The financial processes within a company results in financial information that is used both internally and externally. The processes are subject to rules and regulations which can be changed by the authorities.

The financial processes must be handled with care so that the board, the shareholders, the banks and the authorities receive sufficient information, and are well informed about the company’s financial status.

Output from financial processes

  • A correct picture of the company’s economy and value-added statements for the given fiscal period.

  • A solid foundation for historic and future analysis of the company, useful to both internal and external stake holders.

The most important function within a company is its core activity. Next to that you will find the financial management. All companies, no matter size and industry, are dependent on a healthy financial management.

The finance department has the daily responsibility to follow up on the financial transactions with customers and suppliers. Monitoring and reconciliation of the general ledger postings are other important, daily tasks. Account receivables and account payables aging reports will form the basis for financial statements, reports and analysis that help the board make appropriate short- and long-term decisions.

Tasks involved in this process

  • Base registers - Set-up and maintenance of the Chart of accounts, account defaults, and account groups are examples of the tasks involved in this process.

  • General ledger - The General ledger (GL) is used to monitor the company’s financial status. This is where you handle the fiscal period closures, VAT calculation and reconciliation, and where you keep track of the stock value. Deviations and errors are detected through the reconciliation of the GL.

  • Receivables - Handling of payments from the customers, reminders, customer balances and due amounts are examples of the tasks involved in this process.

  • Payables - Handling of payments to the suppliers, due amount balances, and future deliveries are examples of the tasks involved in this process.

  • Liquidity - Handling of incoming and outgoing payments from the bank is central in the liquidity management. There are solutions for both manual and electronically handling of payments. Setup, maintenance, and monitoring the bank accounts are included in this process.

  • Assets - Registration of investments is a part of this process. The fixed asset register provides a detailed overview of the monthly depreciation. There are tools for life cycle management of every single asset.

  • Budget - Budgeting is essential for analyzing numbers and planning the future by comparison of historic and real values. It is possible to group the general ledger accounts to make the comparison easier.

Finance overview

To open the Finance Workspace (FINANCE) application, find Finance in the RamBase menu and then Overview. Click Overview to enter the FINANCE application.

The workspace gives you a great overview of the finance business area. The workspace is separated into two parts. The left part consists of three sections where the data is set by the program. In the right part, the sections displayed depend on the business area you are working in. In some of the sections you have the possibility to influence the data displayed.

The left part sections

  • Key figures - This section contains the most important financial key figures. The key figures are updated once an hour, but may be refreshed at any time by using the refresh button.

  • Actions and links - This section contains links to easily access the most relevant menus and programs. You will not initiate any actions by clicking the action buttons, it will only take you to the screen where you can initiate it from.

  • Reports - This section lists the most relevant and often used reports for the specific business area. Clicking any of the reports will generate an updated version of the report.

Some of the right part sections

  • Data filter and mode - In this section you have the possibility to set or delete the selected filter. This filter applies to the whole workspace, if the function or action uses filtering. When filtering on customers/suppliers, the filter will apply to both the Key figures-section and the Data information-section. The specific customer's/supplier's name will be displayed on top of the page.It is also possible to select a mode. A mode is a different view of the workspace data. If the mode is changed, a data table or a workspace overview page will be shown in the Data information-section.

  • Data information - This section will show different kind of information based on parameters set in the Data filter and mode- section. It can be a data table or a workspace overview. What is displayed in the data table in the Data information-section depends on the filter built in the Data filter and mode-section. For the workspace overview mode, only the account filter parameter will apply.

  • Workspaces - In this section you will find shortcuts to other workspaces which are related to finance. When working in one of the sub-workspaces you can click on the icon on the upper right to go back to the FINANCE workspace.

Base registers

The base registers consist of several tables which are used to ensure that the accounting and the finance module are in accordance with the current rules and regulations.

The base registers must be updated when changes are required by the authorities. The company’s needs for information is of great importance when setting up the base registers in the finance module. Changes in the company’s processes and routines may also require changes in the base registers.

Output from base registers setup

  • Rules and regulations are followed

  • The company’s information needs are covered

  • The finance module works as planned

The base registers, and the setup of the finance module, must be finished before the accounting personnel start using the system. Then it will be possible to filter the finance data for reporting and analytics.

Grouping the accounts and the financial statements simplify the compilation of the budget and the accounts. It is advisable to plan and define what information you need before you set up the base registers. Using dimensions may be helpful.

Tasks involved in this process

  • Chart of Accounts - The Chart of Accounts is central in the finance structure. Every company has their own, unique Chart of Accounts. As companies often follow the same national or international standard, there tends to be similarities between them.

  • Account groups - The account grouping functionality is flexible to meet different needs. Grouping the accounts makes it possible to compile the budget and the accounts. This is a great advantage when it comes to reporting and analytics.

  • Account definitions - A ledger account may have a specific function. Bank, inventory, agio, accounts receivable and accounts payable are examples of accounts that must be set up with certain definitions to interact with the finance module and the rest of the modules in the system.

  • Value added tax (VAT) - The VAT regulations are constantly changing, so the VAT register has to be maintained. Transactions can be posted with or without tax. Based on the finance module setup, the system will provide a posting suggestion. The VAT register forms the basis for tax reporting and settlement. In RamBase it is possible with multinational tax reporting.

  • Dimensions - There may be needs for dimensions that somehow overlap each other. Several departments connected to the same project is an example. Other dimensions can be cost unit, geographic district or personnel. You can connect several dimensions to one ledger account.

  • Department - The dimension Department (DEP) is used for isolating costs for activities connected to a specific department. There are several ways to create a department. Each department must be clearly defined if the book values are going to be used in reports and analytics.

  • Project - A project is usually an activity that extends over a period. It often includes many processes. The dimension Project (PRJ) is used for isolating costs for a specific activity. A project can have a plan and a budget to enable comparison of the budget and the actual costs.If the numbers are going to be reliable, it is very important to clearly define each project before the accounting personnel start using it. The system setup ensures that the project includes all the relevant posts. The dimension Project (PRJ) is solely an accounting dimension.

  • Assets - The dimension Assets (AST) is used for keeping track of revenues and expenses connected to a single asset. The dimension Assets (AST) is solely an accounting dimension. The depreciation plan and history of previous depreciations are held in the Fixed Assets Register (FAR).

Settings for Finance - Base registers

Setting name

Description

Master database for syncing chart of account

Used if company has more than 1 database and Chart of Account should be syncronized to 1 master database.

If changes in Chart of Account is done in master database, it will be possible to update Chart of Account in all other databases linked to master by this setting.

Manage the Chart of Accounts (ACC)

The chart of accounts defines the main fiscal structure for the company. Adapting of the chart of accounts is necessary to make the book-keeping system fit the economic activity of the business. The chart of accounts is actually unique for each company, but there are substantial similarities, so it is possible to import a standard chart of accounts when starting up your business accounting. A chart of accounts contains an overview of your ledger accounts.

The Chart of Accounts (ACC) application can be used to both adapting the chart of accounts, and to examine the values and underlying transactions posted to each account.

Together with a very flexible use of account groups, a RamBase Chart of Accounts (ACC) fits into most fiscal structures.

Posting type

Posting Type will be set to Both by default on all accounts.

It is possible to set this to Only Debit or Only Credit.

Manual ATR documents will not be allowed to post on the opposite side if it is set to Only Debit or Only Credit.

Post on the same side as the original posting, but with opposite sign to correct a posting on such an account.

If Only Debit or Only Credit is set on an account that is used on automatic postings, for example a Supplier Invoice (SIN), this may result in all entries being on one side. Since one of the rules for an general ledger entry is that the entry must have postings on both sides, RamBase has functionality to automatically post on the opposite side so that the ATR can be posted. This will not cause any balance changes of any accounts since it is a +/- posting. The account that is used for this posting is called DEBITCREDITCLEARINGACCOUNT and is set in the Account Default (ACD) application.

Initial set up of the Chart of Accounts

When the Chart of Accounts is to be setup for the first time, you may do this based on a template. Instead of spending time on creating each account manually, you can import a template and select the preferred accounts. When basing the chart of account on a template, the accounts will inherit the account details from the template.

Import a standard Chart of Accounts
  1. To open the Chart of Account (ACC) application, find Finance in the RamBase menu and then Base registers. Click Accounts to enter the ACC application.

  2. Press F12 to open the action menu and choose the Chart of Account Setup option.

  3. In the new popup, select the template from the dropdown-menu in the Source field. A table with a tree structure will appear.

  4. From the dropdown-menu in the Root Node-field, select the group of accounts you want to be displayed.

  5. From the tree structure you select the accounts by use of the check-boxes. If you check an accounting group, all accounts in this group will automatically be selected, but you can deselect any of the accounts.

  6. Click the OK button. The accounts will now be listed in the Chart of Accounts (ACC) application.

Add a new account to the Chart of Accounts

If you want to add an account to the Chart of Accounts (ACC), you can import this from a template or create it manually.

Import an account from a template
  1. To open the Chart of Account (ACC) application, find Finance in the RamBase menu and then Base registers. Click Accounts to enter the ACC application.

  2. Press F12 and select the Import Standard Chart of accounts option.

  3. Select which template you want to use in the Source field. A tree structure will appear.

  4. Filter on the account groups. The accounts with a check-box can be selected. The accounts without check-boxes are already implemented in your Chart of Accounts.

The imported account will have a standard setup, but the details may be altered.

Create a new ledger account manually
  1. Start from the Chart of Accounts (ACC) application.

  2. Click the Create ACC/.. icon.

  3. In the New Account popup, insert values in the fields:

    • Account Number - The number of the account. Maximum 50 characters and possible characters are:

      • 0-9

      • a-z, A-Z

      • Symbols (.,_-)

    • Name - Name of the account.

    • AccType - Define if the account is going to be a Result or a Balance account.

    • VATCode - Select the correct VAT code.

    • FromPeriod - The accounting period for the account to be valid from.

  4. Click the OK button. You will now see the account details. It is possible to add more information to the account (St:1).

  5. To make use of dimensions in the accounts, values of the parameter section must be set. Click the magnifier icon in the Parameters section.

  6. Define the dimension parameters to be used or not. In addition to the dimensions set in the DIM register, Location and Ictdb are also used as dimensions. Location refers to different warehouse/stock locations, Ictdb refers to transactions between departments or companies within a corporation.

    • LOC - The parameter is set (Must use) for accounts regarding flow of goods, if you want to differentiate the expenses of stock for various stock locations. The values of the LOC dimension are fetched from the LOC application in RamBase.

    • ICTDB - The parameter is set (Must use) for accounts regarding flow of goods and services between departments and companies. If not set, the accounts receivable and accounts payable will show incorrect values from a corporate point of view.

    • DEPNO - The parameter is set if you want to connect postings on the account to a certain department. If set to Can be used, there is a possibility to set a default department for the account.

    • PRJNO - The parameter is set if you want to connect postings on the account to a certain project.

    • ASTNO - The parameter is set if you want to connect postings on the account to a certain asset (for example a building or a truck).

    • Other dimensions - The parameter is set if you want to connect postings on the account to other dimensions created in the DIM register.

  7. Click the OK button.

Other possible values to set in the account information window are budget, department, VAT-code, account groups and blocking (prevent postings from certain documents).

  • Budget - The possibility to set the budget account to be compared with the account. Note that the connection between accounts and budget accounts usually are managed from the budget (BAC) application.

  • Department - The possibility to set a default department if Can be used is set as the parameter of the DEPNO dimension.

  • VAT-code - The possibility to set a default VAT code for the account.

  • Account groups - The accounts belongs to certain account groups. The use of account groups is usually govern by a set of rules and standards in accordance to financial statement reporting. The field is used to connect the account to one or more account groups. Note that account groups are usually managed from the Account Group (ACG) application.

  • Blocking - The possibility to prevent transactions being posted from different registers and/or documents. For instance you can prevent postings to a sales account from the general ledger (ATR) to ensure postings is generated from invoices only.It is possible to block the account from postings generated by:

    • Sales invoices (CIN)

    • Sales credit notes (CCN)

    • Supplier invoices (SIN)

    • Supplier credit notes (SCN)

    • Payments register (PAY)

    • Direct ledger postings (ATR)

    • A combination of all of them (ALL)

Activate an account
  1. When all information is added in the Account Info window, Press F12 to open the action menu and choose the Register Account option.

  2. The account is now activated in the Chart of Accounts (St=4).

All new accounts that are not activated in the Chart of Accounts yet will be set to status 1. If you want to list these accounts, start from the Chart of Account (ACC) application and use the radio button New. You have to activate the accounts one by one.

Inspect account details
  1. To open the Chart of Account (ACC) application, find Finance in the RamBase menu and then Base registers. Click Accounts to enter the ACC application.

  2. Highlight the specific account and press ENTER.

  3. Optionally, use the radio buttons beneath the list to filter the accounts:

    • Active - The default subset. Shows the accounts that are active and can be used in accounting.

    • New - Shows the accounts that are created but not yet activated. The accounts are not available for accounting.

    • Discarded - Shows the accounts that are discarded and therefore not available for accounting.

    • All - Shows all accounts in all subsets.

  4. You may also use the drop-down menus to filter on Period or YTD-period.

Examine GL entries from the Chart of Accounts register
Examine the transactions posted to a specific account
  1. To open the Chart of Account (ACC) application, find Finance in the RamBase menu and then Base registers. Click Accounts to enter the ACC application.

  2. Highlight the relevant account and press ENTER. The Balances section in the Account Info window is the main working area to inspect the transactions posted to an account.

  3. To improve the view, use the Group by selection box. The transactions can be grouped by:

    • Period

    • Dimension

    • Transaction type

    • Transaction date

    • VAT code

    • Currency

Use drill-down to see the details behind a ledger posting
  • In the Account Info window, click on the document icon next to the transaction value in the Balances section. The CAS / SAS-Items window appears.

In the CasNo-column there are links to the Account Specifications (CAS). The CAS-links point to customer account specifications and SAS-links point to supplier account specifications.

  1. Click on the CAS / SAS links to drill down to the details. The CAS is generated automatically at certain time lags. The CAS is usually transferred to the general ledger once a night.

  2. In the Doc-column there are links to the underlying documents of the transactions. The CIN-links point to sales invoices and the SIN-links point to the supplier invoices. Click on the CIN / SIN-links to drill down to the underlying documents.

Off-balance account functionality

The Off-balance account is a third type off General ledger account, in addition to Balance and Result. To activate this functionality, enter the Company settings (CSV) application and select Finance -> GeneralLedger. Here you can find the setting: Activate Off-balance account functionality. When this setting is activated, user will be able to choose Off-balance as account type on general ledger accounts. If you do not have access to the CSV application, please send in a request to your partner, or directly to RamBase if you are not connected through a partner.

Rules for posting to an Off-balance account

All general ledger postings must balance out for result accounts and balance accounts and off-balance accounts separately. This is because the off-balance accounts are not included in the standard balance sheet of the company. Therefore, a posting to an off-balance account must always be balanced out by another off-balance account.

When creating ingoing balance to a new fiscal year, balance from off-balance accounts will be cleared and not added to the new year. If you want to bring the balance from last year to the new year, this must be done by a manual general ledger posting.

Off-balance accounts in reports

Off-balance accounts will not be shown in any reports as a default. If you want to include off-balance accounts in your account reports this can be done by entering the report parameter before opening the report:

Here, you can find Include off-balance accounts. Check this box if you want to include the off-balance accounts in the given report.

Off-balance accounts in reporting-files (JPK, SAF-T, SIE etc.)

All postings to off-balance accounts will be included in all reporting files to the authorities.

Enter Report account groups (ACG)

An Report account group (ACG) is composed of a certain number of accounts with similarities. The purpose of grouping accounts is to comply with accounting standards due to financial statement requirements, but it could also play a part in proper financial management and control. Grouping of accounts gives you an improved financial outline in reports.

Standard account groups
  • 1xxx Assets

  • 2xxx Equity and liabilities

  • 3xxx Sales and operating revenues

  • 4xxx Purchasing costs

  • 5xxx Wages

  • 6xxx Operating costs

  • 7xxx Operating costs

  • 8xxx Financial revenues and costs

In RamBase it is possible to customize account groups. For example, if the standard ACGs do not meet your report requirements, you may create a new ACG for this purpose, and map it to a report.

It is possible to inspect an accounting group or create a new group from the Report account groups (ACG) application.

The Report account groups (ACG) application

The ACG application menu is a simple report in itself. If there are posted ATR documents to the accounts in an account group, the group totals will show up in this window from a two-column view showing selected (period and/or year to date (YTD)) values.

To examine the postings or edit an ACG, select the ACG and press ENTER.

In the Budget field the ACG could be linked to a Budget (BAC) account. This gives the opportunity to monitor for instance the expenses in a ACG compared to expected values posted to the budget. The Period From field holds information about the first valid account period for the ACG.

The Range and Selected Accounts fields is the key fields to build an ACG. To tie accounts to a group, you could either enter a range of accounts or select single accounts. It is only possible to use one of the methods. It is quite faster to enter a range of accounts than to pick a group of single accounts. However, a range of accounts will include all accounts in the range, so if one or more accounts not should be a part of the ACG, the select account method must be used instead.

Click on the magnifier icon to tie accounts to an ACG. ACG are not exclusive. An account could be connected to several ACG.

Create a new Report account group (ACG)

In addition to the standard Report account groups (ACG), it is possible to create customized report account groups. For example, if the standard ACG do not meet your report requirements, you may create a new ACG for this purpose, and map it to a report. Another situation is if you want an overview of the balance of several accounts, create a new group based on these accounts.

Create a new account group
  1. To open the Account Groups (ACG) application, find Finance in the RamBase menu and then Base registers. Click Report account groups to enter the ACG application.

  2. Click the Create ACG/.. icon.

  3. Give the group a name and set the first period it is going to be used in the FromPeriod field.

  4. Connect ledger accounts to the group. There are two methods for picking the accounts, and these two methods can not be combined:

    • Select a range of accounts:

      1. Click the magnifier icon next to the Range field.

      2. In the Account group subselect popup, set the first and the last account in the range of accounts you want to connect to the group.

      3. Click the OK button. The accounts will be listed in the Accounts section.

    • Pick single accounts:

      1. Click the magnifier icon next to the Selected Accounts field.

      2. In the Select Account popup, use the check-boxes to select the accounts.

      3. If a range already is selected, this range will be overruled by the changes you make in this popup.

      4. On the top of the popup you will see the name of the account group and the number of accounts connected to it.

      5. Click the OK button. The accounts will be listed in the Accounts section.

  5. When all accounts are connected to the group, press F12, to open the action menu and choose the Register Account Group option to activate the ACG.

Enter Account defaults (ACD)

The Account defaults (ACD) setup is done to automate the book-keeping to a certain extent. In RamBase some ACD are mandatory, but most are optional. The ACD setup in RamBase can be quite extensive, but will ensure efficiency and control of the ledger postings. The ACD can be set up module by module for improved overview.

The ACD application lists all General ledger default accounts (ADD) available for default account settings. You may filter the most relevant default accounts by using the drop-down menu in the Module field.

Use the drop-down menu to set or change default accounts.

Accounting Dimensions (DIM)

In RamBase, department, projects and assets are dimensions available by default. It is also possible to generate up to seven individually adapted dimensions. The dimensions are listed in, and can be maintained, from the Accounting dimensions (DIM) application.

Default dimensions are set to status 8. The individually adapted dimensions are set to status 4, and the dimensions available for individual adaption are set to status 1.

To inspect values of a dimension, click on the specific dimension.

Dimension values can be retrieved from other base registers in RamBase (per now limited to the Personell (PER) application), values can be entered manually in the DIM application as custom valuelist, or field values from transaction documents could be linked to a dimension.

Dimensions can be allocated to each account with the settings:

  • Not Used (inaccessible).

  • Required (mandatory).

  • Optional (optional).

The use of dimensions should be well considered. Your company's need for financial reporting and control should decide the use of dimensions. It will make you able to achieve financial reports on each dimension, but excessive use of dimensions will required some more work for the accountants when account dimensions should be updated on invoices, credits and other finance transactions.

Create a new dimension
  1. To open the Dimension (DIM) application, find Finance in the RamBase menu and then Base registers. Click Dimensions to enter the DIM application.

  2. To create a new DIM it must be less than ten dimensions or it is necessary to deactivate one of the dimensions in the DIM application using the Deactivate Account Dimension Definition option in the context menu.

  3. Click the Create new dimension button.

  4. Enter a name in the Name field and click the OK button to create a DIM in status 1.

  5. Select one of the options in the Setup field.

    1. From archive field values - When you select this option, it is required to select archive in the Archive field. Use the dropdown menu in the Archive field and select the archive you want to use for the dimension. For example the Personnel (PER) application.

    2. From object/document - When you select this option, it is required to select field in the Field field. Use the dropdown menu in the Field field and select the field you want to use for the dimension. These fields are retrieved from transaction documents like Invoices (CIN / SIN), Credit Notes (CCN / SCN) and Payment (PAY). The values from these fields will automatically be posted in the dimension, when the transactions are posted to the GL.

    3. From user defined values - It is possible to create your own dimension codes. For example, make dimensions for more detailed overview of costs and revenues on specific business areas, consulting, or research-/ test-/ planning activities. To add a new dimension code:

      1. Click the Add value button in the Values folder.

      2. Add information in the popup.

      3. Click the OK button.

  6. When all values are added to the DIM, click the Activate Account Dimension Definition option in the context menu. It is now ready for use.

Follow up on Accounting Dimensions
GL Accounts

It is possible to see the general ledger accounts in the GL Accounts folder and set if the Accounts (ACC) is Not Used, Required or Optional to use in the DIM.

You may filter the result using the filter field in the top of the folder.

Department (DEP)

The Department (DEP) application holds information about the departments in the company. The purpose of the DEP application as an account dimension, is to be able to pull up income statements, cost specifications and other financial reports from the various departments. In RamBase, the DEP is also used to connect assets to certain departments.

Create a new Department
  1. To open the Department (DEP) application, find Finance in the RamBase menu and then Base registers. Click Departments to enter the DEP application.

  2. Click the Create new department button in the lower left-hand corner of the application.

  3. In the popup, insert values in the fields:

    • Id - The id of the Department.

    • Name - The name of the Department.

    • Effective period - The period for the Department to be valid from (YYYYMM).

  4. Click the OK button. The Department will now be set to status 1. It is still editable, and needs to be activated in order to enable it for use.

  5. Click the Activate department option in the context menu. The Department will be set to status 4 and is ready to be used.

Follow up on Department

The transactions posted to a distinct Department (DEP) can be examined in the General Ledger Balances area. Use the Department and General Ledger Balances areas to follow up on the Department.

Department

In the Department area it is possible to add optional information:

  • Description - Description of Department.

  • Responsible - Set the Employee (PER) responsible for the Department in this field.

  • Expiration period - Expiration period of the Department.

General Ledger Balances

In the General Ledger Balances tab it is possible to check ledger entries posted against a specific Department. The values in the chart are period year to date amounts:

  • Accounting period - Set the wanted accounting period (YYYYMM). Only last 2 years are allowed.

  • Choose between Balance and Result - See the totals from the balance or the result accounts.

  • Line chart with totals from balance/result accounts - To see the account details, click on one of the circles in the line chart to open the popup General ledger accounts results/balances from the selected period.

Period Amounts

The Period Amounts tab shows all historic period amounts and year to date amounts for the selected department, both for the balance side and the result side. The period amounts and year to date amounts has 2 links:

  • Click on the number to inspect the detailed Ledger Specifications (CAS & SAS items).

  • Click on the icon behind the amount to inspect the General Ledger Postings (ATR items).

Discontinue department

The Department must have a value in the Effective period and Expiration period before it is possible to discontinue it.

  • To discontinue a Department, click the Discontinue department option in the context menu.

Project (PRJ)

The Project (PRJ) application lists and holds information about all projects in the company. The purpose of the PRJ application as a account dimension, is to be able to pull up income statements, cost specifications and other financial reports from the various projects. In RamBase, the PRJ is also used to connect assets to certain projects.

Examples where the project dimension may be beneficial are when you need to calculate the actual profit from a large delivery where the income is given from a tender, or when you want to keep an eye on the development costs in a development project.

Create a new Project
  1. To open the Project (PRJ) application, find Finance in the RamBase menu and then Base register. Click Finance projects to enter the PRJ application.

  2. Click the Create new finance project button in the lower left hand corner of the application.

  3. In the popup, insert values in the fields:

    • Id - The id of the Project.

    • Name - The name of the Project.

    • Effective period - The period for the Project to be valid from (YYYYMM).

  4. Click the OK button. The Project will now be set to status 1. It is still editable and needs to be activated in order to enable it for use.

  5. Click the Activate project option in the context menu. The Project will now be set to status 4 and is ready to be used.

Follow up on Project

The transactions posted against a specific Project (PRJ) can be examined in the General Ledger Balances tab. Use the Finance projects area and the General Ledger Balances tab to follow up on the Project.

Finance projects

In the Finance project area it is possible to add optional information:

  • Description - Description of Finance Project.

  • Responsible - Set the Employee (PER) responsible for the Project in this field.

  • Expiration period - Expiration period of the Finance Project.

General Ledger Balances

In the General Ledger Balances tab it is possible to check ledger entries posted against a specific Project. The values in the chart are period year to date amounts:

  • Accounting period - Set the wanted accounting period (YYYYMM). Only last 2 years are allowed.

  • Choose between Balance and Result - See the totals from the balance or the result accounts.

  • Line chart with totals from balance/result accounts - To see the account details, click on one of the circles in the line chart to open the popup General ledger accounts results/balances from the selected period.

Period Amounts

The Period Amounts tab shows all historic period amounts and year to date amounts for the selected project, both for the balance side and the result side. The period amounts and year to date amounts has 2 links:

  • Click on the number to inspect the detailed Ledger Specifications (CAS & SAS items).

  • Click on the icon behind the amount to inspect the General Ledger Postings (ATR items).

Discontinue project

The Project must have a value in the Effective period and Expiration period before it is possible to discontinue it.

  • To discontinue a Finance Project, click the Discontinue project option in the context menu.

Assets (AST)

The Assets (AST) application holds information about your investments. The AST application is used to group depreciation, costs or possible revenues from an asset together, in order to report the accounts for this specific investment.

The purpose of the AST application as an account dimension, is to be able to draw income statements, cost specifications and other financial reports, such as overviews of planned and performed depreciation, from the various assets.

For every new investment it is recommended to register the investment in the AST application.

Create a new asset

It is recommended to register every investment to an Asset (AST). Then it is possible to monitor costs, depreciations and revenues for the specific item. An AST can also be created for groups of assets. Typically for smaller investments. (It would be reasonable to have an AST for 'Servers', but maybe not for 'Dell XPG356 Server')

Create a new Asset
  1. To open the Assets (AST) application, find Finance in the RamBase menu and then Base registers. Click Assets to enter the AST application.

  2. Click the Create new asset icon in the bottom of the application.

  3. In the Create new asset popup, insert values in the fields:

    • Id - The id of the AST.

    • Name - The name of the AST.

    • Effective period - The accounting period for the ASTs to be valid from (YYYYMM).

  4. Click the OK button. The AST will now be set to status 1. It is still editable and needs to be activated in order to enable it for use.

  5. Add relevant information.

  6. Click the Activate finance asset option in the context menu. The AST will now be set to status 4 and is ready to be used.

Follow up on Assets

The transactions posted against a specific Asset (AST) can be examined in the General Ledger Balances tab. Use the Asset area and the General Ledger Balances, Period Amounts and Fixed Assets tabs to follow up on the ASTs.

Asset

In the Asset area it is possible to add optional information:

  • Description - Description of the AST.

  • Expiration period - Expiration period of the AST.

General Ledger Balances

In the General Ledger Balances tab it is possible to check ledger entries posted against a specific AST. The values in the chart are period year to date amounts:

  • Accounting period - Set the wanted accounting period (YYYYMM). Only last 2 years are allowed.

  • Choose between Balance and Result - See the totals from the balance or the result accounts.

  • Line chart with totals from balance/result accounts - To see the account details, click on one of the circles in the line chart to open the popup General ledger accounts results/balances from the selected period.

Period Amounts

The Period Amounts tab shows all historic period amounts and year to date amounts for the selected AST, both for the balance side and the result side. The period amounts and year to date amounts has 2 links:

  • Click on the number to inspect the detailed Ledger Specifications (CAS & SAS items).

  • Click on the icon behind the amount to inspect the General Ledger Postings (ATR items).

Fixed Assets

The Fixed Assets tab lists the fixed assets connected to this AST account dimension, with the possibility to drill down to the related GL accounts.

General ledger

The General ledger (GL) is a complete record of all financial transactions in a company. The general ledger holds account information that is needed to prepare financial statements, and it includes accounts for assets, liabilities, owners' equity, revenues and expenses.

All transactions are posted to the general ledger, either manually, or automatically by the system.

Output from the general ledger

  • An accurate financial statement.

  • Consistency between the general ledger postings and the "real world".

  • Traceability and documentation of the postings.

An advanced interface between the transactions and the ledgers, will provide you with tools for reconciliation and quality assurance, which makes it possible to do a traceable and high-quality year-end closing on a month by month basis.

Tasks involved in this process

  • Make posting adjustments.

  • Make period adjustments.

  • Reconcile ledger accounts, VAT and the bank accounts.

  • Close the fiscal period.

  • Agio calculation.

  • Inspect balance sheet values.

  • Deviation handling.

Settings for Finance - General Ledger

Setting name

Description

First period in General ledger

First period the company should have postings to the Finance system in rambase. Format: YYYYMM

Import of earned, non-billed earnings to general ledger

Used to activate functionality that will post Customer Shipments (CSA) to Product Account Register (PAT) so that Customer Shipments that are not invoiced could be imported to General Ledger

Import of work in progress to general ledger

Used to activate functionality that will calculate total value of ongoing, open Product Work Orders (PWO), so that accrued cost from these work orders (work in progress) could be posted to General Ledger (ATR)

Notification PIDs for general ledger account issues

Comma list of PIDs that will get a notification by IMS for finance issues related to general ledger accounts.

Notification PIDs for general ledger issues

Comma list of PIDs that will get a notification by IMS for finance issues related to general ledger.

Planned import for inventory balance to General ledger

Value in this setting determines Daily (D) or Monthly (M) automatic import of Inventory balance  to General Ledger Postings (ATR)

Planned import for product balance to General ledger

Value in this setting determines Daily (D) or Monthly (M) automatic import of Product balance to General Ledger Postings (ATR)

Rate for importing inventory balance to general ledger

Spesifies which rate should be used when inventory balance is imported to General Ledger. "PERIODIC" (rate from last day of month) or "HISTORIC" (rate from transaction day). GLImportInventoryRate and GLImportProductRate should be the same

Rate for importing product balance to general ledger

Spesifies which rate should be used when product balance is imported to General Ledger.  "PERIODIC" (rate from last day of month) or "HISTORIC" (rate from transaction day). GLImportInventoryRate and GLImportProductRate should be the same

Agio

Agio calculation reevaluates the book value on the balance accounts by upgrading the values from historic rate to period rate. All transactions will be posted with the currency rate on the date of registration (historic rate), but by the end of the month all transactions will be calculated with the same currency rate (period rate).

The agio calculations in RamBase are based on the rates in the Currency (CUR) application. The rates in the CUR application are yesterday's currency rates, and they are updated every morning (Monday-Friday) before 08.00 CET.

Agio calculation is optional. Only balance accounts can be agio calculated. Each of the accounts that one wishes to be agio calculated must be defined in the Agio field in the Chart of Accounts (ACC).

Balance accounts that can be agio calculated
  • Accounts receivable ledger:

    • Sales Invoices (CIN)

    • Sales Credit Notes (CCN)

    • Payments (PAY)

  • Accounts payable ledger:

    • Supplier Invoices (SIN)

    • Supplier Credit Notes (SCN)

    • Payments (PAY)

  • Bank:

    • Payments (PAY)

  • Stock:

    • Supplier Shipment Advices (SSA)

Agio calculation

RamBase has two processes for calculation of agio, both are described below. The first process is done during period closure by the user. The second one is done automatically by RamBase when registering customer and supplier payments.

Agio calculation from the Period Account Register (PAR)

Agio calculation in PAR will create 3 ATR documents:

  • CUSBAL - Agio on Account Receivable (AR).

  • SUPBAL - Agio on Account Payables (AP).

  • ACCBAL - Agio on all other GL accounts (Not AR & AP).

General ledger postings (ATR) documents for CUSBAL and SUPBAL will be calculated based on customer and supplier balances in foreign currencies. Each ATR item will have a reference to a Customer / Supplier Account and currency. The amount will be calculated based on:

  • For all transactions (CAT & SAT) that are open by the end of current period, but registered in earlier periods. Agio will be calculated based on change in exchange rate from last period to current period (Rate at the last day of the period), as these transactions already have had agio calculated last period.

  • For all transactions (CAT & SAT) that are open by the end of current period and also registered in current period. Agio will be calculated based on change in exchange rate from the transaction document to current period (Rate at the last day of the period).

ATR document with transaction type ACCBAL will handle all other GL accounts (Not AR & AP) and agio will be calculated this way:

  • For all transactions (ATR items) that are registered in earlier periods. Agio will be calculated based on change in exchange rate from last period to current period (Rate at the last day of the period), as these transactions already have had agio calculated last period.

  • For all transactions (ATR items) that are registered in current period. Agio will be calculated based on change in exchange rate from ATR item that are registered to current period (Rate at the last day of the period).

Example
  • Your system currency is USD.

  • You have a CIN for 100 EUR.

  • The day the CIN was registered (St:4) the rate was 1,1.This means that the value of this CIN in your system currency is (100*1,1) = 110 USD.

  • The registration of the CIN generates an open post in the Accounts receivable ledger for 110 USD.

  • On the last day of the month the rate was 1,2 (Period rate).

  • By the end of the month the open post was agio calculated based on the period rate and the currency rate on the date of registration.(100*1,2) - (100*1,1) =  10This means an agio profit of 10 USD.

If the CIN is not paid by end of the next month, the open post will be agio calculated from the previous period rate to the new period rate.

  • The new period rate is 1,4.

  • (100*1,4) - (100*1,2) = 20This means an agio profit of 20 USD.

Relevant report: FRP > ACCBAL > GL Account Balances, from AGIO calculations.

Exchange Rates on Customer and Supplier Payments

The way RamBase handle agio on payments are depending on if agio is set up on GL Account for Account Receivables and Account Payables. If agio is not used, RamBase will use the exchange rate from the transaction document (Meaning the second method described below will always be used).

If agio is used on GL Account for Account Receivables and Account Payables, exchange rate on payments will be handled this way:

  • For all invoices and credit notes that are linked to a payment and registered in an earlier period than the payment. Exchange rate from the end of last period will be used to calculate the value in local currency, as these transactions already have had agio calculated last period.

  • For all invoices and credit notes that are linked to a payment and registered in the same period as the payment. Exchange rate from the transaction document will be used to calculate the value in local currency.

Period account register (PAR)

Accounting period closure is performed in the Period account register (PAR) application in RamBase. The different tabs for one accounting period in PAR will give you an overview of various types of reconciliations such as inventory, work in progress, VAT and bank. Deviations should be followed up and the user will be able to approve the different reconciliations from the PAR application.

The Period account register (PAR) application

To open the Period account register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application. As a default, you will enter the year with the latest active period.

Status
  • Status 1 - Future period not activated. It is possible to post to it.

  • Status 4 - Active period for posting.

  • Status 6 - Period closure is ongoing. Only selected roles are allowed to post.

  • Status 8 - Period closing approved, ready to be closed.

  • Status 9 - Period closing finished.

Make sure to keep the closing account period in an editable mode (status 6) until all reconciliations and inspections are completed, then confirm the period closure (status 9) to close the period in the PAR application.

Filter in the Period account register (PAR) application
  • Click on the year you want to view.

    • Use the Open, Active, Closing not approved, Closing approved and Closed boxes to filter the selected accounting year and make the accounting period closure easier.

    • Click the cogwheel to the right in the application to add or remove columns.

Update accounting year

Click the icon next to the year to open the Update accounting year popup for the specific year. It is possible to change the name and add a description for the periods and change the start and end date for the accounting year.

Set the new default period
  1. Start in the PAR application.

  2. Highlight the period after the one which is going to be closed and press ENTER.

  3. Press F12 to open the action menu and choose the Set this period to: Default period option.

The new default period will be listed in the PAR marked with status 4, which indicates that this is an open accounting period. When to change the default period depends on your company's routines, but is often to be done either the first day of the new period or at the time you are to perform period closure.

Close the current period
  1. Start in the PAR application.

  2. Highlight the actual period which is going to be closed and press ENTER.

  3. Press F12 to open the action menu and choose the Set this period to: Closed period option.

The period to be closed will be listed in the Period account register (PAR) application marked with status 6, which indicates that this period is no longer open for entries and only authorized accounting personnel may continue working on this period.

Re-open the current period

The period to be re-open will be listed in the PAR application marked with status 6. Set the period previous to the period you want to re-open as closed.

  1. Start in the PAR application.

  2. Highlight the period previous to the period you want to re-open and press ENTER.

  3. Press F12 to open the action menu and choose the Set this period to : Closed Period option.

Open a closed period

The period to be open will be listed in the PAR application marked with status 9. Only the last period that was closed can be opened.

  1. Start in the PAR application.

  2. Highlight the period which is going to be opened and press ENTER.

  3. Press F12 to open the action menu and choose the Open period option.

Period and posting adjustments

Period- and posting adjustments are posted from transaction documents, but it is crucial to the general ledger to make the income and costs for a period or dimension as accurate as possible.

Period adjustments is done to distribute the costs or incomes to several accounting periods if an invoice is created for a certain time span.

Posting adjustments is done to distribute costs or incomes to several dimensions (department, project etc). While period adjustments are crucial to make the profit and loss report as accurate as possible, posting adjustments points towards cost accounting.

Make period adjustments

Accrual may be performed on both Supplier Invoices (SIN) and Sales Invoices (CIN). They can be either editable (St:1) or registered (St:4). Only invoices for costs (location XXX) and with a set period can be accrued.

Period adjustments are to be performed on item level.

