Sage X3 Finance Training Manual

Sage X3 Finance Training Manual

Contents
Accounts Payable- From Purchasing Module.............................................................................................5
Supplier Invoice.................................................................................................................................5
Purchase Return..................................................................................................................................8
Purchase Return..................................................................................................................................9
Credit memo......................................................................................................................................12
Additional Invoice..............................................................................................................................15
Accounts Receivable – From Sale Module........................................................................18
Sales Invoice.....................................................................................................................................18
Sales Return......................................................................................................................................20
Sales Credit Note............................................................................................................................22
Accounts Payable- A/P- A/R Module.....................................................................................24
Accounts Receivables-A/R- A/P Module..................................................................................................27
Payments/Receipts...................................................................................................................................29
Payments...............................................................................................................................................29
Payment to supplier..........................................................................................................................29
Payments without BP........................................................................................................................32
Receipts.................................................................................................................................................32
Receipts from BP/Customer..............................................................................................................32
Receipts without BP...........................................................................................................................34
Petty cash payments..............................................................................................................................35
Cashbook / Bank........................................................................................................................................36
Bank reconciliation................................................................................................................................37
Direct Journal entry...................................................................................................................................38
Common Data...................................................................................................................................38
Creating Customer category..................................................................................................................39
Creating a new customer.......................................................................................................................40
Creating Supplier category....................................................................................................................44
Creating a new supplier.........................................................................................................................45

Page 1 of 120
Sage X3 Finance Training Manual

Matching Payments or Receipts...............................................................................................................49

Manual Matching..................................................................................................................................49
Automatic Matching..............................................................................................................................50
Manual Matching..................................................................................................................................51
Accounts Inquiries....................................................................................................................................52
Tracking an Account..............................................................................................................................53
2.............................................................................................................................................................53
Fixed Asserts.....................................................................................................................................54
Depreciation Context.............................................................................................................................54
Posting type...........................................................................................................................................55
Location Management...........................................................................................................................55
Fixed Asset Purchase.............................................................................................................................56
Purchase Requisition creation...............................................................................................................57
Receipting Fixed Assets.........................................................................................................................58
Invoicing Fixed Assets............................................................................................................................60
Creating a Fixed Assets Expenses..........................................................................................................62
Split Expenses........................................................................................................................................63
Creation of Fixed Assets........................................................................................................................65
Revaluation of an asset..........................................................................................................................68
Splitting an asset....................................................................................................................................68
Disposing an asset.................................................................................................................................69
Transfer an asset...................................................................................................................................69
Fixed Asset Value Adjustment...............................................................................................................69
Originally created by Import or Manual creation..................................................................................70
Fixed assets month end.........................................................................................................................70
Status of Context...................................................................................................................................70
General month end process..................................................................................................................70
Depreciation calculation........................................................................................................................71
Generate accounting entries.................................................................................................................71
Month End/Year end Reports................................................................................................................71
Remittances..............................................................................................................................................73

Page 2 of 120
Sage X3 Finance Training Manual

Automatic Remittances.........................................................................................................................73
Manual Remittance...............................................................................................................................74
Validating the Payment Receipt...............................................................................................................75
Viewing Customer Statements.................................................................................................................76
Bank Reconciliation..................................................................................................................................76
Reconciling Bank Entries........................................................................................................................76
Reversing a Reconciliation.....................................................................................................................77
Printing the Bank Reconciliation............................................................................................................78
Viewing Inquiry Information....................................................................................................................78
Viewing Inquiry Information......................................................................................................................78
Closing Procedures & Reports..................................................................................................................79
Final Validation..........................................................................................................................................79
Complete the Final Validation for Specific Entries.................................................................................80
Simulations............................................................................................................................................80
Simulation Activation.............................................................................................................................80
Simulation Deactivation.........................................................................................................................80
Simulation Cancellation.........................................................................................................................81
Posting Simulations...............................................................................................................................81
Commitments...........................................................................................................................................81
Analytical Modifications........................................................................................................................81
Matching...................................................................................................................................................82
Manual Matching..................................................................................................................................82
Automatic Matching..............................................................................................................................82
Unmatching...........................................................................................................................................82
Invoices To Be Received........................................................................................................................82
Credits To Receive.................................................................................................................................83
Invoices To Be Issued.............................................................................................................................83
Generic Accruals....................................................................................................................................84
Recurring Journals....................................................................................................................................85
Recurring Entries...................................................................................................................................85
Generating Recurring Entries.................................................................................................................87

Page 3 of 120
Sage X3 Finance Training Manual

Balance Transfer.......................................................................................................................................88
Balance Transfer Generation.................................................................................................................89
Reports & Inquiries...................................................................................................................................90
Inquiries.....................................................................................................................................................90
Account Balances...............................................................................................................................90
Dimension Balances...........................................................................................................................91
Accounts............................................................................................................................................92
Account Balance by currency.............................................................................................................93
Dimensions........................................................................................................................................94
Entries................................................................................................................................................95
Reports..................................................................................................................................................95
Financial Accounting..........................................................................................................................95
Legal Reports.........................................................................................................................................98
Dimension/budget accounting..............................................................................................................99
Previewing Reports & Inquiry Tasks....................................................................................................101
Closing Periods........................................................................................................................................101
Blocking Controls on Closing the Period..............................................................................................102
Non Blocking Controls on Closing the Period...................................................................................103
Closing Last Period...............................................................................................................................103
Re-opening a Period............................................................................................................................103
Closing Fiscal Years..............................................................................................................................104
To re-open a closed fiscal year............................................................................................................105

Page 4 of 120
Sage X3 Finance Training Manual

Accounts Payable- From Purchasing Module

Sage X3 you can raise a supplier invoice which is linked to a product. This is done by raising the supplier
invoice in the Purchase Module.

1
2 3 4

Supplier Invoice

Go to Purchasing > Invoice > Invoice Control

Page 5 of 120
Sage X3 Finance Training Manual

Page 6 of 120
Sage X3 Finance Training Manual

13

10
14

11 12

There are at least four possible invoice types.

- Invoice - Refers to direct invoices or invoices from receipt or order.

- Credit Memo-Used to respond to any possible price change or disputes.

- Credit Memo/Return - Used to create a credit memo from a purchase return. You must post credit
memos in order to create the necessary journal transactions

- Additional Invoices- Refers to in voice for extra charges like insurance cost, freight charges etc.

For the normal purchase invoice which post an account payable journal.

1- Click “New”

2- Enter the invoicing site

3-Select the invoice type, in this case chose a nomal purchase invoice

4-Enter the accounting date

5- Enter the supplier, then the control account, company name , pay approval, supplier invoice date,
currency, tax rule and currency rate populate automatically.

6-Enter the document number

Page 7 of 120
Sage X3 Finance Training Manual

7-Click the line tab

8-On the sourc field , chouse the source which is either receipt, order or mislleneous

9-Or you can select the source from the left list, which populate after entering the relavent details on
the header, if you select the list it populates on the line grid.

10- Click the control tab

11- Enter the amount on the tax total field to clear the varience

12- Enter the amount on the invoice –tax amount to clear the varience

13- Click “Create”

14-Click “Post”

To view the journal created click the Accounting Document on the main menu.

Purchase Return

Before you have created a credit memo and return, you must create a purchase return which credit the
inventory,

Go to Purchase> Return > Return Management

Page 8 of 120
Sage X3 Finance Training Manual

1
2 3

1-Click “New”

2- Enter returning site

3-Enter returning date

4 - Enter the supplier

5-The chose the receipt from the left list

6- Enter the return reason

7-Enter the quantity

8-Click create

9-Click validation

Purchase Return

Page 9 of 120
Sage X3 Finance Training Manual

Go to Purchase > Invoices > Invoice Control to reverse the journal related to goods returned. Like the
normal purchase invoice you can select the details, however on the invoice type field select the Credit
memo/ Return as the invoice type.

Credit memo/return

Page 10 of 120
Sage X3 Finance Training Manual

2 4
3
5

8 10

11

Page 11 of 120
Sage X3 Finance Training Manual

1- Click New
2- Enter the invoicing site
3- Select Credit memo/ Return as the invoice type
4- Enter Accounting date
5- Enter supplier
6- Click the line tab
7- Select the Return selection on the left list
8- Click the control account and clear the variances
9- Click create
10- Click post
11- Click the document type to view the journal created

Credit memo
Credit memo usually used for price correction or for a price dispute resolution, no stock returns happens
on Credit memo.

Go to Purchase > Invoice > Invoice Control

Page 12 of 120
Sage X3 Finance Training Manual

1
2
4
5

Page 13 of 120
Sage X3 Finance Training Manual

11

9
12

10

Page 14 of 120
Sage X3 Finance Training Manual

1- Click “ New”
2- Enter Invoicing site
3- Select Credit memo
4- Enter Accounting date
5- Enter Supplier
6- Click line tab
7- Select the invoice from the left list
8- Enter the amount changed
9- Click the control tab
10- Clear the variances
11- Click create
12- Click post
13- Click document type to view the journal created

Additional Invoice
Additional invoice is usually used to create an invoice for additional procumbent cost like freight
charges, it used like normal invoice, however on the invoice type field select Additional Invoice as the
invoice type.

