MAIN-21 FAQ

Here is a list of the questions we get asked most frequently with their answers. If you don't find an answer to your question,  please contact MAIN-21 HELPDESK.    main21@marubeni.com / 212-450-0696

Category

1. Business

Contract / Purchase / Sales

Delivery

Inventory Management

2. Accounting

Transfer Voucher / OTHER FEATURES

Payment / Receipt

3. Others

MAIN-21 user-id

Master

SAPGUI / Others

 

Contract

  • How can I create Contract Pattern Number?

Go to the following menu.

Select T.C.(Trade Type)(Back to Back, Sales, Purchase, Handling).

Menu Path : Business Menu -> Contract -> Contract Master -> Registration

 

  • How can I register Contract using Contract Pattern?

When you register new Contract, input Contract Pattern Number in ‘Ptn No’. To search Contract Pattern Number, click ‘Ptn Master Search’. Items will be copied from entered Contract Pattern Number.

 

  • Can I copy another Contract when I register new Contract?

Yes. When you register new Contract, input Contract Number that you want to copy in ‘Ozr Cont’. To search other Contract Number, click ‘Other Cont Search’. Items will be copied from the Contract Number you input. 

 

  • How can I process Contract without Charge (Free Sample)?

    [Purchase] (Purchase Without Charge, Sales With Charge)

1.     Create Purchase Contract Without Charge if contract is necessary.

2.     Go to the following menu a).

        Enter Commodity Code in ‘Material’, Dept/Unit in ‘Plant’, click ‘Enter’ icon.

        Enter Warehouse Code in ‘SLoc’ and click ‘Save’ icon.

3.     Go to the following menu b).

        Enter Commodity Code in ‘Material’, Quantity in ‘Quantity’, Quantity Unit 

        Lot# in ‘Batch’ and click ‘Save’ icon.

4.     Make sure inventory is created. 

    [Sales] (Purchase With Charge, Sales Without Charge)

1.     Create Sales Contract Without Charge.

2.     Process Sales D/O and Posting will be completed.

** Process 'Purchase Without Charge' and then 'Sales Without Charge' above if both Purchase and Sales are necessary to be created without charge.

     Menu Path a) : Business Menu -> Master Management -> Group1 -> Commodity -> W/H Code Extend

     b) : Business Menu -> Inventory Management -> Quantity Adjustment -> Increase

 

  • How can I check contract balance?

Go to the following menu.

Select ‘All-purpose’ from ‘Download’ and click ‘Execute’ icon.

Enter Dept/Unit in ‘Dept/Unit’, Year in ‘Y.’ and Month in ’M.’.

Click ‘Cont Balance’.  Set place to save and File name.

Menu Path : Business Menu -> Other Management -> Reports Management

 

  • How can I use Report Management?

You can obtain different type of business report using Report Management.  Please click below button for details.

  • How can I reprint Contract?

 Go to the following menu.

Input ‘Dept/Unit’ and ‘Contract No’.

Click ‘Print’.

Menu Path : Business Menu -> Contract -> Output Reports

 

  • I cannot print out Contract(Purchase/Sales Note).

When Double-Byte Character(e.g. '.' or '―') is entered, abnormal system error will be occurred and reports cannot be printed out.      Check if Double-Byte Character is not entered especially in free fields such as ‘Remarks’ or ‘Std/Size’.

 

  • Got an error message, 'N : N error (Inconsistent Data)' when I create a contract.

You receive this error message when first 6 digits of contract number was used more than cettain times.

Be aware of contract 6 digits numbering rule below.

1 purchase vs 2 or more sales -> OK

1 sales vs 2 or more purchases -> OK

2 or more sales vs 2 or more purchases -> not allowed

 

  • The address is different from the contract and the customer code list, how can I change it?

Change the address under the Contract Number under Output Report and print out the contract with updated address

Menu Path : Business Menu -> Contract -> Correction

 

  • Error message, ‘Contract(Commodity) is locked.’ is displayed when I try to reuse Contract Number after correction.

Please wait for 15 mins and retry. Contract/Commodity lock happens when the same contract number or commodity code is used for Registration/Correction Contract, D/O or Purchase/Sales Posting at the same time. It sometime takes about 15 minutes to unlock after you make registration/correction. If the problem persists, please contact MAIN-21 Team(MAIN21@marubeni.com).

 

  • Got an error message, ‘Pattern No. does not exist.’ when I try to use Contract Pattern No.

Check T.C.(Trade Type) and T.F.(Trade Form). If they are different from the contract you would like to register, you cannot use the Pattern No.

 

  • Got an error message, ‘Entered Other Cont. No. uses different T.C. or T.F. or Contract Type’ when I try to use other Contract No.

Check T.C.(Trade Type) and T.F.(Trade Form). If they are different from the contract you would like to register, other Contract cannot be used.

 

  • Can I use the same Contract No. if I cancel?

You can use the same Contract No. only if before posting and within the same day of the contract registration. In case the contract No. cannot be reused, please register a new contract with the same first 6 digits of the original contract No. plus different last 2 digits. If the first 6 digit of the contract No. are matched, you will see the calculated Expected Profit.

 

  • I registered Contract, but cannot find Accounting data.

Accounting data is not posted when you just register Contract, and accounting data is posted when Purchase/Sales posting is made. If you want to make Purchase/Sales Posing at the same time of Contract Registration, you have to click ‘Pstg’ or ‘Pstg & Print’ button instead of ‘Save’ icon at the ‘Item’ screen of Contract Registration. Once the Contract is saved without ‘Pstg’, you cannot select ‘Pstg’ in Contract Correction. Please make posting from Purchase/Sales menu. 

 

  • Cannot use some codes such as Sub-Account, Warehouse or Commodity when I register contract, but they exist.

Sub-Account (Customer, Supplier), Warehouse and Commodity codes have to be registered for each 4 digit Dept/Unit code. Please register the 4 digit Dept/Unit code that you want to use in the contract.

 

  • How can I correct or reverse Sales Contract without Charge (Free Sample)?

Reversal or Correction of ‘Sales Without Charge’ cannot be processed due to system restriction. As an alternate solution, please follow the steps below.

1.     Increase Inventory quantity you made ‘Sales without Charge’ from the following menu a).

2.     Increase Inventory amount you made ‘Sales without Charge’ from the following menu b). As a result of ‘Sales without Charge’, 

        [Sample 31035/Inventory 12100] was posted. This Step2 will generate [Inventory 12100/Cost of Sales 31001].

3.     Make entry [Cost of Sales 31001/Sample 31035] from Transfer Voucher.

4.     Change the status of the contract to ‘Complete’ from the following menu c).

When you enter a new Sales Contract again,  assign another Contract Number.

      Menu Path      a) : Business Menu -> Inventory Management -> Quantity Adjustment -> Increase

           b) : Business Menu -> Purchase/Sales -> ‘UtPrc Correction’ -> Crrn (Inventory Amt)

           c) : Business Menu -> Contract -> Contract Flow -> Balance/Deduction

 

  • ‘Y/N’ flags for ‘Purchase Note’, ‘Sales Note’, ‘Contract Proof List’ at ‘Print’ screen of Contract are ‘N’ automatically. How can I change them to ‘Y’ as default?

They are setup by customer codein the following menu. Please do not uncheck ‘Standard report’ option on the next screen of ‘Sub-Account code for Section’, if you want to display ‘Y’ for Purchase / Sales Note and Contract Proof List. The default setup of them are all checked.

Menu Path : Business Menu -> Master Management -> Group1 -> Customer/Seller -> Reg. Customer by Sec

 

  • How can I register Contract using Contract Pattern?

When you register new Contract, input Contract Pattern Number in ‘Ptn No’. To search Contract Pattern Number, click ‘Ptn Master Search’. Items will be copied from entered Contract Pattern Number.

 

  • What flag should I enter in the box after ‘Utprc’ in Contract Items Screen?

    ‘1’ : Unit Price x Quantity = Amount. Input Unit Price and Quantity. Amount will be automatically calculated.

