Why:
Transactions from Fusion applications are written to two interface files from which data can be extracted via a local program in order to feed a 3rd Party Accounting System.
File THF 164 is the Invoice Journal File. For each invoice or credit note created within Fusion, a single record is added to this file containing the data necessary to update the Sales Ledger.
File THF 151 is the General Ledger Analysis File. For each transaction created within Fusion, multiple records are added to this file containing the data necessary to update the General Ledger.
Information to drive these postings is setup in a number of different options within the Fusion Control File.
Where:
The Accounting Interface requires the setup of various Control File Parameters.
How:
There are several analysis components where, in combination with one another, can direct each separate line on an invoice to the nominal ledger account codes necessary to maintain correct double-entry book-keeping. These are as follows:
Branch: E.g. 01 = Branch 1. Normally represents a single site within a company.
Payment Method: E.g. 3 = External Credit. Represents the type of Customer to whom you are selling.
Department of Origin: E.g. B-Parts Back Counter. Represents the originating department.
Note! These values are
hard-coded as follows. P = Parts Front Counter. B = Parts Back Counter. W =
Labour Operations. S = Vehicle Sales. L = Trade-in Purchase Invoice. M = Sundry
Invoicing.
Payment Code: E.g. 91 = Warranty. Represents the payment type for transaction.
Account Code: E.g. 01 = Part. Labour or Vehicle. Represents the type of goods being sold.
Department Code: E.g. 0 = Truck Workshop. Represents the department and is used where there is more than one workshop department in operation. Use of this component is optional and is controlled by Fusion parameter 910 204.
Product Code: E.g. 0 = Volvo. Represents the product range to which the sold item belongs.
Note! Combinations of codes
are referred to as ‘Account Strings’ within Fusion.
A combination such as 01-3-B-91-01-0-0 would be setup as an Account String within the General Ledger Sales table and would represent the sale of a Volvo Warranty part, via the back counter, in branch 01, to an external customer.
All required permutations for these analysis components need to be setup in the General Ledger Sales table to control analysis of sales and cost-of-sale postings upon Fusion transactions. In addition, General Ledger codes need to be setup in the General Ledger Other table, in order to analyse other items that may appear on transactions, such as Tax, Discount, Parts Freight, Parts Extra charge and rounding adjustments (if used).
If non-productive labour costs and/or claim adjustments are posted to the General Ledger interface file, the Account Numbers for these postings are setup in the General Ledger Other table. Codes for used vehicle depreciation postings are also setup within this table.
For other non-invoice transactions such as parts stock adjustments, goods receiving and price updates, normal accounts are setup within the General Ledger Stock Adjustments table.
Clear-down of Interface Files THF164 & THF151:
Programs exist to archive/delete old records from the accounting interface files as follows:
THF164: Program THC 704 should be setup in Daily Batch to archive/delete records from THF164. Archiving is controlled by parameter ARC 008, which specifies the number of months after the posting date that records should be archived to the THF 110 file. Parameter ARC 009 specifies the number of months after the posting date that archived records should be deleted from THF 110.
THF 151: Program THR 731 should be setup in Daily Batch to delete records from THF 151. This is controlled by parameter ARC 019, which specifies the number of months after the posting date that records should be deleted from THF 151.
Setup:
Certain options on the Fusion Control File must be setup before the accounts setup can be completed and it is recommended that this be done in the order explained below.
Note! In order to make
support of the system easier on a global level, we recommend that markets adhere
to certain standard codes as detailed for each option. These standard codes can,
of course, be supplemented by other codes to satisfy local market
requirements.
Branch – Branch Values – Payment Method – Payment Code – Account Code – Department – Product Code.
Once those options have been setup satisfactorily, the task of setting up the General Ledger options can commence. The contents of this file can vary by market to cater for the General Ledger layout of 3rd Party Suppliers. Please ensure that this layout has been discussed, designed and setup in conjunction with your interface program provider and with Axis personnel.
General Ledger Sales – General Ledger Other – General Ledger Stock Adjustments – Tax Rate.
Lastly, setup of the following two options should be considered before completing the account interface.
Customer Payment Code – Payment Terms.