Page 15 of 120
Sage X3 Finance Training Manual

Page 16 of 120
Sage X3 Finance Training Manual

2
3

All other procedures are the same as a normal invoice, however if it is the same supplier you have to
add some details on the Invoicing Element on the control tab.

1- Select the type of charges

2- Enter the amount
3- Enter he same amount
4- Click create

Page 17 of 120
Sage X3 Finance Training Manual

Accounts Receivable – From Sale Module

Click post Sage X3 you can raise a supplier invoice which is linked to a product. This is done by raising the
supplier invoice in the Sales Module.

Sales Invoice

Go to Sales> Invoices> Invoice to create a sales invoice

SelecT ALL Full entry invoice for a normal invoice

Page 18 of 120
Sage X3 Finance Training Manual

2
3 4
5
6

7 10

Page 19 of 120
Sage X3 Finance Training Manual

1- Select ALL entry invoice

2- Click “New”
3- Enter Sales Site
4- Enter invoice type
5- Enter supplier
6- Enter Date and Currency automatically populate
7- Click the line tab
8- Select the product from the left list either from delivery or order.
9- Click create
10- Click post
11- Click Accounting document to view the journal

Sales Return

Go to Sales > Returns > customer Return for sales return.

2
3
4

Page 20 of 120
Sage X3 Finance Training Manual

9
10

7
8

1- Click ‘New”
2- Enter the receiving site
3- Enter the date
4- Enter the customer
5- The on the line tab, you can enter the product, and some information like product description
populated on their respective fields, or you can select the product from Delivery on the left list.
6- Enter the reason for turn
7- Enter the quantity
8- Enter the amount
9- Click Create
10- Then click post
11- Click the Accounting Document to view the transaction

Page 21 of 120
Sage X3 Finance Training Manual

Sales Credit Note

Go to Sales > Invoices > Invoice to create the credit note for the returned goods.

Select STA standard entry credit, for the credit note

Page 22 of 120
Sage X3 Finance Training Manual

1
2 3

5
4

8 11
7

9
10 12

Page 23 of 120
Sage X3 Finance Training Manual

1- Click “New”
2- Enter the site
3- Select the invoice type
4- Enter the date
5- Enter the customer and information like tax rule automatically populate
6- Enter the Memo reason
7- Click line tab
8- Enter the product or select from the left list from return or invoice
9- Quantity
10- Amount
11- Click create
12- Click post
13- Click the Accounting Document to view the journals created

Accounts Payable- A/P- A/R Module

In Sage X3 you can raise a supplier invoice which is not linked to any product. This is done by raising the
supplier BP invoice in the A/P-A/R Module.

This process post to GL account(s) specified on the lines tab and supplier control account in the GL

Go to A/P-A/R > Invoicing >Supplier BP Invoice and click

Click new and feel in the relevant fields

Page 24 of 120
Sage X3 Finance Training Manual

11
22

33

1. Select Site
2. Select invoice type, generally you have 2 invoice types, the normal invoice and additional or
complementary invoice (linked to a previous invoice). You also have 2 credit note types one with
stock returns and the other one linked to an invoice (without any stock movement)
Complementary invoices and credit notes with return are not used in A/P-A/R.
3. Select supplier, supplier pulls records such as Control, Currency, Pay-to and payment terms.
Check and make sure that all the details are correct.

Click Lines tab and populate the lines by filling in the relevant information.

Page 25 of 120
Sage X3 Finance Training Manual

11 22 3 44

Enter the G/L accounts, amounts, tax (ZWDOM15% or ZWEXP 0%), enter a comment and fill in
the analytical dimensions.

Click ‘Create’

11

Click ‘Ok’ if there is a message and a document number field will be populated as below.

11
22

33

Page 26 of 120
Sage X3 Finance Training Manual

1. Document number field populated after clicking ‘Ok’

2. Click ‘Post’ to post the invoice,
3. Click ‘Zooms’ to view the journal generated

Accounts Receivables-A/R- A/P Module

As in AP, a customer BP invoice can be raised in A/P-A/R Module without reference to a product.

This process post to GL account(s) specified on the lines tab and customer control account in the GL

Go to A/P-A/R > Invoicing >Customer BP Invoice

Click new and feel in the relevant fields

11

Page 27 of 120
Sage X3 Finance Training Manual

22

35

44

1. Select site
2. Select invoice type
3. Select customer
4. Make sure the Currency is correct
5. Click Lines tab

1 1

1. Populate the lines with G/L accounts, amount-tax, tax (Z WNOM 14%, ZWEXM 0%) and
the analytical dimensions

Page 28 of 120
Sage X3 Finance Training Manual

22
1

33

1. Create ‘Create’
2. Document no. field populates
3. Click ‘Post’ to post the invoice

Payments/Receipts

Payments and receipts are done through one functionality. The difference is on the entry type (the
payment or receipt type selected)

Go to A/P-A/R Accounting > Payments > Payment/Receipt entry and select payment type

Payments

Payment to supplier

Select either of the highlighted payment types

Page 29 of 120
Sage X3 Finance Training Manual

The screen shown below will be available and fill in the screen as shown:

Page 30 of 120
 Sage X3 Finance Training Manual
11

1010

88
22 311

3 4
4

55

66
77

99

1. Click ‘New’
2. Enter the correct site
3. Enter the BP (Supplier to be paid)
4. Enter the paying bank
5. Enter the currency being paid (this is the currency of the open items being paid and this can be
different from the Bank current. If that is the case click ‘Ok’ if there is a message)
6. Enter the amount being paid in the BP amount field, (where the BP currency is different from
bank currency, enter the BP amount and the C/T val. bank curr amount that the bank actually
debited on your bank account)
7. Click ‘Open items’, if you want to link the payment to an open item, (otherwise just press tab…
tab to populate the lines and skip 8 and 9)
8. Select the open item to be paid
9. The details of the open items to be paid will be populated on the lines
10. Click the ‘Create button’ on the options section of your screen.
11. Click ‘Post’ to post the transaction

Page 31 of 120
Sage X3 Finance Training Manual

Payments without BP

The procedure is the same as above except 1 to 3 below

22
11

33

1. Enter the G/L account

2. Enter description for the payment – necessary for easy of reconciliation
3. Enter the relevant analytical dimensions

Receipts
Receipts from BP/Customer

Go to A/P-A/R Accounting > Payments > Payment/Receipt entry and select one of the highlighted
payment types

Page 32 of 120
 Sage X3 Finance Training Manual

11

10

88
22 11
11

44
33
55

66

99

1. Click ‘New’
2. Enter correct Site

Page 33 of 120
Sage X3 Finance Training Manual

3. Enter correct BP
4. Enter free text reference/comment
5. Select paying bank
6. Enter transaction currency (may be different from bank currency, click ‘Ok’ if there is a message)
7. Enter amount to be paid in the ‘BP amount’ field (if payment currency is different from bank
currency enter bank amount in the ‘C/T val bank curr’ field)
8. Select open item being paid
9. Details of the open item populate on the lines
10. Click ‘Create’
11. Click ‘Post’

Receipts without BP

The procedure is the same except the following

The procedure is the same as above except 1 to 3 below

Page 34 of 120
Sage X3 Finance Training Manual

22

11

33

1. Enter the G/L account

2. Enter description for the receipt – necessary for easy of reconciliation
3. Enter the relevant analytical dimensions

Petty cash payments

The process of receipts and payments in or from petty cash book follow the same steps but choose
payments types described as petty cash, for example the following:

Page 35 of 120
Sage X3 Finance Training Manual

Cashbook / Bank
The cashbook updates as payments and receipts are processed. Go A/P-A/R Accounting > INQUIRIES >
Banks. Enter the relevant fields and view the bank/cashbook position

11 22 3 4 55

8
66 77

99

1. Enter the bank code

2. Enter the date range
3. Company field populates on selection of the bank

Page 36 of 120
Sage X3 Finance Training Manual

4. Select site (if the bank is shared by different sites

5. Cashbook balance
6. Transactions
7. Transactions amounts
8. Transaction status, ‘In the bank’ – deposited, ‘Entered’ – not yet deposited
9. Theoretical balance – this is simulated balance after taking into account transactions in ‘Entered’
status

Bank reconciliation
All posted payments and receipts are made available on bank reconciliation for selection as no longer
outstanding.

Go to A/P-A/R Accounting > RECONCILIATION > Bank reconciliation

1
22 33
1

44 77
6

55

1. Click ‘New’
2. Enter the bank code
3. Enter ending statement balance
4. Enter statement date
5. Select transactions that appear on the bank statement

Page 37 of 120
Sage X3 Finance Training Manual

6. All unselected receipts appear as outstanding deposits, and payments as outstanding

withdrawals and these will be available on creating the next reconciliation
7. Click ‘Create’ to create the statement

Direct Journal entry

Go to Financials > JOURNALS > Journal entry

1

33
22 44 66

55

1. Click ‘New’
2. Enter site
3. Enter entry type
4. Enter date and tab…..tab
5. Select ‘Lines’ tab and enter the lines. The lines must be at least 2 (debit and credit) and could be
more as long as the journal balances
6. Click ‘Create’

Common Data

Page 38 of 120
 Sage X3 Finance Training Manual

Creating Customer category

Go to Common data > BPS > Customer categories

11

98
22 33

55

44

66

7
7

1. Click ‘New’
2. Enter category code
3. Enter category description

Page 39 of 120
Sage X3 Finance Training Manual

4. Enter category short description

5. Select language
6. Go to Financial tab
7. Select accounting code
8. Click ‘Create’

Creating a new customer

If you have BP (Business Partner) as one of your Analytical Dimension Types, it is advisable to start by
creating the dimension first.

