25 Posting Financial Transactions

This chapter contains the following topics:

25.1 Understanding the Financial Post Process

After you enter, review, and approve transactions, you must post them to update your systems with current transaction records and maintain system integrity. All financial transactions such as invoices, vouchers, and journal entries must be posted to the Account Balances table (F0902).

For fixed assets, all journal entries that are within the AAI range of accounts for item FX must be posted to the Asset Account Balances table (F1202) to update the JD Edwards EnterpriseOne Plant & Equipment Management system with current transaction records.

The post program performs these steps in sequential order:

25.1.1 1. Selects Data to Post

The post program:

  • Selects all approved batches in the Batch Control Records table (F0011) that match the criteria specified in the data selection.

  • Changes the batch status in the F0011 table to indicate that the selected batches are in use.

  • Selects the unposted transactions for the selected batches from the applicable transaction table.

25.1.2 2. Validates Information and Performs Error Processing

After selecting the batches and transactions to post, the post program verifies that:

  • The transaction data is valid.

  • 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 GL date is valid.

  • The intercompany setup is correct for intercompany settlements.

  • Each batch is in balance.

This validation is performed on jobs, batches, and transactions. If the program finds errors, it:

  • Sends workflow messages to the user who ran the post program. For example, you receive messages in the Employee Work Center for transactions that are in error and batches that do not balance.

  • Prints an Out of Balance Post Error Report (R09801E) if a batch for a ledger type that is required to balance does not balance.

  • If any transactions are in error, the post program prevents the batch from posting and skips to step 6 to place the entire batch in error.

25.1.3 3. Creates Automatic Entries

For batches that do not contain errors, the post program continues. The program creates and posts transactions for automatic entries. The type of automatic entry varies by system and batch type.

For example, if you use intercompany settlements, the post program creates automatic entries to the intercompany account for the appropriate companies. If you post AR or AP transactions, the system creates automatic entries for the AR and AP trade accounts.

The post updates the Line Extension Code field (EXTL) with a value of AE for F0911 records. This differentiates F0911 records that you enter through voucher or invoice entry from those records that are automatically created by the post, such as payments, automatic entries, and receipts.

25.1.4 4. Updates the Taxes Table

After creating automatic entries, the program updates the tax amount in the Taxes table (F0018), based on a processing option setting.

25.1.5 5. Updates Posted Codes and Posts to F0902 table

After creating automatic entries and updating the F0018 table, the program:

  • Updates the posted code to D for each transaction in the ledger tables of the respective system.

  • Posts transactions to the Account Balances table (F0902).

  • Updates the posted code to P for each transaction in the Account Ledger table (F0911).

  • Prints the General Ledger Post Report (R09801).

The program posts to the appropriate ledgers. For example, it posts domestic amounts to the AA (actual amount) ledger.

25.1.6 6. Updates the Batch Status

After posting all of the transactions for a batch, the program updates the status of the batch in the Batch Control Records table (F0011). The program updates each posted batch to D (posted) and each unposted batch to E (error).

25.1.7 7. Initiates Programs Defined in Processing Options

When the post is complete, the post program processes other program. Depending on processing option settings:

  • The Post G/L Entries to Fixed Assets program (R12800) updates asset information in the F1202 table.

  • The 52 Period Accounting Post program (R098011) updates the Account Balances - 52 Period Accounting table (F0902B).

  • The Detailed Currency Restatement program (R11411) uses AA ledger amounts to create restated entries for ledger type XA (alternate currency) and, if applicable, posts them to the F0911 table and updates the F0902 table.

  • The Create Cash Basis Entries program (R11C850) creates entries for ledger type AZ and, if applicable, posts them to the F0911 table and updates the F0902 table.

