bank of china (hong kong)
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Accounts Payable
Bank of China (Hong Kong)
Accounting Cloud User Manual
Contact Information
Phone : (852) 3988 1333
E-Mail: [email protected]
Website: www.bochk.com
© 2021 Bank of China (Hong Kong) Limited. All rights reserved
© 2020 Bank of China (Hong Kong) Limited. All rights reserved
2
關於應付管理
Contents
Accounts Payable Function Framework 02
A/P Business Flow Chart and Examples 04
Data Preparation 08
User Guide 13
1. Accounts Payable Parameters 13
2. Opening 15
2.1 Opening A/P Events
15
2.2 Opening Payments
18
Accounts Payable Overview 01
3
2.3 Opening Supplier Refund
21
3. Financial Processing 24
3.1 A/P Events
22
3.2 Payment
27
3.3 Supplier Refund
33
3.4 A/P Settlement
38
3.5 Debt Transfer
42
4. Accounting Report
45
Contents
4
4.1 A/P Sub Ledger
4.2 A/P Balance Report
4.3 Matured Debt Table
4.4 A/ P Aging Analysis
處理 5. Period End Processing
5.1 A/P Exchange Gain/loss
5.2 A/ P Closing
Contents
5.3 A/P Auto Closing
45
47
49
51
53
53
55
58
Appendix: Definition of Vocabulary 61
© 2021 Bank of China (Hong Kong) Limited. All rights reserved 1
Payment Management
with Automated Process The modules of Accounting Cloud includes digital modeling,
financial basic data, accounting platform, A/R management, A/P
management, cash management, general ledger, and financial
statements. This user's manual is for A/P management.
A/P management is mainly focus on the management of the current
accounts between enterprises and suppliers,for the comprehensive
management and risk control of enterprise’s capital. A/P
management is based on the original documents such as purchase
A/P, other A/P document and payment documents, which
constitutes a complete business process of A/P confirmation,
payment,settlement and period -end processing. It also supports
payment terms and debt transaction transfer, exchange gain and
loss and other business processing.
A/P management provides users with real-time transaction balance
and various analysis reports, such as aging analysis report, due debt
statement, sub ledger, supplier balance report, etc. Through various
reports, system users can reasonably allocate funds which improves
the efficiency of fund utilization.
Automation of the Whole Process
Reduces the Workload of Users
The system supports the automatic generation
of general ledger vouchers and automatic
write-off based on the A/P documents . It also
supports the real-time check ,including
unapproved document and non-posted
vouchers in the A/P management. And system
calculates exchange gain and loss and run the
automatic tasks of month end closing.
Instant Entry Analysis
Accounts payable voucher and payment
vouchers are posted in real time after
generated. The current account can be
monitored by reviewing the sub-ledger ,
balance report, aging analysis report and
due debt statement. And It can the warning
will pop up when account is due or
overdue,which improves the efficiency of
fund management.
Accounts Payable Overview
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A/P management helps enterprises deal with debit management.And A/P vouchers are
generated through the accounting platform and transfers to the general ledger module.
Based on the data of general ledger, it provides financial statements and other reports for the
decision-making of the enterprises.By this way,the system realize the close-connection
between A/P module and general ledger module, which strengthen the management of
capital inflow and outflow.
The following diagram are the core modules accounting cloud. The data and documents
crated from A/R module, A/P module,and cash management module, are linked with the
general ledger and financial statements through the accounting platform. Also, users can set
up the own accounting books,charts of accounts ,accounts through basic data function and
can maintain the company information, such as suppliers, user permissions, templates in
digital modeling platform.
A/P Function Framework
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3
The function of A/P management includes opening A/P, Daily business and exchange gain
and loss. Opening A/P is used to process invoice and payment before the system activated .
Daily business is focus on recording the A/P document, payment documents, supplier refund
bill, as well as A/P settlement information. The A/P information can be analyzed in real time
by sub-ledger, balance report and aging analysis report. For foreign currency transaction,the
the exchange gain and loss can be calculated in the system.
From the perspective of business process, the A/P business processes include opening A/P
process, A/P event process, payment process, A/P settlement process, supplier refund
process, exchange gain/loss process and A/P settlement process. Payment process or
supplier refund process involves settlement in the cash management module. After the
process is completed, the system will automatically generate the voucher through the
accounting platform.
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Accounts Payable Flow Chart
Accounts Payable Cash Management Accounting Platform General Ledger
A. A/P
Events
A. A/P
Events
Voucher
Template
General
Ledger
Voucher
B. Payment
Doc Voucher
Template
B. Payment
Doc
推式生成
B. Payment
Workbench
C. A/P
Settlement
Generate
C.
