9 Processing Progress Payments

This chapter contains the following topics:

Section 9.1, "Understanding Progress Payments"
Section 9.2, "Creating Subcontract Vouchers"
Section 9.3, "Processing Retainage"

9.1 Understanding Progress Payments

You make progress payments to the subcontractors as they make progress against their contracts. You draw progress payments from the funds that are committed to their contracts.

To make a progress payment, you must first enter a voucher into the JD Edwards EnterpriseOne Subcontract Management system. Vouchers contain the details of a payment and enable you to create a payment that is drawn against the commitments for a contract. After you enter a voucher, you can review and post it. You can then work with the voucher to change the method that the system uses to process payments. You can also correct a voucher that was entered incorrectly.

Note:

The terms voucher and progress payment have the same meaning in the JD Edwards EnterpriseOne Subcontract Management system and the JD Edwards EnterpriseOne Procurement system.

In addition, you make progress payments to release some or all of the retainage against a contract. Retainage is a percentage of the committed amount that is held until a specified date after the completion of the contract.

When you are ready to make payments, you can process progress payments.

You can also set threshold amounts for progress payments. The currency that you specify in the Supplier Master (P0401) is used as the default currency for the threshold amount. During progress payments, the system checks to determine whether a voucher exceeds the threshold specified in the Subcontractor Threshold program (P4355). If the threshold amount has been exceeded, the system places the voucher on hold. The voucher is then on a pay status code hold. You can set vouchers on pay status holds for threshold by setting the processing options for the Process Tab-Threshold pay status code on the Voucher Match, or Progress Payment, program (P4314).

For a progress payment and retainage release, you enter a cumulative percent or amount of the total. Thus, you do not have to precalculate the pay amount when you have only the percent complete available.

You enter progress payments for quantities that exceed the original contract estimates if this is a permissible business practice. This functionality eliminates the requirement to enter change orders, thus increasing process efficiency.

9.1.1 Progress Payments and Subcontract Vouchers

To make progress payments, you must first create a voucher in the JD Edwards EnterpriseOne Subcontract Management system. Vouchers contain the details of a payment and enable you to create a payment that is drawn against the commitments for a contract. You use vouchers to determine the amount and type of payment that you are processing.

Before you can pay a subcontractor, you must create a voucher that:

Indicates that the terms of a transaction are met.
Specifies the amount to pay the subcontractor.
Notifies JD Edwards EnterpriseOne Accounts Payable to cut a check.

You can also create vouchers:

To withhold a portion of the gross payment as retainage.

Retainage is a percentage of a committed amount that is held until after the order is complete. For example, if you create a voucher for 100.00 with retainage of 10 percent, the actual payment is 90.00, with 10.00 held as retainage. You release retainage by entering a payment voucher for the amount to release.

See Processing Retainage.
To make progress payments on a contract.
For units if you are paying against a unit based order.

In a unit-based order, you create payments based on the number of units completed. You should enter either the number of units for which you are paying or the gross payment. The system then calculates the other value based on the price per unit.

Progress Payments is a version of the Voucher Match program (P4314). It includes specific information for the JD Edwards EnterpriseOne Subcontract Management system. The system provides a Work With Contracts form on which you can further specify which contracts you want to match. You can select whether to match contracts, receipts, retainage, or all three. You can also access the Subcontract Ledger Inquiry program (P0411) or the Subcontract Order Entry program (P4310). The processing options for P4314 include a Progress Payments tab on which you can specify how the system processes payments.

From the Work With Contracts form, you can:

Select contracts to pay.
Select receipts to pay.
Select retainage to release.
Specify threshold tolerance.
Review subcontract orders.
Review the subcontract ledger.
Pay using cumulative percentages or amounts.
Access log functionality.

Note:

Set the Option Default processing option on the Progress Payments tab of P4314 to 1 to have the system match the quantity and amount when performing voucher match.

9.1.2 American Institute of Architects (AIA) Application for Payment

The AIA Application for Payment is similar to the American Institute of Architects (AIA) Document G702, titled Application and Certificate for Payment. It is a report that lists base contract and change order commitment amounts in addition to previous amounts that were billed and retained.

