7 Processing Batch Vouchers

This chapter contains the following topics:

7.1 Understanding Batch Voucher Processing

Voucher batch processing is a method of converting batch voucher entries from a system external to JD Edwards EnterpriseOne software so that the vouchers can be processed as JD Edwards EnterpriseOne transactions. You can upload batch vouchers from outside sources such as PC data entry, third-party or customer systems, or electronic data interchanges (EDI).

To upload batch vouchers, you must first create a custom program that maps proper data to specific fields in the Voucher Transactions - Batch Upload table (F0411Z1) and in the Journal Entry Transactions - Batch File table (F0911Z1). Certain fields are required for the basic voucher upload process. Additional fields for discount, tax, and payment information are available to include more voucher detail in the upload. Other fields are ignored or reserved for users. If you are using the JD Edwards EnterpriseOne Advanced Cost Accounting system, you must complete additional fields in the F0911Z1 table.

After you have converted your voucher information from your external system to the proper format in the F0411Z1 and F0911Z1 tables, you run the Batch Voucher Processor Report program (R04110ZA). This program:

  • Applies validation rules to existing data.

  • Provides default data where necessary.

  • Creates voucher information in the Accounts Payable Ledger table (F0411).

  • Creates associated GL distribution information in the Account Ledger table (F0911).

  • Creates associated payment records in the Accounts Payable - Matching Document (F0413) and Accounts Payable Matching Document Detail (F0414) tables if you specified payment information for your batch voucher records.

After your external vouchers have been uploaded to the F0411 and the F0911 tables, you can process them as JD Edwards EnterpriseOne transactions.

If you attempt to update either the Accounts Payable Ledger table (F0411) or the Account Ledger table (F0911) without using the batch process and the Z files, you might compromise your JD Edwards EnterpriseOne voucher information.

7.1.1 Integration with Oracle Demantra Predictive Trade Planning

The JD Edwards EnterpriseOne Accounts Payable integration with Oracle Demantra Predictive Trade Planning supports the process of receiving claims into the Oracle Demantra system and creating a payment request within the JD Edwards EnterpriseOne Accounts Payable system. After you run the Inbound AP Claim program (R04110ZB) records in the Oracle Demantra system, you run the Batch Voucher Processor Report program.

7.2 Prerequisite

Map your voucher transactions to batch input tables.

See Mapping Voucher Transactions to Batch Input Tables.

7.3 Processing Batch Vouchers

This section provides an overview of processing batch vouchers and discusses how to:

  • Run the Batch Voucher Processor Report.

  • Set processing options for the Batch Voucher Processor Report.

7.3.1 Understanding the Batch Voucher Process

After your custom program loads the transaction information into the Voucher Transaction - Batch Upload (F0411Z1) and Journal Entry Transactions - Batch File (F0911Z1) tables, run the Batch Voucher Processor Report program (R04110ZA). Running this program processes the information in the F0411Z1 and F0911Z1 tables and loads it into the Accounts Payable Ledger (F0411) and Account Ledger (F0911) tables.

The Inbound AP Claim program (R04110ZB) also creates records in the Voucher Transactions - Batch Upload table (F0411Z1) and the Journal Entries Transactions - Batch table (F0911Z1). You run the Inbound AP Claim program if your JD Edwards EnterpriseOne system is integrated with the Oracle Demantra Predictive Trade Planning software.

You can submit your vouchers for processing in proof or final mode.

In proof mode, the system:

  • Verifies the data, produces a report that shows the number of incorrect transactions, and creates workflow messages.

    Processing in proof mode does not affect your ledgers.

  • Enables you to correct errors from the workflow message before you process the batch vouchers in final mode.

In final mode, the system:

  • Creates vouchers in the Accounts Payable Ledger table (F0411) and associated journal entries in the Account Ledger table (F0911).

  • Creates payments in the Accounts Payable - Matching Document (F0413) and Accounts Payable Matching Document Detail (F0414) tables if you supply a payment number and date.

  • Creates Advanced Cost Accounting information in the Account Ledger table (F0911).

    The system does this only if the Activate Cost Objects flag in the Cost Management Constants table (F1609) is turned on and if a voucher contains cost management information.

  • Assigns document and batch numbers if you don't enter them in the Voucher Transactions - Batch Upload table (F0411Z1).

    The system uses next numbers to automatically assign document and batch numbers during final processing. It is recommended that you use next numbers.

  • Supplies information for the fields that you leave blank.

  • Produces a report that shows the number of correct and incorrect transactions.

  • Creates workflow messages.

  • Purges vouchers that have been processed (if you set this processing option appropriately).