Accrue invoices
  1. Open the invoice.

  2. Click on the Inspect Document Account Info-icon on the upper right of the window. There are two alternatives:

    • Accrue all items on the document.

      1. Press F12 to open the action menu and choose the Make/Edit Period Adjustments option.

    • Accrue one of the items or several items on the document with different period adjustment plans.

      1. Click on the Make Period Adjustment Plan icon in the Period Adjustment column on the specific item line.

      2. Repeat the procedure for each item to be accrued.

  3. Set the From period and the To period.

  4. Click the OK button.

  5. A link to the Item Period Adjustment Plan (ASA) appears in the middle of the window.

  6. Click on the link to view the cost per period. The Item Period Adjustment plan is still editable (St:1) and needs to be activated (St:4).

  7. Press F12 to open the action menu and choose the Register Account Adjustment Plan option. A progress bar appears and the ASA will be set to St:8 when the process is complete.

Get an overview of accruals

REP/101166 - Period Adjustments Balances: By Invoice and Period

To view the accrual and posting adjustments for one specific invoice:

  • From the REP/101166: Highlight the item line representing the specific invoice and press ENTER.

REP/100951 - Period/Posting Adjustments: Totals by DIM/PERIOD

Make posting adjustments

When making posting adjustments you allocate the costs on account dimensions like department, project and asset. Posting adjustments will make the cost accounting as accurate as possible.

Posting adjustments may be performed on both Supplier Invoices (SIN) and Sales Invoices (CIN).

Posting adjustments are to be performed on item level. Only items with a set account can be posting adjusted.

Make posting adjustments
  1. Open the invoice.

  2. Click on the Inspect Document Account Info icon on the upper right of the window.

  3. Click on the Make Posting Adjustment Plan icon in the Posting Adjustment column on the specific item line.

  4. Optionally, add text in the Name field.

  5. In the Adj. % field, set the percentage of the amount to be split. The Adj. amount will then be calculated automatically.

  6. In the Splits field, set how many dimensions the amount is going to be split into.

  7. Press ENTER.

  8. When the number of splits are set, click the magnifier icon on the item lines to define the dimension for each item.

  9. Click the OK button.A link to the Item Posting Adjustment Plan (ASA) appears in the middle of the window.

  10. Click on the link to view the cost per dimension.The Item Posting Adjustment plan is still editable (St:1) and needs to be activated (St:4).

  11. Press F12 to open the action menu and choose the Register Account Adjustment Plan option. A progress bar appears and the ASA will be set to St:8 when the process is complete.

  12. Click the Cancel button.

  13. Press Esc to view the invoice.

Overview of the invoice's posting adjustments
  1. Click the Inspect Document Account Info icon on the upper right corner of the invoice.

  2. Press F12 to open the action menu and choose the Report: Totals from Period/Posting Adjustments option.

REP/100951 - Period/Posting Adjustments: Totals by DIM/PERIOD

Period closure

Accounting period closure is a predefined procedure in RamBase which is mandatory to work through for each accounting period.

Two main purposes
  1. To gain a more correct statement of expenditures and revenues in the period.

  2. To control that there are consistency between the general ledger postings and the "real world" (reconciliations).

To a certain extent, the procedures are to be carried out in a specific order and approved by a financial manager.

  • If needed and desired, period adjustments of supplier invoices and sales invoices are created.

  • Correct cost of goods is calculated by transferring the inventory and product transaction values to the ledger. The calculation also considers the measurement problems according to which period transactions can be counted as stock value.

  • Several reconciliations must be approved.

  • Agio for foreign currency balance sheet entries are calculated.

Preparation for period closure

Prior to period closure all postings like supplier invoices, sales invoices, and payments etc., for the relevant period must be completed.

In addition, you ought to perform the following reconciliations:

  1. Reconciliation of the fixed assets register.

  2. VAT reconciliation.

  3. Bank reconciliation.

  4. Inspect period adjustments.

Create Fixed Assets
Add new Fixed Assets
  1. To open the Fixed Assets (FAR) application, find Finance in the RamBase menu and then Asset management. Click Fixed assets to enter the FAR application.

    To open the Fixed Assets (FAR) application, find Finance in the RamBase menu and then Asset management. Click Fixed assets to enter the FAR application.

  2. Press F12 to open the action menu and choose the option Forward new Investments to Fixed Assets Register. You will see supplier invoices registered against the investment ledger accounts.

  3. Select the documents you want a depreciation plan for by clicking the + icon to the left on the item line. When the + icon has been clicked, the item will disappear from the popup.

  4. Press Esc to return to the fixed assets menu. The new fixed asset register (FAR)-documents will be listed on top of the table. They are not yet activated (St=1).

  5. Highlight the desired document (St=1) and press ENTER.

  6. Press F12 and choose the option Activate Fixed Asset (St=2).

  7. In the new popup, set the period from when the asset shall be depreciated and click the OK button. The value of the asset is now debited into a balance account.

  8. Press F12 and choose the Register Fixed Asset & Create Plan (St=3) option. The asset is now booked in your balance and a depreciation plan is made, but the depreciation is not initiated (St:3).

  9. Press Esc to return to the fixed assets menu.

  10. Press F12 and choose the option Make Depreciations to Fixed Assets.

  11. In the new popup, set the period for the depreciation. The current period is set by default.

  12. Press the + icon to the right of every item line. Press Esc. The fixed asset is depreciated for the current period (St=4).

  13. Press ENTER.

  14. Press Esc.

  15. Repeat from step 5 for all FAR documents in St:1 listed in the FAR application.

VAT code reconciliation

To perform VAT reconciliation you need to inspect the VAT codes and their connection to the relevant general ledger accounts. Make sure that no sales invoices are booked against an inbound VAT code, and that no supplier invoices are booked against an outbound VAT code.

  1. To open the Finance Workspace (FINANCE) application, find Finance in the RamBase menu and then Overview. Click Overview to enter the FINANCE application.

  2. Click on the VAT Reconciliation link in the Reports section to generate the VAT report.

    Click on the VAT Reconciliation link in the Reports section to generate the VAT report.

    This report gives an overview of VAT codes, where postings have been made for the chosen period.

  3. Highlight the specific VAT code and press ENTER to inspect the underlying data.

    Highlight the specific VAT code and press ENTER to inspect the underlying data.

  4. If any mistakes are discovered, highlight the incorrect line and press ENTER to find the documents the postings are based on.

  5. Make corrections.

Bank reconciliation

Before starting a bank reconciliation, the bank statements have to be imported from the bank into RamBase. When bank statements are imported, the transactions are matched with Payment (PAY) documents recorded in the cash management module in RamBase.

The reconciliation job can be initiated manually or carried out automatically on a regular basis to your company's setup. Regardless of how the reconciliation job is initiated, the reconciliations must be inspected and confirmed manually.

Bank reconciliation must be done prior to period closure.

Automated bank reconciliation (BST)
Initiate a bank reconciliation
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Bank Statements folder.

The bank statements folder lists all bank statement documents. These documents are based on the files imported from the bank(s).

Import a new file from the bank
  1. Start in the Bank Statements folder.

  2. Press F12 to open the action menu and choose the option Import Bank Statements from file.

  3. Select the bank you want to import the file from.

  4. Click the Next button.

  5. Browse to the bank statement file and click the Upload button. A progress bar will appear. This process might take a while.

When the import is finished, one or several BST documents are made. One BST document is made for each transaction date. All transactions on the same date will appear as items on the relevant BST document. The recently generated BST documents will be listed in the Bank Statements folder with status 2. This means that they are registered into RamBase, and are ready for reconciliation. If the BST documents are not listed in status 2, there is a deviation.

From the Bank statements folder you may import bank statement-files from bank and initiate an automated bank reconciliation. The reconciliation will be performed automatically on a regular basis due to your company's setup, but there is an option to initiate the bank reconciliation manually whenever you want.

Import bank statements from bank integration

The Activate Bank Integration setting must be active to import bank statements from bank integration.

  1. Start in the Bank Statements folder.

  2. Press F12 to open the action menu and choose the Import Bank Statements from Bank Integration option.

  3. In the popup, select bank in the Bank field and dates in the From Date & To Date fields.

  4. Click the OK button.

When the import is finished, one or several BST documents are made. One BST document is made for each transaction date. All transactions on the same date will appear as items on the relevant BST document. The recently generated BST documents will be listed in the Bank Statements folder with status 2. This means that they are registered into RamBase, and are ready for reconciliation. If the BST documents are not listed in status 2, there is a deviation.

Start a bank reconciliation
  1. Start in the Bank Statements folder.

  2. Press F12 and choose the option Start Bank Statement Reconciliation Job. The reconciliation compares the bank transactions (BST items) against the payment documents (PAY) registered in RamBase.

    • If RamBase finds a match between a BST item and a PAY document, the BST document will be put to status 8. This means that the automated reconciliation was successful. A bank statement (BST document) in status 8 can be confirmed as reconciled.

    • If RamBase finds a partial match, that is a match with minor deviations, the BST document is put to status 3.

    • If RamBase does not find a match, the BST document will be put to status 2.

    • BST documents in status 1 indicates file error.

BST documents put to status 2 and 3 have to be reconciled manually. Open every document and highlight the item line with status 2 or 3 and press ENTER. The next action depends on the status on the item line. Regardless of the item's initial status, you should end up with a successful reconciliation and a BST document in status 8.

Repeat this reconciliation procedure until all BST documents are in status 8.

Reconcile an unmatched transaction (St:2)
  1. Start in the Bank Statements folder.

  2. Select a BST document in status 2.

     

  3. Press ENTER. All transactions for that specific date (BST items) will be listed. The list is sorted by status code, putting transactions with status code 2 on top.

  4. Select an unmatched transaction (St:2).

  5. Press ENTER. The Bank Statement Line popup will appear.

  6. Click the magnifier icon in the Pay Info section to view the PAY documents which can possibly match the transaction (BST item).

  7. Note the default value in the Date (Min-Max) fields. Change them if necessary. You may also use the amount fields to limit the number of possible documents.

  8. Select the matching PAY document. Note: If no PAY document matches, a payment has not been registered yet. If so, follow this procedure:

    1. Inspect your bank statement.

    2. Create a new PAY document based on the information in the bank statement.

    3. Go to the Pay Managements (PAM) Payments folder for creating it.

    4. Go back to the BST folder and repeat from step 1.

  9. Click the Confirm button. If the transaction (BST item) is set to status 3, it has to be confirmed. In such cases, follow this procedure:

    1. Press F12 to open the action menu.

    2. Choose the option Confirm BST item (St=4) to reconcile the transaction.

  10. When the last BST item on this document is reconciled, all BST items and the BST document will be put to status 8.

Reconcile a partial matched transaction (St:3)
  1. Start in the Bank Statements folder.

  2. Select a BST document in status 3.

  3. Press ENTER. All transactions for that specific date (BST items) will be listed. The list is sorted by status code, putting transactions with status code 3 on top.

  4. Select a partial matched transaction (St:3).

  5. Press ENTER. The Bank Statement Line popup will appear.

  6. Inspect the invoice, the bank statement and the PAY document, and compare the amounts.

  7. If the deviation is due to errors when punching the PAY document manually, do as follows:

  8. Click on the trash bin-icon on the line of the incorrect PAY document. It will disappear from the list.

  9. Click on the magnifier-icon and look up the same PAY document.

  10. Do not select it by ticking the check box, but click on the PAY-link. The Pay Document popup appears.

  11. Press F12 and choose the option Backward PAY.

  12. Press ENTER on the item line and make corrections.

  13. Press Esc.

  14. Press F12 and choose the option Forward PAY (St:4).

  15. Press Esc to return to the Link PAY to BST-popup.

  16. Select the same PAY document by ticking the check-box to the left on the line.

  17. Click the Confirm button.

If there are more BST items in status 3, the recently reconciled BST item will be put to status 3. Repeat the procedure until all BST items in status 3 are reconciled. When the last BST item is reconciled, all the BST items and the BST document will be put to status 8.

To complete the bank reconciliation, the bank statements have to be confirmed. There are two ways of doing it either confirming all bank statements for one bank at the same time, or confirming each BST document individually.

Confirm all bank statements for one bank
  1. Start in the Bank Statements folder.

  2. Select a BST document in status 8 from the relevant bank.

  3. Press F12 and choose the option Confirm All Bank Statements for this Bank.

Confirm a single bank statement
  1. Start in the Bank Statements folder.

  2. Select a BST document in status 8 and press ENTER.

  3. Press F12 and choose the option Confirm Bank Statement (St=9).

  4. When the reconciliation of a BST document is confirmed (St:9), the connected payment (PAY) document will be put to status 9 too. This indicates that it is reconciled and there is no need for further handling. Unreconciled PAY documents will remain in status 4.

Deviation

If there is a deviation between the value in the field Amount in the Bank Totals-section and the total amount of the item lines, the BST document will be in status 1, and you will not be allowed to proceed.

Press F12 and select Create new item from deviation amount.

A new item line with the amount of the deviation will appear, the BST document will be in status 2, and you can continue the bank reconciliation procedure.

Create a Payment (PAY) directly from an Bank Statement (BST) document
  1. Enter the Bank Statement (BST) document.

  2. Click the Create Payment icon in the PayRef column to create a PAY in status 1.

  3. Check the payment information and make necessary changes.

  4. Click F12 to open the action menu and choose the Register Payment option.

Manual bank reconciliation

Sometimes the bank reconciliation has to be done manually. PAY Reconciliation (RECPAY) lists all banks registered in RamBase which have un-reconciled payment documents (St:4). Finished reconciliation jobs will also be listed in RECPAY (St:9).

  1. To open the PAY Reconciliation (RECPAY) application, find Finance in the RamBase menu and then Cash management. Click Manual bank reconciliation to enter the RECPAY application.

  2. Click on the magnifying glass on the upper right of the screen to filter the bank to reconcile. Click on the + icon on the left of the document line.

  3. To ease the traceability of this manual bank reconciliation, enter a reference to the reconciliation in the BankRef field. The reference should be a combination of year and date (yyyy.mm.dd), or a combination of year and serial number (yyyy.xxx).

  4. Click the OK button.

    This is the main window for the reconciliation job. Note that the reconciliation is set to status 0 which indicates that this is a new reconciliation which is created by the system. A reconciliation job is not registered before there are PAY documents connected to it.

  5. Click on the magnifying glass in the Title section to bring up the Select Payments popup, and select the documents for this specific period.

  6. Press Esc.

  7. Press F12 to open the action menu and choose the option Confirm (St=9). When the reconciliation of a BST document is confirmed (St:9), the connected PAY document will be put to status 9 too. This indicates that it is reconciled and there is no need for further handling. Unreconciled PAY documents will remain in status 4.

Inspect period adjustments

Usually period adjustments will be made to the Supplier Invoices (SIN) and Sales Invoices (CIN) when they are added to the accounting. However, prior to every period closure you should still check that everything that has been period adjusted will be reversed at a later time. This means that the sum of the general ledger accounts that the automatic period adjustments are connected to, must be 0.

In addition, it may be advisable to check each account's period amount to make sure that there are no large deviations.

Open the relevant report
  1. To open the Finance Workspace (FINANCE) application, find Finance in the RamBase menu and then Overview. Click Overview to enter the FINANCE application.

  2. In the Reports section, select the Account Balances per Period-report.

  3. Press ENTER. This report lists general ledger accounts sorted by account number, displaying period 00-12 + Balance Out. For every account, inspect the balances for each period.

  4. If there are large deviations from one period to another, highlight the specific account, press ENTER and inspect the underlying information.

Closing the accounting period

Accounting period closure is carried out from the Period Account Register (PAR) application in RamBase. Reconciliations during period closure is about approval or rejecting. No reconciliations are done from the PAR application, but reconciliations are to be approved from PAR.

Open the Period Account Register application

To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

Make sure to keep the closing account period in an editable mode (status 8) until all reconciliations and inspections are completed. Then confirm the period closure (status 9) to close the period in the PAR application.

Change the default period

In order to close an accounting period, you have to set the new default period for the system.

Set the new default period
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period after the one which is going to be closed and press ENTER.

  3. Press F12 to open the action menu and choose the Set this period to : Default period option.

The new default period will be listed in the PAR marked with status 4, which indicates that this is an open accounting period. When to change the default period depends on your company's routines, but is often to be done either the first day of the new period or at the time you are to perform period closure.

In order to perform period closure, the current period has to be set to closed.

Close the current period
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the actual period which is going to be closed and press ENTER.

  3. Press F12 to open the action menu and choose the Set this period to : Closed period option.

The period to be closed will be listed in the PAR application marked with status 6, which indicates that this period is no longer open for entries and only authorized accounting personnel may continue working on this period.

Re-open the current period

The period to be re-open will be listed in the PAR application marked with status 6. Mark the period previous to the period you want to re-open as closed. In the picture above, you need to mark the period 201404 as closed to re-open 201405.

  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period which is going to be closed and press ENTER.

  3. Press F12 to open the action menu and choose the Set this period to : Closed Period option.

Transfer of provisions for future income (Auction only)

When a Sales Order (COA) is created during an auction settlement, a Supplier Invoice (SIN) is created simultaneously. The item(s) on this invoice will be reckoned as a cost in the GL. To ensure that the financial report is as accurate as possible it is necessary to make provisions for the future income by importing the customer backlog.

Transfer of the provisions for future income may be done in either one operation (a) or two operations (b+c).

  1. Import and reverse the provisions for future income in one operation.

  2. Reverse the last period's balances.

  3. Import the balances for the current period.

a) Reverse and import provisions for future income in one operation
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Select the Customer Backlog folder.

  3. Highlight one of the lines.

  4. Press F12 to open the action menu and choose the option Start all import/reversal jobs. A progress bar will appear.

If everything is correct, the line will now be marked with status 4.

Note the Reconc St-icon in the Extended data section to the upper right of the screen. The status 4-icon indicates that there was no deviations during the reconciliations.

Alternatively, you may perform the reversal- and import jobs separately:

b) Reverse the last period's balances
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Select the Customer Backlog folder.

  3. Click on the + icon on the line marked with Reversal in the Type column. A progress bar appears.

If everything is correct, the line will now be marked with status 4.

c) Import the balances for the current period
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Select the Customer Backlog folder.

  3. Click on the + icon on the line marked with Import in the Type column. A progress bar appears.

If everything is correct, the line will now be marked with status 4.

Manually import inventory balances

Inventory accounting is a separate register in RamBase.

Three main categories used when calculating inventory balances
  • Value of goods in stock (StockAmt).

  • Value of goods in production (ProdAmt) - only relevant for the Production module.

  • Value of goods on order (BacklogAmt) - only relevant for the Auction module.

One of the procedures during period closure is to import the inventory balance to the general ledger. A decrease in stock value gives an increase in cost of goods, which again has a negative impact of this periods net margin.

When closing an accounting period, the closing period's opening balance has to be reversed, and the current period's balance has to be imported.

Based on your company's setup it is possible to import inventory balances automatically on a nightly or monthly basis.

Import inventory balances
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the relevant period and press ENTER. Periods in status 4 are open for posting, periods in status 6 are closed, but finance superusers can still make changes.

  3. Select the Inventory Balances folder.

Reverse the last period's inventory balances
  • Click on the + icon on the line marked with Invent in the Transaction column and Reversal in the Type column. A progress bar appears.

A General ledger (ATR) posting will be created, and you will see a link to it.

Import the current inventory balances
  • Click on the + icon on the line marked with Invent in the Trans column and Import in the Type column. A progress bar appears.

A ATR posting will be created, and you will see a link to it.

When the inventory balances are imported there will be an amount showing on the right side on the Imported line. This is the new balance and shows the impact on the balance account. On the bottom right corner there will be an amount on the Change in period line, this balance shows the impact on the cost account.

Note the amount showing on the Imported line. Click the numbers and you will be redirected to the Inventory Balances (INVBAL). The amount in the StockAmt-column on the bottom right corner of INVBAL should be equal to the amount on the Imported line in the (PAR) application.

For manufacturing companies, subtract the amount in the ProdAmt column from the amount in the StockAmt column in INVBAL and the sum should be equal to the amount on the Imported line in PAR.

Transfer product account values

Product accounting handles balance sheet allocations for accrued, not billed, costs from purchase or goods returned.

Such alterations can be:

  • Product claims (PROCLA): Faulty or wrong deliveries pending for crediting or re-delivery.

  • Goods no invoice (PROGNI): Goods entered into stock where no invoice is received.

There are three methods to transfer the product account values:

  • Reverse and import all values in one operation.

  • Reverse and import all values in two operations, first reverse all values, then import all values.

  • Reverse and import values one by one.

In addition to this product values may be transferred automatically on a daily or monthly basis.

a) Reverse and import all values in one operation
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the Period you want to work with and press ENTER.

  3. Select the Product Balances folder.

    The product accounts are Product claims, Goods no invoice and Invoice no goods.

  4. Highlight one of the lines.

  5. Press F12 to open the action menu and choose the option Start all import/reversal jobs. A progress bar will appear.

If everything is correct, the lines will now be marked with status 4.

Note the Reconc St-icon in the Extended data section to the upper right of the screen. The status 4-icon indicates that there was no deviations during the reconciliations.

b) Reverse and import all values in two operations
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period you want to work with and press ENTER.

  3. Select the Product Balances folder.

  4. Highlight one of the item lines.

  5. Press F12 to open the action menu and choose either the option Start all reverse jobs or Start all import jobs option. A progress bar appears.

If everything is correct, the lines will now be marked with status 4.

c) Reverse and import values one by one
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period you want to work with and press ENTER.

  3. Select the Product folder.

  4. Click on the + icon on each of the item lines. A progress bar appears.

If everything is correct, the lines will now be marked with status 4.

When the product values are imported there will be an amount showing on the right side on the Imported-line. This is the new balance and shows the impact on the balance account. In the lower right corner there will be an amount on the Change in period-line, this balance shows the impact on the cost account.

Note the amount in the bottom right of the table on the Product-balance, Year to Date-line. Click the numbers and you will be redirected to the PROBAL application. The amount on the bottom of the Balance-column in the PROBAL application should be equal to the amount on the Product-balance, Year to Date-line in PAR.

Reconcile entries in the general ledger

In RamBase there is usually one entry in the General Ledger (ATR) per Payment (PAY) document - or transaction type per day. New or altered documents are accumulated on the same ATR.

For example all Sales Invoices (CIN) registered on the same date will be entered in the general ledger as one entry (one ATR document). The CIN will be registered in both the customer ledger (CAT document) and as a post in the customer account specification (CAS document). The entry in the general ledger (ATR document) consists of all CAS documents registered on that specific date. The CAS documents holds the details about all CINs registered on that specific date, and forms the basis for the general ledger entry.

The general ledger reconciliation verifies that all three types of documents are created, and that the quantity and amount are equal on all of them.

If there is any deviation, it means that there are some kind of errors that make your accounting not updated properly.

Reconcile the entries in the general ledger
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period you want to work with and press ENTER.

  3. Select the ATR Reconc folder.

    This folder lists all entries in the general ledger with corresponding entries in the subledgers in the period to be closed.

  4. Press F12 to open the action menu and choose the option Start job: Load General Ledger (ATR) for Period.

  5. All lines should be marked with status 4.

If not, click on the ATR/xxxxxx link to the right on the specific item line to get more information about the entries. Make corrections.

  1. Make sure to do this procedure for all options in the dropdown-menu in the Read field located right above the table.

  2. When all lines, for all options in the dropdown, are marked with status 4, press F12 to open the action menu and choose the option Approve ATR Reconciliation.

  3. Optionally, write a comment.

  4. Click the OK button.

Approve the reconciliation of intercompany transactions

Reconciliation of intercompany transactions only apply for companies in a corporate group.

This reconciliation validates that an entry in one company equals an entry in another company when it comes to intercompany transactions. The reconciliation is updated in real-time, and it is approved during the period closure. Note that the reconciliation must be approved even though there are no intercompany transactions.

Approve the reconciled intercompany transactions
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period you want to work with and press ENTER.

  3. Select the ICT Reconc folder.

    This folder lists all intercompany transactions made in the period to be closed. If there is a value greater than 0,- in the Deviation column, there is a deviation between entries within the group.

  4. Make sure that the transaction is entered in both companies' books. If you do not have access to the relevant company, contact their accounting responsible.

  5. When all deviations are reconciled, press F12 to open the action menu and choose the option Approve ICT Reconciliation.

  6. Optionally, make a comment.

  7. Click the OK button.

Reconcile deviations between the GL and the cash management module

As a part of the preparation for period closure, a bank reconciliation has to be performed either automated via BST or manually via RECPAY. A bank reconciliation performed prior to period closure matches the bank transactions with the Payment (PAY) documents recorded in the cash management module in RamBase. A bank reconciliation performed during the period closure (Bank Reconc folder in PAR) validates that all PAYs are registered in the general ledger.

It is important that the bank reconciliation from BST and RECPAY are performed prior to period closure in PAR in order to avoid major deviations.

  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period you want to work with and press ENTER.

  3. Select the BANK Reconc folder.

    This folder lists the recorded balances for the bank accounts in the General Ledger (ATR), the balances for PAYs reconciled with the bank statements. These two balances should match for each account, if not, the deviation will be displayed in the Dev,YTD-column to the very right of the table.

  4. If there is a value in the Dev,YTD column, it has to be reconciled.

  5. Highlight the line for the account with deviation and press ENTER to see more details about the deviation.

  6. Identify the problem and correct it.

  7. When all deviations are reconciled, press F12 to open the action menu and choose the option Approve Bank Reconciliation.

  8. Optionally, make a comment.

  9. Click the OK button.

Review and validate VAT-included entries

The VAT reconciliation validates that the VAT calculated from goods and services purchased and sold is identical to the VAT amount entered in to the general ledger. Deviations are found when a calculated VAT amount (sales * VAT%) differs from the amount actually posted on the VAT accounts.

Manual entries made directly in the VAT code account (i.e payments) will generate a deviation. This deviation is usually accepted.

Inspect the VAT reconciliation
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period you want to work with and press ENTER.

  3. Select the VAT Reconc folder.

  4. If there is any value in the Deviation-column, highlight the line and press ENTER to view more details about the deviation.

  5. It there is no deviation, press F12 to open the action menu and choose the Approve VAT Reconciliation option.

  6. Optionally, make a comment.

  7. Click the OK button.

Calculate the VAT settlement

A company is obligated to do a VAT settlement and report their VAT balance to the authorities.

A company has to pay outbound VAT. The outbound VAT amount can be seen upon as a tax collected on behalf of the authorities. Inbound VAT is deducted from the outbound VAT amount. The inbound VAT can be seen upon as a tax the company has to pay, but this amount is reckoned as collected on behalf of the authorities by one of the suppliers.

Calculate the VAT settlement
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period you want to work with and press ENTER.

  3. Select the Vat Spec folder.

    In accordance with the Norwegian Accounting Act, a VAT period consists of two accounting periods. Every second accounting period (02, 04, 06, 08, 10, 12) you have to calculate the VAT settlement. The VAT settlement shows the liability or the claim between the company and the authorities.

  4. To calculate the VAT settlement, click the + icon on the lower left side of the window. The system transfers the balances from the respective VAT accounts to the VAT settlement account.

Verify that the new balances on the VAT accounts are 0,- and that the balance on the VAT settlement account is equal to the amount at the very bottom of the VatAmt,Total column. Make sure to use the correct VAT period in the VatPeriod field.

Calculate agio

The agio calculation computes the impact of currency changes on the different balances. The agio calculation is put almost at the end of the period closure procedure. The reason for this is to include possible adjustments done through the previous reconciliations. After the agio has been calculated no changes are allowed.

Agio calculation from the Period Account Register (PAR)

Agio calculation in PAR will create 3 ATR documents:

  • CUSBAL - Agio on Account Receivable (AR)

  • SUPBAL - Agio on Account Payables (AP)

  • ACCBAL - Agio on all other GL accounts (Not AR & AP)

General ledger postings (ATR) documents for CUSBAL and SUPBAL will be calculated based on customer and supplier balances in foreign currencies. Each ATR item will have a reference to a Customer / Supplier Account and currency. The amount will be calculated based on:

  • For all transactions (CAT & SAT) that are open by the end of current period, but registered in earlier periods. Agio will be calculated based on change in exchange rate from last period to current period (Rate at the last day of the period), as these transactions already have had agio calculated last period.

  • For all transactions (CAT & SAT) that are open by the end of current period and also registered in current period. Agio will be calculated based on change in exchange rate from the transaction document to current period (Rate at the last day of the period).

ATR document with transaction type ACCBAL will handle all other GL accounts (Not AR & AP) and agio will be calculated this way:

  • For all transactions (ATR items) that are registered in earlier periods. Agio will be calculated based on change in exchange rate from last period to current period (Rate at the last day of the period), as these transactions already have had agio calculated last period.

  • For all transactions (ATR items) that are registered in current period. Agio will be calculated based on change in exchange rate from ATR item that are registered to current period (Rate at the last day of the period).

Calculate agio
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period you want to work with and press ENTER.

  3. Select the Agio folder.

  4. Press F12 to open the action menu and choose the option Create Agio. The system calculates the agio to the respective balance sheet accounts, and Agio Status in the Extended data section changes to 4. Ledger documents are generated, one for each transaction type.

Reconcile balances in the subledgers and the general ledger

Entries in the subledgers (accounts receivable and accounts payable) give a detailed view of claims against customers and debts against suppliers. Invoices, credit notes, reminders, interest invoices and payment documents are posted against the subledgers. As the actual accounts are held in the general ledger, similar posting has to be drawn against the subledger as well. The BAL Reconc verifies that these postings are even.

Reconcile the subledgers
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Make sure that the agio has been calculated prior to this reconciliation.

  3. Highlight the period you want to work with and press ENTER.

  4. Select the BAL Reconc folder.

  5. Pay attention to the View-field situated on the top left of the table in this folder. The information displayed in the table depends on the view selected. Make sure to inspect all views. It is normal that there are minor deviations. You may inspect the balances in foreign or local currency.

  6. View:

    1. CUS by CUR: Reconciles the currency recorded in the general ledger and the currency recorded in the accounts receivable ledger.

    2. SUP by CUR: Reconciles the currency recorded in the general ledger and the currency recorded in the accounts payable ledger.

      1. To inspect the underlying data; Click on the link in the LocBal.ATR column.

  7. View:

    • CUS by ICTDB: Reconciles the intercompany balances in the general ledger and the balance in the accounts receivables ledger.

      1. Click on the Bal.ATR link.

    • SUP by ICTDB: Reconciles the intercompany balances in the general ledger and the balance in the accounts payables ledger.

      1. To inspect the underlying data; Click on the link in the Bal.ATR column.

  8. When all deviations are reconciled, press F12 to open the action menu and choose the Approve Balance Reconciliation option.

  9. Optionally, make a comment.

  10. Click the OK button.

The PAR will be put to status 8, which means that the agio is calculated. It is now recommended to inspect the reconciliations. Note that only authorized accounting personnel have access to make any changes to a period in status 8.

Inspect balance sheet values

When all the various balance accounts have been reconciled and have got their new opening balances, it is recommended to inspect the reconciliations to make sure that everything is correct.

See separate topics for deviation handling.

Inspect the reconciliation of the customers' ledger

Note that the Agio reconciliation has to be complete prior to this control!

Make sure that:

  • The saldo of the customers' ledger is equal to the accounts receivable in the general ledger.

Inspect the balance of the customers' ledger per period
  1. Write CUSBAL and the current period in the program field (for example CUSBAL/201410 for the tenth period in 2014) and press ENTER.

  2. In the Group by field, select the CUR option.

  3. Make sure that the value in the Balance by-field reflects the correct period (for example 201410).

  4. Note the amount on the bottom in the BalanceNOK column. This amount is to be compared to the amount on the accounts receivables for the same period.

Inspect the balance of the accounts receivable in the general ledger
  1. Write ACC/1xxx in the program field and press ENTER.

  2. Highlight the item line presenting the correct period.

  3. Note the amount in the Year To Date column on this item line.

  4. Compare this amount to the amount from the CUSBAL application.

If any deviation, see the topic: Deviation between the GL and the subledgers

Inspect the reconciliation of the suppliers' ledger

Note that the Agio reconciliation has to be complete prior to this control!

Make sure that:

  • The saldo of the suppliers' ledger is equal to the accounts payable in the general ledger.

Inspect the balance of the suppliers' ledger per period
  1. Write SUPBAL and the current period in the program field (for example SUPBAL/201410 for the tenth period in 2014) and press ENTER.

  2. In the Group by field, select the CUR-option.

  3. Make sure that the value in the Balance by field reflects the correct period (for example 201410).

  4. Note the amount on the bottom in the BalanceNOK-column. This amount is to be compared to the amount on the accounts payable for the same period.

Inspect the balance of the accounts payable in the general ledger
  1. Write ACC/2xxx in the program field and press ENTER.

  2. Highlight the item line presenting the correct period.

  3. Note the amount in the Year To Date column on this item line.

  4. Compare this amount to the amount from the SUPBAL application.

If any deviation, see the topic: Deviation between the GL and the subledgers

Inspect the provision for liabilities

Make sure that:

  • The total product balance is equal to the saldo on the appropriation account for products.

  • The balance of the appropriation account is 0,-.

During period closure appropriations are automatically reversed in the correct period, which means that the balance of the appropriation account shall be 0,-

Inspect the saldo of the appropriation account for products per period
  1. Write PROBAL and the current period in the program field (for example PROBAL/201410 for the tenth period in 2014) and press ENTER.

  2. In the Group by field, select the CUR option.

  3. Verify that the Rate field value (current/historic) is correct according to your system setup.

  4. Note the amount on the bottom in the Balance column. This amount is to be compared to the amount on the balance on the appropriation account for products for the same period.

Inspect the balance on the appropriation account for products
  1. Write ACC/2xxx in the program field and press ENTER.

  2. Highlight the item line presenting the correct period.

  3. Note the amount in the Year To Date column on this item line.

  4. Compare this amount to the amount from the PROBAL application.

If any deviation, see the topic: Deviation between the product balance report and the GL product balances

Inspect the value of stocks

Make sure that:

  • The saldo of the value of stock report is equal to the inventory account in the general ledger.

Inspect the saldo of the value of stock report

NetAmount is used in the Inventory balances (INVBAL) application.

  1. Write INVBAL and the current period in the program field (for example INVBAL/201410 for the tenth period in 2014) and press ENTER.

  2. Verify that the Rate-field value (current/historic) is correct according to your system setup.

  3. Note the amount on the bottom right of the report. This amount is to be compared with the saldo of the inventory account in the general ledger. For manufacturing companies, subtract the amount in the ProdAmt cloumn from the amount in the StockAmt column in INVBAL and the sum should be equal to the amount on the Imported-line in PAR.

Inspect the saldo of the inventory account in the general ledger
  1. Write ACC/1xxx in the program field and press ENTER.

  2. Highlight the item line presenting the correct period.

  3. Note the amount in the Year To Date column on this item line.

  4. Compare this amount to the amount from the value of stock report (INVBAL).

If any deviation, see several possible scenarios under the topic: Deviation between the value of the inventory subledger and the GL inventory balances.

Inspect the balance on each BANK overview
  • Inspect the balance on each BANK overview.

Inspect the bank account balances
  1. Write BANK in the program field and press ENTER.

  2. Do the following steps for each of the bank overviews.

  3. Highlight the item line and press ENTER to open the Bank Account Info window.

  4. Note the amount in the Balance, NOK column on the item line for the current period.

  5. Click on the magnifier icon in the MISC section to inspect the GL account info.

  6. The amount in the YearToDate column for the current period should be equal to the amount in the Balance, NOK-column in the BANK application.

  7. Compare this amount to the saldo from the bank statement too.

Make sure to repeat this procedure for all bank overviews / GL bank accounts.

There may be some deviations even though the bank reconciliation has been done in PAR, because the reconciliation does not pay attention to any manual entries in the GL.

If any deviation, see several possible scenarios under the topic: Deviation between the cash management module and the GL.

Inspect the recorded assets account balance

Make sure that:

  • The saldo of the fixed assets report is equal to sum of all inventory GL accounts.

Inspect the saldo of the fixed assets report
  1. Write FAR in the program field and press ENTER.

  2. Press F12 to open the action menu and choose the option Report: Fixed Assets. Reconcile to ATR.

Possible reason for deviation is manual posting directly against the assets accounts in the GL.

Inspect gross margin calculations

Make sure that:

  • The gross margin (GM) in the customer billing report is equal to the result calculated in the general ledger.

Reconciliation of the GM is recommended for companies involved in selling of goods.

Inspect the saldo in the customer billing report
  1. Write CUSBILL in the program field.

  2. Write Period:201410 in the filter field for the tenth period in 2014) and press ENTER.

  3. Make sure to use Date as the value in the Group By field on the upper right side of the window.

  4. Click on the link in the Bill, Year column on the item line with the most recent date, or the last date for the specific period.

  5. Note the amount on the bottom of the Landedcost column. This is to be compared to the saldo of costs of goods sold in the financial report.

  6. Note the amount on the bottom of the Amount/nok column. This is to be compared to the saldo of income in the financial report.

Automated period adjustments (ASA) will not show in CUSBILL, this may be a reason for deviations.

Inspect the result of the financial report
  1. Write FRP/RESBAL in the program field and press ENTER to open the financial report.

  2. Compare the cost of goods sold (COGS) to the amount on the bottom of the Landedcost column in CUSBILL.

  3. Compare the sales income to the amount on the bottom of the Amount/nok column in CUSBILL.

The customer billing report (CUSBILL) shows the total sale and cost of goods sold, based on invoices and related shipping advices.

The general ledger financial report (RESBAL) is calculating the cost of goods sold based on the period's Opening balance + sales (SIN / SCN) - Closing balance.

It is normal that there are minor deviations due to agio. Any manual entries to COGS-accounts in the GL will also generate deviations between the billing report and the GL.

If any deviation, see several possible scenarios under the topic: Deviation between gross margin calculations.

Inspect relevant reports
Entries in the general ledger
  • ATRLIST

  • REP/100436   Entries per account per period - accumulated.

  • REP/100433   Entries per account per period - not accumulated.

