13 Processing Journal Entries

This chapter contains the following topics:

13.1 Understanding the Journal Entry Process

Journal entries are used to adjust or add transactions to accounts in your general ledger. All JD Edwards EnterpriseOne systems use three-tier processing to manage batches of transactions. Journal entry processing is an example of three-tier processing.

The term three-tier refers to the three steps that you perform to process journal entries:

  1. Enter journal entries.

    The system creates a record in the Batch Control Records table (F0011) and creates records in the Account Ledger table (F0911).

    Note:

    For multiple currencies prior to release 8.11, the system created domestic amounts as well as foreign amounts in the F0911 and F0902 tables. Domestic amounts were stored in the Amount field of the AA (actual amounts) ledger record whereas foreign amounts were stored in the Amount field of the CA (foreign currency) ledger record for both tables.

    As of release 8.11, the system stores both the domestic and foreign amounts on a single record in the F0911 table. The foreign amounts are stored in the Foreign Amount field of the F0911 record as well as the Amounts field of the CA (foreign currency) ledger. These two fields contain the same amounts.

    In a future release of JD Edwards EnterpriseOne, the F0911 record that contains the foreign amount in the CA ledger will be eliminated. All systems will populate and retrieve foreign amounts from the single, shared AA ledger record which contains both the domestic and foreign amounts. These changes will not affect how balances are stored in the F0902 table.

  2. Review and approve batches.

    If you have the general accounting constants set to require management approval, the system creates the batch record in a pending status. You must approve the batch before you can post it. When you approve batches that are in a pending status, the system updates the batch status only on the batch control record.

  3. Post journal entries.

    When you post journal entries, the system updates the status on the batch control record to D (posted), generates records in the Account Balances table (F0902), and updates the posted status on the journal entries in the F0911 table to P (posted).

13.2 Understanding Other Methods of Entering Journal Entries

In addition to journal entries that you manually enter for accruals, adjustments, reclassification of transactions, and so on, the system creates journal entries based on transactions from other systems, such as JD Edwards EnterpriseOne Accounts Payable, JD Edwards EnterpriseOne Accounts Receivable, and JD Edwards EnterpriseOne Payroll from Oracle.

Other ways in which you can create journal entries are:

13.3 Working with Journal Entries

This section provides overviews of the Journal Entry program, types of journal entries, journal entry features, and temporary invalid account numbers and discusses how to:

  • Set processing options for Journal Entry.

  • Set processing options for Journal Entry Master Business Function.

  • Enter a basic journal entry.

  • Add an attachment to a journal entry.

  • Enter a journal entry with an invalid account number.

  • Enter a percent journal entry.

  • Copy a journal entry.

  • Revise an unposted journal entry.

  • Delete an unposted journal entry.

13.3.1 Understanding the Journal Entry Program

The Journal Entry program (P0911) provides unlimited detail lines for you to distribute amounts to various general ledger accounts.

When you enter a journal entry, the JD Edwards EnterpriseOne General Accounting system validates the information in certain fields to ensure that the integrity of your financial data remains intact. When you complete a journal entry, the system displays the assigned batch and document numbers. The system marks the journal entry as unposted and adds it to the F0911 table.

When you review journal entries with thousands of transactions lines, the program loads a page of transactions at a time, which has a minimal impact on processing. You can use the Page Up or Page Down key to scroll through the transaction lines.

When you post a batch of journal entries, the system updates the F0902 table and marks the journal entry as posted in the F0911 table.

13.3.2 Understanding Types of Journal Entries

When you enter a journal entry for a ledger type that is required to balance, the debit and credit amounts must balance.

You can use journal entries to enter these types of transactions:

  • Basic journal entries.

    Use the Journal Entry (P0911) or the Journal Entries with Debit/Credit Format (P0911) program to enter basic journal entries. The Journal Entries with Debit/Credit Format program has separate columns for debit and credit amounts so that you do not have to enter the minus sign for credit amounts.

  • Reversing journal entries.

    Reversing journal entries are used most often for periodic accruals.

  • Percent journal entries.

    Allocate amounts to different accounts in your general ledger based on the percentage that is entered for each transaction item.

  • Model journal entries.

    Reduce data entry time by creating a set of templates for frequently used journal entries.

You can enter journal entries for the various ledgers that you have set up for budgets, statistical information, units, and so on. The system uses ledger type codes to separate balance amounts and units for each ledger. These are some examples of ledger type codes and their corresponding ledgers:

  • AA: Actual amounts

  • BA: Budget amounts

  • AU: Actual units

  • BU: Budget units

You can also enter journal entries to record a taxable entry, such as value-added tax (VAT) or similar taxes, and journal entries with foreign currencies.

The system provides a processing option for a debit and credit format, as well as a separate menu selection for that format. The debit and credit format allows you to enter an amount into a debit or a credit field. In this format, you do not need to include the minus sign for credit amounts.

