Efacec Training Some Relevant Notes

(From the information given to you during the training)

Prepared by Paula for training propose based on official information

( It is not allowed the distribution of this information for any other subject without my permission)

Efacec Training Some Relevant Notes

(From the information given to you during the training)

Prepared by Paula for training propose based on official information

( It is not allowed the distribution of this information for any other subject without my permission)

Efacec Training Some Relevant Notes

(From the information given to you during the training)

BAAN:
1) The System
2) Some important Codes
3) Chart of account Structure
4) BaaN Modules
5) Describing the Sales Process (Customer Invoices)
6) Sales and Costs recognition (ECE Procedure)
7) Purchase / Supplier Procedure (Receipts of PO and Record of Supplier
Invoices)
8) Warehouse movements
9) Time Sheets
10) Monthly closing procedures

Prepared by Paula for training propose based on official information

( It is not allowed the distribution of this information for any other subject without my permission)

Efacec Training Some Relevant Notes

(From the information given to you during the training)

BAAN:

1) The System
BaaN works in an integrated way.
Most of the processes are executed in specific modules
of logistic and have accounting relevance through rules
and conversion tables.

Prepared by Paula for training propose based on official information

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Efacec Training Some Relevant Notes

(From the information given to you during the training)

BAAN:
2) Some important Codes:

Prepared by Paula for training propose based on official information

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Efacec Training Some Relevant Notes

(From the information given to you during the training)

Business Unit
(BU)
and
Business Division
(BD)

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Efacec Training Some Relevant Notes

(From the information given to you during the training)
Costs Centre (CC):

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Efacec Training Some Relevant Notes

(From the information given to you during the training)

BAAN:

3) Chart of account Structure:

Costs accounts: We use different accounts depending if the costs are for:
- projects (PCS)
- charges (CST)
- cost related with GM, but not PCS (ACT)
- movements done automatically by the system (INT)
Dimension: BaaN has available 5 dimensions, however, Efacec is using only 4:
- DIM 1: Department
- DIM 2: Business
- DIM 3: Market
- DIM 4: Warehouse
Prepared by Paula for training propose based on official information
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Efacec Training Some Relevant Notes

(From the information given to you during the training)

BAAN:
4) BaaN Modules (Fiscal/Tax Periods)

ACR Accounts Receivables

ACP Accounts Payables
CMG Cash Management
GLD General Ledger
INT Integrations

Prepared by Paula for training propose based on official information

( It is not allowed the distribution of this information for any other subject without my permission)

BaaN Structure
CMG

ACP

ACR

Customers

Cash
Management

Suppliers

INT

GLD

Interface between
Logistic/
Accountancy

Manual
Records

INT Module.
Some records are made in the respective
accounts by the logistical department. It seems
strange but is true!
They dont know that they are doing
accountancy and this is the reason why we have
to check everything
The most interesting example is purchases.

LOGISTIC

FINANTIAL

* Production

* Payables

* Projects

* Receivables

* Sale Orders

* Supplier invoices Record

* Purchase Orders

* Manual transation (Salaries, corrections)

* Time - Sheets

* sales and cost recognition procedure

* Invoices issuing ( TRADE)

* Debit Notes Issuing ( NO TRADE)

Based on a set of rules, that are defined in

the beginning of the implementation, and
which are inserted in the mapping scheme
table, the system can identify the accounts
that needs to use, in each case.
Example of buying to the warehouse:
D: stock account is identified by the system,
based on the warehouse code
C: Supplier account is identified by the
system, based on the code of the partner

ASSETS

* Imobilization Procedure

Usually, one of the account is identified by

the system, credit or debit, and other one is
inserted by the user.
Receiving an invoice from the supplier:
C: Supplier account is identified by the
system, based on the code of the partner
D: Cost account is inserted by the user
D: VAT account (if applicable) is identified by
the system, based on the VAT code

ACCOUNTING

The user receive the invoice from the

supplier and book the asset items to a
interim account.
Later, using the asset module, the user
needs to classify the item based on the
local rules. The system, based on the
appropriate code, is going to move the
amount from the interim account to the
right account, and henceforth is going to
calculate, monthly, the depreciations.

