# 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**.

| If you need to… | Go to |
|---|---|
| Find or maintain payment schedules | [Maintain payment terms and Incoterms](#maintain-payment-terms-and-incoterms) |
| Find or maintain trade terms | [Maintain payment terms and Incoterms](#maintain-payment-terms-and-incoterms) |
| Locate an accounting reference list | [Find a reference list](#find-a-reference-list) |
| See how conditional areas change | [Handle archived, discount, and access branches](#handle-archived-discount-and-access-branches) |
| Continue with the accounting overview | [Accounting dashboard](doc:accounting-dashboard) |
| Continue with journals and bank activity | [Accounting journals and bank activity](doc:accounting-journals-and-bank-activity) |
| Continue with electronic invoicing | [Electronic invoicing and local reporting](doc:electronic-invoicing-and-local-reporting) |
| Continue with reports and audit work | [Reports and audit work](doc:reports-and-audit-work) |
| Continue with payment configuration | [Payments, providers, and reconciliation](doc:payments-providers-and-reconciliation) |

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](#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:**.

| Area | What you can see on the Payment Terms form |
|---|---|
| Payment Terms | The payment-term name area |
| Due Terms | The due-term lines area |
| Preview | The preview area |
| Example | The example amount and date area |
| Reduced tax: | The reduced-tax choice inside the early-discount area |

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.

| What you are checking | What appears |
|---|---|
| The record is archived | An **Archived** ribbon appears, and the **Archived** filter can list inactive records. |
| Early discount is off | The discount percentage, discount days, reduced-tax choice, and discount preview are hidden. |
| Early discount is on | The discount percentage, discount days, reduced-tax choice, and related preview can appear. |
| Display on invoice is off | The preview text is hidden. |
| You are in the multi-company group | The payment-term company area is available. |
| You have account-manager access | **Incoterms** is available from the configuration menu. |

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.

| What you see | What it means | What to do |
|---|---|---|
| The accounting route shows no controls, columns, or buttons | The requested list did not provide a usable screen. | Return to **Accounting**, select **Configuration**, and reopen the list. |
| The Incoterms title is not on screen | The requested Incoterms view did not land on the expected screen. | Return to **Configuration** and select **Incoterms** again. |
| The address ends at `/web` instead of the requested model view | The application landed on its web shell rather than the requested list. | Use the Accounting menu to reopen the required list. |
| Your sign-in did not complete. | The sign-in form remains open after submission. | Sign in again, then reopen the required list from **Configuration**. |

## Know what comes next

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

- Open [Accounting dashboard](doc:accounting-dashboard) for the accounting overview.
- Open [Accounting journals and bank activity](doc:accounting-journals-and-bank-activity) for
  journal and bank work.
- Open [Electronic invoicing and local reporting](doc:electronic-invoicing-and-local-reporting)
  for electronic-invoicing work.
- Open [Reports and audit work](doc:reports-and-audit-work) for reporting and audit work.
- Open [Payments, providers, and reconciliation](doc:payments-providers-and-reconciliation) for
  payment and reconciliation configuration.