    ‘2’ : Amount / Quantity = Unit Price. Input Amount and Quantity. Unit Price will be automatically calculated.

 

  • Customer’s address was corrected, but it cannot be reflected to Contract - Sales Note.

Once Contract is registered, old address is kept. To correct it, go to the following menu.

Correct 'Buyer Address' on the last screen and click 'Print'. Updated document will be printed. 

Menu Path : Business Menu -> Contract -> Output Reports

 

  • Got an error message, ‘Contract No. form contains an error.’ when I register new contract.

Please check Dept/Unit Code and Contract No you entered. The first 2 digit of Contract Number should match with the Department Code.

 

  • How can I clean up unnecessary Contract Balance Data?

 Check ‘Contract Status’ from Contract Ledger.

        Go to the following menu a).

        Enter Dept/Unit and Cont No’ and click ‘Enter’ icon.

        Contract Status displayed on the next to Contract No.

        1-1. In case of Contract Status is ‘CONT’, that means Contract was created but not created D/O or posted at all.

               After you make sure you don’t need the contract, and Reverse Contract from the following menu b). 

        1-2. In case of Contract Status is ‘PUR/SAL’ or ‘DELI’, that means Contract was created and created D/O or posted partially, not all. 

               After you make sure you don’t need to post the balance, and change the status to ‘COMPLETE’ from the following menu c).

Menu Path      a) : Business Menu -> Contract -> Contract Flow -> Contract Ledger Inq

             b) : Business Menu -> Contract -> Reverse

             c) : Business Menu -> Contract -> Contract Flow -> Balance/Deduction

 

  • What is 'Contract Balance Detail List' and how IS the data generated?

Contract Balance Detail List' indicates if some purchase/sales item are not posted yet.

Contract Balanc e data will be appeared in the report under the condition below.

 contract qty  >  posting qty

 contract  amount   >  posting  amount

If contract qty > posting qty, but contact amount <posting amount, it won't appeare in the report

If data shows in this report, please check and review the contract if every purchase/sales  item are posted.

 

  • I tried to cancel the contract, but Error message, "Unable to Delete because additional cost already posted"

Please check Contract Ledger and see if direct charges are posted, if so, please reverse direct charge.  Then you will be able to cancel the contract.

Menu pass:Business Menu -> Purchase/Sales -> Direct Charge -> Reverse

 

  • Unable to register sales contract receiving error message "Delivery Date must be after Contract Date".

System does not allow you to register contract if delivery date is before contract date.

If you receive such error message, change contract date or delivery date.   

Note you can change contract date, but cannot change entry date (posting date).

 

  • How to reprint contract ledger?

Go to following menu.

Enter DPU and contract number, then click 'Print Button.

Menu pass: Business Menu->Contract->Contract Flow->Contract Ledger Inqy

 

reprintledger.png
 
  • I tried to correct / reverse a contract, but MAIN-21 shows 'Transaction Unit is being used. Please enter again.' What does it mean?

    You or another user is opening the screen related to the contract. Please close all screens related to it and try again.

No15.jpg

 

 

 

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Transfer Voucher 

  • Cannot process Transfer Voucher Upload.

 In most cases, the cause of this problem is one of the followings.

         Error Message: ‘Input file format is wrong.‘ -> Is the file was saved as a text(tab delimited)?

         Error Message: ‘As XXX date is invalid, Input file data cannot be entried.‘ -> Is the date format correct?

Error Message: ‘Enter Dom Amount. No batch input data for screen SAPMZAD2 9011‘ -> All the amount items are entered? If amount is 0 (zero), you will receive a error message.

         Error Message: ‘DR/CR indicator field is wrong.‘ -> Is there any typo of ‘DR’/’CR’?

         Error Message: 'Failed to File Upload.' -> Please check if all Excel and Text file are not open, the length of upload path is not

long, and the name of file or directory doesn't include Japanese.

 

  • Error message occur in Transfer Voucher Reversal, “Item can’t be reverse, and the items have been cleared?

First you have to reset the cleared items, and then reverse the entry.

To reset cleared items, go to the following path and enter the Cleared Document number

Menu Path to reset Cleared Items: Accounting Menu -> Transfer Voucher -> Reversal of Transfer ->Reset Cleared Items

Menu Path to reverse Transfer Voucher: Accounting Menu -> Transfer Voucher -> Reversal of Transfer->Reversal of Transfer

 

  • How can I reprint Transfer Voucher?

Go to the following menu.        Input search conditions and Click ‘Execute’ icon. 

Menu Path : Accouting Menu -> Inquiry -> List of Transfer

 

  • Can I schedule a Transfer Voucher to post automatically each month?

Yes, there is difference between uploading a single item entry and Fixed Allocated Amount,

Single Item entry only has a Debit and a Credit, such as supply expense need to allocate every month.   Fixed Allocated Amount such as fixed asset book by the Admin that contain multiple Debit and Credit Accounts. 

Menu Path for single item: Accounting Menu -> Transfer Voucher -> Scheduled A/C Entry

Menu Path for Multiple items: Accounting Menu -> Transfer Voucher -> Fixed Allocated Amount 

 

  • How can I reverse the transfer posting for exchange conversion rate entry?

Can’t be done due to restriction from the finance department, you have to make request to finance department to make changes.

 

  • I can’t upload a file for the Fixed Allocation Amt Screen, it has an “Runtime Error” message on fixed allocation distribution upload screen.

In the upload file, you do not need any header column for each column (only data).  In addition, it is not necessary to have input any Entry Date and Trading Date as you normally put in a Transfer Voucher Upload sheet. 

 

  • Got an error message, ‘Input pattern of this voucher is like 'Offset' but the Sub-Account entered is invalid for 'Offset’.

Combination of G/L accounts for receivables and payables (claims and obligations) such as TAP/TAR cannot be entered from Transfer Voucher menu. They must be entered using the "Offset" function in Payment Instruction  because approval is necessary.

Menu Path : Accounting Menu>Payment Receipt>Payment Instruction>Payment Instruction

 

  • Got an error message, ‘xxxxx is not Permitted As Opposite Account’.

Debit and Credit G/L Account Code patterns are limited. Please refer to Validation Pattern list below. 

 

[Ex: change from JPY to USD]

1. Go to the following menu.

2. Enter ‘Doc.No.’ , ‘Year’ and click ‘Enter’ icon.

3. Check in checkbox and click ‘Enter’ icon.

4. Enter 'USD' in ‘CC/Rate’ , ‘Amt in loc. cur.’ in ‘Amt’ and click ‘Document View’ icon.

5. Click ‘Save’ icon.

Menu Path : Accounting Menu -> Transfer Voucher -> Currency Code Change -> Entry

 

  • Is there any restriction making entry using 'Reclassification F/S' menu?

Yes, there are some restrictions.  Only Accounting User can make entry.

Account 12100 (Merchandise Inventory) is not allowed to enter in this menu.

 

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User ID

  • How can I change/delete MAIN-21 User-ID?

Submit Change/Delete Application to MAIN-21 Team after GM's  approval.

  • How can I inquire User-ID or User Name?

  • How can I apply new MAIN-21 User-ID?

Submit New User-ID Application to MAIN-21 Team after GM's approval.

  • Can temp staff have a MAIN-21 User-ID without an email address?

Individual email address is necessary to register New User-ID. It doesn’t have to be MAC’s email, however, shared email  is not allowed. It has to be unique email. 

 

  • Can I change my default DPU?

Yes.  If your DPU has changed after reorganization, please submit User ID change application.

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Payment / Receipt

  • By when Mutual Account - Payment/Receipt Instructions have to be registered/verified?

Two business days before Scheduled Date.

[Exceptions]

         If Scheduled Date is the last business date of the month, can be registered and verified by one day before or on the Scheduled Date. 

(e.g. Registration/Verification: 1/30, 1/31, Scheduled Date:1/31 => OK )

 

  • How many lines can one Payment Instruction hold?

