68 Work with AAIs

This chapter contains this topic:

• Section 68.1, "Working with AAIs"

68.1 Working with AAIs

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From Accounts Payable (G04), enter 29

From Accounts Payable Setup (G0441), choose Automatic Accounting Instructions

Because the system already has AAIs in place, you must verify that these AAIs are appropriate for your business needs. You can revise existing AAIs and set up additional AAIs as needed.

Working with AAIs consists of:

• Reviewing AAIs

• Revising AAIs

• Setting up AAIs

68.1.1 Before You Begin

• Set up your chart of accounts. See Creating Your Chart of Accounts (P0901) in the JD Edwards World General Accounting I Guide.

• Set up your chart of accounts. See Creating Your Chart of Accounts in the JD Edwards World General Accounting I Guide

68.1.2 What You Should Know About

Topic	Description
Item numbers	You must use a valid item number when setting up AAIs. See the JD Edwards World Technical Foundation Guidefor information about adding item numbers.

To review AAIs

Before you add or revise AAIs, review the existing information. For each AAI item, verify that a default AAI exists for company 00000. For each company requiring specific instructions, verify that a company, business unit, and object account exists.

On Automatic Accounting Instructions

Figure 68-1 Automatic Accounting Instructions screen

Description of "Figure 68-1 Automatic Accounting Instructions screen"

1. Complete the following optional field:

   • Skip to Sequence Number

2. Locate the appropriate AAI item.

Field	Explanation
Skip to Sequence Number	A field that controls the sequencing of information on the form.

68.1.3 What You Should Know About

Topic	Description
Sequence numbers	This Skip to Sequence Number field lets you begin the display of AAIs with a specific sequence number. AAIs for the Accounts Payable system have sequence numbers that start with 4. You can use this field to advance to account ranges associated with this sequence number.

To revise AAIs

Depending on your needs, you can revise AAIs on either of the following forms:

• Single AAI Revisions, if you want to revise one AAI

• Multiple AAI Revision, if you want to revise more than one AAI

On Automatic Accounting Instructions

1. Do one of the following:

   • Choose the AAI Revision option to access Single AAI Revisions

   • Choose Multiple AAI Revisions

   Figure 68-2 Single AAI Revisions screen

   
   Description of "Figure 68-2 Single AAI Revisions screen"
   
   

   Figure 68-3 Multiple AAI Revisions screen

   
   Description of "Figure 68-3 Multiple AAI Revisions screen"
   
   

2. Change any of the following fields:

   • Business Unit

   • Object Account

   • Subsidiary

3. Do not change the following fields:

   • Item Number

   • Option

Field	Explanation
Business Unit	Identifies a separate entity within a business for which you want to track costs. For example, a business unit might be a warehouse location, job, project, work center, or branch/plant. The Business Unit field is alphanumeric. You can assign a business unit to a voucher, invoice, fixed asset, and so on, for purposes of responsibility reporting. For example, the system provides reports of open A/P and A/R by business units, to track equipment by responsible department. Business unit security can prevent you from locating business units for which you have no authority. Note: The system uses this value for Journal Entries if a value is not entered in the AAI table. Form-specific information Defining a business unit code might be optional, depending on the type of AAI. For example, if the business unit code is optional and you do not set one up for the AAI, the system might use a business unit number associated with the company number for the transaction.
Object Account	The object account portion of a general ledger account. The terms "object account" and "cost type" are used synonymously. They refer to the breakdown of the Cost Code (for example, labor, materials, and equipment) into subcategories (for example, dividing labor into regular time, premium time, and burden). When you are using a flexible chart of accounts, if the object is set to 6 digits, JD Edwards World recommends that you use all 6 digits. Here, entering 000456 is not the same as entering 456, because the system adds three blank spaces to fill a 6-digit object.
Subsidiary	A subdivision of an object account. Subsidiary accounts include more detailed records of the accounting activity for an object account. Form-specific information This number identifies the general ledger subsidiary account for the AAI when one is required. Defining a subsidiary account can be optional, depending on the type of AAI. Use 99999999 to express the end of a range of subsidiary accounts.
Item Number	A hard-coded field that defines an account or range of accounts used for a particular function. For example, item GLG4 defines the retained earnings account, which is used for annual close purposes. During processing, programs use the item number and company number to find the correct account to debit or credit. Along with company, the item (or range) is the key to the AAI table.
Option	A code that specifies whether the object account is required for this AAI. Codes are: O – Optional R – Required N – Not used Form-specific information Do not change this field.

To set up AAIs

After you review and revise the existing AAIs for your business needs, you might need to set up additional AAI items.

On Single AAI Revisions or Multiple AAI Revisions

1. Complete the following fields:

   • Item Number

   • Company

   • Business Unit

   • Object Account

   • Subsidiary (optional)

   • Description (optional)

2. Use the Add action.

68.1.4 What You Should Know About

Topic	Description
Optional fields	The subsidiary and description fields are optional for all A/P AAIs. Business Unit is optional for discounts available (PKD) and discounts lost (PKL). Object Account is optional for voucher logging expense (PP).