13.3.3 Understanding Journal Entry Features

The Journal Entry program provides features that can increase your efficiency and speed when entering journal entries. These features allow you to:

  • Duplicate account number segments.

  • Use speed account entry for journal entries for work orders.

13.3.3.1 Duplicating Account Number Segments

When you enter journal entries, you can duplicate account numbers from one detail line to another to save time and reduce entry errors.

This table shows how duplication works for a single journal entry. It shows a series of account numbers that you might enter, followed by the corresponding account numbers that the system will use.

Account Number Entered System Result
1.1110.FIB 1.1110.FIB
..BEAR 1.1110.BEAR
200.. 200.1110.BEAR
1.. 1.1110.BEAR
.1810 1.1810

The system replaces each separator character with the missing part of the account number by copying the same part from the preceding account number.

To duplicate account number segments, enter a separator character in the account number field for each segment (business unit, object account, and subsidiary account) that you want to duplicate for each subsequent line in your journal entry.

For example, if you entered 9.8720 for the account number in the first line of a journal entry and you want to duplicate the business unit for the second line, enter 0.8730 and the system completes the account number field with 9.8730.

13.3.3.2 Using Speed Account Entry for Journal Entries for Work Orders

When you enter journal entries for work orders, you can use speed account entry to save time and reduce entry errors. In the Account Number field, you enter \ (backslash), the work order number, a period, and the object account number. The system locates the business unit for the work order and:

  • Replaces the work order number with the business unit. The object account number remains in the Account Number field.

  • Updates the Subledger field with the work order number.

  • Updates the Subledger Type field with W.

  • Updates the Subsidiary field with the cost code from the work order.

  • Updates the Phase field with the phase from the work order.

  • Updates the Asset Number field with the equipment number from the work order.

13.3.4 Understanding Temporary Invalid Account Numbers

Depending on your general accounting constants, you might be able to accept an invalid account number temporarily, which is useful in these situations:

  • You are not sure what the correct account number is.

  • You are not authorized to add new accounts.

Being able to enter an invalid account number allows you to enter a journal entry with a business unit.object account that does not yet exist in your chart of accounts. The system adds the account only if these conditions are met:

  • The business unit that you enter already exists in the Business Unit Master table (F0006).

  • The object account that you enter exists in a business unit previously designated as a model.

  • The business unit type of the business unit that you enter and that of the model must be the same.

The process of creating accounts by temporarily accepting invalid accounts allows you to create all or part of your chart of accounts for a business unit on an as needed basis. When you do this, your business units include only those accounts that you use. This provides an initial framework for a business unit's chart of account.

To temporarily accept invalid account numbers, you must select the Allow Invalid Accounts check box on the General Accounting Constants form. Then when you enter a journal entry, you specify the invalid account by preceding the account number with #. After entering the journal entry with the invalid account, the system sets the status of the batch to Error. You must review and approve the batch before posting.

When you post the journal entry batch, the system compares the invalid account with the model chart of accounts. If the account exists in the model, the system adds the account to the business unit that is used in the journal entry and removes the invalid account symbol from the account in the journal entry.

Note:

You cannot enter a header account as an invalid account. Header accounts are typically used for summary purposes during financial reporting and do not allow amounts to be posted to them. To create a header account, use the Copy Accts to Business Units program (P09804) to copy the nonposting header accounts from the model business unit. You can also enter the account manually and assign it a posting code N on the Revise Single Account form.

13.3.5 Forms Used to Work with Journal Entries

Form Name Form ID Navigation Usage
Work With Journal Entries W0911I Journal Entry, Reports, & Inquiries (G0911), Journal Entry Review summarized journal entries by document number.

Copy a journal entry.

Note: To review all journal entries in a batch, use the General Journal Review program (P0011).

Journal Entry W0911A On Work With Journal Entries, click Add.

If you are using batch control, the Batch Control form appears. On the Batch Control form, enter the date and expected totals and continue to the next form.

  • Enter a basic journal entry.
  • Enter a journal entry with an invalid account number.

  • Entering a percent journal entry.

  • Revise an unposted journal entry.

  • Delete an unposted journal entry.


13.3.6 Setting Processing Options for Journal Entry (P0911)

Processing options enable you to specify the default processing for programs.

13.3.6.1 Defaults

1. Batch Type

Specify the system and type of entries for the batch. Examples of batch types include:

G: General ledger entries.

V: Vouchers.

IB: Invoices.

If you leave this processing option blank, the system processes all batch types.

13.3.6.2 Display

1. Debit/Credit Format

Specify whether to display journal entries in a debit and credit format.

13.3.6.3 Versions

1. Journal Entry MBF Version (P0900049)

Specify whether to override the journal entry MBF version for journal entry processing. You must specify a valid version for P0900049. If you leave this processing option blank, the system uses version ZJDE0001.

