FIM - M3 BE Financial Accounting

ARL - Accounts Receivable

The 'General Ledger. File' (GLS800) function reduces the number of fully paid and reconciled transactions in Accounts Receivable and General Ledger.

It is recommended that you produce the following reports before starting the archiving routines, since they are necessary for checking and reconciling the archive:

After the archiving is completed, you should produce the same reports and compare them to the reports produced before the archiving.

Summary invoice in Accounts Receivable

To replace the archived invoices, new summary invoices will be created in Accounts Receivable with breaks at the following fields:

The new summary invoices will have the accounting dates, invoice dates, and due dates according to the following logic:

Summary voucher in General Ledger

To replace the archived GL transactions, a new summary voucher will be created in General Ledger with breaks at the following field:

Note: Only General Ledger transactions with transaction codes 10 (Customer invoices - AR) and 20 (Payments received - AR) are included in the archiving of Accounts Receivable.

Audit trail

By selecting parameter 'Print changes' in GLS830/E, you can produce a complete report (GLS807PF) of the invoices that were archived. All archived invoices will also be updated with Accounts Receivable information category 234, which contains the voucher number of the summary voucher.

Prerequisites:

Hard selections

Only accounts receivable invoices that are paid (the outstanding amount is 0) are included in this archive function.

Soft selections

At least one filing type connected to filing category 3 must be defined in (GLS830).

A filing template can be connected to each filing type. This makes it possible to only select specific customers. You can also define whether penalty interest invoicing must be done prior to archiving.

Note: If the setting 'Complete automatic' in (GLS830) is set to 1, the archiving will be performed, and summary invoices will be created. If this parameter is set to 0, the archiving process will stop when the status of the filing run is 3 or 4 (depending on whether you selected 'Print changes' or not). This means that everything will be written to the archiving library, and the invoices will be deleted from the production library. In this case, FGLEDG and FSLEDG in the production library will not be updated with summary invoices. Therefore, the balance on accounts will not be the same as before.

The filing run will remain in the subfile in (GLS800/B) where you can either delete it, or decide to create summary invoices at a later point.

When you submit (GLS800), you must enter a 'To period'. Only invoices that have both the invoice (transaction code 10) and the payment (transaction code 20) before the last day in the entered 'To period' will be selected.

Process and restart

The archiving is started in (GLS800) by using the Select option for the filing type. After the job is submitted to batch, the archiving status will indicate the process. The following statuses are valid:

If the job for any reason ends abnormally, it can be restarted by selecting the Restart option in (GLS800). If the status is 06 or 07, it must be restarted from (GLS047).

This function archives the records in the following tables:

Table Description (TF=Transaction File, MF=Master File)
FSLEDG TF: Sales ledger
FSLEDX TF: Sales ledger, extra information
FGLEDG TF: General ledger
FSCASH TF: Cash discount terms
CSYTXH MF: Text, header
FSYTXH MF: Text header

Impact on Other files and processes

As the balance file/table FSLBAL can be regenerated from the detail accounts receivable table FSLEDG that is now subject to archiving, then consideration must be given to any future deletes/rebuilds of records in the customer balance file.

APL - Accounts Payable

The 'General Ledger. File' (GLS800) function reduces the number of transactions in Accounts Payable and General Ledger.

It is recommended that you produce the following reports before starting the archiving routines, since they are necessary for checking and reconciling the archive:

After the archiving is completed, you should produce the same reports and compare them to the reports produced before the archiving.

Summary invoice in Accounts Payable

To replace the archived invoices, new summary invoices will be created in Accounts Payable with breaks at the following fields:

The new summary invoices will have accounting dates, invoice dates, and due dates according to the following logic:

Summary voucher in General Ledger

To replace the archived General Ledger transactions, a new summary voucher will be created in General Ledger with breaks at the following field:

Only General Ledger transactions with transaction codes 40 (Supplier invoices - AP) and 50 (Payments - AP) are included in the archiving of Accounts Payable.

Audit trail

By selecting 'Print changes' in (GLS830/E), you can produce a complete report (GLS812PF) of the invoices that were archived. All archived invoices will also be updated with Accounts Payable information category 422, which contains the voucher number of the summary voucher.

Prerequisites

Hard selections

Only Accounts Payable invoices that are paid (the outstanding amount is 0) are included in this archive function.

Soft selections

At least one filing type connected to filing category 4 must be defined in program (GLS830). A filing template can be connected to each filing type.

Note: If the setting 'Complete automatic' in (GLS830) is set to 1, the archiving will be performed, and summary invoices will be created. If this parameter is set to 0, the archiving process will stop when the status of the filing run is 3 or 4 (depending on whether you selected 'Print changes' or not). This means that everything will be written to the archiving library, and the invoices will be deleted from the production library. In this case, FGLEDG and FSLEDG in the production library will not be updated with summary invoices. Therefore, the balance on accounts will not be the same as before.

