Using FAM Functions to Facilitate Transaction Entry

This document explains how to use Financial Application Management (FAM) functions to control how financial transactions are created.

Transactions are recorded according to the methods, terms, and voucher number series specified by the respective FAM function selected.

The purpose of the FAM functions is to make the entry of new transactions as smooth and automated as possible. This is done by collecting settings or rules specific for certain types of entry in separate FAM functions.

The rules for specific FAM functions used to record the transactions automatically configure programs when further processing the transactions.

Information on the FAM function used is included in each transaction record in the General Ledger file (FGLEDG). This information is displayed in 'General Ledger. Display Transactions' (GLS210) by selecting option 11='Details for the transaction'.

A list of valid FAM functions is included in the FBFEILD file.

These are the prerequisites to using FAM functions:

Overview

How to use FAM functions

The FAM function is automatically applied when vouchers are created in the General Ledger. For example, when calculating and recording unrealized exchange rate variances. In complex flows, where transactions are entered manually and a high degree of flexibility is needed, you choose among different variants of a FAM function to find the one matching a particular type of transaction.

Structure of FAM functions

Each FAM function consists of these parts:

Available FAM Functions

This table lists all FAM functions by component group together with the related programs:

ID Name Where Used Single Mult.

Automatic Processing of Bank Statement (ABS)

AB10

Automatic Bank Statement

'Bank Statement. Open' (ABS100), 'Bank Statement. Open Line' (ABS102), 'Bank Statement. Open Line Details' (ABS102), or any of the programs that create transactions and are reached from the programs mentioned above.

 

x

Financial Agreement Controlling (FAC)

AG10

Financial Agreement

'Financial Agreement. Open' (AGS100)

'Financial Agreement. Open Lines' (AGS101)

'Financial Agreement. Open Payment Plan' (AGS110)

'Financial Agreement. Display Acc Entries' (AGS120)

'Financial Agreement. Select Operation' (AGS190)

 

x

Accounts Payable (APL)

AP10

Manual entry of supplier invoices

'Supplier Invoice. Record' (APS100)

 

x

AP20

Manual entry of supplier payments made

'Supplier Payment. Enter Manual' (APS120), or any of the programs mentioned for AB10.

 

x

AP30

Supplier payment by check

'Check. Print' (APS140)

 

x

AP31

Supplier payment by electronic bank transfer

'EDI Payment. Open' (APS150)

 

x

AP32

Supplier payment by manual bank transfer

'Bank Transfer. Open' (APS160)

 

x

AP33

Supplier payment by draft

'Draft. Print' (APS170)

 

x

AP34

Confirmation and reconciliation of collected supplier drafts

'Draft. Reconcile Confirmations' (APS175)

x

 

AP35

Supplier payment by direct debiting

'Direct Debit. Open' (APS180)

 

x

AP46

VAT on goods received/not invoiced (GRNI)

'GRNI Round. Create Proposal' (APS460)

x

 

AP50

Entry of supplier invoices in batch file

'Supplier Invoice. Process Automatic' (APS050)

x

 

AP51

Creation of supplier debit notes when matching invoices to goods receipt transactions

'Supplier Invoice. Process Automatic' (APS050)

The debit note definitions are made at invoice matching via 'Supplier Invoice. Match GR Line' (APS360)

x

 

AP52

Creation of self-billing invoices

'Supplier Invoice. Process Automatic' (APS050)

The base for the self-billing invoices is created at goods receipt in 'Purchase Order. Receive Goods' (PPS300)

x

 

AP60

Supplier payment by single check

'Check. Print Single' (APS147)

x

 

AP65

Invoice split in Accounts Payable

'Accounts Payable. Display' (APS200), option 21

x

 

AP71

Filing of Accounts Payable

'General Ledger. File' (GLS800)

x

 

AP72

Updating Accounts Payable with account entries for supplier drafts without acceptance

'Draft without Acceptance. Open Payment' (APS380)

x

 

Accounts Receivable (ARL)

AR05

Entering checks and drafts

'Payment Document. Enter' (ARS105)

 

x

AR10

Entering customer invoice records

'Customer Invoice. Enter' (ARS100)

 

x

AR20

Manually creating customer invoice

'Customer Invoice. Enter Manual' (ARS120)

 

x

AR30

Manual entry of customer payments

'Payment Received. Record' (ARS110), or any of the programs mentioned for AB10.

