This appendix outlines the process to assign a purchase order number to a purchase card transaction, generate the logged voucher in the Purchase Card Management system, and then redistribute it during the purchase order voucher match process.
This appendix contains these topics:
Complete the following steps to process a purchase order:
Enter a purchase order.
The system does not create any journal entries.
Example: Create a purchase order for estimated hotel expenses of 1000.00 USD.
Perform one of the following:
For three-way match processing, use the Enter Receipts by PO or Enter Receipts by Item program (P4312) to enter the purchase order receipt.
For two-way match processing, the purchase order requires no further processing.
If the purchase order is for a stock item, the system generates entries in the following accounts:
Received Not Vouchered (RNV)
If the purchase order is for a nonstock item, the system generates entries in the following accounts:
Received Not Vouchered (RNV)
The following steps are the minimum requirements in the Purchase Card Management system for assigning purchase order information to purchase card transactions and for creating the logged voucher:
Make purchases using a purchase card.
Example: Charge 880.00 USD for hotel expenses at a convention.
Receive the transmission from the bank, upload the data to the Purchase Card - Bank Transmissions file (F01PBKZ), and process it using the Process Daily Transactions (P01P560) program.
Review and update the purchase card transactions using the Purchase Card Workbench program (P01P200):
To assign purchase order information to the corresponding transactions, access PCard Transaction/Information (P01P11) using 5 in the Option field.
To verify or update the G/L account for the transactions access Purchase Card Transaction Details (P01P111) using 7 in the Option field.
To approve the transactions use 6 in the Option field.
Run the Logged Voucher-Merchant Tracking version of the Create A/P Vouchers program (P01P510) and verify:
Voucher Logging processing option is set to 1.
Data selection includes: Purchase Order Number (THPO) NE *BLANKS.
Post the logged voucher G/L batch.
|Using the AAI item PP||The system uses automatic accounting instruction (AAI) item PP (Suspense Expense Account) for the G/L distribution expense Account in the logged voucher.|
|Running the Create A/P Vouchers program||You do not run the Create Journal Entries program (P01P520) for logged vouchers; when you run the Create A/P Vouchers program, the system updates the voucher information fields (THDOC, THDCT, and THKCO) in the purchase card transaction with information from the logged voucher, and it updates the journal entry field, Create Journal Entries Date (CRTJ), with the system date. The system retrieves the actual G/L expense accounts from the purchase order when you redistribute the logged voucher.|
|Creating a journal entries||The system creates a journal entry to the following accounts when you post the logged voucher:
Alternatively, instead of using the A/P trade account that is defined by AAI item PC, you can set the Voucher Suspense field (DPRC) to 1 in the Company Numbers and Names program (P00105) and use the A/P suspense trade account associated with the PQ AAI item. The system uses the A/P suspense trade account until the voucher is redistributed. When you redistribute and post the voucher to the actual expenses, the system reverses the entries to both the G/L suspense and A/P trade suspense accounts and uses the actual expense and the A/P trade account associated with the PC AAI item, as shown in the following example:
|Account from PP||AAI Account from PQ AAI|
|Actual Expenses||Account from PP AAI|
|Account from PQ AAI||Account from PC AAI|
For further details about voucher logging processes, see Work with Logged Voucher in the JD Edwards World Accounts Payable Guide.
Complete the following steps to redistribute a logged voucher
From Other Voucher Entry Methods (G04111), choose Voucher JE Redistribution (P042002)
On Voucher JE Redistribution, click Enter to display vouchers.
Access Match Open PO's (P4314) by entering 4 in the Option field next to vouchers you want to redistribute.
When you access this program, the system matches the voucher amount to the actual expense amount in the purchase order.
|Creating journal entries||The system creates the following journal entries when the logged voucher is posted after it is redistributed:
Two-way match: the system uses the G/L expense account from the purchase order.
Three-way match: the system uses the RNV account that corresponds to the processed purchase order.
|Estimating the amount on purchase order||Depending on the business practices of the company, the difference between the amount on the voucher and the estimated amount of the purchase order can be closed or left open.|