54 Process A/P Integrity Reports

This chapter contains these topics:

54.1 Processing A/P Integrity Reports

Navigation

From Accounts Payable (G04), choose Periodic Processes

From Periodic Processes (G0421), choose an option under the A/P Integrity Reports heading

Integrity reports help identify any problems and inconsistencies with your data so that you can resolve them and ensure that your JD Edwards World systems remain in balance. Use these reports to verify that your A/P data matches your G/L data and that your A/P payments have the correct pay status.

Processing A/P integrity reports consists of:

  • Running A/P Integrity Reports

  • Correcting A/P Out-of-Balance Conditions

You should:

  • Submit one integrity report at a time

  • Run these reports when other users are not accessing the system, to ensure accuracy

54.2 Running A/P Integrity Reports

To identify potential balancing problems and data inconsistencies, run A/P integrity reports. This task consists of:

  • Running A/P Original Document to G/L by Batch

  • Running A/P Payments to G/L by Batch

  • Running A/P to G/L by Offset Account

  • Running A/P Payment Header to Detail

Run these integrity reports:

  • Weekly, so you do not risk compromising your accounting data

  • As-needed during the conversion process at a new software installation site or during an initial learning period, so you can correct any errors promptly

When balancing to the general ledger, you can include both posted and unposted transactions.

54.2.1 What You Should Know About

Topic Description
"As of" capabilities Integrity reports do not have "as of" capabilities. That is, you cannot run the reports as of a certain date, such as the last day of the month, to ensure that your data was in balance at that time. You can run the report only as of the current day.

54.2.2 Running A/P Original Document to G/L by Batch (P04701)

A/P Original Document to G/L by Batch verifies that each batch of A/P Ledger (F0411) gross amounts is in balance with the corresponding batch of Account Ledger (F0911) amounts. It also checks for an invalid pay status on every pay item.

This report performs two types of integrity tests:

  • Balance Test

  • Pay Status Test

54.2.2.1 Balance Test

This test performs the following for each batch:

  • Compares the gross amount in the A/P Ledger table (F0411) to the Account Ledger table (F0911) G/L distribution amounts. These amounts should be equal.

  • Compares the gross amount in the A/P Ledger table (F0411) to the Account Ledger table (F0911) G/L offset amounts. These amounts should net to zero.

If the tests are in balance, the integrity report is blank. If they are not, the batch totals appear on the integrity report.

When the system totals gross amounts, it does not add gain/loss transactions to the gross voucher amounts. It also does not add the discount taken or subtract the discount lost from the gross amount for the associated payment transaction.

The system adds the VAT to the voucher gross amount and subtracts the amount of use tax on transactions. It also adds the VAT from unposted PE (matching document type) transactions for any change to the gross amount.

54.2.2.2 Pay Status Test

This test checks the pay status on every pay item in a batch. When documents are listed in the 'Invalid Pay Status' column, it means one of two conditions have been met:

  • The document has a pay status of A and has no open amount or

  • The document has a pay status of P and has an open amount.

If a voucher does not have an open amount, the pay status should be P (Paid). If a voucher has an open amount, the pay status should not be a P (Paid). If there are any discrepancies, the batch number, document number, document type, pay item and pay status prints on the integrity report.

Figure 54-1 A/P to G/L by Batch Integrity Invalid Pay Status Integrity report

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Description of "Figure 54-1 A/P to G/L by Batch Integrity Invalid Pay Status Integrity report"

54.3 Running A/P Payments to G/L by Batch (P04702)

This section discusses how to run reports.

54.3.1 Manual Payments With Match and Automatic Payments

The A/P Payments to G/L by Batch report, P04702, verifies that each batch of A/P Matching Document Detail (F0414) is in balance with the corresponding Account Ledger (F0911) Distribution and Automatic Offset amounts for batch types K and M.

This test performs the following for each batch:

  • Compares the payment amount in the A/P Matching Document detail table (F0414) to the Account Ledger table (F0911) Automatic Offset amounts. These amounts should net to zero.