Efacec Training Some Relevant Notes

(From the information given to you during the training)

BAAN:
5) Describing the Sales Process
All the steps are done by logistic team in logistic module.

A.
B.
C.
D.
E.

Sign contract;
Open PCS;
Record Sales Order (with invoicing conditions);
Invoice;
Recognize Sales according GM budgeted (Sales Recognition
Process).

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Customer Invoices
1 INVOICE FROM A PCS PROJECT
CFV - INVOICE OF SALES
D Customer control account
D VAT
C Invoice Transit account
V53 SALES ORDER / REVENUES ANALYSIS
D Invoice Transit account
C Invoices to be recognized PCS
or
C Invoices to be recognized Advances PCS
or
C Invoices to be recognized PCS
Warranties (Romania)
V54 SALES ORDER/COST OF GOODS SOLD
D 9INTV54
C 9INTV54
V81 SALES ORDER/ISSUE
D INT-Sales/Issue
C INT-Sales/Issue

SV0010 / MATERIAL

SVAD / SVREGAD
SVDEF / SVREGDEF

Customer Invoices
2 INVOICE FROM WAREHOUSE
CFV - INVOICE OF SALES
D Customer control account
D VAT
C Invoice Transit account
V53 SALES ORDER / REVENUES ANALYSIS
D Invoice Transit account
C Sales account
V81 SALES ORDER/ISSUE
D Material to issue invoice
C Warehouse
V54 SALES ORDER/COST OF GOODS SOLD
D 95 Cost of Sales
C 9REFLEXA
Automatic Schedule
D Variation of production Cost of Sales
C Material to issue invoice
V18 WAREHOUSE ISSUE / ISSUE
D 9INTV18
C 9INTV18

RES

P&L

Customer Invoices
3 MANUAL SALES INVOICE
CVD - DEBIT NOTE
D Customer control account
D VAT
C Invoice Transit account

W75 MANUAL SALES INVOICE / REVENUES

D Invoice Transit account
C Legder account indicated on manual sales line

P&L / RES

Its necessary to do a OLAP correction if is a

sales ledger account:
a) Order
b) Sales
Because this sale doesnt come from logistic
(sales order / warehouse)

Efacec Training Some Relevant Notes

(From the information given to you during the training)

BAAN:

6) Sales and Costs Recognition (ECE Procedure)

If the costs are smaller than the sales to recognize, the level of
completion will be calculated based on the costs, in
accordance with the GM budgeted (assuming that the revision
is updated) and the rest of the invoicing will be deferred.
If the sales are smaller than the cost to recognize, the level of
completion will be calculated based on the sales, in accordance
with the GM budgeted (assuming that the revision is updated)
and the rest of the costs will be deferred.
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Recognition of PCS
PCS - PCS RECOGNITION REVENUS/COSTS
COSTS
D Variation of Production Cost of Sales PCS
C WIP PCS
Automatic Schedule
D 95 Cost of Sales
C 9REFLEXA

P&L

RES

SALES
D Invoices to be recognized PCS
C Sales PCS

P&L

Recognition of PCS
EXAMPLE

Recognition of PCS
EXAMPLE

Purchase Procedures
Logistical Department

Start doing the Purchase

Order

Physical reception of Goods

and reception process in BaaN

Nothing happen in the

accountancy

For this procedure and based on

a previously established set of
rules the software choose the
right account and adjust the
account accordingly

Purchase Procedures
Receipt of PO
1 - PURCHASE OF MATERIAL TO A PCS PROJECT

V44 - PURCHASE ORDER / RECEIPT

D Purchase Mat PCS Int
C Receptions pending for approval
Automatic Schedule (Seq 1)
D COGS Mat PCS
C Purchase in Transit
Automatic Schedule (Seq 2)
D WIP PCS
C Variation of Production Input PCS

