Ad Hoc Workfile Transactions

If you do not enter cost information during an accounting cycle, the transactions are not available when you run the Workfile Generation program (R48120). You can manually add transactions to the workfile on an as-needed basis for costs that are not processed during the accounting cycle. Transactions that you enter into the workfile manually are referred to as ad hoc transactions.

For example, an accounting department processes expense reports on the 15th of each month. The supervisor's expenses contain a billable cost that must be included in the workfile by the 5th of the month. In this case, you enter the cost as an ad hoc transaction to the workfile. The ad hoc transaction is created to represent cost information that is not in the Account Ledger table (F0911) and is independent of the regular accounting cycle. After you enter the ad hoc transaction in the workfile, you can mark up the cost, enter a remark, and complete the billing process.

When you enter an ad hoc transaction into the workfile, these conditions are true:

• No source document exists to back up the transaction.

• The detail information for the costs in the account ledger and the workfile is inconsistent.

  Important:

  When you enter an ad hoc transaction and then process the related source transaction through the normal accounting and billing cycles, the system creates a duplicate transaction in the workfile. To prevent this, you must manually change the eligibility code for the duplicate workfile transaction to Nonbillable and remove it from the workfile.

  If you do not remove the duplicate workfile transaction from the workfile, the system continues to display the transaction on the Work With Workfile form. You might bill for the transaction in error if the eligibility code for the transaction is ever changed back to billable.