Settlement
Voucher
Template
F. A/P
Closing
D. Supplier
Refund Doc
D. Collection
Workbench
D.
Supplier
Refund Doc
Voucher
Template
E. Exchange
Gain/Loss
E.
Ex. Gain/
Loss
Voucher
Template
Process Description:
A. A/P process: After receiving the supplier's invoice, the user manual input the A/P
event, approves the document, and the system will automatically generate the
voucher through the accounting platform, then the voucher will be transferred to
the general ledger module.
A/P Business Flow Chart
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B. Payment document process: when the supplier invoice is settled, create the
payment document by referring to the A/P document , and amend the amount
according to the paper bills. Then approve the payment document in the
system.Meanwhile, the payment document is transferred to the cash management
module.When the document is settled , the voucher will be automatically
generated through the accounting platform.Finally,the voucher is transferred to
the general ledger module.
C. A/P settlement process: Complete the settlement with A/P document and
payment documents (Accounting Cloud supports automatic settlement according
to rules); when querying reports, the supplier's A/P balance is shown in real time.
D. Supplier refund process: After receiving the refund invoice from the supplier, the
user input the supplier's refund document.And when the document is approved, it
is transferred to the cash management. If settlement is completed, the voucher is
automatically generated through the accounting platform , which is transferred to
the general ledger module.
E. Exchange gain/loss process: if foreign currency transaction occurs, exchange gain
and loss calculation is required.After calculation,the voucher is generated
automatically through accounting platform.
F. A/P closing process: A/P closing is performed by month.When the closing status is
completed, the data of the month cannot be modified.
For Example, ABC Co., Ltd. purchases equipment from supplier M company.
A.When receiving the invoice from the supplier ,create a A/P document in the system,
B.Payment document function is used to create payment document, and then payment
document is settled through payment workbench of cash management module.
After payment is completed, A/P document and payment document are written off
through
C.For the A/P settlement process, foreign currency transaction occurs, ABC company
can use E. Exchange gain/loss process to perform the calculation. Cases is as below.
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1. Example of transaction in the same currency
A/P Business Flow Examples
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2. Example of transaction involving foreign currencies
3. Example of prepayment transaction
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1. Open Digital Modeling - Organization management - Organization - Organization Unit,
select a company record, and select the mouse over button for business opening settings.
Data Preparation
Organization Unit
Organization unit refers to the smallest operating organization that undertakes an independent
business function in an enterprise, that is, a company. Once a company is established, it becomes
an organization unit and can specify the relationship between the company's superiors and
subordinates. In the digital modeling - organization - organization unit module, new
organizations are added and accounting entity attributes are set. The A/P management module
is enabled and the A/P active period is set.
For details of data and settings, please refer to the 《Accounting Cloud User Manual - Basic Settings》
Setup steps
Organization Settings
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2. In the this page, select the accounting period as opening period for the module and then
save.
Departments are the administrative units divided into company. Personnel in enterprises are
created based on departments. The department files also provides the information for the
business. If the department is set up, automatic A/P settlement can be performed by
department. The operation is: open Accounting Services – Accounts Payable - Basic Settings -
A/P Parameters, and then click “Settlement Rules – Department”.
Department
1
2
3
4
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In the pages, click Department and click Save.
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Data permission is used to limit roles or
users to have permissions only for certain
data. For example, a role can only use
data of some bank accounts or some
customers in the Accounting Cloud. The
system rule is that if a management
dimension (such as supplier) does not
have data permission, it means that the
user has permission for all the scope of
the management dimension.
The user is the user of the Accounting
Cloud. When login the Accounting Cloud
from IGTB for the first time, the system
will establish the Accounting Cloud users
through the initialization process, such as
PU, DU users or other users of IGTB.
The permissions of a roles can be assign
to the uses.
Permissions include: function
permissions and data permissions.
Function permissions refer to the
financial cloud functions that a role can
use, such as A/P, voucher, bank
reconciliation, etc.
PU users have been set the role of
"function administrator" by default,
which can assign other business roles for
themselves or other users in the
Accounting Cloud. The preset roles of
A/P management module include: A/P
voucher preparation, A/P audit and A/P
query, which supports role setting
according to needs.
Role
User
Permission Settings
Authorization Data permission
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The payment agreement function can
maintain the payment agreement, the
calculation basis of the payment date,
and the calculation basis of the payment
due date. In this way, for the subsequent
A/P management operation, the system
can determine the amount of payment
that should be paid at different stages
according to the payment agreement.
