21 Update Customer Sales

This chapter contains these topics:

21.1 Updating Customer Sales (ECS)

You run Update Customer Sales to:

  • Create journal entries for posting to the G/L and reverse the entries created by the Load Confirm program and the deferred entries created by the Cycle Billing program

  • Create accounts receivable records

  • Update the on-hand balance of inventory in the Item Location table for bulk items, if they were not updated by the Load Confirm program, and packaged items, if they were not updated by the Cycle Billing program

  • Update history in the Sales Summary History table

  • Ensure that sales and commission reports reflect invoiced orders

JD Edwards World recommends that you run the Update Customer Sales program during off-peak hours. You can run Update Customer Sales during normal business hours because the system does not require the exclusive use of database files. However, the Update Customer Sales program might attempt to update a record that someone is using. When this occurs, the system issues a break message to that user and a similar message to the system operator. While waiting for a response, the system stops the sales update until you release the record.

Update Customer Sales is a DREAM Writer batch program.

21.2 Running the Sales Update (ECS)

Navigation

From ECS Sales Order Management (G4910), choose End of Day Processing

From ECS End of Day Processing (G491013), choose Update Customer Sales

You run the Update Customer Sales program to create journal entries and update all tables associated with order processing. You can run this program in proof or final mode. The system generates three reports. To review the journal entries created by the program, you can:

  • Review the Summarized/Detail Invoice Journal

  • Review the Sales Update Error Report

  • Review the Sales Journal

21.2.1 Before You Begin

  • Set the appropriate processing option to run Update Customer Sales in proof or final mode

21.2.2 What You Should Know About

Topic Description
Recording bulk product gain/loss You can set the bulk product processing options for the Update Customer Sales program to instruct the program to write temperature gain/loss records for customers billed at ambient temperature when the inventory has been relieved at standard temperature. The gain or loss is calculated in one of the following ways:

  • Cost basis, which computes the difference between the extension of ambient volume multiplied by cost and standard volume multiplied by cost. The calculation uses the primary unit of measure.

  • Revenue basis, which computes the difference between the extension of ambient volume multiplied by price and standard volume multiplied by price. The calculation uses the pricing unit of measure.

See Calculating a Gain or Loss for Received Products in the JD Edwards World Bulk Stock Management Guide for more information about bulk product gain/loss.
Assigning invoice numbers You can use a separate version of the Update Customer Sales program to have the system assign invoice numbers using A/R Next Numbers. You can run this version of the Update Customer Sales program in either proof or final mode.

See Set Up Next Numbers in the JD Edwards World General Accounting I Guide.
Updating inventory During the load confirmation process, the system updates the quantity of on-hand inventory for bulk items in the Item Location table.

If you do not process a detail line through load confirmation, the Update Customer Sales program updates inventory for bulk items and writes a record to the Bulk Product Transaction table (F41511). If you process a sales order detail line through load confirmation, the system does not update inventory quantities during sales update.
Summarizing journal entries When you set the summarization processing options for the Update Customer Sales program, the program summarizes different types of entries. A summary is generally recommended to eliminate a complete set of journal entries for each detail line.

You summarize A/R entries within each invoice using the following fields:

  • Document Key Company (KCO)

  • Document Number (DOCO)

  • Document Type (DCT)

  • Company (CO)

  • Pay Status (PST)

  • Tax Area (TXA1)

  • Tax Explanation (EXR1)

  • G/L Class Code (GLC)

  • G/L Bank Account (GLBA)

  • Payment Terms (PTC)

  • Due Date (DD)

  • Due Date Century (DD#)

  • Discount Due Date (DDN)

  • Discount Date Century (DDN#)

  • Check Routing Code (CRC)

  • Item Number (ITM)

You summarize G/L entries within each invoice using the following fields:

  • Short Account ID (AID)

  • Subledger (SBL)

  • Subledger Type (SBLT)
Summarizing journal entries (cont.) You summarize COGS and inventory G/L entries into a separate batch with a batch type G. Depending on how you set the processing option, the system updates the G/L accounts in the following ways:

  • Detail processing - Batch type I updates inventory, revenue, COGS, and tax liability

  • Summarized processing - Batch type I updates revenue and tax liability; batch type G updates COGS and inventory

21.2.3 Reviewing the Summarized/Detail Invoice Journal (ECS)

You use the Summarized/Detail Invoice Journal report to review the G/L entries that the system will post. Entries can be detailed or summarized, depending on how you set the summarization processing options for the Update Customer Sales program. The report shows G/L transactions by:

  • Account

  • Total for the order

  • Total for all orders

The report identifies errors that the program detects, including:

  • Invalid AAIs

  • Invalid accounts

  • Missing accounts

  • Invalid dates

Figure 21-1 Summarized Invoice Journal screen

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Description of "Figure 21-1 Summarized Invoice Journal screen"

Figure 21-2 Detail Invoice Journal screen

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Description of "Figure 21-2 Detail Invoice Journal screen"

21.2.4 Reviewing the Sales Update Error Report (ECS)

The Update Customer Sales program generates the Sales Update Error report when it detects errors. The system does not post the records listed on this report until you correct the errors and run the Update Customer Sales program again to reprocess the records.

Figure 21-3 Sales Update - Error Report

Description of Figure 21-3 follows
Description of "Figure 21-3 Sales Update - Error Report"

21.2.5 Reviewing the Sales Journal (ECS)

To analyze sales information, you can set the print sales journal processing options for the Update Customer Sales program to run the Sales Journal program. The Sales Journal program generates the Sales Journal report using information from the Sales Order Header and Sales Order Detail tables. This report shows sales amounts by category, such as stock sales, freight, and so forth, with summary or detailed journal entries. The report also shows costs of goods and profit percentages.

