Understanding Progress Payments
This chapter provides an overview of progress payments and discusses how to:
Create subcontract vouchers
Process retainage
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 contract.
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.
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 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 see 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 code holds for threshold by setting the processing options in the Process Tab-Threshold pay status code on the Voucher Match, or Progress Payment, program (P4314).
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 to 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 that you want to release.
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 would like to match. You can select whether you want 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 this tab you can specify how the system processes payments.
Note. Set the Option Default processing option on the Progress Payments tab of P4314 to 1 in order to have the system match the quantity and amount when performing voucher match.
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 there are no outstanding liens associated with the work on the contract.
Prerequisites
Before you complete the tasks in this section:
Set up A/P payment processing.
If the business process warrants matching individual lines, ensure that you have set the Option Default processing option on the Progress Payments 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.
Creating Subcontract Vouchers
This section provides overview of subcontract vouchers, voucher matching, and invoices received in an alternate currency, and discusses how to:
Set processing options for Voucher Match (P4314).
Set processing options for A/P Standard Voucher Entry (P0411).
Select records to match to a voucher.
Select order detail lines to match to a voucher.
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 turned on, 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 turned on, 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 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.
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.
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.
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.
Prerequisite
Before you complete the tasks in this section:
Review all processing options for Standard Voucher Entry and Voucher Match.
Set the voucher match version.
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 Work With Contracts, select the record you want to match with a voucher and click OK. |
You can also select more records if needed. Match a voucher to selected subcontract orders. |
|
Select Orders To Match |
W4314C |
On Voucher Match, select Orders To Match from the Form menu. |
Select order detail lines to match to a voucher. |
Setting Processing Options for the Voucher Match Program (P4314)
Processing options enable you to specify the default processing for programs and reports.
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. We have defined these prefixes for document types, and we recommend that you do 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. |
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 the column for Reporting Code 007 appears 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 account number is displayed as one field. 1: The account number is displayed 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. |
Process
These processing options control the values that the system uses for this 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 if 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: Do not check quantities and amounts to determine whether they exceed tolerance. 1: Display a warning 2: Display an error message |
|
7. Supplier Analysis |
Specify whether you want the system to capture 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 the system allows 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 that the system uses to generate the general ledger bank account and the A/P trade account. Values are: Blank: The system 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 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 that you want to allow cost updates to the sales order when the order is a direct ship order. Values are: Blank: Do not update 1: Update |
|
11. Lot Cost Update |
Specify that you want 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 Subcontractor Threshold table (F4355). Values are: Blank: Does not display 1: Display |
|
13. Threshold Pay Status Code |
Specify the pay status code (00/PS) that the system assigns to lines on the voucher whose total gross amount exceeds the threshold. The threshold is defined for the subcontractor or supplier in the Subcontractor Threshold program (P4355). |
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 |
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 you want the system 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 interfaces (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 a value of 2 in the Order Line Entry processing option, which also is on the New Order Lines tab. You can only use a line type that has an inventory interface of A, which validates the account number. |
|
3. Last Status Code |
Use this processing option to indicate 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. |
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. |
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: Display |
|
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. |
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 the system uses 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. |
Flex Accounts
This processing option controls whether you are working with flexible accounting.
|
1. Flex Accounting |
Specify whether flexible accounting is activated. 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 |
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 the ZJDE0001 version.
|
1. Order Entry (P4310) |
Specify the version that the system uses when you are using the Order Entry program. When you select a version, review the version's processing options to ensure that the version meets the needs. |
|
2. AP Master Business Function (P0400047) |
Specify the versions that the system uses when you process accounts payable transactions. You can only review versions for this program in the interactive versions list. When you select a version, review the version's processing options to ensure that the version meets the needs. |
|
3. GL Master Business Function (P0900049) |
Specify the version that the system uses when you are using the JD Edwards EnterpriseOne General Accounting system. You can only review versions for this program in the interactive versions list. When you select a version, review the version's processing options to ensure that the version meets the needs. |
|
4. Open Receipts Inquiry (P43214) |
Specify the version that the system uses when you are using the Open Receipts Inquiry program. When you select a version, review the version's processing options to ensure that the version meets the needs. |
|
5. Stand Alone Landed Cost (P43214) |
Specify the version that the system uses when you are using the Standalone Landed Cost program. When you select a version, review the version's processing options to ensure that the version meets the needs. |
|
6. Freight Audit History (P4981) |
Specify which version of the Voucher Match program (P4314) that the system uses for matching freight. |
|
7. Supplier Ledger Inquiry (P0411) |
Specify the version that the system uses when you are using the Supplier Ledger Inquiry program. |
|
8. Purchase Order Logs (P4305) |
Specify the version that the system uses when you use the Logs Entry program (P4305). determine the version to be used for logs application P4305 if UDC 40/VF is activated for ‘04’ |
Workflow
|
1. Notify Amount Changes and 2. Notify Quantity Changes |
Specify the option for notification. Values are: Blank: Do not send any notification emails. 1: Purchase order originator. 2: Project Manager. 3: Buyer. 4: Originator, Buyer and Project Manager. |
Progress Payment
Use these processing options to determine how the system processes progress payments in the JD Edwards EnterpriseOne Subcontract Management system.