Additionally, you can print and send the Waiver of Lien form when you send a subcontractor the AIA Application for Payment. The Waiver of Lien states that the subcontractor has been paid and that no outstanding liens are associated with the work on the contract.

See R44440 - AIA Application for Payment.

9.1.3 Prerequisites

Before you complete the tasks in this section:

Set up A/P payment processing.

See "Entering Supplier Master Records" in the JD Edwards EnterpriseOne Applications Accounts Payable Implementation Guide, "Writing Payments" in the JD Edwards EnterpriseOne Applications Accounts Payable Implementation Guide, "Setting Up a Print Sequence for Payments" in the JD Edwards EnterpriseOne Applications Accounts Payable Implementation Guide.
If the business process warrants matching individual lines, ensure that you have set the Option Default processing option on the Progress Payment tab of P4314 to blank.

This ensures that you have the Option field available to you on the Work With Contracts form, where you can specify whether to bypass detail lines during the progress payment process.
Ensure that you have the Interface Option processing option on the Progress Payments tab of P4314 set to activate progress payments.

9.2 Creating Subcontract Vouchers

This section provides overviews of subcontract vouchers, voucher matching, and invoices received in an alternate currency, lists prerequisites, and discusses how to:

Set processing options for Voucher Match (P4314).
Set processing options for A/P Standard Voucher Entry (P0411).
Set processing options for Freight Distribution (P43147).
Select records to match to a voucher.
Select order detail lines to match to a voucher.
Select order detail lines for freight vouchering.

9.2.1 Understanding Subcontract Vouchers

You must create a voucher before you can pay a supplier or a subcontractor. You create vouchers in the JD Edwards EnterpriseOne Accounts Payable A/P Standard Voucher Entry program (P0411).

You create a voucher from the order detail line to make progress payments on a contract, or to release retainage.

You can create a voucher for an amount if you are paying against a lump-sum contract. A lump-sum contract is a contract in which you specify progress payments as amounts. If you have multicurrency activated, you can enter a voucher for the designated currency type. You can include retainage in lump-sum contract vouchers.

You can also create a voucher for units if you are paying against a unit-based order. In a unit-based order, you specify progress payments based on the number of units completed. You should enter either the number of units for which you are paying, or the gross payment. The system then calculates the remaining value based on the price per unit.

For example, if you enter a voucher for 1,000 square feet of drywall at a cost of 0.25 per square foot, the system calculates the gross payment as 250.00. Conversely, if you enter a voucher for 250.00 with a unit price of 0.25, the system calculates the number of units as 1,000.

If you have multicurrency activated, the system calculates the total values based on the currency that you select. For example, if you enter a voucher for 1000 units at 0.25 per unit, the system calculates the total payment in the currency that you specify.

You might need to make a correction to a voucher. To make the change, you must create a new voucher that reflects the adjustment to the previous voucher.

9.2.1.1 Supplier Classification Codes

Classification codes capture information about a supplier in the supplier's address book record in the JD Edwards EnterpriseOne Address Book system. At the time a voucher is created, the classification code fields are populated from the supplier's address book record in order to report vendor information at the time of payment.

The classification codes are display-only on the Voucher Match form (W4314A). The classification code field values are not written to the Purchase Order Receiver table (F43121).

For U.S. federal government contracting, vendor information must be reported at the time of payment. The vendor classification information is passed to the accounts payable ledger record where the values are stored in the Accounts Payable Ledger table (F0411).

See "Entering Additional Order Header Information" in the JD Edwards EnterpriseOne Applications Procurement Management Implementation Guide.

9.2.1.2 Subcontract Retention

Subcontract retention is a percentage of a committed amount that is held until a specified date after the order is complete. Retention processing applies to on-going projects and applies only to services lines. Retention is not applicable to inventory-based purchase order lines where the full cost of the product is due upon receipt of the product.

Note:

In some industries, subcontract retention may be called retainage. Thus, the terms retainage and retention may be used interchangeably.

See Processing Retainage.

9.2.1.3 Expense at Voucher Match

In a commercial, cost-reimbursable, project-related environment, the assumption is that an expense is included on the next invoice to the client as soon as an expense is posted to the project. This expense must also be paid to the vendor in a timely fashion. Because payments depend on the vendor invoice, not the receipt of the goods, the expense cannot be billed until the vendor invoice is received. When receipts are created, the amounts should not be posted to the expense account but must be postponed and then expensed at voucher match.