Any additional information that is necessary for a completed transaction is loaded from other sources or calculated from existing information. For example:

  • The document number originates from the Next Number Revisions program (P0002).

  • The fiscal year and period are calculated from the GL date and Companies program (P0010).

  • The F0911 table explanation comes from the supplier's alpha name from the supplier number.

  • The F0911 table company number is assigned based on the business unit from the first line of distribution.

Use the processing options to determine data selection. You cannot use any other data selection.

Two program versions in the system are for Payroll processing only. They are versions ZJDE0003 and ZJDE0004.

7.3.1.1 Errors in Processing

If any errors occur during processing, they are noted on the edit report. You can correct the errors and reprocess the batch. An error on one transaction does not stop the batch from processing. If a transaction in the batch is in error, that transaction is not processed with the rest of the batch.

After the batch has been successfully processed, the field VLEDSP is updated from a value of 0 to 1. Successfully processed records remain in the Voucher Transactions - Batch Upload (F0411Z1) and Journal Entry Transactions - Batch File (F0911Z1) tables until they are purged. Alternatively, you can set up a processing option to purge these tables automatically.

The following tips should help you reduce the number of errors or help you identify and resolve them when they occur:

  • Initially process a small number of records in a batch. Most errors that occur on one record also occur on all records. Correct the errors on the smaller number of records, and then follow the same sequence of steps when you process a larger number of records in a batch.

  • Only errors prevent a batch from processing. Warning messages alert you to nonstandard events, but do not prevent processing. You can disable warning messages by means of a processing option.

  • You can run the batch in proof mode. However, proof mode is not necessary because you can review the transactions before posting (during which time they could be deleted). Also, any error prevents the batch from being processed anyway.

  • Reading error messages in the Work Center helps identify the cause and the resolution of errors. All error messages are also located in the data dictionary, where you can locate the error number and review the glossary.

  • If errors occur that you cannot resolve, enter a transaction manually using the Batch Supplier Master Revision program (P0401Z1), and process it successfully. Then compare the table entries of the F0411Z1 transaction that you entered manually with the entries from an F0411Z1 transaction entered using the Batch Voucher Processor Report program (R04110ZA). Comparing the differences helps you locate discrepancies and resolve the errors.

7.3.1.2 Improving Processing Time

After you resolve initial conversion errors, use these guidelines to improve processing time for batch voucher processing:

  • Organize the data into larger batches.

    Processing time can be improved if the program is not required to open and close batches.

    Important:

    Gains in performance as a result of creating larger batches might be offset by an increase in the amount of time required to post the batch. Also, although an error on one record might not prevent the batch processor from successfully processing the rest of the batch, an error while posting the batch will prevent all records in the batch from posting.
  • Create multiple versions of the Batch Voucher Processor report and run them simultaneously.

    To do this, modify the data in the batch transaction tables so that you have several large batches. Then create additional versions of the program and modify the processing options to process one batch. Finally, run all versions of the program simultaneously.

    Note:

    Gains in performance by creating multiple versions of the batch processor program are extremely dependent on the type of data that you process. In some instances, due to technical issues such as record locks, running multiple versions simultaneously could actually increase processing time. To definitively know which solution is best for your data, you should perform tests.
  • Enter as much information as available to reduce the amount of time that the system requires to retrieve default information.

    For example, enter the customer's alpha name into the Explanation field (VNEXA) in the F0911Z1 table. Examples of other information that the system retrieves for processing are payment terms, exchange rates, company numbers, and so on. Then, when the batch processor program runs, the system validates only the information that is provided, rather than having to retrieve and validate the information.

  • If you are not using the JD Edwards EnterpriseOne Advanced Cost Accounting system (system 16), verify that the Activate Cost Objects (CO01) and Activate Activity Based Costing (CO03) fields are not selected in the Cost Management Constants program (P1609).

    You access the Cost Management Constants program from menu G1641.

  • Run the Batch Voucher Processor report on the server where the batch tables (F0411Z1, and F0911Z1) and other related tables, such as the Supplier Master (F0401), Currency Exchange Rates (F0015), Tax Areas (F4008), and so forth, reside.

    Also, ensure that the applicable master business functions (P0400047 and P0900049), and any other related programs, are located on the same server.

7.3.1.3 Posting Processed Batch Vouchers

After you process your batch vouchers, you must post them to the general ledger.

You can post vouchers to the general ledger manually from the Supplier & Voucher Entry menu (G0411). Alternatively, you can set two processing options for the Batch Voucher Process or Report program (R04110ZA) to post processed batch vouchers automatically at the time of processing:

  • Enter 1 in the Batch Approval field on the Batch Approval tab to automatically set the status of the processed batch to Approved.

