8 Processing Batch Invoices

This chapter contains the following topics:

Note:

Country-specific functionality for processing batch invoices exists for Argentina, Chile, and Peru.

8.1 Understanding Invoice Batch Processing

When you create invoices using an external system, you can transfer them to the JD Edwards EnterpriseOne Accounts Receivable system using the Batch Invoice Processor program (R03B11Z1A). Before you perform batch invoice processing, write a custom program to copy the data from the external system to these tables:

  • Batch Invoices (F03B11Z1).

  • Journal Entry Transactions - Batch File (F0911Z1).

After you convert batch invoices from the external system, you run the Batch Invoice Processor program to create invoices in the JD Edwards EnterpriseOne Accounts Receivable system. When you run the Batch Invoice Processor program, the system:

  • Applies validation rules to existing data.

  • Provides default data where necessary.

  • Creates invoice information in the Customer Ledger table (F03B11).

  • Creates associated G/L distribution information in the Account Ledger table (F0911).

Based on how you set the processing options, the system can automatically post the invoice batches that the system creates and purge the successfully processed records from the batch tables (F03B11Z1 and F0911Z1).

Note:

The invoice batch processor is designed to process only open invoices. You cannot process paid or partially paid invoices, deductions, receipts, or chargebacks. If you use this program to process information other than open invoices, the program is considered a custom program and is not supported by Oracle. Contact the field representative for assistance with custom programming.

8.2 Understanding the Mapping of Batch Invoice Transactions

To successfully convert batch invoice entries from external sources such as PC data entry, third-party or customer systems, or electronic data interchanges (EDI), you must create a custom program that provides proper data to fields in the F03B11Z1 and F0911Z1 tables, as well as any country-specific tables.

Certain fields are required for the basic invoice upload process. Additional fields are available to include more invoice detail in the upload such as discount, tax, multiple currency, and payment information. Other fields are ignored or reserved for users.

See Mapping Fields for Batch Invoice Processing.

8.3 Revising Batch Invoices

This section provides an overview of revisions to batch invoices, lists a prerequisite, and discusses how to:

  • Set processing options for Batch Invoice Revisions (P03B11Z1).

  • Add a batch invoice.

  • Review batch invoices.

8.3.1 Understanding Revisions to Batch Invoices

After you transfer invoices from an external source to the JD Edwards Accounts Receivable system, review and revise them before you process them. You can revise a batch invoice manually; however, depending on the information, you might have to delete it and then add it again. You can revise batch invoices before you process them or when you process them unsuccessfully.

To correct a batch invoice, it must include this information:

  • Batch number

  • Transaction number

  • Customer number

  • Company

You cannot use the Work With Batch Invoices form to revise or delete batch invoices that the system has successfully processed in final mode; you must use the Standard Invoice Entry form.

When you add, revise, or delete a batch invoice, the system updates records in the F03B11Z1 and F0911Z1 tables.

8.3.1.1 Adding Batch Invoices

You cannot add invoices to an existing batch. You can, however, create invoices in a new batch. Typically, you should not need to add batch invoices. An exception is when you experience difficulties processing transactions from a system that interacts with JD Edwards Accounts Receivable. To detect and correct any discrepancies, compare a batch invoice that you add manually with an invoice that the interface system creates.

8.3.1.2 Deleting Batch Invoices

If you cannot revise a field because it is not available for revision, you must delete the batch invoice and either correct the information at the source and convert it again for processing or add a new batch invoice with the correct information.

To delete processed transactions from the batch tables, you must purge them. You can set a processing option to purge processed batch transactions that were transmitted successfully through the invoice batch processor or run a separate purge program.

See Also

8.3.1.3 Alternate Tax Rate/Area Assignment Functionality in the Batch Invoice Revisions Program

If the company associated with the business unit of an invoice is set up to use the alternate tax rate/area assignment functionality, the Batch Invoice Revisions program includes a column for the Business Unit in the grid of the Batch Invoices form. The program retrieves the alternate tax rate/area if the countries of the customer and the business unit are in the European Union and no errors occur. You specify in the setup for the alternate tax rate/area assignment functionality whether the system issues and error or warning if an error occurs.

If the country of the customer and business unit are not in the European Union, or if the company of the business unit is not set up to use the alternate tax rate/area assignment functionality, then the system retrieves the tax rate/area from the customer master record.

8.3.2 Prerequisite

Review the steps for entering a standard invoice.

See Entering Standard Invoices.

