Understanding AAIs Used by the Sales Update Program

AAIs are the links between the company's day-to-day functions, chart of accounts, and financial reports. The system uses AAIs to determine how to distribute general ledger entries that the system generates. For example, in the JD Edwards EnterpriseOne Sales Order Management system, these AAIs indicate how to record the transaction when you sell a stock item to a customer:

AAI	Description
Cost of Goods (COGS) Sold (4220)	Provides the expense and cost amounts to the cost of goods sold account.
Revenue (4230)	Provides the actual sales price of inventory to the sales revenue account.
Inventory (4240)	Credits the cost amount to an inventory account.
A/R Trade (4245)	Debits the sales amount to an accounts receivable account. The system writes the accounts receivable offset entries to the general ledger only if the accounts receivable update option is cleared.
RC	Bypass accounts receivable.
Tax Liability (4250)	Provides journal entries to tax liability accounts that were created during a sales update.
Inter Branch Revenue (4260)	Provides the journal entries for interbranch transfers for manufacturing finished goods and inventory.
Price Adjustments (4270)	Provides the journal entries for individual price adjustments that were created during a sales update.
Rebates Payable (4280)	Provides the offset entries of accrued accounts.
Deferred Cost of Goods Sold (4221)	Provides the offset entries for deferred cost of goods sold.
Ship and Debit Accrual (4234)	Provides the offset entries for ship and debit accruals.

You can direct transactions to various accounts by inserting information in these fields:

Field	Description of Use
Company Number	The system compares the company number that you specify on the sales order detail form to the appropriate AAI table. For example, if the company number is 100 and no valid line is in the AAI table for that company, then the system compares the number in the sales order detail form to the valid line for company 000.
Document Type	The system uses the document type of the order, such as SO for sales orders.
G/L Class	According to the order line types, if the Inventory Interface option is Y, then the system refers to the general ledger class from the F41021 table. If the Inventory Interface option is N, the system uses the general ledger class that is in the line type definition. For accounts receivable AAIs, the system uses the general ledger class from the customer record on the Customer Master Information form. However, a general ledger class is not required for the accounts receivable AAIs. Blank is an allowable value. A G/L Class Code of **** must be set up to catch the blank values.

Field

Description of Use

Company Number

The system compares the company number that you specify on the sales order detail form to the appropriate AAI table. For example, if the company number is 100 and no valid line is in the AAI table for that company, then the system compares the number in the sales order detail form to the valid line for company 000.

Document Type

The system uses the document type of the order, such as SO for sales orders.

G/L Class

According to the order line types, if the Inventory Interface option is Y, then the system refers to the general ledger class from the F41021 table. If the Inventory Interface option is N, the system uses the general ledger class that is in the line type definition.

For accounts receivable AAIs, the system uses the general ledger class from the customer record on the Customer Master Information form. However, a general ledger class is not required for the accounts receivable AAIs. Blank is an allowable value.

A G/L Class Code of **** must be set up to catch the blank values.

The system verifies the business unit that is associated with the account number in the AAI for that company, document type, and general ledger class. If you do not define a business unit in the AAIs, you can use the default value processing options in the R42800 program to specify the priority that the system uses to select the business unit to track general ledger entries for an order.

Based on the processing option selection Update Customer Sales, the system processes the business unit in this manner:

If the Business Unit field in the AAI line is blank, the system uses the project number that is defined in the Business Unit Master table (F0006) for the detail branch/plant.
The system assigns general ledger entries to the project number of the header branch/plant for accounts receivable and revenue entries. The system uses the project number from the detail branch/plant for inventory and cost of goods sold entries.
If both the Business Unit field in the AAI and the Project Number fields for the header and detail branch/plant are blank, the system uses the business unit from the header of the order for the sales cost of goods sold and accounts receivable entries and revenue, and the business unit from the detail of the order for the inventory entry.
The system uses the sold-to address book number as the business unit part of the account.

If you bypass invoice processing and process entries through sales update, you must set up an entry in the AAI 4245 for an offset entry. The general ledger class code is not associated with an inventory item; it is associated with the accounts receivable offset in the Customer Master by Line of Business table (F03012). That is, the system matches the AAI 4245 in the accounts receivable offset in the F03012 table to record an entry. The system uses header-level information only for the AAI 4245, not the order detail line.

If you want the information to go to a specific account, you must edit the F03012 table and set up a corresponding AAI in 4245 and the RC (Accounts Receivable, system 03B) AAI. However, the system records entries as only invoice totals related to the customer; individual order detail lines are not recorded. You can use all asterisks; the system does not try to match the general ledger offset and accounts receivable offset.