Internal Ledger—Basic Data and Requirements Exercises

IMPORTANT
It is extremely important that you set up and work within your own company to maintain your data integrity. If you work within any other company, your exercises will not function as intended and the data of other students might be affected. Predictable exercise results require that your data be isolated in your own company.

Main Exercises

Purpose: The purpose of this lesson is to show you how to set up the basic data needed to use the main functionality of IFS/Internal Ledger.

Note:Company or  Create Company Assistant.

Define Internal Ledger

Windows:
Define Internal Ledgers

  1. Create a new record. 

  2. In the Ledger ID field, enter IL1.

  3. In the Description field, enter Internal Ledger 1. 

  4. Save your changes.

Note: Any user who defines an internal ledger automatically becomes a user in that ledger. Also, the first internal ledger that the user defines automatically becomes that user's default internal ledger.

Users per Internal Ledger

Windows:
Users Per Internal Ledgers

  1. Query for your Internal Ledger, IL1.

  2. With the cursor in the User ID field, create a new record. Enter your user ID, or select an existing user from the List of Values.

  3. The Default Ledger check box should be checked.

  4. Select authority class MAX from the List of Values. 

  5. Save your changes. 

Note: You can add users to the internal ledgers as needed, but they must already be defined as Oracle database users.

Internal Code Parts 

Purpose: To select which code parts that should be allowed to use in Internal Ledger.

Windows:
Internal Code Parts

  1. Right-click and then click Change Ledger. Select your internal ledger, IL1, and then click OK.

  2. For both Code Part B and the code part whose code part function is Internal, select the Used in IL check box.

  3. Save your changes.

Internal Posting Methods

Purpose: To create posting methods that allow you to enter postings in Internal Ledger which is different from the postings in GL.

Windows:
Internal Posting Methods

  1. Create a new record. 

  2. In the Account field, enter 30%. 

  3. Save your changes.

Note: The default method is Keep. 

  1. Create another new record.

  2. In the Account field, enter 301%. Select Fixed as the method for all included code parts.

  3. Save your changes.

  4. Select the row, right-click, and then click Details. The Internal Ledger Posting Methods Details window is displayed on the screen.

  5. Create a new record, and use the List of Values to specify values for all included code parts. Enter a percentage for each row until the value in the Total Percentage field equals 100%.

  6. Save your changes.

Note: The 301% value overrules the 30% value because the account is specified in greater detail. If amount is used as the selection base in the Internal Ledger Posting Methods Details window, amounts entered will be used as the base to calculate the percentage for each row.

  1. Create a new record.

  2. In the Account field, enter 3011. Select Manual as the method for all included code parts.

  3. Save your changes.

Define Code String

Purpose: To define a code part for use only in Internal Ledger.

Windows:
Define Code String

  1. Populate the window.
  2. Choose a not yet used code part for Internal Ledger use.
  3. Name the code part and click Internal in the Code Part Function list.
  4. Save your changes.

Note: The code part with code part function Internal will only appear in  Internal Ledger. You cannot change the Code Part Function value once transactions have been created using this code part.

Define Voucher Types 

Purpose 1: To define a specific Voucher Type for use in Internal Ledger. This voucher type will only be used in the Internal Voucher Entry window. The voucher type will not be used in other ledgers than in the Internal Ledgers.

Purpose 2: To define a specific Voucher Type and connect this voucher type to Manual Posting Methods in Internal Ledger. When using this voucher type you have to enter manual postings that only will effect the Internal Ledger.

Windows:
New Voucher Type Assistant

  1. Open the Wizard. 
  2. In the Voucher Type field, enter MI1.
  3. In the Voucher Type Description field, enter Manual Voucher Internal Ledger 1.
  4. In the Ledger list, click Internal Ledger. Use the List Of Values to find Ledger IL1.
  5. Clear the Balance check box.
  6. Click Next.
  7. Create a new record.
  8. In the Function Group field, enter M.
  9. Mark the Default Settings for Voucher No Series and User Groups From Existing Voucher Type check box.
  10. Choose Voucher Type from which you want to get the default settings from.
  11. Click Finish.

Note:  Voucher types can also be defined in the Voucher Type window.

  1. Open the Wizard again.
  2. In the Voucher Type field, enter MM.
  3. In the Voucher Type Description field, enter Manual Voucher Manual Method.
  4. In the Ledger list, click All Ledgers.
  5. Select the Use Manual Internal Methods check box.
  6. Click Next.
  7. Create a new record.
  8. In the Function Group field, enter M.
  9. Mark the Default Settings for Voucher No Series and User Groups From Existing Voucher Type check box.
  10. Choose Voucher Type from which you want to get the default settings from.
  11. Click Finish.

Note: When this voucher type is used in the Voucher Entry window you will be asked to enter manual internal methods for this voucher.