  • Compares the payment amount in the A/P Matching Document detail table (F0414) to the Account Ledger table (F0911) Distribution amounts. These amounts should equal.

If all conditions are met, the batch will not appear on the report. If there is a difference, the batch will appear on the report displaying the variance.

Note:

When the system totals the amounts, it ignores gain/loss transactions because there are no offset accounts in the G/L.

54.3.2 Manual Payments Without Match

For Manual Payments Without Match (type W) batches the integrity checks the A/P Detail Ledger table (F0411) gross amount to the A/P Matching Document Detail table (F0414) payment amount, and the Account Ledger (F0911) Distribution and Automatic Offset amount because the vouchers are created at the same time as the check record.

This test performs the following for each batch:

  • Compares the Account Ledger table (F0911) Distribution amount and Automatic Offset amount. These amounts should net to zero.

  • Compares the voucher amount in the A/P Detail Ledger table (F0411) to the total voucher amounts in the Account Ledger table (F0911) Distribution amount. These amounts should equal.

  • Compares the payment amount in the A/P Matching Document table (F0413) to the Account Ledger table (F0911) Distribution amounts. These amounts should equal.

If all three conditions are met, the batch will not appear on the report. If there is a difference, the batch will appear on the report displaying the variance.

Note:

When the system totals the amounts, it ignores gain/loss transactions because there are no offset accounts in the G/L.

Figure 54-2 A/P Payments to G/L by Batch report

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Description of "Figure 54-2 A/P Payments to G/L by Batch report"

54.3.3 Running A/P to G/L by Offset Account (P047001)

This integrity report offers a comparison of posted A/P Ledger tables (F0411, F0414) amounts and the corresponding A/P control offset (Trade) account amounts in the Account Balances table (F0902).

You can set processing options to zero in on only out-of-balance accounts and to select the detail to print. With the option to print ledger detail and to print only ledger records considered out-of-balance (calculated gross does not equal the ledger open amount), you can quickly focus on the documents that might be causing the out-of-balance condition.

The program uses the AAIs for all PC items to determine the offset accounts used for the vouchers entered. Next, it calculates the open balances for the vouchers, sorting by the G/L Offset field, and makes specific adjustments for balancing to the corresponding F0902 A/P trade account. If there is a discrepancy, the account is printed on the report along with the F0411 open voucher balance, the F0902 account balance, and the difference between the two amounts. This ensures that all offsets were posted correctly.

Technically, the program accumulates the total of all the vouchers' gross amounts, subtracts any payments and discount amounts, and makes adjustments for any unposted documents in the F0411 file to arrive at the posted open amount for the F0411 column on the report. The F0902 A/P trade account total is a calculation of the current fiscal year's beginning balance and the sum of all period entries.

This test performs the following:

  • Summarizes the AP ledger (F0411) gross amount field for vouchers where the open amount is not equal to zero for each AAI GL account. The GL class code points to the AP control offset account in the AAIs.

  • Compares the GL account balance amount to the corresponding AP ledger amount. The net difference between these amounts should be zero, indicating that the accounts are in balance. If they are not, the difference is printed on the integrity report.

  • Prints the sum of any GL class code that cannot be associated with an account in the Account Balances table. This usually occurs if an AAI is missing or if it points to an invalid account.

54.3.3.1 DREAM Writer Requirements

Data Selection should be: Company EQ *ALL

Data Sequence must be:

Data Item Sequence
Company 001
GL Offset 002
Document Company 003
Document Number 004
Document Type 005
Pay Item 006
Payment Item/Document Type 007

54.3.4 Processing Option Considerations

The AP to GL by Offset (P047001) processing options can be set to limit printing of accounts to only those that are out of balance, allow printing of detail information from the AP ledger files for those accounts, and will also limit the detail information printed to only those ledger records considered out of balance (calculated gross amount does not equal the ledger open amount). If all processing options are left blank, the program will show summary information for all accounts If the processing options are populated, the program works as described below:

Processing Option 1 - if the value is 1 the integrity report will only print accounts where the F0411 gross amount of open vouchers and the F0902 are out of balance. If the value is left blank, all accounts associated with the AAI item PC are printed.