|
1. Interface |
Specify that you want to activate the Progress Payment interface. Values are: Blank: Supplier/Subcontractor Ledger Inquiry 1: Progress Payment Note. If you are using Standard Voucher Match, this processing option should not be set. |
|
2. Match Type Default |
Specify the default for the match type. You must enter a value that has been set up in UDC 43B/VW. |
|
3. Option Default |
Specify the default progress payment option displayed in the detail area of the Progress Payments/Voucher Match form when you select lines to pay from the Work With Contracts form. Values are: Blank: Bypass payment of line 1: Match quantity and amount |
|
4. Extended Amount |
Specify whether extended amount is calculated if quantity is changed. Blank: Extended amount is not calculated. 1: Extended amount is calculated. |
|
5. Batch |
Specify whether to use the same batch number. Values are: Blank: Do not use 1: Use |
|
6. Activate Type of Payment and Current Payment Fields |
Specify whether the system activates the payment functionality type and shows the payment type fields, Type of Payment, Current Payment Domestic and Current Payment Foreign in the Supplier Self-Service applications. Values are: Blank: Do not activate 1: Activate |
|
7. Type of Payment Options |
Specify the type of payment option. This processing option is used only when the Type of Payment and Current Payment fields processing option is activated. Values are: Blank: Actual Amount 1: Cumulative Percentage 2: Cumulative Amount If a payment is already made, the payment amount is subtracted and the remainder is paid. For example, if you use option 1, and 100 out of 2000 USD is already paid, and you put 20 percent in progress payment, the program pays off 20 percent of 2000 USD which is 400 USD. Since 100 USD is already paid, it pays the remaining 300 USD. Option 2 is used similarly but an amount, not percentage, is specified. |
|
8. Prevent Payment of Paid Lines |
Specify whether to pay more than 100 percent on a paid line. This applies to non-stock lines only. Values are: Blank: Prevent payment 1: Allow payment |
Redistribution
Specify how the system processes logged recurring vouchers after redistribution.
|
1. Calculate Last Chance Variance for the voucher after it has been redistributed. |
Use this processing option specify whether the system records variance amounts in the general ledger for amount variances. The system records these variances by using DMAAI 4330. Values are: Blank: Does not record 1: Records |
Setting Processing Options for the A/P Standard Voucher Entry Program (P0411)
Processing options enable you to specify the default processing for programs and reports.
Display
These processing options specify how the system groups and displays data in the A/P Standard Voucher Entry program.
|
1. Recurring Vouchers |
Specify the default voucher type to display on the Supplier Ledger Inquiry form. Values are: Blank: Display all voucher types 1: Display only recurring vouchers When you enter 1, the program select the Recurring Vouchers check box. |
|
2. Summarized Vouchers |
Use this processing option so that vouchers appear with multiple pay items in a summarized, single pay item format. Values are: Blank: Shows all vouchers (no default criteria). 1: Shows only summarized vouchers. When you enter 1, the program places a check mark in the Summarize option on the Supplier Ledger Inquiry form. |
|
3. Display Domestic and Foreign |
Specify whether the system displays both domestic and foreign amount fields in the detail areas of the Enter Voucher-Payment Information and MultiCompany-Single Supplier forms for voucher entry. Values are: Blank: Do not display 1: Display: Domestic Gross Domestic Discount Available Domestic Taxable Domestic Tax Domestic Non-Taxable Foreign Gross Amount Foreign Discount Available Foreign Taxable Foreign Tax Foreign Non-Taxable |
Currency
These processing options enable you to display amounts in a currency other than the currency in which the amounts are stored on the system. Amounts displayed in a different currency are hypothetical only; they are not saved to the system when you exit the A/P Standard Voucher Entry program.
