Manufacturing Accounting and Production Information ...

1 ContentsIndexExitManufacturing Accounting and Production Information ControlSystem Extended Advantage (MAPICS XA) international Financial Management User s GuideDocument Number: SB35-0435-7 Published by MAPICS, Inc. in Alpharetta, Georgia USAC ontents Index ExitNoticesChanges are made periodically to the Information herein; any such changes will be reported in subsequent ,theexamples contain the names of individuals, companies, brands, and products. All of these names are fictitious, and any similarity to thenames and addresses used by an actual business enterprise is entirely and service marksMAPICS, XA, , Thru-Put, and Maincor are trademarks of MAPICS, following are registered trademarks of IBM Corporation in the United States and/or other countries:AS/400 IBMO fficeVisionOperating System/2 Operating System/400OS/2OS/400PS/2 Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other brand and product names may be trademarks of their respective Edition (June 2000)This edition applies to the international Financial Management application, program number 5733-M7N, for the AS/400 ManufacturingAccountingandProductionInfo rmationControlSystemExtendedAdvantage(MA PICSXA),Version2,Release6,andtoallsubseq uentreleases and modifications until otherwise indicated in new editions.

2 Make sure you are using the correct edition for the level of publications through your MAPICS representative. Publications are not stock ed at the address given form for your comments appears at the back of this publication. If the form has been removed, address your comments to:MAPICS, Windward Concourse ParkwaySuite 100 Alpharetta, Georgia 30005 USAAttn: Information DevelopmentWhen you send Information to MAPICS, Inc., you grant MAPICS a non-exclusive right to use or distribute the Information in any way itbelieves appropriate without incurring any obligation to note that the international Financial Management module was originally developed by and is provided to MAPICS, Inc. underlicense from Synon Corporation, USA. Portions Copyright 1993, 2000 MAPICS Inc.; Portions Copyright 1993, 2000, Synon Corporation under exclusive license to MAPICS,Inc. All rights iii To the readerTo the readerThis book contains the Information you need to understand and run this application.

3 The Information in thisbook applies only to MAPICS a complete list of the books in the MAPICS XA library, see the bibliography included on the MAPICS documentation you beginIf you are not familiar with the AS/400* system, please complete the AS/400 system education for the basicoperating concepts of the AS/400 this book containsChapters 1 and 2 acquaint you with the application. Use these chapters to understand how this applicationworks and what you need to know to manage next group of chapters describe the options on the IFM menus. For example, Chapter 3 containsinformation about option 1 of the Main Menu. Each chapter includes Information about how to use the panelsassociated with the the appendixes to help you implement IFM, learn how to use the IFM interface, understand thedefinitions of the table files, work with the tutorial for setting up structures, and use the Legacy System you have any trouble following the instructions in this book, note your problems on the Evaluation Form inthe back of the book and mail the form.

4 If the form has been removed, mail your comments to the address onthe back of the title page of this iv Summary of changesSummary of changesThe following are the new and updated IFM functions. The menu listed is the primary menu associated withthe and updated functions Legacy System Bridge functionality has been expanded to include importing attribute data. MenuAM5MA0, option 12 Legacy System Bridge Work with extract transactions is affected. Cash can be simultaneously allocated from an allocation entity to multiple member entities. A negativeallocation balance is now allowed within the allocation process. The following menus are affected:- AM5M10: option 1 Work with Transactions, option 4 Short Cash Entry option 6 Apply CashReceipts to Invoices - AM5M20: option 2 Work with Transactions, option 4 Short Cash Entry, option 5 Apply CashReceipts To Invoices - AM5M26: option 10 Work with Transactions - AM5M30: option 2 Work with Transactions - AM5M35: option 7 Short Cash Entry, option 14 Work with Transactions - AM5M3B: option 5 Work with Transactions - AM5M40: option 2 Work with Transactions - AM5M44: option 5 Work with Transactions - AM5M4Y: option 5 Work with Transactions - AM5MC0: option 1 Short Cash Entry When a compound tax is calculated, the base for the tax can be either the primary tax amount and theoriginal base amount added together or the primary tax amount only.

5 The following menus are affected:AM5M69: option 10 Work with Tax Condition Priorities, and option 11 Simulate Tax Calculation. IFM functionality has been enhanced to provide for more detailed accumulation of 1099 expenditureinformation for tax reporting purposes. Changes include- accumulation/generation of 1099 Information sorted by financial division- accumulation of transaction amounts to multiple boxes on 1099 forms- greater ability to audit the detail transactions which accumulate to the 1099 forms printed- generation of 1099-MISC form in accordance with United States Internal Revenue Service guidelinesin either paper or magnetic media format- format of Personal account tax identifiers changed to 11 characters- warning messages from transaction posting regarding possible missing tax report classes- user-initiated re-accumulation of 1099 data by financial division and/or entity allowed- re-running and re-printing of previous years 1099 forms allowed- charge code defaulting by personal account to charge line entryThe following menus are affected:- AM5M10: option 1 Work with Transactions, option 3 Short Invoice Entry - AM5M3A.

