Processing Batch Vouchers

This chapter provides an overview of processing batch vouchers and discusses how to:

• Process batch vouchers.

• Work with batch vouchers.

• Purge processed batch vouchers.

See Also

Mapping Fields in the F0411Z1 Tag Table - ARG - 04 Table (F76A30) for Argentina

Understanding Batch Voucher Processing

Voucher batch processing is a method of converting batch voucher entries from a system external to JD Edwards EnterpriseOne software so that the vouchers can be processed as JD Edwards EnterpriseOne transactions. You can upload batch vouchers from outside sources such as PC data entry, third-party or customer systems, or electronic data interchanges (EDI).

To upload batch vouchers, you must first create a custom program that maps proper data to specific fields in the Voucher Transactions - Batch Upload table (F0411Z1) and in the Journal Entry Transactions - Batch File table (F0911Z1). Certain fields are required for the basic voucher upload process. Additional fields for discount, tax, and payment information are available to include more voucher detail in the upload. Other fields are ignored or reserved for users. If you are using the JD Edwards EnterpriseOne Advanced Cost Accounting system, you must complete additional fields in the F0911Z1 table.

After you have converted your voucher information from your external system to the proper format in the F0411Z1 and F0911Z1 tables, you run the Batch Voucher Processor Report program (R04110ZA). This program:

• Applies validation rules to existing data.

• Provides default data where necessary.

• Creates voucher information in the Accounts Payable Ledger table (F0411).

• Creates associated GL distribution information in the Account Ledger table (F0911).

• Creates associated payment records in the Accounts Payable - Matching Document (F0413) and Accounts Payable Matching Document Detail (F0414) tables if you specified payment information for your batch voucher records.

After your external vouchers have been uploaded to the F0411 and the F0911 tables, you can process them as JD Edwards EnterpriseOne transactions.

If you attempt to update either the Accounts Payable Ledger table (F0411) or the Account Ledger table (F0911) without using the batch process and the Z files, you might compromise your JD Edwards EnterpriseOne voucher information.

Integration with Oracle Demantra Predictive Trade Planning

The JD Edwards EnterpriseOne Accounts Payable integration with Oracle Demantra Predictive Trade Planning supports the process of receiving claims into the Oracle Demantra system and creating a payment request within the JD Edwards EnterpriseOne Accounts Payable system. After you run the Inbound AP Claim program (R04110ZB) records in the Oracle Demantra system, you run the Batch Voucher Processor Report program.

See JD Edwards EnterpriseOne Applications Integration with Oracle Demantra

Prerequisite

Map your voucher transactions to batch input tables.

See Mapping Voucher Transactions to Batch Input Tables.

Processing Batch Vouchers

This section provides an overview of processing batch vouchers and discusses how to:

• Run the Batch Voucher Processor Report.

• Set processing options for the Batch Voucher Processor Report.

Understanding the Batch Voucher Process

After your custom program loads the transaction information into the Voucher Transaction - Batch Upload (F0411Z1) and Journal Entry Transactions - Batch File (F0911Z1) tables, run the Batch Voucher Processor Report program (R04110ZA). Running this program processes the information in the F0411Z1 and F0911Z1 tables and loads it into the Accounts Payable Ledger (F0411) and Account Ledger (F0911) tables.

The Inbound AP Claim program (R04110ZB) also creates records in the Voucher Transactions - Batch Upload table (F0411Z1) and the Journal Entries Transactions - Batch table (F0911Z1). You run the Inbound AP Claim program if your JD Edwards EnterpriseOne system is integrated with the Oracle Demantra Predictive Trade Planning software.

See JD Edwards EnterpriseOne Applications Integration with Oracle Demantra

You can submit your vouchers for processing in proof or final mode.

In proof mode, the system:

• Verifies the data, produces a report that shows the number of incorrect transactions, and creates workflow messages.

  Processing in proof mode does not affect your ledgers.

• Enables you to correct errors from the workflow message before you process the batch vouchers in final mode.

In final mode, the system:

• Creates vouchers in the Accounts Payable Ledger table (F0411) and associated journal entries in the Account Ledger table (F0911).

• Creates payments in the Accounts Payable - Matching Document (F0413) and Accounts Payable Matching Document Detail (F0414) tables if you supply a payment number and date.

• Creates Advanced Cost Accounting information in the Account Ledger table (F0911).

