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Genral Accounting

Accounting

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Abhijit Temkar

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0% found this document useful (0 votes)

241 views1,210 pages

Genral Accounting

Accounting

Uploaded by

Abhijit Temkar

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

You are on page 1/ 1210

EnterpriseOne Xe

General Accounting
PeopleBook

September 2000

J.D. Edwards World Source Company

7601 Technology Way
Denver, CO 80237

Portions of this document were reproduced from material prepared by J.D. Edwards.
Copyright J.D. Edwards World Source Company, 2000
All Rights Reserved
SKU XeEAGA

J.D. Edwards is a registered trademark of J.D. Edwards & Company. The names
of all other products and services of J.D. Edwards used herein are trademarks or
registered trademarks of J.D. Edwards World Source Company.
All other product names used are trademarks or registered trademarks of their
respective owners.
The information in this guide is confidential and a proprietary trade secret of
J.D. Edwards World Source Company. It may not be copied, distributed, or
disclosed without prior written permission. This guide is subject to change
without notice and does not represent a commitment on the part of J.D.
Edwards & Company and/or its subsidiaries. The software described in this
guide is furnished under a license agreement and may be used or copied only in
accordance with the terms of the agreement. J.D. Edwards World Source
Company uses automatic software disabling routines to monitor the license
agreement. For more details about these routines, please refer to the technical
product documentation.

Table of Contents

Overviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Industry Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Industry Environment and Concepts for General Accounting . . . . . .
Idea to Action: The Competitive Advantage . . . . . . . . . . . . . . . . . . . . .
General Accounting Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
System Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
General Accounting Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Account Numbering Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
General Accounting System Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tables Used by General Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . .
Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

11
1-3
1-3
1-5
1-11
1-11
1-13
1-18
1-20
1-21
1-24

Organization Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Fiscal Date Patterns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Companies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Business Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Business Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Locating Business Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning Category Codes to Business Units . . . . . . . . . . . . . . . . . . . .
Revising Business Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Translating Business Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

21
2-7
2-11
2-17
2-18
2-21
2-25
2-26
2-29

Organization Report Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Working with Organization Report Structures . . . . . . . . . . . . . . . . . . . . . .
Creating Organization Report Structures . . . . . . . . . . . . . . . . . . . . . . . .
Defining Organization Report Structures . . . . . . . . . . . . . . . . . . . .
Building Organization Report Structures . . . . . . . . . . . . . . . . . . . .
Processing Options for Business Unit Structure Build . . . . . . . . .
Adding Organization Report Structures . . . . . . . . . . . . . . . . . . . . .
Reviewing Organization Report Structures . . . . . . . . . . . . . . . . . . . . . .
Revising Organization Report Structures . . . . . . . . . . . . . . . . . . . . . . . .
Rearranging Organization Report Structure Components . . . . . .
Creating Additional Business Units . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Organizational Structures Revisions . . . .
Copying Organization Report Structures . . . . . . . . . . . . . . . . . . . . . . . .

31
3-3
3-3
3-4
3-5
3-5
3-6
3-7
3-8
3-8
3-9
3-11
3-12

Setup

Organizational Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Working with Organizational Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7
Defining Organizational Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7

OneWorld Xe (09/00)

General Accounting
Reviewing Organizational Structures . . . . . . . . . . . . . . . . . . . . . . . . . . .
Revising Organizational Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Rearranging Organizational Structure Components . . . . . . . . . . .
Creating Additional Business Units . . . . . . . . . . . . . . . . . . . . . . . . .
Revising Existing Business Units . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Structure Tree View . . . . . . . . . . . . . . . . .
Working with DateEffective Organizational Structures . . . . . . . . . . . . . . .
Building a DateEffective Business Unit Master Table . . . . . . . . . . . .
Processing Options for Date Effective Business Unit Build . . . . .
Revising a DateEffective Business Unit Master Table . . . . . . . . . . . . .
Defining DateEffective Organizational Structures . . . . . . . . . . . . . . . .
Working with DateEffective Organizational Structure Tree Views . .

4-9
4-11
4-11
4-12
4-13
4-14
4-15
4-16
4-16
4-16
4-18
4-20

Business Unit Supplemental Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Setting Up Business Unit Supplemental Data . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Supplemental Data Types in Narrative Format . . . . . . . . .
Setting Up Supplemental Data Types in Code Format . . . . . . . . . . . .
Setting Up Supplemental Data Types in Program Format . . . . . . . . .
Synchronizing OneWorld and WorldSoftware Databases . . . . . . . . . .
Working with Business Unit Supplemental Data . . . . . . . . . . . . . . . . . . . .
Entering Supplemental Data for Business Units . . . . . . . . . . . . . . . . . .
Processing Options for Work with Supplemental Data . . . . . . . .
Copying Supplemental Data for Business Units . . . . . . . . . . . . . . . . .
Reviewing Supplemental Data for Business Units . . . . . . . . . . . . . . . .
Processing Options for Supplemental Database Profiles . . . . . . .
Printing Business Unit Supplemental Data . . . . . . . . . . . . . . . . . . . . . . . . .
Printing the Supplemental Data by Data Type Report . . . . . . . . . . . .
Processing Options for Business Unit Supplemental Data
Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing the Supplemental Data by Business Unit Report . . . . . . . . .

51
5-5
5-6
5-8
5-13
5-14
5-17
5-18
5-22
5-23
5-23
5-25
5-27
5-28
5-28
5-28

Account Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Planning Your Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining Account Segments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating and Updating Your Chart of Accounts . . . . . . . . . . . . . . . . . . . . .
Adding Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Accounts by Business Unit . . . . . . . . . . .
Revising Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Account Master Word Search . . . . . . . . . . . . . . . . . . . . . . . .
Building the Account Master Word Search Table . . . . . . . . . . . . . . . . .
Processing Options for Account Master Build Word Search . . . .
Locating Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing Your Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Subledgers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining Accounts That Require Subledgers . . . . . . . . . . . . . . . . . . . .
Defining Additional Subledger Types . . . . . . . . . . . . . . . . . . . . . . . . . .
Inactivating Subledgers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

61
6-9
6-9
6-13
6-13
6-14
6-15
6-22
6-23
6-23
6-23
6-24
6-27
6-29
6-30
6-32
6-33

OneWorld Xe (09/00)

Table of Contents

Creating a Model Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Working with an Alternate Chart of Accounts . . . . . . . . . . . . . . . . . . . . . .
Defining Alternate Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing Alternate Account Information . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Statutory Account Inquiry . . . . . . . . . . . .
Assigning Third G/L Account Numbers . . . . . . . . . . . . . . . . . . . . . . . .
Copying Accounts to Business Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Accounts Dynamically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Translating Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

6-35
6-39
6-40
6-41
6-46
6-47
6-49
6-53
6-55

Intercompany Settlements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Intercompany Settlements for MultiCurrency . . . . . . . . . . . . . . . . . . .
Example: Intercompany Settlements for MultiCurrency . . . . . . .
Example: T Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Intercompany Settlements . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up the Intercompany Settlement Constant . . . . . . . . . . . . . . .
Setting Up Companies for Intercompany Settlements . . . . . . . . . . . . .
Setting Up Intercompany Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Intercompany AAIs for the Hub Method . . . . . . . . . . . . . .
Setting Up Intercompany AAIs for the Detail Method . . . . . . . . . . . .

71
7-9
7-11
7-13
7-15
7-16
7-17
7-17
7-18
7-19

System Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Constants for General Accounting . . . . . . . . . . . . . . . . . . . . . .
Setting Up Batch Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Batch Approval and Post Security . . . . . . . . . . . . . . . . . . .
Setting Up Posting to Prior Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Control of Invalid Account Numbers . . . . . . . . . . . . . . . . .
Setting Up Account Symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Ledger Type Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Control of Intercompany Settlements . . . . . . . . . . . . . . . . .
Setting Up Currency Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Understanding AAIs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
AAI Prefixes and Suffixes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Elements of an AAI Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Default AAIs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Account Ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Understanding AAIs for General Accounting . . . . . . . . . . . . . . . . . . . . . . .
Working with AAIs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Understanding General Accounting User Defined Codes . . . . . . . . . . . . .
Setting Up Next Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

81
8-3
8-4
8-5
8-8
8-9
8-10
8-12
8-15
8-16
8-19
8-19
8-20
8-21
8-21
8-23
8-33
8-43
8-49

Multi-Currency Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing from a Single Currency to MultiCurrency . . . . . . . . . . . . . .
Setting Up MultiCurrency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Activating MultiCurrency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining Currency Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning a Domestic Currency to a Company . . . . . . . . . . . . . . . . . .
Assigning Currency Codes to Monetary Accounts . . . . . . . . . . . . . . . .
Assigning Currency Codes to Customers and Suppliers . . . . . . . . . . .
Setting Up AAIs for MultiCurrency . . . . . . . . . . . . . . . . . . . . . . . . . . . .

91
9-8
9-11
9-11
9-13
9-15
9-17
9-18
9-21

OneWorld Xe (09/00)

General Accounting
Updating Domestic Currency Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Exchange Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining a Currency Exchange Rate . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Currency Exchange Rates . . . . . . . . . . . .
Updating Currency Exchange Rates . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Currency CrossRate Relationships . . . . . . . . . . . . . . . . . . . . .
Calculating Currency CrossRate Relationships . . . . . . . . . . . . . . . . . .
Processing Options for Calculate Currency Cross Rate . . . . . . . .
Setting Up No Inverse and Triangulation . . . . . . . . . . . . . . . . . . . . . . . . . .
No Inverse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Triangulation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up No Inverse Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Triangulation Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Exchange Rates for No Inverse . . . . . . . . . . . . . . . . . . . . . .
Example: Setup for an EMU and NonEMU Currency . . . . . . . . . . . . .
Setting Up Detailed Currency Restatement . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Constants for Detailed Currency Restatement . . . . . . . . . .
Setting Up Companies for Detailed Currency Restatement . . . . . . . .
Setting Up Currency Codes for Detailed Currency Restatement . . . .
Setting Up Ledger Types for Detailed Currency Restatement . . . . . .
Setting Up AAIs for Detailed Currency Restatement . . . . . . . . . . . . . .
Working with Exchange Rates for Detailed Currency Restatement . .
Setting Up Balance Restatement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Currency Restatement Rates . . . . . . . . . .

9-25
9-27
9-28
9-31
9-31
9-33
9-36
9-37
9-39
9-39
9-41
9-43
9-46
9-48
9-51
9-57
9-58
9-60
9-62
9-63
9-65
9-67
9-71
9-75

Basic Journal Entry Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Understanding the Post Process for Journal Entries . . . . . . . . . . . . . . . . . .
Working with Batch Control for Journal Entries . . . . . . . . . . . . . . . . . . . . .
Working with Basic Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering Basic Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Accepting an OutofBalance Journal Entry . . . . . . . . . . . . . . . . . . . . .
Duplicating Account Number Segments . . . . . . . . . . . . . . . . . . . . . . . .
Using Speed Account Entry for Journal Entries for Work Orders . . .
Locating a Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Revising an Unposted Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . .
Copying a Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting an Unposted Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . .
Temporarily Accepting Invalid Account Numbers . . . . . . . . . . . . . . . .
Adding Attachments to Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Journal Entries . . . . . . . . . . . . . . . . . . . . . .
Master Business Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Journal Entry MBF . . . . . . . . . . . . . . . . . .
Reviewing and Approving Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Approving Batches of Journal Entries for Posting . . . . . . . . . . . . . . . .
Processing Options for General Journal Review . . . . . . . . . . . . . .

101
10-7
10-13
10-19
10-20
10-26
10-27
10-28
10-28
10-29
10-30
10-31
10-32
10-33
10-35
10-35
10-36
10-39
10-39
10-44
10-45

Periodic

OneWorld Xe (09/00)

Table of Contents

Posting Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Posting Journal Entry Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for General Ledger Post Report . . . . . . . . . .
Verifying the Journal Entry Post . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Revising and Voiding Posted Journal Entries . . . . . . . . . . . . . . . . . . . . . . .
Revising a Posted Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Voiding a Posted Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Voiding a Posted Reversing Journal Entry . . . . . . . . . . . . . . . . . . . . . .
Printing General Journals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing the Unposted General Journal . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for General Journal Reports . . . . . . . . . . . . . .
Printing the General Journal by Batch . . . . . . . . . . . . . . . . . . . . . . . . .
Printing the General Journal by Account . . . . . . . . . . . . . . . . . . . . . . .

10-47
10-47
10-52
10-54
10-57
10-58
10-59
10-60
10-63
10-63
10-64
10-64
10-64

Other Types of Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Entering a Reversing Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering a Percent Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Foreign Currency Journal Entries . . . . . . . . . . . . . . . . . . . . .
Working with Model Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Locating Model Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a Model for a Basic Journal Entry . . . . . . . . . . . . . . . . . . . . .
Creating a Model for a Percent Journal Entry . . . . . . . . . . . . . . . . . . .
Changing Model Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering a Journal Entry Based on a Model . . . . . . . . . . . . . . . . . . . . .
Entering Journal Entries in the Debit and Credit Format . . . . . . . . . . . . .
Entering Journal Entries with Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Journal Entries with VAT . . . . . . . . . . . . .

111
11-3
11-5
11-7
11-11
11-12
11-12
11-13
11-14
11-15
11-17
11-19
11-23

Batch Journal Entry Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Storing and Forwarding Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . .
Downloading Master Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Journal Entries That You Store and Forward . . . . . . . . . . . .
Correcting Proof Batch Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . .
Uploading Journal Entries to the Server . . . . . . . . . . . . . . . . . . . . . . . .
Processing Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Store and Forward JE Batch Processor . .
Updating Transaction Control Records . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Update Transaction Control Records . . .
Posting Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Converting Journal Entries for Batch Processing . . . . . . . . . . . . . . . . . . . .
Completing Required Fields in the F0911Z1 and F0911Z1T Tables .
Processing the Transaction Information . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing Batch Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Revising Batch Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Batch Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Correcting Unprocessed Batch Journal Entries . . . . . . . . . . . . . . . . . .
Changing, Deleting, or Voiding Batch Journal Entries . . . . . . . . . . . .
Processing Options for Store & Forward Journal Entry and
Journal Entry Revisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

121
12-5
12-6
12-8
12-10
12-10
12-12
12-12
12-14
12-14
12-14
12-17
12-17
12-18
12-21
12-23
12-24
12-25
12-25

OneWorld Xe (09/00)

12-26

General Accounting
Processing Batch Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Submitting Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Verifying Batch Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Journal Entry Batch Processor . . . . . . . . .
Purging Processed Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Uploading Journal Entries from Spreadsheets . . . . . . . . . . . . . . . . . . . . . .
Creating a Spreadsheet for Uploading . . . . . . . . . . . . . . . . . . . . . . . . .
Importing Spreadsheet Data to an Upload Table . . . . . . . . . . . . . . . .
Defining the Fields for the Journal Entry Transactions - Batch
Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for PC Journal Entry Upload Field
Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Uploading the Fields to the Account Ledger . . . . . . . . . . . . . . . . . . . .
Reviewing and Revising Journal Entries . . . . . . . . . . . . . . . . . . . . . . . .
Purging the Journal Entry Transactions - Batch Table . . . . . . . . . . . .

12-27
12-27
12-28
12-28
12-30
12-31
12-33
12-36

Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Recurring Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Recurring Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Recurring Journal Entry . . . . . . . . . . . . . .
Reviewing Recurring Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . .
Calculating Recurring Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Recurring Journal Entry Compute &
Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Indexed Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Indexed Allocation Computations . . . . . . . . . . . . . . . . . . .
Reviewing Indexed Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Calculating Indexed Allocation Amounts . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Compute Indexed Allocations . . . . . . . . .
Working with Variable Numerator Allocations . . . . . . . . . . . . . . . . . . . . . .
Setting Up Variable Numerator Allocations . . . . . . . . . . . . . . . . . . . . .
Reviewing Variable Numerator Allocations . . . . . . . . . . . . . . . . . . . . . .
Calculating Variable Numerator Allocations . . . . . . . . . . . . . . . . . . . . .
Processing Options for Variable Numerator Compute & Print . .
Reviewing and Posting Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

131
13-9
13-9
13-14
13-14
13-16

Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Budget Patterns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Budget Pattern Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning Budget Pattern Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Annual Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering Annual Budget Amounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Budget by Business Unit . . . . . . . . . . . . .
Processing Options for Budget by Account . . . . . . . . . . . . . . . . . .
Reviewing Budget Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Budget Worksheet . . . . . . . . . . . . . . . . . .
Spreading Annual Amounts to Periods . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Budget Spread . . . . . . . . . . . . . . . . . . . . . .

141
14-5
14-7
14-10
14-15
14-16
14-20
14-22
14-22
14-24
14-27
14-28

12-41
12-43
12-43
12-44
12-44

13-17
13-19
13-19
13-30
13-32
13-33
13-37
13-37
13-47
13-48
13-50
13-51

OneWorld Xe (09/00)

Table of Contents

Reviewing Budget Comparisons Online . . . . . . . . . . . . . . . . . . . . . . . . . . .

Entering Detailed Budget Amounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Budget Overages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for G/L Budget Checking Report . . . . . . . . .
Working with Journalized Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering Journalized Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing and Approving Journalized Budgets . . . . . . . . . . . . . . . . .
Posting Journalized Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Locating Journalized Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Uploading Budgets from Spreadsheets . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a Spreadsheet for Uploading . . . . . . . . . . . . . . . . . . . . . . . . .
Importing Spreadsheet Data to an Upload Table . . . . . . . . . . . . . . . .
Defining the Fields for the Account Balances - Batch Table . . . . . . .
Processing Options for PC Budget Upload Field Definition . . . .
Uploading the Fields to the Account Balances Table . . . . . . . . . . . . .
Processing Options: PC Budget Upload/Conversion (R14110) . . . . .
Reviewing and Revising the Budget Data . . . . . . . . . . . . . . . . . . . . . . .
Purging the Account Balances Batch Table . . . . . . . . . . . . . . . . . . . .

14-29
14-31
14-33
14-35
14-37
14-38
14-38
14-39
14-39
14-41
14-43
14-45
14-50
14-52
14-52
14-53
14-58
14-59

Integrity Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing Unposted Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Correcting Transactions to Batch Records . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Transactions To Batch Headers . . . . . . . .
Correcting Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Correcting OutofBalance Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Batch To Detail & Out Of Balance . . . . .
Correcting Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Correcting OutofBalance Batches by Company . . . . . . . . . . . . . . . . . . . .
Running the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Company by Batch Out of Balance . . . .
Correcting Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Correcting Company Imbalances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Locating OutofBalance Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . .
Correcting Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Correcting Intercompany Account Imbalances . . . . . . . . . . . . . . . . . . . . . .
Running the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Intercompany Accounts in Balance
Integrity Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Locating OutofBalance Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . .
Correcting Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Correcting Chart of Accounts Discrepancies . . . . . . . . . . . . . . . . . . . . . . . .
Running the Accounts without a Business Unit Report . . . . . . . . . . .
Processing Options for Accounts Without Business Unit . . . . . . .
Running the Account Balance without Account Master Report . . . . .
Processing Options for Account Balance without Account
Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the Transactions without Account Master Report . . . . . . . . .

151
15-5
15-7
15-7
15-8
15-10
15-11
15-11
15-13
15-15
15-17
15-17
15-18
15-18
15-19
15-19
15-20
15-21
15-25
15-25

OneWorld Xe (09/00)

15-26
15-27
15-27
15-29
15-30
15-30
15-30
15-31
15-31

General Accounting
Processing Options for Transactions without Account Master . .
Correcting Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Correcting Account Balances to Transactions . . . . . . . . . . . . . . . . . . . . . . .
Running the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Account Balance to Transactions
Integrity Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Correcting Discrepancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

15-32
15-32
15-35
15-35

Batch Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Batch Headers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Batch Headers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Locating Batch Headers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Revising Batch Headers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Revising Batches to Post OutofBalance . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Work with Batches . . . . . . . . . . . . . . . . . .

161
16-3
16-4
16-7
16-7
16-9
16-10

Account Reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reconciling Voided Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reconciling Voided Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating the Reconciliations Worktable . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Refresh Reconciliation File . . . . . . . . . . .
Working with Manual Reconciliations . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Manually Marking Transactions as Reconciled . . . . . . . . . . . . . . . . . . .
Manually Changing Reconciled Transactions to Unreconciled . . . . .
Processing Options for Manual Reconciliation . . . . . . . . . . . . . . .
Working with Bank Tape Reconciliations . . . . . . . . . . . . . . . . . . . . . . . . . .
Reformatting the Bank Tape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Matching the Bank Tape to the Reconciliations Worktable . . . . . . . .
Processing Options for Match Bank Tape to Reconciliation
File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Verifying the Bank Tape Reconciliation . . . . . . . . . . . . . . . . . . . . . . . .
Bank Tape Reconciliation Reports . . . . . . . . . . . . . . . . . . . . . . . . .

171
17-5
17-7
17-9
17-11
17-13
17-13
17-15
17-17
17-19
17-19
17-21
17-22
17-23
17-23

Bank Statement Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Understanding Transaction Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Bank Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering Bank Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering Bank Statement Information . . . . . . . . . . . . . . . . . . . . . . .
Entering Detail Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Bank Statement Review/Entry . . . . . . . . .
Revising Bank Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updating the Reconciliation Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Refresh Reconciliation File . . . . . . . . . . .
Reconciling Bank Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing the Proof Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing the Bank Reconciliation Report . . . . . . . . . . . . . . . . . . . . .
Reviewing the Cleared Not Issued Report . . . . . . . . . . . . . . . . . . . . . .
Reviewing the Cleared Before Issued Report . . . . . . . . . . . . . . . . . . . .
Reviewing the Amounts Not Equal Report . . . . . . . . . . . . . . . . . . . . . .
Reviewing the Unreconciled Items Report . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Bank Journal Statement Processing . . . .

181
18-5
18-9
18-9
18-13
18-19
18-33
18-36
18-41
18-42
18-43
18-44
18-44
18-45
18-45
18-45
18-46
18-46

15-36
15-36

OneWorld Xe (09/00)

Table of Contents

Posting Bank Statement Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Posting Automatic Receipts for Bank Statements . . . . . . . . . . . . . . . . .
Posting General Journal Batches for Bank Statements . . . . . . . . . . . .
Posting Manual Payments for Bank Statements . . . . . . . . . . . . . . . . . .
Posting Manual Receipts for Bank Statements . . . . . . . . . . . . . . . . . . .
Reconciling Bank Statements Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . .

18-49
18-49
18-50
18-50
18-51
18-53

Reports and Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Printing Trial Balance Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing a Trial Balance by Business Unit Report . . . . . . . . . . . . . . . .
Processing Options: Trial Balance by Business Unit Report . . . . . . .
Printing a Trial Balance by Object Account Report . . . . . . . . . . . . . . .
Processing Options for Trial Balance By Object Report . . . . . . . .
Printing a Debit/Credit Trial Balance by Category Code Report . . . .
Processing Options for Debit/Credit T/B by Category Code . . . .
Printing General Ledger Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing a General Ledger by Business Unit Report . . . . . . . . . . . . . .
Processing Options: General Ledger by Business Unit . . . . . . . . . . . .
Printing a General Ledger by Object Account Report . . . . . . . . . . . . .
Processing Options for G/L by Object Account . . . . . . . . . . . . . .
Printing a General Ledger with Subledger Totals Report . . . . . . . . . .
Processing Options for G/L with Subledger Totals . . . . . . . . . . . .
Printing a General Ledger by Category Code Report . . . . . . . . . . . . .
Processing Options for General Ledger by Category Code . . . . .
Printing the Transaction Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Transaction Journal . . . . . . . . . . . . . . . . . .
Reviewing Trial Balances Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing Trial Balances and Ledger Comparisons . . . . . . . . . . . . . .
Processing Options for Trial Balance / Ledger Comparison . . . .
Reviewing Trial Balances by Object Account . . . . . . . . . . . . . . . . . . . .
Processing Options for Trial Balance by Object . . . . . . . . . . . . . .
Reviewing Trial Balances by Company . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Trial Balance by Company . . . . . . . . . . .
Reviewing Trial Balances by Subledger . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Trial Balance by Subledger . . . . . . . . . . .
Reviewing Account Ledgers and Balances Online . . . . . . . . . . . . . . . . . . .
Reviewing Account Ledgers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Options for Account Ledger Inquiry . . . . . . . . . . . . . .
Reviewing Account Ledgers by Object Account . . . . . . . . . . . . . . . . .
Processing Options for Account Ledger Inquiry by Object
Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing Account Ledgers by Category Code . . . . . . . . . . . . . . . . . .
Processing Options for Account Ledger Inquiry by Category
Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing Account Ledgers in an As If" Currency . . . . . . . . . . . . . .
Reviewing Account Balances by G/L Period . . . . . . . . . . . . . . . . . . . .
Processing Options for Account Balances by Month . . . . . . . . . .
Reviewing Account Balances by Subledger . . . . . . . . . . . . . . . . . . . . .

191
19-5
19-6
19-6
19-10
19-10
19-11
19-12
19-13
19-14
19-15
19-21
19-22
19-24
19-24
19-26
19-26
19-29
19-29
19-31
19-32
19-36
19-38
19-40
19-42
19-43
19-44
19-45
19-47
19-49
19-55
19-56

OneWorld Xe (09/00)

Table of Contents

Processing Quantum Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-57

Printing Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-57
Posting Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-58

Index

OneWorld Xe (09/00)

General Accounting

OneWorld Xe (09/00)

Overviews
Businesses require an efficient method of managing their general ledger and
financial reporting functions. The J.D. Edwards General Accounting system
provides an accurate and costeffective way to organize, maintain, record, and
analyze financial information for your organization.
This section provides overview information about industry environments and
concepts associated with general accounting, as well as information about how
the General Accounting system operates.
The overviews consist of the following:
- Industry Overview
- General Accounting Overview

OneWorld Xe (09/00)
To access English documentation updates, see
https://knowledge.jdedwards.com/JDEContent/documentationcbt/overview/about documentation updates.pdf

General Accounting

Industry Overview

This overview introduces the industry concepts associated with general

accounting. In addition, this overview describes typical problems and
opportunities inherent in a general accounting environment, as well as J.D.
Edwards solutions through Idea to Action.

Industry Environment and Concepts for General Accounting

Every organization must keep a record of the money it spends and earns, as well
as maintain information about other types of business activities. Typically, a
company will use some type of general accounting system to successfully
manage its financial activities. The ability to produce current and accurate
accounting information is critical to meeting government requirements for
financial reporting.
Typically, an accounting department is responsible for coordinating all general
ledger transactions that occur within an organization. Some transactions might
originate from other areas of the business, such as purchasing and sales
departments. Accounting personnel must be able to record and manage the
impact of these transactions on the general ledger.
Recording and reconciling the transactions in the general ledger enable an
accounting department to analyze the business and provide reports to
management within the organization, as well as publish reports to external
parties. An organization must be able to accomplish all accounting functions
while adapting to an everchanging business environment.
Changes in the industry, regulatory agency rulings, and company reorganizations
can affect the accounting policies of an organization. The more an accounting
system is automated, the more accurately and efficiently the organization can
maintain its general ledger, produce reports, and implement changes.
While an accounting department is composed of people with varying
backgrounds, accounting personnel typically have a broad knowledge of the
business itself, as well as financial accounting. As different areas of the business
produce or purchase goods and services, the accounting department
understands how these types of transactions affect the general ledger. An
accounting department must be able to manage transactions that originate from
other sources such as accounts payable, accounts receivable, fixed assets,
payroll, purchasing, sales order management, and manufacturing software
systems.

General Accounting

After information is entered into the accounting system, an accountant might

need to allocate revenue and expenses among various departments within the
organization, eliminate intercompany transactions, or reconcile account balances.
In addition, an accounting department might be responsible for projecting
budgets for future periods and reviewing those budgets for performance against
the actual activity.
With the help of an automated accounting system, accounting personnel can
provide answers to the following questions:

Are we making a profit or loss?

What is the amount of the profit or loss?

What products or divisions are responsible for the profit or loss?

Are we competitive in the industry?

Should we continue to make or provide certain products or services?

Do we provide information to internal management in a useful format?

Are we meeting the requirements of our lenders?

Are we complying with general accounting standards and practices?

Conclusion
Ideally, the general accounting process in an organization should be a
streamlined process. A general accounting system that includes integration
between different departments in the organization can provide uptodate
information and enough detail to reduce administrative time that might
otherwise be spent identifying and reconciling the information. By having
information available online, the user can reduce the amount of time spent
searching for information and make more informed decisions about the
organization's business activities. The J.D. Edwards General Accounting system
enables the user to manage financial information and maximize results through
Idea to Action.

Industry Overview

Idea to Action: The Competitive Advantage

The following examples are typical problems in a general accounting
environment, the business activators that resolve each problem, and the return
on investment or bottomline result:
The Operational
Problem:
Your company expands
its operations through
mergers and
acquisitions. You need
to incorporate the new
accounting information
into the OneWorld
General Accounting
system as soon as
possible.

Business Activator/Idea to Action:

An organization can quickly add new companies and
business units to the chart of accounts. The Copy feature
in the Work with Business Units program allows an
existing business unit's characteristics to be copied to a
new business unit. The Copy Chart of Accounts program
allows a user to quickly add a chart of accounts by
copying an existing chart. After the organization is set up,
batch processing of journal entries allows data from
thirdparty software to be uploaded into the OneWorld
transaction tables. During the transition period, users of
the legacy system can use freeform account numbers to
enter transactions. These freeform account numbers can
be used to maintain the account numbers from the old
system until users learn the new chart of accounts.
Bottomline Result:
Copy features for business units and the chart of accounts
significantly reduce the number of hours that it takes to
enter individual business units and account numbers.
Batch processing enables a company to maintain general
ledger information from the legacy system for priorperiod
analysis and reporting. Freeform account numbers reduce
the time spent on identifying unfamiliar account numbers
by users who are familiar with the account structure of the
legacy system.

General Accounting

The Operational
Problem:
Your company has
recently reorganized,
expanded, or merged
with another company,
and you must change
the organizational
structure. You need to
move business units
from one company to
another without
changing business unit
numbers. The account
master, general ledger,
and account balance
tables must also be
revised to reflect the
correct company.
The Operational
Problem:
You need to create new
business units and move
existing account detail
and balances to the new
business units. Or you
need to create new
object accounts under
existing or new
business units, and
move existing account
detail and balances to
the new account
numbers.

Business Activator/Idea to Action:

The Accounts without Business Units, Account Balance
without Account Master, and Transactions without Account
Master integrity programs update the company number in
the account master, general ledger, and account balance
tables.
Bottom-line Result:
You save time and preserve the accuracy of your data.
You can change your account transaction and balance
tables without manually assigning a new company
number to the chart of accounts or creating journal entries
to transfer balances to the new company.

Business Activator/Idea to Action:

To change a business unit on multiple accounts you can
use the Change Business Units program. Then you can
run the Update Business Unit.Object.Subsidiary to Journal
Entries program to update the transaction and balance
tables.
Bottom-line Result:
You save time and preserve the accuracy of your data.
You can change your chart of accounts without manually
creating journal entries to transfer your account
transactions and balances to new accounts. Because the
system assigns a unique account ID to each new account,
you have an audit trail of account ledger transactions and
balances.

Industry Overview

The Operational
Problem:
Your company changes
its fiscal date patterns.
You must correct fiscal
year and period
numbers in the general
ledger account
transaction and
balances tables.

Business Activator/Idea to Action:

After you create a new fiscal date pattern for the
company, you can use the Calculate Fiscal Year and
Period program to restate account balances to a new fiscal
year or period. The program also recalculates the fiscal
year and period in the account transaction tables. After
updating the account transactions, you run the Repost
Account Ledger program to update the Account Balances
table.
Bottom-line Result:
Allowing a user to create and change the fiscal date
patterns for a company saves time. You can also quickly
update the affected tables.

The Operational
Problem:
Your company has
subsidiary operations
that have software
running on separate
servers. You want to
consolidate the general
ledger information onto
one server for reporting
purposes. The challenge
is that the
organizational
structures can vary for
each site.

Business Activator/Idea to Action:

Multisite consolidations dynamically create business units,
accounts, and related category codes to comply with the
requirements of the reporting company. Each subsidiary
operation can send balances to the reporting company.
Multisite consolidations also include integrity reports to
check the integrity of the data. Subsidiary operations
without J.D. Edwards software can submit balances
through flat files that you validate and consolidate at the
reporting company.
Bottom-line Result:
Multisite consolidation enables you to consolidate
account balances at multiple locations, and extract and
validate the information to be sent to a reporting company
on another server.

General Accounting

The Operational
Problem:
Your company changes
the current business
unit category code
structure that it uses for
reporting. You want to
keep a record of the
current structure before
changing category
codes. You also want to
test the new structure
before changing the live
data.

The Operational
Problem:
Your company
organizes business unit
activity in a structure
that is different from
the organizational
structure defined in the
Company Constants and
Business Unit Master for
reporting.

The Operational
Problem:
Your company creates
transactions within the
organization or outside
the organization with
companies operating in
a different currency.

Business Activator/Idea to Action:

Dateeffective organizational structures support the
creation of a business unit master table with effective
dates by copying the existing business unit master into a
separate table. Once you create a new snapshot" of the
structure, you can change the category codes to reflect a
new organization without affecting your live organization.
A Design Director in the Report Design tool also enables
reporting using the snapshot" structure.
Bottom-line Result:
Historical records of past business unit category codes can
be maintained. What if" reports can also be created based
on the new structure, and changes can be made to the
new structure before the category codes are changed in
your live data.
Business Activator/Idea to Action:
Business unit category codes can be used to group
business units differently from the company/business unit
structure. You can use these category codes to select
specific information for reports. For example, you can
combine business unit financial activity based on product
type or region.
Bottom-line Result:
Time is saved in the data selection for reports, as well as
in maintaining the data selection. Rather than manually
selecting business units and dynamically selecting data for
reports, the report data selection refers to the category
codes. As new business units are added or category codes
are changed on existing business units, the data selection
does not have to be revised.
Business Activator/Idea to Action:
Multicurrency features include setting up exchange rates,
journal entries entered in a foreign currency, and
intercompany multicurrency journal entries.
Multicurrency functionality is eurocompliant.
Bottom-line Result:
You save time and preserve the accuracy of your data
when the software performs the currency calculations
instead of the user.

Industry Overview

The Operational
Problem:
Companies within your
organization that use
different currencies
must convert financial
information into the
currency of the parent
company for
consolidations.

Business Activator/Idea to Action:

The balance currency restatement feature enables you to
restate account balances in another currency. These
restated balances can be used for reporting.
The detailed currency restatement feature enables you to
maintain a second set of transactions in another currency.
This restatement occurs at the general ledger transaction
level and can also be used for reporting.
Bottom-line Result:
You save time and preserve the accuracy of your data
when the software performs the currency restatement
instead of the user.

The Operational
Problem:

Business Activator/Idea to Action:

You can use the Summarize Transactions program to

Your company must
create a single record. This record summarizes your
remove old transactions
transactions and replaces numerous detailed transaction
to make room for new
records. After you create a summarized record, you can
transactions.
purge journal entries. You can also purge account balance
records.
Bottom-line Result:
These processes increase the disk space available for new
transactions and lessen the need for additional hardware.

General Accounting

110

General Accounting Overview

The OneWorld General Accounting system helps you manage the general ledger
and reporting functions for your organization.
With the General Accounting system, you can streamline the daytoday
functions of your accounting department. The system provides an accurate and
costeffective way of organizing, maintaining, recording, and analyzing financial
information. This information, whether gathered from one site or multiple sites
around the world, provides streamlined transaction processing for timely analysis
and ease of reporting.
For organizations with offices around the world, J.D. Edwards software provides
flexibility to operate in multiple countries, each with unique currency, language,
and statutory reporting requirements.

System Integration
The General Accounting system works with other OneWorld systems to ensure
that all information is fully integrated into the general ledger. In turn, the general
ledger provides flexible and accurate financial reporting.
The following systems integrate with the General Accounting system:

General Business
Accounts Payable

General ledger transactions are created during voucher

entry and payment processing in Accounts Payable. When
these transactions are posted to the general ledger, the
general ledger balances reflect the vouchers and
payments.

Accounts Receivable

General ledger transactions are created during invoice

entry and receipt entry in Accounts Receivable. When
these transactions are posted to the general ledger, the
general ledger balances reflect the invoices and receipts.

111

General Accounting

Payroll

General ledger transactions, detail or summary, are created

during the payroll cycle. These transactions represent
labor and labor billing distribution, burden,
disbursements, and equipment distribution. Journals for
labor distribution, flat burden, equipment distribution, and
labor billing distribution can be created outside the payroll
cycle, if desired.

Fixed Assets

The Fixed Assets, Equipment Management, and General

Accounting systems use the same detail transaction
records. A post program for Fixed Assets updates the
information in the fixed assets balances.

Job Cost

Job cost integrates directly with the general ledger by

means of the same shared account structure.

Manufacturing and Distribution

Sales Order
Management

General ledger transactions, detail or summary, are created

during the sales order update. These transactions are
revenues that are associated with the accounts receivable
invoice.

Procurement

General ledger transactions are created during the

purchase order receipt and voucher match processes.
These transactions represent the purchase receipts and
vouchers, respectively. Additionally, receipt and voucher
information is created at one time by the Receiver and
Voucher program.

Manufacturing
Accounting

General ledger transactions are created within the

manufacturing accounting process. These transactions
represent material issues, completions, labor hours, and
variances.

Equipment Management The Fixed Assets, Equipment Management, and General

Accounting systems use the same detail transaction
records.
Contract Management

112

The general ledger is updated by progress payments that

are posted.

General Accounting Overview

Architecture, Engineering, and Construction (AEC)

Change Management

Transactions are created for each account on the job and

are updated to the general ledger by means of ledger
types.

General Accounting Features

Typically, you generate transactions, such as invoices, vouchers, receipts, and
payments, using other J.D. Edwards systems. However, you can also enter
transactions directly using the General Accounting system.
The features of the General Accounting system include:

Multiple ledger flexibility

Multinational functionality

Reporting

Account balance consolidations

Budgeting

Allocations

Account reconciliations

Intercompany settlements

Reorganization flexibility

Multiple Ledger Flexibility

Multiple ledgers provide flexibility without requiring you to enter unnecessary
and redundant data. They allow you to:

Define any number of unit or monetary ledger types, such as actual,

budgeted, or nondomestic currency.

Retrieve data about anything, from global revenue by product to an

individual employee's expenses, without creating separate account
numbers.

Maintain transactions in the appropriate ledger and post to the general

ledger by summary or detailed transaction.

View two ledgers simultaneously. For example, you can view the domestic
and reporting currency ledgers, or the budget and actual ledgers, with the
variance calculated online.

113

General Accounting

Multi-National Functionality
Multinational functionality allows you to work with unlimited currencies that
can be consolidated, restated, compared, stabilized, and processed in many
ways. The multinational features of the General Accounting system include:
Bank statement
processing

Some countries have banking practices that rely heavily

on magnetic media processing, electronic fund transfers,
and direct bank involvement in the settlement of
outstanding debts. For these countries, the bank statement
serves as a source document for all banking activity. To
enter and reconcile the transactions that appear on your
bank statement, you use bank statement processing.

Consolidation and
currency restatement

With consolidation and currency restatement, you can:

114

Automatically calculate translation adjustments when

restating your foreign subsidiaries into your parent
company's currency.
Choose the exchange rate from the average period,
period end, period beginning, historical, or budgeted
exchange rate. This choice gives you maximum
flexibility for your currency restatement.
Simplify compliance with directives such as SFAS 52
and IAS 20 by maintaining entries based on both local
accounting practices and the parent company's
accepted accounting practices.

Highly inflationary
economies

You can maintain dual sets of books in highly inflationary

economies: one in the local currency and one in a stable
currency. You can also create foreign currency
transactions.

Flexible reporting
capabilities

Reports and inquiries show information that helps you

analyze your balances for many different currencies. For
example, you can analyze currency exposure and detailed
bank account activity by the originating currency.

Statutory chart of
accounts

You can maintain a chart of accounts according to the

requirements of both a parent company and its
subsidiaries. Various reports are provided to satisfy
statutory reporting requirements.

Account balances by
currency

You can control which account balances that you want to

store by currency. You specify the accounts by either
company or ranges of account numbers.

General Accounting Overview

As if" reposting

As if" reposting eliminates rate fluctuations for budgetary

analysis by restating foreign transactions as if they had all
been entered using the exchange rate from the same date.

Currency processing

You can use any currency in the world. All transaction

entries can be generated in a domestic currency or in a
foreign currency with automatic conversion, when
necessary. You can designate a different currency
preference for each of your companies, suppliers,
customers, accounts, and employees.

As if" currency

processing

You can view transaction amounts as if they were stored

in a currency other than the currency in which they are
actually stored. Regardless of whether the original
transaction was entered in a foreign or domestic currency,
as if" currency processing allows you to view and report
on transaction amounts in an alternate currency.

No inverse and
triangulation

You can set up currency exchange rate relationships for

no inverse and triangulation, in accordance with rules
defined by the European Commission for Economic and
Monetary Union (EMU) members. All programs that use
exchange rates can calculate amounts using the no
inverse/triangulation method, in addition to the multiplier
and divisor methods of exchange rate calculation.
Although the no inverse and triangulation functionality
was originally designed for EMU currencies and the euro,
it can be used by nonEMU countries as well.

Chart of accounts in
multiple languages

You can maintain multiple language descriptions for your

business units and chart of accounts.

See Also

Exchange Rates and the Euro in the Euro Implementation Guide for
information about the euro, the common currency for Economic and
Monetary Union (EMU) member nations

115

General Accounting

Reporting
The General Accounting system provides standard reports. These reports
supplement the online management summary information for detailed analysis.
You can customize the presentation of information as needed.
For additional reporting and analysis, you can also create one or more
organizational structures based on category codes that you assign to business
units to simulate a parentchild relationship. A graphical interface is available for
reviewing the structure, expanding and collapsing the nodes of the structure,
and dragging the components to reorganize the structure.

Account Balance Consolidations

At any time in the accounting period, not just period end, you have access to
account balances and consolidated information. Whether you review your
financial information online or use printed reports, you can see this information
at the level of detail most meaningful to you.
While reviewing account balances online, you can easily access the detail of the
originating transactions. This access provides timely resolution when questions
about a transaction arise.
You can review your consolidated financial reports online, anytime, and across
multiple currencies and languages.
You can also consolidate account balances from multiple locations, including
locations that do not use J.D. Edwards software.

Budgeting
Whether your organization makes longrange plans that require highlevel
budget projections or shortterm forecasts that need detaillevel budgets, the
tools that you use for budgeting need to be flexible to meet your needs.
You determine the amount of detail in your budgets. For example, you can
create budgets at the product level, business unit level, major account category,
or specific account. You can also create journal entries for each account and
budget amount. This detailed method provides a formal audit trail and is used by
construction companies and government agencies that need to record
supplemental appropriations for an original budget.
To create budgets using a simple method, work with allocations or seasonal
pattern spreads. Or, have managers create their department budgets using a PC
spreadsheet and upload the figures into the final budget.

116

General Accounting Overview

You can compare your budgettoactual figures online using yeartodate,

periodtodate, or any other time frame. This allows you to respond to variances
in a timely manner. If your budget changes, you can create journal entries that
explain the reason for the change to ensure that next year's budgets are more
accurate.
Multinational organizations can convert budgets into their functional currency
for review at a department, subsidiary, country, continent, or global level.

Allocations
With allocations, you can assign and manage your costs more efficiently and
accurately. You can define allocations for many purposes, such as to distribute
expenses and create annual or period budgets. With one simple allocation, you
can create budgets that reflect an increase or decrease over last year's budget or
actual amounts.
You can allocate from one account to another account, based on values in a
third account. For example, you can allocate your monthly utilities expense from
an overhead account to individual departments based on their percentage of
square footage. In more complicated environments, you can create allocations
based on other allocations and process them together.
This guide describes the three different types of allocations: recurring journal
entries, indexed allocations, and variable numerator allocations.

Account Reconciliations
You can reconcile bank accounts, selected expense accounts, and other general
ledger accounts in the General Accounting system. After you perform the initial
setup requirements, you can reconcile your accounts easily on a periodic basis.

Intercompany Settlements
If your business enters transactions between companies, the companies will be
out of balance unless you create and post intercompany balancing entries. You
create intercompany settlements to ensure that each company's net balance
equals zero (that is, debits equal credits). You can either create these settlements
yourself or have the system create them automatically. You choose the method
of intercompany settlements to use.

117

General Accounting

Reorganization Flexibility
Whether you are reorganizing to meet changing market demands, adding
locations to take advantage of favorable business environments, or beginning a
new project, you might need to change your organizational structure.
Traditionally, when organizations have changed their reporting structure, it has
entailed reworking the chart of accounts, followed by a timeconsuming data
conversion to get the historical data into the new account coding design. With
the General Accounting system, you can change your reporting structure in an
efficient, timely manner. As you change an account number, the associated
transaction detail and balance histories are transferred automatically by the
system, eliminating the need for data conversions.
A freeform account number that can be used as a crossreference to an old"
account number is available for the initial conversion to J.D. Edwards software.
The freeform account number can also be used for other purposes, such as
resequencing a balance sheet. You can design a balance sheet that complies with
your auditor's needs without affecting the balance sheet that is meaningful to
you.

See Also

EnterpriseWide Profitability Solution Overview in the EnterpriseWide

Profitability Solution Guide for information about cost objects and cost
management

Account Numbering Concepts

This guide uses the Business Unit.Object.Subsidiary standard notation for
account numbers.
The account number includes both the Where and What. You can use periods,
commas, or other user defined symbols to separate the components of the
account number. The period (.) separator is the default.

118

General Accounting Overview

Where

What

Balance Sheet for

company 1

Cash in Bank
Bear Creek
National Bank

1100
Object

1
Business Unit
S Required
S Maximum 12 characters
S Alphanumeric

S Required
S Maximum 6 characters
S Alphanumeric

BEAR
Subsidiary
S Optional
S Maximum 8 characters
S Alphanumeric

Business Unit - The Where

The business unit describes where in your organization the transaction will have
an impact. It represents the lowest organizational level within your business,
where you record all revenues, expenses, assets, liabilities, and equities. For
example, a business unit can be a department, branch office, or truck.
Business units are unique 12character, alphanumeric fields. The following
characteristics apply:

A business unit can belong to only one company.

A company can have several business units.

Each company has at least one business unit for the balance sheet.

Object.Subsidiary - The What

The Object.Subsidiary represents what type of transaction is being created. An
object is a description of the transaction, for example, 1110 (Cash in Bank). A
subsidiary is an expanded description of the object account, for example,
1110.BEAR (Cash in Bank.Bear Creek National Bank).
There are two parts of the what":

Object (four or six characters, depending on your organization's setup)

Subsidiary (one to eight characters)

119

General Accounting

General Accounting System Flow

Transaction Input

The following tables are used when

transactions are entered:

S Accounts Receivable (F03B11)

S Accounts Payable (F0411)

S Account Master (F0901)

S Business Unit Master (F0006)
S Company Constants (F0010)
S General Constants (F0009)
S Automatic Accounting Instructions Master (F0012)
S Fiscal Date Patterns (F0008)
S Ledger Type Master (F0025)

S Payroll (F06395)
S Journal Entries (F0911)

Batch Control
(F0011)
Posted and Unposted
Account Transactions in
Account Ledger (F0911)

System and Accounting

Structure Defined

Unposted Inquiries
and Reports

Account
Balances
(F0902)

Financial Reports

Updated

S Trial Balances
S Balance by Period

Record is marked
as posted P

Account
Ledger
(F0911)

Posted Inquiries
and Reports

Post Process

Batch is marked
as posted D

120

Batch
Control
(F0011)

General Accounting Overview

Tables Used by General Accounting

Tables and Information Flow

Vouchers for
Payment

Accounts
Payable
(F0411)

Journal
Entries
Account Ledger
(F0911)
General
Accounting

POST

Accounts
Receivable
(F03B11)

Invoices for
Receipts

Account Balances
(F0902)

Tables and Descriptions

The General Accounting system uses the following primary tables:
Account Master (F0901)

Stores account definitions, including account numbers and

descriptions. There is one record per account.

Account Balances
(F0902)

Stores account balances, for example, net postings for

each period and prior year balances (net and cumulative).
One record exists per account/ledger type/subledger/fiscal
year/transaction currency (if you post by currency).

121

General Accounting

Account Ledger (F0911)

Stores detail transactions in the general ledger. One record

exists per transaction that is not currency related. Two
records exist per transaction, one domestic and one
foreign, when you use multiple currencies.

The General Accounting system also uses the following tables:

122

Next Numbers (F0002)

Stores the next available number for all automatically

assigned numbers in the system, such as batch numbers
and transaction numbers.

User Defined Codes

(F0005)

Stores user defined codes and their descriptions.

Business Unit Master

(F0006)

Stores business unit definitions, including name and

number, company, and category codes.

Date Effective Business

Unit Master (F0006A)

Stores business unit definitions, including name and

number, company, and category codes, by effective date.

Fiscal Date Patterns

(F0008)

Stores each company's fiscal date pattern.

General Constants
(F0009)

Stores the rules that control systemwide issues, such as

account coding, batch control, batch approval, date
validation, intercompany settlements, currency conversion,
and batch balancing.

Company Constants
(F0010)

Stores company definitions, including number and name,

fiscal date pattern, and current period.

Batch Control Records

(F0011)

Stores identification header records for each batch.

Automatic Accounting
Instructions Master
(F0012)

Stores the rules that control how the system creates

automatic balancing entries, special interim totals for
reports, and general information about the chart of
accounts.

Sales/Use/VAT Tax
(F0018)

Stores the transaction detail for each item that is subject to

tax.

General Accounting Overview

Ledger Type Master

(F0025)

Stores rules for specific ledger types, such as:

Structure Definition
(F0050A)

Stores the organization structures that you define for

grouping business units by category codes.

Data Type Information

(F00091)

Stores the definitions of the data types that you use to

track additional information about business units.

Business Unit
Supplemental Data
Codes (F00092)

Stores additional information that you enter about

business units, categorized by data types.

Address Book Master

(F0101)

Stores Address Book information, including companies,

supplies, and customers.

Account Ledger File for

Reconciliation (F0911R)

Stores unreconciled transaction detail. (The system

replaces the contents of this worktable after each
reconciliation.)

Cost Allocations/Flex
Budgeting (F0912)

Stores information about recurring journal entries

(allocations).

Index Computation
Entry (F0912A)

Stores information about indexed allocations.

Variable Allocation File

(F0912B)

Stores information about variable numerator allocations.

Bank Statement Header

(F0916)

Stores header information about bank statements.

Bank Statement Detail

(F0917)

Stores detail information about the transactions on bank

statements.

Attached ledger types for units

Financial rules such as balancing required
Column titles for ledger comparisons

123

General Accounting

Menu Overview
The General Accounting menus are listed below.

General Accounting (G09)

Daily Processing (G0910)
S Journal Entry, Reports, and Inquiries (G0911)
S Accounting Reports and Inquiries (G0912)

Periodic Processing (G0920)

S Account Reconciliation (G0921)
S Bank Statement Processing (G09211)
S Integrity Reports and Updates (G0922)
S Allocations (G0923)
S Consolidations (G1011)
S Multi-Site Consolidation (G1021)
S Multi-Currency Processing (G11)
S Monthly Valuation (G1121)
S Financial Restatement (G1122)
S Periodic and Annual Processes (G0924)
S Financial Reports (G10)
S Account Budgeting (G14)
S Other Budgeting Methods (G1421)

G/L Advanced and Technical Operations (G0931)

Each period, even the extra audit adjustment periods, must contain at least
one day not included in any other period. The following period numbers
and period end dates illustrate how you might set up periods 13 and 14 as
special audit adjustment periods:

11 (11/30/05)

12 (12/29/05)

13 (12/30/05)

14 (12/31/05)

If you will not use periods 13 and 14 as audit adjustment periods, you can
assign periods 12, 13, and 14 the same period end dates.

Defining a Company
Companies are organizational entities that require a balance sheet and include
the following information:

Company name

Date pattern

Beginning date for the fiscal year

Number of accounting periods

Current period for the general ledger, accounts payable, and accounts
receivable

Nonlegal entities can be companies. For example, if you require a balance sheet
at the division, district, or store level, you can set up each of these as a
company. Be aware, however, that you can consolidate these noncompanies for
true entity reporting through business unit category codes and data selection on
reports.
22

You must set up each company in your organization, as well as the default
company 00000. The system does not use company 00000 for transaction entries.
Instead, this company controls:

The company name that appears at the top of all reports

Default values in the automatic accounting instructions (AAIs)

Default reporting periods for online displays

Default Company
(Company 00000)

Distribution
Company
(Company 00001)

Distribution
Company
(Company 00002)

Holding
Company
(Company 00003)

Defining Business Units

Business units are part of the basic J.D. Edwards account structures. A business
unit describes where" a transaction will be realized in an organization.
Where

What

BBBBBBBBBBBB

OOOOOO

SSSSSSSS

Business Unit 1

Object 1110

Subsidiary BEAR

Sales Branch

Cash-inBank

Name of
Bank

General Accounting

Business units are:

Assigned to only one company

The lowest organizational reporting level for your company

The basis for income statements (the level at which you track revenues
and expenses)

How Companies and Business Units Are Related

The following example shows three companies and each of their business units.

Distribution
Company
(Company
00001)

Munich
Auto
Supplies
Warehouse

Paris Auto
Parts
Warehouse

Distribution
Company
(Company
00002)

New York
Auto Parts
Warehouse

Chicago
Auto
Supplies
Warehouse

Holding
Company
(Company
00003)

Marketing
Division

Administrative
Division

How Business Units and Category Codes Are Related

Use category codes to describe your organizational structure and group your
business units in as many as 30 different ways. Category codes for business units
provide for higher level (rollup) or selective reporting.
In the following example, business units are grouped by product, region, and
division.

Distribution
Company
(Company
00001)

Munich
Auto
Supplies
Warehouse

Distribution
Company
(Company
00002)

Paris Auto
Parts
Warehouse

New York
Auto Parts
Warehouse

Chicago
Auto
Supplies
Warehouse

Holding
Company
(Company
00003)

Marketing
Division

Administrative
Division

Category codes assigned to each business unit

Munich

Paris

New York

Chicago

Product =

Region =

Division =

Product
AS = Automobile Supplies
AP = Automobile Parts

Mkt

Admin

Income Statement
Product
Category
Codes

Auto Parts

Paris and
New York
Warehouses

Region
EU = Europe
EA = East
MW = Midwest
Division
WH = Warehouse
MK = Marketing
AD = Administration

Division

Warehouse

Income Statement
Munich, Paris,
New York, and
Chicago
Warehouses

General Accounting

Setting Up Fiscal Date Patterns

Fiscal date patterns represent the beginning date for the fiscal year and the
ending date for each period in that year. The system must have a calendar, or
fiscal date pattern, that is associated with each company in your organization.
When you enter transactions, the system uses the G/L date of each transaction to
establish where in the company's fiscal date pattern to post the transaction.
You can use the regular fiscal date pattern (systemdefined by the letter R) or
define your own (represented by the letters AN). The regular pattern includes
14 periods for the following accounting needs:

12period accounting

12 periods plus an extra period for audit adjustments

445 period accounting

13 periods plus an extra period for audit adjustments

If the endofperiod date for period 12 is the same as the endofperiod date for
periods 13 and 14, the system counts only 12 periods. For example, the
endofperiod date for periods 12, 13, and 14 is December 31, 2005.
After you define a fiscal date pattern, you can assign it to other companies. If
your companies all use the same fiscal date pattern, define it once and then
assign it to all companies that reference it. You cannot set up a company until
you set up the fiscal date pattern for the company. You can access the fiscal date
pattern forms without specifying a company.
The system uses the last day of the first period (period 1) to determine the fiscal
year for all processing, including financial reports and all reports with processing
options that allow you to set the fiscal year.
You cannot define more than one fiscal date pattern for the same fiscal year,
which could happen with short years. For example, if you define period 1 of
2005 to end on January 7, 2005, and period 1 of 2006 to end on December 31,
2005, the system considers both of these to be fiscal year 2005.
Fiscal date patterns are stored in the Fiscal Date Patterns table (F0008).
Typically, you should not change a fiscal date pattern unless you are
restructuring your company.
You cannot delete a fiscal date pattern if the pattern code and fiscal year exist
together in the Company Constants table.

General Accounting

How Fiscal Date Patterns Affect Transactions

When you enter a transaction, the system edits the G/L date against the open
period in the Company Constants table (F0010). If you enter a journal entry with
a G/L date that is not in the current or next accounting period, you get a
warning or an error message. If you enter a journal entry with a G/L date that is
in the current or next accounting period, you do not get a warning or an error
message.
In the following example, the current period is June (period 06). If you entered
transactions to periods 06 and 07 (June and July), you would not get a warning
or an error message.
2004
PYEB

PBCO

PACO

June

Prior Year End Balance

Post Before Cut Off
Post After Cut Off
Way After Cut Off

WACO

July

Current
Period

PYEB =
PBCO =
PACO =
WACO =

2006

2005

Next
Period

No Errors or
Warnings

Warning and Error Messages You Might Receive

The following list shows the types of warning and error messages that you
receive when you enter a transaction outside the twoperiod window. These
messages are based on how you set your general accounting constants.
PYEB - Prior YearEnd
Balance

Reason: You entered a G/L date in a prior year.

Result: You get an error message. The system does not
accept the entry.
Solution: You can use document type ## to make and
post entries to a prior year (for example, to make audit
adjustments).

Setting Up Fiscal Date Patterns

PBCO - Post Before Cut

Off

Reason: You entered a G/L date before the current

period.
Result: You get a warning or an error message,
depending on your general accounting constants.
Solution: If the general accounting constant to allow
PBCO entries is not set, you get an error message. Change
the date of the transaction so that it is in the current
period. If the constants allow PBCO entries or you are
trying to delete an unposted document, you get a
warning. For a warning, you can change the date or click
OK to accept the entry.

PACO - Post After Cut

Off

Reason: You entered a G/L date that is after the

twoperiod window.
Result: You get a warning or an error message,
depending on how you set up your fiscal date patterns. If
your fiscal date pattern is not established for the period of
the entry, you get an error message. If it is set up for the
full year, you get a warning.
Solution: For an error message, change the date to be
within the twomonth window. For a warning, you can
change the date or click OK to accept the entry.

WACO - Way After Cut

Off

Reason: You entered a G/L date in a future year.

Result: You get a warning or an error message,
depending on how you set up your fiscal date patterns. If
your date pattern is not set up for the next fiscal year, you
get an error message.
Solution: For an error message, change the date. For a
warning, you can change the date or click OK to accept
the entry.

To set up a fiscal date pattern

From the Organization and Account Setup menu (G09411), choose Company
Names and Numbers.
You can set up fiscal date patterns for the current fiscal year, the preceding fiscal
year, and the next fiscal year.
1. On Work With Companies, choose Date Pattern from the Form menu.

General Accounting

2. On Work With Fiscal Date Patterns, click Add to access Set Up Fiscal Date
Pattern.

3. On Set Up Fiscal Date Pattern, complete the following fields:

Fiscal Date Pattern

Date Fiscal Year Begins

4. Complete the following field for each period in the pattern and click OK:

End Date

Field

Explanation

Fiscal Date Pattern

A code that identifies date patterns. You can use one of 15

codes. You must set up special codes (letters A through N)
for 445, 13period accounting, or any other date pattern
unique to your environment. An R, the default, identifies a
regular calendar pattern.

Date Fiscal Year Begins

The first day of the fiscal year.

End Date

The month end date in 12period (monthly) accounting.

The period end date in 13period, or 445 period, or
52period accounting.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
You can use period 13 for audit adjustments in 12period
accounting by setting up period 12 to end on December
30 and period 13 to end on December 31. You can set up
period 14 in the same way for 13period or 445
accounting. The system validates the dates you enter.

210

Setting Up Companies

Companies are organizational entities that require a balance sheet. Companies

include information about fiscal patterns and fiscal periods. You must set up
each company in your organization, as well as the default company 00000. If
you require a balance sheet at the division, district, or store level, you can set up
these nonlegal entities as companies. This setup provides for reporting and
accounting at a lower level.
After you set up a company in the General Accounting system, you must set up
a corresponding number in the Address Book system. You can either:

Use the same number for both the company and its address book
reference number (recommended)

Crossreference the company number to a different address book number

For example, if you set up Mars Distribution as company 06000 on the Set Up
Company form, you should also set up address book number 6000 in the
Address Book system as Mars Distribution. If you cannot use the same number
in both systems, you can crossreference the company number to a different
address book number on Set Up Company.
You cannot set up company 00000 in the address book.
The system maintains company information in the Company Constants table
(F0010).
After you assign a specific currency code to a company and enter transactions,
do not change the currency code. Changing the currency affects the integrity of
your data.
The system supplies the values shown below if you leave the following fields
blank:

Fiscal Date Pattern: R

Number of Periods: 12

Current Period (General Accounting, Accounts Payable, and Accounts

Receivable): 1

Beginning of Fiscal Year (Accounts Payable and Accounts Receivable):

same as the Beginning of Fiscal Year entry for General Accounting

Reporting Year: same as the year entered in the Beginning of Fiscal Year
field for General Accounting

211

General Accounting

Technical Considerations
Settings to constants take effect after you exit and restart OneWorld.

See Also

Working with Address Book Records in the Address Book Guide

Setting Up MultiCurrency for company setup that is required if your

company uses multiple currencies
To set up a company

From the Organization and Account Setup menu (G09411), choose Company
Names and Numbers.
1. On Work With Companies, click Add to access Company Setup.

2. On Company Setup, complete the following fields:

Company

Name

3. Complete the following fields under the General Accounting heading:

212

Fiscal Date Pattern

Number of Periods

Current Period

Setting Up Companies

You can set the current period for General Accounting behind, but
not ahead of, the current periods for Accounts Payable and
Accounts Receivable.

Beginning of Fiscal Year

4. Complete the following optional field:

Company Address Number

5. Complete the following fields under the Accounts Payable heading:

Current Period

Beginning of Fiscal Year

6. Complete the following fields under the Accounts Receivable heading:

Current Period

Beginning of Fiscal Year

7. Complete the following fields under the Financial Reporting heading and
click OK:

Reporting Period

Reporting Year

Field

Explanation

Company

A code that identifies a specific organization, fund, entity,

213

General Accounting

Field

Explanation

Number of Periods

A number that determines the normal number of

accounting periods for annual budgeting and fixed asset
depreciation.
In budgeting, this is used to spread the annual budget to
equal amounts for each accounting period when a budget
pattern code has not been defined.
The system calculates depreciation for each accounting
period as the annual amount divided by the normal
number of periods if the Depreciation Information code is
not C. (The system uses the C Depreciation Information
code when depreciation amounts are calculated based on
monthly tables, which the IRS only provides for 12
accounting periods.)
Note: If you have 12 accounting periods and you are
using the 13th period for audit adjustments, the normal
number of periods is 12.

Current Period

A number (from 1 to 14) that identifies the current

accounting period . The system uses this number to
generate error messages, such as PBCO (posted before cut
off) and PACO (posted after cut off).

Beginning of Fiscal Year

The first day of the fiscal year.

Company Address Number A number that identifies an entry in the Address Book
system. Use this number to identify employees, applicants,
participants, customers, suppliers, tenants, a location, and
any other address book members.

214

Accounts Payable Current

Period

A number indicating the current accounting period for

Accounts Payable. The system uses the current period
number to determine posted-before and
posted-after-cutoff warning messages.

Accounts Payable
Beginning of Fiscal Year

The first date of the fiscal year for accounts payable.

Accounts Receivable
Current Period

A number indicating the current accounting period for

Accounts Receivable. The system uses the current period
number to determine posted before and posted after cut
off warning messages.

Accounts Receivable
Beginning of Fiscal Year

This is the fiscal year beginning date for Accounts

Receivable.

Reporting Period

This period number allows you to specify a default

financial reporting date different from the actual
accounting period. Because financial report preparation
often lags behind the actual closing of books, this facility
allows you to close a month without having to finish all
financial statements. By changing this single parameter,
you can execute any prior period financial statement.

Setting Up Companies

Field

Explanation

Reporting Year

Values are:
00 through 99 to designate a specific fiscal year
blanks to designate the current fiscal year
(financial reporting date)
* to designate all fiscal years
-9 through -1 to designate a previous fiscal year
(relative to the financial reporting date)
+1 through +9 to designate a future fiscal year
(relative to the financial reporting date)

215

General Accounting

216

Working with Business Units

Business units are part of the basic J.D. Edwards account structure. A business
unit is the where" portion of an account. It is used to denote where transactions
will impact the organization, such as in a warehouse or store. It is the lowest
reporting level within your organization at which you need to account for assets,
liabilities, equity, revenue, or expenses.
Working with business units includes:
- Setting up business units
- Locating business units
- Assigning category codes to business units
- Revising business units
- Translating business units
The system maintains business unit information in the Business Unit Master table
(F0006). This table serves as the:

Master table for financial reporting

Job Master table for Job Cost

Property Master table for Energy Chemical Systems

Property Master table for Property Management

You cannot change a business unit from one company to another if the base
currencies for business unit and company are different.
Deleting a business unit

You can delete a business unit if it does not have:

Revising multiple
business units

Records in the Account Ledger table (F0911)

Current records in the Account Balances table (F0902)
Assigned accounts from the Account Master table
(F0901)

If you need to make changes to multiple business units,

choose the Revise Multiple Business Units option from the
Row menu on Work With Business Units.

217

General Accounting

See Also

Creating a Model Chart of Accounts for information about creating model

business units

Setting Up Business Units

After you set up the companies for your organization, you must set up business
units for each of them. Typically, you do this when you first set up your General
Accounting system. However, you might also need to set up new business units
if your company structure changes.
Balance sheet accounts (that is, assets, liabilities, and equity accounts) are
usually associated with a balance sheet business unit. J.D. Edwards recommends
that the number for balance sheet business units be the same as the company
number. For example, the balance sheet business unit should be 1 (not 00001)
for company 00001.
For the Job Cost system, the business unit is the job number, the subsidiary is
the cost code, and the object account is the cost type. Therefore, in Job Cost, the
system shows accounts as business unit.subsidiary.object (not as business
unit.object.subsidiary).
To set up business units
From the Organization and Account Setup menu (G09411), choose Business
Units by Company.
1. On Work With Business Units, locate the company by completing the
following field and clicking Find:

Company

2. Click Add to access Revise Business Unit.

218

Working with Business Units

3. On Revise Business Unit, complete the following field for each business
unit:

Business Unit

4. Click the Revise Single BU tab and change the following fields, if
necessary:

Description

Company

Level of Detail

5. Complete the following optional fields:

Business Unit Type

Subledger Inactive Code

Model Account/Consolid

6. Click OK.

219

General Accounting

Field

Explanation

Business Unit

An alphanumeric field that identifies a separate entity

Level of Detail

A code that identifies the relationship of parent and

subordinate business units in a hierarchy. Up to nine
levels of detail are available. Level one is the least
detailed, and level 9 is the most detailed.
An example would be a project number 10000 for Office
Parks that has a level of detail of 2. Subordinate to the
Office Parks project are the North and the South Office
Parks with job numbers of 10010 and 10020, respectively,
and each with a level of detail of 3. Subordinate to the
North and South Office Parks are Buildings A and B and
Buildings C and D, respectively, each with a level of detail
of 4.

Business Unit Type

A code that identifies the classification of the business

unit. This is a user defined code (00/MC).

Subledger Inactive Code

A code in WorldSoftware or an option in OneWorld that

indicates whether a specific subledger is active or inactive.
Any value other than blank indicates that a subledger is
inactive. Examples are jobs that are closed, employees that
have been terminated, or assets that have been disposed.
If a subledger becomes active again, set this field back to
blank.
If you want to use subledger information in the tables for
reports but want to prevent transactions from posting to
the master record, enter a value other than blank in this
field.

220

Working with Business Units

Field

Explanation

Model Account/Consolid

A flag that indicates either a model/consolidated account

or a model/consolidated business unit. Possible values
are:
Blank Nonmodel business unit or account.
M
Model business unit or account.
C
Consolidated business unit or account. This is a
programgenerated (P10862) value and is not
useraccessible.
1
Target business unit or account used in source
company records for intercompany settlements
across environments.

Locating Business Units

To locate business units, query on the business unit number or on information
such as name (description) or level of detail. The query method for business unit
numbers varies according to what you need to locate. For example:

To locate business units that have a specific number, anywhere in the

business unit number field, precede and follow the business unit number
with * (for example, *200*).

To locate business units that are greater than or equal to a specific

number, precede the business unit number with >= (for example,
>=200-000).

To locate a specific business unit, enter the exact business unit number
(for example, 200).

To locate all business units, enter * or leave the field blank.

To locate business units

From the Organization and Account Setup menu (G09411), choose Business
Units by Company or Revise Single Business Unit.
1. On Work With Business Units, to locate business units by number,
complete the following field in the Query By Example row and click Find:

Business Unit

2. To locate business units by information other than the business unit

number, complete fields such as the following fields in the Query By
Example row, and click Find:

Description

221

General Accounting

The following examples show the results of different queries on the Business
Unit field.
Example 1
When you query on *200, the system finds only those business units with 200 in
the last three characters.

222

Working with Business Units

Example 2
When you query on *200*, the system finds business units with 200 anywhere in
the business unit number.

Example 3
When you query on >=200-000, the system finds business units with business
unit numbers greater than or equal to 200-000.

223

General Accounting

Example 4
When you query on 200, the system finds business unit 200.

Example 5
When you query on 200*, the system does not find any matching business units
because the field is rightjustified and filled on the left with blanks.

224

Working with Business Units

Example 6
To successfully search with only a trailing wildcard, you must determine the
exact number of preceding blanks. Because the field has 12 characters and the
business units to be located have seven characters (for example, 200100), the
business units to be located have five blanks.
The following example shows the result of pressing the Spacebar five times,
typing 200*, and clicking Find.

Assigning Category Codes to Business Units

Category codes are positionsensitive. The following example shows three
unique category codes:

M_ _

_M_

_ _M

In this example, you must enter the category codes with blanks in the correct
position to access the correct category code.
Category code titles for business units are set up in the data dictionary or
vocabulary overrides. For example, to define category code 00/06 as DPT for
department, change the title in data dictionary or vocabulary overrides. See the
OneWorld Foundation Guide for more information.

225

General Accounting

After you define your category codes and set up your business units, you need
to assign the category codes to each business unit.
To assign category codes to business units
From the Organization and Account Setup menu (G09411), choose Business
Units by Company.
1. On Work With Business Units, locate the company and the business unit,
and click Select.
2. On Revise Business Unit, click the Category Codes 1-20 tab.
3. Complete any of the following fields and click OK:

Category Code 01
through

Category Code 20

4. To access additional category codes, click the Category Codes 21-30 tab.
5. Complete any of the following fields and click OK:

Category Code 21
through

Category Code 30

Revising Business Units

Typically, you revise a business unit only if one or more of the following is true:

You want to change the description.

You want to include additional information, particularly additional lines for

a business unit description.

Your company has been restructured.

If you need to make changes to multiple business units, choose Revise Multiple
Business Units from the Row menu on Work With Business Units.
You can delete a business unit if it does not have:

226

Records in the Account Ledger table (F0911)

Current records in the Account Balances table (F0902)

Assigned accounts from the Account Master table (F0901)

Working with Business Units

To revise business units

From the Organization and Account Setup menu (G09411), choose Revise Single
Business Unit.
1. On Work With Business Units, locate and choose the business unit and
click Select.
2. On Revise Business Unit, click the Revise Single BU tab and change any of
the following fields:

Description (untitled)

Level of Detail

Business Unit Type

Subledger Inactive Code

Model Account/Consolid

3. To change additional fields, click the More Detail tab and change
information in the following fields as necessary:

Description Line 2

Description Line 3

Description Line 4

Address Number

Tax Rate/Area

Project Number

Posting Edit

The system displays Revise Business Unit.

4. To review or revise the address book record for the business unit, choose
the Form menu and select Address Book Revisions. Click OK to save any
changes and to exit back to Revise Business Unit.
5. To change category codes, click the Category Codes 120 tab or the
Category Codes 2130 tab, change the appropriate category code fields,
and click OK.

Field

Explanation

Address Number

A number that identifies an entry in the Address Book

system. Use this number to identify employees, applicants,
participants, customers, suppliers, tenants, a location, and
any other address book members.

227

General Accounting

Field

Explanation

Tax Rate/Area

A code that identifies a tax or geographic area that has

Project Number

This field is used as either a Subsequent Business Unit or

Project Number.
Subsequent Business Unit indicates where to charge costs
(or revenues) when the original business unit has been
closed or suspended. For example, the Subsequent
Business Unit can be used in corporate reorganization
when you close a Business Unit and direct all costs to the
Subsequent Business Unit. You must enter journal entries
to transfer existing balances.
Project Number is used to group Business Units within an
overall Business Unit. For example, you can group jobs by
project. In this case, the project business unit can also
have accounts for tracking overhead costs which can be
allocated to jobs.

Posting Edit

A code that controls whether you can post transactions to

the general ledger for the job (business unit).
Valid values are:
Blank Can post transactions.
K
Can post transactions, but the original budget is
locked and change orders are required for
making changes to the budget.
N
Cannot post transactions. Use this code for a job
that is not started or is closed.
Note: For WorldSoftware, the job closing
program automatically assigns N to all closed
jobs. OneWorld does not automatically assign N
to closed jobs.
P
Cannot post transactions. The job can be purged.

228

Working with Business Units

Translating Business Units

If you are operating in a multiple language environment, you can translate the
descriptions of your business units. The system uses the description that
corresponds with the language specified for each person who uses the
OneWorld system. For example, when a Frenchspeaking user accesses a
business unit that has a French translation, the description appears in French,
rather than the base language.
The translation of business units enables you to see the translated business units
only when they are accessed by reports or by online programs and inquiries.
You cannot see the translations directly from the P0006 or the P0901, only from
the programs and reports that access text from those master files.
The system stores business unit translation information in the Business Unit
Alternate Description table (F0006D).
Instead of translating each business unit manually, you can use a model business
unit to enter the account description in an alternate language. See Changing
Account Information.
You can also translate the descriptions of AAIs and user defined codes. See
Working with AAIs in the General Accounting Guide and Translating User
Defined Codes into Alternate Languages in the OneWorld Foundation Guide.
Translating business units consists of the following tasks:

Translating business units

Reviewing translated business units in multiple languages

Before You Begin

- Set up the language preference in the user profile. See Setting Up User
Profiles in the Configuration Planning and Setup Guide for more
information.
To translate business units
From the Organization and Account Setup menu (G09411), choose Translate
Business Units.
1. On Translate Business Unit Descriptions, complete the following fields:

Company

To Language

229

General Accounting

2. Complete the following optional fields:

From Language

Business Unit

3. Click Find.
4. Complete the following field for each business unit:

To Description 01

5. To add more translated text to a business unit description, choose

Expanded Description from the Row menu.

6. On Review BU Expanded Descriptions, enter the additional text and click

OK.
7. On Translate Business Unit Descriptions, click OK.
You must click OK on Translate Business Unit Descriptions for any additions or
changes to take effect. For example, if you add an expanded description and
click OK on Review BU Expanded Descriptions, you must also click OK on
Translate Business Unit Descriptions. If you click Cancel, the system deletes your
changes.
To clear a translated description, choose it and click Delete. The system displays
the form again with the To Description field blank.
To track the business units you have translated and verify the translations, print
the Business Unit Translation Report. This report shows the base language and
one or all of the alternate languages, depending on how you set a processing
option.

230

Working with Business Units

Field

Explanation

From Language

A user defined code (01/LP) that specifies a language to

use in forms and printed reports.
Before specifying a language, a language code must exist
at either the system level or in your user preferences.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter the code for the language that you want to use as a
base in translating business unit descriptions.

To Language

The language that you want to use to print reports or

documents, or to view information on the form.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter the code for the language into which you want to
translate business unit descriptions.

To Description 01

A user defined name or remark.

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Use this field to enter or change the business unit
description in another language. The description in this
field should be in the language you specify in the To field
at the top of the form.

To review translated business units in multiple languages

You can review all the translated descriptions for a single business unit at the
same time. To do this, access Work with Business Units, select a business unit,
and choose Translate Business Unit from the Row menu. The system displays
Business Unit Translations, showing all the translations that have been entered
for that business unit.
From the Organization and Account Setup menu (G09411), choose Revise Single
Business Unit.
1. On Work With Business Units, click Find to select a business unit.
2. With a business unit selected, choose Translate Business Unit from the
Row menu.

231

General Accounting

232

Organization Report Structures

An organization report structure is a method of grouping business units for
reporting purposes. It provides more flexibility in using online consolidations
and reporting, enabling you to display summarytodetail income statement
information. It also facilitates the printing of subtotals and rollup totals.
You can create hierarchical structures for each business unit and across
companies. Each structure can contain multiple levels of parent, child, and
grandchild relationships.
For reporting purposes, you can organize the parentchild hierarchies based on
structures that you define for financial, geographical, or responsibility reporting.
Parentchild hierarchies can be as simple or complex as you require.

General Accounting

For example, you could have the following hierarchies:

Example 1: Business Unit 99
Level

Business Unit 99
Board of Directors

2
Business Unit
110
Headquarters

BU 120
Marketing

BU 140
Finance

BU 141
Human
Resources

BU 142
Information
Systems

BU 300
Manufacturing

BU 500
Engineering

BU 90
Administration

4
BU 143
Payroll

Example 2: Parent = Business Unit 140

Level
1
Business Unit 140
Finance
Department

2
BU 141
Human
Resources

BU 142
Information
Systems

BU 143
Payroll

BU 190
Services

Working with Organization Report Structures

An organization report structure is a method of grouping business units for

reporting purposes.
Working with organization report structures consists of:
- Creating organization report structures
- Reviewing organization report structures
- Revising organization report structures
- Copying organization report structures

Creating Organization Report Structures

To create organization report structures, you create parentchild relationships for
business units. Any business unit designated as a parent must be associated with
a complete chart of accounts. A parent business unit does not have to be a
posting business unit.
With organization report structures, you can:

Organize business units into multiple levels of parents and children. A

business unit can be both a parent and a child, and each business unit can
have multiple children. However, a business unit cannot have a parent
that is also a child of the same business unit.

Add or revise parentchild structures at any time. For example, you can
add children to an existing parentchild structure.

Creating organization report structures consists of:

Defining organization report structures

Building organization report structures

Alternatively, you can create an organization report structure by directly selecting

business units for the structure. This method does not use category codes to
create parentchild relationships for the business units. This method consists of:

Adding organization report structures

General Accounting

Before You Begin

- Ensure that your chart of accounts is set up.
- Determine the organization report structures to use for your business.
- Set up the structure codes in user defined codes (00/TS).
- Determine the business unit that is associated with each structure level.
- For each organization report structure that you want to create, create a
pseudo consolidation company and determine the hierarchy to use for the
category codes.

Defining Organization Report Structures

To define an organization report structure, you assign category codes to business
units. The values of the category codes that you assign determine where the
business unit appears in the hierarchy.
This program updates the Business Unit Structure Build table (F0050B).
To define an organization report structure
From the Advanced Organization Setup menu (G094111), choose Organization
Structure Definition.
1. On Work With Structure, click Add.
2. On Structure Setup, complete the following field:

Type Structure

3. For each category code that you want to use in the hierarchy, complete
the following field:

Sequence

Field

Explanation

Type Structure

A user defined code (00/TS) that identifies the type of

organizational structure, such as financial or responsibility.
Each type of structure can have a different hierarchy.

Working with Organization Report Structures

Field

Explanation

Sequence

This is a generic field used as a work field in OneWorld.

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter the level of the organizational structure that you
want to assign to this category code. Sequence 1 is the
highest level of the organizational structure, sequence 2 is
the next highest level, and so on.

Building Organization Report Structures

After you define your organization report structure, use the Organization
Structure Build program to build it.
From the Advanced Organization Setup menu (G094111), choose Organization
Structure Build.
You can run the Organization Structure Build program in proof or final mode. In
proof mode, the system prints a report that displays the changes that will occur
if you run the report in final mode. In final mode, the system updates the
Organization Structure Master table (F0050).
Note: In proof mode, any business units that will be dynamically created appear
on the report as a concatenation of category codes, regardless of the setting of
the BU Creation processing option. In final mode, the system dynamically
creates business units either by using next numbers or by concatenating category
codes, depending on the setting of the BU Creation processing option.

Processing Options for Business Unit Structure Build

MODE
1.

Enter the mode the calculations and

updates will be processed in: 0 =
Proof mode with Report (Default) 1
= Final mode with Report 2 = Final
mode without Report
____________

STRUCTURE NAME
1.

Enter the name of this Business Unit

Structure Type
____________

General Accounting

BU CREATION
1.

Enter a 1 for Dynamic Business

Unit Creation with concatenation of
Category code values to determine
the new Business Unit. Enter a 2
for Dynamic Business Unit Creation
with Next Numbering to determine the
new Business Unit. Leave blank for
no Dynamic Business Unit Creation.
____________

Enter the Business Unit Type to use

when creating business units.
Business Unit Type

____________

Enter the Pseudo Consolidation

Company to be used for Business Unit
Creation.
____________

Adding Organization Report Structures

You can add an organization report structure by selecting the structure type and
then selecting the business units that appear in the structure. When you select a
business unit for the structure, the system assigns a display sequence that you
can change. This method does not use category codes for sequencing and,
therefore, does not require that you run the Organization Structure Build
program to build the structure.
This program updates the Organization Structure Master table (F0050).
To add an organization report structure
From the Advanced Organization Setup menu (G094111), choose Organization
Structure Inquiry/Revision.
1. On Parent/Child Browse, click Add.
2. On Headerless Detail, complete the following fields:

Type Structure

Parent Business Unit

3. For each business unit that you want to be a child of the parent business
unit, complete the following field:

Child Business Unit

The system completes the Description and Display Sequence fields for
each child business unit.

Working with Organization Report Structures

4. If you want to change the display sequence for any child business unit,
complete the following field:

Dspl Seq. (Display Sequence)

5. Click OK to add the organization report structure.

Field

Explanation

Dspl Seq.

The order in which child business units appear when

listed under their parent.
If you leave this field blank when you set up the
organization structure, the system assigns the sequence
number.

Reviewing Organization Report Structures

OneWorld displays your organizational structures in a tree format that you can
expand or collapse at each level. Folder and document icons represent the levels
of the structure. A folder can contain folders or documents. Documents are the
lowest level of the structure.
The + symbol indicates that the folder contains lower levels of the organizational
structure. You can click + to view the next lower level. When the lowest level is
visible, you can click - symbol to hide it. Clicking + or - to view or hide levels
of the structure does not change the structure. It changes only the amount of
detail information that appears on screen.

Before You Begin

- Ensure that organization report structures exist in your system.
To review an organization report structure
From the Advanced Organization Setup menu (G094111), choose Organization
Structure Inquiry/Revision.
1. On Parent/Child Browse, complete the following field and click Find:

Type Structure

2. To view a specific portion of the structure, complete the following field

and click Find:

Parent Business Unit

The system displays a tree view of the organizational structure.

General Accounting

3. To view a lower level of the structure, click +.

The system displays the next lower level of the structure.
4. To hide a lower level of the structure, click -.
The system hides all levels of the structure below this level.

See Also

Revising Organization Report Structures

After creating and reviewing your organization report structure, you may want to
revise it.
To revise an organization report structure, you can:

Rearrange organization report structure components

Create additional business units

Rearranging Organization Report Structure Components

You can revise an organizational structure by moving components of the
structure to different locations within the hierarchy. You can move individual
business units by dragging the corresponding documents and dropping them
under a different parent. You can also move higher levels of the structure by
dragging the folder that represents a parent business unit and its children.
When you move a component of the structure, the system updates the
Organization Structure Master table (F0050).
To rearrange organization report structure components
From the Advanced Organization Setup menu (G094111), choose Organization
Structure Inquiry/Revision.
1. On Parent/Child Browse, follow the steps to review organization report
structures.
2. Click the folder or document that you want to move to another location in
the structure.
3. Drag the folder or document to the new location and drop it.

Working with Organization Report Structures

See Also

Reviewing Organization Report Structures

Creating Additional Business Units

After reviewing your organizational structure, you may decide to create
additional business units.
When you create additional business units, the system updates the Organization
Structure Master table (F0050).
To create additional business units
From the Advanced Organization Setup menu (G094111), choose Organization
Structure Inquiry/Revision.
1. On Parent/Child Browse, choose the business unit to which you want to
add a child business unit and click Select.
2. Complete the following field:

Child Business Unit

The system will complete the following fields for you:

Description

Dspl Seq. (Display Sequence)

Note: To see the parent of the business unit to which you are adding
children, click the Parent option. The parent business unit appears in the
grid. Click the Parent option again to continue adding children.

General Accounting

3. To add the records, click OK.

The system verifies that the parent and the child are not the same, and
ensures that the business unit children are not also the parent.

Field

Explanation

Child Business Unit

An alphanumeric field that identifies a separate entity

within a business for which you want to track costs. For
example, a business unit might be a warehouse location,
job, project, work center, branch, or plant.
You can assign a business unit to a voucher, invoice, fixed
asset, employee, and so on, for purposes of responsibility
reporting. For example, the system provides reports of
open accounts payable and accounts receivable by
business units to track equipment by responsible
department.
Security for this field can prevent you from locating
business units for which you have no authority.
Note: The system uses the job number for journal entries
if you do not enter a value in the AAI table.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
A child business unit is subordinate to a parent business
unit. For example, this could be one of several
departments subordinate to a branch or plant.

310

Working with Organization Report Structures

Field

Explanation

Organization Structure
Sequence Number

The order in which child business units appear when

listed under their parent.
If you leave this field blank when you set up the
organization structure, the system assigns the sequence
number.

See Also

Reviewing Organization Report Structures

Processing Options for Organizational Structures Revisions

Structure Type
1.

Initial Selection Values: (Any

value(s) entered below will be
preloaded into their corresponding
fields on the screen.)
Organization Type Structure:

____________

Manager Name
1.

Enter a 1 to display the managers

name in the Organizational Structure
Tree. Enter a 0 to hide the
managers name in the Organizational
Structure Tree.
Display Managers Name:

____________

311

General Accounting

Copying Organization Report Structures

You may want to duplicate all or a portion of an existing organization report
structure into a new organization report structure.

Before You Begin

- Ensure that the organization report structure to which you are copying
exists as a valid value in user defined codes (00/TS) but does not exist as
a structure in the Organization Structure Master table (F0050).
To copy an organization report structure
From the Advanced Organization Setup menu (G094111), choose Organization
Structure Inquiry/Revision.
1. On Parent/Child Browse, complete the following field and click Find:

Type Structure

The system displays a tree view of the organization structure.

2. To view a specific portion of the structure, complete the following field
and click Find:

Parent Business Unit

The system displays the parent business unit.

3. To expand the levels below the parent business unit, click +.
4. To select a business unit to copy, singleclick the business unit.
5. Click Copy.

312

Working with Organization Report Structures

6. On Copy Organizational Structure, complete the following field:

To Type Structure

7. To copy the entire structure, click the following option:

Copy Entire Structure

8. To copy a portion of the selected structure, click the following option:

Copy Selected Tree Only

The system displays the business unit that you selected on Parent/Child
Browse.
9. Click OK.
If you selected the Copy Entire Structure option, the system copies every
level of the selected type structure to the new type structure, regardless of
the level that you selected on Parent/Child Browse.
If you selected the Copy Selected Tree Only option, the system copies the
parent business unit that you selected on Parent/Child Browse and all its
children to the new type structure.

Field

Explanation

Parent Business Unit

The primary level in a business unit hierarchy. A parent in

one hierarchy can be a child in a different hierarchy.

To Type Structure

A user defined code (00/TS) that identifies the type of

organizational structure, such as financial or responsibility.
Each type of structure can have a different hierarchy.

313

General Accounting

Field

Explanation

Copy Entire Structure

Indicates whether the system will copy an entire

organization report structure or only a portion of the
structure.
Click Copy Entire Structure to copy every level of the
From Type" structure to the To Type" structure. Click
Copy Selected Tree Only to copy only the selected parent
business unit and its children from the From Type"
structure to the To Type" structure.

Copy Selected Tree Only

Indicates whether the system will copy an entire

See Also

314

Revising Organization Report Structures for the processing options for this
program

Organizational Structures
An organizational structure is a method of grouping business units for reporting
or analysis.
With an organizational structure, you can:

Create a hierarchy with up to 20 levels

Use category codes to define the levels of the hierarchy

Move business units or groups of business units within the hierarchy

You can create multiple organizational structures for various purposes, such as
financial, geographic, and responsibility reporting. Each structure can be as
simple or as complex as you require.
You create organizational structures by sequencing the category codes that you
define for each business unit. Each structure can contain up to 20 levels of
category codes.
You can create a dateeffective organizational structure that is a snapshot of your
current organizational structure. You might want to create a snapshot if your
current organizational structure will change at the end of the fiscal year, for
example, and you will need to run financial reports on the previous structure.
After you create an organizational structure, you use a tree structure format to
review or revise the structure online. You can use the tree structure format to
review or revise current structures or snapshots.
To use organizational structures, complete one or both of the following tasks:
- Working with organizational structures
- Working with dateeffective organizational structures

General Accounting

Example: Organizational Structure

For example, you might create the following organizational structure to show the
functional relationships in your company.
Functional Structure #1
Divisions

Regions

Groups

CEN

ENG

Business Units

COR

DIS

5300

ETO

5500
HQT

EAS

ENG

Company
MAD

MAN

REP

Category Code

Sequence

MCH

Division
Region
Group

1
2
3

OPE

SAL

In this organizational structure, divisions are the highest level of the hierarchy.
Regions are the second highest level, and groups are the next highest level.
Lower levels of some parts of the structure do not appear in this graphic.
To create this organizational structure, you assign a sequence of 1 to the
category code that represents divisions, a sequence of 2 to the category code
that represents regions, and a sequence of 3 to the category code that represents
groups.

The tree structure format displays the organizational structure as follows:

You can use the tree structure format to expand or collapse levels of the
structure as you review it. The following form shows only the top level of the
structure after you collapse the lower levels. The structure has not changed.
Only the way it appears on the form has changed.

General Accounting

You can also use the tree structure format to revise the organizational structure.
The following example shows the structure after you move Business Unit 5500
from the Eastern region to the Central region. The system updates the Business
Unit Master table (F0006) to change the value of the category code for the region
from Eastern to Central for Business Unit 5500 at the same time.

The following graphic illustrates the change in the organizational structure as a

result of moving Business Unit 5500 from the Eastern region to the Central
region.
Functional Structure #2
Divisions

Regions

Groups

CEN

ENG

Business Units

COR

DIS
5300

ETO
5500
HQT

EAS

ENG

Company
MAD

MAN

REP

Category Code

Sequence

MCH

Division
Region
Group

1
2
3

OPE

SAL

General Accounting

Working with Organizational Structures

An organizational structure is a method of grouping business units for reporting

or analysis. You can create multiple organizational structures for various
purposes, such as financial, geographic, and responsibility reporting. Each
structure can be as simple or as complex as you require.
Working with organizational structures consists of:
- Defining organizational structures
- Reviewing organizational structures
- Revising organizational structures

Before You Begin

- Ensure that your chart of accounts is set up.
- Ensure that your business unit category codes are assigned.
- For each organizational structure that you want to define, determine the
sequence to use for the category codes.

Defining Organizational Structures

To define an organizational structure, you assign a sequence to the business unit
category codes. This sequence determines where each business unit appears in
the hierarchy.
The Structure Definition program updates the Structure Definition table
(F0050A).
To define an organizational structure
From the DateEffective Organizational Structures menu (G09414), choose
Structure Definition.
You can define multiple organizational structures.

General Accounting

1. On Work With Structure, click Add.

2. On Structure Setup, complete the following fields:

Structure Name

Structure Description

3. For each category code that you want to use in the hierarchy, complete
the following field:

Sequence

4. To use company in the hierarchy, complete the following field for

company:

Sequence

5. To make revisions to the sequencing, change any of the Sequence fields

and click OK.

Field

Explanation

Structure Name

The name of the organizational structure.

Sequence

This is a generic field used as a work field in OneWorld.

Working with Organizational Structures

Reviewing Organizational Structures

You can use a tree structure format to review your organizational structures
online. The system displays the structures in a tree view that you can expand or
collapse at each level.
The + symbol indicates that a folder contains lower levels of the organizational
structure. You can click + to view the next lower level. When the lowest level is
visible, you can click - to hide it. Clicking + or - to view or hide levels of the
structure does not change the structure. It changes only the amount of detail
information that appears on screen.
A folder can contain documents or additional folders. Documents are the lowest
level of the structure. Folders and document icons represent the following:
Folders

Category codes

Documents

Business units

To review an organizational structure

From the DateEffective Organizational Structures menu (G09414), choose
Structure Tree View.
1. On Organizational Structure, click the following field:

Live Structure

General Accounting

2. Complete the following field and click Find:

Structure Name

The system displays a tree view of the organizational structure.

If you click Snapshot Structure, you must enter an effective date or version
name in the Effective Date or Version field. The system displays a tree
view of the snapshot structure.
See Working with DateEffective Organizational Structures for more
information about creating snapshots of organizational structures.
3. To view a lower level of the structure, click +.
The system displays the next lower level of the structure.
4. To hide a lower level of the structure, click -.
The system hides all levels of the structure below this level.

410

Field

Explanation

Structure Name

The name of the organizational structure.

Working with Organizational Structures

Field

Explanation

Live Structure

A field that indicates whether you are using a live business

unit category code structure or a dateeffective snapshot of
a business unit category code structure.
Click Live Structure to use a live business unit category
code structure from the Business Unit Master table
(F0006).
Click Snapshot Structure to use a dateeffective snapshot
of a business unit category code structure from the Date
Effective Business Unit Master table (F0006S).

Revising Organizational Structures

After defining and reviewing your organizational structure, you might want to
revise it.
To revise organizational structures, you can:

Rearrange organizational structure components

Create additional business units

Revise existing business units

Rearranging Organizational Structure Components

You can revise an organizational structure by moving components of the
structure to different locations within the hierarchy.
You can move individual business units by dragging the corresponding
documents and dropping them under a different parent. You can move higher
levels of the structure, such as all business units in a given category code, by
dragging the folder that corresponds to the category code.
When you move a company, business units directly under the company will
move with the company.
If you assigned a sequence number to company when you created the hierarchy,
moving a business unit in the hierarchy might change the company number of
the business unit. The system displays a warning message if moving a business
unit would cause its company number to change.
You can also use Structure Definition to revise an organizational structure by
changing the sequence of one or more category codes. See Defining
Organizational Structures for more information.
When you move a component of the structure, the system updates the Business
Unit Master table (F0006).

411

General Accounting

Note: If you are working with a snapshot structure, the system updates the Date
Effective Business Unit Master table (F0006S) when you move a component of
the structure.
To rearrange organizational structure components
From the DateEffective Organizational Structures menu (G09414), choose
Structure Tree View.
1. On Organizational Structure, follow the steps to review organizational
structures.
2. Click the folder or document that you want to move to another location in
the structure.
3. Drag the folder or document to the new location and drop it.

Creating Additional Business Units

After reviewing your organizational structure, you may decide to create
additional business units. The system allows you to create additional business
units without exiting the Structure Tree View form.
When you create additional business units, the system updates the Business Unit
Master table (F0006).
Note: You cannot create additional business units if you are working with a
snapshot structure.
To create an additional business unit
From the DateEffective Organizational Structures menu (G09414), choose
Structure Tree View.
1. On Organizational Structure, follow the steps to review organizational
structures.
2. Click Add.
3. On Revise Business Unit, follow the steps to set up a business unit.
See Setting Up Business Units.
4. After you exit the Revise Business Unit form, click Find on Organizational
Structure to see the new business unit.

412

Working with Organizational Structures

Revising Existing Business Units

After reviewing your organizational structure, you may decide to revise one or
more existing business units. The system allows you to revise business units
without exiting the Structure Tree View form.
When you revise a business unit, the system updates the Business Unit Master
table (F0006).
Note: If you are working with a snapshot structure, the system updates the Date
Effective Business Unit Master table (F0006S) when you revise a business unit.
To revise an existing business unit
From the DateEffective Organizational Structures menu (G09414), choose
Structure Tree View.
1. On Organizational Structure, follow the steps to review organizational
structures.
2. Select a business unit and choose Revise Business Unit from the Row
menu.
3. On Revise Business Unit, follow the steps to revise a business unit.
See Revising Business Units.
4. After you exit the Revise Business Unit form, click Find on Organizational
Structure to see the new business unit.

413

General Accounting

Processing Options for Structure Tree View

Business Unit
Enter the Business Unit Type to be
hidden when viewing the
Organizational Structure.
Business Unit Type

____________

BU Structure
Enter a zero to set the default
structure to the current business
units from the F0006. Enter a 1 to
set the default structure to a
business unit snapshot from the
F0006S.
Business Unit Structure

____________

If using a business unit snapshot, enter

the effective date and version to
default.
Effective Date
Version Name

414

____________
____________

Working with Date-Effective Organizational Structures

An organizational structure is a method of grouping business units by category

codes for reporting or analysis. A dateeffective organizational structure is a
snapshot of an organizational structure on a specific date. Dateeffective
organizational structures allow you to review or report on organizational
structures by effective date.
For example, if your organizational structure will change at the end of the
current fiscal year, you can create a snapshot of the current structure. After the
structure has changed, you can use the snapshot to report on the previous
structure.
You can also create whatif" scenarios by rearranging components of a
dateeffective organizational structure.
Working with dateeffective organizational structures consists of:
- Building a dateeffective business unit master table
- Revising a dateeffective business unit master table
- Defining dateeffective organizational structures
- Working with dateeffective organizational structure tree views
Note: A dateeffective organizational structure can be based only on a current
structure. You cannot create a snapshot of a structure that no longer exists.
After you build dateeffective organizational structures, you can select
dateeffective financial reports in the Report Design Director. See the OneWorld
Enterprise Report Writing Guide for more information about this financial
reporting feature.

415

General Accounting

Building a Date-Effective Business Unit Master Table

From the DateEffective Organizational Structures menu (G09414), choose Build
DateEffective Business Unit Master.
You use the Date Effective Business Unit Build program to create a copy or
snapshot of the current business unit category code structure that exists in the
Business Unit Master table (F0006). This batch program copies the current
business unit category code structure into the Date Effective Business Unit
Master table (F0006S).
When you run this program to create a snapshot, you use the processing options
to specify an effective date, a version name, or both, as identifiers for the
snapshot. The program then adds the effective date and version name as key
fields to the snapshot records in the table.
You can create multiple snapshots of the current business unit category code
structure. You identify each snapshot by the effective date and version name that
you specify in the processing options.
After you create a snapshot, you can review and revise it.

Processing Options for Date Effective Business Unit Build

Process
Enter a date and/or name to identify
this snapshot of the Business Unit
Master category code structure.
Effective Date
Version Name

____________
____________

Revising a Date-Effective Business Unit Master Table

After you build a dateeffective business unit category code structure (or
snapshot), you can review it and revise it with the Review Date Effective
Business Unit Master program. You can change category codes for one or more
business units in the snapshot.
This program updates the snapshot in the Date Effective Business Unit Master
table (F0006S).

416

Working with Date-Effective Organizational Structures

To revise a dateeffective business unit master table

From the DateEffective Organizational Structures menu (G09414), choose
Review DateEffective Business Unit Master.
1. On Work with Business Unit Snapshots, click Find.
2. Choose the structure to review and click Select.
3. On Business Unit Snapshot Review, choose the business unit to review or
revise, and click Select.

4. On Revise Business Unit Snapshots, click one of the following tabs:

Category Codes 1-5

Category Codes 6-10

Category Codes 11-15

Category Codes 16-20

Category Codes 21-25

Category Codes 26-30

5. On the selected tab, change any of the fields.

The fields on each tab correspond to the category codes at the top of the
tab. For example, the first field on the Category Codes 1-5 tab is Division,
which represents Category Code 1.
Click the Visual Assist to see the valid values for each field.

417

General Accounting

6. To change additional category codes, click any of the remaining category

code tabs.

Defining Date-Effective Organizational Structures

To be able to review dateeffective snapshots of your business unit category
code structure, you must define the hierarchy of the business units. This
hierarchy is the organizational structure. You define the hierarchy by assigning a
sequence to the business unit category codes.
You can define multiple hierarchies, or organizational structures. Then you select
a hierarchy and use it to review or revise a dateeffective snapshot of your
business unit category code structure. You can also use it to review or revise
your live business unit category code structure.
The Structure Definition program updates the Structure Definition table
(F0050A).
Note: The hierarchy is not dateeffective. You use it to review or revise the live
business unit category code structure or a dateeffective snapshot of the business
unit category code structure.
To define a dateeffective organizational structure
From the DateEffective Organizational Structures menu (G09414), choose
Structure Definition.
1. On Work With Structure, click Add.

418

Working with Date-Effective Organizational Structures

2. On Structure Setup, complete the following fields:

Structure Name

Structure Description

3. For each category code that you want to use in the hierarchy, complete
the following field:

Working with Organizational Structures

Working with Date-Effective Organizational Structure Tree Views

You use the Structure Tree View program to review or revise an organizational
structure in a tree structure format. You might want to use this program to create
whatif" scenarios by rearranging components of an organizational structure.
You can select a snapshot or a current organizational structure. If you select a
snapshot, you can identify it by the effective date and version name that you
assigned when you built the snapshot.

See Also

420

Reviewing Organizational Structures for more information about using the

tree structure format to review the levels and sequencing of an
organizational structure

Revising Organizational Structures for more information about using the

tree structure format to rearrange components of an organizational
structure

Business Unit Supplemental Data

You might need to store information about a business unit that is not included in
the standard master tables. J.D. Edwards refers to this additional information as
supplemental data.
You define types of business unit supplemental data to specify categories of
supplemental information and the specific information that you want to track for
each category.
To set up supplemental data, complete the following tasks:
- Set up business unit supplemental data
- Work with business unit supplemental data
- Print business unit supplemental data

Example: Supplemental Data for a Construction Company

Your construction company tracks supplemental data related to the progress of
each job. The business units are the various jobs. The construction company
tracks the following information for each job site:

Ground conditions

Precipitation

Wind conditions

Daily job logs

Incident log

Legal description

General remarks

General Accounting

The following graphic shows the supplemental data related to business unit
5001.
Daily
job log
Ground
conditions

Wind
conditions

Business Unit 5001

Main Terminal
Building
Construction Site

General
remarks

Precipitation

Incident
log

Legal
description

Code Data Types

Code data types are specific types of information that relate to jobs. This
information ordinarily is not available in the standard master tables. Examples
include:

Ground conditions

Precipitation

Wind conditions

Daily job logs

Incident log

For each code data type, you can define the items of information that you want
to track, such as categories, dates, and amounts. For example, when tracking
ground conditions for the job, you might want to set up categories such as:

Dry

Mud

Frost greater than 20 inches

Narrative Data Types

Narrative data types contain text that is related to the job or to certain code data
types. Examples include:

Legal description

General remarks

The legal description can relate to the job. The general remarks can describe the
delays related to the ground conditions.

Before You Begin

- Set up the business units for which you want to track supplemental data.
See Working with Business Units.

General Accounting

Setting Up Business Unit Supplemental Data

Depending on your requirements, you can choose to set up a supplemental data

type in any of the following formats:
Narrative format

Narrative format allows you to enter text. Consider using

the narrative format for:

Code format

Descriptions
Remarks

Code format requires you to enter information in specific

fields on the form. Consider using the code format for:

Dates
Amounts
Categories

To standardize data entry and make it possible to report

on supplemental data, you can associate the following
columns in a code format data type with a user defined
code table:

Code Title
Remark 1
Remark 2

You can use existing user defined code tables, or you can
create new user defined code tables. When you create
new tables, you must use system codes ranging from 55 to
59, inclusive. This protects the table from being
overwritten during the reinstall process.
Program format

Program format allows you to access a program and

version number from a supplemental data type. Instead of
customizing menus, you can set up supplemental data
types to access the forms that you use most often. You can
access these forms from a single menu selection, which
saves time and streamlines data entry tasks.

General Accounting

Setting up business unit supplemental data consists of:

- Setting up supplemental data types in narrative format
- Setting up supplemental data types in code format
- Setting up supplemental data types in program format
If OneWorld and WorldSoftware coexist, you must synchronize the OneWorld
and WorldSoftware supplemental databases.
- Synchronizing OneWorld and WorldSoftware supplemental databases
The system stores data type definitions in the Data Type Information table
(F00091).
The system stores supplemental code data in the Business Unit Supplemental
Data Codes table (F00092). The system stores supplemental narrative text as
generic text attachments.

Before You Begin

- Determine which user defined code lists to use to validate code
information.
- Set up the code type table before you set up the data type. The system
can then validate code information.
- Set up a new code type table that relates only to the supplemental data. In
this case, J.D. Edwards recommends that you define the code type for
install systems 55-59. This protects the code type table from being
overwritten during the reinstall process.

See Also

Customizing User Defined Code Types in the OneWorld Foundation Guide

for information about setting up the code type tables

Setting Up Supplemental Data Types in Narrative Format

You can define supplemental data types with a narrative format for information
that will be entered as freeform text.
For example, you would enter narrative text for the legal description and general
remarks. For the other items of information, you would enter categories, dates,
amounts, and short remarks. You also want the system to validate the categories
that are entered against an existing set of categories.

Setting Up Business Unit Supplemental Data

To set up supplemental data types in narrative format

From the Business Unit Supplemental Data menu (G09312), choose
Supplemental Data Setup.
1. On Work With Supplemental Database Setup, click Find.

2. Choose the Business Units (BU) database and choose Work With Data
Types from the Row menu.

General Accounting

3. On Work With Data Types, click Add.

4. On Data Type Revisions, enter N in the following field:

Display Mode

5. Complete the following fields:

Type Data

Description

Field

Explanation

Display Mode

A code that specifies the format of a data type. This code

determines the display mode for supplemental data. Valid
codes are:
C
Code format, which displays the form for
entering codespecific information. These codes
might be associated with the User Defined
Codes (F0005) table.
N
Narrative format, which displays the form for
entering narrative text.
P
Program exit, which allows you to exit to the
program you specified in the Pgm ID field.
M
Message format, which displays the form for
entering codespecific information. The system
can edit the code values you enter against values
in the Generic Rates and Messages table
(F00191). This code is not used by the Human
Resources or Financials systems.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
This is a required field for setting up any data type.

Setting Up Supplemental Data Types in Code Format

You can define supplemental data types with a code format for information that
will be entered in specific fields on a form. You can associate a user defined
code list with each supplemental data type that has a code format.
For code data types, you can customize the fields on the data entry form for
each item that you want to track. For example, your data entry form for the
incident log can include a field into which you enter a description of the
incident. The system can then validate this entry against a list of incident
categories. The form can also include a field into which you enter the cost of
damage, as well as fields into which you enter a user's name, the incident date,
and remarks.

Setting Up Business Unit Supplemental Data

To set up supplemental data types in code format

From the Business Unit Supplemental Data menu (G09312), choose
Supplemental Data Setup.
1. On Work With Supplemental Database Setup, click Find.
2. Choose the Business Units (BU) database, and choose Work With Data
Types from the Row menu.
3. On Work With Data Types, click Add.
4. On Data Type Revisions, enter C in the following field:

Display Mode

5. Complete the following fields:

Type Data

Description

6. To associate a user defined code table with the code title, complete the
following fields:

UDC

Product Code

Record Type

7. To specify the information that you want to track for this data type,
complete the following fields:

Amount 1

Effective From

8. To enter additional information for the data type, complete any of the
following optional fields:

Remark 1

System Code

Record Type

Remark 2

System Code

Record Type

Effective Thru

9. Click OK.

General Accounting

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Data you enter in the Remark 2 (alias GDC4) field
overrides the Remarks Line 2 (RMK2) column heading in
the detail area on the General Description Entry form. You
can set up this field as a generic field or as a field that is
edited against a UDC table.
If you leave the corresponding System Code (SY2) and
Record Type (RT2) fields blank, then on the General
Description Entry form, the system accepts any data
(within the size constraints) that you enter in the data
entry field for the Remarks Line 2 (alias RMK2) column.
If you complete the corresponding System Code (SY2) and
Record Type (RT2) fields, then on the General Description
Entry form, the system validates the data you enter in the
data entry field for the Remarks Line 2 (alias RMK2)
column.
This is an optional field for setting up supplemental data
types in code format.

512

Setting Up Business Unit Supplemental Data

Field

Explanation

Effective Thru

The title of a supplemental data column that relates to a

date. For example, if you set up a record type for
professional licenses, a possible column title for the date
field might be Expires.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Data you enter in the Effective Thru (alias GDC6) field
overrides the Ending Date (alias EFTE) column heading
name in the detail area on the General Description Entry
form.
This is an optional field for setting up supplemental data
types in code format.

Setting Up Supplemental Data Types in Program Format

You can define supplemental data types with a program format for easy access
to data entry forms. You can associate a program and version number with each
supplemental data type that has a program format.
To set up supplemental data types in program format
From the Business Unit Supplemental Data menu (G09312), choose
Supplemental Data Setup.
1. On Work With Supplemental Database Setup, click Find.
2. Choose the Business Units (BU) database and choose Work With Data
Types from the Row menu.
3. On Work With Data Types, click Add.
4. On Data Type Revisions, enter P in the following field:

Display Mode

5. Complete the following field:

Type Data

6. To specify the program that you want this data type to access, complete
the following fields:

Application Name

Form Name

7. Complete the following optional field:

Version

513

General Accounting

Field

Explanation

Application Name

The ID that the system uses to call an application.

Form Name

The name of an executable program.

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter the system name of a form that is associated with an
application. To determine the system name of a form,
open the form and choose About OneWorld from the
Help menu.

Version

A userdefined set of specifications that control how

applications and reports run. You use versions to group
and save a set of userdefined processing option values
and data selection and sequencing options. Interactive
versions are associated with applications (usually as a
menu selection). Batch versions are associated with batch
jobs or reports. To run a batch process, you must choose
a version.

Synchronizing OneWorld and WorldSoftware Databases

If OneWorld and WorldSoftware coexist, you must synchronize the OneWorld
and WorldSoftware supplemental databases.
To synchronize OneWorld and WorldSoftware databases
From the Business Unit Supplemental Data menu (G09312), choose
Supplemental Data Setup.
1. On Work With Supplemental Database Setup, click Find.
2. Select the Business Units (BU) database.
3. On Supplemental Database Setup, ensure that the following fields are
chosen:

514

Business Unit

Synchronize Database

Setting Up Business Unit Supplemental Data

4. Click OK.

Field

Explanation

Business Unit

An indicator that specifies whether the system uses the

Business Unit as a key field for supplemental data.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you select Business Unit, then on the Work With
Supplemental Data form, the Business Unit field appears
as a key field. If you enter data in the corresponding Row
Description field, the data you enter appears as the key
field name on the Work With Supplemental Data form.

Synchronize Database

An indicator that determines whether a supplemental

database should be synchronized between OneWorld and
WorldSoftware systems. Except for supplemental database
codes I (inventory by item) and IB (inventory by
item/branch), freeform generic text is not passed from
one system to the other system.
Only records are synchronized between the two systems.
If you create a new database code or a new data type,
you must manually enter the database code or data type
into both the OneWorld system and the WorldSoftware
system.

515

General Accounting

516

Working with Business Unit Supplemental Data

When you set up your OneWorld General Accounting system, you specify the
types of supplemental data that you want to track for your business units.
You can determine which types of supplemental data are set up for your
business units, and then enter additional information in either the code or
narrative format.
Working with business unit supplemental data consists of:
- Entering supplemental data for business units
- Copying supplemental data for business units
- Reviewing supplemental data for business units

Example: Coded Entries

Your construction company has set up these coded data types:

Ground conditions

Precipitation

Wind conditions

Daily job logs

Incident log

You can enter specific information for each job site on the data entry form that
corresponds to each data type. For example, on the Ground Conditions form,
you can create an entry for a specific category of ground condition and fields for
each condition, including:

The beginning date

The number of days of delay caused by that condition

Remarks

517

General Accounting

Example: Narrative Text

Your construction company has set up these narrative data types:

Legal description

General remarks

You can enter specific narrative information for each job site that corresponds to
each narrative data type. For example, you can enter freeform text for the legal
description of the job site.

Before You Begin

- Set up your supplemental data types. See Setting Up Business Unit
Supplemental Data.
Note: If OneWorld and WorldSoftware coexist, narrative text that you enter in
OneWorld will not be available in WorldSoftware, and vice versa.

Entering Supplemental Data for Business Units

To enter coded entries, you enter specific information on the data entry form
that corresponds to each data type that you have set up. This information can
include dates, amounts, categories, descriptions and remarks.
Narrative text is associated with one of the following types:

A narrative data type

A specific line of information for a coded data type

Entering supplemental data for business units consists of:

518

Entering supplemental data in code format

Entering supplemental data in narrative format

Working with Business Unit Supplemental Data

To enter supplemental data in code format

From the Business Unit Supplemental Data menu (G09312), choose
Supplemental Data.
1. On Work With Supplemental Data, complete the following field and click
Find:

Business Unit

2. Choose a row in the grid that contains a C in the Data Mode column.
3. Click Select.

519

General Accounting

4. On General Description Entry, complete the following fields if your data

type is associated with a user defined code table:

User Def Code

Effective Date

5. Complete any of the following fields that apply to this data type:

User Defined Amount

Remark

Remarks Line 2

Ending Date

Field

Explanation

User Def Code

A list of valid codes for a specific user defined code list.

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The data you enter in the User Def Code (alias KY) field
depends on how you set up the UDC (alias GDC1) and
corresponding Product Code (alias SY) and Record Type
(RT) fields on the Data Type Revisions form. If you
associated the UDC (alias GDC1) field with a UDC table,
the data you enter in the User Def Code (alias KY) field
must be a valid value from the associated UDC table. If
you did not associate the UDC (alias GDC1) field with a
UDC table, the system accepts any data (within size
constraints) that you enter in the User Def Code (alias KY)
field.

520

Working with Business Unit Supplemental Data

Field

Explanation

Effective Date

The effective date is used generically. It can be a lease

effective date, a price or cost effective date, a currency
effective date, a tax rate effective date, or whatever is
appropriate.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The date on which a supplemental data type takes effect.
For example, if you are using supplemental data to track
employees' professional licenses and certification, you can
enter the expiration date of each license or certification.

User Defined Amount

A quantity that represents the statistical or measurable

information related to the code that is defined for the data
type. For example, if the data type relates to bid submittal
codes, this field could be for bid amounts. Or, if the data
type relates to Human Resources Benefits Administration,
this field could be for the cost of election coverage. If the
data type relates to bonuses, this could be the bonus
amount.

Remark

A generic field that you use for a remark, description,

name, or address.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The data you enter in the Remark (alias RMK) field
depends on how you set up the Remark 1 (alias GDC2)
and corresponding System Code (alias SY1) and Record
Type (alias RT1) fields on the Data Type Revisions form. If
you associated the Remark 1 (alias GDC3) field with a
record, the data you enter in the Remark (alias RMK) field
must be a valid value in the associated record. If you did
not associate the Remark 1 (alias GDC3) field with a
record, the system accepts any data (within the size
constraints) that you enter in the Remark (RMK) field.

Ending Date

The date on which the item, transaction, or table becomes

inactive or through which you want transactions to
appear. This field is used generically throughout the
system. It could be a lease effective date, a price or cost
effective date, a currency effective date, a tax rate effective
date, or whatever is appropriate.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you do not use ending effective dates, set the
processing option to 1. If you leave both the Effective
Date field and the processing option blank, the system
uses the ending date from the system constant.

521

General Accounting

To enter supplemental data in narrative format

From the Business Unit Supplemental Data menu (G09312), choose
Supplemental Data.
1. On Work With Supplemental Data, complete the following field and click
Find:

Business Unit

2. Choose a row in the grid that contains an N in the Data Mode column and
click Select.
3. On Media Objects, choose Add, then Text, from the File menu.

4. Enter the text and choose Save & Exit from the File menu.
When General Description Entry reappears, the system displays a
paperclip icon to the left of each row that has narrative text.

Processing Options for Work with Supplemental Data

Processing
1. Select the Supplemental
Database Code for the system you
would like to create a central
information index for.
2. Enter a 1 if the system
should not assign an ending
effective date when the field is
left blank.

522

____________

Working with Business Unit Supplemental Data

Copying Supplemental Data for Business Units

When you need to enter the same supplemental data for two or more business
units, you can save time and reduce keying errors by copying information from
one business unit record to another. For example, if your construction company
has two job sites, or business units, with similar ground conditions, you can
enter the information for one of the job sites and then copy it to the other job
site record. After you copy supplemental data, you can revise it as necessary.
When you copy supplemental data, remember that you can only copy code
format information. You cannot copy narrative text.
To copy supplemental data
From the Business Unit Supplemental Data menu (G09312), choose
Supplemental Data.
1. On Work With Supplemental Data, complete the following field with the
business unit that contains the supplemental data you want to copy and
click Find:

Business Unit

2. On the grid, choose the row that contains the information that you need
to copy.
3. Click Copy.
4. On General Description Entry, complete the following field with the
business unit number to which you are copying supplemental data:

Business Unit

5. Click OK.

Reviewing Supplemental Data for Business Units

You can review business unit supplemental data, including the narrative text. For
example, you might want to review a specific type of supplemental data for
multiple business units. You could also review supplemental data by business
unit when you want to review the master information about a business unit and
the supplemental information with which it is associated.
You can rearrange the order in which the system displays the columns in the
detail area. In addition, you can save your changes as a new format. As you add
formats to the form, the system adds tabs with the names that you define for the
formats.

523

General Accounting

To review supplemental data for business units

From the Business Unit Supplemental Data menu (G09312), choose Inquiry by
Business Unit.
1. On Work With Supplemental Data Profiles, complete one of the following
fields:

Type Data

Business Unit

2. To limit your search, complete any of the following fields in the Query by
Example row and click Find:

Ty Dt (Type Data)

User Def Code

Effective Date

Level of Detail - Business Unit (Level of Detail)

Division (Category Code 1)

Region (Category Code 2)

Group (Category Code 3)

3. To identify business units that have supplemental data in narrative format,

position your cursor over the paperclip icon in the header row.
The system displays a paperclip icon to the left of each row that has
narrative text.

524

Working with Business Unit Supplemental Data

4. To review narrative text, choose the row and choose Attachments from the
Row menu.
The system displays the Media Objects form.

Field

Explanation

LOD

A code that identifies the relationship of parent and

Division

Category code 1 associated with the Business Unit Master

table (F0006). This is a user defined code (system 00, type
01) that the system uses in flex account mapping and in
printing selected information on reports.

Region

Category code 2 associated with the Business Unit Master

table (F0006). This is a user defined code (system 00, type
02) for use in flex account mapping and in printing
selected information on reports.

Group

Category code 3 associated with the Business Unit Master

table (F0006). This is a user defined code (system 00, type
03) for use in flex account mapping and in printing
selected information on reports.

