Frequently Asked Questions

1

How can I remove a document that has been setup but not yet authorised/posted to the ledgers?

Use DOCENT and the feature ‘Document deletion’. Type the explicit document reference, when the form is displayed, use mouse right-click and delete request. The document will then be completely removed from the DOCENT process and recorded on that night’s daybook, for audit purposes.

2

How can I remove a document that has been posted to the ledgers?

Use DOCENT and the feature ‘Recall posted document for correction’. Type the explicit document reference, when the form is displayed you will shown a list of options for making your correction. One of those options is ‘Reverse’ which will create a complete reversing journal, if the condition of the recalled document is OK.

3

How can I find out what has happened to a document that I know has been previously created?

The stages of entry, authorisation, posting to the ledgers are:-

a) entry is by use of DOCENT, INVPURCH, INVDIRECT, INVOICING, COMNOTE etc which can also authorise

b) if a document has not been previously authorised or it has been rejected by RPP, view/amend/authorise from DOCENT/AVAIL

c) if a document has been authorised, ensure RPP has been started and the posting process is running successfully (view RPP log)

d) if a document has been posted, use SRC to view all the transactions that comprise that document

e) DMR can be used to view all documents that have not yet been removed by the Dayend audit process. This audit process produces a file in OPRINT of all the documents that have been POSTED or DELETED in that working day. During the working day, DMR can show Incomplete, Complete, authorized, Deleted and Posted status documents.

4

How are the postings to an accounting period controlled?

The document date is used to determine the accounting period, applying any Manufacturing control dates for companies not operating standard calendar periods.

a) If the accounting period has never been opened, the document will be ‘held authorised’ until the period has been opened (MEPACT). The starting of the RPP process will search for documents that can now be authorized for posting.

b) If the accounting period has been closed, the period to be applied is the first available accounting period that is open, irrespective of fiscal year. E.g.  period 12 is March and document date is 20March, March and April are closed then the accounting period used will be May( see c) for specific posting into previous fiscal year)

c) If the company is using the OPS CLOSED feature, documents authorized by users that are sufficiently privileged will not be posted to accounting  periods that are closed for operations personnel.

d) When a document is dated in a previous fiscal year and period 12 of that year is closed, there is the facility to use a document date of ADJnn to post into the 13^th accounting period (if ADJnn remains open i.e. YEP has not been actioned)

5

Can I import data into an accounting document?

Yes!, there are several features, the easiest to use/understand is manual as per the next few steps

a) Collect the data in your clipboard as a csv/xls and then open DOCENT/JNL

b) Position the cursor on the 1^st row of the 1^st column of the grid.

c) Right-click and activate the paste grid command

The results of paste into the grid will only be satisfactory if the columns of the Excel file correspond exactly to the grid layout and the data is valid for the ITAS application i.e. EXPENSE codes are valid, amounts are signed DR/CR etc

You will note that a grid of JNL data can also be exported to Excel via the clipboard.

Other IMPort procedures are available using CMP privilege DOCENT/IMP + DOCENT/IMPORT (see main help book for DOCENT)

6

Why do some accounting transactions get posted to Lost Postings?

User interactive procedures that create the documents ensure that the accounts are valid with an open status. Processes that create documents in the background, locate/determine their accounts for the transactional legs using predetermined criteria and system setup e.g. Sales Invoicing expense, F&O commission account, Treasury settlement.   The Posting Process (RPP), when it is posting the document, will verify that the account is still valid with an open status. If it not a valid account, that transactional leg is redirected to it’s Lost Posting account (S01/Nomination, an account is setup for each ledger). The DMR will show the account setup by the process and the RPP will post to the Lost Postings so the recovery action is to use the DOCENT/EJL process and correct the account entry from Lost Postings to it’s correct account.

7

What is the procedure to reconcile the value shown in the BAL as the WIP control account?

Use WIP /Reports/Account Balances feature.  This will allow entry of cutoff peirod and which Exchange Rates are to be used. The result is a row per account/currency where there is a balance at the cutoff period. There are grand totals by currency and target currency equivalent.