 

x

AR40

Entry of receipt orders in batch file

Internal program (ARS049) for automatic allocation, activated from 'Batch Payment. Update' (ARS040)

 

x

AR45

Charge for payment reminder

'Payment Reminder. Open' (ARS150)

x

 

AR50

Creation of interest invoices

'Interest Invoice. Open' (ARS160)

x

 

AR60

Allowance for doubtful accounts

'Doubtful Account. Depreciate' (ARS130)

x

 

AR65

Split of customer invoice

'Accounts Receivable. Display' (ARS200)

x

 

AR70

Invoice grouping

'Customer Invoice. Group' (ARS190)

 

x

AR71

Filing of Accounts Receivable

'General Ledger. File' (GLS800)

x

 

AR72

Generating account entries for drafts without acceptance

'Draft without Acceptance. Open' (ARS370)

 

x

AR80

Reconciling customer payments confirmed by bank

'Bank Remittance. Reconcile Payment' (ARS350)

x

 

AR85

Reporting payment documents rejected by bank

'Draft/Check. Record Unpaid' (ARS340)

 

x

AR86

Confirmation of payment documents collected by bank

'Bank Remittance. Reconcile Payment' (ARS350)

x

 

AR87

Reporting drafts and postdated checks rejected by bank before collection

'Bank Remittance. Reconcile Payment' (ARS350)

x

 

AR88

Cancelling customer risk for draft payments

'Customer Risk Cancellation. Create' (ARS330)

   

AR90

Reposting customer invoices as doubtful

'Customer Invoice. Process Doubtful' (ARS360)

x

 

AR95

Creation of invoices based on payment plan

'Customer Invoice. Create from Payment Plan' (ARS380)

x

 

Cost Accounting (CAC)

CA01

Cost of capital calculation

'Cost of Capital. Calculate' (CAS110)

x

 

CA02

Updating the General Ledger with internal account entries

'Internal Account Entry. Transfer to GL' (CAS960)

x

 

CA03

Internal allocation of costs and revenues

'A/C Allocation. Update' (GLS130)

x

 

CA04

Internal period accounting

'Period Accounting. Update' (GLS140)

x

 

CA10

Entry of internal journal vouchers for manual adjustments

'Journal Voucher. Enter' (GLS100)

 

x

Current Assets (CUR)

CA50

Valuation of Work in Process (WIP)

'WIP Value. Open' (CAS170)

x

 

CA60

Posting of inventory value variances

'Inventory Value. Open' (CAS180)

x

 

Customer Order Processing – Maintenance (MCO)

CO20

CO invoicing WO

'Invoice – Update FAM/FCR040' (COS187), internal program for transferring customer order transactions connected to a work order to the financial system

x

 

Fixed Assets (FAS)

FA10

Depreciations

'FA Depreciation. Calculate' (FAS100)

 

x

FA20

Cost of capital calculation

'Cost of Capital. Calculate' (FAS120)

x

 

FA30

Extraordinary depreciation

'FA Depreciation. Create Extraordinary' (FAS140)

x

 

FA40

Disposing of fixed asset

'Fixed Asset. Dispose' (FAS145)

x

 

FA50

Sales

'Fixed Asset. Sell' (FAS130)

x

 

FA60

Activation of fixed asset under construction

'Fixed Asset. Activate under Construction' (FAS160)

x

 

FA70

Financial movement of fixed asset

'Fixed Asset. Recode' (FAS005)

x

 

General Ledger (GLR)

GL01

Manual entry of journal vouchers and bank transactions

'Journal Voucher. Enter' (GLS100), or any of the programs mentioned for AB10.

