Accounts, taxes, and currencies

What accounting reference data is

Accounting reference data is the set of records you maintain before accounting work uses them. This page covers the lists under Configuration for Payment Terms, Incoterms, Chart of Accounts, Taxes, and Currencies.

When you know which reference data you need, check the access and setup conditions before opening the list.

Before you maintain reference data

Prerequisites

• You have access to Configuration in Accounting.
• For Incoterms, access is restricted to the account manager group.
• If your company uses multiple companies, the payment-term company area is available only to users in the multi-company group.

The list you need must be available in the Accounting configuration menu. Keep the accounting reference information you intend to enter ready before you open a record.

When these conditions are in place, use the configuration route to find the required list.

Find a reference list

Use this procedure to locate an existing reference record or open the list where you can start a new one.

Prerequisites

• You know which accounting reference list you need.
• You have the access described in Before you maintain reference data.

Steps

1. Open Accounting and select Configuration.

2. Select the list that matches your task.

   If you need to work with…	Select
   The account structure	Chart of Accounts
   Tax definitions	Taxes
   Journals	Journals
   Currencies	Currencies
   Fiscal positions	Fiscal Positions
   Journal groups	Journal Groups
   Tax groups	Tax Groups
   Account groups	Account Groups
   Account tags	Account Tags
   Fiscal years	Fiscal Year
   Payment schedules	Payment Terms
   Trade terms	Incoterms

Result: The selected accounting reference list is on screen.

Understand a reference record

A reference record holds the accounting choices that other accounting work can use. The Payment Terms form names the areas Payment Terms, Due Terms, Preview, Example, and Reduced tax:.

The Incoterms list is editable in place and the Incoterms form contains the record's name and code areas.

Use the list you opened to begin the maintenance procedure below.

Maintain payment terms and Incoterms

Payment terms describe when amounts are due. Incoterms describe the trade terms maintained for a transaction. Use the route that matches the reference record you need.

Prerequisites

• You have opened the appropriate list from Configuration.
• For Incoterms, you have account-manager access.

Steps

1. Select one route from the table.

   If you are maintaining…	Open
   A payment schedule	Payment Terms
   A trade term	Incoterms

2. Open an existing row to review it.

3. In a payment-term record, review Payment Terms, Due Terms, Preview, Example, and Reduced tax: before leaving the record.

4. In an Incoterms record, review the name and code areas before leaving the record.

Result: The selected Payment Terms or Incoterms record is open for review or maintenance.

After opening the record, check the branch conditions that affect what appears.

Handle archived, discount, and access branches

These branches change which parts of a reference screen you see. Use the branch that matches the record or access path in front of you.

If the expected list or control does not appear, use the troubleshooting table below.

When a reference screen does not open

Use the symptom that matches what is on screen.

Know what comes next

After you review or maintain accounting reference data, continue with the accounting area that uses it:

• Open Accounting dashboard for the accounting overview.
• Open Accounting journals and bank activity for journal and bank work.
• Open Electronic invoicing and local reporting for electronic-invoicing work.
• Open Reports and audit work for reporting and audit work.
• Open Payments, providers, and reconciliation for payment and reconciliation configuration.