This chapter contains these topics:
You need to set up and customize user defined codes for your business needs. Many fields in the Accounts Payable system accept only user defined codes. For example, when you enter a supplier's invoice, you must enter a user defined code to specify a voucher's payment status. The system does not accept a payment status that is not in the user defined list of valid payment statuses.
Each user defined code in the Accounts Payable system is either soft-coded or hard-coded. You can customize any soft-coded user defined code to accommodate your specific business needs, and you can set up additional codes that are soft-coded. You cannot customize a hard-coded user defined code.
A type of user defined code is identified by the system code and the user defined code list. For example, 00/DV represents system 00 and user defined code list DV.
The user defined codes in the Accounts Payable system are:
Document type codes
Payment status codes
Payment instrument codes
Tax calculation codes
Aging Vocabulary Codes
Special handling codes
Information about user defined codes is stored in the User Defined Codes table (F0005).
When you enter a transaction, such as a voucher or a draft, you must specify the document type.
The document type code, document number and company, and G/L date are the link between the Accounts Payable system and the General Accounting system.
The system maintains two groups of document type codes:
Voucher document type codes
Matching document type codes
Voucher document types (00/DV) are also known as original documents. Original documents can exist by themselves. You must attach (or match) a matching document to an original document. All original documents are hard-coded.
Set up a code for each type of original document that you use when you enter vouchers.
| Voucher Type | Description |
|---|---|
| PV (voucher) | The system creates this voucher when you enter a supplier's invoice during voucher entry. You can associate this document type with matching document types PE, PK, PN, PT, and PO. |
| PR (recurring voucher) | The system creates this voucher for a specific number of payments. |
| PM (manual voucher) | The system creates this voucher when it creates the corresponding payment. |
| PD (debit memo) | The system creates this voucher when you enter a supplier's credit. |
| PL (voucher logging) | The system creates this voucher when you enter a supplier's invoice using a suspense account. |
| P1 (draft) | The system creates this draft voucher when you use draft processing. This replaces the original (underlying) voucher. |
| NO (AP netting) | The original document created to offset an open receivable. |
Matching Document Types (00/DT) represent documents that cannot exist by themselves. You must attach (or match) each to a corresponding original document. For example, a manual payment is a matching document that must have a corresponding voucher as the original document. All matching documents are hard-coded.
The system provides the following codes for the matching documents that you use when you enter vouchers.
| Document Type | Description |
|---|---|
| PE (change the voucher amount) | The system creates an audit trail record by changing the amount of a posted voucher or voiding the voucher. |
| PK (automatic payment) | The system creates an offsetting payment, using the automatic payment process. |
| PN (manual payment) | The system creates an offsetting payment during manual payment entry. |
| PT (electronic funds transfer) | The system creates an offsetting payment, using the electronic payment process. |
| P1 (draft) | The system creates an offsetting payment, using draft processing. |
| PO (void payment) | The system creates a negative amount voucher and an audit trail record when voiding a payment. |
| NM (AP netting) | The matching document created when offsetting open payables. |
Payment status codes (00/PS) indicate if a voucher is approved, pending, paid, and so on. You assign a payment status code if you need to change the status that the system has assigned. Payment status codes are hard-coded.
The system provides the following payment status codes:
| Payment Status Code | Description |
|---|---|
| A (hard-coded) | Approved for payment. |
| D (hard-coded) | Draft accepted. |
| E (hard-coded) | Draft expired. |
| H (soft-coded) | Held/pending approval. You can set up additional codes for each type of hold status for vouchers. |
| P (hard-coded) | Paid in full. |
| R (hard-coded) | Retainage. |
| % (hard-coded) | Withholding tax applies. |
| # (hard-coded) | Payment in-process. The system marks any vouchers you select during pre-payment processing with # (pound sign). This prevents any changes to the voucher until payment processing is complete. |
Payment instrument codes (00/PY) indicate various methods of payment, such as draft, check, and electronic funds transfer. You assign a payment instrument code to each voucher. Set up a code for each type of payment instrument that you use.
| Payment Instrument Code | Description |
|---|---|
| B (soft-coded) | BACS (UK EFT processing) |
| C (soft-coded) | Check (8.75 inches) |
| D (soft-coded) | Draft |
| N (soft-coded) | Note |
| T (hard-coded) | Electronic funds transfer (EFT - CTX format) |
| V (hard-coded) | Electronic funds transfer (EFT - PPD format) |
| W (soft-coded) | Check (8.5 inches) |
| X (hard-coded) | Electronic data interchange (EDI) check |
| Y (hard-coded) | EDI wire |
| Z (hard-coded) | EDI |
You assign codes (00/EX) for various methods of calculating taxes, such as sales tax and VAT. You then use AAIs to direct each code to a different account. The first letter of the code is hard-coded. You cannot change it. Set up a code for each type of tax calculation method that you use.
| Calculation Code | Description |
|---|---|
| B | VAT + use tax |
| C | VAT + sales tax |
| S | Sales tax |
| U | Use (self-assessed) tax |
| V | VAT |
See Also:
Tax Explanation Codes for A/P (P00051) in the JD Edwards World Tax Reference Guide
You can assign codes to specify the terminology on your A/P aging reports. Examples are:
| Special Handling Code | Description |
|---|---|
| 1 | Over |
| 2 | Previous |
| 3 | Future |
| 4 | Current |
You assign codes (00/HC) for various types of special handling instructions, such as remittance attachment. Special handling codes are soft-coded. Set up a code for each type of special handling instructions that you use.
| Special Handling Code | Description |
|---|---|
| 1 | Remittance attachment |
| 2 | Application form attachment |
| 3 | Return payment to tax department |