6 Option 10 Work with 1099 Tax Accumulation ContentsIndexExitPage v Summary of changes- AM5M61: option 1 Work with Administrative Divisions, option 4 Work with Financial Divisions - AM5M63: option 2 Work with Personal Accounts - AM5M69: option 13 Work with 1099 Tax Report Class, option 14 Work with 1099 Tax Accumulation - AM5M95: option 3 Work with Charges, option 4 Work with 1099 Tax Report Classes Multiple ledger periods within the same financial division can be simultaneously opened and AM5M61, option 8 Work with Ledgers is affected. The work with extracts screen now shows the status of AM57X and the number of pending permanent lock on the extract after the end of a submitted extract run is repaired. Ending or holdingAM57X (a controlled end) will now complete a transaction rather than completing it after bringing overone G/L line. Menu AM5M50, option 5 Work with Extracts is affected. When you are deleting a unit using F16=Delete on the Unit panel (YAGSE1R), IFM will now check to seeif the unit is in use.

7 If it is in use, the deletion will not be allowed. When you are deleting a nature using F16=Delete on the Nature panel (YACVE1R), IFM will now check tosee if the nature is in use. If it is in use, the deletion will not be allowed. Other minor enhancements include the following:- The From positioner on the Cash book reconciliation panel (YAPNDFR) has been changed to a From/To Cursor positioning has been enhanced on the Short invoice entry panel (YAEXETR).- A Position to: user field has been added to the Entity diary panel (YAACDFR).- A default has been added for the Last endorser entity field on the Deferred Payment panel(UAECPVR).- An Endorsed checks field and a Checks issued field have been added to the Payment list totals panel(YAX1D1R).- You can now select more than one GRN in the invoice matching A default has been added for the multiplier/divider when currency override is used in the invoicematching All pending transactions are included when calculating the quantity to match in the invoice vi Summary of changesContentsIndexExitPage viiContentsTo the reader.

8 IiiBefore you begin .. iiiWhat this book contains .. iiiSummary of changes .. ivNew and updated functions .. ivChapter 1. Introducing IFM .. 1-1 Establishing accounts .. 1-2 Storing financial Information .. 1-3 General ledger .. 1-4 Personal ledgers .. 1-4 Cash books .. 1-4 Processing transactions .. 1-5 Using entities .. 1-6 Generating reports .. 1-7 Systems Installed with IFM .. 1-7 Overview of euro currency support .. 1-8 Application functional enhancements .. 1-10 Toggle among currencies .. 1-11 Summary .. 1-14 Using eWorkPlace with MAPICS XA documentation .. 1-14 Chapter 2. Managing IFM.. 2-1 Organizing accounts in the IFM format .. 2-1 Account conversion .. 2-1 Account re-engineering .. 2-2 Establishing security .. 2-2 Using IFM with the other MAPICS XA applications .. 2-2 IFM single maintenance system (SMS) .. 2-3 IFM and taxes .. 2-8 IFM and Customer Order Management .. 2-8 IFM and fixed assets .. 2-10 IFM and the general ledger interface (GLI).

9 2-12 IFM and Payroll .. 2-14 IFM and Purchasing .. 2-14 Using IFM with applications outside MAPICS XA .. 2-19 Understanding the Legacy System Bridge functions .. 2-19 Understanding the transaction processor program .. 2-22 Using the Legacy System Bridge function .. 2-23 Using journaling .. 2-24 Using VAT rounding .. 2-24 Using deferred checks .. 2-24 Using IFM menus .. 2-25 Chapter 3. Transaction Entry Tasks.. 3-1 Option 1. Work With Transactions (AM5M10) .. 3-2 Understanding this option .. 3-2 Using this option .. 3-7 Option 2. Work With Batch Transactions (AM5M10) .. 3-34 Understanding this option .. 3-34 Using this option .. 3-34 Option 3. Short Invoice Entry (AM5M10) .. 3-39 ContentsIndexExitPage viiiUnderstanding this option .. 3-39 Using this option .. 3-39 Option 4. Short Cash Entry (AM5M10) .. 3-41 Understanding this option .. 3-41 Using this option .. 3-41 Option 5. Short Journal Entry (AM5M10) .. 3-45 Understanding this option.

10 3-45 Using this option .. 3-45 Option 6. Apply Cash Receipts To Invoices (AM5M10) .. 3-47 Understanding this option .. 3-47 Using this option .. 3-48 Option 7. Work With Payment Lists (AM5M10) .. 3-52 Understanding this option .. 3-52 Generating payments in country-specific formats .. 3-55 Using this option .. 3-55 Option 8. Other Accounts Receivable Transaction Entry Tasks (AM5M10)>> .. 3-71 Option 1. Repeating Transactions (AM5M26) .. 3-71 Understanding this option .. 3-71 Using this option .. 3-71 Option 2. Lock-Box Cash Receipts (AM5M26) .. 3-74 Understanding this option .. 3-74 Using this option .. 3-75 Option 3. Generate Notes (AM5M26) .. 3-78 Understanding this option .. 3-78 Using this option .. 3-79 Option 4. Note Collection Lists (AM5M26) .. 3-83 Understanding this option .. 3-83 Using this option .. 3-85 Generating transactions .. 3-93 Option 5. Create Interdivision Transfers (AM5M26) .. 3-95 Understanding this option.