Processing Options for Supplemental Database Profiles

SDB Code
Enter a Supplemental Database Code.
Only data types with this database
code will be displayed. If left
blank, the Business Unit data types
(Database Code BU) will display.
Supplemental Database Code

____________

525

General Accounting

526

Printing Business Unit Supplemental Data

Printing business unit supplemental data consists of:

- Printing the Supplemental Data by Data Type report
- Printing the Supplemental Data by Business Unit report
These reports provide a summary of data that is stored in the following tables:

Business Unit Types of Data (F00091)

Business Unit Supplemental Data Codes (F00092)

You can print two versions of each report. One report sorts business units
alphabetically, and the other report sorts them numerically.
You can include or exclude the narrative text on each version. The system stores
supplemental narrative text as generic text attachments.

Report Heading and Column Titles

The heading on each report is the text that you entered in the Description field
when you defined the data type on General Description Entry.
Column titles are the text that you enter in the UDC, Amount 1, Effective From,
Remark 1, Remark 2, and Effective Through fields when you defined the data
type on General Description Entry. See Setting Up Supplemental Data Types in
Code Format.

See Also

Setting Up Business Unit Supplemental Data

527

General Accounting

Printing the Supplemental Data by Data Type Report

From the Business Unit Supplemental Data menu (G09312), choose Data by Data
Type.
Run the Supplemental Data by Data Type report to print supplemental data
associated with each data type.

See Also

R00640, Supplemental Data by Data Type in the Reports Guide for a report
sample

Processing Options for Business Unit Supplemental Data Report

Generic Text
Enter 1 to bypass printing text
information on the report. Default
of blank will print the text.
Generic Text Option

____________

SDB Code
Enter the Supplemental DataBase Code you
wish to print records for. Default
of blank will print records for the
Business Unit SDB Code BU.
Supplemental Database Code

____________

Printing the Supplemental Data by Business Unit Report

From the Business Unit Supplemental Data menu (G09312), choose Data by
Business Unit.
Run the Supplemental Data by Business Unit report to print supplemental data
associated with each business unit.

See Also

528

Printing the Supplemental Data by Data Type Report for the processing
options for this program

R00650, Supplemental Data by Business Unit in the Reports Guide for a

report sample

Account Setup
After you set up your companies and business units, you need to set up object
and subsidiary accounts for each business unit. These accounts form your chart
of accounts.
The object and subsidiary describe the kind of transaction with which you are
working, for example, rent expense, paper supplies expense, or sales revenue.
Where

What

BBBBBBBBBBBB

OOOOOO

SSSSSSSS

Business Unit

Object

Subsidiary

MAJOR

MINOR

Account setup consists of:

- Planning your chart of accounts
- Creating and updating your chart of accounts
- Working with account master word search
- Reviewing your chart of accounts
- Working with subledgers
- Creating a model chart of accounts
- Working with an alternate chart of accounts
- Copying accounts to business units
- Creating accounts dynamically
- Translating accounts

General Accounting

How Objects and Subsidiaries Are Related

The object, or major, account is required for transaction entry. The object
account can be up to six alphanumeric characters. All object accounts must be
the same length. To make data entry easier and faster, you might want to use
only numbers for the object account.
The subsidiary, or minor, account is an optional part of the account. Use the
subsidiary when you need detailed accounting activity for an object account. The
subsidiary can be up to eight alphanumeric characters.
The following example shows how you can associate an object account (1110
for Cash in Bank) with several subsidiary accounts:

1110.BEAR (Bear Creek National Bank)

1110.FIB (First Interstate Bank)

1110.FRANCE (First Bank of France)

1110.LONDON (First Bank of London)

How To Design Your Chart of Accounts

To design your chart of accounts, begin your initial design with the major
headings of your transactions. Then add your detailed transaction descriptions.
The following example shows the types of headings included in major title
accounts:
Balance Sheet Accounts

Types of headings for balance sheets include:

Income Statement
Accounts

Assets
Liabilities
Owner's Equity

Types of headings for income statements include:

Revenues
Expenses

After you have a complete list of transaction descriptions, you can assign
numeric values to each description. Allow for growth and change by leaving
numeric spaces in the account structure.
Define the last balance sheet account as the account for yeartodate net income
or loss. For example, if revenues begin at 5000, define object 4999 as the net
income account. This account must be a nonposting account. The system
calculates the net income amount on your balance sheet. Balance sheet accounts
must precede income statement accounts.

Caution: If your balance sheet accounts do not precede your income statement
accounts, your financial reports could contain unexpected results.
An account can have several formats. You are not limited to one account format
when you enter data.
You can use the following types of account formats:
Short account ID

This number is created by Next Numbers when you add

accounts. It is commonly referred to as the short account
number" and can never be changed.

Business
Unit.Object.Subsidiary

This is the standard J.D. Edwards account format. It can be

in either of the following formats:

Business unit.object
Business unit.object.subsidiary

The business unit designates the accounting entity to

charge. The object (or object and subsidiary) designates
the type of account to receive the amount, such as asset,
liability, revenue, and expense.
Third G/L account
number

This number consists of a freeform code, often referred to

as the third account number." Typically, the account
number from a prior system is used as the third account
number. There are no limitations to the characters you can
use, for example, . and - are acceptable.

To enter account numbers in a format other than the standard J.D. Edwards
format, you must use the prefix character that is defined in general accounting
constants.
See Also

Setting Up Account Symbols

How Accounts Are Grouped and Totaled for Reports

Use account category codes to group your accounts for selective reporting
purposes. You use category codes for accounts in the same way that you use
category codes for business units.
There are 23 alphanumeric category codes for accounts:

3character codes (20 available)

10character codes (3 available)

General Accounting

The 10character category codes are useful if your business requires an alternate
chart of accounts for statutory reporting. You can use the category code and the
description rather than the account number and description on trial balance
reports, the general ledger, and general journal. These category codes let you
build summarization logic into your reports.
Use a level of detail for each account to control how amounts are rolled up into
a balance for reporting purposes.
For example, set up levels of detail (LOD) as shown in the following:
Company

LOD 1

Business Units

LOD 2

Assets

LOD 3

Current Assets

Cash

Cash-in-Banks

LOD 4
LOD 5
LOD 6
LOD 7

Bank Account

LOD 8

Recommended
for Job Cost

LOD 9

Follow these guidelines when assigning a level of detail to accounts:

Do not skip any levels of detail. Nonsequential levels of detail cause

rollup errors in financial reports that are run at a skipped level.

Assign a level of detail 3 to title accounts for the balance sheet - Assets"
and Liabilities and Equity."

Assign level of detail 3 or 4 to title accounts for the income statement,

depending on whether you want the next level underlined. Examples
include:

Revenues

Direct costs

General and administrative expenses

Other income and expenses

Example: Rollup Totals for Reports

You generate a financial report with a level of detail of 5, so that the system
summarizes the amounts for level 6 and 7 into the balance for the Cash account.

LOD

Account Description

3
4
5
6
6
7
7
6
7
7
5
5

Assets
Current Assets
Cash
Petty Cash
Cash in Banks
Bank Account 1
Bank Account 2
Short Term Investments
Certificates of Deposit
Treasury Bills
Accounts Receivable
Inventory

When you generate a report

with LOD 5, these accounts
will be summarized into the
Cash account.

Use level of detail 3 through 9 for object accounts. Level of detail 1 is reserved
for companies and level of detail 2 for business units. The system underlines
level of detail 3 on balance sheet reports and levels of detail 3 and 4 on income
statement reports.

Factors that Determine Whether an Account Posts

You assign a posting edit code to every account in the chart of accounts. This
code determines whether the account posts to the general ledger and whether it
updates the Account Balances table (F0902).
With posting edit codes, you can designate an object or object.subsidiary
account as:

Posting

Nonposting (or title)

Budget

Inactive

Machinegenerated

General Accounting

One that requires units, not monetary amounts

Subledger and type

For example, you could assign posting edit codes (PC) as follows:

Non-posting
(title)
accounts

LOD

Account Description

N
N
N

3
4
5
6
6
7
7
6
7
7
5
6
6

Assets
Current Assets
Cash
Petty Cash
Cash in Banks
Bank Account 1
Bank Account 2
Short Term Investments
Certificates of Deposit
Treasury Bills
Accounts Receivable
Trade A/R
Allow for Doubtful Accts

N
Posting
accounts
N

Machinegenerated
entries only

N
M
M

If you designate an object or object.subsidiary account as posting, the account

must be assigned to a posting business unit.

Differences Between Subledger and Subsidiary Accounting

Subledgers and subsidiary accounting both provide for detailed accounting
activity. Subsidiary accounts are a subdivision of your object account. Subledgers
are linked to your business unit.object account or business unit.object.subsidiary
account.
With subledgers, you get accounting detail without adding accounts to your
chart of accounts. For this reason, subledgers are often used for transaction
classifications that are not a permanent part of your chart of accounts, such as
detailed travel expenses for each account representative.
Subsidiary accounts are permanent. If you want to track revenues and expenses
by account representative using subsidiary accounting, you must create a
subsidiary account for each account representative and attach it to each
appropriate object account for revenues and expenses. This procedure could
mean adding several hundred accounts to your chart of accounts.
You can use a subsidiary account and a subledger in the same entry, if
necessary.

Subledgers differ from subsidiary accounts in the following ways:

Subledger transactions post to the same major account, rather than to

different accounts.

Subledgers do not create additional records in the Account Master table.

Subledgers can create additional records in the Account Balances table,

depending on the posting edit code that you assign to the account.

Example: Subledger Accounting

When you use subledgers to track expenses for account representatives, the
system creates a record with a unique subledger for each account in the Account
Ledger table. The Account Master table contains only the account, not the
subledger.
Account Master F0901
Object

Description

8665.HOTEL

Hotel

8665.AIR

Air Fare

8667

Car Expenses

Account Ledger F0911

Object

Subledger

Subledger
Type

1 McLind
2 Jackson

A
A

1 McLind
2 Jackson

A
A

8665.AIR

8667

In the above example, the subledgers represent McLind's and Jackson's address
book numbers.

General Accounting

Example: Subsidiary Accounting

When you use subsidiaries to track expenses for account representatives, the
system creates a record with a blank subledger for each account in the Account
Ledger table. The Account Master table contains an account for each account
representative.
Account Master F0901
Description
Object

Account Ledger F0911

Object

8665

Travel &
Entertainment

8666

Air Fare

8666.A1

Account
Representative 1

8666.A1

8666.A2

Account
Representative 2

8666.A2

8667

Car Expense

8667.C1

Account
Representative 1

8667.C1

8667.C2

Account
Representative 2

8667.C2

Subledger

Planning Your Chart of Accounts

A chart of accounts provides the structure for your general ledger accounts. It
lists specific types of accounts, describes each account, and includes account
numbers. A chart of accounts typically lists asset accounts first, followed by
liability and capital accounts, and then by revenue and expense accounts.
You can create your chart of accounts in a variety of ways. However, to ensure
consistency and accuracy across business units and companies, you should
complete the following task:
- Define account segments
Account information is stored in the Account Master table (F0901).

Defining Account Segments

As part of creating your chart of accounts, you need to define the length of the
account segments. These segments are:

Business unit - a maximum of 12 characters.

Object account - 4, 5, or 6 characters (4 or 6 for standard business

unit.object.subsidiary). All object accounts must be the same length.

Subsidiary - a maximum of 8 characters.

The Account Flex Format program allows you to customize the sequence and
length of your account segments.
To define account segments
From the Advanced Organization Setup menu (G094111), choose Flex Format
Setup. From the Flex Format Setup menu, choose Account Flex Format.
1. On Account Flex Format, complete the following fields:

Description

Length

Cross Reference

General Accounting

2. To indicate the segment that you are defining, complete one of the
following fields:

610

B (Business Unit)

O (Object)

S (Subsidiary)

Planning Your Chart of Accounts

Field

Explanation

Length

The length of the specific segment or element for the

flexible chart of accounts format. The individual elements
must be greater than zero and must not exceed the
following number of characters:
Business Unit - 12 (with separator characters)
Object account - 6 (with separator characters)
Subsidiary account - 8 (with separator characters)
Subledger - 8 (separator characters not allowed)
NOTE: For OneWorld, the Subledger element is not
currently available.

An X indicates that this segment of the G/L account

number is stored as part of the Business Unit field (MCU)
in the database. For flexible account numbers, you can
define up to six segments and use a total of 12 characters
for the business unit.
If you define multiple segments for the business unit, the
system concatenates them from left to right in ascending
order based on their assigned sequence numbers. The
resulting number is rightjustified in the database field.

An X indicates that this segment of the G/L account

number is stored as part of the Object Account field (OBJ)
in the database. For flexible account numbers, you can
define up to three segments and use a total of six
characters for the object account.
If you define multiple segments for the object, the system
concatenates them from left to right in ascending order
based on their assigned sequence numbers. The resulting
number is leftjustified in the database field.

An X indicates that this segment of the G/L account

number is stored as part of the Subsidiary field (SUB) in
the database. For flexible account numbers, you can
define up to four segments and use a total of eight
characters for the subsidiary part of the account number.
If you define multiple segments for the subsidiary, the
system concatenates them from left to right in ascending
order based on their assigned sequence numbers. The
resulting number is leftjustified in the database field.

611

General Accounting

612

Creating and Updating Your Chart of Accounts

After you set up your chart of accounts, you might need to add, revise, or delete
accounts. You might need to add accounts to your chart of accounts as your
business grows. You might need to revise accounts to make the levels of detail,
posting edit codes, and descriptions consistent across all business units. You
might want to delete accounts that were created in error.
Creating and updating your chart of accounts consists of:
- Adding accounts
- Revising accounts
- Deleting accounts
Caution: Be sure that the business unit, object, and subsidiary are accurate for
each account before you enter transactions. To ensure the integrity of your chart
of accounts, you can use the Security processing option on the Accounts
program (P0901) to prevent the object and subsidiary fields from being changed
if balances exist in the Account Balances (F0902) or Account Ledger (F0911)
table. If you are using an alternate chart of accounts, you can use the Security
processing option to prevent the Category Code 21, Category Code 22, and
Category Code 23 fields from being changed if balances exist in the Account
Balances or Account Ledger table. J.D. Edwards recommends that you restrict
access to this processing option so that your chart of accounts is not
inadvertently changed.

Adding Accounts
You might need to add accounts to your chart of accounts as your business
grows. Or you might need to add new levels of detail to existing accounts.
To add accounts
From the Organization and Account Setup menu (G09411), choose Accounts by
Business Unit.
1. On Work With Accounts, click Add.

613

General Accounting

2. On Revise Single Account, complete the following fields:

Business Unit/Object/Subsidiary

Description

Account Level of Detail

3. Complete the following optional fields:

Currency Code

Budget Pattern Code

Posting Edit

4. On the More tab, complete the following optional fields:

Unit of Measure

Free Form (3rd Acct. No.)

Alternate Object/Sub

Billable (Y/N)

5. Click OK.

See Also

Planning Your Chart of Accounts

Working with an Alternate Chart of Accounts for more information about

alternate accounts and third G/L account numbers

Processing Options for Accounts by Business Unit

Security
Please enter a value of 1 in the
corresponding field to protect the
value of field(s) which contain the
Legal Account information
Object:
Subsidiary
Category Code 21
Category Code 22
Category Code 23

614

____________
____________
____________
____________
____________

Creating and Updating Your Chart of Accounts

Revising Accounts
After setting up and reviewing your accounts, you might need to revise them.
Revising accounts is necessary to maintain and update the most current
information in the system.
Some of the possible reasons you might need to revise accounts include:

Revising multiple accounts that are assigned to one business unit

You might want to do this if the company has been restructured or if you
want to include additional information about the company.

Revising one account that is assigned to many business units

You might want to change the description of the account or include
additional information, particularly additional lines for a business unit
description.

Revising a single account

You revise a single account if you need to add or change selected
information, such as alternate object and subsidiary, that is not available
on other account revision forms.

Adding text to an existing account

You can add text to an existing account to indicate any additional
information related to the account.

Changing an account number

You can change an account number only if the number you change it to
does not already exist in the Account Master table. If you change an
account number, the revision applies only to new postings. To have old
balances correspond with the new account numbers, you must run Update
Business Unit.Object.Subsidiary to Account Balances.
You can set the Security processing option on the Accounts program
(P0901) to prevent the object and subsidiary fields from being changed if
an account has a balance in the Account Ledger (F0911) or Account
Balances (F0902) table. If there are no transactions and balances for the
account, you can change the object and subsidiary, regardless of the
setting of the Security processing option.

Caution: Do not change the currency code of an account after you enter
transactions to it. To do so affects the integrity of your data.
The system maintains individual account data in the Account Master table
(F0901).

615

General Accounting

To revise accounts, complete one of the following tasks:

Revise accounts by business unit

Revise accounts by object

Revise a single account

See Also

Updating Account Ledger and Account Balances Tables

Setting Up Cost Object Edit Codes in the EnterpriseWide Profitability

Solution Guide
To revise accounts by business unit

From the Organization and Account Setup menu (G09411), choose Accounts by
Business Unit.
1. On Work With Accounts, complete the following field in the Query By
Example row, and click Find:

Business Unit

2. Select an account.
3. From the Row menu, choose Account by BU.

616

Creating and Updating Your Chart of Accounts

4. On Revise Accounts by Business Unit, click Find.

To add text to the account, select the account and choose Attachments
from the Row menu.
5. Change the following fields as needed and click OK:

Obj Acct

Sub

Description

Free Form Account No.

Posting Edit

Cur Cod

6. To see your changes on Work With Accounts, click Find.

Field

Explanation

A number that summarizes and classifies accounts in the

general ledger. You can have up to 9 levels of detail. Level
9 is the most detailed and Level 1 is the least detailed.
Levels 1 and 2 are reserved for company and business unit
totals. When you are using the Job Cost system, Levels 8
and 9 are reserved for job cost posting accounts. Example:
3
Assets, Liabilities, Revenues, Expenses
4
Current Assets, Fixed Assets, Current Liabilities,
and so on
5
Cash, Accounts Receivable, Inventories, Salaries,
and so on
6
Petty Cash, Cash in Banks, Trade Accounts
Receivable, and so on
7
Petty Cash - Dallas, Petty Cash - Houston, and
so on
8
More Detail
9
More Detail
Do not skip levels of detail when you assign a level of
detail to an account. Nonsequential levels of detail cause
rollup errors in financial reports that are run at a skipped
level.

Cur Cod

A code that indicates the currency of a customer's or a

supplier's transactions.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you leave this field blank, the system supplies the
company currency code associated with the account
number of the first detail line for the journal entry.

617

General Accounting

Field

Explanation

Posting Edit

A code that controls G/L posting and account balance

updates in the Account Master table (F0901). Valid values
are:
Blank Allows all posting. Posts subledgers in detailed
format for every account transaction. Does not
require subledger entry.
B
Only allows posting to budget ledger types
starting with B or J.
I
Inactive account. No posting allowed.
L
Subledger and type are required for all
transactions. Posts subledgers in detailed format
for every account. The system stores the
subledger and type in the Account Ledger
(F0911) and Account Balances (F0902) tables. If
you want to report on subledgers in the
Financial Reporting feature, you should use this
code.
M
Machinegenerated transactions only (post
program creates offsets).
N
Nonposting. Does not allow any post or
account balance updates. In the Job Cost system,
you can still post budget quantities.
S
Subledger and type are required for all
transactions. Posts subledgers in summary format
for every transaction. The system stores the
subledger detail in the Account Ledger table.
This code is not valid for budget entry programs.
U
Unit quantities are required for all transactions.
X
Subledger and type must be blank for all
transactions. Does not allow subledger entry for
the account.

To revise accounts by object

From the Organization and Account Setup menu (G09411), choose Accounts by
Object.
1. On Work With Accounts, to locate the account, complete the following
field:

Object Account

2. Complete the following optional field and click Find:

Subsidiary

3. Select the account you want to revise and choose Account by Obj/Sub
from the Row menu.

618

Creating and Updating Your Chart of Accounts

4. On Revise Accounts by Object/Subsidiary, change any of the following

fields and click OK:

Business Unit

Description

Cur Cod

Budg Patt

To add text to the account, select the account and choose Attachments
from the Row menu.
To revise a single account
From the Organization and Account Setup menu (G09411), choose Revise Single
Account.
1. On Work With Accounts, locate the account and click Select.

619

General Accounting

2. On Revise Single Account, click the Revise Single Account tab, change the
information as necessary, and click OK.
3. To access additional fields, click the More tab.

4. On the More tab, change the following fields as necessary and click OK:

620

Unit of Measure

Free Form (3rd Acct. No.)

Creating and Updating Your Chart of Accounts

Alternate Object/Sub

Billable (Y/N)

5. To change category codes 1 through 23, choose the corresponding tab,

change the information as necessary, and click OK.
To add text to the account, select the account and choose Attachments
from the Form menu.

Field

Explanation

Unit of Measure

A user defined code (00/UM) that identifies the unit of

measurement for an amount or quantity. For example, it
can be the number of barrels, boxes, cubic meters, liters,
hours, and so on.
NOTE: In the journal entry program, the default for units
of measure is derived from the Account Master unit of
measure. If you enter units, the system uses the required
account as the default for this field.

Alternate Object/Sub

This alternate object account is occasionally used to

comply with a regulatory chart of accounts, parent
company requirements, or third-party coding scheme.

Billable

Specifies whether a general ledger account should be

billed. Valid codes are:
Y
Yes, the account should be billed.
N
No, it should not be billed.
1
It is eligible only for invoicing.
2
It is eligible only for revenue recognition.
4
It is eligible only for cost.
Note: Codes 1, 2, and 4 relate only to the Service Billing
system.

See Also

Working with an Alternate Chart of Accounts for more information on

alternate accounts and third G/L account numbers

Adding Accounts for the processing options for this program

621

General Accounting

Deleting Accounts
You cannot delete an account that has a balance in the Account Ledger (F0911)
or Account Balances (F0902) table.
Note: As a policy, you might want to make unused accounts inactive. When you
make an account inactive, you can no longer enter transactions for the account.
However, you can see the historical activity. To make an account inactive,
change the Posting Edit code to I.
To delete accounts
From the Organization and Account Setup menu (G09411), choose Accounts by
Business Unit, Accounts by Object, or Revise Single Account.
1. On Work With Accounts, locate the account to delete by completing one
or more of the following fields:

Company

Business Unit

Object Account

Subsidiary

2. Choose the account and click Delete.

622

Working with Account Master Word Search

The Account Master Word Search program helps you locate an account. Simply
enter a word or string of characters, and the Account Master Word Search
program displays a list of all of the accounts that contain that word or string of
characters.
Working with Account Master Word Search consists of:
- Building the Account Master Word Search table
- Locating accounts

Building the Account Master Word Search Table

Before you can use the Account Master Word Search program, you need to build
the Account Master Word Search table.
From the Organization and Account Setup menu (G09411), choose Build
Account Master Word Search.
When you run this program for the first time, it builds the Account Master Word
Search table (F0901WS). If you add, change, or delete account information, you
should run this program in update mode to refresh the table and ensure that you
are searching the most current information.
Note: This program may take some time to run, depending on the number of
accounts you have in your system.

Processing Options for Account Master Build Word Search

Mode
Process Mode:
0 Update Only
(default)
1 Delete table
prior to updating

____________

623

General Accounting

Locating Accounts
After you run the Build Account Master Word Search program, you can use the
Account Master Word Search program to help you locate an account. To locate
an account, enter a word or string of characters in the Search Word field. The
Account Master Word Search program displays a list of all of the accounts
containing that word or string of characters. For example, if you enter accounts
payable," the program will display all of the accounts that contain the word
accounts" and all of the accounts that contain the word payable."
The Account Master Word Search program will also display accounts that contain
words similar to the full name of the account. For example, if you want to search
for an account that contains the words accounts payable," you could enter
Accts Pay," Accts," A," P," or A/P." If these words are in the Word Search
Equivalence table (F91011), the program will recognize them as words
equivalent to accounts payable" and display the accounts for which you are
searching. OneWorld comes with a list of equivalent words, and you can add
your own to this list.
You can also add, change, or delete from the list of words that you want the
program to ignore. For example, the Account Master Word Search program is
already set to ignore A," About," and After." If you enter one of these words
by itself into the Search Word field, the program ignores it. The program also
ignores symbols such as /" and %."

See Also

Working with Equivalent Words in the OneWorld Foundation Guide

Working with Ignored Words in the OneWorld Foundation Guide

To locate an account

From the Organization and Account Setup menu (G09411), choose Account
Master Word Search.
1. On Account Master Word Search, type your search criteria in the following
field and click Find:

Search Word

This program is not case sensitive. It locates and retrieves words,

regardless of whether they are uppercase or lowercase.

624

Working with Account Master Word Search

Field

Explanation

Search Word

One or more words used for a search. You must use the
full word. If using a string of words, the word string must
be in the exact order as what you want to find. When you
use the Word Search, you cannot use a wildcard.

625

General Accounting

626

Reviewing Your Chart of Accounts

After you create your chart of accounts or make revisions to it, you should
review your object accounts across all companies and business units. By
reviewing your accounts, you can:

Locate any inconsistencies in the levels of detail

Verify that similar types of accounts are set up for financial consolidations
to function properly

Determine which object account numbers are available if you need to add
new accounts

The system displays object accounts in ascending order regardless of business

unit or company. You can print your chart of accounts from the Work With Chart
of Accounts form.

Before You Begin

- If you have made revisions to your accounts, run the Refresh Chart of
Accounts program from the Report menu on the Work With Chart of
Accounts form. This program adds your revisions to the chart of accounts.
If you have added an account with the same object and subsidiary as an
existing account but with a different level of detail or description, your
new account information will overwrite the existing account information.
The Refresh Chart of Accounts program updates the Chart of Accounts Reference table (F0909) and can take a long time to run, especially if you
have made many revisions or have a large chart of accounts. Consider
running it during offpeak hours.

627

General Accounting

To review your chart of accounts

From the Organization and Account Setup menu (G09411), choose Online Chart
of Accounts.

On Work With Chart of Accounts, complete the following optional fields

and click Find:

Skip To Code

Level Of Detail

Note: To print your chart of accounts, choose Chart of Accounts from the Report
menu. Do not enter any data selection for the report.

See Also

628

Revising Accounts

Working with Subledgers

In addition to the business unit.object.subsidiary method of account coding, you

can use subledgers to code accounts. Subledgers provide the most detailed
record of accounting activity for a business unit. You might use subledger
accounting to track:

Revenues and expenses by account representative

Receivables and payables by employee

Intercompany settlements by detail entry

With subledger accounting, you can:

Review detailed account totals for specific subledgers by grouping posted

transactions with the same subledger and subledger type.

Review similar types of subledgers across accounts. For example, you can
review all accounting activity by an asset ID or work order number.

Working with subledgers consists of:

- Defining accounts that require subledgers
- Defining additional subledger types
- Inactivating subledgers
Use the Trial Balance by Subledger program (P09215) to review subledger
information.
Both the subledger number and subledger type for a G/L account provide the
detailed accounting activity. The subledger number becomes the audit trail for
the posted subledger transactions.
Before you can use subledgers, you must decide which subledger types you will
use. The following list describes the predefined, hardcoded subledger types.
The system verifies the subledger number for each type against a specific master
table.

629

General Accounting

Subledger Type A

Edits against the Address Book Master table (F0101). This

type is the most commonly used subledger type. Use this
type to track expenses that are associated with
salespeople, employees, and so on. You also use it for the
detail method of intercompany settlements.

Subledger Type C

Edits against the Business Unit Master table (F0006).

Subledger Type E

Edits against the Equipment Master table (F1201).

Subledger Type I

Edits against the Item Master table (F4101).

Subledger Type J

Edits against the Change Request Master table (F5310).

Subledger Type L

Edits against the Tenant/Lease Master table (F1501).

Subledger Type O

Edits against the Sales Order Master table (F4201).

Subledger Type S

Edits against the Chart of Accounts Format table (F0907).

This is the structured subledger type.

Subledger Type W

Edits against the Work Order Master table (F4801).

Defining Accounts That Require Subledgers

You assign posting edit codes to define which accounts require subledgers and
how amounts are to be posted.
To define an account that requires a subledger
From the Organization and Account Setup menu (G09411), choose Revise Single
Account, Accounts by Business Unit, or Accounts by Object.
1. On Work With Accounts, locate the account and click Select.
2. On Revise Single Account, change the following field to S, L, X, or blank:

630

Posting Edit

Working with Subledgers

Field

Explanation

Posting Edit

A code that controls G/L posting and account balance

updates in the Account Master table (F0901). Valid values
are:
blank Allows all posting. Posts subledgers in detailed
format for every account transaction. Does not
require subledger entry.
B
Only allows posting to budget ledger types
starting with B or J.
I
Inactive account. No posting allowed.
L
Subledger and type are required for all
transactions. Posts subledgers in detailed format
for every account. The system stores the
subledger and type in the Account Ledger
(F0911) and Account Balances (F0902) tables. If
you want to report on subledgers in the
Financial Reporting feature, you should use this
code.
M
Machinegenerated transactions only (post
program creates offsets).
N
Nonposting. Does not allow any post or
account balance updates. In the Job Cost system,
you can still post budget quantities.
S
Subledger and type are required for all
transactions. Posts subledgers in summary format
for every transaction. The system stores the
subledger detail in the Account Ledger table.
This code is not valid for budget entry programs.
U
Unit quantities are required for all transactions.
X
Subledger and type must be blank for all
transactions. Does not allow subledger entry for
the account.

Related Tasks
Defining multiple
accounts that require
subledgers

To define multiple accounts that require subledgers,

access either the Revise Accounts by Business Units or
Revise Accounts by Object/Subsidiary form from Work
With Accounts.

631

General Accounting

Example: Posting Edit Codes

The following diagram shows how information stored in the Account Balances
table (F0902) is affected by the posting edit code.
(F0902)
Posting edit
code L
Entry (F0911)
90.8665
2049 A

100

175

90.8665
2006 A

90.8665
2057 A

100

Allows for inquiry and

reports on individual
subledger balances

90.8665
2006 A

90.8665
2057 A

100

90.8665
2049 A

Post

90.8665
2049 A

Is the
posting
edit code
S?

Yes

(F0902)
90.8665

350

Post

Posting edit
code S

Does not allow for

separate subledger line
detail or reports extracted
from the Account
Balances table.

See Also

Adding Accounts for the processing options for this program

Defining Additional Subledger Types

In addition to the predefined subledger types, you can define three subledger
types (X, Y, and Z) in user defined codes (00/ST). Because these types are not
edited against any J.D. Edwards tables, you should define them only if you want
the system to edit values against a format requirement rather than a specific
value. The first character of the Description 2 field controls which format the
system edits against the subledger type. Values are:

632

A Alphanumeric, left justify, blank fill

N Numeric, right justify, zero fill

C Alphanumeric, right justify, blank fill

Working with Subledgers

To define additional subledger types

From the General Accounting System Setup menu (G0941), choose Subledger
Types.
1. On Work With User Defined Codes, click Add.

2. On User Defined Codes, complete the following fields and click OK:

Codes

Description 1

Description 2

Inactivating Subledgers
You might need to make a subledger inactive. For example, if an employee takes
a leave of absence, you can inactivate the employee's address book number for
use as a subledger so that travel and entertainment expenses cannot be entered
during the leave of absence. Or, when a project or job is on hold or is complete,
you can inactivate a business unit from use as a subledger.

633

General Accounting

To inactivate a subledger
To inactivate a subledger, access its corresponding master form. For example, to
inactivate a subledger for an employee, access Address Book Revisions.
1. Locate the subledger.
2. From the Form menu, choose Additional Information.
3. On Additional Information, change the following field to any value other
than blank:

Subledger Inactive Code

Field

Explanation

Subledger Inactive Code

A code in WorldSoftware, or an option in OneWorld, that

634

Creating a Model Chart of Accounts

To create a model chart of accounts, you can create one master model business
unit that includes the complete chart of accounts. Or you can create a model
business unit for every business unit type and assign object accounts to it. You
can then use these models as a basis for your actual chart of accounts.
By creating a model chart of accounts, you ensure that when you copy the
accounts from the model business units into your actual (or production) business
units, the accounts are standardized across business units and companies.
Depending on your organizational structure, you can create more than one
model chart of accounts. For example, you can create one model for balance
sheet accounts and another model for profit and loss (income statement)
accounts.
You should create your model chart of accounts using a consistent numbering
scheme for your object accounts so that they can be copied across all business
units.
After you enter the business unit, object account, and subsidiary information for
a new account, you can add a comment, memo, or other text. To do that, use
Attachments from the Form menu.
Carefully proofread your model chart of accounts to ensure that the descriptions,
spelling, level of detail assignments, and posting edit codes are accurate. This
model provides the basis for your entire chart of accounts. Revise accounts as
needed to correct errors before you copy the model accounts to business units.
Copying the model reproduces any errors in multiple business units. See
Revising Accounts.

Before You Begin

- Ensure that you have set up a business unit that is designated as a model
in the Model/Consolidated field.

See Also

Setting Up Business Units

Adding Accounts for the processing options for this program

Setting Up Cost Object Edit Codes in the EnterpriseWide Profitability

Solution Guide

635

General Accounting

Example: Model Business Unit

The following graphic illustrates the structure of a business unit type for profit
and loss accounts.
S Type Business Unit = IS (Income Statement Model Chart of Accounts)
Business Unit 3 = Income Statement
business unit for company 1
Business Unit
Master (F0006)
Obj

Master Chart of
Accounts
(F0901)

Sub

5000
5005
5010
5020
5030

Description
Revenue
Sales Product
Store Sales
Direct Ship Sales
Interplant Sales

9999
S Set up three new companies 4000, 6000, 7000
S Set up income statement (profit and loss) business units

4100
Type IS

4200
Type IS

6100
Type IS

6200
Type IS

7100
Type IS

Duplicate a business unit

From BU

To Type BU

4100

4100.5000
4100.5005
4100.5010
4100.5020
4100.5030
.
.
4100.9999

636

4200

4200.5000
4200.5005
4200.5010
4200.5020
4200.5030
.
.
4200.9999

6100

6100.5000
6100.5005
6100.5010
6100.5020
6100.5030
.
.
6100.9999

6200

7100

6200.5000
6200.5005
6200.5010
6200.5020
6200.5030
.
.
6200.9999

7100.5000
7100.5005
7100.5010
7100.5020
7100.5030
.
.
7100.9999

Creating a Model Chart of Accounts

To create a model chart of accounts

From the Organization and Account Setup menu (G09411), choose Accounts by
Business Unit.
1. On Work With Accounts, click Add.
2. On Revise Single Account, complete the following fields:

Business Unit
The business unit that you enter must be a model business unit.

Object Account

Description

Posting Edit

3. Complete the following optional fields and click OK:

Subsidiary

Account Level of Detail

Budget Pattern Code

Account ID

If you specify a level of detail, be sure that you do not skip a level.
Nonsequential levels of detail cause rollup errors in financial reports that
are run at a skipped level.

637

General Accounting

638

Working with an Alternate Chart of Accounts

Some businesses need an alternate way to set up a chart of accounts. For

example, some countries require businesses to submit reports using a
governmentdefined (statutory) chart of accounts. You can use account category
codes to set up an alternate chart of accounts to accommodate government
requirements.
Working with an alternate chart of accounts consists of:
- Defining alternate accounts
- Reviewing alternate account information
- Assigning third G/L account numbers
Using an alternate chart of accounts, you can:

Roll up accounts

Display subtotals

View several companies together

View accounts that make up an alternate account

View different levels of detail in other J.D. Edwards inquiry programs

You can display account balances by alternate, or statutory, accounts from the
Account Balances table (F0902). To do this, use one of the category codes that
are set up for a statutory chart of accounts.
An account category code indicates your statutory account number, and the
category code description indicates the account description. You can assign one
or more alternate account numbers to category codes 21, 22, and 23. These
category codes allow up to 10 characters.
The system rolls up accounts based on the digit that you specify. All accounts in
which the digit matches roll together. For example, if you specify the third digit,
accounts from 1040000 through 1049999 roll together.

639

General Accounting

Example: How Accounts are Subtotaled Using Leading Digits

France's statutory chart of accounts uses the first three digits in the account as
follows:

The first digit defines the account, such as capital, fixed asset, or stock.

The second digit defines the account type within the above category, such
as tangible assets.

The third digit further defines the account, such as land accounts.

In this example, if you specify three leading digits, the program subtotals
accounts each time one of the three leading digits changes.

Defining Alternate Accounts

You can use account category codes to set up an alternate chart of accounts to
accommodate government requirements.
An account category code indicates your statutory account number, and the
category code description indicates the account description. You can assign one
or more alternate account numbers to category codes 21, 22, and 23. These
category codes allow up to 10 characters.
To define an alternate account
From the Organization & Account Setup menu (G09411), choose Revise Single
Account or Accounts by Business Unit.
1. On Work with Accounts, click Find.
2. On Revise Single Accounts, choose the account you want to define as an
alternate account and click Select.
3. Click the Category Codes 21-23 tab and complete the following fields, and
click OK:

640

Category Code 21

Category Code 22

Category Code 23

Field

Explanation

Category Code 21

Category code 21 is associated with the Account Master

file (F0901). This is a user defined code (system 09, type
21) for use in flex account mapping and in printing
selected account information on reports.

Working with an Alternate Chart of Accounts

Field

Explanation

Category Code 22

Category code 22 is associated with the Account Master

file (F0901). This is a user defined code (system 09, type
22) for use in flex account mapping and in printing
selected account information on reports.

Category Code 23

Category code 23 is associated with the Account Master

file (F0901). This is a user defined code (system 09, type
23) for use in flex account mapping and in printing
selected account information on reports.

See Also

Adding Accounts for more information about setting up accounts and for
the processing options for this program

Revising Accounts

Reviewing Alternate Account Information

You can review alternate accounts and account ledgers for one category code at
a time. You specify the category code in the processing options.
You can also review alternate accounts by company or organization structure,
and you can review their balances online by company or organization structure.
By doing so, you can review several companies that together are one legal
entity.
To review alternate account information
From the Accounting Reports and Inquiries menu (G0912), choose Statutory
Account Inquiry.
You can review selected alternate accounts and the associated detailed
information. You can also review account ledgers.
1. On Statutory Account Inquiry, complete the following optional fields:

Company

Business Unit

641

General Accounting

2. To limit your search, complete the following fields:

From Account

Thru Account

3. To display amounts for a specific period, complete one of the following

fields:

Thru Date

Period

If the Period option is selected, the system shows the through period in
the Thru Period field. If the Period option is cleared, the system shows the
through date in the Thru Date period.
4. To specify how many leading digits of the category code to use for
subtotaling, complete the following field:

Digit To Use For Subtotal

5. To specify the digit of the category code to use for rollup, complete the
following field:

Level Of Rollup

6. To toggle between yeartodate and period totals, change the following

field:

Period/Cumulative

7. To display a specific currency, complete the following field:

642

Currency Code

Working with an Alternate Chart of Accounts

8. Click Find.
The processing time depends on the number of accounts that you are
viewing.
9. To review account ledger information for the category code that you
specified in the processing options, select an account and choose Ledger
Inquiry from the Row menu.

10. On Work with Account Ledger by Category Code, follow the steps for
reviewing account ledgers by category code.
See Reviewing Account Ledgers by Category Code.
11. To display all accounts with the category code that you specified in the
processing options, go back to Statutory Account Inquiry (if necessary)
and choose Accounts from the Row menu.

643

General Accounting

12. On Accounts Within Statutory Accounts, select an account to review.

13. From the Row menu, choose one of the following to review the detail:

Account Ledger

Account Balance

Trial Balance by Object

Field

Explanation

From Account

Identifies the beginning object account in a range of

accounts. Only amounts posted to accounts in this range
are allocated.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Identifies the beginning statutory account in a range of
accounts.

Thru Account

Identifies the ending object account in a range of

accounts. Only amounts posted to accounts in this range
are allocated.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Identifies the ending statutory account in a range of
accounts.

644

Working with an Alternate Chart of Accounts

Field

Explanation

Digit To Use For Subtotal

Determines the digit in the alternate account number to

define how accounts are subtotaled. For example:
Alternate Account/Amount
10100 - 100.00
10101 - 100.00
10400 - 100.00
10401 - 100.00
10500 - 100.00
10501 - 100.00
Grand Total - 600.00
If you specify 3 in the Digits to Subtotal field, subtotaling
will occur when any of the first 3 digits in the account
number changes. The result is:
Alternate Account/Amount
10100 - 100.00
10101 - 100.00
Subtotal - 200.00
10400 - 100.00
10401 - 100.00
Subtotal - 200.00
10500 - 100.00
10501 - 100.00
Subtotal - 200.00
Grand Total - 600.00

Level Of Rollup

This field determines which digit in the alternate account

number rollup will occur on. Example:
Alternate Account - Amount
10100 - 100.00
10101 - 100.00
10400 - 100.00
10401 - 100.00
10500 - 100.00
10501 - 100.00 Grand Total - 600.00
If you specify a 3 in the digit to roll up field, rollup will
occur at the third position of the alternate account
number, when that digit changes. The result will be:
Alternate Account - Amount
101 - 200.00
104 - 200.00
105 - 200.00 Grand Total - 600.00

Period/Cumulative

With the check box on, the amounts displayed are for the
period only. With the check box off, the amounts are
cumulative (year to date).

645

General Accounting

See Also

Planning Your Chart of Accounts

Creating and Updating Your Chart of Accounts

Printing a Debit/Credit Trial Balance by Category Code Report

Printing a General Ledger by Category Code Report

Reviewing Account Ledgers by Category Code

Processing Options for Statutory Account Inquiry

Category Code
Enter the account category code (21-23)
to inquire on. The default value of
blank will use category code 21.
Category Code (21-23)

____________

Zero Balances
Enter a 1 to omit displaying accounts
with zero balances. Default of
blanks will display all accounts
regardless of balance.
Zero Balances (0/1)

____________

Ledger Type
Enter the ledger type. Leave blank for
default of ledger type AA Actual
Dollars.
Default Ledger Type

____________

Default Date
Enter the default date type. Enter 1
for Financial Reporting Date.
Default of blank will use Current
Period Date.
Default Date Type (0/1)

646

____________

Working with an Alternate Chart of Accounts

Assigning Third G/L Account Numbers

The third G/L account number is one of the formats that you can use when you
enter an account number during data entry. Other formats that you can use in
data entry include:

Business Unit.Object.Subsidiary

Short ID (8digit, systemassigned number)

You might choose to use the third G/L account number as an alternate way of
entering account numbers when entering data. This format is often used if you
want to continue using the same account numbers from a prior system.
You designate the format that you are using by preceding the account number
with a symbol that identifies the format. You can also define the symbol that
separates the different components of the Business Unit.Object.Subsidiary
account format.
If the third G/L account number is the one you typically use, you can leave the
field blank and the system will use the default of /. If it is seldom used, enter a
symbol, such as *, to identify it to the system.
The third G/L account number consists of a freeform code. Typically, the
account number from a prior system is used as the third G/L account number.
There are no limitations to the characters you can use.
Only one of the three fields used for account symbols can be blank. The other
two must each be unique. Be sure that no symbol such as . or , is used for
another purpose in the system.
To assign third G/L account numbers
From the Organization & Account Setup menu (G09411), choose Revise Single
Account or Accounts by Business Unit.
1. On Work with Accounts, click Find.
2. Choose the account to which you want to assign a third G/L account
number and click Select.
3. On Revise Single Accounts, click the More tab, complete the following
field, and click OK:

Free Form (3rd Acct. No.)

647

General Accounting

Field

Explanation

Free Form (3rd Acct. No.)

The third account number. This is a number in freeform

format that you might use to:
Facilitate the conversion from your old chart of
accounts
Facilitate account recoding during the year
Provide an account structure required for
regulatory reporting
The third account number must be unique systemwide,
not just within a business unit. The format of this number
has no correlation to the business unit/object/sub account
number format in the JDE system.

See Also

648

Setting Up Account Symbols

Setting Up Constants for General Accounting

Adding Accounts for the processing options for this program

Copying Accounts to Business Units

After you create your model chart of accounts, be sure that you have reviewed
and corrected it. Then you can create your actual chart of accounts by copying
the object and subsidiary accounts assigned to a model business unit to your
actual business units. This process saves time and ensures consistency
throughout your account structure. You can copy:

All or a range of object accounts from one business unit to another

Object accounts at a given level of detail

All or a range of object accounts from one business unit to multiple

business units of the same business unit type

All or a range of object accounts to a specific company or across all

companies

Before You Begin

- Verify that the model business unit from which you want to copy already
exists and is accurate.
To copy accounts to business units
From the Organization and Account Setup menu (G09411), choose Copy
Accounts to Business Units.
1. On Work With Business Units, choose Copy Accounts from the Form
menu.

649

General Accounting

2. On Copy Accounts to Business Units, complete the following field:

Business Unit

3. Complete one of the following fields:

To Business Unit

Type Business Unit

4. To copy business units for a specific company, complete the following

field:

Company

If you leave the Company field blank, the program copies the object and
subsidiary accounts to all companies.
5. Complete the Beginning and Ending Account fields for:

Object Account

Subsidiary

J.D. Edwards recommends that you use an ending subsidiary number of

9999999 to ensure that the program copies all subsidiary accounts.
6. To change the mode, click one of the following options:

Interactive Mode

Batch Mode

7. Click OK.

650

Copying Accounts to Business Units

Field

Explanation

Business Unit

An alphanumeric field that identifies a separate entity

within a business for which you want to track costs. For
example, a business unit might be a warehouse location,
job, project, work center, branch, or plant.
You can assign a business unit to a voucher, invoice, fixed
asset, employee, and so on, for purposes of responsibility
reporting. For example, the system provides reports of
open accounts payable and accounts receivable by
business units to track equipment by responsible
department.
Security for this field can prevent you from locating
business units for which you have no authority.
Note: The system uses the job number for journal entries
if you do not enter a value in the AAI table.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Use the Business Unit field to identify the business unit
that serves as the model from which you want to copy
accounts. Use the To Business Unit field to copy accounts
to a single destination business unit, or use the Type
Business Unit field to copy accounts to all business units
of a specific type.

Type Business Unit

A code that identifies the classification of the business

unit. This is a user defined code (00/MC).
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The business unit type to which you want to copy
accounts. Use this field with the Company field to copy
accounts to all the business units of a specific type within
a company.

651

General Accounting

Field

Explanation

Object Account

The portion of a general ledger account that refers to the

division of the Cost Code (for example, labor, materials,
and equipment) into subcategories. For example, dividing
labor into regular time, premium time, and burden.
Note: If you are using a flexible chart of accounts and the
object account is set to 6 digits, J.D. Edwards recommends
that you use all 6 digits. For example, entering 000456 is
not the same as entering 456, because if you enter 456,
the system enters three blank spaces to fill a 6digit object.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
In the Object field in the Beginning Account row, enter
the beginning object account for the range of accounts
you want to copy. Enter the ending object account in the
Object field in the Ending Account row. Leave the
beginning and ending object account numbers blank to
copy all the accounts from the model business unit.

Subsidiary

A subdivision of an object account. Subsidiary accounts

include more detailed records of the accounting activity
for an object account.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
In the Subsidiary field in the Beginning Account row,
enter the beginning subsidiary account for the range of
accounts you want to copy. Enter the ending subsidiary
account in the Subsidiary field in the Ending Account row.
Leave the beginning and ending subsidiary account
numbers blank to copy all the subsidiary accounts from
the model business unit.

652

Creating Accounts Dynamically

You can create all or part of your chart of accounts for a business unit on an as
needed, or dynamic, basis when you create journal entries. When you create
accounts as needed, your business units include only those accounts that you
use and not any unnecessary accounts. This initially provides a framework for a
business unit's chart of accounts.
You cannot create header accounts when you create accounts dynamically.
Header accounts are typically used for summary purposes during financial
reporting and do not allow for posting. If you need to create a header account,
enter the account and assign it a posting code of N on Accounts by Business
Unit.
To create an account dynamically
1. Activate the invalid account feature on General Accounting Constants.
2. Ensure that the object or object.subsidiary account exists in your model
chart of accounts.
3. Ensure that a Type Business Unit is assigned to the business unit to which
the account will be added.
4. Enter the journal entry.
5. Assign the journal entry an invalid account number, preceded by #.
6. Review the batch.
The batch has an error status because of the invalid account number.
7. Approve the batch.
This step changes the error status to approved so that the batch will post.
8. Post the batch.
The system compares the invalid account to the model chart of accounts.
If the account exists in the model, the system adds the account to the
business unit used in the journal entry and removes the invalid account
symbol from the account in the journal entry.

653

General Accounting

See Also

654

Setting Up Constants for General Accounting

Temporarily Accepting Invalid Account Numbers

Reviewing Journal Entries

Posting Journal Entries

Translating Accounts

If you are operating in a multiple language environment, you can translate the
descriptions of your accounts. The descriptions correspond to the language that
you specify. For example, when you access an account that has a French
translation, the description appears in French rather than the base language.
The system stores account translation information in the Account Master
Alternate Description table (F0901D).
The translation of accounts enables you to see the translated accounts only
when they are accessed by reports or by online programs and inquiries. You
cannot see the translations directly from the P0006 or the P0901, but from the
reports and programs that access text from those master files.
To track the accounts that you have translated and verify the translations, print
the Account Translation Report. This report shows the base language and one or
all of the alternate languages, depending on what you select in the Language
Preference Code processing option.
You can also translate the descriptions of AAIs and user defined codes.

See Also

Working with AAIs

Translating User Defined Codes into Alternate Languages in the OneWorld

Foundation Guide

Before You Begin

- Set up the language preference in the user profile. See Setting Up User
Profiles in the System Administration Guide for more information.

655

General Accounting

To translate an account
From the Organization and Account Setup menu (G09411), choose Translate
Accounts.
1. On Translate Account Descriptions, complete the following fields and click
Find:

Business Unit

To Language

2. Complete the following optional field:

From Language

3. In the detail area, complete the following field for each account you want
to translate and click OK:

To Description

To clear a translated description, choose it and click Delete. The system displays
the form again with the To Description field blank.

656

Intercompany Settlements
If your business has intercompany transactions, the companies will be out of
balance unless you create and post intercompany balancing entries. You create
intercompany settlements to ensure that each company's net balance equals zero
(that is, debits equal credits). You can either create these settlements yourself or
have the system create them automatically. You choose the method of
intercompany settlements to use. To use intercompany settlements requires that
you complete setup tasks.
When you post using either the hub or the detail method for intercompany
settlements, the system creates journal entries for intercompany settlements
based on AAIs. There are two AAI items for intercompany settlements.
Depending on the method that you choose, you must set up one or both.
J.D. Edwards recommends that you manually reconcile intercompany settlements
on a periodic basis. Do this by running the Companies in Balance and
Intercompany Accounts in Balance integrity reports.
The system tracks settlements through subledgers. Each company involved in an
intercompany settlement has an automatic offset to the appropriate
intercompany account with the subledger equal to the address book number of
the offsetting company. The system uses the subledger field to record the other
company involved in the transaction. The subledger type is A (address book),
and the companies must be set up in the Address Book system.
The following methods of intercompany settlements are available:

Hub method

Detail method

See Also

Working with AAIs

Correcting Company Imbalances and Correcting Intercompany Account

Imbalances

General Accounting

Hub Method
When you choose the hub method, the system creates summarized journal
entries by batch and G/L date between a hub (main) company and related
subsidiary companies. The hub method is more commonly used than the detail
method. You can have only one hub company. The system reconciles
transactions between subsidiary companies through the hub company.

Examples: Hub Method

Example 1
In the following example, company 200 accrues a liability incurred by company
50. Accounts for these companies are cleared through the hub, company 1. In
the journal entries, it is assumed that the business unit on the balance sheet
matches the company number.

Company 1

Company
200

Company
50

One journal entry is created as follows:

Document

Company

Account

Description

Debit

JE 1

50.8150

Expenses

500

JE 1

200

200.4110

Accounts Payable

Credit

500

When you post this journal entry, the system generates the following automatic
intercompany entries:

Document

Company

Account/Sub/Type

Description

Debit

AE 1212

50.1291/00000001/A

Intercompany
Receivables/Payables

AE 1212

1.1291/00000050/A

Intercompany
Receivables/Payables

500

AE 1212

200

200.1291/0000001/A

Intercompany
Receivables/Payables

500

AE 1212

1.1291/00000200/A

Intercompany
Receivables/Payables

Credit
500

500

The highlighted rows in the above chart are entries to the hub company 1 from
companies 50 and 200.
The business units (1, 50, and 200) and object account (1291) are determined by
the AAIs. The system creates the automatic entries with a document type of AE
(automatic entry) and a document number equal to the batch number.
Example 2
In the following example, company 200 accrues liabilities incurred by companies
50 and 60. Accounts for these companies are cleared through the hub, company
1. In the journal entries, it is assumed that the business unit on the balance sheet
matches the company number.

Company 1

Company
50

Company
60

Company
200

One journal entry that involves more than two accounts, but does not involve
the hub company, is entered as follows:
Document

Company

Account

Description

Debit

JE 20

50.8150

Expenses

300

JE 20

60.1800

Prepaid Expenses

200

JE 20

200

200.4110

Accounts Payable

Credit

500

General Accounting

When you post the entry, the system generates the following intercompany
entries:
Document

Company

Account/Sub/Type

Description

Debit

AE 200

60.1291/00000001/A

Intercompany
Receivables/Payables

AE 200

1.1291/00000060/A

Intercompany
Receivables/Payables

AE 200

50.1291/00000001/A

Intercompany
Receivables/Payables

AE 200

1.1291/00000050/A

Intercompany
Receivables/Payables

300

AE 200

200

200.1291/00000001/A

Intercompany
Receivables/Payables

500

AE 200

1.1291/00000200/A

Intercompany
Receivables/Payables

Credit
200

200
300

500

The business units (50, 60, and 200) and object account (1291) are determined
by the AAIs. The document type equals AE and the document number is not the
same as the originating document number. Although the hub company (1) is not
in the original transaction, all intercompany settlements are cleared through the
hub company.
Example 3
In the following example, company 1 transfers cash to company 60 and prepays
an expense on behalf of company 60.

Company 1

Company
60

Two journal entries are created in one batch as follows:

Document

Company

Account

Description

JE 12

1.1110.BEAR

Cash

JE 12

60.1110

Cash

JE 13

1.1110.BEAR

Cash

JE 13

60.1800

Prepaid Expense

Debit

Credit
100

100
100
100

When you post the entries, the system generates the following intercompany
entries:
Document

Company

Account/Sub/Type

Description

AE 20

60.1291/00000001/A

Intercompany
Receivables/Payables

AE 20

1.1291/00000060/A

Intercompany
Receivables/Payables

Debit

Credit
200

200

The hub method summarizes the four lines of the two documents by account
and by subledger and subledger type.

Detail Method
When you choose the detail method, the system creates detailed journal entries
by document between companies, using the company on the first line of a
transaction as the hub company. Because there is no designated hub company,
the system reconciles transactions between the companies involved.
The detail method could create more records in the Account Ledger table when
you post entries. The detail method is commonly used by companies and
government agencies that want or need a detailed audit trail.
You must use the detail method if you are performing intercompany settlements
between companies that have different domestic currencies.

General Accounting

Examples: Detail Method

Example 1
In the following example, company 200 accrues a liability incurred by company
50. There is no hub company. In the journal entries, it is assumed that the
business unit on the balance sheet matches the company number.

Company
200

Company
50

Two entries are created as follows:

Document

Company

Account

Description

Debit

JE 10

50.8150

Expenses

500

JE 10

200

200.4110

Accounts Payable

Credit

500

When you post the entries, the system generates the following intercompany
entries:
Document

Company

Account/Sub/Type

Description

Debit

AE 10

200

200.1291/0000050/A

Intercompany
Receivables/Payables

500

AE 10

50.1291/00000200/A

Intercompany
Receivables/Payables

Credit

500

The first entry in the above example is due to company 200 from company 50.
The second entry is due to company 50 from company 200.

Example 2
In the following example, company 200 accrues liabilities incurred by companies
50 and 60. There is no hub company. In the journal entries, it is assumed that
the business unit on the balance sheet matches the company number.

Company 50

Company
60

Company
200

The journal entry, which involves more than two accounts, is entered as follows:
Document

Company

Account

Description

Debit

JE 20

50.8150

Expenses

300

JE 20

60.1800

Prepaid Expenses

200

JE 20

200

200.4110

Accounts Payable

Credit

500

When you post the entry, the system generates the following intercompany
entries:
Document

Company

Account/Sub/Type

Description

Debit

AE 20

60.1291/00000050/A

Intercompany
Receivables/Payables

AE 20

50.1291/00000060/A

Intercompany
Receivables/Payables

200

AE 20

200

200.1291/00000050/A

Intercompany
Receivables/Payables

500

AE 20

50.1291/00000200/A

Intercompany
Receivables/Payables

Credit
200

500

The company associated with the first line entry acts as the hub company for the
transaction. In this example, company 50 is acting as the hub.
As in the hub method, the business units (200, 50, and 60) and object account
(1291) are determined by the AAIs. The document type equals AE and the
document number equals the originating document number.

General Accounting

Example 3
In the following example, company 1 transfers cash to company 60 and prepays
an expense on behalf of company 60.

Company 1

Company
60

Two entries are created as follows:

Document

Company

Account

Description

JE 12

1.1110.BEAR

Cash

JE 12

60.1110

Cash

JE 13

1.1110.BEAR

Cash

JE 13

60.1800

Prepaid Expense

Debit

Credit
100

100
100
100

When you post the entries, the system generates the following intercompany
entries:
Document

Company

Account/Sub/Type

Description

Debit

AE 12

60.1291/00000001/A

Intercompany
Receivables/Payables

AE 12

1.1291/00000060/A

Intercompany
Receivables/Payables

AE 13

60.1291/00000001/A

Intercompany
Receivables/Payables

AE 13

1.1291/00000060/A

Intercompany
Receivables/Payables

Credit
100

100
100
100

Unlike the hub method, the detail method creates separate entries for each
document in the batch.

Which Method You Should Use

Use this chart to decide which method of intercompany settlement to use.
Will you do
intercompany
transactions?

Set intercompany
constant to N

Yes

Do you want the system to

automatically create
intercompany balancing
journal entries?

Set intercompany
constant to *(asterisk)
Yes
Do you need a
detailed Due To/Due
From audit record for
each transaction?

Do you do intercompany
transactions between
companies with different
base currencies?

Use the hub method

Yes

Use the detail method

Intercompany Settlements for Multi-Currency

You use intercompany settlements for multiple currencies when companies work
with different base currencies.
For example, if you are using multiple currencies, you can create intercompany
settlements. When you make a U.S. dollars (USD) entry that is distributed to
accounts for a French franc (FRF) company and a USD company, the journal
entry distribution crosses company and currency boundaries.
Using multiple currency intercompany settlements enables you to enter and
distribute invoices, vouchers, and journal entries to multiple companies with
different base currencies. The post program makes currency adjustments as well
as intercompany settlements.
You must use the detail method for multiple currency intercompany settlements.

General Accounting

General Accounting Constants

To enable entries for accounts in different base currencies, set up the following
on General Accounting Constants:
Intercompany
settlements

2. You must use the detail method of intercompany

settlements with multiple currencies. If this constant is not
set properly, the system will not create the critical
adjusting entry.

Multicurrency
conversion

Z or Y.

Allow multicurrency
intercompany journal
entry

Y. This constant allows multiple currency settlements. If

this constant is set to N, all G/L accounts on any journal
entry must have the same base currency code.

See Also

Setting Up Intercompany Settlements

Setting Up MultiCurrency

How Journal Entries Are Processed

For a standalone journal entry, the base currency of the document is the
currency of the company associated with the G/L account of the first line of the
document or the company specified in the header information. For vouchers or
invoices, the base currency of the document is the currency of the company
assigned to the voucher or invoice.
Entering Multiple Currencies
For intercompany journal entries, you can enter a multiple currency amount in
either domestic or foreign mode. When you enter an amount in the domestic
mode, the system uses the number of decimals in the company's base currency.
When you enter an amount in foreign mode, the system uses the number of
decimals in the specified transaction currency. The system creates the domestic
amounts with the decimals of the company's base currency.

710

Posting Multiple Currencies

When you post an intercompany journal entry that uses multiple currencies, the
post program creates an adjusting entry to the Account Ledger table (F0911) to
balance the domestic amounts (AA ledger) of the nonbase currency accounts.
The adjusting entry is identical to the original AA ledger record except that:

The system updates the Line Extension Code with AM to make it a unique
record

The amount is an adjusting debit or credit

The original entry plus its associated adjusting entry net to the correct amount
for the actual base currency of the nonbase currency account.

Example: Intercompany Settlements for Multi-Currency

In the following example, you create a journal entry for 1,000.00 USD to transfer
funds from an American company (company 1) to a French company (company
70). The exchange rate of 5 FRF equals 1 USD.
You have entered transaction amounts in USD to both companies. The
transaction is considered a domestic transaction because the transaction currency
is the same as the currency of the company of the account on the first line. The
system creates entries in the AA (actual amounts) ledger as follows:

Journal Entry

Currency=USD
Mode=D

Account

Amount

Ledger
Type

1.1110.BEAR

1000.00

70.1110.FRANCE

1000.00

When the system identifies this transaction as an intercompany transaction

between two companies that have different base currencies, it sets the exchange
rate to 1. When the exchange rate is 1, the system also creates an entry for the
transaction in the CA (foreign currency) ledger.
In the CA ledger, the value for company 70 (the FRF company) is the USD
(foreign) value of the transaction. There is a CA value for company 1 only to
keep the CA ledger in balance.

711

General Accounting

Journal Entry

Currency=USD
Mode=F

Account

Amount

Ledger
Type

1.1110.BEAR

1000.00

70.1110.FRANCE

1000.00

Note: You can use the Journal Entries form to review the original entry and the
adjusting entries in the AA ledger only. You cannot review the adjusting entries
in the CA ledger by using the Journal Entries form.
When you post the journal entry, the system creates an adjusting entry to correct
the domestic amount of the nonbase currency. In the following chart, this entry
is 4,000.00 FRF to the AA ledger:

Posting Process

Account

Amount

Ledger
Type

1.1110.BEAR

1000.00 USD

JE posted to AA ledger

70.1110.FRANCE

1000.00 FRF

JE posted to AA ledger

70.1110.FRANCE

4000.00 FRF

AE to adjust original 1000 USD to 5000

FRF ((1000 5)1000)

1.1110.BEAR

1000.00 USD

JE posted to CA ledger

70.1110.FRANCE

1000.00 USD

JE posted to CA ledger

Line Extension Code = AM

712

The 4000.00 FRF amount is the net of [(foreign value of the transaction
multiplied by the exchange rate) - value of the transaction as already
posted].

The total FRF amount is 5,000.00.

The system does not display this adjusting entry on the Journal Entries
form. The system displays the original entry and the adjusting entry on
Account Ledger Inquiry.

During the settlement process, the system creates the final entries that complete
the intercompany settlement and keep the two companies in balance. For
company 1, these are USD amounts. For company 70, they are FRF amounts in
the AA ledger:

Intercompany Settlement

Account

Amount

1.1291

Ledger
Type

1000.00 USD

5000.00 FRF

1000.00 USD

1000.00USD

00000070 A
70.1291
00000001 A

1.1291
00000070 A
70.1291
00000001 A

Example: T Accounts
The following shows the settlement process using T accounts. You create a
journal entry to credit the cash account for company 1 and debit the cash
account for company 70. The system records these entries in USD, as entered, in
both the AA (actual amounts) and CA (foreign currency) ledgers:
Journal Entry
1.1110.BEAR

70.1110.FRANCE

JE CA 1000.00

1000.00 CA JE

JE AA 1000.00

1000.00 AA JE

When you post this journal entry, the system creates an entry in the AA (actual
amounts) ledger to convert the USD amount to FRF for company 70. The
exchange rate for USD to FRF is 1:5, for a total of 5000.00 FRF. The system has
already debited 1000.00 from company 70, so it debits an additional 4000.00:
Posting Process
1.1110.BEAR

70.1110.FRANCE

JE CA 1000.00

1000.00 CA JE

JE AA 1000.00

1000.00 AA JE
4000.00 AA AE

713

General Accounting

During the settlement process, the system creates additional automatic journal
entries to transfer the money between the companies:
Intercompany Settlement
1.1110.BEAR

70.1110.FRANCE

JE CA 1000.00

1000.00 CA JE

JE AA 1000.00

1000.00 AA JE
4000.00 AA AE

1.1291
00000070 A

70.1291
00000001 A

1000.00 CA AE

AE CA 1000.00

1000.00 AA AE

AE AA 5000.00

Note: If you use these transactions, the intercompany accounts in balance

reports will show that the accounts are out of balance because of the different
currencies.

714

Setting Up Intercompany Settlements

You will need to use intercompany settlements if your business has

intercompany transactions. The companies will be out of balance unless you
create and post intercompany balancing entries.
Two methods are available for creating balancing entries:

The hub method creates summarized journal entries by batch between a

hub company and related companies.

The detail method creates detailed journal entries for each document.
Because there is no designated hub company, this method uses the
company on the first line of a transaction as the hub company.

To use intercompany settlements, you must complete the following tasks:

- Setting up the intercompany settlements constant
- Setting up companies for intercompany settlements
- Setting up intercompany accounts
In addition, you must complete one of the following tasks, depending on the
method you use:
- Setting up intercompany AAIs for the hub method
- Setting up intercompany AAIs for the detail method

Before You Begin

- Decide whether you want to use the hub or detail method. See
Intercompany Settlements for more information.
- If you use the hub method, decide which company is the hub. All other
companies are nonhub companies.

See Also

Creating and Updating Your Chart of Accounts

Working with AAIs

715

General Accounting

Setting Up the Intercompany Settlement Constant

Use the intercompany settlement constant to designate the method of
intercompany settlements that you want to use.
From the General Accounting System Setup menu (G0941), choose General
Accounting Constants.
On General Accounting Constants, complete the Intercompany Settlements field
with one of the following options:
Method 1

The hub method creates summarized journal entries for

your intercompany settlements between a designated hub
company and related companies.

Method 2

Use the detail method for intercompany settlements

between companies that have different base currencies.
If you do not use multiple currencies, use the detail
method when you do not want to specify one company as
the main or headquarters company.

No Intercompany
Settlements Method N

Do not use intercompany settlements. The system will not

post a batch that contains intercompany transactions.

No Intercompany
Settlements Method *

Do not use intercompany settlements. The system will

post intercompany transactions but will not create
balancing entries for the companies. You must manually
create the balancing entries that show on the General
Ledger Post Report.

See Also

716

Setting Up Constants for General Accounting

Setting Up Constants for A/P in the Accounts Payable Guide

Setting Up A/R Constants in the Accounts Receivable Guide

Setting Up Intercompany Settlements

Setting Up Companies for Intercompany Settlements

You must set up all companies that are involved in intercompany transactions
using the Company Numbers & Names menu selection. When you do so, J.D.
Edwards recommends that you set up the company number to be the same as
the company's address book number. If the two numbers are not the same,
update the Company Address Number field using the Company Numbers &
Names menu selection.
With either the hub or the detail method, you must set up the companies in the
address book.

See Also

Setting Up Companies

Setting Up Intercompany Accounts

Set up intercompany accounts using the Accounts by Object menu selection. For
either the hub or the detail method, set up one intercompany settlement account
for each company as follows:

Enter both a business unit and object account. You can enter a subsidiary
account, but it is not required.

J.D. Edwards recommends that you use:

A business unit number equal to the company number.

The same object account for all intercompany receivables and

payables accounts to facilitate inquiry, reconciliation, and
consolidation.

A posting edit code of M (machinegenerated only). This posting

edit code allows only entries that were created by the system and
protects the integrity of the account.

Example: Intercompany Accounts

The following example shows the recommended setup for each company and
intercompany object account (hub or detail method):
Company

Accounts
(BU.Object)

Posting Edit Code

Level of Detail

00001

1.1291

M (machine only)

00200

200.1291

M (machine only)

00050

50.1291

M (machine only)

717

General Accounting

Setting Up Intercompany AAIs for the Hub Method

After you set up the intercompany settlement accounts for each company, you
can reference these accounts in the intercompany AAIs. This way the system
knows the accounts for which to create balancing entries during the post.
Set up AAIs for intercompany settlements on the Set Up Single AAI Item or Set
Up Multiple AAI Items form.
There are two AAIs available for intercompany settlements. For the hub method,
you must use both of them, as follows:

ICH (Intercompany Hub). This item defines the hub company.

Only one AAI item ICH can exist.

You must set up AAI item ICH for company 00000.

You must enter a business unit.

You must enter an object account.

You can enter a subsidiary account (not required).

ICCC (Intercompany Business Unit). This item defines the nonhub

companies.

You must set up a separate AAI item ICCC for each nonhub
company.

You must enter a business unit.

You must enter an object account.

You can enter a subsidiary account (not required).

Example: AAIs for the Hub Method

The following example shows the AAIs for items ICH and ICCC with separate
items for ICCC:
Item

Company

Business Unit

Object

ICH

00000

1291

ICCC

00200

200

1291

ICCC

00050

1291

ICCC

00001

1291

Subsidiary

See Also

718

Working with AAIs for more information on setting up single or multiple

AAI items

Setting Up Intercompany Settlements

Setting Up Intercompany AAIs for the Detail Method

You must set up a separate AAI item ICCC for each company.

You must enter a business unit.

You must enter an object account.

You can enter a subsidiary account (not required).

Example: AAIs for the Detail Method

The following example shows the recommended AAI setup for the detail
method:
AAI Item

Company

Business Unit

Object

ICCC

00001

1291

ICCC

00200

200

1291

ICCC

00050

1291

Subsidiary

See Also

Working with AAIs for more information on setting up single or multiple

AAI items

719

General Accounting

720

System Setup
Before you use the General Accounting system, you need to set up and define
certain information that the system will use during processing. This information
is used to customize the system for your business needs. For example, when
entering journal entries, you can have the system verify the total amount of the
batch after you enter it by setting up batch control.
System setup consists of:
- Setting up constants for General Accounting
- Understanding AAIs
- Understanding AAIs for General Accounting
- Working with AAIs
- Understanding General Accounting user defined codes
- Setting up next numbers

System Setup Features

The following list describes the system setup features:
Constants

Establish system basics, such as:

Whether the system verifies that the amount and

number of documents in a batch of journal entries
balance to the totals that you enter separately
Whether you require management approval of batches
of documents before posting
Whether the system allows posting of batches to a
prior accounting period within the current year
How the system handles invalid account numbers on
journal entries
What symbols you will use to identify the format of
the account numbers that you enter during data entry
Whether the system uses multiple currencies and, if
so, the method of conversion
How the system processes journal entries that cross
company boundaries (intercompany settlements)

General Accounting

AAIs

Define the rules for the chart of accounts and establish

how the system creates automatic entries. If you are using
the J.D. Edwards system in a multilingual environment,
you can translate the descriptions of your AAIs.

User defined codes

Define customized codes, such as document types, that

are appropriate for your business needs. See
Customizing User Defined Codes in the OneWorld
Foundation Guide.

Next numbers

Establish an automatic numbering system for documents.

Taxes

If you use the J.D. Edwards system to track and report

taxes, you can set up the General Accounting system for
journal entries with taxes. See Entering Journal Entries
with Tax.

Before You Begin

- Determine your reporting needs and set up your companies, fiscal
patterns, business units, accounts, and category codes.

See Also

Setting Up Detailed Currency Restatement

Setting Up Intercompany Settlements

MultiCurrency Setup

Setting Up Balance Restatement

Setting Up Constants for General Accounting

Constants provide a basic framework for how your General Accounting system
works, based on your business needs. Generally, one person sets up constants.
J.D. Edwards recommends that you do not change constants after they have
been set up because unpredictable results could occur.
Setting up general accounting constants consists of:
- Setting up batch control
- Setting up batch approval and post security
- Setting up posting to prior periods
- Setting up control of invalid account numbers
- Setting up account symbols
- Setting up ledger type rules
- Setting up control of intercompany settlements
- Setting up currency conversion
Information about the general accounting constants is stored in the Company
Constants (F0010) and General Constants (F0009) tables.

Before You Begin

- Ensure that only authorized personnel can access and change general
accounting constants.

Technical Considerations
Settings to constants take effect after you exit and restart OneWorld.

General Accounting

See Also

Working with Batch Control for Journal Entries

Setting Up MultiCurrency

Setting Up Intercompany Settlements

Setting Up Detailed Currency Restatement

Setting Up Batch Control

When you create a batch of documents, such as journal entries, you might want
to enter the total number of documents and total currency amount for each
batch. This process allows you to verify the total amount expected against the
total amount entered immediately after you enter each batch.
To set up batch control
From the General Accounting System Setup menu (G0941), choose General
Accounting Constants.
On General Accounting Constants, click the following option:

Batch Control Required

Field

Explanation

Batch Control Required

A code that generates automatic verification of the totals

entered for each batch.
For World, valid codes are:
Y
Batch control on. A batch header control form
appears when you select journal entries. You
enter the total number of documents and the
input total, which is the total currency amount
you expect the batch to contain.
When you finish entering each batch, the
following occurs:
In World, the system displays the difference, if
any, between the input totals and the totals you
actually entered.
In OneWorld, if the totals do not match, the
system sends an error message to your electronic
mail. This message informs you that the batch is
out of balance.
N
Batch control off.
For OneWorld, select the option to activate batch control.

Setting Up Constants for General Accounting

Setting Up Batch Approval and Post Security

You can specify that management must approve each batch of journal entries
before it can be posted.
Complete the following task:

Setting up batch approval

If you specify that management must approve each batch of journal entries
before it can be posted, you will need to set up a list of Secured users and a list
of Approved By users. Secured users are users restricted from approving and
posting batches. Approved By users are users who can approve and post
batches for Secured users.
Complete either one of the following tasks:

Setting up Approved By users

Setting up Secured users

You may want to restrict unauthorized users from viewing batches other than
their own in the General Journal Review program.
Complete the following task:

Setting up batch review security

To set up batch approval

When management approval is required and someone opens a batch that was
previously approved, changes only in the detail area result in the batch status
being changed to pending. If no changes are made or if changes occur only in
the header area, the batch remains in an approved status.
From the General Accounting System Setup menu (G0941), choose General
Accounting Constants.
On General Accounting Constants, click the following option:

Management Approval of Input

General Accounting

Field

Explanation

Management Approval of
Input

A code that controls approval of batches for posting.

For World, valid codes are:
Y
Management approval is required. The system
assigns a status code of Pending to each batch.
You must manually change the status to
Approved before the system will allow the batch
to post to the general ledger.
N
Management approval is not required. The
system automatically approves for posting all
batches that do not have error conditions.
For OneWorld, a selected field indicates that management
approval is required. A blank field indicates that
management approval is not required.

To set up Approved By users

From the G/L Advanced and Technical Operations menu (G0931), choose Batch
Approval/Post Security Constants.
1. On Batch Approval/Post Security Constants, click the following option:

G/L Batch Security

2. Choose Approved By Users from the Form menu.

3. On Work With Approved by Users, click Add.
4. On Approved by User, complete the following fields and click OK:

Approved By User

Secured User

To run a report that lists all of the users who can approve and post batches,
choose Batch Security Report from the Form menu. On Work With Batch
Versions, choose the version that you want to run and click Select.

Field

Explanation

G/L Batch Security

This field activates batch security editing in the General

Ledger system. The editing will be performed when
approving and posting General Ledger batches.
Once selected, you must set up Secured user and
Approved By user authority.

Setting Up Constants for General Accounting

Field

Explanation

Approved By User

A user authorized to approve and submit batches to post

for a group of Secured users. Secured users are restricted
from approving and posting batches.
If the Approved By user has authority to approve all users'
batches, you may enter *ALL in the Secured User field,
rather than identifying each user individually.

Secured User

A user restricted from approving and posting batches. The

Approved By user is the only person allowed to approve
and post batches for Secured users.

To set up Secured users

From the G/L Advanced and Technical Operations menu (G0931), choose Batch
Approval/Post Security Constants.
1. On Batch Approval/Post Security Constants, click the following option:

G/L Batch Security

2. Choose Secured Users from the Form menu.

3. On Work With Secured Users, click Add.
4. On Secured User, complete the following fields and click OK:

Secured User

Approved By User

To run a report that lists all of the users who can approve and post batches,
choose Batch Security from the Form menu. On Work With Batch Versions,
choose the version that you want to run and click Select.
To set up batch review security
From the G/L Advanced and Technical Operations menu (G0931), choose Batch
Approval/Post Security Constants.
On Batch Approval/Post Security Constants, click the following option:

Batch Review Security

General Accounting

Field

Explanation

Batch Review Security

This field restricts unauthorized users from viewing

batches other than their own through the General Journal
Review program.

Setting Up Posting to Prior Periods

There might be instances, especially during implementation, when you want to
post batches to prior accounting periods. You control whether the system allows
you to do this.
If this constant is not set to allow prior period posting, there is another method
for posting to a prior period. You can change the current period for the
company to a prior period and then post to that period. In that case, you need
to close the prior period again and process updated periodend financials for
that period and subsequent periods.
To set up posting to prior periods
From the General Accounting System Setup menu (G0941), choose General
Accounting Constants.
On General Accounting Constants, click the following option:

Allow PBCO Postings

Field

Explanation

Allow PBCO Postings

A code that controls posting to prior accounting periods

(Post Before Cutoff).
For WorldSoftware, valid codes are:
N
No, do not allow posting to prior periods
Y
Yes, allow posting to prior periods
For OneWorld, a selected field means you allow posting
to prior periods.
If you allow posting to prior periods, the system generates
a warning message to prevent accidental postings to a
prior period.

Setting Up Constants for General Accounting

Setting Up Control of Invalid Account Numbers

You control whether you allow journal entries to be entered with invalid account
numbers. Invalid account numbers are account numbers that have not yet been
defined in the system. By being able to enter an invalid account number, you
can complete a batch without exiting and losing your entries.
If you allow invalid account numbers, the system takes one of the following
actions:

Leaves the batch in an error status and unposted until you correct the
invalid account number

Creates new accounts dynamically if you have set up the system to do so

To set up control of invalid account numbers

From the General Accounting System Setup menu (G0941), choose General
Accounting Constants.
On General Accounting Constants, click the following option:

Allow Invalid Accounts

Field

Explanation

Allow Invalid Accounts

A code that allows entry of invalid account numbers for

distribution of vouchers, invoices, or journal entries.
For World, valid codes are:
N
No, do not allow invalid account numbers
Y
Yes, allow invalid account numbers, provided
the number is preceded by the invalid account
symbol. For World, the invalid account symbol is
& (ampersand).
For OneWorld, a checkmark indicates that you allow
invalid account numbers, provided the number is
preceded by the invalid account symbol. The invalid
account symbol is # (hash mark).
If you allow entries with invalid account numbers, you
must either change the number to a valid account number
or set up a new account number before the batch will
post.
The system verifies the general ledger account number
against the Account Master table (F0901).

General Accounting

Setting Up Account Symbols

When you enter an account number during data entry, you can use any of three
formats:

Business Unit.Object.Subsidiary

Short ID (8digit, systemassigned number)

Third account number

You designate the format that you are using by preceding the account number
with a symbol that identifies the format. You can also define the symbol that
separates the different components of the Business Unit.Object.Subsidiary
account format.
To set up account symbols
From the General Accounting System Setup menu (G0941), choose General
Accounting Constants.
On General Accounting Constants, change the following fields:

Symbol to Identify Short Number

Symbol to Identify BU.Object.Sub

Symbol to Identify 3rd G/L Account #

Account Separator Character

Field

Explanation

Symbol to Identify Short

Number

A code, such as * or /, that precedes the general ledger

short account number (the eightdigit code) during data
entry. When you leave this field blank, the system uses
the default of * (asterisk).
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If the short account number is the one you typically use,
leave this field blank. If it is seldom used, enter a symbol
to identify it to the system.
Only one of the three fields used for account symbols can
be blank. The other two must each be unique. Be sure
that no symbol is used for another purpose in the system
(period, comma, and so on).

810

Setting Up Constants for General Accounting

Field

Explanation

Symbol to Identify
BU.Object.Sub

A code, such as blank, *, or / that precedes the long

(business unit.object.sub) account number during data
entry. When you leave this field blank, the system uses
the default of blank.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The long account number (BU.Object.Sub) is most
commonly used. If it is the one you typically use, leave
this field blank. If it is seldom used, enter a symbol to
identify it to the system.
Only one of the three fields used for account symbols can
be blank. The other two must each be unique. Be sure
that no symbol is used for another purpose in the system
(period, comma, and so on).

Symbol to Identify 3rd G/L A code, such as * or /, that precedes the third, or
Account #
unstructured, account number during data entry. If you
leave this field blank, the system uses the default of /
(slash).
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If the third account number is the one you typically use,
leave this field blank. If it is seldom used, enter a symbol
to identify it to the system.
Only one of the three fields used for account symbols can
be blank. The other two must each be unique. Be sure
that no symbol is used for another purpose in the system
(period, comma, and so on).
Account Separator
Character

A character that divides the business unit, object, and

subsidiary elements or the flex account code elements of
an account number on forms or reports. When you leave
this field blank, the system uses the default of . (period).
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
You can use any special character except # (the invalid
account prefix for OneWorld) or \ (the work order prefix)
as separator characters. Do not use alphabetic characters
or numbers.

See Also

Assigning Third G/L Account Numbers

811

General Accounting

Setting Up Ledger Type Rules

Your general ledger includes different types of ledgers, which are used for
statistical purposes, to track units, to maintain budgets, to control the annual
close, and so on. You must set up financial rules for each ledger that you define
in user defined code table 09/LT. The rules that you set up are consolidated on
one form, which you access from Ledger Type Master Setup.
The financial rules for ledger types are stored in the Ledger Type Master table
(F0025).
If OneWorld and WorldSoftware coexist, you must update the Ledger Type
Master table (F0025) in WorldSoftware after you install OneWorld. See Updating
the Ledger Type Master File in the Installation Guide for OneWorld.
To set up ledger type rules
From the General Accounting System Setup menu (G0941), choose Ledger Type
Master Setup.

1. On Work with Ledger Types, choose the ledger for which you want to set
up financial rules and click Select.

812

Setting Up Constants for General Accounting

2. To assign a corresponding unit ledger, complete the following field on Set

Up Ledger Type Rules:

Units Ledger Type

3. Choose any of the following options that apply to the ledger type with
which you are working:

Close to Retained Earnings Account

Ledger is Required to Balance

Create Intercompany Settlements

Allows Direct Balance Update

Roll Original Budget to Next Year

Override Budget "Do Not Spread" Code

May be used as Restatement "To" Ledger

You cannot specify that the XA, YA, and ZA ledgers are required to
balance, or that the system will create intercompany settlements for these
ledgers.
4. Complete the following fields:

Ledger Comparison Column Titles Upper

Ledger Comparison Column Titles Lower

Denominated Currency Code

813

General Accounting

Field

Explanation

Units Ledger Type

The units ledger is relational to the amount ledger. The

first character in both ledgers is the same. The second
character in the units ledger is a U. The one exception to
this rule is the AZ (Cash Basis) amount ledger. If you do
not fill in a units ledger for the AZ amount ledger, a
default units ledger of ZU will be used by the G/L Post.
The units ledger must be a valid ledger type.

Close to Retained Earnings

Account

A flag to denote that retained earnings should be

calculated for this ledger during the Annual Close. This
flag must be selected for the AA and AZ ledgers.

Ledger is Required to
Balance

Indicates that this ledger is required to balance. You must

turn on this indicator for the AA, CA, and AZ ledgers.
You cannot turn on this indicator for the XA, YA, and ZA
ledgers. The G/L Post program will not check that these
ledgers are in balance. The ledgers should be in balance
by batch but not necessarily by document.

Create Intercompany
Settlements

Indicates that the system should create intercompany

settlements for this ledger. When you turn on this
indicator, you must also turn on the Ledger is required to
balance indicator.
You must turn on this indicator for the AA, CA, and AZ
ledgers. You cannot turn on this indicator for the XA, YA,
and ZA ledgers.

814

Allows Direct Balance

Update

A flag to denote that direct updates to the Account

Balance file (F0902) is allowed for this ledger. This flag
can not be selected for the AA, CA, or AZ ledgers. If an
amount ledger has a units ledger associated with it, the
units ledger must have this flag set the same as the
amount ledger.

Roll Original Budget to

Next Year

A flag to denote that the original budget can be rolled

forward in the Annual Close program.

Override Budget "Do Not

Spread" Code

A flag to denote that the DNS (Do Not Spread) Code

should be overridden in the Budget Spread program.

May be used as
Restatement "To" Ledger

A flag to denote that this ledger can be used as a

restatement `To' ledger. This flag can not be selected for
AA, CA, and AZ ledgers.

Ledger Comparison
Column Titles Upper

The first line of description that will be used in column

headings on a report or form. This description should be
no larger than the data item size, if possible. If the column
heading is only one line, it should be placed in this
column.

Setting Up Constants for General Accounting

Field

Explanation

Ledger Comparison
Column Titles Lower

The second line of description to be used in column

headings on a report or form. This description should be
no larger than the data item size, if possible. If the column
heading is only one line, it should be placed in the first
column.

Denominated Currency
Code

A code that indicates the currency that an amount is

denominated in.

See Also

Closing a Fiscal Year

Setting Up Control of Intercompany Settlements

If you have journal entries that cross company boundaries, you need to decide
whether you want to keep the companies in balance by allowing the system to
create automatic intercompany entries.
To set up control of intercompany settlements
From the General Accounting System Setup menu (G0941), choose General
Accounting Constants.
On General Accounting Constants, change the following option to 1, 2, N, or *:

Intercompany Settlements

815

General Accounting

Field

Explanation

Intercompany Settlements

A code that controls the automatic creation of journal

entries between companies within an organization. Valid
codes are:
Y
Yes, create intercompany settlements in the post
program using a hub company (for World and
WorldVision software only)
1
Flex compatible, create intercompany
settlements using a hub company
D
Yes, create intercompany settlements without a
hub company (for World and WorldVision
software only)
2
Flex compatible, create intercompany
settlements without a hub company
N
No, do not create intercompany settlements (the
system does not post the batch if it contains
intercompany settlements)
*
No, do not create intercompany settlements (the
system posts the batch even if it contains
intercompany settlements)
C
Yes, create intercompany settlements using a
configured hub (for World and WorldVision
software only)
3
Flex compatible, create intercompany
settlements using a configured hub (for World
and WorldVision software only)

See Also

Setting Up Intercompany Settlements

Setting Up Currency Conversion

If your business uses more than one currency, you must designate the method of
currency conversion to use.
You can also decide whether to allow intercompany settlements in multiple
currencies.
Caution: After you select the method of currency conversion (Y or Z), do not
change it or you will receive unpredictable results.

816

Setting Up Constants for General Accounting

Before You Begin

- Set up multiple currencies. If you use multiple currencies, you must first
complete all of the system setup and then complete the currency setup.
- Add multicurrency transactions. If you enter transactions of different
currencies into the same batch, the Total Entered field under the Batch
Amount Expected field is a hash total. The system adds the various
currencies without using a decimal separator. The system displays the hash
total with the number of decimal places specified in the data dictionary.
You can change the Display Decimals field in the data dictionary for Total
Entered (AME) and Batch Amount Expected (AICU) to zero to avoid
confusion. See Updating Display Decimals in the System Administration
Guide for more information about how to change decimals.
To set up currency conversion
From the General Accounting System Setup menu (G0941), choose General
Accounting Constants.
1. On General Accounting Constants, complete the following field:

Multi-Currency Conversion (Y, N, Z)

2. Click the following option:

Field

Allow Multi-Currency Intercompany Trans

Explanation

Multi-Currency Conversion A code that specifies whether to use multicurrency

(Y, N, Z)
accounting, and the method of multicurrency accounting
to use:
Codes are:
N
Do not use multicurrency accounting. Use if
you enter transactions in only one currency for
all companies. The multicurrency fields will not
appear on forms. The system supplies a value of
N if you do not enter a value.
Y
Activate multicurrency accounting and use
multipliers to convert currency. The system
multiplies the foreign amount by the exchange
rate to calculate the domestic amount.
Z
Activate multicurrency accounting and use
divisors to convert currency. The system divides
the foreign amount by the exchange rate to
calculate the domestic amount.

817

General Accounting

Field

Explanation

Allow Multi-Currency
Intercompany Trans

A code that specifies whether to allow multiple currencies,

including the domestic currency, in one intercompany
transaction.
In World, valid codes are:
Y
Allow multiple currencies for intercompany
transactions
N
Do not allow multiple currencies for
intercompany transactions
In OneWorld, a checkmark indicates that you allow
multiple currencies for intercompany transactions.
If you allow multiple currencies for intercompany
transactions, the G/L Post will create adjusting entries for
those accounts with the foreign currency code of the
transaction.
NOTE: If you allow multiple currencies for intercompany
transactions, you must create your intercompany
settlements in detail.

818

Understanding AAIs

Automatic accounting instructions (AAIs) define the relationships between your

daytoday accounting functions and your chart of accounts. AAIs are rules that
define how to create general ledger entries for each transaction.
For example, AAIs determine how the post program creates journal entries for
intercompany settlements. AAIs also determine how the system distributes the
journal entries so that each company maintains a zero net balance.
Each J.D. Edwards system that interfaces with the General Accounting system
has AAIs. Each AAI is associated with a specific general ledger account that
consists of:

A business unit

An object

A subsidiary (optional)

AAI Prefixes and Suffixes

Groups of AAI items with a common purpose have a similar prefix. This
uniformity allows you to locate a group of accounts by entering the group
prefix in the Query By Example line.
To allow for more flexibility, some AAI items have one of the following user
defined suffixes:

X suffix. If an AAI item has an x suffix (one, two, or three lowercase x

letters), the system replaces the x letters with characters. The xxx suffix
accommodates the threecharacter currency code. Use a suffix of x or xx
to further define account ranges for all other purposes. Use these AAIs to
set up multiple AAI types for each company.

Y suffix. This suffix indicates a G/L offset code. Some AAIs have a suffix
of yyyy to accommodate one to fourcharacter offset codes. For example,
the object account for notes payable (offset code NOTE) can be different
from the one for trade accounts payable (offset code TRAD).

819

General Accounting

Elements of an AAI Form

The Automatic Accounting Instructions form shows an index, or list, of the AAIs
used in the J.D. Edwards systems.

Programs are set up to look for

a specific AAI item. The item
number is the hard-coded
name of the AAI and cannot
be changed.

The Description Line 2 field allows

you to add more specific or
more narrowly defined
information than what you
entered in the Description Line 1
field. You can leave this field
blank.

The sequence number does not

serve a programming function. It is
only used to determine where an
AAI appears in the list.

820

Understanding AAIs

Default AAIs
The system uses a combination of company and AAI item to determine which
account to use in a particular situation. You can create AAIs for each unique
combination of company and G/L offset code that you anticipate using. You can
create various combinations to direct entries to different offset accounts.
Your system includes AAIs that are already assigned to company 00000. You can
customize these AAIs to fit your company, business unit, or object account
setup. You must assign a valid account to the default AAIs for company 00000.
If the system cannot find an AAI for a specific company, it uses the AAI for
company 00000. You do not need to set up an AAI for any company that uses
the default AAI.

Account Ranges
When the system validates account ranges for AAIs, it reads and sorts alpha
characters before numeric characters. If you use alpha characters in object
accounts, be sure to define complete AAI account ranges that include both
alpha and numeric characters. The alpha characters should begin each range.
The end of each range should be 9's.
A range that includes all objects that begin with alpha or numeric characters is
shown in the following example. AAI item CR01 represents the beginning of the
range and AAI item CR02 represents the end of the range:
AAI

Company

Business Unit

Object

Subsidiary

CR01

00001

blank

AAAA

blank

CR02

00001

blank

9999

999999999

The AAI item that begins a range should have a suffix of 01 (for example,
CR01), and the AAI item that ends the range should have a suffix of 02 (for
example, CR02).
You can exclude specific account numbers from an AAI account range by
defining two ranges, so that the first range ends before the excluded account
numbers and the second range begins after the excluded account numbers.
Always use consecutive suffixes to define ranges. For example, CR03 could
begin the second range, and CR04 could end the second range.

821

General Accounting

822

Understanding AAIs for General Accounting

The name of an AAI item, such as GLG, is hardcoded. Each AAI item has
account codes consisting of a business unit, object, and subsidiary that are
mapped to your chart of accounts.
The system uses AAIs to determine how to distribute G/L entries that the system
generates. The AAIs in the General Accounting system do the following:

Describe the structure of your chart of accounts to J.D. Edwards systems.

The financial reporting, annual close procedures, and other programs use
this information.

Define special interim total levels that the system will use in financial
reports.

Define intercompany settlements.

Define the account ranges eligible for reconciliation.

Define the account ranges to exclude from being summarized or purged.

Define the accounts that the system will use for gain and loss recognition
if you work with multiple currencies.

Information about AAI items is stored in the Automatic Accounting Instructions

Master table (F0012).

Available AAIs
The AAIs in the General Accounting system are used to define:

General purpose accounts

Financial statement totals

Speed codes

Account summarization

Reconcilable ranges

Prior year account purges

823

General Accounting

The AAIs for intercompany settlements are used to define:

Hub company intercompany accounts

Accounts for intercompany settlements

The AAIs for multicurrency accounting are used to define:

Accounts for unrealized gains and losses (revaluation)

Offset accounts for unrealized gains and losses

Account ranges for tracking balances by currency

Account ranges for detailed currency restatement

Offset accounts for detailed currency restatement

See Also

Setting Up Intercompany Settlements for information about AAIs for

intercompany settlements

Setting Up AAIs for MultiCurrency

General Purpose Accounts

The general purpose (GLGx) AAIs define account ranges for the different
categories in your chart of accounts. For example, you can define an account
range for your assets that begins with object account 1000, object account 2000
can begin your liabilities, and so on. These AAIs are used primarily for financial
reporting.
The following example shows the information that you need when you set up a
GLGx item:
Item

Description

Company

Business
Unit

Object

Subsidiary

Sequence
Number

GLGx

Default Accounts

00000

1.01

You set up the GLGx items one time for company 00000 only. Do not set up the
GLGx items for a specific company. The exception is GLG4, which allows you to
define retained earnings by company.
The system assumes that your account structure is consistent across all
companies.

824

Understanding AAIs for General Accounting

The following describes each AAI item for GLGx and its setup considerations:
GLG2

Beginning account range for assets. Enter the object

account only.

GLG3

Beginning account range for liabilities and equities. You

can use this item to reverse the sign on financial reports.
Enter the object account only.

GLG4

Account number for retained earnings. Enter the object

account. Business unit is optional.

GLG5

Ending account number for yeartodate income and loss.

This account number should indicate the last balance
sheet account, which must be nonposting. The system
uses this item in the balance sheet to ensure that assets
are equal to liabilities plus equity (a calculated figure).
Enter the object account only.

GLG6

Beginning account range for revenue. The system uses

this item for automatic sign reversal on reports, and to
calculate the percentage of revenue on some reports and
the retained earnings for G/L annual close. Enter the
object account only.

GLG7

Ending account range for revenue. The system uses this

item for automatic sign reversal and to calculate the
percentage of revenue on some reports. Enter the object
account. Enter the subsidiary, if applicable.

GLG8

Beginning account range for cost of goods. You can use

this item to reverse the sign of expense accounts on some
financial reports. Enter the object account only.

GLG9

Ending account range for cost of goods. Enter the object

account. Enter the subsidiary, if applicable.

GLG11

Account range for other income. You can use this item to
reverse the sign of income accounts on some financial
reports. Enter the object account only.

825

General Accounting

GLG12

Account for ending profit and loss (income statement).

Use it to calculate retained earnings for G/L annual close.
If you do not enter an object account, the system uses
account 999999.
Revenues (GLG6)
+Expenses (GLG12)
Retained Earnings (GLG4)
Enter the object account. Enter the subsidiary, if
applicable.

GLG13

Account range for other expenses. You can use this item
to reverse the sign of other expense accounts on some
financial reports. Enter the object account only.

Special Considerations for Retained Earnings

AAI item GLG4 defines the account that the system uses to update the retained
earnings of each company. The account must be a posting account for
machinegenerated entries. During the annual close, the system looks for the
GLG4 item to post retained earnings.
J.D. Edwards recommends that you use the company number for the business
unit number on the balance sheet. That means that company 00100 would use
the default of business unit 100. If your companies and business units are set up
accordingly, you need to set up only one GLG4 item.
If your company number is different from the business unit on your balance
sheet, you must set up item GLG4 for each company and specify each
company's balance sheet business unit.
GLG4 is the only general purpose AAI item that you can set up by company. All
other general purpose items are set up only for company 00000.
The system searches AAIs for the appropriate company/item combination. For
example:

826

If closing company 00100, the system uses GLG4 for company 00000, or
business unit 00100 and the specified retained earnings object account, to
post the retained earnings amount.

If closing company 00300, the system uses GLG4 for company 00000, or
business unit 00300 and the specified object account.

Understanding AAIs for General Accounting

Financial Statement Totals

When you produce financial reports, the system creates report subtotals based
on the AAI items FSxx. These AAI items are optional. If you use them, your
account number series must be consistent across all companies for your reports
to be meaningful.
The subtotal for each AAI item (FS01 through FS98) prints before the specified
account range. You can define the text that appears for each subtotal on your
report.
For each financial report, J.D. Edwards provides a report version with subtotals
based on the AAI items FSxx. You must select this version to print the subtotals.
You can identify this version by its title.
The following example shows the information that you need when you set up
an FSxx item:
Item

Description

FSxx

Financial Statement
Totals

Company

Business
Unit

Object

Subsidiary

Sequence
Number

1.01

Example: Income Statement

The subtotals for an income statement might be:

Gross Margin

Operating Income

Net Profit Before Taxes

Net Income (Loss)

When you print an income statement, you must set the appropriate processing
option so that the subtotals appear in order, that is, from the top to the bottom
of the report. You also must select the report version that contains the subtotals.

827

General Accounting

In the following example, the system will generate an Operating Income total
before printing the balances for the 9000 (Other Income and Expense) account
range:

See Also

R10211B, Simple Income Statement in the Reports Guide for a report

sample

AAI Item FS99

AAI item FS99 provides the net income wording. The text on the first line is the
description that appears on the last line of your income statements. Account
information is not required.
You can insert single or double lines before or after the report totals, as shown
in the following table. Enter the text that appears in the left column on the
fourth or fifth line of the Account Use Description field on the Set Up Single AAI
Item form.

828

*BEFORE (-)

The system inserts a single line before the totals.

*BEFORE (=)

The system inserts a double line before the totals.

*AFTER (-)

The system inserts a single line after the totals.

*AFTER (=)

The system inserts a double line after the totals.

Understanding AAIs for General Accounting

Speed Codes
The AAI items for SPx define onecharacter speed codes (A-Z) that you can use
instead of the standard combination of business unit.object.subsidiary.
You can use a speed code to replace the entire business unit.object.subsidiary,
the object number and subsidiary, the object number only, or the subsidiary
only. Speed codes can be companyspecific if you enter the business unit in the
AAI item.
The following example shows the information that you need when you set up
an SPx item:
Item

Description

SPx

Speed Coding

Company

Obj

Sub

Seq No.

1.280

The x in the speed code item is a userdefined single character. J.D. Edwards
recommends that you use only alphabetic characters in this field if your business
units are numeric.
To use AAI speed codes, you cannot use a flexible format chart of accounts.
After you set up the speed codes, you must exit and then restart OneWorld
before using speed codes to enter account numbers.

829

General Accounting

Example: Speed Codes

In the following example for AAI item SPB, only the object is defined as a speed
code. During data entry, you type a business unit and subsidiary (if appropriate).
For example, if you enter 1.B, the system reads it as 1.1110. The letter B
represents the character used for entry.

Account Summarization
The AAI items GLSMxx define account ranges that you do not want to
summarize. For example, if you do not want any liquid asset accounts
summarized, you might set up an account range as follows:
Beginning of range: GLSM01 (Object 1000)
Ending of range: GLSM02 (Object 1199, Subsidiary 99999999)
You must define complete ranges, consisting of a beginning and an ending AAI
item. The first range must begin with GLSM01. J.D. Edwards recommends that
you end the first range with GLSM02, the next consecutive number. Define the
next range, if needed, to start with GLSM03 and end with GLSM04, and so on.
The following example shows the information that you need when you set up a
GLSMxx item:
Item

Description

GLSMxx Bypass
Summarization
Accounts

830

Company

Business
Unit

Object

Subsidiary

Sequence
Number

1.300

Understanding AAIs for General Accounting

Reconcilable Ranges
The AAI items GLRCxx define ranges of accounts that you want to reconcile.
You must reconcile these accounts before you can summarize them.
You must define complete ranges, consisting of a beginning and an ending AAI
item. The first range must begin with GLRC01. J.D. Edwards recommends that
you end the first range with GLRC02, the next consecutive number. Define the
next range, if needed, to start with GLRC03 and end with GLRC04, and so on.
The following example shows the information that you need when you set up
AAI items for reconcilable ranges:
Item

Description

Company

GLRCxx Reconcilable Ranges

Business
Unit

Object

Subsidiary

Sequence
Number

1.400

Prior Year Account Purges

The AAI items for GLPRxx define account ranges that you do not want to purge.
You must define complete ranges, consisting of a beginning and an ending AAI
item. The first range must begin with GLPR01. J.D. Edwards recommends that
you end the first range with GLPR02, the next consecutive number. Define the
next range, if needed, to start with GLPR03 and end with GLPR04, and so on.
The following example shows the information that you need when you set up a
GLPRxx item:
Item

Description

GLPRxx Bypass Purge

Accounts

Company

Business
Unit

Object

Subsidiary

Sequence
Number

1.440

831

General Accounting

832

Working with AAIs

Because the system already has AAIs in place, you must verify that these AAIs
are appropriate for your business needs. You can revise existing AAIs and set
up additional AAIs as needed.
Working with AAIs consists of:

Reviewing and revising a single AAI

Reviewing and revising more than one AAI

Setting up AAIs

Setting up AAIs by copying an existing AAI

Translating AAIs

Reviewing translated AAIs in multiple languages

Before you revise or set up AAIs, review the existing information. For each AAI
item, verify that a default AAI exists for company 00000. For each company
requiring specific instructions, verify that a company, business unit, and object
account exists.
Depending on your needs, you can review, revise, and set up AAIs on either of
the following forms:

Set Up Single AAI Item

Set Up Multiple AAI Items

The Set Up Single AAI Item form displays all the detail for one AAI at a time.
The Set Up Multiple AAI Items form can display the detail for more than one
AAI item at a time, which might be more useful if you have multiple items to
review, revise, or set up.
Although the procedures for using these forms are similar, the sequence and
names of some fields differ. AAIs for the General Accounting system have
sequence numbers that start with 1. You can use the Sequence Number field to
advance to account ranges associated with this sequence number.

833

General Accounting

Before You Begin

- Set up your chart of accounts. See Creating and Updating Your Chart of
Accounts.
To review and revise a single AAI
From the General Accounting System Setup menu (G0941), choose Automatic
Accounting Instructions.
To review AAI items in detail one at a time and revise as needed, use the Set
Up Single AAI Item form. You also use this form when you copy an existing
AAI Item.
1. On Work With Automatic Accounting Instructions, to start the list of AAI
items with a specific sequence number, change the following field and
click Find:

Sequence Number

2. To narrow your search, enter additional search criteria in the query by

example line and click Find.
3. Choose an AAI item and click Select to access Set Up Single AAI Item.

4. On Set Up Single AAI Item, review the fields, change the following fields
as needed, and click OK:

834

System

Sequence No

Working with AAIs

Business Unit

Object Account

Subsidiary

You can change the value in an account segment field (business unit,
object account, and subsidiary) if the account segment was originally
defined as required or optional. You cannot change the value if the
account segment was originally defined as not used, unless you first
change the Not Used code to Required or Optional. J.D. Edwards
recommends that you do not change this code on existing AAI items.
You cannot change the following fields for existing AAI items:

Item Number

Company

J.D. Edwards recommends that you do not change the following options:

Required

Optional

Not Used

Field

Explanation

System

A user defined code (98/SY) that identifies a J.D. Edwards

system.

Sequence No

A number used to organize the table into a logical group

for online viewing and reporting.

835

General Accounting

Field

Explanation

Business Unit

An alphanumeric field that identifies a separate entity

within a business for which you want to track costs. For
example, a business unit might be a warehouse location,
job, project, work center, branch, or plant.
You can assign a business unit to a voucher, invoice,
fixed asset, employee, and so on, for purposes of
responsibility reporting. For example, the system provides
reports of open accounts payable and accounts receivable
by business units to track equipment by responsible
department.
Security for this field can prevent you from locating
business units for which you have no authority.
Note: The system uses the job number for journal entries
if you do not enter a value in the AAI table.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Defining a business unit code might be optional,
depending on the type of AAI. For example, if the
business unit code is optional and you do not set one up
for the AAI, the system might use the business unit of a
voucher or invoice, or it might use the business unit
associated with the company of a transaction.

Object Account

The portion of a general ledger account that refers to the

Subsidiary

A subdivision of an object account. Subsidiary accounts

include more detailed records of the accounting activity
for an object account.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
This number identifies the general ledger subsidiary
account for the AAI when one is required.
Defining a subsidiary account can be optional, depending
on the type of AAI. Use 99999999 to express the end of a
range of subsidiary accounts.

836

Working with AAIs

Field

Explanation

Item Number

A hardcoded field that defines an account or range of

accounts used for a particular function. For example, item
GLG4 defines the retained earnings account, which is
used for annual close purposes. During processing,
programs use the item number and company number to
find the correct account to debit or credit. Along with
company, the item (or range) is the key to the AAI table.

Required Optional Not

Used

A code in WorldSoftware, or an option in OneWorld

software, that specifies whether the business unit is
required for this Automatic Accounting Instruction.
Valid values for WorldSoftware are:
O
Optional
R
Required
N
Not used
This code is informational and may be changed
depending on how the AAI is used.

To review and revise more than one AAI

From the General Accounting System Setup menu (G0941), choose Automatic
Accounting Instructions.
To display the information for more than one AAI item at a time, use the Set Up
Multiple AAI Items form.
1. On Work With Automatic Accounting Instructions, to review and revise
AAI items with different item numbers, choose Multiple AAIs from the
Form menu without selecting any AAI items.

837

General Accounting

2. On Set Up Multiple AAI Items, click Find.

3. Review the fields, change the following fields as needed, and click OK:

Seq No.

Business Unit

Object Account

Sub

Product Code

You can change the value in an account segment field (business unit,
object account, and subsidiary) if the account segment was originally
defined as required or optional. You cannot change the value if the
account segment was originally defined as not used, unless you first
change the Not Used code to Required or Optional. J.D. Edwards
recommends that you do not change this code on existing AAI items.
Do not change the following fields in the detail area for existing AAI
items:

Item No.

J.D. Edwards recommends that you do not change the following fields:

838

BU Option

Object Option

Subsidiary Option

Working with AAIs

4. To display only the AAI items for a specific item number for review and
revision, complete the following field in the header area and click Find:

Item Number

To set up AAIs
From the General Accounting System Setup menu (G0941), choose Automatic
Accounting Instructions.
After you review and revise the existing AAIs for your business needs, you
might need to set up additional AAI items. To copy an existing AAI item, you
use the Set Up Single AAI Item form. Otherwise, using the Set Up Multiple AAIs
Items form is typically the fastest method.
1. On Work With Automatic Accounting Instructions, choose an item and
then choose Multiple AAIs from the Row Menu.
2. On Set Up Multiple AAI Items, move the cursor to a blank line.
3. Complete the following fields:

Item No.

Business Unit

Object Account

You must use a valid item number when you set up AAIs.
4. Complete the following fields, which are optional for some AAI items:

Sub

Description Line 1

5. For each AAI you set up, choose R, O, or N to define whether the
business unit, object account, and subsidiary are required, optional, or
not used.
6. Click OK.
To set up AAIs by copying an existing AAI
From the General Accounting System Setup menu (G0941), choose Automatic
Accounting Instructions.
1. On Work With Automatic Accounting Instructions, select an existing AAI
and click Copy.

839

General Accounting

2. On Set Up Single AAI Item, complete the following fields:

Item No.

Business Unit

Object Account

You must use a valid item number when you set up AAIs.
3. Complete the following fields, which are optional for some AAI items:

Sub

Description Line 1

4. For each AAI you set up, choose R, O, or N to define whether the
business unit, object account, and subsidiary are required, optional, or
not used.
5. Click OK.
The system keeps the existing AAI and adds the new one.
To translate AAIs
From the General Accounting System Setup menu (G0941), choose Translate
AAIs.
If your business is multinational, you might want to translate the descriptions of
your AAIs. The descriptions work in conjunction with the language specified for
each person who uses the J.D. Edwards system. For example, when someone
who is set up as a Frenchspeaking user accesses an AAI that has a French
translation, the description appears in French.
The translation of AAIs enables you to see the translated AAIs only when they
are accessed by reports or by online programs and inquiries. You cannot see
the translations directly from the Automatic Accounting Instructions Master
(F0012) table, but from the reports and programs that access text from the
master table.
The translation information is stored in the AAI Alternate Description Master
table (F0012D).
1. On Translate AAI Descriptions, complete the following fields:

840

Company

From Language

To Language

Working with AAIs

2. To skip to a specific AAI, complete the following field:

AAI

3. Click Find.
4. Complete the following field for each AAI:

To Description 01

5. To add more translated text to an AAI, choose Expanded Description

from the Row menu.

6. On Review Expanded AAI Descriptions, enter the additional text and click
OK.
7. On Translate AAI Descriptions, click OK.
You must click OK on Translate AAI Descriptions for any additions or changes
to take effect. For example, if you add an expanded description and click OK
on Review Expanded AAI Descriptions, you must also click OK on Translate
AAI Descriptions. If you click Cancel, the system deletes your changes.

841

General Accounting

To review translated AAIs in multiple languages

From the General Accounting System Setup menu (G0941), choose Automatic
Accounting Instructions.
On Work With Automatic Accounting Instructions, select an AAI and choose
Translate AAI from the Row menu.
The system displays AAI Translations, showing the descriptions for that AAI for
each language in which a translation has been entered.

842

Understanding General Accounting User Defined Codes

Each time that you enter a transaction for which the system creates a record, you
will probably need to enter a user defined code in a field. For example, when
you create allocations, you must enter a user defined code that identifies a
ledger type for the source and destination accounts.
The user defined codes in the General Accounting system are:

Ledger type codes

Business unit category codes

Account category codes

Document type codes

Business unit type codes

Subledger type codes

Annual close ledger type codes (only if you use both OneWorld and
WorldSoftware systems)

Reconciliation codes

See Also

User Defined Codes in the OneWorld Foundation Guide for more

information about user defined codes

Setting Up Constants for General Accounting for information about ledger

type setup

Ledger Type Codes

Ledger types (09/LT) define the ledgers that you maintain in the general ledger.
These ledgers contain management and control information for:

Statistics or units

Budgets

Forecasts

Accrual basis amounts

Cash basis amounts

Currency conversion information

843

General Accounting

The information for these ledger types is stored in the Ledger Type Master table
(F0025).
Some of the ledger types that J.D. Edwards provides include:

AA (actual amounts)

AU (actual units)

BA (budget amounts)

CA (foreign currency amounts)

You can create additional ledger types. J.D. Edwards provides ledger types UA
through UZ for your business needs. These ledger types will not be overwritten
or used for other purposes in any future releases of J.D. Edwards software.
Example: Ledger Types
The following graphic illustrates how the Account Balances table (F0902)
separates actual amounts (AA) and actual units (AU) by ledger type for each
fiscal year.
Account Balances
(F0902)
Contains balances
by fiscal year and
ledger type

Account 1.4110
2004
AA
1
2
.
.
12
PYN
PYC

844

AU
1
2
.
.
12
PYN
PYC

2005
AA
1
2
.
.
12
PYN
PYC

AU
1
2
.
.
12
PYN
PYC

Each ledger type has its

own period balances
for each fiscal year.
Each ledger type also
has balances for:
PYN = Prior Year Net
PYC = Prior Year Cumulative

This structure lets you

report multiple ledger
type balances for each
fiscal year.

Understanding General Accounting User Defined Codes

Ledger Types for Units

The system associates a units ledger with each primary amount ledger. For
example, the AU (actual units) ledger is the units ledger that is associated with
the AA (actual amounts) ledger.
When you enter a journal entry that has units, the system posts the units to the
units ledger that is associated with the amount ledger. For example, if an amount
is posted to the AA ledger, the units are posted to the AU ledger.

Business Unit Category Codes

You can classify your business units into groups for financial reporting purposes.
You decide the groups of information that you want to see and which business
units belong to each group. For each group, you set up a business unit category
code (00/0130).
There are 30 category codes available for business units:

3character codes, 20 available (code types 0120)

10character codes, 10 available (code types 2130)

For searching capabilities, you should set up a business unit category code of *
or blank.
Business Unit Category Codes are stored in the Business Unit Master table
(F0006).

Account Category Codes

You can combine object accounts into groups for financial reporting purposes.
For each group, you set up an account category code (09/0123). These codes
describe your organizational structure for higher level or selective reporting.
Account category codes are commonly used to provide a second chart of
accounts. For example, you might need a chart of regulatory accounts for
government reporting in addition to your internal chart of accounts. The system
provides three 10character codes that can accommodate secondary account
numbers.
There are 23 category codes available for the chart of accounts:

3character codes (types 0120)

10character codes (types 2123)

Account category codes are stored in the Account Master table (F0901).

845

General Accounting

Document Type Codes

You can combine similar transactions into groups by using document type
(00/DT). For example, JE is the document type for journal entries. Other
hardcoded document types are used for:

Percentage journal entries (%)

Prior year transactions (##)

Balance forward summary (BF)

Currency conversion offsets (EX)

Foreign currency revaluation (JX)

You can set up document types that are based on your business needs. If you
use cash basis accounting, for example, you would need to set up document
types for your cash basis entries.

Business Unit Type Codes

You can combine similar business units into groups by using business unit type
codes (00/MC). Business unit types are useful when creating accounts
dynamically or duplicating business units. For example, accounts that have the
same business unit types can be automatically duplicated from a model business
unit to a group of new business units.

Subledger Type Codes

You can set up detailed auxiliary accounting within a general ledger account
using subledger type codes (00/ST). A subledger type, such as A for Address
Book, is associated with a number, such as an employee number. Subledger
types also control how the system validates a subledger value when you create a
journal entry.

Annual Close Ledger Type Codes

Clients who use WorldSoftware and OneWorld must set up their annual close
ledgers as follows:

Set up the ledger type in the user defined code list 00/LT. This information
is stored in the User Defined Codes table (F0005).

Set up the ledger type on the Set Up Ledger Type Rules form, which is
accessed from General Accounting Constants. This information is stored in
the Ledger Type Master table (F0025).

Clients who use only OneWorld need to set up their annual close ledgers on the
Set Up Ledger Type Rules form only.

846

Understanding General Accounting User Defined Codes

Reconciliation Codes
You might want to use a reconciliation code other than R (which is hardcoded)
during manual reconciliation if your business uses a different term for the
reconciliation procedure. You can add your own reconciliation code in list
09/RC. To designate a code for reconciliation, you must enter 01 in the Special
Handling field in the detail area.

847

General Accounting

848

Setting Up Next Numbers

When you enter a document, such as an invoice or a journal entry, you can
assign a document number or let the Next Numbers program assign one. The
Next Numbers program assigns numbers to documents using either or both of
the following types of numbers:

Standard next numbers. The system finds the next available number in
the Next Numbers table (F0002) and assigns the number to the document.

Next numbers by company and fiscal year. The system finds the next
available number by company and fiscal year, or by company, in the Next
Numbers by Company/Fiscal Year table (F00021).

Do not change any next numbers after you start using the J.D. Edwards systems.
Changing the numbers can result in duplicates as well as the inability to locate
previously added numbers.
Do not change the sequence of the next numbers in the table. Each next
number must remain on its current line because programs reference a specific
line in the table.
Setting up next numbers consists of:

Reviewing standard next numbers

Activating check digits for standard next numbers

Assigning next numbers by company and fiscal year

Before You Begin

- To add a fiscal year to a next numbers record that already exists for a
company (with no fiscal year defined), you must delete the existing
record and then add a new record for the company, including the fiscal
year. To remove a fiscal year from an existing next numbers record for a
company and fiscal year, you must delete the existing record, and then
add a new record for the company with no fiscal year defined.

849

General Accounting

To review standard next numbers

From the General Systems menu (G00), choose Next Numbers.
You can review the next numbers that the system assigns to journal entries and
other documents.
1. On Work With Next Numbers, complete the following field and click
Find:

System

2. Click Select.

3. On Set Up Next Numbers by System, verify information in the following

field:

850

Next Number

Field

Explanation

System

A user defined code (98/SY) that identifies a J.D. Edwards

system.

Next Number

Setting Up Next Numbers

To activate check digits for standard next numbers

From the General Systems menu (G00), choose Next Numbers.
You can have the system assign check digits for any set of standard next
numbers. Check digits prevent errors caused by transposition during data entry.
For example, activating check digits in the address book for suppliers prevents
a voucher from being assigned to the wrong supplier if digits are transposed
during voucher entry.
J.D. Edwards recommends that you use check digits for next numbers only if a
transposition during data entry is likely to create errors.
1. On Work With Next Numbers, follow the steps for reviewing next
numbers.
2. On Set Up Next Numbers by System, click the following option for each
set of next numbers:

Check Digit Used

Field

Explanation

Check Digit Used

An option that specifies whether the system adds a

number to the end of each next number assigned. For
example, if you are using check digits and the next
number is 2, the system will add a check digit such as 7,
making the last two numbers 27. Check digits provide a
method of randomly incrementing numbers to prevent
the assignment of transposed numbers. In this example,
the system would never assign next number 72 while
check digits are activated.
Valid codes for WorldSoftware are:
Y
Yes, add a check digit to this next number.
N
No, do not add a check digit.
For OneWorld software, select this option to add a check
digit.

To assign next numbers by company and fiscal year

From the General Systems menu (G00), choose Next Numbers.
The system can assign a unique set of next numbers to journal entries and other
documents for a specific company and fiscal year. This is helpful if your
organization needs to have consecutive document numbers for each company
or for each company by fiscal year.

851

General Accounting

1. On Work With Next Numbers, choose NN Constant from the Form menu.

2. On Next Numbers Constants, choose the method that you want to use
and click OK.

If you choose method 1, the system uses 1 as the default starting

number for all companies. You can define a different starting
number for the companies that you set up.

If you choose method 2, the system uses the standard next number
as the default starting number for those companies you do not set
up. You can define the starting number for companies you set up,
or let the system supply the default, which is 1.