To postpone expensing until the time of voucher match, you select Expense At Voucher on the Line Type Constants Revisions form (W40205B) in the Line Type Constants program (P40205). You set this option for inventory interfaces A and B only. When this option is set, journal entries will not be created for the received goods or service during the purchase order receipts process. Only voucher match posts the amounts to the expense accounts on the purchase order.

If Expense At Voucher is selected in Line Type Constants (P40205), then you must also select A/P Interface. The A/P Interface is a code that indicates that the system reflects the monetary or unit value of any activity containing this order type in Accounts Payable.

You may also select Voucher Match Variance Account on the Line Type Constants Revisions form to indicate the account to which the system books a variance. This field is used in conjunction with an inventory interface of A or B only.

When you perform two- or three-way match, you use purchase order receipts to perform a physical receipt of the service line or item on the order. The PO Receipts program does not update the expense or received not vouchered (RNV) accounts.

The Expense At Voucher option is not related to the Procurement Receipt Required option. If Expense At Voucher is selected and Procurement Receipt Required is cleared on the Line Type Constants Revisions form, then you may or may not create a receipt. If the receipt process is performed, then expensing is postponed until voucher match. Thus, receipts do not create any journal entries. If the receipt process is not performed, then the standard two-way voucher match occurs.

After you receive the invoice from the supplier, you perform voucher match, which updates the expense and AP Trade accounts. The system does not create an RNV entry (AAI 4320) for this line during voucher match. The system performs commitment relief as well as the following calculations:

(Expense) = (Debit Receipt Amount)

(Variance (or Expense)) = (Debit Variance Amount)

(AP Trade) = (Voucher Amount)

When you are performing voucher match on a purchase order line, the receipt amount is booked to the expense account. Based on the Voucher Match Variance Account setting in Line Type Constants, the variance (if any) is booked either to the expense accounts on the purchase order or to the variance accounts (AAIs 4330 and 4340). The AP Trade account is credited with the voucher amount.

When landed cost is enabled during the purchase order receipt process, landed cost writes general ledger records. The use of service units for A/P matching does not change the landed cost functionality.

Note:

Landed costs are not affected if Expense At Voucher is selected; thus, the accounts for AAIs 4385 and 4390 are created during the receipt process.

Note:

If Receipt Routing is selected and the order is set up to go into route, the system issues a hard error.

See Order Line Types.

9.2.1.4 Service Units for A/P Matching

You can enter service unit information for services contract order lines during the voucher match process. Service units are informational only, so the system does not perform any validation against the values.

Service units must be activated by selecting the Procurement Allow Service Units option on the Line Type Constants Revisions form. The system validates that the Procurement Allow Service Units check box is selected for noninventory interface A and B only.

Set the Display Service Units processing option on the Display tab of the P4314 processing options.

If the processing option is set, the Service Quantity and Service UoM fields appear on the Voucher Match Header (W4314A), Receipt to Match (W4314B), Orders to Match (W4314C), and Voucher Match Reversal (W4314H) forms. Although both the Service Quantity and Original Quantity fields appear on the voucher match forms, you cannot use both fields for a line.

If the Display Service Units processing option on the Display tab of the P4314 program is selected, then the Service Quantity and Service UoM fields appear on the PO Multiple A/c Distribution form (W43146A) both in the header and grid.

See Setting Processing Options for Voucher Match (P4314).

See Selecting Records to Match to a Voucher.

See Order Line Types.

See "Understanding Order Detail Information Entry, Multiple Account Distribution" in the JD Edwards EnterpriseOne Applications Procurement Management Implementation Guide.

9.2.1.5 Freight Vouchering

Typically, freight charges are spread only to inventory line items because calculation of freight is based on item characteristics such as weight or volume. However, freight charges can also be charged to nonstock items and service lines. You spread invoiced transportation freight charges from the supplier to the appropriate services lines so that each nonstock line absorbs a proportion of the overall transportation cost that is associated with the service.

