74 Work with Automatic Accounting Instructions

This chapter contains these topics:

Because the system already has automatic accounting instructions (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.


From Accounts receivable (G03), enter 29

From Accounts Receivable Setup (G0341), choose Automatic Accounting Instructions

Before You Begin

What You Should Know About

Topic Description
Item numbers Be sure to use a valid item number.

See the JD Edwards World Technical Foundation Guide for more information about adding item numbers.

74.1 Reviewing AAIs

Before adding or revising AAIs, locate and review the existing information.

For each AAI item, verify that a default exists for company 00000. For each company requiring specific instructions, verify that a company, business unit, and object account exist.

To review AAIs

On Automatic Accounting Instructions

Figure 74-1 Automatic Accounting Instructions screen

Description of Figure 74-1 follows
Description of ''Figure 74-1 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. You can begin the display of AAIs with a specific sequence number. AAIs for the A/R system have sequence numbers that start with 3. You can use this field to advance to account ranges associated with this sequence number.

74.2 Revising AAIs

You can make changes to your AAIs. For example, you might need to change the default bank account. Revise AAIs on:

  • Single AAI Revisions

  • Multiple AAI Revisions

To revise AAIs

On Automatic Accounting Instructions

  1. Access one of the following:

    • Single AAI Revisions (F15)

    • Multiple AAI Revision (F16)

    Figure 74-2 Single AAI Revisions screen

    Description of Figure 74-2 follows
    Description of ''Figure 74-2 Single AAI Revisions screen''

    Figure 74-3 Multiple AAI Revisions screen

    Description of Figure 74-3 follows
    Description of ''Figure 74-3 Multiple AAI Revisions screen''

  2. Change any of the following fields:

    • Business Unit

    • Object Account

    • Subsidiary

    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.

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.
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 business unit, object account, or subsidiary account is required for this AAI. Codes are:

O – Optional

R – ORequired

N – ONot used

Generally, you should not change this code. Changing the value in this field does not affect how individual programs use the AAI.

74.3 Setting Up AAIs for A/R

After you review and revise AAIs for your business needs, you might need to set up additional AAI items specific to Accounts Receivable processes. See Chapter 73, "Understand Automatic Accounting Instructions" for the specific AAIs that you may need to set up.