Maintain the project file. A/P write off
supports automatic write off by project
dimension.
The fund type file is preset in the system,
and the user can create the new record.
Maintain the expense item file and use
them in the other A/P document.
Business File
Project File
Expense Item
Type of Fund
Payment Agreement
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About Accounting Payable parameter
1. Accounting Payable Parameters
Function description
A/P parameters can set the logic parameters of A/P business, such as
automatic settlement logic of A/P, calculation method of exchange gain/loss,
etc.
Key applications
1. A/P parameter setting 2. Select accounting entity
3. Set auto settlement parameter 4. Set exchange gain/loss parameters
User Guide
Node:
Accounting service
→Accounts
Payable→ Basic
setting → A/P
Parameters
Main Operation Instructions of Account Payable Parameter
Step 1 1
2
3
4
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Select the
accounting entity,
then select the
auto settlement
parameters,
exchange
gain/loss
parameter and
click Save.
Step 2
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About the A/P Opening
2.1 Opening A/P Events
2. Opening
Function description
This node is used to enter the unfinished A/P business before starting daily
business when the A/P management system is started. The system enters the
opening data in the form of opening documents, which can be processed
later. Thus, each transaction is recorded in detail, which is conducive to
monitoring the processing of funds and strengthening the management of
current accounts.
Key applications
1. The opening of A/P supports the entry of opening data of A/P.
2. It supports the entry of red ink opening and blue ink opening. Red ink a
/ P is a negative number of A/P, which can be used to offset the occurred
A/P; blue ink A/P is a positive number of A/P, that is, a general type of A/P.
3. It is approved after saving. It does not need to be approved. It cannot be
modified after settlement or closing of the first accounting period.
4. Support excel template import opening data.
5. The opening A/P data does not generate a GL voucher.
6. At the beginning of A/P, you can only enter the documents of the date
before the A/P module is activated.
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Main Operating Instructions of the Opening A/P Event
Node:
Accounting service
→Accounts payable
→Opening→
Opening A/P
Events
Click "add" to
add a new A/P
opening.
Step 1
Step 2
1
2
3
4
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After clicking "add", enter the document date, transaction type,
currency, supplier, details and other information, and then click
"save" to add the opening of A/P. Step 3
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About the Opening Payments
2.2. Opening Payments
Function description
This node is used to enter the unfinished payment business before
starting daily business when the A/P management system is started. The
system enters the opening data in the form of opening documents,
which can be processed later. The purpose of this node is to record each
transaction in detail, which is conducive to monitoring the processing of
funds and strengthening the current accounts Management.
Key applications
1. Supplier payment opening can be entered manually.
2. Support import through excel template
3. It is approved after saving. It does not need to be approved. It cannot
be modified after settlement or closing of the first accounting period.
4. Payment opening data does not generate GL voucher.
Main Operation Instructions of Opening Payment
Node:
Accounting service
→ Accounts Payable
→ opening →
Opening Pmts
Step 1
1
2
3
4
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After clicking "add", enter the document date, supplier, currency,
exchange rate type, payment document opening details and other
information. After entering the settlement method, when the
settlement method attribute is bank or cash, the paying bank or cash
account field is required. Click "Save" to complete the new payment
opening.
After entering the node, enter the document date, document number and
other information, and click "search" to display the corresponding
opening payment information, which can be operated as "print", "import"
and "export". Click "add" to add a new payment opening. Step 2
Step 3
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About the Opening Supplier Refund
2.3. Opening Supplier Refund
Function description
This node is used to enter the supplier refund business that has not been
processed before starting daily business when the A/P management
system is started. The system enters the opening data in the form of
opening documents, which can be processed later. The purpose of this
node is to record each transaction in detail, which is conducive to
monitoring the processing of funds and strengthening the management
of funds current account management.
Key applications
1. Support manual input or excel template Import Supplier refund
opening
2. It is approved after saving. It does not need to be approved. It cannot
be modified after settlement or closing of the first accounting period.
3. Supplier refund opening data does not generate GL voucher.
4. The supplier can only enter the documents of the date before the A/P
module is activated at the beginning of the refund.
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Enter the node, enter
the document date,
document number and
other information, click
"search" to display the
corresponding supplier
refund opening
information, and click
"add" to add a new
supplier refund
opening.
Node:
Accounting
Service →
Accounts Payable
→ Opening →
Opening Supplier
Refund
Main Operation Instructions of Opening Supplier Refund
Step 1
Step 2
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After clicking "add",
enter the document
date, supplier,
currency, exchange
rate type, refund
opening details and
other information;
after entering the
settlement method,
when the settlement
method attribute is
bank or cash, the
paying bank or cash
account field is
required. Click "save"
to complete the new
supplier refund
opening.