8.3.3 Forms Used to Revise Batch Invoices

Form Name Form ID Navigation Usage
Work With Batch Invoices W03B11Z1C Batch Invoice Processing (G03B311), Batch Invoice Revisions Add a batch invoice.
Invoice Entry - Batch Invoices W03B11Z1D Click Add or select a batch invoice, and then click Select on the Work With Batch Invoices form. Review and revise batch invoices, and create invoices in a new batch.

If you change the gross amount or any field that affects the gross amount, the system displays the Enter G/L Distribution - Batch Invoices form automatically so that you can revise the G/L distribution amount.

Invoice Details - Batch Invoices W03B11Z1A On the Invoice Entry - Batch Invoices form, select a pay item from the detail area of the form, and then select Details from the Row menu. Review pay items for batch invoices.
Enter G/L Distribution - Batch Invoices W03B11Z1B Select G/L Dist (G/L distribution) from the Form menu on the Invoice Entry - Batch Invoices form. Review and revise the G/L distribution for a batch invoice.

8.3.4 Setting Processing Options for Batch Invoice Revisions (P03B11Z1)

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

8.3.4.1 Defaults

These processing options specify default values that the system uses when you add an invoice.

1. Service/Tax Date

Specify the date to use in the Service/Tax Date field (DSVJ). Values are:

Blank: Use the G/L date.

1: Use the invoice date.

2. Pay Status

Specify the value to assign to the Pay Status field (PST). The value that you assign must exist in user-defined code (UDC) 00/PS (Payment Status Codes). If you leave this processing option blank, the system assigns the default value from the data dictionary.

3. Payor

Specify the value to assign to the Payor field (PYR). Values are:

Blank: Use the customer's address book number.

1: Use the value of the Alternate Payor field (ARPY) from the customer's record in the Customer Master by Line of Business table (F03012).

8.3.4.2 Edits

These processing options specify whether the system issues a warning or an error message depending on the invoice date that is entered.

1. Invoice Date Greater than Today's Date

Specify whether the system issues a warning or an error message if the invoice date that you enter is greater than today's date. Values are:

Blank: The system does not issue a warning or an error message.

1: The system issues a warning message.

2: The system issues an error message.

2. Invoice Date Greater than G/L Date

Specify whether the system issues a warning or an error message if the invoice date that you enter is greater than the G/L date. Values are:

Blank: The system does not issue a warning or an error message.

1: The system issues a warning.

2: The system issues an error message.

8.3.4.3 Currency

This processing option specifies whether the system allows value added taxes (VAT) on foreign invoices.

1. VAT Processing

Specify whether to allow the entry of VAT on foreign invoices. Values are:

Blank: Do not allow VAT on foreign invoices.

1: Allow VAT on foreign invoices.

8.3.4.4 Process

This processing option specifies whether the system issues a warning or an error message if the invoice amount does not balance with the journal entry amount.

1. Out-of-Balance

Specify whether to issue an error message if the invoice and journal entry amounts do not balance. The system accounts for entries that might be different due to taxes. Values are:

Blank: Issue an error message if the invoice amount does not balance to the journal entry amount.

1: Do not issue an error message if the invoice amount does not balance to the journal entry amount.

8.3.4.5 Display

This processing option specifies whether the system summarizes multiple invoice pay items on the Work With Batch Invoices form.

1. Summarize

Specify whether to display invoices with multiple pay items as summarized (one invoice) on the Work With Batch Invoices form. Values are:

Blank: Do not summarize: the system displays each invoice pay item.

1: Summarize: the system displays one invoice regardless of the number of pay items.

8.3.5 Adding a Batch Invoice

Access the Work With Batch Invoices form.

To add a batch invoice:

  1. Click Add to access the Invoice Entry - Batch Invoices form.

  2. On Invoice Entry - Batch Invoices, complete the User ID and Transaction Number fields to identify the invoice.

  3. Follow the steps to enter a standard invoice.

Processed

Displays whether a record has been successfully processed. Depending on the application, the system updates the EDSP field in a table with one of these values:

1 (or Y): The record has been successfully processed.

Blank or N: The record has not been processed.

Summarize

Select to display invoices in summary mode. When you select this option, invoices with multiple pay items appear as summarized records, with an * in the pay item field. When this option is not selected, invoice pay items appear as separate records.

Batch Number

Enter the number of the batch for which you want to review batch invoices. During batch processing, the system assigns a new batch number to the JD Edwards EnterpriseOne transactions for each control (user) batch number that it finds.

8.3.6 Reviewing Batch Invoices

Access the Batch Invoices form.

Figure 8-1 Batch Invoices form

Surrounding text describes Figure 8-1 .