3. On Work with Next Numbers, choose NN by Co/FY from the Form menu.

852

Setting Up Next Numbers

4. On Next Numbers by Co/Fiscal Year, complete the following fields:

Doc Co

Do Ty

Next Number
The next number must be greater than or equal to 1.

5. Complete the following optional fields:

Sm As

Fiscal Year

Century

Imbed Digits

Chk Dgt

Auto Reset

6. Click OK.

853

General Accounting

Field

Explanation

Document Company

A number that, with the document number, document

type and G/L date, uniquely identifies an original
document, such as invoice, voucher, or journal entry.
If you use the Next Numbers by Company/Fiscal Year
feature, the Automatic Next Numbers program (X0010)
uses the document company to retrieve the correct next
number for that company.
If two or more original documents have the same
document number and document type, you can use the
document company to locate the desired document.

Document Type

A user defined code (00/DT) that identifies the origin and

Next Number

The number that the system will assign next. The system
can use next numbers for voucher numbers, invoice
numbers, journal entry numbers, employee numbers,
address numbers, contract numbers, and sequential W2s.
You must use the next number types already established
unless you provide custom programming.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
For companies that you do not set up on Next Numbers
by Company/Fiscal Year, the results vary, depending on
the method selected on Next Numbers Constants, as
follows:
If you are using method 1, the system creates a
record for each company that you do not set up
and starts numbering with 1 for all companies.
If you are using method 2, the system uses the
starting number shown on Set Up Next Numbers
by System (standard next numbers) for each
company that you do not set up.

854

Setting Up Next Numbers

Field

Explanation

Sm As

If you set up next numbers by company or by company

and fiscal year, a document type can share the same next
number sequence as another document type. Same As
Document Type refers to the document type that controls
the next number the system uses.
For example, you create a document with a document
type of RR. The document that you create should use the
same next number sequence as regular invoices or RI
document types. In this case, define the RR document
type setup record with a Same As Document Type of RI.

Fiscal Year

A fourdigit number that identifies the fiscal year. You can

enter a number in this field or leave the field blank to
indicate the current fiscal year (as defined on the
Company Numbers & Names form).
Specify the year at the end of the first period rather than
the year at the end of the fiscal period. For example, a
fiscal year begins October 1, 2005, and ends September
30, 2006. The end of the first period is October 31, 2005.
Specify the year 2005 rather than 2006.

Century

The calendar century associated with the year. This is the

first two digits of the year. For example, 19 indicates any
year beginning with 19 (1998, 1999), 20 indicates any year
beginning with 20 (2000, 2001), and so on.

Imbed Digits

The number of digits that the system imbeds in a

document number to represent the fiscal year. The imbed
digits are only used when assigning next numbers by
fiscal year. Valid values are:
1
Imbed one digit. The last digit of the fiscal year
will be imbedded in the first position of the
resulting document number. For example,
80012345, represents the 8 from 1998 and
0012345 is the next number.
2
Imbed two digits. The last two digits of the
fiscal year will be imbedded in the first two
positions of the resulting document number. For
example, 98012345, represents the 98 from 1998
and 012345 is the next number.

855

General Accounting

Field

Explanation

Chk Dgt

An option that specifies whether the system adds a

Auto Reset

856

The number that you want the system to use when

resetting next numbers for a new fiscal year. Auto Reset
applies only to next numbers by fiscal year. Document
number will reset or start with the number specified for
each new fiscal year.

Multi-Currency Setup
If you do business internationally, your accounting system has additional setup
requirements and added complexity. You need to do business in different
currencies and follow the reporting and accounting requirements of the
corresponding countries. Some of the fundamental needs of an international
organization include:

Converting foreign currencies to local currencies

Converting local currencies to one currency for consolidated reporting

Following regulations for each country where you do business

Revaluing currencies as exchange rates fluctuate

To work with foreign currencies, you use the multicurrency programs. These
programs provide a series of extended features to J.D. Edwards existing
programs. For example, you use the same program to enter a journal entry in a
foreign currency as you use for entering in a domestic currency.
Setting up your system for multicurrency features consists of:
- Setting up multicurrency
- Updating domestic currency codes
- Working with exchange rates
- Setting up no inverse and triangulation
- Setting up detailed currency restatement
- Setting up balance restatement

See Also

Exchange Rates and the Euro in the Euro Implementation Guide for
detailed information about setting up EMU currencies for the euro

General Accounting

The Features of Multi-Currency

With the multicurrency features, you can:
Assign currencies

When you set up your system for multiple currencies, you

can assign a currency to companies, object accounts, and
address book records, such as customers and suppliers.

Enter many kinds of

foreign currency
transactions

You can enter foreign currency transactions for vouchers,

invoices, and journal entries.
Enter your transactions in the original currency of the
documents that you receive or send. You do not need to
convert currencies before you enter transactions.
When you enter a transaction, the system compares the
currency of the transaction with the currency of the
company. If the currency is different from the company's
currency, it is considered a foreign transaction. The system
converts foreign amounts to domestic amounts based on
the currency of the transaction and the company with
which the transaction is associated.

Control your exchange

rates

You control the exchange rates for your various

currencies. When you enter a transaction, the system
retrieves the exchange rate that you entered in the
exchange rate table. You can override this rate, if
necessary.

Set up currencies for no

inverse and
triangulation

In accordance with rules defined by the European

Commission for Economic and Monetary Union (EMU)
members, you can set up currency relationships for no
inverse and triangulation. All programs that calculate and
use exchange rates use the no inverse/triangulation
methods of exchange rate calculation, in addition to the
multiplier and divisor methods.
Although the no inverse and triangulation functionality
was originally designed for EMU currencies and the euro,
it can be used by nonEMU countries as well.

View transaction
amounts in an as if"
currency

You can view transaction amounts as if" they were stored
in a currency other than the currency in which they were
actually stored. Regardless of whether the original
transaction was entered in a foreign or domestic currency,
as if" currency processing allows you to view and report
on transaction amounts in an alternate currency.

Realize your gains and

losses automatically

When you make or receive a payment, the system uses

the current exchange rate to realize a gain or loss. It
realizes a gain or loss if the exchange rate changed
between the time an invoice or voucher was entered and
the time a payment was made or received.

Revalue your open

transactions

Use the currency gains and losses reports to revalue open

transactions at the end of a period. You can also revalue
monetary (currencyspecific) accounts using a program
that creates journal entries for unrealized gains and losses.

Restate your foreign

transactions

Before you run financial reports at the end of a period,

you can:

Restate account balances for companies with different

base currencies into one currency for consolidated
reporting in one currency
Restate amounts at the transaction level
Restate foreign transactions at a new exchange rate for
analyzing budgets and job costing

General Accounting

The Multi-Currency Process

The following graphic illustrates the process that you follow when working with
multiple currencies.
Revalue Open Items
1. Unrealized currency gains/losses for
trade accounts
2. Monetary account
valuation

Transactions
Entry

Exchange
Rates
(USDFRF)

6.20

Realized
Gains/Losses

Transactions
Entry

6.30

6.35

6.25

Alternate Currency

Realized
Gains/Losses

Transactions
Entry

6.30
Alternate Currency

Payments

Period End

Currency Restatement
Prior to running Financial
Reports

As If Repost
(Optional) Estimates
exchange rate
fluctuations over time

Where Information Is Stored

In the following examples, the base currency for company 100 is U.S. dollars
(USD).
Ledger Information
The Accounts Receivable Ledger (F0B311) and Accounts Payable Ledger (F0411)
tables store transactions with both the foreign and domestic amount in one
record. In the following examples, the base currency for company 100 is USD.

Document Company Domestic Domestic

Type
Amount
Currency

Originated Exchange
in Currency Rate

Foreign
Amount

FRF

5,000.00

100

1,000.00

USD

The Account Ledger table (F0911) stores separate records for foreign and
domestic amounts based on ledger type:

Domestic transactions in ledger type AA

Foreign transactions in ledger type CA

Document
Type

Company

Ledger
Type

Amount

Originatedin Exchange
Currency
Rate

100

1,000.00

FRF

100

5,000.00

FRF

Balance Information
The Account Balances table (F0902) stores amounts in one of the following
ways:

Balances by Currency

Account

Company

Ledger
Type

Amount

Denominated
in Currency

Originatedin
Currency

1.1210

100

1,000.00

USD

FRF

1.1210

100

5,000.00

FRF

1.1210

100

1,000.00

USD

BEF

1.1210

100

33,000

BEF

Summarized Balances

Account

Company

Ledger
Type

Amount

Denominated
in Currency

Originatedin
Currency

1.1210

100

2,000.00

USD

<blank>

1.1210

100

5,330.00

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The denominatedin currency is the company currency on which financial

reports are based. The originatedin currency is the currency in which
transactions occurred.

Before You Set Up Multi-Currency

Before you set up your system for multiple currencies, answer the following
questions:
- Which currency restatement methods should you use?
- Do you need to set up additional ledger types?
- Should you review balances by currency?

General Accounting

Which Currency Restatement Methods You Should Use

Determine which types of currency restatement you need for reporting or
governmental requirements. Most organizations that use multiple currencies
typically complete some type of restatement at the end of each period. The
restatement process involves recalculating amounts in one currency to an
amount in another currency. The primary objective is to produce consolidated
reporting across companies and currencies. If you are not required to produce
consolidated reports, you might not have to perform currency restatements.
J.D. Edwards provides three types of currency restatement. You can use a
combination of these types:
Balance currency
restatement

Use this method to complete consolidated financial

reports. The Balance Currency Restatement method
restates balances into a single currency for consolidated
reporting purposes. For example, by restating U.S. dollars
to Canadian dollars you can consolidate reporting with
other Canadian companies.

Detailed currency
restatement

Use this method if your company:

Operates in a highly inflationary economy. This

method maintains a second set of books in a stable
currency for reporting purposes. For example, by
restating transactions from Colombian pesos (COP) to
U.S. dollars (USD), a Colombian company can
generate meaningful comparisons of current to
historical amounts by using the more stable U.S.
dollar.
Needs to maintain transactions in two base currencies
in the Account Ledger table (F0911) for all accounts or
a range of accounts. This means that for every
domestic transaction, there is a transaction in an
alternate currency.

If you use detailed currency restatement, you must have

adequate disk space to handle the increased number of
records in the Account Ledger table.
As If" Repost

Use this method if your company needs to eliminate

fluctuations in currency exchange rates over a period of
time for comparison purposes. For example, by reposting
U.S. dollar transactions using a single exchange rate, a
French company doing a job in Belgium can compare
actual income and expenses against budgeted amounts.
You cannot use the As If" Repost for consolidations.

What Ledger Types the System Uses

When you work with multiple currencies, the system uses the following ledger
types:
AA ledger

Contains transactions in the domestic currency

CA ledger

Contains transactions in the foreign currency

XA ledger

Contains transactions in the denominated currency if you

use the detailed currency restatement method

The AA and CA ledgers are never assigned a currency code. The XA ledger is
always assigned a currency code. You decide if there are any other ledgers your
organization must maintain, and, if so, assign a currency code to them if you
want them to contain only one currency.

Reviewing Balances by Currency

The ability to review balances for different currencies without using subsidiary
accounts depends on the method that you use to post amounts to the foreign
currency ledger:
Posting mixed balances
(summarized balances)

Does not separate transaction amounts by currency. With

this method, the CA ledger contains numerous currencies
and the totals from this ledger are meaningless. The
system uses the transaction detail to calculate currency
totals for most reports.
Note: The CA ledger will not balance if you use this
method of posting.

Posting balances by
currency

Separates transaction amounts for the originating currency

in both the CA and AA ledgers. To review balances
according to the currency in which transactions occurred,
you can set up your system to post balances by currency.
For example, using this method of posting enables you to
review amounts posted to your sales accounts in French
francs, U.S. dollars, and British pounds and, by extension,
to review the amounts sold in each country without using
subsidiary accounts.

General Accounting

See Also

Appendix B: Currency Codes and Decimals

Changing from a Single Currency to Multi-Currency

If you have been using J.D. Edwards software without multicurrency activated
and you are now changing to multicurrency accounting, complete the following
steps:
1. Decide if you will use currency restatement and, if so, which method you
will use (balance or detailed).
See Which Currency Restatement Methods You Should Use.
2. Decide whether you will maintain account balances by currency.
See Reviewing Balances by Currency.
3. Select a method for calculating conversions between currencies, and
decide whether to allow journal entries between companies that have
different base currencies.
See Activating MultiCurrency.
4. Designate the currency code for each currency that you want to use.
See Defining Currency Codes.
5. For each company in your organization, designate the currency code,
restatement method, and whether you will maintain account balances by
currency.
See Assigning a Domestic Currency to a Company.
6. Designate the general ledger accounts that will accept transactions only in
a specific currency and assign the currency to the accounts.
See Assigning Currency Codes to Monetary Accounts.
7. Assign currency codes to your customers and suppliers to designate the
currency for their invoices and vouchers.
See Assigning Currency Codes to Customers and Suppliers.
8. Enter the initial exchange rate between your company's currency and each
other currency that you have defined.
See Defining a Currency Exchange Rate.

To determine an exchange rate that is not quoted in a financial

publication, you must locate a currency that has exchange rates with both
of the currencies between which you want the exchange rate. See
Creating Currency CrossRate Relationships.
9. Review the ledger types in the Ledger Type Master table (F0025). Decide if
you want to set up any additional ledgers and whether each additional
ledger should contain only one currency.
See What Ledger Types the System Uses.
10. Set up multicurrency automatic accounting instructions (AAIs).
See Setting Up AAIs for MultiCurrency.
11. Run the Load Domestic Currency Code programs to attach valid currency
codes to existing transactions.
See Updating Domestic Currency Codes.
12. Run the Update Display Decimals program, if necessary.
See Updating Display Decimals in the OneWorld System Administration
Guide.
13. Repost the Account Ledger to update the currency code fields in the
Account Balances table (F0902).
See Reposting the Account Ledger.
14. Close the fiscal year to update the balance forward fields in the Account
Balances table.
See Closing a Fiscal Year.
See Also

Setting Up MultiCurrency

Setting Up Detailed Currency Restatement

Setting Up Balance Restatement

Appendix B: Currency Codes and Decimals

General Accounting

910

Setting Up Multi-Currency

If your company does business internationally, you work with different

currencies. As part of working with different currencies, you need to be able to
convert foreign currencies to domestic currencies, revalue currencies, and restate
the amount into one common currency rate. Before you can perform these
functions, you must set up your system for multicurrency accounting. This
includes:
- Activating multicurrency
- Defining currency codes
- Assigning a domestic currency to a company
- Assigning currency codes to monetary accounts
- Assigning currency codes to customers and suppliers
- Setting up AAIs for multicurrency

See Also

Working with Exchange Rates

Setting Up No Inverse and Triangulation

Setting Up Euro Currency Relationships in the Euro Implementation Guide

for detailed information about setting up Economic and Monetary Union
(EMU) currencies for the euro

Activating Multi-Currency
Before you can use any of the multicurrency features, you must activate
multicurrency. To do this, you need to determine which method to use for
calculating conversions, and whether you allow journal entries between
companies that have different base currencies.
The system maintains this information in the General Constants table (F0009).
Caution: After you select the method of currency conversion (Y or Z), do not
change it or you will receive unpredictable results.

911

General Accounting

To activate multiple currency

From the MultiCurrency Setup menu (G1141), choose Set MultiCurrency
Option. From the System Setup form, choose General Accounting Constants.

On General Accounting Constants, complete the following fields:

Multi-Currency Conversion (Y, N, Z)

Allow Multi-Currency Intercompany Trans

If you use detailed currency restatement and you use the Accounts
Payable or Accounts Receivable system, ensure that the constants for those
systems reflect the detailed offset method. The system will then create an
offset entry for each detail record.

See Also

912

Setting Up Constants for General Accounting for more information about

setting up multicurrency constants

Setting Up Multi-Currency

Defining Currency Codes

In order for your currency amounts to reflect the correct decimal positions, you
must define a currency code for each currency with which you work. For each
currency code, you also assign a program that converts amounts to words when
writing payments.
After you define your currency codes, you can assign them to:

Companies

Monetary accounts (usually bank accounts)

Suppliers and customers

Ledger types

The system maintains this information in the Currency Codes table (F0013).
The currency codes in the Currency Codes table that is provided with the J.D.
Edwards demo data are recognized by the International Standards Organization
(ISO).

How Currency Decimals Are Handled

The following list describes how decimals are handled in a multicurrency
environment:
Decimals for amounts
that appear without a
company number

Controlled by the data display decimals in the data

dictionary.

Decimals for amounts in Controlled by the data display decimals for the U field in
unit ledger types
the data dictionary. This field is not currency specific.
(ledgers ending in U)
Decimals for transaction Controlled by the currency code assigned to the individual
amounts in ledger type
transaction.
CA (foreign currency)
Decimals for transaction Controlled by the company currency code.
amounts in ledger type
AA (domestic currency)
Decimals for transaction Controlled by the company currency code or by the
currency code of the ledger type.
amounts or balances
that are not unit, AA, or
CA ledger types

913

General Accounting

Decimals for foreign

(CA ledger) summary
amounts

Controlled by the first currency code associated with a

particular total amount.
The system obtains the currency code from the following
tables in the order listed:

Account Balances (F0902) and Item Balances (F1202)

tables (account currency code)
Account Ledger table (F0911) (account currency code,
first or last transaction currency code)
Accounts Receivable Ledger (F03B11) and Accounts
Payable Ledger (F0411) tables (first or last transaction
currency code)

To define currency codes

From the MultiCurrency Setup menu (G1141), choose Designate Currency
Codes.
1. On Work With Currency Codes and Rates, click Add.

2. On Set Up Currency Codes, complete the following fields:

914

Currency Code

Description

Setting Up Multi-Currency

Display Decimals

Amount to Word Translator

After you define the number of decimals for a currency, do not change it. If you
do, you will get incorrect results in transactions already processed.

Field

Explanation

Currency Code

A code that indicates the currency of a customer's or a

supplier's transactions.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Currency codes are normally three characters. J.D.
Edwards recommends that you use internationally
accepted codes, such as those acknowledged by the
International Standards Organization (ISO).

Description

A user defined name or remark.

Display Decimals

This parameter allows you to designate the number of

decimals in the currency amount or quantity fields. For
example, U.S. dollars would be 2 decimals, Japanense yen
would be 0 decimals, and Cameroon francs would be 3
decimals. The entire data dictionary has been initially set
to conform to 2decimal currencies. By changing the data
dictionary, you can change the appearance of forms and
reports to correspond to zerodecimal (yen) or 3decimal
(francs) currencies.

Amount to Word Translator The routine used by the A/P check writer program to
convert numeric values to words.

See Also

Setting Up EMU Member Currencies in the Euro Implementation Guide for

information about setting up the user defined code table (00/EU) for
Economic and Monetary Union (EMU) currencies

Assigning a Domestic Currency to a Company

You must assign a domestic currency to each company in your organization. The
system uses this information to maintain amounts in the AA ledger with the
correct decimal positions for your domestic currency. The system also maintains
amounts in the:

XA (alternate currency) ledger if you use detailed currency restatement

CA (foreign currency) ledger if you have foreign currency transactions

915

General Accounting

The system stores company currency information in the Company Constants

table (F0010).
To assign a domestic currency to a company
From the MultiCurrency Setup menu (G1141), choose Designate Company
Currency.
1. On Work With Companies, choose the company and click Select.
2. On Company Setup, click the Currency tab.

3. Complete the following fields and click OK:

916

Domestic Currency

Restatement Computation

Detailed Currency Restatement

Post Account Balances by Currency

Field

Explanation

Domestic Currency

A code that indicates the currency of a customer's or a

supplier's transactions.

Setting Up Multi-Currency

Field

Explanation

Restatement Computation

This character/number identifies the computation to use

for Balance Currency Restatement. You can apply a single
computation to multiple companies. You can define
multiple computation IDs for one company in the
Currency Restatement program.
The computation ID value is set on Company Numbers &
Names for each company. The system uses the company
ID and the company code to identify the record.

Detailed Currency
Restatement

To identify a company as enabled for detailed currency

restatement processing, enter 1 in this field. The Detailed
Currency Restatement program (P11411) can create
Account Ledger records (F0911) for a company in the XA
ledger and, optionally, in the YA and ZA ledgers.
NOTE: Y and Z are also valid values in this field. Either Y
or Z identifies the company as enabled for detailed
currency restatement processing but does not identify
which currency conversion method to use.

Post Account Balances by

Currency

A flag to denote that the system should post Account

Balances table (F0902) records for this company by
currency for accounts that are included in the account
ranges specified in the AAI item PBCxx.

See Also

Setting Up Companies

Assigning Currency Codes to Monetary Accounts

For most general ledger accounts, you will want the system to accept a
transaction in any currency. You do this by not assigning a currency code to the
account. However, you might want an account to accept only transactions in a
specific currency. J.D. Edwards calls these monetary accounts. They are usually
bank accounts. For example, if a German organization has a company whose
currency is German marks and the company has a French bank account, you
can assign French francs as the only valid transaction currency for that account.
The system stores currency codes for monetary accounts in the Account Master
table (F0901).
Caution: Do not change an account from monetary to nonmonetary, or vice
versa, if the account has ever had any activity posted.

917

General Accounting

To assign a currency code to a monetary account

From the MultiCurrency Setup menu (G1141), choose Designate Monetary
Accounts.
1. On Work With Accounts, locate the monetary account to which you want
to assign a currency code and click Select.

2. On Revise Single Account, complete the following field:

Currency Code

See Also

Revising Accounts

Assigning Currency Codes to Customers and Suppliers

You need to assign a currency code to a customer or supplier only if the
currency used for their invoices or vouchers is different from the currency of the
company with which they are doing business. If you assign a currency code to a
customer or supplier, the system supplies the code when you enter an invoice or
voucher. You can override the code at that time.
Additionally, you need to assign an amount currency code to a customer or
supplier to designate in which currency their address book amount fields, such
as credit limit, vouchered this year, and so on, are stored.

918

Setting Up Multi-Currency

The system stores this information in the Customer Master (F0301) and Supplier
Master (F0401) tables.
You assign currency codes to customers and suppliers on Designate A/R
Currency and Designate A/P Currency, respectively. These forms are the same as
Customer Master and Supplier Master.
To assign a currency code to a customer or supplier
From the MultiCurrency Setup menu (G1141), choose Designate A/R Currency
or Designate A/P Currency.
1. On Work With Customer Master or Work With Supplier Master, locate the
customer or supplier, and click Select.

2. On Customer Master Revision or Supplier Master Revision, complete the

following fields and click OK:

Currency Code

A/B Amount Code

919

General Accounting

Field

Explanation

Currency Code

A code that indicates the currency of a customer's or a

supplier's transactions.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The currency of the receipt to be applied against invoices.
The system displays this field only if multicurrency is
activated in the General Accounting Constants. The system
displays invoice transaction amounts in the currency you
enter, regardless of the currency of the invoice. If the
currency is an alternate currency, the system displays the
invoice transaction amounts based on the last valid
exchange rate from the Currency Exchange Rates table
(F0015).

A/B Amount Code

The currency in which amounts are stored in the address

book. For example, the credit limit, invoiced this year,
invoiced prior year, and so on. The currency you specify
is used to record and store transaction history.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter the currency you want to see amounts reflected in
when reviewing credit limits and so on. This field appears
if multicurrency is turned on in the General Accounting
Constants.

See Also

920

Creating Customer Records in the Accounts Receivable Guide

Converting Customer Currency Codes and Amounts in the Accounts

Receivable Guide for information about changing the currency code for
multiple customers to a different currency

Entering Supplier Records in the Accounts Payable Guide

Converting Supplier Currency Codes and Amounts in the Accounts Payable

Guide for information about changing the currency code for multiple
suppliers to a different currency

Setting Up Multi-Currency

Setting Up AAIs for Multi-Currency

AAIs for Revaluation
You can automatically create journal entries to revalue your unrealized gains and
losses on monetary accounts. To do this, set up the following AAIs:
GVxxx

Designates which account to use for unrealized gains on a

monetary account. You can optionally set up a separate
item for each currency code (xxx). The business unit is
optional.

GWxxx

Designates which account to use for unrealized losses on

a monetary account. You can optionally set up a separate
item for each currency code (xxx). The business unit is
optional.

GRxxx

Designates which offset account to use for unrealized

gains and losses. Optionally, you can set up a separate
item for each currency code (xxx). If the offset is the
monetary account (for example, 100.1110.FRANCE), which
is usually the case, do not set up this AAI. The business
unit is optional.

AAIs for Balances by Currency

To post multicurrency transactions to balances by currency code, you need to
set up the following AAI range:
PBCxx

Designates which account ranges to use when tracking

balances by currency in the Account Balances table
(F0902).

AAIs for Detailed Currency Restatement

To use detailed currency restatement, you need to set up the CR series of AAI
items.
CRxx

Used in pairs to define a range of accounts to be restated

Defines the balancing offset account (optional)

921

General Accounting

See Also

Setting Up AAIs for Detailed Currency Restatement

Multi-Currency AAIs for Accounts Payable

Set up the following AAI items for multicurrency processing in the Accounts
Payable system. Use xxx in these items for currency code (optional).
PGxxx

Designates the account for A/P realized gain on foreign

currency payments. No offset account exists.

PLxxx

Designates the account for A/P realized loss on foreign

currency payments. No offset account exists.

PVxxx

Designates the account for A/P unrealized gain on foreign

currency payments.

PWxxx

Designates the account for A/P unrealized loss on foreign

currency payments.

PRxxx

Designates the offset account for A/P unrealized gains and

losses.

PBxxx

Defines the monetary bank account that pays the foreign

vouchers in that currency. Use only if the bank account
differs from that of the company.

See Also

922

Understanding AAIs for A/P in the Accounts Payable Guide

Setting Up Multi-Currency

Multi-Currency AAIs for Accounts Receivable

Set up the following AAI items for multicurrency processing in the Accounts
Receivable system. Use xxx in these items for currency code (optional).
RGxxx

Designates the account for A/R realized gain on foreign

currency payments. No offset account exists.

RLxxx

Designates the account for A/R realized loss on foreign

currency payments. No offset account exists.

RVxxx

Designates the account for A/R unrealized gain on foreign

currency payments.

RWxxx

Designates the account for A/R unrealized loss on foreign

currency payments.

RRxxx

Designates the offset account for A/R unrealized gains and

losses.

See Also

Understanding AAIs for A/R in the Accounts Receivable Guide

Working with AAIs

923

General Accounting

924

Updating Domestic Currency Codes

From the MultiCurrency Advanced Operations menu (G1131), choose a

currency load program for the type of update that you require. For example,
choose Load Domestic Currency Code G/L to update currency codes for the
General Ledger system.
If you have been using J.D. Edwards software without multicurrency activated
and are now changing to multicurrency accounting, you must update
transactions that already exist so that they have a valid (not blank) currency
code.
To update the domestic currency codes for all existing transactions, run the
Load Domestic Currency Codes program for each J.D. Edwards system that you
use. These batch programs also update the mode for each transaction and print
an error report if either of the following conditions occurs:

A company does not have a domestic currency code. Use Designate

Company Currency to assign a currency code to the company.

A company does not exist in the Company Constants table (F0010).

In addition, run the Load Domestic Currency Code programs that update the
Tax (F0018) and the Account Balances (F0902) tables if the systems that you use
require those tables.
Caution: You do not need to run the Load Domestic Currency Code program if
you are setting up your J.D. Edwards software for the first time and are using
the multicurrency accounting features.
The following list shows the load programs and the tables that the programs
update:
General Ledger

Account Ledger (F0911)

Accounts Payable

A/P Ledger (F0411)

A/P Matching Document (F0413)
A/P Matching Document Detail (F0414)

925

General Accounting

926

Accounts Receivable

A/R Ledger (F03B11)

Invoice Revisions (F03B112)
Receipts Header (F03B13)
A/R Check Detail (F03B14)
Credit and Cash Management (F03B15)
A/R Statistical History (F03B16)
A/R Statistical Summary (F03B16S)
A/R Notification History (F03B20)
A/R Notification History Detail (F03B21)
A/R Fee Journal History (F03B22)
A/R Fee Journal History Detail (F03B23)
A/R Deduction Management (F03B40)
A/R Deduction Activity (F03B41)

Tax table update

Tax (F0018)

Account Balances table

update

Account Balance (F0902) (CRCX field)

Working with Exchange Rates

As part of working with multiple currencies, you need to ensure that the
transactions that you enter are based on the most current exchange rates in the
international financial market. To do so, you must define and update your
currency exchange rates on a regular basis.
These exchange rates:

Provide a default rate when you enter a transaction

Are used to calculate realized gains or losses in foreign transactions

Are used for valuation of open transactions for accounts receivable,

accounts payable, and monetary bank accounts

Working with exchange rates includes the following tasks:

- Defining a currency exchange rate
- Updating currency exchange rates
If some of the exchange rates with which you work are not quoted in a financial
market publication, you need to define currency relationships to link existing
exchange rates from one currency to another. In this situation, working with
exchange rates also includes these tasks:
- Creating currency crossrate relationships
- Calculating currency crossrate relationships
You specify the tolerance limits for changes in exchange rates in a processing
option for the exchange rate entry programs (Set Daily Transaction Rates and
Speed Transaction Rates Entry). For example, 05.0 specifies a tolerance limit of 5
percent. If you try to enter an exchange rate that is 6 percent greater or less than
the previous rate, you will receive a warning.
The tolerance limit that you specify for the exchange rate entry programs also
applies when you enter exchange rates on data entry forms for individual
transactions such as journal entries and vouchers.
When you enter new exchange rates, the system automatically records the
reverse of the to" and from" currencies. That is, if you enter an exchange rate
for converting from U.S. dollars to Japanese yen, the system records the correct
multiplier and divisor for converting from Japanese yen to U.S. dollars.

927

General Accounting

See Also

Setting Up No Inverse and Triangulation for information about setting up

currency relationships and exchange rates for no inverse and triangulation

Defining a Currency Exchange Rate

You must initially define an exchange rate between your country's currency and
the currency of another country using Set Daily Transactions Rates.
To define a currency exchange rate
From the MultiCurrency Processing menu (G11) or the MultiCurrency Setup
menu (G1141), choose Set Daily Transaction Rates.
1. On Work With Currency Exchange Rates, click Add.

2. On Set Up Currency Exchange Rates, complete the following fields in the

header area:

To Currency

From Currency

3. To start the display of existing exchange rates for this pair of currencies
with a specific date, complete the following field and click Find:

928

Skip to Date

Working with Exchange Rates

After you define your exchange rates, you can update them daily or as
often as needed by entering new effective dates and rates.
The Speed Transaction Rates Entry program provides the most efficient
method for updating multiple exchange rates for a currency.
4. In the detail area, complete the following field for each rate:

Effective Date

5. Complete one of the following fields for each rate and click OK:

Exchange Rate Multiplier

Exchange Rate Divisor

You can assign specific exchange rates to individual customers and suppliers so
that when you enter new exchange rates, the customer or supplier transactions
reflect the new rate. To do this, include the address book number for the
customer or supplier.

Field

Explanation

To Currency

A code that indicates the domestic currency of the

company the account is associated with, as defined on the
Designate Company Currency form (WorldSoftware) or on
the Currency form that you access from the Set Up
Company form (OneWorld).

From Currency

A code specifying the currency of the transaction. This can

Effective Date

The effective date is used generically. It can be a lease

effective date, a price or cost effective date, a currency
effective date, a tax rate effective date, or whatever is
appropriate.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you are adding a new effective date to an existing pair
of currencies, enter the date on the first blank line.
Programs use the multiplier or divisor rate associated with
the date in this field to calculate amounts. When you enter
a transaction, such as an invoice or payment, the program
searches for the most recent effective date and uses the
corresponding exchange rate.
For EMU member currencies, programs use this date and
the corresponding rate to calculate amounts to the euro,
from the euro, or through the euro (triangulation).

929

General Accounting

Field

Explanation

Exchange Rate Multiplier

The conversion rate that the system uses to convert

foreign currencies to the domestic currency. If the
MultiCurrency Conversion field in General Accounting
Constants is set to Y, the multiplier rate is used for all
calculations. If set to Z, the system uses the divisor to
calculate currency conversions.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The number you enter in the Multiplier Exchange Rate
field can have a maximum of seven decimal positions. If
more are entered, the system adjusts the number to the
nearest seven decimal positions. If the MultiCurrency
Conversion field in General Accounting Constants is set to
Y, the multiplier is used for all conversions. If you are
adding a new rate for the multiplier, remove the existing
divisor rate so the system can calculate the new rate.
For EMU member currencies, the value in the Override
Conversion Method field overrides the value in the
MultiCurrency Conversion field in General Accounting
Constants. Enter an exchange rate in this field if the
override conversion method is Y (multiplier). This
exchange rate is used when calculating from the euro. If
you enter a value in this field, you must leave the Divisor
Exchange Rate field blank.

Exchange Rate Divisor

The conversion rate that the system uses to convert

foreign currencies to the domestic currency. If the
MultiCurrency Conversion field in General Accounting
Constants is set to Z, the divisor rate is used for all
calculations.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The number you enter in the Divisor Exchange Rate field
can have a maximum of seven decimal positions. If more
are entered, the system adjusts to the nearest seven
decimal positions. If the MultiCurrency Conversion field
in General Accounting Constants is set to Z, the divisor is
used for all conversions. If you are adding a new rate for
the divisor, remove the existing multiplier so the system
can calculate the new one.
For EMU member currencies, the value in the Override
Conversion Method field overrides the value in the
MultiCurrency Conversion field in General Accounting
Constants. Enter an exchange rate in this field if the
override conversion method is Z (divisor). This exchange
rate is used when calculating to the euro. If you enter a
value in this field, you must leave the Multiplier Exchange
Rate field blank.

930

Working with Exchange Rates

Processing Options for Currency Exchange Rates

Limits
1.

Specify a Tolerance Limit to warn

you of radical rate changes ( i.e.
10 indicates 10%).
Tolerance Limit Percentage

____________

No Inverse 1
WARNING: When Triangulation or No
Inverse functionality have been
activated, the Multi-Currency
conversion method selected from the
General Accounting Constants will be
overridden. THE USE OF
TRIANGULATION AND NO INVERSE IS
IRREVERSIBLE. Once it has been
activated, it cannot be changed.
2. Enter a 1 to allow extended
override rate functionality related
to the no inverse rule and
triangulation.
No Inverse Rule and
Triangulation.

____________

No Inverse 2
3.

Enter a 1 to prohibit additional

exchange rates between European
Union Member currencies after the
effective date. NOTE: Setup for
European Union Member currencies is
located in UDC table 00/EU.
Prohibit Additional Exchange Rates

____________

Updating Currency Exchange Rates

If your currency exchange rates are quoted in a financial market publication, you
need to regularly update those exchange rates using one of the transaction rates
programs.
To update a large volume of exchange rates at one time, use the speed entry
method. The speed method allows you to enter exchange rates from multiple
currencies to a single currency on one form. This method eliminates locating the
from currencies one at a time to update the associated exchange rates.
This program updates information stored in the Currency Exchange Rate table
(F0015).

931

General Accounting

To update currency exchange rates

From the MultiCurrency Processing menu (G11), choose Speed Transaction
Rates Entry or Set Daily Transaction Rates.
1. On Work With Currency Exchange Rates, choose a row that displays the
code for the currency and, if applicable, the address number that you
want to update in the following fields:

To Currency

Address Number

If you have only one exchange rate to update, choose a row that displays
the code for your currency and click Select. Then update the rate on the
Set Up Currency Exchange Rates form as needed.
2. From the Row menu, choose Multiple Rates.

The system copies the To Currency code and the address number (if there
is one) to the header area of Currency Exchange Rate Speed Revisions.
The Effective Date field in the header area initially contains the system
date. The program lists the most current exchange rates that are on or
before the date in the header area.
3. Change the following field in the header area to the date for your updates,
and click Find:

932

Effective Date

Working with Exchange Rates

4. For each From Currency with an exchange rate to be updated, complete

one of the following fields, as appropriate for the MultiCurrency
Conversion code in the general accounting constants:

Exchange Rate Multiplier

Exchange Rate Divisor

If you enter a multiplier, the system calculates the divisor. If you enter a
divisor, the system calculates the multiplier.
If you enter an exchange rate that exceeds the previous exchange rate by
more than the tolerance limit specified in the processing option, you
receive a warning. If a rate already exists for the effective date that you
specified, you receive a warning. To override either or both warnings and
use the new exchange rate, click OK twice.
5. When you have entered all the rates for the currency, click OK.
The system records the new rates.

Creating Currency Cross-Rate Relationships

To calculate currency exchange rates that are not quoted in a financial market
publication, you must first locate a common currency that is quoted for the two
currencies for which you need the exchange rate. Then you create a crossrate
relationship so that the system can calculate an exchange rate based on that
crossrate relationship. The system stores crossrate relationships in the Currency
Cross Rates Calculations table (F11151).
Example: Creating a Currency Cross-Rate Relationship
You need to create a crossrate relationship to calculate an exchange rate for
Colombian Peso (COP) to the U.S. Dollar (USD). This exchange rate is not
quoted in a financial market publication, so you can create the currency
relationship based on the CLP (Chilean Peso). You create the currency
relationship based on the following exchange rates:
COP to CLP

Quoted in the London Financial Times

CLP to USD

Quoted in the Wall Street Journal

Once you create the currency crossrate relationship by specifying these two
rates, the system can calculate the exchange rate from COP to USD.

933

General Accounting

To create currency crossrate relationships

From the MultiCurrency Processing menu (G11), choose Set Cross Rates
Calculation.
1. On Work With Currency Exchange Rate Calculations, click Add.

2. On Set Up Currency Exchange Rate Calculations, complete the following

fields in the header area:

To Currency Code

Currency Code

The Currency Code field in the header area must match the From
Currency 1 field in the detail area.
3. To set up a crossrate relationship that applies to a contractual exchange
rate, complete either or both of the following optional fields:

Address Number

Sequence Number

For example, if the contract is with a specific vendor, include the vendor's
address book number, a unique sequence number, or both an address
book number and a sequence number.

934

Working with Exchange Rates

4. In the detail area, complete the following field:

Effective Date

The program copies the currency codes from the header area to the From
Currency 1 and To Currency 2 fields. The To Currency Code in the header
area must match the To Currency 2 field in the detail area.
5. Complete the following field with the code for the common currency:

To Currency 1

The system copies your entry to the From Currency 2 field.

6. To specify contractual exchange rates for the calculation, complete either
or both of the following optional fields:

Address Number 1

Address Number 2

7. Click OK.
To set up additional relationships (for example, to specify a different
currency as the common currency), use a different effective date for the
new relationship or use an address book number in the header area.
To review and revise a crossrate relationship, use the same forms (Work
With Currency Exchange Rate Calculations and Set Up Currency Exchange
Rate Calculations). For example, to inactivate a relationship, change the
Status field in the detail area from active (A) to inactive (I).

Field

Explanation

Sequence Number

A number that defines the relative order of the output

fields. For example, a sequence number of 10 will come
before 20, and so on.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
A number used to calculate currency cross rates. It
determines the order in which to build currency
relationships for exchange rates. Enter a number if one
rate is necessary to compute another rate and therefore
needs to be calculated in a special sequence.

Address Number 1

Use the Address Number 1 field to enter an address book

number associated with a contractual exchange rate for
the currencies identified in the From Currency 1 and To
Currency 1 fields. The program uses the exchange rate
defined in the From Currency 1, To Currency 1, and, if
used, Address Number 1 fields to calculate the cross rate.

935

General Accounting

Field

Explanation

Address Number 2

Use this field to enter an address book number associated

with a contractual exchange rate for the currencies
identified in the From Currency 2 and To Currency 2
fields. The program uses the exchange rate defined in the
From Currency 2, To Currency 2, and, if used, Address
Number 2 fields to calculate the cross rate.

Calculating Currency Cross-Rate Relationships

From the MultiCurrency Processing menu (G11), choose Calculate Currency
Cross Rate.
After you create and review currency crossrate relationships, you can calculate
their new exchange rate. The program processes all the crossrate relationships
in the Currency Cross Rates Calculations table.
You can calculate your exchange rates in proof or final mode:
Proof mode

The system prints a report that lists all currency

relationships and the exchange rates that will be
calculated in final mode. Possible error and warning
messages that might be listed are:

Combination Not Found. (The rate referenced does

not exist.)
Currency Code Invalid.
Address Number Invalid.
Warning Rate Exceeds Tolerance Limit.
Warning Exchange Rate Exists For Date.
Exact Month/Year Match Error. (This error might occur
if you require that the effective date in the processing
options matches the effective date of the exchange
rates for the reference currencies.)

Use this report to correct any errors, and run the

calculation program again.
Final mode

The system prints a report that lists the exchange rates

calculated and updates the Currency Exchange Rates table
(F0015) with the new exchange rates and effective date.
A tolerance warning prints on the report when a new
exchange rate differs from the previous rate by a certain
percentage (defined in processing options). The system
updates exchange rates that have tolerance warnings.

936

Working with Exchange Rates

Processing Options for Calculate Currency Cross Rate

Mode
1.

Enter a 1 to process the currency

calculation in final mode. Leave
blank to process in proof mode.
Mode

____________

Creation Date
2.

Enter the date to be used to create

exchange rate entries. Leave blank
to default the system date.
Date

____________

Enter a 1 to require an exact

data match between the date entered
in option 2 and the exchange rate
date of the reference currencies.
If left blank, no date matching is
required.
Exact Date Match

____________

Tolerance
4.

Specify a tolerance limit to warn

you of radical rate fluctuations.
For example: 15.0 indicates 15%
+/-.
Tolerance Limit

____________

937

General Accounting

938

Setting Up No Inverse and Triangulation

To adhere to the rules that define how Economic and Monetary Union (EMU)
member nations must perform exchange rate calculations, multicurrency
processing includes no inverse and triangulation functionality. Although this
functionality was originally designed for EMU currencies and the euro, countries
outside of the EMU can use no inverse and triangulation as well.
This topic describes the following:
- No inverse
- Triangulation
- Setting up no inverse records
- Setting up triangulation records
- Setting up exchange rates for no inverse
- Example: Setup for an EMU and nonEMU currency

See Also

Exchange Rates and the Euro in the Euro Implementation Guide for
specific information about EMU currencies and the euro

No Inverse
The no inverse method of exchange rate calculation is required for EMU
member countries that transact business with one another, whereas this method
is optional for nonEMU member countries. NonEMU member countries can
choose to use no inverse when transacting business with EMU and nonEMU
member countries, or they can continue to use the multiplier or divisor method
of exchange rate calculation.
The no inverse method of exchange rate calculation is called no inverse because
it does not use the inverse (reciprocal) rate when calculating amounts between
currencies, as do the divisor and multiplier methods. With the no inverse
method, the divisor and multiplier rates are the same rate and not the reciprocal
of one another. The no inverse method reduces the rounding differences that
can occur when working with large amounts using the divisor or multiplier

939

General Accounting

method and the reciprocal rate. Any rounding differences that might occur with
the no inverse method are usually immaterial.
The no inverse method works as follows:

For transactions between two EMU currencies, the no inverse method uses
the divisor rate when calculating to a currency (euro) and multiplier rate
when calculating from a currency (euro). This is a legal requirement,
according to EMU regulations.

For transactions between an EMU and a nonEMU currency or two

nonEMU currencies, the no inverse method can use either the divisor rate
when calculating to a currency and the multiplier rate when calculating
from a currency, or vice versa. There is no legal requirement that specifies
which rate must be used when calculating to or from a currency.

Example: No Inverse for EMU Transactions

The following example applies to transactions between two EMU currencies,
which must use the no inverse method. The no inverse method uses the divisor
rate when calculating to the euro and the multiplier rate when calculating from
the euro. According to EU requirements, the inverse of an exchange rate cannot
be used when calculating amounts between EMU currencies.
The setup in this example is mandatory. The no inverse method for DEM to EUR
is Z (divisor). It cannot be Y because that would require using the inverse rate,
which is not allowed on transactions between EMU member currencies. The no
inverse method for EUR to DEM is Y (multiplier). Both methods Y and Z use the
same exchange rate amount, 1.95583. The opposite rate on each exchange rate
record is blank because, with no inverse, that rate has no purpose.
Multiplier Method (Y)
and Rate

Divisor Method (Z)

and Rate

No Inverse
(Override Conversion)
Method (Y or Z)

DEM to EUR

blank

1.95583

EUR to DEM

1.95583

blank

The no inverse method, sometimes referred to as the override conversion

method, overrides the multiplier or divisor method set up on the Set
MultiCurrency Option form.

940

Setting Up No Inverse and Triangulation

Example: No Inverse for Non-EMU Transactions

The following example applies to transactions between two nonEMU
currencies. The setup in this example is not mandatory. The CAD to USD
relationship can use either the multiplier or divisor method of exchange rate
calculation. The USD to CAD relationship uses the opposite method.
In this example, the no inverse method for CAD to USD is Y (multiplier). The no
inverse method for USD to CAD is Z (divisor). Both methods Y and Z use the
same exchange rate amount, .67143. The opposite rate on each exchange rate
record is blank because, with no inverse, that rate has no purpose.
Multiplier Method (Y)
and Rate

Divisor Method (Z)

and Rate

No Inverse
(Override Conversion)
Method (Y or Z)

CAD to USD

.67143

blank

USD to CAD

blank

.67143

Triangulation
Triangulation is required for EMU member countries that transact business with
one another, whereas it is optional for nonEMU member countries.
With triangulation, amounts between two currencies are calculated through a
third currency. Triangulation is a composite of two rates divided and multiplied
through a third currency to produce the domestic amount.
Triangulation works as follows:

For transactions between two EMU currencies, triangulation uses the

divisor rate (Z) to convert to the triangulation currency (euro) and the
multiplier rate (Y) to convert from the triangulation currency (euro).
According to EMU regulations, triangulation must exist whenever EMU
member companies transact business with one another unless a company
uses a cross rate that produces the same result as triangulation.

For transactions between an EMU and nonEMU currency, or two

nonEMU currencies, triangulation is optional. Amounts can be calculated
in either of the following ways:

Using cross rates, as usual.

Using triangulation. Triangulation can use the divisor rate to convert

to a triangulation currency and the multiplier rate to convert from a
triangulation currency, or vice versa. There is no legal requirement
that specifies which rate must be used when calculating to or from
the triangulation currency.

941

General Accounting

A United States company, for example, can use triangulation when calculating
amounts between DEM (EMU) and USD (nonEMU) currencies, or it can
continue to use cross rates between those currencies. To calculate amounts from
DEM to USD using triangulation, the U.S. company calculates the DEM to EUR
amount, and then the EUR to USD amount. In this way, the DEM to USD
amounts are calculated through the euro, using triangulation.
The following graphic shows how DEM to USD amounts are calculated through
the euro. To perform a currency calculation between DEM and USD, you first
calculate DEM to EUR (step 1) and then calculate EUR to USD (step 2).
1 EUR = 1.95583 DEM
1 EUR = 1.13252 USD

51.1291881 EUR

Step 1:
Divide FC by ER to calculate to EUR
100.00 DEM / 1.95583 = 51.1291881 EUR
Divide

Multiply

100.00 DEM

57.90 USD

Foreign

Domestic

Step 2:
Multiply EUR by ER to calculate to DC
51.1291881 x 1.13252 = 57.90 USD

FC = Foreign Currency
ER = Exchange Rate
DC = Domestic Currency

When you activate triangulation, you do not have to use it for all currencies. You
control whether a currency relationship uses triangulation. If you use
triangulation for some currency relationships within a company, you do not have
to use it for all currency relationships within that company.
The currency relationships that you set up apply to all companies in an
environment. If you activate triangulation for EMU currencies in an environment,
transactions between companies with nonEMU currencies are not affected.
Caution: Activating triangulation is irreversible. Once you activate it, you cannot
turn it off. Make sure you understand the triangulation functionality and
determine whether it relates to your business before activating it.

942

Setting Up No Inverse and Triangulation

Setting Up No Inverse Records

You must set up no inverse records before you set up triangulation (if
applicable) and exchange rate records.
A no inverse record identifies the currency relationship between two currencies
and designates whether the divisor or multiplier method is used for exchange
rate calculations. Depending on the currencies involved in a transaction, the
following applies:

For transactions between two EMU currencies. To calculate from an EMU

currency to the euro, the no inverse record must be set up with the divisor
method. To calculate from the euro to an EMU currency, the no inverse
record must set up with the multiplier method. This is a legal requirement
for EMU member currencies.

For transactions between an EMU and nonEMU currency or between two

nonEMU currencies. No inverse records can be set up with the divisor
method to calculate to a currency and the multiplier method to calculate
from a currency, or vice versa. No legal requirement exists that specifies
which method must be used when calculating to and from a currency.

When you set up a no inverse record, the system automatically creates a

corresponding record in the opposite direction. For example, if you set up a no
inverse record from USD to CAD and designate the divisor method, the system
automatically creates a no inverse record from CAD to USD with the multiplier
method.
To set up no inverse records
To streamline your data entry process and reduce the potential for errors, set up
no inverse records for either the divisor or the multiplier method.
From the MultiCurrency Setup menu (G1141), choose Set Daily Transaction
Rates.
1. On Work with Currency Exchange Rates, choose Advanced Setup from the
Form menu.
2. On Work with No Inverse, click Add.

943

General Accounting

3. On Set Up No Inverse Rule and Triangulation, complete the following

fields:

To Currency

From Currency

Override Effective Date

Currency Conversion Method (Y/Z)

Make sure that the method (Y for multiplier or Z for divisor) is
correct. If the method is incorrect, the system creates a
corresponding no inverse record in the other direction that will also
be incorrect.

4. For a no inverse record, do not enter values in the Triangulation Currency

and Prohibit Spot Rate fields.
The following field explanations apply specifically to no inverse.

944

Setting Up No Inverse and Triangulation

Field

Explanation

Override Effective Date

The date when a transaction, text message, contract,

obligation, preference, or policy rule becomes effective.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The override effective date is the date to begin using the
no inverse or triangulation method to calculate exchange
rates. If you enter a value in this field and the Currency
Conversion Method field, the system uses this date to
begin using the no inverse method to calculate exchange
rates. If you enter a value in this field and the
Triangulation Currency field, the system uses this date to
begin using triangulation to calculate exchange rates.
For EMU member currencies, the date in this field should
be the same date as the effective date in the Special
Handling field in the UDC table 00/EU.

Currency Conversion
Method (Y/Z)

A value that specifies which method of multicurrency

accounting to use:
Codes are:
Y
Use multipliers to convert currency. The system
multiplies the foreign amount by the exchange
rate to calculate the domestic amount.
Z
Use divisors to convert currency. The system
divides the foreign amount by the exchange rate
to calculate the domestic amount.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
A value in this field overrides the conversion method in
General Accounting Constants and activates the no inverse
method. For EMU member currencies, enter one of the
following to set up a no inverse record:
Z (divisor) to set up the conversion from an EMU
member currency to the euro
Y (multiplier) to set up the conversion from the
euro to an EMU member currency
If you are setting up a triangulation record between two
EMU member currencies, leave this field blank.

945

General Accounting

Setting Up Triangulation Records

After you set up no inverse records, you set up triangulation records (if
applicable). The triangulation record identifies a currency relationship between
two currencies and a triangulation currency. Triangulation is used to calculate
amounts between two currencies through a third currency, which is referred to
as the triangulation currency.
When you set up a triangulation record between two currencies, the system
automatically creates a corresponding record in the opposite direction. For
example, if you set up a triangulation record from DEM to USD with EUR as the
triangulation currency, the system automatically creates a triangulation record for
USD to DEM with EUR as the triangulation currency.
Because triangulation is a composite of two rates that have been divided and
multiplied to produce a domestic amount, two rates are retrieved and used in
the calculation. It is not possible to store both rates on the transaction record.
Therefore, an exchange rate of zero is stored but not used.
To set up triangulation records
From the MultiCurrency Setup menu (G1141), choose Set Daily Transaction
Rates.
1. On Work with Currency Exchange Rates, choose Advanced Setup from the
Form menu.
2. On Work with No Inverse, click Add.

946

Setting Up No Inverse and Triangulation

3. On Set Up No Inverse Rule and Triangulation, complete the following

fields:

Override Effective Date

Triangulation Currency

These two fields appear as displayonly fields on Set Up Currency

Exchange Rates if triangulation records exist in the Currency Exchange
Rates Header file (F00151).
4. For a triangulation record, do not enter a value in the Currency
Conversion Method field.
5. If spot rates are not allowed between the two currencies, ensure that the
following option is activated:

Prohibit Spot Rate

The following field explanations apply specifically to triangulation.

Field

Explanation

Override Effective Date

The date when a transaction, text message, contract,

Prohibit Spot Rate

Indicates whether or not a spot rate is applicable for a

particular currency relationship. Spot rates are rates
entered at the time of transaction entry.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Spot rates are not allowed on transactions between EMU
member currencies. If you are setting up a triangulation
relationship between two EMU member currencies, you
must activate this option.

947

General Accounting

Field

Explanation

Triangulation Currency

A code that indicates the settling currency for triangulation

calculations.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter a currency code only if you are setting up a
currency relationship record for triangulation. You must
enter a currency code, such as EUR, for triangulation to
occur between two EMU member currencies. If you use
triangulation instead of a cross rate when calculating
exchange rates between an EMU member currency and a
nonEMU member currency, you must enter a currency
code in this field.
Leave this field blank if you are setting up an exchange
rate record for no inverse or any other currency
conversion method.

See Also

Triangulation in the Euro Implementation Guide for more information

about spot rates, which are prohibited on transactions between two EMU
currencies

Setting Up Exchange Rates for No Inverse

After you set up no inverse records and (if applicable) triangulation records, you
set up exchange rates for your currencies.
When you set up an exchange rate record, the system automatically creates a
corresponding record in the other direction. For example, when you set up an
exchange rate record from DEM to EUR, the system creates a record from EUR to
DEM.
The two records contain the same exchange rate amount, one as a divisor rate
and the other as a multiplier rate. The opposite rate on each exchange rate
record is blank because, with no inverse, that rate has no purpose.
To set up exchange rates for no inverse
From the MultiCurrency Setup menu (G1141), choose Set Daily Transaction
Rates.
1. On Work with Currency Exchange Rates, click Add.

948

Setting Up No Inverse and Triangulation

If triangulation records exist in the Currency Exchange Rates Header table

(F00151), the following displayonly fields and option appear on the Set
Up Currency Exchange Rates form:

Override Effective Date

Triangulation Currency

Prohibit Spot Rate

2. On Set Up Currency Exchange Rates, complete the following fields:

To Currency

From Currency

Effective Date

3. Enter an exchange rate in one of the following fields:

Exchange Rate Multiplier

Exchange Rate Divisor

If you enter an exchange rate with an effective date that is after the
override effective date on the triangulation record, the program issues an
error message, and you must remove the exchange rate.

949

General Accounting

The following field explanations apply specifically to exchange rates.

Field

Explanation

Effective Date

The effective date is used generically. It can be a lease

effective date, a price or cost effective date, a currency
effective date, a tax rate effective date, or whatever is
appropriate.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you are adding a new effective date to an existing pair
of currencies, enter the date on the first blank line.
Programs use the multiplier or divisor rate associated with
the date in this field to calculate amounts. When you enter
a transaction, such as an invoice or payment, the program
searches for the most recent effective date and uses the
corresponding exchange rate.
For EMU member currencies, programs use this date and
the corresponding rate to calculate amounts to the euro,
from the euro, or through the euro (triangulation).

Exchange Rate Multiplier

The conversion rate that the system uses to convert

950

Setting Up No Inverse and Triangulation

Field

Explanation

Exchange Rate Divisor

The conversion rate that the system uses to convert

Example: Setup for an EMU and Non-EMU Currency

Companies in EMU and nonEMU countries that transact business with one
another can calculate amounts between currencies using no inverse and
triangulation. The J.D. Edwards no inverse and triangulation functionality allows
you to calculate transaction amounts between an EMU and nonEMU currency or
two nonEMU currencies, as well as between two EMU currencies.
In this example, a German company uses no inverse and triangulation when
calculating amounts from USD (nonEMU) to DEM (EMU) currencies. To
calculate transaction amounts between these two currencies, you set up the
following records:

No inverse

Triangulation

Exchange rates

951

General Accounting

No Inverse
Set up two no inverse records.
1. On Set Up No Inverse Rule and Triangulation, set up a no inverse record
from USD to EUR, using the divisor method (Z).

2. When you set up a no inverse record from USD to EUR, the system
automatically creates a record from EUR to USD with the multiplier
method (Y).
3. Set up a no inverse record from EUR to DEM, using the multiplier method
(Y).

952

Setting Up No Inverse and Triangulation

4. When you set up a no inverse record from EUR to DEM, the system
automatically creates a record from DEM to EUR with the divisor method
(Z).

Triangulation
Set up a triangulation currency record.
1. On Set Up No Inverse Rule and Triangulation, set up a triangulation
record from USD to DEM with EUR as the triangulation currency. Spot
rates are not prohibited on transactions between USD and DEM.

953

General Accounting

2. When you set up a triangulation record from USD to DEM, the system
automatically creates a record from DEM to USD with EUR as the
triangulation currency.

Exchange Rates
Set up two currency relationships and rates.
1. On Set Up Currency Exchange Rates, set up an exchange rate (multiplier)
from EUR to DEM.
The EUR to DEM exchange rate is fixed. When converting from EUR to
DEM, a transaction amount is multiplied by 1.95583.

954

Setting Up No Inverse and Triangulation

2. When you set up an exchange rate record from EUR to DEM, the system
automatically creates an exchange record from DEM to EUR (divisor).
When converting from DEM to EUR, a transaction amount is divided by
1.95583.
3. Set up an exchange rate (multiplier or divisor) from USD to EUR. The no
inverse method is not required for this currency relationship.
The USD to EUR exchange rate is not fixed. Therefore, the USD exchange
rate will continue to fluctuate against the euro.

955

General Accounting

956

Setting Up Detailed Currency Restatement

Detailed currency restatement enables you to maintain a second set of

transactions in a stable currency for reporting purposes. This method is generally
used by companies operating in a highly inflationary economy. Restatement
occurs at the general ledger transaction level.
Before you can use detailed currency restatement, you need to set up certain
information that the system will use during processing. Detailed currency
restatement provides a central location for this setup, which consists of:
- Setting up constants for detailed currency restatement
- Setting up companies for detailed currency restatement
- Setting up currency codes for detailed currency restatement
- Setting up ledger types for detailed currency restatement
- Setting up AAIs for detailed currency restatement
- Working with exchange rates for detailed currency restatement

957

General Accounting

Setting Up Constants for Detailed Currency Restatement

To use detailed currency restatement, you must:

Set up general accounting constants

Set up accounts receivable and accounts payable constants

You can set up all the constants required for detailed currency restatement on
Detailed Currency Setup. You can also set up or review this information on the
constants forms for the applicable systems (General Accounting, Accounts
Receivable, and Accounts Payable).
To set up general accounting constants
From the Financial Restatement menu (G1122), choose Detailed Currency Setup.
You must set up the general accounting constant for multiple currency
accounting. You must also specify the detailed method for intercompany
settlements.
1. On Detailed Currency Setup, change the following field, if necessary:

Multi-Currency Conversion

2. Change the following field to code 2, if necessary:

Field

Intercompany Settlements

Explanation

Multi-Currency Conversion A code that specifies whether to use multicurrency

accounting, and the method of multicurrency accounting
to use:
Codes are:
N
Do not use multicurrency accounting. Use if
you enter transactions in only one currency for
all companies. The multicurrency fields will not
appear on forms. The system supplies a value of
N if you do not enter a value.
Y
Activate multicurrency accounting and use
multipliers to convert currency. The system
multiplies the foreign amount by the exchange
rate to calculate the domestic amount.
Z
Activate multicurrency accounting and use
divisors to convert currency. The system divides
the foreign amount by the exchange rate to
calculate the domestic amount.

958

Setting Up Detailed Currency Restatement

Field

Explanation

Intercompany Settlements

A code that controls the automatic creation of journal

To set up accounts receivable and accounts payable constants

From the Financial Restatement menu (G1122), choose Detailed Currency Setup.
You must set up the constant for the offset method in the Accounts Receivable
and Accounts Payable systems. J.D. Edwards recommends that you do not use
the batch method with detailed currency restatement, so that the post program
will create an offset entry for each detail record. This ensures that the system
does not create one record representing multiple dates.
On Detailed Currency Setup, change the following fields, if necessary:

A/P Offset Method

A/R Offset Method

959

General Accounting

Field

Explanation

A/R Offset Method

The method for automatically generating an offset entry

when it is posted to the general ledger. Valid codes are:
S
Creates an individual offset for each transaction
by pay item. If the pay item has discounts or
taxes, each amount is recorded separately by
pay item when the transaction is posted.
Y
Creates one offset per document. Multiple pay
items are summarized by account, including
taxes and discounts.
D
Creates an individual offset for each transaction
by pay item. If the pay item has discounts or
taxes, each amount is recorded separately by
pay item when the transaction is posted. Note:
This option is available only for WorldVision and
WorldSoftware.
B
Creates one offset for each batch of transactions
by account. The system generates a separate
automatic entry during the post for the gross
amount, discount, and tax amounts of each
invoice pay item.
The system creates offsets against actual amount and
multicurrency ledger types only.

Setting Up Companies for Detailed Currency Restatement

You must set up the currency conversion method for company 00000 and for
each company that uses detailed currency restatement.
To set up a company for detailed currency restatement
From the Financial Restatement menu (G1122), choose Detailed Currency Setup.
1. On Detailed Currency Setup, choose Company Setup.
2. On Work With Companies, locate and select company 00000.
3. On Company Setup, click the Currency tab.

960

Setting Up Detailed Currency Restatement

4. On the Currency tab, complete the following field and click OK:

Detailed Currency Restatement

5. Repeat the preceding steps for each company that will use detailed
currency restatement, entering the same value in the following field that
you entered for company 00000:

Detailed Currency Restatement

Field

Explanation

Detailed Currency
Restatement

To identify a company as enabled for detailed currency

961

General Accounting

Setting Up Currency Codes for Detailed Currency Restatement

You must set up the currency codes to be used in detailed currency restatement.
To set up currency codes
From the Financial Restatement menu (G1122), choose Detailed Currency Setup.
1. On Detailed Currency Setup, choose Currency Code Setup.
2. On Work With Currency Codes and Rates, click Add.

3. On Set Up Currency Codes, complete the following fields for each

currency code and click OK:

962

Currency Code

Description

Display Decimals

Amount to Word Translator

Setting Up Detailed Currency Restatement

Setting Up Ledger Types for Detailed Currency Restatement

You must define the ledger types used in detailed currency restatement in user
defined code list 09/LT. You must also assign the associated currency codes as
follows:
XA (alternate currency)

Assign the code for alternate (stable) currency. If the XA

ledger is not set up, the system exits the Detailed
Currency Restatement program without processing
records.

ZA (foreign origin)

Assign the code for the alternate currency (same code as

for the XA ledger).

YA (domestic origin)

Do not assign a currency code to this ledger type. This

ledger uses the domestic currency of the company on the
transaction.

Caution: You can assign the currency code for any stable currency to the XA
and ZA ledgers. However, to maintain the integrity of your ledgers, you should
not change the currency code assigned to a ledger after you start using detailed
currency restatement.
To set up ledger types for detailed currency restatement
From the Financial Restatement menu (G1122), choose Detailed Currency Setup.
1. On Detailed Currency Setup, choose Ledger Type Setup.

963

General Accounting

2. On Work with Ledger Types, verify that the XA, YA, and ZA ledgers are set
up.
3. If any of these ledgers are missing, click Add.
4. On Set Up Ledger Type Rules, choose UDC (User Defined Codes) from
the Form menu.
5. On Work With User Defined Codes, complete the following fields for the
user defined code table 09/LT and click Find:

Product Code

User Defined Codes

6. Click Add.
7. On User Defined Codes, complete the following fields for each missing
ledger type:

Codes

Description 1

Special Handling

8. Complete the following optional field and click OK:

Description 2

See Also

964

Setting Up Constants for General Accounting for more information about

setting up ledger types

Setting Up Detailed Currency Restatement

Setting Up AAIs for Detailed Currency Restatement

Use the CR series of AAI items to define the accounts needed for detailed
currency restatement. You can set up AAIs for company 00000, or you can set up
specific AAIs for an individual company. The AAI items in this series are:
CRxx

CRxx, used in pairs, defines a range of accounts to be

restated. You do not need to define a business unit for
either item in the pair. You can define up to 48 ranges.
For example:
CR01 - Beginning account number of a range
CR02 - Ending account number of a range
CR03 - Beginning account number of the next range
CR04 - Ending account number of that range
Use one pair if you need to restate the entire chart of
accounts:
CR01 - Object 1000
CR02 - Object 99999999.999999

CR is optional. You can use it to define the balancing

offset account (business unit.object.subsidiary).
You can set the Detailed Currency Restatement program to
create the balancing entries that might be required due to
rounding differences. However, if the AAI does not exist
and the processing option is set to require balancing
entries, the system does not create the balancing entries.
Instead, it stops processing and generates an error report.

The sequence numbers for the AAI items CRxx (11.620/11.630) and CR (11.610)
do not fall within the sequences for General Accounting.

965

General Accounting

When gain/loss amounts are converted to the XA ledger, they use the following
AAI items to define the accounts needed to calculate gains and losses. These
AAIs are the same AAIs used for accounts receivable and accounts payable gains
and losses.
RG (receivable gain) and These AAI items define the accounts that record the
PG (payable gain)
realized gain on foreign currency payments for A/R and
A/P, respectively. No offset AAI exists.
RL (receivable loss) and
PL (payable loss)

These AAI items define the accounts that record the

realized loss on foreign currency payments for A/R and
A/P, respectively. No offset AAI exists.

To set up AAIs for detailed currency restatement (CRxx and CR)

From the Financial Restatement menu (G1122), choose Detailed Currency Setup.
1. On Detailed Currency Setup, choose AAI's Setup.
2. On Work With Automatic Accounting Instructions, click Add.

966

Setting Up Detailed Currency Restatement

3. On Set Up Single AAI Item, complete the following fields for at least one
pair of AAI items CRxx and click OK:

Item Number

Company

Object Account

4. Complete the following optional field:

Subsidiary

5. To set up AAI item CR, complete the following optional fields and click
OK:

Item Number

Company

Business Unit

Object Account

Subsidiary

Working with Exchange Rates for Detailed Currency Restatement

You must define exchange rates for detailed currency restatement. The system
uses these rates to convert your domestic currency (AA ledger) to your alternate
currency (XA ledger).
Unlike other setup tasks, working with exchange rates is a recurring task. It
consists of:

Defining exchange rates

Overriding the exchange rate for a journal entry, if necessary

You must set up an exchange rate for each currency that the system will need to
convert. The system uses the exchange rate with an effective date corresponding
to the general ledger date in the transaction being restated. You should update
exchange rates periodically to provide appropriate exchange rates for
restatement.
In some situations, you might need to override the exchange rate for a specific
transaction or use the override feature to prevent creation of an alternate
currency record for a specific transaction.
The method for overriding the exchange rate for detailed currency transactions
differs from that used for other multiple currency journal entries.

967

General Accounting

Before You Begin

- Detailed currency restatement must be set to Z or Y for the company and
for company 00000.
To define exchange rates
From the Financial Restatement menu (G1122), choose Detailed Currency Setup.
1. On Detailed Currency Setup, choose Exchange Rate Setup.
2. On Work With Currency Exchange Rates, click Add.

3. On Set Up Currency Exchange Rates, complete the following fields in the

header area:

To Currency

From Currency

For detailed currency restatement, use the To Currency field to identify the
alternate (stable) currency. Use the From Currency field to identify the currency
(your company's base) from which you will convert amounts.
4. Complete the following optional field:

Contract (Addr)

5. In the detail area, complete the following field for each rate that applies to
the currency conversion:

968

Skip to Date

Setting Up Detailed Currency Restatement

6. Complete one of the following fields for each rate:

Exchange Rate Multiplier

Exchange Rate Divisor

7. Click OK.

Field

Explanation

To Currency

The foreign currency code entered for conversion. The

From Currency

A code that indicates the currency of a customer's or a

supplier's transactions.

See Also

Updating Currency Exchange Rates

To override the exchange rate for a journal entry

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
The system normally uses the appropriate exchange rate set up on Set Daily
Transaction Rates. However, you can override the exchange rate by changing an
existing journal entry. The system will use the override exchange rate for the AA
to XA calculation for that transaction.
1. On Work With Journal Entries, locate and select the journal entry.
2. On Journal Entry, with the journal entry displayed, choose Historical Rate
from the Form menu.

969

General Accounting

3. On Detail Restatement Exchange Rate, complete the following field to

override the exchange rate in the Currency Exchange Rates table:

Historical Exchange Rate

4. To prevent creation of an alternate currency record for this transaction,

leave the Historical Exchange Rate field blank and click the following
option:

Do Not Create XA Ledger

Field

Explanation

Historical Exchange Rate

The exchange rate entered for a journal entry. During

multiple currency processing, the system uses this rate for
the associated journal entry instead of the rate in the
Currency Exchange Rates table (F0015). This rate can be
the average or historical rate.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The exchange rate that detailed currency restatement will
use to override the default exchange rate for the journal
entry. Use an exchange rate that is from the currency of
your company in the AA ledger to the currency of the XA
ledger.
To prevent creation of a transaction in the alternate
currency (XA) ledger, leave the Historical Exchange Rate
field blank. Then check the Do Not Create XA Ledger
option.

970

Setting Up Balance Restatement

Balance currency restatement is used to restate amounts into another currency

for reporting purposes. The system restates amounts at the balance level.
For balance currency restatement, you typically need to use different rates of
exchange for different ranges of accounts. For example, you might use the
periodend exchange rate to restate balance sheets accounts, and a period
average exchange rate to restate income statement accounts.

(F0902)

Balance Sheet
accounts
Income Statement
accounts

Period-end
rate

Average
rate

(F0902)

New
balances

You must provide a rate for converting one currency to another. You can enter
both an average rate for the period and a periodending rate for each currency
from which you are converting. You must update the table each period with
new exchange rates to maintain a record of currency conversion rates, along
with their effective dates and type.

Before You Begin

- Before you define currency rates, J.D. Edwards recommends that you
write down the values that you will enter in each field.
To define a restatement rate
From the Financial Restatement menu (G1122), choose Currency Restatement
Rates.
1. On Work With Currency Restatement Rates, click Add.

971

General Accounting

2. On Currency Restatement Rates, locate all restatement rates, or limit your

search by completing any of the following fields in the header area, and
click Find:

To Currency

From Currency

Effective Date

Rate Type

You can add new rate types to the user defined code list 11/RT.
3. In the detail area, complete only one of the following fields for each rate:

Multiplier

Divisor

Replace either the multiplier or the divisor. You must also clear the field for the
multiplier or divisor (whichever you did not replace), so that the system can
correctly calculate it.
4. Complete the following fields for each rate, and click OK:

972

Effective Date

To Currency

From Currency

Rate Type

Setting Up Balance Restatement

Field

Explanation

To Currency

The foreign currency code entered for conversion. The

system uses this code to look up the current exchange
rate. The company constants table specifies the domestic
currency for the company. Further, you can specify a
contract rate for dealings with a particular customer or
supplier. The key fields the system uses for locating the
proper exchange rate follow:
To Currency (from company constants)
From Currency (from data entry form)
Customer/Supplier Address (if there is a currency
contract)
Effective Date (Invoice Date from data entry)
Currency codes are normally three digits. The third digit
can be used for variations within a particular currency,
such as Dutch commercial rate versus Dutch free rate.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The currency code to which the account balances will be
converted. It can be any code defined on the Designate
Currency Codes form. Use the To Currency field in the
header area to specify the currency code for which you
want to review or revise exchange rates. An asterisk
specifies all currency codes.

From Currency

A code that indicates the currency of a customer's or a

supplier's transactions.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The currency code from which account balances will be
converted. This can be any code defined on the Designate
Currency Codes form. Use the From Currency field in the
header area to specify the currency for which you want to
review or revise exchange rates. An asterisk (*) specifies
all currency codes.

Effective Date

The date on which the exchange rate takes effect.

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The effective date you enter in the header for the
exchange rates you want displayed. An asterisk (*)
specifies all effective dates. In the detail area, the effective
date identifies the exchange rate to use for the currency
restatement of the period.

973

General Accounting

Field

Explanation

Rate Type

Indicates the type of exchange rate, such as monthly

average, month end, historical, budget and so on. Values
for this data item are in the user defined code list 11/RT.
Different types of exchange rates can be defined using the
same effective dates. This allows the restatement of
different ranges of accounts using different rates. For
example:
A
Period average rates used for P&L accounts
M
Monthend rates used to restate Balance Sheet
accounts
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Use the Rate Type field in the header area to specify the
rate type of the exchange rates you want displayed. An
asterisk (*) specifies all rate types.

Multiplier

The conversion rate that the system uses to convert

Divisor

The number that the foreign currency is divided by to

calculate the domestic currency.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The divisor used to calculate the currency restatement.
The system uses the divisor if the MultiCurrency
Conversion option on the Set MultiCurrency Option form
is set to Z. The system divides the From Currency account
balance by this rate to get the To Currency account
balance. When you enter or change the exchange rate,
enter either the multiplier or divisor, not both. The system
calculates the other.

974

Setting Up Balance Restatement

Processing Options for Currency Restatement Rates

Limits
Specify a Tolerance Limit to warn you of
radical rate changes (i.e. 10
indicates 10%).
Tolerance Percentage

____________

975

General Accounting

976

Periodic

General Accounting

978

Basic Journal Entry Processing

Use journal entries to adjust or add transactions to accounts in your general
ledger. Effective journal entry processing is fundamental to the accuracy of your
general ledger.
Basic journal entry processing consists of:
- Understanding the post process for journal entries
- Working with batch control for journal entries
- Working with basic journal entries
- Reviewing and approving journal entries
- Posting journal entries
- Revising and voiding posted journal entries
- Printing general journals
All J.D. Edwards systems use threetier processing to manage batches of
transactions. Journal entry processing is an example of threetier processing. The
term threetier refers to three necessary steps that you perform.

101

General Accounting

The following graphic illustrates threetier processing.

1.
Create unposted
batches of transactions

Updates
Account Ledger

Batch Control
(F0011)

Account Ledger
(F0911)

Enter Journal Entries

2.
Updates and approves
batches for posting

Batch Control
(F0011)

Review and Approve

Journal Entries

Updates batch status

to D (posted)

Batch Control
(F0011)

3.
Posts records to
Account Balances

Account Balances
(F0902)

Post Journal Entries

to General Ledger
Updates status of
detail records to P
(posted)

102

Account Ledger
(F0911)

Where Journal Entries Are Generated

Journal entries are generated in three places:

In the General Accounting system, you manually enter transactions, such

as:

Accruals

Adjustments

Reclassification of transactions

The system generates journal entries based on transactions from another

system, such as:

Accounts Payable

Accounts Receivable

Payroll

Journal entries can be generated from a thirdparty software package

through batch processing

See Also

Batch Journal Entry Processing

Uploading Journal Entries from Spreadsheets

Types of Journal Entries

You can adapt the journal entry process to meet your needs by using the
following types of entries:
Journal entries for
multiple ledgers

You can enter journal entries for the various ledgers that
you have set up for budgets, statistical information, units,
and so on.

Recurring journal
entries

You can create journal entries for transactions that recur

on a regular basis.
See Working with Recurring Journal Entries.

See Also

Other Types of Journal Entries for information about using reversing

journal entries, percent journal entries, model journal entries, foreign
currency journal entries, and journal entries with tax

103

General Accounting

When To Review and Approve Journal Entries

After you enter journal entries, you can review and approve them at any time
during the general ledger period before posting. Only approved batches of
transactions are eligible to be posted. Use the review function to:

Review and approve a batch for posting

Place a batch in pending status so that it cannot be posted until further

analysis is completed

Review and change journal entries

What Happens When a Journal Entry is Posted

After you review and approve journal entries, you post them to the general
ledger. The Post program:

Selects unposted, approved batches of journal entries and edits each

transaction

Posts accepted transactions to the Account Balances table (F0902)

Changes the status of the journal entry batch to indicate that it is posted

Marks the detail lines of the journal entry as posted in the Account Ledger
table (F0911)

Sends electronic mail messages for transactions that are in error and
produces a General Ledger Post report, which lists successfully posted
batch details

How Balances Are Maintained

You can process journal entries for different types of accounting information
needs using different ledgers. The system uses ledger type codes to separate
balance amounts and units for each ledger. The following list shows some
examples of ledger type codes and their corresponding ledgers.

104

Actual amounts

Budget amounts

Actual units

Budget units

Foreign currency amounts

The following graphic illustrates how the system maintains various account
balances.
1997 BA Ledger
Period Balance
1997 AA Ledger
Period Balance
0153.00
0221.00
0373.00
0442.00
0547.00
0693.00
0730.00
0815.00
0925.00
1045.00
1122.00
1233.00

0150.00
0260.00
0370.00
0470.00
0520.00
0690.00
0780.00
0870.00
0965.00
1045.00
1130.00
1230.00
PYN500.00
PYC500.00

PYN380.00
PYC380.00

Account
1.4110
Account Balances
(F0902)

1998 BA Ledger
Period Balance
1998 AA Ledger
Period Balance

PYN = Prior year net

PYC = Prior year cumulative

0133.00
0221.00
0356.00
0457.00
0599.00
0622.00
0742.00
0867.00
0965.00
1034.00
1122.00
1233.00

0150.00
0250.00
0370.00
0480.00
0580.00
0690.00
0790.00
0830.00
0940.00
1040.00
1150.00
1250.00
PYN680.00
PYC1180.00

PYN499.00
PYC879.00

Types of General Journal Reports

You can print a general journal report to examine journal entry transactions
before you post them to the general ledger. Printed reports provide an
alternative to reviewing the general journal online. They are especially helpful
when you are researching outofbalance conditions. You can select from three
types of reports:

Unposted journal entries only

Posted and unposted journal entries in batch number sequence

Posted and unposted journal entries in account number sequence

105

General Accounting

In addition, you can print the Post Detail Error report, which contains
information about outofbalance entries.

106

Understanding the Post Process for Journal Entries

After you enter, review, and approve journal entries, post them to update the
general ledger and the Account Balances table (F0902).
The Post program performs the following tasks during the post process, in this
sequence:
1. Selects data to post
2. Validates information and performs error processing
3. Creates transactions
4. Posts transactions
5. Updates the posted codes and batch status
6. Initiates programs defined in processing options

Selects Data to Post

The program takes the following actions to select the data for posting:

Selects all approved batches that match the criteria specified in the data
selection from the Batch Control table (F0011)

Changes the batch status in the Batch Control table to indicate that the
selected batches are in use

Selects the unposted transactions for the selected batches from the
Account Ledger table (F0911)

Validates Information and Performs Error Processing

After selecting the batches and transactions to post, the program performs
numerous edits. These edits validate the information for the job, the batches, and
the transactions. The program edits for and verifies that:

The processing option versions and constants are valid.

Transaction data is valid, such as:

The account exists in the Account Master table (F0901) and is a

posting account.

The business unit exists in the Business Unit Master table (F0006).

The G/L date is valid.

107

General Accounting

Intercompany setup is correct for intercompany settlements.

Multicurrency is set up for intercompany settlements and, if so, whether

detailed currency restatement is required and set up.

Each batch is in balance.

If the program finds errors, it:

Sends workflow messages to the Employee Work Center for the user who
ran the Post program. For example, you receive messages for transactions
that are in error and batches that do not balance.

Prints a Post Detail Error report if a batch for a requiredtobalance ledger

type does not balance and is not specified as allowed to post.

Places the entire batch in error if any transactions are in error, which
prevents the batch from posting.

For batches with errors, no posting occurs. Only the final step of the process
applies (updating the batch status to E).

Creates Transactions
For batches that do not contain errors, the post process continues. The program
creates transactions that are required for:

Reversing journal entries

Intercompany settlements

Posts Transactions
The program next posts transactions to the Account Balances table and prints the
General Ledger Post report. The program posts to the appropriate ledgers. For
example, the program posts:

Domestic amounts to the AA (actual amount) ledger

Foreign amounts to the CA (currency amount) ledger, if applicable

Updates the Posted Codes and Batch Status

After posting each transaction to the Account Balances table, the program
updates the transaction in the Account Ledger table with a G/L posted code of P
(posted).
After posting all transactions for a batch, the program updates the status of the
batch in the Batch Control table. The program sets each posted batch to D
(posted) and each unposted batch to E (error).

108

Understanding the Post Process for Journal Entries

Initiates Programs Defined in Processing Options

Depending on processing option settings, the program processes other programs
when the post process is complete:

The Detailed Currency Restatement program updates the XA, YA, and ZA
ledgers if you set that processing option.

The Fixed Asset Post program updates asset information if you set that
processing option.

The 52 Period Post program updates the Account Balances 52 Period

Accounting table (F0902B) if you set that processing option.

See Also

Calculating Detailed Currency Restatement for more information about

detailed currency restatement

Posting G/L Journal Entries to Fixed Assets in the Fixed Assets Guide for
more information about updating asset information

109

General Accounting

The following graphic illustrates the post processes in OneWorld for journal
entries.

Batch Control
(F0011)
Batch Status = A
Selects unposted,
approved
batches with
Batch Types = G

Account Ledger
(F0911)
Verifies that
batches are
in balance and
data is valid
No

Yes

Correct
and
reapprove
batch

Error
Condition
Electronic Mail
Messages

Correct
Batch

Incorrect
Batch

Changes
batch status to
E (Error)

POST

General
Ledger
Post
Report

Account
Balances
(F0902)

1010

Account
Ledger
(F0911)

Batch
Control
(F0011)

Changes
G/L posted
code to P
(Posted)

Changes
batch
status to D
(Posted)

Understanding the Post Process for Journal Entries

How the OneWorld Post Process Differs from WorldSoftware

The Post program in OneWorld differs from the Post program in WorldSoftware.
If OneWorld and WorldSoftware coexist, you should know that:

In OneWorld, the PrePost programs in Accounts Payable and Accounts

Receivable create the offsetting entries (not the Post program). The
offsetting entries use the transaction date (not the end of the month).

In OneWorld, the system uses the Ledger Type Master File (F0025) to
determine the ledgers that are required to balance and the ledgers that
require intercompany settlements. In WorldSoftware, the ledgers are hard
coded in the programs.

In OneWorld, the posting and updating tasks occur in a different sequence

than they do in WorldSoftware. For example, the program updates the
Account Balances table before it updates the Account Ledger table.

Because the sequence of events differs, you must complete posting in the
software where you started posting. For example, if you start posting a
batch in OneWorld and the batch has errors, you must correct the errors
and complete the post of that batch in OneWorld. Conversely, if you start
the Post program in WorldSoftware, you must complete the process in
WorldSoftware.

1011

General Accounting

1012

Working with Batch Control for Journal Entries

You can use batch control to help manage your journal entry process. Batch
control verifies whether a batch of journal entries that you enter into the system
balances to a manual record of the batch. The system does not prevent you from
posting the batch if differences exist between the amounts that you entered and
the amounts that you expected.
To use batch control, you must activate the batch control feature before you
enter the journal entries.
Batch control information is stored in the Batch Control Records table (F0011).
Working with batch control for journal entries consists of the following steps:

Activating batch control for journal entries

Entering batch information

Reviewing batch totals

To activate batch control for journal entries

From the General Accounting System Setup menu (G0941), choose General
Accounting Constants.
1. On General Accounting Constants, click the Batch Control Required
option.

1013

General Accounting

You must exit and restart OneWorld for this setting to take effect.
To enter batch information
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
Alternatively, choose any other method for entering journal entries.
If you activated the Batch Control Required option, you must enter batch
information before you enter journal entries.
1. On Work with Journal Entries, click Add.

1014

Working with Batch Control for Journal Entries

2. On Batch Control, complete the following fields:

Batch Date (optional)

Batch Number (optional)

Total Expected Amount

Total Expected Documents

The system assumes that the amount that you enter includes two decimal
places. For example, enter 253.25 as 25325.
If you enter transactions of different currencies into the same batch, the
system does not adjust for the decimal notations of the different
currencies. Instead, you get a hash total.

Field

Explanation

Batch Date

The date of the batch. If you leave this field blank, the
system date is used.

Batch Number

A number that identifies a group of transactions that the

system processes and balances as a unit. When you enter
a batch, you can either assign a batch number or let the
system assign it through Next Numbers. When you
change, locate, or delete a batch, you must specify the
batch number.

1015

General Accounting

Field

Explanation

Total Expected Amount

On batch header forms, this is the total amount that you

expect to enter for the batch. This amount must be
entered without decimals. For journal entries in the
general ledger, this amount is the total of the debits. In
other systems, it is the total amount of all documents in
the batch. The system keeps track of the amount that you
enter and displays the difference, if any, when you finish
the batch. When you review batches of transactions, this is
the difference between the input total and what you
actually entered. Example:
Input Total - 10052
Total Entered - 10000
Total Remaining - 52
If you are using batch control but you did not enter an
input total, this amount appears as a negative number
when you review batches.
Note: Depending on how your system uses batch review,
this field might not apply to batches created by your
particular system.

Total Expected Documents The number of documents you expect to enter in the
current batch. The system maintains a count of the
documents you actually enter and displays the difference,
if any, when you finish the batch.

To review batch totals

After you enter journal entries, the system compares the totals that you entered
on the Batch Control form with the actual totals you entered for the batch. When
you exit the batch, one of two things happens:

1016

If the system has not finished processing the batch, the NOTIFY - The
Batch is Still In The Process of Closing form appears. You have the
following two options on this form:

You can click Retry. The Batch Control form appears if the system
has finished processing the batch. You can continue to click Retry
until the Batch Control form appears.

You can click Cancel. The Batch Control form does not appear, and
you will not be able to compare the totals that you entered on the
Batch Control form with the actual totals you entered for the batch.
Bypassing the Batch Control form does not affect the journal entries
that you entered or the status of the batch.

Working with Batch Control for Journal Entries

If the system has finished processing the batch, the Batch Control form
appears. Review the form to compare the totals that you entered on the
Batch Control form with the actual totals that you entered for the batch. If
there is a difference, you should review your data to locate the
discrepancy.

On Batch Control, review the following fields:

Total Expected Amount

Total Expected Documents

Total Entered Amount

Total Entered Documents

If there is a difference between the total entered and the total expected, the
system does not prevent you from posting the batch.

See Also

Setting Up Constants for General Accounting

Viewing Messages in the OneWorld Foundation Guide

Working with Queues in the OneWorld Foundation Guide

1017

General Accounting

1018

Working with Basic Journal Entries

You can enter journal entries that use different ledger types and unlimited detail
lines that distribute amounts to various accounts. The basic journal entry process
serves as the basis for working with other types of journal entries.
As you enter data, the General Accounting system validates the information in
certain fields to ensure that the integrity of your financial data remains intact.
When you enter a journal entry, the system marks it as unposted and adds it to
the Account Ledger table (F0911). When you post, the system updates the
Account Balances table (F0902) and marks the journal entry as posted in the
Account Ledger table.
Working with basic journal entries consists of:
- Entering basic journal entries
- Accepting an outofbalance journal entry
- Duplicating account number segments
- Using speed account entry for journal entries for work orders
- Locating a journal entry
- Revising an unposted journal entry
- Copying a journal entry
- Deleting an unposted journal entry
- Temporarily accepting invalid account numbers
- Adding attachments to journal entries

Before You Begin

- Set up your organization's chart of accounts.
- Set up the general accounting constants that apply to journal entries.
- Set up your ledger types in the Ledger Type Master table (F0025).

1019

General Accounting

- Set up your fiscal date patterns in the company constants.

- Set up your AAIs specifically for intercompany settlements.
- Review the user defined code list (system 00/type DT) for document types
to ensure that JE is the document type for journal entries.

Entering Basic Journal Entries

You can use basic journal entries to enter many types of transactions. When you
enter a journal entry to a ledger type that is required to balance, the debit and
credit amounts must balance.
Entering a basic journal entry consists of:

Identifying the journal entry

Entering the G/L distribution

Correcting an outofbalance condition

When you complete a journal entry, the system displays the assigned batch and
document numbers. You can use these numbers to facilitate locating and
reviewing a journal entry. The system assigns batch and document numbers
from the Next Numbers function.

See Also

Locating a Journal Entry

Accepting an OutofBalance Journal Entry

To identify the journal entry

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
For each journal entry, you must enter information to identify it in the system,
such as the date that the journal entry will affect the general ledger.

1020

Working with Basic Journal Entries

The Work With Journal Entries form shows the current journal entries in the
general ledger. You can display all entries in either the summarized or detailed
view. You can also use the Query By Example line to limit the search more
specifically. You can click Add to enter a new journal entry. Or you can choose
a journal entry to review in detail (for example, to revise it) and click Select.
1. On Work With Journal Entries, click Add.
If you are using batch control, the Batch Control form appears next. In
that case, enter the date and expected totals. Journal Entry then appears.

1021

General Accounting

2. On Journal Entry, complete the following optional fields:

Document Type

Document Number

Document Company

3. Complete the following required fields:

G/L Date

Explanation

4. Complete the remaining fields in the header area of the form, as

necessary, such as:

Ledger Type

Currency

After you complete these steps, follow the steps to enter the G/L
distribution.

Field

Explanation

Document Type

A user defined code (00/DT) that identifies the origin and

purpose of the transaction.
J.D. Edwards reserves several prefixes for document types,
such as vouchers, invoices, receipts, and timesheets.
The reserved document type prefixes for codes are:
P
Accounts payable documents
R
Accounts receivable documents
T
Time and Pay documents
I
Inventory documents
O
Ordering document types
The system creates offsetting entries as appropriate for
these document types when you post batches.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The document type for journal entries is JE. The document
type of a model percent journal entry is %. The system
changes it to JE when you create an actual journal entry
from the model.

Document Number

1022

A number that identifies the original document, such as a

voucher, an invoice, unapplied cash, or a journal entry.
On entry forms, you can assign the original document
number or let the system assign it through Next Numbers.

Working with Basic Journal Entries

Field

Explanation

Document Company

A number that, with the document number, document

Currency

A code specifying the currency of the transaction. This can

be any code defined on the Designate Currency Codes
form (WorldSoftware), or on the Set Up Currency Codes
form (OneWorld).
Note: This currency field only applies to AA and CA
ledger types when posting by currency is activated.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you leave this field blank, the system supplies the
company currency code associated with the account
number of the first detail line for the journal entry.

G/L Date

A date that identifies the financial period to which the

To enter the G/L distribution

After you enter the information that identifies the journal entry, enter the detail
lines that distribute the journal entry amount to the G/L accounts.
1. On Journal Entry, complete the following fields for each G/L account to
which amounts will be distributed:

Account Number

Amount

After you enter an account number, the system validates it against the
chart of accounts in the Account Master table (F0901). If an account
number is not set up in your chart of accounts, the system displays an
error message and does not accept the entry.

1023

General Accounting

When you complete the account number, the system fills in the account
description. The system will use the business unit in the account number
on the first line of the detail area to fill in other information in the header
area, such as document company and currency code.
2. Complete other fields in the detail area, as necessary.
3. Review the following field and ensure that it is correct:

Batch Number

4. Click OK.
If the remaining amount has a balance, you must correct or accept the
outofbalance journal entry. When the journal entry is complete, the
system clears the form.

Field

Explanation

Account Number

A field that identifies an account in the general ledger.

You can use one of the following formats for account
numbers:
Standard account number (business
unit.object.subsidiary or flexible format)
Third G/L number (maximum of 25 digits)
8digit short account ID number
Speed code
The first character of the account indicates the format of
the account number. You define the account format in the
General Accounting Constants program.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Depending on your general accounting constants, you
might be able to accept an invalid account number. Insert
# as the first character in front of the invalid account
number. For example, #90.1107

Amount

A number that identifies the actual amount. Enter debits

with no sign or a plus sign. Enter credits with a minus
sign either before or after the amount. You can use
decimals, dollar signs, and commas. The system ignores
nonsignificant symbols.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
For a percent journal entry or a model for percent journal
entries, you do not enter the amount. The system
calculates the amount based on the amount to be
distributed and the percentage that you enter in the %
field for that account.

1024

Working with Basic Journal Entries

Field

Explanation

Batch Number

A number that identifies a group of transactions that the

Ledger Type

A user defined code (09/LT) that specifies the type of

ledger, such as AA (Actual Amounts), BA (Budget
Amount), or AU (Actual Units). You can set up multiple,
concurrent accounting ledgers within the general ledger to
establish an audit trail for all transactions.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
To display entries that result from detailed currency
restatement, change the ledger type as follows:
XA for alternate currency display
YA for domestic origin display
ZA for foreign origin display

See Also

Temporarily Accepting Invalid Account Numbers for information about

problems with account number entry
To correct an outofbalance condition

In most cases, you will need to correct a journal entry so that the debit amounts
balance to the credit amounts before the system will accept it.
You can set up ledger types in the Ledger Type Master table (F0025) to allow
outofbalance journal entries. Journal entries for these ledger types do not
create an outofbalance error condition.
1. On Journal Entry, review the following field to determine the adjustment
amount:

Remaining Amount

2. Take one of the following actions:

Correct the journal entry so that the debits balance to the credits
and click OK.

Click Cancel to delete the journal entry and exit.

1025

General Accounting

Field

Explanation

Amount - Remaining

For WorldSoftware, the amount remaining to be entered in

Bank Journal processing. For OneWorld, the amount of
difference between debits and credits during journal entry.

See Also

Setting Up Constants for General Accounting for information about ledger

type rules

Accepting an Out-of-Balance Journal Entry

Debits and credits must be equal for a journal entry to be in balance. In most
cases, if a journal entry has a remaining amount, you need to find and correct
the error. However, you might need to accept an outofbalance journal entry if
an unusual situation occurs.
For example:

You are entering a journal entry to correct an outofbalance condition in

the general ledger for one or more companies. This event could happen if
the post process terminated abnormally and the system posted only part
of an original journal entry.

You are entering a long journal entry. You need to leave and you want to
save your workinprocess before you sign off.
To accept an outofbalance journal entry

During journal entry, you can accept a journal entry that is not in balance.
1. On Journal Entry, choose Features from the Form menu.
2. On the Features form, click the Out of Balance JE Mode option and then
click OK.
3. On Journal Entry, click OK.

1026

Working with Basic Journal Entries

Duplicating Account Number Segments

When you are entering journal entries, you can duplicate account numbers from
one detail line to another to save time and reduce keying errors.

Example: Duplicating Account Number Segments

The following illustrates how duplication works in a single journal entry. It
shows a series of account numbers that you might enter, followed by the
corresponding account numbers that the system will use.
You type:

The system uses:

1.1110.FIB

. .BEAR

1.1110.BEAR

200. .

200.1110.BEAR

1..

1.1110.BEAR

.1810

1.1810

The system replaces each separator character with the missing part of the
account number by copying the same part from the preceding account number.
If there is only one separator character, the system copies the business
unit.object from the preceding detail line.
To duplicate account number segments
When you are entering the G/L distribution for a journal entry, you can duplicate
one or more segments of the account number from the preceding line.
During journal entry, replace each part (business unit, object account, and
subsidiary account) of the account number to be duplicated with a
separator character in the following field:

Account Number

1027

General Accounting

Using Speed Account Entry for Journal Entries for Work Orders
When you are entering journal entries for work orders, you can use speed
account entry to save time and reduce keying errors. In the Account Number
field, you enter a backslash, the work order number, a period, and the object
account number. The system locates the business unit for the work order and
does the following:

Replaces the work order number with the business unit. The object
account number remains in the Account Number field.

Updates the Subledger field with the work order number.

Updates the Subledger Type field with W.

Updates the Subsidiary field with the cost code from the work order.

Updates the Phase field with the phase from the work order.

Updates the Asset Number field with the equipment number from the
work order.
To use speed account entry for journal entries for work orders
During journal entry, enter a backslash, the work order number, a period,
and the object account number in the following field:

Account Number

Locating a Journal Entry

You must locate a journal entry before you can review, change, delete, or void
it.
To locate a journal entry
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, display all journal entries, or narrow the
search by completing one or more of the following fields and any of the
fields in the Query By Example row:

1028

Batch Number

Document Type

Document Number

Working with Basic Journal Entries

2. You can review journal entries in either a summarized or detailed format.

To change from a summarized view to a detailed view, or vice versa, click
the following field:

Summarize

The summarized format lists one line for each journal entry that the
system locates. The detailed format lists one line for each line in each
journal entry.
3. Click Find to display the journal entries that meet your selection criteria.
4. Choose the journal entry with which you want to work and click Select.
The system displays the journal entry on the Journal Entry form.

See Also

Reviewing Journal Entries for information about other ways to locate

journal entries

Locating Model Journal Entries

Revising an Unposted Journal Entry

You can change or delete unposted journal entries. You cannot change the
following key fields:

Document Type

Document Number

Document Company

G/L Date

Currency

Exchange Rate

Ledger Type

To change the information in these fields, do one of the following:

Delete and reenter the journal entry.

Copy the journal entry and change these fields on the new journal entry
before you click OK, and then delete the incorrect journal entry.

1029

General Accounting

To revise an unposted journal entry

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, choose the journal entry that you want to
revise and click Select.
2. On Journal Entry, change the following fields, as necessary:

Explanation

Account Number

Amount

Remark

3. Change other fields in the G/L distribution lines as necessary, and then
click OK.

See Also

Revising a Posted Journal Entry

Deleting an Unposted Journal Entry

Copying a Journal Entry

You can create a new journal entry by copying an existing journal entry and
then changing the copy. This procedure is useful when you need to:

Correct errors in fields that you cannot change on an existing journal

entry, such as the G/L date. In this case, you can use the copy to replace
the existing journal entry.

Enter a journal entry that is similar to an existing lengthy journal entry.

You can copy a posted or an unposted journal entry.

To copy a journal entry
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, choose the journal entry and click Copy.
The system displays a copy of the selected journal entry. The Document
Number and G/L Date fields are set to zero or blank.

1030

Working with Basic Journal Entries

2. On Journal Entry, complete the following fields:

Document Type

G/L Date

3. Complete the following optional fields:

Document Number

Document Company

4. Move through each G/L distribution line and change account numbers,
amounts, and other information as needed, and then click OK.
The system returns to Work With Journal Entries.
5. If you want the new journal entry to replace the original one:

Choose the original journal entry.

Delete or void it.

If you need similar journal entries on an ongoing basis, consider creating a

model journal entry or a recurring journal entry.

See Also

Working with Model Journal Entries

Working with Recurring Journal Entries

Deleting an Unposted Journal Entry

To remove an unposted journal entry from the system, delete it. You can delete
either an entire journal entry or one or more detail lines of a journal entry.
Deleting does not provide an audit trail. To maintain an audit trail, you must
post and void the journal entry.
Do not change or delete journal entries that originated in another system, such
as Accounts Payable. Doing this results in a onesided journal entry. To change a
journal entry that is associated with an invoice or a voucher, use the
corresponding Accounts Receivable or Accounts Payable system.
To delete an unposted journal entry
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, follow the steps for locating journal entries.

1031

General Accounting

2. To delete the journal entry:

Choose the journal entry and click Delete.

Click OK to confirm the deletion.

3. To delete a detail line from the journal entry:

Choose the journal entry and click Select.

On Journal Entry, choose the detail line and click Delete.

Click OK to confirm the deletion.

Change other detail lines or add lines to adjust the journal entry for
the detail line you deleted, and click OK.

Alternatively, you can delete an unposted journal entry on the General Journal
Review form. Deleting on this form is similar to deleting on Work With Journal
Entries. The difference is that General Journal Review form displays summarized
information only. Therefore, you can delete a journal entry but not individual
detail lines.
When you delete an unposted journal entry, the system updates the General
Journal Review form, removing the journal entry. When you exit to Work With
Batches, click Find to update that form. If the batch included other journal
entries, it will still be listed. Choose the batch again and verify that the system
deleted the journal entry.

Temporarily Accepting Invalid Account Numbers

When you enter a journal entry with an account number that is not set up in
your chart of accounts, the system displays an error message and does not
accept the entry. You must either correct the entry so that the account number is
valid or temporarily accept the invalid account number.
Depending on your general accounting constants, you might be able to accept
an invalid account number temporarily. Doing this is useful in either of the
following situations:

You are not sure what the correct account number is.

You are not authorized to add new accounts.

If you temporarily accept an invalid account number, the system sets the status
of the batch to error." You cannot post the batch even if it is approved. Account
numbers must be in the Account Master table (F0901) before the batch can
successfully post.

1032

Working with Basic Journal Entries

Depending on your setup, you can fix invalid account numbers in three ways:

Change the account number on Journal Entry.

Add the account number to the chart of accounts. Then you can approve
the batch and post as usual. You do not have to remove the # symbol
from the account number on Journal Entry.

Let the post program create the account number dynamically.

Before You Begin

- Ensure that the business unit segment of the invalid account number is set
up as a valid business unit. If it is not, the system will not accept the entry.
To temporarily accept an invalid account number
1. On Journal Entry, enter # as the first character in front of the invalid
account number (for example, #9.1107) in the following field:

Account Number

2. Click OK.

See Also

Creating Accounts Dynamically

Setting Up Constants for General Accounting for information about the

invalid accounts constant

Adding Attachments to Journal Entries

After you enter a journal entry, you can add attachments, such as a comment or
memo, to it. The attachment is for internal reference only. Complete one or both
of the following tasks:

Add an attachment to a journal entry

Add an attachment to a detail line of a journal entry

The system displays a paper clip icon to the left of the journal entry line as
follows:

On Work With Journal Entries, when you add text or another attachment
to the journal entry

On Journal Entry, when you add text or another attachment for a detail
line

1033

General Accounting

For performance reasons, the attachment icon does not subsequently appear
unless you place your cursor over the far left column on the form in the row
heading.

See Also

Attaching Media Objects in the OneWorld Foundation Guide for more

information about working with attachments
To add an attachment to a journal entry

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, make sure that the journal entry to which
you want to add an attachment is in the summarized format.
2. Choose the journal entry.
3. From the Row menu, choose Attachments.
4. On Media Objects, choose Add and then Text from the File menu.
5. Enter the text and choose Save & Exit from the File menu.
To add an attachment to a detail line of a journal entry
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, make sure that the journal entry to which
you want to add an attachment is in the detailed format.
2. Choose the journal entry and click Select.
3. On Journal Entry, choose the detail line for which you want to add text.
4. From the Row menu, choose Attachments.
5. On Media Objects, choose Add and then Text from the File menu.
6. Enter the text, and choose Save & Exit from the File menu.

1034

Working with Basic Journal Entries

Processing Options for Journal Entries

Batch Type
Enter a Default Batch Type
____________
Format Control
Enter a 1 to specify Journal Entries
with Debit/Credit
____________
MBF Version
To override standard journal entry
processing (version ZJDE0001 for
application P0900049), enter an
override version number. This
should only be changed by persons
responsible for system wide setup.
____________
Field Control
For Fixed Assets systems enter a 1 to
require the entry of an Asset ID if
an account is in an AAI asset
account range. Leave blank to not
require an entry.
____________

Master Business Function

The purpose of a master business function (MBF) is to provide a central location
for standard business rules about entering documents such as vouchers,
invoices, and journal entries.
The master business function is composed of processing options that are shared
by certain programs. The processing options for the Journal Entry MBF are used
by the following journal entry programs:

Journal Entries (P0911)

Journal Entries with VAT (P09106)

Journal Entry Batch Processor (R09110Z)

Store and Forward Journal Entry Batch Processor (R09110ZS)

Recurring Journal Entry Compute and Print (R09302)

Interop
Enter the version of the F0911 Write
Interoperability Records application
(P0900160) that is to be used to
determine if outbound records are to
be written. If this option is left
blank ZJDE0001 will be used as the
default.
Version

1036

____________

Working with Basic Journal Entries

Audit Info
Enter a 1 if you would like to bypass
updating the audit information when
a change is made to a posted account
ledger. If this option is left
blank the audit information will be
updated on all posted records.
Bypass Audit Information

____________

What You Should Know About Processing Options

Versions

If you use the appropriate processing option to specify a

version to execute, the version must already exist on the
server.

1037

General Accounting

1038

Reviewing and Approving Journal Entries

After you enter journal entries, you can review them to verify their accuracy
before posting them to the Account Balances table (F0902). Complete the
following tasks:
- Review journal entries
- Approve batches of journal entries for posting

Reviewing Journal Entries

You can review information at different levels before posting journal entries. You
can:

Review a list of journal entry batches

Revise journal entry detail

When you review journal entries for posting, you can display a list of batches
based on the batch type, number, date, status, or your user ID. For example, you
might want to review all batches with a posting status of pending.
If the batch review security feature is activated, the system might not list all
batches that have been entered. Instead, the system lists only the batches that
you are authorized to review and approve.
After you review a list of batches, you can access transaction detail within a
specific batch of journal entries. For example, you can review the number of
journal entries within a batch. You can also select a specific journal entry for
review.
If you use batch control, the system shows the differences between what you
expected to enter and what you actually entered. These differences are shown
for both the input total and the number of documents.
If you do not use batch control, the system subtracts your actual entries from
zero, resulting in negative amounts in the fields that display the differences.

1039

General Accounting

You can change the associated explanations and the G/L distributions of an
unposted journal entry. You cannot change the following key fields:

Document Type

Document Number

Document Company

G/L Date

Currency Code

Ledger Type

The General Journal review program displays and updates information in the
following tables:

Batch Control (F0011)

Account Ledger (F0911)

Batch amounts are not currencysensitive. For flexibility in data entry, you can
enter any number of currencies in the same batch. The debit amounts of the
entries are added to obtain the batch total.
If you enter transactions of different currencies into the same batch, the system
does not adjust for the decimal notations of the different currencies. Instead, you
get a total that ignores decimals. For this reason, many users prefer to enter
transactions with each different currency in separate batches.
To determine the expected input total for a batch with currencies that have
different decimal places, add the amounts without using a decimal point.

Example: Multi-Currency Batch Totals

You enter journal entries for 10,535.00 FRF and 16,433,500 BEF in the same
batch. The system ignores the decimal point in the French franc amount and
calculates a total without decimals. The total amount entered is 17,487,000
(1053500 + 16433500).
The system displays decimals in the input totals based on the setting in the data
dictionary. Using the same figures:

1040

If you set the data dictionary to display zero decimals, the system displays
17,487,000.

If you set the data dictionary to display two decimals, the system displays
174,870.00.

Reviewing and Approving Journal Entries

See Also

Revising an Unposted Journal Entry

Revising and Voiding Posted Journal Entries

Deleting an Unposted Journal Entry

Approving Batches of Journal Entries for Posting

Setting Up MultiCurrency for information about changing display decimals

To review a list of journal entry batches

From the Journal Entry, Reports, & Inquiries menu (G0911), choose General
Journal Review.
1. On Work With Batches, display all batches for all users, or limit the search
by completing one or more of the following fields:

Batch Number

Batch Type

2. To review only posted or unposted batches, click one of the following

batch status options:

Unposted Batches

Posted Batches

3. To limit the search further, complete one or more of the following fields:

Batch Date

Batch Status

User ID

4. Click Find.

Field

Explanation

Batch Number

A number that identifies a group of transactions that the

Batch Date

The date of the batch. If you leave this field blank, the
system date is used.

1041

General Accounting

Field

Explanation

Batch Status

A user defined code (98/IC) that indicates the posting

status of a batch.
Valid values are:
Blank Unposted batches that are pending approval or
have a status of approved.
A
Approved for posting. The batch has no errors,
and is in balance, but has not yet been posted.
D
Posted. The batch posted successfully.
E
Error. The batch is in error. You must correct the
batch before it can post.
P
Posting. The system is posting the batch to the
general ledger. The batch is unavailable until the
posting process is complete. If errors occur
during the post, the batch status is changed to E
(error).
U
In use. The batch is temporarily unavailable
because someone is working with it, or the
batch is hung in use because a power failure
occurred while the batch was open.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Click one of the following options to show records by
batch status:
Unposted Batches
Posted Batches
All Batches

User ID

For World, the IBMdefined user profile.

For OneWorld, the identification code for a user profile.

To revise journal entry detail

From the Journal Entry, Reports, & Inquiries menu (G0911), choose General
Journal Review.
If you add, change, or void a transaction within a batch that has been posted,
the system changes the batch status from posted to the default entry status
(pending or approved). You must post the batch again. The system posts only
the changed transactions.
1. On Work With Batches, follow the steps to review a list of journal entry
batches.
2. Choose a batch and click Select to access General Journal Review.

1042

Reviewing and Approving Journal Entries

3. On General Journal Review, choose an individual document to review and

click Select.
You can delete an unposted journal entry or void a posted journal entry
by selecting the journal entry and clicking Delete.
The Amount field appears blank on General Journal Review if the journal
entries are in balance.

4. On Journal Entry, enter any necessary changes and click OK.

1043

General Accounting

To add a journal entry to a batch, choose a journal entry in that batch on

General Journal Review and click Add.
You can review the original currency of each journal entry and the
domestic currency of the company to which it was entered. To toggle
between the domestic and foreign information, click the Foreign option.

Approving Batches of Journal Entries for Posting

After you enter and review a batch of journal entries, you might need to approve
it before posting can occur. This depends on whether your company requires
management approval before posting a batch. Based on your company
requirements, as defined in the general accounting constants, the system assigns
either a pending or an approved status to the batch.
Approving batches of journal entries consists of the following tasks:

Approve a batch for posting

Approve an outofbalance batch for posting

See Also

Posting Journal Entry Batches

To approve a batch for posting

From the Journal Entry, Reports, & Inquiries menu (G0911), choose General
Journal Review.
1. On Work With Batches, choose the appropriate batch.
2. From the Row menu, choose Batch Approval.
3. On Batch Approval, click the Approved option and click OK.
4. To verify the approval, review the following field on Work With Batches:

Status Description

To prevent an approved batch from posting, change its status to pending.

1044

Reviewing and Approving Journal Entries

To approve an outofbalance batch for posting

From the Journal Entry, Reports, & Inquiries menu (G0911), choose General
Journal Review.
1. On Work With Batches, select the appropriate batch and choose Revise
from the Row menu.
2. On Create/Revise Batch Header, choose Overrides from the Form menu.
3. On the Batch Overrides form, click Allow batch to post out of balance,
and then click OK.

Processing Options for General Journal Review

Batch Type
Enter the Batch Type to be displayed.
Batch Type

____________

1045

General Accounting

1046

Posting Journal Entries

After you enter, review, and approve journal entries, post them to the general
ledger. Posting journal entries consists of:
- Posting journal entry batches
- Verifying the journal entry post

Before You Begin

- Verify that the batch has an approved status.
- Ensure that all post menu selections are routed to the same job queue and
that the job queue allows only one job to process at a time.
- If OneWorld and WorldSoftware coexist, ensure that you do not run the
Post program in OneWorld and WorldSoftware at the same time.

See Also

Approving Batches of Journal Entries for Posting for information about

how to approve a batch that contains an outofbalance journal entry

Revising Batches to Post OutofBalance for information about how to post

an outofbalance batch

Setting Up Batch Approval and Post Security for information about

establishing security for approving and posting batch journal entries

Posting Journal Entry Batches

You can start the Post General Journal program from either of two menu
selections:

Choose Post General Journal to start posting directly from the menu.

Choose General Journal Review to start posting without exiting the

General Journal Review program.

1047

General Accounting

menu selection:
Subsystem G/L Post
(Row menu)

When you choose one or more batches and choose

Subsystem G/L Post from the Row menu, the program
sends the data selection to a subsystem table.

Advantage: Data selection occurs automatically.

Advantage: Data selection occurs automatically, and the

system can utilize resources better. For example, the
subsystem might hold batches to run at night when
resources are more readily available.

Posting Journal Entries

Caution: The Post program performs a number of complex tasks. J.D. Edwards
strongly recommends that you observe these constraints:

Do not customize the programming.

Do not change accounts, AAIs for the General Accounting system,

intercompany settlements in the general accounting constants, or
processing options for the Post program while the post is running.
To post all approved batches

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Post General
Journal.
Alternatively, choose General Journal Review from the Journal Entry, Reports, &
Inquiries menu (G0911). On Work With Batches, choose Post by Version from
the Form menu.
When you use either method to start the post, leave the data selection
unchanged to post all approved batches.
1. On Work with Batch Versions, doubleclick the version to run.
2. On Version Prompting, leave the Data Selection option turned off and
click Submit.
3. On Processing Options, click OK.
After you initially set up the processing options, changes are typically not
needed.
4. On Report Output Destination, choose the destination for the General
Ledger Post report and click OK.
5. As prompted, choose whether to run the program locally or on the server.
When the post is complete, the program displays the report on the screen or
sends it to a printer, depending on the destination that you chose.

1049

General Accounting

To post using manual data selection

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Post General
Journal.
Alternatively, choose General Journal Review from the Journal Entry, Reports, &
Inquiries menu (G0911). On Work With Batches, choose Post by Version from
the Form menu.
When you use either menu selection to start the post, you can specify one or
more batches for the post using manual data selection.
1. On Work with Batch Versions, doubleclick the version to run.
2. On Version Prompting, click the Data Selection option and click Submit.
3. On Data Selection, enter the selection criteria on a blank line.
Do not delete or type over the existing specifications for the batch status
(A) and the batch type (G).
For example, doubleclick And for the operator, Batch Number (F0011) for
the left operand, is equal to" for the comparison, and Literal for the right
operand where you can enter the batch number or numbers.
4. If you use Literal for the right operand, enter the value or values on the
next form and click OK.
For example:

To specify a single batch, choose the Single value tab and enter the
batch number.

To specify a range of batches, choose the Range of values tab and

enter the beginning and ending batch numbers.

5. On Data Selection, click OK.

6. On Processing Options, click OK.
7. On Report Output Destination, choose the destination for the General
Ledger Post report and click OK.
8. As prompted, choose whether to run the program locally or on the server.

1050

Posting Journal Entries

To post using automated data selection

Use this procedure to start posting one or more batches immediately without
exiting the General Journal Review program.
If you run locally when you use G/L Post by Batch to post multiple batches, you
will not be able to use Work With Batches until posting is complete for all the
batches. You will be able to use other selections from the menus.
From the Journal Entry, Reports, & Inquiries menu (G0911), choose General
Journal Review.
1. On Work With Batches, choose the batch or batches to post.
2. Choose Post by Batch from the Row menu.
3. On Report Output Destination, choose the destination for the General
Ledger Post report and click OK.
The program sends the data selection for each selected batch to a version. Each
selected batch becomes a separate job. The program selects the version to
process based on the batch type and posts the batches consecutively.
To post using automated data selection and a subsystem
Use this procedure to post one or more approved batches using a subsystem.
Your system administrator must start the subsystem before posting can occur.
Posting occurs in a separate area and typically at a later time.
From the Journal Entry, Reports, & Inquiries menu (G0911), choose General
Journal Review.
1. On Work With Batches, choose the batch or batches to post.
2. Choose Subsystem G/L Post from the Row menu.
The program sends the data selection for each selected batch to the version
ZJDE0011, which is used for all subsystem posting. Each selected batch becomes
a separate job in the subsystem. The program will post the batches consecutively
in the background on the server. If the subsystem runs constantly, you might not
notice any difference between subsystem posting and posting by batch on the
server, except that the program always sends reports to the printer. You cannot
choose to see reports on the screen.

1051

General Accounting

Processing Options for General Ledger Post Report

Print
1) Enter which Account Number to print
on the report. 1 = Structured
Account; 2 = Short Account ID; 3
= Unstructured Account; =
Default Account Format.
Account Format

____________

Versions
1) Enter a version of the Detailed
Currency Restatement (R11411) to
execute. If left blank, Detailed
Currency Restatement entries will
not be created. (i.e. ZJDE0001)
Detailed Currency Restatement
Version

____________

2) Enter a version of the Fixed Asset

Post (R12800) to execute. If left
blank, Fixed Asset Post will not be
executed. (i.e. ZJDE0001)
Fixed Asset Post Version

____________

3) Enter a version of the 52 Period Post

(R098011) to execute. If left blank,
52 Period Post will not be executed.
(i.e. ZJDE0001)
52 Period Post Version

____________

Edits
1) Enter a 1 if you wish to update
Account ID, Company, Fiscal Year,
Period Number, Century, and Fiscal
Quarter in records being posted,
prior to editing and posting the
records.
Update Transaction

____________

Taxes
1) Enter when to update the Tax File
(F0018). 1 = V.A.T. or Use Tax
only; 2 = for all Tax Amounts; 3
= for all Tax Explanation Codes;
= no update to Tax File (Default).
Update Tax File

____________

2) Adjust V.A.T. Account for Discount

Taken. The Tax Rules file must be
set to Calculate Tax on Gross
Amount, including Discount and
Calculate Discount on Gross Amount,
including Tax. Tax explanation must

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Posting Journal Entries

be a V.
1 = Update VAT only; 2 =
Update VAT, Ext. Price and
Taxable. (for discounts taken)

____________

3) Adjust V.A.T Account for Receipt

Adjustments and Write Offs. Tax
explanation must be a V.
1 = Update VAT only; 2 =
Update VAT, Ext. Price and
Taxable. (for receipt adjustments
and write offs)

____________

Process
1) Enter a 1 if you wish to explode
parent item time down to the
assembly component level. Component
billing rates will be used. (This
applies to batch type T only.)
Explode parent item time.

____________

Cash Basis
1) Enter a 1 to create and post Cash
Basis accounting entries. (Applies
to batch types G, K, M, W, RB only.)
Cash Basis Accounting

____________

2) Enter units ledger type for Cash

Basis Accounting entries. (Default
of blank will use ZU ledger type.)
Units Ledger Type

____________

3) Enter a version of Create Cash Basis

Entries (R11C850) to execute.
(Default of blank will use version
ZJDE0001.)
Cash Basis Accounting Version

____________

What You Should Know About Processing Options

Posting an alternate
currency ledger

If you use the alternate currency ledger XA, set the

appropriate processing option to update the ledger and
produce a separate Posting Journal.

Versions

If you use the appropriate processing option to specify a

version to execute, the version must already exist on the
server.

1053

General Accounting

Ensuring that required

fields contain data

Set the Edit tab processing option if your organization

uses custom programs that add records directly to the
Account Ledger table (F0911) without ensuring that
required fields contain data. When you set this processing
option, the Post program:

Retrieves the account ID (short account number)

associated with the account number if the Account ID
field is blank or filled with zeroes.
Retrieves the company number associated with the
account number if the Company field is blank.
Recalculates the remaining fields as necessary by
comparing the values in each field to the G/L Date
field and then checking the fiscal date pattern.

If you use only J.D. Edwards programs, or if you process

externally created records through the Journal Entry
Transactions Batch table (F0911Z1), you do not need to
set this processing option. J.D. Edwards programs ensure
that required fields contain data.

