8 Processing Inbound EDI Vouchers

This chapter contains the following topics:

8.1 Understanding EDI Voucher Processing

The JD Edwards EnterpriseOne Accounts Payable system can process inbound vouchers. Inbound vouchers follow the EDI standard for receiving invoice-summary transactions (EDI transmission 810).

To receive inbound vouchers, you run a program that converts and transfers the EDI information from the format that was sent from your trading partner in the inbound EDI tables to the format used by the Voucher Transactions - Batch Upload (F0411Z1) and Journal Entry Transactions - Batch File (F0911Z1) tables. After you successfully process inbound EDI vouchers, the transactions are ready for batch voucher processing.

8.1.1 Understanding the Mapping Requirements for Processing Inbound EDI Vouchers

To process vouchers received through EDI, you must understand the mapping requirements of the voucher at the time the transactions are received.

These EDI tables are used to receive EDI voucher transmissions:

  • EDI Invoice Header - Inbound (F47041)

  • EDI Invoice Detail - Inbound (F47042)

  • EDI Invoice Summary - Inbound (F47044)

You can receive multiple vouchers in a single EDI transmission, and each voucher can have multiple pay items. The system differentiates vouchers and their related pay items by using these key fields:

  • EDI Document Key Company (EDKCO)

  • EDI Document Number (EDOC)

  • EDI Document Type (EDCT)

To successfully process EDI vouchers, complete these fields in these tables:

  • EDI Invoice Header - Inbound (F47041)

    • EDI Document Key Company (SYEDKCO)

    • EDI Document Number (SYEDOC)

    • EDI Document Type (SYEDCT)

    • EDI Line Number (SYEDLN)

    • EDI Transaction Set Number (SYEDIST)

      Enter 810 for inbound voucher transactions.

    • EDI Send/Receive Indicator (SYEDER)

      Enter R for inbound EDI voucher transactions.

    • Company (SYCO)

    • Address Number (SYAN8)

    • G/L Date (SYDGJ)

  • EDI Invoice Detail - Inbound (F47042)

    • EDI Document Key Company (SZEDKCO)

    • EDI Document Number (SZEDOC)

    • EDI Document Type (SZEDCT)

    • EDI Line Number (SZEDLN)

    • EDI Transaction Set Number (SZEDIST)

      Enter 810 for inbound voucher transactions.

    • EDI Send/Receive Indicator (SZEDER)

      Enter R for inbound EDI voucher transactions.

    • Company (SZCO)

    • Account Number (SZANI)

      Enter the GL distribution account number, or leave this field blank for the system to assign the account number. You cannot enter more than one GL distribution account number for a voucher pay item.

    • Gross Amount (SZAG)

    • Enter the amount of the voucher pay item.

    • Open Amount (SZAAP)

      Enter the amount of the voucher pay item. The value of the open amount must equal the value of the gross amount. You cannot process partially paid vouchers.

  • EDI Invoice Summary - Inbound (F47044)

    • EDI Document Key Company (SWEDKCO)

    • EDI Document Number (SWEDOC)

    • EDI Document Type (SWEDCT)

    • EDI Line Number (SWEDLN)

    • EDI Transaction Set Number (SWEDIST)

      Enter 810 for inbound voucher transactions.

    • EDI Send/Receive Indicator (SWEDER)

      Enter R for inbound EDI voucher transactions.

    • Company (SWCO)

    • Address Number (SWAN8)

    • Gross Amount (SWAG)

      Enter the total amount of the voucher.

    • Open Amount (SWAAP

      Enter the total amount of the voucher. The value of the open amount must equal the value of the gross amount. You cannot process partially paid vouchers.

8.2 Transferring Inbound EDI Voucher Transactions

This section provides an overview of the Edit/Create Voucher program and discusses how to:

  • Run the Edit/Create Voucher program.

  • Set processing options for Edit/Create Voucher (R47041).

8.2.1 Understanding the Edit/Create Voucher Program

Run the Edit/Create Voucher program to transfer inbound EDI vouchers to the Voucher Transactions - Batch Upload and the Journal Entry Transactions - Batch File tables (F0411Z1 and F0911Z1) without matching the voucher to a purchase order.

You can run this program in proof or final mode.

In proof mode, the system produces the Inbound EDI Voucher Edit/Create report that you use to review transactions and correct errors before running the program in final mode.