This processing option should be changed only by personnel responsible for your system setup.

13.3.6.4 Edits

1. Fixed Asset ID

Specify whether to require an Asset ID if an account is in the AAI account range for assets.

Values are:

Blank: Do not require an asset ID in the journal entry.

1: Require an asset ID in the journal entry.

13.3.7 Setting Processing Options for Journal Entry Master Business Function (P0900049)

The master business function (MBF) provides a central location for standard business rules about entering documents such as journal entries, vouchers, and invoices.

The master business function is composed of processing options that are shared by certain programs. The processing options for the Journal Entry MBF are used by these journal entry programs:

  • Journal Entries (P0911).

  • Journal Entries with VAT (P09106).

  • Journal Entry Batch Processor (R09110Z).

  • Recurring Journal Entry Compute & Print (R09302).

  • Indexed Comps Compute and Print Report (R093021).

  • Variable Numerator Compute and Print (R093022).

Each program that uses the Journal Entry MBF must specify which version of the MBF is used. If no version is specified, the system uses version ZJDE0001.

13.3.7.1 Defaults

1. Ledger Type

Specify the ledger type from UDC table 09/LT to use as the default value.

13.3.7.2 Currency

1. Effective Date

Specify whether to edit the exchange rate effective date against the general ledger period of the transaction. The system uses the effective date to calculate currency amounts. Values are:

Blank: Do not compare the exchange rate effective date to the general ledger period of the transaction.

1: Compare the exchange rate effective date to the general ledger period of the transaction.

2. Tolerance

Specify a tolerance limit that triggers a warning if you enter a currency exchange rate that is over or under the limit. For example, 15.00 indicates over or under 15.00 percent.

13.3.7.3 Zero Amounts

1. Zero Amounts

Specify whether to create journal entry line items with zero amounts and no units. This might be useful when creating journal entries from models. Values are:

Blank: Create journal entry line items with zero amounts and no units.

1: Do not create journal entry line items with zero amounts and no units.

2. Audit Information

Specify whether to bypass updating the audit information when a change is made to a posted account ledger.

Blank: Update audit information.

1: Do not update audit information.

13.3.7.4 Interop

1. Interoperability Version

Specify a version of F0911 Interoperability Processing Options (P0900160). If you specify a version, the system writes outbound records. If you leave this processing option blank, the system uses the ZJDE0001 used.

13.3.8 Entering a Basic Journal Entry

Access the Journal Entry form.

Figure 13-1 Journal Entry form

Description of Figure 13-1 follows
Description of "Figure 13-1 Journal Entry form"

You can enter thousands of transaction lines on the Journal Entry form. To review the transactions, use the Page Up and Page Down keys to load one page of transactions at a time. This has minimal impact on processing time.

13.3.8.1 Header Area

These fields in the header area are required:

Explanation

Enter a description for the journal entry.

G/L Date (general ledger date)

Enter the general ledger date for the journal entry. If you leave this field blank, the system uses today's date.

13.3.8.2 Detail Area

These fields in the detail area are required for each general ledger account to which amounts are distributed:

Account Number

Enter the general ledger account number. The system validates it against the chart of accounts in the F0901 table and fills in the account description.

The system uses the business unit in the account number on the first line of the detail area to fill in other information in the header area, such as document company and base currency code.

The first line of the journal entry provides the default base currency code for the entry. Therefore, you cannot delete the first line of the entry. You can, however, change the account number as long as the new account resides in the same company as that of the original account.

Amount

Enter the number that identifies the amount that the system adds to the account balance of the associated account number. Enter credits with – (minus sign) either before or after the amount.

13.3.8.3 Additional Fields

These fields provide the ability to simulate transactions from other JD Edwards EnterpriseOne systems such as Time and Labor and Subcontract Management. For example, if you are using burdening, you can use these fields to enter a correcting journal entry for burdening transactions.

Alternate Home Business Unit

Enter the number of the business unit in which the employees generally work.

If you leave this field blank, the system uses the related business unit assigned to the business unit of the account number.

Job Typ (job type)

Enter a code from user-defined code (UDC) table 06/G that identifies a job within your organization.

Job Step

Enter a code from UDC table 06/GS that identifies a specific level within a job type.

Employee Pool Grouping Code

Enter a code from UDC table 00/12 that identifies the pool grouping. If you leave this field blank, the system uses category code 12 of the business unit entered in the Alternate Home Business Unit field as the default.

Job Pool Grouping Code

Enter a code from UDC table 00/12 that identifies the pool grouping. If you leave this field blank, the system uses category code 12 of the business unit of the account number as the default.

13.3.8.4 Error Message: Amount Does Not Balance to Gross

If, after you click OK to accept a journal entry, the remaining amount has a balance, you will receive the message Amount Does Not Balance to Gross. You can either correct or accept the out-of-balance journal entry:

  • To correct an out-of-balance journal entry, review the Remaining Amount field to determine the amount that needs to be adjusted. Correct the journal entry so that the debits balance to the credits, and then click OK. If you want to delete the entry instead, click Cancel.