Go to Common data > G/L ACCOUNTING TABLES > Analytical > Dimensions

11

22

33

Page 40 of 120
Sage X3 Finance Training Manual

44 55 66
99

77

88

1. Click ‘Dimension type’ on the page options

2. Select the relevant Dimension type
3. Click ‘New’
4. Enter Dimension, this code should be the same as the Customer code
5. Enter dimension description, this should be the same as customer name
6. Enter short description
7. Make sure its active
8. Make sure boxes are selected
9. Click ‘Create’ and close page

Go to Common data > BPS > Customers

Page 41 of 120
Sage X3 Finance Training Manual

11

33
22

66
44

55

77

88

Page 42 of 120
Sage X3 Finance Training Manual

12
12

1. Click ‘New’
2. Select category
3. Enter customer code (same as dimension code)
4. Enter short description
5. Enter Customer name (same as dimension description)
6. Enter country, language and other details
7. Go to ‘Address’ tab
8. Enter the fields
9. Go to Financial tab
10. Enter tax rule
11. Enter Payment terms
12. Enter dimension on Dimension Type BP
13. Click ‘Create’

Page 43 of 120
 Sage X3 Finance Training Manual

Creating Supplier category

Go to Common data > BPS > Supplier categories

11

22 33
88

44

66

77

1. Click ‘New’
2. Enter category code
3. Enter category description
4. Enter category short description
5. Select language

Page 44 of 120
Sage X3 Finance Training Manual

6. Go to Financial tab
7. Select accounting code
8. Click ‘Create’

Creating a new supplier

If you have BP (Business Partner) as one of your Analytical Dimension Types, it is advisable to start by
creating the dimension first.

Go to Common data > G/L ACCOUNTING TABLES > Analytical > Dimensions

11

22

33
44 5 66
99

77

Page 45 of 120
Sage X3 Finance Training Manual

1. Click ‘Dimension type’ on the page options

2. Select the relevant Dimension type
3. Click ‘New’
4. Enter Dimension, this code should be the same as the Customer code
5. Enter dimension description, this should be the same as customer name
6. Enter short description
7. Make sure its active
8. Make sure boxes are selected
9. Click ‘Create’ and close page

Go to Common data > BPS > Suppliers

Page 46 of 120
 Sage X3 Finance Training Manual

11

33
22 13
13

66
44

55

77

88

Page 47 of 120
Sage X3 Finance Training Manual
99

11
11
10
10

12
12

1. Click ‘New’
2. Select category
3. Enter customer code (same as dimension code)
4. Enter short description
5. Enter Customer name (same as dimension description)
6. Enter country, language and other details
7. Go to ‘Address’ tab
8. Enter the fields
9. Go to Financial tab
10. Enter tax rule
11. Enter Payment terms
12. Enter dimension on Dimension Type BP
13. Click ‘Create’

Page 48 of 120
Sage X3 Finance Training Manual

Matching Payments or Receipts

There are two methods of matching payments or receipts, these are automatic matching and manual
matching.

Manual Matching

Go to Financials > Matching > Manual Matching

1 5

2 7
4

1- Enter the Site

Page 49 of 120
 Sage X3 Finance Training Manual

2- Enter the account

3- Enter the BP, Either supplier or customer
4- Enter Dates, start date and end date
5- Click search
6- Then click matching transactions on the grid
7- The click matching

Automatic Matching

Go to Financials > Matching > Automatic Matching

9
1

2
4
3
6
5

7 8

1- Select the group of company

2- Select site
3- Select starting account
4- Select end account

Page 50 of 120
 Sage X3 Finance Training Manual

5- Select starting BP
6- Select end BP
7- Enter start date
8- Enter end date
9- Click ok

Manual Matching

Go to Financials > Matching > Unmatching to unmatching payments and receipts

2
4
5
6
7
8
9

1- Select the group of company

2- Select site
3- Select starting account
4- Select end account
5- Select starting BP
6- Select end BP
7- Enter start date
8- Enter end date

Page 51 of 120
Sage X3 Finance Training Manual

9- Click ok

Accounts Inquiries

The inquiry menu used to inquire Accounts balances of Trial Balance, balances on an account and
entries.

Trial Balance

Go to trial Financials > Inquiries > Accounts Balance

4
2
1

1- Enter the company

2- Enter the site

Page 52 of 120
Sage X3 Finance Training Manual

3- Enter start date and end date

4- Click search

Tracking an Account

Go to Financials > Inquiries > Account to track the account balance and transactions.

5
1 2 4

1- Enter the company

2- Enter the site
3- Enter Start date and end date
4- Enter the account or control account
5- Click search

Page 53 of 120
Sage X3 Finance Training Manual

Fixed Asserts

Depreciation Context

Depreciation contexts are the calendars set up to manage depreciation. Fixed Assets context is based
on the financials calendar of GL. It can be managed separately, and does not rely on GL month closures.
Each context can contain multiple ledgers. Each ledger is a reporting book that contains the financials for
that ledger. These ledgers can be set up to be in different currencies. It can also be set up as a Tax
ledger.

All assets will depreciate in all ledgers set up. Reporting can be done by ledger. Only the Accounting
ledger is integrated to the General ledger in X3 Financials.

Go to Setup > Fixed Assets > Depreciation contexts

Page 54 of 120
Sage X3 Finance Training Manual

Period Status: If a period status is closed, no transactions can occur in that period. If you want to
transact in a month, change the status from closed to open.

1- Enter the company

2- Enter the context and tab through
3- On the list of managed plan section account plan defaults and tab through to the next line
where finance plan defaults, the link the finance plan with the account plan
4- Click EY/ Period tab
5- Click the action button and select Auto.acc. Fiscal year break down, also select the current year.
6- The cuurent fiscal periods default

Posting type
If a posting type is set to Simulation, a temporary journal will be created in the General Ledger, via the
integration. Future periods can therefore be created. Simulation journals for those months can also be
created. Only after the posting type is changed to Actual, will the Simulations journal in GL be changed
to Final. A period status must be Actual to close off the month.

Page 55 of 120
Sage X3 Finance Training Manual

Location Management
The locations are only an assignment of the physical location of the asset. It is not necessarily linked to
the site and company of the asset

 Each asset can be assigned to a physical location.

 Each location is part of a Site – Building – Floor Level and a location.
 If the Site – Building – Floor level allocation is not used, all locations can be loaded in one
structure.

Go to Common data>Fixed Asset Tables>Locations

2 3
1

1. Geographic Site to be entered here.

2. Building number and Name.

3. Level of building i.e. Level one, Admin dept etc.

Page 56 of 120
Sage X3 Finance Training Manual

Fixed Asset Purchase

Adding assets to X3 can be done in one of two ways, through the Purchase Order process, or by adding
the assets manually in the Fixed Asset sub module. The following steps are used in the PO process:

Create Purchase Requisition with capital lines.

 Receiving of those capital lines.

 Invoicing and posting of the lines.
 When the invoice is posted, a fixed assets expense item is created on the fixed assets
 “left list”.
 Fixed assets are created from expenses in the fixed asset module.

The Purchase Order, Purchase Receipt and Purchase Invoicing functionality forms part of

Procurement, therefore only specifics related to fixed assets are highlighted in this section.

Purchase Requisition creation

Go to Purchasing>Purchase Requests>Purchase Requests

2
1 3 4

A standard Purchase Requisition is created, with all the mandatory fields and information.

Page 57 of 120
Sage X3 Finance Training Manual

1- In the Lines tab, a product must be selected. This product must be a pre -defined fixed assets
product.
2- Type in the amount exclusive of Vat.
3- Press F12 and select the relevant GL account.
4- Use the drop down functionality and select Fixed Asset as “Type”.
5- Enter Stream
6- Enter Responsibility
7- Enter Activity
8- Fixed Asset products.
9- Save the Purchase Requisition. Once Requisition is approved, a Purchase order is created from
the specific Requisition, pulling all the relevant information through.

Receipting Fixed Assets

Purchase > Receipt > Receipts

Page 58 of 120
Sage X3 Finance Training Manual

Follow the normal receipting process on the fixed assets lines.

1- Change each line “TYPE” to Fixed Asset if required.

Page 59 of 120
Sage X3 Finance Training Manual

Invoicing Fixed Assets

Page 60 of 120
Sage X3 Finance Training Manual

Follow the normal process of invoicing the fixed assets. Once the invoice is posted, the fixed asset
expense will be created on the left list in the Fixed Asset module.

Purchase Requisition creation through supplier invoice.When creating an Invoice for a supplier that has
an asset involved, the user must enter details to trigger the Assets Expense creation.

To do this Go to AP/AR accounting – Invoicing – Supplier BP Invoice

Page 61 of 120
Sage X3 Finance Training Manual

1. Enter standard information for supplier invoices

2. In the lines section, choose the site

3. Choose the appropriate assets account. (WIP or Clearing Account)

4. And change the Purchase type to Fixed Assets

If these sections are not filled in correctly, the asset expense will not be created.