Step 3
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Node:
Accounting
service →
Accounts Payable
→ Financial
Processing → A/P
Events
Financial Processing of A/P Event
3.1. A/P Events
3. Financial Processing
Function description
The A/P module supports manual entry of other A/P items.
Key applications
The A/P management module can manually add the A/P items whose
event type is the other A/P items.
Main Operation Instructions of A/P Event
Step 1
1
2
3
4
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After entering the
node, you can
perform
"Approval",
"Print" and
"Export". Click
"New" to add a
new A/P
document.
After clicking "add",
enter the document
date, transaction
type, currency,
supplier, A/ P
account, details
such as expense
account and
amount, and then
click "save" to
complete the new
A/P.
Step 2
Step 3
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To audit an A/P document, select a document, and the document line will appear
a suspended button, click approve; or select multiple records and click the audit
button in the upper right corner. After approval, the system will automatically
generate A/P voucher to the general ledger system. For voucher template
settings, please refer to the accounting platform section of《 iGTB Accounting
Cloud User Manual - Basic Data & Accounting Platform 》.
Step 4
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Financial processing of payment
3.2. Payment
Function description
Payment documents realize payment and prepayment business, and
support manual creating.
Key applications
1. Payment documents can be entered manually in A/P management.
2. Payment documents, referring to the A/P document, can be approved
and the automatically settled.
3. Payment documents can be paid using BOC Payment or settled in
cash management, and vouchers will be generated through the
accounting platform during settlement operations.
Main Operation Instructions of Payment
Node:
Accounting services
→ Accounts payable
→ Financial
Processing →
Payment
Step 1
1
2
3
4
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After entering the node, enter the document date, document number and
other information, and click "search" to display the corresponding
payment information. You can perform "submit", "approval", "print" and
"export". Click "add" to add a new payment.
Step 2
After clicking "add",
enter the document
date, transaction type,
supplier, currency,
settlement method,
exchange rate type,
payment document
details and other
information, and click
"save" to complete the
new payment.
Payment documents
can be generated by
referring to A/P events.
Step 3
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In the payment document editing page, select the payment method and
payment account, confirm the bank account number and debit amount. If
you wish to use BOCHK online banking to pay, you need to select Transfer,
Telegraphic Transfer, RTGS or FPS and select BOCHK bank account as
Paying Bank Account confirm the payment amount in the document, and
click save. In the payment document node, you can query and approve the
payment document. After the payment document with the payment type of
advance payment is approved, the system will automatically generate a
settlement voucher to the general ledger system for template settings,
please refer to the accounting platform section in 《iGTB Accounting Cloud
User Manual - Basic Data & Accounting Platform.》
Step 4
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In the payment workbench of cash management, select the payment
document and click the settlement button to pay and settle the payment
document. If the document is paid via BOCHK iGTB, click BOC Payment. If
other payment method, click Offline Payment to settle the payment
document. The system will automatically generate payment voucher to
the general ledger system. For voucher template settings, please refer to
the accounting platform section of 《iGTB Accounting Cloud User
Manual - Basic Data & Accounting Platform》.
Step 5
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To delete a payment
document settled via
Offline Payment, first
cancel offline payment in
the payment workbench.
The default setting of the
account book is to enable
automatic approval and
bookkeeping. Therefore,
when the settlement is
canceled, the general
ledger will automatically
delete the associated
voucher.
Step 6
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Then, cancel the
approval and delete
in the payment.
Step 7
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Node:Accounting
service →Accounts
Payable→ Financial
Processing →
Supplier Refund
Financial Processing of Supplier Refund
3.3. Supplier Refund
Step 1
Function description
After the supplier has paid, the supplier can enter and manage the
refund business.
Key applications
1. Support manually enter supplier refund forms in A/P management.
2. Supplier refund orders can be approved, automatically written off and
generated vouchers.
3. Supplier refund documents support collection settlement in the cash
management collection workbench.
Main Operation Instructions of Supplier Refund
1
2
4
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On the detail
page of supplier
refund form,
approval the
supplier refund
form.
After clicking "add",
enter the supplier,
settlement method,
refund details and
other information,
and click "save" to
complete the new
supplier refund.
Step 2
Step 3
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In the collection
workbench, settle the
supplier's refund
form. The system will
automatically
generate the
collection voucher to
the general ledger
system. For voucher
template settings,
please refer to the
accounting platform
section of Accounting
Cloud User Manual -
Basic Data &
Accounting
Platform》.