  • To accept an out-of-balance journal entry, select Features from the Form menu. On Features, select the Out of Balance JE Mode check box and click OK. On Journal Entry, click OK.

    Situations in which you might accept an out-of-balance journal entry include:

    • If the General Ledger Post program (R09801) terminated abnormally and the system posted only part of an original journal entry.

    • You are entering a journal entry with multiple detail lines and need to leave your workstation, but you want to save your work-in-process before you exit the program.

13.3.9 Adding an Attachment to a Journal Entry

After you enter a journal entry and click OK to accept it, the system assigns a document number if you did not manually enter a number. You can add an attachment, such as a comment or memo, to a specific transaction or to the entire journal entry as long as it has a document number, document type, document company, and general ledger date. The system needs this information to associate the attachment with the entry. The attachment is for internal reference only.

To add an attachment:

  • To a specific transaction, select the transaction on the Journal Entry form and then select Attachment from the Row menu.

  • To the entire journal entry, exit to the Work With Journal Entries form and from the Row menu, select Attachment.

For performance reasons, the paper clip button does not subsequently appear on the Journal entry form unless you click the Attachments button in the far left column of the row heading. The system displays a paper clip button to the left of the journal entry:

  • On the Work With Journal Entries form, when you add text or another attachment to the entire journal entry.

  • On the Journal Entry form, when you add text or another attachment to a specific transaction.

13.3.10 Entering a Journal Entry with an Invalid Account Number

Access the Journal Entry form.

Ensure that the Allow Invalid Accounts check box in the General Accounting Constants program is selected.

See Understanding Temporary Invalid Account Numbers.

Account Number

Precede the account number with #. Observe these rules when you enter the account number:

  • The business unit must exist in your Business Unit Master table (F0006)

  • The object account must exist in a business unit that is designated as a model.

  • The business unit type of the business unit that you enter must be the same value as the business unit type of the business unit designated as a model.

If these conditions are met, the Journal Entry program (P0911) displays a warning message that the invalid account causes an error status and the batch will not post.

For example, if you want to enter 9.8115 as the invalid account, business unit 9 must exist in the F0006 table and object account 8115 must exist in a model business unit. If business Unit 9 is an IS (income statement) business unit, the model business unit in which object account 8115 exists must also be an IS (income statement) business unit.

13.3.11 Entering a Percent Journal Entry

Access the Journal Entry form.

The total debit percentages for balanced journal entries must equal the total credit percentages. The total debit or credit percentages do not have to equal 100 percent.

Document Type

Leave this field blank for the system to assign JE (journal entry). This code is from UDC table 00/DT.

Percent

Select this check box to distribute the total amount of a journal entry among accounts based on percentages.

The system displays the Distributed Amount field in the header area and the Percent (%) field in the detail area.

Distributed Amount

Enter the total amount of the journal entry in this field. For percent journal entries, the system calculates the detailed amounts to distribute based-on percentages entered in the Percent (%) fields.

%

Enter the percentage of the total amount that the system should distribute to the account number.

The system does not assume decimal places in the number that you enter. If you want to specify a percentage that includes a decimal, you must enter the decimal. For example, enter 12 for 12 percent, and enter 42.5 for 42.5 percent.

13.3.12 Copying a Journal Entry

Access the Work With Journal Entries form.

  • You can create a journal entry by copying an existing journal entry and then revising the copy. This is useful when you need to:

    • Correct errors in fields that you cannot change on an existing journal entry, such as the general ledger date. In this example, you can use the copy to replace the existing journal entry.

    • Enter a journal entry that is similar to an existing journal entry with multiple distribution lines.

  • You can copy a posted or an unposted journal entry. If you need similar journal entries on an ongoing basis, consider creating a model journal entry or a recurring journal entry.

To copy a journal entry:

  1. On Work With Journal Entries, select a journal entry to copy and click Copy.

    The system displays a copy of the journal entry. The Document Number, G/L Date, and Exchange Rate fields are set to zero or blank.

  2. On Journal Entry, enter the document type and general ledger date and values for other fields, as necessary.

  3. For each general ledger distribution line, change account numbers, amounts, and other information as needed, and then click OK.

  4. On the Work With Journal Entries form, if you want the new journal entry to replace the original one, select the original journal entry and delete or void it.

13.3.13 Revising an Unposted Journal Entry

After you enter a journal entry, you can revise it. Although you can revise most fields on the Journal Entry form, you cannot change these fields on an unposted journal entry:

  • Document Type, Document Number, and Document Company.

  • G/L Date (general ledger date)

  • Ledger Type

  • Currency and Exchange Rate.