Verifying the Journal Entry Post

After posting your journal entries, verify that your batches of journal entries
posted successfully. If any batches did not post, you must correct all errors and
set the batch to approved status before the program will post the batch. The
program creates a variety of messages and reports to help you verify the posting
information.
Complete the following tasks:

Reviewing your workflow messages

Reviewing the Post Detail Error report

Reviewing the General Ledger Post report

See Also

1054

Viewing Messages in the OneWorld Foundation Guide for information

about messages

Working with Queues in the OneWorld Foundation Guide for information

about queues

Reviewing Journal Entries for information about working with batches

Posting Journal Entries

Reviewing Your Workflow Messages

The program sends workflow messages to the Employee Work Center when
errors exist and when the job completes normally. After you run the Post
program, you should check your workflow messages to determine the status of
the job. If the job did not complete normally, review the error messages.
Typically, one message notifies you that the job had errors, followed by one or
more detailed messages defining the errors.

Reviewing the Post Detail Error Report

When you set up ledgers, you specify whether a ledger is required to balance. If
the post program finds an outofbalance condition in a ledger type that is
required to balance, the program generates a report. If you determine that an
outofbalance journal entry is in error, correct the error and post the batch
again.
In some cases, you might need to post an outofbalance journal entry. For
example:

A power failure occurred during entry or posting.

A valid, onesided journal entry was entered to correct a conversion error

that was made during setup.

See Also

R09801E, Out of Balance Post Error Report in the Reports Guide for a
report sample

Reviewing the General Ledger Post Report

To verify the transactions that were posted to the Account Balances and the
Account Ledger tables, review the General Ledger Post report.
The General Ledger Post report lists batches that posted successfully. At the end
of the report, if one or more batches contained errors, the report also includes a
text box to alert you that the program found errors. You should review your
workflow messages in the Employee Work Center for messages that provide
more detail. From there, you can access the Work With Batches and Journal
Entry forms, where you can correct errors.
If you use detailed currency restatement, the program produces separate reports
for the XA, YA, and ZA ledgers. If you post to Fixed Assets, the program also
produces a separate report.

1055

General Accounting

If you enter journal entries with multiple currencies, the General Ledger Post
report lists both the CA ledger and converted AA amounts for foreign currency
transactions. Additionally, it lists the currency code of the CA ledger amount and
the domestic currency of the company for the AA ledger amount. The CA
amounts represent the foreign side of the entry. The AA amounts represent the
domestic side of the entry.

See Also

1056

R09801, General Ledger Post Report in the Reports Guide for a report
sample

Revising and Voiding Posted Journal Entries

You can change a limited amount of information in journal entries that have
been posted. To remove a posted journal entry, you must void it. For a change
or void to be reflected in both the Account Ledger (F0911) and the Account
Balances (F0902) tables, you must post the batch again.
Revising and voiding posted journal entries includes the following tasks:
- Revising a posted journal entry
- Voiding a posted journal entry
- Voiding a posted reversing journal entry

See Also

Working with Basic Journal Entries for information about locating,

changing, voiding, and deleting unposted journal entries

Reviewing Journal Entries

Posting Journal Entries

1057

General Accounting

Revising a Posted Journal Entry

After you post a journal entry, you can change its associated explanations. You
can also add lines to the G/L distribution.
The system maintains an audit trail when you revise a posted journal entry.
The system changes the batch status on the original batch from posted to
pending or approved (depending on the settings of your general accounting
constants) if you revise a posted journal entry. If the batch status is pending, you
must approve the batch before you can post it. If the batch status is approved,
the batch is eligible to post.
To correct information that you cannot change, you must void the existing
journal entry and enter a new one.
To revise a posted journal entry
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, choose the journal entry that you want to
change and click Select.

2. On Journal Entry, change the following fields, if necessary:

1058

Explanation

Remark

Revising and Voiding Posted Journal Entries

Reference 2

Purchase Order

Purchase Order Suffix

Service/ Tax Date

3. Add lines to the G/L distribution, if necessary.

4. Click OK.

Voiding a Posted Journal Entry

You can void a posted journal entry in any open fiscal period. To provide an
audit trail, you can also void an unposted journal entry. The system creates a
reversing journal entry as of the G/L date you specify.
To void a posted journal entry
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, click Find.
2. Choose the journal entry.
3. From the Row menu, choose Void.

1059

General Accounting

4. On Void Journal Entry, change the following field, if necessary:

G/L Date

5. Click OK to proceed with the void.

6. To verify the void:

Choose the voided journal entry and click Select.

Review the RV (Reverse or Void) field in the detail area on the

Journal Entry form. The field should indicate V (void).

Review the lines for the reversing journal entry that the system
created as a result of the void.

Alternatively, you can void posted journal entries on the General Journal Review
form. Voiding on this form is similar to voiding on Work With Journal Entries.
After you void a posted journal entry, the system recalculates the total amount of
the batch and updates the Work With Batches form. If you use multiple
currencies, the system creates a reversing journal entry for ledger types AA and
CA.

Field

Explanation

G/L Date

A date that identifies the financial period to which the

transaction will be posted. The Fiscal Date Patterns table
for general accounting specifies the date range for each
financial period. You can have up to 14 periods.
Generally, period 14 is used for audit adjustments.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
To keep the periods in balance when you void reversing
journal entries, use the same date in the voiding entry as
shown for the corresponding journal entry you are
voiding.

Voiding a Posted Reversing Journal Entry

You can void reversing journal entries that are posted if both of the applicable
fiscal periods are open. This is a twopart process. You must void each of the
following journal entries individually to keep the periods in balance:

1060

The original journal entry that you marked for reversing

The reversing journal entry that the system generated for the following
period

Revising and Voiding Posted Journal Entries

Example: Dates for Voiding Posted Reversing Journal Entries

To keep your periods in balance, use a date in the same period as the journal
entry that you are voiding, as shown in the following example:
Original journal entry

05/15/05

Void of original

05/15/05

Systemgenerated
reversing journal entry

06/01/05

Void of reversing

06/01/05

To void a posted reversing journal entry

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, locate the original journal entry by
completing one or more of the following fields and clicking Find:

Document Type

Document Number

G/L Date

1061

General Accounting

2. Follow the steps to void a posted journal entry.

3. Locate the reversing journal entry by completing the same fields that you
used to locate the original journal entry.
4. Select the reversing journal entry, which is dated the first of the month
following the date of the original journal entry.
5. Follow the steps to void a posted journal entry.

1062

Printing General Journals

Normally, you review the general journal online. However, if you need to
perform a detailed analysis, a printed general journal might provide a more
workable format. Printed reports are especially helpful when you are resolving
outofbalance conditions.
To print a general journal, choose any of the following tasks:

Printing the Unposted General Journal

Printing the General Journal by Batch

Printing the General Journal by Account

The General Journal by Batch and the General Journal by Account reports print
both posted and unposted transactions. All the general journals print transactions
from the Account Ledger table (F0911).
The reports contain these abbreviated column headings:

Do Ty - Document Type

PC - Posted Code

LT - Ledger Type

RV - Reverse/Void

If you are using multiple currencies, both the CA foreign amounts and the AA
domestic amounts print for foreign transactions.
The processing time for these reports is related to the number of Account Ledger
records in your system.

Printing the Unposted General Journal

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Unposted
General Journal.
You can print a general journal report to analyze journal entry transactions
before you post them to the general ledger.

1063

General Accounting

See Also

R09301, General Journal by Batch Report in the Reports Guide for a report
sample

Processing Options for General Journal Reports

Account Mode
1 =

Account Number
ID

2 = Short Account

3 = Unstructured Account
Number entered

4 =

____________

Printing the General Journal by Batch

From the Journal Entry, Reports, & Inquiries menu (G0911), choose General
Journal by Batch.
You can print both posted and unposted transactions by batch. The totals
printed on this report are by document number and document type within each
batch.
If you run this report for more than one company and the company currencies
have different decimals, the grand total is a hash total. All other totals are by
account and are not hash totals.

See Also

Printing the Unposted General Journal for the processing options for this
program

R09301, General Journal by Batch Report in the Reports Guide for a report
sample

Printing the General Journal by Account

From the Journal Entry, Reports, & Inquiries menu (G0911), choose General
Journal by Account.
You can print both posted and unposted transactions by account. The General
Journal by Account report provides totals by account number.
If you run this report for more than one company and the company currencies
have different decimals, the grand total is a hash total. All other totals are by
account and are not hash totals.

1064

Printing General Journals

See Also

Printing the Unposted General Journal for the processing options for this
program

R09311, General Ledger by Account in the Reports Guide for a report

sample

1065

General Accounting

1066

Other Types of Journal Entries

You can adapt the journal entry process to meet your needs by using the
following types of entries:
Reversing journal
entries

You can mark accrual journal entries to be reversed. After

they are posted, the system creates and posts the reversing
entries to the first day of the next period.

Percent journal entries

You can allocate amounts to different accounts in your

G/L distribution based on the percentage entered for each
line item.

Foreign currency
journal entries

You can enter amounts in either a foreign or the domestic

currency. Foreign transactions are entered in a currency
that is different from the base currency associated with the
company. The system converts them to the domestic
currency at the time of entry. You can also enter the
domestic amount of a foreign transaction and have the
system calculate the foreign amount.

Model journal entries

You can reduce data entry time by creating a set of

templates for frequently used journal entries.

Journal entries in the

debit and credit format

You can enter journal entries using a debit and credit

format. This format saves time and is more convenient
because it is designed for specific types of journal entries
or for use in other J.D. Edwards systems.

Journal entries with VAT If you do business in a country that assesses a recoverable
or similar tax
valueadded tax (VAT) or similar tax, you might need your
journal entries to reflect that information.

Working with other journal entries consists of:

- Entering a reversing journal entry
- Entering a percent journal entry
- Working with foreign currency journal entries

111

General Accounting

- Working with model journal entries

- Entering journal entries in the debit and credit format
- Entering journal entries with tax

112

Entering a Reversing Journal Entry

You can enter journal entries that you want to reverse on the first day of the
next G/L accounting period. Reversing journal entries are used most often for
periodic accruals. The G/L date of a reversing journal entry is the first day of the
next accounting period.
After posting a journal entry, you cannot change it to a reversing journal entry.
To reverse a posted journal entry:

Void the entry

Resubmit the post of the batch

Reenter the journal entry as a reversing journal entry

To enter a reversing journal entry

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, click Add.
When you locate an unposted journal entry, the system displays only the
original journal entry. Reversing entries do not appear because the system
does not create them until you post the original journal entries. After
posting the journal entry, you can do the following:

To locate only the original journal entry, enter the original G/L date.

To locate only the reversing entry, enter the G/L date as the first day
of the next period.

2. On Journal Entry, click the Reverse option.

3. Follow the steps to enter a basic journal entry.
See Entering Basic Journal Entries.
The system generates the reversing journal entry when you post the
journal entry.

113

General Accounting

After you post a reversing journal entry, the system creates the reversing entry
on the first day of the following period. To void a reversing journal entry, you
must void both the original entry, using a date in one G/L period, and the
automatic reversing entry, which is created during the post, using a date in a
different G/L period.

See Also

114

Posting Journal Entries

Voiding a Posted Reversing Journal Entry

Entering a Percent Journal Entry

You can use percentages to distribute the total amount of a journal entry among
accounts. This type of journal entry is called a percent journal entry.
To enter a percent journal entry
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, click Add.

2. On Journal Entry, click the Percent option.

The system displays the Distributed Amount field in the header area and
the % field in the detail area.
3. Follow the steps to enter the identifiers for a basic journal entry.
4. Complete the following field:

Distributed Amount

115

General Accounting

5. Complete the following fields for each G/L distribution percentage and
click OK:

Account Number

6. Complete the following optional field:

Remark

The total debit percentages for balanced journal entries must equal the
total credit percentages. The total debit or credit percentages do not have
to equal 100%.
The system calculates and displays each amount based on the percentage
that you enter.

Field

Explanation

Distributed Amount

Number that identifies the gross amount (amount to

distribute) for a journal entry.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
For percent journal entries, the system calculates the
detailed amounts to distribute based on percentages
entered in the % fields.

The percentage of the distributed amount that the system

should distribute to the account number.
The system does not assume decimal places in the
number that you enter. If you want to specify a
percentage that includes a decimal, you must enter the
decimal. For example, enter 12 for 12 percent, and enter
42.5 for 42.5 percent.

116

Working with Foreign Currency Journal Entries

You can enter amounts in either a foreign or the domestic currency. Foreign
transactions are entered in a currency that is different from the base currency
associated with the company. The system converts them to the domestic
currency at the time of entry. You can also enter the domestic amount of a
foreign transaction and have the system calculate the foreign amount.
Working with foreign currency journal entries includes:

Entering foreign currency journal entries

Locating foreign currency journal entries

Foreign currency journal entries have two different currency codes:

Base Currency Code. The base currency code is the currency code of the
company associated with the business unit of the first account number that
you enter for the journal entry.

Transaction Currency Code. The other currency code that you might see
indicates the foreign amounts originally entered for a transaction. If the
transaction currency code is blank, the base currency code applies.

The system writes foreign transaction amounts to the CA (currency amounts)

ledger and domestic amounts to the AA (actual amounts) ledger. If you use
detailed currency restatement, it also creates transactions in the XA (detailed
restatement amounts) ledger. The ledger type indicates which ledger or set of
books is updated by the transaction.
The system uses an exchange rate from the Currency Exchange Rates table
(F0015) established by using Set Daily Transaction Rates unless you enter an
exchange rate on the Journal Entry form. Do this only to override the rate that is
already set up for the currency. You cannot change the exchange rate on an
existing journal entry.
The method for overriding the exchange rate for detailed currency transactions
differs from the method used for other multiple currency processing. To enter an
override exchange rate for detailed currency restatement, choose Historical Rate
from the Form menu. Enter an override exchange rate or check the Do Not
Create XA Ledger option, commonly used for inflationary adjustments.

See Also

Working with Exchange Rates for Detailed Currency Restatement

117

General Accounting

To enter foreign currency journal entries

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, click Add.
2. On Journal Entry, follow the steps to enter the identifiers for a basic
journal entry.
See Identifying the Journal Entry.
3. Complete the following fields:

Currency

For the CA ledger type, the Foreign Amount field replaces the Amount
field in the detail area.
4. Complete the following optional fields:

Ledger Type

Exchange Rate

5. Follow the steps to enter the G/L distribution for a basic journal entry.
See Entering the G/L Distribution.

Field

Explanation

Currency

A code specifying the currency of the transaction. This can

118

Working with Foreign Currency Journal Entries

Field

Explanation

Exchange Rate

The conversion rate that the system uses to convert

To locate foreign currency journal entries

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
You can locate journal entries and review the amounts in the base and the
transaction currency.
1. On Work With Journal Entries, display all journal entries, or narrow the
search by completing one or more of the following fields and any of the
fields in the Query By Example row:

Batch Number

Document Type

Document Number

2. Choose the journal entry that you want to review and click Select.
3. On Journal Entry, review the following fields:

Ledger Type

Base Currency

4. To toggle between the base and foreign currency, click Foreign.

Field

Explanation

Base Currency

A code that indicates the domestic currency of the

company the account is associated with, as defined on the
Designate Company Currency form (WorldSoftware) or on
the Currency form that you access from the Set Up
Company form (OneWorld).

119

General Accounting

1110

Working with Model Journal Entries

You can set up model journal entries as reusable templates to predefine, store,
and retrieve regular or recurring transactions. Use models as the basis for journal
entries to save time and reduce the potential for error.
You can vary the information included in the model to fit the situation. For
example, you might include:

Account numbers, amounts, and explanations

Account numbers and explanations only (because amounts can vary)

Account numbers, percentages, and explanations

Working with model journal entries consists of:

- Locating model journal entries
- Creating a model for a basic journal entry
- Creating a model for a percent journal entry
- Changing model journal entries
- Entering a journal entry based on a model
The system stores model journal entries in the Account Ledger table (F0911) with
a model posted code (M) and without a G/L date. Actual journal entries contain
a G/L date and a posted code that indicates whether they are posted or
unposted (P or blank).

1111

General Accounting

Locating Model Journal Entries

You must locate a model journal entry before you can revise or reuse it.
To locate a model journal entry
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, click the Models option.
2. Click Find.
The system displays all model journal entries.
If you click Find without clicking the Models option, the system displays all of
the journal entries except the models.
See Also

Working with Recurring Journal Entries

Creating a Model for a Basic Journal Entry

You can create models to serve as templates for entering monthly accruals and
other recurring journal entries.
To create a model for a basic journal entry
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, click Add.
2. On Journal Entry, click the Model option.
The G/L Date field disappears from the header area.
3. Complete the following fields:

1112

Document Type

Explanation

Working with Model Journal Entries

4. Complete the following optional fields:

Document Number

Document Company

5. Complete the following field for each G/L distribution:

Account Number

6. Complete the following optional field for each G/L distribution:

Amount

Creating a Model for a Percent Journal Entry

You can create models for journal entries that have fixed percentages of a
variable amount. When you subsequently enter an amount based on the model,
the system uses the percentages to distribute the gross amount.
To create a model for a percent journal entry
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, click Add.
2. On Journal Entry, click the Model option.
The G/L Date field disappears from the header area.

1113

General Accounting

3. Enter % in the following field:

Document Type

The % field appears in the detail area.

The total debit percentages for balanced journal entries must equal the
total credit percentages. The total debit or credit percentages do not have
to equal 100%.
4. Complete the following field:

Explanation

5. Complete the following optional fields:

Document Number

Document Company

6. Complete the following fields for each G/L distribution percentage:

Account Number

Remark

Field

Explanation

The percentage of the distributed amount that the system

Changing Model Journal Entries

You might need to change a model journal entry.
To change a model journal entry
From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, click the Models option.

1114

Working with Model Journal Entries

2. To display models for a document type, complete the following field in

the Query By Example row:

Document Type

3. Click Find.
4. Choose the model that you want to change and click Select.
5. On Journal Entry, change the information as necessary and click OK.

Entering a Journal Entry Based on a Model

After you create a model journal entry, you can use it as a template for an actual
journal entry. To enter a journal entry based on a predefined model, complete
one of the following tasks:

Copy a model for the journal entry

Choose a model for the journal entry

The method of choosing a model saves time if you are adding ordinary journal
entries and a journal entry based on a model at the same time.
After you select the appropriate model, you can enter a journal entry based on
it. Complete the following task:

Enter the journal entry account and amount distribution

To copy a model for the journal entry

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, click the Models option.
2. To display models for a document type, complete the following field in
the Query By Example row:

Document Type

3. Click Find.
4. Choose the appropriate model and click Copy.
The system displays the model on Journal Entry. You can now enter an
actual journal entry based on it.

1115

General Accounting

To choose a model for the journal entry

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
1. On Work With Journal Entries, click Add.
2. On Journal Entry, choose Models from the Form menu.
3. On Search and Select a Model Journal Entry, locate and select a model.
The system displays the model on Journal Entry. You can now enter an
actual journal entry based on it.
To enter the journal entry account and amount distribution
After you choose the model for the journal entry, enter the information that is
specific to that journal entry.
1. On Journal Entry, complete the following field:

G/L Date

2. For all journal entries except percent journal entries, complete the
following field for each G/L distribution:

Amount

3. For a percent journal entry based on a percent model, complete the

following field:

Distributed Amount

4. Replace or clear information in other fields as necessary, and click OK.

Field

Explanation

Distributed Amount

Number that identifies the gross amount (amount to

1116

Entering Journal Entries in the Debit and Credit Format

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Journal
Entry.
The system provides a processing option for a debit and credit format, as well as
a separate menu selection for that format. The debit and credit format allows
you to enter an amount into a debit or a credit field. In this format, you do not
need to include the minus sign for credit amounts.
You can rearrange the order in which the system displays fields in the detail area
of the form. In addition, you can save your changes as a new format. As you
add formats to Journal Entry, the system adds tabs with the names that you
define for the formats.
The following example shows a Journal Entry form in the debit and credit
format.

See Also

Working with Basic Journal Entries

Creating Formats in the OneWorld Foundation Guide for information

about adding other formats

1117

General Accounting

1118

Entering Journal Entries with Tax

If you do business in a country that assesses a recoverable valueadded tax

(VAT) or similar taxes, you might need your journal entries to reflect that
information.
When you enter a journal entry with VAT or similar taxes, you might know the
gross amount, or you might know the taxable amount of the entry. If you enter
the gross amount, the system calculates the taxable amount and the tax. If you
enter the taxable amount, the system calculates the gross amount and the tax.
The system calculates the tax based on the tax area.
To enter a journal entry for tax only, provide a tax amount and a tax
explanation code of VT. Do not enter a taxable amount. For example, you
might need to enter a tax that was assessed on a bank statement.
The AAIs for journal entries with VAT and similar taxes are in the format
GTyyyy, where yyyy is the G/L offset for the tax authority. If you do not specify
a business unit in the AAI, the system uses the business unit of the account
number from the line item of the tax entry.
When you enter transactions using the Journal Entries with VAT program, the
system automatically updates the Sales/Use/VAT Tax table (F0018) and ignores
the tax processing options in the Post program.
You cannot create model journal entries or reversing journal entries with this
type of journal entry.
Entering a journal entry with tax consists of one of the following tasks:

Entering a journal entry with tax (taxable amount)

Entering a journal entry with tax (gross amount)

Depending on the setting of the processing option, the system might require an
address book number for each detail line (general ledger distribution). You can
enter a default address book number in the header area. The system will use
this number for address book numbers that you leave blank on detail lines.

1119

General Accounting

Before You Begin

- Set up the applicable tax rates, areas, and authorities. See Setting Up Tax
Authorities for A/P and Setting Up Tax Rates and Areas for A/P in the
Accounts Payable Guide or Setting up Tax Authorities for A/R and Setting
Up Tax Rates and Areas for A/R in the Accounts Receivable Guide.

Example: Journal Entry with Tax

If you have tax on a bank charge, your entry might look like this:
Account Number

Gross
Tax Amount
Amount

Tax Area

7001.8810

1000

BE6

70.1110.BBL

1060-

The resulting entry to the general ledger would look like this:
Account Number

Description

Amount

7001.8810

Bank Charges

1000

70.1240

VAT

70.1110.BBL

Bank Account

60
1060-

See Also

Entering Basic Journal Entries

To enter a journal entry with tax (taxable amount)

On G/L Advanced & Technical Operations (G0931), choose Journal Entries with
VAT.
1. On Work with Journal Entries with VAT, click Add.
2. On Journal Entries with VAT, complete the following fields:

G/L Date

Explanation

3. Complete the optional fields in the header area as necessary, including

the following field:

Address Number

If you do not enter a document type, the system uses a default of JE.

1120

Entering Journal Entries with Tax

4. For each G/L distribution with tax, complete the following fields:

Account Number

Taxable Amount

Tx Ex (Tax Explanation Code)

Tax Area

5. If necessary, complete the following field in the detail area:

Address Number

6. Review the calculated tax in the following field:

Tax

7. Complete the G/L distribution for offsetting entries as needed.

8. Click OK.

Field

Explanation

Amount

A number that identifies the actual amount. Enter debits

with no sign or a plus sign. Enter credits with a minus
sign either before or after the amount. You can use
decimals, dollar signs, and commas. The system ignores
nonsignificant symbols.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you enter an amount in the Taxable Amount field, the
system calculates the gross amount and the tax. If you
enter an amount in the Gross Amount field, the system
calculates the taxable amount and the tax.

Tax

This is the amount assessed and payable to tax

authorities. It is the total of the VAT, use, and sales taxes
(PST).
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Leave this field blank to have the system calculate the tax.
Also, leave this field blank on the offsetting entry, where
the Amount field includes the amount and the tax
amount from the preceding lines. Enter the tax in this
field for taxonly journal entries.

1121

General Accounting

Field

Explanation

Tax Expl Code 1

A user defined code (00/EX) that controls how a tax is

assessed and distributed to the general ledger revenue
and expense accounts.
A single invoice can have both taxable and nontaxable
items. The entire invoice, however, must have one tax
explanation code.
The Tax Explanation Code is used in conjunction with
the Tax Rate Area and Tax Rules by Company to
determine how the tax is calculated. Each transaction pay
item can be defined with a different tax explanation code,
including E, to exempt the pay item from calculating
taxes.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter V, VT, or a user defined code beginning with V. V+
is not a valid code.

Tax Area

A code that identifies a tax or geographic area that has

common tax rates and tax distribution. The tax rate/area
must be defined to include the tax authorities (for
example, state, county, city, rapid transit district, or
province), and their rates. To be valid, a code must be set
up in the Tax Rate/Area table (F4008).
Typically, U.S. sales and use taxes require multiple tax
authorities per tax rate/area, whereas valueadded tax
(VAT) requires only one simple rate.
The system uses this code to properly calculate the tax
amount.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
You can post only to a single tax authority. The system
allocates all VATs to the tax authority associated with the
first tax area listed. If the tax areas you enter are
associated with more than one tax authority, the system
does not allocate the VAT correctly.

To enter a journal entry with tax (gross amount)

On G/L Advanced & Technical Operations (G0931), choose Journal Entries with
VAT.
1. On Work with Journal Entries with VAT, click Add.
2. On Journal Entries with VAT, complete the following fields:

1122

G/L Date

Explanation

Entering Journal Entries with Tax

3. Complete the optional fields in the header area as necessary, including

the following field:

Address Number

If you do not enter a document type, the system uses a default of JE.
4. For each G/L distribution with tax, complete the following fields:

Account Number

Tx Ex (Tax Explanation Code)

Tax Area

Gross Amount

5. If necessary, complete the following field in the detail area:

Address Number

6. Review the calculated tax in the following field:

Tax

7. Complete the G/L distribution for offsetting entries as needed.

8. Click OK.

Processing Options for Journal Entries with VAT

Batch Type
Enter a Default Batch Type

____________

Addr # Required
Enter a 1 if the address book number
field is required to be filled in
the grid. If left blank no error
will be set.
____________
MBF Version
To override standard journal entry
processing (version ZJDE0001 for
application P0900049), enter an
override version number. This
should only be changed by persons
responsible for system wide setup.
____________

1123

General Accounting

What You Should Know About Processing Options

Versions

1124

If you use the appropriate processing option to specify a

version to execute, the version must already exist on the
server.

Batch Journal Entry Processing

When you create journal entries using an external source, such as a personal
computer (PC) or Electronic Data Interchange (EDI), you can transfer them to
the J.D. Edwards General Accounting system for processing. When you upload
these batch journal entries into the General Accounting system, they are stored
in batch tables. You can review and revise them prior to processing them.
If you can create journal entries on a local workstation using the J.D. Edwards
General Accounting system, you can transfer those journal entries to a server for
processing.
Processing these journal entries consists of the following task:
- Storing and forwarding journal entries
Many of the tasks for storing and forwarding journal entries are the same as
those for batch journal entry processing.
Batch journal entry processing consists of the following tasks:
- Converting journal entries for batch processing
- Reviewing batch journal entries
- Revising batch journal entries
- Processing batch journal entries
If you create journal entries using a spreadsheet program, you can upload the
journal entries to the Account Ledger table (F0911).
This task consists of:
- Uploading journal entries from spreadsheets

121

General Accounting

The following graphic illustrates the batch journal entry process.

External Source

Update from PC
J.D. Edwards General
Accounting System

Journal Entries

Journal Entry
Transactions
Batch File Table
(F0911Z1)

Batch Processor

Account Ledger Table

(F0911)

122

Preparing Journal Entries

When preparing journal entries for transfer to the General Accounting system or
when revising them after you have transferred them, consider the following:

The Transaction Type field, which is required by the Batch Journal Entry
Processing program, must have a value in it. If you leave the field blank,
the system supplies the default code J for journal entries.
If your journal entries do not have a transaction type, you cannot review
them before transferring them to the General Accounting system.

The placement of periods in an account number can cause the system to

duplicate account segments. Therefore, you should verify the format of
your account numbers.

The batches of documents that you create must meet J.D. Edwards journal
entry requirements.

123

General Accounting

124

Storing and Forwarding Journal Entries

Store and forward journal entry processing provides an efficient way to enter
and manage a high volume of journal entries before processing them in the
General Accounting system. For example, if you are at a remote site and do not
have a dedicated line for access to the server, it might be more productive and
cost effective to create journal entries in a local environment on your PC during
normal business hours. Then, you can upload them to the server for processing
during offpeak hours.
Storing and forwarding journal entries consists of:
- Downloading master tables
- Creating journal entries that you store and forward
- Correcting proof batch journal entries
- Uploading journal entries to the server
- Processing journal entries
- Updating transaction control records
- Posting journal entries
After you upload the journal entries, you use the batch input process to create
records in the Account Ledger table (F0911).

See Also

Working with Store and Forward Processing in the Configurable Network

Computing Implementation Guide

Cost Object Tracking in Store and Forward in the EnterpriseWide

Profitability Solution Guide

125

General Accounting

Downloading Master Tables

Before creating journal entries on the client, you must download tables from the
server. These tables are necessary to create and validate transactions. For
example, you must download the Address Book Master (F0101) and Account
Master (F0901) tables to provide you with the account information that you need
to create journal entries.
You must download each table separately. You can use data selection or
category codes to limit the information that the system downloads from each
table. Each version of the Master Tables Download program represents a table
and its associated tables or a group of tables.
The following is a list of the business data tables that must reside on the local
machine that is used for store and forward processing of journal entries. Each
table is associated with one version. Not all versions must be present for all
tables. You can create new versions for these tables in the Journal Entry program
(P0911Z1).

126

F0004

User Defined Code Types

F0005

User Defined Codes

F0006

Business Unit Master

F0008

Date Fiscal Patterns

F0009

General Constants

F0010

Company Constants

F0013

Currency Codes

F0014

Payment Terms

F0022

Tax Rules

F0041Z1

Transaction Control

F0101

Address Book Master

F0111

Address Book - Who's Who

Storing and Forwarding Journal Entries

F0116

Address by Date

F0901

Account Master

F0907

Chart of Accounts Format

F0911Z1

Journal Entry Transactions - Batch File

F0911Z1T

Journal Entry Transactions - Batch Tag File

F4008

Tax Areas

F4801

Work Order Master

In addition to the business data tables, you must also download the technical
data tables, such as Next Numbers (F0002) and Next Numbers by
Company/Fiscal Year (F00021).
The system creates a download report for each table that you download. Use
this report to verify the number of records that the system downloads to your
PC.
After you download the master tables, you can enter your transactions using the
store and forward processing.
In many businesses, the system administrator downloads the necessary master
tables. Find out whether this download has already been done before you
proceed with the following steps.
To download master tables
You must be connected to the server and signed on to your normal production
environment to download the master tables.
From the Store and Forward Journal Entries menu (G09318), choose Master
Table Download.
1. On Work With Batch Versions, choose a version of the Master Table
Download.
You can view a complete description of the table that you want to
download. To do so, choose the appropriate version on the Work With
Batch Versions form, and then choose Version Detail from the Row menu.
After you view the description, click OK.

127

General Accounting

2. Click Select.
3. On Version Prompting:

Click Data Selection to limit the information that the system uploads
and click Submit. On Criteria Design, specify your data criteria and
click OK.

Click Data Sequencing to change data sequence within the report.

On Section Data Sequencing, specify the sequence in which you
want the data to appear and click OK.

Turn on Override Location to override the current data source. On

JDE Data Sources, find and select the appropriate data source.

4. On Report Output Destination, choose the option to print or preview

online, and click OK.
5. On Environment Overrides, enter the name of the source environment and
click OK.

See Also

Technical Data Tables Needed for Store and Forward in the Configurable
Network Computing Implementation Guide for information about the
technical data tables that you must download for store and forward
processing

Creating Journal Entries That You Store and Forward

After you download the master tables, you can use store and forward processing
to create J.D. Edwards journal entries. Using store and forward processing, you
create and store the journal entries until you are ready to upload (or forward)
them to the server for processing.
When you create journal entries that you store and forward, the system:

Edits and validates each journal entry based on the information that you
downloaded from the tables

Creates a transaction control record for each journal entry, assigns it a

status of 1 (ready to process), and stores it in the Transaction Control
(F0041Z1) table

When you create journal entries that you store and forward, the system does not
assign document numbers until you upload and process them. Instead, it assigns
a transaction number to each journal entry.
You can store and forward the following types of journal entries:

128

Basic journal entries

Other types of journal entries

Storing and Forwarding Journal Entries

Before you upload and process your journal entries, you can review them.

See Also

Reviewing Batch Journal Entries

Revising Batch Journal Entries

To create basic journal entries that you store and forward

From the Store and Forward Journal Entries menu (G09318), choose Store &
Forward Journal Entry Revision.
1. On Work With Store & Forward Journal Entries, click Add.
2. On Store & Forward Journal Entry Revisions, follow the steps to enter a
basic journal entry.
After creating journal entries that you store and forward, you might need to
correct or delete some of them. Locate the journal entry that you want to modify
on the Work With Store & Forward Journal Entries form. Make the changes to
the journal entry on your PC and upload it again.

See Also

Working with Basic Journal Entries

To create other types of journal entries that you store and forward

From the Store and Forward Journal Entries menu (G09318), choose Store &
Forward Journal Entry Revision.
Other types of store and forward journal entries that you can create include:

Percent journal entries

Models for basic journal entries

Models for percent journal entries

Journal entries based on a model

To create store and forward journal entries, follow the procedures for entering
these types of journal entries, except begin on the Work With Store & Forward
Journal Entries form.

129

General Accounting

See Also

Entering a Percent Journal Entry

Creating a Model for a Basic Journal Entry

Creating a Model for a Percent Journal Entry

Entering a Journal Entry Based on a Model

Correcting Proof Batch Journal Entries

After you process batch journal entries in proof mode and detect errors, you can
make corrections prior to final processing.
To correct batch journal entries, take one of the following actions:

Correct the data in the batch table at its external source and transmit the
batch again to the General Accounting system.

Locate the individual transactions on Work With Store & Forward Journal
Entries. Then access Store & Forward Journal Entry Revisions to change or
delete the transaction.

See Also

Revising Batch Journal Entries

Uploading Journal Entries to the Server

After creating journal entries on your PC, you must upload them to the server for
processing. To do this, you must be connected to the server and signed on to
your normal production environment.
When you upload journal entries, the system:

Creates records in the Journal Entry Transactions - Batch File table

(F0911Z1).

Updates the transaction control status of each journal entry to 5

(uploaded) on the PC. After a journal entry is updated to this status, you
cannot modify it on the PC. You can change it only on the server.
If a journal entry on the PC has a status of 1 (ready to process) or 2
(errors), you can change it on the PC.

1210

Storing and Forwarding Journal Entries

Creates a transaction control record for each journal entry on the server
and assigns it a status of 1 (ready to process).

The system creates a transmission upload report for all of the journal
entries that you upload. Use this report to verify that the journal entries
have been uploaded correctly.

After you upload your journal entries and process them, you must update the
transaction control status of the journal entries on the PC to match the status of
those on the server. To maximize system performance, upload the journal entries
during offpeak hours. See Updating Transaction Control Records.
To upload journal entries to the server
From the Store and Forward Journal Entries menu (G09318), choose Store &
Forward Journal Entry Upload.
1. On Work With Batch Versions, choose the Store and Forward Journal Entry
Upload version and click Select.
2. On Version Prompting:

Click Data Selection to limit the information that the system uploads
and click Submit. On Criteria Design, specify your data criteria and
click OK.

Click Data Sequencing to change data sequence within the report.

On Section Data Sequencing, specify the sequence in which you
want the data to appear and click OK.

Click Override Location to override the current data source. On JDE

Data Sources, find and select the appropriate data source.

3. On Report Output Destination, choose the option to print or preview

online, and click OK.

See Also

Viewing Messages in the OneWorld Foundation Guide for information

about viewing errors that might occur when uploading journal entries

Working with Queues in the OneWorld Foundation Guide for information

about using queues to view messages

1211

General Accounting

Processing Journal Entries

From the Store and Forward Journal Entries menu (G09318), choose Store &
Forward JE Batch Processor.
After you upload journal entries, you must process them to create transactions in
the Account Ledger table (F0911). The system sends error messages to the
Employee Work Center.
Caution: The program that you use to process store and forward journal entries
is different from the program that you use to process batch journal entries,
although the results are similar. Be sure to use the batch processor for store and
forward journal entries.

See Also

Processing Batch Journal Entries for more information about submitting

journal entries for processing and verifying journal entry information

Viewing Messages in the OneWorld Foundation Guide for information

about viewing errors that might occur when processing journal entries

Working with Queues in the OneWorld Foundation Guide for information

about using queues to view messages

Processing Options for Store and Forward JE Batch Processor

MBF Version
1. To override standard journal entry
processing (version ZJDE0001 for
application P0900049), enter an
override version number. This should
only be changed by persons
responsible for system wide set up
Version

____________

Processing
1.

Enter a 1 to process the batch

information in Final Mode. If left
blank, the batch processing will be
performed in Proof Mode and no file
updates will occur.
1 = Final Mode, = Proof
Mode

1212

____________

Enter a 1 to allow processing of

G/L records which are out of balance
(G/L amounts do not net to zero).
If left blank, the transaction will
not be processed if the amounts are
out of balance.

Storing and Forwarding Journal Entries

1 = Allow out of balance

____________

Enter a 1 to automatically purge

processed transactions from the
batch file. If left blank,
transactions will be flagged as
processed and will remain in the
batch file.
1 = Purge, = No Purge

____________

Messages
1.

Enter a 1 to suppress the creation

of warning messages in the work
center. If left blank, warning
messages will be created in the work
center.
1 = Suppress Warnings, = No
Suppress

____________

Enter the user to receive the

electronic messages in the work
center. If left blank, the user
that entered the transactions will
receive the messages in the work
center.
User ID for electronic messages

____________

Batch Approval
1. Enter a 1 if you would like to have
the status on all batches created
through this batch process to be set
to approved, regardless of the
general accounting constants. If
this field is left blank the batch
status will be set according to the
general accounting constants.
Batch Approval

____________

Auto Post
1. Enter a version of the post program
(R09801) that you wish to run if you
would like your entries
automatically posted to the Account
Balances table (F0902) after
creation. If this version is left
blank than the post will not be
submitted.
Version

____________

1213

General Accounting

What You Should Know About Processing Options

Versions

If you use the appropriate processing option to specify a

version to execute, the version must already exist on the
server.

Updating Transaction Control Records

From the Store and Forward Journal Entries menu (G09318), choose Update
Transaction Control Record.
After you process journal entries, the transaction control status for each journal
entry on the PC will be different from the journal entry's status on the server.
You need to update the status on the PC so that it matches the status on the
server. To do this, run the Update Transaction Control Record program.
You can also run the update program to identify any PC journal entries that were
in error when they were uploaded to the server. The system updates the journal
entry on the PC with the error status of the journal entry on the server. You can
then identify the journal entries that are in error on the PC, correct them, and
upload them again to the server. Alternatively, you can correct them on the
server.
You can also use the update program to purge processed transactions from the
Journal Entry Transactions - Batch File (0911Z1) table in your local environment.

Processing Options for Update Transaction Control Records

Purge
Enter a 1 to automatically purge
processed transactions from the
batch files. If left blank,
transactions will be flagged as
processed and will remain in the
batch files.
Purge = 1 , No Purge =

____________

Posting Journal Entries

From the Journal Entry, Reports, & Inquiries menu (G0911), choose Post General
Journal.
After you process your journal entries, you must post them to the general ledger.

1214

Storing and Forwarding Journal Entries

See Also

Posting Journal Entry Batches

Revising a Posted Journal Entry

Viewing Messages in the OneWorld Foundation Guide for information

about viewing errors that might occur when posting journal entries

Working with Queues in the OneWorld Foundation Guide for information

about using queues to view messages

1215

General Accounting

1216

Converting Journal Entries for Batch Processing

Journal entry batch processing is a method of taking information from a system

external to J.D. Edwards software and converting it so that it can be processed as
a J.D. Edwards transaction. You can upload batch journal entries from external
sources such as PC data entry, third party or customer systems, or electronic data
interchanges (EDI). To do this, you must create a custom program that provides
proper data to fields in the Journal Entry Transactions - Batch File table
(F0911Z1).
If you are using the EnterpriseWide Profitability Solution system, you must also
provide data to fields in the Journal Entry Transactions - Batch Tag File table
(F0911Z1T).
The batch process is an edit program that verifies that the information entered
into the F0911Z1 and F0911Z1T tables is processed correctly into the Account
Ledger (F0911) and the Account Ledger Tag File (F0911T) tables. If the
information is correct, you can process it as a J.D. Edwards transaction. If you
attempt to update either of these transaction tables without using the batch
process, it could result in compromised data in the Account Ledger table.
Converting journal entries for batch processing consists of:
- Completing required fields in the F0911Z1 and F0911Z1T tables
- Processing the transaction information

Completing Required Fields in the F0911Z1 and F0911Z1T Tables

The custom program that you write must populate fields in the Journal Entry
Transactions Batch File table (F0911Z1). The field names in the table
correspond to alphanumeric names on OneWorld interactive forms.
The following programs require the fields in the F0911Z1 table for adding,
deleting, and processing batch journal entry transactions (Z1 transactions):

Batch Journal Entry Review/Revisions (P0911Z1)

Batch Journal Entry Processing UBE (R09110Z)

1217

General Accounting

If you are using the EnterpriseWide Profitability Solution system, your custom
program must also populate fields in the Journal Entry Transactions - Batch Tag
File table (F0911Z1T). The field names in this table also correspond to
alphanumeric names on OneWorld interactive forms.

See Also

Appendix D: Batch Input Setup for Journal Entries for complete

descriptions of the fields in the Journal Entry Transactions - Batch File
(F0911Z1) table and the additional fields necessary for the Journal Entry
Transactions - Batch Tag File table (F0911Z1T)

Processing the Transaction Information

After your custom program loads the transaction information into the Journal
Entry Transaction Batch File table (F0911Z1), run the Journal Entry Batch
Processor program (R09110Z). Running this program processes the information
in the F0911Z1 table and loads it into the Account Ledger table (F0911).
If you provided information for fields in the Journal Entry Transactions - Batch
Tag File table (F0911Z1T), the Journal Entry Batch Processor program also
processes this information and loads it into the Account Ledger Tag File table
(F0911T).
Any additional information that is necessary for a completed transaction is
loaded from other sources or calculated from existing information. For example:

The document number originates from the Next Numbers program

(P0002).

The document type defaults from the Master Business Function

(P0900049).

The fiscal year and period are calculated from the G/L date and Company
Names & Numbers program (P0010).

The F0911 company number is assigned based on the business unit from
the first line of the account distribution.

Errors in Processing
If any errors occur during processing, they are noted on the edit report. You can
correct the errors and reprocess the batch. If one transaction in the batch is in
error, the batch does not process. After the batch has been successfully
processed, the field VNEDSP is updated from 0 to 1. These records remain in the
F0911Z1 table until they are purged. Alternatively, you can set up a processing
option to purge this table automatically.

1218

Converting Journal Entries for Batch Processing

The following tips may help you reduce the number of error messages, or help
you identify and resolve them when they occur:

Initially process a small number of records in a batch. Most errors that

occur on one record also occur on all records. Correct the errors on the
smaller number of records, and then follow the same sequence of steps
when you process a larger number of records in a batch.

The only thing that prevents a batch from processing is an error. Warning
messages alert you to nonstandard events but do not prevent processing.
You can turn off warning messages by means of the processing options on
the Messages tab.

You can run the proof in batch mode. However, proof mode is not
necessary because you have the option to review the transactions before
posting (during which time they could be deleted). Also, any error
prevents the batch from processing.

Reading error messages helps identify the cause and the resolution of
errors. Error messages can be accessed and read from the Work Center in
one of three ways:

From the Workflow Management menu (G02), choose Employee

Work Center

Set the OneWorld preferences to view the Exit Bar. Then choose
Batch Journal Entry Processor from the Batch Journal Entry
Processing menu (G09311), or choose Store and Forward
Journal Entry Batch Processor from the Store and Forward
Journal Entries menu (G09318). Right click the UBE that you
chose and click Prompt For Version. On the Find/Browse form,
choose Work Center from the Tools menu on the Exit Bar.

Set the OneWorld preferences to view the Exit Bar. Then choose
Work With Servers from the System Administration Tools menu
(GH9011). On Work With Servers, choose Work Center on the
Tools menu on the Exit Bar.

All error messages are also located in the Data Dictionary, where you can
inquire on the error number and review the glossary.

If there are errors that you cannot resolve, enter a transaction manually
through the Journal Entry Revisions program (P0911Z1) and process it
successfully. Then compare the F0911Z1 transaction that you converted to
the F0911Z1 transaction entered through the Journal Entry Revisions
program. Comparing the differences assists you in locating discrepancies
and resolving the errors.

1219

General Accounting

1220

Reviewing Batch Journal Entries

Before you process a batch in final mode, you might need to review a journal
entry. You can review individual journal entries that have been transferred from
an external source or entered as store and forward journal entries into the
Journal Entry Transactions Batch table (F0911Z1). Cost management information
for batch journal entries is stored in the Journal Entry Transactions Batch Tag
File table (F0911Z1T).
After you transfer journal entries, you can review specific information about the
batch. For example, you might want to verify the number of journal entries in a
batch for a specific date.
You can view both processed and unprocessed transactions.

See Also

Cost Object Tracking in General Accounting in the EnterpriseWide

Profitability Solution Guide for cost management information
To review batch journal entries

From the Batch Journal Entry Processing menu (G09311), choose Journal Entry
Revisions if you are processing batch journal entries.
From the Store and Forward Journal Entries menu (G09318), choose Store and
Forward Journal Entry - Revision if you have transferred journal entries from a
local environment.
1. On Work With Store & Forward Journal Entries, click Find to display all
journal entries, or limit the journal entries that display by completing any
of the following fields or any of the fields in the QBE line:

Batch Number

Processed

2. To display batches by date, complete the following fields:

From Date

Thru Date

1221

General Accounting

3. Click one of the following options:

Transmission

G/L

Field

Explanation

Batch Number

The number that the transmitter assigns to the batch.

During batch processing, the system assigns a new batch
number to the J.D. Edwards transactions for each control
(user) batch number it finds.

See Also

1222

Revising Batch Journal Entries to see the processing options for this
program

Revising Batch Journal Entries

After you review journal entries that you transferred to the General Accounting
system from an external source or that you entered as store and forward journal
entries, you might need to make additions or corrections to the journal entries
before you process them in final mode.
Revising batch journal entries consists of:
- Adding batch journal entries
- Correcting unprocessed batch journal entries
- Changing, deleting, or voiding batch journal entries
When you add or correct batch journal entries, the system updates information
in the Journal Entry Transactions Batch table (F0911Z1).
When you add or correct cost management information on batch journal entries,
the system updates information in the Journal Entry Transaction Batch Tag File
table (F0911Z1T).
You cannot change, delete, or void journal entries processed in final mode or
journal entries for a different accounting period. You must purge these
transactions from the temporary batch table.

See Also

Purging Processed Journal Entries

Cost Object Tracking in General Accounting in the EnterpriseWide

Profitability Solution Guide for cost management information

1223

General Accounting

Adding Batch Journal Entries

You should not have to add journal entries to an existing batch unless you
experience difficulty transferring them from an external system. In this case, J.D.
Edwards recommends that you manually add a journal entry for the batch.
Compare the manual transaction to the transferred transaction to detect and
correct any discrepancies.
To add batch journal entries
From the Batch Journal Entry Processing menu (G09311), choose Journal Entry
Revisions if you are processing batch journal entries.
From the Store and Forward Journal Entries menu (G09318), choose Store &
Forward Journal Entry - Revision if you are working with store and forward
journal entries.
1. On Work With Store and Forward Journal Entries, click Add.
2. On Store and Forward Journal Entry Revisions, complete the following
field to add a journal entry to an existing batch:

EDI - Batch Number

When adding batch journal entries, you do not need to enter a document
number. The system automatically assigns this number when you process
them. This procedure prevents duplicate numbers in the general ledger.
3. Follow the steps to enter a standard journal entry.
Note: The system uses next numbers to assign numbers during final processing
of batch journal entries. J.D. Edwards recommends that you use next numbers so
that the system does not create duplicate transactions. You can, however,
manually assign transaction numbers to facilitate an easy transition between two
systems.

See Also

1224

Working with Basic Journal Entries

Revising Batch Journal Entries

Correcting Unprocessed Batch Journal Entries

After you transfer journal entries from an external source, it might be necessary
to correct them before you process them. You correct unprocessed records using
menus based on whether you are using store and forward journal entries
uploaded to the server from another program or batch journal entry processing.
If you choose store and forward journal entries, the transaction control record is
also updated.
Journal entries that you create using the store and forward process have
transaction control records. Journal entries that you upload to the server from
another program do not have transaction control records.
To correct unprocessed batch journal entries
From the Batch Journal Entries menu (G09311), choose Journal Entry Revisions if
you are working with batch journal entries.
From the Store and Forward Journal Entries menu (G09318), choose Store &
Forward Journal Entry - Revision if you are working with store and forward
journal entries.
1. On Work With Store & Forward Journal Entries, choose the unprocessed
journal entry that you want to correct and click Select.
2. On Store & Forward Journal Entry Revisions, make changes as necessary.

Changing, Deleting, or Voiding Batch Journal Entries

To delete processed transactions from the temporary batch table, you must purge
them. You can set the processing option on the Processing tab to purge
processed batch transactions that were transmitted successfully through the
journal entry batch processor.
You cannot use the Work With Store & Forward Journal Entries form to change,
delete, or void journal entries that the system has processed in final mode or
journal entries for a different accounting period. You must use the Standard
Journal Entry form to do this.

See Also

Revising an Unposted Journal Entry

Purging Processed Journal Entries

Reviewing Batch Journal Entries

1225

General Accounting

Processing Options for Store & Forward Journal Entry and Journal Entry
Revisions
Entry Type
Enter a 1 if the transactions being
entered are not to be handled as
Store and Forward entries. Entering
a 1 causes no transaction control
record to be written or updated.
Default of blank will cause
transaction control records to be
written.
Entry Type

1226

____________

Processing Batch Journal Entries

After you transfer journal entries into the General Accounting system from an
external source, you can process them in either proof or final mode.
Processing batch journal entries consists of:
- Submitting batches
- Verifying batch information
- Purging processed journal entries
During processing, the system creates journal entries in the Account Ledger table
(F0911). It produces an error report that lists any transactions that cannot be
processed. The system puts cost management information in the Account Ledger
Tag File table (F0911T) only if the Activate Cost Objects flag in the Cost
Management Constants table (F1609) is active and if a journal entry contains cost
management information, which the system stores in the Journal Entry
Transactions Batch Tag File table (F0911Z1T).

See Also

Cost Object Tracking in General Accounting in the EnterpriseWide

Profitability Solution Guide for cost management information

Uploading Journal Entries from Spreadsheets

Submitting Batches
From the Batch Journal Entry Processing menu (G09311), choose Journal Entries
Batch Processor if you are working with batch journal entries.
From the Store and Forward Journal Entries menu (G09318), choose Store and
Forward Batch Journal Entry Processing if you are working with store and
forward journal entries.
You can submit your batch journal entries in proof or final mode. After you
select Journal Entries Batch Processor, you choose a version to run.

1227

General Accounting

In proof mode, the system:

Checks the data and identifies errors. These errors are written to a
workflow message in the Employee Work Center. Processing in proof
mode does not affect your ledgers.

Allows you to correct errors from the workflow messages before you
process them in final mode.

In final mode, the system:

Creates journal entries in the Account Ledger table (F0911).

Assigns document and batch numbers if you leave them blank in the
Journal Entry Transactions Batch (F0911Z1) and the Journal Entry
Transactions - Batch Tag File (F0911Z1T) tables.

Supplies information for the fields that you leave blank.

Produces a report that shows the number of correct and incorrect

transactions. Specific errors are written to a workflow message in the
Employee Work Center.

Purges journal entries that have been processed (if you set the appropriate
processing option).

Verifying Batch Information

When you process journal entries in proof mode, the system creates workflow
messages that provide information about specific errors in your batches. You can
go directly to the incorrect batches from the message and correct the errors prior
to final processing.

of warning messages in the work
center. If left blank, warning
messages will be created in the work
center.
1 = Suppress Warnings, = No
Suppress

____________

Enter the user to receive the

electronic messages in the work
center. If left blank, the user
that entered the transactions will
receive the messages in the work
center.
User ID for electronic messages

____________

1229

General Accounting

What You Should Know About Processing Options

Versions

If you use the appropriate processing option to specify a

version to execute, the version must already exist on the
server.

Purging Processed Journal Entries

From the Batch Journal Entry Processing menu (G09311), choose Purge Batch
Journal Entries.
From the Store and Forward Journal Entries menu (G09318), choose Purge Store
and Forward Transactions.
After posting journal entries, you should purge them from your client and the
batch table on the server. When you run the program, the system purges journal
entries only from the environment where you are running.
When you purge processed journal entries, the system deletes the records in the
Journal Entry Transactions Batch (F0911Z1) table and the Transaction Control
Record (F0041Z1) table.

See Also

1230

Updating Transaction Control Records for information about purging

processed transactions automatically

Uploading Journal Entries from Spreadsheets

If you create journal entries using a Windows spreadsheet program, you can
upload the journal entries to the Account Ledger table (F0911). Then you can
use General Accounting programs to process your journal entries.
Uploading journal entries from spreadsheets consists of:
- Creating a spreadsheet for uploading
- Importing spreadsheet data to an upload table
- Defining the fields for the Journal Entry Transactions - Batch table
- Uploading the fields to the Account Ledger
- Reviewing and revising journal entries
- Purging the Journal Entry Transactions - Batch table
You must use a spreadsheet program to complete the first task. Use Microsoft
Access to complete the second task. Use the J.D. Edwards General Accounting
system to complete the last four tasks.

1231

General Accounting

The following graphic shows the process that you follow to upload journal
entries from a spreadsheet and the tables that the process uses.
PC Journal Entry Upload Process Flow

PC File/Journal
Entry Spreadsheet

Import data using

the Microsoft
Access product

Account Detail PC Journal

Entry Upload (Client database)
(F0911Z3)

Define fields using PC

Journal Entry Upload
Field Definition

Purge table
Journal Entry
Transactions
Batch (Server)
(F0911Z1)
Process in
proof mode

Review and revise

batch records

Yes

Errors

No
Process in
final mode

Account Ledger
(Server) (F0911)

1232

Uploading Journal Entries from Spreadsheets

Creating a Spreadsheet for Uploading

You can use any spreadsheet program to create journal entries. You then use the
upload programs to upload the journal entries to the General Accounting
System. To use the upload programs, enter data in the spreadsheet using the
required format and layout. Consult the documentation for your spreadsheet
program if you need help setting up the spreadsheet and entering data.
The following list describes the fields in the Account Ledger table to which you
can upload journal entries, including the data dictionary name and the maximum
length for each field.
Account Number (ANI)

29 alphanumeric characters (required).

Subledger (SBL)

Eight alphanumeric characters (optional).

Subledger Type (SBLT)

One alphanumeric character (optional).

Document Type (DCT)

Two alphanumeric characters. (If this field is left blank,

the program will default to the document type selected on
Processing Options for PC Journal Entry Upload Field
Mapping.)

Document Number
(DOC)

Eight alphanumeric characters. (If this field is left blank,

the program will assign one document number to the
entire spreadsheet.)

Document Company
(KCO)

Five alphanumeric characters (optional).

Invoice Number (VINV)

25 alphanumeric characters (optional).

Payment Number (CN)

Eight alphanumeric characters (optional).

Pay Item (SFX)

Three alphanumeric characters (optional).

G/L Offset (GLC)

Four alphanumeric characters (optional)

Batch Rear End Code

(BRE)

One alphanumeric character (optional).

Alt G/L Post Code 1

(ALT1)

One alphanumeric character (optional).

1233

General Accounting

Alt G/L Post Code 2

(ALT2)

One alphanumeric character (optional).

G/L Post Code 3 (ALT3)

One alphanumeric character (optional).

G/L Post Code 4 (ALT4)

One alphanumeric character (optional).

MultiCurrency JE
(ALT5)

One alphanumeric character (optional).

Cash Basis Post (ALT6)

One alphanumeric character (optional).

Amount (AA)

15 alphanumeric characters. (If this field is left blank, a

zero (0) monetary amount will be posted.)

Unit Amount (U)

15 alphanumeric characters. (If this field is left blank,

journal entries will be posted without units.)

Unit of Measure (UM)

Two alphanumeric characters (optional).

Reference (R1)

Eight alphanumeric characters (optional).

Reference 2 (R2)

Eight alphanumeric characters (optional).

Explanation - Alpha
(EXA)

30 alphanumeric characters. (If this field is left blank, the

program will use the explanation on Processing Options
for PC Journal Entry Upload Field Mapping.)

Explanation - Remarks
(EXR)

30 alphanumeric characters (optional).

G/L Period Number (PN) Two alphanumeric characters. (If this field is left blank,
the program will use the G/L Date selected on Processing
Options for PC Journal Entry Upload Field Mapping. If
Processing Options are blank, the program will use
today's date.)
Fiscal Year (FY)

1234

Two alphanumeric characters. (If this field is left blank,

the program will use the G/L Date selected on Processing
Options for PC Journal Entry Upload Field Mapping. If
Processing Options are blank, the program will use
today's date.)

Uploading Journal Entries from Spreadsheets

G/L Date - Day (DGD)

Two alphanumeric characters. (If this field is left blank,

the program will use the date indicated in the G/L Period
Number (PN) and Fiscal Year (FY) fields.)

G/L Date - Month (DGM) Two alphanumeric characters. (If this field is left blank,
the program will use the date indicated in the G/L Period
Number (PN) and Fiscal Year (FY) fields.)
G/L Date - Year (DGY)

Two alphanumeric characters. (If this field is left blank,

the program will use the date indicated in the G/L Period
Number (PN) and Fiscal Year (FY) fields.)

Serv/Tax Date - Day

(DSVD)

Two alphanumeric characters (optional).

Serv/Tax Date - Month

(DSVM)

Two alphanumeric characters (optional).

Serv/Tax Date - Year

(DSVY)

Two alphanumeric characters (optional).

Check Date - Day (DKD) Two alphanumeric characters (optional).

Check Date - Month
(DKM)

Two alphanumeric characters (optional).

Check Date - Year

(DKY)

Two alphanumeric characters (optional).

Other requirements for your spreadsheet are:

Use a single row for all of the data needed to create one record.
To use the table conversion program provided with General Accounting,
your spreadsheet must contain all of the columns in the order listed
above. Each field in the spreadsheet must not exceed the maximum length
shown in the list but may contain fewer characters.

Use one of three account number formats: short account ID, third account
number, and long account number (business unit.object.subsidiary).
However, you must use the same account number format for all records.
Specify that format in the processing option of the table conversion
program.

Amount fields can include decimal points. If you use a minus sign, it must
be the first character to the left of the leftmost number.

1235

General Accounting

Include a heading row in the spreadsheet. This is required because the

system deletes the first row of the spreadsheet during the upload process.

Do not include a ledger type, which you will specify during upload
processing.

After you format and complete the spreadsheet, save the spreadsheet as a
commadelimited text file with the file extension .CSV. When you exit the
spreadsheet, do not save the data again. (If you save on exit, the file
reverts to the spreadsheet format, destroying text formatting.)
If you use a spreadsheet with a different format, you must create your
own table conversion program with new mappings for the input fields. To
do this, use the J.D. Edwards table conversion program as a model and
revise it as needed.

Importing Spreadsheet Data to an Upload Table

Use the Microsoft Access product to import the spreadsheet data into the
Account Detail - PC Journal Entry Upload table (F0911Z3). This table contains
one field. J.D. Edwards defines this table.
If your company needs to upload several journal entry spreadsheets (for
example, if several people create journal entries using spreadsheet programs on
their PCs), import each spreadsheet separately.
The following steps describe how to use the Microsoft Access product (version
6.0 or 7.0) to import data. Refer to the Microsoft Access documentation for more
information.

Before You Begin

- Be sure that the spreadsheet contains columns in the required format and
layout. See Creating a Spreadsheet for Uploading.
- Be sure that the Account Detail - PC Journal Entry Upload table (F0911Z3)
exists on your local drive or that you have access to the table on the
server. See Generating Tables in the OneWorld Development Tools Guide.
- Use Object Configuration Manager to map the Account Detail - PC Journal
Entry Upload table (F0911Z3) to a local drive.
- Close OneWorld.

1236

Uploading Journal Entries from Spreadsheets

To import a spreadsheet to an upload table

1. In Windows Explorer, locate and click the B7 folder, where OneWorld is
installed.
2. In the B7 folder, click the folder that contains the data folder.
The name of the folder that contains the data folder usually begins with
crp," prod," or dev."
3. In the data directory, doubleclick the jdeb7.mdb icon.

Microsoft Access displays the Table tab for the database, showing the list
of tables.
4. From the File menu, choose Get External Data, then choose Import.
5. On Import, locate the .CSV file in which you saved your spreadsheet by
doing the following:

In the Files of type box, click Text Files (*.txt; *.csv; *.tab; *.asc).

Locate and select the appropriate file.

Click Import.

The system displays your text file on the Import Text Wizard, which will
lead you through the import process.

1237

General Accounting

6. On the Import Text Wizard form, click Next.

7. Click the Tab or Semicolon option to remove the column markers.

Removing the column markers creates one continuous field per record as
required for the next part of the upload process.
Do not click the First Row Contains Field Name option. The table
conversion program will remove the first row (the heading row) from the
table.

1238

Uploading Journal Entries from Spreadsheets

8. On Import Text Wizard, click Next.

You might notice a delay before the next form appears.

9. Click the In an Existing Table option.

10. Select F0911Z3 as the table and click Next.

1239

General Accounting

11. Click Finish and then click OK to confirm that the import is complete.
12. On Table, open the F0911Z3 table to review your data (optional).

13. From the File menu, choose Exit.

You can now run the PC Journal Entry Upload Field Mapping program to
define the fields for the Journal Entry Transactions - Batch table.

1240

Uploading Journal Entries from Spreadsheets

Defining the Fields for the Journal Entry Transactions Batch Table
After you import the spreadsheet data into the Account Detail - PC Journal Entry
Upload table (F0911Z3), run the PC Journal Entry Upload Field Mapping
program. This program is a table conversion program that:

Converts the information into fields in the Account Ledger format

Uploads the fields to the Journal Entry Transactions - Batch table

(F0911Z1)

You can use processing options to change the default ledger type and the
default account number format (business unit.object.subsidiary). Because the
input table is a flat file, data selection does not apply.
You provide the system with the following information:
Output table

The output table is the Journal Entry Transactions - Batch

table. If you clear the table as part of running the table
conversion program, the program deletes all of the data in
the table. You might destroy data that needs to be
uploaded to the Account Ledger table.
J.D. Edwards provides a purge program that you can use
to maintain the Journal Entry Transactions - Batch table.
See Purging the Journal Entry Transactions - Batch table.

Trace level

You do not need to specify a trace level unless you want

to log the upload process. If you want to generate a log,
change the Trace Level field to a number between one
and 10, with 10 providing the most detailed log.

Number of rows to
process

You do not need to specify the number of rows to

process. Unless you change the Number of Rows field to a
number other than zero, the program will change all input
rows of data.

Input and output

environments

The input environment corresponds to the local database

on the client. The output environment corresponds to the
target database that contains the Account Ledger table.

Before You Begin

- Use Microsoft Access to import your spreadsheet, which contains records
in the required sequence, into the Account Detail - PC Journal Entry
Upload table. See Importing Spreadsheet Data to an Upload Table.

1241

General Accounting

To define the fields for the Journal Entry Transactions - Batch table
From the Batch Journal Entry Processing menu (G09311), choose PC Journal
Entry Upload Field Mapping.
1. On Work With Batch Versions, choose a version of PC Journal Entry Field
Mapping and click Select.
2. On Table Conversion Prompting, do one of the following:

If you are working in the local environment, turn on Properties and

click Submit.

If you are working in a server environment, turn on the Properties

and Override Location options, and click Submit. On JDE Data
Sources, select the local data source so that the table conversion
program can access the information that you just imported to the PC
Journal Entry Upload table.

3. On PC Journal Entry Upload Field Definition, do the following:

On the Select Environments tab, in Input Environment, select the

local environment that has the Account Detail - PC Journal Entry
Upload table (F0911Z3) mapped to your local drive.

On the Select Environments tab, in Output Environment, select the

environment that has the Journal Entry Transactions - Batch table
(F0911Z1) mapped to the server.

On the Data Selection tab, do not enter any criteria.

On the Table Options tab, if you are using multicurrency, click Run
Currency Triggers. The system will convert decimal places and other
currency fields based on your multicurrency setup.

On the Table Options tab, do not click Clear Output Tables. If you
click this option, the system will clear all data in the Journal Entry
Transactions - Batch table regardless of the user status or processing
status.

On the Table Options tab, do not click Force Row by Row

Processing. The system ignores this field.

On the Debug Logging tab, leave the Use ini settings turned on to
accept the default for trace level and number of rows to process.

Click OK.

The system submits the job for batch processing. When this program
finishes, it does not print a report or provide other feedback.

1242

Uploading Journal Entries from Spreadsheets

Processing Options for PC Journal Entry Upload Field Definition

Account Number
Enter the account number format specifed
on the journal entry spreadsheet.
1 = Account ID 2 = 3rd Account
Number 3 = Long Account Number

____________

Ledger Type
Enter the ledger type to be used for the
spreadsheet records.
If left
blank, the detault is AA.
Ledger Type

____________

Default Values
Enter the default values for the
following fields. These default
values will be used if the
associated values from the imported
records are blank.
G/L Date
Document Type
Explanation Alpha

____________
____________
____________

Currency Code
Enter the currency code. If left blank,
the default is the companys
currency.
Currency Code

____________

Uploading the Fields to the Account Ledger

After you define the fields for the Account Ledger table, run the Journal Entries
Batch Processor program in proof mode. See Processing Batch Journal Entries.
If the system detects errors, you must correct them prior to final processing. See
Reviewing and Revising Journal Entries.
After you make corrections, rerun the Journal Entries Batch Processor program in
proof mode. When the resulting report is free from errors, run the program in
final mode.
Set processing options to control the upload process:

Ignore the first MBF processing option.

Specify that this transaction is not a Store and Forward journal entry.

Specify whether outofbalance journal entries are accepted.

1243

General Accounting

Specify whether processed transactions should be automatically purged

from the batch file.

Specify whether warning messages should be suppressed.

Specify the user to which the error or warning message should go.

For each record that the program successfully uploads, the system updates the
Batch Status field to D (done or posted) in the Journal Entry Transactions Batch
table. If the system detects an error, it will not process any journal entries that
have the same document number as the journal entry that contains the error.

Reviewing and Revising Journal Entries

When you run the Journal Entries Batch Processor program in proof mode, the
system might identify errors that you must correct before you can complete the
upload to the Account Ledger table. These errors are written to a workflow
message in the Employee Work Center. Use the interactive Journal Entries Batch
Processor program to review and revise the data in the Journal Entry
Transactions - Batch table.
Before running the Journal Entries Batch Processor application, specify in your
processing options that this transaction is not a Store and Forward journal entry.
See Revising Batch Journal Entries.
To filter out spreadsheet records created by a specific user, you can enter the
user ID and click Find.
After you correct the errors, rerun the Journal Entries Batch Processor program.
When the program finds no errors, you can then run it in final mode to copy the
valid records into the Account Ledger table (F0911).

Purging the Journal Entry Transactions Batch Table

From the Batch Journal Entry Processing menu (G09311), choose Purge Batch
Journal Entries.
After posting journal entries, you should purge them from your client and the
batch table on the server. When you run the program, the system purges journal
entries only from the environment where you are running.
When you purge processed journal entries, the system deletes the records in the
Journal Entry Transactions Batch (F0911Z1) table and the Transaction Control
Record (F0041Z1) table.
You can also set the Journal Entry Batch Processor processing options on the
Processing tab so that the program will automatically purge processed journal
entries.

1244

Uploading Journal Entries from Spreadsheets

See Also

Purging Processed Journal Entries

1245

General Accounting

1246

Allocations
You define allocations for many purposes, such as distributing expenses,
creating annual or periodic budgets, and calculating currency conversions. Use
allocations to redistribute amounts from one or more business units to accounts
in other business units, or from one ledger type to another.
Working with allocations consists of:
- Working with recurring journal entries
- Working with indexed allocations
- Working with variable numerator allocations
- Reviewing and posting allocations
You can set up model journal entries to work as allocations. Use model journal
entries or recurring journal entries if the amounts never change.

See Also

Working with Model Journal Entries to set up model journal entries to

work as allocations

Types of Allocations
J.D. Edwards provides three types of allocations:

Recurring journal entries

Indexed allocations

Variable numerator allocations

131

General Accounting

Using Recurring Journal Entries

You can set up journal entries once and have them recur with the desired
frequency.
The following graphic illustrates how a journal entry can be set up once and
used on a recurring basis.
JE 1

G/L Date

JE 1

6/30/05

G/L Date

JE 1

7/30/05

G/L Date

8/30/05

Account

Amount

Account

Amount

Account

Amount

Accrued Vacation
Payroll Expense

1500.00
1500.00

Accrued Vacation
Payroll Expense

1500.00
1500.00

Accrued Vacation
Payroll Expense

1500.00
1500.00

Recurring Frequency = MO

Using Indexed Allocations

Indexed allocations are the most flexible and most commonly used because of
their copy feature. For example, you can copy this year's actual amounts to next
year's budget. You can also:

132

Allocate from one company to another.

Multiply by a positive or negative factor before allocating.

Set up either annual or monthly budgets.

Convert currencies. For example, you can restate U.S. dollars to Canadian
dollars for consolidated reporting with other Canadian companies. You
can also enter any gain or loss on the conversion to a contra/clearing
account. Although the indexed allocations feature has this capability, J.D.
Edwards recommends that you use financial restatement instead of
allocations to convert currencies.

Create allocations transactionbytransaction in the Account Ledger table

(F0911) or directly update account balances in the Account Balances table
(F0902).

The following graphic illustrates how you can use indexed allocations to allocate
amounts from one ledger type in one company to another ledger type for the
same business units in the same company.

x 1.25

Amount

Company 00001
AA Ledger
(Actual Amounts)

Amount

Company 00001
BA Ledger
(Budget Amounts)
Allocate from many
business units to many
other business units

Business Unit S 1
S3
S5

Using Variable Numerator Allocations

Variable numerator allocations are the least flexible but the most dynamic. With
variable numerator allocations, you can:

Allocate amounts from one business unit to other business units with a
common category code value. This feature is unique to variable numerator
allocations.

Base an allocation on a variable, such as head count, square footage, or

percentage of use. The allocation percentages change automatically as the
variable changes. This feature is unique to variable numerator allocations.

Set up budget amounts.

133

General Accounting

The following graphic illustrates how you can use variable numerator allocations
to allocate amounts from one or more business units to other business units.
Business
Unit 9

Business
Unit 9

Variable
based on
or
Business units with same
category codes

Allocate
Amounts

head count

Business Unit 3
Division 1

Business Unit 5
Division 1

Business Unit 3

Business Unit 5

Similarities Among the Different Types of Allocations

All allocations can create journal entries when the system computes the
allocation. J.D. Edwards recommends that you use document type JA for
allocations. The system assigns batch type D to allocations. All allocations also:

Require that you complete the same steps for setup and calculation

Use the G/L date and stop date

With all allocations, you can:

Specify recurring frequencies

Create reversing journal entries

Setup and Calculation Steps

All allocations require that you complete the same five steps:
1. Enter allocation calculations.
2. Review allocations.
3. Calculate allocations.
4. Review allocations journal.
5. Post allocation amounts.

134

The following graphic illustrates how an allocation creates journal entries for the
AA (actual amounts) ledger.

Recurring
Journal Entries
(F0912)

Compute

Specify
Calculations

Indexed
Allocations
(F0912A)

Variable
Numerator
Allocations
(F0912B)

Account
Ledger
(F0911)

Review
Allocations

Post

Multi-Tiered Allocations

Account
Balances
(F0902)

All allocations can create multiple tiers of allocations (also known as compound
or cascading allocations) if you define the calculation sequence. Subsequent
calculations use the allocation amounts from previous tiers. You can have up to
nine tiers.

135

General Accounting

The following graphic illustrates multitiered allocations.

Corporate
Administration
Expenses

Sequence 1

Warehouse A
Sequence 2

Business
Unit 1

Business
Unit 2

Warehouse B

Business
Unit 3

Business
Unit 4

This type of multitiered allocation sequence is necessary:

When all of the corporate costs are passed through the warehouses to the
business units

When warehouse costs (not just corporate costs) are allocated to the
business units

The system can perform calculations sequentially only if all calculations in the
sequence use the same type of allocation. For example, if you use an indexed
allocation and a variable numerator allocation, the system cannot perform
calculations sequentially. If you want to use different types for sequential
calculations, you must compute each calculation separately and in the correct
sequence.
Recurring Frequencies
You can specify any of the following frequency intervals for all allocations:

136

Weekly

Monthly

Quarterly

Semiannually

Annually

Reversing Journal Entries

You can create reversing journal entries for accrual accounting or yeartodate
performance calculations for all allocations.
Companies often reverse allocations to create estimated distributions that will be
reversed on the first day of the following period. When you reverse an allocation
and process it in final mode, the system reverses the journal entry that was
created initially. When you post the allocation journal entry, the system creates
the reversing journal entry.
Dates
Three different dates affect the allocation methods:
G/L date

The date that determines the accounting period to which

the journal entry posts. This date defines the currency
exchange rate against which to edit. When you execute
the Compute Indexed Allocations program, the system
rolls the G/L date forward.

Special period/year

The date used to determine the source balances for the

allocation. The system extracts amounts from the Account
Balances table (F0902) based on this date if the basedon
period or year is different from the current period or year.

Stop date

The date when the allocation becomes ineligible for

processing by the Compute Allocations program.

Document Numbers
The system uses the original document number of an allocation for the journal
entries that are created each time that you run the allocation. Even though the
journal entries have the same document number, they are not considered
duplicates because each journal entry has a different G/L date. You can use the
document number to follow the audit trail back to the original allocation.

137

General Accounting

138

Working with Recurring Journal Entries

Recurring journal entries allow you to redistribute fixed amounts in one or more
business units to accounts in other business units. For example, you can
distribute expenses that are categorized as overhead to individual departments.
The system assigns batch type D to recurring journal entries.
Working with recurring journal entries consists of:
- Setting up recurring journal entries
- Reviewing recurring journal entries
- Calculating recurring journal entries

Setting Up Recurring Journal Entries

From the Allocations menu (G0923), choose Recurring JE Computation.
Setting up recurring journal entries consists of:

Setting up the recurring journal entry identifiers

Setting up the G/L distribution

To set up the recurring journal entry identifiers

1. On Work With Recurring Journal Entries, click Add.

139

General Accounting

2. On Recurring Journal Entry, complete the following fields:

Doc. Type/Number

Company

G/L Date

Explanation

Recur Frequency

3. Complete the following optional fields:

Stop Date

Status Code

After you complete these steps, follow the steps to set up the G/L
distribution for the recurring journal entry.

1310

Working with Recurring Journal Entries

Field

Explanation

Doc. Type/Number

A user defined code (00/DT) that identifies the origin and

purpose of the transaction.
J.D. Edwards reserves several prefixes for document types,
such as vouchers, invoices, receipts, and timesheets.
The reserved document type prefixes for codes are:
P
Accounts payable documents
R
Accounts receivable documents
T
Time and Pay documents
I
Inventory documents
O
Ordering document types
The system creates offsetting entries as appropriate for
these document types when you post batches.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The reserved document type prefix for journal entries
created during the Allocations program is JA.

Company

A code that identifies a specific organization, fund, entity,

and so on. The company code must already exist in the
Company Constants table (F0010) and must identify a
reporting entity that has a complete balance sheet. At this
level, you can have intercompany transactions.
Note: You can use Company 00000 for default values,
such as dates and automatic accounting instructions. You
cannot use Company 00000 for transaction entries.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The system uses the current period, fiscal year, and
general ledger date from this company for calculations
and for determining errors per the G/L Date field. This
number does not affect the journal entries created.

G/L Date

A date that identifies the financial period to which the

Stop Date

A date that indicates when the allocation becomes

inactive.
When the G/L date is less than this date, or when you
leave this field blank, the allocation is active. When the
G/L date is greater than or equal to this date, the
allocation is inactive.

1311

General Accounting

Field

Explanation

Status Code

A code that identifies the status of a transaction. Valid

codes are:
A
Approved. The system only creates journal
entries and updates accounts for approved
transactions.
H
On hold.
Blank All allocations. Generally valid only for online
inquiries.

Explanation

A description, remark, explanation, name, or address.

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
This text appears in the first of two description lines for
each journal entry that the allocation creates. This field is
required.

Recur Frequency

A code to designate that a voucher or invoice payment is

to be set up as recurring. If a frequency is defined, the
number of recurring payments must also be defined.
These two pieces of information are used when you run
the Recycle Recurring Voucher/Invoices program.
Valid recurring frequency values are:
MO Monthly
AN
Annually
WK Weekly
QT
Quarterly
SA
Semiannually
BW Biweekly
Note: If you specify a recurring frequency in voucher
entry, you cannot enter multiple pay items. However, if
you specify a recurring frequency in invoice entry, you
can enter multiple pay items.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
For allocations, the recurring frequency indicates how
often the computation is eligible for processing.

To set up the G/L distribution

After you set up the recurring journal entry identifiers, you must set up the G/L
distribution.
1. On Recurring Journal Entry, complete the following fields:

1312

Account Number

Amount

Working with Recurring Journal Entries

2. Complete the following optional fields:

Subledger

Subledger Type

Explanation

Unit of Measure

Units

Reference 2

Service/ Tax Date

Bill Code

DOI Sub

Serial Number

3. Click OK.

Field

Explanation

Account Number

A field that identifies an account in the general ledger.

Amount

A number that identifies the actual amount. Enter debits

with no sign or a plus sign. Enter credits with a minus
sign either before or after the amount. You can use
decimals, dollar signs, and commas. The system ignores
nonsignificant symbols.

Subledger

A code that identifies a detailed auxiliary account within a

general ledger account. A subledger can be an equipment
item number or an address book number. If you enter a
subledger, you must also specify the subledger type.

Subledger Type

A user defined code (00/ST) that identifies the category of

subledger. The subledger type is used with the Subledger
field.

1313

General Accounting

Field

Explanation

Unit of Measure

A user defined code (00/UM) that identifies the unit of

Units

The quantity of something that is identified by a unit of

measure. For example, it can be the number of barrels,
boxes, cubic yards, gallons, hours, and so on.

Reference 2

A number that provides an audit trail for specific

transactions, such as an asset, supplier number, or
document number.

Service/ Tax Date

A date that indicates when you purchased the goods or

services, or when you incurred the tax liability. Generally,
when you leave this field blank, the system uses the G/L
date you specified.

Processing Options for Recurring Journal Entry

Defaults
Default in the following values
Document Type
Ledger Type

____________
____________

Reviewing Recurring Journal Entries

From the Allocations menu (G0923), choose Recurring JE Computation.
You should review how you have set up your recurring journal entries before
the system calculates the allocations.
When you review recurring journal entries, the system displays information from
the Cost Allocation/Flex Budgeting table (F0912).
To review recurring journal entries
1. On Work With Recurring Journal Entries, click Find to display all recurring
journal entries.

1314

Working with Recurring Journal Entries

2. To display specific recurring journal entries, complete any of the following

fields in the Query By Example line:

Document Type

Document Number

Company

Explanation Alpha Name

G/L Date

Stop Date

Ledger Type

Status Code

Recur Frequency

User ID

3. To view the original computation, choose a recurring journal entry and

click Select.
4. On Recurring Journal Entry, verify the information.

1315

General Accounting

Calculating Recurring Journal Entries

From the Allocations menu (G0923), choose Recurring JE Compute and Print.
After you review the recurring journal entries and determine that they are
correct, the system can create the entries.
Run the Recurring Journal Entry Compute and Print program to process recurring
journal entries.
Run the program in proof mode to generate the Recurring Journal Entry report.
This report contains the journal entries that the system will create in the Account
Ledger table (F0911) when you run the program in final mode. You can review
the report and determine whether to change any information. The report also
contains error messages for recurring journal entries with errors.
The report contains the following abbreviated column headings:

LT Ledger Type

Do Ty Document Type

The report lists invalid accounts with ***.

Run this program in final mode to:

Create journal entries in the Account Ledger table (F0911)

Increment the G/L date according to the recurring frequency and stop date

After the system increments the G/L date, the recurring journal entry is ready for
future processing.
J.D. Edwards recommends that you create different versions of this program for
recurring frequencies, specific companies, and specific document types. This
approach lets you include specific groups of recurring journal entries.
After you run this program in final mode, review and post the journal entries.

Before You Begin

- Set up next year's date pattern so that the program increments the dates
correctly.

1316

Working with Recurring Journal Entries

Abbreviated Column Headings

The exception report may contain the following abbreviated column headings:

Do Ty Document Type

BF Budget From

FT Budget To

Processing Options for Recurring Journal Entry Compute & Print

Thru Date
1. Enter the Thru Date for the
allocations included. If left blank,
the current date will be used.
ThruDate

____________

Mode
1. Enter the mode the calculations and
update are to be processed in: 1
= Proof mode with report 2 =
Final mode to create transactions.
ProcessMode

____________

Data Selection for Recurring Journal Entries Compute and Print

Specify the journal entries that you want to include by document numbers and
recurring frequencies.

See Also

Reviewing and Posting Allocations

1317

General Accounting

1318

Working with Indexed Allocations

Indexed allocations allow you to redistribute amounts from one business unit or
range of business units to another business unit or range of business units. For
example, you can distribute expenses categorized as overhead among business
units or companies in your organization.
The system assigns batch type D to indexed allocations.
Working with indexed allocations consists of:
- Setting up indexed allocation computations
- Reviewing indexed allocations
- Calculating indexed allocation amounts
The system maintains indexed computations in the Indexed Allocations table
(F0912A).

Setting Up Indexed Allocation Computations

You can apply an index (rate) to the balance of an account or a range of
accounts. The system distributes the resulting balance to another account, period
and ledger; or to a range of accounts, period, and ledger.
Setting up indexed allocations consists of:

Setting up the allocation identifiers

Setting up the indexed allocation basis

Setting up the G/L distribution

Companies often reverse allocations when they want estimated distributions to

be reversed in the first day of the following period. When you reverse an
allocation, the system reverses the journal entry that was created when you ran
the Compute Indexed Allocations program in final mode. Post the journal entry
to the general ledger to create the reversing entry for the allocation.
To create a budget using indexed allocations, use the balance method and
complete the budget fields in the detail area of Allocations Index
Computations.

1319

General Accounting

Example: Indexed Allocations

In the following example, the system takes the endofyear balances in the AA
(actual amounts) ledger in accounts 6110 through 6320 and multiplies each by
1.1 (a 110% increase). The results are placed in the same account numbers in the
BA (budget amounts) ledger for the following year. For example:
YTD account balance

50,000

Index or rate

1.1

Budget to be distributed
for next year

55,000

To set up the allocation identifiers

From the Allocations menu (G0923), choose Indexed Computations.
1. On Work With Indexed Computations, click Add.

2. On Allocations Index Computations, complete the following fields:

1320

Company

G/L Date

Working with Indexed Allocations

Explanation

Recur Frequency

3. Complete the following optional fields:

Document Type

Document Number

Stop Date

4. If you are using multitiered allocations, complete the following field:

Posting Sequence

5. If you are allocating to the AA ledger type or to another ledger type that is
required to balance, complete the following field:

Contra/Clearing Account

You must specify a contra/clearing account if the ledger is required to

balance.
See Setting Up Constants for General Accounting for more information
about setting up rules for ledger types.
6. Verify whether the system bases computations on monthtodate or
yeartodate amounts.
7. If you are not using the current period, complete the following fields:

Special Period

Fiscal Year

8. Verify the status code and method of allocation.

After you complete these steps, follow the steps to set up the indexed
allocation basis.

1321

General Accounting

Field

Explanation

Company

A code that identifies a specific organization, fund, entity,

G/L Date

A date that identifies the financial period to which the

A code that controls whether the allocation is based on

monthtodate or yeartodate amounts. Valid codes are:
M
Monthtodate. The basis is period activity for
the month (net monthly postings). These do not
include prior month corrections in the allocation
base.
Y
Yeartodate. The basis is the periodend
balance. For profit and loss accounts, this is the
sum of all net postings for the year. For balance
sheet accounts, this is the cumulative balance
(inceptiontodate). These include prior month
corrections in the allocation base. If you have
recurring annual allocations, set them up as
automatically reversing entries (R in the
Reverse/Void field).

Special Period

A number that identifies the G/L period to use for

based-on amounts. If you leave this field blank, the
system will use the current period for the basedon
amounts for the company you specified.

Fiscal Year

A number that identifies the fiscal year from which the

system extracts basedon amounts. If you leave this field
blank, the system uses the current fiscal year for the
company that you specified.

Working with Indexed Allocations

Field

Explanation

Status Code

A code that identifies the status of a transaction. Valid

codes are:
A
Approved. The system only creates journal
entries and updates accounts for approved
transactions.
H
On hold.
Blank All allocations. Generally valid only for online
inquiries.

Method of Allocation

Indicates how you want to create allocation journal entries

or updates.
For World, valid codes are:
B
Balance Method. Create journal entries based on
the balance of an account or the balance of a
range of accounts. Balances are maintained in
the Account Balances table (F0902). See note
below for annual budgets.
T
Transaction Method. Create journal entries on a
oneforone basis for each posted transaction in
the Account Ledger table (F0911) for the account
range specified.
U
Update Method. Update the account balance for
nonAA ledger types and do not create any
journal entries.
For OneWorld, turn on the option that corresponds to the
method to use.
NOTE: For annual budgets, you must use B (Balance
Method). Journal entries will not be created.

To set up the indexed allocation basis

After you enter the information that identifies the allocation, enter the detail lines
that set up the allocation.
1. On Allocations Index Computations, verify the computation basedon
period.
2. Complete the following fields:

From Business Unit

From OBJ

Thru OBJ

From LT

Rate Factor

1325

General Accounting

3. If the basis amount is not based on the current period, complete the
following specific date fields:

Special Period

Fiscal Year

4. Complete the following optional fields:

From SUB

From Subledger

From Subldgr Type

From Budget Code

After you complete these steps, follow the steps to set up the G/L
distribution.

Field

Explanation

From Business Unit

A code that identifies the first business unit in a range of

business unit numbers. The system includes only amounts
that are posted to accounts in the range.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Either enter a specific business unit on each line, or enter
*xxxxx (asterisk and a company number) to specify all
business units in company xxxxx. When you use
*(company number), the system uses all business units for
that company, bypassing any business unit security that is
set up. For example, if you specify an allocation for
*00001, the allocation will be for all business units in
company 00001. Even if your access is normally restricted
to business unit 3, the allocation will bypass business unit
security.
NOTE: You cannot enter *00000 to specify all business
units in all companies.

From OBJ

Identifies the beginning object account in a range of

accounts. The system allocates only amounts posted to
accounts in this range.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
To indicate a single account, enter only the from object
account, or enter the same account in both the From and
Thru fields.
You can identify a subsidiary account range in the detail
area.

1326

Working with Indexed Allocations

Field

Explanation

From Ledger Type

A user defined code (system 09/type LT) that identifies a

ledger type.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you leave this field blank, the default is AA (Actual
Amounts).

Rate Factor

A number that identifies the index or rate for calculations.

The system multiplies the from amounts by this factor to
calculate the amounts to distribute. You can specify either
positive or negative numbers and eight or fewer decimals.
If you specify more than eight decimal positions, the
system rounds to eight positions.
If you specify a large whole number and a large number
of decimal positions, the system might not be able to
display the entire number. Even though all decimal
positions cannot be displayed, they are stored (up to
eight) correctly in the table.
NOTE: For annual budgets, you can specify zero to
remove all balances and start over.

From Subsidiary

Identifies the beginning subsidiary account in a range of

accounts. The system uses these accounts to determine the
basis for the allocation. Only posted amounts in the
account range are included. For example, from 00000000
to 99999999.

From Subledger

Identifies the beginning subledger account in a range of

accounts. A subledger provides detailed auxiliary
accounting for a general ledger account. When amounts
are distributed, only amounts posted to this subledger are
included.
You can type * (asterisk) in this field to specify all
subledgers. If you leave this field blank, the system
includes only posted transactions for a blank subledger.

1327

General Accounting

Field

Explanation

From Budget Code

Budget Code origination.

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
A number that indicates the allocation base (from"
account) for budget ledgers. Numbers include:
1
Requested budget amount.
2
Approved budget amount.
3
Final budget amount.
4
Job cost budget amount. This is the sum of the
prior year and current year net postings. Valid
only with a Budget Code To Location of 3 (Final
budget).
Blank Not applicable for budget ledgers.
Use this field only for annual budgets. Codes 1, 2, and 3
are valid only when you specify the Balance Method with
AN (Annual) in the Recurring Frequency field.

To set up the G/L distribution

After you set up the indexed allocation basis, enter the detail lines that distribute
the allocation to the G/L accounts.
1. On Allocations Index Computations, complete the following fields:

TO Bus. Unit

TO OBJ

TO LT

2. Complete the following optional fields:

Explanation -Remark-

To SUB

To Subledger

To Subldgr Type

To Budget Code

Budget Year

You can use * in the To Subledger field to carry the subledger in the From
Object to the To Object. The To Object account must also contain *.
3. Click OK.

1328

Working with Indexed Allocations

Field

Explanation

Business Unit

An alphanumeric field that identifies a separate entity

within a business for which you want to track costs. For
example, a business unit might be a warehouse location,
job, project, work center, branch, or plant.
You can assign a business unit to a voucher, invoice, fixed
asset, employee, and so on, for purposes of responsibility
reporting. For example, the system provides reports of
open accounts payable and accounts receivable by
business units to track equipment by responsible
department.
Security for this field can prevent you from locating
business units for which you have no authority.
Note: The system uses the job number for journal entries
if you do not enter a value in the AAI table.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Either enter a specific business unit or enter * to post to
the business unit indicated in the From field.

TO OBJ

The portion of a general ledger account that refers to the

division of the Cost Code (for example, labor, materials,
and equipment) into subcategories. For example, dividing
labor into regular time, premium time, and burden.
Note: If you are using a flexible chart of accounts and the
object account is set to 6 digits, J.D. Edwards recommends
that you use all 6 digits. For example, entering 000456 is
not the same as entering 456, because if you enter 456,
the system enters three blank spaces to fill a 6digit object.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Either enter a specific account or enter * (asterisk) to post
to the same account indicated in the From field. You can
identify a subsidiary account in the detail area.

Ledger Type

A user defined code (09/LT) that specifies the type of

ledger, such as AA (Actual Amounts), BA (Budget
Amount), or AU (Actual Units). You can set up multiple,
concurrent accounting ledgers within the general ledger to
establish an audit trail for all transactions.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you leave this field blank for annual budgets, the default
is BA (Budget Amount). If you leave this field blank for
other ledger types, the default is AA (Actual Amounts).

Explanation -Remark-

A name or remark that describes an element in the J.D.

Edwards systems.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The second of two description lines for each journal entry
that the allocation creates.

1329

General Accounting

Reviewing Indexed Allocations

After you set up your indexed allocation calculations, you should review them to
ensure they are accurate before the system calculates them.
To review indexed allocations
From the Allocations menu (G0923), choose Indexed Computations.
1. On Work With Indexed Computations, click Find to display all indexed
allocations.
2. To display specific allocations, complete any of the following fields on the
Query By Example line and click Find:

Do Ty

Document Number

G/L Date

M/ Y

Method Alloc.

Explanation

Stat Code

User ID

3. To view the original calculation, choose an allocation and click Select.

1330

Working with Indexed Allocations

4. On Allocations Index Computations, verify the information.

5. Choose a row in the detail area and choose Details from the Row menu.

6. On Indexed Computations Detail, verify the information.

See Also

Setting Up Indexed Allocation Calculations

1331

General Accounting

Calculating Indexed Allocation Amounts

From the Allocations menu (G0923), choose Index Computations Compute and
Print.
After you review the indexed allocations and determine that they are correct, the
system can calculate them. The Index Computations Compute and Print program
processes allocations and prints the Allocations Journal report. This program:

Reads balances or transactions (depending on method) from one or more

accounts.

Multiplies each balance or transaction by the specified rate index.

Creates journal entries in the Account Ledger table (F0911) with batch type
D. The journal entries distribute the results to another account or range of
accounts (balance method, not update and transaction methods). The
transaction method also creates journal entries on a onetoone ratio with
the transactions that it reads.

Calculates an offset to balance the resulting journal entries, if needed, and

distributes it to a contra/clearing account.

Run the Index Computations Compute and Print program in proof mode to
review the report and determine whether to change any information.
Run the program in final mode to:

Create journal entries in the Account Ledger table (F0911), except for the
update method.

Increment the G/L date according to the recurring frequency in the

allocation, which ensures that the allocation is ready for future processing.

Update balances only in the Account Balances table (F0902) for ledger
types other than AA if using Method U.

Print the report. The Indexed Computations Journal lists detailed allocation
information and errors, for example, invalid accounts and PBCO (posted
before cutoff).

After you run this program in final mode, review and post the journal entries.
The report contains the following abbreviated column headings:

LT Ledger Type

Do Ty Document Type

The report can contain the following abbreviated column headings:

1332

BF Budget From

BT Budget To

Working with Indexed Allocations

The report lists invalid accounts with ***.

J.D. Edwards recommends that you create different versions of this program for
different recurring frequencies, specific companies, and specific document types.
This process lets you include specific groups of allocations.

Before You Begin

- Set next month's or next year's fiscal date pattern so that the program
increments the dates correctly.
- Before you run the program with multitiered calculations, make sure that
the posting sequence numbers on Allocations Indexed Computations are
correct so that the allocations run in the required order.

See Also

Reviewing and Posting Allocations

Working with Basic Journal Entries and Revising and Voiding Posted
Journal Entries for more information about how to revise or void posted
or unposted journal entries created by the Compute Indexed Allocations
program

R093021, Indexed Allocations Compute and Print in the Reports Guide for
a report sample

Processing Options for Compute Indexed Allocations

Mode
MODE
1. Enter the mode the calculations
and update are to be
processed in:
1 = Proof mode with report
2 = Final mode to create
transactions.
____________
Audit Trail
AUDIT TRAIL
1. Enter a 1 to print an audit
trail of all transactions or
accounts supporting each entry.
Default of blank will print
the journal entries only.
____________
Include Alloc

1333

General Accounting

ALLOCATIONS TO INCLUDE
1. Enter the Thru Date for the
allocations included. If left
blank, the date that the
allocation is processed will be
used.
____________
Multi-tier
MULTI-TIER PROCESSING
1. Enter an R to include the
amounts from transactions
created in this batch in totals
for multi-tiered entries. Default
of blank will include only
posted transactions created
previous to this batch.
____________
Explanations
JOURNAL ENTRY EXPLANATIONS
1. Enter a 1 to cause the first
description on new transactions
to be moved from the detail
transaction the calculation is
based on. Leave blank to move
the specification first
description.
Note: This option applies to T
method allocations only.
____________
Errors
ERROR PROCESSING
1. Select a 1 if you want to see
your errors on the report or
leave the value blank if you
want to send your errors to the
Work Center.
____________
Log Warnings
WARNINGS
1. Enter a 1 to suppress
warnings. If left blank( the
default) will
log all errors and warnings.
____________

1334

Working with Indexed Allocations

Data Sequence for Compute Indexed Allocations

Do not change the data sequence provided in the demo version of this program.

1335

General Accounting

1336

Working with Variable Numerator Allocations

Variable numerator allocations allow you to redistribute amounts from one or

more business units to one or more business units with a common category
code. For example, you can distribute an expense based on the number of
people in a department.
The system assigns batch type D to variable numerator allocations.
Working with variable numerator allocations consists of:
- Setting up variable numerator allocations
- Reviewing variable numerator allocations
- Calculating variable numerator allocations

Setting Up Variable Numerator Allocations

The system calculates variable numerator allocations by computing percentages
that are applied to the balance of an account or range of accounts. It then
distributes the resulting balances to another account or range of accounts. You
can specify accounts by business unit category code instead of by business
unit/account range.
The percentages represent fractions of the total of the balances in the accounts
that you specify. The balance total is the denominator and the individual account
balances are the numerators of the fractions.
The system calculates variable numerator allocations as follows:
1. Gathers balances from a range of accounts (the Based Upon accounts)
2. Computes the percentage of the total for each account balance
3. Applies the appropriate percentage to the balance of an account or range
of accounts (the Allocate accounts)
4. Creates journal entries to distribute the resulting amounts to a specific
account (the Apply To account) within multiple business units

1337

General Accounting

5. Calculates an offset amount (if needed) to balance the resulting journal

entries and distribute it to the contra/clearing account that you specify
6. Stores the computation specification in the Variable Allocation table
(F0912B)
Setting up variable numerator allocations consists of:

1338

Identifying an allocation

Adding the specifications

Working with Variable Numerator Allocations

Example: Variable Numerator Allocations

In this example, you allocate a yeartodate salary expense amount (12,000) to
several business units (BU). You want to base the allocation amount for each
business unit on the number of people in the business unit compared to the
total number of people in the department.

Allocate

Based On

Apply To

Salary
Expenses

Department
Head Count

Distributed General
Account 7970

BU 9 81008199
(12,000) Salary
Expenses
AA Ledger Type
MonthToDate
Balances

Category Code 1 = 197

(Sales) Account 9901
Head Count
AU Ledger Type
InceptionToDate
Balances

BU 3 = 500
BU 4 = 300

Variable
Numerators

BU 5 = 200

Total Head Count = 1000

Amount

Common
Denominator
Apply To

500/1000 = (.5 x 12,000) = 6000

3.7970

300/1000 = (.30 x 12,000) = 3600

4.7970

200/1000 = (.2 x 12,000) = 2400

5.7970

See Also

Working with Recurring Journal Entries

1339

General Accounting

To identify an allocation
From the Allocations menu (G0923), choose Variable Numerator.
1. On Work With Variable Numerator, click Add.

2. On Specify Variable Numerator Computation, complete the following

fields:

Doc Type/Number

Company

3. On the Identification tab, complete the following fields:

G/L Date

Explanation

Contra/Clearing Account No
You must specify a contra/clearing account if the ledger is required
to balance.
See Setting Up Constants for General Accounting for more
information about setting up rules for ledger types.

1340

Rate Factor

Recur Frequency

Posting Sequence

Working with Variable Numerator Allocations

Use the posting sequence field for multitiered allocations. The

allocations will be posted in the order that you specify.
4. You can also complete the following optional fields:

Subledger/Type

Stop Date

5. Verify if the status is Approved or Hold.

After you complete these steps, follow the steps to add the specifications
for the allocation.

Field

Explanation

Contra/Clearing Account
No

A field that identifies an account in the general ledger.

Subledger/Type

A code that identifies a detailed auxiliary account within a

general ledger account. A subledger can be an equipment
item number or an address book number. If you enter a
subledger, you must also specify the subledger type.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
You can type @ or * to specify all subledgers. If you leave
this field blank, the system only includes transactions
posted with a blank subledger.

Stop Date

A date that indicates when the allocation becomes

inactive.
When the G/L date is less than this date, or when you
leave this field blank, the allocation is active. When the
G/L date is greater than or equal to this date, the
allocation is inactive.

1341

General Accounting

Field

Explanation

Rate Factor

A number that identifies the index or rate for calculations.

Recur Frequency

A code to designate that a voucher or invoice payment is

1342

Working with Variable Numerator Allocations

Field

Explanation

Posting Sequence

A number that controls the sequence for multitiered

To add the specifications

You must specify the account information for the allocation.

1. On Specify Variable Numerator Computation, click the Specifications tab,

and complete any of the following Allocate (source) fields:

From Business Unit

OR Code Number

Subsidiary - From

Thru

Subledger - From

Thru

Based Upon Subledger Type

Ledger Type

7. Complete the following Based Upon (ratio) field if you are not using the
current period:

Special Period/Yr

8. Select the amounts to use:

1344

MTD

YTD

Working with Variable Numerator Allocations

ITD

9. Complete the following Apply To (destination) fields:

Object

Subsidiary

Subledger

Ledger Type

10. Click OK.

Field

Explanation

From Business Unit

A code that identifies the first business unit in a range of

business unit numbers. The system includes only amounts
that are posted to accounts in the range.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
You can type a specific business unit in this field or leave
it blank if you use business unit category codes (the Code
Number and Code fields) to define the allocation amounts.
NOTE: You cannot enter *00000 to specify all business
units in all companies.

Object Account From

Identifies the beginning object account in a range of

accounts. The system allocates only amounts posted to
accounts in this range.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
To indicate a single object account, you can either specify
only the from account or you can specify the same
account in both the From and Thru fields.

Object Account Thru

Identifies the ending object account in a range of

accounts.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
To indicate a single object account, you can either specify
only the from account or you can specify the same
account in both the From and Thru fields.

From Subsidiary

Identifies the beginning subsidiary account in a range of

accounts. The system uses these accounts to determine the
basis for the allocation. Only posted amounts in the
account range are included. For example, from 00000000
to 99999999.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
To indicate a single subsidiary account, you can either
specify only the from account or you can specify the same
account in both the From and Thru fields.

1345

General Accounting

Field

Explanation

Thru Subsidiary

Identifies the ending subsidiary account in a range of

From Subledger

Identifies the beginning subledger account in a range of

Allocate Through
Subledger

Identifies the ending subledger account in a range of

accounts. The system uses this range to determine the
amount to allocate.
Generally, you can type @ (at sign) to indicate all
subledgers. If you leave this field blank, the system
includes only posted transactions for a blank subledger.

1346

Subledger Type

A user defined code (system 00, type ST) that is used in

conjunction with the Subledger field. It identifies the
subledger type and subledger editing. On the User
Defined Codes form, the 2nd line of description controls
how the system performs editing. This is either hard
coded in the J.D. Edwards software (as shown in the 2nd
line of description) or can be user defined as shown
below:
A
Alphanumeric field, do not edit
N
Numeric field, right justify and zero fill
C
Alphanumeric field, right justify and blank fill

From Period Number General Ledger

A number that identifies the G/L period to use for

based-on amounts. If you leave this field blank, the
system will use the current period for the basedon
amounts for the company you specified.

Working with Variable Numerator Allocations

Field

Explanation

From - MTD, YTD, ITD

Amounts

A code that controls whether the allocation is based on

monthtodate, yeartodate, or inceptiontodate amounts.
Valid codes are:
M
Monthtodate. The basis is the net posting
balance for the month (the fiscal period).
Y
Yeartodate. The basis is the periodend
balance. For profit and loss accounts, this is the
sum of all net postings for the year through the
end of the month you specify. For balance sheet
account, this is the cumulative balance through
the end of the month you specify.
I
Inceptiontodate. The basis is the cumulative
balance through the end of the month you
specify.
NOTE: Monthtodate allocations do not include prior
month corrections in the allocation base. Yeartodate
allocations do include prior month corrections in the
allocation base. Inceptiontodate allocations include prior
month corrections and all postings from prior years.

Reviewing Variable Numerator Allocations

From the Allocations menu (G0923), choose Variable Numerator.
You should review how you set up the allocation before the system calculates
the allocation.
When you review variable numerator allocations, the system displays
information from the Variable Numerator Allocation table (F0912B).
To review a variable numerator allocation
1. On Work With Variable Numerator, click Find to display all allocations.
2. To display specific allocations, complete any of the following fields in the
Query By Example line:

Do Ty

Document Number

G/L Date

Explanation Alpha Name

Stop Date

1347

General Accounting

Posting Sequence

Stat Code

User ID

3. To view the original computation specifications, choose an allocation and

click Select.
4. On Variable Numerator Identification, verify the information.
After you complete these steps, you can compute the allocation.

Field

Explanation

Explanation Alpha Name

A description, remark, explanation, name, or address.

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
This text describes the allocation. It appears in the first of
two description lines for each journal entry that the
allocation creates.
Type the entire text or the first few characters of the text
followed by an (*) asterisk. For example, 1998 budget*
shows all allocations that begin with the text 1998 budget.

User ID

For World, the IBMdefined user profile.

For OneWorld, the identification code for a user profile.

Calculating Variable Numerator Allocations

From the Allocations menu (G0923), choose Variable Numerator Compute and
Print.
After you review the variable numerator allocations and determine that they are
correct, the system can calculate them.
Run the Variable Numerator Compute and Print program to process allocations
and print an allocations journal report.
Run this program in proof mode to determine whether to change any
information. You can set your processing options to have error messages sent to
the Employee Work Center (G02), or you can have errors printed on a report.
You will see the word PRELIMINARY at the top of the report.
Run the program in final mode to:

1348

Print the report

Create journal entries in the Account Ledger table (F0911)

Working with Variable Numerator Allocations

Update the allocation for subsequent processing

Update balances in the Account Balances table (F0902) for ledger types
other than AA if using the update method

When you run this program in final mode, the system increments the G/L date
according to the recurring frequency in the allocation. This procedure ensures
that the allocation is ready for future processing. J.D. Edwards recommends that
you create different versions of this program for recurring frequencies, specific
companies, and specific document types. This lets you include specific groups of
allocations.
The following information appears on the report:

The total amount to allocate is next to the Total To Be Allocated.

The amounts in the Basis Amount column are the numerators, or the
amounts on which the calculation is based.

The amount next to the Basis Total is the denominator in the calculation.

The results of the calculation are under the Allocation Amount at the
bottom of the report.

The contra/clearing account is at the bottom of the report.

This report also lists detailed allocation information and errors, such as invalid
accounts and posted before cutoff (PBCO).
After you run this program in final mode, review and post the journal entries.

Before You Begin

- Before you run a version with multitiered calculations, verify that the
posting sequence numbers on Specify Variable Numerator Computation
are correct.

See Also

Reviewing and Posting Allocations

R093022, Variable Numerator Compute and Print in the Reports Guide for
a report sample

1349

General Accounting

Processing Options for Variable Numerator Compute & Print

Effective Date
1.

Enter the Thru Date for the

allocations included. If left
blank, the current date will be
used.
Effective Date :

____________

Mode
1.

Enter the mode the calculations and

update are to be processed in:
1 = Proof mode with report 2 =
Final mode to create transactions.
Proof or Final Mode :

____________

Multi-Tier
1.

Enter a 1 to include the amounts

from transactions created in this
batch in totals for multi-tiered
entries. Default of blank will
include only posted transactions
created previous to this batch.
Multi-Tier Processing:

____________

Omit Zeros
1.

Enter a 1 to suppress printing

Allocate From and Based Upon
amounts which are zero.
Suppress Zero Amounts :

____________

Errors
1.

Enter a 1 to print error messages

on the report, or leave blank to
send error messages to the users
Work Center.
Print Errors on Report:

____________

Data Selection for Compute Variable Numerator Allocations

Specify the allocations that you want to include by document numbers. For
multitiered allocations, include all document numbers to be processed.

1350

Reviewing and Posting Allocations

You should review the journal entries created by the Compute Allocations
programs for accuracy and correct any errors. After correcting the errors, you
must post the journal entries.
This task consists of:
- Reviewing allocations
- Posting allocations

See Also

Reviewing Journal Entries

Posting Journal Entries

Reviewing Allocations
From the Allocations menu (G0923), choose Allocations Journal Review.
You should review and correct journal entries in the batches before you post
them. To do this, use Allocations Journal Review. All J.D. Edwards journal review
programs work the same way. The Allocations Journal Review program displays
only batches with batch type D (allocations). If you make changes to a batch,
the system updates the Batch Control (F0011) and Account Ledger (F0911)
tables.

Posting Allocations
From the Allocations menu (G0923), choose Post Allocations.
After you review and correct journal entries created by the computation
programs, you must post the batches using the Post Allocations program. All J.D.
Edwards post programs work the same way. This program updates the
appropriate tables and creates the necessary journal entries.

1351

General Accounting

1352

Budgeting
Budgeting provides a projection of future expenses and revenues. Using budget
history, you can compare actual amounts to your projections and use the
information to improve your budgeting process.
Budgeting consists of:
- Working with budget patterns
- Working with annual budgets
- Reviewing budget comparisons online
- Entering detailed budget amounts
- Managing budget overages
- Working with journalized budgets
- Uploading budgets from spreadsheets

Methods of Budgeting You Can Use

Use one of the following methods to create a budget:
Annual budgets by
You enter annual budget amounts. Using the spread
business unit or account program, the system allocates budget amounts to periods
based on budget pattern codes that you assign. This
method directly updates the Account Balances table
(F0902).
Detailed budgets by
account

You enter budget amounts for each account for each

period. This method directly updates the Account
Balances table.

Journalized budgets

You enter journal entries to a budget ledger to provide a

formal audit trail. This method updates the Account
Ledger table (F0911). You must review and post to update
the Account Balances table.

141

General Accounting

PC budget upload

You enter amounts on a PC spreadsheet and upload the

information to the Account Balances table.

Allocations

You can also create budgets using allocations.

See Also

Working with Indexed Allocations

Working with Recurring Journal Entries

Working with Variable Numerator Allocations

Closing a Fiscal Year for information about the effect of the annual close
on budgets

What You Can Do with Annual Budgets

You can enter annual budget amounts and distribute them to each period as
needed.
Annual budgeting includes the following tasks:
1. Creating budget pattern codes (optional)
2. Assigning budget pattern codes (optional)
3. Entering annual budget amounts
4. Spreading amounts (optional)
You assign budget pattern codes to distribute annual budget amounts in different
ways:

142

Seasonal pattern spread

If your revenues and expenses occur in a predictable

pattern, you can set up seasonal pattern codes to describe
each pattern. For each code, you enter the percent of the
total annual budget to be spread to each period.

Equal spread

If your revenues and expenses occur evenly throughout

the fiscal year, you can spread the annual budget equally
among the periods. For example, in a 12month fiscal
year, the system spreads 1/12th of the annual budget to
each month.

No spread

If you do not want to spread an annual amount to periods

for an account, you can bypass spreading for that account.

Global updates to
budget pattern codes

You can make mass or global changes to seasonal pattern

codes by account. This program updates the budget
pattern codes for accounts in the Account Master table
(F0901).

You can enter annual budget amounts by business unit or by account. Entering
amounts by business units creates a budget by department, location, project, and
so on. Entering amounts by account creates a budget that crosses business unit
boundaries.
You can have three cycles for your budget entries so that an audit trail is
produced. You can use each cycle or only the final cycle. The cycles are:

Requested (cycle 1)

Approved (cycle 2)

Final (cycle 3)

Entering Budget Amounts for Each Period

You can use the detailed budget method to enter a budget amount for each
period for selected accounts, or for selected periods and accounts. This method
does not provide a formal audit trail, but it directly updates each period budget
in the Account Balances table.

Which Budget Type Provides a Formal Audit Trail

You can create a formal audit trail by creating a journalized budget that updates
the Account Ledger table (F0911). Construction companies that use cost
accounting and government agencies that record supplemental appropriations
for the original budget typically need a formal audit trail.
Journalized budgeting consists of three tasks:
1. Enter the journalized budget.
2. Review the journalized budget entries.
3. Post the journalized budget entries.

143

General Accounting

Using Budgets That Were Created in Another System

You can use a spreadsheet program to create budgets and transfer them to the
J.D. Edwards Account Balances table. You can then use General Accounting
programs to process your budget data. For example, you can spread annual
budget amounts to your fiscal periods.
The upload process consists of the following tasks:
1. Create the budget on a PC.
2. Upload the budget to an upload table.
3. Define the fields for the Account Balances Batch table.
4. Upload the fields to the Account Balances table.
5. Review and the revise budget data.
6. Upload the fields to the Account Balances table again.
7. Purge the Account Balances Batch table.

How To Review Budgets

Review budgets online or with a printed Budget Worksheet report.

144

Using online review, you can compare budget amounts to actual amounts.

With the Budget Worksheet report, you can:

Review your requested, approved, and final budgets for the next
year

Compare budget amounts against actual amounts and projected

amounts for the current year, and against actual amounts from the
previous year

Show a projected amount and the percentage that the budget

amount varies from the projected amount

Working with Budget Patterns

When a group of accounts have budgets that follow a predictable pattern,

budget pattern codes are helpful. Use these codes to define the percentages for
spreading annual budget amounts among periods.
Working with budget patterns consists of:
- Creating budget pattern codes
- Assigning budget pattern codes
You do not need to create and assign budget pattern codes if your company
does any of the following tasks:

Creates only annual budgets (not monthly budgets)

Manually creates monthly budgets for all accounts

Creates annual budgets for all accounts with the annual amount being
spread equally among the periods

Before You Begin

- Determine your budgeting pattern requirements.
- Set up the number of periods for each company in the Company
Constants table (F0010). See Setting Up Fiscal Date Patterns.

Examples: Budget Patterns

The following examples illustrate three different budget patterns and the
associated codes that are used to spread annual budget amounts.
Seasonal Pattern
A sports shop creates a seasonal pattern code called WIN to identify
percents for revenues and expenses for its winter ski equipment. The
shop allocates budget amounts to the winter months because there is little
activity for ski equipment in the summer months.

145

General Accounting

The WIN pattern code might appear as follows:

WIN (Winter)

30%
25%
20%
15%
10%
5%
JAN

FEB

MAR

APR

MAY

JUN

JUL

AUG

SEP

OCT

NOV

DEC

The sports shop creates an annual budget amount for each applicable
account and assigns the seasonal pattern code WIN to the accounts. For
example, the shop enters 120,000 to an account with a WIN pattern code.
The sports shop runs the program to spread the amounts among the
periods. Based on the percentages in the WIN budget pattern code, the
system spreads 12,000 to November (10%), 30,000 each to December and
January (25%), and 24,000 each to February and March (20%).
Default Pattern
A coffee shop sells its products evenly throughout the year. It does not
need to create a seasonal pattern code to identify percentages for
revenues and expenses. The default (a blank budget pattern code)
spreads the annual budget evenly across periods.
Blank (Spread evenly across all periods)

30%
25%
20%
15%
10%
5%
JAN

146

FEB

MAR

APR

MAY

JUN

JUL

AUG

SEP

OCT

NOV

DEC

Working with Budget Patterns

The coffee shop enters an annual budget amount of 120,000 for an

account and leaves the budget pattern code blank.
The coffee shop runs the program to spread the amounts among the
periods. The program identifies the total number of accounting periods
set up for the company as 12. The program assigns a budget amount of
10,000 (1/12 or 8.33%) to each period.
Do Not Spread Pattern
A company has an account with no predictable budget pattern, although
the company spreads amounts for other accounts. The company enters an
annual budget for the unpredictable account and assigns a budget pattern
code of DNS (Do Not Spread) to that account.
When the company runs the program to spread annual amounts among
the periods, the program bypasses the account coded DNS.

See Also

Working with Annual Budgets

Creating Budget Pattern Codes

You can specify the percent of the annual budget to be spread to each period
with budget pattern codes. For each business year, you can use Revise Seasonal
Patterns to:

Create an unlimited number of seasonal pattern codes

Spread amounts equally across the number of periods

Bypass spreading amounts

If your company rarely needs to spread an annual budget equally among the
months, you can use the blank code to identify a seasonal pattern code that you
frequently use. Doing this speeds data entry of that code.
To create budget pattern codes
From the Budgeting menu (G14), choose Revise Seasonal Patterns.
You create budget pattern codes so you can spread annual budget amounts to
the periods.
1. On Work with Budget Patterns, click Add.

147

General Accounting

2. On Revise Budget Pattern, complete the following field:

Budget Pattern

3. Complete the following field for each period that applies and click OK:

Percent

After you complete these steps, follow the steps to assign budget pattern
codes.

148

Working with Budget Patterns

Field

Explanation

Budget Pattern

A unique threecharacter code that identifies a seasonal

pattern. The system uses this code to calculate budget
amounts for an accounting period. For example:
DNS Do not spread annual budget among the
months. You cannot set up or change this code,
defined as part of the system.
Blank Spread annual budget evenly across all months.
(Blank works this way unless your company
changes it to mean otherwise.)
***
Represent a blank value.
SUM Spread according to percentages shown below.
WIN Spread according to percentages shown below.
SUM (Summer)
Jan. 0%
Feb. 2%
....
48%
....
50%
Dec. 0%
TOTAL - 100%
WIN (Winter)
Jan. 30%
Feb. 30%
...
0%
...
0%
Dec. 40%
TOTAL - 100%

Percentage - Period 01

A number that identifies the percentage of the total

annual budget assigned to the period. You can specify:
1
Whole numbers (such as 20 for 20%).
2
Decimal numbers up to four decimals (such as
.3333 for 33.33%). The system rounds more than
four decimals to four decimals.
3
Zeros (no percentage).
NOTE: The default periods for the fiscal year are set up
on Date Pattern Revisions for company 00000.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The total of all percentages for each budget pattern code
must be 100%.

149

General Accounting

Assigning Budget Pattern Codes

After you create budget pattern codes, assign them to the accounts to which
they apply. You can assign codes at different times and in different ways. For
example, you can do the following tasks:

Assign budget codes during budget entry

Assign budget codes to groups of accounts

During any cycle of the annual budget process, you can assign budget pattern
codes by choosing a budget cycle by business unit. You can also assign codes
by account. The process is the same.
An alternative to individually assigning budget pattern codes is to make global
assignments to groups of accounts within a company or within a business unit.
Use Budget Pattern Change to do this. You must do the following tasks:

Make these assignments before entering the annual budget amounts

Plan to spread your annual budget amounts among the periods

This program overrides DNS (do not spread) codes that were previously
assigned.
The system updates assigned codes in the Account Master table (F0901).
To assign budget codes during budget entry
From the Budgeting menu (G14), choose Requested by Business Unit,
Approved by Business Unit, or Final by Business Unit.
1. On Work with Budgets, locate the company or business unit by
completing the following field:

Company

2. Complete the following optional fields:

Subledger

Subledger Type

3. Click Find.
4. Choose a business unit and click Select.

1410

Working with Budget Patterns

5. On Budget by Business Unit, complete the following fields and click OK:

Budget Pattern Code

Description

To assign budget codes to groups of accounts

From the Budgeting menu (G14), choose Budget Pattern Code Change.
You can globally assign budget pattern codes to accounts within a company or
within a business unit.
The codes shown in the following form sample would change the budget
pattern code from DNS to blank on all object and object.subsidiary accounts
associated with business unit 9.

1411

General Accounting

1. On Global Pattern Codes, complete one of the following fields:

Company

Business Unit

2. Complete the following optional fields:

From Account

Thru Account

3. Complete the following fields and click OK:

Old Code

New Code

Three asterisks (***) represent a blank value. You can enter asterisks in
the Old Code field to change a blank value to a new value. You can also
enter asterisks in the New Code field to change an existing value to a
blank value.
Enter one asterisk (*) in the Old Code field to change all old budget
pattern codes to the value that you enter in the New Code field.

1412

Working with Budget Patterns

Field

Explanation

From Account

A field used with the chart of accounts number (the

object and subsidiary).
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The From Account and Thru Account fields identify a
range of object accounts.
From Account field:
If you leave this field blank, the default is 0000.
If you specify an account in this field, you must
also specify an account in the Thru Account field.
Thru Account field:
If you leave this field blank, the default is 9999.

