Working with Vouchers

This chapter provides an overview of working with vouchers, lists a prerequisite, and discusses how to work with vouchers.

Understanding Vouchers

After you set up the JD Edwards EnterpriseOne Payroll system to integrate with the JD Edwards EnterpriseOne Accounts Payable system, the JD Edwards EnterpriseOne Payroll system creates vouchers during the payroll cycle. When you integrate the JD Edwards EnterpriseOne Payroll and JD Edwards EnterpriseOne Accounts Payable systems, you do not need to make a separate request for vouchers for payroll payees.

During pre-payroll processing, the system uses the information that you entered when you set up accounts payable integration to determine which deductions, benefits, and accruals (DBAs) require vouchers and who the payees are for those vouchers. The system stores this information in the F0709 table.

During the journal entries step of the payroll cycle, the system uses the information that you entered when you set up accounts payable integration to determine which tax transactions require vouchers and who the payees are for the vouchers.

The system creates pro forma vouchers for both the DBA and the tax transactions and stores the pro forma vouchers in a batch. The system also creates pro forma journal entries for other types of payroll transactions and stores them in a separate batch. Each pro forma voucher is assigned a voucher number. Consider this information about voucher numbers:

If the voucher is not for a wage attachment, the voucher number includes the payroll ID (identification), the time that the voucher was created, and the edit transaction number.

The edit transaction number is unique for each voucher and is used to avoid duplicate voucher numbers.
If the voucher is for a wage attachment, the voucher number is the date and the wage attachment case number.

Each batch has a unique batch number. For vouchers, you can create one batch for DBA vouchers and a separate batch for tax vouchers. This method enables you to post journal entries for DBA vouchers separately from journal entries for tax vouchers. If you prefer, you can store the DBA and tax vouchers in the same batch.

The batch of pro forma journal entries for other payroll transactions contains document types T1 through T6. The Payroll Journal Proof/Edit report (R05229) lists these document types.

During the journal entries step of the payroll cycle, the system creates the vouchers and places them in these tables in the JD Edwards EnterpriseOne Payroll system:

Table	Description
F07490	This table lists, by employee, all of the DBA and tax transactions that require vouchers.
F07491	When the system updates this table, it summarizes the information in the F07490 table and creates pro forma vouchers. These vouchers have document type T7. The system uses the voucher summarization rules that are set up for the payee. If no rules exist, the system uses the default rule 00.
F07492	This table contains control information about the vouchers, such as the number of vouchers in the batch.

The system does not automatically post the journal entries for vouchers. You must run a separate program to post them.

Before you process the final update, you should review the pro forma voucher information, make any necessary corrections, and then rerun the journal entries.

If errors occur when the system creates the actual journal entries during final update, the system sends messages to the queue in the employee work center. You must correct these errors before you can post the journal entries for vouchers.

Prerequisite

Process a payroll cycle that includes vouchers.

Working with Vouchers

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

Review pro forma vouchers by payee.
Review pro forma vouchers by employee.
Transfer voucher information to the JD Edwards EnterpriseOne Accounts Payable system.
Set processing options for the Batch Voucher Processor Report program (R04110ZA).
Post payroll vouchers to the general ledger.

Understanding Working with Vouchers

This section provides an overview of working with vouchers.

Pro Forma Vouchers by Payee

The system creates pro forma vouchers during the journal entries step of the payroll cycle. Before you process the final update, you should review this information online to verify that it is correct. After you process the final update, you can no longer review these pro forma vouchers online. When you review pro forma vouchers by payee, you can review the journal entries that are associated with a voucher.

In some cases, a voucher might have a negative amount. Vouchers that have negative amounts usually result from voided payments. For a negative tax voucher, the system creates reversing entries in the JD Edwards EnterpriseOne Accounts Payable system. For a negative DBA voucher, you must manually enter reversing entries in the JD Edwards EnterpriseOne Accounts Payable system.