To change any of these fields, you must either:

  • Delete and re-enter the journal entry.

  • Copy the journal entry and change the fields on the new journal entry before you click OK. Then delete the incorrect journal entry.

13.3.14 Deleting an Unposted Journal Entry

Access the Work With Journal Entries form.

To delete an unposted journal entry:

  1. Select the journal entry, click Delete, and then click OK to confirm the deletion.

    To delete a detail line from the journal entry, complete the remaining steps.

  2. Select the journal entry.

  3. On Journal Entry, select the detail line and click Delete.

  4. Click OK to confirm the deletion.

  5. Change or add detail lines to adjust the journal entry for the detail line that you deleted.

13.4 Working with Reversing Journal Entries

This section provides an overview of reversal entries and discusses how to:

  • Enter a reversing entry.

  • Review a reversing journal entry.

  • Change a posted journal entry to a reversing entry.

13.4.1 Understanding Reversal Entries

Reversing journal entries are used most often for periodic accruals. When you enter reversing journal entries, you mark the accrual journal entries to be reversed. After you post the entries, the system creates reversing entries to the first day or last day of the next fiscal period, depending on the setting of a General Accounting constant.

The system creates reversal records in the F0911 table with the same values as the original, except a reversed amount and a different GL (reversal) date. The posted code for the reversal record is removed for the new reversal entry so that you can post the entries to the Account Balances table (F0902) or have the General Ledger Post program post them.

13.4.2 Entering a Reversing Entry

Access the Journal Entry form.

Reverse

Select the Reverse check box for the system to automatically create a reversing entry for a transaction. The system creates reversing entries when you post the original transaction. For the reversing entry, it uses the first day or the last day of the next period for the general ledger date, based on the setting of a General Accounting constant.

After you post a journal entry, you cannot change it to a reversing journal entry.

13.4.3 Reviewing a Reversing Journal Entry

When you locate an unposted journal entry to review, the system displays only the original journal entry. Reversing entries do not appear because the system does not create them until you post the original journal entries.

After posting the journal entry, access the Work With Journal Entries form:

  • To review only the original journal entry, enter the original general ledger date.

  • To review only the reversing entry, enter the general ledger date as the first day or last day of the next period. A General Accounting constant determines which day of the next period is used.

13.4.4 Changing a Posted Journal Entry to a Reversing Entry

After you post a journal entry, you cannot change it to a reversing journal entry on the Journal Entry form. Instead, you must do this in sequential order:

  • Void the entry.

  • Resubmit the batch to post.

  • Re-enter the journal entry as a reversing journal entry.

13.5 Working with Model Journal Entries

This section provides an overview of model journal entries and discusses how to:

  • Create a model journal entry.

  • Create a model journal entry from an existing journal entry.

  • Enter a journal entry based on a model by copying the model.

  • Enter a journal entry based on a model by selecting the model.

13.5.1 Understanding Model Journal Entries

You can set up model journal entries as reusable templates to predefine, store, and retrieve regular or recurring transactions, such as monthly accruals. Use models as the basis for journal entries to save time and reduce the potential for error.

You can enter the general ledger distribution information in the model journal entry. When you reuse the model journal entry, the distribution has already been entered, thereby saving you data entry time. If you are creating a model journal entry for vouchers or invoices, you can assign the model to either a supplier or customer record.

You can vary the information included in the model to fit the situation. For example, you might include:

  • Account numbers, amounts, and explanations.

  • Account numbers and explanations only (because amounts can vary).

  • Account numbers, percentages, and explanations.

The system stores model journal entries in the F0911 table with a model posted code (M) and without a general ledger date. Actual journal entries contain a general ledger date and a posted code of P (posted) or blank (unposted).

In addition to creating a model journal entry, you can:

  • Enter a model for a percent journal entry.

    You can create models for journal entries that have fixed percentages of a variable amount. When you subsequently enter an amount based on the model, the system uses the percentages to distribute the gross amount.

  • Create a model journal entry from an existing journal entry.

    You can create a model journal entry from an existing journal entry. If you want to create a model journal entry from an existing journal entry, you must copy the existing journal entry and then select the Model option on the Journal Entry form.

  • Enter a journal entry based on a model journal entry.

    After you create a model journal entry, you can use it as a template for an actual journal entry. Choosing a model journal entry saves time if you are adding basic journal entries and a journal entry based on a model at the same time.

13.5.2 Creating a Model Journal Entry

Access the Journal Entry form.

After you create a model journal entry, you can revise any fields except:

  • Doc Type/No/Co (document type, number, company)

  • Ledger Type

In addition, you cannot change the Model or Percent check box.

Model

Select this check box for a model journal entry, as well as a percent model journal entry. The system removes the G/L Date field from the header area. You enter that date on the journal entry that you create from a model.

If you select the Model check box, the system disables the Percent check box. Review the Document Type field description for information about how to enter a percent model journal entry.