When vouchering during two-way or three-way voucher match, you apply the freight charges proportionately to those lines to which freight applies. You distribute freight charges from a supplier to different general ledger accounts for lines with an inventory interface of A and B only. You determine the amount to assign to the job of each line that you can distribute by percentage or amount. You use either the same job and account code as the base charge or the same job as the base charge with a different object account code from the base charge.

On the Voucher Match program (P4314), set the Freight Distribution (P43147) processing option on the Versions tab to call a version of the Freight Distribution program (P43147). Also set the processing options on the Freight Distribution tab.

Set the processing options for the version of P43147 called by P4314.

During voucher match, select 5 in the OP (match processing) field (from user-defined code (UDC) 43/VM) on the Voucher Match form to enable freight distribution on the line.

The Freight Distribution program is called dynamically when the line is exited for any changes made to the freight line. You can also select Distribute Freight on the Row menu to call the Freight Distribution program.

The Freight Distribution program enables you to distribute the freight charge that is created during voucher match and allocate the amounts to the jobs of existing lines on the voucher. The system displays existing voucher lines of inventory interface A and B.

A freight distribution line with inventory interface of A does not allow a quantity for the line. You must enter an amount and a valid account number. The supplier number for the voucher is used for the freight line.

On the Freight Distribution Revision form (W43147A), you select to distribute by percentage or amount. For a multiple account distribution line, the parent line (from the F4311 table) is not displayed but the multiple account lines (from the F4316 table) are displayed.

When you exit a detail line, the Distributed and Remaining field values are recalculated. The total amount must either equal zero or equal the amount on the line from voucher match.

The freight account, either the account on the line or the account determined by the financial AAI, appears in the grid. You cannot override this account on the form.

Note:

The system uses financial AAI PCFRTD for freight distribution.

If you return to the Voucher Match form and change the amount on the voucher line, then you must return to the Freight Distribution Revisions form to modify the amounts if distributing by amount. You can also return to the Freight Distribution Revisions form to make overrides.

If you return to the Voucher Match form and select additional lines for vouchering, the system assigns zero amounts to the lines. You must manually modify the amount or percentage for these lines using the Freight Distribution Revisions form.

The Freight Distribution workfile record (F43147) is deleted at the completion of the transaction. Purchase Order Detail File (F4311) records are not created for the freight line during voucher match. The system creates general ledger and accounts payable records.

Taxes are allowed for a freight line.

The following functionality is not supported when you are using freight distribution:

Service units for accounts payable matching.
Retainage.
Landed cost.

To perform a voucher match reversal for a line with 5 in the OP field, you must manually remove the record from the F0911 table. You cannot perform a reversal at shipment confirmation.

See AAI Tables for the Financial System.

See Selecting Order Detail Lines for Freight Vouchering.

9.2.2 Understanding Voucher Matching

To match a voucher, you must locate the subcontract record that corresponds to the progress payment that you want to make. The system creates a voucher interactively when you match the record to a payment.

You can match order detail lines to invoices to create vouchers. For example, if a subcontractor sends you an invoice for 100.00, you must locate and match the order detail lines that contain the corresponding 100.00 worth of services.

Note:

You can select multiple order detail lines to match on a single voucher.

You must purchase against account numbers to enter new detail lines during the voucher match process. You cannot add stock-based order detail lines during the voucher match process.

When you try to create a voucher against an order line for which a receipt is required, you receive an error message.

When you try to create a voucher against an order that has a payment hold, any of these results might occur:

You receive a soft warning, which indicates an outstanding log warning.

You can enter and process payments as usual.
The new payments automatically have a pay status of H, which indicates that the contract hold code automatically holds payments against an order.

You must manually change each voucher to approved pay status.
The system does not allow you to enter a payment voucher, which indicates that the vendor hold code for the supplier is set to not allow any payments.
You cannot enter payment vouchers until the hold is removed.

You can also enter a specific tax amount for each receipt record on the Voucher Match form. If you enter a tax amount, you must also enter the tax rate/area and an explanation for the tax.

To account for variances in the exchange rate, you can set up AAIs. If you enter a new exchange rate during the voucher match process, the system creates journal entries to account for the variance between costs incurred at the old exchange rate and costs incurred at the new exchange rate.