  The system does this only if the Activate Cost Objects flag in the Cost Management Constants table (F1609) is turned on and if a voucher contains cost management information.

• Assigns document and batch numbers if you don't enter them in the Voucher Transactions - Batch Upload table (F0411Z1).

  The system uses next numbers to automatically assign document and batch numbers during final processing. It is recommended that you use next numbers.

• Supplies information for the fields that you leave blank.

• Produces a report that shows the number of correct and incorrect transactions.

• Creates workflow messages.

• Purges vouchers that have been processed (if you set this processing option appropriately).

Any additional information that is necessary for a completed transaction is loaded from other sources or calculated from existing information. For example:

• The document number originates from the Next Number Revisions program (P0002).

• The fiscal year and period are calculated from the GL date and Companies program (P0010).

• The F0911 table explanation comes from the supplier's alpha name from the supplier number.

• The F0911 table company number is assigned based on the business unit from the first line of distribution.

Use the processing options to determine data selection. You cannot use any other data selection.

Two program versions in the system are for Payroll processing only. They are versions ZJDE0003 and ZJDE0004.

Errors in Processing

If any errors occur during processing, they are noted on the edit report. You can correct the errors and reprocess the batch. An error on one transaction does not stop the batch from processing. If a transaction in the batch is in error, that transaction is not processed with the rest of the batch.

After the batch has been successfully processed, the field VLEDSP is updated from a value of 0 to 1. Successfully processed records remain in the Voucher Transactions - Batch Upload (F0411Z1) and Journal Entry Transactions - Batch File (F0911Z1) tables until they are purged. Alternatively, you can set up a processing option to purge these tables automatically.

The following tips should help you reduce the number of errors or help you identify and resolve them when they occur:

• Initially process a small number of records in a batch. Most errors that occur on one record also occur on all records. Correct the errors on the smaller number of records, and then follow the same sequence of steps when you process a larger number of records in a batch.

• Only errors prevent a batch from processing. Warning messages alert you to nonstandard events, but do not prevent processing. You can disable warning messages by means of a processing option.

• You can run the batch in proof mode. However, proof mode is not necessary because you can review the transactions before posting (during which time they could be deleted). Also, any error prevents the batch from being processed anyway.

• Reading error messages in the Work Center helps identify the cause and the resolution of errors. All error messages are also located in the data dictionary, where you can locate the error number and review the glossary.

• If errors occur that you cannot resolve, enter a transaction manually using the Batch Supplier Master Revision program (P0401Z1), and process it successfully. Then compare the table entries of the F0411Z1 transaction that you entered manually with the entries from an F0411Z1 transaction entered using the Batch Voucher Processor Report program (R04110ZA). Comparing the differences helps you locate discrepancies and resolve the errors.

Improving Processing Time

After you resolve initial conversion errors, use these guidelines to improve processing time for batch voucher processing:

• Organize the data into larger batches.

  Processing time can be improved if the program is not required to open and close batches.

  Important! Gains in performance as a result of creating larger batches might be offset by an increase in the amount of time required to post the batch. Also, although an error on one record might not prevent the batch processor from successfully processing the rest of the batch, an error while posting the batch will prevent all records in the batch from posting.

• Create multiple versions of the Batch Voucher Processor report and run them simultaneously.

  To do this, modify the data in the batch transaction tables so that you have several large batches. Then create additional versions of the program and modify the processing options to process one batch. Finally, run all versions of the program simultaneously.

  Note. Gains in performance by creating multiple versions of the batch processor program are extremely dependent on the type of data that you process. In some instances, due to technical issues such as record locks, running multiple versions simultaneously could actually increase processing time. To definitively know which solution is best for your data, you should perform tests.

• Enter as much information as available to reduce the amount of time that the system requires to retrieve default information.

  For example, enter the customer's alpha name into the Explanation field (VNEXA) in the F0911Z1 table. Examples of other information that the system retrieves for processing are payment terms, exchange rates, company numbers, and so on. Then, when the batch processor program runs, the system validates only the information that is provided, rather than having to retrieve and validate the information.

• If you are not using the JD Edwards EnterpriseOne Advanced Cost Accounting system (system 16), verify that the Activate Cost Objects (CO01) and Activate Activity Based Costing (CO03) fields are not selected in the Cost Management Constants program (P1609).

  You access the Cost Management Constants program from menu G1641.