Step 4
1
2
3
4
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To delete a settled supplier refund order, first cancel the settlement in
the collection workbench. The default setting of the account book is
to enable automatic approval and bookkeeping. Therefore, when the
settlement is canceled, the general ledger will automatically delete the
associated voucher.
Then, in the
function of
supplier refund
form, query the
corresponding
supplier refund
form and click
Revoke approval.
Step 5
Step 6
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In the supplier
refund form
function, query
the corresponding
supplier refund
form and click
delete.
Step 7
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The Financial Processing of A/P Settlement
3.4. A/P Settlement
Function description
A settlement document is used to settlement between payment and A/P
in daily business. It is used to create settlement records between A/P,
payment and refund.
Settlement is the basis for accurately reflecting the relationship between
creditor's rights and debts at each aging stage of an enterprise. Manual
settlement and automatic settlement are supported.
Automatic settlement can be performed according to the settlement
rules set in the A/P parameters under the current accounting entity. After
automatic write off, a settlement document and voucher will be
generated automatically. The trigger time point of automatic settlement
is when A/P, payment and refund are all approved. The written off
document will update the balance of A/P, payment and refund note, until
it is 0, the document will no longer participate in settlement.
Key applications
Support automatic settlement and manual write off; support A/P and
payment write off; support A/P red ink and refund write off; support A/P
red ink and blue ink offset; support A/P and A/R write off, settlement in
the same currency and settlement in different currencies; support
manual settlement by debit matching and credit matching; support
prepayment settlement scheme according to payment agreement,
settlement by proportion and use first offset Settlement records will be
generated through the accounting platform.
If the current accounting period has been closed, it cannot be written off.
The settlement date will be set according to the default settlement date
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Node:
Accounting
services →
Accounts Payable
→ financial
processing → A/P
settlement
rule of A/P parameters If a voucher has been generated for the
settlement document, the user will automatically delete the general
ledger voucher when canceling the write off. The voucher will be
generated when the settlement document is saved without approval. If
the debit and credit accounts of the settlement document are identical,
the system will automatically judge that there is no need to generate a
voucher.
Main Operation Instructions of A/P Settlement
Step 1
1
2
3
4
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After clicking "add", enter the debit supplier, credit supplier and
other information, and click "search" to display the corresponding
write off document information. You can perform "credit matching"
and "debit matching" operations, and click "save" to complete the
addition.
In the settlement document editing interface, enter the debit
supplier, credit supplier and other information, and click search to
display the corresponding settlement document information. You
can perform credit matching and debit matching operations, and
click Save to complete the new A/P settlement.
Step 3
Step 2
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The financial Processing of Debt Transfer
3.5. Debt Transfer
Function description
The debt transfer module supports the transfer of A/ P and payment
documents, and generates transfer vouchers. It can query the historical
transfer records to cancel the transfer. It supports the transfer of A/P
balance by supplier, department, project and operator.
Key applications
1. Transfer of accounts payable
When A/P item is transferred, the A/P items with A/P balance will be
filtered out by selecting the A/P item type in the query criteria. The
transfer amount can be entered and the transfer can also be cancelled.
After the transfer, a record of the transfer in party will be added to the
table body line of the A/P event, and the data of the original transfer out
record line will be updated. The dimensions of supplier, department,
project and operator are supported Transfer in.
2. Payment transfer
When payment transfer is performed, payment documents with payment
balance will be filtered out when payment document is selected as event
type of query criteria. Transfer fund line can be entered for transfer.
Transfer can also be canceled. After transfer, a record of transfer in party
will be added to the table body line of payment document, and the data
of original transfer out record line will be updated. Transfer in by
supplier, Department, project and operator dimension is supported.
3. Transfer record query
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Node:
Accounting service
→Accounts Payable
→ Financial
Processing → Debt
Transfer
Step 1
Step 2
If you want to query the transfer record, you can select the transfer
record as the query condition event type, and query the A/P events and
payment documents that have been transferred.
Main Operating Instructions of Debt Transfer
After entering the node, enter the transfer out object, transfer out account
and other information, click "Search" to display the corresponding debt
transfer information. Select the transfer amount, transfer in object and
transfer in account, and click "Transfer".
2
3
4
1
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Step 3
Step 4
The system
indicates that the
transfer is
successful.
In the debt transfer interface, select accounting entity (company),
transfer out object, transfer out account and transfer out type to
query transfer records.At the same time, the voucher is generated
automatically through accounting platform.
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Function description
A/P Sub Ledger is used to query A/P and payment details in a specified
accounting period.
Key applications
It supports query of supplier A/P Sub Ledger and associated query of
documents.