9.2.3 Understanding Invoices Received in an Alternate Currency

If you enter a subcontract order in a domestic or foreign currency and a subcontractor submits an invoice in an alternate currency, you cannot automatically match the domestic or foreign order to the invoice. Instead, you must manually convert the alternate currency invoice amount to the domestic or foreign currency and then enter the voucher with that (domestic or foreign currency) amount.

For example, if a French company enters an order in Canadian Dollars (CAD) and the supplier submits the invoice in Japanese Yen (JPY), you must manually convert the invoice amount to the domestic (EUR) or foreign (CAD) currency and then enter the voucher for that amount. Likewise, if a Canadian company enters an order in Japanese Yen and the supplier submits the invoice in U.S. Dollars (USD), you must manually convert the invoice amount to CAD or JPY and then enter the voucher for that amount.

For future transactions, consider changing the currency code on the supplier master record so that orders, vouchers, and payments for the subcontractor are processed using the alternate currency.

9.2.4 Prerequisites

Before you complete the tasks in this section:

Review all processing options for Standard Voucher Entry and Voucher Match.
Specify the voucher match version.
Set up financial AAI PCFRTD to support freight vouchering.

9.2.5 Forms Used to Create Subcontract Vouchers

Form Name	FormID	Navigation	Usage
Work With Contracts	W4314E	Subcontract Processing (G43D11), Progress Payments	Select the contract for which you want to create a voucher.
Voucher Match	W4314A	On the Work With Contracts form, select the record you want to match with a voucher and click Select.	Select records to match to a voucher. Select order detail lines to match to a voucher. You can also select more records if needed. Match a voucher to selected subcontract orders. View supplier classification codes on the Supplier Classification Codes tab.
Select Orders To Match	W4314C	On the Voucher Match form, select Orders To Match from the Form menu.	Select order detail lines to match to a voucher.
Supplier Ledger Inquiry	W0411G	On the Work With Contracts form, select a record and select Subcontract Ledger from the Form menu.	Review the subcontract ledger for a subcontract order.
Freight Distribution Revisions	W43147B	Select a row with 5 in the OP field and then select Distribute Freight from the Row menu on the Voucher Match form. Alternatively, select 5 in the OP (match processing) field and click off the row.	Select order detail lines for freight vouchering.

9.2.6 Setting Processing Options for Voucher Match (P4314)

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

9.2.6.1 Defaults

These processing options define the default information that the system uses during Voucher Match (P4314).

1. Inquiry Order Type and 2. Voucher Document Type

Specify the type of document.

This UDC (00/DT) indicates the origin of the transaction. Document type codes are reserved for vouchers, invoices, receipts, and time sheets, which create automatic offset entries during the post program. (These entries are not self-balancing when you originally enter them.) You must enter a value that has been set up in UDC 00/DT.

Oracle has defined these prefixes for document types, and Oracle recommends that you not change them:

P: Accounts Payable.

R: Accounts Receivable.

T: Payroll.

I: Inventory.

O: Purchase Order.

J: General Accounting/Joint Interest Billing.

S: Sales Order Processing.

9.2.6.2 Display

These processing options control whether the system displays certain types of voucher match information, such as the approver number and reporting code.

1. Approver Number

Specify whether to display the approver number code. Values are:

Blank: Do not display

1: Display

2. Reporting Code

Specify whether to display the column for Reporting Code 007 in the detail area on Voucher Match. Values are:

Blank: Do not display.

1: Display.

3. Account Number

Specify how the system displays the account number. Values are:

Blank: The system displays the account number as one field.

1: The system displays the account number in three individual fields (Business Unit, Object Account, and Subsidiary).

4. Business Unit

Specify the text that describes the Business Unit field (alias MCU). This processing option affects only the header area on Voucher Match, not the detail area. Values are:

Blank: The field appears as Branch/Plant.

1: The field appears as Job.

2: The field appears as Project.

3: The field appears as Business Unit.

5. Display Retainage Indicator

Specify whether to display the Retainage Indicator column in the grid on the Voucher Match form. The Retainage Indicator field is a visual indication that the accounts payable clerk uses to verify whether retainage occurred on the invoice and whether it should be applied to the voucher. Values are:

Blank: Do not display.