  • Enter a version of the General Ledger Post Report program (R09801) in the Version field on the Auto Post tab.

7.3.2 Prerequisite

Before you complete the tasks in this section, verify that the Supplier Master table (F0401) contains the most current information, including tax information.

7.3.3 Running the Batch Voucher Processor Report

Select Batch Voucher Processing (G04311), Batch Voucher Processor Report.

7.3.4 Setting Processing Options for Batch Voucher Processor Report (R04110ZA)

Processing options enable you to specify the default processing for programs and reports.

7.3.4.1 Select

1. EDI - User ID

Enter a valid user ID to narrow data selection to a single EDI user. If you leave the processing blank, the system selects all user IDs.

2. EDI - Batch Number

Enter a batch number to set data selection for the EDI - Batch Number. Use only existing batch numbers for this data selection.

3. EDI - Transaction Number

Enter a transaction number to select data by EDI transaction number. If you leave this processing option blank, the system selects all EDI transaction numbers.

4. EDI - Transmission Date

Enter a transmission date to select records by EDI transmission date. If you leave this processing option blank, the system selects records for all EDI transmission dates.

7.3.4.2 Process

Mode

Enter 1 to run the program in final mode. In final mode, the system generates a report and updates the F0411and F0911 tables based on the information that you provide.

Leave this processing option blank to run the program in proof mode. In proof mode, the system generates a report, but does not update any tables.

Allow out of Balance

Specify whether the system updates the F0411 and F0911 tables when the sum of the amounts to be distributed for the voucher does not equal the sum of the amounts to be distributed for the corresponding journal entry. The system considers tax amounts when determining the amounts to distribute for both the voucher and journal entry. Values are:

Blank: Do not process vouchers that are out of balance.

1: Process vouchers that are out of balance. You should select this option only when you convert voucher records separately from their corresponding journal entries, such as when you upload legacy information from another system.

Note:

When you process vouchers that are out-of-balance, you might cause unpredictable results in other applications.
Purge

Specify whether the system automatically purges successfully processed voucher records from the Vouchers Transactions-Batch Upload table (F0411Z1) and the Journal Entry Transactions - Batch File table (F0911Z1). Values are:

Blank: Do not purge voucher records.

1: Purge voucher records.

7.3.4.3 Messages

Suppress Warning

Specify whether the system sends warning messages that occur during processing to the employee work center. The system sends all error messages to the employee work center, regardless of how you set this processing option. Warning messages do not prohibit vouchers from processing successfully. Values are:

Blank: Send warning messages to the employee work center.

1: Do not send warning messages to the employee work center.

User ID for Workflow messages

Specify which user receives workflow warning messages. If you leave this processing option blank, the system sends warning messages to the user who entered the transaction.

7.3.4.4 Defaults

Bypass Tax Default

Specify whether the system updates the tax explanation code and tax rate/area information on successfully processed supplier ledger records with the values specified in the Address Book Master table (F0101) and the Business Unit Master table (F0006). If the Tax Rate/Area field is completed in both tables, the system uses the value from the Supplier Master table (F0401). Values are:

Blank: Update the tax values.

1: Do not update the tax values.

7.3.4.5 Versions

Version

Specify the version of the Voucher Entry MBF Processing Options program (P0400047) that you want the system to use to process the voucher transaction to the F0411 table. If you leave this processing option blank, the system uses version ZJDE0001.

Version

Specify the version of the Journal Entry MBF Processing Options program (P0900049) that the system uses to process the voucher transaction to the F0911 table. If you leave this processing option blank, the system uses version ZJDE0001.

7.3.4.6 Batch Approval

Batch Approval

Specify the status that the system assigns to successfully processed voucher batches. Values are:

Blank: Assign the value according to the Manager Approval of Input option specified on the Accounts Payable Constants form.

1: Assign a status of approved (A) to successfully processed voucher batches.

7.3.4.7 Auto Post

Version

Specify whether the system automatically posts successfully processed voucher transactions to the Account Balances table (F0902). You must specify the version of the post program that you want the system to use. If you leave this processing option blank, the system does not post transactions.

7.4 Working with Batch Vouchers

This section provides an overview of working with batch vouchers and discusses how to set processing options for Batch Voucher Revisions.

7.4.1 Understanding the Batch Voucher Revisions Program

After running the Batch Voucher Processor Report program (R04110ZA), you might find that some records ended in error. You must review the error messages in the work center, revise the records, and then run the Batch Voucher Processor Report program again.