Suppliers
  • REP/100128   Supplier invoices (SIN) / Supplier credit notes (SCN).

  • REP/100392   Supplier Account Transactions.

Customers
  • REP/100105   Sales invoices (CIN) and sales credit notes (CCN).

  • REP/100393   Customer Account Transactions.

Open a sorted list of frequently used reports
  1. Write FRP in the program field and press ENTER.

  2. Highlight the preferred report and press ENTER to open it.

List all finance reports in RamBase
  1. Write FINANCE in the program field and press ENTER to open the Finance workspace.

  2. In the lower left corner of the workspace, click on the link Show all reports.

  3. To filter the finance reports, select the preferred category from the drop-down menu in the empty field in the upper left corner of the window.

  4. Highlight the preferred report and press ENTER to open it.

Deviation handling

During period closure there have been many reconciliations and inspections. Some deviations may be detected and there are many possible reasons for these deviations. Some of the most frequent scenarios are described in separate topics.

Deviation between the GL and the subledgers
Possible reasons for deviation
  • The Agio calculation has not been done prior to the reconciliation.

  • The GL not updated prior to reconciliation.

  • Using date instead of period in the Balance by field when calling the report.

  • Using incorrect value in the Rate field (current/historic).

  • Using incorrect value in the Group by field.

  • Transactions posted manually against the accounts receivable in the general ledger.

    1. Check this by writing ATRLIST/1xxx in the program field to list the GL entries for this specific account.

    2. To filter the list to a specific period and to manual postings, write this command in the filter field: PERIOD="201410",TRANS="*MAN*"

  • Transactions posted manually against the accounts payable in the general ledger.

    1. Check this by writing ATRLIST/2xxx in the program field to list the GL entries for this specific account.

    2. To filter the list to a specific period and to manual postings, write this command in the filter field: PERIOD="201410",TRANS="*MAN*"

Deviation between the product balance report and the GL product balances
Possible reasons for deviation
  • Using date in stead of period in the Balance by field when calling the report.

  • Using incorrect value in the Rate field (current/historic).

  • Using incorrect value in the Group by field.

  • The product balance has not been transferred in the Period Account Register (PAR).

  • Transactions posted manually against the product accounts in the general ledger.

    1. Check this by writing ATRLIST/2xxx in the program field to list the GL entries for this specific account.

    2. To filter the list to a specific period and to manual postings, write this command in the filter field: PERIOD="201410",TRANS="*MAN*"

  • Minor deviations may be caused by agio.

Deviation between the value of the inventory subledger and the GL inventory balances
Possible reasons for deviation
  • Using date instead of period in the Balance by field when calling the report.

  • Using incorrect value in the Rate field (current/historic).

  • Using incorrect value in the Group by field.

  • The inventory balance has not been transferred in the Period Account Register (PAR).

  • Transactions posted manually against the inventory accounts in the general ledger.

    1. Check this by writing ATRLIST/1xxx in the program field to list the GL entries for this specific account.

    2. To filter the list to a specific period and to manual postings, write this command in the filter field: PERIOD="201410",TRANS="*MAN*"

  • Minor deviations may be caused by agio.

Deviation between the cash management module and the GL
Possible reasons for deviations between the cash management module and the general ledger
  • The Bank reconciliation has not been done, this must be done prior to closing the period (PAR st:6)

  • A PAY document in the period that has not been reconciled, which means that it is still in st:4. Pay documents in st:4 have been posted against the general ledger.

    1. Check this by writing PAY in the program field and press ENTER to list all payment documents.

    2. To filter the list to a specific status and period, write this command in the filter field: ST=4,PERIOD="201410".

  • Loading the ATR to the general ledger has been interrupted. See the topic: Deviation in general ledger entries.

  • A PAY document is reconciled, but in an incorrect period.

    1. Check this by writing PAY in the program field and press ENTER to list all payment documents.

    2. To filter the list to a specific status, period and omit the bank reconciliation for the current period, write this command in the filter field: ST=9, PERIOD=201410,BSTREF<>"2014.10*".If you are using RECPAY, change the bank statement-reference in the filter: ST=9, PERIOD=201410,BSTREF<>"201410*".

  • The opening balance for the specific bank account has not been entered, or is incorrect.

    1. Check this by writing BANK and the GL account number for the specific bank (for example BANK/101).

    2. Click the magnifier icon in the Key figures section.

    3. Make sure that the opening balance is correct for the current year.

Deviation between gross margin (GM) calculations

It is normal to have some minor deviations due to agio, but other deviations should be reconciled.

If deviation in the sales amount in the customer billing report and the financial report
  • Start by comparing the sales amount per ledger account in the customer billing report (CUSBILL) and the amount on each GL sales account.

    1. Not all sales accounts are included in the sales report. Inspect the postings against these accounts to make sure that they are correct.

    2. When deviation in the sales amount/-accounts are reconciled, inspect the cost of goods sold (COGS).

Possible reasons for deviation between COGS in the customer billing report and the financial report
  • Manual stock corrections.

    1. Write REP/100104 in the program field.

    2. Write PERIOD:201410 in the filter field for a report from the tenth period of 2014.

    3. Press ENTER. This report lists documents where manual stock corrections have been made. The Amount column shows the impact this corrections have on the value of stock. In cases where goods have been registered into stock with another price than the price on the invoice, normally the Goods Reception (SSA) price will be corrected when the SSA is transferred to an invoice (SIN). The correction will show in the Supgniamount column. If the amount in the Amount column and the Supgniamount column for this item line are equal, it will not generate a deviation in the report. All posting of the type Qty Correction and Scrapping will generate a deviation.

  • Invoices (SIN) without any connection to a stock transaction document posted against COGS-accounts.

    1. Write ITM/SIN in the program field.

    2. Write SOURCE<>"*SSA*",ACCNO="4*" in the filter field to list invoices not connected to a shipping advice posted on GL accounts starting with 4.

    3. Press ENTER.

  • Credit notes (SCN) without any connection to a stock transaction document posted against COGS-accounts.

    1. Write ITM/SCN in the program field.

    2. Write SOURCE<>"*SCC*",SOURCE<>"*SRT*",ACCNO="4*" in the filter field to list credit notes not connected to a shipping advice posted on GL accounts starting with 4.

    3. Press ENTER.

  • Supplier invoices that have been credited, where the invoice (SIN) and the credit note (SCN) are posted in separate periods.

  • Manual GL entries not in the default flow of goods.

    1. Write ACC/4* in the program field.

    2. Write TYPE="MAN*" in the filter field to list manual GL entries not connected to normal flow of goods posted on GL accounts.

    3. Press ENTER.

  • CUSBILL will only include documents like sales invoices (CIN) and sales credit notes (CCN). Any other documents (for example SIN and PAY) posted against any of the GL sales account will generate a deviation between CUSBILL and the financial report.

  • To inspect possible other documents posted on sales ledger accounts:

    1. Write CASLIST in the program field.

    2. Write ACCCODE="3*",PERIOD:202XXX,DOC<>"C*" in the filter field.

  • Goods transferred from one location to another, where the goods are not confirmed as received at the new location (SSA st:3).

  • Manually closed liabilities on the product balance where you have made changes to the provision for liabilities/claims without making equivalent changes in the GL.

    1. Write PROBAL/201410 in the program field.

    2. Write CLOSEDOC="MAN*" in the filter field to list manually closed liabilities on the product balance in the tenth period of 2014.

    3. Press ENTER.

  • Shipping advices (CSA) that are not transferred a sales invoice (CIN). It is the CSA that reduces the value of stock. If the period is closed without the CSA being transferred to a CIN,  only the cost of goods sold will registered, not the income.

  • Sales invoices that have been credited, where the sales invoice (CIN) and the sales credit note (CCN) are posted in separate periods.

Deviation in general ledger entries
Possible reasons for deviation
  • Documents posted against the GL in a specific period after the period has been closed (PAR st:6).

  • Project number missing on entries in accounts where project is required. Set project in the Parameters section in ACCNO.

  • Department missing on entries in accounts where department i required. Set department in the Parameters section in ACCNO.

  • Use of accounts, projects, departments and other dimensions no longer valid.

Filter GL entries with deviations
  1. Write ATR in the program field.

  2. Write ST<4,PERIOD:201410 in the filter field to list GL entries in need of correction and press ENTER.

  3. On each item line, highlight it and press ENTER, and read the error message in the Msg field.

  4. Make corrections.

  5. When all deviations are reconciled, go back to the period account register (PAR) and enter on the line for this closing period (PAR st:6, possibly st:8).

  6. Select the ATR Reconc folder.

  7. Press F12 to open the action menu and choose the option Start job: Finance Reconciliation.

Deviation between the inbound and outbound intercompany postings
Possible reasons for deviations between inbound and outbound intercompany postings
  • The transaction is not booked in both companies' GL.

  • The transaction is booked in different periods.

  • Some of the supplier invoices and sales invoices are still in status 1 in one of the companies.

  • Some of the credit notes and payment documents are still in status 1 in one of the companies.

  • Compare the postings accounts payable for one company vs. accounts receivable in the other company. If you do not have access to the other company's GL, contact their accounting responsible to reconcile the deviations.

Deviation in the VAT reconciliation

Manual entries posted directly to a VAT account will generate a deviation in the VAT rec folder in PAR.

  1. Highlight the item line with deviation and press ENTER.

  2. Click on the numbers in the DirVAT,Doc column.

  3. Inspect the information and verify that the direct posting is correct.

Deviation between the VAT specification and the total amount of all VAT accounts

Any deviation here indicates that the VAT report does not mirror what have been registered into the VAT accounts in the general ledger.

Possible reasons for deviation
  • Previous VAT-period not reconciled. Compare the total amount on the VAT spec folder (PAR) to the saldo of the VAT closing account. The deviation is most likely equal to the previous VAT period's VAT return.

  • Make sure that the amounts per period on the VAT specification report are equal to the amounts in the VAT spec folder.

REP/100523 - VAT specification report:

PAR - VAT spec folder:

If there are deviations between these amounts, search for manual entries in the respective GL account.

If there are deviations between the total sales amount (1. row in the table) in the VAT specification report and the total turnover (3. row in the table) it is usually due to use of incorrect VAT code on sales invoices (CIN), and the VAT report has to be inspected once more. (See the topic: Review and validate VAT-included entries).

Confirm the period closure

Make sure that all reconciliations and inspections are completed prior to confirming the period closure. Note that only authorized accounting personnel have access to make any changes to a period in status 8.

  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application. The current accounting period will now be listed with status 8.

  2. Highlight the period and press ENTER.

  3. When you have completed the period closure procedure, press F12 to open the action menu and choose the option Close period in PAR (St=9).

It can not be done any changes to this period anymore.

Import the ingoing balances

Note! Before importing the ingoing balances, make sure that the annual result has been posted in period 20xx14.

Import the ingoing balances
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Open the period 20xx00 in PAR.

  3. Click on the folder IB 20xx.

  4. Click on the + icons to import the balances.

  5. Make sure that the total amount summed in the lower right corner is 0,- If it is not, a possible reason can be that the annual result has not been posted before importing the IB.

  6. Inspect the import:

    1. Highlight the relevant import.

    2. Press F12 to open the action menu and choose the option Report: Ingoing Bal. vs Outgoing.

    3. Identify and handle possible deviations.

  7. Close period 00 in accordance with the standard procedure for period closure.

Reverse the ingoing balances
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Open the period 20xx00 in PAR.

  3. Click on the folder IB 20xx.

  4. Highlight one of the lines presenting the imported the balances.

  5. Press F12 to open the action menu and choose the option Reverse Ingoing Balance.

  6. To update the General ledger with new IB, follow the procedure for importing the ingoing balances.

Create VAP on a manually created ATR

Create manual ATR
  1. To open the General Ledger Postings (ATR) application, find Finance in the RamBase menu and then General ledger. Click General ledger postings to enter the ATR application.

  2. Click the Create ATR icon in the lower left hand corner.

  3. Fill in the following fields in the New ATR-Document popup:

    • TrDate - Select the transaction date for the posting.

    • Period - Select the period for the posting.

    • Trans - Select the transaction type for the posting.

    • Remark - Optional, add a remark.

  4. Click the OK button to create an ATR document in status 1.

  5. Add a posting on both the debit and credit account or only on the debit or credit account in the popup.

    • Click the Create ATR item icon in the lower left hand corner to open the Add Account Transaction Items popup.

    • Add Account(s), amount and dimension(s).

    • Click the OK button when finished or press the Page Down button to create new items.

  6. After you have added all the general ledger entries, press F12 to open the action menu and choose the Register General Ledger Posting option.

Create VAP on a manually created ATR

If you add a general ledger entry with a VAT code, then you also need to add a separate line of entry to the VAT account. The cost account must be entered with the correct VAT code and the net amount in the Amount field.

After registration, press F12 to open the action menu and choose the Create VAT Posting from General Ledger Posting option. This is necessary in order for the VAT postings to be registered in the VAT return. This will give the ATR document a VAP document that is the basis for the VAT return.

The VAP document is visible in the upper right corner.

The reason why the VAP document is not created automatically, is that it allows you to create manual ledger entries where you can make corrections to the VAT accounts without affecting the VAT return. For example, in the case of differences between the general ledger and the VAT return.

ATR posting rules
  • Each ATR must have postings on both the debit and credit side.

  • You normally post with positive sign on both side.

  • For some countries it may be required to post with negative amount on the debit or credit side to keep all postings on one account on the same side. In RamBase it is possible to post negative numbers on both the debit and credit side. Please note that if you post an negative amount on the debit side, this will result in the same result as if you had done positive posting on the credit side and the other way around.

Receivables

Link to interaction

The receivables are the company’s unrealized claim to the customers or the debtors. The receivables are accrued when goods or services are delivered, and a sales invoice has been issued. The receivables are connected to the General Ledger via a sub ledger called Accounts receivable. Accounts receivable gives an overview of all transactions between your own company and each customer and is used for keeping track of the settlement of open and closed posts in the General Ledger.

Output from receivables process

  • An updated overview of what the customers owe you.

  • An age distributed overview of the receivables.

  • Actions for settlement of the claims.

Tasks involved in this process

  • Sales invoicing - There are many ways to create an invoice, and it can be based on goods, costs, rental, contracts and subscription. Great tools will handle both yours and the customers’ preferences related to the transaction documents. Invoice consolidation and cash payments are other processes that are well cared for in the system.

  • Payments in advance and Advance Invoice Plans - Payment in advance is a common pay term for large orders because of the time span between ordering and delivery. It is also possible to create Advance Invoice Plans for milestone invoicing.

  • Follow up the receivables ledger - Follow up the receivables ledger is one of the most important finance processes. To get an overview of the customer's open posts and the customer cash flow help you to see if there is a need for resending invoices, sending a statement of account, sending dunning letters, or calculate interests. The information will help you decide if the customer should be allowed to place new orders before old orders are paid. It can be advisable to set a credit limit for a customer to decrease the risk of loss if the customer does not pay.

  • Credit handling - Sometimes you must credit a sales invoice. This can be because of damaged goods, disagreements about the price or terms of delivery.

Settings for Finance - Receivables

Setting name

Description

Amount limit on document for creating interest invoice

Limit to tell when interest invocies should be produced from 1 invoice. No interest invoice is produced from 1 invoice if the interest amount is less then the value in this parameter. In addition no interests is produced if the total interest amount is less than the value in the parameter CusInterestInvoiceAmountLimit

Attach files when sending documents by email

Decide if emails sent from sales invoice documents should attach the attached files or not. If value is "ON" - Only selected attachment will be sent. If value is "OFF" - Send automatically all attached files. If settings has no value - Attachments will not be sent

Automatic registration of invoice plan and invoice

Value "AUTO" in this setting will automatically create Advance Invoice Plan (CIP) & Proforma Invoice (CIN) when COA is registered. Takes 100% of the sales amount

Clearing of Customer balance

Used to trigger scheduled batchjobs that will clear Sales Invoices that are credited, or Clear all open posts if Customer Balance is "0.00"

Credit control off Customer

Used to tell if the RamBase should run creditcontrol on customers based on limits in Customer  (CUS) or Customer Group or (CGR). Customer is default

Customer Interest invoice Percent

Value in this setting is the Interest percent that should be used when interest invoices are created to customers from the INT program. (Morarente)

Day limit for Dunning Batch

Number of days that duedate should be adjusted, back in time, when Dunning Batches (RMR) are created. For example: if today is the 10th of Mai, only invoices with duedate up to the 5th of Mai will be included when creating reminders

Days ahead of duedate present in payables folder in Pay management (PAM)

Value in this setting (number of days) specifies if Pay management (PAM) ('Payables' tab) should have a default filter on DUEDATE, and how many days ahead it should be filtered by, where 0 will indicate todays date. E.g. if todays date is 2018.01.01 and 3 is specified here, PAM will get a default filter of 'DUEDATE<=2018.01.04'

Deactivate KID

KID will not be generated for sales invoices. OFF=KID will be generated for sales invoices. ON= KID will not ge generated for customer invoices

Due amounts over this limit must be approved

If customer has a due amount higher than the amount in this parameter, next Customer Shipping Advice (CSA) must be approved before sending goods to customer

Due amounts over this limit must be approved

If customer has a due amount that is higher than the amount in CusDueAmountLimit, and due amount is due more days than number of days in this parameter, next Customer Shipping Advice (CSA) need to be approved before sending goods to customer

DueDate on Dunning Batch

Number of days, ahead, that should be used to calculate duedate on Dunning Batches (RMR) that are sent to customers

Fee on Dunning Batch

Fee that should be added to reminders that are sent to customers. Fee amount should be updated like this : fee1;fee2;fee3;fee4. Fee on first reminder : fee1. Fee on second reminder : fee1+fee2. Fee on third reminder : fee1+fee2+fee3. Fee on fourth reminder : fee1+fee2+fee3+fee4

Fee on interest invoice

Fee amount that should be updated on Customer Interest invoices. Fee in this parameter is overruled on Interest invoice for a specific customer if value for Interest Invoice fee is set up for that customer (CUS)

Fee on invoice to EU country

Fee percentage that is added to sales invoice (CIN)  when  sale to EU country, VATREF="EUSALE". The invoice is updated with fee when registrated to ST=4

KID modulus

This setting specifies the algorithm (MODULUS) that should be used when the KID controldigit (last digit) should be created

Last Dunning Batch only once

Last/max reminder for an invoice will be produced only once

Limit on due amount for creating Dunning Batch

Limit to tell when reminders should be produced for 1 customer. No reminders is produced if due amount is less than the value in this parameter

Mix of periods on Shipping Advice

This setting allows mix of perioder when transporting from Shipping advice (CSA) to sales invoice (CIN)

Notification PIDs for accounts receivable issues

Comma list of PIDs that will get a notification by IMS for finance issues related to accounts receivable.

Number of days limit for creating interest invoice

Number of days that will reduce interest days when interest invoices to customer are produced

Number of days since last Dunning Batch

Minimum number of days days since last reminder. No Reminders is produced if last reminder is within these number of days

Number of times Dunning Batch can be created for an invoice

Max. number of reminders that should be produced for an invoice.  Legal values : 1 - 4. Value must be set

OCR agreement number

Setting used for adding the company's OCR agreement number in the bank. This agreement number is needed to be able to import OCR files (Customer payments) received from BBS to RamBase

Old KID Modulus

This setting specifies KID format for old, converted Account Receivables Transaction (CAT) posts.  Format : NN,CC,II  NN : Total number of digits in KID, CC : Number of digits from Customer Account  II : Number of digits from Invoiceno

Product (ART) for Interest invoice

Value in this setting is a Product (ART) that should be used for interest invoices (INT). This product has to be set up in every new system and added to this setting. Format: ART/#NNNNNN (N for numbers)

Shipping Advice to Sales Invoice with mix  of Location

If this setting is 'ON' - Allow mix of locations when transporting from Shipping Advice (CSA) to Sales Invoice (CIN)

Total amount limit for creating interest invoice

Used when interest invoices to customers are produced. No interest invoice is produced if the total amount of the interest invoice is less than the value in this parameter

Use advance invoice plans for sales orders

Used to activate functionality that will allow company to create Advance Invoice Plan (CIP)  from Sales Orders (COA)

Receivables overview

To open the Receivables Workspace (RECEIVABLES), find Finance in the RamBase menu and then Receivables. Click Receivables overview to enter the RECEIVABLES application.

This workspace gives you a great overview of your receivables. The workspace overview gives a graphic presentation of the different stages in the receivables process. To go back to the overall finance workspace, click on the document icon at the upper right corner of the window.

The workspace is separated into two parts. The left part consists of three sections where the data is set by the program. In the right part, the sections displayed depend on the mode you select in the Data filter and mode-section.

The left part sections
  • Key Figures - This section contains the most important financial key figures. The key figures are updated once an hour, but may be refreshed at any time by using the refresh button.

  • Actions and Links - This section contains links to easily access the most relevant menus and programs. You will not initiate any actions by clicking the action buttons, it will only take you to the screen where you can initiate it from.

  • Reports - This section lists the most relevant and often used reports for receivables. Clicking any of the reports will generate an updated version of the report.

Some of the right part sections
  • Data Filter and Mode

    • In this section you have the possibility to set or delete the selected filter. This filter applies to the whole workspace, if the function or action uses filtering. When filtering on customers, the filter will apply to both the Key figures section and the Data information section. The specific customer's name will be displayed on top of the page.

    • It is also possible to select a mode. A mode is a different view of the workspace data. If the mode is changed, a data table or a workspace overview page will be shown in the Data information section.

  • Workspace Overview

    • This section will show different kind of information based on parameters set in the Data Filter and Mode section. It can be a data table or a workspace overview. What is displayed in the data table in the Data information section depends on the filter built in the Data filter and mode section. For the workspace overview mode, only the account filter parameter will apply.

Sales invoicing

There are many ways to create an invoice, and it can be based on goods, costs, rental, contracts and subscription. Great tools will handle both yours and the customers' preferences related to the transaction documents. Invoice consolidation and cash payments are other processes that are well cared for in the system.

Create sales invoice for goods

A Sales Invoice (CIN) for goods is based on the connected Shipping Advice (CSA) in status 4, which means that the goods are shipped, but not invoiced yet.

Create a sales invoice for goods
  1. To open the Shipping Advice (CSA) application, find Logistics in the RamBase menu and then Shipping. Click Shipping advices to enter the CSA application.

  2. Select the desired CSA in the Shipping advices area.

  3. There are three alternatives for generating the invoice:

    • Transport all items on one CSA to a CIN.

      1. Click the Forward all items to sales invoice option in the context menu.

      2. In the popup, select forward to new or existing sales invoice.

      3. Click the Forward button to confirm the transport.

    • Transport a single CSA item to a CIN.

      1. Highlight the specific item line and press ENTER.

      2. Click the Forward item to sales invoice option in the context menu.

      3. In the popup, select forward to new or existing sales invoice. It is possible to split up the item if the CSAITEM quantity is higher then one.

      4. Click the Forward button to confirm transport.

    • Create a CIN based on multiple shipments.

      1. To open the Customer Invoice Management (CIM) application, find Finance in the RamBase menu and then Receivables. Click Sales invoice management to enter the CIM application.

      2. Click the magnifying glass icon in the Shipments folder.

      3. Narrow the result by adding parameters to the filter and click OK.

      4. You now may create one CIN for all the items in the listed shipments.

      5. Press F12 to open the action menu and choose the Transport All Items to CIN option.

      6. A progress bar will appear and when the process is complete the list of shipments will disappear and the new CIN will be listed in the Sales Invoice (CIN) application.

  4. The new CIN is editable (St:1) and information like YourNo and other terms may be added/edited.

  5. Press F12 to open the action menu and choose the Forward to customer option. The CIN is now registered (St:4) and may be sent to the customer either printed or by e-mail.

Creating sales invoices automatically

Invoicing may be done automatically due to the value in the InvCons field in the Handling folder in the Customer account (CUS).

In cases where there always will be created one CIN for all items on a CSA, this option may be recommended.

In cases where there is a need to post the shipping advice items into several invoices, invoices have to be created manually from a CSA document in status 4.

Changing the date on an invoice

When you register a sales invoice (CIN) in RamBase, it will always be updated with the date of today. This is because the date and period on the sales invoice should be the same as when the goods were shipped to the customer and the inventory value was reduced. However, sometimes the goods are shipped in one period, and the sales invoice registered in the following period. If there is a need for backdating the invoice before sending it to the customer, this is possible for employees with the correct permission.

Note that it is not allowed to make changes to an invoice after it has been sent to the customer.

  1. Start with the registered invoice (St:4). Make sure it has not been sent to the customer already.

  2. Click on the Inspect Document Account Info icon in the upper right hand corner.

  3. In the Document Info section, click on the calendar icon next to the Date field.

  4. Double click on the correct date and the sales invoice will be updated. The earliest date possible is the date the goods were shipped (CSA st:4).

  5. To change the period on the invoice, use the action menu and click the option Change period on sales invoice.

  6. Select the correct period.

  7. Press ESC to go back to the sales invoice window.

  8. To send the invoice with the new date to the costumer, use the action menu and click on the option Print Copy / Resend.

  9. In the Choose document to send / print popup, click on the pdf icon to preview, or double click the preferred media to send it.

Finance delivery date on an invoice

When an invoice is registered, the field FinDelDate (finance delivery date) on item level is updated with the date the goods were shipped (CSA st:4). The date is inherited from the shipping advice (CSA). Using this date in a filter makes it possible to list invoices that are posted in one period where the goods have been shipped in another.

Use the following search string in the filter field to list customer shipments, not invoiced. Remember to enter the correct period.

ITM/CIN;FINDELDATE="2018*","PERIOD="2019*"

In a billing report:

CUSBILL;FINDELDATE="2018*",PERIOD="2019*)

Invoice consolidation

Sales invoices (CIN), can be created automatically in RamBase.

  • A CIN can be created for each order delivered to a certain customer.

  • A CIN can be created for all orders on a day to a certain customer.

  • A CIN can be created for all orders in a week to a certain customer.

  • A CIN can be created for all orders in a month to a certain customer.

The automation/consolidation can be turned of for manual control of the billing process. The configuration on how to invoice is set on each customer.

Set up for invoice consolidation

Sales invoices based on goods are mostly created automatically by the system. Certain parameters in the customer account details controls the automated batch process of invoicing. The system use the Shipping Advices (CSA) to produce sales invoices.

The fields in the Invoice Claims area in the Handling folder in the Customer account (CUS) application, contains details about the invoicing process. The options that determines the frequency of automated invoice generating are hold by the InvCons field.

The options are:

  • No - Generates the sales invoice as soon as the customer shipment advice (CSA) is registered.

  • Daily - Generates the sales invoices by a batch job on a daily basis, usually around midnight.

  • Weekly - Generates the sales invoices by a batch job on a weekly basis, usually during the weekend.

  • Monthly - Generates the sales invoices by a batch job once a month, usually on the last day of the month.

  • Exclude - Excludes the sales invoice to be generated automatically, causing it to be handled manually.

  • Group by - Sales invoices for one customer can be grouped by certain reference fields to match for instance the customers PO numbers (one invoice pr. YOURNO) if invoices are created on daily, weekly or monthly basis. The items on the sales invoices can also be sorted by reference number or part.

Create sales invoice for costs

Costs can not be stored in a warehouse. Costs are generated and consumed at the same time. It is therefore impossible to automate the invoicing for costs as for goods. Sales invoices (CIN) created from costs, need to be entered manually in the CIN application.

CINs for costs will always have location XXX and this can not be changed. This means that no items on an invoice for costs can be connected to a warehouse.

You can only select costs (articles with class X) and/or services (articles with class V) when adding items to an invoice for costs. No goods can be invoiced on a sales invoice for costs.

Create invoices directly from the Sales Invoice (CIN) application
  1. To open the Sales Invoice (CIN) application, find Finance in the RamBase menu and then Receivables. Click Sales invoices to enter the CIN application.

  2. Click Create CIN/.. icon in the lower left-hand corner of the window to create a new Sales Invoice (CIN).

  3. Enter the customer account name, or click on the arrow icon next to the Account Name field to bring up the customer list. From the customer list, choose the desired customer and press ENTER.

    • Choose currency and click OK if the customer use several currencies.

  4. Add data in the YourNo field and the YourRef field. Notice that most of the fields in the invoice heading are set automatically, due to strict supplementing of customer details in the CUS application.

  5. Check that the information is sufficient.

  6. Click on the Create new Item icon to bring up the Sales Invoice item window.

  7. Add quantity in the Qty field.

  8. Click on the arrow icon next to the Part field to bring up the Select Part popup.

  9. Highlight the desired part and press ENTER.

  10. It is possible to add a description in the Text field and a unit price for the Sales Invoice Item in the Price fields.

  11. Optionally, click on the magnifier icon next to the AccNo field to enter the account number (AccNo), the department (DepNo), the VAT code and other relevant dimensions. This may be filled out by the system based on info set for the specific article.

  12. If account number, department and other dimension are edited, click the OK button to return to the CIN Item popup.

  13. If more articles are to be added to this invoice, press Page Down and repeat the procedure until the invoice is complete.

  14. Press ESC to return to the CIN window.

  15. Press F12 to open the action menu and choose the Register Sales Invoice option.

The CIN has now been registered in the accounting, been sent to the customer either printed or by e-mail and awaits payment.

Create sales invoice for contracts

A contract is a written agreement between the company and a customer regarding deliveries on a recurring basis. Sales invoices can be created as contracts to ensure that the invoices are being sent in time according to the terms of the contract. In RamBase, contracts must be invoiced manually.

When creating a sales invoice for contracts, it is possible to add a free text in the fields YourNo and YourRef on the document level, and in the Text-field in the Part section on the item level.

If you add %TXT% in any of these fields, this text string will be replaced with a text defined in the Customer Contracts Management (CCM) application. The replacement takes place when creating a new sales invoice (CTRINVOICE) based on the contract. For example: "…if a monthly contract that has the text Rent for %TXT% in the YourRef field, and you type December 2014 in the Month field in CCM, the Sales Invoice (CIN) created from the contract will get the text Rent for December 2014 in the YourRef field.

Create a contract
  1. Create a new CIN from the CIN application by using the same procedure as for creating invoice for costs, but do not forward it to the customer.

  2. Make sure the actual CIN is in an editable mode (St:1).

  3. Optionally, add free text to the YourNo and the YourRef fields. Make sure to add %TXT% if you want to paste a variable text.

  4. Press the F12 to open the action menu and choose the option Register as Contract (St=5). This will bring up the Register as Contract popup.

  5. Select the contract type. Options are WEEK, MONTH, QUARTER, YEAR, GENERAL and SPECIAL.

  6. Click the OK button to confirm and return to the invoice window.

The status code of the sales invoice is now altered to 5, and CONTRACT is added to the title line.

Current contracts are held by the CCM application. To open the CCM application, find Finance in the RamBase menu and then Receivables. Click Contract invoicing to enter the CCM application.

Here you may view all contracts. Sales invoices from contracts are made from this program.

Create a text to replace the %TXT% string in the newly created invoice
  1. Click on the magnifier icon in the upper right corner to open the Customer Contract Text popup.

  2. Add text to the fields. The text replacing the %TXT% string is depending on the Contract type.

There are two ways to create a sales invoice from a contract:

Create an invoice from a single contract
  1. Start in the Customer Contract Management (CCM) application. To open the CCM application, find Finance in the RamBase menu and then Receivables. Click Contract invoicing to enter the CCM application.

  2. Highlight the actual contract in the list and press ENTER.

  3. Optionally add details or just to check that the contract is ready to be invoiced.

  4. Press ESC.

  5. Make sure that the highlighted item line is the correct contract.

  6. Press the F12 to open the action menu and choose the option Create Invoice from 1 Contract.

The CIN will then appear in the Sales Invoice (CIN) application in editable mode (St:1). Please note that it has only been created, and have to be registered and sent to the customer.

Create invoices from all contracts
  1. Start in the Customer Contract Management (CCM) application. To open the CCM application, find Finance in the RamBase menu and then Receivables. Click Contract invoicing to enter the CCM application.

  2. Work through and check the contracts to make sure that all contracts are ready to be invoiced.

  3. In the CCM application, press F12 to open the action menu and choose the option Create Invoices from All Contracts.

The invoices will then appear in the CIN application in editable mode (St:1). Please note that they have only been created, and have to be registered and sent to the customer.

Register and send sales invoices from contracts
Register and send the invoice to the customer
  1. To open the Customer Contract Management (CCM) application, find Finance in the RamBase menu and then Receivables. Click Contract invoicing to enter the CCM application.

  2. Click on the number in the Open invoices column in the list of contracts (CCM).

  3. Highlight the actual Sales Invoice (CIN) and press ENTER.

  4. Press F12 to open the action menu and choose the Register Sales Invoice option.

The CIN will be registered (St:4) and sent to the customer either printed or by e-mail.

An invoice derived from a contract has the term CTRINVOICE added to the title line. Notice that the invoice holds a reference to the contract in the OurNo field.

Factoring in RamBase

The purpose of factoring is to improve cash flow by using your sales invoices (accounts receivable) as collateral for cash provided by a factor in a short-term loan.

Setup

Set up the Bank (BANK) which will be used for factoring.

  1. To open the Bank Accounts (BANK) application, find Finance in the RamBase menu and then Cash management. Click Banks to enter the BANK application.

  2. Highlight the bank which will be used for factoring and press ENTER.

  3. In the Bank Account Info, select Factoring in the PayBy field.

It is six settings about factoring in the Company Setting Values (CSV). Turn on this setting:

  • Use of Factoring - Used to activate functionality that will allow company to send Sales Invoices (CIN) to factoring.

Optionally, turn on this setting:

  • Factoring Invoice journal - This setting determines if the company should produce invoice journal (PDF) as an overview of invoices sent to the factoring company.

Only turn these four settings on, if your company uses SG Finance.

  • Customer file for SgFinance - This setting should be activated only if the customers uses SG Finance as factoring company. This setting allows the customer to create a customer file according to SG Finans'es file format.

  • Customer number at factoring company - Customer number. Used in the files to the factor to identify the sender.

  • Invoice file for SgFinance - This setting should be activated only if the customer uses SG Finance as factoring company. This setting allows the customer to create a invoice file according to SG Finans'es file format.

  • KID Format (Select SGFINANCE in the dropdown menu) - KID format for Sales Invoices that should be sent to Factoring Company. Supported formats : SG Finance and SVEA Finance.

Turn on this setting, if your company uses SVEA Finance.

  • KID Format (Select SVEAFINANCE in the dropdown menu) - KID format for Sales Invoices that should be sent to Factoring Company. Supported formats : SG Finance and SVEA Finance.

Work with factoring
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Receivables folder.

Sales Invoices (CIN) and Sales Credit Notes (CCN) which are sent to factoring disappear from the list in the Receivables folder, but appear in the Sent to factoring folder for further handling. Invoice journal (PDF) will be generated and sent on mail to the person who initiated the process. If your company uses SG Finance, you will receive a customer file and a invoice file as well.

These files may be sent to the factoring company. The information within these files forms the basis for the factoring company's further actions.

Send sales invoices to factoring

If you have invoices in more than one currency, select one currency at a time. You have specific factoring banks for each currency.

  1. Select CIN(s) for action.

    • It is possible to mark one, some or all of the CINs by using the check-boxes.

    • To view selected CIN(s), use the radio button. The CIN(s) may be un-checked if needed.

  2. Click the Select Action button below the document list.

  3. Verify that there is no extra CIN which might have been accidentally selected.

  4. Click the Send to factoring button.

  5. Click the Start Action button.

    • A progress bar appears. The Payments (PAY) will be set to St=3 and can be found in the Payments folder in PAM. The CIN will be set to St=8 and can be found in the Sent to factoring folder in PAM.

  6. When the process is complete, a new window with information about the result of the process pops up and a PDF file are sent to you by email.

  7. Send the file(s) to the factoring bank.

Register the first payment from the factoring company

Register the first payment from the factoring bank when you receive it. In this example it will be 80%.

  1. To open the Bank Accounts (BANK) application, find Finance in the RamBase menu and then Cash management. Click Banks to enter the BANK application.

  2. Press F12 to open the action menu and choose the Bank Transfer option.

  3. In the Bank Transfer popup, make a bank transfer from the factoring bank to the bank for the respective currency and click the OK button.

    • The percentage must be calculated manually.

You will receive equivalent 80% of the invoice amount in debit on the cashier, and correspondingly 80% of the invoice amount in credit on the account of short term loan from the factoring bank.

Register payment from the customer

If your company is running SG Finance, you may receive a file from them. Otherwise, you have to register it manually.

Register the PAY when it is confirmed that the customer has paid the CIN(s) to the factoring bank. It is easiest to do it in PAM.

  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Sent to factoring folder.

  3. Use the checkboxes to select the CIN(s) that you want to confirm payment on.

  4. Click the Select Action button.

  5. In the popup, click the Confirm Payment button.

  6. Verify valuation date in the CurDate field.

  7. Click the Start Action button.

The PAY documents is now in ST=4. The balance in the factoring bank account will be the remaining 20% of the invoice amount.

Register the final payment from the factoring company

When you receive the payment for the remaining 20% from the factoring bank, use the bank transfer option to register the payment.

  1. To open the Bank Accounts (BANK) application, find Finance in the RamBase menu and then Cash management. Click Banks to enter the BANK application.

  2. Press F12 to open the Action menu and choose the Bank Transfer option.

  3. In the Bank Transfer popup, make a bank transfer from the factoring bank to the bank for the respective currency and click the OK button.

    • The percentage must be calculated manually.

The balance of the factoring bank account is now 0% of the invoice amount. Balance on the main account for the regular bank is now equivalent to 100% of the invoice amount.

Follow up on factoring in RamBase

Check the PAYs that are waiting to be confirmed in BANK. You will get a report on PAYs in ST=3.

  1. To open the Bank Accounts (BANK) application, find Finance in the RamBase menu and then Cash management. Click Banks to enter the BANK application.

  2. Highlight the factoring bank and press ENTER.

  3. Click the link for Payments, Waiting to be Confirmed.

Create a cash payment

When a customer buys products from your store, it is possible to create a cash payment.