25.2 Understanding Tax Amounts

Regardless of how your tax rules are set up, you must specify whether and how the system updates the Taxes table (F0018) with tax amounts. You can control whether the system updates tax amounts by setting the Update Tax File processing option in these versions of the General Ledger Post program:

  • General Ledger Post - Voucher Post (Version ZJDE0002)

  • General Ledger Post - Manual Payments (Version ZJDE0004 or ZJDE0005)

  • General Ledger Post - Invoice Post (Version ZJDE0006)

  • General Ledger Post - Cash Receipt Post (Version ZJDE0007)

Set the Update Tax file processing option for any other post program in the base software that uses these versions.

A value of 1 in the processing option updates the F0018 table for VAT or Use Tax only. A value of 2 updates the F0018 table for all tax amounts. A value of 3 updates the F0018 table for all tax explanation codes.

If you do not set the processing options correctly, the system does not update the applicable tax information in the F0018 table.

Note:

When you enter transactions using the Journal Entries with VAT program (P09106), the system automatically updates the F0018 table. The system ignores the tax processing options that you set up for the post programs.

(GBR) In Great Britain, set up your tax rules so that the system does not calculate tax on the gross amount of a transaction. The system considers whether the transaction is eligible for a discount when it calculates tax for the transaction.

25.3 Prerequisites

Before you complete the tasks in this section, you must:

  • Verify that the batch has an approved status.

  • Set up tax rules to specify how the system should process taxes for discounted transactions.

25.4 Posting Financial Batches

This section provides overviews of methods for posting financial batches and general ledger post versions, and discusses how to:

  • Post financial batches.

  • Set processing options for General Ledger Post (R09801).

25.4.1 Understanding Methods for Posting Financial Batches

The way that you access the General Ledger Post program determines which of these methods is available for posting batches:

  • Post by version

  • Post by batch

  • Subsystem post

You can run the General Ledger Post program by navigating:

  • From a menu selection that describes the post program that you want to run, such as Post Receipts to G/L or Post Vouchers to G/L.

    This navigation enables you to post directly from a menu using the Work With Batch Versions - Available Versions form. For example, to post vouchers from the menu, select Post Vouchers to G/L from the Supplier & Voucher Entry menu (G0411) to access the Work With Batch Versions - Available Versions form.

  • From one of the versions of the Batches program (P0011), such as Invoice Journal Review or Voucher Journal Review.

    This navigation enables you to post without exiting the Work With Batches form. For example, to post vouchers from the review program, select Voucher Journal Review from the Supplier & Voucher Entry menu (G0411) to access the Work With Batches form.

Method Form Name, Navigation, and Usage
Post by Version To post by version, access one of these forms:
  • Work With Batch Versions - Available Versions.

    From the Work With Batch Versions - Available Versions form, select a version of the General Ledger Post program.

  • Work With Batches.

    From the Work With Batches form, select a batch and then select Post by Version from the Form menu. On the Work With Batch Versions - Available Versions form, select a version of the General Ledger Post program.

Advantages of this method:

  • The program posts all of the approved batches at one time unless you use data selection to specify a batch, specific batches, or a range of batches.

  • You can post by version locally or on a server.

Post by Batch To post by batch, access the Work With Batches form. Select one or more batches, and then select Post by Batch from the Row menu. The program selects the version to run that corresponds to the batch type and uses the data selection set up for the version.

Advantage of this method:

Data selection occurs automatically.

Disadvantage of this method:

You can post by batch on a server only.

Subsystem Post From the Work With Batches form, select one or more batches, and then select Subsystem G/L Post from the Row menu. The program sends the data selection to a subsystem table.

Advantage of this method:

Data selection occurs automatically, and system resources can be better utilized. For example, the system administrator might hold batches in the subsystem and run them at night when system resources are more readily available.


25.4.2 Setting Up UDC for Post Version by Batch Type (09/PV) (Release 9.1 Update)

Use the UDC for Post Version by Batch Type (09/PV) to have the system select the post version by batch type when submitting the post from the Work with Batches program. When you run the GL Post program (R09801) for each financial batch type, the system first selects the version of the GL Post by Batch type from the UDC (09/PV). If the batch type is not found in this UDC table, the system uses the version specified in the Batch Versions (P98305) for the GL Post. If an invalid version is selected, the system displays an error message.