8

How can we view which accounts have trading/risk limits setup?

Use CLI and 'reports' from the tool bar, select report style CAS and use filters to request accounts with 'limit currency not null'. Use CCR to review accounts performance with the limits.

9

Where can we view a payments due list?

Use RPDC where there are many variations of list, including value date order. There is a feature in CLI, 'Performance' button from the tool bar, which when mouse- clicked will allow you to report for any account's sales invoice/payment performance.

10

Where can we view Receivables due list?

Use RPDC or USI

11

How are 'Introductory Brokers' setup and used in ITAS trading?

Use CLI and setup the account with a .T extension and it must be nominated as an IB (see right-hand side of screen). When you have saved the basic details, you can use the 'View' button from the tool bar to maintain 'trading details'. If this IB was introduced to the operating company by another IB, enter the relevant details in the F&O section or use the FX/CFD tab to update the FX/CFD commission details.

There is a standard report listing all client accounts and their IBs, and a separate report of the IBs and their clients/IBs. This report is located in CLI using the 'Reports' button from the tool bar, (before selecting any account). This report is very useful for confirming the payment structure to the IBs and the income from the clients.

12

Where are commission details entered for the trading accounts (FX, CFD, F&O)?

Use CLI, recall the .T account and use the 'view' button from the tool bar. Use the 'trading details' feature and several options are available for F&O commission entry and FX/CFD commission maintenance on a separate tab on that form.

13

Can an ‘External Agent’ have secure access to ITAS to maintain and review the accounts they have introduced?

Setup the ‘Agent’ in the CLI form and ensure the account is set up as the head-of-family and that the account is nominated as an ‘Introductory Broker’.  The access security to the ITAS system is controlled through CMP and the users’ initials for the account must be the same as the CLI account reference (without the .T) e.g. Danish Stock Broker = DSB.T

The CMP/privilege of ‘AGENT’ needs to be assigned to the username and thereafter the ‘agent’ will be able to log into ITAS and use CLI to create new accounts (which will be automatically linked to the IB). The ‘AGENT’ privilege will also allow amendment of any of the IBs’ existing accounts and the viewing of their EQUITY positions will be available.  All other features of CLI will be disabled from the ‘agent’ so that the ITAS company controls the commissions information and other sensitive data.

14

How can Sales turnover be reported/calculated?

The Sales Invoice (SI) postings to the client ledger will be inclusive of VAT/GST. The ‘other side’, usually a WIP account(s), will exclude VAT/GST.  The postings will have been coded with specific EXPense codes e.g. SALES, S, VKOOP and every SI transaction will have an associated client account maintained. If you want turnover including VAT/GST, use CLIST and relevant filtering else use WILIST/styles 5 or 12 with its’ filtering.

15

Why use a WIP account?

A WIP account can represent all the trading activity (accounting records) for the purchase of goods through to the sale of the final tonnage. By posting all the accounting records relevant to the purchase in a WIP account, a mini P&L can be actioned and the variances between TRADE forecast and actual become easier to measure. The alternative is to section the NOM for those records and then the problem subsequently, is to eliminate unwanted NOM accounts.

16

How are budgets maintained and reported?

Use NOM to set up the budgets, a fiscal year budget can be equally spread for each month or each month can be modified.There is an optional feature for Departmental budgets.

Use BUDGET, PLR to report. There are several report styles using Budgets, actuals and forecasts from the PHYSICALS subsystem

17

How do I drill-down to view the client control?

Use CLIST with the correct selections/filters . The viewing of separate .P and .S accounts by their consolidated currency balances is easy; use correct exchange rates for period cutoff and use report style ='target summary' and use the transactions filter to select either P or S

18

How do I drill-down to view the stock/incomplete control?

Use WIPLIST with correct selections/filter. Use report style = 'account totals', ensure that cutoff period and correct exchange rates are selected. If the cutoff period could include transactions that have been archived, be careful to tick the current and archived boxes.