Create a cash payment
  1. To open the Sales Order (COA) application, find Sales in the RamBase menu and then Order handling. Click Sales orders to enter the COA application.

  2. Click on the option Create sales invoice and payment in the context menu.This option is available for COAs in status 0, 1 and 8.

  3. In the new popup, select the payment bank in the Select bank field. If the Customer (CUS) of the COA has a bank accounts setup in the Finance Data folder in the CUS account, this bank will be selected as default when you enter the popup. It is however possible to select another bank listed in the drop down menu.

  4. Click OK. A process will start. The COA will automatically be closed, a Shipping Advice (CSA) will be created and then closed as an invoice is created. A Payment (PAY) will automatically be registered, and the invoice will be registered as paid (st:9). The transaction will be posted in the accounting.

The relevant COA, CSA, Sales Invoice (CIN) and PAY document can be inspected from their respective application.

Electronic invoices - Peppol 3.0

To get started sending outbound invoices and credit notes electronically in Peppol 3.0 format, please contact your partner, or RamBase directly if you are not connected to a partner.

Set up Customers (CUS) to receive electronic invoices

When the service is activated in RamBase, it is possible to set up electronic invoicing as a standard way of sending invoices to your customers.

Follow this procedure on all Customers (CUS) that should receive electronic invoices.

  1. Open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the specific CUS and press ENTER.

  3. Enter the Output control tab, in the Settings tab.

  4. Click the Add document to send button. Enter the following in the popup:

    1. Send by - Select the Print option.

    2. Documents to send - Select the following five options:

      1. Peppol by FTP: Sales invoice upon registration

      2. Peppol by FTP: Sales invoice service upon registration

      3. Peppol by FTP: Sales invoice rental upon registration

      4. Peppol by FTP: Sales credit note rental upon registration

      5. Peppol by FTP: Sales credit note standard upon registration

    3. Mandatory to always send – Optional

By activating these, the different document types will be sent electronically when the invoice is registered.

We recommend removing sending of CIN and CCN by EMAIL in the Output control tab, if this is set up. This is to not send electronic invoices and invoices by email of the same invoice to the CUS.

It will also be possible to resend already registered invoices/credit notes electronically. This can be done by:

  1. Enter the Sales invoice (CIN) or Sales credit note (CCN) you want to resend.

  2. Press F12 to open the action menu and choose the Print copy / resend option.

  3. Double click on the line called Create sales invoice pdf and trigger Peppol file by FTP.

Advance invoicing

Advance invoicing is used to create a Sales Invoice (CIN) based on a Sales Order (COA), before the goods is shipped to the customer. This could be done when there is an agreement with the customer that parts of the COA will be invoiced before the goods is shipped, depending on events instead of on delivery of goods. This could be agreements on specific dates, or based on a specific process that is completed. In RamBase, advance invoices could be produced from an Advance Invoice Plan (CIP) that is created from the COA.

When advance invoicing is done, delivery dates for the goods will be scheduled on the COA items, as normal. The Shipping Advice (CSA) that is used to ship the goods to the customer will also be created as normal, but the final CIN created from the CSA will be adjusted so that the advance invoices will be credited. This means that the final CIN created from the CSA will be adjusted with the totals that is invoiced from the invoice plan. Each CIN item from the advance invoices will appear on the final CIN, but with a credit amount. The final CIN will then be for the total of the COA, adjusted by the credit amount from the advance invoices.

To be able to produce advance invoices before goods is shipped from a COA, an invoice plan has to be created from the COA. An invoice plan can be created from all items on the COA, but it is also possible to create an invoice plan from some selected items. A COA item can be scheduled to create one or more advance invoices from the invoice plan, based on a fixed amount or a percentage of the amount on the COA item. The invoice plan consists of one or more Advance Invoice Plan Element (CIP) documents, and all CIP documents created from the same COA will be the invoice plan for that COA.

Advance invoices created from the invoice plans will have 100% gross margin and there will be no cost of goods. The final CIN created from the CSA will have the real cost from the goods that are shipped, while the items made to credit advance invoices will have no cost of goods.

Both the CIN created from the invoice plan and the CIN created from the CSA will be posted to Account Receivables in General Ledger. The final CIN for the CSA will be posted to a sales account, while the advance invoice will be posted to a settlement account that could be set up by the user.

Data flow
  1. A Sales Order (COA) is created.

  2. Since there can be quite an extensive period of time between ordering and delivering goods on manufacturing orders, RamBase has a possibility to create Advance Invoice Plans (CIP) from a COA. When there are created Advance Invoice Plans from a COA, the COA is flagged as CIPORDER. There is no calculation of VAT on a Sales Invoice (CIN) made from a CIP document.

  3. A CIN is produced from each CIP document. This is done manually.

  4. Upon time of delivery, a Shipping Advice (CSA) is issued.

  5. The final CIN is created based on the CSA issued upon time of delivery. When the CIN is made from a COA marked with CIPORDER, there is a settlement between the final CIN and the CINs made from the CIP documents. The final CIN always holds the VAT outgoing tax for the total COA amount.

Create an Advance Invoice Plan

In RamBase, a Sales Invoice (CIN) for payment in advance is created in an application called Advance Invoice Plans (CIP), and the CIN is marked as a CIPINVOICE. A forwarded Sales Order (COA), status greater then 1, forms the basis for an Advance Invoice Plan creation.

  1. To open the Sales Order (COA) application, find Sales in the RamBase menu and then Order Handling. Click Sales orders to enter the COA application.

  2. Highlight the specific COA.

  3. In the context menu, choose the Advance invoice plan.. option to enter the Advance Invoice Plan for Sales Order window.

  4. Click on the Add invoice plan element icon in the lower left corner to open the Advance Invoice Plan Element popup.

  5. Use the calender icon to set the invoice date in the Invoice Date field.

  6. The Intern field can be used to set an internal message about the Advance Invoice Plan (CIP)

  7. The Remark field can be used to set a message that will be visible for the customer on the Sales Invoice (CIN).

  8. Click on the Select sales order items for invoice plan icon.

  9. In the popup, select the item(s) for the Advance Invoice Plan Element in the Select column.

  10. A specific amount, or a percentage share of each COA item can be transferred to the invoice plan. Alter the Amount,XXX or Pct field according to the wanted pre-invoiced amount in the This invoice plan element column.

  11. Press ESC twice to go back to the Advance Invoice Plan for Sales Order window.

  12. Click on the Register Invoice Plan Element icon on each line to register the CIP (Status 4) and make it ready to be invoiced.

  13. The CIP document can be edited as long as no invoice has been produced from this document.

  14. Repeat step 4-12 for as many Advance Invoice Plan Element as necessary.

Create a Sales Invoice (CIN) for the Advance Invoice Plan (CIP)
  1. Start from a registered Advance Invoice Plan document (CIP) set to status 4.

  2. Click on the Create invoice for invoice plan element icon in the Invoice column.

  3. A Sales Invoice (CIN), flagged with Invoice Plan is created. It is still editable (status 1).

  4. To inspect the invoice, click on the Sales Invoice link (CIN/xxxxxx) in the Invoice column.

  5. Press F12 and choose the option Register Sales Invoice to issue the invoice.

  6. Based on the system setup you might need to select the recipient(s) in the Document Send Alternatives popup.

  7. Click the Forward button.

The invoice is issued (Status 4), and the related CIP document will be closed (Status 9).

Follow up on the Advance Invoice Plans

The Advance Invoice Plan (CIP) application is used the follow up on the Advance Invoice Plans. To open the Advance Invoice Plan (CIP) application, find Finance in the RamBase menu and then Recievables. Click Advance Invoice Plans to enter the CIP application.

It is possible to filter the COA documents by using the COA number field, by clicking the CUS Customer icon or by using the radio buttons.

Enter the Advance Invoice Plan (CIP) for a specific Sales Order (COA)
  1. To open the Advance Invoice Plan (CIP) application, find Finance in the RamBase menu and then Recievables. Click Advance Invoice Plans to enter the CIP application.

  2. Filter by using the COA number field, filter by customer or use the radio buttons to narrow the search.

  3. Highlight the specific COA document and press ENTER.

The Invoice Plan Key Figuers area
  • Sales Order : Total ( excl. Freight & Fee ) - The total amount of the Sales Order (COA) except freight and other fees.

  • Sales Order : Backlog - The amount of the COA not delivered.

  • Invoice Plan - The amount and percent of the COA planned in the Advance Invoice Plan (CIP).

  • Invoiced - The amount and percent of the COA that has been invoiced.

Edit a CIP document

The CIP document can be edited as long as no Sales Invoice (CIN) has been registered (CIN in status 4 or greater) from this document.

If an CIN is created (status 1) for the CIP document, you can discard the CIN to edit the document.

A CIP document in status 4 is ready for billing.

The final Sales Invoice

When advance invoicing is done, delivery dates for the goods will be scheduled on the Sales Order (COA) items, as normal. The Shipping Advice (CSA) that is used to ship the goods to the customer will also be created as normal, but there is a settlement between the final Sales Invoice (CIN) and the CINs made from the Advance Invoice Plan (CIP) documents. This means that the final CIN created from the CSA will be adjusted with the totals that is invoiced from the invoice plan. Each CIN item from the advance invoices will appear on the final CIN, but with a credit amount. The final CIN will then be for the total of the COA, adjusted by the credit amount from the advance invoices.

Follow up on receivables

Follow up the receivables ledger is one of the most important finance processes. To get an overview of the customers' open posts and the customer cash flow help you to see if there is a need for resending invoices, sending a statement of account, sending dunning letters, or calculate interests. The information will help you decide if the customer should be allowed to place new orders before old orders are paid. It can be advisable to set a credit limit for a customer to decrease the risk of loss if the customer does not pay.

Inspect the customer ledger

To follow up the customer ledger you have to acquire information about the customer balances. You may inspect the customer ledger by using the Customer Balance (CUSBAL) application.

  1. To open the Customer Balance (CUSBAL) application, find Finance in the RamBase menu and then Receivables. Click Customer balances to enter the CUSBAL application.

  2. In the Parameters section, use the drop-down menus for filtering the information to be displayed in the list below, or use the radiobuttons on the bottom of the page.

  3. Fields in the Parameters section:

    • ACCOUNT - Group the accounts by account number and name.

    • ACCOUNT, CUR - Group the accounts by account number and name and currency. If the company for instance has liabilities to a supplier in EUR, the account would be presented with one record showing the liabilities in EUR and one for the liabilities in NOK.

    • CUR - Group the account's documents by currency. If the company has large claims in USD and the currency rates for USD is falling, this signals for a loss on exchange which will have a positive impact on the short-term liabilities.

    • ICTDB - Group the accounts by internal trades. From a corporate point of view, internal trade balances are not a part of the short-term liabilities.

    • DOC - Group the accounts by document type. Sales invoices (CIN), sales credit notes (CCN) and payments in advance (PAY).

    • ST - Group the accounts by document status. Status code 4> indicates registered documents (usually sales invoices CIN), status code 5> indicates documents selected for payment, status code 7> indicates document prepared for payment and status code 8> indicates payed documents.

    • OURNO - Lists the claims with reference to single documents (i.e. CIN/101265).

    • INVCC - Groups the accounts by countries for where the customers are registered.

    • DUEDATE - Groups the accounts by the document due dates.

    • DATE - Groups the accounts by the document issuing dates.

    • PERIOD - Groups the accounts by period.

Inspect the customer cash flow

You may inspect the customer cash flow by using the Customer Due Amount (CUSDUE) application. The application presents the account receivables from a financial point of view. Here it is not the state of customer accounts that matters, but the account receivables' impact on the company's liquidity.

  1. To open the Customer Due Amounts (CUSDUE) application, find Finance in the RamBase menu and then Cash management. Click Customer due amounts to enter the CUSDUE application.

  2. Click on the blue numbers to inspect the underlying data and the relevant customers.

The application presents the due amounts chronologically. The empty line in the middle represents today. Above the empty line are the overdue amounts, below are the due amounts. The records close to the empty line have the heaviest impact on the company's liquidity. These are the amounts soon to be payed by the customer.

The due and overdue amounts can be presented in three different currencies (and a composite account for other currencies). The "today" line can be altered by entering another date in the Date field in the header, and the DueDate Step can be set to a fixed number of days, different from the default 7.

Block invoice for customer

There are several documents connected to a specific Customer (CUS) that can be blocked for further handling. These blockings are set in the Main Data folder in the CUS application.

One of the options is to block a Sales Invoice (CIN). There can be several reasons for blocking an invoice, for example when the CUS is new and is under credit rating.

It is possible to use a company setting where all new CUSs by default will be blocked for invoicing.

Block an invoice
  1. To open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the specific CUS and press ENTER.

  3. In the Main Data folder there is a field called InvoiceBlocking. Click on the dropdown menu.

  4. Select the option Yes.

The invoice is now blocked for further handling.

Unblock an invoice
  1. To open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the specific CUS and press ENTER.

  3. In the Main Data folder there is a field called InvoiceBlocking. Click on the dropdown menu.

  4. Select the option No.

The invoice is now ready for further handling.

Send statement of account to customer
Send statement of account to customer from the Customer application
  1. To open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the line representing the specific customer.

  3. Open one of the Finance folders.

  4. Press F12 to open the action menu and choose the option Send Statement of Account.

  5. In the Customer Account Report popup, select from the drop down menu which report to be sent.

  6. In the Date field, select the date you want the customer account balances by.

  7. Verify that selected customer is correct.

  8. Select the currency.

  9. Click the Next>> button.

  10. In the Print/Send document popup, click on the PDF icon to preview the document.

  11. To change printer, click the pencil icon on the PRINT line.

  12. To customize the e-mail, or change the recipient email address, click the pencil icon the EMAIL line. Click the Add button.

  13. Highlight the line representing the format you prefer (Print/Email).

  14. Press ENTER.

  15. The documents to be sent will be listed.

  16. Click the Send button.

Send statement of account to customer from the Customer Balance application
  1. To open the Customer Balance (CUSBAL) application, find Finance in the RamBase menu and then Receivables. Click Customer balances to enter the CUSBAL application.

  2. Use the customer filter or the radio buttons to filter open posts.

  3. Highlight the relevant item line.

  4. Press F12 and choose the option Send Statement of Account.

  5. For further handling, follow step 10-16 described above.

Resend sales invoice to customer
  1. To open the Customer Balance (CUSBAL) application, find Finance in the RamBase menu and then Receivable. Click Customer balances to enter the CUSBAL application.

  2. Highlight the line representing the specific customer in CUSBAL and press ENTER.

  3. Click on the link to the relevant invoice.

  4. Press F12 to open the action menu and choose the option Print Copy / Resend.

  5. In the Print/Send Document popup, select how to send it to the customer.

  6. To preview the document, click on the PDF icon.

Split sales invoices into several payments
  1. To open the Customer Balance (CUSBAL) application, find Finance in the RamBase menu and then Receivables. Click Customer balances to enter the CUSBAL application.

  2. Highlight the line representing the specific customer in CUSBAL and press ENTER.

  3. Highlight the line representing the invoice in question.

  4. Press F12 to open the action menu and choose the option Split Sales Invoice.

  5. Enter the new amounts and their connected due dates.

  6. Click the OK button.

Mark an invoice/credit note when it is sent for debt collection

It is possible to mark Sales invoices (CIN) and Sales credit notes (CCN) when they are sent for debt collection. The CIN and CCN is marked in the same way as explained here:

  1. To open the Sales invoice (CIN) application, find Finance in the RamBase menu and then Receivables. Click Sales invoices to enter the CIN application.

  2. Highlight the CIN that is sent for debt collection and press ENTER.

  3. Click the Inspect Document Account Info (DAI) icon in the top right corner.

  4. Press F12 to open the action menu and select the Is sent for debt collection option to mark the invoice.

    It is also possible to select the Undo is sent for debt collection option here, if the invoice is in status 6.

When an invoice is in status 6, payments will not be automatically registered against that invoice, but stops before registration with a message. The user becomes aware of this and can handle the rest of the process manually, both in RamBase and towards the debt collection company. To register a payment against the invoice, the invoice must first be returned to status 4.

Create reminder

It is possible to create and send reminder to one customer separately or all customers at the same time.

Create a new reminder
  1. To open the Reminder (RMR) application, find Finance in the RamBase menu and then Receivables. Click Dunning batches to enter the RMR application.

  2. Click the Create New icon on the bottom left side of the reminder menu. Much information is already entered due to default program settings, but can be edited for each reminder.

     

  3. Select reminder number in the Rmr No field. The Rmr No field defines if you want to register only 1. reminders, only 2. reminders (or 3. for that matters) or all.

  4. Optionally edit the fields Day Limit, DueDate, Due Days, Reminderfee, Group By and Amount Limits.

  5. It is possible to create reminders for one specific customer. Filter the customer by clicking the yellow arrow icon next to the Account Name field.

  6. Click the OK button. The reminder will now appear in the list of Reminders (RMR) ready for further handling (St:0).

  7. Mark the actual reminder and press ENTER.

  8. Inspect the content. If some of the generated reminders are not to be sent, discard them by clicking the icon on the related item line(s).

  9. Press ESC.

  10. On the document level, press F12 to open the action menu and choose the option Send This Reminder.

  11. Select the preferred mode. This selection will be saved on the Customer (CUS) details so it is updated for the next reminder job.

  12. Click the Send button.

The reminder will still appear in the list of RMR, but is now either printed or e-mailed to the customer (St:4).

Create interests

To open the Interest (INT) application, find Finance in the RamBase menu and then Receivables. Click Interest invoices to enter the INT application.

Create a new interest
  1. Click the Create New icon on the bottom left side.

  2. Define the criteria for creating interests by enter data to the following fields:

    • Article ID - If this field is empty click on the magnifier icon and select the article Interests.

    • Interest Pct - This is setup as a default for your company, but may also be set on the customer under customer details (CUS).

    • After days - Number of days after due date. For payments received later than this there will be created interest invoices.

    • Interest amount limit, NOK - Determines the minimum interest amount to be invoiced from one invoice (CIN).

    • Customer amount limit, NOK - Determines the minimum interest amount to be invoiced from one customer account.

  3. Click the OK button. The interest will now appear in the menu ready for further handling (St:0).

  4. Highlight the actual interest job and press ENTER.

  5. Verify the content, and discard incorrect interests manually (St:D).

    • The calculated interests that have not reached the customer amount limit will automatically be removed (St:D). These will thereafter be included in the next interest calculation if the customer limit then is reached.

    • In cases where the values in the Interest amount limint field or the After days field are not reached, the interests will automatically be closed (St:9). These interests will not be calculated anymore.

  6. When all interests calculated (St:0) are correct, press F12 to open the action menu and choose the option Make Interest Invoices to all Customers.

  7. Define the pay term and possibly add a fee in the new popup.

  8. Click the OK button. Customer interest invoices (INT) will now be generated by the system.

  9. Press F12 and choose the option Register and Send all Interest Invoices. The interest invoices are then registered (St:4) and sent to the customer, either printed or by e-mail.

Permanently remove calculated interests
  1. Highlight the specific manually discarded interest invoice (St:D).

  2. Press F12 and choose the option No Interests for Customer (St:9). These interests will not be calculated anymore.

Turn off interest calculation for specific customers

Interest calculation may be turned off for a specific customer in the Finance data folder under customer details (CUS). The interest percent (INTPCT) should be set to 0.

Interests on partially paid invoices

If there are overdue invoices which are partially paid, the interests will still be calculated based on the original amount.

I If you want to create interests only for the residual amount, make sure to enter the same due date for the residual amount as for the original invoice while registering the partial payment.

Credit management

In RamBase there are two different approaches to crediting. The main difference is whether flow of goods are involved or not.

In cases where goods are to be returned you have to base the credit note on a registered Deviation (CDV). When creating a credit note based on a deviation document, you achieve traceability of deviations and the value of stocks will be correct.

Credit notes may be created directly from the related Sales Invoice (CIN) in cases involving costs, rental, service or goods which are not going to be returned.

In some instances it will be recommended to base the credit note on a CDV even though it is not mandatory:

  • If the person who grants a credit to the customer and the one who creates the credit note are not the same person.

  • If you want to have the possibility to follow up on deviations, i.e. register it into your Quality Report (QAR) application.

Clearing

When crediting it can be advisable to conduct clearing. Clearing is the process of counterclaiming credit notes and invoices.

If the invoice and the credit note is identical there are two ways to do it:

  • Open the credited invoice and press F12 to open the action menu and choose the option Clear credit and invoice.

  • With a setup for your company these clearings may be conducted by a batch job.

Conduct clearing while handling payments
  • Make corrections in a Payment (PAY) document. The residual amount will remain as an open posting in the customer ledger.

  • Click on the yellow/red bell icon in the Pay Management (PAM) receivables folder.

Create credit note based on a registered deviation

In order to create a credit note based on a registered deviation, the Customer Deviation (CDV) document have to be in (St:4).

Create a credit note for goods
  1. To open the Customer Deviation (CDV) application, find Finance in the RamBase menu and then Receivables. Click Deviations for invoice or credit to enter the CDV application.

  2. Open the relevant CDV document.

  3. Select the Actions and Calculations folder.

  4. In the Account Actions-section, inspect the values in the following fields and edit if needed:

    • AccNo - The GL account number the credit note will be posted against.

    • AccQty - Set the quantity to be credited.

    • AccPrice - If you are not going to credit the whole price, set the amount to be credited.It is the values in these fields which the credit note is going to be based on.

  5. Press F12 to open the action menu and choose the option Account action.

  6. In the CDV Forward alternatives-popup, select a new or existing credit note. A Sales Credit Note (CCN) is then created and a link to it will appear in the AccDoc field in the Account Actions section on the CDV. If the CCN link is marked (St:1), it is then still in editable mode and are not registered yet.

  7. Click on the magnifier icon next to this field. Verify the content and edit if needed. Note that this is on item level.

  8. To inspect the whole document, click on the Inspect Document icon on the upper right corner of the window.

  9. On document level, press F12 and choose the option Forward to customer. The credit note is then registered (St:4) and may be sent to the customer either printed or by e-mail.

Create sales credit note
Create a sales credit note
  1. To open the Sales Invoice (CIN) application, find Finance in the RamBase menu and then Receivables. Click Sales invoices to enter the CIN application.

  2. Highlight the sales invoice to be credited and press ENTER.

  3. To make a credit note for all items on the invoice: Press F12 to open the action menu and choose the option Transport all Items or click the transport icon in upper right corner of the sales invoice (CIN) window.

  4. To make a credit note for a single item on the invoice: Press ENTER on the specific item line. Press F12 and choose the option Transport Item, or click the transport icon on current item lines.

  5. Select the option New Sales Credit Note and press ENTER.

  6. If the credit note is based on a single item, verify the information in the popup and click the OK button. The new sales credit note (CCN) is editable (St:1) and information like YourNo and other terms may be added/edited.

  7. Press F12 and choose the option Register Sales Credit Note. The sales credit note is then registered (St:4) and may be sent to the customer either printed or by e-mail. General credit notes can also be created similar to an invoice from the CCN application. However this is not recommended since general accounting principles states that credit notes should be a reversal of something that is invoiced, not as a general rebate.

Billing by Product (ARTBILL)

ARTBILL Is similar to the customer billing report (CUSBILL) , it shows the total billing for Products, for 1 Period and 1 Year (12 previous Periods). ARTBILL has a filter, View and Group By options. in addition, you can specify the from and to dates. The default from-date is the 1st of the current month, and the default to-date is the current date. For example, 20xx.05.05 gives the from-date = 20xx.05.01 and to-date = 20xx.05.05. The default Group By is Article’.

The first column varies, depending on the selected Group By, but otherwise it has the following columns:  

Items . Thenumber of invoiced (CIN) items Qty. The sum of quantity (QTY) from the invoice items. Sale. The sum of the billing amount from the invoice items LandedCost. The sum of net landed cost amount from the invoice items Avg.price . (Sale / CIN-quantity) GM . ( 1 - LandedCost / Sale) * 100

These columns appear twice, with the first set showing data for the from/to date, and the second set showing data for 1 year back from the to-date.  Customer credit note items (CCN-items) are included in the ARTBILL application, IF a return of goods is involved. The definition of return of goods is the credit note originates from a customer return (CDV) that has a Warehouse Action Code based on goods are returned from the customer, a return goods receipt (SSA) is created in the customer return (CDV) process. The Warehouse Action Codes are:

11 Return goods for repair

12 Return to Sup for repair

13 Return goods to stock

15 Send to Customer, Return to Supplier

16 Return to Supplier

18 Send to Customer, Return to Stock

Payables

The payables are the company’s unrealized debt to the suppliers or the debtors. The payables are accrued when, for example, goods or services are purchased, and a supplier invoice has been received.

The payables are connected to the General Ledger via a sub ledger called Accounts payable. The Accounts payable gives an overview of all transactions between your own company and each supplier, and is used for keeping track of the settlement of open and closed posts in the General Ledger.

Output from payables process

  • An updated overview of what you owe your suppliers.

  • An age distributed overview of the payables.

  • Actions for settlement of the debts.

Tasks involved in this process

  • Supplier invoicing - To register invoices and the settlement of the debt are some of the tasks that are included in the work on payables. Depending on the type of transaction that lead to the invoice, the supplier invoices are handled in different ways in the system.There are many different types of transactions. Some of them are connected to procurement and reception of goods, e.g. purchase of goods/materials or consumables on requisitions. Other transactions are not directly connected to procurement, e.g. regular expenses like rent, electricity, or subscriptions.

  • Overview of the accounts payable - To ensure an updated overview of the payables, it is important to work on the Accounts payable continuously.

  • Follow up on the payables ledger - The suppliers sometimes need statement of accounts to get an overview of the transactions between the companies. Then the suppliers can compare, and possibly make corrections due to deviations and incorrect entries.Internally, an updated payables ledger will form the basis for the cash management, and the follow up on overdue posts.

  • Credit handling - When your company receives a credit note from a supplier, it has to be manually registered in RamBase. Credit notes can be a response to complaints about received goods and/or services, or disagreements regarding prices.

Settings for Finance - Payables

Setting name

Description

Clearing of supplier invoice/credit or balance

This setting is used for triggering scheduled batchjobs that will clear Sales Invoices that are credited, or Clear all open posts if Customer Balance is "0.00"

Create PDF for imported supplier invoice

If this setting is "ON" - The system creates automatically a PDF report if the imported supplier invoice will be registered for validation and goes to status 2.

Handling of remittance advice

This setting spesifies how remittance advice should be printed / sent to supplier when outgoing payments are sent to bank. SKIP - No remittance advice SKIPPRT - Use Supplier handling only (no print as default) PRT - Pioritize Supplier handling, print if no handling. PRTCOPY - Use Supplier handling, but always print copy

KID Modulus on supplier invoice

Value in this field will tell the system to control the KID that are entered on incoming invoices, and what KID modulus that should be controlled. Legal values : MOD10,MOD11 ( One of them, or both )

Notification PIDs for accounts payable issues

Value in this setting is a comma list of PIDs that will get a notification by IMS for finance issues related to accounts payable

Product (ART) for Supplier Invoice (SIN) expenses

Value in this setting is a Product (ART) to be used on Supplier Invoices (SIN) for expenses. Format to be used: ART/#NNNNNN (N for numbers)

Rate source for supplier invoice

This setting is used for telling what date should determine RATE on Supplier Invoice (SIN). Legal values: SINDATE or SSADATE. Default : SSADATE

Register supplier invoices

To register invoices and the settlement of the debt are some of the tasks that are included in the work on payables. Depending on the type of transaction that lead to the invoice, the supplier invoices are handled in different ways in the system.

There are many different types of transactions. Some of them are connected to procurement and reception of goods, e.g. purchase of goods/materials or consumables on requisitions.

Other transactions are not directly connected to procurement, e.g. regular expenses like rent, electricity, or subscriptions.

Supplier Invoice Management

The Supplier Invoice Management (SIM) application is an overview of the Supplier Invoices (SIN) and makes it easy to follow up on approvals and PreRegistered SINs waiting to be linked to Goods Receptions (SSA) items.

There are three filter options at the top of the application.

  1. Click on the SUP icon to select a Supplier (SUP).

  2. In the Mode dropdown menu, choose between All, Purchase Orders & Goods Receptions, Goods Receptions or Requisitions. This is only useful in the Supplier Backlog folder.

  3. Select a specific Location (LOC) in the Loc dropdown menu.

Supplier Backlog

Click on the magnifier icon to use the filter option in the Supplier Backlog folder. Can for example be used to search for a specific Purchase Order (SPO) in the Purchase Order No ( Case ) field.

Change the currency in the Choose Currency field. This will show in the Amount,XXX column and the Total,XXX: in the bottom right corner of the application. Use the Total,XXX to make sure everything is correct, or to check against invoice amount.

Transport an item to a Supplier Invoice
  1. Create a new SIN or transport to an existing SIN by clicking the Forward icon in between the St and Item columns.

  2. To transport the item, highlight the preferred SIN and press ENTER.

  3. In the Transport Item popup, check the information and click the OK button.

Note: The different filter options in top of the SIM application is set with the information to the SIN you selected.

Transport all items to a Supplier Invoice
  1. Click the magnifier icon

  2. Write the SPO number (123456) in the Purchase Order No ( Case ) field and click the OK button.

  3. Press F12 to open the action menu and choose the Transport All Items to Supplier Invoice option.

  4. In the Transport Items popup, Set a date in the Date field and fill in other necessary information.

  5. Click the OK button to transport all items.

Supplier Invoice Items

This shows the SIN on the item level. It displays the Account dimensions, Department, Project, Assets and VAT Code.

It is possible to set or change Account, Department, Project, assets and VAT Code on the items in this folder.

  1. Click on the magnifier on the item you want to set or change information.

  2. Set or change the information necessary and click on the OK button.

The magnifier opens the Item Account Info popup. This is the same as the magnifier on the SIN item level.

Use the radio button Missing Account Dimensions to filter the SIN items where Account dimensions are missing.

Supplier Invoices

The Supplier Invoices folder shows an overview of the SINs.

It is possible to create a SIN or a SIN for expenses directly from the SIM application:

  • To create a regular SIN, click the Create New Supplier Invoice icon in the lower left-hand corner of the application.

  • There is two option to create a SIN for Expenses. Click the Create New Supplier Invoice for Expenses or press F12 to open the action menu and choose the Create new Supplier Invoice for expenses option.

See all items that can be added to a Supplier Invoice
  1. To see all items you can add to a SIN, Highlight the SIN and press ENTER.

  2. You will be sent to the Supplier Backlog folder with filters set for the chosen SIN and SUP.

In the fourth column, there can be two different icons:

  • The Register/PreRegister icon can be used to Register/PreRegister the SIN.

  • The Info icon explains why it can not be registered yet.

Approvals

It is an overview of all the approvals, in the Approvals folder, and it shows the approvals status.

There are different filter opportunities:

  • Select SUP, with the SUP icon, or use the Loc field to select a specific LOC.

  • Use the radio buttons to find the document(s) needed.

    • Should be sent for Approval

    • Sent to Approval, waiting to be approved

    • Approved, waiting to be registered

    • All

Click on the icon in the Approval Status to see status for the approval and information about it. If you have admittance, you can send the item for approval, or approve items from this popup.

Use the DueDate column to see when it needs to be paid. It shows the SIN with the closest due date first.

Waiting for Goods

It is an overview of all the PreRegistered (PREREG) SINs in the Waiting for Goods folder.

  1. Click the magnifier icon to see the history of the SPO item.

  2. Click the Change Purchase Order link icon to link SIN item it to another SPO item or to remove the link. If you remove the link, it will become a regular SIN since it is not linked to a SPO or Purchase Order Response (SOA).

The Goods Reception, not registered column shows that a Goods Reception has arrived, but is not registered. This is only as information.

Register supplier invoice based on goods reception
Register the invoice
  1. To open the Supplier Invoice Management (SIM) application, find Finance in the RamBase menu and then Payables. Click Supplier invoice management to enter the SIM application.

  2. Click on the magnifier icon in the Supplier Backlog folder.

  3. Enter the invoice Purchase Order (SPO) number (six digits) in the Purchase Order No ( Case ) field and click on the OK button. If you do not find it using the SPO number, you can write the Product (ART) name in the Product field instead.

  4. All items on this specific SPO will be listed.

  5. Highlight the item you want to register an invoice for and press ENTER, or click the Transport icon to the left on the current item line.

  6. In the Supplier Document Transport Alternatives popup, highlight New Supplier Invoice, or select an already existing invoice if you want to add this item to it and press ENTER to open the Transport Item popup.

  7. Verify the information displayed, edit it if necessary. Fill in the due date in the DueDate field and the invoice number in the YourNo field.

  8. For Norwegian invoices you can add the KID in the Kid field.

  9. Click the OK button.

  10. You will now be redirected back to the Supplier Invoice Management window. Note that a link to the Supplier Invoice (SIN) appears in the upper left side of the window.

  11. If you want to add more items to this invoice, highlight the item and press ENTER to open the Transport Item popup. Repeat step 7-9.

  12. To open the current SIN in an editable mode (status 1), click on the SIN link in the upper left side of the Supplier Invoice Management (SIM) window.

  13. Verify the information displayed, edit it if necessary. Check that the amount is correct, freight can be add in the Freight field, and that it is in the correct period in the Period field.

  14. Highlight the item and press ENTER to enter the Supplier Invoice Item. Verify the account information, edit it if necessary.

  15. When the SIN is completed, choose the context menu option Register Supplier Invoice. The SIN is now ready to be payed (status 4).

Register supplier invoices based on requisitions
Register the invoice
  1. To open the Supplier Invoice Management (SIM) application, find Finance in the RamBase menu and then Payables. Click Supplier invoice management to enter the SIM application.

  2. Select Requisitions from the drop-down menu in the Mode field.

  3. Click on the magnifier icon in the Supplier Backlog folder.

  4. Enter the requisition's SPO number (six digits) in the Purchase Order No ( Case ) field.

  5. All items on this specific SPO will be listed.

    • Items marked with (status 3) have to be registered as received (status 4) in order to register an invoice for them.

    • Make sure that the goods have been received prior to registration of the invoice.

    • To register the items as received:

      1. Click on the link in the Item column

      2. Press F12 to open the action menu and choose the option Received (status 4).

      3. Press Esc.

  6. Highlight the item you want to register an invoice for and press ENTER, or click the Transport icon to the left on the current item line to open the Supplier Document Transport Alternatives window.

  7. Select a New Supplier Invoice, or select an already existing invoice if you want to add this item to it.

  8. In the Transport Item window, verify the information displayed. Edit it if necessary, and/or add more information.

  9. Click the OK button.

  10. You will now be redirected back to the Supplier Invoice Management window. Note that a link to the Supplier Invoice (SIN) appears in the upper left side of the window.

  11. If you want to add more items to this SIN, highlight the desired item line and press ENTER to open the Transport Item window. Repeat step 8 and 9.

  12. To open the current SIN in an editable mode (status 1), click on the SIN link in the upper left side of the Supplier Invoice Management window.

  13. Verify the information displayed, edit it if necessary, and/or add more information.

  14. If more items from the connecting requisition (SPO or SOA) are to be added, press Page Down.

  15. When the SIN is completed, choose the context menu option Register Supplier Invoice. The SIN is now ready to be payed (status 4).

Supplier invoice (SIN)

To open the Supplier Invoice (SIN) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices to enter the SIN application.

The Supplier invoice (SIN) application

Select an invoice in the Supplier invoices area to view, add and change information about the invoice by selecting the tabs and sub-tabs on the right.

Use the search field to find your invoices or click the Predefined filters icon next to the search field to select a predefined filter. There are three predefined filters: Invoices with info notification, My invoices and Pending registration.

The attachments to the selected Supplier invoice (SIN) is available in the top right corner of the application. Click the Preview icon to preview the attachment or download it with the Download file icon. The preview option is only available for PDFs.

The Supplier invoice area

This area contains info about the selected Supplier invoice (SIN). Here is an explanation about all the fields:

  • Supplier / xxxxxx – This is the RamBase supplier identifier.

  • Supplier’s reference - Supplier/sellers reference. Usually a person.

  • Location – Location identifier.

  • Invoice number – Suppliers/sellers reference number. Typically to an external system.

  • Currency – Suppliers currency. Three character code following the ISO 4217 standard.

  • Enterprise number, VAT registration number, intercompany code and invoice address will be added from the selected Supplier (SUP).

  • Bank account – Account number used to identify the bank account.

  • Issue date – Date when the document was issued.

  • Payment terms – Terms of payment. Default value is retrieved from the supplier.

  • Period – Accounting period identifier.

  • Supplier’s payment reference – Sellers reference to identify the object. In Norway this is typically a KID-number.

  • Due date – Date the object is due to be paid.

  • Buyer’s reference number – Buyers reference number.

  • Received date – Date when the document was received.

  • Assignee – User identifier.

  • Registration date – Date of registration.

  • Exchange rate – The exchange rate used in conversion.

  • VAT handling – Specifies how value added tax (VAT) should be calculated.

  • VAT period – Accounting period this VAT posting belongs to.

  • VAT registration number – A unique number assigned by the relevant tax authority to identify a party for use in relation to VAT.

  • VAT type – Type of VAT.

  • VAT currency – VAT currency. Three character code following the ISO 4217 standard.

  • VAT exchange rate – Rate between transaction currency and company VAT currency. VAT rate should be used to calculate VAT amount in company VAT currency.

  • Default VAT percent – VAT percent.

  • Default VAT code – Code that determines VAT rules used for VAT calculations.

  • VAT date – Date of VAT posting. Currency rate calculation use this date.

  • VAT country – Country name of VAT entity.

  • Adjusted VAT amount – Adjusted VAT amount.

The Items tab

The Items tab displays all items added to the selected Supplier invoice (SIN) and it is possible to edit, delete and add more items here.

All notifications will be visible in this tab and it is possible to add any info notifications with the Add info notification button.

The amounts are visible in the bottom right corner. There you can see the freight, fee, subtotal, VAT, round off and total amount.

It is possible to edit the item directly in the Items tab. You can edit the GL Account, Department, Project, VAT Code, Net amount and Gross amount fields. Highlight the item and press F2 or click on the edit icon to the right on the item line. When you are done, press Ctrl+s or click on the checkmark to save it.