• Run the Batch Voucher Processor report on the server where the batch tables (F0411Z1, and F0911Z1) and other related tables, such as the Supplier Master (F0401), Currency Exchange Rates (F0015), Tax Areas (F4008), and so forth, reside.

  Also, ensure that the applicable master business functions (P0400047 and P0900049), as well as any other related programs, are located on the same server.

Posting Processed Batch Vouchers

After you process your batch vouchers, you must post them to the general ledger.

You can post vouchers to the general ledger manually from the Supplier & Voucher Entry menu (G0411). Alternatively, you can set two processing options for the Batch Voucher Process or Report program (R04110ZA) to post processed batch vouchers automatically at the time of processing:

• Enter 1 in the Batch Approval field on the Batch Approval tab to automatically set the status of the processed batch to Approved.

• Enter a version of the General Ledger Post Report program (R09801) in the Version field on the Auto Post tab.

Prerequisite

Before you complete the tasks in this section, verify that the Supplier Master table (F0401) contains the most current information, including tax information.

Running the Batch Voucher Processor Report

Select Batch Voucher Processing (G04311), Batch Voucher Processor Report.

Setting Processing Options for Batch Voucher Processor Report (R04110ZA)

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

Select

Process

Messages

Defaults

Versions

Batch Approval

Auto Post

Working with Batch Vouchers

This section provides an overview of working with batch vouchers and discusses how to set processing options for Batch Voucher Revisions.

Understanding the Batch Voucher Revisions Program

After running the Batch Voucher Processor Report program (R04110ZA), you might find that some records ended in error. You must review the error messages in the work center, revise the records, and then run the Batch Voucher Processor Report program again.

Use the Batch Voucher Revisions program (P0411Z1) to review your records. You can use the Batch Voucher Revisions program to make revisions to your unprocessed records, but you should make the revisions in your spreadsheet instead, because this program does not perform all of the same edits as the Standard Voucher Entry program (P0411).

Note. You cannot use the Batch Voucher Revisions program to revise successfully processed records. You must use the Standard Voucher Entry program to revise them because the system wrote data to the Accounts Payable Ledger (F0411) and Account Ledger (F0911) tables when the records processed successfully.

You can also use the Batch Voucher Revisions program to add records to the Voucher Transactions - Batch Upload table (F0411Z1). You cannot add a voucher to a batch that you attempted to process. You can, however, create a new batch and add a voucher to it. Typically, you should not need to add batch vouchers. An exception is when you experience difficulties processing transactions. To detect and correct any discrepancies, you can add a batch voucher manually using the Batch Voucher Revisions program, process the transaction, and then if it processes successfully, compare it with the other records that you are trying to process.

You can delete only unprocessed vouchers from the Work With Store & Forward Vouchers form. If the batch voucher has been successfully processed, you must purge it using the Purge Batch Voucher Entries program (R0411Z1P).

Batch voucher information is stored in the Voucher Transactions - Batch Upload (F0411Z1) and Journal Entry Transactions - Batch File (F0911Z1) tables.

Forms Used to Work with Batch Vouchers

Setting Processing Options for Batch Voucher Revisions (P0411Z1)

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

Defaults

Dates

Currency

Manual Cks

Journal Entry

Display

Entry Type

Purging Processed Batch Vouchers

This section provides an overview of purging processed batch vouchers and discusses how to run the Purge Batch Voucher Entries report (R0411Z1P).

Understanding Purging Processed Batch Vouchers

After you review, process, and post your batch vouchers, you must purge them. The system stores processed vouchers in the Voucher Transactions - Batch Upload (F0411Z1) and Journal Entry Transactions - Batch File (F0911Z1) tables until you do so. You can purge batch vouchers in either of these ways:

• Set a processing option for the Batch Voucher Processor Report program (R04110ZA) to automatically purge them when you process your batch vouchers in final mode.

• Purge them as a separate task.

When you purge batch vouchers, the system removes all successfully processed vouchers from specific tables. (If a processed voucher has been successfully processed, the EDSP field equals 1.) Regardless of the batch they are in, successfully processed vouchers are purged from these tables:

• Voucher Transactions - Batch Upload table (F0411Z1)

• Journal Entry Transactions - Batch File table (F0911Z1)

Purging removes only batch vouchers and does not affect vouchers in the Accounts Payable Ledger table (F0411).

Running the Purge Batch Voucher Entries Report

Select Batch Voucher Processing (G04311), Purge Batch Voucher Entries.