Understanding Preliminary Voucher Journal Entries

You complete the voucher process by creating journal entries. You first create preliminary voucher journal entries. When you create the entries, the system prints the Journal Edit Register report (R48300). You should carefully review this report to ensure that you do not create final voucher journal entries that create out-of-balance records in the Account Ledger table (F0911).

The system creates proof voucher journals for a selected voucher batch. The workfile transactions use the accounting information that the system assigns when you run the Service Contract Workfile Generation program (R1732) to create detail journal entries in the Billing Detail Journal Workfile table (F48S910). These detail journal entries are then compressed into summarized journal entries in the Summarized Journal Workfile table (F48S911). When you run the Create A/P Entries program (R48197), the system uses the summarized journal entries to create transactions in the F0911 table for voucher journal entries and updates the Accounts Payable Ledger table (F0411).

The system uses the A/P and G/L functional servers to edit the summarized journal entries. The voucher summary transactions are temporarily added to the summarized journal entries in the F48S911 table to ensure balanced accounting entries.

Note: The workfile transactions created by the Service Contract Workfile Generation program for voucher processing do not use the Billing automatic accounting instructions (AAIs) to retrieve accounting rules. The accounting rules are assigned within the Service Contract Workfile Generation program.

The Journal Generation program (R48131) is a batch program. The voucher batch is processed as a unit. If the system detects one or more errors, it sets the voucher batch to an error status. You must correct the error condition and rerun the Journal Generation program. You can run the Journal Generation program as many times as necessary to correct all errors.

When you run the Journal Generation program, the system:

• Updates the batch by setting the Current Activity field to 3, which indicates that journal generation is in progress.

• Deletes the table F48S910 and table F48S911 entries for the voucher batch.

  This step enables you to run the Journal Generation program as many times as necessary without deleting a batch.

• Uses the voucher batch number to select data.

  The accounting information assigned to the transactions during Service Contract Workfile Generation is used to create detail journal entries in the F48S910 table.

• Summarizes the table F48S910 transactions and writes the summarized entries to table F48S911.

  When you run the Create A/P Entries program, the system uses these entries to create entries in the F0911 table.

• Updates table F48S911 with information from the Voucher Summary table (F4823).

  These entries are temporary and stay in the F48S911 table only long enough to be edited and to print balanced accounting entries on the Journal Edit Register report. When you run the Create A/P Entries program, the system uses the entries from the F4823 table to create entries in the Accounts Payable Ledger table (F0411)

• Edits the accounting entries stored in the F48S911 table using the interactive versions for the A/P and G/L master business functions.

• Prints the Journal Edit Register report so that you can review the accounting entries for this batch.

• Removes the temporary voucher entries from the F48S911 table.

• Updates the batch with the amount and number of documents.

• Updates the batch status and sets the current activity to 0 to enable you to perform additional processes for this batch.