Highlight an item and press ENTER or click the arrow button to the right to open the Supplier invoice item (SINITEM) application. This is a more detailed overview of the selected item and it is possible to edit or add more information here. In the Price area, the Net amount/XXX field shows the amount without VAT and the Gross amount/XXX shows the total price included VAT.

If approval is necessary, it will show here. A flowchart of the selected item is visible in the top of the application.

If you only want to forward one of the items on the SIN document, it is done from the SINITEM application. Select the item and click on the Forward item option in the context menu.

Use the Make/edit/view account period adjustment plan… and the Make/edit/view account posting adjustment plan… option in the context menu to see the period and posting adjustment plan.

The Shipping addresses tab

The Shipping addresses tab displays where the items are shipped from and to where.

The Accounting tab

The Invoice tab shows how the invoice is posted, with link to the Payable journal entries (SAS) and General ledger posting (ATR).

You can make/edit/view the period adjustment plan for the selected SIN by clicking on Adjustments. You can read more about it in the Make period adjustments for Supplier invoices (SIN) topic.

All the VAT adjustments is displayed in the VAT adjustments tab. Click on the arrow icon in the GL posting column to enter the specific General ledger posting. You can postpone and repost VAT with the context menu options: Postpone VAT and Repost VAT...

The Payable ledger tab

Use the Payable ledger tab to see the specific payable information for this SIN. It displays the Payable transaction document, registration date, due date, currency, amount, link to the Payment (PAY) document when it is paid and payment date.

The VAT tab

The VAT tab shows a detailed overview of the VAT information about the selected SIN.

The Custom fields tab

The Custom fields tab displays all the available custom fields selected by your company.

Create a new Supplier invoice (SIN)
  1. Click on the Create new supplier invoice button.

  2. Select the Supplier (SUP) in the Supplier lookup field.

  3. Make sure the Issue date is correct. Use the calendar icon to change the date.

  4. The Supplier’s payment reference, Invoice number and Due date fields is optional.

  5. Click the Create button to create a SIN in status 1.

  6. Add the necessary information on the newly created SIN and make sure that the existing information is correct.

  7. Click on the Create new item button to add items to the SIN.

    1. Set the quantity in the Qty field.

    2. Select Product (ART) in the Product field.

    3. Set the price in the Net price field.

    4. Click the Create button to add the item to the SIN. Use the Create another checkbox to add more items.

  8. Click on the Register Supplier invoice option in the context menu when finished.

Make period adjustments for Supplier invoices (SIN)

Only invoices for costs may be accrued. The invoice must be registered and ready to be paid (status 4) to be accrued.

  1. To open the Supplier Invoice (SIN) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices to enter the SIN application.

  2. Select the invoice and click on the Accounting tab.

  3. Click first on Adjustments and then click on the + icon next to the Period adjustment plan field. This will open the Item period adjustment plan popup.

  4. If you only want to accrue one of the items or several items on the document with different period adjustment plans:

    1. Highlight the specific item in the Items tab and press ENTER to open the SINITEM.

    2. Click on the + icon nest to the Period adjustment plan field and continue the process from step 5.

    3. Repeat the procedure for each item to be accured.

  5. In the Adj.% field you may edit the percentage of the total amount to be accrued. The value in this field calculates the value in the Adj.amount field.

  6. Enter the amount to be accrued in the Ajd.amount field. The value in this field calculates the value in the Adj.% field.

  7. In the FromPeriod field, enter the preferred period you want to start with.

  8. In the ToPeriod field, enter the last period.

  9. Press ENTER. The periods and their amount will be listed below.

  10. Press F12 and choose the Register Account Adjustment Plan option.

  11. The period adjustment is completed. The invoice is now accrued.

Copy the latest used account dimensions on a Supplier invoice (SIN)

It is possible to copy the latest used account dimensions to all items on Supplier Invoice (SIN) main level. This is useful if an invoice has many lines and the user must set account dimensions on all lines.

The SIN must be in status 1-3 for this function to be available.

  1. Select a SIN in status 1-3.

  2. In the context menu, choose the Copy the latest used account dimension to all items option.

Consolidate Supplier invoice (SIN) items

Use the Consolidate supplier invoice items option in the context menu to make it easier to handle invoices with many items. This will be possible when:

  • The Supplier invoice (SIN) is in status 1.

  • No items on the SIN have a CASE.

  • No items are sent for approval.

  • No adjustment plans are made.

The operation will result in all items on the SIN being deleted. New items are created based on the old items, but grouped by: Product, GL account, Department, Project, Asset, VAT-code and Dimension 4-10. This means that all items with same Product, Department, Project, Asset, VAT-code and Dimension 4-10 will be consolidated to one item.

The quantity on new items will be set to 1. NetPrice and NetAmount should be set equal to the total net amount of the old lines that are being consolidated.

Text in the Description field that was included on the original items will not be transferred

Preregister supplier invoices

Supplier Invoices (SIN) in RamBase can be Preregistered before Goods Reception (SSA) is registered, but then the SIN items must have a reference to the Purchase Order (SPO).

Linking Supplier Invoice (SIN) item to Purchase Order (SPO) item.

SIN items must be linked to the original SPO items.

Link from the Supplier Invoice (SIN) application
  1. To open the Supplier Invoice (SIN) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices to enter the SIN application.

  2. Select the SIN you want to register.

  3. Highlight the item you want o link to a SPO item, and press ENTER.

  4. In the Supplier invoice Item (SINITEM), choose the Link supplier invoice item to purchase order item option in the context menu.

  5. In the Link Supplier Invoice Item to Purchase Order popup, enter the SPO item number (SPO/111111-1) in the Purchase Order Item field.

    • It is also possible to use the magnifier icon to select the SPO item.

  6. Click the Update Link button to link the SIN item to the SPO.

  7. Press Esc to return to the Supplier Invoice window. (Notice that the SIN is now created as Waiting for Goods Reception.)

  8. Register the SIN to status 3, when all items on a SIN is linked to a SPO, or partly SPO and partly SSA. choose the Pre-register supplier invoice and wait for goods option in the context menu.

Link from the Supplier Invoice Management (SIM) application

Linking can also be done from the Supplier Invoice Management (SIM) application, by forwarding the open SPO items to SIN items. The SIN item will then be created with a reference to the SPO item.

  1. To open the Supplier Invoice Management (SIM) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices management to enter the SIM application.

  2. In the Supplier Backlog folder, click on the magnifier icon to open the SIM Filters.

  3. Write the SPO number in the Purchase Order No ( Case ) field and click the OK button.

  4. It is possible to transport a singel item or transport all items to a SIN.

    • To transport a singel item from the SPO, click the transport item icon located between St and Item and transport the item to a SIN.

    • To transport all items to a SIN, press F12 to open the action menu and choose the Transport All Items to Supplier Invoice option.

  5. In the Transport Item(s) popup, set the invoice date in the date field and fill in any other info necessary. Click the OK button.

  6. The newly created SIN can be found in the Supplier Invoices folder in the SIM application.

    • The SIN is created as Waiting for Goods Reception.

  7. Highlight the SIN and press ENTER.

  8. To pre-register the SIN, choose the Pre-register supplier invoice and wait for goods option in the context menu.

The SIN will stay in status 3, until the Goods Reception (SSA) is registered (status 3) on all items that has a link to SPO.

Linking Supplier Invoice (SIN) to Goods Reception (SSA)

The linking between the SIN and the SSA will be done automatically by the system. This will explain how it is done by the system.

When a SIN is registered to St=3, the DOCTYPE and TYPE field on the SIN is updated to PREREG, and the SIN will show as PreRegistered in RamBase. PreRegistered SIN items will be picked up by a batch job that will check if the goods is received from the SPO that the SIN item has a reference to. If the Goods Reception (SSA) item(s) is found, the system will try to link the SIN item to the SSA item.

System linking rules
  • Supplier Account, Currency, Product (IT) and PurchaseOrderReferance (CASE) has to be the same on the SIN and SSA item.

  • The SSA item must have Status 3 and the NetQty must be greater than 0.

  • Batch process can link a SIN item to a SSA item if QTY is the same on the SSA item and the SIN item.

  • Batch process may also link 1 SIN item to several SSA items, if the total QTY on all open SSA items is the same as the SIN item. The SIN item will then, before linking, be split into many SIN items, 1 item for each SSA item that should be linked.

When a SIN item is linked to the SSA item, the system setting SupShippingAdviceAutomaticPriceUpdate will decide if the price on the SSA item should be automatically updated when there is a price-deviation between the SIN item and the SSA item. This setting has two elements (element1 and element2), where element1 is the max price deviation in percent, and element2 is the max price deviation in the invoice currency. If the deviation is within the value in this setting, the SSA price will automatically be updated to the SIN price when the items are linked. If not, the price difference will be shown as a warning on the SSA item.

Register a PreRegistered Supplier Invoice (SIN)

When all items on a PREREG SIN is linked to SSA items, the SIN will be automatically registered (status 4) by the system when the SSA is registered (status 3). In SIN, the DOCTYPE field will be cleared and will not contain PREREG anymore. The hidden TYPE field will still have the value PREREG.

Register preregistered Supplier Invoice before goods are received

When preregistered Supplier Invoices (SIN) are linked to Purchase Order (SPO) items and waiting for goods, they will stay in status 3 until all goods are received. This means they will not be part of the Supplier Balance (SUPBAL) and general ledger balance, they will not be included in the VAT report and could not be handled by the remittance process in RamBase. It will now be possible to register these SINs to status 4, so that they will be a part of the SUPBAL and general ledger balance.

How to register a preregistered Supplier Invoice before goods are received
  1. Enter a preregistered SIN.

  2. Choose the Register supplier invoice before goods are received option in the context menu. This will set the SIN in status 4 and it will be a part of the SUPBAL and general ledger balance.

When the SIN is registered to status 4 it will receive a Product Account Transaction (PAT) document and it will be included in the Product Balance (PROBAL) application as Invoice Registered - Waiting for Goods. These transactions will also be part of the PROBAL that is imported to the general ledger. These PAT documents will be closed when goods are received, or when purchase order is cancelled.

It has been created a new Account Default (ACD), Acc Default PROING (General ledger account used when “Invoice No Goods” balance is imported to the general ledger), to automatically import invoices with no goods to the general ledger. By default this will be imported to the same general ledger account as goods with no invoice, but this can be edited by changing the account on the ACD.

Follow up on payables

The suppliers sometimes need statement of accounts to get an overview of the transactions between the companies. Then the suppliers can compare, and possibly make corrections due to deviations and incorrect entries.

Internally, an updated payables ledger will form the basis for the cash management, and the follow up on overdue posts.

Register supplier credit notes

Crediting refers to the process of receiving credit notes (SCN) from suppliers in response to complaints about received goods and/or services. Crediting is considered as the opposite to invoicing, according to the way the transactions are executed in the general ledger.

It is important to remember the nature of credit notes. Credit notes reduces the billed amount, it is not a new invoice. The credit note points out the decrease in payables.

When your company receive a credit note from a supplier it has to be manually registered in RamBase.

Register a credit note
  1. To open the Supplier Invoice (SIN) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices to enter the SIN application.

  2. Find the supplier invoice to be credited and press ENTER.

  3. To make a credit note for all items on the invoice: On the document level, press F12 to open the action menu and choose the option Transport all items or click the transport icon in upper right corner of the SIN window.

  4. To make a credit note for a single item on the invoice: Highlight the specific item and press ENTER. Press F12 and choose the option Transport Item or click the transport icon on current item lines.

  5. Select the option New Supplier Credit Note and press ENTER.

  6. Verify the information in the popup and click the OK button. The new Supplier Credit Note (SCN) is editable (St:1) and information like YourNo and other terms may be added/edited.

  7. Press F12 and choose the option Register Supplier Credit Note. The SCN is then registered (St:4) and awaits settlement.

Inspect the supplier cash flow

You may inspect the supplier cash flow by using the Supplier Due Amount (SUPDUE) application. The application presents the account payables from a financial point of view. Here it is not the state of supplier accounts that matters, but the account payables' impact on the company's liquidity.

  1. To open the Supplier Due Amounts (SUPDUE) application, find Finance in the RamBase menu and then Cash management. Click Supplier due amounts to enter the SUPDUE application.

  2. Click on the blue numbers to inspect the underlying data and the relevant suppliers.

The application presents the due amounts chronologically. The empty line in the middle represents today. Above the empty line are the overdue amounts, below are the due amounts. The records close to the empty line have the heaviest impact on the company's liquidity. These are the amounts soon to be payed.

The due and overdue amounts can be presented in three different currencies (and a composite account for other currencies). The "today" line can be altered by entering another date in the Date field in the header, and the DueDate Step can be set to a fixed number of days, different from the default 7.

Inspect the supplier ledger

To follow up the supplier ledger you have to acquire information about the supplier balances. You may inspect the supplier ledger by using the Supplier Balance (SUPBAL) application.

  1. To open the Supplier Balance (SUPBAL) application, find Finance in the RamBase menu and then Payables. Click Supplier balances to enter the SUPBAL application. The value in the Balance by field can be set as a date or as a fiscal period. Notice that you need to enter a fiscal period, if you want to reconcile the supplier balance with the corresponding ledger account.

  2. In the Parameters section, use the drop-down menus for filtering the information to be displayed in the list below.

To ease the accounts payable overview, the supplier accounts can be inspected in several ways using the Group By selection box, or use the radio buttons on the bottom of the page.

Fields in the Parameters section:

  • ACCOUNT - Group the accounts by account number and name.

  • ACCOUNT, CUR - Group the accounts by account number and name and currency. If the company for instance has liabilities to a supplier in EUR, the account would be presented with one record showing the liabilities in EUR and one for the liabilities in NOK.

  • CUR - Group the account's documents by currency. If the company has large claims in USD and the currency rates for USD is falling, this signals for a loss on exchange which will have a positive impact on the short-term liabilities.

  • ICTDB - Group the accounts by internal trades. From a corporate point of view, internal trade balances are not a part of the short-term liabilities.

  • DOC - Group the accounts by document type. Invoices (SIN), credit notes (SCN) and payments (PAY).

  • ST - Group the accounts by document status. Status code 4> indicates registered documents (usually invoices SIN), status code 5> indicates documents selected for payment, status code 7> indicates document prepared for payment and status code 8> indicates payed documents.

  • OURNO - Lists the claims with reference to single documents (i.e. SIN/101265).

  • INVCC - Groups the accounts by countries for where the suppliers are registered.

  • DUEDATE - Groups the accounts by the document due dates.

  • DATE - Groups the accounts by the document issuing dates.

  • PERIOD - Groups the accounts by period.

If you want to see more information about a specific supplier, highlight the preferred supplier and press ENTER. All open posts, like invoices, credit notes and partial payments, for this specific supplier will be listed.

Calculation of DueDate on Supplier Invoice (SIN) and Supplier credit note (SCN)

Use the DueDate field to control when unregistered Supplier invoices (SIN) and Supplier credit notes (SCN) are due to be paid.

The date in the DueDate field will be calculated and updated when the PayTerm and Date fields are updated before registration on Supplier invoices (SIN) and Supplier credit notes (SCN).

Supplier invoice / credit note reception

Import Supplier Invoices / Credit Notes

It is possible to import Received Supplier Invoices (ISI) automatically. This must be ordered / set up by RamBase.

Supplier Invoice Management

The user can find all the Received Supplier Invoices (ISI) documents which needs attention, in the Received Invoices folder in the Supplier Invoice Management (SIM). Documents in status 2 (pending validation), 6 (pending corrections) and 8 (pending forward to supplier invoice / credit note) will be in this folder. Highlight the document and press ENTER to open the highlighted document in the ISI application.

Settings

The settings can be found under the module Finance / Payables. Each sub setting activates a batch job which runs every hour.

Main setting to activate the automatically process:

  • Automatically processing for received supplier invoices - If this setting is "ON" - The automatically processing for received supplier invoices (ISI) is activated and several scheduled batch jobs can be activated by using the sub settings. The sub settings decide how long or what will be done by the system.

Sub settings:

  • Forward to supplier credit note - If this setting is "ON" - The system checks every hour if received supplier invoices can be found in status 8 and forward one by one received supplier invoice to supplier credit note (SCN).

  • Forward to supplier invoice - If this setting is "ON" - The system checks every hour if received supplier invoices can be found in status 8 and forward one by one received supplier invoice to supplier invoice (SIN) .

  • Register supplier invoice - If this setting is "ON" - The system checks every hour if supplier invoices (SIN) in status 1, which comes from received supplier invoices (ISI), exist and register these invoices.

  • Validate received supplier invoices - If this setting is "ON" - The system checks every hour if received supplier invoices (ISI) can be found in status 2 and try to validate these documents. If no error is found, the system sets the document in status 8. In case of at least one validation fail, the system sets the document in status 6 and the user must fix the problem(s) manually.

Other settings:

  • Create PDF for received supplier invoice - If this setting is "ON" - The system creates automatically a PDF report if the received supplier invoice will be registered for validation and goes to status 2.

  • Deactivate bank account validation on received supplier invoices - If this setting is "ON" - The system does not validate the bank account information against information on Supplier.

Create received supplier invoices / credit notes

It is possible to import Received Supplier Invoices (ISI) automatically. This must be ordered / set up by RamBase.

Import supplier invoices and credit notes manually

This is a file import, it is not possible to upload a PDF invoice.

  1. To open the Imported Supplier Invoices (ISI) application, find Finance in the RamBase menu and then Payables. Click the option Received supplier invoices and credit n... to enter the ISI application.

  2. Click the Import supplier invoices and credit notes... option in the context menu.

    1. Click the Select file > button.

    2. Click the Choose File button and select the file.

    3. Click the Upload button to import supplier invoices and credit notes.

  3. Click the Validate option in the context menu.

  4. The document will go to status 8 if the validation is successful. If the validation fails, the document will go to status 6.

    1. If the validation fails, the data must be corrected manually. The validation error messages will be displayed as notes on the main and/or item level.

    2. When the data is corrected, click the Validate option in the context menu to set the document to status 8.

  5. Click the Forward to supplier invoice or Forward to supplier credit note option in the context menu to transport the ISI document to a new Supplier Invoice (SIN) or Supplier Credit Note (SCN) document.

  6. The ISI document is set to status 9 and is successfully forwarded to a new SIN or SCN.

Import supplier invoices and credit notes automatically

It is possible to import Received Supplier Invoices (ISI) automatically. This must be ordered / set up by RamBase.

If all the settings for automatically processing received supplier invoices is set to ON (one main setting and four sub settings), the system will automatically import and process the ISI documents.

Note! It is possible to stop automatic forward of imported invoices in the Settings folder on any Supplier (SUP). Click the Stop automatic forward of imported invoices check-box. The ISI document will then remain in ST=8 until the user manually forwards it to a supplier invoice (SIN).

  1. Invoices / credit notes comes into the ISI application for validation (status 2).

  2. The system checks every hour if received supplier invoices (ISI) can be found in status 2 and try to validate these documents. (ISI document in status 2, 6 and 8 can be found in the SIM or SCM application in the Received Invoices or Received Credit Notes folder).

    1. If no error is found, the system sets the document in status 8.

    2. In case of at least one validation fail, the system sets the document in status 6 and the user must fix the problem manually. The validation error messages will be displayed as notes on the main and/or item level.

      1. After the user has fixed the validation error messages, click the Validate option in the context menu to try to set the ISI document to status 8.

  3. The system checks every hour if received supplier invoices (ISI) can be found in status 8 and forward one by one received supplier invoice to a SIN or a SCN.

  4. If the setting Register supplier invoice is ON, the system checks every hour if a SIN in status 1, which comes from ISI, exist and register these invoices (set the SIN to status 4).

Follow up on Imported Supplier Invoices

The user can use the Supplier Invoice Management (SIM) application to follow up on Received Supplier Invoices (ISI) documents. All ISI documents which needs attention can be found in the Received Invoices folder.

Status codes for Imported Supplier Invoices

Status

Meaning

0

-

1

Pending registration

2

Pending validation

3

-

4

-

5

-

6

Pending corrections

7

-

8

Pending forward to supplier invoice / credit note

9

Processed

D

Discarded

Status 1 - Pending registration

The upload/import is processing and not yet finished.

Status 2 - Pending validation

The upload/import is done and the document is ready for the validation, before it can create a new Supplier Invoice (SIN) based on the imported data.

Status 6 - Pending corrections

The validation failed and the data must be corrected manually by the user. The validation error messages will be displayed as notes on the main and/or item level.

Status 8 - Pending forward to supplier invoice / credit note

The validation was successfully and the document is ready to be forwarded to a new Supplier Invoice (SIN) or Supplier Credit Note (SCN). After creating the SIN or SCN, the Imported Supplier Invoice (ISI) goes to status 9. Depends on the field IsCreditNote, the corresponding operation is available to forward the ISI document.

Status 9 - Processed

The Imported Supplier Invoice is successfully transported to a new SIN or SCN.

Validations

Check the list below to see how the system validates on the document main and item level. Use this list if you receive an error message.

In case of an error, the system will set the document to status 6, pending corrections.

Main level
Supplier
  1. The system will try to find the Supplier (SUP) via the Enterprise field.

  2. The system will try to find the SUP via the Name field, which is a text search field.

    • In case of several SUPs with the same name and enterprise number, the system check in addition the bank account / IBAN and find a unique combination.

  3. The system checks if the SUP is not active (status 4).

  4. The system checks if the SPO reference is valid, must exists and have the same currency. Take the SUP from this SPO.

Currency
  • The system checks if the currency from the imported invoice is available as currency for the SUP.

Bank Account
  1. The system checks if the bank account exists for the SUP, for the given currency.

  2. If the bank account is not available, the system check if the IBAN and SWIFT exist.

Count of items
  • The system checks if the count of items is not more than the max which is allowed for the SIN archive.

Shipped from address from the supplier
  1. The system will try to find the shipping address via the Address fields in the Shipped from area.

  2. The system checks if the shipping address is not active (status 4).

Shipped to address
  1. The system will try to find the Location (LOC) via the Address fields in the Shipped to area.

  2. The system checks if more than one LOC can be found.

  3. The system checks if the LOC is not active (status 4).

Item level
Product
  1. The system checks if the ISI document has a SPO reference on main level, check for exact match on quantity and amount. If there is only one match, choose product.

  2. The system will try to find the Product (ART) via the Suppliers reference field in the Notes area on item level on the ISI document. There must be a full reference on the item level (example: SPO/102102-1).

  3. The system will try to find the ART via the Name field in Product area.

  4. The system will try to find the ART via the Default MPN field on the ART.

  5. The system will try to find the ART via the Supplier's names on the ART.

  6. The system checks if this ART was mapped earlier for this SUP.

  7. The system checks if the ART is not in status 9.

  • Enter the ISI item to see how the product has been matched.

  • ISI items with Quantity and Gross price = 0 goes directly to status 9 and will not be transported to the Supplier invoice (SIN).

Operations
Status 1 - Pending registration

The upload/import is processing and not yet finished.

Status 2 - Pending validation

The upload/import is done and the document is ready for the validation, before it can create a new Supplier Invoice (SIN) based on the imported data.

Operations:

  • Discard received Supplier invoice / credit note - Set the document status to "D".

  • Validate received supplier invoice / credit note - Set the document status to "6" or "8".

Status 6 - Pending corrections

The validation failed and the data must be corrected manually by the user. The validation error messages will be displayed as notes on the main and/or item level.

Operations:

  • Discard received supplier invoice / credit note - Set the document status to "D".

  • Validate received supplier invoice / credit note - Set the document status to "6" or "8".

Status 8 - Pending forward to supplier invoice / credit note

The validation was successfully and the document is ready to be forwarded to a new Supplier Invoice (SIN) or Supplier Credit Note (SCN). After creating the SIN or SCN, the Imported Supplier Invoice (ISI) goes to status 9. Depends on the field IsCreditNote, the corresponding operation is available to forward the ISI document.

Operation:

  • Forward to supplier invoice - Set the document status to "9".

  • Forward to supplier credit note - Set the document status to "9".

  • Open for validation - Set the document status to "2".

Status 9 - Processed

The Imported Supplier Invoice is successfully transported to a new Supplier Invoice (SIN).

Functions
Discard a ISI document

To discard a ISI document, the document must be in status 2 or 6.

  1. Enter the ISI document you want to discard.

  2. Choose the Discard option in the context menu.

If the ISI document is in status 8, it has to be opened before it can be discarded. Choose the Open for validation option in the context menu and follow the procedure explained above.

A ISI document in status 9 is processed and can not be discarded.

Modify a ISI document

The ISI document can be modified in status 1, 2 and 6. If the ISI document is in status 8, it has to be opened before it can be modified. Choose the Open for validation option in the context menu.

In status 1 - 6 the following fields is open for update and a revision history is added to track the changes:

  • Account number

  • IBAN

  • SWIFT code

  • Supplier reference

  • Supplier reference (item level)

Copy RamBase product to all unassigned items

If RamBase does not manage to link a product to the items in the ISI document, it is possible to copy the same Product (ART) to all items without a link to an ART. Use the Copy RamBase product to all unassigned items option in the context menu. This function can be used when the user must enter to link products because RamBase have not been able to match them.

  1. To open the Received supplier invoices and credit notes (ISI) application, find Finance in the RamBase menu and then Payables. Click Received supplier invoices and credit n... to enter the ISI application.

  2. Highlight the ISI document.

  3. Highlight the ISI item and press ENTER.

  4. Find the RamBase product field in the Product area of the application. Write the Product (ART) name and select it from the list. It will be a new option in the context menu, Copy RamBase product to all unassigned items.

  5. Click the Copy RamBase product to all unassigned items option in the context menu to copy that ART to all unassigned items. What it does is that it copies the product connected to the selected ISI item, to all other items that have not yet been connected to a RamBase product.

File handling

Enter the File Manager to see and administrate the files attached to the ISI document.

  1. Click on the ISI document you want to see and administrate the files for.

  2. Press F9 or click the File Manager icon (paperclip) in the upper right corner, to enter the File Manager for this document.

Read more about the File Manager here.

ISI document attachments
  • There will always be a file attached to the ISI document (the import file).

  • A PDF file will be attached, if the setting Create PDF for received supplier invoice is turned on.

  • All documents provided in the source file to the ISI document will be included as an attachment.

  • All attachments to the ISI document will supplied to the next document (SIN / SCN).

Manually create the RamBase PDF report

It is possible to create the RamBase PDF report manually in the ISI application

  1. Highlight the ISI document you want the PDF report from.

  2. Click the Create RamBase print document option in the context menu to generate an PDF report from the selected ISI document.

Deviation handling
Link a Supplier Invoice (SIN) to an existing Purchase Order (SPO) / Goods Reception (SSA)

It is possible to link a Supplier Invoice (SIN) to an existing Purchase Order (SPO) / Goods Reception (SSA) if SPO has a backlog and are not invoiced. This is a way of handling missing/wrong SPO number on inbound invoice. It is also possible to delete or update the link. Delete the link to register the SIN without a link to a SPO for example. This can be done in the Supplier Invoice Management (SIM) application:

  1. To open the Supplier Invoice Management (SIM) application, find Finance in the RamBase menu and then Payables. Click Supplier invoice management to enter the SIM application.

  2. Enter the Supplier Invoice Items folder.

  3. Click the Change Purchase Order link icon.

  4. Click on the magnifying glass icon to see which SPOs it is possible to link the SIN to.

  5. Highlight a SPO and click ENTER.

  6. Click the Update Link button to link the SIN to the SPO.

When the SIN is linked to the SPO it is possible to preregister the SIN to status 3.

  1. Enter the SIN document.

  2. Press F12 to open the action menu and choose the PreRegister Supplier Invoice, Wait for Goods (St=3) option.

When a Goods Reception (SSA) connected to the SPO is registered, the system will register the SIN automatically via an batch job.

Clear historical matching information

To clear the historical matching information between a Product (ART) and a Supplier (SUP) must be done on the ISI item level.

  1. Highlight the ISI document with the correct SUP and ART.

  2. Click on the item and press ENTER.

  3. Click the Clear historical matching information option in the context menu.

Forward the ISI document to a Supplier Invoice (SIN)

When the Imported Supplier Invoice (ISI) is in status 8, it is ready to be forwarded to a Supplier Invoice (SIN). This can be done from the Supplier Invoice Management (SIM) application or directly from the ISI application. The Imported Supplier Credit Note (ISI) can be forwarded to a Supplier Credit Note (SCN) from the Supplier Credit Management (SCM) application.

Forward from the SIM application
  1. To open the Supplier Invoice Management (SIM) application, find Finance in the RamBase menu and then Payables. Click Supplier invoice management to enter the SIM application.

  2. Click the Received Invoices folder.

  3. Highlight the ISI document in status 8 which you want to forward and press ENTER to open this ISI document in the ISI application.

  4. In the ISI application, click the Forward to supplier invoice option in the context menu. The ISI document will be set to status 9.

Directly from the ISI application
  1. To open the Received Supplier Invoices and Credit Notes (ISI) application, find Finance in the RamBase menu and then Payables. Click Received supplier invoices and credit n... to enter the ISI application.

  2. Highlight the ISI document in status 8 which you want to forward.

  3. Select the Forward to supplier invoice or Forward to supplier credit note option in the context menu.

Check the corresponding SIN / SCN document

When the ISI document has been forwarded to a SIN or SCN document, it is possible to enter the corresponding SIN / SCN document from the ISI application. The ISI document must be in status 9.

  1. Highlight the ISI document in status 9 which you want to check the corresponding SIN / SCN document.

  2. Click the Supplier invoice... or Supplier credit note... option in the context menu to enter the corresponding SIN / SCN document.

During transport to SIN the VATRATE must be calculated

The system will calculate the VATRATE if the ISI document contains the information about the VAT in document currency (CUR) and VAT in original CUR. It will only calculate the rate if the original VAT currency from the ISI is the same as the system standard currency.

Supplier Billing (SUPBILL)

The Supplier Billing (SUPBILL) is a report with extensive filtering possibilities which gives an overview of total billing from supplier invoices and credits that are registered.

To open the Supplier Billing (SUPBILL) application, find Finance in the RamBase menu and then Payables. Click Supplier billing to enter the SUPBILL application.

SUPBILL will present total billing for Day, Week, Month and Year in separate columns. The billing amounts will always be for the year that is set in the Date field.

Use the Group By field to list e. g. date, account, country, department etc. This could be done by selecting a value from “Group By dropdown”.

Follow up on the supplier billing

To open the Supplier Billing (SUPBILL) application, find Finance in the RamBase menu and then Payables. Click Supplier billing to enter the SUPBILL application.

You can use the Date, View and Group By fields in the upper right corner to filter the results. Here is an example of how the Date field and the Group By field works together:

  1. When Group By is set to DATE, all documents up to the date in the Date field will be included.

  2. When Group By is not set to DATE, all documents up to the date in the Date field will be included and only from the selected year.

    1. Here you will include documents from 2018 dated before 31 January.

    2. Here you will include all documents from 2017.

Click on the magnifying glass to enable a filter on the SUPBILL, such as on Product (ART), Supplier (SUP), date and so on.

To make a file from the SUPBILL, press F12 to open the action menu and choose the Make CSV File : Supplier Billing option. The print will be sent to the default printer registered to your PID.

To print the SUPBILL, press F12 to open the action menu and choose the Print Supplier Billing option. The print will be sent to the default printer registered to your PID.

Cash management

To manage the company's cash flow is an important, daily process in all companies. The finance responsible must continuously be updated on this.

RamBase provides tools so you can monitor the cash flow and do the necessary transactions in a efficient and reliable manner.

Output from cash managements process

  • Overview of the company's liquidity.

  • Basis for the bank reconciliation.

  • Possibility to make corrections to errors, and deviations between the bank accounts and the general ledger.

The purpose of the cash management process is to mirror the real bank accounts, so you do not have to leave RamBase to get control over your company's liquidity and the balances of the many bank accounts you have. RamBase provides tools for managing the cash flow. How well your company takes advantage of these tools, depends on your finance setup, and your daily routines.

Tasks involved in this process

  • Bank account setup - A company usually has many different types of bank accounts like operation accounts, tax accounts, and investment accounts. All bank accounts have to be connected to unique accounts in the Chart of accounts.

  • Register incoming payments - Incoming payments can be registered either manually or automatically. If you have many customers and a large amount of transactions, you can increase your efficiency by using EDI (Electronic Data Interchange). It will decrease the risk of errors, and your accounts receivable will always be updated.

  • Make outgoing payments - Outgoing payments can be made either manually or automatically. Based on updated balances from the accounts payable, you pay your debt via your bank. You can increase your efficiency by using EDI (Electronic Data Interchange). It will decrease the risk of errors, and your accounts payable will always be updated.

  • Bank reconciliation - When the bank accounts are reconciled, you will have an overview of your liquidity. You can increase your efficiency by using EDI (Electronic Data Interchange) for your bank reconciliation.

Settings for Finance - Cash Management

Setting name

Description

Agreement number at Teller

This setting holds the companies agreement number at Teller. Needed to be able to receive creditcard payments from Teller

Amount on Shipping Advice (CSA) will be captured

Used for credit card capture. Amount from the TOTAL field on Shipping advice (CSA) will be used as capture amount. This can differ from the authorized (reserved) amount on the Sales Order (COA)

Customer file for SgFinance

This setting should be activated only if the customer uses SG Finance as factoring company. This setting allows the customer to create a customer file according to SG Finans'es file format

Customer number at factoring company

Customer number. Used in the files to the factor to identify the sender

EDI Payment Enterprise

Used to keep the Enterprise that the Bank Agreement for sending EDI payments is registered on. This EDI Payment Enterprise should be updated when the Enterprise on the Bank Agreement is different from the companies Enterprise that is registered in Company Register in Rambase ( COM ).

Factoring Invoice journal

This setting determines if the company should produce invoice journal ( PDF ) as an overview of invoices sent to the factoring company

Fee percent added to credit card transactions

Fee, in %, that will be added to all customer payments when they do payments with creditcard. The fee is added as a seperate line on the credit card transaction (CCT) and payment (PAY)

Fee percent added to credit card transactions (domestic)

Fee, in %, that will be added to domestic (Customer inside own counrty) payments when they do payments with creditcard. The fee is added as a seperate line on the credit card transaction (CCT) and payment (PAY)

Fee percent added to credit card transactions (international)

Fee that will be added to international (Customers outside own country) payments when they do payments with creditcard.

File format for SgFinance

This setting should be activated only if the customer uses SG Finance as factoring company. This setting allows the customer to create a file according to SG Finans'es file format

Format on file for importing bank statement

Format of bank-reconsiliation file from bank that should be imported to RamBase.

Invoice file for SgFinance

This setting should be activated only if the customer uses SG Finance as factoring company. This setting allows the customer to create a invoice file according to SG Finans'es file format

Limit for automatic confirmation of currency deviation

Max currency deviation, in percentage,  that could be tolerated when payments are automatically confirmed. If deviation exceeds this limit, currency adjustment will not be handled automatically

Max deviation in EUR - to be tolerated from currency calculations when Payment is loaded to Ledger Specification ( CAS or SAS )

On some payments where foreign currencies are used on bank or/and invoices there might be some deviations when payments are loaded to Generald Ledger beacause of roundings and accuracy when currency values are calculated. This setting will give the maximum value, in EUR, that could be adjusted for when Ledger Spesification is loaded from Payment.

Merchant ID for credit card capture

This setting is used for credit card capture. It is the merchant ID that is used to connect with credit card company. This can also be set on the capture FORMs, which will then be prioritized

Merchant password for credit card capture

Used for credit card capture. It is the token (password) that is used to connect with the credit card company. This can also be set on the capture FORMs, which will then be prioritized

No approval before sending payments to bank

If this setting is 'ON'- Outgoing Payments (PAY) from SENDPAY application will not need to be approved before sending to bank. In these cases the user that send the file will be updated as Approver PID (APPRPID) on Payments.

PaymentCurrencyMethod

Payment Currency Method will tell how exhange rate on invoices and credits in forreign currency should be handled when payments are done.

The value of the invoice or credit linked to a payment could be calculated based on the historic rate on the transaction, or based on the rate the day the payment was done in the bank. ( CurDate on Payment )

Reconcile bank statement automatic

Setting used to trigger scheduled batchjobs that will automatically reconcile imported Bank Statements ( BST ) to PAY documents.

SepaPayDivision

Used when outgoing payments are sent by SEPA, and the company have more than 1 database, and the SEPA files are sent from a common division.

SepaPayEnterprise

Used to keep the Enterprise that the Bank Agreement for sending SEPA payments is registered on. This SEPA Payment Enterprise should be updated when the Enterprise on the Bank Agreement is different from the companies Enterprise that is registered in Company Register in Rambase ( COM ).

TelePayDivision

Used when outgoing payments are sent by TELEPAY, and the company have more than 1 database, and the TELEPAY files are sent from a common division.

TelePayEnterprise

Used to keep the Enterprise that the Bank Agreement for sending Telepay payments is registered on. This Telepay Payment Enterprise should be updated when the Enterprise on the Bank Agreement is different from the companies Enterprise that is registered in Company Register in Rambase ( COM ).

Use EDI

Possible to use EDI for sending payment files to bank, and receiving confirmation files, that should be imported to RamBase from the bank

Use of credit card payment

Used to activate functionality that will allow company to handle creditcard payments from customers.

Use of Factoring

Used to activate functionality that will allow company to send sales invoices (CIN) to factoring

Use of TelePay

This setting allowes sending payment files to bank and recieve confirmation files that should be imported to RamBase from the bank in TelePay format

VAT handling on Payments (PAY)

Specifies if payments should include VAT, and if the amounts that are specified on the paymens includes VAT. "VATINCLUDED", means VAT should be calculated when making payments, and that the amounts that are specified inludes VAT. "VATINADDITION" means VAT should be calculated when making payments, but that the amounts that are specified does not include VAT. "NOVAT" means VAT is not calculated when making payments

Bank account setup

A company usually has many different types of bank accounts like operation accounts, tax accounts, and investment accounts. All bank accounts have to be connected to unique accounts in the Chart of accounts.

Add new bank accounts

When adding new bank accounts, the values in the fields have to be entered manually by RamBase users.