|
1. As If Currency |
Specify that you want to view domestic or foreign amounts in a currency other than the currency in which the amounts were originally entered. Specify the currency code in which to view the as if currency. For example, to view domestic or foreign U.S. Dollar (USD) amounts in the euro, specify EUR. If this processing option is left blank, the system does not display the As If Currency Code field in the header, nor does it display the As If Amount and As If Open Amount columns in the grid area. Note. As if currency amounts are stored in a temporary memory, and are not written to a table. |
|
2. As Of Date |
Specify an as of date for the As If Currency processing option. This system uses this date to retrieve the exchange rate from the F0015 table. If this processing option is left blank, the system uses the system date if you specify a currency code in the As If Currency processing option. Note. A valid exchange rate between the domestic or foreign currency and the as if currency must exist in the F0015 table, based on the as of date. |
Manual Payments
These processing options control the creation of manual payments. Use these processing options only on the version of the A/P Standard Voucher Entry program that you use for manual payments without voucher match.
|
1. Manual Payment Creation |
Specify whether to generate manual payments instead of automatic payments. This option applies only to manual payments without voucher match and is not available in multi-company and multi-voucher modes. Values are: Blank: No payment information appears. 1: Generate manual payments (without voucher match). Note. If you enter 1, click Add on Supplier Ledger Inquiry. Then complete the Enter Voucher - Payment Information form, and click OK. Complete the Payment Information form for manual payment processing. |
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2. Duplicate Payments |
Specify the type of message that appears when you attempt to generate or edit a duplicate payment number. Use this option only if you enter 1 for Manual Payment Creation. The message indicates that you have used that payment number previously. Values are: Blank: Error 1: Warning |
|
3. Automatic Payment Number Assignment |
Specify that the program to automatically assign payment numbers to manual payments based on the bank account's next number. Values are: Blank: Manually assign payment numbers (default). 1: Assigns payment numbers. |
Purchasing
This processing option specifies how the program processes vouchers that contain subcontract order information.
|
1. Voucher Delete |
Specify the type of message that appears when you attempt to delete vouchers that contain purchase order information. For example, indicate what the system does when you attempt to delete a voucher that contains a purchase order from the Supplier Ledger Inquiry form. Values are: Blank: Do not permit editing (default). 1: Warning. 2: Error. If a conflict exists between this processing option and the Voucher Message processing option for Voucher Entry MBF, the value set here overrides the value set in Voucher Message processing options. |
Voucher Match
These processing options enable you to process matched vouchers from the procurement system rather than standard vouchers.
|
1. Match Processing |
Specify that you want to change the default voucher type from standard vouchers to matched vouchers. If you choose to run the voucher match program, you can select either the three-way voucher match or the two-way voucher match. Values are: Blank: Run Standard Voucher Entry (P0411). 1: Run Voucher Match (P4314) in Procurement. Alternatively, on the Non-Stock PO Processing menu (G43B11), select one of these: Receive & Voucher POs. Match Voucher to Open Receipt. The Voucher Match Program (P4314) does not access the MBF processing options (P0400047). Therefore, the MBF processing option settings do not affect Voucher Match processing. You might want to reverse a voucher. For example, you reverse a voucher when you return the items for which you created the voucher. If the voucher has been posted, the system reverses the corresponding journal entries. If the voucher has not been posted, the system deletes the entries. Note. Do not delete a voucher in the JD Edwards EnterpriseOne Accounts Payable system if you created the voucher in the JD Edwards EnterpriseOne Procurement system. The voucher should be deleted in the JD Edwards EnterpriseOne Procurement system. |
|
2. Voucher Match Version |
Specify that you want to accept the default voucher match version, or enter a specific version number for the Voucher Match program (P4314) in the JD Edwards EnterpriseOne Procurement system. You must complete this processing option if you enter 1 in the Match processing option. If this processing option is left blank, the system uses ZJDE0001. |
Multi Company
This processing option enables you to process vouchers for multiple companies rather than standard vouchers.
|
1. Multi-Company Single Supplier |
Specify whether to process vouchers that represent expenses for multiple internal companies. These multi-company vouchers expenses are distributed to different general ledger and offset bank accounts, but to the same supplier. Values are: Blank: Enter a standard voucher. 1: Enter a multi-company single supplier voucher. Note. The manual payment function is not available for this type of voucher processing. Alternatively, access this processing option by choosing Multi-Company Single Supplier from the Other Voucher Entry Methods menu (G04111). |
Multi Vouchers
This processing option enables you to enter multiple vouchers rather than standard vouchers.