Use the Batch Voucher Revisions program (P0411Z1) to review your records. You can use the Batch Voucher Revisions program to make revisions to your unprocessed records, but you should make the revisions in your spreadsheet instead, because this program does not perform all of the same edits as the Standard Voucher Entry program (P0411).

Note:

You cannot use the Batch Voucher Revisions program to revise successfully processed records. You must use the Standard Voucher Entry program to revise them because the system wrote data to the Accounts Payable Ledger (F0411) and Account Ledger (F0911) tables when the records processed successfully.

You can also use the Batch Voucher Revisions program to add records to the Voucher Transactions - Batch Upload table (F0411Z1). You cannot add a voucher to a batch that you attempted to process. You can, however, create a new batch and add a voucher to it. Typically, you do not add batch vouchers. An exception is when you experience difficulties processing transactions. To detect and correct any discrepancies, you can add a batch voucher manually using the Batch Voucher Revisions program, process the transaction, and then if it processes successfully, compare it with the other records that you are trying to process.

You can delete only unprocessed vouchers from the Work With Store & Forward Vouchers form. If the batch voucher has been successfully processed, you must purge it using the Purge Batch Voucher Entries program (R0411Z1P).

Batch voucher information is stored in the Voucher Transactions - Batch Upload (F0411Z1), Journal Entry Transactions - Batch File (F0911Z1), and Voucher Transactions - Batch Upload Tag (F0411Z1T) tables.

7.4.1.1 Alternate Tax Rate/Area Assignment Functionality

The Batch Voucher Revisions form retrieves the alternate tax rate/area assignment if the alternate tax rate/area assignment company constant is set up to do so. When you work in the grid area of the form, the system retrieves the alternate tax rate/area based on the supplier and business unit specified in the header area. The system does not display the business unit in the grid. It gets the default value from the header. If the header is blank, the system retrieves the default value from the supplier's address book record.

When the alternate tax rate/area assignment company constant in enabled, the business unit field is disabled for modifications on the Features form.

When the constant is disabled, you can modify the business unit on the Features form. When you modify the business unit from Features Form, the system changes the business unit in the header. However the system does not retrieve a tax rate/area after you manually modify it; it retains the value that you entered.

The system retrieves only the tax rate/area of the supplier or the alternate tax rate/area that you setup. It does not consider the business unit in the transaction when the alternate tax rate/area assignment is disabled or when an error exists when attempting to retrieve the alternate tax rate/area.

7.4.1.2 Voucher Match Automation

Before you use the voucher match automation (VMA) process, you must capture invoice records and add them to the Voucher Transactions - Batch Upload (F0411Z1) and Voucher Transactions Batch Upload - Voucher Match Automation (F0411Z1T) tables. You can then use the Batch Voucher Revisions program (P0411Z1) to modify invoice records that you use in the (VMA) process. You must populate certain fields in the F0411Z1 and F0411Z1T tables for invoice records that you match using the automated process. Only certain fields can be modified after you create the records.

7.4.2 Forms Used to Work with Batch Vouchers

Form Name FormID Navigation Usage
Work With Store & Forward Vouchers W0411Z1A Batch Voucher Processing (G04311), Batch Voucher Revisions. Locate, select, and delete batch vouchers.
Enter Voucher - Payment Information W0411Z1D On the Work With Store & Forward Vouchers form, select a voucher and click Select. Review, revise, or add a batch voucher.

You also use this form to enter or modify information used in the voucher match automation process.

Enter Voucher - G/L Distribution W0411Z1C On the Enter Voucher - Payment Information form, select G/L Distribution from the Form menu. Review GL distribution for a batch voucher. You can also use this form to add GL distribution to a batch voucher.
Voucher G/L Distribution - Detail W0411Z1G On the Enter Voucher - G/L Distribution form, select a record and select Detail from the Row menu. Review detail about the voucher's GL distribution, such as tax and subledger information.
Tax Amounts to Distribute W0000209A On the Voucher G/L Distribution - Detail form, select Amt to Dist from the Form menu. Review tax amounts to be distributed.

7.4.3 Setting Processing Options for Batch Voucher Revisions (P0411Z1)

Processing options enable you to specify the default processing for programs and reports.

7.4.3.1 Defaults

Service/Tax Date:

Leave this processing option blank to use the GL date as the service or tax date. Enter 1 to use the invoice date as the service or tax date.

Default Pay Status

Enter a value that exists in the (00/PS) UDC table to specify the default pay status for a voucher or invoice.

Default Factor/Special Payee Address

Leave this processing option blank to load the supplier's address number from the Supplier Master table (F0401) into the Alternate/Payee field for payments. Enter 1 to load the factor/special payee number into the Alternate/Payee field.