 

x

GL02

Manual entry of invoices, payments and journal vouchers

'Journal Voucher. Open for Multi-Entry' (GLS105)

 

x

GL10

Period accounting

'Period Accounting. Update' (GLS140)

x

 

GL11

Accounts allocations and accounts distributions

'A/C Allocation. Update' (GLS130)

x

 

GL20

Posting of unrealized exchange rate gains or losses

'Unrealized Exchange Rate Variance. Update' (GLS160)

x

 

GL30

Updating the General Ledger with petty cash transactions

'Petty Cash. Open' (GLS095)

 

x

GL40

Recurring journal voucher entry

'Journal Voucher. Update Recurring' (GLS175)

x

 

GL71

Filing of the General Ledger

'General Ledger. File' (GLS800)

x

 

GL98

Update due to change in accounting structures

'Accounting Structure. Open' (CRS644)

x

 

GL99

Posting of year-end profit or loss

'General Ledger. Calculate Profit/Loss' (GLS995)

x

 

Group Consolidation (GCO)

GM01

Financial consolidation

'Consolidation Proposal. Update' (GMS320)

x

 

Multiple Unit Coordination (MUC)

MF01

Internal invoicing

'Internal Invoice. Create' (MFS100)

x

 

MF02

Internal invoicing – supplier

'Internal Invoice. Create' (MFS100)

x

 

MF10

Cross-division voucher

'Journal Voucher. Entry' (GLS100)

x

 

MF20

Cross-division allocation

'A/C Allocation. Update' (GLS130)

x

 

Customer Order Processing (COP)

OI20

Invoicing of customer order

'CO Invoice. Print' (OIS180)

x

 

OI30

Cash payment at cash desk

'Cash Payment. Open' (OIS215)

x

 

Point of Sales (POS) – Sales Tickets Upload via API OPS270MI

OP05

Sales ticket return. Used when internal account entries are created based on sales tickets instead of customer orders (compare OI05).

 

x

 

OP10

Sales ticket delivery. Used when internal account entries are created based on sales tickets instead of customer orders (compare OI10).

 

x

 

OP20

Sales ticket invoicing (updating the sales book of account) and refunds (updating the refund book of account, if different than sales book of account). Used when internal account entries are created based on sales tickets instead of customer orders (compare OI20).

'POS Sales Ticket. Update' (OPS280)

Which detail record to use for invoicing and refunds respectively is selected in 'Settings – POS' (OPS700).

 

x

OP30

Bank remittance of cash desk

'POS Sales Ticket. Update' (OPS280)

x

 

OP40

Petty cash

'POS Sales Ticket. Update' (OPS280)

x

 

Payroll Administration (PAY)

PA01

Transfer from Pay

'Payroll Run. Transfer Transactions to General Ledger' (PRS380)

x

 

Project (PJP)

PO20

Project invoice

'Project Invoice. Print' (POS180)

x

 

PO30

Project recognition

'Project Invoice. Update' (POS477)

x

 

PO40

Project journal voucher

'Create GLR records for direct accounting' (POS064)

x

 

Service Order Processing (SEP)

SO20

Invoicing of service orders

'SO Invoice. Print' (SOS180)

x

 

Time Accounting (TAS)

TA10

Updating the General Ledger with time accounting transactions

'Time Transaction. Transfer to General Ledger' (TAS120)

x

 

TA20

Invoicing of external time accounting transactions

'TA Invoice. Create Proposal' (TAS130)

x

 

Taxation (TAX)

TX01

Creation of VAT declaration voucher

'VAT Run. Open' (TXS100)

x

 

TX02

Creation of VAT payment voucher

'VAT Run. Open' (TXS100)

x

 

TX03

Voucher for VAT on payment date. Used to post VAT previously recorded on a VAT clearing account to a definite VAT account. This alternative is used when VAT should be recorded on payment date.

'VAT on Payment. Create Voucher' (TXS115)

x

 

Description of FAM Functions for Manual Entry of Customer Payments, Supplier Invoices, and Journal Vouchers

The three most complex FAM functions are:

To enter a transaction, select a matching detail record under the multiple FAM function. Depending on the type of transaction, different fields are displayed during entry.

The main record for these three FAM functions contains the following open fields:

Field Name The Field Indicates …

Description, Name

… a general description of the FAM function. This text is proposed by default when retrieving the set of FAM functions during the initial configuration, but can be changed. The name is proposed as a truncated form of the description.

Journal heading

… the heading to be used in journals printed when this FAM function has been used. It is proposed as a truncated form of the description when configuring the system but can be changed.

