12 Understand the Post Process

This chapter contains the topic:

12.1 About the Post Process for A/R

After you enter, review, and approve invoices, post them to update your general ledger.

There are two parts to the post process:

  • Pre-post

  • Post

12.1.1 What Happens During the Pre-Post Process?

When you post receipts, the system uses a pre-post process to create records in the Account Ledger table (F0911) to debit the cash account. The system also creates records for discounts available and discounts not taken. When you post invoices, the system skips the pre-post process because invoice records are created in the Account Ledger table when you enter an invoice.

If you are using multi-currency, the pre-post process creates records in the F0911 and populates the Originating Company field.

12.1.2 What Happens During the Post Process?

If no errors are found during the pre-post process, the system performs the following tasks for the post process:

  • Selects unposted and approved transactions with the criteria specified in the processing options.

  • Edits each transaction to determine whether:

    • The account exists in the Account Master table (F0901) and is a posting account.

    • The business unit exists in the Business Unit Master table (F0006).

    • The G/L date is valid.

  • Edits each batch to ensure that it is in balance.

  • Prints any batch errors on the Posting Edit Report.

  • If any transactions are in error, places the entire batch in error, which prevents it from posting.

  • Retrieves the automatic offset method from A/R constants.

  • Accumulates and posts automatic offset amounts using document type AE. The system uses the company number and the G/L offset from each invoice to locate the AAI item RC. This contains the offset account to which you are posting.

  • Updates the period net postings to include the posted amounts for a particular account in the Account Balances (F0902) table.

  • Updates the F0902 with the values from the Enhanced Subledger Accounting fields.

  • Updates each G/L posted code to P (posted) in the Account Ledger table.

  • Updates each document in the A/R Ledger table to D (posted) and updates each posted batch status to D (posted) in the Batch Control table.

  • Posts tax entities using the AAI item RT.

  • Records tax pay items in the Sales/Use/VAT Tax table (F0018). The processing options control which transactions are recorded.

  • Performs intercompany settlements, if applicable.

  • Posts the domestic amount to the AA (actual amount) ledger and, if applicable, the foreign amount to the CA (currency amount) ledger.

  • Prints two reports:

    • Posting Edit Report

    • Posting Journal Report

The following graphic illustrates the A/R post processes.

Figure 12-1 A/R Post Processes

Description of Figure 12-1 follows
Description of "Figure 12-1 A/R Post Processes"

12.1.3 How Are Offsets Handled?

The automatic offset is a debit or credit to the A/R trade account which is controlled by the AAI item RC. During the posting process, the system retrieves the following information for the automatic offset:

  • Document type. This is AE (automatic entry).

  • Document number. This is based on how you set up your offset method in A/R constants.

  • Account description/explanation. For example:

    • Accounts Receivable - Trade/Post Offset by Batch I (your batch number)

    • Accounts Receivable - Trade/Post Offset of customer for VAT

If the transaction includes taxes, the system generates an offset transaction with the characteristics described above, except that the description comes from the AAI item RT for the tax account.