Note:

If the alternate tax rate/area assignment functionality is enabled for the company, the system displays a column for the business unit and retrieves the tax area from the alternate tax rate/area assignment setup. If you leave the business unit field blank, the system retrieves the tax rate/area from the customer master record (F03012).

See "Setting Up Alternate Tax Rate/Area Assignment Functionality" in the JD Edwards EnterpriseOne Applications Tax Processing Implemenation Guide.

8.4 Processing Batch Invoices

This section provides overviews of the batch invoice processor, errors in processing, and processing time, lists prerequisites, and discusses how to:

  • Run the batch invoice processor.

  • Set processing options for Batch Invoice Processor (R03B11Z1A).

8.4.1 Understanding the Batch Invoice Processor

After you convert the external invoices and transfer them to the batch processing tables (F03B11Z1 and F0911Z1), run the Batch Invoice Processor program (R03B11Z1A). Running this program processes the information from the batch tables and creates records in the F03B11 and F0911 tables.

You can run the Batch Invoice Processor program in either proof or final mode.

In proof mode, the system:

  • Verifies the data

  • Produces a report

In final mode, the system:

  • Creates invoices in the F03B11 table and associated journal entries in the F0911 table.

  • Assigns document and batch numbers.

  • Supplies default information for the optional fields that you leave blank. For example:

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

    • The fiscal year and period are derived from the G/L date and the date pattern that is established for the company in Company Names & Numbers.

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

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

  • Edits invoice entries for errors.

  • Produces an exceptions report if errors exist.

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.

The system uses next numbers to automatically assign document and batch numbers to the invoices that are generated during final processing, as long as these fields are left blank in the batch tables. You should enable invoice and batch numbers to be assigned from next numbers. For audit purposes, however, you should use the Transaction Number field for the document number (or invoice reference) from the source system.

After the batch has been successfully processed, the system updates the Processed field (VJEDSP). These records remain in the F03B11Z1 and F0911Z1 tables until they are purged. Alternatively, you can set up a processing option to purge these tables automatically.

8.4.1.1 Processing Options

Set these processing options to specify the data selection for the records in the two tables in the transaction set (F03B11Z1 and F0911Z1):

  • EDI - User ID

  • EDI - Batch Number

  • EDI - Transaction Number

  • EDI - Transmission Date

No other data selection is permissible, and the addition of data selection in the batch processing programs might produce unpredictable results.

8.4.1.2 Alternate Tax Rate/Area Assignment Functionality in Batch Invoice Processing

When processing a batch of invoices using the Batch Invoice Processor program (R03B11Z1A), the system checks the Tax Area and Explanation Code processing option setup and whether the alternate tax rate/area assignment functionality is enabled for the company. After checking these variables, the system assigns the tax rate/area according to the following rules:

  • If the value in the processing option is 1, the system does not update the tax rate/area value.

  • If the processing option is left blank so that the system will update the invoice records with tax information and the alternate tax rate/area assignment functionality is disabled, the system retrieves the tax information from the Customer Master table (F03012) or the Business Unit table (F0006).

  • If the processing option is left blank so that the system will update the invoice records with tax information and the alternate tax rate/area assignment functionality is enabled, the system updates the invoice records with the alternate tax rate/area.

See "Setting Up Alternate Tax Rate/Area Assignment Functionality" in the JD Edwards EnterpriseOne Applications Tax Processing Implemenation Guide.

8.4.1.3 Reports

If the processing option for Audit Information is set appropriately, the batch programs produce a report of the errors that are detected during processing. The report includes the EDI line number and indicates the table in which the error occurred. Regardless of whether you print the audit report, the system writes messages to the work center that provide you with more specific information about the nature of the error.

8.4.1.4 Troubleshooting Tips

Because the programs perform data selection and sequencing of the transactions before the first record is read for processing, these situations could occur that result in errors:

  • An F0911Z1 record exists with a document number for which no corresponding F03B11Z1 record exists. In this situation, the system stops processing F0911Z1 records and all records in the tables from this point forward are out of balance.

  • An F03B11Z1 record exists with a document number for which no corresponding F0911Z1 record exists. In this situation, the system writes an error message, but continues to process subsequent records.

8.4.2 Understanding Errors in Processing

This table lists possible error messages:

Error Message Description
Process a few records in the first batch Only errors prevent records in a batch from successfully processing. Warning messages alert you to nonstandard events, but do not prevent processing. You can disable warning messages by means of a processing option.

Header-level errors that occur on one record often 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.

Read and understand the error messages An alternative to reviewing the exception report is to access the Employee Work Center to view specific errors regarding the batches. You can access the batches that are in error directly from the error messages. This enables you to locate the problems and correct them interactively.