Processing Option 2 - works in conjunction with processing option 1. If the value is 1 only the detail will print for an account that is out of balance. If the value is 2 the detail for all accounts will print (this could generate a very large report). If the value is left blank, no detail will print.

Processing Option 2a - if processing option 2 is left blank, this processing option is ignored. If the value is 1 only the detail will print where the F0411 gross, less payments, is NOT equal to the open amount. If the value is left blank, all detail will print.

HINT: For the integrity to show documents where the F0411 gross amount less payments is NOT equal to the open amount, set the processing options as follows:

  • Processing Option 1 - blank

  • Processing Option 2 - 2

  • Processing Option 2a - 1

Figure 54-3 A/P to G/L by Offset Account report

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Description of "Figure 54-3 A/P to G/L by Offset Account report"

54.4 Correcting A/P Out-of-Balance Conditions

After running an integrity report, you must correct any errors that the system detects. Some typical errors, causes, and possible solutions for the A/P to G/L by Offset integrity are:

Issue Solution
Batch was posted out of balance without automatic offset entries This can occur when there is a power failure during posting or when there is more than one post program active at the same time.

Research will be required to determine the necessary changes. The user should use the General Journal By Batch (P09301), Voucher Journal Report (P04305) and/or Manual Payment Journal Report (P04311).
Invalid journal entry was posted to an A/P account Typically, the A/P control offset account (posting edit code = M) only includes machine-generated entries with a document type of AE (automatic entry). A manually entered document, such as a journal entry, that appears in this account can cause a balancing problem.

To correct this, locate the journal entry. You will need to determine if correcting journal entries will be necessary or if the entry should be voided from the originating program.
Data records are damaged This error can occur with any A/P integrity report due to a variety of reasons, including hardware failure. To correct this problem:

It will be necessary to determine the extent of the issue. The user should use the General Journal By Batch (P09301), Voucher Journal Report (P04305) and/or Manual Payment Journal Report (P04311) to aid in researching the damaged data.

If the damaged records are in the Account Balances table, you might need to repost the Account Ledger.
G/L class (offset) code was changed in the AAIs This error occurs if you change the G/L class code that your vouchers are assigned to and the system cannot find a match for the A/P Ledger records that contain the old class code.

The report prints the old PCyyyy (where yyyy equals the G/L class code) item that is missing from AAIs under the Account column along with the total of the vouchers that include the old code.

The report does not print the G/L account balance, because the system cannot find a match. To correct,

  • If the vouchers are open and can be changed to the new offset value, you may choose to create a journal entry to move the A/P balance to the new offset account.

  • Set up the old class code and retain it until you have paid all open vouchers that have the old code
A/P control account was changed This error occurs if you change the AAIs for the A/P control account to which the voucher G/L class code is attached. The system cannot find a match in the Account Balances table because the association between the G/L class code and the old account number is lost.

The report prints an amount in the Detail column that is greater than the amount in the Balance column. The difference should equal the old A/P control account balance amount.

To correct this problem, locate the old AP control offset account total and create a manual journal entry to move the amount to the new account. Alternatively you may choose to create a journal entry to move the old A/R balance to the new offset account.

See Also:

54.5 Running A/P Payment Header to Detail (P04714)

This integrity identifies any discrepancies or mismatches between the A/P Payment Header file (F0413) and the A/P Payment Detail file (F0414). Mismatches can occur due to incorrect purging of records or other unexpected database issues. If there are discrepancies for the payment information, a report will print displaying the specific Payment ID Number and whether the header or detail is missing for the payment.

This report does two integrity checks:

  • Checks records in the Payment Header file (F0413) by payment id for associated records in the Payment Detail file (F0414).

  • Checks records in the Payment Detail file by payment id for associated records in the Payment Header file.