Document Type

For a model journal entry, leave this field blank for the system to assign JE

To enter a percent model journal entry, enter %. The system displays the Percent (%) field in the detail area of the form.

See Entering a Percent Journal Entry.

13.5.3 Creating a Model Journal Entry from an Existing Journal Entry

Access the Work With Journal Entries form.

To create a model journal entry from an existing journal entry:

  1. Select the journal entry that you want to change to a model journal entry and click Copy.

  2. On Journal Entry, select the Model check box.

  3. Revise the journal entry, as necessary.

13.5.4 Entering a Journal Entry Based on a Model by Copying the Model

Access the Work With Journal Entries form.

To enter a journal entry based on a model by copying the model:

  1. Enter JE in the Document Type field and select the Models check box.

    Optionally, you can enter % in this field to copy a percent model.

  2. Select the model and click Copy.

    On the Journal Entry form, enter a date in the G/L Date field.

  3. For all journal entries except percent journal entries, enter an amount in the Amount field for each general ledger distribution.

  4. For a percent journal entry based on a percent model, enter an amount in the Distributed Amount field.

    This field appears only if you selected a percent model.

  5. Replace or clear information in other fields as necessary.

13.5.5 Entering a Journal Entry Based on a Model by Selecting the Model

Access the Journal Entry form.

To enter a journal entry based on a model by selecting the model:

  1. Select Models from the Form menu.

  2. On Search & Select a Model JE, select a model and then click Select.

    The Journal Entry form displays the model journal entry.

  3. Enter a general ledger date for the journal entry.

  4. For all journal entries except percent journal entries, complete the Amount field for each general ledger distribution.

  5. For a percent journal entry based on a percent model, complete the Distributed Amount field.

  6. Replace or clear information in other fields as necessary.

13.6 Reviewing Journal Entries

This section discusses how to:

  • Set processing options for General Journal Review (P0011).

  • Review a journal entry.

13.6.1 Forms Used to Review Journal Entries

Form Name Form ID Navigation Usage
Work With Batches W0011A Journal Entry, Reports, & Inquiries (G0911), General Journal Review Review, approve, and post journal entries in a batch.
General Journal Review W0911BA On the Work With Batches form, select a batch to review and click Select. Review a journal entry. You can also delete an unposted journal entry or void a posted journal entry.

13.6.2 Setting Processing Options for General Journal Review (P0011)

Processing options enable you to specify the default processing for programs and reports.

Batch Type

Specify the default batch type that the system displays on the General Journal Review form. For general journal, enter G.

13.6.3 Reviewing a Journal Entry

Access the General Journal Review form.

Figure 13-2 General Journal Review form

Description of Figure 13-2 follows
Description of "Figure 13-2 General Journal Review form"

13.7 Posting Journal Entries

This section provides an overview of the general ledger post process and revisions to batches and discusses how to:

  • Set processing options for General Ledger Post (R09801).

  • Post journal entries.

13.7.1 Understanding the General Ledger Post Process

After you review and approve journal entries, you post them to the Account Balances table (F0902). The General Ledger Post program (R09801):

  • Selects unposted, approved batches of journal entries in the F0911 table and validates each transaction.

  • Posts accepted transactions to the F0902 table.

  • Changes the status of the journal entry batch to posted.

  • Marks the detail lines of the journal entry as posted in the F0911 table.

  • Sends electronic mail messages for transactions that are in error.

  • Produces a General Ledger Post report, which lists details about successfully posted batches.

This graphic illustrates the post process for journal entries in the JD Edwards EnterpriseOne General Accounting system:

Figure 13-3 Journal entry post process

Description of Figure 13-3 follows
Description of "Figure 13-3 Journal entry post process"

13.7.2 Setting Processing Options for General Ledger Post (R09801)

Processing options enable you to specify the default processing for programs.

13.7.2.1 Print

1. Account Format

Specify the account format that you want to print on the General Ledger Post report.

2. Print Error Messages

Specify whether to print error messages on the General Ledger Post report. If you leave this processing option blank and an error is detected, the error message still appears in the work center. Values are:

Blank: Do not print error messages.

1: Print error messages.

13.7.2.2 Versions

1. Detail Currency Restatement Version

Specify the version of the Detailed Currency Restatement program (R11411) that you want to run to create entries. If you leave this field blank, the program does not run and detailed currency restatement entries are not created.

2. Fixed Asset Post Version

Specify the version of the Fixed Asset Post program (R12800) that the system runs to create fixed asset entries. If you leave this field blank, the program does not run and fixed asset entries are not created.

3. 52 Period Post Version

Specify the version of the 52 Period Accounting Post program (R098011) to use to update the F0902 table and the Account Balances - 52 Period Accounting table (F0902B). If you leave this processing option blank, the program does not run and tables are not updated.