Error messages can be accessed and read from the Work Center in one of three ways:

  • From the Workflow Management menu (G02), select Employee Work Center.

  • Right-click the batch processor program and select Prompt For, and then Version. On Work With Batch Versions - Available Versions, select Work Center from the Tools menu.

  • From the System Administration Tools menu (GH9011), select Work With Servers. On Work With Servers, select Work Center from the Tools menu.

All error messages are also located in the Data Dictionary, where you can inquire on the error number and review the glossary.

Process an invoice that was created using the Batch Invoice Revisions program (P03B11Z1) If errors occur that you cannot resolve, enter a transaction manually through the batch revisions program and process it successfully. Then compare the F03B11Z1 and F0911Z1 records that you entered manually with the transaction that you converted. Comparing the differences can help you locate discrepancies and resolve errors.

8.4.3 Understanding Processing Time

After you resolve conversion errors, you can use the suggestions in this table to improve processing time:

Suggestion Description
Create larger batches. Organize the data into larger batches. Processing time can be improved if the program is not required to open and close batches.

Note: Gains in performance as a result of creating larger batches might be offset by an increase in the amount of time that is 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 does prevent all records in the batch from posting.

Create multiple versions of the batch processor program. Create multiple versions of the batch processor program (R03B11Z1A) 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 that you achieve 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 the data, you should perform tests.

Enter as much information as available. Reduce the amount of time that the system requires to retrieve default information by entering the information directly into the F03B11Z1 and F0911Z1 tables.

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.

Deactivate the Cost Management Constants (System 16). If you are not using the 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 program on the server where the data and related programs reside. Run the batch processor program (R03B11Z1A) on the server where the batch tables (F03B11Z1 and F0911Z1) and other related tables, such as Customer Master by Line of Business (F03012), Currency Exchange Rates (F0015), Tax Areas (F4008), and so forth, reside.

Also, ensure that the applicable master business functions (P03B0011 and P0900049), as well as any other related programs, are located on the same server.


8.4.4 Prerequisites

Before you complete the tasks in this section:

  • Verify that address book records exist for the customers whose invoices will be converted.

  • Convert invoice transactions from their external system and transfer them to the JD Edwards EnterpriseOne Accounts Receivable system in the appropriate format.

8.4.5 Running the Batch Invoice Processor

From the Batch Invoice Processing menu (G03B311), select Batch Invoice Processor.

8.4.6 Setting Processing Options for Batch Invoice Processor (R03B11Z1A)

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

8.4.6.1 Select

These processing options specify the criteria for selecting batch records to process.

1. EDI - User ID

Specify the EDI user ID (data item EDUS) that the system uses to select batch invoice records for processing. If you leave this processing option blank, the system does not use this field as selection criteria.

2. EDI - Batch Number

Specify the EDI batch number (data item EDBT) that the system uses to select batch invoice records for processing. If you leave this processing option blank, the system does not use this field as selection criteria.

3. EDI - Transaction Number

Specify the EDI transaction number (data item EDTN) that the system uses to select batch invoice records for processing. If you leave this processing option blank, the system does not use this field as selection criteria.

4. EDI - Transmission Date

Specify the EDI transmission date (data item EDDT) that the system uses to select batch invoice records for processing. If you leave this processing option blank, the system does not use this field as selection criteria.

8.4.6.2 Process

These processing options specify how the system processes transactions.

1. Processing Mode

Specify whether the system runs the program in proof or final mode. In proof mode, the system generates a report, but does not update any tables. In final mode, the system generates a report and updates the F03B11 and F0911 tables based on the information that you provide. Values are:

Blank: Proof mode

1: Final mode

2. Out-Of-Balance

Specify whether the system updates the F03B11 and F0911 tables when the sum of the amounts to be distributed for the invoice do 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 invoice and journal entry. Values are:

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

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

Caution:

Processing invoices that are out-of-balance might cause unpredictable results in other applications.
3. Automatic Purge

Specify whether you want the system to purge successfully processed invoice records from the F03B11Z1 and F0911Z1 tables. Values are:

Blank: Do not purge invoice records.

1: Purge invoice records.

8.4.6.3 Versions

These processing options specify the versions of corresponding programs that the system uses to create and post invoices.

1. Invoice Entry MBF Processing Options (P03B0011)

Specify the version of the Invoice Entry MBF Processing Options program (P03B0011) that the system uses to process the customer ledger record of the invoice transaction. If you leave this processing option blank, the system uses version ZJDE0001.