Code Description
# Payroll Vouchers
0 Manufacturing
51 Pro-Forma Daily Timecard Jrnls
7 Actual Payroll Period Journals
AR Asset Revaluation
D Cost Allocations/Flex Budget
DB Draft Receipts
E Asset Transfer
G General Accounting
IB Invoices
K A/P Checks (Automatic)
M Manual & Void Checks w/Match
N Inventory
NC Frozen Cost Update
O PO/Contract Entries
RB Receipts & Adjustments
ST Inter Branch Sales Transfer

25.4.3 Understanding General Ledger Post Versions

Each version of the General Ledger Post program has data selection set for a specific batch type. Do not change the data selection for the batch type. Use the version of the post program that corresponds to the type of batch that you want to post.

Important:

The post program performs a number of complex tasks. It is strongly recommended that you observe these constraints:

Do not customize the programming.

Do not change accounts, automatic accounting instructions (AAIs) for the General Accounting system, intercompany settlements in the General Accounting constants, or processing options for the post program while it is running.

25.4.3.1 General Accounting System

This table lists the version of the post program and the corresponding batch type for the post programs in the JD Edwards EnterpriseOne General Accounting system:

Description of Transaction Version Batch Type
Journal entries ZJDE0001 G
Allocations ZJDE0010 D

25.4.3.2 Accounts Payable System

This table lists the version of the post program and the corresponding batch type for the post programs in the JD Edwards EnterpriseOne Accounts Payable system:

Description of Transaction Version Batch Type
Vouchers ZJDE0002 V
Automatic payments ZJDE0003 K
Manual payments with voucher match ZJDE0004 M
Manual payments without voucher match ZJDE0005 W

When you run the post program, the system accesses the Accounts Payable - Matching Document table (F0413) and retrieves the company value associated with the G/L bank account for each payment header record. Then the system uses the company value from the G/L bank account as the document company for all the rows of a payment in the ledger entries in the Account Ledger table (F0911). Even if you set up row security for the Company field (CO) in the F0911 table, the system runs the post program successfully.

The system also uses the company value from the G/L bank account to define inter-company settlements.

See "Understanding Row Security" in the JD Edwards EnterpriseOne Tools Security Administration Guide

25.4.3.3 Accounts Receivable System

This table lists the version of the post program and the corresponding batch type for the post programs in the JD Edwards EnterpriseOne Accounts Receivable system:

Description of Transaction Version Batch Type
Invoices ZJDE0006 IB
Receipts ZJDE0007 RB
Drafts ZJDE0020 DB

When you run the post program (R09801), the system accesses the Receipts Header table (F03B13) and retrieves the company value associated with the receipt header for each receipt or draft transaction. Then the system uses the company value from the receipt or draft header as the document company for all the rows of a receipt in the ledger entries in the F0911 table. Even if you set up row security for the Company field (CO) in the F0911 table, the system runs the post program successfully.

The system also uses the company value from the G/L bank account to define inter-company settlements.

See "Understanding Row Security" in the JD Edwards EnterpriseOne Tools Security Administration Guide

25.4.4 Posting Financial Batches

Access the General Ledger Post program.

25.4.5 Setting Processing Options for General Ledger Post (R09801)

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

25.4.5.1 Print

1. Account Format

Specify the account format that you want to print on the General Ledger Post report.

2. Print Error Messages

Specify whether to print error messages on the General Ledger Post report. If you leave this processing option blank, an error message is sent only to the work center when an error occurs. Values are:

Blank: Do not print error messages.

1: Print error messages.

25.4.5.2 Versions

1. Detail Currency Restatement Version

Specify the version of the Detailed Currency Restatement program (R11411) that you want to run to create entries. If you leave this field blank, the program does not run.

2. Fixed Asset Post Version

Specify the version of the Fixed Asset Post program (R12800) that you want the system to run to create fixed asset entries. If you leave this field blank, the Fixed Asset Post program (R12800) does not run.

