Sage X3 – Rebdev, LLC

Year-end: Closing a Fiscal Year

In the last post we walked through how to run a year end simulation and it’s benefits(Read it here if you missed it). The other option to close a fiscal year is using the Fiscal Year End function.

A year end simulation is noncommittal – it creates no entries, nor does it close the year – allowing entries to still be made. When you are ready to formally close a fiscal year, the process is slightly different.

Begin by navigating to Financials > Closing processes > Fiscal Year End

On the following screen, enter the company for which you will be closing the year. Beside it, in the All ledgers column, the default value is yes. Change this to No.

Tab through the remaining fields. The earliest open fiscal year will populate the New Fiscal Year field and not necessarily the current year. ANX document / journal and ledger fields will automatically populate.

Lastly, make sure the Simulation box is not checked, and press OK from the right hand menu.

If any errors occur, X3 will produce a log file detailing what needs resolved before the year can be closed. If there are no errors, the file will list all of the entries made and close out the year. Adjustments can no longer be made to this fiscal year.

Month End- Checks & Validations Pt. 1

With the start of a new month comes the dreaded month end, in which companies close the previous period’s financials. Month end is often stressful, but it need not be so – especially if fiscal periods are regularly closed in X3.

X3 will not allow a period to be closed if there are non-validated invoices or unposted journal entries. In this mini-series, we’ll go through some of the checks and validations you can do to ensure a smooth closing!

First we’ll take a look at 4 validations you can run in X3 to ensure all of your invoices have been validated.

Sale Invoice Validation
- Navigate to Sales > Invoices > Invoice/Credit Memo validation (FUNCFMINV)
- To validate invoices for all companies/ sites check the ‘All companies’ and ‘All sites’ boxes. You may specify if necessary
- Check the ‘All types’ box
- Click OK
BP Customer Invoice Validation
- Navigate to A/P-A/R accounting > Invoicing > Customer BP invoice posting (BPCVAL)
- To validate invoices for all companies/ site ensure the ‘All Companies’ check box is checked.
- To validate all types invoices, check the ‘All types’ check box. Otherwise uncheck this box and use the action card to choose an invoice type
- Click OK
Purchase Invoice Validation
- Navigate to Purchasing > Invoices > Invoice validation (FUNPIH)
- To validate invoices for all companies/ sites, ensure the ‘All Companies’ check box is checked
- To validate all types invoices, check the ‘All types’ check box. Otherwise uncheck this box and use the action card to choose an invoice type
- Click OK
BP Supplier Invoice Validation
- Navigate to A/P-A/R accounting > Invoicing > Supplier BP invoice posting (BPSVAL)
- To validate invoices for all companies/ sites, ensure the ‘All Companies’ check box is checked
- To validate all types invoices, check the ‘All types’ check box. Otherwise uncheck this box and use the action card to choose an invoice type
- Click OK

Next week we’ll go through checks you can do to ensure entries have been posted!

What’s New in SEI V9: Finance UDM Pt. 2

In the last blog, we looked at how to set up account mapping. Today we’ll take a look at how to create report blueprints. Report blueprints are important because they are they foundation to your financial reports. Here is where we will define account groupings and account signs(+/-). For each financial report, a blueprint will need to be defined.

Let’s take a step back however and revisit the account mapping. We’ve saved our data from the report, but there is one more step to take. We have to publish the data to make it accessible for use in your financial reports.

Think of it like publishing a novel. You work and make progress, saving the ‘data’. When your novel is complete and you are ready to share it with the world, you go and publish the finished version. This is the same in SEI.

So to publish our account mappings, navigate to Universal Data Model > Finance > Configuration > Report Account Mapping

Right click on this process to view it’s options. Find ‘View Info Pages’.

There are a few options on this page. We will be concerned with the section labeled ‘Publish Account Grouping’.

Here you will enter your chart of accounts for which you wish to publish the mappings.

Next, to publish the mappings, click either ‘Update (SQL Server Only)’ or ‘Update(ORACLE Only) depending on your database. Look for the success message in the bottom of your screen.

If the publishing step is successful, you are ready to refresh the associated cube! To do this step, you must have administrator access. Navigate to the admin menu by clicking the wrench icon in the top right.

Now find ‘OLAP Manager’ and click to open.

In the search bar in the top right, type ‘accounts’ and find THE ‘UDM Accounts’ cube.

From the menu on the right, choose the tools icon.

On this menu, keep the action as ‘Build, choose the environment, then check the ‘UDM Accounts’ cube from the list. Click Confirm.

When this process is complete (Check the ‘Last Build Structure Date’) Complete the previous step again but instead of the action ‘Build’, choose ‘Load All’.

When this step is complete (Check the ‘Last Job Run Date’ and ‘Status’ Columns) you are ready to begin the report blueprint! Check back for a walkthrough on how to complete this step next time.

What’s New in SEI V9- Finance UDM Pt. 1

The UDM is a powerful feature that allows a user to create consolidated reports that use multiple data sources. This means, you can create a comprehensive report with details from sales, inventory, CRM, etc!

In a previous blog(Financials on the Web), I showed you what was possible to create using the UDM. In this post, and the following, I will break down the steps to create your financials on the web.

While there are various out of the box reports, it is advantageous to configure the cube to what you need and create your own reports.

Start by mapping your accounts. Navigate to the Universal Data Model folder > Finance > Configuration > Report Account Mapping > Account Setup

Double click to open this view and begin mapping your accounts. Default accounts have been defined but you may define your own. Start by entering the group/account name, i.e., WIP_Inv. Then enter in the account description, i.e. WIP Inventory, and the account numbers associated. If there are accounts to be excluded, those can be defined as well

When defining accounts, here are a few ways to list them. If you want to include every account that begins with a ‘2’, type 2*

If you’d like to define a range of accounts, type the beginning account and ending account to include, separated by a ‘:’

You can also simply define each account number separated by a comma

These rules also apply for accounts to exclude.

As you are making changes, be sure to save your work! Under worksheet properties, auto save can be toggled on so that changes are saved to the view as they are made.

Otherwise, changes will appear highlighted in green and you must manually save the view.

If manually saving, two steps must be taken. The first is ‘Save Data’ then ‘Save’. If ‘Save Data’ is not first clicked, your data entered will not be saved.

Defining your account set up is the first step to take in utilizing the Finance UDM, whether you are going to use the standard reports, or create your own.

Check back to see the next step!