Instructions for Ensuring Compliance of PANTHEON with SAS

Instructions for Ensuring Compliance of PANTHEON with Slovene Accounting Standards

Before implementing and using PANTHEON ERP system, it is required that you consider the following instructions for ensuring compliance with the Slovene Accounting Standards.

1. Setting up Changelog

Set up a changelog in order to ensure revision control of stored information. Thus you can monitor who changed a specific piece of data in a document (journal entry), the date on which the change occurred as well as its location.

The following tables must include changelog:

• tHE_AcctTrans and tHE_AcctTransItem - This way you can track changes occurring in tables of general ledger and subject accounts.
• tPA_UserAutho and tPA_Author - Here you track changes in authorizations for functions or users.

These settings are very important when assigning delete or change authorizations to individual users. Set up changelog settings in order to ensure standard compliance and revision control. For more information on creating report see topic XXXXXXXXXX.

2. Assigning Authorizations for Goods Document

According to the accounting standards you are not advised to delete or change documents. PANTHEON enables you to set up changelog settings in order to provide "clean" data without any need for re-posting corrections. At the same time you can monitor changes that occur, making work significantly easier. It is wise to restrict delete and change authorizations to view modifications in reports - that is, not just by viewing the audit trail.

2.1. Preventing Documents from Getting Deleted

To prevent documents from being deleted you must assign adequate authorizations. It is wise you assign write authorizations for goods documents (orders). At the same time you should set the value of Back For in Administration Panel | Authorizations to 0 (only the current day).

2.2. Preventing Changes from Occurring in Already Approved or Posted Documents

Besides this it is required you set zero authorizations for Edit Approved Documents and Edit Posted Documents, pertaining to goods documents:

3. Ensuring Double-entry Bookkeeping System

Item 22.8 of SAS postulates that "the general ledger and the journal shall be kept on the principle of double-entry bookkeeping." That is why posting of unbalanced document must be prevented.

3.1. Check Journal Entry Balance

Owing to the principle of the double-entry bookkeeping, Check Journal Balance for both journal entry sides must be set to Must be Balanced.

4. Locked Records in General Journal

Item 22.3 of SAS (Slovene Accounting Standards) determines, among others, the following: "The two basic books of account being the general books of account are the journal and the general ledger." Creating a report of all entries in the books for account which is made in a chronological order must be complete and systematic. PANTHEON ensures SAS compliance in accordance with the specified terms of use: It is very important that you assign correct authorizations for a specific action and/or document type. Set authorizations to prevent deleting the entire journal entry. This way you can block deleting of individual lines of journal entry. That is why it is not recommended to assign delete authorizations.

4.1. Preventing Deletion of Posted Documents (Journal Entries)

Please switch off the delete setting, or better, set write as top-level authorization for all document types and all automatic posting of Financials module. Set value of Back for field to 0 (only the current date).

Using this setting you prevent the entire journal entry from being deleted. Plus, you can only make changes on the current date. Assigning such authorization prevents reposting accounted payroll. Otherwise this would be possible after deleting the entire journal entry and assigning authorizations in order to change account status.

4.2. Approval of Posts (Journal Entries)

Approve every posting document so that changes cannot be committed even when authorizations for changing approved documents have been assigned.

4.3. Zero Authorizations for Editing Approved Documents Allowed (Journal Entries)

Go to Administration Panel | Authorizations | Financials | Edit Approved Journal Entry where you must set zero authorizations for all user groups. Use this setting:

• to prevent goods documents which were already posted from being reposted. to prevent reposting of goods documents having assigned appropriate authorizations for changing posted documents. See item 2.2 above.
• to prevent payments to close manually which would distribute records of payment to multiple lines (invoices issued or received).

Whenever you add a new document type of Financials module, you must import document types to Authorizations in Financials | Approve Journal Entry or Edit Approved Journal Entry. Assigning zero authorizations for Edit Approved Journal Entry, automatically assigns it to new journal entries.

4.4. Closing Manually Using Re-post

Assigning authorizations for Closing Manually using Repost instead of Closing Manually with Payment Distribution ensures posted journal entries will not be changed.