Thru Account

A field used with the chart of accounts number (the

1413

General Accounting

1414

Working with Annual Budgets

Using the annual budget method saves the time that is required to enter budget
amounts for each accounting period but still provides detailed amounts by
period. You enter and revise a budget based on annual amounts. The system
distributes or spreads the annual amounts among accounting periods according
to budget patterns that you define.
You can organize your annual budget in either of the following two ways:
By business unit

This type of entry creates a budget for accounts

associated with a specific organizational unit, such as a
department or warehouse.

By account

This type of entry crosses business units and company

boundaries. For example, you create a budget for salary
and wage accounts across all business units.

Working with annual budgets consists of:

- Entering annual budget amounts
- Reviewing budget worksheets
- Spreading annual amounts to periods

Before You Begin

- Decide whether to budget by business unit or by account across all
business units.

1415

General Accounting

Entering Annual Budget Amounts

You can enter annual budget amounts that consist of amounts as well as units.
You can do one of the following:

Enter annual budget amounts by business unit

Enter annual budget amounts by account

Depending on your business needs, you can use three budget cycles:

Requested budget (cycle 1) - You enter the initial budget amount, which
the system copies to the approved and final amount.

Approved budget (cycle 2) - You enter or change the approved budget

amount, which the system copies to the final amount. The requested
amount, if one exists, remains unchanged.

Final budget (cycle 3) - You enter or change the final amount. Any
requested and approved amounts remain unchanged.

Using different cycles provides an informal audit trail. Because the system
carries amounts forward to the next cycle, using more than one cycle might
require little or no additional time.
You define the cycle that you will use for current entries in a processing option.
You can use an option on the form to change to a different cycle during budget
entry.
The system updates annual budget amounts in the Account Balances table
(F0902) by cycle, as follows:

BREQ - Requested budget amount

BAPR - Approved budget amount

BORG - Final budget amount

Example: Using Annual Budget Cycles

The budget in this example uses all three cycles. Processing is as follows:

1416

Requested (cycle 1)

Update requested budget, approved budget, and final

budget.

Approved (cycle 2)

Update approved budget and final budget.

Final (cycle 3)

Update final budget.

Working with Annual Budgets

The following chart shows how the system updates amounts during each cycle:
Account Balances Table
Requested

Approved

Final

(BREQ)

(BAPR)

(BORG)

70000

The system updates requested,

approved, and final.

60000

The system updates approved and

final.

50000

The system updates final, which

represents the annual amount to be
spread.

Cycle 1
You enter

70000

Cycle 2
You enter
Cycle 3
You enter

Spreading Annual Amounts to Periods during Budget Entry

While you are entering the annual budget amounts, the system can spread the
amounts interactively to period amounts based on the budget pattern code for
the account.
Spreading accounts during budget entry, either by business unit or by account,
works as follows:

You activate the Show Periods option at the start of the budget entry.

When you finish entering a line, the system spreads the amount among
the periods.
Alternatively, to selectively spread an amount, use the Spread option from
the Row menu.

To vary the results, you can make changes such as the following without
leaving budget entry:

Change the rounding increment and balancing method that are

specified in the processing options.

Enter different annual amounts for the same or a different cycle.

You cannot enter an annual budget amount for an account if either of the
following is true:

The posting edit code is N (no posting), or I (inactive)

The budget pattern code of DNS (do not spread) was set in detailed
(period) budget entry

1417

General Accounting

To enter annual budget amounts by business unit

From the Budgeting menu (G14), choose Requested by Business Unit.
1. On Work with Budgets, locate a business unit by completing the
following field:

Company

2. Verify and correct as necessary the following required fields:

Fiscal Year

Ledger Type

Account Level of Detail

3. To budget by subledger, complete the following optional fields:

Subledger

Subledger Type

4. Click Find.
5. Choose a business unit and click Select.

6. On Budget by Business Unit, click the following option to display the

period amounts:

1418

Show Periods

Working with Annual Budgets

7. Verify that the appropriate budget cycle option is selected:

Requested

Approved

Final

8. Complete the following optional field:

Budget Pattern Code

9. Complete one of the following fields as appropriate for the budget cycle:

Requested Amount

Approved Amount

Final Amount

When you move the cursor to the next row with Show Periods on, the
system spreads the amount among the fields for the accounting periods.
10. To change processing option settings interactively, choose Options from
the Form menu and complete one or more of the following fields:

Rounding Increment

Balancing Method

11. To save your entries, click OK.

The system saves the amounts that you entered. It also saves the period
amounts that result from spreading. To exit without saving the entered
and spread amounts, click Cancel.

Field

Explanation

Final Amount

An annual budget amount that the system tracks by

ledger type in the Account Balances table (F0902). In
Financial systems, this amount represents the general
ledger final/adopted budget. If you change the requested
and approved budgets, the system also updates this field.

1419

General Accounting

Processing Options for Budget by Business Unit

Budget by BU
1. Ledger Type
2. Fiscal Year

____________
____________

3. Enter value for budget cycle you wish

to update. (1=Requested,
2=Approved, 3=Final)
Budget Cycle

____________

Spread Budget
ROUNDING CONTROL:
4. Rounding Increment

____________

5. Identify the Balancing Method: =

Do not force the total of the period
amounts to be equal to the annual
budget amount. 1 = Force a
balanced spread by rounding the
Final budget amount. 2 = Force a
balanced spread by NOT rounding the
last calculated period amount.
Balancing Method

____________

To enter annual budget amounts by account

From the Budgeting menu (G14), choose Requested by Account.
You can enter annual budget amounts and then spread these amounts to the
periods.
1. On Work with Budget Accounts, locate all accounts or a group of
accounts by completing the following fields:

Company

Fiscal Year

Century

Ledger Type

2. Complete the following optional fields:

Subledger

Subledger Type

3. Click Find.
4. To begin with a specific object/subsidiary, choose it and click Select.

1420

Working with Annual Budgets

5. On Budget by Account, click the following option to display the period

amounts:

Show Periods

6. Verify that the appropriate budget cycle option is selected:

Requested

Approved

Final

7. Complete the following optional field:

Budget Pattern Code

8. Complete one of the following fields as appropriate for the budget cycle:

Requested Amount

Approved Amount

Final Amount

When you move the cursor to the next row with Show Periods on, the
system spreads the amount among the fields for the accounting periods.
9. To change processing option settings interactively, choose Options from
the Form menu and complete one or more of the following fields:

Rounding Increment

Reviewing Budget Worksheets

From the Budgeting menu (G14), choose Budget Worksheet.
To review a printed version of your requested, approved, and final budgets,
you can do the following tasks:

Specify the level of detail, fiscal years to compare, report format, and how
the system performs the calculations and totals the amounts

Print the report for selected companies, business units, and business unit
category codes

Consolidate information if you have a consistent account structure and

level of detail across all companies and business units

The data sequence in the version of the report that you use is the key to
consolidating information.

1422

Working with Annual Budgets

The program uses the FSxx series of AAIs to determine where to print interim
totals. Some examples are:

FS04 - Gross margin

FS05 - Operating income

FS99 - Net income (loss)

Change budget information in either of two ways:

Enter or change annual budget amounts using the appropriate cycle

Enter or change period amounts with the Detailed Budget Amount

function
See Entering Annual Budget Amounts and Entering Detailed Budget
Amounts for more information.

Depending on how you set the processing options, the Budget Worksheet
report provides:
Comparisons

Comparisons of amounts for any level of detail:

Ledger type AA (actual amounts) for the prior year
Actual and projected amounts for the current year
Actual and budget yeartodate amounts for the
current year and actual yeartodate amounts for prior
years

Projections

Calculated balances for the year end:

Actual amounts plus the remaining budget
Remaining budgets
Actual amounts divided by the percentage complete
(for job cost)

Variances

Percentages of difference or change between actual

amounts and budget amounts with the calculation based
on projected budget amounts

In addition, use the Budget Worksheet report to help estimate the annual
budget for the next year. For example, you can print the actual amounts from
the previous year and the projected amounts for the current year, and leave the
annual budget amount columns blank to make manual entries.

1423

General Accounting

See Also

R14113, Budget Worksheet in the Reports Guide for a report sample

Printing Consolidated Financial Reports for more information about

consolidations

Understanding AAIs for General Accounting

Processing Options for Budget Worksheet

Date
1.

Enter the fiscal year and period. If

left blank, the financial reporting
date will be used. For the reporting
date to be company specific you must
sequence by company.
Period Number
Fiscal Year

____________
____________

Ledger Types
1.

Computations
1.

Select one of the following to

compute Net Income: Blank = No
computation performed for Net
Income. 1 = Compute Balance Sheet
Net Income. 2 = Compute P/ L Net
Income.
Net Income Computation

____________

Select projected budget

calculation: Blank = No computation
performed for Projected calculation.
1 = Actual + Remaining Budget.
2 = Actual/Percent Complete.
3 = Remaining Budget.
Projected Calculation

____________

Headings
1.

Enter a 1 to print page headings

with page number and run date on
each page, enter a 2 to print page
headings without page number and run
date on each page, if left blank
headings will print on first page
only.
Print Headings

____________

Enter the date title type to print

in the page header. If left blank,
no date title will print.
Date Title Type

____________

What You Should Know About Processing Options

Signs

The program uses the GLGx series of AAIs to determine

whether the liabilities and expense accounts print with a
negative sign. Some examples are:

GLG8 - Beginning cost of goods

GLG13 - Beginning other expense

1425

General Accounting

Data Selection and Sequence for the Budget Worksheet Report

You must specify the range of object accounts on the data selection form. If you
post to the Account Balances table by currency, select a specific currency code
or all currency codes.
This report prints totals and starts new pages based on the data item
immediately preceding the object account in the data sequence. You can use the
following data items in the data sequence:

Company

Business unit category codes 130

Account master category codes 123

Business unit

Object account (required)

Subsidiary account (required)

Always include the object account and subsidiary account. If you do not specify
a company or business unit as the first item in the sequence, the system uses
the current fiscal period for company 00000.
To print a report for a business unit, or one that consolidates all business units
or companies, enter the data sequence as follows:
Business unit report

Business unit, object account, subsidiary account

Business unit
consolidation

Company, object account, subsidiary account

Company consolidation

Object account, subsidiary account

Caution: Be careful if you change the data sequence. A sequence other than
one of the above sequences can have unpredictable results.

1426

Working with Annual Budgets

Spreading Annual Amounts to Periods

From the Budgeting menu (G14), choose one of the budget entry selections, or
choose Spread Annual to Periods.
While you are entering budget data, you can turn on the Show Periods option
to display amounts that the system spreads to accounting periods as you
complete each entry line. Alternatively, you can selectively spread amounts
using the Spread option from the Row menu.
Sometimes, however, using a batch program to spread amounts might be faster
or more convenient. For example, you might use the Spread Annual to Periods
program because you have many amounts to spread in the following situations:

You upload annual budget amounts from one or more spreadsheets.

You set up a blank budget pattern code with percentages, or you change
the existing percentages, and you want to update the spread for all
accounts.

All of the methods for spreading amounts use the budget pattern code that is
assigned to each account to determine how to spread the amount, as follows:
Seasonal budget pattern
code

The program spreads the annual amount according to the

percentages and periods that you specified for the code.

Blank budget pattern

code

The program spreads the annual budget amount for the

account equally among the periods. For example, for a
12month calendar year, the program assigns 1/12 (8.33%)
to each period. If your company changes the meaning of
the blank budget pattern code, the program divides the
annual amount by the percentages that you specify.

DNS budget pattern

code

The program does not spread the amounts for accounts

with this code. If you change one or more of the period
amount fields, the program changes the code to DNS.

If the budget pattern code is DNS, the system checks the Ledger Type Master
table (F0025) to identify the spreading instructions for the ledger type. You
cannot spread AA and AU ledger types.
The spread programs use information from the Budget Patterns (F1401),
Account Master (F0901), and Account Balances (F0902) tables. These programs
update the Account Balances table.

1427

General Accounting

You can recalculate spread amounts as many times as you need. You can
change the amounts that the programs spread to periods by entering detailed
budget amounts.
Using processing options, you control how the spread program rounds
amounts.
This program does not produce a report. You can use the Detailed Budget by
Account program to see how the system has spread the amounts.

See Also

Entering Annual Budget Amounts

Working with Budget Patterns

Setting Up Constants for General Accounting

Entering Detailed Budget Amounts

Processing Options for Budget Spread

Budget Spread
1.

Rounding Increment
Rounding Increment

____________

Identify Balancing Method: Do

NOT force amounts, 1 Changes Final
amount,2 Force but put remainder
in last calc per amt
Balancing Method

____________

Data Sequence for Spread Annual to Periods

Do not change the data sequence.

1428

Reviewing Budget Comparisons Online

Comparing amounts from two ledgers is especially helpful when you need to
review budget and actual amounts (AA and BA ledger types) and analyze
budget variances.
You control the level of detail. You can also compare ledger types from
different fiscal years or specific G/L dates.
Use processing options to define:

Which two ledger types to compare

Additional ledger types to include

How the system calculates the differences between the two ledger types

Whether you want balances for a specific subledger and subledger type
or currency code

Online comparisons show information from the Account Balances table (F0902).
This program uses the following two AAIs:

GLG6 Beginning Revenue

GLG12 Ending Profit and Loss

The program uses these AAIs to distinguish Balance Sheet accounts from
Income Statement accounts so that the correct cumulative balance is calculated.
Balance Sheet accounts include the prior year cumulative amount in the
cumulative balance. Income Statement accounts do not include this beginning
balance amount.
To review a budget comparison online
From the Budgeting menu (G14), choose OnLine Budget Comparison.
After you spread annual budget amounts to the periods, you can compare
actual amounts to budget amounts.

1429

General Accounting

1. On Trial Balance/Ledger Comparison, complete the following field:

Skip to Account

2. To limit the information displayed, complete the following fields:

Ledger Type 1

Ledger Type 2

Subledger / Type

Level Of Detail

Thru Date 1

Thru Date 2

3. If the business unit is in a company for which you post account balances
by currency, complete the following field to further limit the information:

Currency Code

4. Click Find.

See Also

1430

Reviewing Trial Balances and Ledger Comparisons for more information

about this program, including the processing options

Entering Detailed Budget Amounts

Even if you do most of your budgeting on an annual basis, you might need to
perform the following tasks:

Set up budgets by periods for specific accounts that have no predictable

seasonal pattern

Change the results that were created by the Spread Annual to Periods
program

Review budget amounts by period both before and after annual budgets
are spread

You can enter budget amounts for each period for each account. When you use
this method of entering budget amounts, the system does not create records in
the Account Ledger table (F0911). Instead, it updates the:

Final budget (BORG) and net posting amounts in the budget ledger
records of the Account Balances table (F0902)

Budget pattern code in the Account Master table (F0901) to DNS (Do Not
Spread)
To enter a detailed budget amount

From the Budgeting menu (G14), choose Detailed Budget By Account.

You might need to enter budget amounts by period.
1. On Work with Budget Accounts, complete the following field:

Company

2. Verify and correct as necessary the following fields:

Fiscal Year

Century

Ledger Type

3. Complete the following optional fields:

Subledger

Subledger Type

1431

General Accounting

4. Click Find.
The detailed chart of accounts appears.
5. Choose a business unit and click Select.

6. On Detailed Budget by Account, complete the following field for each

date as necessary and click OK:

Budget Amount

The system displays Budget by Business Unit.

When you enter amounts on Detailed Budget by Account, the system
updates the account with a budget pattern code of DNS. This code
ensures that the spread program does not overwrite the amounts that you
enter.
7. On Budget by Business Unit, click OK.
You can enter the monthly amounts on Budget by Business Unit instead
of using Detailed Budget by Account. With the Show Periods option
turned on, each period appears as a column in the detail area.

See Also

1432

Entering Annual Budget Amounts for the processing options that apply to
the Work with Budgets form

Managing Budget Overages

Before you post transactions to an account, you might want to verify that the
actual and planned expenditures are within budget. For example, assume that
you have entered a batch of vouchers. Before posting the batch, you want to see
whether the totals in the affected accounts exceed the budget.
From the Budgeting menu (G14), choose G/L Budget Checking Report.
You can run the G/L Budget Checking Report program to identify any
transactions that will create budget overages. The appropriate person in your
organization can then approve the expenditures or notify the affected
departments to change or delete transactions for these accounts before posting.
This program selects unposted records from the Account Ledger table (F0911). It
bases calculations on information in the Account Balances table (F0902). Using a
predefined formula, the program:

Calculates the available budget for each specified account or level of detail

Adds new, unposted transactions to posted totals

Determines whether posting new transactions will create a total that

exceeds the budget

Generates an exception report listing the unposted transactions in the

Account Ledger table that will cause budget overages

This program does not update any tables. The exception report is for
information only. It is sequenced by company, account, and detail.
The program performs this calculation:
Primary ledger - (second ledger + third ledger)
Using the default ledgers, the calculation is BA - (PA + AA), or:
Budget Ledger - (Encumbrance Ledger + Actual Ledger)
You can substitute other ledgers for the default ledgers in processing options.
You also choose the level of detail used for accumulating the balances and the
calculation method to determine the total budget amount.

1433

General Accounting

The calculation for the budget variance includes any vouchered amounts already
encumbered by purchase orders. If a vouchered amount that is encumbered by a
purchase order appears in the actual ledger as an unposted amount, the system
does not count it twice.

Before You Begin

- Run this program during offpeak hours, if possible. The number of
records in the Account Ledger table might require significant processing
time.

See Also

R14115, G/L Budget Checking Report in the Reports Guide for a report
sample

Example: G/L Budget Checking Calculation

The following ledgers contain these totals for the account 3.8605:
BA (budget amount) for the year: 1000
PA (encumbered amount) balance to date: 320
AA (actual amount) balance to date: 420
1000 - (320 + 420) = 260, the available (remaining) budget
If any unposted transaction in the Account Ledger table causes the account to
exceed the available budget amount of 260, the transaction will be listed on the
report.

Amounts and Encumbrances

1434

No budget amount

If an account has no record in the budget (primary)

ledger, the program assumes that the budget is zero. It
subtracts the amounts from the second and third ledgers,
resulting in a negative amount on the exception report.

Encumbrances

These are budgeted amounts for which commitments or

contracts have been made (such as through purchase
orders). Encumbrances are also called commitments.

Managing Budget Overages

Foreign currency
amounts

Budgeted amounts are in the domestic currency only.

Therefore, the program does not select transactions from
the CA (foreign currency) ledger in the Account Ledger
table.

Processing Options for G/L Budget Checking Report

LEDGER TYPE
1.

Enter the budget or primary ledger

to be used for calculations. Blanks
will default to budget ledger
(BA).
Primary Ledger

Enter the second ledger to be used

for calculations. Blanks will
default to encumbrance ledger or
commitment ledger (PA).
Secondary Ledger

____________

Enter the third ledger to be used

for calculations. Blanks will
default to actual amounts ledger
(AA).
Third Ledger

____________

BUDGET YEAR
1.

Enter the budget year. Default is

the current fiscal year.
Fiscal Year

____________

CALC METHODS
1.

Specify the Budget Totaling Method

to be used (1-3). Default of blank
will use method 1.
1) Sum of original budget, period
amounts for the year, and prior year
end posting amount.
2) Sum of period amounts for the year.
3) Sum of original budget and period
amounts through current period.
Use option 1 or 3 only if the original
budget has not been spread to
periods.
Budget Totaling Method

____________

1435

General Accounting

LOD
1.

Specify the lowest level of detail

to be used in budgeting (e.g., 7).
Level of Detail

____________

SUBLEDGER
1.

Enter a specific subledger or *

for all subledgers.
Subledger

____________

Enter a subledger type if you have

selected a specific subledger above.
Subledger Type

____________

What You Should Know About Processing Options

Processing options for
level of detail

The program accumulates all account records from the

Account Ledger table that can roll into the available
budget.
The analysis of accounts will occur at a level no higher
than the designated level of detail. For example, if you
specify the level of detail as 5, the program assumes that
all budgets are at a level no higher than 5. The exception
is level 9. When you specify level 9, the analysis of
accounts includes all accounts.

1436

Working with Journalized Budgets

Although most companies do not need a formal audit trail for budgeting, some
do. For example, construction companies use cost accounting and governmental
agencies record supplemental appropriations for the original budget. For these
companies, journalized budgets provide a formal audit trail.
Budget entries for a journalized budget are the same as journal entries. You
create the budget by entering budget amounts as journal entries, which you
then review and post like other journal entries.
The system updates journalized budgets in the Account Ledger table (F0911).
When you post the batch, the system updates the Account Balances table
(F0902).
Note: The system does not update the usual budget amount fields (BREQ requested budget amount, BAPR - approved budget amount, and BORG - final
budget amount) in the Account Balances table when you use a journalized
budget.
Use the Journal Entry form to change a budget that you entered as a journalized
budget. Do not use the annual or detailed (period) budget method to change a
journalized budget.
Working with journalized budgets consists of:
- Entering journalized budgets
- Reviewing and approving journalized budgets
- Posting journalized budgets
- Locating journalized budgets

Before You Begin

- J.D. Edwards recommends that you set up a document type, such as BX
for budget journal entries, instead of using document type JE. For more
information, see Understanding General Accounting User Defined Codes.

1437

General Accounting

Entering Journalized Budgets

To enter amounts for a journalized budget, you enter a journal entry. The only
difference is that you use a budget ledger type.
Budget journal entries do not have to be in balance. The setup of the ledger
types in the Ledger Types Master table (F00025) determines this.

Before You Begin

- Specify a budget ledger type, such as BA, in the related processing
option.
- Be sure you have set up your fiscal date patterns.
To enter a journalized budget
From the Other Budgeting Methods menu (G1421), choose Budget Entry.
You can create a formal audit trail by creating a journalized budget.
1. On Work With Journal Entries, click Add.
2. On Journal Entry, complete the following field:

Document Type

3. Follow the steps to identify a basic journal entry.

4. Complete the following field with BA:

Ledger Type

5. Enter the budget account numbers and amounts in the detail area.
After you complete these steps, follow the steps to review and approve
journalized budgets. See Entering Basic Journal Entries for more
information.

Reviewing and Approving Journalized Budgets

After you enter journalized budgets, review and approve them just as you
would do with journal entries.
Budget Review updates the Batch Control Record (F0011) and the Account
Ledger (F0911) tables.
Budget batches have the same batch type (G) as other journal entries.

1438

Working with Journalized Budgets

To review and approve journalized budgets

From the Other Budgeting Methods menu (G1421), choose Budget Review.
For each budget amount, follow the steps to review and approve journal
entries. See Reviewing Journal Entries for more information.
After you review and approve journal entries, post them.

Posting Journalized Budgets

From the Other Budgeting Methods menu (G1421), choose Post Budget Entries.
After you review and approve journalized budgets, post them just as you would
other journal entries.
The Post Budget Entries program posts batches with a batch type of G (General
Accounting) and updates the Account Balances table (F0902).

See Also

Posting Journal Entries

Locating Journalized Budgets

You can locate and review both posted and unposted entries for journalized
budgets for a specific account or period, a selected date range, a fiscal year, or a
subledger type and subledger.
Locating journalized budgets is similar to locating other journal entry
transactions. The only differences are the ledger type and the document type.
You can specify the ledger type in the processing option for the inquiry.
To locate a journalized budget
From the Other Budgeting Methods menu (G1421), choose Budget Ledger.
Follow the steps to locate and review account ledger transactions. See
Reviewing Account Ledgers for more information.

1439

General Accounting

1440

Uploading Budgets from Spreadsheets

If you create budgets using a Windows spreadsheet program, you can upload
the budgets to the Account Balances table (F0902). Then you can use General
Accounting programs to process your budget data.
Uploading budgets from spreadsheets consists of:
- Creating a spreadsheet for uploading
- Importing spreadsheet data to an upload table
- Defining the fields for the Account Balances - Batch table
- Uploading the fields to the Account Balances table
- Reviewing and revising the budget data
- Purging the Account Balances - Batch table
You must use a spreadsheet program to complete the first task. Use Microsoft
Access to complete the second task. Use the J.D. Edwards General Accounting
system to complete the last four tasks.

1441

General Accounting

The following graphic shows the process that you follow to upload budget data
from a spreadsheet and the tables that the process uses:
PC Budget Upload Process Flow

PC File/Budget
Spreadsheet

Import data using

the Microsoft
Access product

Account Balances
PC Budget Upload
(Client database)
(F0902Z2)

Define fields using

PC Budget Upload
Field Definition

Account BalancesBatch (Server)

(F0902Z1)

Process in
proof mode

Review and revise

batch records

Yes

Errors

No
Process in
final mode

Account
Balances (Server)
(F0902)

1442

Uploading Budgets from Spreadsheets

Creating a Spreadsheet for Uploading

You can enter the annual or periodic budget amounts on your PC using any
spreadsheet software package. To use the upload programs, enter data in the
spreadsheet using the required format and layout. Consult the documentation
for your PC spreadsheet program if you need help in setting up the spreadsheet
and entering data.
The following list describes the fields in the Account Balances table to which
you can upload budget information, including the data dictionary name and the
maximum length for each field. Required or optional in parentheses indicates
whether you must enter data in each field.
General ledger account
number (ANI)

29 alphanumeric characters (required)

Subledger (SBL)

Eight alphanumeric characters (optional)

Subledger type (SBLT)

One alphanumeric character (optional)

14 fields that are 15 numeric characters each (optional,

Detailed period
amounts (Net Posting 1 used for budgets by period)
Net Posting 14, AN01
AN14)
Requested budget
amount (BREQ)

15 numeric characters (optional, used for annual budgets)

Approved budget
amount (BAPR)

15 numeric characters (optional, used for annual budgets)

Final budget amount

(BORG)

15 numeric characters (optional, used for annual budgets)

To use the table conversion program provided with General Accounting, your
spreadsheet must contain all of the columns in the order listed. Each field in the
spreadsheet should not exceed the maximum length shown in the list, but may
contain fewer characters.

1443

General Accounting

Other requirements for your spreadsheet are:

Use a single row for all of the data needed to create one record.

Amount fields can include decimal points. If you use a minus sign, it must
be the first character to the left of the leftmost number.

Include a heading row in the spreadsheet. This is required because the

system deletes the first row of the spreadsheet during the upload process.

Do not include a ledger type, which you will specify during upload
processing.

Depending on the type of budget that you want, you enter either amounts by
period (one or more periods) or annual budget amounts (requested, approved,
and final, one or more as needed). The following example shows part of a
spreadsheet with period amounts in the required format:
Account Number Subledger

Subl.
Type

Period 1

Period 2

Period 3

...

Period 14

15.8110.cogs

1001

200.01

15.8130.whse

1003

100.02

3.5110.seals

3001

110

Requested

Approved

Final

The following example shows part of a spreadsheet with annual amounts in the
required format:
Account Number Subledger

Subl.
Type

Period 1

Period 2

Period 3

...

Period 14

Requested

Approved

Final

15.8110.cogs

1001

2800.14

15.8130.whse

1003

1400.28

3.5110.seals

3001

1540

If you use a spreadsheet with a different format, you must create your own
table conversion program with new mappings for the input fields. To do this,
use the J.D. Edwards table conversion program as a model and revise it as
needed.

1444

Uploading Budgets from Spreadsheets

Importing Spreadsheet Data to an Upload Table

To upload the budget data, use the Microsoft Access product to import the
spreadsheet data into the Account Balances - PC Budget Upload table
(F0902Z2). This table is a file that contains one field. J.D. Edwards defines this
table.
To use the J.D. Edwards table conversion program, the spreadsheet records
must follow this sequence:

Account number

Subledger

Subledger type

Net posting 1 through Net Posting 14

Requested budget amount

Approved budget amount

Final budget amount

If your company needs to upload several budget spreadsheets (for example, if

several departments in the company set up budgets), import each one
separately. When you use the Upload/Conversion program later in the process
to upload data into the Account Balances table, specify in the processing
options that the program add, rather than replace, data.
The following steps describe how to use the Microsoft Access product (version
6.0 or 7.0) to import data. Refer to the Microsoft Access documentation for more
information.

Before You Begin

- Be sure that the spreadsheet contains columns in the required format and
layout. See Creating a Spreadsheet for Uploading.
- Be sure that the Account Balances - PC Budget Upload table (F0902Z2)
exists on your local drive or that you have access to the table on the
server. See Generating Tables in the OneWorld Development Tools Guide.
- Use Object Configuration Manager to map the Account Balances - PC
Budget Upload table (F0902Z2) to a local drive.
- Close OneWorld.

1445

General Accounting

To import a spreadsheet to an upload table

1. In Windows Explorer, locate and click the B7 folder, where OneWorld is
installed.
2. In the B7 folder, click the folder that contains the data folder.
The name of the folder that contains the data folder usually begins with
appl" or prod."
3. Click the data folder.
4. In the data folder, doubleclick the jdeb7.mdb icon.

Microsoft Access displays the Table tab for the database, showing the list
of tables.
5. From the File menu, choose Get External Data, then Import.
6. On Import, locate the .CSV file in which you saved your spreadsheet by
doing the following actions:

In the Files of type box, click Text Files (*.txt; *.csv; *.tab; *.asc).

Locate and select the appropriate file.

Click Import.

The system displays your text file on the Import Text Wizard, which will
lead you through the import process.

1446

Uploading Budgets from Spreadsheets

7. On the Import Text Wizard form, click Next.

8. Click the Tab or Semicolon option to remove the column markers.

Removing the column markers creates one continuous field per record,
which is required for the next part of the upload process.
Do not click the First Row Contains Field Name option. The table
conversion program will remove the first row (the heading row) from the
table.

1447

General Accounting

9. On Import Text Wizard, click Next.

You might notice a delay before the next form appears.

10. Click the In an Existing Table option.

11. Select F0902Z2 as the table and click Next.

1448

Uploading Budgets from Spreadsheets

12. Click Finish, and then click OK to confirm that the import is complete.
13. On Table, open the F0902Z2 table to review your data (optional).

14. From the File menu, choose Exit.

1449

General Accounting

Defining the Fields for the Account Balances Batch Table

After you import the spreadsheet data into the Account Balances - PC Budget
Upload table (F0902Z2), run the PC Budget Upload Field Definition program.
This program is a table conversion program that:

Converts the information into fields in the Account Balances format

Uploads the fields to the Account Balances - Batch table (F0902Z1)

You can use processing options to change the default ledger type (BA) and the
default account number format (business unit.object.subsidiary). Because the
input table is a flat file, data selection does not apply.
You provide the following information:
Output table

The output table is the Account Balances - Batch table. If

you clear the table as part of running the table conversion
program, the program deletes all data in this table. You
might destroy data that needs to be uploaded to the
Account Balances table.
J.D. Edwards provides a purge program that you can use
to maintain the Account Balances - Batch table.
See Purging the Account Balances - Batch Table.

Trace level

You do not need to specify a trace level unless you want

to log the upload process. To generate a log, change the
Trace Level field to a number between one and 10, with
10 providing the most detailed log.

Number of rows to
process

You do not need to specify the number of rows to

process. Unless you change the Number of Rows field to
a number other than zero, the program will process all
input rows.

Input and output

environments

The input environment corresponds to the local database

on the client. The output environment corresponds to the
target database that contains the Account Balances.

Before You Begin

- Use the Microsoft Access product to import your spreadsheet, which
contains records in the required sequence, into the Account Balances PC Budget Upload table. See Importing Spreadsheet Data to an Upload
Table.

1450

Uploading Budgets from Spreadsheets

To define the fields for the Account Balances - Batch Table

From the Other Budgeting Methods menu (G1421), choose PC Budget Upload
Field Definition.
1. On Work With Batch Versions, choose a version of PC Budget Upload
Field Definition and click Select.
2. On Table Conversion Prompting, do one of the following:

If you are working in the local environment, turn on Properties and

click Submit.

If you are working in a server environment, turn on the Properties

3. On PC Budget Upload Field Definition, do the following:

On the Select Environments tab, in Input Environment, select the

local environment that has the Account Balances - PC Budget
Upload table (F0902Z2) mapped to your local drive.

On the Select Environments tab, in Output Environment, select the

environment that has the Account Balances - Batch table (F0902Z1)
mapped to the server.

On the Data Selection tab, do not enter any criteria.

On the Table Options tab, if you are using multicurrency, click

Run Currency Triggers. The system will convert decimal places and
other currency fields based on your multicurrency setup.

On the Table Options tab, do not click Clear Output Tables. If you
click this option, the system will clear all data in the Journal Entry
Transactions - Batch table, regardless of the user status or
processing status.

On the Table Options tab, do not click Force Row by Row

Processing. The system ignores this field.

On the Debug Logging tab, leave the Use ini settings turned on to
accept the default for trace level and number of rows to process.

Click OK.

The system submits the job for batch processing. When this program
finishes, it does not print a report or provide other feedback.

1451

General Accounting

Processing Options for PC Budget Upload Field Definition

Ledger Type
Enter the ledger type to receive the
budget records. If left blank, the
ledger type will default to BA.
Ledger Type

____________

Account Number
Enter the account type entered in the
budget spreadsheet. If left blank,
the long account number will be
expected.
1 = Short Account ID 2 = 3rd
Account Number 3 = Long Account
Number

____________

Uploading the Fields to the Account Balances Table

From the Other Budgeting Methods menu (G1421), choose Upload/Conversion.
After you define the fields for the Account Balances Batch table, run the
Upload/Conversion program in proof mode. In proof mode, the system might
identify errors that you must correct before you can complete the upload. These
errors are written to a workflow message in the Employee Work Center.
Examples of possible errors include:

Account numbers not set up in the Account Master table (F0901)

Invalid subledgers or subledger types

Fiscal date patterns not set up for the fiscal year

Invalid ledger types

To upload, you must correct the errors and run the program in final mode.
Use the Upload/Conversion Revisions program to interactively correct errors in
the Account Balances Batch table. J.D. Edwards suggests that you then rerun
the Upload/Conversion program in proof mode. When the resulting report is
free of errors, run Upload/Conversion in final mode.

1452

Uploading Budgets from Spreadsheets

You set processing options to control the upload process. For example, you
can:

Specify an annual budget upload instead of uploading the periodic

amounts (the default). If you do this, also specify the type of budget
(requested, approved, or final) to which the system will add all periodic
amounts.

Add uploaded amounts to the amounts existing in the Account Balances

table. The default option replaces the amounts in the Account Balances
table with the uploaded amounts for all matching account numbers.

Reverse the sign of the amounts in all revenue accounts.

In final mode, the program prints the report and uploads the fields to the
Account Balances table (F0902). For each record that the program successfully
uploads, it updates the Batch Status field to D (done or posted) in the Account
Balances Batch table. The program bypasses any records that contain errors.
For detailed budgets by period, the program in final mode sets the budget
pattern code to DNS (Do Not Spread) for the corresponding accounts in the
Account Master table.

See Also

Entering Annual Budget Amounts for more information about budget

cycles

Reviewing and Revising the Budget Data for information about correcting
errors in records

Processing Options: PC Budget Upload/Conversion (R14110)

Period Tab
These processing options define the time period that applies to the budget that
you are uploading to the Account Balances table (F0902). You must enter the
century and fiscal year for the budget. For example, if the budget is for fiscal
year 2005, you enter 20 for the century and 05 for the fiscal year.
1. Century (Required)
Use this field to identify the century that applies to the budget that you are
uploading to the Account Balances table (F0902). For example, enter 20 for
2005. This field is required.

1453

General Accounting

2. Fiscal Year (Required)

Use this field to identify the fiscal year that applies to the budget that you are
uploading to the Account Balances table (F0902). For example, enter 05 for
2005. This field is required.

Budget Cycle Tab

These processing options determine whether the system updates the requested
budget, the approved budget, or the final budget in the Account Balances table
(F0902) from the budget that you are uploading. You can update one, two, or
all three of these budget cycles.
You can also specify whether you are uploading annual budget amounts
(Requested, Approved, and Final) or monthly budget amounts (Periods 1
through 14) to the Account Balances table.
In the Account Balances table, the data dictionary name for the Requested
Budget field is BREQ, the data dictionary name for the Approved Budget field is
BAPR, and the data dictionary name for the Final Budget field is BORG.
1. Requested Budget
Use this processing option to update the Requested Budget field (BREQ) in the
Account Balances table (F0902) from the budget that you are uploading. Valid
values are:
1
Update the Requested Budget field in the Account Balances table
Blank Do not update the Requested Budget field in the Account Balances table
If you enter 1 in this processing option and also enter 1 in the Annual/Monthly
processing option (to designate an annual budget), the system enters the
Requested Budget amount from the budget that you are uploading into the
Requested Budget field in the Account Balances table.
If you enter 1 in this processing option and leave the Annual/Monthly
processing option blank (to designate a monthly budget), the system totals the
monthly budget amounts in the budget that you are uploading and enters the
total in the Requested Budget field in the Account Balances table.
2. Approved Budget
Use this processing option to update the Approved Budget field (BAPR) in the
Account Balances table (F0902) from the budget that you are uploading. Valid
values are:
1
Update the Approved Budget field in the Account Balances table
Blank Do not update the Approved Budget field in the Account Balances table

1454

Uploading Budgets from Spreadsheets

If you enter 1 in this processing option and also enter 1 in the Annual/Monthly
processing option (to designate an annual budget), the system enters the
Approved Budget amount from the budget that you are uploading into the
Approved Budget field in the Account Balances table.
If you enter 1 in this processing option and leave the Annual/Monthly
processing option blank (to designate a monthly budget), the system totals the
monthly budget amounts in the budget that you are uploading and enters the
total in the Approved Budget field in the Account Balances table.
3. Final Budget
Use this processing option to update the Final Budget field (BORG) in the
Account Balances table (F0902) from the budget that you are uploading. Valid
values are:
1
Update the Final Budget field in the Account Balances table
Blank Do not update the Final Budget field in the Account Balances table
If you enter 1 in this processing option and also enter 1 in the Annual/Monthly
processing option (to designate an annual budget), the system enters the Final
Budget amount from the budget that you are uploading into the Final Budget
field in the Account Balances table.
If you enter 1 in this processing option and leave the Annual/Monthly
processing option blank (to designate a monthly budget), the system totals the
monthly budget amounts in the budget that you are uploading and enters the
total in the Final Budget field in the Account Balances table.
4. Annual/Monthly
Use this field to specify whether you are uploading annual budget amounts
(Requested, Approved, and Final) or monthly budget amounts (Periods 1
through 14) to the Account Balances table (F0902). Valid values are:
1
Upload annual budget amounts
Blank Upload monthly budget amounts
If you enter 1 in this field, the system uploads only the annual budget amounts
(Requested, Approved, and Final) for which you entered 1 in the corresponding
Budget Cycle processing option.
If you leave this field blank, the system uploads the monthly budget amounts
(Periods 1 through 14). The system also totals the monthly budget amounts and
enters the total in each annual budget field (Requested, Approved, and Final)
for which you entered 1 in the corresponding Budget Cycle processing option
(Requested, Approved, and Final).

1455

General Accounting

Replace Entries Tab

This processing option determines whether the system replaces the existing
entries in the Account Balances table (F0902) with the entries from the budget
that you are uploading or adds the entries from the budget that you are
uploading to the existing entries in the Account Balances table.
1. Replace Entries
Use this processing option either to replace the existing entries in the Account
Balances table (F0902) with the entries you are uploading or to add the entries
from the budget that you are uploading to the Account Balances table. Valid
values are:
Blank Replace the existing entries in the Account Balances table with the entries
from the budget that you are uploading
1
Add the entries from the budget that you are uploading to the existing
entries in the Account Balances table

Reverse Sign Tab

This processing option determines whether the system reverses the sign on
amounts in revenue accounts in the budget that you are uploading to the
Account Balances table (F0902). Reversing the sign means that negative
numbers become positive numbers, and positive numbers become negative
numbers.
In the Account Balances table, amounts in revenue accounts are negative
numbers (credits). If the amounts in the revenue accounts in the budget that
you are uploading are negative numbers, you must enter 1 in this processing
option to keep them as negative numbers. If the amounts in the revenue
accounts in the budget that you are uploading are positive numbers, you must
leave this field blank. The system will change the positive numbers to negative
numbers during the upload.
1. Reverse Sign
Use this processing option to reverse the sign on the amounts in the revenue
accounts in the budget that you are uploading. Reversing the sign means that
negative numbers become positive numbers, and positive numbers become
negative numbers.
If the amounts in the revenue accounts in the budget that you are uploading are
positive numbers, you must leave this field blank. The system will change the
positive numbers to negative numbers during the upload.
If the amounts in the revenue accounts in the budget that you are uploading are
negative numbers, you must enter 1 in the processing option to keep them as
negative numbers.

1456

Uploading Budgets from Spreadsheets

Valid values are:

Blank Reverse the sign on the amounts in the revenue accounts in the budget
that you are uploading
1
Keep the sign as it is

Job Cost Tab

This processing option determines whether the system updates only the
monthly budget amounts (Periods 1 through 14) in the Account Balances table
(F0902) from the budget that you are uploading, regardless of how you set the
processing options on the Budget Cycle tab. This method is known as Job Cost
budgeting.
1. Job Cost
Use this processing option to update only the monthly budget amounts (Periods
1 through 14) in the Account Balances table (F0902) from the budget that you
are uploading, regardless of how you set the processing options on the Budget
Cycle tab. Valid values are:
1
Update only the monthly budget amounts (Periods 1 through 14)
Blank Update the budget amounts that are specified by the Budget Cycle
processing options
Note: Enter 1 in this processing option for Job Cost budgeting.

Mode Tab
This processing option determines whether you run this program in proof or
final mode. In proof mode, the system prints a report of the changes that would
be made to the amounts in the Account Balances table (F0902) but does not
update the table. In final mode, the system updates the Account Balances table
and prints a report.
1. Mode
Use this processing option to run the program in proof or final mode. In proof
mode, the system prints a report of the changes that would be made to the
amounts in the Account Balances table (F0902) but does not update the table.
In final mode, the system updates the Account Balances table and prints a
report. Valid values are:
Blank Run the program in proof mode
1
Run the program in final mode

1457

General Accounting

Reviewing and Revising the Budget Data

When you run the Upload/Conversion program in proof mode, the report might
list errors that you must correct before you can complete the upload to the
Account Balances table. Use the interactive Upload/Conversion Revisions
program to review and revise the data in the Account Balances Batch table.
After you correct the errors, rerun the Upload/Conversion program. When the
Upload/Conversion program finds no errors, you can then run the program in
final mode to copy the valid records into the Account Balances table (F0902).
The Upload/Conversion Revisions program makes it possible for you to upload
data multiple times. To do this, change the batch status from D to A (approved)
and make other corrections as needed. Then rerun the Upload/Conversion
program.
To review and revise account balances
From the Other Budgeting Methods menu (G1421), choose Upload/Conversion
Revisions.

1. On Work With Batch Account Balances, to display data uploaded by only

one user, complete the following field:

1458

User ID

Uploading Budgets from Spreadsheets

2. Click Find.
The Transaction Number field contains a line number that makes each
transaction in the uploaded batch or batches unique. The program uses
line numbers to access transactions with invalid account numbers.
3. Choose the row to be reviewed or revised, and click Select.

4. On Revise Batch Account Balances, review or correct fields as needed and

click OK.

Purging the Account Balances - Batch Table

From the Other Budgeting Methods menu (G1421), choose Processed Upload
Purge.
If you upload many spreadsheets to OneWorld, the Account Balances Batch
table (F0902Z1) might become very large. To manage the size of this table, you
can run a purge program.
The Processed Upload Purge program scans the table and deletes all records
that have a batch status of D. A batch status of D indicates that the
Upload/Conversion program has successfully uploaded the record to the
Account Balances table (F0902). This program also prints a report that lists the
accounts that have been deleted from the table.
Running the Processed Upload Purge program ensures that the Account
Balances Batch table contains only budget data that is waiting to be uploaded.

1459

General Accounting

Caution: Before you run this program, be sure that you do not want to revise
and upload any records that you previously uploaded. This program will delete
all records with the batch status of D.

1460

Integrity Reports
Use integrity reports to supplement your internal balancing procedures. Integrity
reports locate potential balancing problems and data inconsistencies.
Working with integrity reports consists of:
- Printing unposted batches
- Correcting transactions to batch records
- Correcting outofbalance batches
- Correcting outofbalance batches by company
- Correcting company imbalances
- Correcting intercompany account imbalances
- Correcting chart of accounts discrepancies
- Correcting account balances to transactions

Why You Should Run Integrity Reports

Running integrity reports helps you:

Ensure that your system functions correctly and tables remain in balance

Correct any problems in a timely and efficient manner

When You Should Run Integrity Reports

Integrity reports are an integral part of the system. You should run them:

During installation

During conversion

Daily, if necessary

Integrity reports provide information that is current at the time you run them.
That is, they have no as of" capability. Consequently, the more often you run
them, the easier it will be to determine when a problem occurred.

151

General Accounting

What Integrity Reports Provide

Some integrity reports are exception reports that:

Print only discrepancies

Alert you to discrepancies in data among tables

Types of Integrity Reports

Two types of integrity reports are available:

Batch header reports. Run these to locate discrepancies between the Batch
Control Records table (F0011) and the Account Ledger table (F0911).

G/L integrity reports/updates. Run these to verify the following conditions:

Transactions within a company are in balance

Intercompany settlement accounts are in balance

Company number in the Account Master table (F0901) matches the

company number in the following tables:

Business Unit Master (F0006)

Account Balances (F0902)

Account Ledger (F0911)

Accounts balance on a periodbyperiod basis

Which Integrity Report You Should Run

To decide which integrity report you should run, review the following list. It
contains the report title, reasons you use the report, and where to find additional
information.
Unposted Batches

Prints a list of unposted batches based on the Batch

Control table (F0011).

Transactions to Batch
Headers

Provides transaction level information:

152

Transactions without a batch header record in the

Batch Control Records table
Unposted transactions with a batch status of D
(posted)

Batch to Detail and Out

of Balance

Provides batch level information:

Company by Batch
OutofBalance

Locates outofbalance amounts by company within each

batch.

Companies in Balance

Prints each company's net balance. Identifies missed

intercompany settlements or adjustments posted to a prior
year that are not included in the balance forward amounts
for an account.

Intercompany Accounts
in Balance

Locates imbalances between corresponding intercompany

accounts.

Accounts without
Business Units

Provides business unit information in the Account Master

table (F0901):

Locates batches posted out of balance.

Deletes batch header records with no detail records.
Updates the batch status of a batch header record to
D (posted) if the detail records in the Accounts
Receivable Ledger, Accounts Payable Ledger, and
Account Ledger batches are posted, but the header
record has an unposted status.

Locates company and business unit discrepancies in

the Account Master table.
Updates the Account Master table from the Business
Unit Master table (F0006).

Account Balance
without Account Master

Locates company and account discrepancies between the

Account Master and the Account Balances tables.

Transactions without
Account Master

Locates company and account discrepancies between the

Account Ledger and Account Master tables.

Account Balances to
Transactions

Locates imbalances on a periodbyperiod basis between

the Account Balances table and the Account Ledger table.

153

General Accounting

154

Printing Unposted Batches

From the Integrity Report and Updates menu (G0922), choose Unposted
Batches.
To review unposted batch transactions, print the Unposted Batches report. You
should print this report on a weekly basis or prior to periodend procedures.
Use this report as a reminder to:

Post batches that have an approved status

Review and approve batches that are still pending

Research batches that are in error

This report prints information from the Batch Control Records table (F0011) only.
Thus, unposted batch transactions will not appear on this report if the batch
header does not exist.
This report sorts information by batch type and then batch number.

See Also

R007011, Unposted Batches in the Reports Guide for a report sample

Abbreviated Column Headings

The report contains the following abbreviated column headings:

App - Batch Approved for Posting

Ty - Batch Type

Balanced B - Balanced Batch

Balanced J - Balanced Journal Entry

155

General Accounting

156

Correcting Transactions to Batch Records

To locate discrepancies between a batch record and its associated ledger

transactions, use the Transactions to Batch Headers report. After you locate
discrepancies, you should correct them. J.D. Edwards recommends that you run
this report on a weekly basis.
Correcting transactions to batch records consists of:
- Running the report
- Correcting discrepancies
After you run the report and correct any discrepancies, you can prevent future
discrepancies by:

Assigning responsibility for batch revisions to one user

Verifying validity of conversion or interface programs

Running the Report

From the Integrity Report and Updates menu (G0922), choose Transactions to
Batch Headers.
This report compares batches in the Batch Control Records table (F0011) with
transactions in the following tables:

Account Ledger (F0911)

Accounts Payable Ledger (F0411)

Accounts Payable Matching Document (F0413)

Accounts Payable Matching Document Detail (F0414)

Accounts Receivable Ledger (F03B11)

Receipts Header (F03B13)

Receipts Detail (F03B14)

This report prints discrepancies, if any are found, but it does not update any
tables.

157

General Accounting

The report prints unposted or posted transactions that do not have a matching
batch record. It also prints unposted transactions with a batch record that is
marked as posted (batch status D).
You can create different versions of this report to compare general ledger,
accounts payable, or accounts receivable transactions to the batch records, based
on the corresponding processing options.
Note: This report can be lengthy. For example, if there is a problem with a
500line journal entry, the system prints all 500 lines.

See Also

Working with Batch Headers

Printing General Journals

R007021, Transactions To Batch Headers in the Reports Guide for a report

sample

Abbreviated Column Headings

The Transactions to Batch report contains the following abbreviated column
headings:

Bt Ty - Batch Type

PC - Posted Code

Ty - Document Type

Data Selection
Do not enter data selection criteria for this report.

Processing Options for Transactions To Batch Headers

Post/Unposted
1. Enter a 1 to limit the integrity
check to only unposted transactions.
A default of blank will cause the
report to evaluate both posted and
unposted transactions.
____________
Date Range
1. Enter a date range to limit the
integrity check. A default of blank
will run over the entire table
unless a value for Prior Days is
entered below.

158

Correcting Transactions to Batch Records

From Date:
Thru Date :

____________
____________

2. Enter the number of prior days to

include. A default of blank will use
the From Date and Thru Date.
Prior Days

____________

G/L
1. Enter a 1 to expand the integrity
check to include the Account Ledger
file (F0911).
____________
A/R
1. Enter a 1 to expand the integrity
check to include the Accounts
Receivable Ledger file (F03B11).
____________
2. Enter a 1 to expand the integrity
check to include the Receipt Header
file (F03B13).
____________
3. Enter a 1 to expand the integrity
check to compare the Receipt Header
file (F03B13) with the Receipts
Detail file (F03B14).
____________
A/P
1. Enter a 1 to expand the integrity
check to include the Accounts
Payable Ledger file (F0411).
____________
2. Enter a 1 to expand the integrity
check to include the Accounts
Payable Matching Document file
(F0413).
____________
3. Enter a 1 to expand the integrity
check to compare the Accounts
Payable Matching Document file
(F0413) with the Accounts Payable
Matching Document Detail file
(F0414).
____________

159

General Accounting

Correcting Discrepancies
After running the integrity report, you should correct any discrepancies that the
system detects. Some typical discrepancies, causes, and possible resolutions are:
Missing batch header
records

Reasons:

The computer fails at any time.

The conversion or interface programs create a batch
header improperly.
The user creates a batch header improperly.
The user did not enter the actual number of
documents in the Batch Header Revision form.

Resolutions:
On Batch Header Revisions:

Posted batch header

record, no posted detail

Add the batch header record again. Enter information

in all fields except Input Total, Batch Status, and
Number of Documents Expected.
J.D. Edwards recommends that you enter 100 or more
in the Amount Entered field.
If the actual number of documents is unknown, J.D.
Edwards recommends that you enter 10 or more in
the Documents Entered field. For example, if you
enter only 1 and later delete a single document, the
system updates the Documents Entered field to zero
and deletes the batch header when you run the
Correcting OutofBalance integrity report.

Reason:
The user changes a batch header record improperly to a
posted status.
Resolution:
Change the status of the batch header record to A
(approved) on Batch Header Revisions and post the batch.

1510

Correcting Out-of-Balance Batches

You can review batches that have been posted outofbalance. You can also
remove or update batch records.
Run the Batch to Detail and Out of Balance report:

As part of your periodend procedures

After you purge your tables

If posted batches appear as approved or pending

Correcting outofbalance batches consists of:

- Running the report
- Correcting discrepancies
After you run the report and correct any discrepancies, you can prevent future
outofbalance postings by:

Placing security on the Work With Batches form to prevent improper

changes

Assigning responsibility for outofbalance posting to one user

Running the Report

From the Integrity Reports and Updates menu (G0922), choose Batch to Detail
and Out of Balance.
The Batch to Detail and Out of Balance report:

Updates posted batch records to batch status D when all transactions are
posted

Deletes empty batch header records

Prints an exception report of all batches with transactions that do not net
to zero

1511

General Accounting

This report is the result of a twopart process:

Batch to detail update

Post outofbalance verification

The batch to detail update process compares batches in the Batch Control
Records table (F0011) with transactions in the following tables:

Account Ledger (F0911)

Accounts Payable Ledger (F0411)

Accounts Payable Matching Document (F0413)

Accounts Payable Matching Document Detail (F0414)

Accounts Receivable Ledger (F03B11)

Receipts Header (F03B13)

Receipts Detail (F03B14)

The system deletes a batch header record from the Batch Control Records table
(F0011) if the number of documents entered in the batch header record is zero.
If all transactions for a batch have been posted, the system updates the batch
header records to D (posted).

Batch Control
Records Table
(F0011)

D
(posted)

Account
Ledger Table
(F0911)

P
(posted)

The post outofbalance verification process reviews the net amount (debits
equal to credits) in each batch. If the net amount is not zero, the net difference,
not the batch amount, prints on the report. If the amounts net to zero, the batch
is in balance and does not print.
To analyze batch detail, run the General Journal by Batch report. See Printing
General Journals for additional information.

See Also

1512

R007031, Batch To Detail/Out Of Balance in the Reports Guide for a report

sample

Correcting Out-of-Balance Batches

Abbreviated Column Headings

Batch is partially posted

Enter journal entries manually if intercompany

settlements are necessary.
Post the batch.
Change the intercompany settlement constant to 1 or
2 so that the system will automatically create
intercompany settlements.

Reason:
A computer failure or job cancelation.
Resolutions:

Select the Allow Batch to Post Out of Balance field on

Batch Overrides.
Post the partially posted batch again.
Enter journal entries manually if intercompany
settlements are necessary.

Note: To prevent the system from deleting an empty batch header, enter an x"
in the Description02 field of the batch type in user defined codes list 98/IT.

1515

General Accounting

1516

Correcting Out-of-Balance Batches by Company

You can review outofbalance postings by company in each batch.

Correcting outofbalance batches by company consists of:
- Running the report
- Correcting discrepancies

Running the Report

From the Integrity Report and Updates menu (G0922), choose Company by
Batch Out of Balance.
During the conversion process at a new software installation site, J.D. Edwards
recommends that you run the Company by Batch Out of Balance report on a
weekly basis. Thereafter, you should run this report on a periodic basis.
The Intercompany Settlements field in the general accounting constants allows
the entry of outofbalance company transactions. You can set this field to create
an offsetting entry that brings your companies back into balance during the post.
The Company by Batch Out of Balance report uses only posted information in
the Account Ledger table (F0911). This report is an exception report. If there are
no discrepancies, the report is blank.

Before You Begin

- For accuracy, run the Company by Batch Out of Balance report when
users are not accessing the system.

See Also

Setting Up Constants for General Accounting

R09706, Batch and Company Within Batch Out Of Balance in the Reports
Guide for a report sample

1517

General Accounting

Column Headings
The report contains the following abbreviated column heading:

Bt Ty - Batch Type

The Batch Amount heading represents the amount by which the batch is out of
balance.
The Amount per Company heading represents the amount by which each
company in the batch is out of balance.

Processing Options for Company by Batch Out of Balance

Add. Ledger
Enter additional ledger to edit batch
and company within batch in balance
condition. Default of blank will
edit ledger type AA only.
Ledger Type

____________

Correcting Discrepancies
After running the integrity report, you should correct any discrepancies that the
system detects. A typical discrepancy, cause, and possible resolutions are:
A batch is outofbalance Reasons:
by batch and company
The batch was posted outofbalance with the general
accounting constants or batch overrides set to allow
outofbalance postings.
A computer failure or job cancelation.
Resolutions:

1518

Select the Allow Batch to Post Out of Balance field on

the Batch Overrides form and change the
intercompany settlements field to * to allow for
outofbalance posting.
Post the batch.
Change the intercompany settlements field back to 1
or 2 so that the system will automatically create
intercompany settlements.

Correcting Company Imbalances

All transactions within each company balance should net to zero. You should
run the Companies in Balance report to review each company's balance.
J.D. Edwards recommends that you run this report as often as possible. If you
use automatic intercompany settlements, run the Companies in Balance report
and then run the Intercompany Accounts in Balance report immediately to be
sure intercompany accounts are in balance.
Correcting company imbalances consists of:
- Running the report
- Locating outofbalance conditions
- Correcting discrepancies
After you run the report and correct any discrepancies, you can prevent future
outofbalance conditions by:

Placing security on the Work With Batches form and general accounting
constants to prevent improper changes

Assigning responsibility for correcting outofbalance conditions to one

user

Running this report and then the Intercompany Accounts in Balance report

Running the Report

From the Integrity Reports and Updates menu (G0922), choose Companies in
Balance.
The Companies in Balance report uses information from the Account Balances
table (F0902) to determine whether a company is in balance.
The report provides three columns where an outofbalance condition could
exist. Each company's balance should be zero in each column. If an amount
appears in a column, the company is outofbalance.

1519

General Accounting

Prior Year

An amount in this column indicates that journal entries

were made to the prior year after the annual close was
run.

YTD (Year to Date)

An amount in this column indicates that the Account

Ledger table (F0911) does not balance to the Account
Balance table (F0902), or that a batch was posted
outofbalance.

PACO (Post After Cut

Off)

An amount in this column indicates that a journal entry

that was posted to the next fiscal period or year does not
net to zero.

If any companies are outofbalance, the summarized amounts are shown in the
columns. The system accumulates a total difference amount for all companies for
each of the three columns. When companies are in balance, the columns are
blank.
The Intercompany Settlements field in the general accounting constants controls
the automatic generation of intercompany entries. You set this constant to 1 or 2
to have the system automatically create intercompany entries for new journal
entries.

See Also

R097001, Companies in Balance in the Reports Guide for a report sample

Locating Out-of-Balance Conditions

After reviewing the Companies in Balance report, choose any of the following
methods to locate outofbalance conditions:

1520

Run any of the following reports:

Intercompany Accounts in Balance

Batch to Detail and Post Out of Balance

Account Balance to Transactions

Repost Account Ledger

Select batches or batch types to review on General Journal Review.

Correcting Company Imbalances

Run the Trial Balance report to determine which periods are out of
balance in each company. Select the fifth level of detail for a summarized
report.

Verify that the Account Ledger table is correct. Run the Repost Account
Ledger program with the appropriate processing option set to print a
report only. If discrepancies appear on the report, run the Repost Account
Ledger program in final mode to correct the discrepancies.

Note: The Repost Account Ledger program will overwrite balances in the
Account Balances table with balances in the Account Ledger table.

See Also

Reposting the Account Ledger

Correcting Discrepancies
After running the Companies in Balance integrity report, you should correct any
discrepancies that the system detects. Some typical discrepancies, causes, and
possible resolutions follow.
Company is
outofbalance in YTD

Company

Name

Project Mgt. Co.

Reasons:

The batch was posted outofbalance.

The Account Balances table contains erroneous data
and does not equal the transactions in the Account
Ledger table.

Prior Year

YearToDate

PACO

102,124.33

1521

General Accounting

Resolutions:

Two companies are

outofbalance by the
same amount in the
YTD column

Company

Name

70
77

If an outofbalance condition exists, run the Batch to

Detail Post and Out of Balance report to locate
outofbalance postings. Run the Accounts Balances to
Transactions report to determine which account does
not balance and the period for which it does not
balance.
Create an outofbalance entry to correct the original
entry.
If the Account Balances table contains erroneous data
and does not equal the transactions in the Account
Ledger table, enter a balancing journal entry. If
necessary, run the Repost Account Ledger program
with the processing options set to update the Account
Balances table. The Account Balance table will match
the total of posted Account Ledger records.

Reason:

The intercompany settlements were not set up

properly and, therefore, were not created for some
batches during posting.

Prior Year

French Company
Canadian Company

YearToDate

PACO

75,850
75,850

To locate the cause of this error, you can:

1522

Research and correct the automatic accounting instructions that control

intercompany settlements.

Restrict the intercompany accounts to automatic journal entries (posting

edit code of M).

Verify that the intercompany settlements option in the general accounting

constants is activated.

Correcting Company Imbalances

Resolutions:

Amount in PACO (Post

After Cut Off) column

Run the Intercompany Accounts in Balance report to

locate any imbalances.
Use the Trial Balance by Object form or report to
determine the period in which the outofbalance
condition occurs.
Create a balancing intercompany journal entry and
post with the Intercompany Settlements field set to *
in the General Accounting Constants. If this field is
not set to *, the batch creates intercompany
settlements, which causes the transaction for each
company to net to zero and the outofbalance is not
eliminated. When you are finished, be sure to change
this field back to its original setting.

Reason:

A journal entry is posted to the next fiscal period or

year that does not net to zero.

Resolutions:

Prior year total for a

company is
outofbalance

Company

Name

Colombian Company

Run the Trial Balance by Business Unit report for

future fiscal periods and years to locate the entry.
Research to determine if you need to enter two
onesided journal entries to move the amounts to the
proper periods. Post these entries outofbalance.
Run the Company by Batch Out of Balance report to
identify batches that posted outofbalance for the
company with the PACO amount. Create balancing
journal entries as necessary.

Reasons:

The prior year entries were made without closing the

year to update the retained earnings account.

Prior Year

YearToDate

PACO

138,902

1523

General Accounting

An abnormal entry with a document type ## might

have been posted to a prior year without reclosing the
year.

Resolutions:

Missing Company Error

You can close the year for the outofbalance

company and the correct fiscal year. Rerun this
integrity report.
You can post a priorperiod journal entry, which
updates the balance forward but does not recalculate
retained earnings. If the prior year entry is a
reclassification between a balance sheet and an
income statement, close the year to recalculate
retained earnings.
You can check the AAI item GLG4 (retained earnings)
for accuracy.

Reasons:

A company was deleted after journal entries were

posted.

Resolutions:

Recreate the missing company in the Company

Constants (F0010) table.
Transfer the amounts from the missing company to
another company.

See Also

1524

Correcting OutofBalance Batches

Correcting Intercompany Account Imbalances

If you have multiple companies set up for hub or detail intercompany

settlements, you can verify that all intercompany accounts are in balance by
running the Intercompany Accounts in Balance report.
Correcting intercompany account imbalances consists of:
- Running the report
- Locating outofbalance conditions
- Correcting discrepancies
After you run the report and correct any discrepancies, you can prevent future
outofbalance conditions by assigning a posting edit code of M to intercompany
accounts to allow only machinegenerated transactions.

Before You Begin

- Run the Companies in Balance integrity report. See Correcting Company
Imbalances.

Running the Report

From the Integrity Reports and Updates menu (G0922), choose Intercompany
Accounts in Balance.
The Intercompany Accounts in Balance report:

Uses information from the Account Balances table (F0902) to compare the
balances among the company's various intercompany settlement accounts.

Determines whether your automatic accounting instructions (AAIs) and the

associated intercompany accounts are set up correctly.

Includes all periods in the current year, previous year, and next year. It is
not based on any financial period.

The intercompany accounts for these companies should be in balance. If they

are not, the report lists the intercompany accounts, their balances, and the
amount required to balance each account.

1525

General Accounting

Transactions posted with the Intercompany Settlement code set to * do not

appear on this report. This code is automatically set when batches are posted
out of balance. The Intercompany Account Imbalances report will not list any
missed intercompany settlements. To locate these imbalances, print the
Companies in Balance report.
A message prints on the report only if:

All intercompany accounts are in balance

The intercompany accounts are not set up in the AAIs

If you have multiple companies with different base currencies, do not use this
integrity report to verify that all intercompany accounts are in balance. This
integrity report does not accommodate different base currencies.
For example, Company 70 has a balance of 50,000 in Belgian Francs (BEF) in its
intercompany settlement account. Company 71 has a balance of 8,206 in French
Francs (FRF) in its intercompany settlement account. The 50,000 BEF balance is
equal to the 8,206 FRF balance because of the BEF to FRF exchange rate
(0.1641255). This integrity report shows that the two companies are out of
balance because it does not allow for the different base currencies.
The sample report in the Reports Guide shows a designated hub company. The
intercompany accounts used by the hub company (or designated hub company,
if you use the detail intercompany settlements method) are on the left side of the
report under Hub Company Balances. The associated settlement accounts used
by the participating companies are on the right side under Subsidiary Company
Balances.

See Also

R097011, Intercompany Account Balance Integrity Report in the Reports

Guide for a report sample

Processing Options for Intercompany Accounts in Balance Integrity

Report
Ledger type
Enter a specific ledger type to process
for or leave blank to process all
ledger types.
Ledger Type

1526

____________

Correcting Intercompany Account Imbalances

Locating Out-of-Balance Conditions

After reviewing the report, choose any of the following methods to locate
outofbalance conditions:

Run the Batch to Detail and Post Out of Balance integrity report.

Run the Companies in Balance integrity report.

Review batches or batch types on General Journal Review.

Run the J.D. Edwards Monthly Spreadsheet or Trial Balance by Object to

determine which period is outofbalance.

Correcting Discrepancies
After running the Intercompany Accounts in Balance integrity report, you should
correct any discrepancies that the system detects. A typical discrepancy, the
cause, and possible resolutions are:
Intercompany accounts
do not balance

Reasons:

The intercompany AAIs were set up improperly.

Manual journal entries were improperly posted to
accounts that should allow only automatic entries.
Intercompany accounts allow for manual posting, and
an intercompany entry was made without the
offsetting entries.

Resolutions:

Research and correct the AAI items ICH and ICCC.

Void or correct improper journal entries to
intercompany clearing accounts.

1527

General Accounting

1528

Correcting Chart of Accounts Discrepancies

You run chart of accounts integrity reports to do the following:

Ensure that there is matching account and company information among

your account structure tables

Automatically update the tables with the correct company information

You must run all chart of accounts integrity reports when you move one or more
business units to another company.
Correcting chart of account discrepancies consists of:
- Running the Accounts without a Business Unit Report
- Running the Account Balance without Account Master Report
- Running the Transactions without Account Master Report
- Correcting discrepancies
J.D. Edwards recommends that you run the following integrity reports in this
order:
1. Accounts without Business Units
2. Account Balance without Account Master
3. Transactions without Account Master
This order ensures that the company number always originates from the
Business Unit Master table.

Before You Begin

- Update the company number, if appropriate. See Working with Business
Units.

See Also

Revising Accounts

1529

General Accounting

Running the Accounts without a Business Unit Report

From the Integrity Reports and Updates menu (G0922), choose Accounts without
Business Units.
This report verifies that a business unit or valid company number exists for each
record in the Account Master table (F0901). If the business unit or company
number does not exist in the Account Master table, the report prints the business
unit, object account, subsidiary, and company for each account in the missing
business unit.
This report also updates the company number in the Account Master table with
the company number in the Business Unit Master table (F0006) if you run the
report in update mode.
Abbreviated Column Headings
The report contains the following abbreviated column headings:

A/M Co - Account Master Company

B/M Co - Business Unit Master Company

Processing Options for Accounts Without Business Unit

Update Option
1. Company number update option:
1 = print the report only
2 = print the report and update
____________

Running the Account Balance without Account Master Report

From the Integrity Reports and Updates menu (G0922), choose Account Balance
without Account Master.
This report verifies that an account master number or valid company number
exists for each transaction in the Account Balances table (F0902). If the account
master or company numbers do not exist in the Account Balances table, the
report prints the account balance information.
This report also updates the company number in the Account Balances table
with the company number in the Account Master table.
You should correct any discrepancies on the Account Balance without Account
Master report before running the Transactions without Account Master report.

1530

Correcting Chart of Accounts Discrepancies

Typically, if an account is not on the Account Balance without Account Master

report, it is not on the Transactions without Account Master report.
See Also

R097031, Account Balance w/o Account Master in the Reports Guide for a
report sample

Abbreviated Column Headings

The report contains the following abbreviated column headings:

LT - Ledger Type

Ct - Century

FY - Fiscal Year

ST - Subledger Type

Cur Cod - Currency Code

A/B Co - Account Balances Company

A/M Co - Account Master Company

PYE - Prior Year End Balance

Processing Options for Account Balance without Account Master

UPDATE OPTION:

____________

Update Option
Company Update Option:
1=Print the report only
2=Print the report and update

____________

Running the Transactions without Account Master Report

From the Integrity Reports and Updates menu (G0922), choose Transactions
without Account Master.
This report verifies that for each record in the Account Ledger table (F0911), an
account master number or valid company number in the Account Master table
(F0901) exists. If the account master information or company numbers do not
exist in the Account Master table, the report prints every account transaction
from the Account Ledger table.
This report also updates the company number in the Account Ledger table with
the company number in the Account Master table.

1531

General Accounting

See Also

R097021, Transaction w/o Account Master in the Reports Guide for a

report sample

Before You Begin

- Correct any discrepancies on the Account Balance without Account Master
report.
Abbreviated Column Headings
The report contains the following abbreviated column headings:

BT Ty - Batch Type

Do Ty - Document Type

Doc Co - Document Company

T/L Co - Account Ledger Company Number

A/M Co - Account Master Company

L T - Ledger Type

P C - Posted Code

Processing Options for Transactions without Account Master

Update Option
1. Company number update option:
1 = print the report only
2 = print the report and update
____________

Correcting Discrepancies
After running these reports, you should correct any discrepancies that the system
detects. Some typical discrepancies and possible resolutions are:
Account Master
Company column is
blank on the report

1532

Add the account on Single Account Revisions by entering

the short account ID from the report.

Correcting Chart of Accounts Discrepancies

The company number is Use the processing option in the Account Balance without
not in the Account
Account Master report to update the company number in
Balances table
the Account Balances table. This is helpful if you change
the company number in the account master record and
want to globally update the Account Balances table.
The company number is Use the processing option in the Transactions without
not in the Account
Account Master report to update the company number in
the Account Ledger table. This is helpful if you change the
Ledger table
company number in the account master record and want
to globally update the Account Balances table.

1533

General Accounting

1534

Correcting Account Balances to Transactions

You can locate discrepancies between account balances and posted transactions
by period.
Correcting discrepancies between account balances and transaction records
consists of:
- Running the report
- Correcting discrepancies
After running the report and correcting discrepancies, you can prevent future
outofbalance conditions by:

Placing security on the Work With Batches form to prevent improper

changes

Assigning responsibility for outofbalance posting to one individual

Allowing only one user to void, change, or delete entries

Running the Report

From the Integrity Reports and Updates menu (G0922), choose Account Balance
to Transactions.
The Account Balance to Transactions report prints only outofbalance conditions
and does not perform updates.
The Account Balance to Transactions is similar to the reportonly version of the
Repost Account Ledger program, which reads the posted transactions in the
Account Ledger table (F0911) and updates the Account Balances table (F0902).
For this integrity report, the system reads the Account Balances table and verifies
the amounts against the posted transactions in the Account Ledger table.
You can include any of the following items on this report:

Fiscal year

Ledger type

Company

1535

General Accounting

See Also

R09705, Compare Account Balances To Transactions in the Reports Guide

for a report sample

Abbreviated Column Headings

The report contains the following abbreviated column headings:

CT - Century

FY - Fiscal Year

LT - Ledger Type

Cur Cod - Currency Code

PN - Period Number

Processing Options for Account Balance to Transactions Integrity Report

Ledger Type
If comparing a units ledger, enter the
amounts ledger to use to retrieve
the transaction records.
Ledger Type

____________

Reasons:

Data entries were damaged by improper void or

change processes.
An entry was not properly created by the
conversion/interface programs.

Resolutions:

1536

If data entries are damaged in the Account Ledger

table, run a data utility. If data entries are damaged in
the Account Balances table, run the Repost Account
Ledger program.
If an entry was improperly created by the
conversion/interface programs, research the error and
add the missing entries. Verify the validity of Account
Ledger records and correct the conversion/interface
programs.

Correcting Account Balances to Transactions

The date pattern is

incorrect

Reason:
Changes were made to the fiscal date pattern after journal
entries were entered into the system.
Resolution:
If the date pattern of the prior company is different from
the new company, run the Repost Account Ledger
program with the processing option set to print the report
only. After reviewing the report, run the Repost Account
Ledger program with the processing option set to
recalculate to correct the fiscal period and year balances.

1537

General Accounting

1538

Batch Maintenance
After you identify problems on an integrity or posting edit report, you can
quickly correct batch records.
Batch maintenance consists of:
- Working with batch headers

Before You Begin

- Restrict user access to these programs to prevent unauthorized changes.

161

General Accounting

162

Working with Batch Headers

After you identify problems on the batch header integrity reports, you might
need to add, revise, or delete the batch header. If, for example, the post ends
abnormally, the system might leave the batch header with a status of In Use. To
correct this, you change the batch status to Pending so that you can access the
batch detail, or to approved so that you can post the batch. Additionally, you
can identify a specific batch to post outofbalance.
Working with batch headers consists of:
- Adding batch headers
- Locating batch headers
- Revising batch headers
- Revising batches to post outofbalance
Revising a batch header updates the Batch Control Records table (F0011).
Caution: Making revisions to batch headers with this program can damage your
audit trail. To avoid unauthorized changes, you should restrict user access.

Related Tasks
Deleting a batch header

Before you delete an empty batch header, verify that there

are no entries in the batch. Run the Batch to Detail and
OutofBalance integrity test to delete any empty batch
headers.
See Correcting OutofBalance Batches.

163

General Accounting

Adding Batch Headers

To resolve a problem that has been identified on the Transactions to Batch
Headers integrity report (R007021), you might need to add a batch header
record.
To add a batch header
From the G/L Advanced & Technical Operations menu (G0931), choose Batch
Header Revisions. Or from the Journal Entries, Reports, & Inquiries menu
(G0911), choose General Journal Review.
1. On Work With Batches, click Create or select Create from the Form menu.

2. On Create/Revise Batch Header, complete the following fields:

164

Batch Type

Batch Number

Batch Status

Batch Date

User ID

Total Entered Amount

Total Entered Documents

Working with Batch Headers

3. Complete the following optional fields:

Total Expected Amount

Total Expected Documents

4. Choose the following options:

Batch Is Approved

Balanced Documents/Amounts

5. Click OK.

Field

Explanation

Batch Type

A code that indicates the system and type of entries for a

batch. The batch type for journal entries is G (general
accounting).

Batch Number

A number that identifies a group of transactions that the

Batch Status

A user defined code (98/IC) that indicates the posting

Batch Date

The date of the batch. If you leave this field blank, the
system date is used.

User ID

For World, the IBMdefined user profile.

For OneWorld, the identification code for a user profile.

165

General Accounting

Field

Explanation

Total Expected Amount

On batch header forms, this is the total amount that you

The total number of documents entered.

NOTE: The journal review screen is used by many J.D.
Edwards systems. As a result, this field might not apply to
batches created by your particular system.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
J.D. Edwards recommends that you enter 10 or more. If
there is a zero in this field, the system deletes the batch
header when you access the batch.

Batch Is Approved

A code that indicates whether a batch is ready for posting.

Valid codes are:
A
Approved, ready for posting.
P
Pending approval. The batch will not post.
If the system constants do not specify manager approval,
the system automatically approves batches that are not in
error.

Balanced
Documents/Amounts

A code that identifies whether the amount and number of

documents balance to your control totals. Valid codes are:
N
No, not in balance
Y
Yes, in balance
NOTE: The journal review screen is used by many J.D.
Edwards systems. As a result, this field might not apply to
batches created by your particular system.

166

Working with Batch Headers

Locating Batch Headers

Before you can revise a batch header, you must first locate it.
To locate a batch header
From the G/L Advanced & Technical Operations menu (G0931), choose Batch
Header Revisions. Or from the Journal Entry, Reports, & Inquiries menu (G0911),
choose General Journal Review.
1. On Work With Batches, complete the following fields:

Batch Number

Batch Type

2. Choose one of the following options:

Unposted Batches

Posted Batches

All Batches

3. To narrow your search further, complete the following fields and click
Find.

Batch Date

Difference Documents

Difference Amount

User ID

Revising Batch Headers

After you locate a batch header, you can revise it. Depending on the type of
change you make, you might need to post the batch after you revise it.
To revise a batch header
From the G/L Advanced & Technical Operations menu (G0931), choose Batch
Header Revisions. Or from the Journal Entry, Reports, & Inquiries menu (G0911),
choose General Journal Review.
1. On Work With Batches, locate the batch header.

167

General Accounting

2. Select Revise from the Row menu to access Create/Revise Batch Header.

3. On Create/Revise Batch Header, complete any of the following fields:

168

Batch Status

Batch Date

User ID

Total Expected Amount

Total Expected Documents

Working with Batch Headers

Total Entered Amount

Total Entered Documents

4. Choose the following options:

Batch Is Approved

Balanced Documents/Amounts

5. Click OK.

Revising Batches to Post Out-of-Balance

To correct a problem found on an integrity report, you can revise a batch to post
or not post outofbalance. After you revise a batch, you must post it.
To revise batches to post outofbalance
From the G/L Advanced & Technical Operations menu (G0931), choose Batch
Header Revisions. Or from the Journal Entry, Reports, & Inquiries menu (G0911),
choose General Journal Review.
1. On Work With Batches, locate the batch header.
2. Select Revise from the Row menu to access Create/Revise Batch Header.
3. On Create/Revise Batch Header, select Overrides from the Form menu.
4. On Batch Overrides, choose the following options:

Allow batch to post out of balance

Exclude batch from integrity report

Field

Explanation

Allow batch to post out of

balance

A code that controls outofbalance posting. This field

works in conjunction with the Intercompany Offsets field
(ICO).
For WorldSoftware, valid codes for this field are:
Y
Yes, post this batch out of balance
N
No, do not post this batch out of balance
The system automatically sets this field to N after each
successful post of a batch.
For OneWorld, click the option to post the batch out of
balance.

169

General Accounting

Field

Explanation

Exclude batch from

integrity report

A code that controls the inclusion or exclusion of an out

of balance batch on an integrity report (P007031).
For WorldSoftware, valid codes are:
Y
Yes, include batch out of balance on integrity
reports
N
No, do not include batch out of balance on
integrity reports
For OneWorld, click the option to exclude the batch from
integrity reports.

See Also

Posting Journal Entry Batches

Processing Options for Work with Batches

Batch Type
Enter the Batch Type to be displayed.
Batch Type

1610

____________

Account Reconciliation
You can reconcile bank accounts, selected expense accounts, and other general
ledger accounts in the General Accounting system. After you perform the initial
setup requirements, you can reconcile your accounts easily on a periodic basis.
Account reconciliation consists of:
- Reconciling voided payments
- Reconciling voided receipts
- Creating the reconciliations worktable
- Working with manual reconciliations
- Working with bank tape reconciliations

Which Method You Should Choose

The following methods of account reconciliation are available:
Manual reconciliation

Use this method to manually reconcile your bank

accounts, or debits and credits, for transit or clearing
accounts.

Bank tape
reconciliation

Use this method to have the system reconcile your bank

account. You can use this method only if your bank
provides a magnetic tape with transaction information.
This method reconciles payments and receipts.

In OneWorld, the system is set up to build only one worktable. You can add
records to the worktable for a new account without losing information for other
accounts. You can allow separate worktables for specific accounts by using the
Configured Network Computing function to point the Account Ledger
Reconciliation worktable (F0911R) locally.
See Also

Working with the Object Configuration Manager in the Configurable

Network Computing Implementation Guide

171

General Accounting

Manual Reconciliation
Manually reconciling your accounts consists of these steps:

Reconciling voided payments or receipts with zero amounts automatically

(optional)

Creating or refreshing the reconciliations worktable for unreconciled

transactions

Performing the manual reconciliation for bank accounts, transit accounts,

or clearing accounts

The following illustration provides an overview of the manual reconciliation

process.
The System:

You:

Reconcile voided
payments or receipts
automatically (optional)
Account
Ledger
(F0911)

Updates
Create the
reconciliation
worktable

Enter beginning and

ending dates to create
reconciliation worktable
(optional)

Updates

Reconcile accounts
manually

Account Ledger
Reconciliation
worktable
(F0911R)

172

Bank Tape Reconciliation

Reconciling your accounts using a bank tape consists of these steps:

Reconciling voided payments or receipts with zero amounts automatically

(optional)

Creating or refreshing the reconciliations worktable for unreconciled

transactions

Reconciling cleared payments and receipts automatically using the Match

Tape in Reconciliation File program

Reconciling manually any accounts that were in error from the automatic
reconciliation

The following illustration provides an overview of bank tape reconciliation:

The System:

You:

Reformat the blank tape

Cleared
Payments
worktable
(F09505)

Reconcile voided payments or

receipts automatically
(optional)

Updates

Enter beginning and ending

dates to create the
reconciliation worktable

Create the
reconciliation
worktable

Updates

Account Ledger
Reconciliation
worktable
(F0911R)

Updates

Match tape to
reconciliation
worktable

Updates
Reconcile
accounts
manually

Account
Ledger
(F0911)

Produces
reports that
show errors

Updates

173

General Accounting

Before You Begin

- Set up Automatic Accounting Instructions (AAIs) to identify account
ranges that must be reconciled.
- Set up a reconciliation code in the user defined code list 09/RC to use in
manual reconciliation if you do not want to use reconciliation code R.

See Also

174

Understanding AAIs for General Accounting for information about AAIs

for reconcilable ranges

Understanding General Accounting User Defined Codes for information

about the reconciliation code

Reconciling Voided Payments

From the Account Reconciliation menu (G0921), choose Auto Reconcile Void
Payment.
Instead of manually reconciling voided payments, you can save time during
account reconciliation by running a program to automatically reconcile voided
payments and those with zero amounts. The system selects payments that were
voided manually or during automatic payment processing.
The Auto Reconcile Void Payment program marks voided payments as
reconciled and updates the Account Ledger table (F0911). You should run this
program before you run the Refresh Reconciliation File program to create the
reconciliation worktable so that zeroamount and voided payments are not
included in the worktable.

175

General Accounting

176

Reconciling Voided Receipts

From the Account Reconciliation menu (G0921), choose Auto Reconcile Void
Receipt.
Instead of manually reconciling voided receipts, you can save time during
account reconciliation by running a program to automatically reconcile voided
receipts and those with zero amounts. The system selects receipts that were
voided manually.
The Auto Reconcile Void Receipt program marks voided receipts as reconciled in
the Account Ledger table (F0911). You should run this program before you run
the Refresh Reconciliation File program to create the reconciliation worktable so
that zeroamount and voided receipts are not included in the worktable.

177

General Accounting

178

Creating the Reconciliations Worktable

From the Account Reconciliation menu (G0921) or from the Reconciliations

popup menu, choose Refresh Reconciliations File.
Before you reconcile your accounts, you must create a new reconciliations
worktable.
The Refresh Reconciliations program copies the unreconciled transaction detail
for all reconcilable accounts from the Account Ledger table (F0911) into the
Account Ledger Reconciliation worktable (F0911R). This worktable is:

Based on the AAI items for reconcilable ranges (GLRCxx).

Based on the beginning and ending dates entered in the processing

options.

Based on the status of the reconciliation field. This field must be blank.

Each time you create a new reconciliations worktable, the system removes all
previously reconciled transactions in the table and replaces them with new
transactions that were entered since you last created the table.
The system prints a report that notifies you that the account was refreshed.

179

General Accounting

The following example illustrates how the system stores reconciled transactions:
This Month

Transactions for the

current month that
need to be reconciled

Reconcile amounts to
the bank statement

How transactions appear

in the Account Ledger
after reconciliation

Run
Refresh
(F0911)
100.1110.BEAR
Amount

(F0911R)
100.1110.BEAR

RCND

Amount

50
75
100
25
85

(F0911) and (F0911R)

100.1110.BEAR

RCND

Amount

50
75
100
25
85

50
75
100
25
85
125
200

RCND
R
R
R
R

Previously updated reconciled

amounts in the Account Ledger

(F0911)
100.1110.BEAR
Amount
50
75
100
25
85
125
200

R
R
R
R

Run
Refresh

(F0911R)
100.1110.BEAR
Amount
Reconcile those amounts not
previously reconciled and
any new transactions to next
months bank statement

1710

85
125
200

Creating the Reconciliations Worktable

Processing Options for Refresh Reconciliation File

Dates
1. Enter the date you want to use
as the beginning date for the
build.
2. Enter the date you want to use
as the ending date for the build.

____________

1. Enter a 1 to select both

reconciled and unreconciled
records.

____________

1. Enter a valid ledger type.

Blank will default to all ledger
types.

____________

Status

Ledger

Document
1. Enter a 1 to include AE
document type transactions.

____________

Messages
1. Enter a 1 to print all
messages. Blank prints messages
only for accounts that are
refreshed.

____________

What You Should Know About Processing Options

Status Tab

The Account Ledger Reconciliation worktable (F0911R)

can become unmanageable if you choose to view both
reconciled and unreconciled transactions on a regular
basis. This choice can impact processing time. Include
reconciled items only when it is necessary to correct a
previous reconciliation.

Data Selection for Refresh Reconciliations File

For faster processing, J.D. Edwards strongly recommends that you use data
selection to specify the accounts to be reconciled.
To create a worktable for only one account, specify the short account ID
number in the data selection. If you subsequently refresh the worktable using a
specific account number in the data selection, the system adds the new records
to the previous records. In this case, the system does not clear the worktable.

1711

General Accounting

1712

Working with Manual Reconciliations

You can reconcile your accounts by manually marking transactions as

reconciled.
Working with manual reconciliations consists of:
- Manually marking transactions as reconciled
- Manually changing reconciled transactions to unreconciled
When the reconciliation is complete, the system updates the reconciled
transactions in the Account Ledger Reconciliation worktable (F0911R) and
Account Ledger table (F0911).

Before You Begin

- Run the Refresh Reconciliations program to create your Account Ledger
Reconciliation worktable.

Manually Marking Transactions as Reconciled

You can use the manual reconciliation process to reconcile bank accounts,
journal entries, cash receipts, transit or clearing accounts, and other types of
unreconciled transactions.
To manually mark a bank account transaction as reconciled
From the Account Reconciliation menu (G0921), choose Manual Reconciliation.
1. On Reconciliations, choose Bank Account Reconciliation.

1713

General Accounting

2. On Bank Account Reconciliation, complete the following field and click

Find:

Account Number

3. Complete the following field:

Bank Balance

4. To limit the transactions for an account, choose Options from the Form
menu.

1714

Working with Manual Reconciliations

5. On Options, complete the following optional fields and click OK:

Reference 1

Reference 2

6. On Bank Account Reconciliation, click Find.

7. To mark a transaction for reconciliation, doubleclick it.
8. To mark more than one transaction (or all transactions) for reconciliation,
choose the transactions, and then choose Reconcile Toggle from the Row
menu.
9. To verify what you have marked, review the following field for the
reconciled code:

Reconciled Code (RND)

10. Choose Update from the Form menu to complete the reconciliation
process.
11. To print a report of the outstanding items, choose Reconciliation Print
from the Report menu.

Field

Explanation

Reference 1

A number that provides an audit trail for specific

transactions, such as a payment number for payment
processing.

Reference 2

A number that provides an audit trail for specific

transactions, such as an asset, supplier number, or
document number.

When searching for specific transactions, use the reference fields as follows:

To search for a specific payment number, use Reference 1.

To search for a specific supplier or document number, use Reference 2.

To search for your reconciled transactions, use Reference 3.

Manually Changing Reconciled Transactions to Unreconciled

You can change transactions marked for reconciliation back to unreconciled. If
you refreshed the reconciliation worktable after you marked the transaction for
reconciliation, you need to first refresh the worktable. Typically, you refresh the
worktable at the beginning of a new period, and your choice is as follows:

Change transactions to unreconciled in the current period

Change transactions to unreconciled in another period

1715

General Accounting

When you change a transaction from reconciled to unreconciled, the system

deletes the assigned reconciliation number from that transaction.
(The Bank Balance + the Outstanding Debits + the Outstanding Credits) - Book
Balance = Amount to Reconcile

Bank Balance = amount on your bank statement

Outstanding Debits and Credits = Records in the reconciliation worktable

that have not been marked as reconciled

Book Balance = account balance in your F0902 table

To change transactions to unreconciled in the current period

From the Account Reconciliation menu (G0921), choose Manual Reconciliation.

1. On Reconciliations, choose Bank Account Reconciliation.
2. On Bank Account Reconciliation, complete the following field and click
Find:

Account Number

3. To display reconciled transactions, ensure the Unreconciled Only option

is not turned on.
4. To change one transaction to unreconciled, locate the transaction and
doubleclick it.
5. To change multiple transactions, choose the transactions and click
Reconcile Toggle.
6. Click Update to record your changes.
To change transactions to unreconciled in another period
From the Account Reconciliation menu (G0921), choose Manual Reconciliation.
1. On Reconciliations, choose Refresh Reconciliation File.
2. Run Refresh Reconciliations File and set the processing options as
follows:

Change the beginning and ending date range to include the

transactions that were reconciled in error

Set the reconciled status to include reconciled transactions

3. Follow the steps to change transactions to unreconciled in the current

period.

1716

Working with Manual Reconciliations

Processing Options for Manual Reconciliation

Ledger Type
Enter a specific Ledger Type for
processing. A blank would default
to AA
Ledger Type

____________

Reference 3
Enter a 1 to automatically assign a
reconciliation number to be updated
in the Reference 3 field. This
number can be overridden at the time
of reconciliation. If left blank,
Reference 3 will not be used.
Assign Reference 3

____________

1717

General Accounting

1718

Working with Bank Tape Reconciliations

You can automatically reconcile items that have cleared your bank account if
you arrange to have your bank provide a bank tape. Your system administrator
needs to reformat the tape before you can run the automated reconciliation
program. You use some of the same reconciliation processes and steps as you
do when you manually reconcile items.
Working with bank tape reconciliations consists of:
- Reformatting the bank tape
- Matching the bank tape to the reconciliations worktable
- Verifying the bank tape reconciliation

See Also

Creating the Reconciliations Worktable

Reformatting the Bank Tape

Before the system can automatically reconcile items that have cleared your bank
account, the following actions must occur:

Your system administrator must convert the bank tape into the Bank
Cleared Payments Flat File (F095051).

You or your system administrator must run the Custom Reformat program
from the Account Reconciliation menu (G0921).

The Custom Reformat program converts the information in the flat file to the
the Bank Cleared Payments worktable (F09505). If the information in the flat file
is not in the specified positions, the system administrator must create a new
Custom Reformat program. The J.D. Edwards Custom Reformat program serves
as a template for creating a new program.

1719

General Accounting

To use the Custom Reformat program provided with General Accounting, your
system administrator must format the fields into the flat file as follows:

Positions 18: Account ID

You can enter the ID either with or without leading zeros either right or
left justified.

Positions 916: Check number

The check number must be entered right justified with leading zeros.

Positions 1746: Explanation

Positions 4761: Amount

If you are working with a decimal currency, you can enter the decimal or
the whole monetary amount. For example, you should enter 20.00 as
either 20 or 20.00. If entered as 2000, the system will try to match it as
2000.00.

Positions 6267: Check date (Gregorian format)

When the Bank Cleared Payments worktable is available and you have run the
Refresh Reconciliations File program to create or update the reconciliations
worktable, run the Match Tape File to Recon File program.

1720

Working with Bank Tape Reconciliations

The following graphic illustrates the reformat process:

Tape
from
bank

Convert bank
tape to flat file

Bank Cleared
Payments - Flat File
(F095051)

Run the J.D.

Edwards Custom
Reformat program

Yes

Flat file in J.D.

Edwards
format?
No

Create new
Custom Reformat
program

Bank Cleared
Payments
(F09505)
Run the new
Custom Reformat
program

Match bank tape

to reconciliations
table

Matching the Bank Tape to the Reconciliations Worktable

From the Accounting Reconciliation menu (G0921), choose Match Tape File to
Recon File.
After the system administrator creates a reformat program, you can reconcile
payments and receipts that have cleared your bank by running the Match Tape
File to Reconciliations File program.

1721

General Accounting

The system compares the information on your bank tape to the information in
the reconciliations worktable. This program performs the following tasks:

Compares payment information as follows:

Cleared payments from the bank tape in the Bank Cleared

Payments worktable (F09505)

Unreconciled payments in the Account Ledger Reconciliations

worktable (F0911R)

Marks as reconciled all transactions that have matching document

numbers, matching amounts, and cleared dates greater than the document
date in the Account Ledger Reconciliations worktable and the Account
Ledger table (F0911)

Prints four reports that show the results and list any errors that occurred
during the automatic reconciliation

Before You Begin

- Request that your system administrator reformat your bank tape.
- Create the reconciliations worktable by running Refresh Reconciliations
File.

Processing Options for Match Bank Tape to Reconciliation File

Account I.D.

____________

Account I.D.
Enter the 8 digit account i.d. for the
bank account of the payment that you
are reconciling.
Account ID

1722

____________

Working with Bank Tape Reconciliations

Verifying the Bank Tape Reconciliation

When you match your bank tape to the reconciliations worktable, the system
produces four reports. Use these reports to verify the accuracy of your bank
tape reconciliation and, if applicable, to determine the cause of any errors. If
there are errors, the system does not mark the transactions as reconciled. You
must manually reconcile them using the Bank Account Reconciliation program.

Bank Tape Reconciliation Reports

Reconciliation Report
(R09510)

This report prints a detail line for every transaction and, if

there are errors, prints a message such as:

Cleared Not Issued

Report (R09511)

This report summarizes any payments that cleared the

bank but do not exist in the Account Ledger table.
Payments appear on this report if:

Cleared Before Issued

Report (R09512)

A manual payment number was entered in error.

A manual payment was issued but not entered in the
system.
A MICR (magnetic ink character recognition) code on
a payment was damaged and misrepresented on the
bank tape.

This report summarizes payments that have a cleared date

prior to the payment date. Payments appear on this report
if:

Amounts Not Equal

Report (R09513)

A payment cleared but was not issued.

A payment cleared before it was issued.
The payment cleared amount is not the same as the
payment issued amount.

A date was entered in error.

The bank cashed a postdated payment.
The payment was released before it was supposed to
be released.

This report summarizes payments that have cleared the

bank, but the cleared amount is not the same as the
actual payment amount. Payments appear on this report
if:

An amount was entered in error.

A bank error allowed the payment to be cashed for
an amount that was different from the actual amount.

1723

General Accounting

1724

Bank Statement Processing

Banking practices in some countries rely heavily on magnetic media processing,
electronic fund transfers, and direct bank involvement in settling outstanding
debts. For these countries, the bank statement serves as the source document for
all banking activity.
Bank statement processing consists of:
- Understanding transaction codes
- Working with bank statements
- Updating the reconciliation table
- Reconciling bank statements
- Posting bank statement transactions
- Reconciling bank statements manually
The system accepts and clears transactions from the following tables:

Accounts Receivable Ledger (F03B11)

Account Ledger (F0911)

Account Ledger for Reconciliation worktable (F0911R)

The system also uses the following tables for bank statement information:

Bank Statement Header (F0916)

Bank Statement Detail (F0917)

181

General Accounting

The following illustration shows how to process your bank statements.

Enter
statement

Post automatic
receipts

182

Post manual
receipts

Post bank
statement
batch

Refresh
tables

Refresh tables
(automatic
receipts)

Reconcile
statement

Run manual
reconciliation
(automatic
receipts)

Enter statement

Enter the transactions that appear on your bank statement.

Post manual receipts

Post manual receipts if you enter a cash receipt (for

example, if a customer makes a payment directly to your
bank account).

Refresh tables

Update the Account Ledger for Reconciliation worktable

(F0911R) by refreshing the reconciliation table.

Reconcile statement

Reconcile the transactions to update tables, create

accounting batches, and generate reconciliation reports.

Post automatic receipts

Post automatic receipts in batch mode if you enter a cash

receipt (for example, if a customer makes a payment
directly to your bank account).

Post bank statement

batch

Post general journal batches to update the bank statement

batch to the Account Ledger (F0911) and Account
Balances (F0902) tables.

Refresh and reconcile

Refresh the reconciliation table and manually reconcile if

you have entered automatic receipts and you are not
using a transit account.

Bank Statement Processing Using Electronic Data Interchange (EDI)

You can process bank statement information using electronic data interchange
(EDI) media. EDI is the computertocomputer exchange of transactions into a
standard format that can be processed. You can receive information regarding
specific bank accounts through EDI and reconcile the bank statements stored in
OneWorld. To set up your system to receive bank statement information using
EDI, see Receiving Documents in the Electronic Data Interchange Guide.
Note: If OneWorld and WorldSoftware coexist and you do not use OneWorld
Accounts Receivable, J.D. Edwards recommends that you use the bank statement
processing programs in WorldSoftware rather than in OneWorld.

183

General Accounting

184

Understanding Transaction Codes

You must assign a transaction code to each item that appears on a bank
statement. This code identifies the type of transaction, such as a journal entry or
customer payment, and determines the type of detail information that you enter
for that transaction. This detail information specifies how to reconcile the entry.
For the system to identify your transactions correctly, you must associate each
transaction code with a user defined code. You define your own transaction
codes in a user defined code table (system 09/type BJ).

How To Use Transaction Codes

The system handles various transactions differently, based on the transaction
codes. The following list describes these codes and how you can use them:
01 Journal Entry (JE)

You can write a journal entry to record an adjustment

made by the bank, such as a service charge or a wire
transfer fee. You can also enter a journal entry that has
associated valueadded tax (VAT).
When you reconcile bank statements, the system updates
the Account Ledger table (F0911) with a journal entry
between the bank account and the G/L account that you
specify in the Account Number field. The journal entry
includes the tax, if applicable. The system also marks the
bank account as reconciled.

02 Cash Receipts - Batch A customer might make a payment, such as a wire

(CRE)
transfer, directly to your bank account. After the wire
transfer appears on the bank statement, you can enter the
receipt in batch mode and update the Bank Statement
Detail table (F0917).
When you reconcile bank statements, the system updates
the Accounts Receivable Ledger table (F03B11) with a
receipt transaction. When you post the batch, it creates
entries in the Account Ledger table (F0911).

185

General Accounting

03 Cash Receipts
Interactive (CRI)

You can enter a receipt, such as a wire transfer, that

directly updates the Accounts Receivable Ledger table
(F03B11).
When you post the batch, the system creates records in
the Account Ledger table (F0911). When you reconcile
bank statements, the system marks the Account Ledger
table as reconciled.

04 Receipts Clear (CR)

If your bank statement lists deposits or other receipts that

you have previously recorded, you can use this form to
reconcile the entry associated with the receipts.
When you reconcile bank statements, the system finds the
original receipt record in the Account Ledger table (F0911)
and marks the record as reconciled.

07 Draft Paid (DP)

You might use drafts to submit payments to suppliers. The

suppliers submit the drafts to the bank for payment. When
the bank statement shows that the drafts are paid, you can
create and reconcile the entry.
When you reconcile bank statements, the system updates
the Account Ledger table (F0911) with a debit to the drafts
payable account and a credit to the bank account. The
system marks the bank account as reconciled and changes
the pay status for the draft to P (paid) in the Accounts
Payable Ledger table (F0411).

08 Payment Clear (CK)

If your bank statement lists your canceled checks or

payments, you can reconcile the entry associated with a
payment.
When you reconcile bank statements, the system finds the
original payment record in the Account Ledger table
(F0911) and marks the record as reconciled.

09 Self-reconciling (BK) A selfreconciling item does not require reconciliation and

does not access a detail form.
10 Manual payments
with match (PWM)

You can enter a manual payment for an existing voucher

that updates the Accounts Payable Ledger, Accounts
Payable Matching Document (F0413), and the Payable
Matching Document Detail (F0414) tables.
When you reconcile bank statements, the system marks
the Account Ledger record as reconciled.

186

Understanding Transaction Codes

11 Manual payments
without match (PWO)

You can enter a voucher and a manual payment that

updates the Accounts Payable Ledger, Accounts Payable
Matching Document, and the Payable Matching Document
Detail tables.

Transit Accounts
You can use transit (intermediate) accounts to enter transactions before you
apply them to a specific bank account. For example, you can enter all receipts to
one account, even though they have been deposited to many specific bank
accounts.
If you decide to use a transit account and reconcile bank statements, the system
enters a debit or credit to the transit account and the offset to the bank account
in the Account Ledger table for all types of transactions. The system marks the
bank account as reconciled but does not mark the transit account.

See Also

Customizing User Defined Codes for information about setting up

transaction codes

187

General Accounting

188

Working with Bank Statements

After you assign transactions codes, you can enter bank statements. You can
enter bank statement information, including detail information, and revise bank
statements.
Working with bank statements includes:
- Entering bank statements
- Revising bank statements

Before You Begin

- Use processing options to set the default journal entry account, credit and
debit transaction types, bank account, and transit account.
- Clear, create, and post any receipts collected. See Automatic Receipts
Processing in the Accounts Receivable Guide.
- Clear, write, and post any payments or drafts paid. See Automatic
Payment Processing and A/P Draft Processing in the Accounts Payable
Guide.

Entering Bank Statements

You can enter information from your bank statements to track all banking
activity, such as electronic fund transfers.
Entering bank statements consists of:

Entering bank statement information

Entering detail information (optional)

Nonmonetary

Transaction

USD (U.S. dollar)

The currency is the same for the company and the bank account, but different
for the transaction. On Enter Statement, enter amounts and the currency code as
follows:

Amount in French francs in the Amount field

Amount in U.S. dollars in the Foreign Amount field

USD in the Currency Code field

A nonmonetary transit account is optional for transactions where the currency

for the company and bank account is the same.
Example 3: Different currency for the company
Company Currency
Code

FRF (French franc)

Bank Account
(monetary)

USD (U.S. dollar)

Transit Account
(optional)

Nonmonetary

Transaction

USD (U.S. dollar)

1811

General Accounting

The currency is the same for the bank account and the transaction, but different
for the company. On Enter Statement, enter amounts and the currency code as
follows:

Amount in U.S. dollars in the Amount field

Blank in the Foreign Amount field

Blank in the Currency Code field (because the transaction is in the

currency of the bank account)

The system uses the currency code of the bank account. A nonmonetary transit
account is optional.
Example 4: Different currency for the bank account
Company Currency
Code

FRF (French franc)

Bank Account
(monetary)

USD (U.S. dollar)

Transit Account
(required)

Nonmonetary

Transaction

FRF (French franc)

The currency is the same for the company and the transaction, but different for
the bank account. On Enter Statement, enter amounts and the currency code as
follows:

Amount in U.S. dollars in the Amount field

Amount in French francs in the Foreign Amount field

FRF in the Currency Code field

A nonmonetary transit account is required.

1812

Working with Bank Statements

Entering Bank Statement Information

You must enter general information from your bank statement, such as the
statement date and beginning and ending balances. Then you enter one
summary line for each transaction on the statement. You might need to enter
additional information to specify how to reconcile each entry.
After you enter the first transaction, the system displays a remaining amount. The
remaining amount changes as you enter each subsequent transaction. When the
remaining amount is zero, the statement is in balance.
The system also displays the total number of transactions (lines), the number of
incomplete transactions, the total withdrawal amount, and the total deposit
amount. These numbers also change as you enter each transaction.
You have the option to display a corresponding detail form after you enter each
transaction line. If you choose not to display this form, and the transaction you
are entering requires additional information, the transaction will be incomplete.
If you do not choose Editing On for entry of detail information, transactions will
remain at an incomplete status until each transaction is updated with Editing On.
If the statement is out of balance, you have the option to display only the
incomplete lines to make it easier to see where information is missing.
To enter bank statement information
From the Bank Statement Processing menu (G09211), choose Bank Statement
Entry.
1. On Work With Bank Statements, click Add.

1813

General Accounting

2. On Enter Statement, complete the following fields:

Bank Account

Statement Date

Statement Number

Default G/L Date

Beginning Balance

Ending Balance

3. To choose an entry mode different from the entry mode set in the
processing options, choose Options from the Form menu.

1814

Working with Bank Statements

4. On Options, complete the following fields and click OK:

Entry Mode

Skip to Sequence #

5. On Enter Statement, complete the following fields for each transaction

line:

TR CD (Transaction Code)

Amount

Value Date

G/L Date

Pmt/Rcpt Number

G/L Posted Code

6. Complete the following optional fields:

Curr Code

Foreign Amount

Remark

Sequence

7. Complete one or more of the detail forms that appear after you enter the
transaction lines.
See Entering Detail Information.

1815

General Accounting

8. On Enter Statement, click OK to complete the process of entering the

bank statement.

Field

Explanation

Bank Account

A field that identifies an account in the general ledger.

1816

Statement Date

The date of the bank statement. It is used as the G/L date

when processing bank statements.

Statement Number

The statement number assigned by the bank for the bank

account.

Default G/L Date

A date that identifies the financial period to which the

Beginning Balance

The beginning balance amount.

Ending Balance

The ending balance amount.

Incomplete Transactions
Only

Check this box to display only incomplete transactions.

Entry Mode

Use this field to specify when transaction detail windows

will appear and when the system will edit new
information. You have three options:
Do not display the detail windows or edit the
transactions until the bank statement is complete.
Display a detail window as each transaction is
entered, but do not edit the transactions until the
bank statement is complete.
Display a detail window and edit each transaction
as it is entered.

Working with Bank Statements

Field

Explanation

TR CD

A code that identifies the type of transaction entered from

a bank statement.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
This is required only if you want a code other than the
default transaction type. The system uses the following
default transaction types from the processing options:
Deposit, if you enter a positive amount in the
Amount field
Withdrawal, if you enter a negative amount in the
Amount field

Amount

The gross amount of an invoice or voucher pay item,

including tax. The total amount for a voucher or invoice is
the accumulation of the open pay items. The accounting
distributions must balance to the gross amount less
recoverable VAT.

Value Date

The date the payment amount was debited or credited to

the bank account.

Pmt/Rcpt Number

The number of the matching document, such as a receipt,

payment, adjustment, or credit. You apply a matching
document (DOCM) against an original document (DOC),
such as an invoice or voucher.

A user defined code (00/DT) that specifies the kind of

document used to match the original document.

Curr Code

A code specifying the currency of the transaction. This can

Foreign Amount

The foreign currency amount entered on the transaction. If

the MultiCurrency Conversion option on the Set
MultiCurrency Option form is set to Y, the foreign amount
is multiplied by the exchange rate to arrive at the domestic
amount. If the MultiCurrency Conversion option is set to
Z, the foreign amount is divided by the exchange rate.

Remark

A generic field that you use for a remark, description,

name, or address.

Sequence

A number that the system uses to sequence information.

1817

General Accounting

Field

Explanation

G/L Posted Code

This code designates the status of the posting of each

particular transaction in the General Ledger table.
Valid codes are:
P
Posted. (This transaction cannot be altered.)
M
A model journal entry.
blank Unposted status.
This code also designates the status of the posting of each
particular transaction in the A/R and A/P Ledger file.
Valid codes are:
P
(paid) Transactions that have been processed
through cash entries programs and will require
being read again in the prepost.
X
Transactions that have been processed through
prepost that were originally P from cash entries
programs.
D
Transactions that have been successfully posted
or that have been processed through the cash
entries programs with a onetoone record
relationship with the general ledger (for
example, adjustments, journal entry from cash
receipts, and so on).
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
A code that designates the processed/reconciled status of
a bank statement transaction. This code represents the G/L
Posted Code status of F0917 records. It also represents the
reconciliation status of F0917 and F0911 records. The valid
code is:
A
Unprocessed/Unreconciled. The G/L Posted
code field in F0917 is marked with an A. The
Reconciled field in F0917 is blank.
Valid Processed/Reconciled values are any that are entered
in the Create Accounting Batches (P09170) processing
options. These values are edited against User Defined
Code table 09/RC. For all reconciled records, the G/L
Posted Code value will equal the Reconciled value in both
F0917 and F0911.

1818

Working with Bank Statements

Entering Detail Information

You must enter bank statement information before you can enter detail
information.
The appearance of detail forms depends on the type of transactions that you
enter from your bank statement. Detail forms correspond to the individual
transaction codes. They appear in the same order as the transaction lines and
provide additional transaction information.
If the system displays a warning message as you are entering detail information,
you should try to correct the problem. If you are unable to correct the problem,
you can click OK when you finish entering the information. The warning
message will remain. Click OK again to enter the information. The system will
accept the transaction with a status of incomplete.
If you want to view specific types of transactions, see Specifying Filter Criteria.
Entering detail information consists of:

Entering detail for journal entries

Entering VAT detail for journal entries

Entering detail for automatic receipts (CRE)

Entering detail for manual receipts (CRI)

Entering detail for clear receipts (CR)

Entering detail for clear draft payments (DP)

Entering detail for clear payments (CK)

Entering manual payments without voucher match

Entering manual payments with voucher match

1819

General Accounting

To enter detail for journal entries

After entering bank statement information, you can enter transaction detail using
the Row menu.

1. On Journal Entry, complete the following fields:

Account Number

G/L Date

Value Date

Remark

Amount

2. Complete the following optional field:

1820

Subledger / Type

Field

Explanation

Subledger / Type

A code that identifies a detailed auxiliary account within a

general ledger account. A subledger can be an equipment
item number or an address book number. If you enter a
subledger, you must also specify the subledger type.

Working with Bank Statements

To enter VAT detail for journal entries

After entering bank statement information, you can enter transaction detail.
1. On Journal Entry, click the Tax Format option from the Form menu.

2. Complete the following fields:

Account Number

G/L Date

Value Date

Remark

Amount

Tax Rate/Area

Tax Expl Code

3. Complete the following optional field:

Subledger / Type

1821

General Accounting

Field

Explanation

Tax Rate/Area

A code that identifies a tax or geographic area that has

Tax Expl Code

A user defined code (00/EX) that controls how a tax is

assessed and distributed to the general ledger revenue and
expense accounts.

Tax Amount

This is the amount assessed and payable to tax authorities.

It is the total of the VAT, use, and sales taxes (PST).

Taxable Amount

The amount on which taxes are assessed.

To enter detail for automatic receipts (CRE)

After entering bank statement information, you can enter transaction detail.

1822

Working with Bank Statements

1. On Automatic Receipts Entry, complete the following fields:

G/L Date

Value Date

Receipt Date

Receipt Number

Auto Receipt Algorithm Method

2. Complete the following optional fields:

Customer

Bank Transit

Customer Bank

3. Complete the following fields depending on the auto receipt algorithm

method, which specifies how receipts are applied:

Invoice

Document Type

Key Company

Pay Item

Remark

Statement Number

Payment Instrument

Amount

Field

Explanation

Receipt Date

The date of the matching document. A matching

document can be a payment, a receipt, a debit memo,
credit memo, or adjustment.

Receipt Number

The number of the matching document, such as a receipt,

payment, adjustment, or credit. You apply a matching
document (DOCM) against an original document (DOC),
such as an invoice or voucher.

Customer

A number that identifies an entry in the Address Book

system. Use this number to identify employees, applicants,
participants, customers, suppliers, tenants, a location, and
any other address book members.

Bank Transit

The routing and transit number for a particular bank

account.
The combination of account number and transit number
must be unique.

1823

General Accounting

Field

Explanation

Customer Bank

The bank account number for a company, customer, or

supplier.

Auto Receipt Algorithm

Method

A code that specifies how receipts are applied during the

batch receipts process.

Invoice

A number that identifies the original document, such as a

voucher, an invoice, unapplied cash, or a journal entry.
On entry forms, you can assign the original document
number or let the system assign it through Next Numbers.

Document Type

A user defined code (00/DT) that identifies the origin and

Key Company

A number that, with the document number, document

1824

Pay Item

A number that identifies the pay item for a voucher or an

invoice. The system assigns the pay item number. If the
voucher or invoice has multiple pay items, the numbers
are sequential.

Payment Instrument

The user defined code that determines the type of

payment made to the supplier.

Working with Bank Statements

To enter detail for manual receipts (CRI)

After entering bank statement information, you can enter transaction detail. For
manual receipts, the system must access OneWorld Accounts Receivable.

On Receipts Entry, enter manual receipts.

The system applies these receipts directly to the Accounts Receivable
Ledger table (F03B11).
See Also

Understanding Manual Receipts Processing in the Accounts Receivable

Guide

1825

General Accounting

To enter detail for clear receipts (CR)

After entering bank statement information, you can enter transaction detail.

1. On Clear Receipts, complete the following fields:

G/L Date

Cleared/Value Date

Batch Number

Amount

2. Complete the following optional fields:

1826

Home Business Unit

Transit Account

Customer Bank Acct #

Bank Transit

Working with Bank Statements

Field

Explanation

Batch Number

The number of the matching document, such as a receipt,

payment, adjustment, or credit. You apply a matching
document (DOCM) against an original document (DOC),
such as an invoice or voucher.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
A number that provides an audit trail for specific
transactions, such as a payment number for payment
processing.

Home Business Unit

The number of the business unit in which the employee

generally resides.

Transit Account

A field that identifies an account in the general ledger.

1827

General Accounting

To enter detail for clear draft payments (DP)

After entering bank statement information, you can enter transaction detail.

1. On Clear Draft Payment, complete the following fields:

G/L Date

Value Date

Draft

Amount

2. Complete the following optional fields:

1828

Key Company

Supplier

Field

Explanation

Draft

The number of the matching document, such as a receipt,

payment, adjustment, or credit. You apply a matching
document (DOCM) against an original document (DOC),
such as an invoice or voucher.

Supplier

A number that identifies an entry in the Address Book

system. Use this number to identify employees, applicants,
participants, customers, suppliers, tenants, a location, and
any other address book members.

Working with Bank Statements

To enter detail for clear payments (CK)

After entering bank statement information, you can enter transaction detail.
If you set the entry mode processing option, the system validates the payment
amount and payment number that you enter against the Accounts Payable
Ledger table (F0413) and displays the Payment Amount Discrepancy form if
there is a discrepancy.
The payment number is validated using the combination of document type,
supplier, and transit account if entered. Otherwise, the payment number is
validated using the bank statement account.

1. On Clear Payment, complete the following fields:

G/L Date

Value Date

Document Type

Supplier

Payment Number

Amount

2. Complete the following optional fields:

Transit Account

Home Business Unit

Customer Bank Account

1829

General Accounting

Bank Transit

Bank Message

Currency Code

Foreign Amount

3. Click OK.
If there is a discrepancy between the amount and payment number that
you enter here and the amount in the Accounts Payable Ledger table for
the same payment number, the system displays the Payment Amount
Discrepancy form.
4. If the form is displayed, click OK to close the Payment Amount
Discrepancy form.
5. If there is a discrepancy, adjust the amount to eliminate the discrepancy
on the Clear Payment form and click OK.

1830

Field

Explanation

Payment Number

The number of the matching document, such as a receipt,

payment, adjustment, or credit. You apply a matching
document (DOCM) against an original document (DOC),
such as an invoice or voucher.

Supplier

A number that identifies an entry in the Address Book

system. Use this number to identify employees, applicants,
participants, customers, suppliers, tenants, a location, and
any other address book members.

Bank Message

A description, remark, explanation, name, or address.

Working with Bank Statements

To enter detail for manual payments without voucher match

After entering bank statement information, you can enter transaction detail.

On Enter Voucher Payment Information, enter manual payments.

The system applies these payments directly to the Accounts Payable
Ledger table (F0411).
See Also

Entering Manual Payments with Existing Vouchers in the Accounts Payable

Guide

1831

General Accounting

To enter detail for manual payments with voucher match

After entering bank statement information, you can enter transaction detail.

1. On Work with Payments, click Add.

2. On Manual Payment Entry, enter manual payments.

The system applies these payments directly to the Accounts Payable
Ledger table (F0411).
1832

Working with Bank Statements

See Also

Entering Manual Payments without Existing Vouchers in the Accounts

Payable Guide

Processing Options for Bank Statement Review/Entry

Criteria
***OPTIONS 1-4 ONLY FOR WORK WITH
FORM***
1. Enter short account ID
for the default bank account.
____________
2. Enter a 1 to preload the User ID
selection criteria field.
____________
3. Enter a default Posted Code to
preload the selection criteria
field.
____________
4. Enter a 1 to preload all records.
Blank will not load until
FIND
is pressed.
____________
Defaults
***DEFAULT TRANSACTION TYPES***
1.
Enter the default transaction type
for deposit amounts.
____________
2. Enter the default transaction type
for withdrawal amounts.
____________
DEFAULT TRANSIT ACCOUNTS (AID):
3.
Enter the default transit account
for the following
transactions:
Automatic Receipts Entry:
Receipts Clear:
Manual Receipts Entry:
Payment Clear:

____________
____________
____________
____________

Journal Entry
JOURNAL ENTRY ACCOUNT NUMBER:
1.
Enter the default account for
Journal Entry transactions.
____________

1833

General Accounting

Dates
1. Enter a 1 to default the Statement
Date or 0 to default in
the
G/L date into the following fields.
Value Date (GDVLDT)
G/L Date (GDDGJ)

____________
____________

Display
1. Enter a 1 next to those fields
whose access you wish to
restrict.
Gross Amount (GDAG)
Remark (GDRMK)
Bank Transit (GDTNST)
Cleared/Value Date (GDVLDT)
Reference (GDR1)
Explanation (GDEXA)

____________
____________
____________
____________
____________
____________

Display
ACCESS RESTRICTIONS (CONT):
Transit Account (GDANI)
G/L Date (GDDGJ)

____________
____________

2. Enter a 1 to restrict access to the

Home Business Unit.
Enter a
2 to remove the field from the
form. The default of
blank
will allow regular access to the
field.
____________
Versions
VERSION FOR RECEIPTS PROCESSING
1.
To override Manual Receipts Entry
processing (P03B102,
version
ZJDE0001), enter an override version
number.
____________
VERSIONS FOR PAYMENTS PROCESSING
2.
To override Manual Payments with
Voucher Match
processing
(P0413M, version ZJDE0001), enter an
override
version number.
____________
3.