Work with bank accounts and payments
  1. To open the Finance Workspace (FINANCE) application, find Finance in the RamBase menu and then Overview. Click overview to enter the FINANCE application.

  2. Click the Cash Management button in the Action and Links area.

  3. Select the Banks folder.

  4. Alternative navigation is to enter the Pay Management application (PAM) or the Bank Accounts application (BANK) directly.

Complete the following steps to add a new bank account
  1. Click the Create new icon in the Banks folder.

  2. In the New Bank popup, set an internal bank account number in the No field.

  3. Set the internal name of the bank account in the Name field.

  4. Select the relevant currency in the Cur field.

  5. Select the relevant category: Bank, Cash or Transfer. This is optional. If nothing is chosen here, Bank will be default.

  6. Enter the bank account number given by the bank in the Bank Account field.

  7. In the GL Account field, click the magnifier icon and select the general ledger account which the current bank account is supposed to be connected to.

  8. Click the OK button.

  9. Add additional information. The Bank Account information window holds information about a certain bank/bank account including periodic balances for each account.

    1. Click on the magnifier icon in the Key Figures section.

    2. Enter the account's Bank and General Ledger opening balances. The opening balances must be entered manually every year. The bank opening balance must be copied from the bank statement. The General Ledger balance must be copied from the last year's closing balance in the general ledger.

    3. In the DocRef field in the Miscellaneous area, select where the bank account number is going to be used.

    4. Select the file format for electronic transfers in the PayBy field in the Miscellaneous area.

    5. Make sure to select the Factoring option if you are going to use this bank account for factoring transactions.

    6. Check the PayOut box if you want this bank account to be the default account for outgoing payments.

  10. Press F12 to open the action menu and choose the option Register Bank to register the new bank account.

New ingoing bank balance

When starting a new year, the bank accounts (BANK/***) in RamBase need to be updated with a new ingoing balance.

Set new ingoing balance
  1. To open the Bank Accounts (BANK) application, find Finance in the RamBase menu and then Cash management. Click Banks to enter the BANK application.

  2. Highlight the relevant bank and press ENTER.

  3. Click on the magnifier icon in the Key Figures area.

  4. Enter the ingoing balance in the Bank Balance field, from the bank statement as of 31.12, previous year. Ingoing balance from general ledger for the corresponding GL account will show in the GL Balance: ACC/XXXX column.Be aware that ingoing balance in the bank could differ from ingoing balance in the general ledger, if transactions are registered one year in the bank and is posted to general ledger in another year.

  5. Click the OK button. The numbers in the Key Figures area will now be updated.

View details / add information to bank accounts

It may be necessary to view details about a RamBase bank account, and sometimes it my be beneficial to add more information to the account than just the information requested in the New Bank popup.

View details about, or add information to a bank account
  • To open the Bank Accounts (BANK) application, find Finance in the RamBase menu and then Cash management. Click Banks to enter the BANK application.

  • Highlight the current bank account and press ENTER.

  • To add more information you can double-click the preferred field and then enter the data.

  • Main Info area - Add the banks international identification number (SWIFT) and the account's international bank account number (IBAN) in case of international transactions.

  • Name and Address area - Add name and address information about the bank.

  • Key Figures area - Add the opening balance from both the bank account statement and the general ledger by clicking the magnifier icon.

  • Miscellaneous area - The bank accounts support the Norwegian KID (Customer identification) system. The KID system helps identifying the customer and the invoice by a 2 - 25 digits KID code. The systems requires the company to establish their own KID register.

KID - Customer identification system

The RamBase bank accounts support the Norwegian KID (Customer identification) system. The KID system helps identifying the customer and the invoice by a 2 - 25 digits KID code. The systems requires the company to establish their own KID register.

Set KID on a bank account
  1. To open the Finance Workspace (FINANCE) application, find Finance in the RamBase menu and then Overview. Click overview to enter the FINANCE application.

  2. Click the Cash Management button in the Action and Links area.

  3. Select the Banks folder.

  4. Highlight the current bank account and press ENTER.

  5. To use the KID system for this specific account, choose YES in the KID field in the Miscellaneous area. Note that support on the KID system requires that your company's database is set up with this option on an overall level.

Choose payment currency method

Payment currency method will tell how exchange rate on invoices and credits in foreign currency should be handled when payments are done. The value of the invoice or credit linked to a payment could be calculated based on the historic rate on the transaction, or based on the rate of the day the payment was done in the bank.

Choose method

Choose method in the Company Setting Values (CSV) application.

  1. Write CSV in the program field and press ENTER.

  2. In the Company Setting Values Search field, write PaymentCurrencyMethod and press ENTER.

  3. Choose between BANKDATE and HISTORIC in the dropdown menu.

Bankdate

Payment will be calculated based on the rate of the day the payment was done in the bank.

Currency losses and gains will be calculated at period closing, with agio calculations.

The differences in currency payments will be posted on an account that is set up at ACD/EXCHANGE.

Historic

Payments will be calculated based on the historical rates on the transaction. It will be a new field in the Pay Item window, CurAdj,XXX in the Amounts area. This field show the currency deviation according to historical rates. The CurAdj,XXX field has an inspect feature, which allows you to go to a report showing currency loss / gain on the selected invoice and credit note that is linked to the payment.

The value in the CurAdj,XXX field will be posted on an account that is set up at ACD/PAYCURADJ.

Bank transfers

From the Banks folder and the Payments folder in the Pay Management (PAM) application, it is possible to transfer money between your bank accounts in the General Ledger (ATR). Bank transfers in RamBase do not generate any transfers in your actual bank. If you make sure that all transfers conducted are registered in RamBase, the information in the Banks folder will reflect the statement of your actual bank accounts.

Work with bank accounts and payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Banks folder.

Transfer money between general ledger bank accounts
  1. Press F12 to open the action menu and choose the Bank Transfer option.

  2. If there is no value in the Bank Transfer Account field, there is a missing system setup. Please contact support to fix this.

  3. Change the date in the Cur Date field to the date the actual transfer was conducted.

  4. Verify the Period and correct it if necessary.

  5. Select the specific bank account to transfer from in the drop-down menu.

  6. Type the amount in the Amount field. Indicate that this is the account you would like to transfer from by pressing the subtraction- button (-) in front of the amount (for example: - 300).

  7. On the subsequent line, select another bank account to transfer to. RamBase will set the amount for you so that the sum in this transfer becomes 0.

  8. Click the OK button. This action will create two Payment (PAY) documents, one for each transaction. These will appear, and can be inspected, in the Payments folder.

Bank transfer in foreign currency
Transfer money from a bank account in your system currency to a bank account in foreign currency
  1. To open the Bank Accounts (BANK) application, find Finance in the RamBase menu and then Cash management. Click Banks to enter the BANK application.

  2. Press F12 to open the action menu and choose the option Bank Transfer.

  3. On line 1, select bank to transfer from, and the amount in the Amount field.

  4. On line 2, select bank with foreign currency to transfer to. RamBase will then calculate the amount based on the currency rates in RamBase.

  5. If the calculated amount in the foreign currency differs from the amount on the bank statement, change the value in the Amount field on line 2. The field Amount,XXX on line 2 will then be recalculated in accordance with the currency rates in RamBase.

  6. The amount in the field Amount,XXX on line 2 must be equal to the value in the field Amount,XXX on line 1. If there is a deviation, manually change the value in the field Amount,XXX on line 2. The rate will be updated.

  7. Click OK. Two Payment (PAY) documents will be generated automatically. In the General Ledger (ATR) it will be posted like this:

    In this case there will be a gain on exchange of NOK 23,07.

This exchange difference is posted to a separate account. These differences will now be posted to your default account for exchange differences in your Payment (PAY) system: ACD/PAYCURADJ

Register incoming payments

Incoming payments can be registered either manually or automatically. If you have many customers and a large amount of transactions, you can increase your efficiency by using EDI (Electronic Data Interchange).

It will decrease the risk of errors, and your accounts receivable will always be updated.

Import incoming payments file from factoring company
Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Sent to factoring folder.

This folder lists all the documents sent to factoring, selected from the Receivables folder. All documents listed in this folder are to be handled by the factoring company.

You may follow up on these postings, but they will not be included in any reminder-procedure if that is to be performed.

If you want to inspect the payment documents for the transactions, click the links to the Payment (PAY) documents to the right of the list.

Close open postings by importing files from the factoring company
  1. Start in the Sent to factoring folder.

  2. Press F12 to open the action menu and choose the option Import Confirmations from file.

  3. In the Import/Export Wizard popup, click the Select file button.

  4. Browse for the confirmation file.

  5. Click the Upload button. During an import of an file RamBase will register the connected PAY to ST:4 and the related invoice will be closed (ST:9).

Close open postings manually
  1. Select documents for action.

    1. It is possible to mark one, some or all of the documents by using the check-boxes.

    2. To view selected documents, use the radio button. The documents may be un-checked if needed.

  2. Click the Select Action-button below the document list.

  3. Select action (Confirm Payment) in the new popup, or Press F12 and choose the option Select Action: Confirm Payment.

Import incoming payments file from bank
Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Receivables folder.

The Receivables folder lists all open postings in the Customer Ledger. From this folder you may confirm payments to close the postings or send payments to factoring for further handling.

Close open postings by importing confirmation files from the bank
  1. Start in the Receivables folder.

  2. Press F12 to open the action menu and choose the option Import Payments from file.

  3. In the Import/Export Wizard click the Select file button.

  4. Browse for the confirmation file.

  5. Click the Upload button.

During an import of an OCR-file RamBase will register the connected payment documents (PAY) to ST:4 and the other related transaction documents will be closed (ST:9). The PAY documents will appear in the Payments folder.

Confirm incoming payments not imported from file
Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Receivables folder.

The Receivables folder lists all open postings in the Customer Ledger. From this folder you may confirm payments to close the postings or send payments to factoring for further handling.

Confirm payments not imported from file, but confirmed by the bank
  1. Start in the Receivables folder.

  2. Select documents according to the received bank statement. It is possible to mark one, some or all of the documents by using the check-boxes. To view selected documents, use the radio button. The documents may be un-checked if needed.

  3. Click the Select Action button below the document list.

  4. Verify that there is no extra documents which might have been accidentally selected.

  5. Click the Confirm payment button.

  6. Verify that the selected bank match the actual bank receiving the payments.

  7. Set the currency date to the actual date the money was received.

  8. Make sure that there are no partial payments from one of the selected customers.

  9. If there are no partial payments, click the Start Action button. One Payment (PAY) will be generated per customer. The PAY documents appear in the Payments folder marked with st:4 which means that the payment is received and confirmed.

  10. A progress bar appears. When the process is complete a result window appears.

    • To view more information, click the numbers.

Invoices and credit notes where payments are confirmed, disappear from the Receivables folder, but will show in the Payments folder.

If there are payments that differs from the open amount - or partial payments, these payments have to be selected for a single customer only.

Partial payment of a sales invoice
  1. To open the Payments (PAY) application, find Finance in the RamBase menu and then Cash management. Click Payment transactions to enter the PAY application.

  2. Click the + icon in the lower left hand corner to create a new payment.

  3. Select bank and press ENTER.

  4. In the Pay Info section, select CUS in the PayType drop down-menu.

  5. Click the + icon in the lower left hand corner to add a new pay item.

  6. Click the yellow arrow next to the Account field.

  7. Select customer and press ENTER.

  8. To view all documents for this customer, click the yellow arrow next to the InvoiceRef field.

  9. In the Select documents to pay popup, select the correct sales invoice (CIN) and click OK. Note that the invoice is not payed yet, only selected for payment.

  10. In the Amount field in the Amounts section in the upper right hand corner, enter how much you have received.

  11. Press ENTER. The residual amount will appear in the fields Pay in Adv, Amount and AccountTrans, Amount.

  12. To post the residual amount against the customer ledger, click on the yellow arrow icon next to the field Pay in Adv, Amount.

  13. In the Payment in Advance popup, make sure to include a reference to the original sales invoice (CIN) in the Text field. Move the popup on the screen if you want to see the CIN reference.

  14. If you have got a new due date on the residual amount, make sure to change it to the correct date.

  15. Click OK.

  16. A new line with the residual amount (st:1) will appear in the Pay Item window .

  17. Press Esc. You are now back in the Payment window.

  18. From the action menu, click the option Register Payment.

  19. The payment is now registered (PAY st:4). The residual amount is now ready for payment on a PAY which is listed together with other unpaid invoices for this customer.

  20. If you want to verify the new open post, double click on the item line and the Pay Item window appears.

  21. In the Amounts section in the upper right hand corner, click on the link next to the field PayAdv. The Account Transaction Menu pops up.

  22. Click on the link in the Account column, the Customer window will open.

  23. Click on the Finance Transactions folder.

  24. Click on the radio button Open. The new PAY with the residual amount will be listed here together with other open transactions.

  25. To view the customer account transactions in a report, open the action menu and click on the option Cus Statement Report: All transactions.

Create outgoing payments

Outgoing payments can be made either manually or automatically. Based on updated balances from the accounts payable, you pay your debt via your bank. You can increase your efficiency by using EDI (Electronic Data Interchange).

It will decrease the risk of errors, and your accounts payable will always be updated.

Clearing

In cases where credit notes are issued from a supplier, conducting a clearing process is recommended. The invoices and credit notes from one particular supplier will then be settled. The clearing process may be performed in advance of generating the payment file to the bank or while sending the file to the bank.

Work with payments and clearing
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payables folder.

Clearing may be performed if there is a value in the SupCreditAmt column. Next to the value there is a bell icon. The color of the icon indicates if your company owes money to the supplier (yellow) or if the supplier owes money to you (red). In cases where there is a red icon, remittance to this supplier should be reconsidered.

Based on your company's settings in RamBase, clearing may be done automatically on a daily basis if:

  • The total amount on a supplier invoice (SIN) mirrors the total amount on the linked supplier credit note (SCN),

    OR

  • The total amount for both invoices and credit notes for one specific supplier is 0,-

For other cases where there are difference, the clearing has to be done manually.

Clearing before sending payments to the bank

Complete the following steps to perform clearing before sending payments to the bank:

  1. Click on the yellow bell icon. All the suppliers open postings are listed.

  2. Un-check the documents not relevant to this clearing.

    • The clearing might end up with a difference.  A new partial payment (PAY) document is created for the remaining amount.

  3. Set a due date for the remaining amount.

  4. Mark the clearing with an description in the Text field. This is not mandatory, but might be beneficial.

  5. Click the OK button.The new PAY document will appear in the list of open postings in the Payables folder and may be selected for action at a later time.

Clearing while sending payments to the bank

To perform clearing while sending payments to the bank, you follow the same procedure as described in the topic Generate outgoing payment files. Note that outgoing payments has to be grouped by supplier in order to do automatic clearing. If outgoing payments are grouped by invoice, credit notes will not pass the validation since it is impossible to pay a credit amount.

Generate outgoing payment files
Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payables folder.

Generate a payment file
  1. Select documents.

    • It is possible to mark one, some or all of the documents by using the check-boxes.

  2. Click the Select Action button below the document list.

  3. Verify that there is no extra documents which might have been accidentally selected.

  4. Click the Send to Bank button.

  5. Select the bank account you want to pay from. The account’s balance and file format are displayed.

  6. Select how the payments should be grouped: Either by invoice, by the due dates or by supplier.

  7. Select the pay date: Either the documents’ due dates or specify one pay date for all of the documents. This will be curdate on the payment.

  8. Click the Start Action button.

A remittance process starts. Payment (PAY) documents in ST:3 are created automatically. When the process is completed, a transfer log opens. Here you may inspect the results and see the reference to the connected supplier account transaction documents.

Depending on the file format set for the current bank account, the generated file will be sent directly to the bank (EDI) or emailed to the person that initiated the process (TELEPAY). In the latter the file must be uploaded to the bank manually.

Generate outgoing payments for manual bank transfer
Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payables folder.

Select documents for payment
  • Select documents that you want to make payments to, using the check-box to the left on each line. You may use filter on DueDate, Supplier account or other information. It is possible to select all invoices by pressing the Select All From Filter option in the dropdown menu in the St column.

If you want to pay invoice by invoice from your bank account, without creating payments in RamBase, you may now get a list of selected invoices that could be used to manually pay these out from your bank account. If you do not create these payments in RamBase, you will not be able to know what invoices you have entered in the bank. Therefore, we recommend that you use the functionality to first create the payments in RamBase, and then afterwards enter these payments manually into the bank. This is shown below under Create payments that should be entered manually into your bank.

Create a file / print of invoices that should be paid
  1. First select your documents as shown above.

  2. Click the Select Action button at the bottom of the page.

  3. In the popup, click on the View Report: Selection button. This action will open a report that will list all the selected invoices and could be used to enter payments manually into your bank.

  4. Use the Report by e-mail/print/ftp option in the context menu to send the report to an e-mail address or to print it.

Create payments that should be entered manually into your bank
  1. First select your documents as shown above.

  2. Click the Select Action button at the bottom of the page.

  3. In the popup, click on the Create Payments button.

  4. A new popup will appear, here you can select:

    • Bank - From what bank account you want to make the outgoing payments.

    • Group by - How should invoices be linked to payments: By Invoice, DueDate or Supplier.

    • Pay Date - When should the payments be paid out from your bank. On DUEDATE or on a given date.

  5. Click on the Create Payments button.

  6. This will open a new popup where you have to choices to create payments. A batch-job will run and create payments for all the selected invoices.

    • Create Payments ( Not sent to Bank ) - Payments will be created in status 2. When the payments are entered in the bank, use the F12 option Payment sent to Bank ( St=3 ) on all payment to update status on payments and invoices.

    • Create Payments ( Sent to Bank ) - Payments will be created in status 3. Select this button if the payments have been or will be entered in the bank, before you start the job.

  7. When all payments have been created in RamBase, you will receive an e-mail with a file attachment listing all payments that have been created. This list could be used to enter these payments in your bank.

All invoices that are linked to these payments will now have Status = 8. This tells you the invoice has a payment that has been sent to the bank, but the payment is not yet confirmed from the bank.

International supplier payments by file

International payments means money transferred across borders.

In RamBase it is possible to make international payments by file, which means that system handles international payments automatically, as easily and efficiently as domestic payments by file. When you use this feature, the system reconciles the supplier's ledger without manual handling. International payments by file will reduce the risk of incorrect registration, and you will save a lot of time.

It is important to set up each supplier with the correct financial data, such as currency and bank details. One supplier can have many banks with different currencies. Make sure that the supplier invoice (SIN) is registered with the same currency as the given bank details.

If the affected general ledger (GL) accounts are set up with agio calculation, the system will handle this automatically.

Supplier setup for international payments by file
  1. To open the Supplier (SUP) application, find Procurement in the RamBase menu and then Supplier management. Click Suppliers to enter the SUP application.

  2. Highlight the relevant supplier and press ENTER.

  3. Open the Finance Data folder.

  4. In the Finance Data section, use the drop-down menu in the Cur field to select the currency(-ies) that are valid for this supplier.

  5. In the Bank Accounts section, click the + icon to add a bank account in a foreign currency.

    Make sure that the currency is defined as a valid currency for this supplier (see step 4).

  6. In the Supplier Bank Accounts popup, make sure to select the correct:

    1. Currency

    2. Account number

    3. IBAN

    4. Swift code

  7. In some countries it is also mandatory to add a Bank Code.

The currencies displayed in the drop-down menu in the Supplier Bank Accounts popup reflects the currency(-ies) defined as valid for this supplier.

Send outgoing payment files to the bank

If TELEPAY is the default payment format, the user will receive the remittance file by e-mail.

Upload the file to the bank
  1. Usually the online bank service has a defined filepath from where the remittance files will be loaded from. Save, or use drag and drop on the file received by email to this folder.

  2. Log in to your online bank.

  3. Locate the file transfer folder.

  4. Upload the file.

  5. Press Send.

  6. Approve the payments in your online bank.

Confirm outgoing payments

When the bank has completed the transfers, the payments have to be confirmed in RamBase.

How the confirmation is handled depends on the file format set for the current bank account:

EDI

Within a certain time-frame (for example 60 minutes) the file sent from RamBase is handled by the bank. When the bank has completed the transfers, a file is sent directly back to the RamBase system. The confirmation is done and the Pay documents in ST:3 is automatically set to ST:4. This status indicates that the payments are confirmed by the bank.

TELEPAY

During the night the file you uploaded in the online bank is handled by the bank. When the transfers are completed, the bank generates a confirmation file. This file can be downloaded from the online bank and imported into RamBase. Use the Confirm PAY: Banks (CONFPAY) application in RamBase to handle unconfirmed payments. This process is usually performed once a day.

Download and save the confirmation file
  1. Log in to your online bank.

  2. Locate the file transfer folder.

  3. Download the confirmation file.

  4. Save the file locally on your computer.

Import the confirmation file to RamBase
  1. To open the Confirm PAY: Banks (CONFPAY) application, find Finance in the RamBase menu and then Cash management. Click Unconfirmed transactions to enter the CONFPAY application.

  2. Press F12 to open the action menu and choose the option Import Supplier Payment Confirmations.

  3. In the Import/Export Wizard select the format for the job.

  4. Press the Next> button.

  5. Upload the confirmation file you saved locally.

When the file is imported to RamBase, all associated PAY documents change status from ST:3 to ST:4 automatically, and the connected invoices will be set to ST:9 which indicates that the invoices are paid and the payments are confirmed. If there are any problems concerning the payments, the associated PAY documents will remain in ST:3.

Currency dates and unconfirmed transactions

In the Confirm PAY: Banks (CONFPAY) application you get an overview of all unconfirmed transactions.

There will be one item line for each combination of bank account and currency date. Each of these item lines contain one or more payments. You can press ENTER on an item line to view the payment(s) that are included.

If you change the currency date on one of the payments included in an item line. This will generate a new item line in the CONFPAY table with this unique combination of bank account and currency date, as long as this combination does not already exist. If so, the payment will be added to the relevant combination.

The CurDate column

The CurDate column in the table lists the preferred payment date. This is based on the due date from the invoices that were sent for payment in the Pay Management (PAM) application.

The CurDate field

The fields CurDate and Period in the upper right corner of the CONFPAY window reflect the bank date and the fiscal period that will be used if you use the F12 option Confirm Payments.

Make sure that the CurDate and Period fields are in compliance to the currency date on the file from the bank. All confirmed payments (PAY) will then be updated with this date and period.

Create payment documents manually

Sometimes you have to pay an invoice manually in the online bank. After the payment has been made, you have to register the payment in RamBase to make a payment document (PAY), and then confirm it afterwards.

Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payments folder.

Register already performed payments
  1. Start in the Payments folder.

  2. Click the + icon on the lower left side of the page.

  3. Highlight the specific bank account and press ENTER.

  4. Set the correct currency date in the CurDate field in the Pay Info section.

  5. Select the correct kind of payment from the drop down menu in the PayType field.

  6. Click the + icon to the lower left of the window to add items to the document in order to specify what the payment is for.

  7. Press ENTER in the Account field to open the list of suppliers or customers depending on what you selected in the PayType field.

  8. Select the relevant supplier or customer and press ENTER.

  9. In the InvoiceRef field, press ENTER to open the list of open posts connected to the selected supplier or customer.

  10. It is also possible to search for invoices directly without defining suppliers or customers first:

    • Add the invoice number in the InvoiceRef field and press ENTER.

  11. Mark the post(s) relevant to this payment.

  12. Click the OK button.

  13. Press Esc.

  14. Press F12 to open the action menu and choose the option Register Payment. The manual payment for the connected invoice / credit note is now registered and confirmed.

Partial payment of a Supplier Invoice
  1. To open the Payments (PAY) application, find Finance in the RamBase menu and then Cash management. Click Payment transactions to enter the PAY application.

  2. Click the + icon in the lower left hand corner to create a new payment.

  3. Select bank and press ENTER.

  4. In the Pay Info section, select Sup in the PayType drop down-menu.

  5. Click the + icon in the lower left hand corner to add a new pay item.

  6. Click the yellow arrow next to the Account field.

  7. Select supplier and press ENTER.

  8. To view all documents for this supplier, click the yellow arrow next to the InvoiceRef field.

  9. In the Select documents to pay popup, select the correct supplier invoice (SIN) and click OK. Note that the invoice is not payed yet, only selected for payment.

  10. In the Amount field in the Amounts section in the upper right hand corner, enter how much you want to pay. Remember to add a subtraction symbol prefix for outgoing payments.

  11. Press ENTER. The residual amount will appear in the fields Pay in Adv, Amount and AccountTrans, Amount.

  12. To post the residual amount against the supplier ledger, click on the yellow arrow icon next to the field Pay in Adv, Amount.

  13. In the Payment in Advance popup, make sure to include a reference to the original supplier invoice (SIN) in the Text field. Move the popup on the screen if you want to see the SIN-reference.

  14. If you have got a new due date on the residual amount, make sure to change it to the correct date.

  15. Click OK.

  16. A new line with the residual amount (st:1) will appear in the Pay Item window .

  17. Press Esc. You are now back in the Payment window.

  18. From the action menu, click the option Register Payment.

  19. The payment is now registered (PAY st:4).The residual amount is now ready for payment on a PAY which is listed together with other unpaid invoices for this supplier.

  20. If you want to verify the new open post, double click on the item line and the Pay Item window appears.

  21. In the Amounts section in the upper right hand corner, click on the link next to the field PayAdv. The Account Transaction Menu pops up.

  22. Click on the link in the Account column, the Supplier window will open.

  23. Click on the Finance Transactions folder.

  24. Click on the radio button Open. The new PAY with the residual amount will be listed here together with other open transactions.

  25. To view the supplier account transactions in a report, open the action menu and click on the option Sup Statement Report: All transactions.

Post transactions to multiple accounts

Sometimes it might be necessary to post transactions on the same Payment (PAY) document to multiple accounts. For example bank fees in addition to the invoice/credit note amount.

Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payments folder.

Post transactions to multiple accounts
  1. Start in the Payments folder.

  2. Select a PAY document in editable mode (St:1) and press ENTER.

  3. Highlight the relevant item line (St:1) and press ENTER.

  4. Enter the bank fee in the bottom one of the two Amount fields. This Amount field refers to posting directly against the general ledger. The Payment in Adv. Amount field refers to posting against the customer/supplier ledger.

  5. Click the arrow icon next to the Amount field. A list of accounts appears.

  6. Select one of the accounts displayed, or select the More Accounts... line and press ENTER to view more. The accounts to be listed are based on the system setup.

  7. Select the appropriate account and press ENTER.

  8. Click the OK button. The fee will appear in the list of items on the PAY document.

  9. If you want to post to more accounts, repeat step 6-11.

  10. When all postings are complete, press F12 to open the action menu and choose the Register Payment option. The payment document is now registered and the payment is confirmed.

Confirm manual outgoing payments

Sometimes you have to pay an invoice manually in the online bank. After the payment has been done, you have to register the payment it in RamBase to make a payment document (PAY), and then confirm it afterwards.

Work with payments
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Payables folder.

Confirm a manual payment
  1. Click on the invoice-link (SIN/XXXXXX) in the Doc column to open the invoice.

  2. Press F12 to open the action menu and choose the option Make Payment to Supplier Invoice.

  3. Select the bank account to pay from.

  4. Describe the payment in the text-field. This is optional.

  5. Click the OK button. A progress bar appears. A PAY document in ST:3 is created and a link to this (PAY/XXXXXX-x) appears on the invoice on the lower right side. The invoice's status is changed to ST:8. This status indicates that the invoice has been paid, but the payment is not confirmed.

  6. Click on the PAY/XXXXXX-link.

  7. Change the value in the CurDate field to the actual date the payment was made.

  8. Press F12 and choose the option Register Payment. The status on the PAY document changes from ST:3 to ST:4.

  9. Press Esc.

  10. The status on the Supplier Invoice has changed to ST:9 which means that it has been paid and the payment is confirmed.

Pre-Payment to Supplier
  1. To open the Purchase orders (SPO) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase orders to enter the SPO application.

  2. Create a Purchase order (SPO).

  3. Click on the Register purchase order option in the context menu to register the SPO.

     

  4. Enter the Supplier and press F12 to open the action menu, choose the Make PrePayment to Supplier option.

     

    1. Select bank in the BankNo field.

    2. Select currency date in the CurDate field.

    3. Select amount in the Amount field.

    4. Recommended, but optional, write the SPO reference in the Text field.

       

  5. Click the OK button.

  6. This will create two payments.

     

  7. The first PAY document goes to the clearing bank and to status 4. This pay has created two subsidiary ledger entries. One for payment of the amount to the Supplier (SAT document in status 8) and one for offset to be used later when the SIN is registered (SAT document in status 6).

     

  8. The SAT document in status 8 belongs to the PAY document in status 2. Settle the payment in the bank and then press F12 to open the action menu and choose the Payment sent to Bank (St=3 ) option.

     

  9. When the amount is deducted in the bank, press F12 to open the action menu and choose the Register Payment option to set it to status 4.

  10. Forward the SPO to a Goods reception (SSA) when the goods arrive.

  11. Use the Register as stock option in the context menu to register the SSA to stock.

     

  12. Forward the SSA to a Supplier Invoice (SIN). Choose the Forward all items to supplier invoice.. option in the context menu.

  13. Press F12 to open the action menu and choose the Register Supplier Invoice option to set the SIN to status 4.

     

  14. To offset the SIN and the open subsidiary ledger entries, create a manual PAY on the clearing bank.

  15. Enter the Payment (PAY) application.

  16. Click the Create PAY icon.

  17. Select the Clearing bank and press ENTER.

     

    1. Select period in the Period field.

    2. Select the currency date in the CurDate field.

    3. Select Sup in the PayType field.

  18. Click the New PAY Item icon.

  19. In the Pay Item window, select the SUP in the Account field.

  20. Click on the InvoiceRef field and press ENTER.

     

  21. Select the SIN and PAY documents and click the OK button.

  22. Press F12 to open the action menu and choose the Register Payment option to register the PAY.

     

Bank reconciliation

Before starting a bank reconciliation, the bank statements have to be imported from the bank into RamBase.

When bank statements are imported, the reconciliation job can be initiated manually, or carried out automatically on a regular basis due to your company's setup. Regardless of how the reconciliation job is initiated, the reconciliations must be inspected and confirmed manually.

Automated bank reconciliation (BST)
Initiate a bank reconciliation
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Bank Statements folder.

The bank statements folder lists all bank statement documents. These documents are based on the files imported from the bank(s).

Import a new file from the bank
  1. Start in the Bank Statements folder.

  2. Press F12 to open the action menu and choose the option Import Bank Statements from file.

  3. Select the bank you want to import the file from.

  4. Click the Next button.

  5. Browse to the bank statement file and click the Upload button. A progress bar will appear. This process might take a while.

When the import is finished, one or several BST documents are made. One BST document is made for each transaction date. All transactions on the same date will appear as items on the relevant BST document. The recently generated BST documents will be listed in the Bank Statements folder with status 2. This means that they are registered into RamBase, and are ready for reconciliation. If the BST documents are not listed in status 2, there is a deviation.

From the Bank statements folder you may import bank statement-files from bank and initiate an automated bank reconciliation. The reconciliation will be performed automatically on a regular basis due to your company's setup, but there is an option to initiate the bank reconciliation manually whenever you want.

Import bank statements from bank integration

The Activate Bank Integration setting must be active to import bank statements from bank integration.

  1. Start in the Bank Statements folder.

  2. Press F12 to open the action menu and choose the Import Bank Statements from Bank Integration option.

  3. In the popup, select bank in the Bank field and dates in the From Date & To Date fields.

  4. Click the OK button.

When the import is finished, one or several BST documents are made. One BST document is made for each transaction date. All transactions on the same date will appear as items on the relevant BST document. The recently generated BST documents will be listed in the Bank Statements folder with status 2. This means that they are registered into RamBase, and are ready for reconciliation. If the BST documents are not listed in status 2, there is a deviation.

Start a bank reconciliation
  1. Start in the Bank Statements folder.

  2. Press F12 and choose the option Start Bank Statement Reconciliation Job. The reconciliation compares the bank transactions (BST items) against the payment documents (PAY) registered in RamBase.

    • If RamBase finds a match between a BST item and a PAY document, the BST document will be put to status 8. This means that the automated reconciliation was successful. A bank statement (BST document) in status 8 can be confirmed as reconciled.

    • If RamBase finds a partial match, that is a match with minor deviations, the BST document is put to status 3.

    • If RamBase does not find a match, the BST document will be put to status 2.

    • BST documents in status 1 indicates file error.

BST documents put to status 2 and 3 have to be reconciled manually. Open every document and highlight the item line with status 2 or 3 and press ENTER. The next action depends on the status on the item line. Regardless of the item's initial status, you should end up with a successful reconciliation and a BST document in status 8.

Repeat this reconciliation procedure until all BST documents are in status 8.

Reconcile an unmatched transaction (St:2)
  1. Start in the Bank Statements folder.

  2. Select a BST document in status 2.

     

  3. Press ENTER. All transactions for that specific date (BST items) will be listed. The list is sorted by status code, putting transactions with status code 2 on top.

  4. Select an unmatched transaction (St:2).

  5. Press ENTER. The Bank Statement Line popup will appear.

  6. Click the magnifier icon in the Pay Info section to view the PAY documents which can possibly match the transaction (BST item).

  7. Note the default value in the Date (Min-Max)-fields. Change them if necessary. You may also use the amount fields to limit the number of possible documents.

  8. Select the matching PAY document.Note! If no PAY document matches, a payment has not been registered yet. If so, follow this procedure:

    1. Inspect your bank statement.

    2. Create a new PAY document based on the information in the bank statement.

    3. Go to the Pay Managements (PAM) Payments folder for creating it.

    4. Go back to the BST folder and repeat from step 1.

  9. Click the Confirm button.If the transaction (BST item) is set to status 3, it has to be confirmed. In such cases, follow this procedure:

    1. Press F12 to open the action menu.

    2. Choose the option Confirm BST item (St=4) to reconcile the transaction.

  10. When the last BST item on this document is reconciled, all BST items and the BST document will be put to status 8.

Reconcile a partial matched transaction (St:3)
  1. Start in the Bank Statements folder.

  2. Select a BST document in status 3.

  3. Press ENTER. All transactions for that specific date (BST items) will be listed. The list is sorted by status code, putting transactions with status code 3 on top.

  4. Select a partial matched transaction (St:3).

  5. Press ENTER. The Bank Statement Line popup will appear.

  6. Inspect the invoice, the bank statement and the PAY document, and compare the amounts.

  7. If the deviation is due to errors when punching the PAY document manually, do as follows:

  8. Click on the trash bin icon on the line of the incorrect PAY document. It will disappear from the list.

  9. Click on the magnifier icon and look up the same PAY document.

  10. Do not select it by ticking the check box, but click on the PAY-link. The Pay Document popup appears.

  11. Press F12 and choose the option Backward PAY.

  12. Press ENTER on the item line and make corrections.

  13. Press Esc.

  14. Press F12 and choose the option Forward PAY (St:4).

  15. Press Esc to return to the Link PAY to BST-popup.

  16. Select the same PAY document by ticking the check-box to the left on the line.

  17. Click the Confirm button.

If there are more BST items in status 3, the recently reconciled BST item will be put to status 3. Repeat the procedure until all BST items in status 3 are reconciled.

When the last BST item is reconciled, all the BST items and the BST document will be put to status 8.

To complete the bank reconciliation, the bank statements have to be confirmed. There are two ways of doing it either confirming all bank statements for one bank at the same time, or confirming each BST document individually.

Confirm all bank statements for one bank
  1. Start in the Bank Statements folder.

  2. Select a BST document in status 8 from the relevant bank.

  3. Press F12 and choose the option Confirm All Bank Statements for this Bank.

Confirm a single bank statement
  1. Start in the Bank Statements folder.

  2. Select a BST document in status 8 and press ENTER.

  3. Press F12 and choose the option Confirm Bank Statement (St=9).

  4. When the reconciliation of a BST document is confirmed (St:9), the connected payment (PAY) document will be put to status 9 too. This indicates that it is reconciled and there is no need for further handling. Unreconciled PAY documents will remain in status 4.

Deviation

If there is a deviation between the value in the field Amount in the Bank Totals-section and the total amount of the item lines,

the BST document will be in status 1, and you will not be allowed to proceed.

Press F12 and select Create new item from deviation amount.

A new item line with the amount of the deviation will appear, the BST document will be in status 2, and you can continue the bank reconciliation procedure.

Create a Payment (PAY) directly from an Bank Statement (BST) document
  1. Enter the Bank Statement (BST) document.

  2. Click the Create Payment icon in the PayRef column to create a PAY in status 1.

  3. Check the payment information and make necessary changes.

  4. Click F12 to open the action menu and choose the Register Payment option.

Manual bank reconciliation

Sometimes the bank reconciliation has to be done manually. PAY Reconciliation (RECPAY) lists all banks registered in RamBase which have un-reconciled payment documents (St:4). Finished reconciliation jobs will also be listed in RECPAY (St:9).

  1. To open the PAY Reconciliation (RECPAY) application, find Finance in the RamBase menu and then Cash management. Click Manual bank reconciliation to enter the RECPAY application.

  2. Click on the magnifying glass on the upper right of the screen to filter the bank to reconcile.

  3. Click on the + icon on the left of the document line.

  4. To ease the traceability of this manual bank reconciliation, enter a reference to the reconciliation in the BankRef field. The reference should be a combination of year and date (yyyy.mm.dd), or a combination of year and serial number (yyyy.xxx).

  5. Click the OK button.

    This is the main window for the reconciliation job. Note that the reconciliation is set to status 0 which indicates that this is a new reconciliation which is created by the system. A reconciliation job is not registered before there are PAY documents connected to it.

  6. Click on the magnifying glass in the Title section to bring up the Select Payments popup, and select the documents for this specific period.

  7. Press Esc.

  8. Press F12 to open the action menu and choose the option Confirm (St=9). When the reconciliation of a BST document is confirmed (St:9), the connected PAY document will be put to status 9 too. This indicates that it is reconciled and there is no need for further handling. Unreconciled PAY documents will remain in status 4.

Bankconnector

Bank integration is currently available for Scandinavian banks. To get started, please contact your partner, or RamBase directly if you are not connected to a partner.