Batch total

… whether the total amount to be paid must be specified at the beginning of the entry in a separate panel. This is done as an aid to ensure that the entire amount received is recorded.

During entry, the amount entered is accumulated until it equals the batch total. Only then can processing be ended or the batch total changed. However, it is possible to adjust the batch total in the A panel during entry, if needed.

Each detail record contains the following open fields:

Field Name The Field Indicates … AR30 AP10 GL01

Description

… the text displayed as an explanation of the detail record in (ARS110/B), (APS100/B) and (GLS100/B).

x

x

x

Object access group

… which users have access to this detail record.

Object access groups are defined in 'Object Access Group. Open' (CRS006).

x

x

x

Posting allowed from/to

… the date range during which the detail record may be used.

x

x

x

Voucher number series

… which voucher number series is used when updating the ledgers with the invoices or journal vouchers entered.

x

x

x

Voucher name

… a brief user-defined explanation of the type of voucher included in the voucher.

x

x

x

Account supplementation

… whether it is possible to add extra accounting identities to the accounting string for the bank account during entry. If this check box is selected, accounting dimensions 2-6 are displayed in (ARS110/E) or (APS100/E).

x

x

 

VAT method – cash discount

… how transactions for the VAT portions of the cash discount are generated if the customer is entitled to such a discount.

Alternative 1: The entire cash discount amount, including VAT, is posted based on the accounting rule for cash discount posting (AR30-310).

Alternative 2: The VAT portion of the cash discount amount is posted separately based on the VAT code for the main Accounts Receivable transaction (AR30-100). The remaining amount is posted according to alternative 1 (AR30-310). (This method should not be used when the cash discount is based on the invoice net amount instead of the gross amount.)

Alternative 3: The VAT portion is calculated automatically as a percentage of the entire invoice amount and posted separately for each VAT code (AR30-111). This method is preferable when several VAT codes are used. However, the same reservation as for alternative 2 applies.

x

   

Cash A/C

… the bank account to which customer payments are posted.

This field is only displayed for detail records under FAM function GL01 if you select panel layout 20 or 21 (see below).

x

 

x

Currency

… the currency of the customer payment. The currency is proposed during entry, but can be changed.

This field is only displayed for detail records under FAM function GL01 if you select panel layout 20 or 21 (see below).

x

 

x

Exchange rate type

… the exchange rate to be used for the selected currency. The exchange rate itself is proposed during entry, but can be changed. The rate type is defined in 'Exchange Rate Type. Open' (CRS056).

x

 

x

Sorting order

… how information on invoice records is displayed by default to facilitate the allocation of customer payments to the matching invoices in (ARS110/F):

1 = Per payer; 2 = Per customer; 3 = Per invoice number; 4 = Direct entry of invoice number; 5 = List only group invoices.

x

   

Payment method

… the type of payment document and how it is processed. Payment methods for Accounts Receivable are defined in 'AR Payment Methods. Open' (CRS076).

x

   

Payment method for on account payments

… which payment method to use when entering a payment on account. If this check box is selected, the payment method specified for the detail record (above) is used. Otherwise, it is retrieved from the customer file, 'Customer. Open' (CRS610).

x

   

Confirm received amount

… whether the allocated payment is confirmed in a separate panel when you use sorting order 4 (direct entry of invoice number).

x

   

Split payment transactions

… whether several transactions are generated for each aspect of the payment – for cash discount, exchange rate gains or losses, and so on – or only one.

x

   

FAM function for customer payments

… the detail record under FAM function AR30 that is used to record customer payments.

This field is displayed for FAM function GL01 if you selected panel layout 20 or 21 for entry of payments via (GLS100).

   

x

FAM function for supplier

… what detail record under FAM function AP20 to use when netting a customer invoice in (ARS110/F) to a supplier invoice in 'Suppl Payment. Enter Manual' (APS120). Such netting can be useful when a customer is also a supplier.

This field is also displayed for FAM function GL01 if you selected panel layout 20 or 21 for entry of payments made via (GLS100).

x

 

x

Credit note

… whether the detail record is reserved for entering credit notes. If this check box is selected, you enter the credit notes with positive amounts and the transactions are automatically reversed.