Creating a Fixed Assets Expenses

Go to Fixed assets> Fixed assets> Expenses.

Page 62 of 120
Sage X3 Finance Training Manual

2 1

1- To add an expense, click on New, Main Tab

2- Select the site
3- Add in additional info such as the purchase date, invoice info and quantity
4- Add the cost of the expense

Split Expenses
In expenses go to the menu, Actions – Splitting

Page 63 of 120
Sage X3 Finance Training Manual

5
4

Page 64 of 120
Sage X3 Finance Training Manual

1- Select the amount of expenses you want to split the expense in

2- Click on Splitting
3- Change the values of the expenses as required
4- Click OK.
5- Click on Save in the expense item.

Creation of Fixed Assets.

Go to Fixed Assets> Fixed Assets> Assets.

1
2

4
3

1- Click new
2- Select site
3- Select the relevant expenses to be grouped together as one asset by double clicking in the field
to the left of the reference field.
4- Fill in the new accounting code of the asset when prompted. (This will identify the category of
the asset).
5- Click on the Apply button. This will take you to the previous screen where the asset details need
to be completed (To be handled in the Financial Assets Management manual).

Page 65 of 120
Sage X3 Finance Training Manual

Financial Asset Management

Go to Fixed Assets > Fixed Assets> Assets

1
3 2

5
4

Header Information

1- Click new
2- The Company is selected in the company field.
3- The Financial site is selected in the site field.
4- The asset reference field is automatically populated once the asset is saved.
5- Click capitalize

Main Tab

1- Different dates are applicable to fixed assets.

a) Purchase date – the date the asset first gets recognized.
b) Posting date – The date the cost would have been passed to the GL
c) Date put into service – This is linked to the default depreciation start date. The depreciation
start date can be individually changed for each ledger.
2- Holding type - where will you keep the asset
3- Purchase Condition - is it second hand goods or new assets
4- Receipt nature - how was this asset obtained, was it purchased, created, transferred. These
fields will also be updated when an asset is transferred, split or merged.

Page 66 of 120
Sage X3 Finance Training Manual

5- Unit - what is the measure of the asset? E.g. kg’s, meter’s etc. By default it will be Units.
6- Quantity -How many units are there in this asset? (If an asset has multiple units, then the cost is
the Total cumulative cost for all the units in that asset).
7- Fixed Assets type - is the asset Tangible or Intangible
8- Accounting codes - select accounting codes/category (This is the class that will determine what
accounts will be used for the asset.)
9- Serial number – the serial number assigned to the asset.
10- Tax Inc or Exc – Indication if the tax is included, or excluded for this asset.
11- Group No- The reference number the asset was assigned to when it was created. (this is so that
if you ever change the Reference, you have the original Reference number recorded)
12- Status- this determines the component status of the asset.
a) Stand Alone asset - The asset is neither a master or a component
b) Master asset -The asset is the master asset, and components can be assigned to the asset
c) Component- The asset is a component of a Principal Asset (if the asset is a component, the
master asset can be assigned in the next field)
d) Nature- the nature of the asset is determined by the Account code, all capitalized assets are
classified as assets in service.
13- Values
a) The cost excluding vat is the cost of the asset.
b) Vat rate - the vat rate defaults to the rate defined as the default vat rate. This rate can be
changed.
c) Cost vat Inclusive, is the cost and the vat together.

Posting Tab.

1- Select the Tax class of the asset

2- If an asset can be assigned to a dimension, this can be done in the analytical table, by clicking on
the required dimension field, and selecting the appropriate dimension.
3- A physical site and Location can be assigned in the Geographical block.

Depreciation Tab

For each ledger, a depreciation policy must be created. This allows you to generate different
depreciation figures for the same asset.

- The Method - A depreciation method for that ledger.

- Mode of assets: UL- Straight line, UD - Reducing Balance, SA - Zero Depreciation

- Duration -Time the asset must be depreciated over. (Applicable for straight line, and Units of
production)

- Rate - The rate of depreciation if the plan is declining balance.

Page 67 of 120
Sage X3 Finance Training Manual

- Prorate - How often depreciation should be accounted for. (Default to monthly)

- Depreciation start date- date on which depreciation will start

- Balance sht. Val - Value that will be depreciated.

- Resid. Value - Residual value of the asset.

If you need to see a depreciation forecast for that ledger of the asset, right click on plan. This will give
you the option to select depreciation plan/forecast.

Receipt Entry, Concessions and Other info

The receipt entry and Concessions tabs are recording tabs. They will keep track of transactions done on
the asset, and will display the results.The Other info tab is a tab containing fields that can be setup as
custom fields, to accommodate any extra fields needed by the users.

Change account Posting

Within a fixed asset go to Menu Actions – Change account postings

This allows you to change the cost account/category of the asset.

1- Select the reason for the change

2- Tick the box of the field you want to update. (Holding type/Family/Accounting code
3- Change the appropriate field to the one you want it to be.
4- If accounting code is used, the related fields will be filled in automatically. (Holding type and
Family fields are not in use. They should not be filled in)

Change depreciation method for an asset

Within a fixed asset go to Menu Actions –Change Method

This will allow you to change some of the depreciation information.

1- When you want to update a field for a plan, you must switch the “Update” field TO THE LEFT OF
THAT FIELD to YES. This will allow you to change the depreciation method.
2- Mode of assets: UL = Straight line, UD = Reducing Balance, SA = Zero Depreciation

Revaluation of an asset
Within a fixed asset go to Menu Actions – Revaluation

An assets capital value can be revaluated here.

1- Select the relevant depreciation plan affected by the revaluation. (Should almost always be
Accounts).
2- If you are reversing a revaluation, then you select the “Reval Cancellation” box. Otherwise leave
it unselected.

Page 68 of 120
Sage X3 Finance Training Manual

3- Enter the revaluation effective date

4- Choose a method of revaluation. For each selection, the appropriate boxes will be made
available to be filled in. (You can choose a revaluation coefficient, an index or to revalue to a
market related value.
5- The person who did the evaluation must be selected.
6- If you want to add a comment to the revaluation, the comment field is use

Splitting an asset
Within a fixed asset go to Menu Actions – Splitting

An asset containing more than one unit can be split down into individual units. Only assets with more
than one unit can be split.

1- Select the date of the split.

2- Select the reason for the split
3- The currency field will be updated automatically.
4- The asset can be split by quantity, amount of Expenses associated with the asset. (If only one
unit in the asset, you can only split by amount.
5- With the amount selection, you must specify if you are splitting according to the amount exc vat,
Balance sheet amount, and Revalued asset amount.
6- In the “In” box, you specify the number of separate assets you want to split the specific asset
into.
7- With amount selection, you can choose how you want to allocate the amount (by Quantity
distribution, or by percentage distribution).
8- Select how the new assets will be numbered, by using a new Reference number, of by using the
same reference number, but with an increment. You need to specify the increment if you want
to use it.
9- By clicking on the splitting button, the newly created assets will be displayed in the Generated
assets split box. It will also indicate the cost, and the percentage you split it by.

Disposing an asset
Within a fixed asset go to Menu Transactions – Issue

1- Tick the provisional Tick box if it is only a provisional disposal.

2- Select the date of disposal
3- Select the reason for disposal. Through this selection only related fields will be available for
transacting. (Sales will allow you to add proceeds and scrapping will not allow you to add
proceeds.)
4- The issue rule indicates when the asset is to be disposed.
5- The related fields for each transaction must be completed.
6- Select the BP the asset is sold/scrapped to.
7- If the asset is sold, an invoice number can also be added.

Page 69 of 120
Sage X3 Finance Training Manual

If an asset is already disposed, then it can be undisposed by opening the issue, and selecting the same
date. Once this is done, press OK, and save. The disposal will then be removed. Disposed assets will
reflect in red in the fixed assets screen.

Transfer an asset
Within a fixed asset go to Menu Transactions – Transfer

1- If you are deleting a previous transfer, tick the delete box.

2- Select the date of transfer
3- Select the reason why you are transferring the asset.
4- Choose the financial site/ Geographical site/Location/Dimension that you want to change by
clicking on the appropriate field, and changing it.

Fixed Asset Value Adjustment

The cost value of an asset can be adjusted, either increasing the value, or decreasing the value.
Depending on how the asset was originally capitalized, will determine what process of value adjustment
is used.

Go to Fixed Assets> Fixed Assets> Financial assets. Select the appropriate asset.

Originally created by Expense.

It the case where an asset was originally created by capitalizing an Expense, the following procedure
applies.

Press the Fixed Assets button, in the bottom right corner of the screen. Click on the Fixed Assets button
at the bottom right hand side of the screen. The following screen will appear:

1- Select the relevant expenses to be added to the existing expenses, by double clicking in the field
to the left of the reference field.
2- Click on the Apply button. This will take you to the previous screen.
3- Press the Save button, to commit the changes.

Originally created by Import or Manual creation.

In the case where an asset was created manually, or through an import, the following procedure applies.

Select the appropriate asset Go to the Actions menu, and select Update

1- Select the date that the transaction must be effective.

2- Select the value that the asset must be increased by, in the Tax ex. Change field. If required, also
fill in the Vat amount.
3- The new costing will show you the total adjustment effect on the asset
4- Press OK, to close the transaction, and proceed to the previous screen.
5- Press the Save button, to commit the changes.