3. 52 Period Post Version

Specify the version of the 52 Period Accounting Post program (R098011) to use to update the Account Balances (F0902) and the Account Balances - 52 Period Accounting (F0902B) tables. If you leave this processing option blank, the 52 Period Accounting Post program does not run.

4. Create Burdening Transactions Version (R52G11)

Specify the version of the Create Burdening Transactions program (R52G11) to use to update the Burdening Detail Ledger (F52G11] and the Burdening Summarized Ledger (F52G02) tables. If you leave this processing option blank, the Create Burdening Transactions program does not run and does not update the tables.

25.4.5.3 Edits

1. Update Transaction

Specify whether to update the Account ID, Company, Fiscal Year, Period Number, Century, and Fiscal Quarter fields on unposted records in the Account Ledger table (F0911). You might need to update these fields if you have records in the F0911 table that were created by a custom program and do not contain the correct values in these fields.

The system uses the value in the G/L Account Number field of the unposted record in the F0911 table to update the Account ID and Company fields.

The system calculates the correct values for the Fiscal Year, Period Number, and Century fields using the value in the G/L Date field and Company field of the unposted record in the F0911 table.

The system updates the Fiscal Quarter field to blank on the unposted record in the F0911 table.

25.4.5.4 Taxes

1. Update Tax File

Specify whether to update the Taxes table (F0018) when you post transactions with tax amounts. Values are:

Blank: The system does not update the F0018 table.

1: The system updates the F0018 table for these tax explanation codes only: V, VT, V+, U, and UT.

2: The system updates the F0018 table for all tax explanation codes except tax explanation code E (exempt).

3: The system updates the F0018 table for all tax explanation codes including tax explanation code E.

2. Update VAT Discounts

Specify whether to adjust the tax amount fields when discounts are taken and which fields to adjust. The system adjusts the tax amount fields only for transactions with tax explanation code V.

To use this processing option, you must first select these options for tax rules:

  • Tax on Gross Including Discount

  • Discount on Gross Including Tax

Values are:

Blank: The system does not adjust tax amounts for discounts taken.

1: The system updates only the Tax Amount field (STAM).

2: The system updates the Tax Amount (STAM), Taxable Amount (ATXA), and Extended Price (Gross) Amount (AEXP) fields.

The system uses these algorithms to calculate the adjustment amounts to the tax, taxable, and extended price (gross) amounts for discounts taken:

  • Adjustment to the gross amount (extended price) = discount taken.

  • Adjustment to the taxable amount = (taxable amount / gross amount) x discount taken.

  • Adjustment to the tax amount = (tax amount / gross amount) x discount taken.

For example:

Tax Rate = 25 percent

Discount Taken = 12.50 USD

Extended Price (Gross Amount) = 1,250.00 USD

Taxable Amount = 1,000.00 USD

Tax Amount = 250.00 USD

Based on the example, the system calculates these adjustment amounts using the adjustment algorithms:

  • Adjustment to the Gross Amount = 12.50.

  • Adjustment to the Taxable Amount = 10.00.

  • Adjustment to the Tax Amount = 2.50.

To calculate the adjustments, the system subtracts the adjusted amount from the original amount:

  • Adjusted Gross Amount: 1,250.00 − 12.50 = 1,237.50

  • Adjusted Taxable Amount: 1,000.00 − 10.00 = 990.00

  • Adjusted Tax Amount: 250.00 − 2.50 = 247.50

3. Update VAT Receipts and W/O

Specify whether to adjust the tax fields when a receipt has a write off and which fields to adjust. The system adjusts the tax amount fields only for transactions with tax explanation code V. Values are:

Blank: The system does not adjust tax amounts for write-offs.

1: The system updates only the Tax Amount field (STAM).

2: The system updates the Tax Amount (STAM), Taxable Amount (ATXA), and Extended Price (Gross) Amount (AEXP) fields.

The system uses these algorithms to calculate the adjustment amounts to the tax, taxable, and extended price (gross) amount fields for write-off amounts:

  • Adjustment to the gross amount (extended price) = write-off amount.

