1. Accounts Payable Implementation Guide
  2. Posting Vouchers

Posting Vouchers

When you use the General Ledger Post program (P09801) to post vouchers, the system creates the automatic entries for the vouchers according to the AAIs that you set up, and the processing options that you set up.

The General Ledger Post program selects the unposted transactions for the selected batch from the Accounts Payable Ledger table (F0411). Next, the program creates transactions for automatic offset amounts. It also creates other related entries, such as taxes and intercompany settlements.

The automatic offset amount is a debit or credit to the A/P trade account and is controlled by the AAI item PC. The program uses the company number and the G/L offset from each voucher to locate the AAI item PC. This item contains the offset account to which you are posting.

Note: If you choose the batch offset (B) method, you cannot use the detail method (2) of intercompany settlements.

During the post process, the system retrieves the following information for the automatic offset:

  • Automatic offset method.

    This method is based on the offset method in A/P Constants.

  • Document type.

    The document type is AE (automatic entry) and includes intercompany settlements and automatic offsetting entries for A/P and A/R.

    Note: Although posting out-of-balance batches prevents the system from creating intercompany settlements, posting out-of-balance does create AE document types for A/P and A/R.

  • Document number.

    This number is based on the offset method in the A/P constants. If you post in detail (Offset Method Y), an offset document is created for each document number. When you post the document number in batch (Offset Method B), the document number corresponds to the batch number.

  • Account description/explanation, such as:

    • Accounts Payable Trade/Post Offset by Batch V (batch number).

    • Accounts Payable Trade/Post Offset by Doc V (voucher number).

If the voucher includes taxes, the system generates an automatic offset with the characteristics described above, except that the account description is from the AAI item PT (payables tax). Later in the process, the system records the tax amount in the Taxes table (F0018), based on a processing option.