P&L

P&L

Purchase Procedures
Receipt of PO
2 - PURCHASE OF MATERIAL TO THE WAREHOUSE

V44 - PURCHASE ORDER / RECEIPT

D Purchase Mat warehouse Int
C Receptions pending for approval
Automatic Schedule (Seq 1)
D Warehouse
C Purchase in Transit

PRAGUE

V23 - WAREHOUSE RECEIPT / RECEIPT

IN ROMNIA - DOESN'T EXIST
D 9INT23
AUTOMATIC SCHEDULE, SO V23
C 9INT23
MAKE THE MOVEMENT

Purchase Procedures
Receipt of PO
3 - PURCHASE OF SERVICES TO A PCS PROJECT

V39 - PURCHASE ORDER / GENERAL COSTS

D Cost Account INT
C Suppliers General Cost

P&L

V44 - PURCHASE ORDER / RECEIPT

D Suppliers General Cost
C Receptions pending for approval
Automatic Schedule (Seq 1)
D WIP PCS
C Variation of Production Input PCS

P&L

Purchase Procedures
Receipt of PO
4 - PURCHASE OF SERVICES TO GENERAL EXPENSE

V39 - PURCHASE ORDER / GENERAL COSTS

D Cost Account CST
C Suppliers General Cost
V44 - PURCHASE ORDER / RECEIPT
D Suppliers General Cost
C Receptions pending for approval

RES / P&L

Supplier invoice Procedures

Financial Department

1)

Check the invoice

With or without PO ?

If without PO use type of

transaction FFS and input
directly to costs

If with PO use type of

transaction FFC

Record the invoice

Match with the PO a)
Approve the invoice

a) We are able to finish the process only if the logistical team already made the
reception

Supplier Invoice Procedures

Register FFC
Invoice: Quant = 10
PO:
Quant = 10

Amount = 1.000 + 20% VAT

Amount = 900

FFC - SUPPLIERS INVOICE WITH PURCHASE ORDER

D Invoices pending for approval
1.000
D VAT
200
C Supplier control account
1.200
Match with PO
Do nothing in accounts
Approve invoice
FAF - APPROVAL
D Receptions pending for approval
D Purchase / cost account
C Invoices pending for approval

900
100
1.000

Automatic Schedule - is created based on the Purchase / cost account

Supplier Invoice Procedures

This other costs could be, for example, transport costs or a new
purchase price.
We could:
1 - accept the difference and input at the same account of PO
(change the amount when matching)
V43 - PURCHASE ORDER / PRICE VARIANCE
2 - add costs and input this difference in a purchase account
(transport costs)
FAF - APPROVAL

8) Warehouse movements
Some relevant information about the warehouse accounting movements
QUANTITY STOCK CORRECTIONS:
V11 - WAREHOUSE CORRECTION
D Warehouse
C Inventory Differences

RES / P&L

V12 - WAREHOUSE CYCLE COUNTING ADJUSTMENT

D Warehouse
C Inventory Differences

RES / P&L

PRICE CORRECTIONS: (used in FTP and in standard items)

V12 - WAREHOUSE REVALUATION
D Warehouse
C Update std price

RES / P&L

9) Time Sheets
When we load a time sheets the accounting will be:
Y70 - PCS / GENERAL HOURS
D 941 Input TS
C 949 Transit Account

Dim 2

Automatic Schedule
D WIP PCS
C Variation of Prodution input PCS MOD

P&L

Y75 - PEOPLE / WIP HOURS

D 949 Transit Account
C 942 Coverage TS

RES

Dim 1

This 942 Coverage TS will appear in RES in L. 2300

Efacec Training Some Relevant Notes

(From the information given to you during the training)

BAAN:
10) Monthly closing procedures
It is mandatory to follow all the steps described
below, with a monthly regularity.

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( It is not allowed the distribution of this information for any other subject without my permission)

Monthly Closing Procedures

Monthly Closing Procedures

Monthly Closing Procedures

Monthly Closing Procedures