Pro Forma Vouchers by Employee

Payroll Voucher Journal Reports

To verify the accuracy of the pro forma vouchers, you can set up the system to generate these reports during the journal entries, reports only, or final update steps of the payroll cycle:

Payroll Voucher Journal Summary
Payroll Voucher Journal Detail

Use these reports to view tax vouchers, DBA vouchers, or both, based on the version that you specify. The Payroll Voucher Journal Detail report provides detailed information about the vouchers, while the Payroll Voucher Journal Summary is a summary view.

You should review these reports before you process the final update. The system automatically generates these reports again during the final update when it creates the actual vouchers. When the reports are generated during final update, they include the payment terms and pay items.

Revising Voucher Information

Before you process the final update for a payroll cycle that includes vouchers, you should review voucher information to verify that it is correct. When you review voucher information, you might notice an error in the setup of payroll voucher information. For example, you might need to change the payee for a voucher or set up vouchering in the DBA instructions for an employee. You might also need to change the information for a payee that has been entered in the JD Edwards EnterpriseOne Accounts Payable system.

If you revise voucher information while you are processing a payroll cycle, you must typically rerun some steps in the payroll cycle to ensure that the system creates the appropriate vouchers. The steps that you must rerun vary depending on whether the voucher information that you revise is for a tax type or for a DBA. Revising voucher information includes revising vouchers for tax types and revising vouchers for DBAs.

To revise vouchers for tax types, make the necessary revisions to the voucher setup and then you rerun the journal entries step of the payroll cycle.

To revise vouchers for DBAs, make the necessary revisions to the voucher setup. Then, reset the payroll ID for the payroll cycle. Finally, rerun the full payroll cycle. For this scenario, you cannot run a changes-only pre-payroll.

Reviewing Voucher Error Messages

If errors occur when the system creates the actual journal entries during final update, the system sends messages to the queue in the employee work center. Such errors typically occur due to errors in the setup of the JD Edwards EnterpriseOne Accounts Payable system. For example, you receive an error if the automatic accounting instructions (AAIs) are not set up correctly or if you attempt to create a voucher for a tax amount but have not set up a payee. When voucher errors occur during final update, you must use the Accounts Payable program, Batch Voucher Revisions, to correct the errors. You must correct these errors before you can post the journal entries for vouchers.

Transferring Voucher Information to the Accounts Payable System

If errors occur during final update when the system creates the journal entries for actual vouchers, the system sends messages to the queue in the employee work center and stores the voucher entries in the F0411Z1 table. After you have reviewed these messages and made any necessary corrections, you must run the Batch Voucher Processor (R04110ZA) to copy the voucher entries to the Accounts Payable Ledger and Account Ledger tables. This program includes a processing option that enables you to automatically post the entries to the Account Balances table.

After you process the final update, you can no longer review pro forma vouchers.

Note. Version ZJDE0002 of the Batch Voucher Processor (R04110ZA) is automatically processed during the journal entries step of the payroll cycle. In this version, processing options one and three on the Process tab in Version ZJDE0002 are blank. Version ZJDE0003 is processed during the final update step of the payroll cycle. Processing options one and three on the Process tab are set with a value of 1 in Version ZJDE0003. Both of these versions are hard-coded and cannot be changed.

Version ZJDE0001 is attached to the Batch Voucher Processing menu. You should review the processing options before you process this program.

Posting Payroll Vouchers to the General Ledger

When you process the final update step of a payroll cycle that includes vouchers, the system creates the actual journal entries for the vouchers. When no errors exist, the system stores these entries in these tables:

F0411
F0911

Although you can set the payroll company constants to automatically post the journal entries for other types of payroll transactions (document types T1 through T6), the system cannot automatically post voucher entries during final update. After final update, you must run the General Ledger Post Report program (R09801) to post the voucher entries (document type T7) to 0902. However, you cannot use this post program to post voucher entries that contain errors.

When you post journal entries for vouchers, the system creates an offset entry in the form of a credit to the appropriate accounts payable account. This entry has a document type of AE (automatic entry).