 

x

 

Clearing account code

… whether the invoices are posted automatically to a clearing account for later authorization and recoding instead of an expense account:

0 = No

1 = Yes. The posting is completely automated and the coding panel in 'Supplier Invoice. Record' (APS100) is not displayed.

2 = Yes. The coding panel is displayed, allowing you to adjust the accounting lines that are automatically created.

 

x

 

Not approved for payment

… whether invoices entered receive status Not approved for payment, requiring separate authorization and payment approval in 'Supplier Invoice. Recode' (APS110).

For invoices that are not matched to a purchase order

0 = No. The invoices are automatically approved for payment and can be included in the payment routine in 'Suppl Payment Proposal. Open' (APS130) or 'Suppl Payment. Enter Manual' (APS120).

1–5 = Yes.

For invoices that are matched to a purchase order during invoice entry

0 = No

1 = Yes

2 = If the matching is complete, the invoice is considered approved.

3 = If the matching failed, you are asked to confirm this when ending the matching routine. Otherwise the invoice is approved.

4 = If the matching is complete, you are asked to confirm this when ending the matching routine. Otherwise the invoice is not approved.

5 = You are always asked to confirm that the invoice is approved when ending the matching routine.

Note that you can always change status from Not approved to Approved and vice versa for an individual invoice by pressing F14 during entry in (APS100/E), regardless of the detail record selected.

 

x

 

Authorization

… whether the person entitled to authorize the invoice must be entered when the invoice is recorded in (APS100/E).

If this check box is selected, an automated check is done at entry to ensure that the maximum invoice amount specified for the authorized user in 'Authorized User – Supplier Invoice. Open' (CRS650) is not exceeded.

 

x

 

Invoice reference

… the number of extra fields to display for entering an extended invoice reference number in (APS100/E). This number can be used as a reference instead of the invoice number when paying the invoice later by EDI (for example, OCR number).

 

x

 

Invoice accounting template

… a template with predefined accounting lines for recurring records. The template helps you reduce the work needed for invoice entry.

The template can be connected to the supplier in 'Supplier. Define Purchase & Financial' (CRS624) or to the FAM function. The template records are then displayed during entry. All you need to do is enter the amounts.

 

x

 

General voucher text code

… whether a general voucher text is to be proposed as an explanatory text for each record entered.

For supplier invoices, this general voucher text consists of supplier name, invoice number, and year. It is proposed in 'Supplier Invoice. Record' (APS100/F). For journal vouchers, enter the general voucher text manually at the beginning of the entry session in 'Journal Voucher. Entry' (GLS100).

Alternatives

0 = No

1 = Yes. The text can be changed for an individual entry but the general text is still proposed for the following entries.

2 = Yes. If the text is changed for an entry, this text is used for the following entries.

 

x

x

Voucher text on journal

… whether the voucher texts are printed on the accounting journal created when the entry session is ended.

 

x

x

Next manual step

… the workflow to use for matching invoices to purchase orders or goods receipt transactions. Refer to Matching Supplier Invoices to Purchase Orders.

 

x

 

VAT calculation method

… how VAT is to be calculated:

1 = Based on the invoice net amount

2 = Based on the invoice gross amount.

Which alternative to select is based on country-specific legal requirements.

 

x

x

Automatic VAT accounting

… whether VAT is calculated and additional VAT accounting lines created automatically on the coding panel for accounting lines with a VAT code.

If manual VAT calculation method is selected as well, the VAT accounting lines are created automatically when the offsetting accounting line is entered.

Supplier Invoices

If this check box is not selected, separate fields for entry of up to six VAT amounts and corresponding VAT codes are displayed in (APS110/F). The VAT amount is proposed, based on the VAT calculation method selected; the VAT code is retrieved from the supplier file. Corresponding accounting lines are created automatically on the coding panel.

If you select this check box, these VAT fields are not displayed, but VAT accounting lines are created automatically when the coding panel is displayed.

 

x

x

Display supplier invoice details

… whether the F panel with proposed invoice information and terms retrieved from the supplier file is displayed during entry:

1 = Yes

2 = No

Note on alternative 2: This alternative is useful for entry of uncomplicated invoices, since you remove one step in the entry flow. However, do not select alternative 2 in the following situations:

1. The detail record is used for entry of recurring supplier invoices via (APS100). (This function is activated from the F panel.)