999 lines.

 

  • How can I inquire Payment/Receipt Instructions?

  • How can I create Payment Instruction Pattern?

Go to the following menu.

Select ‘New’ from ‘Pattern Entry’, input your own Pattern No. and Pattern Name in ‘Calling Pattern’.

Input information you need to create and click ‘Save’ icon.

 Menu Path : Accounting Menu -> Payment/Receipt -> Payment Instruction -> Payment Instruction

 

  • Got an error message, ‘Entered Pattern No. does not exist.’ when I try to use Payment Instruction Pattern No.

Please check Payment Method. If it is different from the Pattern, it cannot be used.

 

  • How can I inquire all payments we made to our supplier?

Go to the following menu.

Enter Dept/Unit, Date Range, Payee and click ‘Execute’ icon.

Menu Path : Accounting Menu -> Payment/Receipt -> Payment Instruction -> Payment Instruction

 

  • How can I reprint Payment Instruction?

 Go to the following menu.      Input search conditions and Click ‘Execute’ icon.    Select the line you want to print out, click ‘PRINT INSTRUCTION’.

    Menu Path : Accouting Menu -> Payment/Receipt -> Payment/Receipt Inquiry

 

  • Cannot find Payment or Receipt Instruction entered previously?

If the Payment/Receipt Instructions was modified and saved, the original Instruction will not be found.

To search for the new Instruction, go to the Menu Path below and fill in the Unit, the range of the Schedule Payment Date (put the a few days before and after the original Payment Instruction), and the Sub Account Code. 

Delete the User ID field (in case it is deleted or modify by someone else) and search for the Instruction

Menu Path : Accounting Menu -> Payment/Receipt -> Payment Instruction -> Status of Payment

 

  • How to pay the invoices by Japanese Yen?

Change the Currency in the Payment instruction to JPY.

Starting from 04/01/2014, only USD is allow to be entered for any Mutual Account Entries.

Menu Path: Accounting Menu -> Payment/Receipt -> Payment Instruction -> Payment Instruction

 

  • Why can’t I correct the Receipt Instruction that have not been approved or submit yet?

If the scheduled date of the Receipt Instruction is more than five days from the current day of correction, you can only allow to delete the Receipt Instruction.  

If it is within five days, you can only create Payment Instruction to reverse the Receipt Instruction

 

  • Which Account Codes have to be made clearing when I register Payment Instruction?


Clearing

  • Which Account Codes have to be made clearing when I register Payment Instruction?

 

 

  • Open Balance data is displayed from Account Detail Inquiry, but cannot be found when I process Clearing.

Make sure all information you entered are correct. If they are correct, go to the following menu to check if it’s already connected with other Instruction.

         Input ‘2’ in ‘Transaction Type’, ‘N’ in ‘Closed’ and ‘N’ in ‘Deleted before Verification’.

         Input more selections if you are sure. Click ‘Execute’ icon.

         Double click on each line and check if the clearing item is already connected.

         Menu Path : Accounting Menu -> Payment/Receipt -> Payment/Receipt Inquiry 

 

  • Clearing items connected from Payment Instruction were not be cleared after Scheduled Date.(MCL only)

In case of using Foreign Currency and Foreign Exchange ‘Reverse Method’ is used, this problem happened because Month-End Closing was between Payment Instruction Created Date and Scheduled Date.

(e.g. Month-End Closing Date: 2/5, Payment Instruction ‘Created Date’: 1/25, ‘Scheduled Date’: 2/11)

To prevent this problem, create Payment Instruction after Month-End Closing and ‘Scheduled Date’ should be within the same month of Payment Instruction ‘Created Date’. Otherwise, make clearing manually.

 

  • What kind of Auto Clearing Data exist?

  • How can I inquire Auto Clearing Data?

Go to the following menu.  Enter Document Type you want to inquire and other search conditions.  Click execute button.

Menu path:  Accounting Menu->Inquiry->By A/C->Account Detail

 

  • How to link open items into Payment and Receipt Instructions? The Open Items don’t show up in the Payment and Receipt Instructions clearing?

In the Opposite Account Information Side Entry from the bottom, enter the information exactly matches the open item and click on the clear icon on the right side of the entry.

Menu Path: Accounting Menu -> Payment/Receipt -> Payment Instruction -> Payment Instruction

 

  • Got an error message, ‘Error in general module Z_DK4_MA_NUMBERING. SY-SUBRC = 6.’ is displayed when I register Receipt Instruction – M/A(Mutual Account).

Branch code you entered is not setup  for M/A.    The Branch Code is the 4th character  of Dept/Unit  code, such as "A" in ZL0A .   Please refer available Branch Code list below.  If you need to use Dept/Unit code such as AA1Z, please consult with Finance Team.


  • Can't make clearing for Transfer Voucher / Payment(Receipt) Instruction because items are grayed out.

This is because another user is using the clearing screen and the screen is locked by the user. Please contact MAIN-21 HELPDESK Team if items are grayed out more than half an hour.

Moreover, please note that once you complete clearing please exit from clearing screen as soon as possible as other user cannot use the screen.

  • Why a contract# is not shown in a clearing screen?

Please confirm each due date of the Contract# and Instruction.

If the due date of the contract# is not within the due date of Instruction, the data of contract# is not picked up for Clearing.


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SubAccount / SEFT Code

  • From ‘Sub-Account Code Detail’ or ‘SEFT Inquiry’, the titles of fields are displayed, but impossible to understand the meaning. e.g. ‘ZAHNSHKD’ or ‘BUKRS’.

Go to Settings in a top tab -> User Parameters. Select ‘Field Label’ from ‘Data Browser’ Tab and click Check icon.

The titles will be changed to ‘Head ofc’ or ‘Company Code’.

 

  • How can I inquire Customer(Sub-Account) information such as name or address?

Go to the following menu.

Enter search conditions and click ‘Execute’ icon.

     Menu Path : Business Menu -> Master Management -> Group3 -> SubAccountCode.Detail Inq

 

  • How can I reprint SEFT application?

Go to the following menu.     Enter Application# or your User-ID in ‘Applicant's User ID’ and click ‘Enter’ icon.      Click on the line you want to reprint and click ‘Print’ icon.   

        Menu Path : Accouting Menu -> Master/Others -> SEFT Master -> SEFT Status Check

 

  • Are state code and zip code required to enter for customer code registration?

For US and Canada address, State and ZIP code are required to enter to register customer code.

For some other country address, you can register customer code without State and ZIP code.  

Click search button next to the state or zip code entry box.  If you see options displayed in drop-down menu, choose one from the list. Otherwise, click enter and save button without state or zip code.  

If you receive a warning message ‘Enter State code’, please continue to press enter and save button until it is processed.

 

  • How can I reflect Sub-Account code information to SEFT Code Master after correction of Sub-Account code?

Go to the following menu. Delete old information such as name or address of Sub-Account code you corrected from Sub-Account code correction and click ‘Enter’ icon.          Updated information will be displayed. Click ‘Save’ icon to correct SEFT Master.

     Menu Path : Accounting Menu -> Master/Others -> SEFT Master -> SEFT Correction -> Company SEFT Corr.

 

  • Cannot find Country Code (United Kingdom/Switzerland) when I register new Sub-Account code.

Click Helpview of Country Code and select ‘Name’. Sorting order is changed by Name. Check with the name. Some Country codes do not start from the first letter of the name. For example, Country Code of United Kingdom is ‘GB’ and Switzerland is ‘CH’.

 

  • I cannot make correction SEFT code because of an error, ‘SEFT# : xxxxxxxxx is not processed because the correction is being applied.’.

If correction of SEFT code is waiting for approval, you cannot correct the same SEFT code.

Go to the following menu.

Enter your User-ID in ‘Applicant's User ID’ and click ‘Enter’ icon.

If you find the same SEFT Code you made application before, please confirm the information and request Finance Team to approve or cancel. If you don’t find, request MAIN-21 Team to search unprocessed applications.