If you delete an actual payroll voucher from the JD Edwards EnterpriseOne Accounts Payable system, the system reopens the batch. You must repost the batch in the JD Edwards EnterpriseOne Payroll system to create the reversing T7 entry.

When you post vouchers, the system generates these reports:

Report	Description
Posting Edit report	Use the Posting Edit report to determine whether the vouchers are posted. When no errors occur during posting, the report contains a message that no errors were found, and the system posts the batch.
General Ledger Post Payroll Vouchers report	Use the General Ledger Post Payroll Vouchers report to review posted vouchers. This report lists these document types: T7: Payroll voucher entries. AE: Offsetting credit entries to the accounts payable liability account that the system creates during posting.
Payroll Voucher Upload report	When you void and reissue a payment that originally included payroll vouchers, the system recreates those vouchers during final update. However, if the original vouchers were not deleted, the new vouchers are created with a zero dollar amount, and no records are created in the F0411 table and the F0911 table. When vouchers with zero dollar amounts are created, the Payroll Voucher Upload report (R07411Z1) generates a report that lists all of these vouchers. The system does not produce a report if there are no vouchers with a zero dollar amount.

Before you post payroll vouchers to the general ledger, for the home company of each employee for whom the system creates a voucher, verify that the business unit and object account to be used for the offset are set up in the JD Edwards EnterpriseOne Accounts Payable system.

See Setting Up AAIs for Accounts Payable.

Forms Used to Work with Vouchers

Form Name	FormID	Navigation	Usage
Work With Vouchers by Payee	W07497A	Payroll Workbench (G07BUSP11), Review A/P Voucher by - Payee On the Work With Payee Vouchers form, select a record and click Select.	Review pro forma vouchers by payee.
Work With Voucher Detail by Payee	W07497E	On the Work With Vouchers by Payee form, select a record and click Select.	Review detailed information about a specific voucher.
Work With Journal Line Entries	W07497C	On the Work With Voucher Detail by Payee form, select a record and then select Journal Entries from the Row menu.	View the journal entries that are associated with a voucher.
Work With Vouchers by Employee	W07499A	Payroll Workbench (G07BUSP11), Review A/P Voucher by - Employee	Review pro forma vouchers by employee.

Reviewing Pro Forma Vouchers by Payee

Access the Work With Vouchers by Payee form.

Provider Trustee

Enter the address book number for the supplier who receives the final payment.

In Benefits administration, this is the address book number of the company that issues the plan and receives premium payments for it.

For wage attachments, the payee is the address book number of the agency, company, individual, or court that is to receive the payment of the check.

Type Code

Enter the code which specifies whether the Payroll accounts payable transaction is a DBA or a payroll tax. Values are:

D: DBA.

T: Payroll Tax.

Reviewing Pro Forma Vouchers by Employee

Access the Work With Vouchers by Employee form.

Transferring Voucher Information to the Accounts Payable System

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

Setting Processing Options for the BatchVoucher Processor Report Program (R04110ZA)

Before you set the processing options, review voucher information and make any necessary corrections.

See Reviewing Pro Forma Vouchers by Payee.

See Reviewing Pro Forma Vouchers by Employee.

Select

Enter the values you would like to use for data selection.

1. EDI - User ID (Electronic Data Interchange - user identification)	Specify a valid user ID. Use this processing option to narrow data selection to a single EDI user. If you leave the processing blank, the system selects all user IDs.
2. EDI - Batch Number	Specify the batch number. If you leave this processing option blank, the system selects all batches. Use this processing option to set data selection for the EDI - Batch Number. Use only existing batch numbers for this data selection.
3. EDI - Transaction Number	Specify the transaction number. Use this processing option to select data by EDI transaction number. If you leave this processing option blank, the system will select all EDI transaction numbers.
4. EDI - Transmission Date	Specify the transmission date. Use this processing option to select records by EDI transmission date. If you leave this processing option blank, the system will select records for all EDI transmission dates.

