Updating external financial information

This page allows you to update the financial information that is available for an external enterprise. You can enter the balances for all the external enterprise accounts. You can also upload the account balances from an external source. This activity also allows you to modify the account balances and also view the balances that already exist.

This page allows you to retrieve the external account codes that have been defined earlier for an external enterprise ID. You can enter the account balances for the individual accounts. You can also set whether you want to debit or credit the balance in the account. This page facilitates you to save the balances temporarily until the final “Create” is executed. The system saves the login ID of the user and the system date along with the financial information details.

Select the “Maintain External Financial Information” link under the “Finance Book Consolidation” business component.

The “Maintain External Financial Information” page appears.

Enter the following fields:

External Enterprise ID

Use the drop-down list box to select the code identifying the external enterprise that you want to retrieve. All the external enterprises that have been defined for the company and which are in the “Active” status will be available for selection in the ascending order.

The system displays the following:

External Enterprise Name	The name identifying the external enterprise.
	Zoom facility available

Enter the following fields:

Currency	Use the drop-down list box to select the code identifying the currency in which the account balances are entered. The code identifying the base currency and the parallel base currency of the login company will be available for selection in the ascending order. The system displays the code identifying the base currency of the company by default on launch of the page.
Option	Use the drop-down list box to select whether you want to “View”, “Edit”, “Manual” or “Upload” the account balances.
	View – indicates that you can view the balances of the account that have been entered earlier.
	Edit – indicates that you can modify the balances of the account that have been entered earlier.
	Manual – indicates that you can enter the balances of the account.
	Upload – indicates that you can upload the balances of the account from an external source.
	The system displays “View” by default on launch of the page.

Note: If “Upload” is selected, “All” must be selected in the “Account Group” field.

Financial Year	Use the drop-down list box to select the financial year for which you want to enter the account balances. All the financial years for which the financial information is already available for the selected enterprise ID will be available for selection in the descending order.
Financial Period	Use the drop-down list box to select the financial period for which you want to enter the account balances. All the financial periods that have been defined for the selected financial year will be available for selection in the ascending order. The system displays “Blank” by default on launch of the page.
Account Group	Use the drop-down list box to select the group to which the account codes for which you want to enter account balances belong. You can select from “Assets”, “Liability”, “Capital”, “Revenue”, “Expenditure” or “All”. The system displays “All” by default on launch of the page.

Click the “Get Details” pushbutton to retrieve the account details.

If “Edit” or “View” is selected in the “Option” field, the system retrieves the details of the external account codes if they already exist. The system also calculates the debit and the credit total and displays them in the corresponding fields.

If “Upload” is selected in the “Option” field, the system retrieves the details of the external account from the external source in which it is available. The system also calculates the debit and the credit total and displays them in the corresponding fields.

If “ Manual” is selected in the “Option” Field, the system retrieves the details of the external accounts and displays them in the corresponding fields.

The system displays the following in the “External Financial Information” multiline based on the search criteria entered:

External Account #	The code identifying the external account.
External Account Description	A textual description of the external account.
Account Group	The group to which the external account belongs. It could be “Assets”, “Liability”, “Capital”, “Revenue” or “Expenditure”.

Enter the following fields in the “External Financial Information” multiline:

Dr / Cr	Use the drop-down list box to select whether you want to debit (“Dr”) or credit (“Cr”) the balances in the account.
Account Balance	The balance in the account (Decimal). The value entered in this field must be greater than zero.

Check the box in the “Select” column of the multiline to mark the external account codes that have been modified.

The system displays the following:

Debit Total	The sum total of all the balances that have been debited.
Credit Total	The sum total of all the balances that have been credited.

Click the “Save” pushbutton to save the details.

The system saves the account balances temporarily until the final “Create” is executed.

Note: You can create the account balances if “Manual” or “Upload” has been selected in the “Option” field and “All” is selected in the “Account Group” field.

Click the “Create” pushbutton to create the account balances.

The system saves the financial information of the account codes along with the external enterprise details. The system also updates the debit / credit account balances for the external account details that do not exist. The system updates the login ID of the user and the system date in the “Created By” and the “Created Date” fields.

Click the “Edit” pushbutton to save the modifications made.

The system saves the modifications that have been made to the account balances. The system updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

The system displays the following:

Created By	The login ID of the user who created the account balances.
Created Date	The date on which the account balances were created.
Last Modified By	The login ID of the user who last modified the account balances.
Last Modified Date	The date on which the account balances were last modified.