If you create new SEFT code, but it already exists, please request Finance Team to cancel.

Menu Path : Accouting Menu -> Master/Others -> SEFT Master -> SEFT Status Check

 

  • How can I find the status of SEFT code I applied and new SEFT code assigned?

Status and new SEFT code assigned can be inquired with the following menu.

Enter Application# or your User-ID in ‘Applicant's User ID’ and click ‘Enter’ icon.

    Menu Path : Accouting Menu -> Master/Others -> SEFT Master -> SEFT Status Check

 

  • Can I register Sub-Account code as a branch of existing Sub-Account code?

Register existing Sub-Account code as an HQ and request Risk Management Team to connect another Sub-Account code as a branch with HQ code.

 

  • How can I find the status of Sub-Account code application and new Sub-Account code assigned?

Go to the following menu.

Enter ‘*’ in ‘Name’ and click Execute. 

Status/new Sub-Account code can be inquired.

If you need new Sub-Account code to be approved ASAP, please request Risk Management Team to approve.

     Menu Path : Accouting Menu -> Master/Others -> Sub-Account Master -> Approvemt Customer -> Status Inq

 

  • How can I assign a specific code for new Sub-Account?

Specific code can be assigned in any of the following cases. Please consult with Risk Management Team 

3 digits Bank Code

Each State for TAX purpose

           Any specific reason to distinguish from others

 

  • Sub Account(Customer) information such as address or telephone number has been changed. How can I change it?

You can change Sub Account(Customer) information from the menu below. However, you need an approval for the change. Please see the manual below.

Menu Path: Business Menu > Master Management > Group1 > Customer Seller > Request Customer Cor

Accounting Menu > Master/Others > Sub-Account Master > Sub A/C Application > Amend Application


Accounting Inquiry

  • How can I inquire Sales by State?

Go to the following menu.

Menu Path :  Accouting Menu -> Inquiry -> Other Reports -> Sales by State

 

  • Total sales amount of NY branch from ‘all transactions’ are different from the one extracted by NY branch only.

Some Dept/Unit have different Branch Organization and Branch Location. All transaction are extracted by ‘Branch Organization’ and Branch only data are extracted by ‘Branch Location’.

 
  • How can I Inquire Intra Fund Balance and daily interest on particular period and /or Department Unit?

Go to the following menu.  Enter conditions and click 'Execute' icon.   Double Click on Intra-Fund Balance amount.

Select Intre-Fund Balance amount and click 'Account Balance List'.  Double Click the line you want to inquire.

Menu Path:  Accouting Menu -> Inquiry -> Interest -> Intra Fund Inquiry

 

  • How can I use GL Account Detail Inquiry?

  • How can I inquire Budget?

Go to the following menu.

Enter search conditions and click ‘Save’ icon.  Please note Budget data has to be uploaded in advance

Menu Path : Accounting Menu -> Inquiry -> B/S ICS -> ICS -> Against Budget.

 

  • Why Balance Carry-Forward Data generate two or more items, not one item?

Basically, when there are open balances with specific conditions (e.g.  A/C:10120, if ‘DPUN>S-AC>CURR‘ are the same), Balance Carry-Forward Data will be summarized into one balance automatically on monthly basis. However, system cannot make clearing more than 900 items at once. If there are more than 900 items, Balance Carry-Forward.   Data will be summarized every 900 items.

 

  • How can I inquire Consignee Balance?

Go to the following menu.Select ‘Consignment’ from ‘Report’.   Enter search conditions and click ‘Execute’ icon.

Menu Path : Accouting Menu ->  Inquiry -> Credit -> ATB/Inventory/Consignment Inquiry

 

  • How can I input a large number of items in Multiple Selection Items?

  • On Cash/Bank Ledger, there is a discrepancy between ‘Net balance’ of the last business date and the next day’s ‘Accumulate up to previous’.

There might be amount transferred by TWS system posted between last and next day’s reports. Check the amount from     Account Detail Inquiry. by ‘Trading Date’ and ‘Time of Entry’.

 

  • Why entered data as of the end of date of the previous month(e.g. 4/30/2013) do not reflect on the report as of the same date(4/30/2013) ?

If you make entry as of previous month data(4/30/2013) during parallel period(5/1-5/3/2013) and the report was printed out on the last date of the previous month night(4/30/2013), they cannot be included. Please check “Registered Date” from Account Detail Inquiry. Or check Date and Time stamp on the report. If it was printed out on the night of the last business date of calendar month, please see the one printed out on the night of Month-End Closing Date, 

 

  • Would like to download inquiry results to Excel sheet, but could not find 'Download' or 'Export' button.

Go to Settings or List on the top tab ->List -> Save -> Local File -> select Spreadsheet and click check icon.

Assign location and name the file.    Please note some reports (e.g. Aged Trial Blance) are not available to download.

 

  • How can I obtain sales report by state?

Go to the following menu.

Enter account code '30001 to 30215' and click execute.  If you do not specify account code, it will generate non-sales related data.

Menu pass: Accounting Menu-Inquiry-Other Reports-Sales by State

 

  • What is the difference (by company/Des) and (by branch/Des) in Sales by State Report?

(by Company/Dest) is Sales Report by State divided by company.

(by branch/Dest) is Sales Report by State divided by Branch.  Scroll down to the end and you can see company total.

 

  • How can I obtain purchase sales report including Std Size of the commodity?

All purpose report shows all entries you made including Std Size.

Select All purpose, enter code such as DPU, commodity code, buyer or seller code, then click 'All in One' button.

Menu pass: Business Menu -> Other Management -> Reports Management

 

  • Can I obtain aged trial balance as of particular date?

Yes.  You can obtain aged trial balance up to date or as of particular date from the following menu.

Menu pass: Accounting Menu-Inquiry -> Credit -> ATB/Inventory/Consignment Inquiry

 

  • When estimate Direct charge is fixed, how they are allocated in GL?

When Estimate direct charges are posted, there will be Merchandise Inventory  12100    /  4161X Accrued Charge Payable in GL.

When fixed, if fixed amount is larger than estimate,  Accrued Charge Payable   4161X & Cost of Goods Sold  31001/ 41210     Trade Accounts Payable

If fixed amount is smaller than estimate,  Accrued Charge Payable 4161X / 41210 Trade Accounts Payable &  Cost of Goods Sold   31001

 

  • Why does the statement of account show overdue balance when payment has been applied?

If the payment is apply in the next month, when you inquiry the balance for the current month, it will always show a balance until the payment is apply.  The statement of account takes the balance amount as the current end month. Check the amount balance with current day.

  • [MCL and MISM only] Why isn't USD shown in Print Screen after Customer History Screen though USD and other currency’s rows are shown in Customer History Screen?

In Print Screen, the amount of USD is converted to the one of the local currency of MCL/MISM, and the total amount is displayed per month.


Inventory 

  • How can I inquire inventory history?

Rcpt-Dlvy List is the best menu to review inventory by lot# or valuation type.

Menu Path: Business Menu->Inventory Management -> Inventory Inquiry -> Rcpt/Dlvy List

  • Why all the reports, such as MIM Report, show different measurement unit from the contract?

If the contract was enter using the alternative measure unit that assign to the commodity code, the MIM report always show the Based Quantity Unit registered in the commodity code. 

 

  • How can I inquire all transaction entries of various inventory transfer such as Commodity Transfer, Warehouse Transfer?

Go to the following menu.

Enter information and click Execute icon.     Menu Path : Business Menu -> Inventory Management -> Inventory Inquiry -> Rcpt/Dlvy List

  • How can I process Warehouse Transfer?

Go to the following menu.

1.   Enter Dept/Unit in ‘Plant’, W/H code(From) ‘Storage Location’ and click ‘Enter’ icon.

2.   Enter W/H code(To) in ‘Recv. SLoc’.

3.   Enter Commodity code in ‘Material’, quantity in ‘Quantity’, Quantity Unit(e.g. KG) in ‘UnE’,

Lot No. in ‘Batch’ and click ‘Save’ icon.