4. Create Burdening Transactions Version (R52G11)

Specify the version of the Create Burdening Transactions program (R52G11) to use to update the Burdening Detail Ledger (F52G11] and the Burdening Summarized Ledger (F52G02) tables. If you leave this processing option blank, the Create Burdening Transactions program does not run and does not update the tables.

13.7.2.3 Edits

1. Update Transaction

Specify whether to update the account ID, company, fiscal year, period number, century, and fiscal quarter on unposted records in the F0911 table. You might need to update these fields if you have records in the F0911 table that were created by a custom program and do not contain the correct values.

The system uses the value in the G/L Account Number field of the unposted record in the F0911 table to update the Account ID and Company fields.

The system calculates the correct values for the Fiscal Year, Period Number, and Century fields using the value in the G/L Date field of the unposted record in the F0911 table.

The system updates the Fiscal Quarter field on the unposted record in the F0911 table to blank.

13.7.2.4 Taxes

1. Update Tax File

Specify whether and how to update the Taxes table (F0018) when you post transactions with tax information to the general ledger. Values are:

Blank: Do not update the F0018 table.

1: Update the F0018 table for these tax explanation codes only: V, VT, V+, U, and UT.

2: Update the F0018 table for all tax amounts. The system does not update the F0018 table for transactions with tax explanation code E (exempt).

3: Update the F0018 table for all tax explanation codes including E (exempt).

2. Update VAT Discounts

Specify whether to adjust the tax amount fields, which fields to adjust, and when discounts are taken. The system adjusts the tax amount fields only for transactions with tax explanation code V.

To use this processing option, tax rules must be set up for tax on gross including discount and discount on gross including tax.

Values are:

Blank: Do not adjust tax amounts for discounts taken.

1: Update only the Tax Amount field (STAM).

2: Update the STAM (tax amount), ATXA (taxable amount), and AEXP (extended price) fields.

The system uses these algorithms to calculate the adjustment amounts to the tax, taxable, and gross (extended price) amount fields for discounts taken:

Adjustment to the gross amount (extended price) = discount taken

Adjustment to the taxable amount = (taxable amount / gross amount) x discount taken

Adjustment to the tax amount = (tax amount / gross amount) x discount taken

For example:

Tax rate = 25 percent

Discount taken = 12.50 USD

Gross amount (extended price) = 1,250.00 USD

Taxable amount = 1,000.00 USD

Tax amount = 250.00 USD

Based on the example, using the adjustment algorithms, the system calculates these adjustment amounts:

Adjustment to the gross amount = 12.50

Adjustment to the taxable amount = 10.00

Adjustment to the tax amount = 2.50

To calculate the adjustments, the system subtracts the adjusted amount from the original amount:

Adjusted gross amount: 1,250.00–12.50 = 1,237.50

Adjusted Taxable Amount: 1,000.00–10.00 = 990.00

Adjusted Tax Amount: 250.00–2.50 = 247.50

3. Update VAT Receipts and W/O

Specify whether to adjust the tax fields, which fields to adjust, and when the receipt has a write-off. The system adjusts the tax amount fields only for transactions with tax explanation code V. Values are:

Blank: Do not adjust tax amounts for write-offs.

1: Updates the STAM field only.

2: Updates the STAM, ATXA, and AEXP amount fields.

The system uses these algorithms to calculate the adjustment amounts to the tax, taxable, and gross (extended price) amount fields for write-off amounts:

Adjustment to the gross amount (extended price) = write-off amount

Adjustment to the taxable amount = (taxable amount / gross amount) x write-off amount

Adjustment to the tax amount = (tax amount / gross amount) x write-off amount

For example:

Tax rate = 25 percent

Write-off amount = 12.50 USD

Gross amount (extended price) = 1,250.00 USD

Taxable amount = 1,000.00 USD

Tax amount = 250.00 USD

Based on the example, using the adjustment algorithms, the system calculates these adjustment amounts:

Adjustment to the gross amount = 12.50

Adjustment to the taxable amount = 10.00

Adjustment to the tax amount = 2.50

To calculate the adjustments, the system subtracts the adjusted amount from the original amount:

Adjusted gross amount: 1,250.00–12.50 = 1,237.50

Adjusted taxable amount: 1,000.00–10.00 = 990.00

Adjusted Tax Amount: 250.00–2.50 = 247.50

13.7.2.5 Process

1. Explode parent item time

Specify whether the system explodes the time entries for a parent asset down to the children of the parent asset.

This processing option applies only to batch type T entries. Values are:

Blank: Do not explode the time entries for a parent asset.

1: Explode the time entries for a parent asset.

The General Ledger Post program creates time entries for the parent asset's children. The system uses the unit of time from the parent asset entries and the rates from the child asset to calculate the appropriate entries.