Process

1. Enter a '1' to process the batch information in Final mode.

Specify whether the system runs the program in proof or final mode. In proof mode, the system generates a report, but does not update any tables. In final mode, the system generates a report, creates error messages for any errors in the vouchers, and updates the F0411 table and the F0911 table based on the information that you provide. If you leave this option blank, the batch processing will be performed in Proof mode and no file updates will occur. Values are:

1: Final Mode.

Blank: Proof mode.

2. Enter a '1' to allow A/P voucher processing if G/L records in F0911Z1 are out of balance. (A/P amounts are not equal to G/L amounts).

Specify whether the system updates the F0411 table and the F0911 table when the sum of the amounts to be distributed for the voucher does not equal the sum of the amounts to be distributed for the corresponding journal entry. The system considers tax amounts when determining the amounts to distribute for both the voucher and journal entry. Values are:

1: Process vouchers that are out of balance. You should select this option only when you convert voucher records separately from their corresponding journal entries, such as when you upload legacy information from another system.

Blank: Do not process vouchers that are out of balance. If you leave this option blank, the transaction will not be processed if the amounts are out of balance.

Warning! When you process vouchers that are out-of-balance, you might cause unpredictable results in other applications.

3. Enter a '1' to automatically purge processed transactions from the batch file.

Specify whether to automatically purge successfully processed voucher records from the F0411Z1 table and the F0911Z1 table. If you set the processing option to purge automatically, you will have to run a separate purge program. If you leave this option blank, transactions will be flagged as processed and will remain in the file. Values are:

1: Purge.

Blank: Do not purge.

Messages

1. Enter a '1' to suppress the creation of warning Workflow messages.

Specify whether the system sends any warning messages that occur during processing to the employee work center. The system sends all error messages to the employee work center, regardless of how you set this processing option. Warning messages do not prohibit vouchers from processing successfully. If you leave this option blank, warning messages will be created in Workflow. Values are:

1: Do not send.

Blank: Send.

Note. The system sends error messages to the employee work center only when the report is processed in final mode.

2. Enter the user to receive the Workflow messages.

Specify which user receives workflow warning messages. If you leave this option blank, the user that entered the transaction will receive the Workflow messages.

Defaults

1. Enter a '1' to bypass the defaulting of tax area and tax explanation code.

Specify whether the system updates the tax explanation code and tax rate/area information on successfully processed supplier ledger records with the values specified in the F0101 table and the F0006 table. If the Tax Rate/Area field is completed in both tables, the system uses the value from the F0401 table. If you leave this option blank, the system using default values for tax fields from Address Book and the Business Unit Master tables. Values are:

Blank: Update.

1: Do not update.

Versions

1. Enter the number of the Master Business Function Processing Option Version to be used for Voucher Processing.	Specify the version of the Voucher Entry MBF Processing Options program (P0400047) that you want the system to use to process the voucher transaction to the F0411 table. If you leave this processing option blank, the system uses version ZJDE0001.
2. Enter the number of the Master Business Function Processing Option Version to be used for Journal Entry Processing.	Specify the version of the Journal Entry MBF Processing Options program (P0900049) to process the voucher transaction to the F0911 table. If you leave this processing option blank, the system uses version ZJDE0001.

Batch Approval

1. Enter a '1' if you would like to have the batch status on all batches created through the Voucher Batch Processor to be set to 'Approved' (regardless of the general accounting constants).

Specify the status to assign to successfully processed voucher batches. If you leave this processing option blank, the batch status will be set according to the general accounting constants. Values are:

1: Assign a status of approved (A) to successfully processed voucher batches.

Blank: Assign the value according to the Manager Approval of Input option specified on the Accounts Payable Constants form.

Auto Post

1. Enter a version of the Post Program (R09801), that you wish to run if you would like your entries automatically posted to the account balances table (F0902) after creation.

Specify whether the system automatically posts successfully processed voucher transactions to the F0902 table. You must specify the version of the post program that you want the system to use. If you leave this option blank, the system does not post transactions.

Posting Payroll Vouchers to the General Ledger

Select Payroll Workbench (G07BUSP11), Post Payroll Vouchers to G/L.