     Menu Path : Business Menu -> Inventory Management -> Warehouse Transfer -> Posting

 

  • Lot number must be mandatory to input, however, no error when it’s blank.

Whether Lot number is mandatory or not is controlled by Commodity code master. ‘MIM control ID’ in the Commodity code master is checked by default. That means inventory is managed by Lot number. If it is unchecked, Lot number is not mandatory at posting. Please check ‘MIM control ID’ in the commodity code master from the following menu.

Menu Path : Business Menu -> Group1 -> Commodity -> Inquiry

 

  • What date is reflected on aged inventory report?

Transaction date when the inventory was posted.

 

  • Can I obtain an inventory report by state?

Yes.  Go to following menu.  Enter State code in 'Consignee-State' field, and Fiscal year in 'FY prev. period' field, then click execute button.

Menu pass: Business menu-Inventory Management -> Inventory Inquiry -> MIM by W/H Download

 

  • Can I obtain an inventory report including Std/Size data?

Yes, Inventory by Vendor Report includes Std/Size.

Menu pass: Business Menu-> Inventory Management -> Inventory Inquiry -> Inventory by Vendor

 

  • I disposed inventory item, but it still shows MIM report.

MIM is updated overnight by batch.  Please check the MIM report next day.

If you would like to check right inventory right after disposal, check with Rec/Del report, update is reflected right after disposal is processed.

 

  • Can I obtain aged trial balance as of particular date?

Yes.  You can obtain aged trial balance up to date or as of particular date from the following menu.

Menu pass: Accounting Menu-Inquiry -> Credit -> ATB/Inventory/Consignment Inquiry


  • How can I get Download for Aging from MAIN-21?

You can get the report from 'Download for Aging' menu.

Menu Path: Business Menu -> Inventory Management -> Inventory Inquiry -> Download for Aging

  • Why I can't find Inventory data in Download for Aging report even though the same data can be found in MIM Inquiry?

Please confirm Trading date you entered. For Download for Aging, Trading data is used to pick up data if there is Lot No. or Valuation type for the commodity.

For example, if you register a data, enter 12/31/2019 as Entry Date and 01/06/2020 as Trading Date, the inventory will be shown in 01/2020 for Download for Aging.

  • I can't do warehouse transfer because an error message, 'Deficit of BA Unrestricted-use 10.000 KG : POPCORN-Z ZL3A 0060 ZL02130101', is shown. What does it mean?

Warehouse_Transfer_Error_Message.JPG

The error message means the inventory is not enough. Please confirm the inventory from the menu below.

In this case, the quantity of the inventory in the warehouse and lot no is 10.000 KG so the warehouse transfer can't be done by 20.000 KG.

Menu Path: Business Menu -> Inventory Management -> Inventory Inquiry -> Rcpt/Dlvy List

* Select 'Warehouse/Lot inventory' in Inv. type section.

Inventory_Data.JPG


Credit Limit

  • How can I check customer’s credit limit?

Go to the following menu.

Enter search conditions, such as month/year, organization code, customer(HQ)code and click ‘Execute’ icon.

Menu Path : Accounting Menu -> Master/Others -> Credit Limit -> Limit Inquiry

 

  • Customer’s Rating is ‘Z’. How can I update?

System automatically reset Rating to ‘Z’ if it hasn’t been updated for two years. To update, please request Risk Management Team to enter Rating thru CATS.

         Rating Date should be after the latest Rating Date of ‘Z’ record in MAIN-21.

 

Go to the following menu.

Select 'Cust code', enter Customer Code and click 'Execute' icon.

Double click on the line.

Click ‘Chng’ button.

Change 'Unlim cust ID' and click 'Save' icon. 

Only Sub-Acc code approvers can process this function.

     Menu Path : Accounting Menu -> Master/Others -> Credit -> Sub-Account Master -> Sub-Account Code Correction for RM

 

  • Can I register credit limit in multiple currencies for one Customer Code?

Yes.  You can register credit limit in different currencies.  You need to register with a different credit limit number.  Select "New" when register it.

 

  • Can I monitor both credit limit balance (already invoiced) and D/O amount (not invoiced yet) ?

Yes, you can monitor both credit limit balance and D/O amount which is not invoiced yet at one menu.

If uninvoiced D/O amounts exist, credit limit balance is calculated as sum of invoiced amount and D/O amount.

Menu pass: Business Menu-Delivery -> Credit Limit Inquiry -> Limit & Balance by HQ

 

  • What is going to happen when sales posting if exceeding credit limit ?

If it Is Back to Back posting, you will be able to post even credit limit is exceeding.

If it is Sales posting, you receive error message and you will not able to post.

 

  • When registering a sales contract do you receive error massage if exceeding credit limit?

No, you do not receive error massage registering a contract.  You can see a red flag at the 'expected profit' screen.

You will be able to save the contract.  

creditlimit.png


Address

  • Address on ‘Statement of Account’ can be changed?

Basically, one address is assigned for one company for ‘Statement of Account’. If you need to change address by branch, please contact to MAIN-21 Team(MAIN21@marubeni.com). The cost associated with the change will be charged.

 

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Login / Schedule

  • I cannot logon.

In most cases, the cause of this problem is one of the followings.

    Error Message: ‘Name or password is incorrect. Please re-enter.‘      -> Confirm if your User-ID or Password is correct.

    Error Message: ‘User is locked. Please notify the person responsible.‘  -> Confirm if you try to logon during MAIN-21 online available time. 

  • Can I use on the weekend?

MAIN-21 Accounting Inquiry Functions only are available on 2nd & 4th Saturdays and Sundays. When maintenance process is scheduled during the time, MAIN-21 will not be utilized. The announcement will be made beforehand on MAIN-21 homepage. 

 

  • Which Client am I logging on?

Check right-bottom corner of the screen. Client number (ex. 100) is displayed.

    If nothing displayed, Click expand (triangle) button.   

  • Can our company change the Closing Date?

Please contact MAIN-21 Team(MAIN21@marubeni.com). The cost associated with the change will be applied.

 

  • We need to make entry on the weekend due to closing.

Please contact MAIN-21 Team(MAIN21@marubeni.com). The cost associated with the change will be applied.

 

  • How can I inquire MAC/Subsidiaries Closing Schedule?

Go to the following Menu.

Select 'Company calendar 'and 'Current year', and click 'execute' icon.  Closing dates are marked yellow.

Menu Path:  Accounting Menu -> Master/Others -> Others -> Calendar Inquiry

  • What should I enter in Fiscal Year and Period?

 

 

  • What is my client number?

Client number is different from User ID.  Each company has different client number.  For MAC, client number is 100.   Please refer the link below for other companies’ client number.


User ID Review

  • What is my User-ID for ID Review?

MAC : ‘INV’ + 4 digits abbreviation of your Department Name. (e.g. Systems Planning: ‘INVSYPL’)

Subsidiaries : ‘INV’ + your client code. (e.g. Marubeni Canada: ‘INV190’)

 

  • If I delete a user during User ID Review, does it mean the user loose the access to MAIN-21 immediately?

No, when you delete a user during User ID Review, the user’s access authorization remain until the end of Review term, either end of November or end of May.  After that the user will not be able to access to MAIN-21.

 

 

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Reorganization

  • I cannot enter new organization code.

New organization codes are available to enter after Reorganization Process Date on Business side.

From the first business date of Reorganization month to Reorganization Process Date(Reorganization Parallel Period), old and new codes are available on Accounting side, but old codes only on Business side.

  • When Reorganization Process is performed? Is there a cost associate with the organization?

If you change organization regular Reorganization Timing, there will be no charge.       Otherwise, cost will be caused depends on the changes. 

  • What kinds of levels are there in Organization Codes?

  • How can I inquire Organization Codes of MAC?