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1. Multiple Vouchers |
Specify that you want to enable you to quickly enter multiple vouchers for one or more suppliers. Unlike the standard voucher entry method, which is a two-step process, the multiple voucher entry methods are a single-step process. Values are: Blank: Enter a standard voucher. 1: Enter multiple vouchers with a single supplier. 2: Enter multiple vouchers with multiple suppliers. Note. You can use the multiple-voucher entry methods to add vouchers only. To change, delete, or void them, you must use the standard voucher entry method. Also, the manual payment function is not available for this type of voucher processing. For additional information, as well as other limitations to multiple voucher entry, consult the documentation or online help for Entering Multiple Vouchers. Alternatively, access this processing option by choosing either Multi Voucher - Single Supplier or Multi Voucher - Multi Supplier from the Other Voucher Entry Methods menu (G04111). |
Logging
This processing option enables you to enter logged vouchers rather than standard vouchers.
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1. Voucher Logging |
Specify whether to enter a voucher before you assign it a general ledger account. At a later time, you can redistribute the voucher to the correct general ledger accounts. You can specify a default general ledger account for preliminary distribution, as well as a suspense trade account for logged vouchers. To do this, use AAI PP (Preliminary Distribution for Voucher Logging) and PQ (Suspense A/P Trade Account for Voucher Logging). To use AAI PQ, select the Use Suspense Account option in the Company Names and Numbers program (P0010). From the Organization & Account menu (G09411), select Company Names and Numbers. Values are: Blank: Enter a standard voucher (default). 1: Enter a logged voucher. When you enter 1 in this processing option, the program adds a selected Logged option to the Supplier Ledger Inquiry form, and the program ignores the selections you make for Prepayments. Alternatively, from the Other Voucher Entry Methods menu (G04111), select Voucher Logging Entry. Note. This processing option functions in conjunction with the Voucher Logging processing option on the Logging tab of Voucher Entry MBF (P0400047). You must enter 1 in both Voucher Logging processing options in order for the system to process logged vouchers. If the Voucher Logging processing options for A/P Standard Voucher Entry and Voucher Entry MBF are set for logged vouchers, the system ignores the processing options on the Prepayments tab of A/P Standard Voucher Entry (P0411). |
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2. G/L Date |
Specify whether to use the system date as the default general ledger date for a logged voucher. Values are: Blank: Enter date manually. 1: Use the system date as the default general ledger date. Note. If you enter 1 in this processing option, you cannot override the date, since you have designated the system date. |
Prepayments
These processing options specify how the program processes prepayments. Use prepayments to pay for goods or services before you receive an invoice.
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1. G/L Offset Account |
Specify that you want to set up AAIs (item PCxxxx) to predefine classes of automatic offset accounts for accounts. For example, you can assign general ledger offsets as: Blank: Trade Accounts Payable 4110: Trade Accounts Payable RETN: Retainage Payable 4120: Retainage Payable OTHR: Other Accounts Payable 4230: Other Accounts Payable PREP: Prepayment A/P Trade Account 4111: Prepayment A/P Trade Account Enter the code for the general ledger offset account that the system uses to create prepayment pay items. You must enter a value to enable automatic creation of prepayment pay items. If you leave this processing option blank (default), the system uses the Standard Voucher Entry program. |
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2. G/L Distribution Account |
Specify the general ledger distribution account that the system uses for creating prepayment pay items. You can use one of these formats for account numbers: Structured account (business unit.object.subsidiary). 25-digit unstructured number. 8-digit short account ID number. Speed code. The first character of the account indicates the format of the account number. You define the account format in the General Accounting Constants program (P000909). Note. Use this processing option only if you enter a value in the General Ledger Offset Account processing option. |
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3. Pay Status Code |
Specify the default pay status code for prepayments. The pay status code is a UDC (00/PS) that indicates the current payment status of a voucher. Valid codes are: P: The voucher is paid in full. A: The voucher is approved for payment, but not yet paid. This applies to vouchers and automatic cash applications. H: The voucher is on hold pending approval. R: Retainage. %: Withholding applies to the voucher. ?: Other codes. All other codes indicate reasons that payment is being withheld. Note. The JD Edwards EnterpriseOne Accounts Payable system does not print payments for any codes other than the codes provided in this valid codes list. Note. Use this processing option only if you enter a value in the general ledger Offset Account processing option. |
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4. Number of Days |