Note:

Payments are made to the address book number that is in the Alternate/Payee field.
Default Automation Flag in Add Mode

Enter 1 in this processing option to cause the system to populate the Automation Flag (data item ATFLG) field with 1 for the records that you add to the F0411Z1 table. If you enter 1 in this processing option, the system populates the Automation Flag field when you add a new record or copy an existing record. Leave the processing option blank to prevent the system from automatically populating the Automation Flag field.

You must populate the Automation Flag field with 1 to enable the voucher match automation process to automatically match invoices to receipts and purchase orders. If you do not use this processing option to automatically populate the Automation Flag field, then you must manually enter 1 in each record in the F0411Z1 table that you want to process using the voucher match automation process.

Note:

The Automation Flag field is used by the system to identify records to process using the voucher match automation process. Complete this processing option only when working with records for the voucher match automation process.

Completing this processing option is optional. If you do not want the system to automatically complete the Automation Flag field when you add records, you can leave the processing option blank and manually complete the Automation Flag field for the records that you want to process using the voucher match automation process.

See "Understanding the Voucher Match Automation Process" in the JD Edwards EnterpriseOne Applications Procurement Management Implementation Guide.

7.4.3.2 Dates

Invoice Date > Todays Date

Specify the type of message that the system sends when the invoice date is greater than the current date. Values are:

Blank: No message. No edit is performed. Processing can continue.

1: Warning message. Processing can continue.

2: Error message. Processing cannot continue until the error is corrected.

Invoice Date > G/L Date

Specify the type of message that the system sends when the invoice date is greater than the GL date. Values are:

Blank: No message. No edit is performed. Processing can continue.

1: Warning message. Processing can continue.

2: Error message. Processing cannot continue until the error has been corrected.

Due Date for Debit/Credit Memos

Leave this processing option blank to use the GL date as the due date for debit memos. Enter 1 to use the payment terms code to determine the due date.

7.4.3.3 Currency

Allow Value Added Tax

Enter 1 to enable value-added tax (VAT) on currency entries.

7.4.3.4 Manual Cks

Manual Check Creation

Enter 1 to write manual checks.

7.4.3.5 Journal Entry

Bypass Out-of-Balance Edit

Leave this processing option blank to specify that transaction entries must balance. Enter 1 to specify that transactions do not need to be in balance.

7.4.3.6 Display

Summarized

Enter 1 to display summarized vouchers on the Work With Store & Forward Vouchers form. Leave this processing option blank to suppress the display of summarized vouchers.

7.4.3.7 Entry Type

Transaction NOT Store and Forward Entry

Leave this processing option blank to indicate that transactions were entered using the Store & Forward Voucher Entry program. Enter 1 if transactions were not entered using the Store & Forward Voucher Entry program.

7.5 Purging Processed Batch Vouchers

This section provides an overview of purging processed batch vouchers and discusses how to run the Purge Batch Voucher Entries report (R0411Z1P).

7.5.1 Understanding Purging Processed Batch Vouchers

After you review, process, and post your batch vouchers, you must purge them. The system stores processed vouchers in the Voucher Transactions - Batch Upload (F0411Z1) and Journal Entry Transactions - Batch File (F0911Z1) tables until you do so. You can purge batch vouchers in either of these ways:

  • Set a processing option for the Batch Voucher Processor Report program (R04110ZA) to automatically purge them when you process your batch vouchers in final mode.

    Note:

    Records in the F0411Z1 table for which the Automation Flag field includes the value 1 are not purged when you set the processing option in the Batch Voucher Processor Report program to purge records. To purge records for which the value is 1, set the processing Purge Processed Records processing option in the VMA matching program, or manually run the Purge Batch Voucher Entries program (P0411Z1P).

    See "Purging Matched Records from the F0411Z1 Table" in the JD Edwards EnterpriseOne Applications Procurement Management Implementation Guide.

  • Purge them as a separate task.

When you purge batch vouchers, the system removes all successfully processed vouchers from specific tables. (If a processed voucher has been successfully processed, the EDSP field equals 1.) Regardless of the batch they are in, successfully processed vouchers are purged from these tables:

  • Voucher Transactions - Batch Upload (F0411Z1)

  • Journal Entry Transactions - Batch File (F0911Z1)

  • Voucher Transactions Batch Upload - Voucher Match Automation (F0411Z1T)

Purging removes only batch vouchers and does not affect vouchers in the Accounts Payable Ledger table (F0411).

7.5.2 Running the Purge Batch Voucher Entries Report

Select Batch Voucher Processing (G04311), Purge Batch Voucher Entries.