Page 70 of 120
Sage X3 Finance Training Manual

Fixed assets month end

PLEASE NOTE: Once a fixed asset period is closed, it cannot be opened again.

Status of Context
Go to Fixed Assets> Processes> Status of Context

1- For a period to close, all the “Flags” must be green

a) This means all assets must be Active.
b) The calculations must be run for the months.
c) And all Actual GL transactions must be posted.
2- Using the Magnifying glass, will show details on why the period closure cannot be completed
yet.

The system will not allow the month end process to run if the above conditions are not met.

General month end process

It is advisory to first run the process in simulation to see the depreciation figures. When satisfied with
the depreciation, run as Actual.

To do this:

1- Go to Depreciation Context and ensure that the posting type is set to simulation for the specific
period.
2- Go to Calculate Depreciation and calculate all the assets.
3- Go to Generate Accounting Entries and create the simulation journals
4- Make sure the journals for that period are correct.
5- If the journals are correct, then change the depreciation context for the month to Actual.
6- Rerun Calculate Depreciation again
7- Rerun the Generate Accounting Entries (while un ticking the “Simulation’ box – This will change
the Simulation journal to an Actual Journal.
8- Repeat process for next month end, and at year end.

Depreciation Context

Go to Setup>Fixed Assets> Depreciation Context.

Page 71 of 120
Sage X3 Finance Training Manual

1
2

- Change the period from simulation to active. If you keep to simulation, you can only pass simulation
journals. When you change Posting Types to actual, you can only pass actual amounts.

Page 72 of 120
Sage X3 Finance Training Manual

Depreciation calculation
Go to Fixed Assets >Processes> Depreciations>Depreciation Calcs.

1- Ensure that all the necessary fields are ticked (Calculate column next to Company, site and
Context)
2- This process needs to do be run separately for each company with its corresponding sites.

Generate accounting entries

Go to Fixed Assets>Processes>Account interface>Generation of accounting entries.

Page 73 of 120
 Sage X3 Finance Training Manual

2 3
6
1

1- The Simulation tick box changes the journal posed between simulation and actual. Once you are
satisfied with the journals you can change the tick box from Simulation to Active. (as described
in the general month end process section)
2- Select the year you want to run the journal for.
3- Select the company you want to run the journal for.
4- Select the sites
5- Select the appropriate postings type, to create the corresponding monthly journal.
6- Click ok

Month End/Year end Reports

All reports are listed under Reports>Print/Group>Fixed Assets>Fixed Assets.

Available reports

 Additions YTD/Current Period

 Disposals YTD/Current Period
 Transfers YTD/Current Period
 Movement Recons Cost/Depreciation
 Assets Listing
 Expenses listed

Fill in the appropriate criteria for each report, to get the information required.

Page 74 of 120
Sage X3 Finance Training Manual

Closure of financial period

Go to Fixed Assets>Processes>Depreciation>Period and FY closures

2
1

1- Tick the box next to the company column, so that a red tick appears.
2- Change the Close column selection from ‘No closing’ to ‘Closing’.

Selection function in Left list

If you need to select a specific companies assets/Expenses. Go to the Menu at the top, called

Selection.

Choose Advanced selection

Type in CPY in the Fields field. Type in the Company code in the Values field.

Press OK and End.

Only that companies assets/expenses will be displayed in the left list.

Page 75 of 120
Sage X3 Finance Training Manual

Remittances
Automatic Remittances
Use Automatic Remittance Creation to automatically generate bank deposit slips and group all receipts
for a given bank into one deposit. The generation of bank deposit slips does not constitute a payment
posting phase. Rather, it makes it possible to generate a slip that can be printed to accompany a bank
deposit, or associated with a banking file for transmission to the bank. Nevertheless, the creation of the
bank deposit slip is mandatory if the payment type authorizes an intermediate posting phase.

Go to A/P-A/R Accounting > Remittances > Automatic Remittance

a) Company and Site fields: If no particular company is selected, there is at least one deposit slip
per company. If the site is not specified, the payment for all the sites of the same company are
recorded for the same slip. It is possible to reduce the selection of the payments to be
processed in bank deposit generation to one company and one site.
b) If a company is specified, but not the site, it is necessary to enter the grouping site.
c) At the Transaction fields, if no payment transaction is specified, a slip is generated by
transaction.
d) At the Items Until field, only the payments where the due date is entered and is earlier or equal
to the entry date will be taken into account for the generation of the remittance notes
e) At the Minimum and Maximum Payment fields, only the payments where the amount is greater
than or equal to the minimum amount entered and less than or equal to the maximum amount
entered will be considered for the generation of the remittance notes.
f) At the Maximum Note field, for the payment transactions having a determined sense (revenue
or expense), it is possible to indicate a maximum amount for the remittance notes generated. In

Page 76 of 120
Sage X3 Finance Training Manual

this case, once this amount is attained, another remittance note is generated. This amount must
be greater than or equal to the maximum amount for the payment.
g) The Reference Grouping field is used for payment transactions where the bank deposit
reference has been parameterized in entry mode.
h) For payment entry transactions with the discount type activated, you must specify at the
Discount Type field which of the discount types are applicable when running the remittance
generation process.
i) To select the payments regardless of which user carried out the entry, select the All Users check
box

Go to A/P-A/R Accounting > Remittances >Automatic Remittance Creation.

1 8
2
3
4

1- All companies
2- All Transactions
3- All Banks
4- All User
5- All Currencies
6- At the Items Until field, enter today’s date.
7- Enter amount at the Minimum Payment field and the Maximum Payment field.

Page 77 of 120
Sage X3 Finance Training Manual

8- Click OK.

Manual Remittance
Go to A/P-A/R Accounting > Remittances >Manual Remittance

To manually group, in a deposit slip, the payments associated with the same transaction, company and
bank. It is also possible to view and modify the deposit slips that have already been created,
automatically generated, or imported.

Note: The deposit slip is the document that is transmitted to the bank, either in the form of a file or
paper for payments (deposit of checks, electronic files or EDI transfers or computerized bills of exchange
etc.).The deposit slips go through several stages, based on the payment transaction setup. These stages
are shown in a trace file using the Tracking button. In this way, the deposit slip can be:

a) Saved to an electronic file (prior to being sent to the bank).

b) Placed in an intermediate account.
c) Deposited in the bank.

1- The Company/Site fields must be entered.

a) The grouping site for the deposit slip is entered here.

Page 78 of 120
Sage X3 Finance Training Manual

b) The deposit slip is single-company, but it is possible to group the payments for several sites on a
single deposit slip.

2- At the Payment Type field, select the type of payments you are generating the remittance for.

3-The Status field is updated automatically as you enter, create the bank file, and post to remittance.

4- At the Discount Type field, specify the deposit slip type, such as payment, discount, etc.

- If the deposit slip is associated with a check transaction (where the processing for the print code is
CHR or CHE), this field is forced to Cash receipt (1st choice in the local menu).

- For all deposit slips, except checks, it is possible to select a type of deposit (cash or discount) defining
the journal on which the generated entries will be saved.

- The type of deposit specified in the deposit slip header prevails over any other types of deposit that
may have been specified at payment level.

- For a specific deposit type, a particular posting can be defined on an intermediate account.

5-Click Create to generate the document number assigned internally by Sage ERP X3.

6- Click Post to post the deposit as a single cash journal, offsetting the Cash and AR accounts.

- During the posting process, you are prompted to enter the value date.

7-Clicking OK, the Log Reading window appears with your journal entry listed.

8- Click Milestone to view the tracking information of the bank deposits. The bank deposit can be
performed directly in manual payment entry if no other posting phase is expected. In the Manual
Remittance Creation task

9- Click Post.

Go to A/P-A/R Accounting > Remittances > Manual Remittance

Page 79 of 120
Sage X3 Finance Training Manual

3 6

4 7

1- Click New.
2- At the Company / Site field, the company or site.
3- At the Bank field, enter the bank
4- At the Payment Type field, select the payment type
5- At the Number field, select the payment
6- If you are prompted to assign the bank to this payment, click OK.
7- Click Create
8- Click Post.
9- Click End to close the Manual Remittance Creation task.

Validating the Payment Receipt

A/P-A /R Accounting > Payments > Bank Posting

Page 80 of 120
Sage X3 Finance Training Manual

1 8
2

4
5

To validate payment receipts after Automatic Remittance Creation is run. Select the Generate Entries
check box to make sure the payment is posted. The Log file will list the selected payments regarding this
statement of posting.

Select the Log File check box to view the list of generated accounting documents (if you selected the
Generate Entries check box).

Go to A/P-A/R Accounting > Payments > Bank Posting.

Select the following check boxes.

1- Companies
2- Sites
3- Payments
4- Transactions
5- Banks
6- Leave the Entry Date Until and Due Date Until fields blank.
7- Select the Generate Entries and Log file check boxes.
8- Click OK.
9- Review the Log Reading window and click End
10- Close the Bank Posting task.

Page 81 of 120
Sage X3 Finance Training Manual

Viewing Customer Statements

Go to Prints > Financials >Tracking of Open Items

To view a customer statements. When the Selection task appears, select the Customer Statement. After
generating the report, the customer statements for the customers with outstanding invoices, credit
memos, and unapplied payments can be viewed.