The latest version of Organization Chart can be inquired from BizConnect -> MAIN-21 -> Reference Material -> Materials 

    -> MAC Re-Organization Chart(Effective from Month Year)

 

  • I cannot use New Code of MC.

Before MC Reorganization Process Date, New Code has to be registered for DPU Code. 

After MC Reorganization Process Date, registered DPUs for Old Codes will be automatically replaced by New Codes.

But if you need to use before MC Reorganization, please register New Code for DPU on your side.

Basically, MC Reorganization Process will be performed one week later than MAC Reorganization Process.

 

 

 

 

 

 

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Helpful Tip

 

  • My MAIN-21 screen looks different (enlarged, stretched horizontally, reduction, etc.), how can I change back to MAIN-21 default screen?

You can change back to default screen.  See manual in below.

  • When SAPGUI is corrupted, what should I do?

If you are facing any SAPGUI problems like Icons or characters are very small, please try the followings.

1. Close all MAIN-21 screens, then log in again.

Close_MAIN-21.PNG

2. Restart VDI or Windows.

Restart_VDI_Windows.PNG

If not fixed yet after above, please contact MAIN-21 HELPDESK.

  • Only one (or two) data is displayed from Helpview. It should be a lot of values.

It is displaying only your own personal list.  To view all values, click 'Display All Values' icon.

  • How can I copy & paste multiple lines?

Point cursor at the beginning of the first line and drug to the end of the last line (copy).

Point cursor at the point you want to paste and release it (paste).

 

  • I cannot use ‘Quick Cut and Paste’ function.

Click on  ‘Customize Local Layout’ icon or press [Alt] + [F12].

If ‘Quick Cut and Paste’ is checked, you can use this function. If it’s not checked, click on ‘Quick Cut and Paste’. 

  • How can I customize Helpview data?

 

  • How do I change screen layout to the MAIN-21 View?

Click on the ‘Customize Local Layout” icon then select option.

                   Select the theme and other changes from the page and press Apply.

                   Restart MAIN-21 for the effect of the new Layout.

Menu Path: Change Layout -> Option

 

  • How to make font size bigger?How to make font size bigger?

Click ‘Customize Local Layout button and select 'Options' from dropdown menu.

Select fonts Settings and click the button on 'Fixed Width Font Settings.

Select larger size font and Click OK button. 

 

FontSize.png

 

  • How can I find out the version of SAP?

You can find out version information at the following menu.

Click 'Customize Local Layout' icon to bring out the drop-down list.

sapversion.png
 
  • List of search result is shown by excel in MAIN-21. How to fix it.

    You can change from the result below to standard SAP screen. See manual below.

Draft_No14.jpg
 


Print Out

  • Can I reprint overnight batch report?

    Report that was generated only after 7/28/2021 can be reprinted. Please request Helpdesk with the report name and date.

  • Around month closing, MAIN-21 print-out may be delayed due to the extremely high volume of print-outs.

    - Around 2:00 -4:00pm & 8:00-11:00pm (EST)

    - The expected delay will be 10 minutes at the most after you hit the print button.

    - It does not affect Payment Instruction or Transfer Voucher print-out.

  • I cannot print out Payment/Receipt Instruction, Transfer Voucher, Report obtained from MAIN-21 menu.

    Try below steps, if none of them works, contact MAIN-21 Helpdesk.

    1. Check if more than 6 MAIN-21 session screens are open. If so, close to less than 6.

    2. Check If you can print non-MAIN-21 document such as Excel, Word, etc. and check if other user can print out

    If not, reboot the printer.

    3. Log off and log back on to MAIN-21.

    4. On your PC, go to Start button->Device and Printers->Check default printer.

    5. Log off and log back on to VDI6.Reboot Window,

  • I cannot print out business document such as invoice, contract, contract proof list, delivery order.

    When network is busy, it may take time to process the print job, If you still can not print them after 10 minutes, contact MAIN-21 Helpdesk.


  • How can I remove shaded text over letters on printouts?

Click Print icon. From SAPLPD which is shown up when you print out, go to Option -> Color. 

Select ‘Use gray scale’ from ‘Printer options (Color)’ dialogue and click ‘OK’.

 

  • How can I change printout from color to black&white?

Click Print icon. From SAPLPD which is shown up when you print out, go to Option -> Color. 

Select ‘Use gray scale’ from ‘Printer options (Color)’ dialogue and click ‘OK’.

 

  • I cannot print out reports from my local printer.

Go to Windows Start button -> Devices and Printers.       Check if your default printer is other than Printer, such as PDF, Document Writer or Fax.     Change it to printer you want to use.

 

  • Can I change the printer for Contract or Invoice to my local printer?

MAIN-21 printers for Business Menu such as Contract/Invoice or Daily/Monthly Reports are pre-setup and cannot be changed. Transfer Voucher, Payment/Receipt Instruction, SEFT application, Hard copies will be printed out from your PC’s default printer.

 

  • Can I add new printer as a MAIN-21 printer?

Yes. Please contact MAIN-21 Team(MAIN21@marubeni.com). The cost associated with setting up as a MAIN-21 printer will be 60,000JPY per printer. In case of the replacement of current printer, the cost will be 35,000JPY.

 

  • Payment Instruction printed out on both side of paper. How can I print out on one side only?

1. Go to Start -> Devices and Printers.

2. Right-click on the printer and click ‘Printing preferences’.

3. Check ‘Print Type’ of‘Layout’ Tab.

4. If it’s ‘2-Sided’, change it to ‘1-Sided’.

if above steps did not work, please contact MAIN-21 Team (MAIN21@marubeni.com)

 

  • How to reprint contract ledger?

Go to following menu.

Enter DPU and contract number, then click 'Print Button.

Menu pass: Business Menu->Contract->Contract Flow->Contract Ledger Inqy

reprintledger.png


Delivery Order

  • How can I reprint Delivery Order?

Go to the following menu.  Input ‘D/O No.’, ‘Dept/Unit’ and ‘1’ in ‘Print’.  Click ‘Print’ icon.

     Menu Path : Business Menu -> Delivery -> D/O to Warehouse -> Inquiry

 

  • There are still Credit Limit balances, but cannot process Delivery Order due to exceed of Credit Limit.

Credit Limit Balance means Account Receivable Balance TAR, however when you register Delivery Order(D/O), system checks if the total of TAR and D/O Balance(issued D/O but not posted yet) exceeds Credit Limit amount. You can check D/O balance(issued D/O but not posted yet) from the following menu.    

Menu Path : Business Menu -> Delivery -> Inquiry -> Delivery Status Inquiry

 

  • Received an exceeding credit warning massage when issuing a D/O. What should I do?

Because it is a warning message, you will be able to issue the D/O, however you cannot post the sales even the D/O is issued.

Consult with accounting specialist and RM team.

 

  • How can I release credit hold?

Only credit hold release privilege holder can execute the release.

At the following menu, proceed by pressing enter and click save button at the end.

If you receive yellow warning message, it is only a warning.  Keep pressing save and enter button and you will be able to release the credit hold.

Menu pass: Business Menu->D/O->Correction

 

  • I got an error message when registering D/O for Offshore trade.

In case of Offshore trade, system does not allow to enter D/O.

You can post the sales without D/O for Offshore trade.

 

 

 

 

 

 

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Purchase / Sales

  • How can I reprint Invoice?

Go to the following menu.   Input ‘1’ in ‘by Invoice No’, ‘Sbjt’ and Invoice No. in ‘Inv No’.   Click ‘Print’.

     Menu Path : Business Menu -> Purchase/Sales -> Output Invoice

 

  • Got an error, ‘Data for output is not found’ when I try to reprint Invoice.

Check if Customer and Buyer codes are different. Buyer Code has to be entered in ‘Customer’ of Invoice Reprint Screen, not Customer Code.

 

  • Why my Daily Purchase/Sales Report cannot be printed on separate pages when contract number changes?

Daily Purchase/Sales Report is printed on the same page when Dept/Unit and Entry Date is the same and Trade Form is Domestic.