To override Manual Payments without

Voucher Match
processsing
(P0411, version ZJDE0003), enter an
override
version number.
____________

Entry Mode

1834

Working with Bank Statements

1. Enter the editing mode when adding

transactions to the
bank
statement.
0 = Editing Off and
windows not displayed. 1 = Editing
Off and windows displayed. 2 =
Editing On and windows displayed.
____________
Prev Balance
1. Enter a 1 to load the ending
balance from the previous statement
into the beginning balance of the
current statement. NOTE: Selecting
this processing option requires that
bank statements be entered in
sequential order and that the
previous statement be completely
reconciled before entering the next
one. Also, the beginning balance
field will be disabled if this
processing option is selected.
____________

What You Should Know About Processing Options

Versions tab, Processing If you use the appropriate processing option to specify a
options 1, 2, and 3
version to execute, the version must already exist on the
server.
Entry Mode tab,
Processing option 1

This processing option controls when the system displays

detail windows for transaction information and when the
system edits transaction information.
You can set this processing option to 0 for speed entry"
of transactions. The system will edit only the header fields
for the statement. The system will not display detail forms
and will not edit transactions until you click OK to enter
the statement. Every transaction will have an incomplete
status until you enter the appropriate detail information.
If you set this processing option to 1, the system will
display detail forms but will not edit the transactions. The
system will only perform edits on the header fields.
If you set this processing option to 2, the system will edit
transaction information when you enter it. In addition, the
system will validate the payment amount and payment
number that you enter against the Accounts Payable
Ledger table (F0411) and display a message if there is a
discrepancy.

1835

General Accounting

Previous Balance tab,

Processing option 1

You can specify that the ending balance of the previous

bank statement will be the beginning balance of the
current statement. If you do this, you must also:

Enter the statements in sequential order by statement

number and by statement date
Reconcile the previous statement before you enter the
current statement

See Reconciling Bank Statements.

Revising Bank Statements

After you enter a bank statement or load a bank statement from tape, you might
need to add or revise transactions.
Revising bank statements consists of the following tasks:

Reviewing bank statement information

Specifying filter criteria

Reviewing a batch

Revising bank statement transactions

Note: You can revise only unprocessed bank statement transactions. To

determine whether a transaction has been processed, review the detail. The
word Processed" appears next to a transaction if it has been processed. You can
delete an entire statement only if all transactions are unprocessed.
To review bank statement information
From the Bank Statement Processing menu (G09211), choose Bank Statement
Review.
You can review the information on a bank statement after you enter it.
1. On Work with Bank Statements, complete the following field:

Account Number

2. Complete the following optional fields:

Statement Date

Statement Number

3. Click Find.
4. Scroll through the statements until the appropriate statement appears, if
necessary.

1836

Working with Bank Statements

5. Select the statement.

6. On Enter Statement, review the information.
7. To review a transaction, select the transaction and choose Detail from the
Row menu.
To specify filter criteria
From the Bank Statement Processing menu (G09211), choose Bank Statement
Review.
You can specify filter criteria to reduce the number of transactions that you are
reviewing.
1. On Work with Bank Statements, follow the steps to review bank statement
information.
2. On Enter Statement, from the Form menu, select Options.

3. On Options, fill in one or more of the following fields:

Reference 1

G/L Posted Code

Value Date

Transaction Type

Original R1

Skip to Sequence #

1837

General Accounting

4. Click OK.
5. To clear the filter criteria and view all transactions, on Enter Statement,
deselect the Options by putting * in every field.

Field

Explanation

Reference 1

A number that provides an audit trail for specific

transactions, such as a payment number for payment
processing.

Transaction Type

A reference field for use when bank statements are loaded

by tape.

Original R1

The Original Reference 1 value.

Skip to Sequence #

A number that the system uses to sequence information.

To review a batch
From the Bank Statement Processing menu (G09211), choose Bank Statement
Review.
After you review bank statement information, you can review and approve the
batches.
The batch review program is standard throughout the J.D. Edwards system.
1. On Work with Bank Statements, complete any of the following fields:

Account Number

Statement Date

Statement Number

Batch Number

User ID

P C (Posted Code)

2. Select the batch you want to review and choose Batch Review from the
Row menu.

1838

Working with Bank Statements

Field

Explanation

Batch Number

A number that identifies a group of transactions that the

User ID

For World, the IBMdefined user profile.

For OneWorld, the identification code for a user profile.

To revise bank statement transactions

From the Bank Statement Processing menu (G09211), choose Bank Statement
Review.
After you review bank statement information, you can make the following
revisions as necessary:

To add a new transaction, enter the information on a blank line. The

system displays the appropriate detail form.

To change a transaction, replace the existing information. The system

displays the appropriate detail form.

To change detail information for a transaction, choose Detail from the Row
menu. The system displays the appropriate detail form.

To change a transaction code, delete the transaction and enter a new one
with the correct code.

See Also

Entering Bank Statements for the processing options for this program

1839

General Accounting

1840

Updating the Reconciliation Table

From the Bank Statement Processing menu (G09211), choose Refresh

Reconciliation File.
When you enter payments and receipts from a bank statement, you indicate
which transactions have cleared the bank. After you clear these transactions, you
need to update the reconciliation table. Later, when you reconcile your bank
statements, the system uses this table to reconcile the payments and receipts that
you cleared.
Refreshing the Reconciliation File updates the Account Ledger for Reconciliation
worktable (F0911R).

Before You Begin

- Enter the bank statement. See Entering Bank Statements.
- Review the bank statement and revise it if necessary. See Revising Bank
Statements.
- Post manual receipts. See Posting Manual Receipts for Bank Statements.

1841

General Accounting

Processing Options for Refresh Reconciliation File

Dates
1. Enter the date you want to use
as the beginning date for the
build.
2. Enter the date you want to use
as the ending date for the build.

____________

1. Enter a 1 to select both

reconciled and unreconciled
records.

____________

1. Enter a valid ledger type.

Blank will default to all ledger
types.

____________

Status

Ledger

Document
1. Enter a 1 to include AE
document type transactions.

____________

Messages
1. Enter a 1 to print all
messages. Blank prints messages
only for accounts that are
refreshed.

1842

____________

Reconciling Bank Statements

From the Bank Statement Processing menu (G09211), choose Bank Journal
Statement Process.
After you refresh the reconciliation table, you can reconcile your bank
statements.
You can run the Bank Journal Statement Process program in proof or final mode.
Reconciling bank statements in proof mode consists of:
- Reviewing the Proof report
- Reviewing the Bank Reconciliation report
- Reviewing the Cleared Not Issued report
- Reviewing the Cleared Before Issued report
- Reviewing the Amounts Not Equal report
- Reviewing the Unreconciled Items report
Final mode creates accounting batches, generates reconciliation reports, and
updates the Account Ledger table (F0911).

Before You Begin

- Refresh the reconciliation table. See Updating the Reconciliation Table.

1843

General Accounting

Reviewing the Proof Report

This report shows summary information about each batch.

Abbreviated Column Headings

The report contains the following abbreviated column headings:

TR CD - Transaction Code

DC Ty - Document Type

Reviewing the Bank Reconciliation Report

This report shows detail information about each transaction on the bank
statement. It includes the status of each transaction after the reconciliation
process.

Abbreviated Column Headings

The report contains the following abbreviated column heading:

C - Consolidated. Contains * if the line consists of multiple transactions

that are consolidated together.

Messages
The report contains the following messages:

Cleared. Represents information in the Bank Statement table (F0917).

Issued. Represents information in the Account Ledger table (F0911).

See Also

1844

R09130, Refresh Reconciliation File in the Reports Guide for a report

sample

that are consolidated together.

1845

General Accounting

Reviewing the Unreconciled Items Report

This report shows all unreconciled items in the Bank Statement Detail table.

Abbreviated Column Headings

The report contains the following abbreviated column headings:

C - Consolidated. Contains * if the line consists of multiple transactions

that are consolidated together.

Cleared. Represents information in the Bank Statement table (F0917).

Issued. Represents information in the Account Ledger table (F0911).

Processing Options for Bank Journal Statement Processing

Proof/Final
1. Enter a 1 to process the Bank
Journal transactions in Final Mode.
If left blank, the bank journal
process will occur in Proof Mode and
no file updates will occur.
____________
Document Type
1. Enter the document type to be used
when creating transaction records.
This value must exist in the User
Defined Code 00/DT and should begin
with a U. Leave blank to use the
default JE.
Note: If the document type is
other than JE then the
transaction records will be
created using the Next Numbers for
Bank Journaling. If JE then JE
Numbers will be used.

____________

Variance
1. Enter a value to be used to calculate
a variance tolerance limit for
reporting an automatic write-off.
Leave blank if you dont want to use
this feature. Note: Percentage can
be entered with a % sign.
____________
2. Enter a 1 to automatically create
Journal Entries to write-off
variances that are equal to or below
the tolerance limit. Leave blank to
list these amounts separately on the

1846

Reconciling Bank Statements

report and bypass Journal Entry

creation.
____________
3. Enter 1 to use G/L Date, 2 to use
clear date or a 0 to use the
system run date in the Journal
Entry.
____________
4. Enter the G/L account for Journal
Entry Creation. Leave Business Unit
blank to retrieve it from the
Business Unit field on the Bank
Statement record.
Business Unit
Object Account
Subsidiary

____________
____________
____________

Date
1. To control the handling of
transactions on which Value(cleared)
Date in the Bank Statement file is
earlier than the G/L Date from the
Transaction File. Enter =Do Not
Reconcile, Print , 1 = Reconcile,
Print 2 = Reconcile, Do Not Print
on Report
____________
Report Control
1. Enter a 1 to disable the print of
the selected reports.
Create Bank Statement Batches
Bank Reconciliation
Items Cleared But Not Issued
Items Cleared Before G/L Date
Amounts Not Equal
Unreconciled Items

____________
____________
____________
____________
____________
____________

Reconciliation
1. Enter codes to be used to mark
transactions as reconciled.
If
left blank then the value will be
defaulted from the first condition.
Exact One for one match without
consolidation or use of tolerance
rule. (Default R)
____________
Consolidated items where the G/L
transactions balance to zero and
there is no Bank record.
____________

1847

General Accounting

Consolidated items where the Bank

transactions balance to zero and
there is no G/L amount.
____________
The consolidation process was used to
achieve the match of the
transactions (There are G/L and Bank
Statement transactions.)
____________
The transactions were for different
values but fell within the tolerance
allowed.
____________
This transaction only exists in the Bank
Statement file and is a self
reconciling item.
____________
Statement
1. Enter a 1 to validate the previous
statement to be sequential and
posted.
____________

Data Sequence for Reconcile Bank Statements

The following data sequence is required:
1. Statement number
2. Statement date
3. Bank account number

1848

Posting Bank Statement Transactions

After you enter and review bank statement transactions, you need to post them.
The posting process updates the Account Ledger and Account Balances tables.
Posting bank statement transactions includes:
- Posting automatic receipts for bank statements
- Posting general journal batches for bank statements
- Posting manual payments for bank statements
- Posting manual receipts for bank statements
The post program is standard throughout the J.D. Edwards system.

See Also

Posting Journal Entries

Posting Automatic Receipts for Bank Statements

From the Bank Statement Processing menu (G09211), choose Post Automatic
Receipts.
After you reconcile bank statements to create batches, you must post the
automatic receipts. When you run the Post Automatic Receipts program, the
system creates the Account Ledger records (F0911) for automatic receipts.
If you do not use a transit account, you must take the following steps after you
post the automatic receipts:
1. Refresh the reconciliation table to refresh the Account Ledger for
Reconciliation worktable (F0911R).
2. Manually reconcile the receipts.

Before You Begin

- Reconcile the bank statement. See Reconciling Bank Statements.

1849

General Accounting

See Also

Updating the Reconciliation Table

Reconciling Bank Statements Manually

Posting General Journal Batches for Bank Statements

From the Bank Statement Processing menu (G09211), choose Post General
Journal Batches.
After you create batches and post any automatic receipts, such as bank charges,
you can post the batches to the General Journal. These batches might include:

Journal entries for writeoff amounts

Journal entries between a transit account and the bank account (if you use
transit accounts)

To do this, run the Post General Journal Batches program.

Before You Begin

- Reconcile the bank statement. See Reconciling Bank Statements.
- Post automatic receipts, if applicable, to create the associated Account
Ledger records (F0911). See Posting Automatic Receipts for Bank
Statements.

Posting Manual Payments for Bank Statements

From the Bank Statement Processing menu (G09211), choose Post Manual
Payments.
Run the Post Manual Payments program to post both types of manual payments.
The processing option for batch selection is set to M (manual payments), which
selects:

Payments with Matching Vouchers (batch type M)

Payments without Matching Vouchers (batch type W)

You should not change the batch selection in this processing option.
This program creates payment disbursement entries and offset entries to the
general ledger for the payable account.

1850

Posting Bank Statement Transactions

See Also

Understanding the Post Process for A/P and Posting Vouchers in the
Accounts Payable Guide

Posting Manual Receipts for Bank Statements

From the Bank Statement Processing menu (G09211), choose Post Manual
Receipts.
You can enter receipts manually into the system and then post them. For
example, when a customer remits payment for an invoice, you can enter the
payment manually, matching the payment to the associated open invoice.
To do this, run the Post Manual Receipts program.
After you post manual receipts, you can update the reconciliation table and
reconcile your bank statement.

Before You Begin

- Enter and review your bank statement. See Entering Bank Statements and
Revising Bank Statements.

See Also

Posting Automatic Receipts for Bank Statements

Updating the Reconciliation Table

Reconciling Bank Statements

Posting Journal Entries

1851

General Accounting

1852

Reconciling Bank Statements Manually

From the Bank Statement Processing menu (G09211), choose Manual

Reconciliation.
If your bank statement has automatic receipts that do not use a transit account,
take the following steps after you post the bank statement batch:
1. Refresh the reconciliation table.
2. Run the Manual Reconciliation program to manually reconcile the bank
statement. You might also need to manually reconcile a bank statement
entry so that the system marks the Account Ledger table (F0911) as
reconciled.

See Also

Working with Manual Reconciliations

1853

General Accounting

1854

Reports and Inquiries

You can access the most current general ledger information available in your
system using hardcopy reports and online inquiries. Reports and inquiries
consist of:
- Printing trial balance reports
- Printing general ledger reports
- Printing the transaction journal
- Reviewing trial balances online
- Reviewing account ledgers and balances online

GLG12 - Ending Income Statement Account

These AAI accounts are also used to calculate the cumulative balance for a trial
balance. Accounts outside this range (GLG6 - GLG12) are considered balance
sheet accounts.

Reports and Inquiries that Show Multi-Currency

You can store your account balances for both domestic (AA) and foreign (CA)
ledger types by transaction currency code. Reports and inquiries show
information that helps you analyze your balances for multicurrency information.
For example, you can analyze currency fluctuations and detailed bank account
activity by the originating currency.
Selected reports and inquiries show transaction amounts as if they were entered
in a currency different from the currency in which they were actually entered.
For example, you can review transactions entered in French francs as if they
were entered in the euro, or review transactions entered in Japanese yen as if
they were entered in the Canadian dollar.

192

Varying Report Detail for Management

You can summarize accounting information at different levels of detail,
depending on your needs. The management information pyramid below will
help you work with and interpret many of the J.D. Edwards reports and online
inquiries.

Upper
Management
Financial Statements
Department
Management
Trial Balance
General Ledger
Data Entry
Supervisor
Transactions

You can summarize information at multiple levels using the levelofdetail code
that is assigned to each general ledger account number.
The information at the top of the pyramid summarizes the supporting detail from
the lower levels. As you descend the pyramid, the information becomes more
detailed.
At the lowest level of detail are business transactions, such as journal entries,
payroll entries, invoices, vouchers, and so on. A manager's access to summary
information (at the top of the pyramid) depends on an accurate compilation of
detailed information at the bottom of the pyramid.

Statutory Reports and Inquiries

European governments have guidelines dictating the account numbers that
businesses must use. To accommodate this requirement, you can assign one or
more alternate account numbers to category codes 21 - 23. These category
codes are used because the code value (in this case, the statutory account
number) allows up to 10 characters. You can assign the same category code to
multiple accounts, if necessary.

193

General Accounting

You can use the following reports to provide statutory information:

General Ledger by Category Code

Debit/Credit Trial Balance by Category Code

On these reports, the category code indicates your statutory account number and
the category code description indicates the account description. You can
summarize several accounts with the same statutory value and list the statutory
number and description.
Other reports, which are produced through the Financial Reporting feature, use
the alternate object and subsidiary accounts that you can set up for accounts to
provide statutory reports.
You can use the following online inquiry to provide statutory information:

Account Ledger Inquiry by Category Code

See Also

194

Printing General Journals for information about general journal reports

Working with an Alternate Chart of Accounts for information about

alternate and statutory accounts

Understanding Financial Reports for information about income statements

and balance sheets

Printing Trial Balance Reports

Trial balance reports are useful when you need to verify the accuracy of
individual ledger account balances and your overall ledger. If a balancing
problem occurs, you can review these reports to locate the problem. For
example, you can use a trial balance report to locate which period is
outofbalance. You can also use the report to analyze the debit and credit totals
that make up your trial balance.
Printing trial balance reports consists of:

Printing a trial balance by business unit report

Printing a trial balance by object account report

Printing a debit/credit trial balance by category code report

Which Report You Should Choose

You can use the trial balance reports to review cumulative balance information.
You can use the debit/credit trial balance to review totals for debits and credits.
All the reports provide information through the current period or any previous
period or fiscal year that has been retained in your Account Balances table
(F0902).
Choosing a report depends on how you want to review the account balances
and what information you want to see, as the following list describes:
Trial Balance by
Business Unit

Use to analyze account balances by business unit and

obtain business unit totals. This report includes a
processing option for levelofdetail summarization.

Trial Balance by Object

Account

Use to review specific like" object accounts, such as all

Cash In Bank accounts, and to obtain account totals for
each group.

Debit/Credit Trial
Balance by Category
Code

Use to obtain debit and credit totals and to supplement

your chart of accounts reporting for multinational
companies and for statutory accounting.

195

General Accounting

Current balances for income statement accounts do not include the prioryear
balance. To calculate an inceptiontodate total for income statement accounts,
add the yearend balances for all prior years to the current balance.
The column heading LD represents the Level of Detail field.

Printing a Trial Balance by Business Unit Report

From the Accounting Reports and Inquiries menu (G0912), choose Trial Balance
Report.
To review balances for business units, print the Trial Balance by Business Unit
report. You can specify summarization at any level of detail without printing
lower levels. This report provides subtotals at all higher levels and a grand total
for company and report.

See Also

R09410, Trial Balance Report in the Reports Guide for a report sample

Processing Options: Trial Balance by Business Unit Report

Period Tab
This processing option defines the fiscal year and period for which the trial
balance will be printed. If you leave the fields blank, the program uses the
current period and year defined for the General Accounting system on the Set
Up Company form and recorded in the Company Constants table (F0010). Use
the Company Names and Numbers menu selection (G09411) to access this form.
1. Period
Fiscal Year
Use the Fiscal Year field to identify the last two digits of the fiscal year for
which the trial balance will be printed. For example, enter 05 for 2005.
If you complete this field, you must also specify the ending period number in
the Period Number field.
If you leave this field blank, the program uses the fiscal year defined for the
General Accounting system on the Set Up Company form and recorded in the
Company Constants table (F0010).

196

Printing Trial Balance Reports

Period Number
Use the Period Number field to identify the period for which the trial balance
will be printed.
If you complete this field, you must also specify the fiscal year for the ending
period in the Fiscal Year field.
If you leave this field blank, the program uses the current period defined for the
General Accounting system on the Set Up Company form and recorded in the
Company Constants table (F0010).

Print Tab
These processing options determine printing characteristics, such as the format
of the account numbers, printing of zero balances, and where page breaks
occur.
1. Account Number Format
Use this processing option to specify the format for printed account numbers.
Enter one of the following choices:
1
2
3

Standard account number (The default is business unit.object.subsidiary).

Short account ID (The system assigns).
Third G/L number (Your organization can assign during account setup).

If you leave this field blank, the system uses the standard account number.
2. Accounts with Zero Balances
To omit accounts with zero balances in the selected period, enter 1. To include
accounts with zero balances, leave this field blank.
NOTE: Accounts with a posting edit code of N (header accounts, which have no
balances) print even if you set this processing option to 1.
3. Page Breaks
To skip to a new page when the business unit number changes, enter 1. To
print without page breaks, leave this field blank.

LOD Tab
This processing option determines the lowest level of detail to be printed on
the report. For example, if you specify level 7 as the lowest level and your chart
of accounts includes levels 8 and 9, level 7 will include the totals for accounts
with level 8 and 9 amounts, but the detail for level 8 and 9 will not print.

197

General Accounting

For rollup from one level of detail to the next to occur accurately, you cannot
skip levels of detail when you set up the chart of accounts. Skipping a level of
detail will produce unpredictable results.
1. Level of Detail
Use this processing option to specify the lowest level of detail to print on the
report. Your choices are:

Levels 1 through 9.

Leave the processing option blank to print all levels of detail on the
report (levels 1 through 9).

For example, if you specify level 7 as the lowest level and your chart of
accounts includes levels 8 and 9, level 7 will include the totals for accounts with
level 8 and 9 amounts, but the detail for level 8 and 9 will not print.
For the rollup from one detail level to the next level to occur accurately, you
cannot skip levels of detail when you set up the chart of accounts. Skipping a
level of detail will produce unpredictable results.

Ledger Tab
Use this processing option to select the ledger type that the report uses. For
example, you can select the BA (budget amounts) ledger type to print a report
of budget amounts.
1. Ledger Type
The user defined code (system 09/type LT) that specifies the type of ledger.
To define the ledger type to include in the report, your choices are:

Enter a specific ledger type or choose it from the Select User Define Code
form. For example, choose BA, the budget amounts ledger type.

Leave this field blank to print amounts for the AA (actual amounts) ledger
type.

NOTE: You can enter only one ledger type. You cannot specify multiple or all
ledger types.
If you specify the CA (foreign currency) ledger type, and the CA ledger type
includes amounts for multiple currencies, totals will be meaningless.

Subledger Tab
These processing options allow you to select subledger information.

198

Printing Trial Balance Reports

1. Subledger
Use this processing option to print amounts for accounts with subledgers. Your
choices are:

Enter a specific subledger number.

Enter *. The report will include all subledgers.

Leave this processing option blank. The report will include only accounts
without subledgers.

If you complete this field, you must also complete the Subledger Type field.
You can specify the subledger type or select it from the Select User Define Code
form in the Subledger Type field.
2. Subledger Type
The user defined code (system 00/type ST) that specifies the table containing
the subledger numbers. For example, subledger type A identifies the Address
Book Master table (F0101).
If you complete this field, you must also complete the Subledger field.

Currency Tab
This processing option, which applies only if you post account balances by
currency, determines the currency codes that will be included. You set up the
feature for posting account balances by currency on the Company Setup form,
which you access through the Company Names and Numbers menu selection
(G09411).
1. Currency Code
If you post account balances by currency, use this processing option to control
the currencies included in the report, as follows:

To limit the report to amounts for a specific currency code, enter the
currency code or choose it from the Currency Code Search form.

To include amounts for all currencies, enter * (asterisk).

Leave this processing option blank if you do not post balances by

currency.

If you specify the CA ledger type in the Ledger Type field on the Ledger tab,
and the CA ledger type includes amounts for multiple currencies, the totals will
be meaningless unless you enter a specific currency code in this processing
option.

199

General Accounting

Printing a Trial Balance by Object Account Report

From the Accounting Reports and Inquiries menu (G0912), choose Trial Balance
by Object Report.
To review balances by object account across all business units, print the Trial
Balance by Object Account report. You can review totals by object account
only, by company, or by company and object account. The report includes a
grand total.

See Also

R094121, Trial Balance by Object Report in the Reports Guide for a report
sample

Processing Options for Trial Balance By Object Report

Period Info
1. Enter the fiscal year and period for
the report. If left blank, the
current period and year of the
Financial Reporting Date will be
used.
Year:
Period:

____________
____________

Ledger Type
1.

Enter a ledger type ( leave blank if

the General Ledger AA is desired
).
____________

Print Opts
1.

Enter a 1 to omit the printing of

accounts with zero balances.
____________

Select the account number to print:

1 = Account Number (default),
2 = Short Account I.D.,
3 = Unstructured Account
____________

Subledger
1.

Enter a specific subledger or *

for all subledgers.
____________

1910

Enter a subledger type if you have

Printing Trial Balance Reports

selected a specific subledger in the

option above.
____________
Currency
1.

Enter a specific currency code or

* for all currency codes.
____________

Summarize
1.

Enter the object range for account

summarization.
Beginning:
Ending:

____________
____________

NonPosting Accounts
1.

Enter 1 to assume that nonposting

accounts have zero balances and will
not be fetched from the Account
Balance table. The default will
always fetch the balances from the
Account Balance table.
____________

What You Should Know About Processing Options

Print option 1

Setting this processing option to 1 does not omit

nonposting (title) accounts.

Printing a Debit/Credit Trial Balance by Category Code Report

From the Accounting Reports and Inquiries menu (G0912), choose Debit/Credit
Trial Balance by Category Code.
Use this report to print a statutory account (category code value) on a trial
balance instead of the business unit.object.subsidiary account code. The
category code indicates the account number and the category code description
indicates the account description.

See Also

R09472, Debit/Credit T/B by Category Code in the Reports Guide for a

report sample

1911

General Accounting

Processing Options for Debit/Credit T/B by Category Code

Date
1.

Enter the fiscal period and year.

Leave blank to use the current
financial reporting period and
year.
Fiscal Year
Period

____________
____________

Ledger Type
1.

Enter the ledger type to process.

If left blank, AA will be used.
Ledger Type

____________

What You Should Know About Processing Options

Date option 1

1912

Enter two digits for the fiscal year (for example, 05, not
2005).

Printing General Ledger Reports

General ledger reports provide detailed information about account transactions.

Use these reports when you need to review transactions within individual
accounts, to research problems, or to verify account accuracy.
Printing general ledger reports consists of:
- Printing a general ledger by business unit report
- Printing a general ledger by object account report
- Printing a general ledger with subledger totals report
- Printing a general ledger by category code report
The general ledger reports use Automatic Accounting Instructions (AAIs) (items
GLG6 and GLG12) to determine the beginning and ending account ranges for
income statement accounts.

Before You Begin

- Verify that your financial reporting period is set correctly. See Changing a
Financial Reporting Date.

Which Report You Should Choose

These general ledger reports provide a choice between yeartodate and current
period totals. You can also include specific document types, such as vouchers or
journal entries, on these reports.
Choosing a report depends on how you want to review the information, as the
following list describes:
General Ledger by
Business Unit

Lists transactions by object account within a specific

business unit.

1913

General Accounting

General Ledger by
Object Account

Lists transactions by account. Use this report to review

specific accounts across all or several business units and
to obtain account totals for each group. Use the as if"
currency functionality to print and review amounts as if
they were entered in a different currency.

General Ledger with

Subledger Totals

Lists transaction totals by subledger. This report includes

the same information you view online on Trial Balance
with Subledger.

General Ledger by
Category Code

As an alternative to chart of accounts reporting, lists

transactions by any one of the 23 account category codes.
Use this report for your statutory reporting requirements.
Use the as if" currency functionality to print and review
amounts as if they were entered in a different currency.

Abbreviated Column Headings

The report contains the following abbreviated column headings:

Do Ty - Document Type

LT - Ledger Type

PC - Posted Code

See Also

Reviewing Account Ledgers for information about online review of general

ledger by object accounts

Printing a General Ledger by Business Unit Report

From the Accounting Reports and Inquiries menu (G0912), choose G/L by
Business Unit.
To review transactions by business unit, run the General Ledger by Business
Unit report. This report lists information from the Account Ledger (F0911) and
Account Balances (F0902) tables. It summarizes totals by period, account,
business unit, and company.

See Also

1914

R09420, G/L by Business Unit in the Reports Guide for a report sample

Printing General Ledger Reports

Processing Options: General Ledger by Business Unit

Period/Date Tab
These processing options determine the information included in the report
balances, based on the range of dates. If you specify From Period, you must
also specify a Thru Fiscal Year and Thru Period Number. If you specify a From
Date, you must also specify a Thru Date.
1. From Period or Date
From Period
Use this processing option to specify the balances to include in the General
Ledger by Business Unit report by entering either period or date information.
For balances that are based on period entry, you specify the period to use by
entering one of the following choices in the From Period field:
0

Enter 0 to use the first period of the current fiscal year as the beginning
period. This is the default. If you enter 0, the report prints all currentyear
transactions for all accounts plus debit and credit totals by period for the
current fiscal year. The balanceforward totals for balance sheet accounts
are from inception through the end of the previous fiscal year.
Enter 1 to use the current period as the beginning period. If you enter 1,
the report prints a balanceforward total of the previous activity for the
current fiscal year and transactions for the current period only for each
account. The report does not print all account activity for the year. The
balanceforward total reflects the yeartodate amounts through the end of
the previous period for profit and loss accounts. For balance sheet
accounts, the report reflects the inceptiontodate amounts through the
end of the previous period.
Enter 2 to use the first period of the first fiscal year (when J.D. Edwards
processing began) as the beginning period. If you enter 2, the report
prints transaction information from the date when J.D. Edwards
processing began through the current period. This report can be lengthy,
depending on the amount of data you have.

If you specify a From Period, you must also specify a Thru Fiscal Year and Thru
Period Number.
From Date
Use this processing option to specify the balances to include in the General
Ledger by Business Unit report by entering either period or date information.

1915

General Accounting

For balances that are based on date entry, enter the beginning date in the From
Date field. If you specify a From Date, you must also specify a Thru Date. If
you leave the From Date field blank, the report uses the default for the From
Period field (yeartodate).
2. Thru Year and Period or Thru Date
Thru Fiscal Year
Use this processing option to specify the balances to include in the General
Ledger by Business Unit report by entering either period or date information. If
you specify a From Period, you must also specify a Thru Fiscal Year and Thru
Period Number.
For balances that are based on period entry, enter the:

Fiscal year of the ending period as the last two digits of the year in this
field. For example, enter 05 for 2005.

Ending period number in the Thru Period Number field.

Thru Period Number

Use this processing option to specify the balances to include in the General
Ledger by Business Unit report by entering either period or date information. If
you specify a From Period, you must also specify a Thru Fiscal Year and a Thru
Period Number.
For balances based on period entry, enter the:

Fiscal year of the ending period in the Thru Fiscal Year field.

Ending period number in this field.

Thru Date
Use this processing option to specify the balances to include in the General
Ledger by Business Unit report by entering either period or date information. If
you specify a From Date, you must also specify a Thru Date.
For balances that are based on date entry, enter the ending date in the Thru
Date field.
For balances that are based on period entry, leave the Thru Date field blank
and enter values in the Thru Fiscal Year and the Thru Period Number fields.

1916

Printing General Ledger Reports

Print Tab
These processing options determine printing characteristics, such as the format
of the account numbers, whether units appear on the report, and where page
breaks occur.
1. Account Number Format
Use this processing option to specify the format for printed account numbers.
Enter one of the following choices:
1
2
3

Standard account number (The default is business unit.object.subsidiary).

Short account ID (The system assigns this value).
Third G/L number (Your organization can assign this value during
account setup).

If you leave this field blank, the system uses the standard account number.
2. Units
To include units data in the report, enter 1. To print amounts only, leave this
field blank.
3. Page Breaks
To skip to a new page when the business unit number changes, enter 1. To
print without page breaks, leave this field blank.
4. Accounts with Zero Balances
To omit accounts with zero balances in the selected period, enter 1. To include
accounts with zero balances, leave this field blank.
NOTE: Accounts with a posting edit code of N (header accounts, which have no
balances) print even if you set this processing option to 1.

Document Tab
These processing options control the ledger type, document types, and
transaction types that print on the report.
1. Ledger Type
The user defined code (system 09/type LT) that specifies the type of ledger.

1917

General Accounting

Use this processing option to define the ledger type to include in the report.
Your choices are:

Enter a specific ledger type or choose it from the Select User Define Code
form. For example, choose BA, the budget amounts ledger type.

Leave this field blank to print amounts for the AA (actual amounts) ledger
type.

NOTE: You can enter only one ledger type. You cannot specify multiple or all
ledger types.
If you specify the CA (foreign currency) ledger type and the CA ledger type
includes amounts for multiple currencies, totals will be meaningless.
2. Document Type
Use this processing option to specify the user defined code (system 00/type DT)
that identifies the type of transaction, such as a journal entry. Your choices are:

Enter a specific document type or choose it from the Select User Define
Code form. For example, specify the JE document type.

Leave this processing option blank to have the system use all document
types.

3. Posted Transactions Only

To select amounts based on both posted and unposted transactions, enter 1. If
you leave this field blank, the reports selects amounts based only on posted
transactions.

Subledger Tab
These processing options control the selection and printing of subledger
information. Use the Subledger and Subledger Type fields to select the data to
include in your report. Use the Print Subledger Number field to print the
subledger number or numbers on the report.
1. Subledger
Use this processing option to print amounts for accounts with subledgers. Your
choices are:

1918

Enter a specific subledger number.

Enter *. The system will include all subledgers.

Leave this processing option blank. The report will include only accounts
without subledgers.

Printing General Ledger Reports

If you specify a subledger number in this field, you must also specify the
subledger type. You can select a subledger type from the Select User Define
Code form in the Subledger Type field.
2. Subledger Type
Use this processing option to specify the user defined code (system 00/type ST)
that specifies the table containing the subledger numbers. For example,
subledger type A identifies the Address Book Master table (F0101).
If you specified a subledger number in the Subledger field, you must also
complete this field. You can select a subledger type from the Select User Define
Code form.
3. Print Subledger Number
If you specify a subledger number or * for all subledgers in the Subledger field,
enter 1 to print the subledger numbers on the report. If you leave this field
blank, the report does not print subledger numbers.

Currency Tab
This processing option, which applies only if you post account balances by
currency, determines the the currency codes that will be included. You set up
the feature for posting account balances by currency on the Currency form,
which you access through the Company Names and Numbers menu selection
(G09411).
1. Currency Code
If you post account balances by currency, use this processing option to control
the currencies included in this report, as follows:

To limit the report to amounts for a specific currency code, enter the
currency code or choose it from the Currency Code Search form.

To include amounts for all currencies, enter *.

Leave this processing option blank if you do not post balances by

currency.

If you specify the CA ledger type in the Ledger Type field on the Document tab,
and the CA ledger type includes amounts for multiple currencies, the totals will
be meaningless unless you enter a specific currency code in this processing
option.

1919

General Accounting

Summary Tab
These processing options control the use of business unit types and account
ranges for a summarized report. A summarized report provides a single balance
for each account in the specified range. For example, you can summarize object
accounts 1000 through 2000.
If you specify a range of account numbers in the Summarization Range field,
you can also set the Business Unit Types field to summarize by business unit
type. For example, you can summarize object accounts 1000 through 2000 for a
specific business unit type.
If you do not specify a range of account numbers, the program prints a detailed
report for all accounts in the chart of accounts.
1. Business Unit Types
Use this processing option to summarize accounts by business unit type. Your
choices are:

Enter a specific business unit type.

Enter + to include all business unit types.

Enter * to include business unit types that are not blank.

Leave this processing option blank. The report will not summarize
accounts by business unit types.

If you specify a value in this field, you must also specify the beginning and
ending object accounts in the Summarization Range fields.
2. Summarization Range: Beginning Object Account
In a summarized report, detailed transactions appear as a single, summarized
balance for each account in the range you specify. Use this processing option to
print a summarized report. Enter the range of object accounts for the report as
follows:

Beginning object account in the Beginning Object Account field.

Ending object account in the Ending Object Account field.

If you leave the beginning and ending object account fields blank, the program
prints a detailed report for all accounts in the chart of accounts.

1920

Printing General Ledger Reports

3. Summarization Range: Ending Object Account

In a summarized report, detailed transactions appear as a single, summarized
balance for each account in the range you specify. Use this processing option to
print a summarized report. Enter the range of object accounts for the report as
follows:

Beginning object account in the Beginning Object Account field.

Ending object account in the Ending Object Account field.

If you leave the beginning and ending object account fields blank, the program
prints a detailed report for all accounts in the chart of accounts.

Date Order Tab

This processing option controls the date sequence (ascending or descending) by
which the program prints a detailed report. In ascending date sequence, the
most recent date prints last.
1. Date Order
A detailed report can be in ascending or descending date sequence. In
ascending date sequence, the most recent date prints last. Valid values are:
1
To print detailed information in ascending date sequence.
Blank To print in descending date sequence.

Printing a General Ledger by Object Account Report

From the Accounting Reports and Inquiries menu (G0912), choose G/L by
Object Account.
To review transactions across all or several business units, run the General
Ledger by Object Account report. This report lists information from the Account
Ledger (F0911) and Account Balances (F0902) tables.
Choosing online inquiry on Account Ledger Inquiry provides a quicker, more
flexible review of the same information.

See Also

R09421, G/L by Object Account in the Reports Guide for a report sample

1921

General Accounting

Processing Options for G/L by Object Account

* for all currency codes.
____________

As-If Currency
1.

Enter the currency code for as-if

reporting. This option allows for
amounts to print in a currency other
than the currency they are stored
in. Amounts will be translated and
print in this as-if currency. If
left blank, amounts will print in
their database currency.
____________

Enter the As Of date for

processing the current exchange rate
for the as-if currency. If left
blank, the Thru date will be used.

What You Should Know About Processing Options

Processing options 1
and 2

If you enter 0 in processing option 1 (for yeartodate

balances) and you enter a year and period in processing
option 2, the year that you specify must be the same as
the year specified in the Begin Year field on Company
Numbers and Names. Otherwise, the report will not
include a line item amount for balance forward.

1923

General Accounting

Printing a General Ledger with Subledger Totals Report

From the Accounting Reports and Inquiries menu (G0912), choose G/L with
Subledger Totals.
To review transaction totals by subledger, run the General Ledger with
Subledger Totals report. This report lists information from the Account Ledger
(F0911) and Account Balances (F0902) tables. It prints information in business
unit, object, and subsidiary sequence and calculates totals by G/L period,
subledger, G/L account, business unit, and company.

Processing Options for G/L with Subledger Totals

Report Content
1. Select the transactions to be shown
in detail (as opposed to summarized
as a balance forward). Enter 0
for year-to-date (default)
1
for current period. 2
for
inception-to-date.
Report Content

____________

Dates
1. Enter the fiscal year and period for
which the General Ledger is to be
prepared. If left blank, the
financial reporting year and period
will be used.
Fiscal Year:
Period:

____________
____________

subledger summarization. You must
enter a beginning and an ending
range.
Beginning Object:
Ending Object:

____________
____________

Currency
1. Enter a specific currency code or an
* for all currency codes.
Currency Code:

____________

What You Should Know About Processing Options

Processing options 1
and 2

If you enter 0 in processing option 1 (for yeartodate

1925

General Accounting

Printing a General Ledger by Category Code Report

From the Accounting Reports and Inquiries menu (G0912), choose G/L by
Category Code.
To use a statutory account number instead of business.object.subsidiary, print
the General Ledger by Category Code report. The category code indicates the
account number, and the category code description indicates the account
description.
This report provides balance information useful for statutory accounting. It lists
information from the Account Master (F0901), Account Ledger (F0911), Account
Balances (F0902), and Business Unit Master (F0006) tables.

See Also

R09470, General Ledger by Category Code in the Reports Guide for a

report sample

Processing Options for General Ledger by Category Code

Report Detail
1.

Select a from period at which to

begin showing account balances in
detail. for year-to-date
(default); 1 for current period;
2 for inception-to-date.
From Period:

-OR-

____________

Enter a from date at which to

begin showing account balances in
detail. If the from date is left
blank the previous selection will be
used. If a from date is entered, the
previous option will be ignored.
From Date:

____________

2. Enter a thru fiscal year and period

for which the account balances are
to be shown in detail.
Fiscal Year:
Period:
-OR-

Enter a thru date for which

account balances will be shown in
detail. If left blank, the fiscal
year and period from the previous
option will be used. If a thru date
is entered, the previous option will
be ignored.
Thru Date:

Processing Options for Transaction Journal

Date Range
Enter the G/L date range to be
processed:
Date From
Date Thru

____________
____________

Alt Account
To print the account number from the
alternate chart of accounts, enter
the Category Code (21, 22, or 23).
Leave blank to print the account in
Business Unit.Object.Subsidiary
format.
Category Code (21, 22, or 23)

____________

1929

General Accounting

1930

Reviewing Trial Balances Online

To review trial balances for accounts quickly and in a variety of sequences, use
the online inquiries in the General Accounting system.
Reviewing trial balances online consists of:
- Reviewing trial balances and ledger comparisons
- Reviewing trial balances by object account
- Reviewing trial balances by company
- Reviewing trial balances by subledger

Which Online Inquiry You Should Choose

Choosing an online inquiry depends on how you want to review the account
and what information you want to see, as the following list describes:
Trial balances and
ledger comparison

Displays account balances within a specific business unit.

Trial balances by object

account

Displays account balances across all business units. To be

useful, accounts must be numbered consistently across all
business units. This form lists any account numbering
discrepancies.

Trial balances by
company

Displays account balance information across business

units for a single company.

Trial balance by
subledger

Displays account balance information by subledger.

These forms, which display summarized information from the Account Balances
table (F0902), provide exits to more detailed information.

1931

General Accounting

If you do not specify a date for the review, the programs identify the current
(open) period for the company in the Company Constants table (F0010) and use
the periodending date for that period as recorded in the Fiscal Date Patterns
table (F0008).

Cumulative Balances
The cumulative balance for balance sheet accounts includes the cumulative
balance forward for the prior year. The cumulative balance for income statement
accounts does not include this amount.

Reviewing Trial Balances and Ledger Comparisons

You can locate an account balance for a business unit quickly with a search by
business unit. You might also need to analyze account balances between two
different ledgers. This analysis is especially helpful for comparing budget
amounts to actual amounts or analyzing budget variances.
You control the level of detail. You can choose to compare ledger types from
different fiscal years or specific G/L dates. You can also compare actual amounts
to foreign currency amounts for a specific currency.
You can define the type of format that you use to view your account balances by
rearranging the columns in the detail area.
To review trial balances and ledger comparisons, follow these procedures:

Reviewing trial balances by business unit

Reviewing subledger information

Using processing options, you define how the program calculates the balances
and variances. Your choices include the following items:

Two primary ledger types

Two additional ledger types to include in the balances of the

corresponding primary ledger types

One or all subledgers

One or all currency codes

The method used to calculate the variance amounts

Caution: The system calculates the variance using the ledger types and
calculation method that you specify in the processing options. If you change the
ledger types or calculation method, the variance will also change.

1932

Reviewing Trial Balances Online

Choose the related option from the Row menu to access

the following forms for a selected row:

Accessing source
documents

Account Ledger Inquiry

Account Balances (by G/L period)
Account Balance by Currency
Subledger Balances
Work With Order Details
Work With Commitment Inquiry

Doubleclick on a detail line to see the related source

document.

To review trial balances by business unit

From the Accounting Reports and Inquiries menu (G0912), choose TB/Ledger
Comparison or Trial Balance/Ledger Comparison.

1. On Trial Balance/Ledger Comparison, complete the following field:

Skip to Account

2. To change the level of summarization, change the following field:

Level Of Detail

1933

General Accounting

3. To define or change the information for the first ledger type, complete one
or both of the following fields:

Ledger Type 1

Thru Date 1

If you leave the date field blank, the program uses the current date for the
company.
4. To define or change the information for the second ledger type, complete
one or both of the following fields:

Ledger Type 2

Thru Date 2

If you leave the date field blank, the program uses the date from the Thru
Date 1 field.
5. To change the subledger and subledger type, complete the following
fields:

Subledger / Type

If you leave the Subledger field blank, the program displays only posted
amounts without subledgers. To display all subledger information posted
to accounts, enter * in the Subledger field.
6. If the business unit is in a company for which you post account balances
by currency, complete the following field to further limit the information:

Currency Code

If you leave the Currency Code field blank, the program displays only
amounts posted in the company's currency code. To display amounts
posted for all currencies, enter * in the Currency Code field.
7. Click Find.

1934

Reviewing Trial Balances Online

Field

Explanation

Level Of Detail

A number that summarizes and classifies accounts in the

To review subledger information

When you review trial balances by business unit, you can review associated
subledger information.
1. On Trial Balance/Ledger Comparison, locate the business unit, using * in
the Subledger field.
2. Choose the account to review.
3. From the Row menu, choose Subledger Detail.

1935

General Accounting

4. On Account Balance by Subledger, review the subledger details.

Processing Options for Trial Balance / Ledger Comparison

Ledger Type
1.

Enter the default Ledger Types. If

Ledger Type 1 is left blank, BA
will be defaulted. If Ledger Type 2
is left blank, AA will be
defaulted.
Ledger Type 1
Ledger Type 2

____________
____________

When exiting to another application,

select the Ledger Type that the
called application should use.
Enter a 1 for Ledger Type 1, or a
2 for Ledger Type 2. If left
blank, 1 will be defaulted.
Exit With Ledger Type

____________

Balances
1.

Enter a Y to suppress posting

accounts with zero balances from
being displayed. If left blank, N
will be defaulted.
Suppress Zero Balances

1936

____________

Enter the Calculation Method to be

used when calculating variances.
A Addition, S Subtraction,
M Multiplication, D Division. If left blank, S will

Reviewing Trial Balances Online

be defaulted.
Calculation Method

____________

Additional LT
1.

Enter Additional Ledger Types to be

used in calculating account balances
for Ledger Types 1 and 2. If left
blank, no Additional Ledger Types
will be used.
Additional Ledger Type 1
Additional Ledger Type 2

____________
____________

Subledger
1.

Enter the Subledger and Subledger

Type to be used for calculating
account balances. If left blank, a
blank Subledger and blank Subledger
type will be defaulted.
Subledger
Subledger Type

____________
____________

Account LOD
1.

Enter the Account Level Of Detail to

be used (3-9). If left blank, 9
will be defaulted.
Account Level Of Detail

____________

Currency Code
1.

Enter the Currency Code to be used

for calculating account balances.
If left blank, all currencies will
be defaulted.
Note: Use this
processing option only if
Multi-Currency is being used.
Currency Code

____________

Date Effective
1.

Enter a Y to
calculate Date
enter a N to
If left blank,
defaulted.

allow the user to

Effective Balances,
use Period End Dates.
N will be

Date Effective Balances

____________

Enter a Y to show Thru Periods as

a default display, enter a N to
show Thru Dates. If left blank, N
will be defaulted.
Default Thru Period Display

____________

1937

General Accounting

Reviewing Trial Balances by Object Account

Searching for accounts by object account lets you review account balances
across all business units.
You can review balances for two ledger types at the same time. For example,
you can see actual amounts and different currency or budget amounts
sidebyside.
To review trial balances by object account
From the Accounting Reports and Inquiries menu (G0912), choose T/B by
Object Account.

1. On Trial Balance by Object, complete the following field:

Object/Subsidiary Account Number

2. To review balances only for this object and subsidiary account, click the
following field:

Select / Skip To

To start the list with balances for this object and subsidiary account, do
not click the Select / Skip To field.
3. To specify a period, click the Period/Date option and type the period
number in the Thru Period field.

1938

Reviewing Trial Balances Online

4. To specify a through date, type the date in the following field:

Thru Date

If you leave this field blank, the system supplies the ending date of the
current period for the company.
5. To further limit your search, complete the following fields:

Company

Ledger Type 1

Ledger Type 2

Subledger - G/L

Subledger Type

Currency Code

Field

Explanation

Company

A code that identifies a specific organization, fund, entity,

and so on. The company code must already exist in the
Company Constants table (F0010) and must identify a
reporting entity that has a complete balance sheet. At this
level, you can have intercompany transactions.
Note: You can use Company 00000 for default values,
such as dates and automatic accounting instructions. You
cannot use Company 00000 for transaction entries.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you leave this field blank and select a fiscal period, the
system uses the amounts for that period for all companies,
even if the companies have different calendar dates for
the period specified.

Select / Skip To

An option that indicates whether you are selecting only

the accounts that match the account number in the
Object/Subsidiary field, or whether you are selecting the
accounts that match and all subsequent accounts.
Turn this option on to select only the accounts that match
the account number in the Object/Subsidiary field.
Turn this option off to select the accounts that match the
account number in the Object/Subsidiary field as well as
all accounts with account numbers greater than the
account number in the Object/Subsidiary field.

1939

General Accounting

Other Forms
Accessing other forms

Choose the related option from the Row menu to access

1940

____________

Reviewing Trial Balances Online

Additional Ledger Type 2

____________

Model Accounts
1.

Enter a Y to include Model

Accounts in the display when a
Company other than 00000 or * is
used. If left blank, N will be
defaulted.
Use Model Accounts

____________

Subledger
1.

Enter the Subledger and Subledger

Type to be used for calculating
account balances. If left blank, a
blank Subledger and blank Subledger
Type will be defaulted.
Subledger
Subledger Type

____________
____________

Currency Code
1.

Enter the Currency Code to be used

for calculating account balances.
If left blank, all currencies will
be defaulted.
Note: Use this
processing option only if
Multi-Currency is being used.
Currency Code

____________

Date Effective
1.

Enter a Y to
calculate Date
enter a N to
If left blank,
defaulted.

allow the user to

Effective Balances,
use Period End Dates.
N will be

Date Effectivity Balances

____________

Enter a Y to show Thru Periods as

a default display, enter a N to
show Thru Dates. If left blank, N
will be defaulted.
Default Thru Period Display

____________

1941

General Accounting

Reviewing Trial Balances by Company

You can review account balance information across business units for a single
company.
To review trial balances by company
From the Accounting Reports and Inquiries menu (G0912), choose T/B by
Company.

1. On Trial Balance by Company, complete the following fields:

Company

Object/Subsidiary

2. To review balances only for this object and subsidiary account, click the
following field:

Select/Skip To

To start the list with balances for this object and subsidiary account, do
not click the Select/Skip To field.
3. To limit the balances that the system displays, complete the following
fields:

1942

Ledger Type

Subledger - G/L

Subledger Type

Reviewing Trial Balances Online

Currency Code

4. To specify a period, click the Period/Date option and type the period
number in the Thru Period field.
5. To specify a through date, type the date in the following field:

Thru Date

If you leave this field blank, the system supplies the ending date of the
current period for the company.
6. Click Find.

Processing Options for Trial Balance by Company

Ledger Type
1.

Enter the default Ledger Type. If

left blank, AA will be defaulted.
Ledger Type

____________

Balances
1.

Enter a Y to suppress posting

accounts with zero balances from
being displayed. If left blank, N
will be defaulted.
Suppress Zero Balances

____________

Subledger
1.

Enter the Subledger and Subledger

Type to be used when calculating
account balances. If left blank, a
blank Subledger and blank Subledger
Type will be defaulted.
Subledger
Subledger Type

____________
____________

Currency Code
1.

Enter the Currency Code to be used

for calculating account balances.
If left blank, all currencies will
be defaulted.
Note: Use this
processing option only if
Multi-Currency is being used.
Currency Code

____________

Date Effective
1.

Enter a Y to
calculate Date
enter a N to
If left blank,
defaulted.

allow the user to

Effective Balances,
use Period End Dates.
N will be

1943

General Accounting

Date Effective Balances

____________

Enter a Y to show Thru Period as a

default display, enter a N to show
Thru Date. If left blank, N will
be defaulted.
Default Thru Period Display

____________

Reviewing Trial Balances by Subledger

You can review account balances for a specific subledger or for all subledgers.
To review trial balances by subledger
From the Accounting Reports and Inquiries menu (G0912), choose T/B by
Subledger.

1. On Trial Balance by Subledger, display all subledgers by using the default,

*, or complete the following fields to display account balances for a
specific subledger and type:

Subledger

Subledger Type

2. To limit the balances that the system displays, complete the following
fields:

1944

Company

Reviewing Trial Balances Online

Business Unit

Object Account

Ledger Type

Currency Code

3. To specify a through date, type the date in the following field:

Thru Date

If you leave this field blank, the system supplies the ending date of the
current period for the company.
4. To specify a period, click the Period option and type the period number in
the Period field.
5. Click Find.
Note: Subledger detail information appears only if the Posting Edit field
for an account is L or blank. You define the Posting Edit code when you
set up or revise an account.

See Also

Defining Accounts That Require Subledgers

Processing Options for Trial Balance by Subledger

Ledger Type
1.

Enter the default Ledger Type. If

left blank, AA will be defaulted.
Ledger Type

____________

Currency Code
1.

Enter the Currency Code to be used

for calculating account balances.
If left blank, all currencies will
be defaulted.
Note: Use this
processing option only if
Multi-Currency is being used.
Currency Code

____________

1945

General Accounting

Date Effective
1.

Enter a Y to
calculate Date
enter a N to
If left blank,
defaulted.

allow the user to

Effective Balances,
use Period End Dates.
N will be

Date Effective Balances

Enter a Y to show Thru Period as a

default display, enter a N to show
Thru Date. If left blank, N will
be defaulted.
Default Thru Period Display

1946

____________

Reviewing Account Ledgers and Balances Online

You might need to review detailed transactions and balances for your accounts
in different formats and sequences. The General Accounting system provides a
variety of online inquiries to facilitate your review.
Reviewing account transactions and balances consists of:
- Reviewing account ledgers
- Reviewing account ledgers by object account
- Reviewing account ledgers by category code
- Reviewing account ledgers in an as if" currency
- Reviewing account balances by G/L period
- Reviewing account balances by subledger

Which Online Inquiry You Should Choose

The online ledger and balance inquiries provide information for a specific
account. They access the Account Ledger table (F0911), which contains detailed
transactions, the Account Balances table (F0902), which contains posted
balances, or both of these tables. The inquiry that you choose depends on what
you want to review and how you want to see it displayed, as the following list
describes:
Account ledger inquiry

Displays detailed domestic and foreign transactions from

the Account Ledger table (F0911). You can also display
transaction amounts as if" they were entered in a
currency other than the currency in which they were
actually entered.

Account ledger inquiry

by object account

Displays detailed domestic and foreign transactions from

the Account Ledger table using a selected object account,
across all business units. You can also display transaction
amounts as if" they were entered in a currency other
than the currency in which they were actually entered.

1947

General Accounting

Account ledger inquiry

by category code

Displays detailed domestic and foreign transactions from

the Account Ledger table using one of the category codes
that are set up for a governmentdefined (alternate) chart
of accounts. You can also display transaction amounts as
if" they were entered in a currency other than the
currency in which they were actually entered.

Account balances by
month

Displays monthly net changes and cumulative monthly

balances from the Account Balances table (F0902) for
each period of the fiscal year. The system includes net
posting totals for income statement accounts and
balances forward for balance sheet accounts.

Account balances by
subledger

Displays balances and posted amounts from the Account

Balances table (F0902) for the current period and for the
yeartodate in sequence by subledger and subledger
type.

Account balances by
statutory accounts

Displays balances from the Account Balances table

(F0902) by company or organization structure using one
of the category codes that are set up for a
governmentdefined (alternate) chart of accounts.
See Working with an Alternate Chart of Accounts.

Account balance
comparison

Displays balances from two different ledgers in the

Account Balances table (F0902). This inquiry can include
a calculated comparison or the cumulative balances for
each ledger. For example, this inquiry is helpful in
comparing budgets to actual amounts.
See Reviewing Trial Balances and Ledger Comparisons.

See Also

1948

Setting Up MultiCurrency for information about posting account balances

by currency code

Reviewing Account Ledgers and Balances Online

Reviewing Account Ledgers

You can review detailed transactions for an account by date range, subledger,
and ledger type. You can also use additional selections, such as posted code, to
narrow the search for transactions to review.
Reviewing account ledgers consists of the following tasks:

Locating account ledger transactions

Reviewing source and details for a transaction

Reviewing account balances by currency

The system displays both posted and unposted transactions from the Account
Ledger table (F0911).
After you move the cursor to the row heading in the left column on the form,
the system displays a paper clip icon to indicate when the transaction (for
example, the journal entry) has additional text or another attachment.
The yeartodate period amount equals the posted ledger total if your date
selection meets these criteria:

The From Date is the first day of the fiscal year.

The Thru Date is the last day of the month specified.

The From Date and the Thru Date are in the same fiscal year.

The yeartodate and cumulative period amounts might not equal the posted
ledger total if you cross over a fiscal year or if you display only part of the
current fiscal year.
If you are reviewing an income statement account, the yeartodate and
cumulative period amounts are equal. The cumulative period amount does not
appear for an income statement account.
The system provides a ledger total (posted and unposted amounts) and an
unposted total. The difference between these totals is the posted total.
Using the Second Ledger processing option, you can review transactions for two
ledger types at the same time. A second ledger type is especially beneficial in
multiple currency environments because you can see transactions for foreign
and domestic currencies at the same time.

1949

General Accounting

To locate account ledger transactions

From the Accounting Reports and Inquiries menu (G0912), choose Account
Ledger Inquiry.

1. On Work With Account Ledger, complete the following field:

Account

2. To review a ledger other than AA (actual amounts), replace the value in

the following field:

Ledger Type 1

3. If you set a second ledger type in the processing option, you can replace
the value in the following field:

Ledger Type 2

4. To display a range of transaction dates, complete the following fields:

From Date

Thru Date

5. To display one subledger, complete the following fields:

Subledger/Type

6. If you use more than one currency, complete the following field:

1950

Currency Code

Reviewing Account Ledgers and Balances Online

7. Click one of the following options, if necessary:

Posted

Unposted

All

8. To limit your search for transactions further, use the querybyexample

fields in the detail area.
For example, you might want to search for a specific document type,
document number, batch number, or G/L posted code.
9. Click Find.
10. To print the account ledger, from the Row menu, click Print Ledger.
After you complete these steps, you can review the source document and
related information.
See Also

Reviewing Account Ledgers in an As If" Currency for information about

reviewing as if" currency amounts on the Account Ledger Inquiry form
To review source and details for a transaction

From the Accounting Reports and Inquiries menu (G0912), choose Account
Ledger Inquiry.
To change the review format and display columns in a useful order, select one
of the tabs or create your own.
After you locate an account ledger transaction, you can review the source
document and related information.
1. On Work With Account Ledger, to review a source document for a
transaction on the first ledger type, choose a transaction and click Select.
Or from the Row menu, choose Original Entry LT1.
The system displays the original journal entry, voucher entry, or other
originating entry.
2. To review a source document for a transaction on the second ledger type,
choose a transaction and from the Row menu, choose Original Entry LT2.
3. Return to Work With Account Ledger.

1951

General Accounting

4. From the Row menu, choose Details to review detailed information about
the document on Account Ledger Detail.

5. From the Form menu on Account Ledger Detail, choose Additional Details
to access Account Ledger Additional Details.

6. On Account Ledger Additional Details, review the fields as needed.

1952

Reviewing Account Ledgers and Balances Online

To review account balances by currency

From the Accounting Reports and Inquiries menu (G0912), choose Account
Ledger Inquiry.
If you use Detailed Currency Restatement processing, you can review the
reporting currency ledger and one of the following ledger types on Account
Ledger Inquiry:

The alternate (stable) currency ledger (XA)

The local currency ledger (AA)

If you post transactions by currency to the Account Balances table (F0902), you
can review currencyspecific account balances for the AA and CA ledgers on
Account Balance by Currency Code.
1. On Work With Account Ledger, choose the account to review.

1953

General Accounting

2. From the Form menu, choose Currency Balances.

3. On Account Balance by Currency Code, review the amounts in the detail

area.

1954

Reviewing Account Ledgers and Balances Online

Processing Options for Account Ledger Inquiry

Defaults
Any values entered in the following
options will be loaded upon entry
into the program:
Account Number
From Date
Through Date
Ledger Type

____________
____________
____________
____________

More Defaults
Any values entered into the following
options will be loaded upon entry
into the program:
Subledger G/L
Subledger Type
Currency Code

____________
____________
____________

From Date
Enter a 1 to load the from date with the
beginning of the current fiscal year
when the from date is left blank.
Enter a 2 to load the from date with
the beginning of the current period
when the from date is left blank.
From Date Method

____________

Second Ledger
Enter a 1 to display a second ledger
type to view two ledger types at one
time. Leave blank to display one
ledger type only.
Display Second Ledger Type

____________

Enter a default value for the second

ledger type if the second ledger
type is activated above.
Ledger Type

____________

Exits
For document type PK or PN: enter a 1
to exit to Journal Entries when
going to the source document. Leave
blank to go to Manual Payments.
Exit for PK or PN

____________

As-If Currency
Enter the currency code for as-if
currency display. This option allows
for amounts to display in a currency
other than the currency they are

1955

General Accounting

stored in. This as-if currency

option is activated by the form exit
As-If Currency. Amounts will be
translated and displayed in this
as-if currency. If left blank,
amounts will display in their
database currency. Only the amounts
associated with Ledger Type 1 will
be converted to the as-if currency.
As-If Currency

____________

Enter the as of date for processing the

current exchange rate for the as-if
currency. If left blank the thru
date will be used.
Exchange Rate Date

____________

Reviewing Account Ledgers by Object Account

You can review detailed transactions for an object account across all business
units.
You can use all of the criteria that are available in the Account Ledger Inquiry
program to limit your search for transactions to review.
After you move the cursor to the row heading in the left column on the form,
the system displays a paper clip icon to indicate when the transaction (for
example, the journal entry) has additional text or another attachment.
Using the Second Ledger processing option, you can review transactions for two
ledger types at the same time. A second ledger type is especially beneficial in
multiple currency environments because you can see transactions for foreign
and domestic currencies at the same time.
The system displays both posted and unposted transactions from the Account
Ledger table (F0911).
To review account ledgers by object account
From the Accounting Reports and Inquiries menu (G0912), choose Account
Inquiry by Object Account.

1956

Reviewing Account Ledgers and Balances Online

1. On Work With Account Ledger by Object Account, complete the

following field:

Object/Sub

2. To review a ledger other than AA (actual amounts), replace the value in

the following field:

Ledger Type 1

3. If you set a second ledger type in the processing option, you can replace
the value in the following field:

Ledger Type 2

4. To display a range of companies, complete the following fields:

From Company

Thru Company

5. To display a range of transaction dates, complete the following fields:

From Date

Thru Date

6. To display one subledger, complete the following fields:

Subledger/Type

7. If you use more than one currency, complete the following field:

Currency Code

1957

General Accounting

8. Click one of the following options, if necessary:

Posted

Unposted

All

9. To further limit your search for transactions, use the querybyexample

fields in the detail area.
For example, you might want to search for a specific document type,
document number, batch number, or G/L posted code.
10. Click Find.
11. To print the account ledger, from the Row menu, click Print Ledger.

See Also

Reviewing Account Ledgers in an As If" Currency for information about

reviewing as if" currency amounts on the Account Inquiry by Object
Account form

Processing Options for Account Ledger Inquiry by Object Account

Defaults
Any values entered in the following
options will be loaded upon entry
into the program:
Object/Subsidiary Account Number
From Date
Through Date
Ledger Type
Subledger G/L
Subledger Type
Currency Code

____________
____________
____________
____________
____________
____________
____________

Second Ledger
Enter a 1 to display a second ledger
type to view two ledger types at one
time. Leave blank to display one
ledger type only.
Display Second Ledger Type

____________

Enter a default value for the second

ledger type if the second ledger
type is activated above.
Ledger Type

____________

Exits
For document type PK or PN: enter a 1
to exit to Journal Entries when

1958

Reviewing Account Ledgers and Balances Online

going to the source document. Leave

blank to go to Manual Payments.
Exit for PK or PN

____________

As-If Currency
Enter the currency code for as-if
currency display. This option allows
for amounts to display in a currency
other than the currency they are
stored in. This as-if currency
option is activated by the form exit
As-If Currency. Amounts will be
translated and displayed in this
as-if currency. If left blank,
amounts will display in their
database currency. Only the amounts
associated with Ledger Type 1 will
be converted to the as-if currency.
As-If Currency

____________

Enter the as of date for processing the

current exchange rate for the as-if
currency. If left blank the thru
date will be used.
Exchange Rate Date

____________

Reviewing Account Ledgers by Category Code

You can review detailed transactions for any of the category codes that are set
up for an alternate (statutory) chart of accounts. You specify the category code
(21, 22, or 23) in the Category Code processing option for this program.
You can use all of the criteria that are available in the Account Ledger Inquiry
program to limit your search for transactions to review.
After you move the cursor to the row heading in the left column on the form,
the system displays a paper clip icon to indicate when the transaction (for
example, the journal entry) has additional text or another attachment.
Using the Second Ledger processing option, you can review transactions for two
ledger types at the same time. A second ledger type is especially beneficial in
multiple currency environments because you can see transactions for foreign
and domestic currencies at the same time.
The system displays both posted and unposted transactions from the Account
Ledger table (F0911).

1959

General Accounting

To review account ledgers by category code

From the Accounting Reports and Inquiries menu (G0912), choose Account
Inquiry by Category Code.

1. On Work With Account Ledger by Category Code, complete the following

field:

Alternate Account

2. To review a ledger other than AA (actual amounts), replace the value in

the following field:

Ledger Type 1

3. If you set a second ledger type in the processing option, you can replace
the value in the following field:

Ledger Type 2

4. To display a range of companies, complete the following fields:

From Company

Thru Company

5. To display a range of transaction dates, complete the following fields:

1960

From Date

Thru Date

Reviewing Account Ledgers and Balances Online

6. To display one subledger, complete the following fields:

Subledger

Sub Type

7. If you use more than one currency, complete the following field:

Currency Code

8. Click one of the following options, if necessary:

Posted

Unposted

All

9. To display company subtotals, click the following option:

Display Company Subtotals

10. To further limit your search for transactions, use the querybyexample
fields in the detail area.
For example, you might want to search for a specific document type,
document number, batch number, or G/L posted code.
11. Click Find.
12. To print the account ledger, from the Row menu, click Print Ledger.

See Also

Reviewing Account Ledgers in an As If" Currency for information about

reviewing as if" currency amounts on the Account Inquiry by Category
Code form

Processing Options for Account Ledger Inquiry by Category Code

Category Code
Enter the account category code (21-23)
to inquire on. The default value of
blank will use category code 21.
Category Code (21-23)

____________

Defaults
Any values entered in the following
options will be loaded upon entry
into the program:
Alternate Account
From Date
Through Date
Ledger Type
Subledger G/L
Subledger Type

____________
____________
____________
____________
____________
____________

1961

General Accounting

Currency Code

____________

Second Ledger
Enter a 1 to display a second ledger
type to view two ledger types at one
time. Leave blank to display one
ledger type only.
Display Second Ledger Type

____________

Enter a default value for the second

ledger type if the second ledger
type is activated above.
Ledger Type

____________

Exits
For document type PK or PN: enter a 1
to exit to Journal Entries when
going to the source document. Leave
blank to go to Manual Payments.
Exit for PK or PN

____________

Enter the as of date for processing the

current exchange rate for the as-if
currency. If left blank the thru
date will be used.
Exchange Rate Date

1962

____________

Reviewing Account Ledgers and Balances Online

Reviewing Account Ledgers in an As If Currency

You can review account ledger transactions as if they were entered in a
currency other than the currency in which they were actually entered. This
functionality, which is called as if" currency processing, is available on the
following general ledger inquiry forms:

Account Ledger Inquiry

Account Inquiry by Object Account

Account Inquiry by Category Code

With as if" currency processing, you can review amounts in the French franc as
if they were entered in the euro. Likewise, you can review amounts in the
Japanese yen as if they were entered in the U.S. dollar, and so on. To review
amounts in an as if" currency, you must set the As If Currency processing
options accordingly.
You can view as if" amounts associated with your domestic ledger (AA) or any
other ledger. However, be aware that if you view amounts for the CA (foreign
currency) ledger, the amounts are meaningless, because the CA ledger contains
more than one currency and as if" processing is designed to convert only one
currency at a time.
One of the advantages of the as if" currency functionality is that it does not
impact disk space. The amounts that you view are kept in temporary memory.
They are not stored in a table.
To review account ledgers in an as if" currency
The following steps describe how to view domestic and as if" currency
amounts using the Account Ledger Inquiry form. Remember, you can view as
if" currency amounts for ledgers other than your AA ledger.
From the Accounting Reports and Inquiries menu (G0912), choose Account
Ledger Inquiry, Account Inquiry by Object Account, or Account Inquiry by
Category Code.
1. Locate transactions for an account as usual, but enter ledger type values
as described in the following steps.
2. To view domestic amounts in an as if" currency using the one ledger
format:

Enter AA in the Ledger Type 1 field.

1963

General Accounting

Choose As If Currency from the Form menu. The As If Currency menu

option acts like a toggle" between the domestic currency and the as if"
currency amounts.

If the As If field appears in the upperright corner of the form, you are
viewing amounts in the as if" currency. If the field does not appear, you
are viewing amounts in the domestic currency.

1964

Reviewing Account Ledgers and Balances Online

3. To view domestic amounts alongside an as if" currency using the two
ledger format:

Enter AA in the Ledger Type 1 and Ledger Type 2 fields.

Scroll to the right to view both the LT 1 and LT 2 amounts in the

detail portion of the form.

Choose As If Currency from the Form menu. The as if" currency
amounts display in the LT 1 column and the domestic amounts
display in the LT 2 column.

4. To print as if" currency amounts for an account, choose Print Ledger
from the Form menu while viewing the as if" amounts.

Reviewing Account Balances by G/L Period

You can review balances for a general ledger period in your accounts for
information, such as:

Monthly net changes (net postings) and cumulative monthly balances for
each period of the fiscal year for a single account

Prior yearend net posting amounts for profit and loss accounts

Prior yearend balance forwards for balance sheet accounts

This program is helpful after you run the Close Fiscal Year program. You can
quickly review amounts for balance forward and prior year ending net postings
to verify that closing was successful.

1965

General Accounting

This online inquiry displays information from the Account Balances table
(F0902).
To review account balances by G/L period
From the Accounting Reports and Inquiries menu (G0912), choose Account
Balance by Month.
1. On Account Balances, complete the following field:

Account Number

Use Work With Fiscal Date Patterns to define the periodending dates that
appear on Account Balances.

2. To view information for a different fiscal year, complete the following

field:

Fiscal Year

3. To limit your search, complete the following fields:

Ledger Type

Subledger/Type

Currency Code

4. Click Find.

1966

Reviewing Account Ledgers and Balances Online

5. Review the following fields:

PYE Net Postings

Balance Forward

Field

Explanation

Subledger/Type

A code that identifies a detailed auxiliary account within a

general ledger account. A subledger can be an equipment
item number or an address book number. If you enter a
subledger, you must also specify the subledger type.

Balance Forward

The cumulative prior yearend balance. The system uses

this amount as the beginning balance for balance sheet
and job cost accounts.
NOTE: Do not confuse this amount with the prior
yearend net posting amount. The prior yearend net
posting amount includes only the postings from the prior
year. It does not include the ending balance of the
previous year. The prior yearend net postings are
typically used for profit and loss statement comparisons.

PYE Net Postings

The prior yearend net postings. The system uses this

number for profit and loss statement comparisons.
NOTE: Do not confuse this number with the prior
yearend cumulative balance. The prior yearend
cumulative balance is typically used for balance sheet and
job cost carryforward amounts.

Processing Options for Account Balances by Month

Defaults
Fiscal Year
Ledger Type
Subledger
Subledger Type
Currency Code

____________
____________
____________
____________
____________

1967

General Accounting

Reviewing Account Balances by Subledger

You can use online inquiry to review account balance information by subledger
and subledger type for a particular account.
This online inquiry includes posted amounts and balances for the current period
and yeartodate from the Account Balances table (F0902).
To review account balances by subledger
From the Accounting Reports and Inquiries menu (G0912), choose Account
Balance by Subledger.

1. On Account Balance by Subledger, complete the following field:

Account Number

2. To limit your search with an ending date or to a specific accounting

period, complete one of the following fields:

Thru Ending Date

Period

If you leave both fields blank, the program uses the ending date of the
current period.
The Net Posting Thru Date field shows the net balance posted
yeartodate, while the Net Posting for Period field shows the net balance
for the current period.

1968

Reviewing Account Ledgers and Balances Online

3. To review amounts posted in a different currency, complete the following

field:

Currency Code

4. Click Find.
Note: The system displays subledger detail information on Account
Balances by Subledger only if the Posting Edit field is not S.

1969

General Accounting

1970

Financial Reports
In most businesses, the accounting department or controller's office is required
to produce certain financial reports on a regular basis. Typically, these reports
are produced at the end of a period or fiscal year.
Working with financial reports consists of:
- Printing simple financial reports
- Printing consolidated financial reports
- Printing monthly spreadsheets
- Printing variance analysis reports
- Forecasting G/L cash flow

Features of Financial Reports

The following list describes the features of financial reports:
Standard reports

You can use any of the standard templates provided with

the J.D. Edwards software. A report template contains a
fixed format for your data and predefines the number of
columns, their order, and headings.

Custom reports

You can create your own version using any report

template. A single report version can contain amounts for
individual companies or consolidated totals for several
companies.
You can design additional, customized financial reports
using the Financial Reporting feature.

Detail and summary

information on your
reports

You can print different levels of summarization on

financial reports by specifying a level of detail. You can
select a fiscal period and year with a processing option, or
use the default fiscal period defined on Set Financial
Report Date.
Through AAIs, you assign the account ranges and
subtotals that the system will use for the reports.

201

General Accounting

Sources for Financial Report Information

Financial reports combine information from the Business Unit Master (F0006),
the Account Master (F0901), and the Account Balances (F0902) tables.
The following graphic illustrates the tables that provide information for financial
reports.
Sources for Financial Reports
Business Unit Number
Business Unit Name
Company
30 Business Unit Category Codes

The system joins

the tables using a
Business View

Business Unit
Master
(F0006)

Business Unit Number

Business Unit Name
Company
30 Business Unit Category Codes
Account Descriptions
23 Account Category Codes

Account
Master
(F0901)

Account Number
Account Description
23 Account Category Codes

Account
Balances
(F0902)

Account ID
Fiscal Year
Ledger Type
Subledger
14 Periods of Net Postings
Prior Year Net
Prior Year Cumulative

Financial
Reports

202

Printing Simple Financial Reports

At the end of each financial period, most companies produce financial reports.
To compare current period and yeartodate amounts to amounts for the same
period in the prior year, you can print an income statement. To assess your
company's financial position, you can print a balance sheet.
Printing simple financial reports consists of:
- Printing a simple income statement
- Printing a simple balance sheet
These reports use information stored in the Business Unit Master (F0006), the
Account Master (F0901), and the Account Balances (F0902) tables.

Printing a Simple Income Statement

From the Financial Reports menu (G10), choose Simple Income Statement.
A simple income statement tracks revenues and expenses and the net income or
loss for a specific period of time. To print a simple income statement, all your
profit and loss accounts must be grouped together in your chart of accounts and
cannot be interrupted by any balance sheet accounts.
Some examples of special interim totals for this report follow:

Gross Margin

Net Profit Before Taxes

Net Income (Loss)

Before You Begin

- Verify that you have set up AAI items FSxx. These items establish the
optimal interim totals on the income statement.
- Verify that your financial reporting period is set correctly. See Changing a
Financial Reporting Date.

203

General Accounting

See Also

R10211B, Simple Income Statement in the Reports Guide for a report

sample

Processing Options for Simple Income Statement

Date
1. Enter the period number and fiscal
year the report should be based
upon. If left blank, the financial
reporting date will be used.
Period Number
Fiscal Year

____________
____________

LOD
1. Enter the lowest level of account
level of detail to print on the
report.
LOD

____________

Signs
1. Enter a zero to print amounts in
their original debit and credit
format. Enter a 1 to reverse the
signs for Income Statement accounts
(revenues will print as positives
and expenses as negatives). Enter a
2 to reverse the sign of Revenue
Accounts only (revenues and expenses
will print as positive).
Reverse Sign

____________

Computations
1. Enter a 1 to have net income
calculated. If left blank, no
calculation will occur.
Calculate Net Income

____________

Headings
1. Enter a 1 to print headings with page
number and run date on each page.
Enter a 2 to print headings without
page number and run date on each
page. If left blank, headings will
print on the first page only.
Print Headings
2. Enter the date title type to print in
the page header. If left blank, no
date title will print.
Date Title Type

204

____________

Printing Simple Financial Reports

Data Selection and Data Sequence for Simple Income Statement

You must select the object accounts that you want to include on the report. For
example, if your profit and loss accounts begin with object account 5000, select
Object Account GE (greater than or equal to) 5000.
You must also specify a ledger type. If you do not, the system will combine all
ledger types, which could produce inaccurate results.
J.D. Edwards financial reports are designed to print in the following sequence:

Company

Business unit report codes

Account master report codes

Business unit

Object account

Subsidiary

Examples of the data sequence that is required for specific types of reports are
as follows:
For a business unit
report

The data sequence should be:

For a business unit

consolidation report

The data sequence should be:

For a company
consolidation report

The data sequence should be:

Business Unit
Object Account
Subsidiary

Company
Object Account
Subsidiary

Object
Subsidiary

205

General Accounting

The data sequence item that immediately precedes the object account
determines page breaks and totals for all financial reports. For example, if the
data sequence is by company, object account, and subsidiary, page breaks and
totals occur when the company number changes. If the object account is the first
data sequence item, the report has no page breaks and totals only at the end.
You can change the subtotals by changing the sequence and level breaks in the
report design tool. For example, you can create subtotals by specifying category
codes for level breaks.

Printing a Simple Balance Sheet

From the Financial Reports menu (G10), choose Simple Balance Sheet Report.
A simple balance sheet tracks assets, liabilities, and equity by business unit or
company. To print a simple balance sheet, all your balance sheet accounts must
be grouped in your chart of accounts and cannot be interrupted by any profit
and loss accounts.
You can use a balance sheet to track financial information for the following
items:

Current period

Prior period end

Prior year end

Net change for the period and year

Before You Begin

- Validate the net income amount on your income statement. This amount is
the yeartodate income (loss) on the balance sheet.
- Verify that you have set up AAI items GLG2, GLG3, and GLG5. These
items establish the beginning and ending ranges for balance sheet
accounts.
- Verify that your financial reporting period is set correctly. See Changing a
Financial Reporting Date.
- For reports at the crossover to a new year, verify that the Annual Close
program (R098201) ran successfully. Balance forward amounts are not
created until the close process is complete. See Closing a Fiscal Year for
more information.

206

Printing Simple Financial Reports

See Also

R10111B, Simple Balance Sheet in the Reports Guide for a report sample

How Net Income Is Calculated

The system does not perform calculations on the actual revenue and expense
accounts (5000 - 9999) to derive an net income amount. Instead, it uses the
following equation:
Assets - (Liabilities + Equity) = Net Income
This method of calculating the net income saves a considerable amount of
processing time when you produce a balance sheet.
Example: Net Income Calculation
Assets

6,966,772.54

Liabilities + Equity

- <6,164,757.37>

Net Income

13,131,529.91

This calculation is based on the following items:

Assets

6,966,772.54

Liabilities + Equity:
Current Liabilities
LongTerm Liabilities

3,755,755.74
27,576.49

Common Stock

267,500.00

PaidinCapital

1,535,017.77

Retained Earnings
Total Liabilities + Equity

<11,750,607.37>
<6,164,757.37>

(The system uses this computed total in the net income

calculation.)

207

General Accounting

Processing Options for Simple Balance Sheet

Date
1.

Enter fiscal period and year. Leave

blank to use the financial reporting
Year and Period.
Period:
Year:

____________
____________

LOD
1.

Specify the lowest account level of

detail to be printed (e.g., 7).
Level of Detail:

____________

Signs
1.

Enter a 2 to print expense and

liability accounts as positive
amounts. If left blank, the accounts
will print as negative amounts.
Minus Amounts:

____________

Computations
1.

Enter a 1 to compute Balance Sheet

Net Income. If left blank, no
computations will be performed.
Computations:

____________

Headings
1.

Enter a 1 to cause page skipping

and to print headings with page
numbers and run date on every page.
Enter a 2 to cause page skipping
and to print headings without page
numbers and run date on every page.
If blank, heading will print on the
first page only.
Print Headings

Enter the date title type to print

in the page header. If left blank,
no date title will print.
Date Title Type

208

____________

Printing Simple Financial Reports

Data Selection and Data Sequence for Simple Balance Sheet

You must select the object accounts that you want to include on the report. For
example, if your profit and loss accounts begin with object account 5000, you
could select Object Account LE (less than or equal to) 4999.
You must also specify a ledger type. If you do not, the system will combine all
ledger types, which could produce inaccurate results.
J.D. Edwards financial reports are designed to print in the following sequence:

Company

Object account

Subsidiary

If you do not use company as your first sequence, the system uses the
information for company 00000 to determine the financial reporting date.
You must always use a sequence by object account and subsidiary to protect the
integrity of your data and ensure that the level of detail subtotals are accurate.
To print a report across many business units or companies, use a sequence by
object account and subsidiary only.
The data sequence item that immediately precedes the object account
determines page breaks and totals for all financial reports. For example, if the
data sequence is by company, object account, and subsidiary, page breaks and
totals occur when the company number changes. If the object account is the first
data sequence item, the report has no page breaks and totals only at the end.

209

General Accounting

2010

Printing Consolidated Financial Reports

At the end of each financial period, most companies produce financial reports.
To combine income or balance sheet information across companies or business
units, you can print consolidated financial reports.
Using a report version that has been customized for your organization, you can:
- Print consolidated income statements
- Print consolidated balance sheets
These reports use information that is stored in the Business Unit Master (F0006),
the Account Master (F0901), and the Account Balances (F0902) tables.

Before You Begin

- J.D. Edwards provides several DEMO versions of these reports. Before you
print them, you must first define the column headings and data that you
want to appear in each column of the report. For more information, see
Working with Objects in Report Sections in the OneWorld Enterprise Report
Writing Guide.

Report Formats

You can define as many columns as will fit on the printed report.

You define the column headings for the report.

Each financial report includes a consolidated column. The system

calculates the consolidated column based on the amounts in the other
columns.

Amounts on the report appear as whole currency amounts. Decimal

amounts are omitted.

Printing Consolidated Income Statements

From the Financial Reports menu (G10), choose Consolidated Income 7
column.

From the Financial Reports menu (G10), choose Consolidated Balance Sheet.
To make balance sheet comparisons using combined totals for companies or
business units, print a consolidated balance sheet for the current period or
yeartodate.
You can consolidate up to seven different reporting entities on the consolidated
balance sheet.

See Also

R10311A, Consolidated Balance Sheet in the Reports Guide for a report

sample

2013

General Accounting

Processing Options for Consolidating Balance Sheet

Date
Enter the period number and fiscal year
that the report will be based upon.
If left blank, the financial
reporting date will be used.
Period Number
Fiscal Year

____________
____________

LOD
Enter the lowest Account Level of Detail
(3-9) to be printed on the report.
Account LOD

____________

Signs
Enter a zero to print amounts in their
original debit and credit format.
Enter a 1 to reverse the sign on
Liability and Equity accunt (all
amounts will print as positive).
Reverse Sign

____________

Computations
Enter a 1 to have YTD net income
computed. If left blank, no
computation will be performed
Compute YTD Net Income

____________

Headings
Enter a 1 to print headings with page
number and run date on each page.
Enter a 2 to print headings without
page number and run date on each
page. If left blank, headings will
print on the first page only.
Print Headings

____________

Enter the date title type to print in

the page header. If left blank, no
date title will print.
Date Title Type

2014

____________

Printing Consolidated Financial Reports

Data Selection and Data Sequence for Consolidated Balance Sheet

The first data selection must be the object account range for your balance sheet
accounts. The DEMO versions have predefined columns for specific companies.
To create a report for companies other than those that are defined in the DEMO
versions, you must use the Report Design Aid functions in the OneWorld
reporting feature to set up data selection and column titles.
You must sequence by object and subsidiary account only. If you do not, your
column data will be spread over many pages.
This report uses company 00000 to determine the default financial reporting
date.

2015

General Accounting

2016

Printing Monthly Spreadsheets

From the Financial Reports menu (G10), choose Monthly Spreadsheet.

To examine trends in your company's financial activity, print the Monthly
Spreadsheet. You can analyze actual and budget amounts for:

Period to date

Year to date

You can also print this spreadsheet to show current period amounts with budget
amounts for future periods.
This batch report uses information stored in the Account Balances table (F0902).
The monthly spreadsheet rounds to the thousands. For example, if the amount is
2700, it rounds to 3000 and prints as 3." If you want a spreadsheet with
different specifications, you can design your own using the financial report
writer.

Before You Begin

- Verify that your financial reporting period is set correctly. See Changing a
Financial Reporting Date.

See Also

2. If the option for Column Format = 3,

enter the ledger type for the
remaining budget. If left blank,

2018

Printing Monthly Spreadsheets

ledger type BA will be used.

Budget Ledger Type

____________

3. Enter the ledger type. If left

blank, ledger type AA will be used.
Ledger Type

____________

2019

General Accounting

2020

Printing Variance Analysis Reports

From the Financial Reports menu (G10), choose Variance Analysis or Variance
Analysis w/5 Months.
To compare actual to budget amounts and compute current period and
yeartodate variances, use the variance analysis reports. Two formats are
available:

Variance analysis

Variance analysis with five months actual

Variance Analysis
The Variance Analysis report lists budget and actual amounts, and shows the
difference (variance) between the two amounts. In addition, the percentage
associated with each line item reflects the percentage of revenues. The
percentage of budget associated with each line item is equal to the variance
divided by the budget for the current period or yeartodate.

See Also

R10212A, Variance Analysis in the Reports Guide for a report sample

Processing Options for Variance Analysis

Date
Enter the period number and fiscal year
the report should be based upon. If
left blank, the current period from
the financial reporting date will be
used.
Period Number
Fiscal Year

____________
____________

LOD
Enter the lowest Account Level of Detail
(3-9) to be printed on the report.
Account Level Of Detail

____________

2021

General Accounting

Signs
Enter a zero to print amounts in their
original debit and credit format.
Enter a 1 to reverse the signs for
income statement accounts (revenues
will print as positive and expenses
will print as negative). Enter a 2
to reverse the signs on liability
and equity accounts. Enter a 3 to
reverse the signs of revenue
accounts only (revenues and expenses
will print as positive).
Reverse Signs

____________

Calculations
Enter a 1 to calculate Balance Sheet Net
Income. Enter a 2 to calculate P/L
Net Income. If left blank, no
calculation will be performed.
Calculate Net Income

____________

Enter the date title type to print in

the page header. If left blank, no
date title will print.
Date Title Type

____________

Ledgers
Enter the Actual and Budget Ledger Types
to base the report on. If left
blank, Ledger Type AA will be used
for Actual amounts and Ledger Type
BA will be used for Budget amounts.
Actual Ledger Type
Budget Ledger Type

____________
____________

Variance Analysis with Five Months Actual

The Variance Analysis with Five Months Actual report lists annual and
yeartodate budget amounts, yeartodate actual amounts, and the yeartodate
variance. The report also lists actual amounts for the period specified in the
processing option and the four preceding periods.

2022

Printing Variance Analysis Reports

Processing Options for Variance Analysis with 5 Months Actual

Date
Enter the fiscal year and period. If
left blank, the financial reporting
date will be used. For the
reporting date to be company
specific you must sequence by
company.
Period Number
Fiscal Year

____________
____________

LOD
Enter the lowest account level of detail
to print on the report (3-9). If
left blank, an account level of
detail of 9 will be used.
Account Level Of Detail

____________

Calculations
Enter a 1 to calculate Balance Sheet Net
Income. Enter a 2 to calculate P/L
Net Income. If left blank, no
calculation will be performed.
Calculate Net Income

____________

Headings
Enter a 1 to print page headings with
page number and run date on each
page. Enter a 2 to print page
headings without page number and run
date on each page. If left blank,
page headings will print on the
first page only.
Print Headings

____________

Enter the date title type to print in

the page header. If left blank, no
date title will print.

2023

General Accounting

Date Title Type

____________

Ledgers
Enter the Ledger Types to be used for
Actual and Budget amounts. If left
blank, Ledger Type AA will be used
for Actual Amounts and Ledger Type
BA will be used for Budget Amounts.
Actual Ledger Type
Budget Ledger Type

2024

____________
____________

Forecasting G/L Cash Flow

From the G/L Advanced and Technical Operations menu (G0931), choose G/L
Cash Forecasting.
As part of your daily cash forecasting activities, you can review a summary of
current balance information in your general ledger. To do so, you can create an
application (in the Enterprise Report Writer, for example) and run a G/L cash
forecasting report.

What Happens When You Run G/L Cash Forecasting

When you run G/L Cash Forecasting, the system:

Consolidates information from the Account Balances table (F0902) and

posted records in the Account Ledger table (F0911)

Summarizes information by G/L account, currency, and as of" date

Reflects a current balance as of a selected date

Updates account summary records in the G/L part of the Cash Forecasting
Summarization table (F0032)

J.D. Edwards recommends that you use the same cash type each time you run
this program if you want one set of G/L account information. Cash type indicates
the system in which the information originated, and can be up to five
alphanumeric characters. If this program has previously been run with a different
cash type, the result will be two sets of G/L account information under two
separate cash types in the Cash Forecasting Summarization table.
The Cash Forecasting Summarization table contains summary information from
G/L, A/P, and A/R. The table contains Amount and Currency Code fields for both
domestic and foreign amounts.

The domestic amount appears in the Amount Open field and its
corresponding currency code appears in the Currency CodeFrom field.

The foreign amount appears in the Amount OpenForeign field and, if a

monetary account exists, its corresponding currency code appears in the
Currency CodeTo field.

For nonmonetary accounts, the system displays the domestic amount and
currency code in the Foreign Amount and the Currency Code fields as
previously described.

2025

General Accounting

The following graphic illustrates the G/L cash forecasting process.

Account
Ledger
(F0911)

Account
Balances
(F0902)

(F0032)

Cash Forecasting
Summarization
Cash Type
Business Unit
Company
Due Date
To Currency Code

Windows
Spreadsheet

Report
Design Aid

Other
Custom
Programs

Processing Options for G/L Cash Forecasting

G/L Cash
1.

Enter the method of calculation used

to retrieve G/L Account balances
= Year to As Of date, 1 =
Period to As Of date, 2 =
Inception to As Of date
Balance Calculation Method
2.

____________

Enter the As Of date to retrieve

G/L Account balances. If left
blank, the current system date will
be used as the As Of ending date.
As Of Date

____________

Cash Type
3.

Enter the cash type to designate a

G/L record in the Cash Forecasting
file. If left blank, 09 will be
used as the cash type.
Cash Type

2026

____________

Forecasting G/L Cash Flow

Data Selection and Data Sequence for G/L Cash Forecasting

You should include a range of specific accounts in the data selection. If you
include all accounts, the processing time for this program is very lengthy.
Account ID is the first sequence item in the DEMO version and should not be
changed.

See Also

Forecasting A/P Cash Flow in the Accounts Payable Guide

Forecasting A/R Cash Flow in the Accounts Receivable Guide

2027

General Accounting

2028

Account Consolidations
The Account Consolidations programs enable you to group, or consolidate,
business unit account balances for online viewing and reports, if the balances
are in the same currency and all companies use the same fiscal date pattern.
Account consolidations consist of:
- Working with online consolidations
- Working with highvolume consolidations
The method that you choose depends on the availability of disk space. Both
methods use AAI items GLG6 (beginning revenue account) and GLG12 (ending
income statement account) to distinguish between balance sheet and income
statement accounts. When the system calculates cumulative balances, it adds the
prior yearend cumulative balance to the yeartodate amount for accounts that
are not income statement accounts.

211

General Accounting

Advantages and Disadvantages of Each Method

Online

Advantages:

Is useful for consolidating small numbers of

companies or business units.
Includes realtime information for uptotheminute
consolidations.
Enables you to store criteria for future consolidations.
Controls the calculation method for ledger
comparison. For example, you can have the system
subtract budgets from actuals to calculate budget
variances or divide budgets by actuals to show a
budgettoactual ratio. Four calculation options are
available.
Accesses the ledger for viewing detail for business
units, down to the account level.
Requires less additional disk space than the
highvolume method because it creates fewer new
records. Instead, it uses the existing account balance
records.
Enables you to consolidate balances based on
multiple business unit category codes.
Enables you to use the parentchild relationships that
you create in organization report structures.

Disadvantages:

HighVolume

Provides viewing capability only, although you can

export the information in the detail area to a
spreadsheet for analysis.
Causes increased processing time, based on the
number of business units.

Advantages:

Is useful for consolidating large balances and numbers

of companies or business units.
Enables results to be used in financial reporting.
Allows batch mode for running consolidations
overnight. Processing in batch mode is useful to
consolidate a large number of business units or
accounts, or both.

Disadvantages:

212

Requires additional disk space because several

programs add records to tables and build a new
database that contains consolidation information
(pseudo records).
Prevents realtime access, due to batch mode.
Requires you to delete the prior consolidation and
then refresh the consolidation to update a
consolidation with new account balance information.
Limited to one category code per consolidation.

Working with Online Consolidations

With online consolidations, you can compare budget amounts to actual amounts
for a group of business units for a specific company, or compare different
budget ledgers, unit ledgers, and so on.
When you use online consolidations, you can consolidate business units and
review account balances by:

Category code, such as branch, office, or geographical region

Company, category code, and value (for example, types of expenses by

department, product type, and geographical region)

Organization report structure, within parent/child business units

By grouping business units, you can create consolidated trial balances, balance
sheets, and income statements.
Working with online consolidations consists of:
- Creating consolidations
- Reviewing consolidations

See Also

Reviewing Trial Balances Online

Working with Organization Report Structures

Working with HighVolume Consolidations

Creating Consolidations
When you create your consolidation, you can choose one of the following
methods to consolidate business units:

Category code method to consolidate business units by company, category

code, and value

Parent business unit to consolidate business units by organization report

structure

213

General Accounting

After you determine your choices for consolidation, you can use the Form menu
to choose the following ordered steps:

Store Inquiry to save your criteria

Refresh Business Units to process your account balances

Online Statements to create your consolidated financial statements

Example: Consolidating Business Units by Category Code

The following diagram and forms illustrate how you can consolidate business
units by category code.
Business Unit
Category Code 02 = DIVISION
Select DIVISION Value = 240
(Marketing)

Southern Branch
Marketing
122,000

Central Branch
Marketing

Western Branch
Marketing

220,000

129,000

Consolidated
Financial Reporting
DIVISION
Marketing

(02)
(240)

Consolidated Amount 471,000

214

Working with Online Consolidations

In this example, the first form contains information that has been entered for a
consolidation by category code.

The second form contains the results of the consolidation.

215

General Accounting

Example: Consolidating Business Units by Organization Report Structure

The following diagram and forms illustrate how you can consolidate business
units by organization report structure:
Board of Directors
BU 10000
Headquarters
BU 11000

Marketing
BU 11100

BU 11120
Eastern

Finance
BU 11200

Manufacturing
BU 11300

Engineering
BU 11400

Administration
BU 11500

BU 11130
Western

BU 11110
Midwest

BU
11210
HR

BU 11230
Payroll
BU
11220 IS

Chicago
BU 11111

Houston
BU 11113

Denver
BU 11112

In this example, the first form contains information that has been entered for a
consolidation by parent business unit. The relationships between the business
units are defined in the organization report structure. The parent business unit
determines where to begin in the structure. For example, business unit 1 might
be the parent for business units 3 and 4. However, business unit 3 might be
defined as a parent to business unit 5. You can determine the point at which to
begin your consolidation based on the parent number entered, 1 or 3.

216

Working with Online Consolidations

The second form contains the results of the consolidation.

Creating consolidations consists of:

Consolidating business units by company, category code, and value

Consolidating business units by organization report structure

217

General Accounting

To consolidate business units by company, category code, and value

From the Consolidations menu (G1011), choose Online Consolidations.
1. On Work With Online Consolidations, click Add.
2. On Review Online Consolidation, complete the following field:

Consolidation

3. Complete the following optional fields:

Description

Company

Category Code

Category Code - Business Unit

4. To view the business units that meet your criteria, click Find.

5. Verify that the business units are those that you want to consolidate.
6. To save your criteria, choose Store Inquiry from the Form menu.
This information is stored in the Online Consolidations Setup table
(F09218).

218

Working with Online Consolidations

7. To process the account balance, choose Refresh Business Unit from the
Form menu.
This information is stored in the Online Consolidation Detail table
(F092181).
The processing time for this step depends on the number of business units
and associated accounts that you are consolidating.
8. Click OK to acknowledge the system message about processing time.
9. Choose Online Statements from the Form menu.
10. On Online Consolidated Financial Statements, choose one of the following
types of online statements to review:

Trial Balance

Balance Sheet

Income Statement

For the balance sheet, the system calculates net income/loss based on AAI
item GLG5 and includes the description for that item on the form.
For the income statement, interim totals for gross margin, operating
income, and so on are defined in AAI item FSxx.
11. To view detail or summary amounts or to view a different level of detail,
complete one of the following fields:

Level Of Detail

Business Unit Detail

If you choose Business Unit Detail, you have access to additional detail
fields from the Row menu.
12. To view amounts for a different date, complete the following field:

Thru Date

13. To designate the ledgers to be compared on the report, complete the

following fields:

Ledger Type 1

Ledger Type 2

Subledger/Type

14. Click Find to activate the statement calculation.

219

General Accounting

Field

Explanation

Consolidation

The name corresponding to the Consolidated Business

Unit selection setup, (up to 10 characters).

Company

A code that identifies a specific organization, fund, entity,

and so on. The company code must already exist in the
Company Constants table (F0010) and must identify a
reporting entity that has a complete balance sheet. At this
level, you can have intercompany transactions.
Note: You can use Company 00000 for default values,
such as dates and automatic accounting instructions. You
cannot use Company 00000 for transaction entries.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter * (asterisk) to use the default values for Company
00000.

2110

Category Code

The Category Code (01 - 30) you want to include in the

consolidation.

Category Code - Business

Unit

The value in a particular business unit category code that

you want to use for selecting the business units to be
consolidated. These codes are set up in user defined
codes 00/xx, where xx corresponds to the category code
(0130) you specify.

Working with Online Consolidations

Field

Explanation

Category Code Method

Select the appropriate radio button. Category Code

Method allows consolidations based on Business Unit
Category Codes. Parent Business Unit Method allows
consolidations based on Organization Type Structure and
a Parent Business Unit. Masked Business Unit allows
consolidations based on Business Units that match
character position values.

Level Of Detail

A number that summarizes and classifies accounts in the

Business Unit Detail

A code that determines whether the system displays detail

or summary account information.
Check this box to display detail information. The system
automatically sets the Level of Detail field to 9. Uncheck
this box to display summary information. This is the
default.

Thru Date

A date that identifies the financial period to which the

2111

General Accounting

To consolidate business units by organization report structure

From the Consolidations menu (G1011), choose Online Consolidations.
1. On Work With Online Consolidations, click Add.
2. On Review Online Consolidation, complete the following fields:

Consolidation

Parent Business Unit Method

Type Structure

Parent Business Unit

3. Complete the following optional fields:

Description

Company

4. To view the business units that meet your criteria, click Find.
5. Verify that the business units are those that you want to consolidate.
6. To save your criteria, choose Store Inquiry from the Form menu.
This information is stored in the Online Consolidations Setup table
(F09218).
7. To process the account balance, choose Refresh Business Unit from the
Form menu.
This information is stored in the Online Consolidation Detail table
(F092181).
The processing time for this step depends on the number of business units
and associated accounts that you are consolidating.
8. Click OK to acknowledge the system message about processing time.
9. Choose Online Statements from the Form menu.
10. On Online Consolidated Financial Statements, choose one of the following
types of online statements to review:

Trial Balance

Balance Sheet

Income Statement

For the balance sheet, the system calculates net income/loss based on AAI
item GLG5 and includes the description for that item on the form.

2112

Working with Online Consolidations

For the income statement, interim totals for gross margin, operating
income, and so on are defined in AAI item FSxx.
11. To view detail or summary amounts or to view a different level of detail,
complete one of the following fields:

Level Of Detail

Business Unit Detail

If you choose Business Unit Detail, you have access to additional detail
fields from the row menu.
12. To view amounts for a different date, complete the following field:

Thru Date

13. To designate the ledgers to be compared on the report, complete the

following fields:

Ledger Type 1

Ledger Type 2

Subledger/Type

14. Click Find to activate the statement calculation.

Field

Explanation

Parent Business Unit

Method

Select the appropriate radio button. Category Code

Type Structure

A user defined code (00/TS) that identifies the type of

organizational structure, such as financial or responsibility.
Each type of structure can have a different hierarchy.

Parent Business Unit

The primary level in a business unit hierarchy. A parent in

one hierarchy can be a child in a different hierarchy.

Maintaining Information
You can use the Structure Revisions form to maintain the information that
appears for a parent/child business unit.

See Also

Working with Organization Report Structures

2113

General Accounting

Reviewing Consolidations
After a consolidation has been created, you can review the consolidation criteria
to determine if it is still appropriate for your needs, or you can update and
review the consolidated financial statements without recreating the consolidation
criteria.
Reviewing consolidations consists of the following:

Reviewing the consolidation criteria

Reviewing the consolidated financial statements

To review the consolidation criteria

From the Consolidations menu (G1011), choose Online Consolidations.

1. On Work With Online Consolidations, click Find to access the list of
consolidations.
2. Choose one of the consolidations and click Review from the Row menu.
3. On Review Online Consolidation, you can change any of the criteria and
click Find to review the consolidations again.
4. Verify that the business units are those that you want to consolidate.
5. To save your criteria, choose Store Inquiry from the Form menu.
This information is stored in the Online Consolidations Setup table
(F09218).

See Also

Creating Consolidations
To review the consolidated financial statements

From the Consolidations menu (G1011), choose Online Consolidations.

1. On Work With Online Consolidations, click Find to access the list of
consolidations.
2. Choose one of the consolidations and click Online Statements from the
Row menu.

2114

Working with Online Consolidations

3. On Online Consolidated Financial Statements, choose one of the following

types of online statements to review:

Trial Balance

Balance Sheet

Income Statement

For the balance sheet, the system calculates net income/loss based on AAI
item GLG5 and includes the description for that item on the form.
For the income statement, interim totals for gross margin, operating
income, and so on are defined in AAI item FSxx.
4. To view detail or summary amounts or to view a different level of detail,
complete one of the following fields:

Level Of Detail

Business Unit Detail

If you choose Business Unit Detail, you have access to additional detail
fields from the row menu.
5. To view amounts for a different date, complete the following field:

Thru Date

6. To designate the ledgers to be compared on the report, complete the

following fields:

Ledger Type 1

Ledger Type 2

Subledger/Type

7. Click Find to activate the statement calculation.

See Also

Creating Consolidations

Processing Options for Online Consolidations

Ledger Type
1.

Enter the default ledger types. If

Ledger Type Column 1 is left
blank, BA will be defaulted. If
Ledger Type Column 2 is left
blank, AA will be defaulted.
Ledger Type Column 1
Ledger Type Column 2

____________
____________

2115

General Accounting

When exiting to another application,

select the Ledger Type that the
called application should use.
Enter a 1 for Ledger Type 1, or a
2 for Ledger Type 2. If left
blank, 1 will be defaulted.
Exit With Ledger Type

____________

Balances
1.

Enter a Y to suppress posting

accounts with zero balances from
being displayed, if Business Unit
Detail is OFF. If left blank, N
will be defaulted.
Suppress Zero Balances

____________

Enter the Calculation Method to be

used when calculating variances.
A Addition, S Subtraction,
M Multiplication, or D Division. If left blank, S will
be defaulted.
Calculation Method

____________

Additional LT
1.

Enter Additional Ledger Types to be

used in calculating account balances
for Ledger Types 1 and 2. If left
blank, no Additional Ledger Types
will be used.
Additional Ledger Type 1
Additional Ledger Type 2

____________
____________

Subledger
1.

Enter the Subledger and Subledger

Type to be used for calculating
account balances. If left blank, a
blank Subledger and a blank
Subledger Type will be defaulted.
Subledger
Subledger Type

____________
____________

Account LOD
1.

Enter the Account Level Of Detail to

be used (3-9). If left blank, 9
will be defaulted.
Account Level Of Detail

____________

Currency Code
1.

2116

Enter the Currency Code to be used

for calculating account balances.
If left blank, all currencies will
be defaulted.
Note: Use this
processing option only if

Working with Online Consolidations

Multi-Currency is being used.

Currency Code

____________

BU Detail
1.

Enter a Y to display Business Unit

Detail, enter N to roll Business
Units together. If left blank. N
will be defaulted.
Business Unit Detail

____________

Process Mode
1.

Account Balances tables so that when you run subsequent
consolidations, the balances do not include amounts from
previous consolidations. This program also deletes prior
consolidation records from the Account Ledger table
(F0911) if journal entries were made to consolidated
accounts.

The system consolidates the account balances using one of the following:

Business Unit Category Codes (RP01RP30) in the Business Unit Master

table (F0006) for review by organizational structure

Account Master Category Codes (R001R023) in the Account Master table

(F0901) for review by an alternate chart of accounts

Working with highvolume consolidations consists of the following:

- Deleting prior highvolume consolidations
- Creating highvolume consolidations
- Reviewing highvolume consolidations

2119

General Accounting

Example: High-Volume Consolidation

In this example, the following business units are grouped together under the
West Region:

Business unit 5, associated with company 1

Business unit M10, associated with company 200

During highvolume consolidation, these two business units are consolidated

into a fictitious business unit named 02W, where:

2120

02 represents category code 02

W represents the category code value for West Region

Working with High-Volume Consolidations

The following diagram illustrates a highvolume consolidation that consolidates

data by region using business unit category code 2.
Company
00001

Company
00200

BU 3

BU 4

BU 5

BU M40

BU M20

BU M10

Region
Category
Code 02

Balance

121,000

240,000

115,000

420,000

315,000

20,000

Consolidated by category code 02

Company
Constants
Company 00800
(F0010)

BU Master
table
(F0006)

Creates:

Account
Master
table
(F0901)

Account
Balance
table
(F0902)

New business units

New accounts
New accounts balances
Category Codes
02 Values
C
N
S
W

Central
North
South
West

02 W
02 S
02 C
02 N

8720
8720
8720
8720

135,000
240,000
541,000
315,000

2121

General Accounting

Deleting Prior High-Volume Consolidations

From the Consolidations menu (G1011), choose Delete Prior Consolidation.
You must delete the information in the consolidation database before you run a
new consolidation. If you do not, the system displays an error message that
balances exist, and you must run the Delete Prior Consolidation program.
The Delete Prior Consolidation program deletes prior consolidation records for
the fictitious company from the following tables:

Account Master (F0901)

Account Balances (F0902)

Account Ledger (F0911) if journal entries were made to consolidated

accounts

Fictitious companies and business units are designed for consolidation purposes.
This program does not delete the following items:

Fictitious business units in the Business Unit Master table (F0006)

Fictitious companies in the Company Constants table (F0010)

Caution: Delete only the fictitious consolidation company. Be very careful not to
delete any actual companies.

Processing Options for Delete Prior Consolidations

Default PO
Enter the pseudo company number to be
deleted.
NOTE: This procedure will delete
all account master, balance and
ledger (F0901, F0902, and F0911)
records for the pseudo company
entered.
Pseudo Company

____________

Enter the next number to be used when

refreshing the consolidation
accounts. You should enter a number
high enough to avoid your normal
account numbers. If left blank, it
will default the next number to
90000000.
High Volume Consolidations Account
ID

2122

____________

Working with High-Volume Consolidations

What You Should Know About Processing Options

Entering the pseudo
(fictitious) company
number to be deleted

Enter leading zeros for the company number, for example,

00001.

Data Selection for Delete Prior Consolidation

Do not use data selection for this program. The system deletes all prior
consolidation records for the fictitious company.

Creating High-Volume Consolidations

From the Consolidations menu (G1011), choose Refresh Consolidation.
To create a new consolidation with current balances, you must refresh the
consolidation. This process creates additional records in the Account Balances
table (F0902) for the fictitious business units, accounts, and account balances
within the fictitious company that you specify in the processing options for this
program. This fictitious company is used specifically for highvolume
consolidations. The system copies all balances in the accounts to be
consolidated into the fictitious company, regardless of fiscal year. The system
populates the Model/Consolidated field with C in the Business Unit Master
(F0006) and the Account Master (F0901) tables for the fictitious business units
and accounts to indicate that the fictitious business units and accounts were
created as a result of the consolidation.
Note: The Refresh Consolidation program does not create a fictitious account if
the corresponding actual account does not have a balance.
Highvolume consolidations are based on category codes. You can use either
account or business unit category codes. You must set up a separate version for
each category code that you use for consolidating. After you refresh
consolidations using one category code, you can select another category code
and run the program again. This process creates additional records for the
fictitious company.
You can run more than one consolidation at the same time. To do so, set up a
separate fictitious company for each consolidation.

2123

General Accounting

Refreshing consolidations creates records that are based on your setup. These
records include:

Prior YearEnd Net (APYN), Prior YearEnd Cumulative (APYC), and

monthly posting information

All accounts with consolidated balances

Header and nonposting title accounts for reports, such as Assets

Caution: You must select a fictitious company for the consolidation. Refreshing
consolidations adds records to the Business Unit Master (F0006), Account Master
(F0901), and Account Balances (F0902) tables for an entire company. If you
select an actual company for the consolidation, the system creates consolidated
records for that company. It is very difficult to separate valid records from those
created by the consolidation program.
After you create a consolidation, you can make adjusting entries directly to the
fictitious accounts from the Journal Entries form. You must also make eliminating
entries to account for intercompany settlements. When you delete a prior
consolidation, adjusting entries are deleted along with consolidated balances.

Before You Begin

- Restrict access to the Refresh Consolidation program. J.D. Edwards
strongly recommends that you place security on this program.
- Set up a fictitious company for each consolidation that you intend to run.
- Verify the category codes that you want to use for consolidations.
- Delete any prior consolidations.
- Verify that there is enough disk space on your computer for this process to
run.

The Structure of Fictitious Business Units

A business unit number can contain up to 12 characters. The structure of the
fictitious business unit number is AABBB, where:

2124

Represents the category code number that you designated

in data selection, such as 02

BBB

Represents the category code value for the selected

category code, such as 270 for western region or 260 for
eastern region

Working with High-Volume Consolidations

For example, if you run the consolidation for business unit category code 2
(RP02), and the values for category code 2 are 210, 220, and 230, the program
creates three fictitious business units as follows:

02210

02220

02230

Processing Options for Refresh Consolidation

Default PO
1.

Enter the pseudo company for

consolidations.
Pseudo Company

____________

Enter the Reporting Code used in UBE

Data Selection. Use RPXX for
Business Unit and R0XX for Account
Master Category Codes. Example:
Category Code 02 Region would be
RP02.
Reporting Code

The category code that you use must be on the first line of the data sequence.
The order of the data sequence for refreshing a consolidation should be:
1. Selected category code
2. Object account
3. Subsidiary

Reviewing High-Volume Consolidations

The central location (headquarters) that receives the

consolidated account balances

221

General Accounting

The following example shows multiple source locations sending account

balances to a central target location:
Source A

Target
Source B
Corporate
Headquarters

Sources

Source C

At each source location, the multisite consolidation process consists of the

following steps:
1. Define the organizational structure
2. Define the account structure
3. Define the multisite consolidation rules
4. Create the consolidated balances
5. Run the integrity reports
6. Send the consolidated balances to the target company
Each source location defines its own consolidation rules, but all consolidations
must meet the requirements of the target location.
At the target location, the multisite consolidation process consists of the
following steps:
1. Process consolidated balances received from nonJ.D. Edwards sites, if
necessary
2. Run the integrity reports
3. Generate the batch journal entries
4. Process the batch journal entries

222

The following illustrates the multisite consolidation process:

Source Site

Organizational
Structure Definition
(P0050A)

Account Structure
Definition
(P10430A)

Structure
Definition File
(F0050A)

Account Structure
Definition
(F10430A)

Structure Tree View

(P0006A)

Account Structure
Build (R10430)
generates
account structure

OR
DateEffective
Business Unit
Master
(F0006S)

Business Unit
Master
(F0006)

Consolidation
Specifications
(P10470) defines
consolidation rules

Account
Master
(F0901)

Process
Consolidations
(R10550) updates
MultiSite Transfer
Tables

Account Balances
(F0902)

MultiSite
Consolidation
Account Structure
(F10430)

Elimination Rules
(P10471) defines
elimination rules

Consolidation
Definition
(F10470)

Elimination
Rules
(F10471)

Consolidation Console
(P10610) tracks status of
Integrity reports and
sends MultiSite Transfer
tables to Target

Header Records
(F1001)
Balance Records
(F1002)
Category Codes
(F1003)

Run Integrity Reports

Send MultiSite Transfer Tables to Target

Consolidation Console
(P10610) tracks status of
Integrity reports and
tracks receipt of
MultiSite Transfer tables
from Source

Header Records
(F1001)
Balance Records
(F1002)
Category Codes
(F1003)

Run Integrity Reports

Journalize Consolidated
Balances (R10480) generates
batch journal entries

Journal Entry
Transactions Batch
(F0911Z1)

Inbound MultiSite
Consolidation Processor
(R1002Z1) processes
unedited tables and
creates records in F1001
and F1002

(F1002Z1)

Balance forward
amounts directly
update Account
Balances (F0902)

Process Batch
Journal Entries
(R09110Z)

Account Ledger
(F0911)

(F1001Z1)
Interoperability tables
created in nonJDE
software

Account Balances
(F0902)

Target Site

223

General Accounting

Multiple Consolidation Tiers

You can have more than one tier of consolidation. After you consolidate account
balances at multiple source locations and send them to a single target location,
you can consolidate balances at that target location and at other target locations.
These locations become source locations that can send consolidated balances to
a new target location.

Co-Existence
At each source or target location, you must use either the OneWorld or the
WorldSoftware multisite consolidation programs exclusively. You cannot use
both. A target location can use either the OneWorld or the WorldSoftware
multisite consolidation programs (but not both), regardless of which software is
used at the source locations.

224

Defining Multi-Site Consolidations

Before you can consolidate account balances, you must define the structure of
the consolidation. For multisite consolidations, you define the organizational
structure separately from the account structure. The combination of the
organizational structure and the account structure represents the multisite
consolidation structure.
Multisite consolidations use the Business Unit.Object.Subsidiary standard
notation for account numbers.
Business unit

Where: Business unit

Account

What: Object.subsidiary

Defining multisite consolidations consists of:

- Running control file reports
- Creating organizational structures
- Creating account structures
The system uses the organizational structure in conjunction with the account
structure to create the MultiSite Transfer tables (F1001, F1002, F1003) that
contain consolidated balances to be sent to the target company.

Before You Begin

- Ensure that your chart of accounts is set up.
- At both the source and the target, set up a pseudo company in Company
Numbers and Names for the consolidated account balances.
- Set up the structure codes in user defined codes (00/TS).
- Ensure that your business unit category codes are assigned.
- Determine the organizational structures to use for your business.

225

General Accounting

- For each organizational structure that you want to create, determine the
sequence to use for the business unit category codes.
- At the target, ensure that a model chart of accounts is set up if you want
the system to dynamically create business units or accounts.

Running Control File Reports

Usually the target company specifies the account ranges in the corporate chart of
accounts where information from sources must be consolidated. The target
specifies the business unit category codes that each source can use to create its
organizational structure. If a source defines its account structure by sequencing
account category codes, the target also specifies the account category codes. If
the source defines its account structure by object and subsidiary, the target
specifies the valid object and subsidiaries that the source can use.
At the target, you run two control file reports. Each source can use only the
values shown in the reports to create its organizational structure and its account
structure.
Running control file reports consists of:
- Running the UDC Control File report
- Running the Object/Subsidiary Control File report

Running the UDC Control File Report

From the Integrity Reports menu (G1022), choose Create UDC Control File.
This report identifies the user defined codes that the source can use when
consolidating multisite information. The source can use only category codes
from this report to define its organizational structure and its account structure.
Usually the target company defines valid user defined codes and their values.

Processing Options for Create UDC Control File

Version
UDC CONTROL FILE VERSION
1. Enter
the unique name of the UDC Control
File Version you would like to
create. Default will use a name of
blank
UDC Control File Version

226

____________

Defining Multi-Site Consolidations

Running the Object/Subsidiary Control File Report

From the Integrity Reports menu (G1022), choose Create Obj/Sub Control File.
This report identifies each of the objects and subsidiaries that the source can use
when consolidating multisite information. Usually the target company defines
these objects and subsidiaries.

Processing Options for Create Obj/Sub Control File

Data Selection
1.

Enter the unique name of the

Object/Subsidiary Control File
Version you would like to create.
Default will use a name of blank.
Object/Subsidiary Control File
Version:

____________

Enter a 1 to have unique object

and subsidiary selected. Default
will select unique object only.
File Data Selection:

____________

Creating Organizational Structures

An organizational structure is a method of grouping business units for reporting
and analysis. You can create one or more organizational structures for multisite
consolidations. Each structure can be as simple or as complex as you require.
You can also create organizational structures for other purposes, such as
financial, geographic, and responsibility reporting at a single site.
Creating organizational structures consists of the following tasks:
- Defining organizational structures
- Reviewing organizational structures
- Revising organizational structures

227

General Accounting

Defining Organizational Structures

To define an organizational structure, you assign a sequence to the business unit
category codes. This sequence determines where each business unit appears in
the hierarchy.
If you create a dateeffective snapshot of an organizational structure, you can use
the snapshot in a multisite consolidation.
The Organizational Structure Definition program updates the Structure Definition
table (F0050A).
To define an organizational structure
From the MultiSite Consolidation Setup menu (G1042), choose Organizational
Structure Definition.
On Work with Structure, follow the steps for defining an organizational structure.
See Defining Organizational Structures.

See Also

Working with DateEffective Organizational Structures for more

information about creating a snapshot of an organizational structure

Reviewing Organizational Structures

After you define an organizational structure, you can review the structure online.
The system displays the structure in a tree view that you can expand or collapse
at each level.
The + symbol indicates that a folder contains lower levels of the organizational
structure. You can click + to view the next lower level. When the lowest level is
visible, you can click - to hide it. Clicking + or - to view or hide levels of the
structure does not change the structure. It changes only the amount of detail
information that appears on screen.
A folder can contain documents or additional folders. Documents are the lowest
level of the structure. Folders and document icons represent the following:

228

Folders

Category codes

Documents

Business units

Defining Multi-Site Consolidations

To review an organizational structure

From the MultiSite Consolidation Setup menu (G1042), choose Organizational
Structure Tree View.
On Organizational Structure, follow the steps for reviewing an organizational
structure.
See Reviewing Organizational Structures.

Revising Organizational Structures

After you define and review an organizational structure, you might want to
revise the structure. You can use the tree view to:

Rearrange components of the structure

Create additional business units

Revise existing business units

Caution: When you rearrange components of the structure or when you create
or revise business units, the system updates the Business Unit Master table
(F0006), unless you are working with a dateeffective snapshot of an
organizational structure. When you rearrange components or revise business
units in a dateeffective snapshot of an organizational structure, the system
updates the Date Effective Business Unit Master table (F0006S).
Note: You cannot create additional business units in a dateeffective
organizational structure.
To revise an organizational structure
From the MultiSite Consolidation Setup menu (G1042), choose Organizational
Structure Tree View.
On Organizational Structure, follow the steps for revising an organizational
structure.
See Revising Organizational Structures.