1: Display.

6. Display Service Units

Specify whether to display the Service Quantity and Service UoM fields in the grid. This processing option is used in conjunction with line type constants. If the Procurement Allow Service Units option is selected on the line type constants, then service quantity and service UOM can be used.

The Quantity To Voucher and Service Quantity fields cannot be used together. Service quantity is a memo field and does not have any validation. Values are:

Blank: Do not display.

1: Display.

9.2.6.3 Process

These processing options control the values that the system uses for the following information and processes:

From and Thru status codes.
Outgoing next status code.
Entry of the quantity/amount.
Tolerance checking.
Storage of supplier analysis information.
Quantity of vouchers allowed per order.

1. From Status Code and 2. Thru Status Code

Specify the beginning status code (40/AT) in a range of next status codes.

The system uses the range when selecting orders to match.

Note:

This processing option does not apply when the system is selecting receipts to match.

3. Outgoing Receipt Next Status Code

Specify a code that represents the next status that the order moves to after a partial payment.

When a partial payment exists, the system updates the status in the F4311 table for a two-way match and updates the status in the Purchase Order Receiver File table (F43121) for a three-way match so that the statuses in those two tables match the status that you enter.

4. Cancel Status Code

Specify the next status that the order moves to after the system cancels a voucher.

When a voucher is canceled, the system updates the status in the F4311 table for a two-way match and updates the status in the F43121 table for a three-way match to ensure that the statuses match the status that you enter.

5. Quantity/Amount

Specify whether you want to manually enter the quantity information or whether the system automatically enters quantity information. Values are:

Blank: Automatically load the quantity/amount.

1: Manually enter the quantity/amount to a voucher.

6. Tolerance

Specify whether the system checks to determine whether a detail line's quantity and amount exceed the tolerance percentage. To check tolerance, you can access the Purchasing Tolerance Rules program (P4322). You can enter a valid pay status or any of these values:

Blank: The system does not check quantities and amounts to determine whether they exceed tolerance.

1: The system displays a warning.

2: The system displays an error message

7. Supplier Analysis

Specify whether the system to captures supplier analysis information. Values are:

Blank: Does not capture supplier analysis information.

1: Records information such as item numbers, dates, and quantities for every purchase order in the F43090 table.

To make supplier analysis most effective, enter 1 for this processing option and set the processing options for the Purchase Orders program (P4310) and the PO Receipts program (P4312) to capture the same information.

8. Orders Per Voucher

Specify whether to allow multiple orders per voucher. Values are:

Blank: Allow multiple orders per voucher.

1: Allow only one order.

9. Branch/Plant Retrieval

Specify which business unit or project number the system uses to generate the general ledger bank account and the A/P trade account. Values are:

Blank: Retrieves the business unit for each purchase order detail line.

1: Retrieves the business unit in the purchase order header record.

2: Retrieves the business unit from the JD Edwards EnterpriseOne Address Book system.

3: Retrieves the business unit from the header information in the Voucher Match program (P4314).

4: Retrieves the project number from the business unit for each purchase order detail line.

5: Retrieves the project number from the business unit in the purchase order header record.

6: Retrieves the project number from the business unit in the JD Edwards EnterpriseOne Address Book system.

7: Retrieves the project number from the business unit in the header information that is contained in the Voucher Match program (P4314).

Note:

The system uses the business unit that you specify for the voucher.

10. Direct Ship Integrity Cost Update

Specify whether to allow cost updates to the sales order when the order is a direct ship order. Values are:

Blank: Do not allow.

1: Allow.

11. Lot Cost Update

Specify whether to update an item's lot cost (method 06) when matching an order at a variance. Values are:

Blank: Do not update.

1: Update.

12. Threshold Warning

Specify whether the system displays a warning for voucher total gross amounts that exceed the threshold that has been set for the subcontractor/supplier.

The threshold is stored in the Subcontractor Threshold table (F4355). Values are:

Blank: Does not display.

1: Displays.

13. Threshold Pay Status Code

Specify the pay status code (00/PS) that the system assigns to lines on the voucher in which the total gross amount exceeds the threshold.

The threshold is defined for the subcontractor or supplier in the Subcontractor Threshold program (P4355).