Specify the number of days to add to the due date of the negative prepayment pay items. |
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5. Tax Area |
Specify that the program indicates the Prepayment Tax form for prepayments. You use the Prepayment Tax form to assign tax codes to negative pay items that are different from the tax codes for the corresponding positive pay items. This is necessary, for example, when tax laws treat positive pay items and negative pay items differently. Otherwise, the system automatically generates a negative pay item for each positive pay item, assigning each negative pay item the same tax area code and tax explanation code as its corresponding positive pay item. If you specify a tax area code and tax explanation code on the Prepayment Tax form, the new codes appear on all negative pay items, overriding the original tax area codes and tax explanation codes on the positive pay items. For example, if there are several positive pay items, each of which specify a different tax area code and tax explanation code, but you specify a particular tax area code and tax explanation code on the Prepayment Tax form, the system assigns the tax area code and tax explanation code you specify on the Prepayment Tax form to all negative pay items. Values are: Blank: Do not display 1: Display Note. Use this processing option only if you enter a value in the general ledger Offset Account processing option. |
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6. Prepayment Tax Area Code |
Specify a default code that identifies a tax or geographic area that has common tax rates and tax distribution. The system uses this code to properly calculate the tax amount. The tax rate/area must be defined to include the tax authorities (for example, state, county, city, rapid transit district, or province), and their rates. To be valid, a code must be set up in the Tax Rate/Area table (F4008). Typically, U.S. sales and use taxes require multiple tax authorities per tax rate/area, whereas VAT requires only one tax. Note. Use this processing option only if you enter 1 in the Tax Area processing option. |
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7. Prepayment Tax Explanation Code |
Specify a default tax explanation code for transactions with a certain supplier. This tax explanation code is a UDC (00/EX) that controls how a tax is assessed and distributed to the general ledger revenue and expense accounts. Note. Use this processing option only if you enter 1 in the Tax Area processing option. |
Versions
These processing options specify whether to override the default Master Business Function version.
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1. Voucher Master Business Function Version |
Specify a version number to override Standard Voucher Entry processing (version ZJDE0001 for application P0400047). If this processing option is left blank, the system uses ZJDE0001. |
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2. Journal Entry Master Business Function |
Specify a version number to override Journal Entry processing (version ZJDE0001 for application P0900049). If this processing option is left blank, the system uses ZJDE0001. |
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3. Pay When Paid Manual Link Version |
Specify a version number for the Pay When Paid Manual Link application (version ZJDE0001 for application P03B470). If this processing option is left blank, the system uses ZJDE0001. |
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4. Netting (P03B455) Version |
Specify the version of Netting (P03B455) to use. If this processing option is left blank, the system uses ZJDE0002. |
Note. Only persons responsible for system-wide setup should change this version number.
Process
These processing options restrict changes to vouchers when you use Subcontractor Ledger Inquiry.
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1. Voucher Entry Mode |
Specify whether the system enables changes to vouchers after you select them from the Supplier Ledger Inquiry form. Values are: Blank: Allow changes 1: Do not allow changes The system restricts you to inquiries of existing vouchers that you select from the Supplier Ledger Inquiry form. |
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2. Supplier Self Service Mode |
Specify the activation of the Supplier Self-Service function for use in Java/HTML. The Self-Service function enables suppliers to view their own vouchers and payments. Values are: Blank: Do not activate 1: Activate |
Edits
This processing option defines whether the Fixed Asset ID is required when entering a voucher.
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1. Fixed Asset ID |
Specify whether to require an Asset ID if an account is in the AAI asset account range. Values are: Blank: Do not require 1: Require |
Pay When Paid
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1. Pay When Paid Voucher |
Specify whether to enter a Pay When Paid Voucher. Values are: Blank: Enter a standard voucher (default). 1: Enter a Pay When Paid Voucher. When you enter 1 in this processing option, the program flags the voucher as a Pay When Paid Voucher. Note. This processing option functions in conjunction with the Pay When Paid Pay Status Code processing option on the Defaults tab of Voucher Entry MBF (P0400047). You must enter the pay status to be associated with Pay When Paid Vouchers. |
Choosing Records to Match to a Voucher
Access the Voucher Match form.