229

General Accounting

Creating Account Structures

The system creates an initial account structure based on the Account Master table
(F0901). You can review and revise this structure.
Creating account structures consists of:
- Defining account structures
- Building account structures
- Reviewing account structures
- Revising account structures
- Printing account structures

Defining Account Structures

You can define an account structure by sequencing by up to seven of the 23
account category codes, or by object and subsidiary. If you choose to sequence
by category codes, the values of the category codes determine where the
account appears in the hierarchy. The last two items that you sequence must be
the object and the subsidiary.
This program updates the Account Structure Definition table (F10430A).
To define an account structure
From the MultiSite Consolidation Setup menu (G1042), choose Account
Structure Definition.
1. On Work With Account Structures, click Add.

2210

Defining Multi-Site Consolidations

2. Complete the following field:

Account Structure Name

3. To sequence by object and subsidiary only, click the following option:

Sequence By Object/Subsidiary Only

4. To sequence by category code, complete the following field for each

category code that you want to use in the hierarchy:

Sequence

Field

Explanation

Account Structure Name

A user defined code (00/TS) that identifies the type of

account structure, such as financial or responsibility. Each
type structure can have a different hierarchy.

Sequence By
Object/Subsidiary Only

Everest event point processing flag 05.

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Turn on this option if you want to sequence your
accounts by object and then subsidiary. If you turn on this
option, the program will ignore category code sequencing.

Sequence

This is a generic field used as a work field in OneWorld.

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter the level of the account structure that you want to
assign to this category code. Sequence 1 is the highest
level of the account structure, sequence 2 is the next
highest level, and so on.

2211

General Accounting

See Also

Building Account Structures

Before you can consolidate account balances, you must build the account
structure that the system will use for the consolidation.
From the MultiSite Consolidation Setup menu (G1042), choose Account
Structure Build.
This program reads the Account Master table (F0901) and creates the account
structure based on the sequence defined in the Account Structure Definition
program. The system creates one record in the structure for each unique object
and subsidiary combination.
The program can add records to an existing account structure, or it can create a
new account structure. The system deletes the existing structure if you set the
corresponding processing option to create a new account structure that has an
existing structure name.
If you entered target object and subsidiary information in category codes, you
can specify the codes in the corresponding processing option. The system uses
the values to create the target object and subsidiary account information.
If you entered level of detail information in a category code, you can specify the
code in the corresponding processing option. The system uses the value for the
level of detail of the account structure.
You can run the Account Structure Build program in proof or final mode. Both
modes produce a report of the account structure.
In proof mode, the system prints a report that displays the changes that will
occur if you run the report in final mode. In final mode, the system updates the
MultiSite Consolidation Account Structure table (F10430).

Processing Options for Account Structure Build

Process
1. Enter the mode the calculations and
update will be processed in:
0
= Proof mode with Report (Default)
1 = Final mode with Report
2 =
Final mode without Report
Mode:

____________

2. Enter a 1 to add records to an

existing structure. The default of
blank will build a new structure.

2212

Defining Multi-Site Consolidations

Type of Build:

____________

Structure Name
1. Enter the name of this account
structure.
Structure Name:

____________

Target Object
1. Enter the field(s) to use to load the
Target Object. If multiple fields
are used, their values will be
concatenated together to form the
Target Object. The default of blank
will leave Target Object blank.
Field 1:
Field 2:
Field 3:

____________
____________
____________

Note: Valid fields are Alternate Object

OBJA and Category Codes R001
through R023.
Target Sub
1. Enter the field(s) to use to load the
Target Subsidiary. If multiple
fields are used, their values will
be concatenated together to form the
Target Subsidiary. The default of
blank will leave Target Subsidiary
field blank.
Field 1:
Field 2:
Field 3:

____________
____________
____________

Note: Valid fields are Alternate

Subsidiary SUBA and Category Codes
R001 through R023.
LOD
1. Enter the field that contains the
account level of detail. The
default of blank will use the
Account Level of Detail field
LDA.
Level of Detail:

____________

Note: Valid fields are Category Codes

R001 through R023.

Data Sequence for Account Structure Build

Do not change the data sequence that is already defined by the Account
Structure Definition program.

2213

General Accounting

Reviewing Account Structures

Reviewing account structures is very similar to reviewing organizational
structures. The system displays the account structures in a tree format that you
can expand or collapse at each level. Folder and document icons represent the
levels of the structure. A folder can contain folders or documents. Documents
are the lowest level of the structure.
Before You Begin
- Ensure that account structures exist in your system.
To review an account structure
From the MultiSite Consolidation Setup menu (G1042), choose Account
Structure Inquiry/Revision.
1. On Account Structures Revisions, complete the following field and click
Find:

Account Structure Name

The system displays a tree view of the account structure.

2. To view a lower level of the account structure, click +.

The system displays the next lower level of the account structure.
3. To hide a lower level of the account structure, click -.

2214

Defining Multi-Site Consolidations

The system hides all levels of the account structure below this level.

Field

Explanation

Account Structure Name

A user defined code (00/TS) that identifies the type of

account structure, such as financial or responsibility. Each
type structure can have a different hierarchy.

See Also

Revising Account Structures

After creating and reviewing account structures, you can:

Rearrange account structure components

Revise account structure detail information

Rearranging Account Structure Components

You can revise an account structure by moving components of the structure to
other locations of the hierarchy. You can move individual accounts or higher
levels of the structure.
When you move a component of the structure, the system updates the MultiSite
Consolidation Account Structure table (F10430).
To rearrange account structure components
From the MultiSite Consolidation Setup menu (G1042), choose Account
Structure Inquiry/Revision.
1. On Account Structures Revisions, follow the steps to review account
structures.
2. Click the folder or document that you want to move to another location in
the hierarchy.
3. Drag the folder or document to the new location and drop it.
See Also

Reviewing Account Structures

2215

General Accounting

Revising Account Structure Detail Information

If the target object or subsidiary of an account differs from the source object or
subsidiary of an account, you may need to revise the account structure detail
information before consolidating balances.
To revise account structure detail information
From the MultiSite Consolidation Setup menu (G1042), choose Account
Structure Inquiry/Revision.
1. On Account Structures Revisions, complete the following field and click
Find:

Account Structure Name

2. Choose the account that you want to revise and click Select.

3. On Account Structures Revisions Detail, you can revise the information in

any of the following fields:

2216

Target Object Account

Target Subsidiary

Object Account

Subsidiary

Posting Edit

Defining Multi-Site Consolidations

Enter N in the Posting Edit code field for summary accounts. This
will improve the performance of the Process Consolidations
program because the system will not search for account balances
during processing.

Field

Explanation

Target Object Account

The object account that the system uses for mapping in

multisite consolidations when the target object is different
from the source object.

Target Subsidiary

The subsidiary account that the system uses for mapping

in multisite consolidations when the target subsidiary is
different from the source subsidiary.

Object Account

The portion of a general ledger account that refers to the

Subsidiary

A subdivision of an object account. Subsidiary accounts

include more detailed records of the accounting activity
for an object account.

2217

General Accounting

Field

Explanation

Posting Edit

A code that controls G/L posting and account balance

Printing Account Structures

From the MultiSite Consolidation Setup menu (G1042), choose Account
Structure Report.
After you create or revise the account structure, you can print a report that
shows the complete hierarchy of the structure.

Processing Options for Account Structure Report

LOD
Enter the account level of detail (3 9) to print. If you leave it blank,
the default is 9.
Account Level of Detail

2218

____________

Defining Multi-Site Consolidation Rules

After you define the account and organizational structures at a source site, you
define the rules by which the system consolidates account balances for use by
the target site. You also define the rules by which the system eliminates
intercompany transactions when consolidating the account balances.
Defining multisite consolidation rules consists of:
- Defining consolidation rules
- Defining elimination rules
After you define the multisite consolidation rules for your site, you are ready to
create consolidated balances to send to the target.

Defining Consolidation Rules

You must define the rules by which the system consolidates the account
balances at your source site. For example, you might want to consolidate
accounts for one business unit in one way and the same accounts for another
business unit in another way. You might want to summarize different accounts to
different levels of detail.
You define each parent business unit in the consolidation by specifying a
sequence level and a sequence value. The sequence level is the level within the
organizational structure at which the system will consolidate the account
balances. For example, if you want to consolidate balances at the highest level
of the organizational structure, enter a sequence level of 1.
The sequence value indicates the business unit category code at the level of the
consolidation. For example, if you want to consolidate at the region level, and
you are defining the parent business unit in the Central region, enter the value
of the category code that represents the Central region. To define parent
business units in all regions, enter a sequence value of *.
You can choose to work with a live business unit category code structure or a
dateeffective snapshot of a business unit category code structure.
You can choose not to consolidate business units. If you choose not to
consolidate business units, the system sends account balances for all business
units.

2219

General Accounting

The Consolidation Specifications program updates the Consolidation

Specifications table (F10470).
To define consolidation rules
From the MultiSite Consolidation menu (G1021), choose Consolidation
Specifications.
1. On Work With Consolidation Specifications, click Add.

2. On Consolidation Specification Revisions, complete the following field:

Consolidation Name

3. On the Business Unit Structure tab, complete the following field:

Consolidate Business Units

4. If you are consolidating business units, complete the following fields:

Structure Name

Sequence Level

Sequence Value

If you use the visual assist to complete the Structure Name field, the
system completes the Sequence Level field.

2220

Defining Multi-Site Consolidation Rules

5. Click one of the following fields:

Live Business Unit Master

Snapshot Business Unit Master

6. If you are working with a snapshot of a business unit master, complete the
following fields:

Effective Date/Version

7. On the Account Structure tab, complete the following fields:

Type Structure

Account Level of Detail

8. On the Additional Setup tab, complete the following field:

From Ledger Type 1

9. Complete the following optional fields:

From Ledger Type 2

From Ledger Type 3

Rounding Factor

Subledger Detail

Balances by Currency

10. Click OK.

Field

Explanation

Consolidation Name

The name of a saved consolidation.

Consolidate Business Units Turn this option on to consolidate business units. If this
option is on, the system will consolidate business units by
using the business unit structure definition to create
business unit parent/child relationships. If this option is
off, the system will not consolidate business units, but
instead will transmit account balances for each individual
business unit.
Structure Name

The name of the organizational structure.

Sequence Level

A number that indicates the level of the organizational

structure at which the system will consolidate account
balances. For example, 01 indicates that the system will
consolidate at the highest level of the organizational
structure, and 03 indicates that the system will consolidate
at the third highest level of the organizational structure.
This field is used in conjunction with the Sequence Value
field.

2221

General Accounting

Field

Explanation

Sequence Value

The value of the category code that represents the level of

the consolidation. For example, to consolidate at the
region level and to define the parent business unit in the
Central region, enter the value of the category code for
the Central region.
To define parent business units in all category codes at the
level of the consolidation, enter *.
The system will not define any business unit as a parent
business unit if it has a blank category code at the level of
the consolidation.
This field is used in conjunction with the Sequence Level
field.

Live Business Unit Master

A field that indicates whether you are using a live business

Snapshot Business Unit

Master

A field that indicates whether you are using a live business

2222

Effective Date/Version

The date that was assigned to a dateeffective snapshot of

an organizational structure when the snapshot was
created.

Version Name

The version name that was assigned to a dateeffective

snapshot of an organizational structure when the snapshot
was created.

Type Structure

A user defined code (00/TS) that identifies the type of

account structure, such as financial or responsibility. Each
type structure can have a different hierarchy.

Defining Multi-Site Consolidation Rules

Field

Explanation

Account Level of Detail

A number that summarizes and classifies accounts in the

From Ledger Type 1

A user defined code (system 09/type LT) that identifies a

ledger type.

From Ledger Type 2

A user defined code (system 09/type LT) that identifies a

ledger type.

From Ledger Type 3

A user defined code (system 09/type LT) that identifies a

ledger type.

Rounding Factor

A code that controls how amounts are to be rounded, that

is, whether amounts are rounded to 100s, 1000s, and so
on. Valid codes are:
blank No rounding (Default)
0
Round decimals
1
Round to the nearest 10
2
Round to the nearest 100
3
Round to the nearest 1000
4
Round to the nearest 10000
5
Round to the nearest 100000
6
Round to the nearest 1000000
For example, the number 987,654,321.91 would be
displayed as follows for each of the rounding factors:
blank 987,654,321.91
0
987,654,322.00
1
987,654,320.00
2
987,654,300.00
3
987,654,000.00
4
987,650,000.00
5
987,700,000.00
6
988,000,000.00

2223

General Accounting

Field

Explanation

Subledger Detail

Flag that determines whether subledger detail should be

carried forward in the consolidation or subledgers should
be summarized together.
1
Keep subledger detail in the consolidation
0
Summarize subledgers in the consolidation
(default)

Balances by Currency

A flag to denote that the system should post Account

Balances table (F0902) records for this company by
currency.

Defining Elimination Rules

You can define how the system eliminates intercompany transactions at your
source site. You define an elimination group of accounts by indicating a
combination of company, business unit, object, subsidiary, subledger, and
subledger type. Each elimination group can have multiple elimination rules that
the system uses to determine if the balance of an account should be eliminated
when consolidating. The account balances within an elimination group should
net to zero.
The system uses elimination rules to automatically eliminate intercompany
transactions within the elimination group when you run the Process
Consolidations program.
Alternatively, you can specify an elimination account number to which the
system enters the eliminating amount for the elimination group.
You also must specify a variance account to which the system enters the
variance (writeoff) amount for the elimination group if the account balances in
the group do not net to zero. In addition, you can specify an elimination
percentage for each elimination group if you do not want to eliminate 100% of
an account balance.
When you run the Process Consolidations program, the system produces a
report of the accounts and balances that were eliminated from the consolidation.
The report also shows any variance amounts and the accounts where they were
entered.
The system stores elimination rules and elimination groups in the Elimination
Rules table (F10471).

See Also

2224

Creating Consolidated Balances for more information about the Process

Consolidations program and report

Defining Multi-Site Consolidation Rules

To define elimination rules

From the MultiSite Consolidation menu (G1021), choose Elimination Rules.
1. On Work with Elimination Rules, click Add.

2. On Elimination Rules Setup, complete the following fields:

Consolidation Name

Group

3. To identify the accounts in this elimination group, complete any of the

following fields:

Business Unit

Obj Acct

Sub (Subsidiary)

Subledger - G/L

Sub Type (Subledger Type)

4. To identify the accounts to be used when creating the elimination records,

complete the following:

Elimination Account Number (optional)

Elimination Subledger (optional)

2225

General Accounting

Elimination Sub Type (optional)

Write Off Account Number

5. To specify an elimination percentage for this elimination group, complete

the following field:

Percent

Field

Explanation

Consolidation Name

The name of a saved consolidation.

Group

A twocharacter value that you use to group accounts that

eliminate one another. The account balances within an
elimination group should net to zero.

Elimination Account
Number

The account to which the system enters the elimination.

Leave this field blank to enter the elimination to the
account that is being eliminated.

Elimination Subledger

The subledger to which the system enters the elimination.

If you specify the subledger, you must also specify the
subledger type. Leave the Elimination Subledger field
blank to enter the elimination to the subledger that is
being eliminated.

Elimination Sub Type

The subledger type to which the system enters the

elimination. If you specify the subledger type, you must
also specify the subledger. Leave the Elimination
Subledger Type field blank to enter the elimination to the
subledger type that is being eliminated.

Write Off Account Number The account to which the system enters variance writeoffs
for the specified elimination group.
Percent

2226

The system treats the value in this field as a percentage.

For example, enter 97 for 97%. You can enter percentages
that include decimals. For example, enter 95.75 for
95.75%. Negative values and values over 100% are also
valid.

Creating Consolidated Balances

From the MultiSite Consolidation menu (G1021), choose Process Consolidations.

After you define the account and organizational structures and the rules for
multisite consolidations for the source company, you are ready to create the
consolidated balances.
When you create consolidated balances, the system reads the account and
organizational structures that you defined in the sequence that you specified.
The system then processes these structures based on the rules that you defined
for multisite consolidations and eliminations, and based on the processing
options. The system reads account balances from the Account Balances table
(F0902) and does the following:

Omits zero balance accounts

Consolidates yeartodate balances

Matches up fiscal date patterns for account balances

Ignores balances after the as of" period

Performs rounding

Maintains the specified subledger and currency detail

Creates account balances at the specified levels of detail

Writes off variances within the specified limits

Eliminates intercompany balances

If you included Company" in your organizational structure sequence, you must

set the Business Unit Creation processing option to enable dynamic business unit
creation. See Defining Organizational Structures.
If the target site uses multiple currencies but your source site uses a single
currency, you can set a processing option to designate the currency code for
your consolidated account balances. The system does not perform any currency
conversion; it simply assigns the currency code to the account balances. The
system ignores this processing option if your site uses multicurrency processing.
Note: If the target and source sites have different currencies, the target site must
use multicurrency processing.

2227

General Accounting

If you created rules for the elimination of intercompany transactions, you must
set the Eliminations Ledger Type processing option to indicate the ledger type
where the system enters the eliminated amounts. If you leave this processing
option blank, the system does not create eliminating entries. See Defining
Elimination Rules.
The Process Consolidations batch program writes the consolidated balances to
the MultiSite Transfer tables (F1001, F1002, and F1003) and creates a report that
displays the summarized account balances.
The first part of the report shows the summarized account balances that were
written to the MultiSite Transfer tables for periods one through six. The second
part of the report shows the same information for periods seven through 14.
The Process Consolidations program also produces the Eliminated Account
Balances report. This report shows the accounts and balances for which the
system created eliminating entries for each elimination group. This report also
shows any variance amounts and the accounts where they were entered.
Note: Regardless of the type of account, the Process Consolidations program
always updates the Balance Forward field in the Account Balances table (F0902).
Usually the system does not display balanceforward amounts for income
statement accounts. However, to allow inceptiontodate reporting for multisite
consolidations, the system will display beginning balances for income statement
accounts.

Processing Options for Process Consolidations

Process
1.

Enter the mode of processing:

0 = Proof mode with report
(Default).
1 = Final mode with report.
2 = Final mode without
report.
Mode:

Enter your pseudo consolidation

company number.
Pseudo Company:

2228

____________

Enter the period and fiscal year

through which the consolidation is
to be prepared. Leave blank to use
the financial reporting year and
period.
Period Number:
Fiscal Year:

____________

____________
____________

Enter the target ledger type to be

used for consolidation. If left
blank the AA ledger will be used.

Creating Consolidated Balances

Ledger Type:
5.

Enter a 1 to save Business Unit

Category Codes for transmission.
Enter a 2 to save Account Category
Codes for transmission. Enter a 3
to save both Business Unit and
Account Category Codes for
transmission. The default of blank
will not save category code values
for transmission.
Save Category Codes:

____________

Enter a 1 to retrieve account

balances for non-posting accounts.
The designation of non-posting
accounts is in the Multi-Site
Consolidation Account Structure
(F10430) file, not the Account
Master. For better performance,
leave blank, so Process
Consolidations does not attempt to
retrieve account balances for
accounts that do not have account
balances.
Process Non-Posting Accounts:

____________

BU Creation
1.

creating an automatic write-off for
consolidations. If a variance
exists in the consolidations that
were created, and the variance is
within the tolerance, an automatic
write-off will be created. Leave
blank if you do not wish to use this

2229

General Accounting

feature.
NOTE: If the variance entered is a
percentage, use the % character.
For example, 3 percent would be
entered as 3%.
Consolidation Variance Threshold
2.

____________

Enter the Object and Subsidiary to

be used for the write-off.
Object Account:
Subsidiary:

____________
____________

Eliminations
1.

After you create the consolidated balances, you should run integrity reports to
verify the information. Integrity reports supplement your internal balancing
procedures. Integrity reports help you locate potential balancing problems and
data inconsistencies before you send the information to the target site.
Run the following integrity reports to verify multisite consolidation information:
- Prior Period Balance Integrity report
- UDC Value Control report
- Object/Subsidiary Value Control report
- Business Units/Accounts Monthly Comparison report
- Consolidated Balance Sheet
- Consolidated Income Statement

Running the Prior Period Balance Integrity Report

From the Integrity Reports menu (G1022), choose Prior Period Balance Integrity.
This report identifies any consolidated balances from the prior period that have
changed since the previous consolidation.
You can use the processing option to indicate whether you want this integrity
report to fail if the system does not find previous consolidation balances. Do not
set the processing option for the first period in which you create consolidations
because the system will not find previous balances for comparison.

2231

General Accounting

Processing Options for Prior Period Balance Integrity

STATUS
1.

Enter a 1 to force the integrity

to fail if a previous consolidation
record is not found for comparison.
If left blank, a message will be
printed on the report if a previous
balance is not found, but it will
not cause an error condition or
integrity failure.
Integrity Status:

____________

Running the UDC Value Control Report

From the Integrity Reports menu (G1022), choose UDC Value Control.
This report identifies user defined code values in the consolidation that are not
recognized by the target company. You can run the Create UDC Control File
report for a list of valid user defined code values.

See Also

Running the UDC Control File Report

Processing Options for UDC Value Control

Version
UDC CONTROL FILE VERSION
1. Enter
the unique name of the UDC Control
File Version you would like to
validate. Default will validate a
name of blank.
UDC Control File Version

____________

Running the Object/Subsidiary Value Control Report

From the Integrity Reports menu (G1022), choose Obj/Sub Value Control.
This report identifies objects and subsidiaries in the consolidation that are not
recognized by the target company.

See Also

2232

Running the Object/Subsidiary Control File Report

Running Integrity Reports

Processing Options for Object/Subsidiary Value Control

Data Selection
1.

Enter the unique name of the

Object/Subsidiary control file
version you would like to validate.
Default will validate a name of
blank.
Object/Subsidiary Control File
Version:

____________

Enter a 1 to have unique object

and subsidiary selected. Default
will select unique object only.
File Data Selection:

____________

Running the Business Units/Accounts Monthly Comparison Report

From the Integrity Reports menu (G1022), choose BU/Accounts Monthly
Comparison.
This report provides a comparison of business units and accounts between the
source and target. Run this report at the source site prior to sending a
consolidation, or at the target site after you receive a consolidation.
J.D. Edwards provides multiple versions of this report. Depending on the version
that you select, the report identifies one of the following:

At the source, business units and accounts that appear in the current
consolidation, but did not appear in the previous consolidation

At the target, business units and accounts that appear in the current
consolidation, but did not appear in the previous consolidation

At the source, business units and accounts that appeared in the previous
consolidation, but do not appear in the current consolidation

At the target, business units and accounts that appeared in the previous
consolidation, but do not appear in the current consolidation

You must use the appropriate processing option to indicate whether you are
running the report at a source site or a target site.

2233

General Accounting

If the integrity report fails, the system updates one of the following fields in the
MultiSite Consolidation Transfer File Header table (F1001). Each field indicates a
specific error condition:
GPIN07

Accounts appear in the current consolidation but not in

the previous consolidation. This error applies to the first
two versions listed above.

GPIN08

Business units appear in the current consolidation but not

in the previous consolidation. This error applies to the first
two versions listed above.

GPIN05

Accounts appear in the previous consolidation but not in

the current consolidation. This error applies to the last two
versions listed above.

GPIN06

Business units appear in the previous consolidation but

not in the current consolidation. This error applies to the
last two versions listed above.

Processing Options for BUs/Accts Monthly Comparison

Process
1.

Enter the location at which the

integrity is being run. 1 = running
at source site. 2 = running at target
site.
Integrity Location:

____________

Enter a 1 to force the integrity to

fail if a previous consolidation is not
available at the status specified for
comparison. If left blank, a message
will be printed if a previous consolidation
is not found but the integrity will not
fail.
Integrity Status:

____________

Data Selection and Data Sequence

Do not change the data selection or data sequence. Each version has the
appropriate data selection and data sequence.

2234

Running Integrity Reports

Running the Consolidated Balance Sheet

From the Integrity Reports menu (G1022), choose Consolidated Balance Sheet.
This balance sheet reflects the assets, liabilities, and stockholders' equity of the
consolidation that you are sending to the target company.
You must use the processing option for accounts to enter the beginning object
number for the account that represents stockholders' equity. The report will not
run if you do not complete this processing option.

Processing Options for Consolidated Balance Sheet

SIGNS
1.

Enter a 1
accounts as
left blank,
as positive

to print the liability

negative amounts. If
the accounts will print
amounts.

Reverse Sign:

____________

ACCOUNTS
Enter the beginning object for each of
the following categories.
1. The beginning object number for
Stockholders Equity must be entered
or the report will not run.
(REQUIRED)
Beginning Stockholders Equity:
2.

____________

The Automatic Accounting Instruction

designated for each of the following
categories will be used if left
blank. (OPTIONAL)
Beginning Assets (GLG2):
Beginning Liabilities (GLG3):
Operating Income (GLG5):

____________
____________
____________

2235

General Accounting

Running the Consolidated Income Statement

From the Integrity Reports menu (G1022), choose Consolidated Income
Statement.
This income statement reflects the revenues and expenses of the consolidation
that you are sending to the target company.

Processing Options for Consolidated Income Statement

SIGNS
1.

Enter a 1 to print expense and

liability accounts as negative
amounts. If left blank, the
accounts will print as positive
amounts.
Reverse Sign:

____________

ACCOUNTS
1.

Enter the beginning object for each

of the following categories. If
left blank, the Automatic Accounting
Instruction designated on each
category will be used.
Beginning
Beginning
(GLG8):
Beginning
Beginning

2236

Revenue (GLG6):
Cost of Goods Sold

____________
____________

Other Income (GLG11):

Other Expense (GLG13):

____________
____________

Sending Consolidated Balances

After you run integrity reports, you are ready to send your consolidated balances
to the target company. You should verify the status of the consolidation before
you send it.
After the target company receives the consolidated balances, the target company
generates and processes batch journal entries.
Sending consolidated balances consists of:
- Working with the consolidation console
- Sending consolidated balances to the target company

Working with the Consolidation Console

From the MultiSite Consolidation menu (G1021), choose Consolidation Console.
Whether you are sending a consolidation to a target company or receiving a
consolidation from a source company, you need to monitor the consolidation's
status. The Consolidation Console program enables you to:

Monitor the transmission status of the consolidation

Monitor integrity reports

Send consolidated balances to the target company

Delete previously processed consolidations

2237

General Accounting

Both the source company and the target company need to track the
consolidations that have been sent from source to target and the consolidations
that have been processed at the target. The system maintains the status of each
consolidation name and batch in the Transmission File Status field in the
MultiSite Transfer tables. These tables exist at both the source and target
locations.
The Transmission File Status field can have the following values:

2238

Blank

Not transmitted

Pending. The system is in the process of transmitting.

Processed

Previously processed

In the source table: Transmitted

In the target table: Received

Sending Consolidated Balances

The system updates the consolidation status during the following processes:
MSC (multisite
consolidation) data
transmission

At the source, the system copies consolidation records to

the target. The system changes the transmission status of
the records at the source to 1. The records are created at
the target with a status of 1.

Journalize consolidated
balances

At the target, the system updates the transmission status of

the consolidation records to 2 when it creates journal
entries. It also updates previously processed records with
a status of 2 to 3 at the target site.

The target is responsible for communicating with the source after the target runs
the batch process to create journal entries at the target. The source must
manually update the corresponding records from transmission status 1 to
transmission status 2. If there is a previously processed batch of corresponding
records with transmission status 2, the system updates that batch to transmission
status 3.
The Consolidation Console program also indicates the integrity reports that you
are required to run at the source and target locations, based on the processing
options that you set. The program indicates whether integrity reports have been
run, and whether the integrity reports passed or failed. This information appears
in the Integrity Status fields in the detail area.
The Integrity Status fields can have the following values:
Blank

Integrity not run

Integrity passed

Integrity failed

Override - Transmit regardless of integrity status

When you are ready to send the consolidated balances to the target company,
the Consolidation Console program allows you to send the information. See
Sending Consolidated Balances to the Target Company for additional information.
The system holds the consolidated account balances in the MultiSite Transfer
tables until you delete them. Whether you are at a source or target location, you
should delete these records periodically.

2239

General Accounting

Sending Consolidated Balances to the Target Company

You can send consolidated balances to the target company using either the MSC
Data Transmission batch program or the Consolidation Console interactive
program. Either program allows the source or the target to initiate the
transmission. The batch program allows you to select and send multiple
consolidations at one time.
Use either of the following tasks to send consolidated balances to the target
company:

Sending batch consolidated balances to the target company

Sending consolidated balances interactively to the target company

Before You Begin

- Be sure that the MultiSite Transfer tables (F1001, F1002, F1003) exist on
your local drive or that you have access to the tables on the server. See
Generating Tables in the OneWorld Development Tools Guide.
- Use Object Configuration Manager to map the MSC Data Transmission
program (R10610) to a local drive. See Working with the Object
Configuration Manager in the Configurable Network Computing
Implementation Guide.

Sending Batch Consolidated Balances to the Target Company

From the MultiSite Consolidation menu (G1021), choose MSC Data
Transmission.
You can use the MSC Data Transmission batch program to send the consolidated
balances in the MultiSite Transfer tables (F1001, F1002, F1003) to the target
company. You can select and send multiple consolidations at one time.
J.D. Edwards provides two versions of this program. Do not change version
XJDE0001. You can change version XJDE0002.
The system prompts you for the names of the source and target environments.
You can use the browse function to locate either environment. If you leave the
source environment blank, the system uses your environment as the source
environment. If you leave the target environment blank, the system uses your
environment as the target environment.
You can set a processing option to prevent the transmission of the consolidated
balances if one or more integrity reports fails.

2240

Sending Consolidated Balances

Processing Options for MSC Data Transmission

Integrities
1. Select Required Integrities
Prior Period Adjustments
Credits = Debits
Source UDC = Target UDC
Source Obj/Sub = Target Obj/Sub
Accounts Last Month Not This
BU Last Month Not This Month
Accounts This Month Not Last
BU This Month Not Last Month

____________
____________
____________
____________
____________
____________
____________
____________

Sending Consolidated Balances Interactively to the Target Company

You can use the Consolidation Console program to send the consolidated
balances in the MultiSite Transfer tables to the target company.
You can set a processing option to prevent the transmission of the consolidated
balances if one or more integrity reports fails. The Consolidation Console form
indicates whether each integrity report has been run and whether it passed or
failed.
To send consolidated balances interactively to the target company
From the MultiSite Consolidation menu (G1021), choose Consolidation Console.
1. On Consolidation Console, to locate the consolidation, complete one or
more of the following fields and click Find:

Transmitted File Status

Site ID

Consolidation Name

Environment

Batch Number Range

2. Choose the consolidation that you want to send.

3. From the Row menu, choose Transmit.
The system prompts you for the names of the source and target environments.
You can use the browse function to locate either environment. If you leave the
source environment blank, the system uses your environment as the source
environment. If you leave the target environment blank, the system uses your
environment as the target environment.

2241

General Accounting

Field

Explanation

Transmitted File Status

The status of records in the MultiSite Transfer File Header

table (F1001).
blank Not transmitted
P
Pending. The system is in the process of
transmitting.
1
Transmitted.
2
Most recently processed record.
3
Previously processed record.

Site ID

The source of the transaction. This can be a user ID, a

workstation, the address of an external system, a node on
a network, and so on. This field helps identify both the
transaction and its point of origin.

Consolidation Name

The name of a saved consolidation.

Environment

The number that an Electronic Data Interchange (EDI)

transmitter assigns to a transaction. In a nonEDI
environment, you can assign any number that is
meaningful to you to identify a transaction within a batch.
It can be the same as a J.D. Edwards document number.

Batch Number Range

The number that the transmitter assigns to the batch.

During batch processing, the system assigns a new batch
number to the J.D. Edwards transactions for each control
(user) batch number it finds.

See Also

Working with the Consolidation Console

Running Integrity Reports

Processing Options for Consolidation Console

Integrities
1.

Enter a 1 next to the Integrities

that are required before the
Consolidation Batch may be
Transmitted. If left blank, the
integrity failure or non-execution
will not affect transmission.
Prior Period Adjustments
Credits = Debits
Source UDC = Target UDC
Source Obj/Sub = Target Obj/Sub
Accounts Last Month Not This
BU Last Month Not This Month
Accounts This Month Not Last
BU This Month Not Last

2242

____________
____________
____________
____________
____________
____________
____________
____________

Working with Inbound Multi-Site Consolidations

A target site might want to process multisite consolidations from a source site
that does not use J.D. Edwards software. The source must enter the
consolidation information into two files in the format specified by J.D. Edwards
and then send the files to the target. The two files are the Unedited MSC
Interoperability Header table (F1001Z1) and the Unedited MSC Interoperability
Detail table (F1002Z1).
At the target site, when you process the files, the system creates records in the
MultiSite Consolidation Transfer File Header table (F1001) and the MultiSite
Consolidation Transfer File table (F1002). After the records are created, you
should run the multisite consolidation integrity reports to verify the information.
If necessary, you can revise existing transactions or add new transactions. You
can also purge the Unedited MSC Interoperability Header table and the Unedited
MSC Interoperability Detail table.
Working with inbound multisite consolidations consists of:
- Processing inbound consolidations
- Revising inbound consolidations
- Purging inbound consolidations
After you process the inbound consolidations and revise them if necessary, you
can generate journal entries for the summarized account balances, verify that
they are accurate, and process them. See Generating and Processing Batch
Journal Entries.

See Also

Appendix E: MultiSite Consolidation Inbound Tables for the file

specifications for the Unedited MSC Interoperability Header table
(F1001Z1) and the Unedited MSC Interoperability Detail table (F1002Z1)

2243

General Accounting

Processing Inbound Consolidations

From the Inbound MultiSite Consolidations Data menu (G1023), choose Process
Inbound Consolidations Data.
This program reads the Unedited MSC Interoperability Header table (F1001Z1)
and the Unedited MSC Interoperability Detail table (F1002Z1) and creates records
in the MultiSite Consolidation Transfer File Header table (F1001) and the
MultiSite Consolidation Transfer File table (F1002).
You can run the Process Inbound Consolidations Data program in proof or final
mode. In proof mode, the system prints a report that displays the transactions
that will be written to the MultiSite Consolidation Transfer File Header table and
the MultiSite Consolidation Transfer File table. In final mode, the system prints
the report and writes the transactions to the tables. The system writes error
messages to the Employee Work Center.
After processing the inbound data, you should run the following integrity
reports:

Prior Period Balance Integrity report

UDC Value Control report

Object/Subsidiary Value Control report

Business Units/Accounts Monthly Comparison report

Consolidated Balance Sheet

Consolidated Income Statement

See Also

2244

Running Integrity Reports

Working with Inbound Multi-Site Consolidations

Processing Options for Process Inbound Consolidations Data

Mode
1. Enter the mode that the update is
to be processed in:
1 = Proof mode with report.
2 = Final mode to process
F1001Z1 and F1002Z1 records
to the F1001 and F1002
respectively.
____________
JE Processing
1. Enter the version of Journalize
Consolidations.
If left blank, Journalize
Consolidations will not be run.
Version

____________

Purge Data
1. Enter a 1 to purge all data
from the F1001Z1 and
the F1002Z1 after all processing
has completed.
Data will not be purged from
tables if left blank.
____________

Revising Inbound Consolidations

After you run the integrity reports, you might need to revise the inbound
consolidations before you generate the corresponding journal entries.
To revise an inbound consolidation
From the Inbound MultiSite Consolidations Data menu (G1023), choose Revise
Inbound Consolidations Data.
1. On Work with MultiSite Consolidation Unedited Transactions, complete
any of the following fields to identify the records that you want to revise,
and click Find:

User ID

Batch Number

Transaction Number

2245

General Accounting

Processed (Y/N)

Consolidation Name

2. Choose the record you want to revise and click Select.

3. On MultiSite Consolidation Unedited Transactions Revisions, complete or
change any of the following fields:

User ID

Batch Number

Transaction Number

Processed (Y/N)

Consolidation Name

Number of Records Transmitted

Date Sent

Number of Records Received

Date Received

G/L Period Number

Fiscal Year

Century

Ledger Type

Company

4. In the detail area, complete or change any of the following fields for each
record that you want to revise:

2246

S P (Successfully Processed)

Business Unit

Obj Acct

Sub (Subsidiary)

Description

Subledger - G/L

Sub Type (Subledger Type)

Currency Code - From

Currency Code - Denominated In

Beg Balance/ PYE Forward

Net Posting 01

File Line Identifier

Working with Inbound Multi-Site Consolidations

5. To add a new transaction, go to the first blank line and complete the fields
listed above.
6. To add a new header record, exit to the Work with MultiSite
Consolidation Unedited Transactions form, click Add, and then complete
the fields listed above.

Purging Inbound Consolidations

From the Inbound MultiSite Consolidations Data menu (G1023), choose Purge
Inbound Consolidations Data.
The system holds processed multisite consolidations in the Unedited MSC
Interoperability Header table (F1001Z1) and the Unedited MSC Interoperability
Detail table (F1002Z1) until you purge them. You should purge the
consolidations after they have been successfully processed.
You can set a processing option on the Process Inbound Consolidations Data
program (R1002Z1) to automatically purge the tables when processing is
complete. See Processing Inbound Consolidations.

2247

General Accounting

2248

Generating and Processing Batch Journal Entries

After you receive the multisite consolidations at the target company, you should
run integrity reports to ensure that the data that you received is accurate. Then
you can generate journal entries for the summarized account balances, verify
that they are accurate, and process them.
Working with journal entries for multisite consolidations consists of:
- Generating multisite batch journal entries
- Reviewing multisite batch journal entries
- Revising multisite batch journal entries
- Processing multisite batch journal entries
- Purging processed multisite journal entries

Before You Begin

- Run the following integrity reports at the target company:

Prior Period Balance Integrity report

UDC Value Control report

Object/Subsidiary Value Control report

Business Units/Accounts Monthly Comparison report

Consolidated Balance Sheet

Consolidated Income Statement

See Also

Running Integrity Reports

2249

General Accounting

Generating Multi-Site Batch Journal Entries

From the MultiSite Consolidation menu (G1021), choose Journalize Consolidated
Balances.
At the target company, you can create journal entries for the summarized
account balances received from the source company. The Journalize
Consolidated Balances program (R10480) creates journal entries that are based
on the difference from one consolidation batch to another.
For example:
Consolidation
Batch

Date

Consolidated
Balance

Journal Entry
Amount

January 1, 2005

115,000.00

February 1, 2005

116,450.00

1,450.00

When you run the Journalize Consolidated Balances batch program, the system
reads the MultiSite Transfer tables (F1001, F1002, and F1003) and creates journal
entries in the Journal Entry Transactions - Batch table (F0911Z1).
You can run this batch program in proof or final mode. In proof mode, the
system prints a report of the journal entries but does not update the Journal
Entry Transactions - Batch table.
In final mode, the system creates the journal entries in the Journal Entry
Transactions - Batch table. The system prints a report of the journal entries if
you set the corresponding processing option.
The report shows the journal entries created for the summarized balances from
the source company by source system ID and batch number. It also shows batch
totals.
The Business Units (BU) and Accounts (AC) columns contain information about
dynamically created business units and accounts. Values that you might see in
these columns are:
Blank

The business unit or account already existed.

The business unit or account was not dynamically created

because an error occurred during processing.

The business unit or account was dynamically created.

If the Journalize Consolidated Balances program dynamically creates business

units or accounts, it will generate reports that show the new information.
2250

Generating and Processing Batch Journal Entries

When the system creates journal entries in the Journal Entries Transactions Batch table, it does the following for each journal entry:

Places a concatenation of the source system ID, the batch number, and the
transmission date in the Explanation field

Places the consolidation name in the Transaction Number field

2. Enter a 1 to directly update the

Account Balances file (F0902) for
Balance Forward differences between
the current and previous
consolidation. If left blank, the
Account Balances file will not be
updated.
Directly Update Account Balances:

____________

Business Unit
1. Enter a 1 to dynamically create
business units that exist in the
Consolidation file but do not exist
in the Business Unit Master. Leave
blank for no Dynamic Business Unit
Creation.
Dynamic Business Units Creation:
2.

____________

Enter the Business Unit Type to use

when creating business units.
Business Unit Type:

____________

Account Number
1.

Enter a 1 to dynamically create

accounts that exist in the
consolidation file but do not exist
in the Account Master. Enter a 2
to dynamically create accounts that
exist in the consolidation file but
do not exist in the Account Master
by editing the Object only. If the
Object exists in the account master
model, the account will be created
regardless of the Subsidiary. Leave
blank for no Dynamic Account
Creation.
Dynamic Account Creation:

____________

JE Processing
1.

Enter a 1 to automatically submit

to Process Batch Journal Entries
after processing/creating batch
journal entries. If left blank,
Process Batch Journal Entries will
not be automatically submitted.
Automatic Batch Journal Entry
Processing:

____________

2. Enter the version of Process Batch

Journal Entries to be executed. The

2252

Generating and Processing Batch Journal Entries

default is version ZJDE0002.

Version

____________

What You Should Know About Processing Options

Business Unit
processing options
(dynamic business unit
creation)

If a business unit in the MultiSite Transfer table does not

exist in the target, the program can create it.

Account Number
processing option
(dynamic account
creation)

If an account in the MultiSite Transfer table does not exist

in the target, the program can create it.

Data Selection for Journalize Consolidation Balances

You must set the transmitted file status EQ (equal to) to 1.

Reviewing Multi-Site Batch Journal Entries

From the MultiSite Consolidation menu (G1021), choose Journal Entry Review.
Before you process a batch, you can review and correct journal entries for
multisite consolidations. You can review individual journal entries that have
been created in the Journal Entry Transactions - Batch table.

See Also

Reviewing Batch Journal Entries

Revising Multi-Site Batch Journal Entries

From the MultiSite Consolidation menu (G1021), choose Journal Entry Revisions.
After you review journal entries for multisite consolidations, you might need to
make additions or corrections before you process them.

See Also

Revising Batch Journal Entries

2253

General Accounting

Processing Multi-Site Batch Journal Entries

From the MultiSite Consolidation menu (G1021), choose Process Batch Journal
Entry.
After you review and revise journal entries for multisite consolidations, you can
process the batch information.

See Also

Processing Batch Journal Entries

Purging Processed Multi-Site Journal Entries

From the MultiSite Consolidation menu (G1021), choose Processed Journal
Entry Purge.
The system holds processed journal entries in the batch table until you globally
purge them. You should purge batches after they have been successfully
processed.

See Also

2254

Purging Processed Journal Entries

Monthly Valuation
If you work with monetary accounts and foreign currencies, periodically you will
need to revalue your open vouchers, open invoices, and monetary accounts to
reflect current exchange rates. Typically, as part of monthend processing, you
calculate and post unrealized gains and losses due to exchange rate fluctuations.
You might want an account to accept only transactions in a specific currency. By
assigning a currency code to an account, you make it currencyspecific. J.D.
Edwards calls this type of account a monetary account. Generally, monetary
accounts are accounts that are denominated in currencies other than the
domestic currency of your organization. A monetary account can be:

A bank account

Other accounts, such as Accounts Payable or Accounts Receivable trade

accounts

Types of Monthly Valuations

You can use five different programs to analyze and calculate changes due to
currency fluctuations for monthly valuations. Two of the programs provide
informational reports, without calculating gain or loss:

A detailed report of open foreign vouchers

A detailed report of open foreign invoices

Three other programs calculate unrealized gains or losses and then print a
report. For vouchers and invoices, the report also includes realized gain or loss
that is calculated at the time of payment or receipt. The available reports are:

Unrealized gains and losses on monetary accounts

Realized and unrealized gains and losses on vouchers

Realized and unrealized gains and losses on invoices

See Also

Creating and Updating Your Chart of Accounts

Printing A/P Standard Reports in the Accounts Payable Guide

Printing Standard Reports in the Accounts Receivable Guide

231

General Accounting

Calculating Unrealized Currency Gains and Losses in the Accounts

Payable Guide

Calculating A/R Unrealized Gains and Losses in the Accounts Receivable

Guide

How Unrealized Gains and Losses Are Calculated

With monetary account valuation, you calculate the current domestic amount of
a foreign currency balance to determine the unrealized gain or loss. Typically,
you run this calculation on the balances of foreign bank accounts, vouchers, and
invoices. This calculation indicates what the gain or loss would have been if you
had converted the foreign balance into your domestic currency. For a monetary
bank account, this calculation indicates the current domestic value of the foreign
currency.
The Monetary Account Valuation program calculates unrealized gains and losses
as follows:
1. Compares the currency code of selected accounts (the CA ledger for
foreign balances) with the currency code of the company with which the
account is associated (the AA ledger for domestic balances)
2. Retrieves an exchange rate from the Currency Exchange Rates table
(F0015) based on the comparison, using the as of" date specified in the
related processing option
3. Multiplies the original foreign balance by the exchange rate to compute
the new domestic balance
4. Compares the new domestic balance to the original domestic balance from
the AA ledger to calculate the unrealized gain or loss

How Unrealized Gains and Losses Are Recorded

You need a journal entry to record the unrealized gain or loss. You can enter the
journal entry manually, or you can set processing options to have the program
create the journal entry.
The journal entry created for unrealized gains and losses:

232

Has a document type of JX (foreign currency revaluation). This document

type adjusts only the domestic side (AA ledger) of a monetary account and
leaves the foreign side (CA ledger) unchanged.

Has the currency code for the domestic currency of the company.

Is a reversing entry because the gain or loss is not realized. It applies to

the end of the period only.

Accounting rules in many countries specify that you report unrealized currency
losses and not unrealized gains. You can set a processing option so that the
program creates journal entries only for losses. You can also set the processing
option to create a journal entry for gains only, or for both gains and losses.
In the U.S., accounting rules (SFAS 52) specify that you report both unrealized
gains and unrealized losses.

AAIs for Automatic Journal Entries

If you set the processing options to automatically create journal entries for
unrealized gains and losses, the program uses the following AAIs:
GVxxx

Designates which account to use for unrealized gains on a

monetary account. You can optionally set up a separate
item for each currency code (xxx).

GWxxx

Designates which account to use for unrealized losses on

a monetary account. You can optionally set up a separate
item for each currency code (xxx).

Designates which offset account to use for unrealized gain

or loss. If the offset is the monetary account (for example,
1.1110.FRANCE), which is usually the case, do not set up
this AAI.

See Also

Setting Up AAIs for MultiCurrency

Example
In this example, your company is located in Great Britain and its base currency
is British pounds (GBP). You want to pay several suppliers in Hong Kong with
Hong Kong dollars (HKD), so you establish a bank account in Hong Kong.
At the end of the month, you have 1,000,000 HKD in the bank account in Hong
Kong. The account balance in the AA ledger is 80,268 GBP. This account balance
is based on the exchange rates of the individual transactions in the AA ledger.
You must revalue the account balance using the exchange rate that is in effect at
the end of the month, which is 1 HKD to .078996 GBP.
When you run the Monetary Account Valuation program, the system creates a
reversing entry for an unrealized loss of 1,272 GBP. The account balance in the
AA ledger is now 78,996 GBP. On the first day of the following month, the
system will reverse the entry, and you can revalue the account again.

233

General Accounting

234

Calculating Unrealized Gains and Losses

From the Monthly Valuation menu (G1121), choose Monetary Account Valuation.
If you use monetary accounts, you will need to periodically calculate and post
the unrealized gains and losses on monetary account balances. Generally, you
run the Monetary Account Valuation batch program at periodend to do the
calculations prior to running financial statements.
This batch program prints a report that lists:

Domestic and foreign ledger balances as of the transaction date

Current domestic value of the ledger balances using the as of" date
specified in the processing options

Unrealized gain or loss amount

You can use this report as a trial balance that displays both foreign and domestic
amounts, and set the level of detail in a processing option. If the report includes
more than one currency, the total for the foreign ledger balance column is a
hash total, and, therefore, meaningless.
Use version XJDE0002 to perform monetary account valuation on accounts not
designated as monetary accounts. You will be posting balances by currency in
this version.
This program sends any error messages to the Employee Work Center unless you
set the processing option to print the errors.
Caution: Be sure to post the journal entries that are created by this program
before you rerun the program, or you will create duplicate journal entries.

Before You Begin

- Verify that the Currency Exchange Rates table (F0015) contains current
information. See Working with Exchange Rates.
- Verify that AAI items GVxxx, GWxxx, and GR are set up correctly.
- Set up monetary accounts. See Assigning Currency Codes to Monetary
Accounts.

235

General Accounting

See Also

R09415, Monetary Account Valuation in the Reports Guide for a report

sample

Calculating Unrealized Currency Gains and Losses in the Accounts

Payable Guide

Calculating A/R Unrealized Gains and Losses in the Accounts Receivable

Guide

Processing Options: Monetary Account Valuation (R09415)

LOD Tab
This processing option determines the lowest account level of detail to print on
the report. For example, if you specify level 7 as the lowest level of detail and
your chart of accounts includes levels 8 and 9, level 7 will include the totals for
accounts that have amounts at levels 8 and 9, but the detail for levels 8 and 9
will not print.
Level 1 represents the company level, and level 2 represents the business unit
level. Levels 1 and 2 always print on the report.
For rollup from one level of detail to the next to occur accurately, you cannot
skip levels of detail when you set up the chart of accounts. Skipping a level of
detail will produce unpredictable results.
1. Account Level of Detail
Use this processing option to specify the lowest account level of detail to print
on the report. Your choices are:

Enter a specific account level of detail between 3 and 9 (for example, 3)

Leave the field blank to print all account levels of detail (levels 3 through
9)

For example, if you specify level 7 as the lowest level of detail and your chart of
accounts includes levels 8 and 9, level 7 will include the totals for accounts that
have amounts at levels 8 and 9, but the detail for levels 8 and 9 will not print.
Level 1 represents the company level, and level 2 represents the business unit
level. Levels 1 and 2 always print on the report.
For rollup from one level of detail to the next to occur accurately, you cannot
skip levels of detail when you set up the chart of accounts. Skipping a level of
detail will produce unpredictable results.

236

Calculating Unrealized Gains and Losses

Period Tab
This processing option defines the fiscal year and period for which the system
will perform monetary account valuation. If you leave either field blank, the
system uses the current fiscal year and period defined for General Accounting on
the Set Up Company form and recorded in the Company Constants table (F0010)
for the company of each account that is processed.
1. Fiscal Year
Use the Fiscal Year field to identify the last two digits of the fiscal year for which
the system will perform monetary account valuation. For example, enter 05 for
2005.
If you complete this field, you must also specify the period number in the Period
Number field.
If you leave this field blank, the system uses the current fiscal year and period
defined for General Accounting on the Set Up Company form and recorded in
the Company Constants table (F0010) for the company of each account that is
processed.
2. Period Number
Use the Period Number field to identify the period for which the system will
perform monetary account valuation.
If you complete this field, you must also specify the fiscal year for the monetary
account valuation in the Fiscal Year field.
If you leave this field blank, the system uses the current fiscal year and period
defined for General Accounting on the Set Up Company form and recorded in
the Company Constants table (F0010) for the company of each account that is
processed.

Print Tab
These processing options determine printing characteristics, such as the format
of the account numbers and whether to print zero balances.
1. Account Number Format
Use this processing option to specify the format for printed account numbers.
Valid values are:
1
2

Standard account number. The default format is business

unit.object.subsidiary.
Account ID. The system assigns this number when the account is entered.

237

General Accounting

Freeform (third account number). Your organization assigns this number

during account setup.

If you leave this field blank, the system uses the standard account number.
2. Suppress Zero Balances
Use this processing option to omit printing accounts with zero balances. Valid
values are:
Blank Print all accounts
1
Do not print accounts with zero balances
Note: Only accounts that have associated currency codes will print, regardless of
how you set this processing option.

Subledger Tab
These processing options control the selection of accounts with subledgers for
which the system will perform monetary account valuation.
Note: The system will perform monetary account valuation only for accounts
with associated currency codes, regardless of how you set these processing
options.
1. Subledger
Use this processing option to select accounts with subledgers for monetary
account valuation. Valid values are:

A specific subledger number. The system will process all accounts with
this subledger.

*. The system will process all accounts.

Blank. The system will process only accounts without subledgers.

If you complete the Subledger field but do not complete the Subledger Type
field, the system will disregard what you enter in the Subledger field and will
process only accounts without subledgers, unless you enter * in the Subledger
field. If you enter * in the Subledger field, the system will process all accounts
and all subledgers.
If you complete both the Subledger field and the Subledger Type field, but the
subledger type that you enter is not a valid subledger type for the subledger that
you enter, the system will disregard what you enter and will process only
accounts without subledgers.

238

Calculating Unrealized Gains and Losses

2. Subledger Type
Use this processing option to specify the user defined code (00/ST) for the table
that contains the subledger numbers. For example, subledger type A identifies
the Address Book Master table (F0101). You can use the visual assist in this field
to select the subledger type.
If you complete the Subledger Type field but do not complete the Subledger
field, the system will disregard what you enter in the Subledger Type field and
will process only accounts without subledgers.
If you complete both the Subledger field and the Subledger Type field, but the
subledger type that you enter is not a valid subledger type for the subledger that
you enter, the system will disregard what you enter and will process only
accounts without subledgers.

As Of Tab
This processing option identifies the date of the exchange rate that the system
will use to perform monetary account valuation for the company of each
account that is processed.
1. As Of
Use this processing option to specify the date of the exchange rate that the
system will use to perform monetary account valuation for the company of each
account that is processed.
The system uses the exchange rate in the Currency Exchange Rates table (F0015)
for the date that you specify. If a company has more than one currency code
assigned to its monetary accounts, the system uses the specific exchange rate for
each currency.
If you leave this field blank, the system uses the exchange rate for the last day of
the period that you entered in the Period Number field on the Period tab. If the
Period Number field is blank, the system uses the last day of the current period
defined for General Accounting on the Set Up Company form and recorded in
the Company Constants table (F0010) for the company of each account that is
processed.

Journal Entries Tab

These processing options control the creation of journal entries during monetary
account valuation.
You can specify whether the system will create journal entries for accounts with
calculated gains or losses and whether the system will create reversing journal
entries.

239

General Accounting

If the system creates journal entries, you can specify the G/L date for the journal
entries and whether the journal entry batches will be created in approved status.
1. Gains/Losses
Use this processing option to specify whether the system will create journal
entries for accounts with calculated gains or losses from monetary account
valuation. AAI item GVxxx determines the accounts in which the system will
create journal entries for calculated gains, and AAI item GWxxx determines the
accounts in which the system will create journal entries for calculated losses.
Valid values are:
1

Create journal entries for accounts with both calculated gains and
calculated losses
2
Create journal entries only for accounts with calculated losses
3
Create journal entries only for accounts with calculated gains
Blank Do not create journal entries
2. Reversing Entries
Use this processing option to specify whether the system will create reversing
journal entries for accounts with calculated gains or losses. Valid values are:
Blank Create reversing journal entries for accounts with calculated gains or losses
1
Do not create reversing journal entries for accounts with calculated gains
or losses
If you leave the Gains/Losses field blank, the system will not create reversing
journal entries, even if you leave the Reversing Entries field blank.
3. G/L Date
Use this processing option to specify the date to be used for the journal entries
that the system creates during monetary account valuation. If you leave this field
blank, the system uses the last day of the period that you entered in the Period
Number field on the Period tab. If the Period Number field is blank, the system
uses the last day of the current period as defined for General Accounting on the
Set Up Company form and recorded in the Company Constants table (F0010) for
the company of each account that is processed.
If you leave the Gains/Losses field blank, the system will not create journal
entries, even if you enter a date in the G/L Date field.
4. Approve Batches
Use this processing option to create the batches of journal entries with a status
of approved, regardless of the setting of the Management Approval of Input"
constant on the General Accounting Constants form. If you leave the Approve
Batches field blank, the system uses the value of the Management Approval of
2310

Calculating Unrealized Gains and Losses

Input" constant to determine whether management approval is required. Valid

values are:
1
Create journal entry batches in approved status
Blank Use the value of the Management Approval of Input" constant on the
General Accounting Constants form to determine whether management
approval is required
If you set the Gains/Losses field to create journal entries, you can use this field
to automatically approve the journal entry batches. Otherwise the system ignores
this field.

Errors Tab
Use this processing option to print error messages on the report. If you leave the
field blank, the system will send error messages to the Employee Work Center.
1. Print Errors
Use this processing option to print error messages on the report. If you leave the
field blank, the system will send error messages to the Employee Work Center.
Valid values are:
1
Print error messages on the report
Blank Send error messages to the Employee Work Center

Data Selection for Monetary Account Valuation

J.D. Edwards recommends that you use the selection criteria for currency code
provided in the DEMO version (NE *BLANKS).

2311

General Accounting

2312

Currency Restatement
If you have companies using different currencies, you will need to convert
financial information into the currency of the parent company for consolidations.
This process is called currency restatement. You can restate amounts into:

A different currency at the transaction level, which is useful for companies

operating in highly inflationary economies.

A different currency at the balance level (for example, Belgian francs

restated in U.S. dollars).

The same currency using an index at the balance level, which might be
useful in preparing budgets.

The same currency using an as of" date at the transaction level, as if that
date applied to all transactions. This process might be useful in eliminating
fluctuations in exchange rates for comparing balances.

Currency restatement consists of:

- Understanding detailed currency restatement
- Calculating detailed currency restatement
- Reviewing and approving detailed currency transactions
- Posting the detailed currency journal
- Understanding balance currency restatement
- Working with calculations for balance restatement
- Calculating restated balances
- Working with as if" currency reposting

241

General Accounting

Types of Currency Restatement

The currency restatement types are:
Balance currency
restatement

Restates amounts into another currency used for reporting

purposes. Restatement is on a balance level.
For example, by restating balances from U.S. dollars (USD)
to Canadian dollars (CAD), you can consolidate reporting
with other Canadian companies.

Detailed currency
restatement

Enables you to maintain a second set of transactions in a

stable currency for reporting purposes. This method is
generally used for companies operating in a highly
inflationary economy. Restatement occurs at the general
ledger transaction level.
For example, by restating transactions from Colombian
pesos (COP) to U.S. dollars (USD), a Colombian company
can generate meaningful comparisons of current to
historical sales figures by using the more stable U.S. dollar.

As if" reposting

Eliminates fluctuations in exchange rates over a period of

time for comparisons.
For example, by reposting foreign transactions using
exchange rates from a year ago, a French company can
compare the reposted actual income and expenses against
amounts budgeted for a year ago.

See Also

Setting Up MultiCurrency for more information about the currency

restatement methods to use

Ledgers Used for Currency Restatement

When you restate currencies, the system maintains the amounts of each
transaction in one or more of the following ledgers:
AA (actual amounts)

242

A complete chart of accounts in the base currency of the

company.

CA (foreign currency)

A complete or partial chart of accounts containing

transactions in foreign currencies. The CA ledger can
contain many currencies.
This ledger is used for foreign transactions.

XA (alternate currency)

A partial or complete chart of accounts in the alternate

currency. Each transaction in the AA ledger is restated into
its alternate currency equivalent using the exchange rate
effective on the date of the transaction.
This ledger is used for detailed currency restatement only.

YA (domestic origin)

A partial chart of accounts containing transactions that

originated in the domestic currency (AA ledger). The
amounts are in the domestic currency.
Used for detailed currency restatement only (optional).

ZA (foreign origin)

Partial chart of accounts containing transactions that

originated in a foreign currency (CA ledger), restated into
the alternate currency.
Used for detailed currency restatement only (optional).

AC (consolidation
ledger)

A complete or partial chart of accounts containing

transactions in the reporting currency.
This ledger is used for balance currency restatement.

AD (as if" restatement

ledger)

A complete chart of accounts containing transactions from

the AA ledger with foreign transactions restated at
exchange rates from a specific date.
This ledger is used for as if" reposting.

The YA and ZA ledgers are typically used for reporting, joint ventures, and
financial analysis.
The system does not allow currency restatements or reposts to these ledger
types:

AA (actual amounts)

AZ (cash basis ledger)

CA (foreign currency)

243

General Accounting

The system reserves the following ledgers for detailed currency restatement. You
cannot use these ledgers for balance currency restatement or as if" repost:

XA (alternate currency)

YA (domestic origin)

ZA (foreign origin)

The following graphic illustrates the three methods of currency restatement and
the tables and ledgers involved.

Detailed Currency Restatement

Currency
Exchange
Rates Table
(F0015)

(F0911)

(F0902)

all accounts

Daily rates

AA Ledger

XA Ledger
(F0911)
Stable
Currency

Balance Currency Restatement

Currency
Restatement
Rates Table
(F1113)

(F0902)

all accounts

AA Ledger
GP Ledger
(optional)

244

Period-end,
historical, and
average rates,
etc.

AC Ledger
Consolidation
Currency

As if Reposting

(F0911)
Domestic only transactions

(F0902)

Currency Exchange Rates

Table (F0015)

AA Ledger
(only)

AD Ledger
Domestic
Currency
Exchange
rate from a
specified date

Foreign
Transactions

CA Ledger

To display or print a restated currency with the correct number of decimal

places, you assign a currency code to a ledger type. Generally, you should
assign currency codes to the following ledger types:

AC (the currency for consolidated reporting)

XA (the alternate currency)

ZA (the alternate currency)

You should not assign currency codes to the following ledger types, for the
reasons indicated:

AA (the system determines decimals from the company's base currency)

AD (the system contains only the domestic currency)

CA (the system determines decimals from the company's base currency)

YA (the system determines decimals from the company's base currency)

245

General Accounting

Example: Consolidating Companies with Multiple Currency

The following shows a consolidation of three companies that operate in different
parts of the world. The Colombian company operates in a highly inflationary
economy and uses detailed currency restatement. In this example, GP is a
userdefined ledger type for Generally Accepted Accounting Principles (GAAP)
adjustments.
Colombian Company

American Company

Highly inflationary economy

Historical Rate
Preserved
USD to USD

All
Accounts

Ledgers added and

moved to AC ledger

AA Ledger
GP Ledger

Balance Sheet
and GAAP
adjustment

XA Ledger

Ledgers added and

moved to AC ledger

Income Statement
and GAAP
adjustment

AA Ledger
GP Ledger

USD
Consolidated
AC Ledger

Belgian Company

Period End Rate

BEF to USD
Balance
Sheet

AA Ledger
COP Colombian pesos
USD U.S. dollars
Average Rate
BEF to USD

Income
Statement

BEF

Belgium francs

AA Ledger

SFAS 52 Requirements
Statement of Financial Accounting Standard (SFAS) 52 is the accounting standard
in the United States for foreign currency translations and is distributed by the
Financial Accounting Standards Board (FASB). SFAS 52 is similar to the rules
established by the International Accounting Standards (IAS), so most countries
follow the same guidelines.
246

SFAS 52 dictates the following for restating a foreign subsidiary's books into U. S.
dollars:

Prepare statements for foreign entities according to GAAP standards.

Translate balance sheet accounts using the periodend rate.

Translate income statement accounts using an average exchange rate for

the period.

Generally, translate capital accounts using a historical rate.

If the foreign entity operates in a highly inflationary economy, use the

currency of the parent company as the functional currency of the foreign
entity. Report transactions as if they were incurred in the functional
currency. Use detailed restatement.

The Detailed Currency Restatement and Balance Currency Restatement programs

meet SFAS 52 requirements.

247

General Accounting

248

Understanding Detailed Currency Restatement

Companies operating in countries with highly inflationary currencies often need

to:

Report financial results in the local currency and a parent company's

currency

Maintain a second set of books in a stable currency for financial analysis

and reporting

Maintain dual reporting for certain classes of general ledger accounts, such
as fixed assets, inventory, and equity accounts, to meet accounting
standards

Detailed Currency Restatement lets you work at the transaction level with two
base currencies:

Domestic currency (AA ledger)

Alternate (stable) currency (XA ledger)

During the euro transition period, companies in EMU member countries that
have not converted their base currency to the euro and do not use Detailed
Currency Restatement for another purpose might use Detailed Currency
Restatement to create transactions in the euro.
For every transaction in the domestic currency within the range or ranges of
accounts specified in the AAI setup, the system creates a corresponding
transaction in the alternate currency.
If in stable currency (XA)

CA Ledger
(F0911)
Specified
accounts

AA Ledger
(F0911)

Daily Exchange
Rates table
(F0015)

XA Ledger
(F0911, F0902)

249

General Accounting

Detailed Currency Restatement is integrated into the General Accounting,

Accounts Receivable, Accounts Payable, and Fixed Assets systems. This feature
includes special handling for voids, reversals, and gain/loss calculations.

Ledgers Used to Calculate Gains and Losses

The system creates restatement gain/loss records between the AA and XA
ledgers when you post payments or receipts. The calculations differ depending
on the type of transaction:

2410

For domestic transactions (AA ledger to XA ledger), the system creates

records for restatement gains/losses in the XA ledger and shows them on
the post report, which lists the AA entries.

For foreign transactions (CA ledger to XA ledger), the system:

Calculates the CA ledger to AA ledger gain/loss, then restates that

amount to the XA ledger. The system shows this gain/loss on the
post report that lists the XA entries.

Calculates the AA ledger to XA ledger gain/loss. The system shows

this gain/loss on the post report that lists the AA and CA entries.

Understanding Detailed Currency Restatement

The following graphic illustrates a Chilean transaction (CLP) entered for a

Colombian company (COP) that uses an alternate currency (USD). The graphic
shows the gain and loss created among the foreign (CA), domestic (AA), and
alternate (XA) ledgers.

AA Ledger
1.25 loss

COP

6.25 gain

5.00 gain

AA =
CA =
XA =
COP =
CLP =
USD =

CA Ledger

XA Ledger

CLP

USD

Actual amount
Currency amount
Alternative amount
Colombian peso
Chilean peso
U. S. dollars

AA --> XA

The gain/loss amount is calculated between COP

(domestic) and USD (alternate) when a payment or receipt
is posted.

CA --> AA

The gain/loss amount is calculated between CLP (foreign)

and COP (domestic). It is then written to the AA ledger.
This amount is restated to the XA ledger by the Detailed
Currency Restatement program.

CA --> XA

No calculation is performed between the CA and XA

ledger. The net amount of the two previous calculations is
the equivalent of the gain/loss between the CA ledger and
the XA ledger (transaction amount to restated amount).

2411

General Accounting

Example: Gain or Loss for a Domestic Voucher

The following example uses a domestic voucher entered for a Colombian
company (COP) that runs detailed currency restatement. The alternate currency
is USD. The example shows how a domestic voucher creates gain or loss
amounts for the alternate ledger (XA).
Voucher and Payment
--AA Ledger-Domestic
Transaction
Amount

Currency
Code

--XA Ledger-Exchange
Rate

Currency
Alternate
Code
Currency
Calculated

Voucher
(original rate)

85,000

COP

850

100.00

USD

Payment
(payment
current rate)

85,000

COP

860

98.84

USD

Gain (-)
or Loss
(+)

1.16-

Journal Entries
Description

Account

Voucher
Payment

AA Ledger
Amounts

XA Ledger
Amounts

Expense Account

85,000

100.00

Accounts Payable

85,000-

100.00-

Accounts Payable

85,000

100.00

Cash

85,000-

Realized Gain

2412

98.841.16-

Understanding Detailed Currency Restatement

How Gains and Losses Are Calculated on a Foreign Transaction

Gains and losses are calculated by measuring the changes in exchange rates
when a transaction is processed.
The system performs two steps when calculating the gain or loss amount for a
foreign transaction.
The examples in the steps use the following information:
Date

Document

CA Ledger
(CLP)

x Exchange
Rate

06/01/98

Voucher

100,000

.75

75,000

750

100.00

Payment

100,000

.76

76,000

800

95.00

Gain()
Loss(+)

AA
/ Exchange
Ledger
Rate
(COP)

1,000

XA Ledger
(USD)

5.00-Net

1. The gain/loss record in the AA ledger (calculated between the CA and AA

ledgers) is converted to the XA ledger using the exchange rate from the
AA to the XA ledger that is in effect on the G/L date of the payment.

1,000 COP / 800 = 1.25 loss

Realized
loss in AA
ledger

Current
exchange
rate (COP
to USD)

CA to AA

2. A gain/loss amount is also derived from the AA and XA ledgers. This

amount is calculated using the voucher amount and the exchange rate
difference between the voucher and payment dates.
75,000 / 750 = 100.00
75,000 / 800 = 93.75
6.25 gain (AA to XA)
Voucher
amount
(COP)

Exchange rates (COP

to USD) on 6/01/98 and
6/30/98, respectively

2413

General Accounting

Using Alternate Ledgers

If you use alternate ledgers to record transactions by domestic origin (YA ledger)
and foreign origin (ZA ledger), the system updates the alternate ledger records
using one of three methods, depending on where the transaction originated:
Domestic transaction in
the AA currency

There is no CA record. The system:

Foreign transaction in
the XA currency

The system copies the CA amount to both the XA and ZA

ledgers.

Foreign transaction in a
currency other than XA

The system:

Restates the AA amount into the XA ledger

Copies the AA amount to the YA ledger

Restates the AA amount into the XA ledger

Copies the XA amount to the ZA ledger

The following illustrates the alternate ledgers used in detailed currency

restatement:
AA Ledger

CA Ledger

Foreign
Transactions

Domestic
Transactions

Alternate
Currency
Equivalent
ZA Ledger

Domestic
Amounts
YA Ledger

Alternate
Currency
Equivalent
XA Ledger

2414

Understanding Detailed Currency Restatement

Steps Required for Detailed Currency Restatement

Detailed currency restatement consists of these steps:
1. Set up detailed currency restatement.
2. Update the daily exchange rate table as needed.
3. Run the Detailed Currency Restatement program.
4. Review and approve the detailed currency transactions.
5. Post the detailed currency transactions to the general ledger.

What Transactions Are Processed

The Detailed Currency Restatement program processes all posted transactions in
the AA ledger of the Account Ledger table (F0911) that meet the following
criteria:

The company is set up for detailed currency restatement.

The transaction contains a blank in the Currency Update (ALT9) field.

The account is within the account ranges for AAI item CRxx.

For each processed transaction, the program updates the Currency Update field
to indicate the result of processing. Other programs also update this field. The
codes and the programs that use them to update the field are:
P (processed)

Written by the Detailed Currency Restatement program.

N (not applicable)

Written by the Detailed Currency Restatement program for

either of the following:

Y (YA ledger only)

Company is not set up for detailed restatement.

Account is not within a range of AAIs defined for
detailed currency restatement.

Written by the system for JX document types (foreign

currency revaluation) and for journal entries with the Do
Not Create XA Ledger option turned on (Historical Rates
form). The Detailed Currency Restatement program
changes the code to P (or N) after it processes the records.

The first time that you run the Detailed Currency Restatement program,
processing might require a significant amount of time because it will update the
Currency Update field for all qualified records in the Account Ledger table.
Subsequently, the program updates only the new transactions that qualify.

2415

General Accounting

Reviewing Detailed Currency Transactions

You can review the detailed currency transactions by batch. The Detailed
Currency Restatement program assigns the batch number of the originating (AA)
batch to the transactions that it creates for the alternate currency.

Revising Detailed Currency Transactions

You cannot add new transactions to an existing journal entry if the Currency
Update field of the journal entry is set to only update the YA (domestic origin)
ledger. To override this setting, follow these steps:
1. Locate the journal entry.
2. On Journal Entry, choose Historical Rate from the Form menu.
3. On Detail Restatement Exchange Rate, turn off the Do Not Create XA
Ledger field, and click OK.
4. Add the new transaction.
You cannot revise transactions created by detailed currency restatement after
they have been posted. You must void the transactions and enter new ones.

Posting Detailed Currency Transactions

You can post the detailed currency transactions to the Account Ledger table
(F0911) as a part of the Detailed Currency Restatement program or in the normal
posting process with AA ledger transactions.

2416

Calculating Detailed Currency Restatement

From the Financial Restatement menu (G1122), choose Detailed Currency

Restatement.
You calculate detailed currency restatement to apply the currently effective
exchange rates to transactions. This process creates a second restated ledger of
transactions for all companies that are set up for detailed currency restatement.
This batch program reads transactions from the Account Ledger table (F0911)
and creates new transactions in the XA (alternate currency) ledger in the same
table.
During the euro transition period, companies in EMU member countries that
have not already converted their base currency to the euro might use detailed
currency restatement to create transactions in the euro. The Detailed Currency
Restatement program uses the no inverse and triangulation method of exchange
rate calculation when restating amounts from EMU currencies to the euro. It uses
the most recent effective exchange rate in combination with the override
conversion method. If you use the no inverse and triangulation method for
nonEMU currencies, the program works in the same way.
When you calculate detailed currency restatement, you can also update the
optional YA (domestic origin) and ZA (foreign origin) ledgers by setting the
related processing option.
You can set the related processing option in the Detailed Currency Restatement
program to start the Post General Ledger program if your organization does not
require management approval for posting.
You can run the Detailed Currency Restatement program when you post other
types of transactions to the general ledger. To do this, set the related processing
options in the posting program.
If the Detailed Currency Restatement program finds an error condition for a
company before any processing takes place for the company, it stops processing
eligible records, produces an error report, and does not update the XA ledger.
This report indicates the type of problem. You must resolve the problem and run
the program again.

2417

General Accounting

Before You Begin

- Set up detailed currency restatement.
- Verify that your currency exchange rates correspond to the dates that you
will restate. If the system does not find a rate with the date that you are
restating, it uses the last effective date.
See Working with Exchange Rates.

Common Error Messages and Causes

Daily Transaction Rate
Not Set Up

No current exchange rate and no prior effective date are

set up for converting the domestic currency to the
alternate currency.
See Working with Exchange Rates for Detailed Currency
Restatement.

CR01 and/or CR02 AAI

Not Set Up

Either the AAI items CRxx are not set up, or the setup is
not correct.
See Setting Up AAIs for Detailed Currency Restatement.

CR AAI Account Invalid

or Not Set Up

The account number for the AAI item CR is not in the

chart of accounts for the company.

Version of Post Specified You entered an invalid version number for the post
Invalid
program in the processing option for Detailed Currency
Restatement.
XA Ledger Not Defined

The XA ledger is not set up in the user defined code list

09/LT.
See Setting Up Ledger Types for Detailed Currency
Restatement.

Currency Invalid for XA

or ZA Ledger

An invalid currency code is specified in the Special

Handling field of the user defined code list 09/LT. Check
both the YA and ZA ledgers.
See Setting Up Ledger Types for Detailed Currency
Restatement.

2418

Calculating Detailed Currency Restatement

YA or ZA Ledger Not
Defined

You set the processing option to create records in the YA

and ZA ledgers. However, these ledgers are not defined in
the user defined code list 09/LT.
See Setting Up Ledger Types for Detailed Currency
Restatement.

See Also

Posting the Detailed Currency Journal

Processing Options: Detailed Currency Restatement (R11411)

Ledgers Tab
Use these processing options to specify the ledgers in which the system restates
amounts and to specify whether the system creates corresponding entries in
units ledgers.
The system restates amounts in the XA (Alternate Currency) ledger. You can
specify whether the system also restates amounts in the optional YA (Domestic
Origin) and ZA (Foreign Origin) ledgers.
You can also specify whether the system creates entries in the units ledgers that
correspond to the XA, YA, and ZA ledgers. For example, you can specify that for
each journal entry with units in the XA ledger, the system creates an entry in the
XU ledger.
1. Additional Ledgers
Use this processing option to select the ledgers in which the system restates
amounts. Valid values are:
1

Restate amounts in the XA (Alternate Currency), YA (Domestic Origin),

and ZA (Foreign Origin) ledgers.
Blank Restate amounts in the XA ledger only.
2. Units Ledger
Use this processing option to create entries in the units ledgers (XU, YU, and
ZU) that correspond to the XA (Alternate Currency), YA (Domestic Origin), and
ZA (Foreign Origin) ledgers. Valid values are:
1
Do not create entries in the units ledgers.
Blank Create entries in the units ledgers.

2419

General Accounting

Post Tab
Use this processing option to automatically post the entries that this program
creates. You must specify the version of the Post General Journal program for
the system to use. If you leave this field blank, the system will not automatically
post the entries.
J.D. Edwards recommends that you use version ZJDE0041. This version of the
Post General Journal program is for batch type XX (detailed currency
restatement).
1. Post Version
Use this processing option to specify the version of the Post General Journal
program that the system should use to post the entries created by this program.
If you leave this field blank, the system will not post the entries.
J.D. Edwards recommends that you use version ZJDE0041. This version of the
Post General Journal program is for batch type XX (detailed currency
restatement).

Automatic JEs Tab

Use this processing option to automatically create journal entries to balance the
currency restatement ledgers using the balancing offset account specified by AAI
item CR. If you leave this field blank, the system does not automatically create
the balancing journal entries.
The system creates the balancing journal entries (document type AE) only in the
ledgers that you specify in the Additional Ledgers processing option on the
Ledgers tab.
1. Automatic JEs
Use this processing option to automatically create journal entries to balance the
currency restatement ledgers using the balancing offset account specified by AAI
item CR. Valid values are:
1
Automatically create balancing journal entries.
Blank Do not create balancing journal entries.
The system creates the balancing journal entries (document type AE) only in the
ledgers that you specify in the Additional Ledgers processing option on the
Ledgers tab.

2420

Calculating Detailed Currency Restatement

Exchange Rate Tab

Use this processing option to specify the date of the exchange rate that the
system uses to calculate restatement amounts. You can use the exchange rate
that was in effect on the service/tax date or the exchange rate that was in effect
on the G/L date. If you leave this field blank, the system uses the exchange rate
that was in effect on the G/L date.
The service/tax date is the date that the goods or services were purchased or the
date that the tax liability was incurred.
The system uses the exchange rate in the Currency Exchange Rates table (F0015)
for the date that you specify.
1. Exchange Rate
Use this processing option to specify the date of the exchange rate. Valid values
are:
1
Use the exchange rate that was in effect on the service/tax date.
Blank Use the exchange rate that was in effect on the G/L date.
The service/tax date is the date that the goods or services were purchased or the
date that the tax liability was incurred.
The system uses the exchange rate in the Currency Exchange Rates table (F0015)
for the date that you specify.

Data Selection and Sequence for Detailed Currency Restatement

Do not use data selection or data sequence. The system ignores any data
selection or data sequence that you enter.

2421

General Accounting

2422

Reviewing and Approving Detailed Currency Transactions

After you run detailed currency restatement, you can verify the accuracy of the
detailed currency transactions before posting them to the general ledger. To
verify accuracy, complete the following tasks:
- Review detailed currency transactions
- Approve detailed currency batches for posting
The review program displays and updates information in the following tables:

Batch Control (F0011)

Account Ledger (F0911)

Reviewing Detailed Currency Transactions

You can review information at the following levels before posting detailed
currency transactions. You can:

Review a list of detailed currency batches

Review detailed information

Transactions created by the Detailed Currency Restatement program have the

same batch number as the corresponding originating transactions. They have a
batch type of XX.
To review a list of detailed currency batches
From the Financial Restatement menu (G1122), choose Detailed Currency
Review.
When you review detailed currency transactions for posting, you can display a
list of batches based on the batch type, number, date, status, or your user ID.
For example, you might want to review all batches with a posting status of
pending or approved.

2423

General Accounting

1. On Work With Batches, display all batches for all users, or limit your
search by completing one or more of the following fields:

Batch Number

Batch Type

2. To review only posted or unposted batches, click one of the following

batch status options:

Unposted Batches

Posted Batches

3. To limit the search further, complete one or more of the following fields:

Batch Date

User ID

4. Click Find.

Field

Explanation

Batch Number

A number that identifies a group of transactions that the

Batch Date

The date of the batch. If you leave this field blank, the
system date is used.

User ID

For World, the IBMdefined user profile.

For OneWorld, the identification code for a user profile.

To review detailed information

From the Financial Restatement menu (G1122), choose Detailed Currency
Review.
After you review a list of batches, you can access transaction detail within a
specific batch. For example, you can review the number of transactions in the
batch. You can also select a specific transaction for review only. You cannot
change the detailed currency transactions created by the Detailed Currency
Restatement program.
1. On Work With Batches, follow the steps to review a list of detailed
currency batches.
2. Choose a batch and click Select to access General Journal Review.

2424

Reviewing and Approving Detailed Currency Transactions

3. On General Journal Review, choose an individual document to review and

click Select.

2425

General Accounting

Approving Detailed Currency Batches for Posting

After you enter and review a batch of detailed currency transactions, you might
need to approve it before posting can occur. This depends on whether your
company requires management approval before posting a batch, as defined in
the general accounting constants. Based on your company requirements, the
system assigns either a pending or an approved status to the batch.
To temporarily prevent a batch from posting, change its status to pending.
To approve a detailed currency batch for posting
From the Financial Restatement menu (G1122), choose Detailed Currency
Review.
1. On Work With Batches, choose the appropriate batch.
2. From the Row menu, choose Batch Approval.
3. On Batch Approval, choose the Approved option and click OK.
4. To verify the approval, review the following field on Work With Batches:

2426

Batch Status

Reviewing and Approving Detailed Currency Transactions

Field

Explanation

Batch Status

A user defined code (98/IC) that indicates the posting

Processing Options for Detailed Currency Review

Batch Type
Enter the Batch Type to be displayed.
Batch Type

____________

2427

General Accounting

2428

Posting the Detailed Currency Journal

From the Financial Restatement menu (G1122), choose Post Detail Currency
Journal.
After you create, review, and approve detailed currency transactions, you
perform the following tasks:

Post them to the general ledger just as you would other journal entries.

Review the General Ledger Post Report to verify that the transactions
posted to the Account Balances and the Account Ledger tables for the XA,
YA, and ZA ledgers.

Before You Begin

- Verify that the batch has an approved status.
- Ensure that the job queue allows only one job to process at a time.

Creating Detailed Currency Transactions

If you are posting other types of transactions, you can set the related processing
options to create detailed currency transactions as part of the posting.

See Also

Posting Journal Entries

2429

General Accounting

2430

Understanding Balance Currency Restatement

If your organization has companies operating in more than one country, you
might need to consolidate financial reporting among the different companies. To
do this, you need to restate existing company balances into one common
currency.
You might use balance restatement to:

Restate balance sheet accounts at the periodend rate and income

statement accounts at an average rate prior to generating consolidated
financial reports. For example, you can restate subsidiary company
accounts into the parent company's currency for consolidated reporting.

Combine amounts from up to three different ledgers to one ledger. For

example, you can restate the AA (actual amounts) and GP (GAAP
adjustments) ledgers into the AC (consolidation) ledger.

Restate accounts for what if" budget analysis. For example, you can
specify a budget rate that is different from that used in the accounting
books for internal comparison purposes.

Restate balances for specific business units.

You can create journal entries in the AC ledger. Typically, such types of journal
entries are eliminating journal entries. You can recalculate a period without
losing journal entries already made to this ledger.

2431

General Accounting

The following graphic illustrates using balance restatement to restate balance

sheet accounts at the periodend rate, and income statement accounts at an
average rate, prior to generating consolidated financial reports.

CAD

USD

FRF

JPY

Financial Restatement Rates

Balance Sheet

0.7943

1.0

0.1830

0.0089

Income Statement 0.8326

1.0

0.1880

0.0090

CAD
USD
FRF
JPY

Canadian dollars
U.S. dollars
French francs
Japanese yen

USD to AC Ledger Parent Company

To restate existing company balances:

1. Define restatement rates.
2. Work with calculations.
3. Calculate restated balances.
2432

Understanding Balance Currency Restatement

The following graphic illustrates the balance currency restatement process.

Financial Restatement Rates
(F0902)

CAD

FRF

JPY

USD
optional

Monthend

0.7943

0.1830

0.0089

1.0

Average

0.8326

0.1880

0.0090

1.0

Account Balances
AA (actual amount)
+ up to 2 other
ledger types

Computation
Based On

Rates

Balance Sheet

Balance

Monthend

Income
Statement

Period
Activity

Average

(F0902)
New Balances AC
Ledger (or any other
userspecified type)

Financial
Consolidation
Reports

Information that the System Needs for Calculations

Before you enter or revise calculations, you should understand the information
the system uses in the calculations. You provide the following key information:

Rate type and rate

Calculation method

Translation adjustment account

2433

General Accounting

Rate Type
The system uses rate types to determine which exchange rate to use when it
calculates new balances. For each range of accounts, you can enter a user
defined rate type. Some examples are:
A (period average)

Average rate for the month, generally used with income

statement accounts

M (month-end)

Periodend rate, generally used with balance sheet

accounts

Userdefined rate types

For example, a budget rate (different from an accounting

rate) to do what if" budget amounts and comparison

Calculation Method
You can specify a calculation method for each range of accounts. The system
uses the calculation method to determine which formula to use when it
calculates currency conversions. The calculation methods and their formulas are:
0 (net period)

Period calculations:
(Uses net period activity amount)

1 (cumulative balance)

Balance calculations:
(Uses the inceptiontodate balance amount)

If you do not supply a calculation method, the system uses the default from the
data dictionary.
The following examples show the results of using the two calculation methods.
Example: Net Period Calculation, Method 0
In this example, the AC ledger amount for period 3 is 80.
Accounting Period

2434

Period
Amount

Average
Rate

Calculation

To Ledger
Period Posting

Period 1

100

1.10

100 x 1.10

110

Period 2

200

1.05

200 x 1.05

210

Period 3

100

0.80

100 x 0.80

Understanding Balance Currency Restatement

Example: Cumulative Balance Calculation, Method 1

In this example, the AC ledger balance for period 3 is 1120.
From Ledger Accounting
Period / Period-Ending
Balance

PeriodEnding
Rate

Calculation

To Ledger
Period
Posting

To Ledger
Period-Ending
Balance

1,000

0.90

(1,000 x .90)

900

Period 1

100

1.10

((1,000 + 100) x 1.10) 900

310

1,210

Period 2

200

1.05

(1,300 x 1.05) (900 + 310)

155

1,365

Period 3

100

0.80

(1,400 x .80) (1,210 + 155)

245

1,120

Total

1,120

Beginning
Balance

Translation Adjustment Accounts

Translation adjustments are caused by a change in the exchange rates. The
system calculates translation adjustments during the restatement process. The
Revise Company Currency Conversions form provides two fields for entering the
G/L account for the translation adjustments, one in the header area and one for
each detail line. The system uses these fields as follows:

In the header area, the system uses the translation adjustment account to
make a balancing entry for translation gains and losses for the entire
report. If you do not define a translation adjustment account, the system
does not make an adjusting entry.

In the detail area, the system uses the translation adjustment account to
enter translation gains and losses due to a change in the exchange rate
within a period. This entry is not a balancing entry and would be used
only for purposes of analysis. The system makes this calculation for each
range of accounts. The formula for calculating translation gain or loss
depends on the calculation method, as follows:

If the calculation method is 0 (net period), the translation gain or

loss is calculated according to the following formula:
(average rate for period x net activity) - (end of period rate x net
activity)

If the calculation method is 1 (cumulative balance), the translation

gain or loss is calculated according to the following formula:
(beginning period balance x beginning of period balance rate) (beginning period balance x end of period balance rate)

2435

General Accounting

How Restated Balances Are Calculated

The Compute Balance Restatement program does the following:

Reads the Account Balances table (F0902) to find a beginning balance and
period amount in the AA ledger for each G/L account in the range of
accounts for the specified company.

Applies calculations based on the type of restatement, as follows:

Period calculation balances for a selected period other than period

1. The system leaves previous balances as is, restates the balance for
the current period, and clears all periods after the selected period.

Period calculation balances for period 1. The system updates

beginning balances, restates the balance for the current period, and
clears all periods after the current period.

Yeartodate balances for selected periods. The system restates

balances for the selected periods and clears all periods after the
selected period.

Amounts for a monetary account. If the currency associated with the

destination ledger type matches the account's currency, the system
uses the amounts from the CA ledger type instead of restating
amounts from the AA ledger type.

Performs the following updates, where they apply:

When you run period 1, if no prior year records exist for the
destination ledger type, the system updates the prior year
cumulative balance (APYC) and prior year net postings (APYN). It
uses the currency restatement rate that was effective for the last day
of the prior year.

If no effective restatement rate exists for the prior year, the system
updates the beginning balances for the destination ledger type to
zero.

If prior year records exist for the destination ledger type, the system
updates the beginning balances as follows:

The prior year net postings in the current year's restatement

ledger type with the total period postings of the prior year's
restatement ledger type

The prior year balance in the current year's restatement ledger

type with the cumulative balance of the prior year's restatement
ledger type

Creates or updates the destination ledger type, generally the AC ledger

type, in the Account Balances table.

Note: If the annual close was run, the system updates the AC ledger APYC and
APYN at that time. The system calculates retained earnings if it finds a
destination ledger in user defined code list 09/LA with X in the first position of
the Special Handling field.
2436

Working with Calculations for Balance Restatement

Before you can restate a company's currency to another currency for multiple
company consolidation, you must define the calculations that the system will
use.
Working with calculations for balance restatement consists of:
- Defining calculations
- Reviewing calculations
You might find the following calculations useful:
Defining
companyspecific
calculations

You can define your calculations for a specific company

and define as many calculations for a company as you
need. You might need more than one calculation if, for
example, you perform whatif" analysis using different
ledger types.

Overriding ledger type

You can override the source ledger type for a range of

accounts. This procedure is especially useful if you have a
range of accounts that were previously restated into a
particular ledger type. In this example, you can move or
restate from other ledger types.

Combining ledger types

You can define a calculation to restate amounts from up to

three ledger types into one. They must all be denominated
in the same currency.

When you add or revise calculations, the system:

Verifies that the beginning account is equal to or greater than the ending
account.

Checks each account range against the others to make sure that they do
not overlap.

The system retrieves information from the Company Conversion Parameters table
(F1114).

2437

General Accounting

Before You Begin

- Enter or revise currency rates. See Understanding Balance Restatement.

Defining Calculations
Provide the following information to define the calculations that the system will
use for restating balances:

Company

Ranges of accounts

Destination currency

Source and destination ledger types

To define calculations

From the Financial Restatement menu (G1122), choose Revise Computations.

1. On Work With Company Currency Conversions, click Add.

2. On Revise Company Currency Conversions, complete the following fields:

2438

Computation ID

Company

To Ledger Type

Working with Calculations for Balance Restatement

To Currency Code

From Ledger Type 1

3. Complete the following optional fields:

From Ledger Type 2

From Ledger Type 3

4. Complete the following fields for each range of accounts:

From Account

Thru Account

Explanation

Rt Ty (Rate Type)

C M (Calculation Method)

5. Complete the following optional fields:

Fr LT

Override Rate

Override the exchange rate only if you do not expect the rate to change
over time. When you use an override exchange rate and the rate changes
over time, you will receive unpredictable results.

BU From

BU Thru

Translation Adjustment Account (Optional)

6. Verify that any gaps between account ranges are intentional.

7. Click OK.

Field

Explanation

Computation ID

This character/number identifies the computation to use

2439

General Accounting

Field

Explanation

Company

The number of the company that has balances to be

restated.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
A code that identifies a specific organization, fund, entity,
and so on. The code must identify a reporting entity that
has a complete balance sheet. At this level, you can have
intercompany transactions.
The system uses the company code and the computation
ID to identify the record.

From Ledger Type 1

A user defined code (system 09/type LT) that identifies a

ledger type.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter the first of three possible ledger types to use in the
currency restatement process. The system converts the
balances from these ledgers and adds them together prior
to applying the restatement rate.
If you are restating ledger type AA, it must be in ledger
type 1.
NOTE: All three ledgers must have the same currency.

To Ledger Type

The ledger type in which you want the converted amounts

stored. This ledger type must be defined in the user
defined code list 11/TL for restatement and in the general
ledger type list 09/LT.

To Currency Code

A code that represents a currency.

. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The code of the currency to which the company's
balances will be converted. It can be any code defined on
the Designate Currency Codes form.

From Ledger Type 2

A user defined code (system 09/type LT) that identifies a

ledger type.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter the second of three possible ledger types to use in
the currency restatement process. The system will add
these ledgers prior to applying the restatement rate.

From Ledger Type 3

A user defined code (system 09/type LT) that identifies a

ledger type.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter the third of three possible ledger types to use in the
currency restatement process. The system will add these
ledgers prior to applying the restatement rate.

2440

Working with Calculations for Balance Restatement

Field

Explanation

Translation Adjustment
Account (Optional)

The account to use for the currency translation gain or

loss amount. You can use one of the following formats for
account numbers:
Standard account number (business
unit.object.subsidiary or flexible format)
Third G/L number (maximum of 25 digits)
8digit short account ID number
Speed code
The first character of the account indicates the format of
the account number. You define the account format in the
General Accounting Constants program (P000909).
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you do not specify an account in either the header field
or the detail area fields, the system does not calculate
currency translation adjustments. Use this account to
ensure a balanced chart of accounts in your destination
ledger.
If you specify a translation adjustment account in the
header, it is used for differences caused by rounding in
the entire calculation. The system totals debits and credits,
then updates this account with the difference. If you
specify a translation adjustment account in the detail area,
it is used for differences for only the range of accounts
specified on the associated detail line.

From Account

Identifies the beginning object account in a range of

accounts. Only amounts posted to accounts in this range
are allocated.

Thru Account

Identifies the ending object account in a range of

accounts. Only amounts posted to accounts in this range
are allocated.

The calculation method to use for Currency Restatements.

The possible selections are:
0
Period Calculations
1
Balance Calculations
The Period calculations are typically used for P & L
accounts. Balance calculations are usually used for
Balance Sheet accounts.
Period calculations use the net posting amounts for the
specified period only and restate using the appropriate
rate. Balance calculations will retrieve the YTD account
balance for the restatement.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
If you do not supply a calculation method, the system
uses the default method from the data dictionary.

2441

General Accounting

Field

Explanation

From Ledger Type

A user defined code (system 09/type LT) that identifies a

ledger type.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
Enter the override ledger type to be used for this detail
line of business unit/account range selection. The system
will use this ledger type for this detail instead of the From
Ledgers types listed in the header of the form. For
example: CA ledger type for monetary accounts or XA
ledger type for historical balances from a company's
alternate ledger type, such as fixed assets.

Override Rate

The conversion rate that the system uses to convert

foreign currencies to the domestic currency. If the
MultiCurrency Conversion field in General Accounting
Constants is set to Y, the multiplier rate is used for all
calculations. If set to Z, the system uses the divisor to
calculate currency conversions.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The override exchange rate can be used in place of the
active rate to calculate the currency restatement. If you
leave this field blank, the exchange rate in the Currency
Restatement Rates table (F1113) is used.
Use an override exchange rate only if you do not expect
the rate to change over time. If you expect the rate to
change, use the Currency Restatement Rates table to
define the rates. When you use an override exchange rate
and the rate changes over time, any audit history of how
the rate changed is lost. Because the audit history is not
available, the Balance Currency Restatement program
cannot accurately calculate the restated balances.

Reviewing Calculations
After you set up your calculations for balance restatement, you should review
the information to ensure that the balance restatement is correct and complete.
Verify that:

2442

All gaps between ranges of accounts are intentional. The system will not
perform restatements for missing accounts, and the balance of the missing
accounts might be entered into the translation adjustment account defined
in the header part of the Revise Computations form.

You have the correct rate types and calculation methods associated with
the account ranges.

Ranges of accounts or business units do not overlap.

Working with Calculations for Balance Restatement

Information for review is stored in the Company Conversion Parameters table

(F1114).
To review calculations
From the Financial Restatement menu (G1122), choose Review Computations.
1. On Work With Company Currency Conversions, locate all computations,
or complete any of the following fields in the Query by Example row to
limit the search, and click Find:

Fr1

To Lt

To Curr

2. On Revise Company Currency Conversions, review the following fields for

gaps between ranges of accounts:

From Account

Thru Account

3. Verify the following fields:

Rt Ty

After you review the calculation, revise it as needed.

Field

Explanation

A code that identifies a specific organization, fund, entity,

and so on. The company code must already exist in the
Company Constants table (F0010) and must identify a
reporting entity that has a complete balance sheet. At this
level, you can have intercompany transactions.
Note: You can use Company 00000 for default values,
such as dates and automatic accounting instructions. You
cannot use Company 00000 for transaction entries.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The Company field in the header part of the form
specifies the companies you want displayed. An asterisk
(*) in this field displays all companies. The Company field
in the detail part of the form displays the company of
each calculation.

2443

General Accounting

Field

Explanation

From Ledger Type 1

A user defined code (system 09/type LT) that identifies a

ledger type.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
An asterisk (*) in this field in the header part of the form
specifies all ledger types.

To Ledger Type

The ledger type where restated balances will be assigned.

The Currency Restatement programs restate existing ledger
balances in a common currency and place them in a new
ledger type balance record. The To Ledger may not be
any of the following ledgers:
AA
(Actual Amounts)
CA
(Foreign Amounts)
AZ
(Cash Basis Actual Amounts)
XA
(Alternate Currency)
YA
ZA
From Ledger 1, 2 or 3.

To Currency Code

The foreign currency code entered for conversion. The

system uses this code to look up the current exchange
rate. The company constants table specifies the domestic
currency for the company. Further, you can specify a
contract rate for dealings with a particular customer or
supplier. The key fields the system uses for locating the
proper exchange rate follow:
To Currency (from company constants)
From Currency (from data entry form)
Customer/Supplier Address (if there is a currency
contract)
Effective Date (Invoice Date from data entry)
Currency codes are normally three digits. The third digit
can be used for variations within a particular currency,
such as Dutch commercial rate versus Dutch free rate.
. . . . . . . . . . . . . Formspecific information . . . . . . . . . . . . . .
The code of the currency to which the company's
balances will be converted. It can be any code defined on
the Designate Currency Codes form.

2444

Calculating Restated Balances

From the Financial Restatement menu (G1122), choose Compute Restated

Balances.
It is important that you update the exchange rates used to restate balances. If
rates do not exist, the Currency Restatement report has blanks in the exchange
rate and restated balance columns. If you do not print zero restated balances, all
accounts in that range are omitted from the report.
The Compute Restated Balances program determines currency decimals by the
currency code for the destination ledger type.
If you do not associate a currency code with the consolidation ledger type in the
user defined code list 09/LT, decimals might appear incorrectly on some inquiry
programs and reports.
Based on the exchange rates and calculations that you defined, you can use the
Compute Restated Balances program to:

Restate a selected period, a range of periods, or all periods in the current

year

Apply an individual rate to each period you are restating, or apply a single
rate to all periods

Apply a different exchange rate for a specific range of accounts

Restate up to three source ledger types to a single destination ledger type

This batch program restates balances for the defined range of accounts from a
source ledger type into the AC (consolidation) ledger type. Although the AC
ledger type is commonly used, the consolidation ledger type can be any
userspecified ledger type except AA, CA, XA, YA, ZA, or AZ.

2445

General Accounting

You can run this program as often as necessary. Each time that you run the
program, it overwrites existing balances unless you specify a different destination
ledger type. You can run this program in three modes, as follows:
Proof mode with report

The system prints a report but does not create balances in

the destination ledger type.

Final mode with report

The system creates balances in the destination ledger type

and prints a detailed audit trail.

Final mode without

report

The system creates balances in the destination ledger type

and does not print a detailed audit trail.

This program uses information from the Account Balances (F0902), Company
Conversion Parameters (F1114), and Currency Restatement Rates (F1113) tables.

Before You Begin

- Set up the consolidation ledger type (usually AC) in the user defined code
list 11/TL to define the ledger type as a restatement ledger type. See
Customizing User Defined Codes in the OneWorld Foundation Guide.
- Enter the currency code (designating the consolidation currency) in the
Special Handling field for the AC ledger type in the user defined code list
09/LT. See Customizing User Defined Codes in the OneWorld Foundation
Guide.
- Set up the rules for the AC ledger type in the Ledger Type Master table
(F0025). See Setting Up Ledger Type Rules.
- Enter the computation ID to use for specific companies on Company
Numbers and Names. See Setting Up Companies.
- Verify that you have the correct rate types and calculation methods
associated with account ranges. See Working with Calculations for
Balance Restatement.

See Also

2446

R11414, Currency Restatement Compute and Print in the Reports Guide for
a report sample

Calculating Restated Balances

Processing Options: Currency Restatement

Mode Tab
This processing option determines whether you run this program in proof or
final mode. If you run the program in final mode, you can specify whether to
print a report.
1. Process Mode
Use this processing option to specify the mode in which to run this program.
Valid values are:
1

2
3

Run the program in proof mode. The system does not update the Account
Balances table (F0902) but prints a report that shows the changes that
would be made to the fiscal year and period in the Account Balances
table.
Run the program in final mode and print a report. The system updates the
fiscal year and period in the Account Balances table (F0902). The system
also prints a report that shows the changes.
Run the program in final mode without a report. The system updates the
fiscal year and period in the Account Balances table. The system does not
print a report.

Period or YTD Tab

These processing options determine the time period for the currency
restatement. You use the Period or YTD Processing field to specify whether you
are restating a specific period or all periods in a specific year to date. If you are
restating a specific period, you use the Restatement Period field to specify the
period. If you are restating a specific period and leave the Restatement Period
field blank, the system restates the current period as defined for the General
Accounting system on the Set Up Company form and recorded in the Company
Constants table (F0010). If you are restating a year to date, you use the
Restatement Year field to specify the year. If you are restating a year to date and
leave the Restatement Year field blank, the system restates the current fiscal year
to date as defined for the General Accounting system on the Set Up Company
form and recorded in the Company Constants table (F0010).
1. Period or YTD Processing
Use this processing option to specify whether you want to restate a specific
period or restate all periods in a specific year to date. Valid values are:
Blank Restate only a specific period. You can specify the period in the
Restatement Period field. If you do not specify a period in the Restatement
Period field, the system restates the current period.

2447

General Accounting

Restate all periods in a specific year to date. You can specify the year in
the Restatement Year field. If you do not specify the year in the
Restatement Year field, the system restates the current year.

2. Restatement Period
If you leave the Period or YTD Processing field blank, you use this processing
option to specify the period to restate. For example, if you leave the Period or
YTD Processing field blank, you can enter 8 for the eighth period of the fiscal
year.
If you leave this field blank, the system restates the current period as defined for
the General Accounting system on the Set Up Company form and recorded in
the Company Constants table (F0010).
3. Restatement Year
If you enter 1 in the Period or YTD Processing field, you use this processing
option to specify the year to restate. Enter the last two digits of the fiscal year to
restate. For example, enter 05 for 2005.
If you leave this field blank, the system restates the current year to date as
defined for the General Accounting system on the Set Up Company form and
recorded in the Company Constants table (F0010).

Zero Balance Tab

This processing option determines whether the system prints records without
any activity in the period that the system is restating.
1. Suppress Zero Balances
Use this option to suppress records that do not have activity in the period being
restated. Valid values are:
Blank Print all records for the period.
1
Do not print records that do not have activity for the period.

Computation ID Tab
This processing option determines the computation ID that the system uses for
all companies that you select in data selection. If you do not specify a
computation ID in this processing option, the system uses the computation ID
that is assigned in the Company Constants table (F0010) for each company that
you select in data selection.

2448

Calculating Restated Balances

1. Computation ID
Use this processing option to specify a computation ID for Data Selection. This
processing option overrides the default computation ID in the Company
Constants table (F0010). If you enter a computation ID, all of the companies you
choose in data selection use the computation ID you enter. If you leave this field
blank, the program uses the default computation ID.

Ledger Tab
This processing option determines the ledger type for the ledger in which the
system restates balances. If you leave the Destination Ledger Type field blank,
the system restates balances in all destination ledgers. The destination ledger is
also known as the To Ledger.
1. Destination Ledger Type
Use this processing option to designate a specific ledger type to which the
program restates amounts. If you leave this field blank, the program processes
all destination ledgers. The destination ledger is also known as the To Ledger.
For example, you set up three calculations for Company 70. Each calculation
updates a different destination ledger type.

If you leave this field blank, the program runs all three calculations and
creates balances for each destination ledger type.

If you enter a ledger type in this field, the program runs only the
calculation for the destination ledger type you entered.

Exchange Rate Tab

This processing option determines the exchange rate that the program uses in
restating balances. You can use the exchange rate for the current period or the
exchange rate for the period that the program restates.
1. Exchange Rate
Use this processing option to specify the effective exchange rate. Valid values
are:
Blank Use the effective exchange rate for the current period.
1
Use the effective exchange rate for the period being restated.

2449

General Accounting

2450

Working with As If Currency Reposting

When you enter multicurrency transactions, the system uses the current
exchange rate. Because exchange rates fluctuate, the converted amounts might
not be useful for comparison purposes. You can eliminate fluctuations over a
period of time by reposting the balances using a single date to retrieve exchange
rates as if" the rate applied to all transactions. Reposting balances in this way
allows you to:

Recalculate balances on a transaction level using an exchange rate

associated with a specified date.

Record the new balances in a userspecified ledger type. This ledger type
can be the AD (as if" restatement) ledger type or any other userspecified
ledger type.

You can then compare the new balances with actual or budget balances. For
example:

A construction company with projects that span multiple years can

compare original budget amounts to actual amounts that have been
restated using exchange rates in effect when the original budget was
prepared.

A company with sales people located worldwide can report sales figures
at a stabilized rate for commission analysis.

Working with as if" balances consists of:

- Defining the exchange rates for reposting
- Calculating and posting as if" currency restatement

2451

General Accounting

The following graphic illustrates the process used to create as if" balances:
AA Ledger
(F0911)

AD Ledger
(F0902)
Domestic
Transactions

Foreign
Transactions

CA Ledger
(F0911)

Currency
Exchange
Rates table
(F0015)

Defining the Exchange Rates for Reposting

From the Financial Restatement menu (G1122), choose Daily Transaction Rates.
You must set up an exchange rate for the effective date that you will use in
reposting as if" balances. The date must qualify as an effective date in the
Currency Exchange Rates table (F0015). That is, a rate must exist for the effective
date or for a prior date. If no rate exists, the system processes transactions
without converting them.
You can review existing rates on Set Up Currency Exchange Rates. You can also
add exchange rates or change them as needed.

See Also

Working with Exchange Rates

Calculating and Posting As If Currency Restatement

From the Financial Restatement menu (G1122), choose As If" Repost.
To restate account balances using a single exchange rate, run the As If Repost
program. This program selects posted transactions entered in a foreign currency
from the Account Ledger table (F0911).
This program recalculates the domestic amount by applying a new exchange
rate to the CA (foreign amount) ledger type, then creates the new amounts.

2452

Working with As If Currency Reposting

Restated amounts are in a userspecified ledger type, generally the AD (as if"
restatement) ledger type, in the Account Balances table (F0902). Although the
AD ledger is generally used, the as if" ledger can be any userspecified ledger
except AA, CA, XA, YA, ZA, or AZ. The program then moves domesticonly
transactions to the new ledger type.
You can run this batch program as often as necessary. Each time that you run
the program, it overwrites existing balances unless you specify a different
destination ledger type. You can run this program in three modes:
Proof mode with report

The system prints a report but does not create balances in

the destination ledger type.

Final mode with report

The system creates balances in the destination ledger type

and prints a detailed audit trail.

Final mode without

report

The system creates balances in the destination ledger type

and does not print a detailed audit trail.

Before You Begin

- Set up the AD ledger type in user defined code list 11/TL. See
Customizing User Defined Codes in the OneWorld Foundation Guide.
- Set up the rules for the AD ledger type in the Ledger Type Master table
(F0025). See Setting Up Ledger Type Rules.
- Set the multicurrency conversion feature in the general accounting
constants to Y (use multipliers) or Z (use divisors). See Setting Up
Constants for General Accounting.
- Set up an exchange rate with an effective date on or before the conversion
date for the repost. See Working with Exchange Rates.

Incorrect or Missing Calculations

If the report shows incorrect or missing conversion calculations, or fails to show
expected detail, check that the required setup is complete and correct. In
addition, note that transactions originally entered in the domestic currency do
not have an original or as if" exchange rate. The source and destination
amounts are the same.
The DEMO version of this program processes domestic transactions and foreign
transactions for the selected account range. Running the DEMO version ensures
that all transactions in the AA (actual amounts) ledger type are transferred to the
conversion ledger type.

2453

General Accounting

Processing Options for As If Repost

ConversionDate
1) Enter the As If exchange rate date
to be used to convert the original
transactions. Effective rates for
this date must exist in the Currency
Conversion Rates File (F0015).
____________
Mode
2) Enter the mode in which the
calculations and updates will be
processed. 0 = Proof mode with
Report
1 = Final mode with Report 2 =
Final mode without Report
____________
Ledger Type
3) Enter the ledger type to receive the
recomputed transaction amounts.
This option has no default and must
be entered for the program to
function. The ledger type must be
defined in User Defined Codes System
Code 11, Record Type TL
____________

Data Selection for Compute As If Balances

Do not change the following data selection criteria because processing logic
depends on the values specified in the DEMO version:

2454

Document type not

equal to BF

Selects only transaction records that are not summarized.

The original exchange rate used to convert foreign
transactions cannot be determined once records are
summarized.

G/L posted code equal

to P

Prevents the program from being run against transactions

that are not yet posted to the Account Balances table.

Ledger type not equal to

Because the CA ledger contains only foreign transactions,

using the CA ledger would omit domestic transactions in
the selected account range. In addition, the program logic
works on foreign transactions previously converted to a
domestic currency. However, the CA ledger contains only
foreign amounts that have not been converted.

Closing Processes
There are several tasks you should complete as part of your closing processes.
These tasks include:
- Closing an accounting period
- Changing a financial reporting date
- Closing a fiscal year
In addition to these tasks, your organization should develop its own detailed
closing tasks and include them in your internal documentation.
Running integrity reports is one of the tasks that you need to include in your
closing processes. Integrity reports supplement your internal balancing
procedures and locate any data inconsistencies. You should run these reports
before you close an accounting period or fiscal year, as well as between
closings, so that you can correct problems in a timely and efficient manner.
If you do not run integrity reports on a periodic basis, you risk compromising
your accounting data.

See Also

Integrity Reports

Working with AAIs

Setting Up Constants for General Accounting for information about setting

up ledger type rules to control whether budgets amounts are rolled to the
new year

When You Close an Accounting Period

When you close an accounting period, the system resets the date it uses for date
editing purposes. If you create entries with G/L dates after the current period
and the period following it, you receive a warning or error such as Post After
Cut Off (PACO). If you create entries in a closed accounting period, you receive
a Post Before Cut Off (PBCO) warning or error.

251

General Accounting

When You Close a Fiscal Year

When you close a fiscal year, the system calculates and updates retained
earnings and creates beginning balance records for the next fiscal year. You
should close the Accounts Receivable, Accounts Payable, and General
Accounting systems for a company so that the system can calculate retained
earnings correctly. You can close only one fiscal year at a time.
When you close a fiscal year, the system:

Creates records for the next fiscal year.

Updates balance forward fields and prior yearend net posting fields in the
Account Balances table (F0902).

Includes entries that are posted to the retained earnings account in the
final retained earnings figure and prints a retained earnings report.

Does not set profit and loss accounts to zero. The system retains
inceptiontodate amounts for these accounts, but shows their balance
forward amounts as zero.

Does not change the current accounting period or fiscal year. You must do
this manually.

Budgets
When you close a fiscal year, the system calculates the balance forward for all
accounts, including those accounts with budget ledger types. Budget ledgers are
typically used for job costing. Because a job might not be finished within a year,
you should roll the original budget forward to the next year for the following job
cost ledger types:

JA (job cost budget amounts)

JU (job cost budgeted units)

PA (job cost commitments for amounts)

PU (job cost commitments for units)

You control how to process the original budget amount with a processing option
and with the setup of the ledger type in the Ledger Type Master table. The
following rules apply to budget ledger types:

252

If you want the system to update budget amounts, you must set up each
budget ledger type in user defined code list (09/LT) and in the Ledger
Type Master table. If you do not set up a ledger type, the system will not
roll amounts to the new fiscal year.

If next year's record in the Account Balances table already exists, you can
use a processing option to control whether the system updates the original
budget amount.

If next year's record in the Account Balances table does not exist, the
system ignores the processing option. Instead, it uses the budget ledger
type to determine whether to roll the original budget amount.

AAIs that the System Uses

The system uses the following AAI items when you close a fiscal year:
GLG4 (retained
earnings)

The GLG4 item defines the G/L account number that

contains the retained earnings of each company. If each
company closes to a different object account for retained
earnings, J.D. Edwards recommends that you set up this
item for each company. The system calculates retained
earnings by adding the accounts in the GLG6 - GLG12
range for each ledger type in each company.
If you close all companies to the same object account for
retained earnings, you can set up a single GLG4 item for
company 00000 with a blank business unit. In this case,
your balance sheet business unit must have the same
number as your company number because the program
uses the company number for the business unit. For
example, company 00100 would close to business unit
100.
If you store account balances by currency, the system
summarizes the retained earnings account for each
currency in the Account Balances table. The Originated In
Currency field for retained earnings is blank. Even if item
GLG4 is in the range of accounts to include account detail,
the system summarizes the amount.

GLG6 (beginning
revenue account)

The GLG6 item defines the beginning of your range of

profit and loss accounts.

GLG12 (ending profit

and loss account)

The GLG12 item defines the end of your range of profit

and loss accounts. If you do not define this AAI, the
system uses account 999999.99999999 as the default.

Caution: If you close the year, change any of these AAI items, and then rerun
the close, you might get different results.

253

General Accounting

Ledger Types that the System Uses

The system calculates retained earnings for your ledger types based on the
information that you set up in the Ledger Type Master table (F0025). For
example, you specify whether:

254

The ledger type is required to balance

Retained earnings will be calculated for the ledger

Closing an Accounting Period

To close an accounting period, follow one of these procedures:

Closing an accounting period for one company

Closing an accounting period for multiple companies

There is no special processing required to close an accounting period. You

simply increment the current period by one.
The current period for the Accounts Receivable and Accounts Payable systems
can be later, but not earlier, than the current period for General Accounting. This
means:

You can close A/R and A/P separately from G/L so that each system can
be using a different period for the current period. However, if all three
systems are in the same period, closing G/L alone closes and increments
the current period for all three systems.

You can reopen a G/L period without reopening that period for A/R and
A/P. For example, you might reopen a period if you do not allow entries
to a prior period in the general accounting constants and you need to
create entries in a prior period.

It is common, but not required, to close systems in the following order:

1. Accounts Payable
2. Accounts Receivable
3. General Accounting
When you close an accounting period, the system resets the date it uses for date
editing purposes. If you create entries outside the current period, you receive
one of the following warnings or errors:

Post Before Cut Off (PBCO) for entries in a prior closed period

Post After Cut Off (PACO) for entries in a future period

Post Way After Cut Off (WACO) for entries in a future year

Prior YearEnd Balance (PYEB) for entries in a prior closed year

It is common to close an accounting period before you print financial reports for
that period. You can print financial reports for any prior period.

255

General Accounting

The system updates any additions, changes, or deletions you make on the Work
With Companies, Global Close, and Set Up Company forms in the Company
Constants table (F0010).
To reopen a period, you decrease the period by one for a specific company. For
example, if the company is currently operating in period 6, you can change it to
period 5.
Note: The change in period takes effect after you exit and restart OneWorld.

Checklist for Closing an Accounting Period

Before closing an accounting period, you may want to perform a number of
tasks appropriate for your company. The following list includes some tasks
common to most companies, but is not limited to these steps. Closing is unique
to every company.
- Enter periodend accruals.
- Review and post all batches.
- Run integrity reports and correct errors.
- Reconcile general ledger and bank accounts.
- Close the accounting period for A/P, and A/R.
- Change the financial reporting period to the next period.
- Run financial reports.

See Also

Changing a Financial Reporting Date

To close an accounting period for one company

From the Periodic and Annual Processes menu (G0924), choose Close
Accounting Period.
1. On Work With Companies, to limit the search to a specific company,
complete one of the following fields:

Company

Name

2. Click Find.

256

Closing an Accounting Period

3. Choose the company for which you want to close the accounting period
and click Select.

4. On Company Setup, increment the value in the following field under the
General Accounting heading:

Current Period

The system closes the period for G/L. It also closes A/P and A/R if A/R
and A/P have the same current period as G/L.
5. To close A/P for the period without closing G/L and A/R, increment the
value in the following field under the Accounts Payable heading:

Current Period

Closing A/P and A/R separately leaves G/L open for final reporting for that
period.
6. To close A/R for the period without closing G/L and A/P, increment the
value in the following field under the Accounts Receivable heading:

Current Period

7. Exit OneWorld and restart.

The change to the current period takes effect when you restart OneWorld.

257

General Accounting

Field

Explanation

Period Number - Current

A number (from 1 to 14) that identifies the current

accounting period . The system uses this number to
generate error messages, such as PBCO (posted before cut
off) and PACO (posted after cut off).

Period Number - Accounts A number indicating the current accounting period for
Payable
Accounts Payable. The system uses the current period
number to determine posted-before and
posted-after-cutoff warning messages.
Period Number - Accounts A number indicating the current accounting period for
Receivable
Accounts Receivable. The system uses the current period
number to determine posted before and posted after cut
off warning messages.

To close an accounting period for multiple companies

From the Periodic and Annual Processes menu (G0924), choose Close Period Multiple Companies.
You can close the accounting period for many companies at the same time if the
companies have the same current period and fiscal year.
1. On Work With Companies, to limit the search to companies that have the
same current period and fiscal period, enter the appropriate values in the
following search fields:

Date Yr Beg

GL Period

2. Click Find.
3. Choose the companies for which you want to close the accounting period.
4. From the Row menu, choose Global Close.

258

Closing an Accounting Period

5. On Global Period Close, complete the following fields and click OK:

General Ledger

General Ledger Fiscal Year

Financial Reporting

Financial Reporting Fiscal Year

Accounts Payable

Accounts Payable Fiscal Year

Accounts Receivable

Accounts Receivable Fiscal Year

6. To verify the close, review the following fields for each company on Work
With Companies and ensure that the current period has been incremented
by one:

GL Period

A/P Period

A/R Period

259

General Accounting

2510

Changing a Financial Reporting Date

It is common to close an accounting period before printing financial reports. To

do this procedure, use a financial reporting date that is different from the current
period and year. To change this date, use the Set Up Company program.
The financial reporting date is used by all financial reports. You can override this
date in the report version by selecting a specific period and fiscal year.
When you add a company, the system sets the financial reporting date for that
company to the current accounting period and fiscal year. This date is updated
only when you manually change it.
The financial reporting date for company 00000 should be the same date that is
used for your other companies. The following reports use the reporting date for
company 00000 (unless the first data sequence is company or business unit):

Simple Income Statement

Simple Balance Sheet

The system updates the company record in the Company Constants table
(F0010).
To change a financial reporting date
From the Periodic and Annual Processes menu (G0924), choose Revise Financial
Report Date.
1. On Work With Companies, to limit the search, complete one of the
following fields:

Company

Name

To change the financial reporting date for more than one company, it is
easier to choose all the appropriate companies and use the Global Close
option from the Row menu.
2. Click Find.
3. Choose the company and click Select.