14. Dual UOM Costing

Specify whether the system displays the secondary unit cost field in addition to the current unit cost field. The secondary unit cost field appears if this processing option is turned on. Values are:

Blank: Does not display the secondary unit cost field.

1: Displays the secondary unit cost field.

9.2.6.4 Summarization

These processing options control whether the system summarizes accounts payable (A/P) and general ledger information.

1. A/P

Specify whether to summarize A/P entries. Values are:

Blank: Do not summarize.

1: Summarize.

2. G/L

Specify whether to summarize general ledger entries. Values are:

Blank: Do not summarize.

1: Summarize.

9.2.6.5 New Order Line

These processing options control how new order detail lines are added to a purchase order when you are creating a voucher.

1. Order Line Entry

Specify whether to automatically create purchase order detail lines for lines that you add to a voucher. Values are:

Blank: You cannot add lines to a voucher.

1: Do not create.

2: Create.

2. Line Type

Specify how the system processes lines on a transaction.

The line type affects the JD Edwards EnterpriseOne systems with which the transaction interacts (General Accounting, Job Cost, Accounts Payable, Accounts Receivable, and Inventory Management). The line type also specifies the conditions for including a line on reports and in calculations. Some examples of values, which have been defined on the Line Type Constants Revisions form (P40205), are:

J: Job cost, subcontracts, or purchasing to the general ledger.

B: General ledger account and item number.

N: Nonstock item.

F: Freight.

T: Text information.

M: Miscellaneous charges and credits.

This processing option applies only if you enter 2 for the Order Line Entry processing option, which also is on the New Order Lines tab.

You can use only a line type that has an inventory interface of A, which validates the account number.

3. Last Status Code

Specify the beginning status, which is the first step in the order process.

You must use a UDC (40/AT) that has been set up on the Order Activity Rules form for the order type and the line type that you are using.

4. Next Status Code

Specify the next step in the order process.

You must use a UDC (40/AT) that has been set up on the Order Activity Rules form for the order type and the line type that you are using.

The override status is another allowed step in the process.

9.2.6.6 Retainage

These processing options control whether the system uses the retainage percentage or the retainage amount as a default value in the Voucher Match program (P4314), and also whether the system applies taxes to the retained or vouchered amount.

1. Default

Specify whether to automatically load the retainage percentage or amount from the order header. Values are:

Blank: Do not load.

1: Automatically load.

2. Taxes

Use this processing option only for tax types C and V to specify whether the system applies taxes to the retained amount during the voucher match process or when releasing retained amounts. Values are:

Blank: Applies taxes to the vouchered amount, including the retained amount.

1: Does not apply taxes to retained amounts.

9.2.6.7 Logs

These processing options control whether the system displays a warning message when outstanding logs exist and also indicate which pay status code the system should use for a voucher when outstanding logs exist.

1. Warning Message

Specify whether the system displays an outstanding log detail warning message and when it displays the message. Values are:

Blank: Do not display;

1 and 2: Displays.

2. Pay Status Code

Specify the pay status code (00/PS) that the system uses as a default value for the voucher when an outstanding log exists.

Typically, you use a pay status code that indicates that the pay item is on hold.

9.2.6.8 Currency

These processing options control which date the system uses as the effective date and also whether the exchange rate can be changed.

1. Effective Date

Specify which date to use as the effective date. Values are:

Blank: Use today's date as the effective date.

1: Use the general ledger date.

2: Use the invoice date.

2. Protect Rule

Specify whether you can change the exchange rate. Values are:

Blank: You can change the exchange rate.

1: You cannot change the exchange rate.

9.2.6.9 Flex Accounts

This processing option controls whether you are working with flexible accounting.

1. Flex Accounting

Specify whether to activate flexible accounting.

Activate flexible accounting if you are using the JD Edwards EnterpriseOne Advanced Cost Accounting system, or if you are working with flexible sales accounting. Values are:

Blank: Do not activate.

1: Activate.

9.2.6.10 Versions

These processing options enable you to enter the version for each application. If you leave any of these processing options blank, the system uses version ZJDE0001.

1. Order Entry (P4310)

Specify the version that the system uses when you are using the Order Entry program.