 

  • What is the meaning for the error message “Sub amount show 0”?

There is rounding difference between the total and the unit price and quality.  MAIN-21 round the total price and the unit price to a certain amount of decimal, when the total doesn’t match the unit quantity x unit price, it will give you this error message telling you there is a difference in the decimal place rounding. Fix the unit price or total amount entered in the system.

 

  • How to add Freight Charges to existing Invoice?

Depending if the freight charge is related to Direct Charge or Other Charges.  You first need to reverse the posting and then added in the direct charges or other charges screen, it will affect the invoice

 

  • What does the error message, 'calculated amount is 0' means in the Sales posting screen? How can I fix it?

When you have two or more conversion rate for qty measurement units, the issue was caused by the discrepancy from rounding.   To fix it, change the last digit of the rounding number to match the conversion unit.

 

  • Why ‘ATTN. MAIL Check To’ is not be printed on Invoice?

‘ATTN. Mail Check To’ is only printed in case of payment method is ‘Check’ because Lockbox information is necessary only for Check. You can confirm payment method by inquiring Payment Term Code master from the following menu. If Payment ID is ‘C’, payment method is Check.

Menu Path : Business Menu -> Master Management -> Group1 -> Payment Term -> Inquiry

 

  • During Parallel Period, I posted in ‘Current Month’ by mistake. How can I correct?

Reverse posting in ‘Current Month’ and make posting in ‘Previous Month’ within Parallel Period.

 

  • Got an error message, ‘Enter D/O No. from screen.’ when I register Sales Posting.

D/O No. is mandatory to enter for Sales Invoice. Please enter D/O No.

To search D/O number, go to the following menu.

Enter DPU and Contract No. and click ‘Enter’ icon.

Check in the white box in front of Contract you want to inquire and click ‘Delivery’ button.

Double click on 'D/O DT'.

D/O No. and information can be inquired.

Menu Path : Business Menu -> Contract -> Contract Flow -> Contract Ledger Inq

 

  • How can I correct my information such as e-mail address on invoices?

1. Go to the following menu.

2. Enter Dept and click ‘Enter’ icon.

3. Click ‘New Entry’.

4. Enter the information and click ‘Save’ icon.

  [PIC Correction]

1. Go to the following menu.

2. Enter Dept and click ‘Enter’ icon.

3. Check in the checkbox you want to make correction and click ‘Details’

4. Correct the information and click ‘Save’ icon.

Please note ‘PIC code’ has to be registered for each 4 digit Dept/Unit code.

         Menu Path : Business Menu -> Master Management -> Group1 -> In Charge -> Rgisn/Crrn/Reverse

 

  • Gross profit on P/L is not correct

One of the common case is that if you made correction on purchase/sales then reversed, direct charges are not reversed.

When you repost purchase/sales it end up as duplicate.  After canceling direct charge, the gross profit shows correct amount.

 

  • How can I obtain sales report by state?

Go to the following menu.

Enter account code '30001 to 30215' and click execute.  If you do not specify account code, it will generate non-sales related data.

Menu pass: Accounting Menu-Inquiry-Other Reports-Sales by State

 

  • If Buyer and Customer are different in contract, which one will be appeared in invoice?

Customer will be appeared in invoice.

 

  • When purchase and sales are posted, which account they are allocated in GL?

It depends if Direct Charges are estimate or fixed.

<Purchase Contract Posting>

   Merchandise Inventory(IN)  (Dr.)  12100  / (Cr.) 41240

    Account payable                  (Dr.) 41240   /   (Cr.) 41210

    DC Estimate                         (Dr.)  12100  /  (Cr.) 4161X  ( 41611,41612,… 41619)

             DC Fix                                 (Dr.)  4161X /  (Cr.) 41210

<Sales Contract Posting>

   Merchandise Inventory(out)  (Dr.) 31001 / (Cr.) 12100

   Account  Receivable             (Dr.) 11310  / (Cr.) 30001

   DC Estimate                          (Dr.) 3102X  / (Cr.) 4162X   ( 41621,41622,… 41629)       

   DC Fix                                  (Dr.) 4162X /  (Cr.) 41210 

Other patterns can be found in the list below.

 

 

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Return

  • How can I process Return?

 Go to the following menu.

     Select Trade Type you want to make Return. 

        Menu Path : Business Menu -> Purchase/Sales -> Return

 

 

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Discount / Increase

  • How can I process Discount/Increase?

Go to the following menu.

Select Discount/Increase, Sales/Purchase. If you would like to make Discount/Increase Lump-sum, not by ‘Discount/Increase Sales/Purchase’, please select ‘Discount/Increase (Lump-sum)’.

Individual Discount/Increase will connect to the Contract/Entry No. Lump-sum Discount/Increase will connect to the Commodity Code.

Menu Path : Business Menu -> Purchase/Sales -> Discount/Increase

 

  • Can I reverse Discount/Increase I entered?

Go to the following menu.

Enter Dept/Unit, Contract Number or Entry Number.

Click ‘Save’ icon.

Menu Path : Business Menu -> Purchase/Sales -> Discount/Increase -> Reverse

 

 

 

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Rebate

  • How can I process Rebate?

Rebate can be entered from ‘Item’ screen of regular Contract or Purchase/Sales Posting Registration.

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Employee Code

  • How can I register/correct Employee code in Accounting menu?

[Employee Code Registration]

1. Go to the following menu.

2. No entry is needed. Click ‘Enter’ icon.

3. Click ‘New’.

4. Enter the information and click ‘Save’ icon.

[Employee Code Correction]

1. Go to the following menu.

2. No entry is needed. Click ‘Enter’ icon.

3. Check in the checkbox you want to make correction and click ‘Edit’.

4. Correct the information and click ‘Save’ icon.

Please note Employee code cannot be deleted once new code is registered.

Menu Path : Accounting Menu -> Master/Others -> Employee Master -> Employee Cd. Maint

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Warehouse Code

  • How to register a new Warehouse Code?

Request Accounting Specialist in your BU for a new Warehouse Code registration.

Account Specialist can register Warehouse Code from the following menu.

Menu Path : Business Menu -> Master Management -> Group1 -> Warehouse Regist.

 

  • Invoice didn’t pick up Warehouse code.

Check the contract first to see if it is wrong.

If the invoice did not pick up the warehouse code

1.               Revert D/O

2.               Correct Contract entering the correct warehouse code.

3.               Reenter D/O

 

  • What’s the difference between Warehouse Code: ‘ZMB1’ and ‘9999’, Warehouse Name: Back to Back?

Use 9999 for regular Purchase/Sales Contract when you use Warehouse code as ‘Back to Back’.

ZMB1 should be used by system only. Inventories do not exist for Back to Back Contract, but in cases of Back to Back

Contract – Import/Export, there will be inventories for a moment. ZMB1 is used for convenience sake. It’s just 

a system matter and actual inventories do not exist in ZMB1.

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Commodity Code

  • How to add an alternative measurement code to existing commodity code?

Only account specialists can add alternative quantity unit to existing commodity code. 

1. Go to the following menu.

2. Enter Dept and Commodity code, then click ‘Enter’ icon.   

3. Click ‘ALT QTY/COMD DEF’ button and enter alternative units.   

4. Click ‘back’ icon to go back to initial screen, then click ‘Save’ icon.

For universal units, (e.g. FT, KM, CM, KG, LBS) the ratio will be automatically entered by system.

If the unit is no dimension, (e.g. Bag, Box, Tube. PCS) manually enter a unique specific unit ratio.    

Menu Path: Business Menu -> Master Management -> Group1 -> Commodity -> Correction

 

  • Are there any rules to create Commodity Group Code? (MAC Only)

Use 2 digit prefix assigned for each department as below is strongly recommended.

  • Are there any rules to create Commodity Code?

It is recommended to use first 2digit of commodity group code.

 

  • How can I register Commodity Group Code?

Go to the following menu.

Only Business Master related user or Accounting Specialist can process this function.

