets.

Note:

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

Related Topics

• Reports on balances and invoices

Account group properties

An account group has the following properties:

• a unique account code

• a description of the account group

• the Top Level Account Group to which the parent account group is assigned

• the Parent Account Group to which the account group is assigned

Note:

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

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

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

Related Topics

• Parent accounts

• Child account properties

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Calculation types

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

Example: Calculation types in SAP BusinessObjects Intercompany

Data Entry SignCalculation TypeAccount Group

|Our Side + Their Side|Profit and Loss

Expense: -

Income: +

Assets: +

|Our Side - Their Side|Balance Sheet

Liabilities: +

|Our Side - Their Side|Off Balance Sheet

Off Balance Sheet: +

Related Topics

• Reconciliation calculation methods

Creating account groups

The Administrator can create:

• Parent account groups, for example subgroups that are directly linked to one of the three default

top level account groups delivered with the application.

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

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

Note:

You cannot import account groups.

To create a parent account group

In the Administration tab, select Account Groups.

Click Add New.

Enter an unique Account Group code and a description.

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

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

Click Create.

To create an account group

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

In the Administration tab, select Account Groups.

Click Add New.

Enter a unique account group code and a description.

Select the Parent Account Group.

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

Click Create.

Related Topics

• Calculation types

7.1.2.1.9 Materiality values

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

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

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

A materiality has the following properties:

• A unique materiality name

• A materiality value

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

Related Topics

• Accounts

• Periods

2010-12-10100

Business objects INTERCOMPANY 10.0 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

What's new in SAP BusinessObjects Intercompany 10.0

Document History

Introduction to SAP BusinessObjects Intercompany

General interface information

General user tasks

The reconciliation process

• Invoice comments

• Invoice reconciling using standard comments

Administration of the application

Creating metadata objects

Deleting metadata objects

To delete a metadata object

To delete a group of related metadata objects

Activating and deactivating a metadata object

Period properties

Creating periods

To create a period

Rates for new periods

To confirm rates for a period

Deleting periods

Currency properties

To enter a currency

To copy existing rates for all currencies to open periods

The group currency

To define the group currency

Translating amounts

To define the method for translating amounts

To create a company group

The Companies button appears.

Declaring companies and partners

Companies and reporting companies

Company properties

Adding a company

To add a company

Deleting companies

User properties

Defining users as company contacts

To define users as company contacts

User profiles

Functions by user profile

Creating users

To create a user

Creating user groups

To create a User Group

Account subgroups

Account group properties

Calculation types

Creating account groups

To create a parent account group

To create an account group