F How to Redistribute Purchase Card Logged Vouchers with Purchase Order Matching

This appendix contains these topics:

This appendix outlines the process to assign a purchase order number to a purchase card transaction, generate the logged voucher in the Purchase Card Management system (01P), and then redistribute it during the purchase order voucher match process:

F.1 Purchase Order Processing

Complete the following steps to process a purchase order:

  1. Enter a purchase order.

    The system does not create any journal entries.

    Example: Create a purchase order for estimated hotel expenses of 1000.00 USD.

  2. If you use the two-way match process, the purchase order requires no further processing.

    If you use the three-way match process, use the Enter Receipts by PO or Enter Receipts by Item program (P4312) to enter the purchase order receipt.

Processing Stock Items

If the purchase order is for a stock item, the system generates entries in the following accounts:

  • Inventory

  • Received Not Vouchered (RNV)

Processing Nonstock Items

If the purchase order is for a nonstock item, the system generates entries in the following accounts:

  • G/L Expense

  • Received Not Vouchered (RNV)

F.2 Purchase Card Management Processing

The following actions are the minimum requirements in the Purchase Card Management system for assigning purchase order information to purchase card transactions and for creating the logged voucher:

  • Make purchases using a purchase card.

    Example: Charge 880.00 USD for hotel expenses at a convention.

  • Receive the transmission from the bank, upload the data to the Purchase Card - Bank Transmissions file (F01PBKZ), and process it through the Process Daily Transactions (P01P560) program.

  • Review and update the purchase card transactions using the Purchase Card Workbench program (P01P200):

    • Use Option 5 (Detail Information) to assign purchase order document information to the corresponding transactions.

    • Use Option 7 to verify or update the GL account for the detail entries.

    • Use Option 1 (Approve) to approve the transactions for further processing.

  • Run the Logged Voucher-Merchant Tracking version of the Create A/P Vouchers program (P01P510):

    • Verify that the processing option for Voucher Logging is set to 1.

    • Verify that the data selection includes: Purchase Order Number (THPO) NE *BLANKS.

  • Post the logged voucher G/L batch.

F.2.1 What You Should Know About

Topic Description
Using the AA item PP The system uses automatic accounting instruction (AAI) item PP (Suspense Expense Account) for the G/L distribution expense Account in the logged voucher.
Running the create A/P vouchers program You do not run the Create Journal Entries program (P01P520) for logged vouchers; when you run the Create A/P Vouchers program, the system updates the voucher information fields (THDOC, THDCT, and THKCO) in the purchase card transaction with information from the logged voucher, and it updates the journal entry field, Create Journal Entries Date (CRTJ), with the system date. The system retrieves the actual G/L expense accounts from the purchase order when you redistribute the logged voucher.
Creating a journal entries The system creates a journal entry to the following accounts when you post the logged voucher:

  • A/P Trade (Offset) Account

  • G/L Suspense Expense Account from the AAI item PP

Alternatively, instead of using the A/P trade account that is defined by AAI item PC, you can set the Voucher Suspense field (DPRC) to 1 in the Company Numbers and Names program (P00105) and use the A/P suspense trade account associated with the PQ AAI item. The system uses the A/P suspense trade account until the voucher is redistributed. When you redistribute and post the voucher to the actual expenses, the system reverses the entries to both the G/L suspense and A/P trade suspense accounts and uses the actual expense and the A/P trade account associated with the PC AAI item, as shown in this example:

Enter Logged Voucher for 1000.00

Debit Credit
Account from PP AAI Account from PQ AAI

Redistribute Logged Voucher

Debit Credit
Actual Expenses Account from PP AAI
Account from PQ AAI Account from PC AAI

For further details about voucher logging processes, see Work with Logged Voucher in the JD Edwards World Accounts Payable Guide.

Voucher Logging JE Redistribution

Complete the following steps to redistribute a logged voucher:

  1. From menu G04111 (Other Voucher Entry Methods), choose Voucher JE Redistribution (P042002).

  2. On Voucher JE Redistribution, press Enter to display the vouchers to redistribute.

  3. Enter 4 (Redistribute Purchase Order) in the OP (option) field next to the desired vouchers to redistribute them using the Match Open Purchase Order program (P4314).

    When you choose this option, the system matches the voucher amount to the actual expense amount in the purchase order.

F.2.2 What You Should Know About

Topic Description
Creating journal entries The system creates the following journal entries when the logged voucher is posted after it is redistributed:

  • G/L Expense Account

Two-way match: the system uses the G/L expense account from the purchase order.

Three-way match: the system uses the RNV account that corresponds to the processed purchase order.

  • Voucher Suspense Expense Account
Estimating the amount on purchase order Depending on the business practices of the company, the difference between the amount on the voucher and the estimated amount of the purchase order can be closed or left open.