The filing run will remain in the subfile in GLS800/B where you can either delete, or decide to create summary invoices at a later point.

When you submit (GLS800), you must enter a 'To period'. Only invoices that both have the invoice (transaction code 40) and the payment (transaction code 50) before the last day in the entered 'To period' will be selected.

Process and restart

The archiving is started in (GLS800) by using the Select option for the filing type. After the job is submitted to batch, the archiving status will indicate the process. The following statuses are valid:

If the job ends abnormally, it can be restarted by using the Restart option in (GLS800). If the status is 16 or 17, the job must be restarted from (GLS047).

This function archives the records in the following tables:

Table Description (TF=Transaction File, MF=Master File)
FPLEDG TF: Purchase ledger
FPLEDX TF: Purchase ledger, extra information
FGLEDG TF: General ledger
FPCASH TF: Cash discount terms
FPAPCD TF: Supplier invoice approval distribution
FPLLOG TF: Purchase ledger log file
CSYTXH MF: Text, header
FSYTXH MF: Text header
FSYTXL MF: Text line
CSYTXL MF: Text, line

Impact on other financial tables and processes

As the balance file/table FPLBAL can be regenerated from the detail accounts receivable table FPLEDG that is now subject to the archiving process, then consideration must be given to any future deletes/rebuilds of records in the Supplier balance file.

GLR - General Ledger

The 'General Ledger. File' (GLS800) function reduces the number of transactions in the General Ledger. It is recommended that you produce the following reports before starting the archiving routines, since they are necessary for checking and reconciling the archive:

After the archiving is completed, you should produce the same reports and compare them to the reports produced before the archiving.

Summary voucher in General Ledger

To replace the archived General Ledger transactions, a new summary voucher will be created in the General Ledger with breaks at the following field:

The accounting dimensions on which the summary voucher should be aggregated are determined by the 'Filing level' field for every filing type in (GLS830).

Example of General Ledger transactions to archive:

Dim 1 Dim 2 Dim 3 Dim 4 Dim 5 Dim 6 Dim 7 Amount
3010 100 1000         -3000.00
3010 100 2000         -4000.00
3010 200 3000         -5000.00
3010 200 4000         -6000.00
3010 300 5000         -7000.00
3010 300 6000         -8000.00
3020 400 7000         -9000.00

Result when aggregating on dimensions 1 and 2:

Dim 1 Dim 2 Dim 3 Dim 4 Dim 5 Dim 6 Dim 7 Amount
3010 100           - 7000,00
3010 200           -11000.00
3010 300           -15000.00
3020 400           -9000.00

Result when aggregating on dimension 1:

Dim 1 Dim 2 Dim 3 Dim 4 Dim 5 Dim 6 Dim 7 Amount
3010             -33000.00
3020             -9000.00

The period to which the summary voucher should be posted is determined by the 'Balance per period' field for every filing type in (GLS830). The valid alternatives are:

Example of transactions to archive:

Date Amount
1999-09-01 -3000,00
1999-09-15 -4000,00
1999-09-30 -5000,00
1999-10-15 -6000,00
1999-10-22 -7000,00
1999-11-30 -8000,00
1999-12-15 -9000,00

Result when posting balances per period:

Date Amount
1999-09-30 -12000,00
1999-10-31 -13000,00
1999-11-30 -8000,00
1999-12-31 -9000,00

Result when posting balances at end of period:

Date Amount
1999-12-31 -48000,00

Audit trail

By selecting 'Print changes' in (GLS830/E), you can produce a complete report (GLS802PF) of the General Ledger transactions that were archived. All archived General Ledger transactions will also be updated with General Ledger information number 095, which contains the voucher number of the summary voucher.

Prerequisites:

Hard selections

First, dimension 1 accounts must be defined for archiving. This is done in (CRS630).

Soft selections

At least one filing type connected to filing category 1 (Balance accounts) or 2 (Profit and Loss accounts) must be defined in (GLS830).

A filing template can be connected to each filing type. This enables you to distinguish between different accounts to be archived at different times. For example, you archive all your cash accounts first, and later (or less frequently) you might archive your long-term debts.

This function archives the records in the following tables:

Table Description
FGLEDG TF: General Ledger
FGLEDX TF: General Ledger, extra information

Impact on other financial tables and processes

As the balance file/table FBAVAL can be regenerated from the detail general ledger file FGLEDG that is now subject to the archiving process, then consideration must be given to any future deletes/rebuilds of records in the General Ledger balance file.