Node:
Accounting
Service →
Accounts Payable
→ Accounting
Book → A/P
Sub Ledger
Main Operation Instructions of A/P Sub Ledger
Real Time Account Analysis
4.1. A/P Sub ledger
4. Accounting Report
Step 1
1
3
2
4
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45
After entering the node, enter the period, supplier, currency and
other information, and click "query" to display the corresponding
A/P transaction Sub Ledger.
Note: In the upper right corner, you can perform "dimension
setting", "self-service analysis" and "export". User defined query
scheme is also supported.
Step 2
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46
Function description
The A/P balance table is used to query the A/P and payment balance
summary within a specified accounting period.
Key applications
The A/P balance table can perform associated query on transaction Sub
Ledger for the amount of specified record line. The query criteria
include accounting entity and supplier, and the query results are jointly
filtered according to various conditions. User defined query scheme is
supported. Supplier A/P balance query and associated query on Sub
Ledger are supported.
Node:
Accounting Service
→Accounts
Payable→
Accounting book
→ A/P Bal Report
Main Operation Instructions of Balance Sheet Payable
Real Time Account Analysis
4.2. A/P balance report
1
2
3 4
Step 1
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47
After entering the
node, enter the date,
supplier, currency
and other
information, and click
"query" to display the
corresponding A/P
balance table.
Note: Dimension
setting, self-service
analysis and export
can be performed in
the upper right
corner.
Step 2
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48
Real Time Account Analysis
4.3. Matured Debt Table
Step 1
Function description
The maturity debt table is used to query the due debts of an enterprise
up to a certain point in time.
Key applications
It supports the display of overdue days of documents and associated
query of event details.
Node:
Accounting
Services →
Accounts Payable
→Report→
Matured Debt
Table
Main Operation Instructions of Maturity Debt Table
1
2 3
4
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49
Step 2
Enter the node,
then enter the
accounting entity,
deadline, currency
and other
information, and
click "query" to
display the due
debt table.
Note: self-service
analysis and export
can be performed
in the upper right
corner.
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50
Function description
The aging analysis table is used to analyze the aging of suppliers in a
specific accounting period, and comprehensively display the distribution
of accounts payable aging. It can be used to judge the overall quality of
enterprise accounts payable and provide the basis for enterprises to
decide payment plans.
Key applications
1. One The A/P aging analysis table can query aging details and aging
summary balance tables.
2. Aging can be queried by posting date (document date) or due date as
the starting date of aging. User defined aging scheme can be used to
query aging according to different aging schemes.
3. It supports query by summary and details, and aging analysis by end
point method and time point method.
4. The query criteria include accounting entity, supplier, currency,
Department, item, document status, date range, specific overdue days,
etc. the query results are jointly filtered according to various conditions.
Real Time Account Analysis
4.4. A/P Aging Analysis
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51
Step 1
Node:
Accounting Service
→Accounts Payable
→ Report → A/P
Aging Analysis Table
Main Operation Instructions of Aging Analysis
Enter the node, enter the accounting entity, aging scheme, base date,
report type, analysis method and other information, and click "query"
to display the A/P aging analysis table.
Note: self-service analysis and export can be performed in the upper
right corner. Step 2
1
3
2 4
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52
Function description
A/P exchange gain/loss is used to calculate exchange gain/loss for A/P
documents and payment documents in foreign currency. It is
constrained by the parameter value of "exchange gain/loss method" at
company level.
Key applications
Three processing methods are supported for A/P exchange gain/loss
processing
1. Calculate exchange gain/loss at month end: exchange gain/loss is not
calculated for each A/P payment, but is uniformly calculated at month
end. When calculating exchange gain/loss at month end, you can select
whether to accrue by document or supplier;
2. Calculate the exchange gain/loss when the foreign currency balance is
settled: calculate the exchange gain/loss of the A/P business when the
payment is made in full;
3. Calculate realized exchange gain/loss: calculate the exchange
gain/loss for the paid business and include it in the realized exchange
gain/loss. For the unpaid business, it is included in the "unrealized
exchange gain/loss" at the end of the month and offset back at the
beginning of the next month.
Automatic Calculation of A/P Exchange Gain/Loss
5.1. A/P Exchange Gain/Loss
5. Period End Processing
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Node: Accounting
Service →
Accounts payable
→ Period End
Processing → A/P
Ex. Gain/loss
Main Operating Instructions of A/P Exchange Gain/Loss
After entering the node, enter the calculation date to display the
corresponding payable exchange gain/loss information. Under each A/P
exchange gain/loss item, you can perform "trial gain/loss", "calculate
gain/loss" and "cancel calculation". For voucher template settings,
please refer to the accounting platform section in 《Accounting Cloud
User Manual - Basic Data & Accounting Platform》.