To select records to match to a voucher:
On Voucher Match, complete the Invoice Num, Invoice Date, and G/L Date fields to enter record information.
You can have the system enter the gross amount and tax for you based on the detail lines or receipt records you choose.
Complete the OP field.
For subcontract progress payments, if you have set the Option Default processing option on the Progress Payments tab, the system defaults this field to a value of 1, match quantity and amount.
Complete the optional fields for receipt records to reflect the invoice, as necessary.
Click OK.
To review the resulting voucher, on Subcontractor Ledger Inquiry, click Find, select the voucher, and click Select.
Choosing Order Detail Lines to Match to a Voucher
Access the Voucher Match form.
To select order detail lines to match to a voucher:
On Voucher Match, to enter record information, complete the Supplier, Cost Center, Invoice Num, Invoice Date, G/L Date, and Co. fields.
You can have the system enter the gross amount and tax for you based on the detail lines you select if you match to the invoice.
Select Orders To Match from the Form menu.
On Select Orders To Match, locate and select order detail lines and click OK.
The system returns the lines that you selected to the Voucher Match form.
On Voucher Match, complete the O P field.
The option that you enter determines whether the system leaves the balance of the line open (option 1), closes the balance (option 7), or cancels the line entirely (option 9).
Complete the optional fields for order detail lines, as necessary, to reflect the invoice.
Click OK.
To review the resulting voucher, on Subcontractor Ledger Inquiry, click Find, select the voucher, and then click Select.
Processing Retainage
This section provides an overview of retainage and discusses how to:
Enter a voucher with retainage.
Enter a voucher to release retainage.
Understanding Retainage
You can withhold a portion of the gross payment as retainage. Retainage is the percentage of a committed amount that is held until a specified date. For example, you pay the retained amount after the completion of the contract, service, or receipt of all items on an order. If you create a voucher for 100 with retainage of 10 percent, the actual payment is 90, with 10 held as retainage. You release retainage by creating progress payments for the amount that you want to release.
Note. You cannot release retainage and progress payment at the same time.
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.
You can create a voucher with retainage that is applied to the entire voucher, or you can apply retainage by line item of the voucher.
Use the tax with retainage processing option to defer tax on retainage. If you set the processing option for tax with retainage to on and you use a tax type of C or V, the system calculates amounts differently. It subtracts retainage from the original taxable amount and recalculates new amounts.
You release retainage by entering a payment voucher for the amount that you want to release. Retainage is also called a holdback.
A partial release of retainage indicates that there is still an unpaid amount of retainage. A final release of retainage indicates that no retainage remains to be paid. You can release retainage for individual vouchers or for groups of vouchers.
Prerequisite
Before you complete the tasks in this section Set processing options on the Voucher Match program (P4314) to apply taxes to retainage.
Forms Used to Process Retainage
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Form Name |
FormID |
Navigation |
Usage |
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Voucher Match |
W4314A |
Subcontract Processing (G43D11), Progress Payments On Work With Contracts, specify contracts to pay as match type, select the record you want to match with a voucher and click Select. |
Specify the retainage amount for a voucher. |
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Select Orders To Match |
W4314C |
On Voucher Match, select Orders To Match from the Form menu. |
Select order detail lines to match to a voucher. |
Entering a Voucher with Retainage
Access the Voucher Match form.
Complete the steps for choosing records to match to a voucher or choosing order detail lines to match to a voucher, changing the value in the Retained Amount field for order detail lines, as necessary.
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Retained Amount |
Enter the total amount held back on the contract amount. The amount retained cannot be less than zero or greater than the amount to voucher. |
Entering a Voucher to Release Retainage
Access the Voucher Match form.
On Work With Contracts, locate the record you want to match with a voucher and click Select.
On Voucher Match, complete these fields to enter record information:
Invoice Num.
Invoice Date
G/L Date
You can have the system enter the gross amount and tax for you based on the detail lines or receipt records you select.
On Voucher Match, complete the OP field.
For subcontract progress payments, if you have set the Option Default processing option on the Progress Payments tab, the system defaults this field to a value of 1, match quantity and amount.
Complete these optional fields for receipt records to reflect the invoice, as necessary:
Amount To Voucher
Quantity To Voucher
Retained Amount
Percentage Retained
Tax Y/N
Tax Area
Tax Expl
Tax
Discount Amt
Click OK.
To review the resulting voucher, on Subcontractor Ledger Inquiry, click Find, select the voucher, and click Select.