Outgoing Payments

Do the following to generate a payment file.

  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Enter the Payables tab.

  3. Select documents. It is possible to mark one, some or all of the documents by using the checkboxes.

  4. Click the Select Action button. Verify that there are no extra documents which might have been accidentally selected.

  5. Click the Send To Bank button.

  6. Select the bank account you want to pay from in the Bank field. The account balance and file format are displayed in the Bank field.

  7. Select how the payments should be grouped in the Group by field. Either by Invoice, DueDate or Supplier.

  8. Select the pay date in the Pay Date field. Either the documents’ due dates or specify one pay date for all of the documents. This will be currency date on the payment.

  9. Click the Send To Bank button. The payment is now sent to bank, and the user must log in to the online bank to approve the payments.

Note:

If the payment is rejected for some reason the PAY document will stay in status 2.

To read the rejection message you can either enter the PAY item or you can enter the Remittance tab in PAM. This tab gives an overview over all remittance sent and its status.

If, for example, the structure creditor reference is invalid or missing. The user must discard the PAY document, correct the creditor reference on the invoice, and try to pay the invoice one more time.

Incoming payments

When using bankconnector, incoming payments will be directly transferred from bank to RamBase. If RamBase can match the payment against an invoice automatically, the PAY document will go directly to status 4. If there is some payment RamBase can not match automatically, the PAY document will stay in status 2. If this is the case, the user must do the matching manually.

  1. Enter the PAY document.

  2. Press F12 to open the action menu and choose the Reopen Payment (ST=1) option.

  3. Enter the PAY item and connect the payments to the correct invoice or GL account.

  4. Register the payment with the F12 option Register Payment.

Bank Statement (BST)

When using bankconnector there will be imported bank reconciliation files to RamBase daily. The files are imported in two steps:

  1. First all transactions are created on a Bank Statement (BST) document. When this is done, the BST document will receive status 1.

  2. Then the balances are imported to the same BST document. The status of the BST document are now dependent on different factors.

    1. If ingoing balance on the BST document equals outgoing balance on the previous BST document, the document will receive status 2.

    2. If ingoing balance on the BST document does not equal outgoing balance on previous BST document, the document will stay in status 1. This will normally happen for the first BST document after you have started with bankconnector, or if something has gone wrong in the bank. For the first BST document, please see description further below. If something has gone wrong in the bank, please contact RamBase servicedesk, or a RamBase partner.

  3. When BST is created in status 2, RamBase runs automatically reconciliations jobs in given intervals to reconcile the bank statement.

To follow up unmatched transactions, please see the section Automated bank reconciliation (BST) in the RamBase webhelp. The process are described under Reconcile an unmatched transaction (St:2).

First BST document

For the first BST document that is imported, it is not possible to control ingoing balance against any other BST. RamBase will check balance against the balance in the Bank (BANK).

If there is no PAY documents in the BANK, RamBase will check the balance against Balance, Bank in the Key Figures area.

If there is PAY documents registered, RamBase will check the balance against Payments, reconciled in the Key Figures area.

To get the first BST document in status 2, make sure that all transactions until the date of the first BST is registered and reconciled in RamBase.

Inventory

In RamBase, the logistic system holds all details about inbound and outbound movements in the warehouse, on a transaction level. Transactions in the logistic system will not be posted directly to accounts in the general ledger. The inventory balances are kept in a separate register called Stock Value (SVR) application. The values in this register are recalculated every night, and will be imported into the general ledger either automatically on a scheduled basis, or manually.

There is a setting in the system where you decide if the inventory balances should be imported to the general ledger as a total amount or be split between the physical stock value and work in progress balances.

The inventory balance in the SVR application do not include goods that are customer owned or supplier owned, only goods that your company owns. Information about the inventory balance is grouped by product, currency, warehouse location and account dimensions like department, projects etc. It also holds information about each article's turnover.

Detailed information about the inventory balances can be inspected in the Inventory Balances (INVBAL) application.

For detailed information about each product, use the SVR application.

Detailed information about the work in progress balances can be inspected in the Product Work Balances (PWBAL) application.

Settings for Finance - Inventory

Setting name

Description

Date for price depreciation on Shipping Advice (SSA)

This setting decides the default date in popup shown by F12 - ""Price Depreciation"" from a Shipping advice (SSA) item.

SYSDATE = Todays date

SSADATE = Date from Goods reception (SSA.DATE) -  If price revision already exist, use last revision date

Date for price protection on Shipping Advice (SSA)

This setting decides the default date in popup shown by F12 - ""Price Protection"" from a Purchase Order (SPO) item, Purchase order response (SOA) item or a Goods reception (SSA) item.

SYSDATE = Todays date

SSADATE = Date from document (DOC.DATE) -  If price revision already exist, use last revision date

Date for price reduction on Shipping Advice (SSA)

This setting decides the default date in popup shown by F12 - ""RMA Price Reduction"" from a Shipping advice (SSA) item.

SYSDATE = Todays date

SSADATE = Date from Goods reception (SSA.DATE) -  If price revision already exist, use last revision date

Date when changing price on Shipping Advice (SSA)

This setting decides the default date in popup shown by F12 - ""Change Price"" from a Shipping advice (SSA) item.

SYSDATE = Todays date

SSADATE = Date from Goods Reception (SSA.DATE) -  If price revision already exist, use last revision date

Days to Keep Goods Reception Items (SSA) in Product Balance - Goods No Invoice

Number of Days to Keep Goods Reception Items ( SSA-Items ) as part of Product Balance, Waiting for Supplier Invoice (SIN). When this number of days passes, the Goods Reception Item wil automatically be closed (Item Status=9) and will not be part of the Product Balances that will be imported to General Ledger

Goods Reception (SSA) Automatic Price Update

Batch job "FINANCE: Link SSA to SIN in St0/St3" checks this parameter to decide if price on SSA should be automatically changed by this batch.

E.g of Value: SSAPRICEUPD,10,150 - where the 2nd commalistelement holds max %-deviation between SSA.PRICE and SIN.PRICE that will be changed automatically. 3rd element is max change in total SSA.AMOUNT.

Import of claims from and to supplier

Used to activate functionality that will post Goods Receiption ( SSA ), Supplier Return ( SRT ) and Supplier Credit Claim ( SCC ) to Product Account Register ( PAT ), so that Shipments that are not invoiced and Claims that are not credited could be imported to General Ledger (ATR).

Import inventory balances to the general ledger

The inventory balance in the Stock Value (SVR) application is recalculated every night so it is updated in accordance with the logistic system. When inventory balances are imported to the general ledger, the values will be posted as assets in the Balance sheet and cost of goods in the Profit and loss account.

Two ways to import the inventory balance to the general ledger
  • Automatic - On a scheduled basis, the inventory balance is imported to the General ledger by nightly batch jobs. Valid options for automatic import to the General ledger are daily (D) and monthly (M). The schedule is defined in the setting GL Import Inventory Schedule.

  • Manual - It is also possible to initiate import of the inventory balance manually. This is often done through the accounting period closure procedure. If you do not import the inventory balance on a daily basis, the General ledger will not be updated with correct cost of goods. If you are going to create a correct profit and loss report, make sure to import the inventory balances.

Manually import inventory balances

Inventory accounting is a separate register in RamBase.

Three main categories used when calculating inventory balances
  • Value of goods in stock (StockAmt).

  • Value of goods in production (ProdAmt) - only relevant for the Production module.

  • Value of goods on order (BacklogAmt) - only relevant for the Auction module.

One of the procedures during period closure is to import the inventory balance to the general ledger. A decrease in stock value gives an increase in cost of goods, which again has a negative impact of this periods net margin.

When closing an accounting period, the closing period's opening balance has to be reversed, and the current period's balance has to be imported.

Based on your company's setup it is possible to import inventory balances automatically on a nightly or monthly basis.

Import inventory balances
  1. To open the Period Account Register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the relevant period and press ENTER. Periods in status 4 are open for posting, periods in status 6 are closed, but finance super-users can still make changes.

  3. Select the Inventory Balances folder.

Reverse the last period's inventory balances
  • Click on the + icon on the line marked with Invent in the Transaction column and Reversal in the Type column. A progress bar appears.

A General ledger (ATR) posting will be created, and you will see a link to it.

Import the current inventory balances
  • Click on the + icon on the line marked with Invent in the Trans column and Import in the Type column. A progress bar appears.

A ATR posting will be created, and you will see a link to it.

When the inventory balances are imported there will be an amount showing on the right side on the Imported line. This is the new balance and shows the impact on the balance account. On the bottom right corner there will be an amount on the Change in period line, this balance shows the impact on the cost account.

Note the amount showing on the Imported line. Click the numbers and you will be redirected to the Inventory Balances (INVBAL). The amount in the StockAmt column on the bottom right corner of INVBAL should be equal to the amount on the Imported line in the (PAR) application.

For manufacturing companies, subtract the amount in the ProdAmt column from the amount in the StockAmt column in INVBAL and the sum should be equal to the amount on the Imported line in PAR.

Inventory movement

It is possible to report all inventory movement (in or out) for  a specific number of months, as in the Stock Value Register (SVR) there is a field that tells when a product was last registered into stock (LINDATE = Last In Date) and when it was last taken out of stock (LOUTDATE = Last Out Date).

These fields can be used as a filter in stock reports to list articles that have / have not been moved for a given period of time.

The report SVR Turn-Report: Group by Art (REP/100343) can list articles with movement before a given date (e.g. 1st of February 2019) by using this filter: REP/100343;LOUTDATE&lt;2019.02.01

The Inventory Balances (INVBAL) can list stock value for articles per end of a specific year (e.g. 2018), but only articles that have had no movement after a given date (e.g. 25th of January), by using this filter: INVBAL1/201812;LOUTDATE&lt;2018.01.25

To get the report as a file attachment by e-mail:

  • Select the option Make CSV file from the context menu

Stock entry system

The stock entry system in RamBase consist of the Stock (STOCK), Stock items (STI) and Stock entries (INV) applications. They give the user an opportunity to gain full control over the stock value, both current and historical, on different levels.

  • The STOCK application shows the total value of goods in stock, and goods picked to productions at the accumulated level.

  • The STI application shows the total value of goods in stock and goods picked to productions grouped per product.

  • The INV application shows the total value of each goods reception and provides a detailed list of all transactions related to that specific reception, from the first reception to the picking/shipping of the last related item.

Stock transaction types

Each type of transaction that affect the stock will get tagged with a transaction type. We currently operate with the following transaction types in RamBase:

Goods received in stock

These transactions occur when a Goods reception (SSA) is registered to a status greater than 2. When a Goods reception (SSA) is registered, the Stock entry (INV) is created. At the same time, a transaction is added to the cost change log. Finally, it adds a transaction to the transactions log stating the quantity and cost.

The transaction types from 1 – 14 is goods received from outside the company, while transaction types from 21 – 32 is goods received from another location within same company (database). In addition, we have transaction type 65 which happens after a manual correction of stock.

1 – Goods reception

This is a standard Goods reception (SSA) document that is registered when goods are received to stock.

2 - Produced goods

This is when you register a Goods reception (SSA) document with type: Production. Meaning you have produced goods that are now placed to stock.

3 – Service

This is when you register an SSA document of type: Service.

4 – Customer owned product

When you receive a product that is owned by your customer. This will not affect the value of STOCK (Since this is base for your accounts), but it will be registered as a transaction and affect the count so it will be possible to keep track of the movement of these products.

5 – Return of goods

When you register an SSA that is a return from customer.

6 – Return for repair or service

Goods received for repair or service are registered as customer owned.

7 - Supplier owned product

If you receive something to stock that is owned by your supplier. Mostly used by auction companies.

8 - Replacement from supplier

If you receive something to stock from your supplier that is replacing another product.

9 - Repaired by supplier

Goods reception with type REPAIRSUPRETURN registered.

10 - By-product of production

Goods reception with type BYPRODUCT registered from a production.

11 - Part changed during production

Goods reception with type PARTCHGPROD registered from a production.

12 - Part from dismantle

Goods reception with type DISMANTLE registered.

13 – Return of unknown shipment

Goods reception document registered, and shipment/origin is unknown.

14 – Return of materials inserted in produced products

Goods reception from production when a material inserted in a produced production is returned.

21 - Transfer of regular goods

Goods reception received from another location within same company.

22 - Transfer of produced goods

Goods reception of products that are produced in the same company but at a different location.

23 - Transfer of serviced goods

Goods reception from another location within same company and the document type is Service.

24 - Transfer of Customer owned product

Goods reception from another location within same company. Product is owned by the customer.

25 - Transfer of returned goods

Goods reception from another location within same company. Product is returned by the customer.

26 - Transfer of repair or service

Goods reception from another location within same company. Product is owned and returned by the customer.

27 - Transfer of supplier owned product

Goods reception from another location within same company. Product is owned by the supplier.

28 - Transfer of replacement from supplier

Goods reception from another location within same company. Product is sent from supplier to replace another product.

29 - Transfer of repaired by supplier

Goods reception from another location within same company. Product is returned from supplier after repair.

30 - Transfer of by-product

Goods reception from another location within same company. Product is a by-product from production.

31 - Transfer of part changed during production

Goods reception from another location within same company. Product is a part that is changed from a previous production at another location.

32 - Transfer of part from dismantle.

Goods reception from another location within same company. Product is a part that is dismantled from a previous production at another location.

65 - Stock correction, increase

On a Goods reception item it is possible to correct the quantity of the product if it proves that it is not correct. If you correct the quantity up this transaction will occur in STOCK to log that.

Goods out of stock

There are several ways the system will consume goods from stock and by that reducing the value of your stock. The different types of transactions that will reduce the stock quantity are listed below:

100 - Shipping advice

This is a transaction based on a standard shipping advice when goods are shipped to the customer.

110 - Pick to production work order

Transaction occurs when products are picked from stock into a production work order. These products will be part of work in progress.

120 - Supplier return

Transaction occurs when shipping products that are going to be returned to the supplier.

130 - Stock correction, decrease

On a goods reception item it is possible to correct the quantity of the product if it proves that it is not correct. If you correct the quantity down this transaction will occur in STOCK to log that.

140 - Service order

Transaction occurs then sending out goods on a service order.

150 - Goods transfer

Transaction will occur when transferring goods from one location to another location within same company (database).

Other transactions

60 - Undo shipping of shipping advice

Transaction will occur when undo shipping is done on a shipping advice. This will place the product back into stock and increase the stock value.

70 - Undo shipping of supplier return

Transaction will occur when undo shipping is done on a shipping advice of type: Supplier return. This will place the product back into stock and increase the stock value.

81 - Undo pick in production

Transaction will occur when a picked product is unpicked. This will place the product back into stock and increase the stock value.

250 - Change of price

Transaction will occur when price is changed on a Goods reception document. Change of price can be caused by:

  1. Invoice is registered against the Purchase order with a different price, and price updates automatically if it complies with company setting.

  2. Price change is done directly on the goods reception item manually by the user.

Change in price will either increase of decrease the value of the goods remaining in stock. If the goods have been taken out of stock, a price change will not affect the stock value back in time. It will only affect the cost of the given goods:

  1. If the goods have been sold before the price change, it will affect the cost and Gross Margin of that sale.

  2. If the goods have been picked and used in a production, it will affect the cost of that finished product.

  3. If the goods have been picked for production and production is ongoing, the Work in Progress will be affected by the price change.

350 - Change in exchange rate, when running GM-model C (Current)

Some companies run on GM-model Current, meaning stock in foreign currency will get recalculated every day, via an automatic nightly batch job, because of new currency rates. These updates will get logged with a separate transaction.

The Stock (STOCK) application

The STOCK application shows the total value of goods in stock, and goods picked to productions at the accumulated level.

In the first view when entering the STOCK application, you will get the total stock value, continuously updated in addition to the total work in progress (WIP) value. Note that the Total WIP value field shows you the material value of work in progress, and does not included labor cost, machine cost etc. To see the total work in progress value, go to the Production work order balances (PWBAL) application.

By default, the numbers are displayed based on all locations, but it is possible to check only one by selecting the location in the top left corner. It is also possible to choose if you want to see all the values based on the products costing method, or by specific identification in the Present with field.

There are five different tabs in the STOCK application. They will give the user different details and insight into the stock values:

Stock value history

This gives an overview over total stock value over time and changes in stock value from period to period. It is possible to view the numbers in a chart or in a list view.

You can choose to see the numbers grouped by Date, Week, Month, Quarter or Year. It is also possible to filter on Department (DEP) or Project (PRJ).

Stock items

Stock items presents a list over all products registered that can have an affect on stock value, which is Products (ART) with class c, p, m and K*. It gives you the quantity currently in stock and total stock value. Highlight a product and pressing ENTER will take you to the Stock items (STI) application.

Stock entries

Stock entries shows a list over all entries to stock registered on goods reception documents. Highlight an entry and pressing ENTER will take you to the Stock entries (INV) application.

Stock transaction types

This view can give a good overview over how much the different transaction types affect your stock over a given period. Add a from date, or from and to date in the From date and To date fields, to define which time period you want to take a look at.

This will display all transactions and how much they have affected the stock value. Click the arrow icon next to the stock transaction type name to open the Stock transactions tab, with predefined filter to show you all underlying transactions that forms a base for the value change.

Stock transactions

List over all stock transactions with possibility to enter the underlying transaction document in the Item column or the related Stock entry (INV) document in the Stock entry column.

The Stock items (STI) application

The Stock items (STI) is the mid-level application where it is possible to get an overview over stock value and transactions grouped by product. By default, the numbers are displayed based on all locations, but it is possible to check only one by selecting the location in the top left corner. It is also possible to choose if you want to see all the values based on the products costing method, or by specific identification in Present with field.

The application consists of a list on the left side where all products on stock, or with a stock history, is listed with quantity and stock value. It is also possible to add a column which shows the products costing method. To add the Costing method column, click the cogwheel and select it in the Columns list.

The right side of the application gives a summary of the product in the top, with name and description of the product, costing method and type of product. It also displays the quantity and value of goods in stock and quantity and value of work in progress (WIP). Note that the Total WIP value field shows you the material value of work in progress, and does not included labor cost, machine cost etc. To see the total work in progress value, go to the Production work order balances (PWBAL) application.

There are five different tabs in the STI application:

Stock entries

Shows all goods receptions done on this product with remaining quantity and value. Highlight an entry and pressing ENTER will take you to the Stock entries (INV) application.

Stock transactions

List all transactions related to the specific product with details on how it has affected the quantity and value of stock. Click the arrow icon in the Stock entry column to open the related Stock entry (INV) document.

Stock transaction types

This view can give a good overview over how much the different transaction types affect your stock over a given period. Add a from date, or from and to date in the From date and To date fields, to define which time period you want to take a look at.

This will display all transactions and how much they have affected the stock value of this product. Click the arrow icon next to the stock transaction type name to open the Stock transactions tab, with predefined filter to show you all underlying transactions that forms a base for the value change.

Goods transfer

This tab list all goods transfers that are done on this product from one location to another. It shows from where and to where it was transferred and provided a link directly to the Goods transfer (STW) document. Click the arrow icon in the Id column to open the STW document.

Stock adjustments

This tab list all stock adjustments that are made to this product. It provides a link directly to the Stock correction (SAW) document and to the related Goods reception (SSA) document. It will also show the note that is set on the SAW document and how the quantity is affected.

The Stock entries (INV) application

The INV application is where you can get control over the stock transactions on the lowest level.

The INV application shows a list over all goods reception items that are still in stock or a part of work in progress. By default, the numbers are displayed based on all locations, but it is possible to check only one by selecting the location in the top left corner. It is also possible to choose if you want to see all the values based on the products costing method, or by specific identification in the Present with field.

On the right side of the application you will find information about selected product, at what date it is received to stock, link to goods reception item document etc. The Cost / XXX field shows the price per unit of the product on the given goods reception.

There are two different tabs in the INV application:

Stock transactions

This list all transaction related to this specific goods reception document.

Cost change log

This will list all transactions that will affect the cost of the product on the given goods reception document. One example could be if a user choose to change price manually on the goods reception document.

The cost change log will always be updated, regardless if the product is still in stock or not. This is to track all changes in gross margin on sales, or updated cost in production if the product is used in productions.

Special transactions
Customer return

Return from customer is done through a Customer deviation (CDV). A return from the customer will create a stock entry with the same cost as the original goods reception document had when the goods were shipped to the customer. If there have been any price changes on the original goods reception after the goods were shipped to the customer, these price changes will be copied from the original stock entry to the new stock entry. In this way, RamBase ensures that the cost of the returned goods will be up to date.

Undo pick in production

The quantity that is undone, is returned to the stock entry it was picked from. The parts get the current value/cost of the stock entry at the time they are put back.

Goods transfer

When a Goods transfer (STW) process is initiated, when you ship a STW, the STW does not immediately consuming stock on the location you are transferring goods from. This is different compared to shipment of for example Shipping advices (CSA), which consumes the stock immediately. The stock will be consumed on the source location at the time it is registered into stock at the destination location. This is because you should not get any changes in stock value due to a goods transfer process, as this often takes several days.

A Goods transfer (STW) can only be done for a single Goods reception (SSA) item, so the STW will only be linked to one SSA in the Stock assignment register (SAR), or in the stock entry.

Assets management

Assets management is about the financial overview of your fixed assets, and the automation and control of the depreciation of them.

Output from assets management process

  • Overview of your investments.

  • Automatic monthly depreciations.

  • Prognosis over your depreciation costs.

  • Possibilities to create reports used in audits.

In addition to full control of the periodic costs, you will get prognosis of future depreciations and an overview of when the assets will be phased out. Used together with accounting dimensions, you will have an overall view of the depreciations, operating costs and incomes on each asset.

Tasks involved in this process

  • Activate fixed assets - An investment is a tangible fixed asset that exceeds a value given by the authorities. If the purchase price exceeds this value, the tangible fixed asset must be activated in a register. This is usually done when the invoice is received.

  • Make depreciations - Depreciation of the asset is a periodic activity usually done every month. If the fixed asset register is updated, the depreciation can be done with a few keystrokes.

  • Depreciation rules - The tangible fixed assets' financial lifetimes vary. A large machine in a manufacturing company might have 10 years financial lifetime, or more. An expensive computer might have 3 years financial lifetime. Land and buildings have very long financial lifetimes, sometimes eternal value. All of these scenarios must have separate depreciation rules.

  • Write-down of fixed assets - If tangible fixed assets get obsolete, damaged etc. the value decreases. You perform write-down of the fixed assets to update the general ledger with correct values.

  • Register assets - Fixed assets are registered based on supplier invoices. The system provides an efficient way of importing information from the supplier invoices into the fixed assets register.

  • Register assets manually - It is possible to manually register the fixed assets directly into the register. Possible reasons for doing this:

    • Initial system setup.

    • The asset is already in use.

    • The asset is for some reason not registered yet.

    • An accounting error.

  • Adjustments on existing assets - It is possible to adjust a fixed asset's postings in the general ledger. A reason for adjusting can be that the depreciation is not set up correctly.

Activation of fixed assets

When an investment is done, it has to be posted against balance and not cost accounts. This process is referred to as activation.

In RamBase the invoices for investments are posted against special investments accounts. In regular time-intervals (or automatic), the investments are transferred to a ledger balance account. Which balance account depends on the type of investment and depreciation plan that has been selected.

Once the asset is activated, it is ready for depreciation.

Make depreciations

Monthly depreciations is used to post the cost of the investment in small portions in accordance to expected financial lifetime of the asset. If a building has an financial lifetime for 25 years, the cost is divided and posted for 300 periods/months. The rules for financial lifetime is usually set by national tax rules. RamBase supports standard depreciation rules, which can be overruled by rules created by the user.

Before the first month of depreciation, a plan or prognosis for depreciations for the financial lifetime is created in the assets register.

Depreciations for all assets in a period/month can be done in one operation.

Write-down of fixed assets

The value of an asset can be re-valuated during the depreciation periods. Usually this is a write-down of the value. The write-down is registered as a breakpoint which recalculates the remaining periods in the depreciation plan.

An asset can also be re-valuated at a zero value, which will make it possible to end the depreciation of the asset. The depreciation will of course also be ended when costs are posted in all estimated periods.

RamBase supports a linear depreciation model.

Depreciation templates (DPT)

Use the Depreciation templates (DPT) application to create templates that can be used in the Depreciation rules (DPR) application.

The templates created will be used for all companies in the same system.

Create a new depreciation template
  1. To open the Depreciation templates (DPT) application, find Finance in the RamBase menu and then Asset management. Click Depreciation rule templates to enter the DPT application.

  2. Click the Create new depreciation template button.

  3. Fill in information in the popup:

    1. Name - Name of the DPT.

    2. Description - Description of the DPT.

    3. Country - Select country for the DPT.

    4. Effective period - The start of the DPT.

    5. Type - Set Linear type.

    6. Deprecation periods - How many periods the DPT is active.

  4. Click the OK button to create the DPT in status 1 (Pending registration).

  5. As long as the DPT is in status 1 it is possible to edit information, make sure all information is correct before activating it. It is not possible to edit the DPT after it has been activated (status 4 or greater).

  6. Select the Activate depreciation template option in the context menu to set the DPT in status 4 (active).

Create depreciation rules

If your company is using the fixed assets register it needs to be set up with depreciation rules. This is done during the initial fixed assets register setup, but also if your company requires another depreciation rule than the already existing ones. You may create a depreciation rule based on a template, or create a new one.

Create a depreciation rule based on a template
  1. To open the Depreciation Rules (DPR) application, find Finance in the RamBase menu and then Asset management. Click Depreciation rules to enter the DPR application.

  2. Click the Create new depreciation rule button.

  3. Select the depreciation template in the drop down menu. The templates listed in this view are standard depreciation rules for the country your company is reporting to.

  4. Click the OK button. The fields contain default values from the template, but may be altered to fit your company's setup. Make sure to verify the values in the fields before registering the depreciation rule. Make sure to enter the proper balance account and depreciation account from your ledger before registering the depreciation rule.

  5. When all fields are correct, click the Activate depreciation rule option in the context menu.

The depreciation rule is now activated and will appear in the list of depreciation rules that will be displayed when setting up an investment account for depreciation.

Create a new depreciation rule
  1. To open the Depreciation Rules (DPR) application, find Finance in the RamBase menu and then Asset management. Click Depreciation rules to enter the DPR application.

  2. Click on the Create new depreciation rule button.

  3. In the popup, fill in the name and a description of the rule, and set the period the rule will apply from in the Effective period field.

  4. Click the OK button.

  5. Add data to the fields.

  6. To enter your company's GL accounts, click the arrows next to the Balance account field and the Depreciation account field.As long as the new depreciation rule is in editable mode (St=1), you may edit the values.

  7. When all data is entered, click the Activate depreciation rule option in the context menu.

The depreciation rule is now activated and will appear in the list of depreciation rules that will be displayed when setting up an investment account for depreciation.

Create Fixed Assets

Add new Fixed Assets
  1. To open the Fixed Assets (FAR) application, find Finance in the RamBase menu and then Asset management. Click Fixed assets to enter the FAR application.

  2. Press F12 to open the action menu and choose the option Forward new Investments to Fixed Assets Register. A batch job will pick the supplier invoices registered against the investment ledger accounts.

  3. Select the documents you want a depreciation plan for by clicking the + icon to the left on the item line. When the + icon has been clicked, the item will disappear from the popup.

  4. Press Esc to return to the fixed assets menu. The new fixed asset register (FAR) documents will be listed on top of the table. They are not yet activated (St=1).

  5. Highlight the desired document (St=1) and press ENTER.

  6. Press F12 and choose the option Activate Fixed Asset (St=2).

  7. In the new popup, set the period from when the asset shall be depreciated and click the OK button. The value of the asset is now debited into a balance account.

  8. Press F12 and choose the Register Fixed Asset & Create Plan (St=3) option. The asset is now booked in your balance and a depreciation plan is made, but the depreciation is not initiated (St:3).

  9. Press Esc to return to the fixed assets menu.

  10. Press F12 and choose the option Make Depreciations to Fixed Assets.

  11. In the new popup, set the period for the depreciation. The current period is set by default.

  12. Press the + icon to the right of every item line. Press Esc. The fixed asset is depreciated for the current period (St=4).

  13. Press ENTER.

  14. Press Esc.

  15. Repeat from step 5 for all FAR documents in St:1 listed in the FAR application.

Create fixed assets - manually

A fixed asset is usually created from the invoice when the investment is posted, but it is also possible to create fixed assets manually.

Manually add a new fixed asset
  1. To open the Fixed Assets (FAR) application, find Finance in the RamBase menu and then Asset management. Click Fixed assets to enter the FAR application.

  2. Click the Create New icon on the bottom left side.

  3. In the new popup, enter data in the following fields:

    • Name - Enter the name or a description of the investment.

    • Document - Enter a reference to the original invoice.

    • Document Period - Year/month of the investment.

    • Amount - The investment amount.

    • Investment Accno - Choose the relevant investment account. The list is limited to investment accounts which are connected to depreciation rules.

    • From Period - The period from when the depreciation started in the previous system or should start in RamBase.

    • Activated Period - If the fixed asset is already activated in the general ledger, fill in the period from when it was activated. Leave the field empty if the fixed assets is not activated yet.

    • Next Depr. Period - The next depreciation period in RamBase.

    • If the investment account allows it, it is recommended to enter information to the fields Department, Project and Asset in the Account info section by clicking the magnifying glass-icon. In most fixed asset registers setup, the asset dimension is mandatory on the investment accounts and must be entered.

  4. Click the OK button in the New Fixed Asset popup.

The asset is now booked in your fixed assets balance and a depreciation plan is made, but the depreciation is not initiated (St=3). Depreciations performed prior to registering the fixed asset in RamBase have been taken into account when the manually created asset is booked in the fixed assets balance.

Make adjustments to an existing FAR document

  1. To open the Fixed Assets (FAR) application, find Finance in the RamBase menu and then Asset management. Click Fixed assets to enter the FAR application.

  2. Highlight the desired fixed asset register (FAR)-document and press ENTER.

  3. Press F12 to open the action menu and choose the option Make Correction.

  4. Enter the new amount in New Amount field.

  5. Click on the magnifier icon.

  6. Choose New ATR, press ENTER and click the OK button. In your FAR document it has now been created a general ledger transaction. It will be set to St=1 and appears as the last line in the document.

  7. Highlight the document line and press ENTER, or click on the ATR/xxx link.

  8. Offset on the preferred account, as an ordinary manual ledger posting.

Budgeting

RamBase supports entering budgets and reporting against them. Budgets can be created in RamBase, or in a spreadsheet and subsequently imported into RamBase. The budget can be divided into one post per budget account, period, department, and project. RamBase supports simple consolidation of budgets.

Most users prefer to enter budget numbers in a spreadsheet, as it speeds up the registration. If different spreadsheets do not contain the same combination of account, period, department and project, the budget will be consolidated while it is loaded into RamBase. This makes it possible to distribute the budget process to different departments and projects.

Budget numbers are stored on separate budget accounts and are mapped against the Chart of accounts in RamBase. This gives flexibility in the budget structure. Budgets can be placed against both balance accounts and result accounts.

Output from budget process

  • Control over revenue and costs.

  • Basis for comparison and analysis.

  • A tool for planning and measuring the financial development.

One way to work with budgeting is to compare the account balances with the budget accounts, create analysis, and make a basis for new budgets as part of your daily tasks. Another way to work with it is do it once or twice a year, and create the budget based on last year's numbers, and experiences. A third approach to budgeting is to create sales prognosis and look at the cost key figures.

You have to work through many sub-processes before registering the final budget.

Tasks involved in this process

  • Create budget - The budget is created in a separate register. The budget, with its connections to the Chart of Account (ACC), periods and dimensions, are held in the budget register.

  • Import budget - The budget can be imported by an Excel-file (CSV format). Use of Excel increases your efficiency when it comes to registering the budget in RamBase. The budget must be configured for RamBase.

  • Manual registration of the budget - It is very time-consuming to register the budget manually. On the other hand, it will give you an extra control of the numbers.

  • Compare the budget and the general ledger - It is important to compare the budget with the general ledger. Use account groups to ease the comparison.

Budget in RamBase

The Budget (BAC) application in RamBase is a parallel to the Chart of Accounts (ACC). However, registration on these accounts does not occur through the Chart of Accounts (ACC), but from the Budget (BAC) application.

When numbering the budget it is advisable to use numbers in accordance to the account numbers in Chart of Accounts (ACC). You can link budgets to ACC manually. Budgets linked manually will not be changed if the context menu option Bulk Link Budgets to Corresponding GL Accounts is used afterwards.

The Budget application
  1. St - Show what status the budget has. Status 1 if the budget is open and status 4 if the budget is registered.

  2. Budget number- Show the budget number.

  3. Name - Name of the budget.

  4. Require Finance Project - Show if the budget requires a project.

  5. Require Department - Show if the budget requires a department.

  6. Latest budget year - The latest budget year column show the last year with budget numbers.

The Chart tab

Use the Chart tab to read and understand the budget numbers quickly. Use the Year, Finance project, Department and Chart type fields to filter the chart.

The Amounts tab

Add budget amounts in the Group by project, department and year tab. You can see the budget numbers grouped by project, department and year, by year or by period. Use the Month, Finance project and Department fields to filter the amounts.

Budget in RamBase

There are 4 steps to get your budget in RamBase.

  1. Create budget manually in RamBase or import budget from file.

  2. Use a report as a quality assurance test to make sure everything is entered correctly in RamBase. Choose the Budgets, by BudgetNo or Budgets, by BudgetNo, DepNo, PrjNo option in the context menu.

  3. Link the budgets to the GL accounts. Link manually in the Linked general ledger account field or choose the Bulk Link Budgets to Corresponding GL Accounts option in the context menu.

  4. Register the budgets. Press F12 to open the action menu and choose the Register all Budgets option.

Create a new budget manually in RamBase

It could be time-consuming to create the budget manually. On the other hand, it will give you an extra control of the numbers.

Create a new budget manually
  1. To open the Budget (BAC) application, find Finance in the RamBase menu and then Budgeting. Click Budgets to enter the BAC application.

  2. Click on the Create new budget button in the lower left hand corner of the application.

  3. In the popup, fill in relevant information.

    1. Write the account number in the Budget number field.

    2. Write the account name in the Name field.

    3. Set the start for the period in the Effective period field. Normally this will be the the 1. period of the accounting year.

  4. Click the OK button to create a new budget account in status 1.

  5. Fill in relevant information in the Budget account area.

  6. Click the Amounts folder.

  7. Click the Add budget amounts button.

    • Select the year you want to add budget amounts to in the Year field.

  8. In the popup, add the budget numbers. It is divided into 12 periods in a fiscal year.

    • Set the income or costs evenly throughout the year or depending on the expectation.

  9. Click the Add button.

  10. Back in the Budget (BAC) application, take a QA test with the Budgets, by BudgetNo option in the context menu and check the numbers.

  11. Link the budgets automatically to the GL accounts in the Budget (BAC) application when the budgets numbers are set. Choose the Bulk Link Budgets to Corresponding GL Accounts option in the context menu. It is possible to link the budgets manually to a GL Account (ACC) in the selected budget.

  12. Register all budgets in the Budget (BAC) application when the budgets numbers are set. Choose the Register All Budgets option in the context menu. The accounts with budget numbers will be registered (status 4), the rest will stay open (status 1). It is possible to register the selected budget manually, choose the Register Budget option in the context menu.

  13. Repeat the procedure until a budget has been placed on all your budget accounts.

Import budget into RamBase

The budget is first imported into RamBase from file, and is then linked the to Chart of Accounts (ACC). The budget file has to be a semicolon-separated list (CSV file) and contain the following fields: No, Name, Year, DepNo, PrjNo and the months Jan, Febr, March, April, May, June, July, Aug, Sept, Oct, Nov and Dec.

Import the budget from file
  1. To open the Budget (BAC) application, find Finance in the RamBase menu and then Budgeting. Click Budgets to enter the BAC application.

  2. Choose the Import Budget from File option in the context menu.

  3. Click on the Select file > button and upload the budget file.

  4. Back in the BAC application, take a QA test with the option Budgets, by BudgetNo in the context menu.

  5. The budgets will be listed in the BAC application with status 1.

  6. The budgets are imported, but need to be linked to accounts (ACC) and then registered.

  7. As soon as the budgets are imported they will be included in calculations and financial reports.

  8. Link the budgets automatically to the GL accounts in the BAC application when the budgets numbers are set. Choose the Automatically Link Budgets to Corresponding GL Accounts option in the context menu.

  9. It is possible to link the budgets manually to a GL Accounts (ACC) in the selected budget.

  10. Register the budgets in the BAC application. Choose the Register All Budgets option. The accounts with budget numbers will be registered (status 4), the rest will stay open (status 1).

  11. It is possible to register a selected budget manually, press F12 to open the action menu and choose the Register Budget option.

Follow up on Budget

It is not possible to enter a revised budget in RamBase, but budget numbers for a fiscal year can be changed. In the selected budget account, choose the option Open Budget in the context menu. This will open the budget account and make it possible to change the budget numbers.

When the budget numbers is ready, it will be visible in the Chart of Accounts (ACC). Set the Include Budget field to YES.

Intercompany trade

Intercompany trade is the processes done between companies within a group with the same parent company. From a finance perspective, this usually refers to invoicing, payments and reporting.

Output from the Intercompany trade process

  • Intercompany invoices that are registered and reconciled.

  • Intercompany payments that are registered and reconciled.

  • Report consolidation.

  • Internal invoices are created.

Automating the finance processes between companies strengthen the overview of them. Ledger postings from within the group are automatically registered with an internal trade dimension, which makes it possible to consolidate and summarize reports on the group level.

Tasks in the Intercompany trade process

  • Intercompany invoicing - There are two ways to carry out intercompany invoicing: Sales invoices sent from one company to another company within a group, will be copied to the other company's system. Sales invoices for expenses sent from one company to another company within a group are copied to the other company's system.

  • Intercompany payments - Intercompany payments give an overview of the corporate incoming and outgoing payments that are connected to your company. If payments are missing in your company's system, they can be created from the intercompany payment application.

