After you process, review, and approve purchase card transactions, you create journal entries to record the purchase card expense using the Create Journal Entries program (P01P520).
When you run the Create Journal Entries program, the system generates journal entries in the Account Ledger file (F0911) for the PCard expense accounts that it retrieves from the F01P111 file (Transaction Distribution File) according to the data selection that you use. The program generates separate journal entries based on the following criteria:
Employee Company
The system derives the employee company based on the business unit that you assign in the Employee/Card Revisions program (P01P01). The system uses this company as the document company of the journal entry. If you generate journal entries for employees in different companies, the system generates a journal entry for each company.
Date of Purchase
The system uses the Date of Purchase to derive the G/L Date of the journal entry. Based on the setting of the Transaction Processing processing option, the system generates one journal entry for each purchase date or one journal entry for all purchases made within the same G/L period
Number of Detail Lines on the Journal Entry
The system limits the lines in one journal entry to 9999. After the system creates 9999 lines for one journal entry, it creates a new journal entry for additional lines.
The program creates journal entries in the domestic currency to the AA ledger only.
After you generate a batch of journal entries, you must approve the batch and post it to update the Account Balances file (F0902).
| Topic | Description |
|---|---|
| Enhanced Subledger Accounting (ESA) | JD Edwards World provides a mechanism to summarize the Enhanced Subledger 1 and 2 fields when you run the Post program. This supersedes the standard set up. It allows you to specify summarization and also allows the optional entry of the subledger/type.
You set the Store Cardholder Number field in the Purchase Card Constants program (P01P00) in conjunction with UDC 01P/PO. ESA is a hard coded value in UDC 01P/PO. The Special Handling Code field of this UDC determines how the system summarizes journal entries. If you set this field to 1, Enhanced Subledgers 1 and 2 are summarized for PCard journal entries when you run the Post program. If you set the field to 2, Enhanced Subledgers 1 and 2 are summarized for all journal entries when you run the Post program. |
From Purchase Card Processing (G01P1), choose Transaction Processing
From Transaction Processing (G01P11), choose Create Journal Entries
See Section 18.15, "PCards - Create Journal Entries (P01P520)."
Do not change the following data selection:
Create Journal Entry Date EQ *ZEROS
Transaction Status EQ 1
You can add additional data selection as desired.
Depending on the processing option setting for the date to assign as the G/L date, the data sequence for the DREAM Writer version varies:
If you set the processing option to use the purchase date, the data sequence for the DREAM Writer version is as follows:
Employee Company 001
Currency Code 002
Date of Purchase 003
Unique Key ID (Internal) 004
If you set the processing option to use the statement date, the data sequence for the DREAM Writer version is as follows:
Employee Company 001
Currency Code 002
Statement Date 003
Date of Purchase 004
Unique Key ID (Internal) 005