Step 1
Step 2
1
2
3
4
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54
Function description
A/P settlement is mainly used to check and close accounts before A/P
system is closed. Closing check includes the check that A/P documents
are not approved, A/P documents are not generated vouchers, purchase
business documents are not approved, and A/P exchange gain/loss
calculation is checked. It helps financial accounting to locate closing
check problems quickly. The system supports closing and cancel closing
operations.
Key applications
1. After A/P settlement, no business is allowed in the current period.
2. A/P settlement supports check without generating voucher and A/P
document not approved. It also includes calculation check of A/P
exchange gain/loss, which checks but does not control closing. Only the
minimum non-closed closed period under the accounting entity can be
closed, and the system will automatically calculate the closing period.
The list shows the list of all periods in the accounting year in which the
minimum non-closed month is located.
Automatic Closing Check
5.2. A/P Closing
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Node:
Accounting Service
→Accounts
Payable→ Period
End Processing →
A/P Closing
Main Operation Instructions of A/P Closing
Select month to
check after closing.
Step 1
Step 2
1
2
3
4
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After clicking
"Closing Check",
we can perform
"recheck" or
"closing".
Step 3
Step 4
Click "Cancel
Closing" to cancel
closing after
closing
successfully.
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57
Automatic Closing Check
5.3. A/P Auto Closing
Step 1
Function description
A/P management closing supports the definition of automatic monthly
settlement tasks and automatic closing operations. Time task
globalization multiple time zone: it is executed according to the time
zone conversion of accounting entity and account book.
Key applications
1. Add auto closing task, set auto closing parameters, and execute A/P
auto closing.
2. The closing check items executed by automatic closing check are the
same as those of A/R closing. After the closing check is passed, the
automatic closing task of the month will be completed.
3.
Node: accounting
service →
Accounts Payable
→ period end
processing → A/P
auto closing
Main Operation Instructions of A/P Auto Closing
1
2
3
4
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Step 2
After entering the node,
you can perform "Edit",
"delete", "copy" and
"disable" under the
existing A/P auto
closing task, and click
the title to display the
details. Click "add main
task" to add a new A/P
automatic closing task.
Click "add main task",
input accounting
entity, task code, task
name and other
information, and click
"save" to complete
the new A/P
automatic closing
task.
Step 3
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Step 4
Click the title of the
existing A/P
automatic closing
task, and then you can
"disable" and "delete"
in the upper right
corner. In the basic
information, you can
view the information
of A/P auto closing
sub-task.
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Vocabulary Description
Accounting entity All attributes are the organization unit of accounting entity. The
accounting entity file reference lists all accounting entities that the
user can access. When you create an accounting entity, the A/P
parameter will automatically create the default parameter of the
accounting entity.
Default
settlement date
The document date of the settlement document, which is created
according to the system date of the settlement day. Business date: the
date when the settlement document is created according to the
maximum value of the debit / credit date of the settlement document.
Settlement order The latest balance method and earliest balance method are the earliest
balance method by default, that is, the payable balance generated first
is written off first.
Sort date There are three options: document date, account opening date and
due date.
Automatic
settlement
When automatic settlement is enabled, the system will automatically
settlement the document when it is approved according to the
dimension of the settlement rule. It is recommended for users to use
and improve efficiency.
Settlement rules When settlement rules are used, you can select different settlement
rules automatically. The default value is supplier, that is, the supplier of
both documents will be automatically written off at the same time.
Users can also add dimensions. For example, if the same supplier and
department are the same, both suppliers and departments will be
checked. The dimensions that can be checked are: order number,
department, project and business representative. Supplier must be
checked, that is, once automatic settlement is enabled, the supplier
Appendix: definition of vocabulary
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must be the same. Note: when there are multiple dimensions, if a
dimension is empty, it will not be considered as the same, and it needs
to be written off manually. As mentioned above, when the Department
is blank, it is also considered that the same department will be settled.
Calculation
method of
exchange gain
and loss
Drop down options are supported: 1) unified calculation at month end;
2) calculation at settlement of foreign currency balance; 3) calculation
of realized exchange gain/loss.
Calculation
dimension of
exchange
gain/loss
Calculation by document dimension and supplier dimension is
supported.
Event type The system defaults to other payables.
Transaction type Transaction type is the subdivision of business under each item type.
Document date The opening document date can only be entered before the opening
period. The default is the day before the activation period.