Go to Prints > Prints/group > Financials >Tracking of Open Items.

1- Click - Customer Statement report code.

2- For the Items Until parameter, use today’s date if it does not already display.
3- Leave the Site range and Business Partner range first and final values blank. Doing this means all
values are used.
4- Verify PREVIEW is selected at the Destination field.
5- At the Type of departure field, make sure Preview is selected.
6- Click Print
7- If the Preview window does not display automatically, click the X3 icon in the lower left corner
of the Sage ERP X3 interface and select the Sage ERP X3 icon to launch the report.
8- Review the report making sure to view all pages
9- Close the report window.
10- Click End to close the Tracking of Open Items task.

Page 82 of 120
Sage X3 Finance Training Manual

Bank Reconciliation
Reconciling Bank Entries
Go to A/P – A/R Accounting > Reconciliation> Reconciliation

To reconcile the bank entries based on the hard copy bank statement without having to enter or import
the statements.

When a particular bank is selected, the associated general ledger and bank balance display for
reference.

1
4
2 3

1- Enter the bank

2- Enter the start
3- Enter end date
4- Click search
5- The Mark field is used to enter a code consisting of five lowercase letters or digits that can be
assigned to each transaction that is shown to be cleared on the bank statement.
a) The Date field corresponds to the journal’s date and is used to determine the posting period for
account postings. By default, the current date is used and can be modified.
b) The Type field allows you to enter the expenditure type. There are three types of expenditure:
Freight, Miscellaneous, and Fixed.

Page 83 of 120
Sage X3 Finance Training Manual

c) The Document no. field is the number used to identify the invoice in a unique way. If there is a
counter associated with the invoice type, this number is generated automatically.
d) The Rejection field is used by all banks to specify the bank operation type on the lines of the
bank statements that are sent to their customers.
e) The Description field is used by default on reports and entry masks. The title is replaced by the
short title when display or printing constraints require it.
f) The Note Number field is the unique identifier for the deposit slip. On creation of a new deposit
slip, the number is not entered. Rather, it is assigned according to a sequence number counter
that can be set up. By default, this sequence number counter is PY5.
g) The Reference amount field is the amount expressed in the currency in which the ledger is kept.
h) Click Save to mark the reconciled item. Doing so, means the item will no longer be displayed in
the Reconciliation task.
i) Click Search to display only those transactions matching the selection criteria.
j) Click Sort to access a number of sort criteria for the bank lines is available such as:
1- The amount in bank currency.
2- The accounting date of the transaction.
3- The inter-banking code.
4- The document reference.
5- The label for the entry line.

Reversing a Reconciliation
Go to A/P – A/R Accounting > Reconciliation > Reconciliation Reversal

Page 84 of 120
Sage X3 Finance Training Manual

1
3

To reverse the reconciliation of the bank postings. This may be necessary if you reconciled information
incorrectly or the appropriate adjustments were not made. The reconciliation reversal can be performed
manually or automatically.

1- At the Bank field, enter the bank code representing the bank account containing the accounting
entries you want to reverse. If these entries are reconciled with imported bank statement lines,
these lines are also displayed. The following information displays:
a) The last imported bank balance.
b) The balance of the bank account at the last open period of the last open fiscal year.
c) The bank currency.
2- At the Starting Date field, enter the date after which all entries reconciled are selected.
3- Click Auto to automatically reverse a reconciliation. A selection window appears, making it
possible to enter a range of reconciliation codes to be reversed.
4- You can also enter a range of reconciliation dates.
5- Click Search to display only those transactions matching the selection criteria.

Page 85 of 120
Sage X3 Finance Training Manual

Viewing Inquiry Information

Viewing Inquiry Information

Go to A/P-A/R Accounting> Inquiries > Customer Situation

1- Enter the BP
2- Enter the site
3- Click search

Customer situation: This inquiry task is used to view the balance of customer invoices pending payment
by date range. This inquiry can also be a useful work tool for reminders and the evaluation of customer
risk.

Go to A/P-A/R Accounting> Inquiries > Supplier Situation

Page 86 of 120
Sage X3 Finance Training Manual

3
1

1- Enter the supplier

2- Enter the site
3- Click search

Supplier situation: This inquiry task is used to view the balance of supplier invoices pending payment by
date range.

Go to A/P-A/R Accounting> Inquiries > Customer aged bal to date

Customer aged balance to date: This inquiry task is used for a given reference date to reconstitute an
aged balance for a date. The reference date therefore plays an important role because the information
is reconstituted to how it was on that date.

Go to A/P-A/R Accounting> Inquiries > Supplier aged bal to date

Page 87 of 120
Sage X3 Finance Training Manual

3 5
1 2

1- Enter the company

2- Enter the site
3- Enter the date
4- Enter the BP
5- Click search

Supplier aged balance to date: This inquiry task is used for a given reference date to reconstitute an
aged balance for a date. The reference date therefore plays an important role because the information
is reconstituted to how it was on that date.

Go to A/P-A/R Accounting> Inquiries > Payments

Page 88 of 120
 Sage X3 Finance Training Manual

5
3 4
2
1

1- Enter the control account

2- Enter the company
3- Enter Starting date
4- Enter the End date
5- Click search

Payments: This inquiry task has the ability to quickly search the payments referring to the invoices and
to be able to consult them. This inquiry goes hand in hand with the Invoice inquiry: It is possible to
switch directly from the payment inquiry to the invoice inquiry.

Go to A/P-A/R Accounting> Inquiries > Invoices

Page 89 of 120
Sage X3 Finance Training Manual

Invoices: This inquiry task allows you to quickly look for invoices and to view any payments associated
with them. This inquiry goes hand in hand with the Payment inquiry. It is possible to directly switch from
the invoice inquiry to the payment inquiry.

Go to A/P-A/R Accounting> Inquiries > Banks

Page 90 of 120
Sage X3 Finance Training Manual

Banks: This function is used to view the transactions for a given bank. Besides viewing the payments
remitted to the bank, it is possible to consult payment forecasts whatever they are: supplier or customer
payments, rents, loans, salaries etc.

Closing Procedures & Reports

This topic provides information on the tasks associated with closing a period and year in Financials. This
includes accruals, credits to review, invoices to be issued, recurring entries, balance transfers, and
closing the period and year. In addition, an overview of the reports and inquiry tasks available are
discussed.

Final Validation
Go to Financials > Current processing > Validation

Page 91 of 120
Sage X3 Finance Training Manual

To change the status or journal entries from Temporary to Final. This includes entries made manually in
the Journal Entries task as well as those posted from other modules.

The entries validated are based on a criteria you define in the Criteria section. For example, you can
select to only finalize entries based on a specific company and site, as well as a specific journal type.

To view a log file of the results generated based on this task, verify that the Log file check box is
selected. This is important to view any warnings or errors generated by this task. Additionally, the log
file provides a list of entries that have been finalized. After defining the criteria, click OK to begin the
process.

Complete the Final Validation for Specific Entries

Go to Financials> Current processing > Final Validation

1- Clear the All companies check box, and verify that company 010 displays.
2- Verify the Log file check box is selected, and click OK. Review the log file and click End to close the
task.

Simulations
Simulated entries allow you to enter a transaction that does not post to the general ledger or affect
balances, but can be included on inquiries and reports to see how transactions may impact balances,
reports, etc.

Page 92 of 120
Sage X3 Finance Training Manual

Simulated entries are created through the Journal Entry task, by selecting Active Simulation as the
category.

- You must select a document type that is set up to allow for simulated entries.

- Additionally, you must enter a number to track the simulation at the Number field.

- You cannot enter a status for a simulation entry.

Simulation Activation
If a simulation entered has a category of Inactive Simulation, you can either manually make it active by
selecting Active Simulation as the category on an entry-by-entry basis or you can activate a batch of
inactive simulations using the Activation task on the

Go to Financials > Current processings > Simulations menu.

Simulation entries are activated based on a selection criteria you define.

Simulation Deactivation
If a simulation entered has a category of Active Simulation, you can either manually make it inactive by
selecting Inactive Simulation as the category on an entry-by-entry basis or you can inactivate a batch of
active simulations using the Deactivation task on

Financials > Current processings > Simulations> Deactivation

Simulation entries are deactivated based on a selection criteria you define.

Simulation Cancellation
Go to Financials > Current processings > Simulations Cancellation

To cancel simulation journal entries regardless if they are active or inactive. Once cancelled, you can no
longer make them active or inactive.

Posting Simulations
If you decide after creating a simulation journal entry, that you now want it to be temporary or final, you
can do so by changing the category to Actual on an entry-by-entry basis or you can make a batch of the
actual journal entries using the Post task on the Financials > Current processings > Simulations menu.

Simulation entries are made into actual journal entries based on a selection criteria you define.

In the Generation section, you can select to generate them as Temporary or Final, as well as assign them
to a specific document type and journal.

- Temporary journal entries generated are made final using the same process as discussed previously
for a standard journal entry.

Page 93 of 120
Sage X3 Finance Training Manual

Commitments
Commitments allow you to take into account future commitments that may impact your financials.
Commitments are made automatically when entering such items as a purchase order; however, you can
also manually enter commitments. You can view commitments and pre-commitments in general balance
and analytical balance inquiry tasks.