  • Adjustment to the taxable amount = (taxable amount / gross amount) x write-off amount.

  • Adjustment to the tax amount = (tax amount / gross amount) x write-off amount.

For example:

Tax Rate = 25 percent

Write-off Amount = 12.50 USD

Extended Price (Gross) Amount = 1,250.00 USD

Taxable Amount = 1,000.00 USD

Tax Amount = 250.00 USD

Based on the example, the system calculates these adjustment amounts using the adjustment algorithms:

  • Adjustment to the Gross Amount = 12.50

  • Adjustment to the Taxable Amount = 10.00

  • Adjustment to the Tax Amount = 2.50

To calculate the adjustments, the system subtracts the adjusted amount from the original amount:

  • Adjusted Gross Amount: 1,250.00 − 12.50 = 1,237.50

  • Adjusted Taxable Amount: 1,000.00 − 10.00 = 990.00

  • Adjusted Tax Amount: 250.00 − 2.50 = 247.50

25.4.5.5 Process

1. Explode parent item time

Specify whether the system explodes the time entries for a parent asset down to the children of the parent asset. This processing option applies only to batch type T entries. Values are:

Blank: Do not explode the time entries for a parent asset down to the children of the parent asset.

1: Explode the time entries for a parent asset down to the children of the parent asset.

The General Ledger Post Report program (R09801) creates time entries for the parent asset's children. The system uses the unit of time from the parent asset entries and the rates from the child asset to calculate the appropriate entries.

25.4.5.6 Cash Basis

These processing options specify the units ledger type to assign to cash basis entries, and the version of the Create Cash Basis Entries program (R11C850) to run. If a version is not specified, the system does not run the program.

1. Units Ledger Type

Specify the units ledger type for the system to use for cash basis entries. Enter a valid ledger type from the Ledger Type Master Setup program (P0025). If you leave this processing option blank, the system uses a default ledger type of ZU.

2. Create Cash Basis Entries Version

Specify which version of the Create Cash Basis Entries program (R11C850) to run. If you specify a version, the system runs the program after the post program finishes. If you leave this processing option blank, the system does not create cash basis entries.

25.5 Verifying the Results of the Post

After you post transactions, verify that the batches posted successfully. If a batch does not post, you must correct all errors and set the batch to approved status before the program will post the batch. The system generates a variety of messages and reports to verify the posting information.

This section discusses how to:

  • Review workflow messages.

  • Review the Post Detail Error report.

  • Review the General Ledger Post report.

25.5.1 Reviewing Workflow Messages

The General Ledger Post program (R09801) sends workflow messages when a program finishes normally as well as when errors occur. After you run the program, review your workflow messages to determine the status of a job.

If the post program did not finish normally, review the error messages. Typically, one message notifies you that a job had errors, followed by one or more detailed messages that describe the errors. After you review your error messages, access the batches to correct the errors.

25.5.2 Reviewing the Post Detail Error Report

When you set up ledgers, you specify whether a ledger is required to balance. If the General Ledger Post program finds an out-of-balance condition in a ledger type that is required to balance, the program generates the Post Detail Error report. If you determine that an out-of-balance journal entry is in error, correct the error and post the batch again.

In some cases, you might need to post an out-of-balance journal entry. For example:

  • A power failure occurred during entry or posting.

  • A valid, one-sided journal entry was entered to correct a conversion error that was made during setup.

25.5.3 Reviewing the General Ledger Post Report

To verify the transactions that were posted to the Account Balances (F0902) and Account Ledger (F0911) tables, review the General Ledger Post report (R09801).

The General Ledger Post report lists batches that posted successfully. If one or more batches contain errors, the program prints a message at the end of the report indicating that the program found errors. You should review your workflow messages in the Employee Work Center for messages that provide more detail. Then you can access the Work With Batches and Journal Entry forms, where you can correct errors.

A General Ledger Post report that contains only heading information indicates that the post program could not post any batches and has sent messages to your electronic mail.

If you use Fixed Assets, the program produces a separate General Ledger Post report.