13.7.2.6 Cash Basis

1. Units Ledger Type

Specify the units ledger type for the system to use for cash basis entries. You must enter a valid ledger type from the UDC table 09/LT. If you leave this processing option blank, the system uses the default ledger type ZU.

2. Create Cash Basis Entries Version

Specify which version of the Create Cash Basis Entries program (R11C850) to run. The system runs the Create Cash Basis Entries program after the post program finishes.

If you leave this processing option, the program does not run and cash basis entries are not created.

13.7.3 Posting Journal Entries

Select Journal Entry, Reports, & Inquiries (G0911), General Ledger Post.

When you post a batch of journal entries, the system updates the F0902 table and marks the journal entries as posted in the F0911 table. The post also updates the batch header records in the F0011 to a posted status.

13.8 Revising and Voiding Journal Entries

This section provides overviews of revisions to posted journal entries and discusses how to:

  • Revise a posted journal entry.

  • Void a posted journal entry.

  • Void a reversal journal entry.

13.8.1 Understanding Revisions and Voids to Journal Entries

After you post a journal entry, you can revise a limited amount of information, including information in these fields:

  • Explanation

  • Remark

  • Reference 2

  • Purchase Order

  • Purchase Order Suffix

  • Service/ Tax Date

You can add additional general ledger distribution lines, but you cannot revise existing distribution lines.

When you revise a posted journal entry, the system maintains an audit trail. The system changes the batch status on the original batch from posted to pending or approved (depending on general accounting constants). If the batch status is pending, you must approve the batch before you can post it. If the batch status is approved, the batch is eligible to post.

To correct information that you cannot change or to remove a posted journal entry, you must void the existing journal entry and then enter a new one. For a change or void to be reflected in both the F0911 and F0902 tables, you must post the batch again.

You can void a posted journal entry in any open fiscal period. The system creates a reversing journal entry as of the general ledger date that you specify. After you void the journal entry, you must post it to update the account balances.

You can void a reversing journal entry in the following programs:

  • Journal Entries (P0911)

  • Journal Entries with VAT (P09106)

  • General Journal Review (P0911B)

However, you cannot use these programs to modify a voided entry. The system does not allow you to revise voided documents using the entry forms, such as the Journal Entry form. You can select and view the voided document, but you cannot save any changes. Additionally, the system displays an error if you try to delete a voided document. This prevents the user from deleting unposted void transactions since the original posted records were already updated as voided.

Note:

You cannot delete a posted journal entry.

13.8.1.1 Populate F0911 Void Column report (R890911V)

The system accurately updates the Reverse or Void field on new transactions, but the system does not automatically correct the value in the Reverse or Void field for existing transactions. To prevent a void of previously voided transactions that exist in your system prior to the 9.1 release, you can run the Populate F0911 Void Column report (R890911V) by accessing batch versions. The Populate F0911 Void Column report updates the Account Ledger table (F0911) with a V in the Reverse or Void field on originating transaction documents that were voided.

Note:

You may want to run this report over only transaction periods and fiscal year in which you allow voids.

Data selection is set to include only records that have a V in the Reverse or Void field and a value in the Historical Date field that is not 0. Use additional data selection to reduce the number of records selected from the F0911 table since this table can be quite large. For example, you may want to convert only those records in the current fiscal year for a given range of periods. The system generates a report that lists each document that was updated in the F0911 table.

13.8.2 Forms Used to Revise and Void Journal Entries

Form Name Form ID Navigation Usage
Work With Journal Entries W0911I Journal Entry, Reports, & Inquiries (G0911), Journal Entry Review summarized journal entries by document number.
Journal Entry W0911A On Work With Journal Entries, select a journal entry to revise. Revise a posted journal entry.
Void Journal Entry W0911F On Work With Journal Entries, select a journal entry to void and then select Void from the Row menu.

Alternatively, you can void posted journal entries on the General Journal Review form. Voiding on this form is similar to voiding on the Work With Journal Entries form.

  • Void a posted journal entry.
  • Void a reversal journal entry.


13.8.3 Revising a Posted Journal Entry

Access the Journal Entry form.

13.8.4 Voiding a Posted Journal Entry

Access the Void Journal Entry form.

To void a posted journal entry:

  1. Change the G/L Date field, if necessary, and click OK to proceed with the void.

  2. To verify the void, select the voided journal entry on the Work With Journal Entries form.

  3. On Journal Entry, review the Reverse or Void field in the detail area to verify that it contains V (void).

  4. Review the lines for the reversing journal entry that the system created as a result of the void.

G/L Date (general ledger date)

To keep the periods in balance when you void a journal entry, enter the same date for the voided entry as you entered for the corresponding journal entry that you are voiding.

13.8.5 Voiding a Reversal Journal Entry

Access the Void Journal Entry form.

Notice that when you void a reversal journal entry, the system displays a V in the Reverse or Void field. The system updates the value in the Reverse or Void field from R to V for all voided reversal journal entries in the document.