These commitments are viewed and defined through the Commitments task on the

Go to Financials > Journals menu> Commitments

To view and define commitments, you can view and modify commitments generated from purchase
orders. The description details the purchase order the commitment is from. Pre-commitments are
generated when requests are made and may or may not be approved. Commitments are normally made
when the actual purchase is made. You can delete or cancel generated commitments and pre-
commitments.

Analytical Modifications
Go to Financials > Current processing > Dimensional modification to select and modify on an entry-by-
entry basis amounts/quantities distributed to a dimension.

This is typically used after transactions have been made final and you discover the dimension value was
incorrect. For example, you selected the PDT value for the Department dimension and it should have
been SALES. The entries displayed for modification are based on the criteria defined. For example, you
can select to only modify entries entered for a specific company, site, document type, journal, and
dimension. After clicking OK, the list of entries meeting the criteria are displayed and you can make the
appropriate modifications to the dimension values.

Matching
The matching process consists of pairing account postings in order to analyze an account balance on a
given date. Matching is done based on collective accounts defined. For example, matching would
associate an invoice entry with its payment entry. Matching allows for reconciliation of collective
accounts and to apply outstanding transactions to open items.

Transactions recorded in the A/P-A/R Accounting module for customer and supplier accounts that are
applied to existing open items are automatically matched (e.g. the payment is posted directly against
the invoice).

The principle of matching in Financials consists of generating a selection process and the reconciliation
of postings as a function of previously defined criteria.

- This can be done manually or automatically using either Manual Matching or

Page 94 of 120
 Sage X3 Finance Training Manual

Manual Matching
Use Manual Matching on the Financials > Matching menu to manually match entries based on criteria
you define including the site, ledger, account, BP, and date range. When matching transactions, you can
select all lines that to match and click the Matched button.

6
1
2 8
4
5
3

1- Enter the site

2- Enter account/ control account
3- Enter the BP
4- Enter the start date
5- Enter the end date
6- Click search
7- Click a tick box
8- Click matching

Transactions matched will indicate their „match‟ with an upper or lower case letter.

- Upper case letters indicate that the entire transaction is fully matched (i.e. debits equal credits), while
lower case letters indicate transactions still have unapplied amounts to match.

Automatic Matching
Go to Financials > Matching > Automatic Matching

Page 95 of 120
Sage X3 Finance Training Manual

Scan through transactions in specific collectives and match entries based on criteria you define including
the site, ledger, account, BP, and date range.

You can use this task to scan through transactions in a single site, company, or multiple companies at
one time.

Unmatching
Financials > Matching > Unmatch

To transactions matched either in the manual or automatic tasks. This may be necessary if the criteria
defined was incorrect or you matched transactions prior to all entries being made.

Invoices To Be Received
To Financials > Closing processing > Accruals

To account for invoices to be received from the non-invoiced supplier receipts. This process is normally
run at the end of the month. If a receipt has been posted at the end of the current month and it has not
yet been invoiced for the next month, a new invoice receipt is generated and posted as well as reversed
based on dates you define.

This process considers the non-posted receipts (not having been the object of an invoice receipt) and
not invoiced or posted, non-invoiced receipts where the reversal date of the associated invoice receipt is
less than the new generation date. You can define selection criteria based on the company, site, and
supplier.

Page 96 of 120
Sage X3 Finance Training Manual

You can also determine if the entries generated are actual or simulated. If simulated, you cannot enter a
reversing date as these are not actual postings affecting the balance of an account

In the Products to be processed section, choose which products to include. You can select to include all
products, only managed stock, or products not managed (non-stock). When reviewing the line items
that meet the criteria defined, the system also determines if it falls into the products to be processed
selection.

Credits To Receive
Go to Financials > Closing processing > Credits to receive

To account for credit notes to be received from the non-invoiced supplier returns, or partially invoiced
returns and pending a credit note. This process is normally run at the end of the month. If a return has
been posted at the end of the current month and it has not yet been the object of a credit note, a new
credit note is generated and posted as well as reversed based on dates you define. This process
considers the non-posted returns (not having been the object of a credit note) and not invoiced return
or posted and non-invoiced returns where the reversal date is less than the new generation date.

Invoices To Be Issued
Go to Financials > Closing processing > Invoice to be issued

To account for invoices to be issued arising from the validated and not invoiced customer shipments.
This process is normally run at the end of the month. Inter-site shipments, sub-contractor shipments,
and loan shipments where the return date is not exceeded and the totally returned shipments are not
considered. If a shipment has been posted at the end of the current month and it has not yet been the
object of a credit note, a new invoice to be issued is generated and posted as well as reversed based on
dates you define. This process considers the non-posted shipments (not having been the object of an
invoice) and not invoiced or posted non-invoice shipments where the reversal date of the associated
invoices to be issued is less than the new generation date. It is important to note, the invoices to be
issued from the non-invoiced shipments take into account any invoicing elements and regroup the
shipments within these documents following the same grouping rules as the grouping of shipments on
invoice with the exception of certain differences.

- An invoice per shipment or manual invoicing – an invoice to be issued is created for each shipment.

- One invoice per complete order or one invoice per order – a single invoice to be issued is created for
each order grouping together the order shipments.

- One invoice per ship-to customer – an invoice to be issued is created for all the shipments invoicing
the same ship-to customer.

Page 97 of 120
Sage X3 Finance Training Manual

- One invoice per period – An invoice to be issued is created for all shipments respecting the following
group criteria and this is irrespective of the periodicity of the invoicing: bill-to customer, invoicing
method, currency, price type, project code, pay-by BP, tax rule, group customer, payment condition,
first line of the bill-to customer name, first line of the invoicing address, postal code for invoicing
address, town/city for invoicing address, and country/state for invoicing address.

Run the Invoices to be issued accrual process

Go to Financials > Closing processing > Invoices to be issued.

1- Verify the All companies and all sites check boxes are selected. If not, select them now.
2- In the Invoices to be issued window, select Actual as the generation type. .
3- Enter the document date and as the reversal date. Accept all other defaults.
4- Click OK.
5- Review the log report and click End.
6- Review the entries generated.

Generic Accruals
Costs and products taken in advance can be prorated within the current fiscal year or across fiscal years.
For example, an insurance invoice is entered once a year but covers a period which often straddles two
fiscal years since they depend on the contract.

- If the contract covers the period 04/01/2016 through 3/31/2017, the invoice receipt is entered and
posted as of 04/01/2016. It should be considered as cost only 9 months in 2010 and 3 months should be
deferred to 2017.

When entering the invoice (supplier or customer), you must detail the cost/profit period. Parameters
define if one document is created for each BP or for each invoices, as well as the journal type used,
expense/revenue accrual journals, and whether the closing process is blocked or not based on whether
this process is run.

Go to Financials > Closing processing > Generic accruals

You must run this process separately for expenses and revenues. You can optionally choose whether or
not to actually generate any entries by selecting or clearing the Generate Entries check box.

- Clear this check box to simply view the entries that would be generated without making any
simulations or actual journal entries.

- If the check box is cleared, you cannot define information in the Generation section.

Page 98 of 120
Sage X3 Finance Training Manual

Recurring Journals
Recurring journal entries can eliminate the date entry time for journal entries posted repetitively on a
set cycle.

Recurring Entries
Go to Setup > Financials > Accounting form > Recurring Entries

To define the setup of the recurring entry. This includes the template journal, start/end date, type, and
generation information.

Template Journal & Type

The recurring journal entry is generated based on a template journal selected. The amount and accounts
are based on the type selected. At the Template Journal fields, select the journal and specific entry to
use as the template.

If Fixed is selected as the type, the recurring entry generated is a duplicate of the template selected.

If Variable is selected, an amount is posted to the account on the first line of the template selected and
the remaining accounts and distribution amounts are based on an allocation selected at the Allocation
field.

Page 99 of 120
Sage X3 Finance Training Manual

- The amount entered is the global amount to be distributed for the whole period of the recurring task.

Generation Tab

Use the Generation Tab to define the document type and journal for the actual entry created. You can
also define formulas and view the last actual or simulated journal created based on this recurring entry.

The formula entered is used in the generation of the reference or title. This is visible in the Journal Entry
task and inquiries once created.

If Fixed is selected as the type, the recurring entry generated is a duplicate of the template selected.

Create a Recurring Entry

In this Practice, create a recurring entry for depreciation that will be used in a later activity.

1. Before defining the recurring entry, let’s first create the template.

Go to Financials > Journals > Journal Entry.

1- Select the site

2- Select the document type,
3- Enter the date,
4- Template as the category
5- Final as the status. Accept all other defaults.

Page 100 of 120

Sage X3 Finance Training Manual

6- Post a credit to account ….in the amount of…. and a debit to account 88100 for the same
amount.
7- Click Create and make not of the document number assigned. Close the task.
8- From the Parameters > Financials > Accounting forms menu, select Recurring Entries.

9- Enter EQDEPREC as the code, Equipment Depreciation as the description, and EQDEPREC as the
short description.
10- At the Template Journal field, select GENAJ, and at the entry field, select the template journal
you created
11- Enter FOR Example 10/31/17as the start date and 12/31/17 as the end date. For the frequency,
enter 1 and select Month.
12- Click the Generation tab, and accept the defaults for the document type and journal.
13- Click Create and close the task.