2. Journal Entry MBF Processing Options (P0900049)

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

3. General Ledger Post Report (R09801)

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

8.4.6.4 Messaging

These processing options specify whether to send warning messages to the Work Center program (P012501) and to whom.

1. Suppress Warning Messages

Specify whether the system sends warning messages that occur during processing to the work center. Values are:

Blank: Send warning messages to the employee work center.

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

Note:

The system does not include warning messages on the report. In addition, warning messages do not prohibit invoices from processing successfully.
2. Work Center User ID

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

8.4.6.5 Defaults

These processing options specify default information for processing batch invoices.

1. Alternate Payee

Specify whether the system updates the Alternate Payee field (AN8J) in the F03B11Z1 table with the value from the corresponding field (ARPY) in the F03012 table or the value from the 5th Address Book field (AN86) in the Address Book Master table (F0101).

The system updates this field only if no value is specified on the batch invoice record. If no value is specified and you leave this processing option blank, the system uses the value from the F03012 table.

2. Tax Area and Explanation Code

Specify whether the system updates the tax explanation code and tax rate/area information on successfully processed invoice records with the values that are specified in the F03012 table 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 F03012 table. Values are:

If the Alternate Tax Rate/Area Assignment Company Constant is enabled and you leave this processing option blank to update invoice records, the process retrieves the alternate tax rate/area assignment instead of retrieving the value from the F03012 or F0006 tables.

See Alternate Tax Rate/Area Assignment Functionality in the Batch Invoice Revisions Program

Blank: Update the tax values.

1: Do not update the tax values.

3. Batch Type

Specify the batch type to assign to invoices that are successfully processed. If you leave this processing option blank, the system assigns batch type IB. Valid batch types are:

IB: Use this batch type for invoices that are mapped according to the specifications that are used by the JD Edwards EnterpriseOne Accounts Receivable, JD Edwards EnterpriseOne Sales Order Management, JD Edwards EnterpriseOne Contract Billing, and JD Edwards EnterpriseOne Service Billing systems.

2B: Use this batch type for invoices that are mapped according to the specifications that are used by the JD Edwards EnterpriseOne Real Estate Management system.

Note:

The value that you enter must exist in UDC 98/IT.
4. G/L Ledger Type

Specify the ledger type that the system assigns to the records in the F0911 table that are successfully processed. If you leave this processing option blank, the system assigns ledger type AA.

Note:

If you complete the foreign amount fields in the F03B11Z1 table, the system assigns CA as the ledger type to the corresponding account ledger records regardless of the ledger type that you specify in this processing option.
5. Batch Status

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

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

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

8.4.6.6 Print

This processing option specifies whether to print audit information on the report that the system generates when you process batch invoices.

Audit Information

Specify whether audit information that the system generates when you process transactions in proof and final mode appears on the report. Audit information consists of user ID, EDI batch number, EDI transaction number, gross amount (from the F03B11 table), amount (from the F0911 table), and currency code. Audit information is useful for determining which transactions in the batch are in error. Values are:

Blank: Do not include audit information.

1: Include audit information.

8.5 Posting Batch Invoices

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

You can post invoices to the general ledger manually from the Customer Invoice Entry menu (G03B11). Alternatively, you can complete processing options in the Batch Invoice Processor program (R03B11Z1A) to post processed batch invoices automatically when processing, as shown here:

  • Enter 1 in the Batch Status processing option on the Defaults 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 corresponding processing option on the Versions tab.

    Note:

    If you specify a version of the General Ledger Post Report program in the processing options, the system posts all batches that meet the selection criteria of the post program. For example, if the version of the post program contains data selection to select batches with the batch type equal to IB and the batch status equal to A, the system posts all invoices that meet this selection criteria, not just those batches that are created by the batch invoice process.

8.6 Purging Processed Batch Invoices

This section provides an overview of the standard purge process and discusses how to run the Processed Batch Invoice Purge program.

8.6.1 Understanding the Standard Purge Process

After you review, process, and post the batch invoices, you must purge them. The system stores processed invoices in the batch tables until you purge them. You can purge batch invoices in either of these ways:

  • Set a processing option to automatically purge them when you process the batch invoices in final mode.

  • Purge them as a separate task.

When you purge batch invoices, the system removes all processed invoices from these tables, regardless of the batch they are in:

  • F03B11Z1

  • F0911Z1

Purging removes batch invoices only and does not affect invoices in the F03B11 table.

8.6.2 Running the Processed Batch Invoice Purge Program

From the Batch Invoice Processing menu (G03B311), select Processed Batch Invoice Purge.