(Release 9.1 Update) If you set up your system to use the alternate tax rate area assignment functionality, the system retrieves the alternate tax rate/area according to your setup. See "Setting Up Alternate Tax Rate/Area Assignment Functionality" in the JD Edwards EnterpriseOne Applications Tax Processing Implementation Guide.

In final mode, the system:

  • Copies the voucher information from the EDI interface tables into the F0411Z1 table.

  • Creates corresponding transactions in the F0911Z1 table.

  • Determines the GL distribution account number using a specific hierarchy.

  • Prints the Inbound EDI Voucher Edit/Create report. This report prints the gross and open amounts of each voucher. The system prints any errors that it detects on the report.

  • Updates the Processed (Y/N) field (EDSP) on the transactions in the inbound EDI interface tables.

When the system determines the GL distribution account number when you run the program in final mode, the system uses this hierarchy:

  1. If the EDI transmission provides an account number, the system uses this account number.

    If the EDI transmission does not provide an account number, the system searches for the supplier's default account number in the F0401 table and uses it.

  2. If you activate voucher logging in the processing options, the system searches the automatic accounting instructions (AAIs) for the item PP.

    The account number that is set up in this AAI item overrides the account number that is entered in the EDI transmission. If the AAI item PP is not set up, the system prints an error on the report.

  3. If you do not activate voucher logging, and the EDI transmission does not provide the account number, and a default expense account does not exist in the F0401 table, the system searches for the AAI item PP and uses the account number that is set up for this item.

    If the AAI item PP is not set up, the system prints an error on the report.

8.2.2 Running the Processing Options for Edit/Create Voucher Program

Select Invoice - Summary (G47261), Edit/Create Voucher.

8.2.3 Setting Processing Options for Edit/Create Voucher (R47041)

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

8.2.3.1 Processing

1. Processing Mode

Enter 1 to process in final mode. Leave this processing option blank to process in proof mode.

8.2.3.2 Default Option

1. Voucher G/L Date

Enter 1 to use the invoice date of the EDI transaction as the voucher date. Leave this processing option blank to use the system date.

2. Override Voucher G/L Date

Specify a GL date for the system to use for the voucher. If you enter a value in this processing option, the value entered overrides the Voucher G/L Date processing option.

3. Supplier Number

Enter 1 to use the tax ID from the EDI transmission as the identifying number for the supplier. Leave this processing option blank to use the value in the Reference field of the flat file as the identifying number.

8.2.3.3 Default Values

1. Payment Instrument Code

Enter a value from the Payment Instrument (00/PY) UDC table to specify the payment instrument code. If you leave this processing option blank, the system uses the default value Z.

2. G/L Bank Account Number

Specify the default value for the system to use when assigning the bank account number for disbursements or receipts. The system assigns this bank account number to every document in a batch. Enter the short account ID of the bank account number. If you leave this processing option blank, the system uses the PB or RB Automatic Accounting Instruction (AAI) for company 00000.

3. G/L Date

Specify the date that the system uses to assign the GL date for transactions.

4. Company Code

Enter the code that identifies a specific organization, fund, or other reporting entity.

8.2.3.4 Logging

1. Logging

Enter 1 to specify that the system performs logging as it processes invoices.

8.2.3.5 Auto Process

1. Automatically Run Batch Voucher Processor Version

Specify the version of the Batch Voucher Processor Report (R04110ZA) to run automatically. If you leave this processing option blank, the Batch Voucher Processor Report does not run.

8.3 Purging Processed Inbound EDI Vouchers

This section provides an overview of the Purge Inbound Vouchers program (R47041P) and discusses how to run the Purge Inbound Vouchers program.

8.3.1 Understanding the Purge Inbound Vouchers Report.

After you successfully process inbound EDI voucher transactions, you can remove them from the inbound EDI tables by running the purge program. The system retains processed EDI voucher transactions in the system 47 tables until you purge them.

When you purge inbound EDI voucher transactions, the system removes all processed records — that is, records that have a Y in the Processed (Y/N) field (EDSP) from these inbound EDI tables:

  • EDI Invoice Header - Inbound (F47041)

  • EDI Invoice Detail - Inbound (F47042)

  • EDI Invoice Summary - Inbound (F47044)

    Important:

    When you purge information, the system does not copy transactions to a purge table. Instead, the system deletes transactions from your system.

8.3.2 Running the Purge Inbound Vouchers Report

Select Invoice - Summary (G47261), Purge Inbound Vouchers.