Generating Recurring Entries

Go to Financials > Current processing > Recurring Entries

Page 101 of 120

Sage X3 Finance Training Manual

To process recurring entries defined. You can select to generate recurring entries based on the
company, site, user, and journal code. Additionally you can determine if the entry is actual or simulated
as well as temporary or final.

In this Practice, generate and post the recurring journal you created previously.

Go to Financials > Current processing > Recurring >Recurring entries.

1- At the Journal Start Code and Journal End Code fields, select the recurring journal you created.
2- Note the date at the Until field. Entries are generated for each month up to this date.
3- Select Actual as the generation type and Final as the distributions status.
4- Click OK.
5- Review the log file and verify that three entries were created. Note the document numbers.
6- Click End.
7- Return to the Journal Entry task to review the entries created.
8- Close the Journal Entry task.

Balance Transfer
There are accounts that, by their nature, are not supposed to have debit or credit amounts when closing
the period or fiscal year. To close those accounts, you must process a balance transfer.

Balance Transfer Set Up

Page 102 of 120

Sage X3 Finance Training Manual

Use Balance Transfer on the Setup> Financials > Accounting forms menu to define the balance transfer
code which identifies the accounts to transfer the balance from and the account to transfer the balance
to. All the accounts starting with the root define are closed when posting the balance transfer. For
example, if you enter 7, all accounts starting with a “7” will be included in the transfer process.

You can define a separate account to use based on the debit/credit balance of the account.

Balance Transfer Generation

Go to Financials > Current processing > Balance transfer

To process the balance transfer for the balance transfer code(s) selected. You can only transfer balances
for one balance transfer code at a time. You can define a selection criteria based on company, site, and
dates. As seen in other tasks, you can also select the generation type and status of the journal created.

Page 103 of 120

Sage X3 Finance Training Manual

Reports & Inquiries

There are several reports and inquiries available that allow you to review information posted to general
ledger.

Inquiries
Go to Financials > Inquiries> Inquiry :

Account Balances
Used to view the general and auxiliary balances for an account based on a company, site, ledger, and
date range entered. You can drill-down on the individual accounts listed.

Page 104 of 120

Sage X3 Finance Training Manual

Dimension Balances
Used to view balances for dimensions. You can view the individual detail for the dimension values, or
review information based on a pyramid and level.

- You can review information based on a specific company, ledger type, site, budget, and version.

- You can also define the fiscal periods, columns displays, and total level.

- You must define the criteria before the data is displayed and you can change the criteria as needed to
review the information.

Page 105 of 120

Sage X3 Finance Training Manual

Accounts
Used to view information for transaction posted to a specific account.

Page 106 of 120

Sage X3 Finance Training Manual

- You can drill-down on the individual transactions to view the source document and complete journal
entry.

- You can define criteria based on the company, site, currency, and date range.

- Click the Criteria button for additional options based on the journal, type, source document, reference,
etc.

Account Balance by currency

This provides the same information as the Account Balances task; however, information is only
displayed in the default currency for the company/site selected.

Page 107 of 120

Sage X3 Finance Training Manual

Dimensions
Similar to the Accounts task; however, you are viewing information for a specific dimension type and
value.

Page 108 of 120

Sage X3 Finance Training Manual

Entries
Used to view information for all transactions posted for a specific company/site, ledger, and date range.

- You can drill-down on the individual transactions to view the source document and complete journal
entry.

- Click the Criteria button for additional options based on the journal, account, source document, etc.

Reports
There are several financial reports and dimension/budget reports available by selecting Financial
Accounting, Legal, or Dimension/budget accounting on the Prints >

Prints/group > Financials menu.

Reports were designed using Crystal Reports and print and preview in this format.

Financial Accounting
Under Financial Accounting, there are several reports available including the Trial Balance, Accounts
without Movement, GL Detail Account Balances, Accounting Entries, and Financial Data Extraction
Inquiry.

Each report displays a setup window where you can define criteria to use when generating the report.

Page 109 of 120

Sage X3 Finance Training Manual

Page 110 of 120

Sage X3 Finance Training Manual

- This includes values for such items as company, site, account, and entry types. The options available
change based on the type of report.

- You can select to preview, print, message (e-mail), or print the report to a file.

Page 111 of 120

Sage X3 Finance Training Manual

- If Printer or Message is selected, you must define a print server and e-mail server to use.

- When printing to a file, you can define the format at the Format field. This includes such items as
Word for Windows, Rich Text, ASCII Text, and PDF.

- You can also define the number of copies to print and the page range. Select the Financial Extraction
Inquiry report to print such reports as the Income Statement and Balance Sheet based on Financial Data
Extraction parameters defined.

- There are two default financial data extraction parameters already defined for Balance Sheet and
Income Statement.

- To design your own, it is recommended that you make a copy of the existing reports.

- The financial data extraction parameters are defined through the Parameters >

Financials > Accounting Forms > Financial Data Extraction task.

Legal Reports
Under Legal Reports, there are several reports available including the General Balance, GL Account
Journal Details, General Journals, Journal Codes, GL Account Journal Details, and GL by Business Partner
reports. The report setup options are similar to those discussed for financial reports.

Page 112 of 120

Sage X3 Finance Training Manual

Dimension/budget accounting
Under Dimension/budget accounting, there are several reports available including the Budget History,
GL budgets, Budget/site, Budget/company, Commitments/account, and the Analytical General ledger

Page 113 of 120

Sage X3 Finance Training Manual

reports by account or dimension. The report setup options are similar to those discussed for financial
reports.

Page 114 of 120

Sage X3 Finance Training Manual

Previewing Reports & Inquiry Tasks

In this Practice, practice previewing reports and inquiry tasks.

1. Go to Prints > Prints/group > Financials menu, select the various report options and reports to review
information.

2. Go to Financials > Inquiries menu, select different inquiry tasks to view information using the options
discussed previously such as defining additional selection criteria.

Closing Periods
Periods are closed by clicking the Close button in the Fiscal Periods task on the:

Common data > G/L Accounting Table> Periods

Periods are closed for a specific company, ledger type, and fiscal year. You can close more than one
period at a time.

- Once closed, you cannot create, modify, or delete any entry journals in that period. You must close all
periods in order to close the fiscal year.

Page 115 of 120

Sage X3 Finance Training Manual

Blocking Controls on Closing the Period

There are several prerequisites for closing the period that can block the period from being closed. The
prior period must be closed and the next period open. The current date is greater than the period end
date. Several prerequisites related to miscellaneous data must be watched over:

- All documents must be posted in accounting

- All stock accruals must be generated

- Verification that the recurring journals are generated

- Verification that there are no items to be reversed

- All journal entries, regardless of source, must be in a Final status

In addition to the above, the following are verified:

- The matched groups are balanced

- Open items are balanced

- Existence of GL accounts

- Consistency between the control account, the BP and the GL account

- For analytical accounting, the existence of natures, dimension views, and dimensions are verified

Page 116 of 120

Sage X3 Finance Training Manual

The Pre-Closing Verification report identifies all the blocking and warnings issued as part of closing the
period.

- For example, if the balance of a certain account is contra nature against what is defined in the account
definition.

- This report is printed by selecting Financial Accountings from the Prints > Prints/group > Financials
menu.

Non Blocking Controls on Closing the Period

The following is also checked; however, they will not block you from closing the period. Warning if the
+/- sign of the account balances is different to the default sign of the account. Warning if an account
reserved for a currency carries postings in a different currency.

Closing Last Period

When closing the last period of a fiscal year, a warning message displays alerting you this is the last
period. There are also additional controls that impact the closing of the last period.

 Checks if the balance is balanced

 Checks if the GL is balanced
 Checks analytical coherence
 Checks if the generic accruals are launched
 Verification that the generation of the fixed asset charge postings is made

Re-opening a Period
Financials > Utilities > Re-open Period

To re-open a closed period, use the task on the Closures menu. This will return the status to open for the
last closed period. If additional transactions take place while the period is open, you must close using
the standard closing process in the Fiscal Periods task. If there is no movement or activity, you can use
the Period Closing task on the

Page 117 of 120

Sage X3 Finance Training Manual

Financials > Utilities > Closures menu.

Closing Fiscal Years

Go to Financials > Closing processing> Fiscal Year End on the menu to close the fiscal year.

Page 118 of 120

Sage X3 Finance Training Manual

You can close the fiscal year for a single or multiple companies and ledgers. The start date for the new
financial year is automatically displayed. Once information is entered, a trace file is used to follow the
operation that is carried out. You must define a closure document to use when an entry journal is
generated to balance accounts.

On the first day of the new fiscal year, an entry journal is generated to balance all the carry forward
accounts as well as the not carry forward accounts (results).

- The carry forward procedure is performed according to the two level structures of dimension and
dimension view code.

The same processes are reviewed as discussed for the last period of the fiscal year. You can optionally
choose to perform a year end simulation which takes into account simulations. The year is not actually
closed in this process.

- This is done through the Year End Simulation task on the Financials > Utilities > Closures menu.

To re-open a closed fiscal year

Go to Financials > Utilities > Closures > Re-open fiscal year

- This deletes all the carry forward entry journals generated and will set the fiscal year status to open.

- You must follow the normal process for re-closing the fiscal year.

Page 119 of 120

Sage X3 Finance Training Manual

Page 120 of 120