     Menu Path : Business Menu -> Master Management -> Group1 -> Commodity Group

 

  • How can I register Commodity Code?

Go to the following menu.

Only Business Master related user or Accounting Specialist can process this function.

Please note once you register Commodity Code, some information such as Commodity Group Code, Base Quantity Unit, Alt Quantity Unit cannot be corrected. Please pay attention to select those information.

    Menu Path : Business Menu -> Master Management -> Group1 -> Commodity -> Registration

 

  • I can't save a Commodity Code and an error message such as 'Number 0.0451X36AB not defined for material type XXXXXXXX' is shown.

Commodity Code should be more than 0 if the code begins by numbers.

This is a limitation to register Commodity code.
Therefore, you can’t register codes such as;

0.0451X36AB
00.451X36AB
000.451X36AB


You can register codes such as;

00451X36AB
001.1451X36AB
1.1451X36AB

 

 

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Payment Term

  • How can I register a new Payment Term?

Fill out the form in the link and submit to MAIN-21.

 

 

 

 

 

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Direct Charge

  • Is there other way to make payment for the direct charges in the contract before purchase posting?

Yes, each Department has their own accounting rules for booking such entry. One example is to put it into Temporary Account 14310 when making the payment in the Payment Instruction. After the payment is made and purchase is posted, offset the entries between the temporary account (14310) and trade account (41210).  

 

  • How to link a particular direct charge to a particular item?

There is a section that you can enter item number when you enter direct charges.  If you do not enter the item number,  "0" will be automatically entered and all direct charges will apply to all items in the contract.

 

  • I reversed Purchase/Sales posting, however, Direct Charge Accounting data still exists.

Reverse Direct Charge from the following menu.

Direct Charge posted from ‘Additional Direct Charge’ cannot reverse if you reverse Purchase/Sales. It has to be reversed separately. 

Menu Path : Business Menu -> Purchase/Sales -> Direct Charge -> Reverse

 

  • I entered Direct Charge, however, I cannot find when I make payment.

If Direct Charge was posted as Estimation, it hasn’t been fixed yet, make it FIX from the following menu. TAP will be posted.

Menu Path : Business Menu -> Purchase/Sales -> Direct Charge -> Fixed Posting

 

  • When estimate Direct charge is fixed, how they are allocated in GL?

When Estimate direct charges are posted, there will be Merchandise Inventory  12100    /  4161X Accrued Charge Payable in GL.

When fixed, if fixed amount is larger than estimate,  Accrued Charge Payable    4161X & Cost of Goods Sold   31001/ 41210     Trade Accounts Payable

If fixed amount is smaller than estimate,  Accrued Charge Payable 4161X / 41210 Trade Accounts Payable &  Cost of Goods Sold    31001

 

  • Need to post Direct Charge for sample shipment storage , but unable to post Direct Charge for Sample Sales without Charge

System does not allow posting when Contract is without charge .

Use Transfer for Accounting Menu and enter contract number and reference number.

Dr:  Account for particular Direct Charge

Cr:  41210

transferforAccounting.png

 

  • When purchase and sales are posted with direct charge, which account they are allocated in GL?

It depends if Direct Charges are estimate or fixed.

<Purchase Contract Posting>

   Merchandise Inventory(IN)  (Dr.)  12100  / (Cr.) 41240

    Account payable                  (Dr.) 41240   /   (Cr.) 41210

    DC Estimate                         (Dr.)  12100  /  (Cr.) 4161X ( 41611,41612,… 41619)

             DC Fix                                 (Dr.)  4161X /  (Cr.) 41210

<Sales Contract Posting>

   Merchandise Inventory(out)  (Dr.) 31001 / (Cr.) 12100

   Account  Receivable            (Dr.) 11310  / (Cr.) 30001

   DC Estimate                          (Dr.) 3102X  / (Cr.) 4162X  ( 41621,41622,… 41629)       

   DC Fix                                  (Dr.) 4162X /  (Cr.) 41210 

 

 

 

 

 

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Port / Airport

  • How to register Port/Airport?

Go to Port/Airport Inquiry menu to check and make sure the port/airport has not registered yet, and then fill out the application and submit to MAIN-21 Helpdesk.     Business Menu -> Master Management -> Group1 -> Port/Airport Inquiry

  • Can I use Port Code for 'Deliver to' on contract?

    No, only Subacct code can be entered in 'Deliver to' section on contract.

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Person In Charge (PIC)

  • What is ‘PIC code’?

‘PIC code’ is a Sales Person In Charge code for the Contract.

    PIC information entered in ‘PIC code’ master will be shown on the Contract and you have to set it up in order to create contract.

 

  • How can I register/correct PIC code in Business menu?

[PIC Registration]

1. Go to the following menu.

2. Enter Dept and click ‘Enter’ icon.

3. Click ‘New Entry’.

4. Enter the information and click ‘Save’ icon.

  

[PIC Correction]

1. Go to the following menu.

2. Enter Dept and click ‘Enter’ icon.

3. Check in the checkbox you want to make correction and click ‘Details’

4. Correct the information and click ‘Save’ icon.

‘PIC code’ has to be registered for each 4 digit Dept/Unit code.

         Menu Path : Business Menu -> Master Management -> Group1 -> In Charge -> Rgisn/Crrn/Reverse

 

 

  • Got an error message, ‘(Co.Code) (Dept/Unit Code) (my PIC Code) does not exist in ZBM2 – check your entry’ when I register new contract.

PIC (Person in charge) code has to be registered for each 4digit Dept/Unit code.

[PIC Registration]

1. Go to the following menu.

2. Enter Dept and click ‘Enter’ icon.

3. Click ‘New Entry’.

4. Enter the information and click ‘Save’ icon.

[PIC Correction]

1. Go to the following menu.

2. Enter Dept and click ‘Enter’ icon.

3. Check in the checkbox you want to make correction and click ‘Details’

4. Correct the information and click ‘Save’ icon.

Menu Path : Business Menu -> Master Management -> Group1 -> In Charge -> Rgisn/Crrn/Reverse

 

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Bank

  • How can I inquire Bank Information?

  • How can I register/correct Bank Information?

 

Signer

  • How can I register/correct Signer code?

[Signer Registration]

1. Go to the following menu.

2. Click ‘Enter’ icon.

3. Click ‘New Entry’.

4. Enter the information and click ‘Save’ icon.

[Signer Correction]

1. Go to the following menu.

2. Click ‘Enter’ icon.

3. Check in the checkbox you want to make correction and click ‘Detail’

4. Correct the information and click ‘Save’ icon.

Menu Path: Business Menu->Master Management -> Group2 -> Signer -> Signer Master Reg.

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Budget

  • How can I upload Budget data?

Go to the following menu.

     Enter the information and click ‘Execute’ icon.

Menu Path : Accounting Menu -> Master/Others -> Budget

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Delivery Term

  • How can I register a new delivery term?

Have your department account specialist register the new term.

 

Commodity Transfer

  • Can I change transaction date back to original date when I process commodity transfer cross-unit?

Yes, you can enter original date when the item was posted to inventory.  If you do not enter the date, entry date will be entered automatically.

 

  • How can I process Warehouse Transfer?

Go to the following menu.

1.   Enter Dept/Unit in ‘Plant’, W/H code(From) ‘Storage Location’ and click ‘Enter’ icon.

2.   Enter W/H code(To) in ‘Recv. SLoc’.

3.   Enter Commodity code in ‘Material’, quantity in ‘Quantity’, Quantity Unit(e.g. KG) in ‘UnE’,

Lot No. in ‘Batch’ and click ‘Save’ icon.

     Menu Path : Business Menu -> Inventory Management -> Warehouse Transfer -> Posting

 

 

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Intra Fund

  • How is Daily Intra fund amount calculated?

Daily Interest amount=fund balance*interest rate/360
You can check fund balance and interest amount from the menu below

Menu pass:  Accounting > Accounting Menu > Inquiry > Interest > Intra Fund Inquiry

 

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