The Sales Journal program produces totals by the following:

  • Order type

  • Branch or warehouse

  • Company

  • Entire report

Alternatively, you can run the Sales Journal program from the ECS Sales Order Reports menu.

Figure 21-4 Sales Journal report

Description of Figure 21-4 follows
Description of "Figure 21-4 Sales Journal report"

21.3 Reviewing and Approving Journal Entries (ECS)

Navigation

From ECS Sales Order Management (G4910), choose End of Day Processing

From ECS End of Day Processing (G491013), choose an option

To ensure accuracy, you should review the batch tables produced by the system during Update Customer Sales before you actually post them to the G/L.

If your company requires both review and management approval before posting a batch to the general ledger, only users with an authorized approval user ID can change a batch to an approved status.

The Update Customer Sales program can create up to three batches of journal entries, including batch I (Customer Sales Journal), batch G (Inventory/COGS Journal), and batch ST (Branch Sales Journal). You can choose from the following menu options to review and approve the batches:

  • Customer Sales Journal Review

  • Inventory/COGS Journal Review

  • Branch Sales Journal Review

The review and approval process is the same for all three batches.

Complete the following tasks:

  • Review journal entries

  • Approve journal entries

See Also:

21.3.1 Reviewing Journal Entries- for ECS Sales Order Management

You review journal entries to verify their accuracy before posting them to the general ledger.

You can access the following three levels of journal information from the review forms:

  • The general batch review displays batches by user ID, batch status, batch number, and/or a specific batch entry date range.

  • The detailed batch review displays journal entry header information (one line per document) for a batch.

  • The individual document review displays journal entry detail.

To review journal entries

On the selected review form

  1. Display all batches for all users and all statuses or, to limit your search, complete one or more of the following fields:

    • User ID

    • Batch Number

    • Batch Date From

    • Batch Date Thru

    • Batch Status

  2. Choose the appropriate batch job for detailed batch review.

  3. Choose the option to review the individual document.

Field Explanation
Batch Number A number that identifies a group of transactions that are processed and balanced as a unit. When you add a batch, you can either assign a batch number or let the system assign it through Next Numbers. When you change, locate, or delete a batch, you must specify the batch number. The system closes the batch when you return to the menu.
Batch Date From The date of the batch. If you leave this field blank, the system date is used.
Batch Date Thru The ending date of the range for the batches you want to display. If you specify a From date and leave the Thru date blank, the system displays all batches with that batch date and future batch dates.
Batch Status A code that indicates the posting status of a batch. Valid codes are:

  • blank – Unposted batches that are pending approval or have a status of approved.

  • A – Approved for posting. The batch has no errors, is in balance, but has not yet been posted.

  • D – Posted. The batch posted successfully.

  • E – Error. The batch is in error. You must correct the batch before it can post.

  • P – Posting. The system is posting the batch to the general ledger. The batch is unavailable until the posting process is complete. If errors occur during the post, the batch status is changed to E (error).

  • U – In use. The batch is temporarily unavailable because someone is working with it.

These valid codes are set up in user defined codes (system 98, type IC).

21.3.2 Approving Journal Entries for ECS Sales Order Management

If your company requires management approval before posting a batch to the general ledger, users with an authorized approval user ID can change a batch status to approved.

To approve journal entries

On the selected review form

  1. Choose the appropriate batch.

  2. Complete the following field:

    • Approved

Field Explanation
Approved A code that indicates whether a batch is ready for posting. Valid codes are:

A – Approved, ready for posting.

P – Pending approval. The batch will not post.

If the system constants do not specify manager approval, the system automatically approves batches that are not in error.

21.3.3 What You Should Know About

Topic Description
Revising an unposted batch You can change the associated explanations and the G/L distributions of an unposted journal entry. You cannot change the following fields:

  • Document Type

  • Document Number

  • Document Company

  • G/L Date

  • Currency Code

  • Ledger Type

You can also add a journal entry to a batch by choosing a journal entry in that batch, clearing the Journal Entry form, and then entering the journal entry.

21.4 Posting Journal Entries for ECS Sales Order Management

Navigation

From ECS Sales Order Management (G4910), choose End of Day Processing

From ECS End of Day Processing (G491013), choose an option

After you have reviewed and approved journal entries, you can post the batches to the G/L. The post process does the following:

  • Selects qualified batches of unposted transactions from the Account Ledger table

  • Edits and verifies each transaction

  • Posts accepted transactions to the Account Balances (F0902) table

  • Marks each transaction and batch header as posted in the Account Ledger table and the Batch Control (F0011) table

You can choose from the following menu options to post the batches created by the Update Customer Sales program:

  • Post Customer Sales to G/L

  • Post Inventory/COGS Journal

  • Post Branch Sales Journal

The post process and processing options are the same for all three batches.

See Also:

21.4.1 Processing Options

See Section 47.30, "General Ledger Post (P09800)."

21.5 Printing Unposted Transactions for ECS Sales Order Management

Navigation

From ECS Sales Order Management (G4910), choose End of Day Processing

From ECS End of Day Processing (G491013), choose an option

You can print reports that list unposted transactions to review the transactions that were not posted to the G/L, verify account accuracy, or research out-of-balance batches.

Choose one of the following menu options to print unposted transaction reports:

  • Print Unposted Inventory/COGS

  • Print Unposted Branch Sales

Both options generate a standard general journal report that includes posted and unposted transactions.

Figure 21-5 Unposted Transactions by General Ledger Account report

Description of Figure 21-5 follows
Description of "Figure 21-5 Unposted Transactions by General Ledger Account report"