Payment method According to the business attributes of the payment method,
determine whether to enter the payee/payment bank account and
receiving/payment cash account.
⚫ When the business attribute of payment method is bank: payee
or payment bank account is required
⚫ When the business attribute of payment method is cash, the
receiving or payment cash account is required
Payment bank
account
When the payment method is bank, relevant fields must be entered to
obtain the default enterprise bank account of the current accounting
entity.
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Payment cash
account
When the payment method is cash, relevant fields must be entered to
obtain the default enterprise cash account of the current accounting
entity.
Receiving bank
account
When the payment method is bank, relevant fields must be entered to
obtain the default enterprise bank account of the current accounting
entity.
Receiving cash
account
When the payment method is cash, relevant fields must be entered to
obtain the default enterprise cash account of the current accounting
entity.
Supplier Only suppliers belonging to the selected accounting entity can be
listed in the supplier file.
Currency The currency file defaults to the functional currency of the primary
account book corresponding to the accounting entity. The currency in
which the exchange gain or loss is to be calculated (in the exchange
gain or loss payable).
Exchange rate
type
It is the exchange rate type of the A/P business account book of the
accounting entity by default. When the exchange rate is modified
manually, the exchange rate type will automatically change to the user
type.
Exchange rate Select the exchange rate of the date and currency in the
corresponding exchange rate type. If there is no exchange rate, it will
be blank and you can edit it by yourself.
Accounts payable Refer to the account file.
Expense account Refer to the account file.
Payment
settlement
account
Refer to the account file.
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Payment type File reference: the system preset the following payment types:
prepayment, accounts payable, deposit, quality assurance deposit,
deposit, expense, discount and interest.
Settlement date Generation date of settlement form
Bill amount Settlement amount (in payable write off)
Voucher status Generate voucher update generated
Transaction type Supplier
Settlement
amount
Amount in original currency written off
Settlement
amount in local
currency
Amount written off in local currency
Exchange rate of
Chinese currency
Exchange rate corresponding to intermediate settlement currency
Settlement
amount in
Intermediate
currency
Amount settled in Intermediate currency
Transfer object Transfer in objects support suppliers, projects, departments and
business representatives
Transferred
account
Select the corresponding file according to the transfer in object
Transfer amount The amount in original currency transferred is less than the balance of
the payable or payment note
Transfer amount
in local currency
The opening document date can only be entered before the opening
period. The default is the day before the activation period
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Date of account
establishment
Date of account establishment on the document
Current debit
original currency
Current debit amount in original currency
Current debit
local currency
Current debit amount in local currency
Current credit
original currency
Credit amount in original currency of current period
Current credit
local currency
Current credit amount in local currency
Ending balance in
original currency
Ending balance in original currency
Closing balance in
local currency
Ending balance in local currency
Opening balance
in original
currency
Opening balance in original currency
Opening balance
in local currency
Opening balance in local currency
Current debit
original currency
Current debit amount in original currency
Current debit
local currency
Current debit amount in local currency
Current credit
original currency
Credit amount in original currency of current period
Current credit
local currency
Current credit amount in local currency
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Ending balance in
original currency
Ending balance in original currency
Closing balance in
local currency
Ending balance in local currency
Document
number
A/P Document Number
Due date Due date of documents
Original currency
of document
amount
Amount in original currency
Document
amount in home
currency
Amount in local currency of documents
Balance in original
currency
Original currency balance of documents
Balance in local
currency
Document balance in FC
Expiration days Overdue days of documents
Document type Document types of A/P, payment and supplier refund in A/P
management
Document date Document date display
Bill amount Corresponding document amount
Balance Corresponding document balance
Balance in original
currency
Amount in original currency of this currency in the business document
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Balance in local
currency
Balance in functional currency of business documents
Adjustment of
exchange rate
Exchange rate of exchange gain and loss calculation
Original currency
balance after
adjustment
Balance in original currency after exchange gain/loss adjustment
Adjusted local
currency balance
Balance in local currency after exchange gain/loss adjustment
Local currency
balance
Equal to the difference between the adjusted balance in local currency
and the balance in local currency
Check of items
without
generating
voucher
Check whether vouchers are generated for all transactions in A/P
management
Review of items
not approved
Check whether the A/P management documents have been approved
Exchange gain
and loss
calculation check
When the exchange gain/loss is the one-off calculation method at the
end of the month, check whether the exchange gain/loss is calculated
in the current month
Task name Define automatic monthly settlement task name
Reminder time Set the execution time of automatic monthly settlement
Number of
reminders
Set the number of automatic monthly closing reminders
Time interval Setting automatic monthly settlement interval
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