  • Report consolidation - Financial data can be accumulated from all of the companies in a group. Reports created in the finance report editor can be consolidated across this group. One company's account structure can be defined as the report master. Report consolidation can also be carried out by using dedicated consolidation reports. These reports list the intercompany transactions and simplifies the process of creating consolidated accounts. Based on the initial intercompany system setup, all intercompany transactions can be automatically registered in the general ledger with a dedicated account dimension. This makes it possible to report on all intercompany transactions, and on the company related to each of the transactions.

  • Internal invoicing - Internal invoicing is about invoicing within one company, e.g. from one department to another department. How to carry out internal invoicing depends on your company's requirements for cost accounting.

Setup for internal invoicing of costs

  1. Enter ICR in the Program field and select the Enter Key to open the ICR menu.

  2. To create a new database, select the Create new icon.

  3. In the ICTDB field, enter the database abbreviation for the other company. This allows you to mark the Customer (CUS) and supplier (SUP) in the respective database with an intercompany code. You can select the Intercompany code in the Customer and Supplier (CUS) and (SUP) applications under Settings>Finance.

  4. Enter ICT in the Program field and select the Enter key to open the Inter Company Trading (ICT) application.

  5. Select the icon on the left, Create ICT setup for Expenses.

  6. Select the two applicable databases in From and To and select OK

  7. Set Automatic invoicing to Yes.

  8. To register the supplier invoice (SIN) automatically to Status ST: 4 without approval, clear Register invoice.  If Register invoice is selected, the supplier invoice (SIN) remains in Status ST:1, even if an approval is not required.

  9. Set Automatic Crediting to Yes if intercompany credit should be created automatically.

  10. In Articles, select and specify the article used for Invoices. This is the article used in the incoming invoices.

  11. In Configurations, select the DEF-line and select the Enter key.

  12. Specify the customer (CUS) and supplier (SUP). The correct customer or supplier appears if you have marked them with the Intercompany code. If you have not marked the customer and supplier with the intercompany code, do that first.

  13. Set up a Notify PID to specify the user to receive an internal message when a new incoming invoice is created.

Settings for Finance - Intercompany Trade

Setting name

Description

Type of company when using intercompany trade functionality

Used to identify owner and seller companies when 1 enterprise have more than 1 database, and they are organized in 1 inventoryowner company and 1 ore more salescompanies. OWNER - Inventory Owner company  /  SELLER - Salescompany

Tax handling

Tax handling refers to the process of creating separate tax accounting overviews that can be audited. Most frequently used is the Value Added Tax (VAT) accounting overviews.

Output from tax handling process

  • Configure the VAT reference system.

  • Configure multinational VAT setups.

  • Do Intrastat reporting.

  • Handle and report sales tax.

Satisfactory tax handling requires that the company's system is configured in accordance with the company's standards, and the applicable laws and regulations given by the authorities.

Tasks involved in this process

  • VAT reference configuration - RamBase VAT handling is based on the VAT reference system. The VAT reference system helps you to pick the correct VAT code based on automatically registered country codes. It simplifies time-consuming VAT handling, especially when a company has VAT registrations in many countries.

  • Multinational VAT configuration - If a company has a warehouse or an agent (location) that is VAT registered in another country, you have the possibility to set up separate VAT rates for that country / VAT registration number. Transactions where this location is the consignment country, will then be handled with a separate set of national VAT rules.  Based on the setup chosen, it is possible to run VAT reports for different countries in the same accounting system.

  • Intrastat reporting - It is possible to issue the EU Intrastat sales- and purchase reports to report trade between companies within the European Union.

  • Handling sales tax - For trade between companies within the United States (US), the VAT reference system traces the states for consignment and shipment. A state can be defined on transactions, and for suppliers and customers. This gives the possibility to manually post and report trade between US states. RamBase does not support automatic handling of sales tax.

Settings for Finance - Tax Handling

Setting name

Description

Application ID for logging in to Altinn from RamBase

Application ID used for logging in to Altinn (step 2 of 4) from RamBase when sending in the vat report. When user is adding password, an ID is returned. This ID is entered in this setting.

Application password for logging in to Altinn from RamBase

Application password used for logging in to Altinn (step 2 of 4) from RamBase when sending in the VAT report. This ID is personal.The user registrates this password in Altinn.

Calculate VAT on Fee for customer documents

This parameter is used to tell if fee on customer documents should have VAT calculated. "YES" : Calculate VAT on fee if documents have item(s) that have VAT. "NO" : Do not calculate VAT from fee

Calculate VAT on Freight for customer documents

This parameter is used to tell if freight on customer documents should have VAT calculated. "YES" : Calculate VAT on freight if documents have item(s) that have VAT. "NO" : Do not calculate VAT from freight

Code of Tax office in Poland

In the Polish SAF-T VAT report JPK_VAT, a code identifying the Tax Office you report to is required in the XML file sent to the Polish authorities, this setting contains this code

Method for calculation VAT

The value "SHIP" in this setting means VAT handling will depend only on the Shipping address. The value "INVOICE" means both Shipping address and Invoice address will have influence on VAT handling

Sign form RF-0002 before sending to Altinn

Setting to decide whether ALTINN form RF-0002 should be signed before sending to ALTINN.

NB! RamBase does probably  not support this functionality. Set this to OFF

Supplier Documents - VAT on Fee calculated

This parameter is used to tell if Fee on Supplier documents should have VAT calculated. If setting in 'ON' - Calculate VAT if documents have item(s) that have VAT. If setting is 'OFF' - Do not calculate VAT from fee

Use  of Intrastat report

Setting used for activating functionality that will tag transaction documents that should be Intrastat reported. When goods are sent from 1 EU country to another EU country. RamBase Intrastat Reports will then be used to report these transactions

Use of Altinn from RamBase

Activate functionality for sending VAT declaration dirctly from RamBase to Altinn. NB! User has to approve VAT declaration in Altinn

Use SalesTax instead of VAT

This setting determens if MVA in Company info should be replace with the text "Sales Tax"

VAT on freight

This setting is used to tell if FREIGHT on supplier documents should have VAT calculated. If value "YES" : Calculate VAT on FREIGHT if documents have item(s) that have VAT. "NO" : Do not calculate VAT from FREIGHT

Customize VAT handling for a specific article

It is possible to create combinations of VAT reference codes, general ledger accounts and VAT codes that apply for one Article (ART) only.

You may have up to 10 separate VAT reference codes (VatRef) on each ART.

Customize VAT handling for a specific article
  1. To open the Article (ART) application, find Product in the RamBase menu and then Product management. Click Products to enter the ART application.

  2. Highlight the ART in question and press ENTER.

  3. Open the Finance folder.

  4. Click the + icon in the lower left corner. The Item Account Info popup appears.

  5. Enter data. The mandatory fields are DB (database), DefCode (VAT reference code), AccNo (general ledger account) and VatCode.

Example: The default setup for the VAT reference code HOMESALE is ACC/3000 and VAT code 03, but for this specific ART the VAT reference code HOMESALE the setup will be ACC/3010 and VAT code 03.

The ART specific account-/VAT code -combination overrides the system defaults.

Customize VAT handling for a specific customer/supplier

If you need a to customize VAT handling for customers and suppliers, it is possible to manually change the posting suggestions in the Customer (CUS) application and the Supplier (SUP) application.

Specify how value added tax (VAT) should be calculated. Either always include VAT, always exclude VAT or use standard/default VAT rules.

Customize VAT handling for a specific customer
  1. To open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the specific CUS and press ENTER.

  3. Open the Finance Data folder.

  4. Note the field InclVat in the Finance Data section.

Valid options:

  • Yes - Always include VAT for transactions with this CUS, which means that the VatRef code always will be set to VATSALE. It will be possible to manually change the suggested VAT handling on a specific transaction if this option is selected in the CUS application for this customer.

  • No - Never include VAT for this CUS, which means that the VatRef code always will be set to XMSALE. It will be possible to manually change the suggested VAT handling on a specific transaction if this option is selected in the CUS application for this customer.

  • Auto - The system generates the VAT reference code based on the country code in the To- and From- addresses. It will be possible to manually change the suggested VAT handling on a specific transaction if this option is selected in the CUS application for this customer.

Customize VAT handling for a specific supplier
  1. To open the Supplier (SUP) application, find Procurement in the RamBase menu and then Supplier management. Click Suppliers to enter the SUP application.

  2. Highlight the specific SUP and press ENTER.

  3. Open the Finance Data folder.

  4. Note the field InclVat in the Finance Data section.

Valid options:

  1. Yes - Always include VAT for transactions with this SUP, which means that the VatRef code always will be set to VATPURCH. It will be possible to manually change the suggested VAT handling on a specific transaction if this option is selected in the SUP application for this supplier.

  2. No - Never include VAT for this SUP, which means that the VatRef code always will set to XMPURCH. It will be possible to manually change the suggested VAT handling on a specific transaction if this option is selected in the SUP application for this supplier.

  3. Auto - The system generates the VAT reference code based on the country code in the To- and From- addresses. It will be possible to manually change the suggested VAT handling on a specific transaction if this option is selected in the SUP application for this supplier.

Customize VAT handling on a specific transaction

If you need to customize VAT handling for a single transaction, it is possible to manually change the posting suggestions on any of the related transaction documents. If changes are made on a Sales Order (COA), both the Shipping Advice (CSA) and the Sales Invoice (CIN) will inherit the changes.

Customize VAT handling on a specific transaction
  • You can change the suggested VAT reference code (VatRef) by use of the VAT handling field in the Finance section of the transaction document window.Valid options:

    • Yes        - VATSALE / VATPURCH: Sale or purchase shall always generate VAT.

    • No        - XMSALE / XMPURCH: Sale or purchase shall never generate VAT.

    • Auto        - The VatRef will automatically be set based on the To- and From-addresses.

  • You can keep the suggested VatRef code, but change the VAT code. This is done from the Item Account Info-popup of the document. In the Accounting folder, it is possible to change the VAT code.

  • Manually select a general ledger (GL) account different from the suggested one. This is done from the Item Account Info-popup.In this case the standard VAT code for the specific GL account will be used.

If somebody else has created the document, you must click the Transfer Document to Myself-icon in the upper right corner of the window to enable editing.

Customize VAT handling on a specific transaction (HTML5)
  • You can change the suggested VAT reference code (VatRef) by use of the VAT handling field in the Finance section of the transaction document window.Valid options:

    • Always include VAT        - VATSALE / VATPURCH: Sale or purchase shall always generate VAT.

    • Never include VAT        - XMSALE / XMPURCH: Sale or purchase shall never generate VAT.

    • Use default VAT rules        - The VatRef will automatically be set based on the To- and From-addresses.

  • You can keep the suggested VatRef code, but change the VAT code. This is done from the Item level of the document. In the Accounting folder, it is possible to change the VAT code.

  • Manually select a general ledger (GL) account different from the suggested one. This is done from the Item level of the document, in the Accounting folder.In this case the standard VAT code for the specific GL account will be used.

Norwegian invoices with VAT in a foreign currency

This topic is relevant when a Norwegian supplier creates an invoice in a foreign currency, and send it to a Norwegian company.

The value added tax (VAT) calculated on the invoice must be paid in the foreign currency, but the VAT must be booked in Norwegian krone (NOK) in the General ledger (GL).

The advantage of booking the VAT in NOK is that the system automatically will calculate the correct balance(s) on:

  • The Accounts payable.

  • The foreign currency GL accounts.

  • The calculated VAT amount.

  • The VAT report.

If you choose to post a foreign currency to a VAT account, you will get a challenge through the VAT reconciliation. Because you pay the VAT in NOK, the system will never be able to settle the foreign currency amount on the VAT closing account. If you do choose to post a foreign currency to a VAT account, you have to create a manual posting in the GL in order to reconcile the account.

Register a norwegian supplier invoice with VAT in a foreign currency
  1. To open the Goods Reception (SSA) application, find Logistics in the RamBase menu and then Reception. Click Goods receptions to enter the SSA application.

  2. Find the Goods Reception (SSA) document related to the received invoice and press ENTER.

  3. Press F12 to open the action menu and choose the option Transport All Items.

  4. In the Supplier Document Transport Alternatives popup, select the option New Invoice.

  5. Compare the invoice received from the supplier and the Supplier Invoice from the system (SIN).

  6. If differences, make the necessary changes on the SIN. For example: Change the prices or add/remove items.

  7. Highlight a supplier invoice item and press ENTER.

  8. In the middle of the Supplier Invoice Item window, click the magnifier icon next to the AccNo field.

  9. In the Item Account Info popup, use the dropdown menu next to the VatCode field to set the VAT code to 00.

  10. Click on the OK button.

  11. Repeat the steps 9-12 for each item on the SIN.

  12. Add the VAT as an item. Use an article defined for this purpose. It is recommended to add information in the Text field.

  13. Enter the VAT amount in the Price field.

  14. In the middle of the Supplier Invoice Item window, click the magnifier icon next to the AccNo field.

  15. In the Item Account Info popup, use the dropdown menu next to the VatCode field to set the VAT code to 00.

  16. In the AccNo field, select a GL exchange account (8XXX).

  17. Click on the OK button.

  18. Press Esc to return to the SIN main document.

  19. Press F12 and choose the option Register Supplier Invoice. The invoice is now ready to be paid.

Transfer VAT from a GL exchange account to a GL VAT account
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Click on the Payments folder.

  3. In the Pay Management window, click the + icon to create a new Payment document (PAY).

  4. In the Select Bank popup, select the clearing bank.

  5. Click OK.

  6. In the Pay Document window, click on the drop-down menu next to the field PayType.

  7. Select the option Mix.

  8. Click the + icon to add a new Pay item.

  9. In the field AccountTrans Amount, enter the VAT amount in the local currency. Start with a minus sign (-) to get a negative value.

  10. In the Select Account popup, select the account for incoming VAT. This will be added as an item line on the Pay Item.

  11. In the field AccountTrans Amount, enter the VAT amount in the local currency.

  12. In the Select Account popup, use the drop-down menu next to the Cur field to select the correct foreign currency.

  13. If necessary, make corrections in the foreign currency amount field.

  14. Select the exchange account (8xxx). This will be added as an item line on the Pay Item.

  15. If there is a deviation between the amounts on the two item lines, enter the deviation amount in the AccountTrans field. Use (-) if it is a negative value.

  16. In the Select Account popup, select the Agio account. This will be added as an item line on the Pay Item.

  17. Press Esc to return to the main PAY document.

  18. Press F12 to open the action menu and choose the option Register Payment. The amount is now transferred and the General Ledger is updated.

Norwegian VAT accounting in connection with import of goods and services to Norway

Norwegian companies are responsible for the Value Added Tax (VAT) accounting, calculation of the tax, and creation of the VAT return in connection with import of goods and services to Norway.

In addition to the general ledger (GL) in RamBase there is a separate sub-ledger called VAT Postings (VAP). This sub-ledger holds all the details about the VAT accounting. All VAT postings are loaded to the VAP application.

The VAP application is based on standard VAT codes (SAF-T codes) to ensure that the national requirements are met, even though the companies define their own VAT code numbering. There are SAF-T codes for high, medium and low VAT rates.

Norwegian VAT accounting in connection with import of goods

In the example that follows, the high VAT rate is being used.

a)  Register the supplier invoice from a foreign supplier
  1. Follow the standard procedure for registration of supplier invoices based on goods receptions.

  2. In this invoice, create a new item line and add the invoice's net amount.

  3. Use the correct General Ledger (GL) account (e.g. account number 4013).

  4. Use the correct VAT code. For example code 21. This code is a standard code used for VAT accounting related to import of goods.

  5. Register the invoice.

  6. In the GL, the net amount is posted as an accounts payable with the counterpart entry on a cost account. No VAT will be calculated on this invoice, but the net amount will be registered at VAT code 21. In the VAP register it will look like this:

b)  Register a supplier invoice based on information from the customs declaration (the VAT invoice)

In order to utilize the functionality in RamBase, it is advisable to create a product (ART) with class X and LOC:XXX, and a supplier (SUP) used for VAT accounting purposes only. In Norway the supplier could for example be called Merverdiavgift, Innførsel.

Use these when handling invoices connected with import of goods or services. This will give a good overview of the details in the invoices connected to the VAT accounting in RamBase, and it will make it easier to separate the invoices connected to the import: Invoices based on costs/goods, and VAT invoices. Register a new supplier invoice based on the received customs declaration.

  1. Use the supplier you have created for VAT accounting purposes.

  2. On item line 1,  book the invoice amount against a current liability account, numbered close to the tax liability accounts or similar in the GL.

  3. Use VAT code 81 (high rate).

  4. Add a new item line.

  5. To ease traceability, write a short description in the Text field.

  6. On item line 2, add the invoice's negative net amount so the total amount on the invoice becomes 0.

  7. Book against the same account number (ACC) as item line 1.

  8. Use VAT code 21.

  9. Register the invoice. In the GL it will look like this:

There will be a reverse charge procedure for the inbound- and outbound VAT on the invoice.

In this example the amount is 1250,-

  • A credit is booked against ACC/2750 with VAT code 21.

  • A debit booked against ACC/2750 with VAT code 81.

This will not affect the booked value, but the VAT amount will be moved from the VAT code 21 to VAT code 81. Both outbound- and inbound VAT has been booked against VAT code 81.

In the VAP register it will look like this:

c) Reconciliation and control of deductible import

When the invoice based on goods reception (supplier invoice) is booked, the accounting item, posted with VAT code 21, will become a debit amount of NOK 5000,- in the GL. This indicates that a purchase of imported goods, where the VAT has not been calculated yet, has been booked.

In this example the second line in the picture below.

When the invoice based on the Customs declaration (VAT invoice) is booked,  the accounting item, posted against ACC/2750 with VAT code 21, will become a credit amount of NOK 5000,- in the GL.

In this example; the first line in the picture above:

The amount on the VAT code 21 will then be 0,-

The counterpart entry to the VAT invoice with VAT code 21 is also booked against ACC/2750, but with VAT code 81.

This will not have any financial impact, but the invoice amount will be moved to VAT code 81, which is the tax code for the reconciliation of the invoice amount and the VAT.

Posting the supplier invoice to VAT code 21, and the VAT invoice to VAT code 81, helps you to keep track of which purchases you have registered VAT for, and not.

Norwegian VAT accounting in connection with procurement of services abroad
  1. Follow the standard procedure for registration of supplier invoices from costs.

  2. Use the correct General ledger (GL) cost account. For example ACC/6701.

  3. Use the correct VAT code. For example VAT code 86 which is the SAF-T standard.

  4. Forward the invoice to register (St:4) and it will be posted like this in the GL:

Posting to VAT code 86 calculates both inbound- and outbound VAT. You will find the VAT accounting details in the VAP register.

In this example; the invoice amount is NOK 2500,- and the VAT code is 86. This results in both a credit post and a debit post of NOK 625,-

Postpone VAT

It is possible to postpone VAT if you are unsure of the period in which it will be reported. It is possible from both incoming and outgoing invoices.

  1. Enter the SIN.

  2. Press F12 to open the action menu and choose the Make Adjustments to VAT option.

  3. This will open the Change VAT popup.

  4. Click the Postpone VAT checkbox before registering the invoice.

    • It is also possible to do it when the invoice is in status 3.

Enter the Document Account Information (DAI) on an invoice where it has been chosen to postpone VAT. It will have Postponed next to the VAT Period field in the VAT Info area.

Click Postponed next to the VAT Period field to enter the General Ledger: ATR-Items (ATRLIST) application to see the ATR items for the selected invoice. Here it is possible to see that the VAT amount has been moved from the VAT account to the Account for Postponed VAT.

The corresponding VAT Posting (VAP) document will have Yes in the Postponed field.

The VAT Period field is blank since it has not been decided which period this is to be reported.

Write ACD/POSTPONEDVAT in the Program field and press Enter to see and change which account is used for Postponed VAT.

To find out which invoices are postponed at any time, enter the Supplier invoice (SIN) or Customer invoice (CIN) application and write POSTPONEVAT = 1 in the Filter field.

Repost VAT to a specific period
  1. Enter the invoice.

  2. Click the Inspect Document Account Info icon.

  3. Press F12 to open the action menu and choose the Repost VAT option.

  4. Select period in the VAT period field and click the OK button in the Report VAT popup.

The following info will show in the VAT info area:

Click Reposted next to the VAT Period field to enter the General Ledger: ATR-Items (ATRLIST) application to see the ATR items for the selected invoice.

Add VAT text to Sales invoices (CIN)

It is possible to add text to each VAT code that will be visible on Sales invoices (CIN) and Sales credit notes (CCN) if the VAT code is used.

  1. To open the VAT code (VAT) application, find Finance in the RamBase menu and then Base registers. Click VAT codes to enter the VAT application.

  2. Highlight the VAT code and press ENTER.

  3. Add text in the Invoice text field.

Interfaces

There is a set of interfaces for integration between RamBase and other finance systems.

Interfaces in the finance module are used against

  • Payroll systems

  • Bank transactions

  • Credit card transactions

  • Invoices

Tasks involved in this process

  • Import ledger posting from payroll system - There is a two-way integration between RamBase and a payroll system. Hours reported in the work time reporting system in RamBase are exported to the payroll system. A ledger posting is then imported from the payroll system into RamBase. It is possible to import the ledger posting from a payroll system independent of the work time reporting system in RamBase. The integrations are file based and require a special setup. You are not required to have an integration between the payroll system and RamBase. You can create the general ledger posting manually.

  • Handling bank transactions - Standard integrations against Norwegian bank accounts are file-based and will only require a basic setup. Supported file formats are BBS-OCR, DIBS, NETS, EDI and TELEPAY.International bank account transactions based on the EDI DEBMUL and CREMUL formats can be supported. Integrations against foreign bank accounts require a comprehensive setup.Bank transactions can also be made against finance institutions like factoring and debt-collection agencies. Due to lack of standards in this business, integrations usually need be tailor made.

  • Handling credit card transactions - For credit card transactions, RamBase has a seamless integration against the NETS and DIBS transaction providers. The credit card payment process is traceable. The actual transfer of the payment from the transaction provider to RamBase is made by file transfer, quite similar to the BBS-OCR format.

  • Handling supplier invoices and sales invoices - Sales invoices can be sent as electronic invoices in most EDI and XML formats.  Reception of supplier invoices must be handled manually. The use of electronic invoices will always require a special setup, and it will have a transaction fee.

Bookkeeping in RamBase when the salaries are remitted from the payroll system

When the salaries are remitted from the payroll system, a manual General Ledger posting (ATR) must be created in RamBase. This posting is based on details from the payroll system. The payment transactions from the payroll system are included in the manual ATR, which means that no payment documents (PAY) are created in RamBase. This results in payment transactions registered in the General Ledger (GL), but not registered in the cash management system (PAY). This will give a deviation in the accounting period register (PAR) when the period is to be closed.

The deviation in PAR must be verified and reconciled with the manual ATR posting.

Compare the postings in the GL with the deviation in PAR
  1. To open the General Ledger: ATR-Items (ATRLIST) application, find Finance in the RamBase menu and then General ledger. Click General ledger details to enter the ATRLIST application.

  2. Filter on the period to be closed.

  3. Set the transaction type to PERWAG.

  4. Set the correct account number (AccNo). One bank account for payment and one for tax.

The filter may look like this: ATRLIST;TRANS="PERWAG*",ACCNO:1950

If the total amount of the payment transactions is equal to the deviation shown in the accounting period register (PAR), the cash management system is reconciled, and the deviation in PAR can be reconciled.

Region-specific functionality

Region-specific functionality refers to functionality that is specific for one or a few countries or regions.

European Union (EU)

Region-specific functionality in EU.

Setup of Intrastat report

Intrastat reporting is used for EU countries to report sales and purchases between two EU countries.

The Company setting (CSV) Use of Intrastat report must be ON.

Make a copy of the global Intrastat report, one for sales and one for purchase, to two local reports. These global reports can be found in the JHC-NO database, write REP/*intra in the program field and press ENTER. Select the Maintain All Reports tab. This must be done by a RamBase consultant or a RamBase partner consultant.

Highlight the report and press ENTER to open the Report definition (RPD). Press F12 to open the action menu and choose the Copy to new RPD option.

The new RPD will be in status 1. Make sure the Scope field is set to LOCAL.

Do the following:

  • The Name field should start with the database XXX-XX.

  • Set up correct parameters in the Param field. Parameter = DB, TRANSTYPE, VATNO, COUNTRY and CURRENCY.

    • DB - the name of the database in format: XXX-XX.

    • TRANSTYPE for the report showing purchase from other EU countries is set to SUPPURC and TRANSTYPE for the report showing sale to other EU countries is set to CUSSALE.

    • VATNO must correspond with VATNO in COM.

    • VATCC (VAT Country Code) - Two letter country code.

    • CURRENCY – Three letter abbreviation.

  • Set up DBList by selecting correct database from dropdown.

  • Click the checkbox for Show in REP-menu.

Make sure the column containing amount is thousand separated by going to the Fields tab and click on the magnifying glass on the AMOUNT line. Choose Space as 1000 separator. Click the Confirm button.

Change DB to the company’s DB and enter the Admittance to view report tab for adding Roles (ROLE) to the report. Add the ROLEs by clicking on the create new icon in the lower left corner.

Register the report to status 4 by pressing F12 to open the action menu and choose the Make Main Version (ST=4) option.

The report is now visible in the company’s DB in the report menu.

Repeat the steps above to create a report showing sales to other EU countries. The ROLEs for the Intrastat sales report is displayed in the following picture:

Norway

Country-specific functionality in Norway.

Provide accounting data in SAF-T format

SAF-T financial is a standard format for exchanging accounting data used in Norway.

The SAF-T Code field is the basis for the account number reported in the SAF-T file. It can be found in the Main Info area in the Chart of Accounts (ACC) application.

The SAF-T Code field will be the basis for the account number reported in the SAF-T file. The reason for this is that one should report on standard accounts in the SAF-T file. It is therefore important that you go through the Chart of Account (ACC) and ensure that all accounts have a standard account in the SAF-T Code field before submitting this file for the first time.

The Validate Accounts to SAF-T Accounts report shows an overview of all ledger accounts and which SAF-T code is used, as well as which standard account they are linked to. Open the ACC application and press F12 to open the action menu and choose the Report: Validate Accounts to SAF-T Accounts option.

Note: If an account does not have a SAF-T code, RamBase will use the linked standard account when reporting the SAF-T file. RamBase uses the four-digit standard SAF-T chart of accounts as default accounts for mapping.

Order Norwegian SAF-T file

It is only possible to order a SAF-T file for closed periods.

  1. To open the General Ledger Postings (ATR) application, find Finance in the RamBase menu and then General ledger. Click General ledger postings to enter the ATR application.

  2. Press F12 to open the action menu and choose the Order Norwegian SAF-T Financial data file option.

  3. Select period in the Period field and click the OK button to order the SAF-T file.

How to send VAT reports to Altinn from RamBase
Send a VAT report to Altinn from RamBase
  1. To open the Period account register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period you want to send to Altinn and press ENTER.

  3. Click on the VAT Spec tab.

  4. Press F12 to open the action menu and choose the Altinn : Register VAT option.

  5. Check the validation form and complete the 3 steps.

    1. In step 2, Authenticate against Altinn, some information is retrieved from the Company settings (CSV) application:

Setup in Altinn

RamBase supports the submission of VAT return in form RF-0002. RamBase does not support change form in Altinn, but supports corrected form that overwrites previous submission.

  1. Log in to www.altinn.no.

  2. Click on the Profile button and then Advanced settings.

  3. Select RamBase in the Type of computer system field in the Computer systems area.

When the user is adding a password in Altinn, an ID is given. The ID and password must be added in the Company settings (CSV) application in RamBase.

Setup in RamBase
  1. Enter the Company settings (CSV) application.

    1. Activate the Use of Altinn from RamBase setting. This will activate the functionality for sending VAT declaration directly from RamBase to Altinn. By activating this setting, the action menu options for sending VAT-reports to Altinn from RamBase will be available.

    2. Activate the Application password for logging in to Altinn from RamBase setting and add the password in this setting.

    3. Activate the Application ID for logging in to Altinn from RamBase setting and add the ID in this setting. When the user is adding a password in Altinn, an ID is given.

    4. Set the Sign form RF-0002 before sending to Altinn setting to OFF if the form is not to be signed by RamBase.

  2. A bank in the Bank (BANK) application must be set with DocRef = ALTINN.

If the user has not signed the VAT return, it is possible to send a new version to Altinn. RamBase supports corrected form that overwrites previous submission. When it is signed, that version goes on to the tax authorities. To change a VAT return that has been passed on to the tax authorities, you must make changes to a special form for this. RamBase does not support this change form currently.

Poland

Country-specific functionality in Poland.

JPK_V7M & JPK_V7K file and related functionality

JPK_V7M / JPK_V7K is a standard format for exchanging account data in Poland. JPK_V7M is a file used for monthly reporting, while JPK_V7K is a file used for quarterly reporting.

Order Polish JPK_V7M or JPK_V7K file
  1. Start by entering the VAT Specification (VAS) application.

  2. Press F12 to open the action menu and choose the Order SAF-T file: V7M ( JPK_V7M ) or Order SAF-T file: V7K ( JPK_V7K ) option.

  3. This will open a pop-up menu where the user can fill inn information relevant for the JPK file. All information the user add in this pop-up will be added in the JPK file.

  4. Select the correct period and click OK. The JPK file will be sent to the user's email.

Related functionality

New functionalities have been released in RamBase due to the requirements of the contents of this file. This is done so that the user can fill in the correct information on all the documents.

Split payment functionality

Split payment could be used when paying invoices, so that the VAT amount is split and transferred to a separate VAT bank account. This bank account can only be used to pay VAT or other taxes to the government.

It is now possible to mark both Supplier invoice (SIN) and Sales invoice (CIN)/Sales credit note (CCN) as Subject to split payment.

This can be done by using the F12 option Subject to Split Payment.

It is also possible to remove this tag by using the F12 option Not subjected to Split Payment.

SW – EU sale to a non-company

Used to mark all sales to non-companies in other EU countries.

This value will automatically be set to True, if RamBase register a Sales invoice (CIN)/Sales credit note (CCN) marked as EUSALE and the customer is not a company.

The information will be visible in the Additional information tab in the Document Account Information. Here it is also possible to add/remove the tag manually.

Third party transaction code

On Sales invoices (CIN) and Sales credit notes (CCN), it is possible to mark the documents with a third party transaction code: Procedure 42, Procedure 63 or Not selected. This can be done by entering the Additional information tab in the Document Account Information.

TP – Related business entity

Businesses are obligated to tag business related entities. I.e if you own a company, and your spouse is owning a separate company, these companies are business related.

On both Supplier (SUP) and Customer (CUS) it is now possible to mark the business card as Related entity. This information will then be delivered in the JPK file for all trade documents with this entity.

WEW – Internal invoice

It is possible to mark a Supplier invoice (SIN) as internal, by using the F12 option Mark as Internal Supplier Invoice.

It is also possible to unmark the invoice by using the F12 option Unmark as Internal Supplier Invoice.

GTU code

RamBase will use an existing field for GTU code on Products (ART). The field GR3 on the ART is located in the Classification area in the Misc tab. The user can fill inn GTU_01, GTU_02 etc. in this field and it will be included in the JPK file.

MK – Cash method settlement

In Poland companies can settle accounts with government in two ways – Standard method and Cash method. If your supplier uses the Cash method, you should mark the Supplier card so the field MK in the JPK is tagged correctly.

On the Supplier (SUP) card it is possible to mark the entity with Is Using Cash Method Settlement.

This could be done by entering the Finance Data tab on the SUP. Here you get a option to mark the Supplier as Is Using Cash Method Settlement.

IMP – Purchase outside of EU

All purchases (imports) from outside of EU must be marked.

Invoices with SAFT code: C37 will automatically be marked as IMP (purchase outside of EU).

In addition, the user will have an option to remove or add the IMP tag on the Supplier invoice (SIN) and Supplier credit note (SCN). This can be done by entering the Additional information tab in the Document Account Information.

Additional information

If there is a need to fill in additional company information for the JPK files, the user can enter Company (COM) application on the specific company. When entering the specific COM, click on the Extended Data tab to fill inn extended address information: Municipality, County, Province, Post Office, Building &amp; Apartment.

There is a Tax Data area to enter extended tax data: Region id and Tax Office Code

JPK files (MAG, KR and FA)
JPK_MAG

JPK_MAG is a standard format for exchanging warehouse data in Poland.

Order Polish JPK_MAG file

  1. Start by entering the Inventory Balances (INVBAL) application.

  2. Press F12 to open the action menu and choose the Order SAF-T file: Warehouse (JPK_MAG).

  3. This will open a pop-up menu where the user can fill inn information about period and purpose of submission.

  4. Click OK when the data is entered, and the file will be sent to the users email.

JPK_KR

JPK_KR is a standard format for exchanging accounting books in Poland.

Order Polish JPK_KR file

  1. Start by entering the general ledger postings (ATR) application.

  2. Press F12 to open the action menu and choose the Order SAF-T file: General ledger (JPK_KR).

  3. This will open a popup menu where the user can fill inn the period of the file. Click OK after period is entered, and the file will be sent to the users email.

JPK_FA

JPK_FA is a standard format for exchanging information about VAT invoices in Poland.

Order Polish JPK_FA file

  1. Start by entering the VAT specification (VAS) application.

  2. Press F12 to open the action menu and choose the Order SAF-T file: VAT (JPK_VAT).

  3. This will open a pop-up menu with different information.

    • The VAT number of the company will show.

    • VAT period where the user can fill in the wanted period of the file.

    • Link to the VAT report.

    • Validation field where the user can get error message for example if a supplier is missing VAT number.

  4. After the correct data is filled in, click OK and the file will be sent to the users email.

PL Whitelist Bank Account Check

Whitelist Check (WHITELIST) is an extension to RamBase, provided as an additional feature in our Marketplace. Please contact your support partner to activate this feature.

Whitelist Check is an application that allows you to verify whether a customer or supplier is an active, registered VAT payer and whether a specific bank account is registered as belonging to the VAT taxpayer. The application enables real-time bank account verification and status history. The returned results from the verification can be either a pass or fail.

To open the WHITELIST application, enter WHITELIST in the Program window and select the Enter key.

There are three options for verification available in WHITELIST.

  1. Supplier

  2. Customer

  3. Bank accounts with pending payments.

Verify a Supplier

  1. Select Supplier to verify the account status or status history of a supplier.

  2. Select the line, then select the bank account number from the drop-down list. The supplier account number must have been entered in the supplier record in SUP.

  3. To verify the supplier, select Add new. A new line is created with the result of the verification of the account number for the supplier. The verification history is also displayed, with information about the user performing the verification. All queries are recorded in the status history as Reported, which means that the verification was successful or UnReported, which means that the verification failed.

  4. Select Customer to verify the account status or status history of a customer. The history of queries verifying the the customer is always displayed. You need not run another query to view this information.

Verify a Customer

You can verify the account status or status history of any customer. To do so.

  1. Select Customer in the WHITELIST application.

  2. Select the necessary row, then select the bank account number from the drop-down list. The account number must have been entered in the customer record (CUS) of the customer.

  3. A message displays the results of the verification. The verification history is also displayed, with information about the user performing the verification. All queries are recorded in the status history as Reported, which means that the verification was successful or UnReported, which means that the verification failed.

  4. The history of queries verifying the customer is always displayed. You need not run another query to view this information.

Bank accounts with open payments

The WHITELIST application simplifies verification during the payment process.

  1. Select Bank accounts with open payments.

  2. Select the necessary row, then select the bank account number from the drop-down list. The account number must have been entered in the supplier record (SUP) of the supplier.

    Note

    If the customer or supplier does not have a bank account set up the CUS or SUP applications, the verification returns an error. To successfully verify the customer or supplier, enter the missing bank account number in the CUS or SUP record and redo the verification.

  3. To verify the supplier, select Add new.

    Note

    The history of queries for previous verifications is always displayed. You do not have to run a new query to view this information.

Sweden

Country-specific functionality in Sweden.

SIE-4

SIE-4 financial is a standard format for exchanging accounting data used in Sweden.

Order Swedish SIE-4 file
  1. To open the General Ledger Postings (ATR) application, find Finance in the RamBase menu and then General ledger. Click General ledger postings to enter the ATR application.

  2. Press F12 to open the action menu and choose the Order audit file : SIE4 format option.

  3. Select period in the period field and click the OK button to order the SIE-4 file.

Explination of the file

The codes in the SIE-4 file are uploaded in format "A-Z" as the first character + serial number. First character is code for transaction type, while the serial number is only a counter for general ledger document number for the relevant transaction type.

Overview of transaction types and letter as first grade:

  • A CUSCIN - Sales invoices

  • B CUSCCN - Sales credit notes

  • C CUSCPA - Sales posting adjustment

  • D CUSPAY - Customer payments

  • E SUPSIN - Supplier invoices

  • F SUPSCN - Supplier credit notes

  • G SUPSPA - Supplier posting adjustment

  • H SUPPAY - Supplier payments

  • I ATRPAY - Payments without customer/supplier

  • J FARttt - Postings from fixed assets (activations and depreciation)

  • K INVttt - Imports of stock balances

  • L PROttt - Imports of inventory provisions

  • M Others - All other. Typical manual ledger entries.

United Kingdom (UK)

Country-specific functionality in the United Kingdom (UK).

Send a VAT-report to HMRC from RamBase

Activate the Use of HMRC from RamBase setting in the Company settings (CSV) application. This setting activates functionality for submitting VAT return to HMRC.

  1. To open the Period account register (PAR) application, find Finance in the RamBase menu and then General ledger. Click Accounting periods to enter the PAR application.

  2. Highlight the period you want to send to HMRC and press ENTER.

  3. Click on the VAT Spec tab.

  4. Press F12 to open the action menu and choose the HMRC: Register VAT return option.

    • Authenticate: This will open a popup to HMRC where you will need to log in with your public gateway account and give RamBase the authority to interact with HMRC on your behalf.

    • Form: Check the prefilled form based on data from RamBase, and then click the Submit button to register the VAT return report electronically to HMRC.

    • Receipt: Receipt from delivery of the VAT return report.