Reviewing Accounting Entries and Correcting Errors

Page Name

Definition Name

Usage

Worksheet Control Page

GROUP_ENTRY1_DSP

Review the control totals for a maintenance group.

Accounting Entries Page

GROUP_ENTRY3_DSP

Review and correct errors for accounting entries in a maintenance group.

When you post maintenance groups, the Receivables Update process and the Pending Group Generator process (AR_PGG_SERV) work together to create the group, pending items, and accounting entries. To review the accounting entries before background processing occurs, you can create them online by clicking the Create/Review Entries button on the Worksheet Action page. The process edits for ChartField combination errors if you enabled this option for the business unit on the Receivables Options - General 2 page. A single error message appears if at least one distribution line has a ChartField combo edit error. This message instructs the user to refer to the ChartField Combo Error tab for further details about the error. The ChartField Combo Error tab appears in the Distribution Lines grid. This tab identifies the specific fields and combination group that was used to compare against the distribution line with the error. If no errors occurred, this tab does not appear. You cannot post the accounting entries until you fix the errors if you selected Recycle in the ChartField Editing group box for the business unit.

Use the Accounting Entries page to review or edit accounting entries that have already been created for maintenance group items and correct them if needed. You can edit both the receivables (AR) line and the user-defined lines for these types of new items that do not reference existing items:

  • Create a New Debit (MT-04)

  • Create a New Credit (MT-05)

  • Write-off Remaining Credit (MT-06)

  • Write-off Remaining Debit (MT-07)

  • Refund Remaining Credit (MT-08)

Note: You cannot edit the AR lines when the system generates two transactions for the same new item ID because the AR line must match for both transactions. This applies when a Write-off Remaining Debit (MT-07) item automatically creates a Create a New Debit (MT-04) item, or when a Write-off Remaining Credit (MT-06) or Refund Remaining Credit (MT-08) item automatically creates a Create a New Credit (MT-05) item.

For write-off items (MT-02) and MT-03), you can edit only the user-defined lines. To keep these accounting entries balanced when you make changes, enable the ChartField Balancing option on the Ledger Group - Balancing page. This enables the system to create intraunit accounting entries across the from and to line.

Note: You can select the Always Inherit or Inherit within BU inheritance option, and still override inherited ChartFields on write-off transactions on the payment and maintenance worksheets. To enable users to override inherited ChartFields, select the Enable Write-Off Override check box on the Receivables Options – Payment Options page.

If ChartField combination errors occur on Offset an Item (MT-01) and Refund a Credit (MT-09) transactions:

  1. Delete the accounting entries on the error correction pages.

  2. Modify the ChartField combinations for either the combination edit rules or for the distribution codes.

  3. Rerun the Receivables Update process to regenerate the accounting entries.

If your automatic entry type accounting templates contain multiple user-defined lines, and you create entries online, you can manually allocate the amount of the item across the accounting lines. If you create entries during background processing, the accounting lines will not be balanced and you must use the error correction pages to manually allocate the amount across the accounting lines.

If the original item that an item references has project ChartFields and you want to use the same ChartField values, access the AR Billing Inquiry page (AR_BI_INQUIRY_B) for the item and click the Bill Header - Project Info link. This enables you to view the project ChartFields on the bill header in PeopleSoft Billing. Otherwise, the system uses the ChartField values that you defined on the Auto Entry Type - Accounting Template for the entry type and reason.

Use the Worksheet Control page (GROUP_ENTRY1_DSP) to review the control totals for a maintenance group.

Navigation:

  • Accounts Receivable > Receivables Maintenance > Maintenance Worksheet > Update Accounting Entries > Worksheet Control

  • Accounts Receivable > Receivables Update > Correct Posting Errors > Worksheet > Worksheet Control

Use the Accounting Entries page (GROUP_ENTRY3_DSP) to review and correct errors for accounting entries in a maintenance group.

Navigation:

  • Accounts Receivable > Receivables Maintenance > Maintenance Worksheet > Update Accounting Entries > Accounting Entries

  • Accounts Receivable > Receivables Update > Correct Posting Errors > Worksheet > Accounting Entries