2. The method for manual VAT calculation is selected for the details record. (The VAT fields are displayed on the F panel.)

3. The division uses delivery date as VAT date, as defined in 'Settings – General Ledger' (CRS750/F). (The delivery date field is displayed on the F panel. If the F panel is not displayed, the invoice date is automatically selected as delivery date.)

 

x

 

Display cash discount details

… whether the G panel is displayed with proposed cash discount values based on the cash discount terms of the supplier:

1 = Yes

2 = No

Any cash discount is automatically calculated when alternative 2 is selected. In some countries, cash discount is seldom used. In such a case, you can reduce one step in the entry flow by selecting alternative 2.

 

x

 

Cash discount method

… how any cash discount is calculated:

1 = Based on the total invoice amount including VAT

2 = Based on the invoice net amount.

 

x

 

Alternative search key

... whether another value than the supplier number is used to identify the supplier when entering invoices in (APS100). Examples of such other values are a bank account or a telephone number.

If you select the check box, an alternative search key with up to 36 positions can be entered in the supplier number field in (APS100/E). When pressing Enter (or clicking Next), M3 uses the CIDALL table to retrieve the supplier number based on the alternative search key.

The search key is defined in (CRS627) by selecting a combination of a table that has a reference to the supplier and a field in that table that contains the value to use. When exiting (CRS627), the CIDALL table is populated in the background with the values in the selected field.

You may need the assistance of Technical Support to identify which tables and fields would be relevant in your case.

Example

In Sweden the bank giro number is commonly used as an alternative search key. This number is registered for the bank account of the supplier in M3. In this case, the selection in (CRS627) would be the bank account table CBANAC and the BCBAF4 field, a free field that in Sweden is reserved for bank giro numbers.

 

x

 

Panel layout

… how the fields for entry of accounting lines on the coding panel are displayed.

Supplier Invoices and Journal Vouchers

1 = Accounting dimensions 1 (business account) and 2, amount, other accounting dimensions in selected order (see below), text

2 = Accounting dimension 1, amount, accounting dimension 2, other accounting dimensions in selected order, text

3 = Amount, accounting dimensions in selected order, text.

Journal Vouchers Only

5 = Journal voucher in foreign currency

20 = Multi-function entry of journal vouchers and customer and supplier payments. This enables you to enter different types of transactions via one program. However, we recommend that you use the entry portal 'Journal Voucher. Open for Multi-Entry' (GLS105) for this purpose, since this program enables you to select between different FAM function detail records instead of being limited to using just one predefined detail record per category.

21 = Entry of transactions from statement of account from bank.

 

x

x

Dimension order

… the order in which accounting dimensions are displayed on the coding panel. If a zero is entered for a dimension, this field is not displayed. Note that if you select another order or display for accounting dimension 1 or 2 than controlled by the panel layout, this order overrules the panel layout.

Note that these fields are not displayed if you select panel layout 20 or 21.

 

x

x

Year-end transactions

… whether the transactions entered are closing transactions, that is, with an accounting date set as the last day of the financial year. Such transactions update the balance file for a separate period.

   

x

Bank operation

… a code proposed by default on the coding panel to define the type of transaction (customer or supplier payment). This option is applicable if panel layout 20 or 21 is selected.

Bank operation codes can be used for reconciliation purposes and are defined in 'Bank Operation. Open' (CRS079).

   

x

FAM function for customer payments

… the detail record under FAM function AR30 that is used to record customer payments. This field and the 'FAM function for supplier payments' field is displayed if you selected panel layout 20 or 21 for entry of payments via (GLS100).

   

x

FAM function for supplier payments

… the detail record under FAM function AP20 that is used to record supplier payments made. See above.

   

x

Split bank entries

… whether one accounting line for the bank account is created for each new accounting line entered. Otherwise one aggregated bank transaction is created for all accounting lines.

This check box is only displayed if you have selected panel layout 21 (see above). It should not be selected if you define the amount to allocate by specifying a closing balance instead of outstanding amount in (GLS100/E).

   

x

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