2511

General Accounting

4. On Company Setup, change the following fields and click OK:

2512

Reporting Period

Reporting Year

Field

Explanation

Reporting Period

This period number allows you to specify a default

Reporting Year

Closing a Fiscal Year

When you close a fiscal year, the system calculates and posts retained earnings,
then carries beginning balances forward to the next fiscal year. You should close
the Accounts Receivable and the Accounts Payable systems for a company for
yearend reconciliations to the general ledger. You should close the General
Accounting system so that the system can calculate the retained earnings
correctly.
You can close a year as often as needed. For example, you can:

Close the year immediately to move the financial reporting period forward,
and then close the year again after you enter audit adjustments

Close the fiscal year at any time during the year to update
inceptiontodate amounts for reporting purposes

Note: If you run the Close Year program multiple times, the program calculates
and posts the correct balances without doubling or otherwise inflating balances.
For example, if you run the program twice, balances are not doubled. If you run
the program three times, balances are not tripled.
Regardless of the type of account, the system always updates the Balance
Forward field in the Account Balances table (F0902). However, the system does
not display the balanceforward amounts for profit and loss accounts in online
inquiries or in reports that use AAI items GLG6 and GLG12. The system
populates the Balance Forward field in the Account Balances table to allow
inceptiontodate reporting, which is commonly used in a job cost environment.

Before You Begin

- Verify that your AAIs and ledger types are set up correctly.
- For each ledger type that you want to include in the annual close and for
which you want to calculate retained earnings, verify that the Close to
Retained Earnings option is activated on the Set Up Ledger Type Rules
form. See Setting Up Ledger Type Rules.

See Also

R098201, Annual Close Report in the Reports Guide for a report sample

2513

General Accounting

To close a fiscal year

From the Periodic and Annual Processes menu (G0924), choose Annual Close.
When you close a fiscal year, the system produces an annual close report that
lists the company that was closed, and the retained earnings account and
amount. Use this report to verify that a company closed successfully.
You can close more than one company to a single retained earnings account.
This is necessary if corporate divisions are set up as companies. You would close
these divisions to a single retained earnings account to consolidate reporting for
the legal corporate entity.
Optionally, by setting the corresponding processing option, you can print a
detailed list of the accounts and balance amounts that are used in the retained
earnings calculation. This list is useful if you need to research potential problems
or an incorrect retained earnings amount.
The detailed list for retained earnings can be lengthy. J.D. Edwards recommends
that you do not print it unless you need to research your retained earnings
calculation.
After closing, you might need to create journal entries for intercompany
settlements to keep the companies in balance. The Close Year program posts
retained earnings to a retained earnings account for a single company but does
not create automatic entries for intercompany settlements.
If any errors prevent a company from closing, the errors are listed on the annual
close report. Examples of errors and solutions are:
Retained earnings
account not set up in
the Account Master

Set up the retained earnings account used by AAI item

GLG4.

Close program could

not find AAI item GLG6

Set up AAI item GLG6 in automatic accounting instructions

(AAIs) to define your beginning revenue account.

If AAI item GLG12 is not set up, an error message does not appear on the
annual close report. The system uses account 999999.99999999 as the default.

2514

Closing a Fiscal Year

Data Selection and Data Sequence for Annual Close

Caution: Observe the following rules for data selection and sequence, all of
which are very important for a successful close:

You cannot close multiple years at the same time. Instead, you must close
them consecutively, one year at a time.

If you are closing multiple companies to the same retained earnings

account:

You must use a single version that selects all companies that are
being closed together.

You must have the same fiscal date pattern for companies that are
being closed together.

You must select a fiscal year.

You should not specify any other data selections.

You must use the data sequence by fiscal year, company, and ledger type.
Do not change this sequence.

Checklist for Closing a Fiscal Year

Before closing a fiscal year, you may want to perform a number of tasks
appropriate for your company. The following list includes some tasks common
to most companies.
- Review and post all batches.
- Close the current accounting period. Optionally, you can close the current
accounting period when you change the yearend period.
- Enter and post your audit adjustments. Many companies reserve an
accounting period for audit adjustments.
You can make audit adjustments without changing the current period back
to the prior year ending period. To do this, create an entry using
document type ## (prior year transactions). The system generates a
warning message but accepts the transaction. You can use this document
type only in the journal entry program.
- Run your yearend financial reports, trial balances, and any other reports
you require.
- Run the integrity reports.
- Verify that no users are accessing the Account Balances table (F0902). This
situation could cause records to be skipped during the retainedearnings
calculations.

2515

General Accounting

- Close the fiscal year to calculate retained earnings and create account
records in the Account Balances table for the new fiscal year.
- Change the yearend period. The system does not do this automatically.
Change the current accounting period (if you have not already done so)
and fiscal year. See Closing an Accounting Period.
- Change the financial reporting date. See Changing a Financial Reporting
Date.

Processing Options for Annual Close

Profit/Loss
This option allows you to choose if you
wish to create next year Profit/Loss
account records when the net posting
for this year has a zero balance.
Enter a 1 to create zero bal.
Profit/Loss records.

____________

Orig Budget
This option allows you to choose to
override the original budget
regardless of whether next years
record already exists.
Enter a 1 to override Original
Budget.

____________

Print
This option allows you to choose to see
the detail supporting the Retained
Earnings calculation.
Enter a 1 to print supporting
detail.

2516

____________

Closing a Fiscal Year

What You Should Know About Processing Options

Profit/Loss processing
option

Job cost accounts (jobs) can be set up as balance sheet or

profit and loss accounts, depending on the nature of your
business. If they are set up as profit and loss accounts,
then the job will probably not be completed within the
year. In this case, you should roll the account balances
forward to the next year.

Original Budget
processing option

With job cost accounts, you enter an original budget and

then make changes using change orders. For example,
you have a job in 1996 that you budgeted for and expect
to complete in 1999. You added budgetary information to
the original budget in 1999. To override the original
budget with new information, enter 1.

2517

General Accounting

2518

Organization Revisions
If your company has recently expanded or merged with another company, it
might be necessary for you to change the company account structures in the
chart of accounts.
Organization revisions consists of:
- Changing account structures
- Working with account information
- Reposting the account ledger

Changing Your Chart of Accounts

You can change your chart of accounts without manually creating journal entries
to transfer your account transactions and balances to new accounts. The system
assigns a unique account ID to each new account. The account ID is used to
maintain an audit trail of account ledger transactions and balances.
You can change the business unit.object.subsidiary, but you cannot change the
account ID.

Which Tables Are Affected

Three general ledger tables are affected by a change to account numbers. The
account ID is the key to all three tables. The tables are:

Account Master (F0901)

Account Balances (F0902)

Account Ledger (F0911)

All three tables contain the following fields:

Account ID

Business Unit

Object

Subsidiary

The Business Unit Master table (F0006) might also be affected.

261

General Accounting

Posting Levels
For each account ID, the system posts the following items in the Account
Balances table in sequential order:

262

Account ID

Fiscal year

Ledger type

Subledger

Subledger type

Currency code (denominated)

Changing Account Structures

Due to an increase in the volume of transactions to particular accounts, company

merger, or a management decision to change financial reporting, it might be
necessary to change the chart of accounts for your company. This could involve:

Creating new business units and moving existing account detail and
balances to the new business units

Creating new object or object.subsidiary accounts under an existing or

new business unit and moving existing account detail and balances to the
new object.subsidiary or business unit.object.subsidiary

Moving existing business units from one company to another

Changing account structures consists of:

- Changing a business unit on multiple accounts
- Changing accounts by object
- Changing accounts by subsidiary
- Changing the company number on a business unit
- Updating Account Ledger and Account Balances tables
If you decide to change your company account structures, you might need to set
up new business units or revise the current ones. You must use the Work With
Business Units form.
When you restructure your accounts, several ways exist to change the business
unit, object, or subsidiary number:

You can change a single account within a business unit. For example, if
you need to change an account, you can change the object and subsidiary
only. You can use the Business Unit and Account fields to locate
information.

You can change a single account by object. For example, you need to
change object account 5010 to 5015 across all business units. You can
change an object account to a new object or object.subsidiary. You can
also change the business unit, object, or subsidiary for one or many
business units, objects, or subsidiaries at one time.

263

General Accounting

If you need to change a single account number, you can change the
business unit, object, and subsidiary for an account at one time.
See Revising Accounts.

You can also globally change:

Business units, from one business unit to another

Object accounts, from one object account to another

Subsidiaries, from one subsidiary to another

Before You Begin

- Create new business units, if applicable. See Working with Business Units.

Changing a Business Unit on Multiple Accounts

You can change the business unit portion of the account number on many
accounts at once by globally changing the business units. For example, you
need to change business unit 3 to business unit 4 for all object and
object.subsidiary accounts.
The current business unit and the future business unit must exist in the Business
Unit Master table (F0006) and must belong to the same company. If they do not,
the system displays the company for the old business unit and for the new one,
but it does not update them.
Accounts that already exist in the new business unit will not be updated with the
new business unit number, because this would cause duplicate accounts. For
example, if you are renumbering business unit 1 to business unit 10, and
account 10.1110.BEAR already existed in the Account Master file (F0901),
account 1.1110.BEAR would not be updated to business unit 10.
The Change Business Units program updates the Account Master table (F0901)
with each account.
Caution: Do not use the Copy Accounts to Business Units function to add a new
business unit. This function creates new Account Master records by copying
them from one business unit to another. This function does not physically move
accounts and their detail and balances from one business unit to another.

264

Changing Account Structures

To change a business unit on multiple accounts

From the Global Updates menu (G09316), choose Change Business Units.
1. On Global Business Unit Change, to change a business unit on multiple
accounts, complete the following fields:

Old Business Unit

New Business Unit

In the example above, all object and object.subsidiary accounts belonging to the
same company will change from business unit 3 to business unit 4.
2. Run the Update Business Unit.Object.Subsidiary to Journal Entries program
(R09806) to update the transaction and balance tables. See Updating
Account Ledger and Account Balances Tables for instructions.
Caution: Do not delete the old business unit from the Business Unit Master table
(F0006) before running the Update Business Unit.Object.Subsidiary to Journal
Entries program. If the old business unit does not exist in the Business Unit
Master table, the system cannot update records with the old business unit
number.

265

General Accounting

Field

Explanation

Old Business Unit

An alphanumeric field that identifies a separate entity

Changing Accounts by Object

You can globally change object account numbers. For example, you need to
change object account 1131 to 1132 across all business units in company 1.
If you are changing object account numbers for several, but not all, companies,
you must perform the following steps for each company.
The old object must already exist, and the new object cannot exist in the system.
The Change Object Accounts program updates the Account Master table (F0901).
Before You Begin
- Back up your Account Master, Account Balances, and Account Ledger
tables
To change accounts by object
From the Global Updates menu (G09316), choose Change Object Accounts.
1. On Global Account Number Update, to update a specific company or
subsidiary, complete the following fields:

Company

Subsidiary

To update all companies and subsidiaries, leave the Company and

Subsidiary fields blank.

266

Changing Account Structures

2. Complete the following fields:

Old Object

New Object

In the example above, all object account numbers in Company 1 will change
from 1131 to 1132.
3. If you are changing object account numbers for selected companies,
repeat these steps.
4. Run the Update Business Unit.Object.Subsidiary to Journal Entries program
(R09806) to update the transaction and balance tables. See Updating
Account Ledger and Account Balances Tables for instructions.

Field

Explanation

Company

A code that identifies a specific organization, fund, entity,

Subsidiary

A subdivision of an object account. Subsidiary accounts

include more detailed records of the accounting activity
for an object account.

267

General Accounting

Changing Accounts by Subsidiary

You can globally change a subsidiary. For example, you change the subsidiary
portion of account 1.1110.BEAR to 2220 for data entry efficiency. This affects all
companies for object account 1110 only.
If you restructure your accounts, you can change subsidiaries within a company,
within an object range, or both. If you need to do this for selected companies or
object account ranges, you must perform the following steps for each company
or object account range.
The old subsidiary must already exist, and the new subsidiary cannot exist in the
system.
The Change Subsidiaries program updates the Account Master table (F0901).

Before You Begin

- Back up your Account Master, Account Balances, and Account Ledger
tables.
To change subsidiaries
From the Global Updates menu (G09316), choose Change Subsidiaries.
1. On Global Subsidiary Update, to update specific companies and object
accounts, complete the following fields:

Company

Object From

Object Thru

To update all companies and object accounts, leave the Company and
Object fields blank.
2. Complete the following fields:

268

Old Subsidiary

New Subsidiary

Changing Account Structures

In the example above, account 1110.BEAR will change to 1110.2220. This change
will only affect company 1 and object account number 1110.
3. Run the Update Business Unit.Object.Subsidiary to Journal Entries program
(R09806) to update the transaction and balance tables. See Updating
Account Ledger and Account Balances Tables for instructions.

Field

Explanation

Old Subsidiary

A subdivision of an object account. Subsidiary accounts

include more detailed records of the accounting activity
for an object account.

New Subsidiary

A subdivision of an object account. Subsidiary accounts

include more detailed records of the accounting activity
for an object account.

Changing the Company Number on a Business Unit

If your company reorganizes or acquires another business, you might need to
move an existing business unit to a different company. You complete this move
by changing the company number on the business unit, and then updating the
Account Master (F0901), Account Ledger (F0911), and Account Balances (F0902)
tables.
The two companies involved must have the same currency code if either
company is using multiple currencies.

269

General Accounting

Before You Begin

- Back up your Account Master, Account Balances, and Account Ledger
tables.
Example
The following graphic illustrates the process of moving Business Unit 3 from
Company 1 to Company 200.
Company 1

Company 200

Business
Unit 1

Business
Unit 4

Business
Unit M10

Business
Unit M20

Business
Unit 5

Business
Unit 3

Business
Unit M30

Moving a Business Unit

Follow these steps to move a business unit from one company to another:
1. Run the following reports in this order and verify that each company is in
balance:

Companies in Balance

Account Balance to Transactions

Intercompany Accounts in Balance

See Correcting Company Imbalances, Correcting Account Balances to

Transactions, and Correcting Intercompany Account Imbalances.
2. Change the company number on the business unit master.
See Revising Business Units.

2610

Changing Account Structures

3. Run the Accounts without Business Units integrity report with the
processing option set to 2 (update mode).
This program updates the company number in the Account Master table.
See Correcting Chart of Accounts Discrepancies.
4. Run the Update Business Unit.Object.Subsidiary to Journal Entries
program.
This program updates the company number for all transactions for this
business unit in the Account Ledger and Account Balances tables.
See Updating Account Ledger and Account Balances Tables.
Alternatively, run the following integrity reports in update mode in this
order:

Account Balance without Account Master

Transactions without Account Master

See Correcting Chart of Accounts Discrepancies.

5. Update all necessary AAIs.
See Working with AAIs.
6. Verify row security by business unit security.
See Working with Security Workbench in the System Administration Guide.
7. Run the Companies in Balance integrity and the Intercompany Accounts in
Balance reports again to determine which intercompany transactions to
enter.
8. Enter any necessary intercompany transactions.
9. Post the intercompany transactions, if necessary.
The Intercompany Settlements field must be set to * in the General
Accounting constants for the system to post transactions to the
intercompany settlement account.
See Setting Up the Intercompany Settlement Constant.
10. If you changed the Intercompany Settlements field, change it back to its
original value.

2611

General Accounting

Updating Account Ledger and Account Balances Tables

From the Global Updates menu (G09316), choose Update Business
Unit.Object.Subsidiary to Journal Entries.
After you change business units, object account numbers, or subsidiaries, or after
you change the company number for one or more business units, you must
update the Account Ledger and Account Balances tables. Run the Update
Business Unit/Object/Subsidiary program, which compares the business unit,
object, and subsidiary for each account ID in the Account Ledger and Account
Balance tables to the Account Master table.
This program updates both the Account Ledger and the Account Balances tables
from the Account Master table.
Do not run this program during business hours.
Caution: Verify that your account numbers are correct. When you select this
program, the system immediately submits it for processing.
After you update the Account Ledger and Account Balances tables, you should
complete the following tasks:
1. Run the Account without a Business Unit, Account Balance without
Account Master, and Transactions without Account Master integrity reports.
See Correcting Chart of Accounts Discrepancies.
2. Update the AAIs to reflect changes to the business unit, object, and
subsidiary numbers.
See Working with AAIs.
3. Review your business unit information. If you created a new business unit,
you can revise old business unit information. You can change the old
business unit to be inactive or delete it. You might also want to enter the
new business unit number of the old business unit as a crossreference.
You can do this in the Project Number field on the Revise Business Units More form.
See Working with Business Units.
4. Update your reporting versions, allocations, and model journal entries, if
necessary, to reflect the changes in your chart of accounts.

2612

Working with Account Information

Part of restructuring your chart of accounts includes keeping the account

information up to date.
Working with account information consists of:
- Changing account information
- Updating the Model/Consolidated field
- Updating category codes

Changing Account Information

From the Global Updates menu (G09316), choose Change Account Information.
If you make changes to account information that is attached to a particular
business unit, you should globally change the information for the same accounts
attached to other business units. You can change account information across all
business units or companies.
You can run the Change Account Information program in proof or final mode. If
you choose proof mode, the system only prints a report and does not update the
information. To update the information, you must run the program in final
mode.
In final mode, the system updates the information in the Account Master table
(F0901) and, optionally, prints a report containing the changes that were made.
When you run this program in final mode, the system updates selected fields for
all similar accounts. You use a processing option to select the fields to update
from the following list:

Account Description

Alternate Description

Posting Edit Code

Level of Detail

Billable

Budget Pattern Code

2613

General Accounting

Unit of Measure

Alternate Object.Subsidiary

Account Category Codes 1-23

Model Account

The system does not update the Object.Subsidiary field. To update this field, you
can change object accounts or change subsidiaries, or you can run the Update
Business Unit.Object.Subsidiary to Journal Entries program from the Global
Updates menu (G09316).
Caution: The system will update all of the fields that you select in the Account
Information processing option. To exclude fields such as Category Codes 21-23
that might represent your statutory chart of accounts, be sure that the fields are
not selected in the Account Information processing option. J.D. Edwards
recommends that you restrict access to these processing options so that your
statutory chart of accounts is not inadvertently changed.

Processing Options for Change Account Information

Global Update
This job has various options described
below. Enter the desired values and
press ENTER to continue.
1) Enter the Business Unit to
copy field information From.
(In order for this program to run
properly a valid business unit
must be entered here).
2) Enter the mode the update will
be processed in.
Proof mode with Report = 0
Final mode with Report = 1
Final mode w/o Report = 2

____________

Account Info
This job has various options described
below. Enter the desired values and
press ENTER to continue.
3) Enter a 1 in each field to be
included in the Global Update.
Account Description
Alternative Descriptions
Posting Edit Code
Level of Detail
Billable
Budget Pattern Code
Unit of Measure
Alternate Object/Subsidiary
Account Category Code 1
Account Category Code 2
Account Category Code 3
Account Category Code 4
Account Category Code 5

2614

____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________

Working with Account Information

Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Account Category
Model Account

Code
Code
Code
Code
Code
Code
Code
Code
Code
Code
Code
Code
Code
Code
Code
Code
Code
Code

6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23

____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________
____________

Alt Desc
This job has various options described
below. Enter the desired values and
press ENTER to continue.
ALTERNATIVE DESCRIPTION PROCESSING:
4) Enter the Alternate
Description language code to be
updated. If left blank, all
Alternate Descriptions will be
updated.
5) Enter a 1 to include
Alternative Descriptions on the
report.

____________

NOTE: Alternative Description

processing will only take place if a
1 is placed next to Alternative
Descriptions in processing option
#3.

Data Selection for Change Account Information

Select only business units that you want to change.

2615

General Accounting

Updating the Model/Consolidated Field

From the Global Updates menu (G09316), choose Update Model/Consolidated
Field.
If a business unit is a model, all accounts in the business unit contain an M in
the Model/Consolidated field in the Account Master table (F0901). If a business
unit is not a model, the Model/Consolidated field is blank.
If you change a model business unit to a nonmodel business unit, you must run
the Update Model/Consolidated Field program to update the Account Master
table. The system changes the Model/Consolidated field to blank for all accounts
within the business unit.
Likewise, if you change a nonmodel business unit to a model business unit, you
must run the Update Model/Consolidated Field program to update the Account
Master table. The system changes the Model/Consolidated field to M for all
accounts within the business unit.

Updating Category Codes

From the Global Updates menu (G09316), choose Update Category Codes
F0101>F0006.
If your company has business units that must be maintained as address book
entries, you might want to ensure the category code information in the Business
Unit Master table matches the information in the address book. The Update
Category Codes F0101>F0006 program updates this information. Use this
program to eliminate reentering category code information in the Business Unit
Master table.
The system compares the business unit information in the Business Unit Master
(F0006) and Address Book Master (F0101) tables. When a match is found, it
copies the following information from the address book to the Business Unit
Master table:

Category codes 1 through 4

Alpha Name field to the Description Line 1 field

Compressed description (alpha name without spaces between words)

Business Unit is a 12character field in the Business Unit Master table, and
address book numbers are eight characters. The system updates only business
units that contain a numeric value and are eight characters or less. If the
business unit is more than eight characters, it is not updated.
When selected, this report will automatically submit, and the update will be
complete when the report is finished. No output of the update is printed.

2616

Working with Account Information

Caution: There are no processing options or data selection for this program. It
globally updates all Business Unit Master category code values. A backup of files
should be done prior to running this program.
Before You Begin
- You must set up numericvalue business units as address book numbers
on Address Book Revisions. See Entering Basic Address Book Information
in the Address Book Guide.

2617

General Accounting

2618

Reposting the Account Ledger

There are two different repost programs in OneWorld: the Repost Account
Ledger program and the Calculate Fiscal Year and Period program. Use the
Repost Account Ledger program to:

Correct damaged account balances in the Account Balances table (F0902).

The Repost Account Ledger program updates account balances with the
posted amounts from the Account Ledger table (F0911).

Post by currency when it becomes an organizational requirement. You

must update the Account Balances table to reflect the currency
information.

Use the Calculate Fiscal Year and Period program to:

Restate account balances to a new fiscal year or period. The Calculate

Fiscal Year and Period program recalculates the fiscal year and period in
the Account Ledger table using a revised fiscal pattern specified in the
Date Fiscal Patterns table (F0008). This program also maintains an audit
trail of account ledger transactions that transfer account balances to new
periods or fiscal years.

If you run the Calculate Fiscal Year and Period program, you must also run the
Repost Account Ledger program to update the Account Balances table.
Reposting the account ledger consists of:
- Running the repost
- Recalculating the fiscal year and period

Before You Begin

- Back up the Account Master (F0901), Account Balances, and Account
Ledger tables.
- Place security on the repost program.
- Update fiscal date patterns for the company, if necessary.
- Post all transactions to avoid creating automatic offsets to the incorrect
period.

2619

General Accounting

- Run the repost during nonbusiness hours when there are no users on the
system. Reposting fiscal years can take a considerable amount of
processing time.
- If OneWorld and WorldSoftware coexist and multicurrency is activated,
and if you are using WorldSoftware prior to A7.3 CU11, you must run the
Account Ledger Currency Conversion for JX Documents program
(R890911JX). This program updates the Currency Code field for JX
document types in the Account Ledger table. JX documents represent
unrealized gains and losses on monetary accounts.
To access this program, choose Batch Versions from the System
Administration Tools menu (GH9011). On Batch Versions, enter R890911JX
in the Batch Application field. Click Find, and then select version
XJDE0001.

Examples: Reposting Account Ledgers

The following examples illustrate situations when you might run this program
and provide solutions for each situation.

Example 1: Account Ledger and Account Balances tables are

out-of-balance
You post all account ledger transactions and the amount in the Account Ledger
table appears to be correct. You compare the amounts in the Account Ledger
and Account Balances tables and note that the amounts are outofbalance.
Possible solution:
1. Run this program with the processing option set to print the report only.
2. Review the report and compare the amounts in the Old Balance (current
F0902) and Detail Amount (current F0911) columns to verify that the
amount in the Account Ledger table is correct.
3. Update the Account Balances table with the amount from the Account
Ledger table. To do this, run the Repost Account Ledger program in final
mode to print the report and update the Account Balances table.

2620

Reposting the Account Ledger

Example 2: Batch is partially posted

A post program ends abnormally and the batch is partially posted.
Possible solution:
1. Change the Intercompany Settlements field to * in the general accounting
constants. Post the specific batch outofbalance.
2. Run the General Journal by Batch report to locate the automatic entries
created for the batch during the post program.
3. Manually create any missing balancing entries for the batch on Journal
Entries.
4. Change the Intercompany Settlements field to * in the general accounting
constants. Post the batch of manually created entries outofbalance.
5. Run the Repost Account Ledger program in print mode to print the report
only.
6. Review the report and compare the amounts in the Old Balance and
Detail Amount columns to verify that the amount in the Account Ledger
table is correct.
7. If necessary, update the Account Balances table with the amount from the
Account Ledger table. To do this, run the Repost Account Ledger program
with the processing option set to print the report and update the Account
Balances table.

Example 3: Fiscal date pattern changes to calendar date pattern

Your company has been operating under a July through June fiscal date pattern.
Due to a merger, you must change to a January through December calendar date
pattern.
The current fiscal year is 2003. Your current fiscal year pattern is July 2003
through June 2004. The next calendar year will be January through December
2005.
Possible solution:
1. Set up the new fiscal date pattern and pattern code for July 2004 through
December 2004. Using the new fiscal date pattern and pattern code, set up
the new fiscal date pattern and pattern code for January through
December 2005.
2. Run the Calculate Fiscal Year and Period program in proof mode to print
only the report.
3. Review the report and compare on a linebyline basis, the old and new
century (CT), fiscal quarter (FQ), fiscal year (FY), and period number (PN)
columns for accuracy.

2621

General Accounting

4. Update the Account Ledger to reflect the new fiscal date pattern. To
perform this task, run the Calculate Fiscal Year and Period program in final
mode. If you wish to calculate a new Balance Forward amount in the
Account Balance table (F0902), complete the processing options on the
Balance Forward tab.
5. Restate the account balances to reflect the new fiscal date pattern. To
perform this task, run the Repost Account Ledger program. Use the same
data selection that you used when you ran the Calculate Fiscal Year and
Period program. This task updates the Account Balances table with
amounts based on the new period number and fiscal year previously
assigned to the Account Ledger records.
6. Close the year for 2003, or set the Balance Forward processing option to
recalculate Balance Forward amounts.
7. Close the year program for 2004, or set the Balance Forward processing
option to recalculate Balance Forward amounts.
Caution: For the fiscal year 2003, your current fiscal year pattern is July
2003 through June 2004. For the fiscal year 2004, your current fiscal year
pattern is July 2004 through December 2004. For the fiscal year 2005, your
calendar year is January through December 2005. Be aware that when
comparing period 1 amounts for different fiscal years, you are viewing
amounts for different months.

Example 4: Calendar date pattern changes to a fiscal date pattern

Your company has been operating under a calendar year and now needs to
convert to a November through October fiscal year pattern.
The fiscal year is 2004. Your current calendar year is January through December
2004. The new fiscal year pattern is November 2004 through October 2005.
Possible solution:
1. Set up a new fiscal date pattern and pattern code for all existing years to
be restated to the November through October pattern.
2. Run the Calculate Fiscal Year and Period program in proof mode to print
the report and recalculate fiscal year/period number report only.
3. Review the report and compare on a linebyline basis, the old and new
century (Ct), fiscal quarter (FQ), fiscal year (FY), and period number (PN)
columns for accuracy.
4. Update the Account Ledger table to reflect the new fiscal date pattern. To
perform this task, run the Calculate Fiscal Year and Period program in final
mode. If you wish to calculate a new Balance Forward amount in the
Account Balance table (F0902), complete the processing options on the
Balance Forward tab.

2622

Reposting the Account Ledger

5. Restate the account balances to reflect the new fiscal date pattern. To
perform this task, run the Repost Account Ledger program. Use the same
data selection that you used when you ran the Calculate Fiscal Year and
Period program. This procedure updates the Account Balances table with
amounts based on the new period number and fiscal year previously
assigned to the Account Ledger records.
6. If you did not complete the processing options on the Balance Forward
tab, run the Close Year program one year at a time, for all existing fiscal
years.
Note: None of the financial reports processed under the old fiscal date pattern
match the information on the financial reports for the restated years.

Example 5: Post by currency

Your company decides to post by currency.
Possible solution:
1. Activate currency in the general accounting constants.
2. Set up AAI items PBCxx for tracking balances by currency.
3. Change the Post Account Balances by Currency field to 1 on the Currency
form.
4. Run the Repost Account Ledger program in proof mode to only print the
report. Review the report to ensure the currency code appears in the far
right column.
5. Run the Repost Account Ledger program in final mode to print the report
and update the Account Balances table.

See Also

Printing General Journals to locate automatic entries

Entering Basic Journal Entries to create missing entries

Setting Up Fiscal Date Patterns to set up fiscal date patterns

Closing a Fiscal Year to close a year

Setting Up AAIs for MultiCurrency to set up AAIs

Assigning a Domestic Currency to a Company to change the Post Account

Balances by Currency field

R099102, Repost Account Ledger in the Reports Guide for a report sample

2623

General Accounting

Running the Repost

From the Global Updates menu (G09316), choose Repost Account Ledger.
After you recalculate the fiscal year and period, you run the repost of the
account ledger. This program:

Updates account balances with the posted amounts from the Account
Ledger table (F0911)

Maintains an audit trail of account ledger transactions that transfer account

balances to new periods or fiscal years

If you purge the transaction detail for one or more years, the processing options
allow you to specify the beginning balance forward for one fiscal year to be
carried forward to the first fiscal year under the new date pattern.

Processing Options: Repost Account Ledger

Mode Tab
This processing option determines whether you run this report in proof or final
mode.
1. Process Mode
Use this processing option to specify the mode in which you want to run this
report. Enter one of the following choices:
1
2

Run the report in proof mode. The system prints a report that displays the
changes to the Account Ledger that will occur if you run the report in final
mode. This is the default.
Run the report in final mode. The system prints a report that displays the
changes to the Account Ledger that have occurred and updates the
Account Balances table (F0902) to match the Account Ledger table
(F0911).

Balance Forward Tab

These processing options calculate a new balance forward amount in the
Account Balances table (F0902), which eliminates the need to run an annual
close after restating amounts to a new fiscal date pattern. These processing
options are only applicable if you are running the Calculate Fiscal Year and
Period program (R099103).

2624

Reposting the Account Ledger

Enter the first year of the oldest pattern that contains transaction detail
information in the Account Ledger table (F0911) in the Oldest fiscal year with
detail - from field and the Conversion century -from field. Enter the first year of
the newest pattern that contains transaction detail information in the Account
Ledger table in the First fiscal year with detail - to field and the Conversion
century - to field. If you leave any of these fields blank, balance forward
amounts from the oldest pattern remain in the record.
1. Oldest fiscal year with detail from
Enter the oldest fiscal year that has supporting transaction detail under the fiscal
date pattern you are converting from.
2. Conversion century from
Enter the century that corresponds to the oldest fiscal year from which you are
converting. The default is 19.
3. First fiscal year with detail to
Enter the first fiscal year that will have supporting transaction detail under the
fiscal date pattern you are converting to.
4. Conversion century to
Enter the century that corresponds to the first fiscal year to which you are
converting. The default is 19.

Data Selection and Sequence for Repost Account Ledger

If you have recalculated the fiscal year and period, you must use the same data
selection you used when you ran the Calculate Fiscal Year and Period program.
If a period needs to be reposted, do not select the period. You must select the
entire fiscal year. Otherwise, only information for that period will exist in the
Account Balances table and all other period information will be cleared.
The system does not repost ledger type BA because budget amounts do not
require transaction support in the Account Ledger table. If you have defined
ledger types that do not have complete transaction support, change the data
selection to bypass these ledgers.
The system automatically reposts unit ledgers with the amount information. For
example, to repost an actual amounts (AA) ledger with units (AU), enter ledger
type equal (EQ) to AA in the data selection. The system reposts both the amount
and unit ledgers.
Do not change the data sequence.

2625

General Accounting

Recalculating the Fiscal Year and Period

From the Global Updates menu (G09316), choose Calculate Fiscal Year and
Period.
This program recalculates the fiscal year and period in the Account Ledger table
using a revised fiscal pattern specified in the Date Fiscal Patterns table.
After you run the Calculate Fiscal Year and Period program, you must run the
Repost Account Ledger program to update the Account Balances table.

Processing Options for Calculate Fiscal Year and Period

Mode
1. Process Mode
1 Print
Report (the default)
2 Print
Report and Update F0902

____________

Balance Frwd
1. Oldest Fiscal Year with Detail
From
2. Conversion Century From
3. First Fiscal Year with Detail
To
4. Conversion Century To

____________
____________
____________
____________

Data Selection and Sequence for Calculate Fiscal Year and Period
Enter a value for Company, Ledger Type, Fiscal Year, or any combination of the
three. If you are changing fiscal periods, you do not select fiscal year.
Do not change the data sequence.

2626

52 Period Accounting
52 period accounting helps businesses track perishable items in weekly
accounting intervals. For example, grocery stores typically use 52 period
accounting to report their financial status on a weekly basis.
You can establish 52 accounting periods per year, plus two extra periods for
adjustments.
Complete the following tasks for 52 period accounting:
- Setting up 52 period accounting
- Closing a 52 period year
- Changing to 52 period accounting
- Printing a 52 period income statement

271

General Accounting

272

Setting Up 52 Period Accounting

You might choose to set up 52 period accounting if you are required to produce
financial reports on a weekly basis.
Setting up 52 period accounting consists of:
- Setting up fiscal date patterns
- Setting up financial reporting dates

Before You Begin

- Set the processing option in the standard post program to submit the post
for 52 periods. When you run the post, the system updates the Account
Balances (F0902) and the Account Balances - 52 Period Accounting
(F0902B) tables.
For more information about posting, see Posting Journal Entries.

Setting Up Fiscal Date Patterns

You set up your system for 52 period accounting using fiscal date patterns with
weekly periodending dates. You can use periods 53 and 54 for audit
adjustments.
If you have multiple companies that use the same fiscal date pattern, set up the
fiscal date pattern one time for all companies.
The system stores 52 period dates in the Fiscal Date Patterns table (F0008B).
You should add a date pattern for the current, prior, and future year. When you
set up a future year's date pattern, the system accepts transactions for dates
within that pattern and warns you if they are PACO (Post After Cutoff) or WACO
(Way After Cutoff).
Each period must have at least one day of its own on which to post. You cannot
set up periods with the same ending dates or overlapping dates.
Dates must be in proper format. For example, 09/01/05 is the proper format for
September 1, 2005. Each date must correspond to a standard date pattern with
the same pattern name.

273

General Accounting

You must set the date pattern with:

Dates for each period. If you receive an error message when you enter a
date, check the date pattern. The system considers any date not set up to
be invalid during data entry.

Periods in sequential order and having the same beginning and ending
dates as the standard fiscal year pattern. Otherwise, the system uses the
standard fiscal year pattern to determine the correct fiscal year.

Fiscal years in sequential order. Gaps in the date pattern at the period
level or the fiscal year level prevent the system from posting properly.
To set up fiscal date patterns

From the 52 Period Accounting menu (G09313), choose Set 52 Period Dates.
1. On Work With 52 Periods, click Add.
2. On Set Up 52 Periods, complete the following fields:

Fiscal Date Pattern

Date Fiscal Year Begins

Period End Date

3. Complete the following optional field:

Date Pattern Type

4. Click OK.
Note: To print a report of the fiscal date patterns that you have set up, select
Print 52 Periods from the Report menu.

274

Field

Explanation

Fiscal Date Pattern

A code that identifies date patterns. You can use one of 15

Date Fiscal Year Begins

The first day of the fiscal year.

Period End Date

The month end date in 12period (monthly) accounting.

The period end date in 13period, or 445 period, or
52period accounting.

Setting Up 52 Period Accounting

Field

Explanation

Date Pattern Type

This field is used by a report tool to determine the column

headings that print on reports. It differentiates normal
calendar patterns from 445 and 13period accounting
patterns. You can maintain headings for nonstandard
patterns in vocabulary override records R83360Mx, where
x represents the value for this field.
For World, the report tool is Financial Analysis
Spreadsheet Tool and Report Writer (FASTR).
For OneWorld, the report tool is Financial Report Writer.

See Also

Setting Up Companies

Setting Up Financial Reporting Dates

The system will not default to the current period. Therefore, you must set up the
current 52 Period Accounting period and year. If the period is incorrect on your
financial reports, verify the reporting period and year and correct them if
necessary.
To set up financial reporting dates
From the Organization and Account Setup menu (G09411), choose Company
Names and Numbers.
1. On Work With Companies, choose a company and click Select.
2. On Company Setup, click 52 Period Accounting tab.
3. Complete the following fields:

52 Period Normal Number of Periods

52 Period Financial Reporting Period

52 Period Financial Reporting Year

4. Click OK.

Field

Explanation

52 Period Normal Number

of Periods

The actual number of accounting periods, not including

adjustment periods.

275

General Accounting

276

Field

Explanation

52 Period Financial
Reporting Period

This period number allows you to specify a 52 period

financial reporting date. This is the reporting period used
by several J.D. Edwards financial reports. This is different
than the Current Period specified as the accounting period
for the company.

52 Period Financial
Reporting Year

Closing a 52 Period Year

From the 52 Period Accounting menu (G09313), choose Annual Close for 52
Period.
Run the Annual Close for 52 Period Accounting at the end of each fiscal year
after you run the Close Year program.
The Annual Close for 52 Period program updates balances from the Account
Balances table (F0902) to the Account Balances - 52 Period Accounting table
(F0902B). It updates amounts for the following:

Prior year end net

Prior year end cumulative

Beginning budget

Projected over/under

Percent complete

Projected final

Budget requested

Budget approved

Weektodate

Before You Begin

- Run the annual close on menu G0924 to update the Account Balances
table (F0902).

Data Selection for Annual Close for 52 Period

Set the Fiscal Year equal to the next fiscal year, not the fiscal year that you are
closing. For example, you are operating in fiscal year 05 (2005) and you want to
close fiscal year 04 (2004). In data selection, set the Fiscal Year equal to 05.
If the selection criteria for the Annual Close for 52 Period Accounting and Repost
for 52 Period programs are the same, the results are the same, except that the
repost also updates the 54 amount categories from the Account Ledger table
(F0911).

277

General Accounting

278

Changing to 52 Period Accounting

From the 52 Period Accounting menu (G09313), choose Repost for 52 Period.
You can change amounts in 12to14 period account balances to 52 period
account balances. To do this, you must post transactions to the Account Balances
table (F0902), and then run Repost for 52 Period.
The Repost for 52 Period program reposts the Account Ledger table (F0911) to
the Account Balances - 52 Period Accounting table (F0902B). This program uses
the Fiscal Date table (F0008B) with 54 periodending dates to determine the
period number. After you run this program, you can print a Financial Report
Writer report to verify the balances.
If the G/L date or fiscal date does not exist in the Fiscal Date table, the system
does not update transactions from the Account Ledger table to the Account
Balances table. The system reposts only posted, nonsummarized records.

Before You Begin

- Set up the fiscal date pattern for 52 period.
- Set the processing option in the standard post program to submit the post
for 52 periods. Run the standard post program. The system will update the
Account Balances (F0902) and the Account Balances - 52 Period
Accounting (F0902B) tables.
For more information about posting, see Posting Journal Entries.

Data Selection for Repost for 52 Period

Do not enter a fiscal period. You must enter the fiscal year.

279

General Accounting

2710

Printing a 52 Period Income Statement

From the 52 Period Accounting menu (G09313), choose 52 Period Income

Statement.
You can print a 52 period income statement to compare current period and
yeartodate amounts to amounts for the same period in the prior year.

Before You Begin

- Verify that you have set up Automatic Accounting Instructions (AAI) items
FSxx. These items establish the optimal interim totals on the income
statement.
- Verify that your 52 period financial reporting dates are set correctly. See
Setting Up Financial Reporting Dates.

Processing Options for 52 Period Income Statement

Options
Enter the period number and fiscal year
the report is to be based upon. If
left blank, the 52 period financial
reporting period and year will be
used. For the 52 period reporting
date to be company specific you must
sequence by company or business
unit.
Period Number
Fiscal Year

____________
____________

Enter the account level of detail to be

used when the option for level of
detail processing is on.
Account Level Of Detail

____________

Data Selection and Data Sequence for 52 Period Income Statement

Selecting and sequencing data for the 52 Period Income Statement are the same
as selecting and sequencing data for Printing a Simple Income Statement for
12to14 period accounting.

2711

General Accounting

See Also

2712

Printing a Simple Income Statement

Data Removal
To increase disk space, you can create a single record to replace numerous
detail records, and purge or delete information from your system.
Data removal consists of:
- Creating summarized records
- Purging prior year journal entries
- Purging prior year account balances
- Deleting account master records
- Deleting business units and companies

The Difference Between Delete and Purge

In terms of data removal, delete and purge are different processes.
Delete

Delete removes information from the system.

Purge

Depending on which program you run, purge does one of

the following:

Copies records to a purge table. The system marks the

original records as purged, and then deletes them
from the system.
Removes information from the system.

Information You Can Delete or Purge

You can delete:

Account master records

Business unit and company records

You can purge:

Prior year journal entries

Prior year account balances

281

General Accounting

282

Bank statement header records

Bank statement detail records

Creating Summarized Records

From the Summarize & Purge Data menu (G09317), choose Summarize
Transactions.
You can use the Summarize Transactions program to create a single record. This
record summarizes your transactions and replaces numerous detailed transaction
records.
The Summarize Transactions program:

Creates a summarized record for each accounting period, ledger type,

subledger, or subledger type. This record has a:

Document type of BF

Document number that is the system Julian date when you

summarize transactions

G/L date for the periodending dates

Marks the summarized detail records. The summarized code in the

Account Ledger table is marked:

Y (Summarized)

Blank (Not summarized)

Three AAI items control the account ranges that are to be summarized or
bypassed:
GLSMxx

Defines the range of accounts not to be summarized.

GLRCxx

Defines a range of accounts that must be reconciled

before they are summarized. The Reconciled field must
have a value from user defined codes (09/RC) to allow
summarization.

GLPRxx

Defines a range of accounts that are not purged.

You can also summarize transactions on a periodbyperiod basis.

After you summarize transactions, you have the ability to restate prior fiscal
years, if necessary.

283

General Accounting

After the system creates a summarized record, you can delete or purge records
for that year from the Account Ledger table (F0911). Summarization adds
records. You must purge and reorganize to actually make more disk space
available.
You should summarize transactions after business hours to ensure adequate
processing time.
Before you can purge the current year's account ledger records, you must
summarize transactions. Summarized records are required to support the
Account Balances table (F0902). Unsummarized records for the current year are
bypassed when the system purges prior year journal entries. For prior year
records, summarization is optional.
J.D. Edwards recommends that you summarize transactions before you purge
account ledger records for the prior year. Account balances can be set to zero by
the Repost Account Ledger program if any purged prior year records are left
unsummarized.
You do not have to summarize transactions for summarized reporting. You can
summarize general ledger reports by setting the processing option to include a
specific object account range.

Before You Begin

- Back up the Account Ledger table.
- Determine the fiscal year, companies, and ledger types that you want to
summarize.
- For each ledger type that you want to summarize, verify that the
Summarize Ledger Types option is activated on the Job Cost Ledger Type
Rules form. To access this form, choose Ledger Type Master Setup from
the General Accounting System Setup menu (G0941). Then on the Work
with Ledger Types form, highlight the ledger type and choose Job Cost
rules from the Row menu.
- Reconcile accounts, if necessary. See Working with Manual
Reconciliations.

See Also

284

Purging Prior Year Journal Entries

Creating Summarized Records

Processing Options for Summarize Transactions

PERIODS TO RETAIN:
1. Enter the number of periods to
retain in detail.

____________

NOTE: 01 retains only current period.

What You Should Know About Processing Options

The system uses the 14 period net posting amounts from the Account Balances
table when calculating which periods to retain. If you have a 12period fiscal
year, you might want to add two to the number of periods to retain, which
allows you to retain information from a prior fiscal year.
For example, assume you are in the third period of your fiscal year, and you
want to retain information from the last two periods of the prior fiscal year. You
enter 7 in the processing option as the number of periods to retain.
If you want to retain information only for current fiscal year, you do not need to
increase the number of periods by 2.
For example, assume you are in the fourth period of your fiscal year, and you
want to retain information from periods 2, 3, and 4 of the current fiscal year. You
enter 3 in the processing option as the number of periods to retain.
The following graphic illustrates which periods are retained when you enter 7 in
the processing option:

Current
Period

3
March 2005

285

General Accounting

286

Purging Prior Year Journal Entries

From the Summarize & Purge Data menu (G09317), choose Purge Prior Year
Journal Entries.
If you create a summarized record or you want to increase disk space, you can
purge journal entries. When you run the Purge Prior Year Journal Entries
program, the system:

Copies prior year journal entries in the Account Ledger table (F0911) to a
purge table F0911P

Marks the copied records in the Account Ledger table as purged

Deletes purged records from the Account Ledger table when certain
conditions are met

Purges the Account Ledger Tag table (F0911T)

Prints a report that lists the number of records purged by company

A record must be one of the following before you can purge it:

A prior year transaction

A summarized transaction for the current year

When the system identifies and marks the record as a purge record, the record
must then meet all of the following conditions before the system deletes it:

The account number cannot be within the bypass purge ranges in the
Automatic Accounting Instruction (AAI) item GLPRxx.

The record must not have * in the Payment Number field. This * denotes a
partial payment retainage or discount for 1099 reporting.

For accounts within the reconcilable ranges in AAI item GLRCxx to be

purged, the reconciled code must be a value other than blank.

For Energy clients, if the account is billable, the bill code of the transaction
must be X (direct charge allocated or billed) or Y (manually allocated and
billed).

Do not purge the summary records (document type BF) unless you no longer
need them to support the Account Balances table.

287

General Accounting

Prior year journal entries can be:

Purged and deleted

Purged but not deleted

Deleted

Completely bypassed

You can only purge summarized prior year journal entries one year at a time.
Three AAI items control the account ranges to be purged or bypassed:
GLSMxx

Defines the range of accounts not to be summarized.

Current year transactions must contain a Summarized
Code of Y to be deleted from the Account Ledger table.
Prior year transactions in these ranges can be deleted,
regardless of summarization.

GLRCxx

Defines a range of accounts that must be reconciled

before they are deleted. The Reconciled field must contain
a user defined code (09/RC) to be deleted.

GLPRxx

Defines a range of accounts that are not to be deleted.

These accounts are written to the purge table. Their purge
codes are set to Y.

After the purge process is complete, you should copy the F0911P table to
another medium. If you keep this table on your system and you purge again, the
system adds newly purged records to the F0911P table.
You also might want to defragment the Account Ledger table (F0911) and
rebuild the table indices. Contact your database administrator for more
information about this process.

Before You Begin

- Back up the Account Ledger table.
- Set up purge parameters in the AAIs.
- Summarize transactions. See Creating Summarized Records.

288

Purging Prior Year Journal Entries

Processing Options for Purge Prior Year Journal Entries

DELETE OPTIONS:
1. Enter a 1 to purge and delete
questionable 1099 transactions that
are more than three fiscal years old
(current and previous two fiscal
years). Leave blank (the default) to
purge but not delete any questionable
1099 transactions (see 1099 Helps).
2. Enter a 1 to delete and purge
Billable transactions that have any
valid Bill Code attached to them.
If left blank (the default) any Bill
Code other than an X or a Y will
be purged but not deleted, however;
all X and Y Billable transactions
are going to be purged and deleted.

____________

NOTE:
This option is intended for
those clients who are using Service
Billing and are NOT using JD
Edwards Energy software.

Data Selection for Purge Prior Year Journal Entries

Enter the fiscal year (where xx equals fiscal year) to correctly name the purge
table F0911xx.

289

General Accounting

2810

Purging Prior Year Account Balances

From the Summarize & Purge Data menu (G09317), choose Purge Prior Year
Account Balances.
To increase disk space, you can purge account balance records. When you
purge prior year account balances, the system:

Copies records with a date prior to the current fiscal year from the
Account Balances table (F0902) to a purge table F0902P

Deletes records with a date prior to the current fiscal year

Prints a report that lists the number of records purged by company,

including the name, date, and time that the purge table was created

You can only purge records one year at a time.

After this purge process is complete, you should copy the F0902P table to
another medium. If you keep this table on your system and you purge again, the
system adds newly purged records to the existing F0902P table.
You also might want to defragment the Account Balances table (F0902) and
rebuild the table indices. Contact your database administrator for more
information about this process.

Before You Begin

- Back up the Account Balances table (F0902).

2811

General Accounting

2812

Deleting Account Master Records

From the Summarize & Purge Data menu (G09317), choose Delete Account
Master Records.
To increase disk space, you can delete accounts that do not contain transactions.
When you run the Delete Account Master Records program, the system searches
appropriate tables for transactions for an account. If none are found, the system
does not copy accounts to a purge table. Rather, it deletes the account from the
Account Master table (F0901).
The system searches the following tables:
F0311

Accounts Receivable Ledger (for WorldSoftware Accounts

Receivable)

F03B11

Accounts Receivable Ledger (for OneWorld Accounts

Receivable)

F0411

Accounts Payable Ledger

F0618

Employee Transaction History

F06106

Employee Pay Instructions

F0624

Burden Distribution (for WorldSoftware Payroll)

F0724

Burden Distribution (for OneWorld Payroll)

F0901D

Account Master Alternate Description (for translated

accounts)

F0901T

Account Master Tag

F0902

Account Balances

F0911

Account Ledger

2813

General Accounting

F0912

Cost Allocations/Flex Budgeting

F1202

Asset Account Balances

F4311

Purchase Order Detail

F51911

Draw Reporting Master

You can run this batch program in proof or final mode. If you choose proof
mode, the system prints a report showing all accounts to be deleted, but it does
not delete them. To delete them, you must run the program in final mode. In
final mode, the system deletes the accounts and prints a report listing all the
accounts that were deleted.

Before You Begin

- Back up the Account Master table (F0901).

See Also

Reviewing Your Chart of Accounts to run a report containing all

nonposting accounts

Revising Accounts to delete an account

Creating and Updating Your Chart of Accounts to reenter nonposting

accounts

Processing Options for Delete Account Master Records

Delete Account
Enter 1 to print a final Deletion
Report. Accounts will be deleted in
Final Mode. A value of blank will
print a proof Deletion Report.
Mode
Delete Account Master Records

2814

____________
____________

Deleting Business Units and Companies

From the Summarize & Purge Data menu (G09317), choose Delete Business
Unit/Company.
Your organization might have business units or companies that are obsolete
because the structure of the organization has changed. You also might have
business units or companies from a test data environment that you want to
delete if you no longer need them.
You run the Delete Business Unit/Company program to delete records for the
business unit or company that is obsolete. You can delete records for a single
business unit or for all business units within a single company.
When you delete a business unit or company, the system does not copy
information to a purge table. It also does not check for open balances. Rather,
the system deletes records for the business unit or company regardless of
whether there are open balances.
The Delete Business Unit/Company program deletes records from the following
tables:

Account Master (F0901)

Business Unit Master (F0006)

Account Balances (F0902)

Account Ledger (F0911)

The system does not print a report.

After the process is complete, you must:

Delete the company on the Company Names & Numbers form

Delete the business unit or company on the Address Book Revisions form

Caution: If you are signed on to two environments, such as a test and an active
environment, the system will delete the records from both environments.

2815

General Accounting

Before You Begin

- Back up the Account Master, Business Unit Master, Account Balances, and
Account Ledger tables.
- Verify that there are no transactions in the business unit or company.

See Also

Setting Up Companies

Working with Address Book Records in the Address Book Guide

Processing Options for Delete Business Unit/Company

Delete Records
CAUTION: This program does NOT check
for open balances.
1. Enter the Company whose
business units are to be deleted
OR enter a Business Unit to be
deleted.

____________
____________

** Business Unit will take

precedence over Company.
This procedure will delete records from
the Business Unit Master, Account
Master, Account Balances, Account
Ledger, and Alternate Description
files. A backup should be run prior
to running this program.

What You Should Know About Processing Options

Specifying the business
unit or company to
delete

2816

You can specify either a business unit or a company. If

you specify a company, the system deletes records for all
business units in the company. If you specify a business
unit, the system deletes records for the business unit. If
you specify both a business unit and a company, the
system deletes records for the business unit only.

Appendices

General Accounting

2818

Appendix A: Quick Reference

Menus
G09

General Accounting

G0910

Daily Processing

G0911

Journal Entry, Reports, and Inquiries

G0912

Accounting Reports and Inquiries

G0920

Periodic Processing

G0921

Account Reconciliation

G0922

Integrity Reports and Updates

G0923

Allocations

G0924

Periodic and Annual Processes

G09211

Bank Statement Processing

G0931

Advanced and Technical Operations

G09311

Batch Journal Entry Processing

G09312

Business Unit Supplemental Data

G09313

52 Period Accounting

G09316

Global Updates

G09317

Summarize and Purge Data

G0941

General Accounting System Setup

G09411

Organization and Account Setup

G09412

Business Unit Category Codes

G09413

Chart of Accounts Category Codes

G09414

Date Effective Organizational Structures

G094111

Advanced Organization Setup

G10

Financial Reports

G1011

Consolidations

G1021

MultiSite Consolidation

G1022

Integrity Reports

G1041

Financial Reporting Setup

G1042

MultiSite Consolidation Setup

G11

MultiCurrency Processing

OneWorld Xe (09/00)

General Accounting

G1121

Monthly Valuation

G1122

Financial Restatement

G1131

MultiCurrency Advanced Operations

G1141

MultiCurrency Setup

G14

Account Budgeting

G1421

Other Budgeting Methods

G0021

Tax Processing and Reporting

Ledger Types
AA

Actual Amounts

Actual Units

Budget Amounts

Budget Units

Foreign Currency

Foreign Currency Units

Alternate Ledger

Domestic Origin

Foreign Origin

Document Types
%

Percent Journal Entry

Prior Year Transactions

Automatic Entries

Adjusting Entries

Budget or Cost Allocation

Journal Entries

OneWorld Xe (09/00)

Appendix B: Currency Codes and Decimals

Multi-Currency Option Off

If the multicurrency option is turned off, the decimals associated with specific
amount fields are determined by the display decimals defined in the data
dictionary by your system administrator.

Multi-Currency Option On
If the multicurrency option is turned on, the decimals associated with specific
amounts are determined as described below.

Unit Ledgers
Decimals for unit ledger types, such as BU and AU, are determined by the
display decimals in the data dictionary.

Amount Ledgers
Decimals for amounts other than units are determined as follows:

Any transaction entered with a currency different from the currency

assigned to the company of the account being used is considered foreign.

The decimal position is determined by the transaction's currency code.

The number of decimals for a currency is defined in the Currency Codes

table (F0013) and the Designate Currency Codes program (P0013).

All ledger types other than CA or any unit ledger type, as mentioned above, is
considered domestic ledgers. The currency's decimal position is determined by
the currency code assigned to the company of the account used. This allows
multiple companies in the same environment to have different currencies in the
AA ledger.
For example, Company 00100 is a U.S. dollar (USD) base currency company,
and its AA ledger represents USD. Company 00002 has French francs (FRF) as its
base currency, and its AA ledger then represents FRF.

OneWorld Xe (09/00)

General Accounting
An exception to this rule occurs when a currency has been assigned to a ledger
type in user defined code list 09/LT. If the special handling code of a ledger type
contains a currency code, the decimals for the ledger are determined by that
currency code.
For example, you have a company with a base domestic currency of French
francs (FRF). However, you want to establish a budget in U.S. dollars (USD). You
can set up a ledger with USD in the Special Handling Code of user defined code
list 09/LT. Any entry made to that ledger is considered USD and not FRF.
The designation of a currency code for a ledger type should be done only as an
exception. A currency code designation for a ledger type applies to all
companies using that ledger. Therefore, you should not indicate a currency for
the AA or CA ledger.

Monetary (Currency-Specific) Accounts

If an account has been assigned a specific currency code, transactions entered to
that account must be in that currency. This rule applies to the AA and CA ledgers
only. If other ledger types have been established, the monetary account
restrictions do not apply.
For monetary account revaluation purposes, a document type of JX overrides an
edit that exists in programs so that entry can be made directly to the AA ledger.

Technical Considerations
The Account Balances table (F0902) contains two currency codes:

CRCDThis code represents the original transaction currency.

CRCXThis code represents the denominated currency (the company

currency).

The following table illustrates the use of the CRCD and CRCX fields. The
Account Balances table can optionally be posted by the originating currency of
the transaction. For every transaction currency, you will have a corresponding
balance.
If you do not require account balances by currency, your account balances can
be summarized into one AA and one CA ledger balance for each account. (This
does not consider the effect of posting by subledger to an account.)
Posting Option

Ledger Type

Originating Currency
(CRCD)

Denominated In"
Currency (CRCX)

Summarized Currency
Post

Blank

Company Currency

Summarized Currency
Post

Blank

Company Currency

OneWorld Xe (09/00)

Appendix B: Currency Codes and Decimals

Posting Option

Ledger Type

Originating Currency
(CRCD)

Denominated In"
Currency (CRCX)

Balances by Currency
Post (and all monetary
accounts)

Transaction Currency

Company Currency

Balances by Currency
Post (and all monetary
accounts)

Transaction Currency

Summarized Currency
Post

All other ledger

types

Blank

Ledger Currency if
specified in user defined
code list 09/LT or
Company Currency

The result of posting a similar set of transactions to provide balances by currency

or summarized currency balances is shown below. This example shows a
Belgian franc (BEF) company with sales originating in Belgian francs, French
francs (FRF), U.S. dollars (USD), and British pounds (GBP). Account 401.5005 for
Sales of Product A is illustrated.
CRCD = Original transaction currency
CDCX = Denominated currency

Balances by Currency Post

Account
401.5005 Sales
Product

CRCD

CRCX

AA Ledger
Amount

CRCD CA

CRCX CA

BEF

100,000

FRF

BEF

USD
GBP

CA Ledger
Amount

60,000

FRF

10,000.00

BEF

150,000

USD

5,000.00

BEF

45,000

GBP

1,000.00

CRCD CA

CRCX CA

Summarized Currency Post

Account
401.5005 Sales
Product

OneWorld Xe (09/00)

CRCD AA

CRCX AA
BEF

AA Ledger
Amount
355,000

BEF

CA Ledger
Amount
1,600,000

General Accounting

OneWorld Xe (09/00)

Appendix C: Training Chart of Accounts

Company Structure
A Financial/Distribution Company (company 00001) has its corporate
headquarters in Denver, Colorado. Three branch offices report to the Denver
headquarters:

Central Branch

Southern Branch

Western Branch

Each branch office performs sales and marketing functions for its regions.
Administrative and accounting functions are done at corporate headquarters.
Expenses and revenues are tracked by each branch office.
The following illustration shows the business unit structure for company 00001.
Notice that the balance sheet business unit (1) has the same identifier as
company 00001. Refer to this organization when you do the training exercises.

A Financial/Distribution Company

Corporate
Balance Sheet
Business Unit
1
S Balance Sheet
Accounts

OneWorld Xe (09/00)

Administration
Business Unit
9
S General and
Administrative
Expense Accounts

Branch
Central
Business Unit
3
S Revenue and
Expense Accounts

Southern
Business Unit
4

Western
Business Unit
5

S Revenue and
S Revenue and
Expense Accounts
Expense Accounts

General Accounting

Chart of Accounts Structure

The chart of accounts identifies the accounts assigned to the business units
within your company's reporting structure. It controls:

How amounts are posted (posting edit code)

The level of detail (LOD) for account balances

Accounts assigned to different business units (indicated by X)

The following table is a partial chart of accounts. Refer to it when you do the
training exercises.
Account

Description

Post
LOD BU1 BU3 BU4 BU5 BU9
Edit

1000

Assets

1001

Current Assets

Bear Creek National Bank

First Interstate Bank

1110.FRANCE

First Bank of Paris

1110.PAYROLL

First Interstate Payroll

1130

Short-Term Investments

1131

Certificates of Deposit

1133

Treasury Bills

1136

Investment Funds

1137

Savings Accounts

1200

Accounts Receivable

1100
1105

Petty Cash

1110

Cash in Banks

1110.BEAR
1110.FIB

Cash

1210

Trade Accounts Receivable

1215

Allow for Doubtful Accounts

1218

Finance Charges Receivable

1220

Notes Receivable

1222

Drafts Receivable

1224

Remittances Receivable

1225

Retainages Receivable

1230

Employee Receivable

1240

VAT Recoverable

1250

Accrued Rebates Receivable

1260

Accrued Interest Receivable

1280

Unbilled Accounts Receivable

OneWorld Xe (09/00)

Appendix C: Training Chart of Accounts

Account

Description

1290

Other Accounts Receivable

1291

Intercompany Accounts Receivable

1292

Netting Suspense Account

1299

Credit Note Reimbursable

1300
1320
1330
1340

Work in Process
Costs in Excess of Billing
Contract Costs
Labor

Post
LOD BU1 BU3
Edit
6

1341

Regular Time

1342

Premium Time

1343

Burden

1344

Materials

1346

Equipment

1347

Subcontracts

1350

Other Costs

1380

Contract Billing

1390

Gross Profit in Work in Progress

1391

Recognized Revenue - Debit

1392

Recognized Cost - Credit

1400
1410

Inventory

Inventory - In Routing

1411

Inventory

1413

Landed Cost Components

1414

Harbor Fees

1415

Brokerage Fees

1416

Volume Rebates

1418

Import Duty

1430

Freight In

1462

Direct Ship Purchases

1469

Non-Stock for Sale

1800

Prepaid Expenses

1810

Prepaid Insurance

1820

Prepaid Rent

1830

Prepaid Interest

1890

Other Prepaid Expenses

2000
2001

OneWorld Xe (09/00)

Fixed Assets
Property and Equipment

BU4 BU5 BU9

General Accounting

Post
LOD BU1 BU3
Edit

Account

Description

2010

Land

2020

Buildings

2025

Leasehold Improvements

2030

Heavy Equipment

2040

Vehicles

2060

Furniture and Office Equipment

2070

Computer

2090

Other Assets

2095

Repair Equipment

2100

Accumulated Depreciation

2120

Accum Depr - Buildings

2125

Accum Depr - Office Furniture

2130

Accum Depr - Improvement

2140

Accum Depr - Equipment

2160

Accum Depr - Vehicles

2170

Accum Depr - Computer

2190

Accum Depr - Other Assets

3900

3920

Organization Cost

3921

Amortization of Org Cost

3990

Miscellaneous Other Assets

4000

Liabilities and Equity

4010

Current Liabilities

4100

Accounts Payable

4110

Accounts Payable - Trade

4111

Received Not Vouchered

4112

A/P Invoice Logging Distribution

4115

Received - In Routing

4120

Drafts Payable

4130

Notes Payable

4135

Contracts Payable

4140

Retainages Payable

4160

Customer Deposit

4163

Alternate Currency Clearing A/P

4165
4181
4184

Other Assets

Billings in Excess - Costs

Landed Cost Components
Harbor Fees

BU4 BU5 BU9

OneWorld Xe (09/00)

Appendix C: Training Chart of Accounts

Account

Description

Post
LOD BU1 BU3
Edit

4185

Brokerage Fees

4186

Freight

4188

Import Duty

4190
4200

Accounts Payable - Other

Accrued Payroll Liabilities

4205

Accrued Payroll

4206

Accrued Liabilities - Clearing

4208

United Way

4211

Federal Payroll Tax Withheld

4212

FICA Payroll Tax Payable

4213

Medicare Tax Payable

4214

Federal Unemployment Tax

Payable

4221

State Taxes Withheld

4221.CA

California Taxes Withheld

4221.CO

Colorado Taxes Withheld

4221.NY

New York Taxes Withheld

4222

State Unemployment Tax

4222.CA

California Unemployment Tax

4222.CO

Colorado Unemployment Tax

4222.NY

New York Unemployment Tax

4223

State Disability

4223.CA

California Disability

4223.CO

Colorado Disability

4223.NY

New York Disability

City Tax Payable

4250.CA

County Tax Payable

4260

School Tax Payable

4305

Workers Comp Insurance

4230
4230.DEN
4240

Local Head Tax Payable

Denver Head Tax Payable

4305.CA

California Workers Comp

4305.CO

Colorado Workers Comp

4305.NY

New York Workers Comp

General Liability Insurance

4306
4306.CA

California Liability Insurance

4306.CO

Colorado Liability Insurance

4306.NY

New York Liability Insurance

OneWorld Xe (09/00)

BU4 BU5 BU9

General Accounting

Account

Description

Post
LOD BU1 BU3
Edit

4310

Life Insurance

4314

Employee Advances/Losses

4315

Health Insurance

4317

401K Plan

4327

Miscellaneous

4330

Union Dues

4330.1000

Union 1000

4330.4000

Union 4000

4330.7000

Union 7000

4330.7700

Union 7700

4333

Actual Burden Clearing

4334

Flat Burden Clearing

4336

Sick Time

4337

Vacation Time

4400

Other Accrued Liabilities

4410

Accrued Interest Expense

4420

Other Accrued Expenses

4430

Accrued Taxes

4431

VAT Payable

4433

Sales and Use Tax Payable

4450

Withholding Taxes Payable

4510

Income Taxes Payable

4520

Federal Income Taxes Payable

4530

State Income Taxes Payable

4540
4550
4600
4610

Sales Tax Payable

Sales Tax Payable
Long-Term Liabilities

Notes Payable

4620

Bank Notes Payable

4640

Other Notes Payable

4690
4900

Long-Term Debt
Stockholders Equity

4910

Common Stock

4920

Paid In Capital

4930

Translation Gain/Loss

4980

Retained Earnings

4999

YTD Income (Loss)

BU4 BU5 BU9

OneWorld Xe (09/00)

Appendix C: Training Chart of Accounts

Account
5000
5005

Description
Revenues
Sales - Product A

Post
LOD BU1 BU3
Edit

BU4 BU5 BU9

5010

Store Sales

5015

Wholesale Sales

5020

Direct Ship Sales

5030

Contract Sales

5040

Deferred Revenue

5050

Interplant Sales

5060

Less Returns and Allowances

5070

Less Sales Discounts

5080

Freight Out

5090

Service Sales

5200

Sales - Other

5202

Inter-Company Sales

5204

Training Revenue

5206

Finance Charge Income Credit

5208

Rebate Revenue

5210

Other Revenue

6000
6010

Direct Costs
Cost of Sales

6020

Prime Cost of Goods

6200

Damage Credit/Write-off

6210

Disputed Tax/Freight Write-off

6250

Minor Amount Write-off

6300

Cost of Sales - Other

6310

Physical Inventory and Adjustment

6315

Standard Cost Variance

6320

Deferred Cost of Goods Sold

6350

Other Costs

6999

COGS / % of Billing Adjustment

7450

Outside Operations

7900

Allocated Overhead

7910

Distributed Payroll Expense

7930

Distributed Building Expense

7950

Distributed Computer Costs

7970

Distributed General Expenses

7990

Distributed Interest Expense

OneWorld Xe (09/00)

General Accounting

Account
8000

Description
General and Administrative

8100

Administrative Salaries

8110

Salaries and Wages

8115

Post
LOD BU1 BU3
Edit

BU4 BU5 BU9

Regular Pay

Regular Pay - Managers

8116

Overtime Pay

8117

Commissions

8115.MGR

8120

Employee Benefits

8125

Burden - Fringe

8126

Burden - Tax

8130

Vacation and Sick Expense

8130.8130

Vacation and Sick Expense

8135

FICA/Medicare

8136

401K Contribution

8138

Retirement Plan

8140

Insurance - Health and Disability

8145

Insurance Workers Comp

8150

Insurance

8170

Unemployment Taxes

8175

Uniforms

8176

Employee Lunch Allowance

8177

Car Allowance

8190

Reimbursed Employee Expense

8191

Sick Expense

8192

Vacation Expense

8199

Distributed Payroll (Credit)

8300

Building Expense

8310

Accrued Property Taxes

8315

Depr - Building and Improvement

8320

Depr - Office Furn/Equipment

8325

Depr - Other Assets

8330

Insurance - General Liability

8350

Rent Expense

8355

Repair and Maintenance

8360

Telephone Expense

8370

Utilities Expense

OneWorld Xe (09/00)

Appendix C: Training Chart of Accounts

Account
8399
8400
8401

Description

Post
LOD BU1 BU3
Edit

Bldg Contra/Clearing
Equipment Expenses
Meter/Odometer Readings

BU4 BU5 BU9

8402

Odometer Reading - Incremental

8403

Hour Meter-Incremental

8404

Odometer Reading - Original

8405

Hour Meter - Original

8410

Usage Analysis

8411

Operating Hours/Miles

8412

Idle Hours/Miles

8413

Down Hours/Miles

8420

Revenue Earned

8421

Ownership Portion

8422

Operating Portion

8423

Maintenance Portion

8424

Other Portion

8430

Billed Sales

8435
8440

Billed Sales Adjustment

Ownership Expense

8441

Depreciation

8442

Taxes

8443

Insurance

8444

Lease Payments

8445

Rent Payments

8446

Interest Expense

8450

Operating Expense

8451

Fuel, Oil, and Gas

8453

Tires

8455

Wear Items

8480
8481

Maintenance Expense
Labor

8482

Regular Time

8483

Overtime

8485

Parts

8488

Burden

8489
8600

OneWorld Xe (09/00)

Distributed Equipment (Credit)

Supplies, Services, and Other

General Accounting

Account

Post
LOD BU1 BU3
Edit

Advertising

8610

Art and Drafting

8615

Bad Checks

8620

Bad Debt Expense

8625

Bank Expenses

8630

Bank Charges

8635

Business Licenses

8640

Bookkeeping Fees

8650

Cash Shortages

8660

Contributions

8665

Entertainment

8670

Dues and Subscriptions

8675

General Taxes, Fees, and Licences

8685

Legal, Accounting, and Other

8700

Miscellaneous Expenses

8710

Moving Expense

8720

Office Supplies Expense

8730

Postage and Freight

8740

Travel, Meals, and Lodging

8799

General Contra/Clearing

Computer Expenses

BU4 BU5 BU9

8605

8800

8810

Repair and Maintenance

8820

Rental/Lease Expense

8830

Software License and Fee

8840

Computer Supplies

8850

Computer Telephone/Modem

8860

Depreciation - Computer

8899

Distributed Computer Expense

8900

Interest Expense

8920

Interest Expense

8999

Distributed Interest Expense

9000
9100
9110

C10

Description

Other Income and Expenses

Other Income
Gain on Sales of Assets

9111

Proceeds from Asset Disposal

9112

NBV of Assets Disposed

9113

Cash Proceeds Clearing

OneWorld Xe (09/00)

Appendix C: Training Chart of Accounts

Account

Description

Post
LOD BU1 BU3
Edit

BU4 BU5 BU9

9120

Interest Income

9130

Rent Income

9140

Currency Gain/Loss

9142

Realized Gain/Loss

9142.GAIN

Realized Gain

9142.LOSS

Realized Loss

9143

Alternative Currency Gain/Loss

9143.GAIN

Alternative Currency Gains

9143.LOSS

Alternative Currency Losses

9144

Unrealized Gain/Loss

9144.GAIN

Unrealized Gain

9144.LOSS

Unrealized Loss

9150

Discounts Taken

9153

Discounts Available

9156

Discounts Lost

9160
9200

Miscellaneous Revenues
Other Expense

9230

Interest Expense

9250

Miscellaneous Expenses

9700
9705

Income Taxes
Accrued Income Taxes

9710

Accrued Federal Taxes

9720

Accrued State Taxes

This field, in conjunction with the line

number (VNEDLN), identifies each
transaction. Each new transaction number
indicates a new journal entry. You cannot
have more than one transaction with the
same number in a batch unless the line
number (VNEDLN) is different. This field
normally contains the source system's
document number so that the transaction
can be readily identified.

EDI - Line
Number

VNEDLN

Number 7

This field is used in conjunction with the

transaction number (VNEDTN) to identify
each line of the journal entry.

EDI Successfully
Processed

VNEDSP

Alpha

Leave this field blank. The system will

populate it to indicate whether the
transaction was successfully processed
using the batch processor. Zero (0)
indicates the transaction was not
processed or was processed in error. After
the transaction is successfully processed,
the system changes the value of the field
to 1.

EDI Transaction
Action

VNEDTC

Alpha

The value in this field must be A for

transactions to be processed. No other
values are valid.

EDI Transaction
Type

VNEDTR

Alpha

The type of transaction. This value must

be J for journal entries.

OneWorld Xe (09/00)

Appendix D: Batch Input Setup for Journal Entries

Field Name

Alias

Type

Length

Definition

EDI - Batch
Number

VNEDBT

Alpha

This field, in conjunction with VNEDTN,

VNEDUS, and VNEDLN, uniquely
identifies a transaction within a specific
batch. This field also acts as a level break
and causes the assignment of a new J.D.
Edwards batch number each time that the
value changes. Performance can be greatly
increased by assigning one batch number
for each group of transactions that is being
processed at one time.

G/L Date

VNDGJ

Date

Enter the G/L date in the format that your

database accepts. Some databases allow
you to enter the date in a Gregorian date
format (mmddyy), while others might
require a Julian date format.
The Julian date format is cyyddd (where c
= century). Enter 0 (zero) for transactions
in the 20th century and enter 1 for
transactions in the 21st century. For
example, the date 6/1/99 corresponds to
the Julian date 099152, and the date 6/1/00
corresponds to the Julian date 100153
(since the year 2000 has a leap day,
2/29/00).
Alternatively, you can leave this field
blank and complete the fields VNDGM
(mm), VNDGD (dd), VNDGY (yy), VNDG#
(century) in the month/day/year/century
format. Enter the prefix of the year in the
Century field (VNDG#). For example, enter
19 for 1999, or enter 20 for 2005.

OneWorld Xe (09/00)

General Accounting

Field Name

Alias

Type

Length

Definition

Account
Number

VNANI

Alpha

Account ID

VNAID

Alpha

Business Unit

VNMCU

Alpha

Object
Account

VNOBJ

Alpha

Subsidiary

VNSUB

Alpha

Complete either the Account Number field

(VNANI), the Account ID field (VNAID), or
the Business Unit, Object, and Subsidiary
fields (VNMCU, VNOBJ, and VNSUB) to
designate the account number.
The first character in the VNANI field must
correspond to the Symbol to Identify the
Account Number in the General Constants
table (F0009). For example, if the Symbol
to Identify the Short Number is * and you
want to enter the Short Number in the
VNANI field, you must precede it with *.
Otherwise, leave the VNANI field blank
and enter the Short Number in the
Account ID field (VNAID).
y
p
The system
will p
populate
the fields that
you leave blank, based on the account
information that you enter. For example, if
you complete the Business Unit, Object,
and Subsidiary fields, the system will
update the Account ID and Account
Number fields when the transaction is
processed.
d Iff you complete
l
the
h Account
A
Number field, the system will update the
Business Unit, Object, Subsidiary, and
Account ID fields when the transaction is
processed.

Alpha

Account Mode VNAM

This field directs the system to read a

specific field to locate the account number.
Valid values are:
1 = Use the value in the VNAID field.
2 = Use the value in the VNANI field.
3 = Use the value in the VNANI field, but
this value must be the Third Account
Number, as defined by the General
Accounting constants.
5 = Use the values assigned in the
VNMCU, VNOBJ, and VNSUB fields.
7 = Use the value in the VNANI field, but
use the character in the first position of the
VNANI field to identify the format in
which the account number was entered, as
defined by the General Accounting
constants. For example, if the value in the
VNANI field is #123, the system uses the
account number format that is represented
by # in the General Accounting constants.

OneWorld Xe (09/00)

Appendix D: Batch Input Setup for Journal Entries

Field Name

Alias

Type

Amount

VNAA

Number 15

Enter the amount in the format that your

database accepts. Some databases accept a
decimal identifier while others do not. If
you are entering a foreign currency
amount, leave this field blank and
complete the Currency Amount field
(VNACR).
See Table 2: Additional Required Fields for
MultiCurrency for more information.

Explanation

VNEXA

Alpha

This field is user defined. Use it to

describe the transaction.

OneWorld Xe (09/00)

Length

Definition

General Accounting

Table 2: Additional Required Fields for Multi-Currency

In a multicurrency environment, you must identify domestic and foreign
transactions as well as determine which fields are required for each transaction.

Guidelines for Domestic or Foreign Transactions

Use the following guidelines to determine how to enter amounts, exchange
rates, and currency modes.
Entering Domestic
Transactions

If you are in a multicurrency environment and the

currency code of the transaction (as identified by the
value in VNCRCD of the first journal entry line) is equal to
the currency code of the company, the transaction is a
domestic transaction.
Enter the transaction amount in the Amount field (VNAA)
and enter D in the Currency Mode field (VNCRRM). Do
not enter an exchange rate.

Entering Foreign
Transactions

If the currency code of the transaction (as identified by

the value in VNCRCD of the first journal entry line) is
different from the currency code of the company, the
transaction is a foreign transaction.
Enter the transaction amount in the Currency Amount field
(VNACR) and enter F in the Currency Mode field
(VNCRRM). The system calculates the domestic amount
based on the exchange rate (VNCRR).

Entering the Domestic

Side of a Foreign
Transaction

If the currency code of the transaction (as identified by

the value in VNCRCD of the first journal entry line) is
different from the currency code of the company, but the
Amount field (VNAA) contains an amount, the transaction
is a foreign transaction.
Enter F in the Currency Mode field (VNCRRM). The system
calculates the foreign amount based on the exchange rate
(VNCRR).

Entering Foreign and

Domestic Amounts
Simultaneously Using
Mode 3

If you know both the foreign and domestic amounts, you

can bypass system calculations by entering 3 in the
Currency Mode field (VNCRRM) and entering amounts in
both the Amount field (VNAA) and the Currency Amount
field (VNACR). If you leave the Exchange Rate field
(VNCRR) blank, the system calculates the exchange rate
based on the two amounts.

OneWorld Xe (09/00)

Appendix D: Batch Input Setup for Journal Entries

Required Fields for Multi-Currency

If you use multiple currencies, the following fields are required for batch journal
entry processing in addition to the fields listed in Table 1.
In some of these fields, blank is a valid value.
Field Name

Alias

Type

Length

Definition

Currency
Code

VNCRCD

Alpha

A code that identifies the currency of the

transaction. The value in this field must
exist in the Currency Codes table (F0013).
If you complete this field, the system uses
the value from the first journal entry line
for all lines of the transaction. The system
ignores values in subsequent lines. For
example, if the VNCRCD field for line 1 is
CAD and the VNCRCD field for line 2 is
FRF, the system ignores FRF and uses CAD
for the entire transaction.
If you leave this field blank, the system
uses the currency code of the company
assigned to the first journal entry line.

Currency
Mode

VNCRRM

Alpha

A code that designates whether the

transaction is domestic or foreign. This
field is used in conjunction with the
Currency Code field (VNCRCD), the
Amount field (VNAA), the Currency
Amount field (VNACR), and the Exchange
Rate field (VNCRR) to calculate the
information required for the transaction.
Enter D, F, or 3, depending on other
information provided in the transaction.
If this field is left blank, the value is
determined by the other information
provided in the transaction and is updated
when the journal entry is processed.

OneWorld Xe (09/00)

General Accounting

Field Name

Alias

Type

Currency
Amount

VNACR

Number 15

Enter the transaction amount in this field

only if the Currency Code (VNCRCD) is
different from the Currency Code assigned
to the company, as defined in the
Company Constants table (F0010). Enter
the amount in the format that your
database accepts. Some databases accept a
decimal identifier while others do not.

Exchange
Rate

VNCRR

Number 15

This is the exchange rate used to calculate

either the domestic or foreign amount
depending on the information provided.
If you leave this field blank and the
Currency Mode (VNCRRM) is not 3, the
system will use the exchange rate from the
Currency Exchange Rates table (F0015).
Complete this field if you want to override
the rate established in the table, or if an
exchange rate does not exist in the table.
If you activated tolerance checking with a
processing option in the Master Business
Function (P0900049), the system will
validate the exchange rate that you enter.
If you did not activate tolerance checking,
the system will not validate the exchange
rate.

Length

Definition

OneWorld Xe (09/00)

Appendix D: Batch Input Setup for Journal Entries

Table 3: Optional Fields

G/L Posted
Code

VNPOST

Alpha

If you leave this field blank, it will be

updated by the Post program (R09801). If
the transaction represents a model journal
entry, enter M.
J.D. Edwards recommends that you leave
this field blank.

Batch Number VNICU

Number 8

A number used to group journal entries

that are processed simultaneously. If you
leave this field blank, the system will use
next numbers for System 00 to generate a
batch number.
J.D. Edwards recommends that you leave
this field blank.

Batch Type

Alpha

A code that designates the type of

transaction being processed (invoice,
voucher, and so on). If you enter a value
in this field, the value must exist in user
defined codes list 98/IT (Batch Types). If
you leave this field blank, the system will
populate the field with G when processing
the journal entries.
J.D. Edwards recommends that you leave
this field blank.

D10

VNICUT

Length

Definition
The number that identifies the transaction
in the Account Ledger table (F0911). If you
leave this field blank, the system will use
next numbers for System 09 to generate a
document number.
If you enter a value in this field, the value
cannot exist in the Account Ledger table
with the same G/L date and document
type, or the transaction will be considered
a duplicate and will not be processed.
J.D. Edwards recommends that you leave
this field blank.
If you leave this field blank, the system
will update it when processing the
transactions. The limit for the number of
journal entry lines in a transaction is 9999.
J.D. Edwards recommends that you leave
this field blank.

OneWorld Xe (09/00)

Appendix D: Batch Input Setup for Journal Entries

Field Name

Alias

Type

Length

must exist in user defined codes list 00/ST
(Subledger Type).

OneWorld Xe (09/00)

D11

General Accounting

Field Name

Alias

Type

Length

Definition

Ledger Type

VNLT

Alpha

You can leave this field blank, or enter AA

or any other valid ledger type in user
defined codes list 00/LT (Ledger Type)
except CA. Never enter CA in this field.

Period
Number

VNPN

Number 2

Century

VNCTRY

Number 2

Fiscal Year

VNFY

Number 2

J. D. Edwards recommends that you leave

these fields blank. The system will
populate
l
them
h
b
based
d on the
h G/L d
date and
d
company
company.

Historical
Exchange
Rate

VNHCRR

Number 15

Any value that you enter in this field is

passed. The system does not validate it.

Historical
Date

VNHDGJ

Date

Any value that you enter in this field is

passed. The system does not validate it.
If you complete this field, enter the date in
a format that your database accepts. See
the field definition for VNDGJ (G/L Date)
for more information.
Alternatively, you can leave this field
blank and complete the fields VNHDGM
(mm), VNHDGD (dd), VNHDGY (yy), and
VNHDG# (century) in the
month/day/year/century format. Enter the
prefix of the year in the Century field
(VNHDG#). For example, enter 19 for
1999, or enter 20 for 2005.

Units

VNU

Number 15

If you complete this field, the system will

update the Amount field with the value in
the AU ledger when the Post program
(R09801) is executed.

entry line.

Reference 1

VNR1

Alpha

Reference 2

VNR2

Alpha

Any value that you enter in this field is

passed.
d Th
The system d
does not validate
lid
it.
i

Document
Pay Item

VNSFX

Alpha

Document Original

VNODOC

Number 8

Document
Company
(Purchase
Order)

VNPKCO

Alpha

Document
Company
(Original
Order)

VNOKCO

Alpha

Document
Type Purchase
Order

VNPDCT

Alpha

Address
Number

VNAN8

Number 8

You can enter the address book number of

the customer or supplier associated with a
voucher or invoice transaction. If you
enter a value in this field, the value must
exist in the Address Book Master table
(F0101).

Payment
Number

VNCN

Alpha

You can enter the payment number in this

field. Any value that you enter in this field
is passed. The system does not validate it.

OneWorld Xe (09/00)

D13

General Accounting

Field Name

Alias

Type

Length

Definition

Check Date

VNDKJ

Date

Enter the check date that is associated with

the payment number. Use a format that
your database accepts. See the field
definition for VNDGJ (G/L Date) for more
information.
Alternatively, you can leave this field
blank and complete the fields VNDKM
(mm), VNDKD (dd), VNDKY (yy), and
VNDK# (century) in the
month/day/year/century format. Enter the
prefix of the year in the Century field
(VNDK#). For example, enter 19 for 1999,
or enter 20 for 2005.

Check Cleared VNDKC

Summarized
Code

VNSUMM

Alpha

Purge Code

VNPRGE

Alpha

Flag for 1099

VNTNN

Alpha

Any value that you enter in this field is

passed. The system does not validate it.
J.D. Edwards recommends that you leave
thi fi
this
field
ld bl
blank.
k

G/L Posting
Code Alternate 1

VNALT1

Alpha

D14

OneWorld Xe (09/00)

Appendix D: Batch Input Setup for Journal Entries

Field Name

Alias

Type

Length

Definition

G/L Posting
Code Alternate 2

VNALT2

Alpha

G/L Posting
Code Alternate 3

VNALT3

Alpha

Any value that you enter in this field is

passed. The system does not validate it.
JJ. D. Edwards recommends that yyou leave
this field blank.

G/L Posting
Code Alternate 4

VNALT4

Alpha

G/L Posting
Code Alternate 5

VNALT5

Alpha

G/L Posting
Code - Cash
Basis Account

VNALT6

Alpha

Commitment
Relief Flag

VNALT7

Alpha

Billing Control VNALT8

Alpha

Currency
Update

VNALT9

Alpha

G/L Posting
Code Alternate 0

VNALT0

Alpha

Consumption
Tax Cross
Reference

VNALTX

Alpha

Delete Not
Allowed

VNDLNA

Alpha

Client Free
Form Alternate 1

VNCFF1

Alpha

Client Free
Form Alternate 2

VNCFF2

Alpha

Lease Cost
VNASM
Ledger Posted
Code

Alpha

Bill Code

Alpha

VNBC

OneWorld Xe (09/00)

If you enter a value in this field, the value

must exist in user defined codes list 98/BC
(Bill Code Status).
J. D. Edwards recommends that you leave
this field blank.

D15

General Accounting

Field Name

Alias

Type

Length

Definition

Supplier
Invoice
Number

VNVINV

Alpha

You can enter an invoice number in this

field.
Any value that you enter in this field is
passed. The system does not validate it.

Invoice Date

VNIVD

Date

Enter the invoice date in this field. Use a

format that your database accepts. See the
field definition for VNDGJ (G/L Date) for
more information.
Alternatively, you can leave this field
blank and complete the fields VNIVDM
(mm), VNIVDD (dd), VNIVDY (yy), and
VNIVD# in the month/day/year/century
format. Enter the prefix of the year in the
Century field (VNDK#). For example, enter
19 for 1999, or enter 20 for 2005.

Categories Work Order

VNWR01

Alpha

Any value that you enter in this field is

passed. The system does not validate it.

Purchase
Order

VNPO

Alpha

Purchase
Order Suffix

VNPSFX

Alpha

Order Type

VNDCTO

Alpha

Line Number

VNLNID

Number 6

Fiscal Year Weekly

VNWY

Number 2

Fiscal Period
- Weekly

VNWN

Number 2

Closed Item As Of
Processing

VNFNLP

Alpha

Sequence
Number Operations

VNOPSQ

Number 5

Job Type
(Craft) Code

VNJBCD

Alpha

Job Step

VNJBST

Alpha

Business Unit
- Home

VNHMCU

Alpha

D16

If you enter a value in this field, the value

must exist in user defined codes list 00/DT
(Document Types).
Any value that you enter in this field is
passed.
d Th
The system d
does not validate
lid
it.
i

If you enter a value in this field, the

system validates it against the Business
Unit Master table (F0006).

OneWorld Xe (09/00)

Appendix D: Batch Input Setup for Journal Entries

Field Name

Alias

Type

DOI Stub

VNDOI

Number 2

Outsider
Lease or Well
ID

VNALID

Alpha

ID Type

VNALTY

Alpha

Service/Tax
Date

VNDSVJ

Date

OneWorld Xe (09/00)

Length

Definition
Any value that you enter in this field is
passed.
d Th
The system d
does not validate
lid
it.
i

Enter the service/tax date in this field. Use

a format that your database accepts. See
the field definition for VNDGJ (G/L Date)
for more information.
If you leave this field blank, the system
uses the value from the G/L Date field
(VNDGJ).
Alternatively, you can leave this field
blank and complete the fields VNSVM
(mm), VNSVD (dd), VNSVY (yy), and
VNSV# in the month/day/year/century
format. Enter the prefix of the year in the
Century field (VNDK#). For example, enter
19 for 1999, or enter 20 for 2005.

D17

General Accounting

Table 4: Ignored Fields

The fields in the following table are ignored by the system. The system will not
use the values in these fields.
Field Name

Alias

Type

Length

Definition

Type Record

VNEDTY

Alpha

The system ignores these fields.

Record
Sequence

VNEDSQ

Number 2

EDI Document
Type

VNEDCT

Alpha

EDI Transaction
Set Number

VNEDTS

Alpha

EDI Translation
Format

VNEDFT

Alpha

EDI Transmission
Date

VNEDDT

Date

EDI Send/Receive
Indicator

VNEDER

Alpha

Batch File
Create G/L
Record

VNEDGL

Alpha

User Address
Number

VNEDAN

Number 8

Fiscal Quarter
(Obsolete)

VNFQ

Number 2

Reference 3 Account
Reconciliation

VNR3

Alpha

Document
Type Original

VNODCT

Alpha

Document
Pay Item Original

VNOSFX

Alpha

G/L Posting
Code Alternate T

VNALTT

Alpha

G/L Posting
Code Alternate U

VNALTU

Alpha

D18

OneWorld Xe (09/00)

Appendix D: Batch Input Setup for Journal Entries

Field Name

Alias

Type

Length

Definition

Stock
Inventory
Commitment

VNALTV

Alpha

The system ignores these fields.

G/L Posting
Code Alternate W

VNALTW

Alpha

G/L Posting
Code Alternate Z

VNALTZ

Alpha

Registration
Number

VNREG#

Number 8

Payment ID

VNPYID

Number 15

Transaction
Originator

VNTORG

Alpha

User ID

VNUSER

Alpha

Program ID

VNPID

Alpha

Work Station
ID

VNJOBN

Alpha

Date Updated

VNUPMJ

Date

Time Last
Updated

VNUPMT

Number 6

OneWorld Xe (09/00)

D19

General Accounting

Table 5: Required Fields for Enterprise-Wide Profitability Solution

System
If you use the EnterpriseWide Profitability Solution system, you must also
provide data in the following fields. The batch upload process will upload these
fields to the Journal Entry Transactions - Batch Tag File (F0911Z1T).
Field Name

Alias

Type

Length

Definition

EDI User ID

VNEDUS

Alpha

EDI Transaction
Number

VNEDTN

Alpha

The values in these fields must match the

values that you enter in the corresponding
fields in the F0911Z1 table
table.

EDI - Batch
Number

VNEDBT

Alpha

EDI - Line
Number

VNEDLN

Number 7

Cost Object
Type 1 - 4

VNABT1
VNABT2
VNABT3
VNABT4

Alpha

Enter up to four cost object types. The

system uses these fields to edit the values
entered in the corresponding Cost Object
fields (VNABR1 - VNABR4). If you enter a
value in one of the Cost Object Type
fields, you must enter a value in the
corresponding Cost Object field.
The values in the Cost Object Type fields
must exist in the Cost Object Types table
(F1620).

Cost Object
1-4

VNABR1
VNABR2
VNABR3
VNABR4

Alpha

Enter up to four cost objects. The value in

each Cost Object field must follow the edit
rules for the corresponding Cost Object
Type (VNABT1 - VNABT4).

Posting Code
1 - 10

VNPM01 - Alpha
VNPM10

Leave these fields blank.

Item Number

VNITM

D20

Number 8

If you enter a value in this field, the

system validates it against the Item Master
table (F1401).

OneWorld Xe (09/00)

Appendix E: Multi-Site Consolidation Inbound Tables

To successfully upload multisite consolidation information from a nonJ.D.

Edwards source site to OneWorld, you must create a custom program that
provides proper data to fields in the Unedited MSC Interoperability Header table
(F1001Z1) and the Unedited MSC Interoperability Detail table (F1002Z1). The
system processes these tables to create consolidation information in the
MultiSite Consolidation Transfer File Header table (F1001) and the MultiSite
Consolidation Transfer File table (F1002).
The following tables are included in this appendix:

Table 1 lists the fields that are required in the Unedited MSC
Interoperability Header table (F1001Z1).

Table 2 lists optional fields in the Unedited MSC Interoperability Header

table (F1001Z1). These fields might be useful to you in organizing the data
but are not required.

Table 3 lists the fields in the Unedited MSC Interoperability Header table
(F1001Z1) that the system ignores.

Table 4 lists the fields that are required in the Unedited MSC
Interoperability Detail table (F1002Z1).

Table 5 lists optional fields in the Unedited MSC Interoperability Detail

table (F1002Z1). These fields might be useful to you in organizing the data
but are not required.

Table 6 lists the fields in the Unedited MSC Interoperability Detail table
(F1002Z1) that the system ignores.

The field names in these tables correspond to the field names on OneWorld
interactive forms.

OneWorld Xe (09/00)

General Accounting

Table 1: Required Fields for F1001Z1

The following fields are required in the Unedited MSC Interoperability Header
table (F1001Z1). In some fields, blank is a valid value.
Some of these fields are used to identify or control the transfer of consolidation
information from the F1001Z1 table to the MultiSite Consolidation Transfer File
Header table (F1001). Values in the other fields will be written to the MultiSite
Consolidation Transfer File Header table (F1001).
Field Name

Type

must exist in user defined codes list 00/TS
(Type of Structure).

Alias

OneWorld Xe (09/00)

Appendix E: Multi-Site Consolidation Inbound Tables

Field Name

Alias

Type

Period
Number General
Ledger

IAPN

Number 2

The general ledger period number of the

transaction.

Fiscal Year

IAFY

Number 2

The last two digits of the fiscal year.

Century

IACTRY

Number 2

The first two digits of the fiscal year.

Ledger Type

IALT

Alpha

The ledger type of the transaction. This

ledger type must exist in user defined
codes list 00/LT (Ledger Type). If you
leave this field blank, the system will use
ledger type AA.

Document
Company

IACO

Alpha

The company of the transaction. This

value must exist in the Company Constants
table (F0010).

OneWorld Xe (09/00)

Length

Definition

General Accounting

Table 2: Optional Fields for F1001Z1

The following fields are optional in the Unedited MSC Interoperability Header
table (F1001Z1). They are not required to process multisite consolidations. The
values in these fields will be written to the MultiSite Consolidation Transfer File
Header table (F1001) but will not be used by the multisite consolidations
programs.
Field Name

Type

Length

Definition

Category
IACCSE
Code File Sent

Alpha

A flag that indicates whether the MultiSite

Consolidation Transfer File - Category
Codes table (F1003) was created for this
consolidation. A value of blank or 0 (zero)
indicates that the table was not created. A
value of 1 indicates that the table was
created.

EDI - Line
Number

IAEDLN

Number 7

EDI Document
Type

IAEDCT

Alpha

Type
Transaction

IATYTN

Alpha

EDI Translation
Format

IAEDFT

Alpha

EDI Transmission
Date

IAEDDT

Date

EDI - Detail
Lines
Processed

IAEDDL

Number 5

Trading
Partner ID

IAPNID

Alpha

Transmission
File Status

IATRFG

Alpha

Number of
Records
Transmitted

IATRSE

Number 15

Date - Sent

IADTSE

Date

Number of
Records
Received

IATRRC

Number 15

Date Received

IADTRI

Date

Alias

The system will not use these fields when

processing the consolidation.

OneWorld Xe (09/00)

Appendix E: Multi-Site Consolidation Inbound Tables

Field Name

Alias

Type

Length

Definition

Prior Period
Adjustments

IAIN01

Alpha

The system will not use these fields when

processing the consolidation.

Debits =
Credits

IAIN02

Alpha

Source UDC = IAIN03

Target UDC

Alpha

Source
OBJ/Sub =
Target
OBJ/Sub

IAIN04

Alpha

Accounts Last
Month Not
This Month

IAIN05

Alpha

Business Units IAIN06

Last Month
Not This
Month

Alpha

Accounts This
Month Not
Last Month

IAIN07

Alpha

Business Units IAIN08

This Month
Not Last
Month

Alpha

Integrity
Control Status
9

IAIN09

Alpha

Integrity
Control Status
10

IAIN10

Alpha

Integrity
Control Status
11

IAIN11

Alpha

Integrity
Control Status
12

IAIN12

Alpha

OneWorld Xe (09/00)

General Accounting

Table 3: Ignored Fields for F1001Z1

The fields in the following table are ignored by the system. The system will not
use the values in these fields and will not write the values in these fields to the
MultiSite Consolidation Transfer File Header table (F1001).
Field Name

Type

Length

Definition

User Reserved IAURRF

Reference

Alpha

The system ignores these fields.

IATORG

OneWorld Xe (09/00)

Appendix E: Multi-Site Consolidation Inbound Tables

Table 4: Required Fields for F1002Z1

The following fields are required in the Unedited MSC Interoperability Detail
table (F1002Z1). In some fields, blank is a valid value.
Some of these fields are used to identify or control the transfer of consolidation
information from the F1002Z1 table to the MultiSite Consolidation Transfer File
table (F1002). Values in the other fields will be written to the MultiSite
Consolidation Transfer File table (F1002).
Field Name

Alias

Type

transactions to be processed. No other
values are valid.

EDI Successfully
Processed

SZEDSP

Alpha

Leave this field blank. The system will

OneWorld Xe (09/00)

General Accounting

Field Name

Alias

Type

Length

Definition

Business Unit

SZMCU

Alpha

The business unit of the transaction. This

value must be entered in the format that is
defined in the account structure.

Object
Account

SZOBJ

Alpha

The object account of the transaction. This

value must be entered in the format that is
defined in the account structure.

Subsidiary

SZSUB

Alpha

The subsidiary account of the transaction.

This value must be entered in the format
that is defined in the account structure.

Description

SZDL01

Alpha

The description of the account.

OneWorld Xe (09/00)

Appendix E: Multi-Site Consolidation Inbound Tables

Table 5: Optional Fields for F1002Z1

The following fields are optional in the Unedited MSC Interoperability Detail
table (F1002Z1). They are not required to process multisite consolidations. The
values in these fields will be written to the MultiSite Consolidation Transfer File
table (F1002) but will not be used by the multisite consolidations programs.
Field Name

Alias

Type

Length

SZAN02

Number 15

Amount - Net
Posting 03

SZAN03

Number 15

Amount - Net
Posting 04

SZAN04

Number 15

The net amount posted during the

specified accounting period. (SZAN01
represents accounting
i period
i d 01,
01 and
d so
on.) The system uses the accounting
periods from the Company Constants table
(F0010). The net amount posted is the
total of all debits and credits from the first
day of the period through the last day of
the period.

Amount - Net
Posting 05

SZAN05

Number 15

Amount - Net
Posting 06

SZAN06

Number 15

Amount - Net
Posting 07

SZAN07

Number 15

Amount - Net
Posting 08

SZAN08

Number 15

Amount - Net
Posting 09

SZAN09

Number 15

Amount - Net
Posting 10

SZAN10

Number 15

OneWorld Xe (09/00)

General Accounting

Field Name

Alias

Type

Amount - Net
Posting 11

SZAN11

Number 15

Amount - Net
Posting 12

SZAN12

Number 15

Amount - Net
Posting 13

SZAN13

Number 15

Amount - Net
Posting 14

SZAN14

Number 15

Amount SZAPYN
Prior Year Net
Postings

Number 15

The prior yearend net postings. The

system uses this number for profit and loss
statement comparisons.

Amount Week to Date

SZAWTD

Number 15

The system will not use these fields when

processing the consolidation.

Amount Original/
Beginning
Budget

SZBORG

Number 15

Budget
Requested

SZBREQ

Number 15

Budget
Approved

SZBAPR

Number 15

E10

Length

Definition
The net amount posted during the
specified accounting period. (SZAN01
i period
i d 01,
01 and
d so
represents accounting
on.) The system uses the accounting
periods from the Company Constants table
(F0010). The net amount posted is the
total of all debits and credits from the first
day of the period through the last day of
the period.

OneWorld Xe (09/00)

Appendix E: Multi-Site Consolidation Inbound Tables

Table 6: Ignored Fields for F1002Z1

Alias

Type

Length

Definition

User Reserved SZURRF

Reference

Alpha

The system ignores these fields.

OneWorld Xe (09/00)

E11

General Accounting

E12

OneWorld Xe (09/00)

Appendix F: Interoperability
To fulfill the information requirements of an enterprise, companies sometimes
use products from different software and hardware providers. Interoperability
among products is key to successfully implementing an enterprise solution. Full
interoperability among different systems results in a flow of data among the
different products that is seamless to the user. OneWorld provides
interoperability functions to facilitate the exchange of data with systems that are
external to OneWorld.
Interoperability consists of the following tasks:
- Setting up outbound interoperability
- Sending transactions from OneWorld
- Reviewing the processing log
- Purging interoperability transactions
- Working with externally reconciled transactions (optional)

Outbound Transactions
In an outbound transaction, you send data from OneWorld to an external
system. Interoperability for outbound transactions requires that you set a
processing option specifying the transaction type. Using the master business
function for the type of transaction, the system creates a copy of the transaction
and places it in the interface table where external systems can access it.
If a program modifies a transaction without going through the master business
function, the system still sends a copy of the transaction to the interface table
where external systems can access it.
In the General Accounting system, the following programs call the Journal Entry
Master Business Function (P0900049) to write information to the Account Ledger
table (F0911). All of these programs can create outbound interoperability
transactions:

Journal Entries (P0911)

Journal Entries with VAT (P09106)

Journal Entry Batch Processor (R09110Z)

General Accounting

Store and Forward Journal Entry Batch Processor (R09110ZS)

Recurring Journal Entry Compute and Print (R09302)

Indexed Computations Compute and Print (R093021)

Variable Numerator Compute and Print (R093022)

The following General Accounting programs can also create outbound

interoperability transactions, although they do not call the Journal Entry Master
Business Function to write information to the Account Ledger table. Instead, they
use version ZJDE0001 of the F0911 Interoperability Processing Options program
(P0900160):

General Ledger Post (R09801)

Detailed Currency Restatement (R11411)

The system stores outbound interoperability transactions that are created by

General Accounting programs in the F0911 Interoperability table (F0911Z4).

Coexistence
If OneWorld and WorldSoftware coexist, outbound interoperability is available
only through OneWorld.

Outbound Interoperability Example

The following diagram is an example of the outbound interoperability process.
In this example, transactions are created in the General Accounting Journal Entry
program (P0911) in OneWorld and sent through the outbound interoperability
process to a thirdparty software package.
OneWorld Application
(such as P0911)

Master Business Function

(P0900049)

F0911 Interoperability
Table (F0911Z4)
Interoperability
Business Function
(P0900160)

Subsystem Business
Function (generic)

Data Export
Control Table
(F0047)

Processing
Log Table
(F0046)

Outbound
Subsystem UBE

Keys to the F0911Z4

table are passed to
the third-party
software

Third-Party UBE/
Business Function

Third-Party Database

Third-Party Flat File

General Accounting

See Also

Understanding Interoperability Technologies in the Interoperability Guide

for a comparison of interoperability functionality

EDI Document Processing in the Data Interface for Electronic Data

Interchange Guide for more information about electronic commerce

Setting Up Outbound Interoperability

In an outbound transaction, you send data from OneWorld to an external

system. Before you can initiate outbound interoperability, you must set up basic
identifying information and controls.
Setting up outbound interoperability consists of the following tasks:
- Reviewing record types
- Setting up transaction types
- Setting up data export controls
- Setting up the flat file crossreference
- Setting up AAIs

Reviewing Record Types

When you set up flat file crossreference information, you must specify the
record types. Record types indicate the type of information that is exchanged
between OneWorld and external systems, such as addresses, header or detail
transactions, text, or additional information.
You can review hardcoded record types in UDC 00/RD. The system uses these
codes to identify the forms with which the system stores information for inbound
and outbound documents.
Record types are hardcoded by J.D. Edwards and cannot be changed.
To review record types
From the Financials Interoperability menu (G00313), choose Record Type.

General Accounting

On Work with User Defined Codes, review the following fields:

Codes

Description 01

Processing Options for User Defined Codes

Defaults

Enter the desired System Code:

____________

Enter the desired Record Type:

____________

Setting Up Outbound Interoperability

Setting Up Transaction Types

To identify the transactions that the system uses, you can add transaction type
codes to UDC 00/TT. For each transaction type, you must also set up data export
controls to identify the external system to which you are sending the
transactions. You must set up transaction types before you set up data export
controls.
Note: J.D. Edwards provides transaction type JDEJE for OneWorld journal
entries.
To set up transaction types
From the Financials Interoperability menu (G00313), choose Transaction Type.

1. On Work with User Defined Codes, click Add.

2. On User Defined Codes, scroll to the last empty row of the detail area and
complete the following fields:

Codes

Description 01

Caution: Be sure to add each new transaction type on the last detail row, so
that you do not inadvertently overwrite a blank code, which might appear in the
first detail row. A blank code might have only a period in the Description field.

General Accounting

See Also

Reviewing Record Types for the processing options for this program

Customizing User Defined Codes in the OneWorld Foundation Guide for

more information about setting up user defined codes

Setting Up Data Export Controls

You define export information for outbound transactions only. To set up data
export controls for each transaction type, you must indicate the document type,
batch application or function, and version from which the external system
retrieves information from the interface tables.
You can define data export controls based on either of the following:
UBE or batch processor

You can specify a vendorspecific outbound batch

processor that accesses the OneWorld interface tables.

Function name and

library

You can specify a vendorspecific function name and

library to identify the external custom program that
accesses the OneWorld interface tables.

To set up data export controls

From the Financials Interoperability menu (G00313), choose Data Export
Controls.
1. On Work With Data Export Controls, click Add.

Setting Up Outbound Interoperability

2. On Data Export Control Revisions, complete the following field with the
appropriate transaction type, such as JDEJE (journal entry):

Transaction

3. Complete the following field:

Order Type (optional)

4. To specify a vendorspecific batch process, complete the following fields:

UBE Name

Version

5. To specify a vendorspecific function, complete the following fields:

Function Name

Function Library

6. Complete the following fields:

Execute For Add

Execute For Upd

Execute For Del

Execute For Inq

Flat File Exp Mode

Ext DB Exp Mode

Ext API Exp Mode

Launch Immediately

7. Click OK.

General Accounting

Field

Explanation

Transaction

A code that identifies a transaction by type.

Order Type

A user defined code (00/DT) that identifies the type of

document. This code also indicates the origin of the
transaction. J.D. Edwards has reserved document type
codes for vouchers, invoices, receipts, and time sheets,
which create automatic offset entries during the post
program. (These entries are not selfbalancing when you
originally enter them.)
The following document types are defined by J.D.
Edwards and should not be changed:
P
Accounts Payable documents
R
Accounts Receivable documents
T
Payroll documents
I
Inventory documents
O
Purchase Order Processing documents
J
General Accounting/Joint Interest Billing
documents
S
Sales Order Processing documents
OS
Subcontract
OP
Purchase Order
R2
Contract Billing

F10

UBE Name

The OneWorld architecture is objectbased. This means

that discrete software objects are the building blocks for
all applications, and that developers can reuse the objects
in multiple applications. Each object is tracked by the
Object Librarian. Examples of OneWorld objects include:
Batch Applications (such as reports)
Interactive Applications
Business Views
Business Functions
Business Functions Data Structures
Event Rules
Media Object Data Structures

Version

A userdefined set of specifications that control how

Function Name

The name of the function.

Function Library

The library for the function. This includes the path for the
directory where the library exists.

Setting Up Outbound Interoperability

Field

Explanation

Execute For Add

A code that determines whether the system uses the batch

application to process an added transaction record.
Valid values are:
1
Use batch application to process an added
transaction record
0
Do not use batch application to process an
added transaction record

Execute For Upd

A code that determines whether the system uses the batch

application to process an updated transaction record.
Valid codes are:
1
Use batch application to process an updated
transaction record
0
Do not use batch application to process an
updated transaction record

Execute For Del

A code that determines whether the system uses the batch

application to process a deleted transaction record.
Valid codes are:
1
Use batch application to process a deleted
transaction record
0
Do not use batch application to process a
deleted transaction record

Execute For Inq

A code that determines whether the system uses the batch

application to process an inquiry of a transaction record.
Valid codes are:
1
Use batch application to process an inquiry of a
transaction record
0
Do not use batch application to process an
inquiry of a transaction record

Flat File Exp Mode

A code that determines whether the system exports the

transaction record to a flat file.
Valid codes are:
1
Export transaction record to a flat file
0
Do not export transaction record to a flat file

Ext DB Exp Mode

A code that determines whether the transaction record

should be exported to an external database. Valid codes
are:
1
Export transaction record to an external
database.
0
Do not export transaction record to an external
database.

F11

General Accounting

Field

Explanation

Ext API Exp Mode

A code that determines whether the system exports the

transaction record to an external API.
Valid codes are:
1
Export transaction record to an external API
0
Do not export transaction record to an external
API

Launch Immediately

This field controls the immediate execution of a batch job.

If the field is set to a 1, the job will execute immediately.

See Also

Detailed Tasks for Custom Programming in the Interoperability Guide for

information about vendorspecific applications and functions

Setting Up the Flat File Cross-Reference

For outbound transactions, if you cannot write data from OneWorld to the
interface tables in the format required by the external system, you can write the
data to a specific flat file for each transaction type and record type.
To set up the flat file crossreference
From the Financials Interoperability menu (G00313), choose Flat File
CrossReference.
1. On Work With Flat File CrossReference, click Add.

F12

Setting Up Outbound Interoperability

2. On Flat File CrossReference, complete the following field with JDEJE to

indicate journal entries:

Transaction

3. Complete the following field with 2 to indicate that this transaction type is
outbound:

Direction Indicator

4. Complete the following field with 1 to indicate header records:

Record Type

5. Complete the following field with F0911Z1 to indicate the source of the
information:

File Name

6. Click OK.

See Also

Converting Data from Flat Files into EDI Interface Tables in the Data
Interface for Electronic Data Interchange Guide for information about this
process, which works the same for interoperability functions

F13

General Accounting

Setting Up AAIs
To reduce the number of transactions that the system writes to the F0911
Interoperability table (F0911Z4), you use AAI items GLOBxx to define ranges of
accounts. The system verifies that an account number is within the ranges that
you define before it writes a transaction to the F0911 Interoperability table.
You can define up to 49 account ranges using AAI items GLOBxx. You must
define complete ranges, consisting of a beginning and an ending AAI item. The
first range must begin with GLOB01. J.D. Edwards recommends that you end the
first range with GLOB02, the next consecutive number. Define the next range, if
needed, to start with GLOB03 and end with GLOB04, and so on.

See Also

F14

Understanding AAIs for General Accounting for more information about

defining account ranges using AAIs

Sending Transactions from OneWorld

You might want to send transactions such as journal entries from the General
Accounting system to an external system. To enable outbound processing, you
specify the transaction type in the corresponding processing option in the F0911
Interoperability Processing Options program (P0900160).
If you create additional versions of the F0911 Interoperability Processing Options
program for other transaction types, you must specify the version in the
processing option of the Journal Entry Master Business Function (P0900049).
The default outbound transaction is a copy of a transaction after you create or
change it (an after image). With interoperability, you can also send a copy of
each transaction as it was before you changed it (a before image). To control the
type of image, you set the corresponding processing option in the F0911
Interoperability Processing Options program.
Note: Creating and sending before images requires additional processing time.
The system places a copy of each transaction in the interface table that
corresponds to the type of transaction that you specify in the processing option.
For example, for an outbound journal entry, the system places a copy of the
transaction in the F0911 Interoperability table (F0911Z4). The data is then
available for an external system to use.

Before You Begin

- Define the data export controls for the type of outbound transaction. The
system uses data export controls to identify the batch programs or
business processes that third parties provide for use in processing
transactions. See Setting Up Outbound Interoperability.
- Set the interoperability processing option in the Journal Entry Master
Business Function (P0900049) to the version of the F0911 Interoperability
Processing Options program (P0900160) that you want to run. If you leave
this processing option blank, the system will use the default version
(ZJDE0001).

F15

General Accounting

See Also

Detailed Tasks for OneWorld Operations in the Interoperability Guide for

more information about interoperability methods

OneWorld Interoperability Models in the Interoperability Guide for

information about implementing asynchronous, synchronous, and batch
transactions in OneWorld

Call the OneWorld Completion Confirmation API in the Interoperability

Guide for information about updating the application program interface
(API)
To send transactions from OneWorld

To enable outbound processing, you use processing options to specify the

transaction type and the type of image to send.
From the System Administration Tools menu (GH9011), choose Interactive
Versions.
1. On Work with Interactive Versions, type P0900160 in the Interactive
Application field, and click Find.
2. Select the version that you specified in the Journal Entry Master Business
Function.
3. From the Row menu, set the processing options.
The system places a copy of each transaction in the interface table that
corresponds to the type of transaction that you specify in the processing
option. For example, for an outbound journal entry, the system places a
copy of the transaction in the F0911 Interoperability table (F0911Z4). The
data is then available for an external system to use.

Processing Options for F0911 Interoperability Processing Options

Interop
1. Enter the transaction type for the
interoperability transaction. If
left blank, the outbound
interoperability will not be
performed.
Transaction Type

____________

2. Enter a 1 to write the before image

for a change transaction. If left
blank, only the after image will be
written.
Before Image

F16

____________

Reviewing the Processing Log

From the Financials Interoperability menu (G00313), choose Processing Log.

You use the processing log to review whether the system has processed specific
outbound transactions successfully. The system creates a record in the
processing log for every outbound transaction that is processed. The processing
log contains key fields from the Data Export Control table (F0047), such as
transaction type, sequence number, batch process or function, and
corresponding version.
The information in the processing log is for review only and cannot be changed
in the processing log or in OneWorld programs.

See Also

Subscribe to Outbound Transactions in the Interoperability Guide for more

information about the Data Export Control table and the processing log

F17

General Accounting

F18

Purging Interoperability Transactions

From the Financials Interoperability menu (G00313), choose Purge F0911

Interoperability Table.
When data becomes obsolete or when you need more disk space, you can use
the Purge F0911 Interoperability Table program to remove data from the
interoperability tables. This program identifies processed transactions in the
F0911 Interoperability table (F0911Z4) and the corresponding records in the
Processing Log table (F0046). If the corresponding records in the Processing Log
table are all marked as processed, the program purges the processed transactions
in the F0911 Interoperability table and the corresponding records in the
Processing Log table. If the corresponding records in the Processing Log table
are not all marked as processed, the program does not purge any records.

See Also

Purge Batch Process and Named Event Rules in the Interoperability Guide
for more information about purging interoperability information

F19

General Accounting

F20

Working with Externally Reconciled Transactions

If you use outbound interoperability to send bank account information to a

thirdparty software package for bank statement reconciliation, you can import
the reconciliation information back into OneWorld to complete the reconciliation
process.
Working with externally reconciled transactions consists of the following tasks:
- Populating the Journal Entry Transactions - Batch table
- Updating reconciled transactions in OneWorld

Populating the Journal Entry Transactions Batch Table

You must populate the following fields in the Journal Entry Transactions - Batch
table (F0911Z1) for each transaction that you want to update in OneWorld:
Field Name

Required

VNEDUS (EDI - User ID)

VNEDBT (EDI - Batch Number)

VNEDTN (EDI - Transaction Number)
VNEDLN (EDI - Line Number)
VNEDSP (EDI - Processed Flag)

Y. This value must be 2.

VNDOC (Document Number)

Y. The values in these fields must match the

records
d that
th t you wantt to
t update
d t iin th
the
Account Ledger table (F0911).

VNDCT (Document Type)

VNKCO (Document Company)
VNDGJ (G/L Date)
VNJELN (Journal Entry Line Number)
VNEXTL (Line Extension Code)
VNRCND (Reconciled Code)
VNDKC (Check Cleared Date)

Y. The system writes the values in these

fi ld to
fields
t the
th Account
A
t Ledger
L d
table
t bl (F0911)
(F0911).

After you populate the Journal Entry Transactions - Batch table, you run the
Update Externally Reconciled Transaction program to update the transactions in
OneWorld from the Journal Entry Transactions - Batch table.

F21

General Accounting

See Also

Appendix D: Batch Input Setup for Journal Entries for more information
about the fields in the Journal Entry Transactions - Batch table (F0911Z1)

Updating Reconciled Transactions in OneWorld

From the Batch Journal Entry Processing menu (G09311), choose Update
Externally Reconciled Transaction.
You run the Update Externally Reconciled Transaction program to update the
reconciliation information in OneWorld from the Journal Entry Transactions Batch table (F0911Z1). The program also updates the Processed Flag field
(VNEDSP) to 1 (successfully processed) in the Journal Entry Transactions - Batch
table for each transaction, to prevent the transaction from being processed again
by the Update Externally Reconciled Transaction program or by the Journal
Entry Batch Processor (R09110Z).

F22

Appendix G: Vertex Quantum for Sales and Use Tax

If your company wants to apply sales taxes automatically, you can use the
Vertex Quantum for Sales and Use Tax system (Quantum) with the following J.D.
Edwards systems:

General Accounting

Accounts Receivable

Accounts Payable

Sales Order Management

Procurement

Customer Service Management System (CSMS)

Contract Billing

Service Billing

Caution: If you are using the J.D. Edwards Payroll system, you are required to
use the Quantum for Payroll Tax System. See Setting Up Tax Information in the
Payroll Guide.
Quantum software integrates with the J.D. Edwards OneWorld tax calculation
software, which means that you can perform tax calculations using either the
Quantum software, the J. D. Edwards tax calculation software, or both. However,
if you want to perform a taxonly calculation, you must use the J.D. Edwards
software.
Working with Quantum consists of:
- Setting up the J.D. Edwards/Quantum interface
- Assigning GeoCodes to address book records
- Working with Quantum taxes
- Processing Quantum tax information
When tax laws change, the Quantum software accesses the new requirements
for each taxing authority so that you can apply the taxes correctly. Quantum
software:

Reduces the setup required for multiple tax rate areas

Reduces processing time and rate maintenance

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Quantum for Sales and Use Tax

Creates tax compliant records

Allows exceptions and overrides to the default tax rates

Quantum calculates tax based on the standard rates and rules for the U.S., its
territories and possessions, and Canada. To perform all other foreign tax
calculations, you have two options:

Use the J.D. Edwards tax calculation software

Use the Quantum system, but maintain tax rates for foreign locations using
the Quantum Tax Decision Maker

Before You Begin

- Verify that you have access to the following Vertex documentation for
Quantum for Sales and Use Tax for additional information:

Quantum for Sales and Use Tax Reference Manual

Quantum for Sales and Use Tax GeoCoder Master List

Quantum for Sales and Use Tax National Tax Rate Directory

Quantum for Sales and Use Tax Tax Decision Maker Taxability
Guide

Quantum for Sales and Use Tax User's Guide

Quantum for Sales and Use Tax Training Guide for Tax
Professionals

Quantum for Sales and Use Tax Returns User's Guide

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J.D. Edwards Components

The interface between J.D. Edwards systems and Quantum software transfers
selected J.D. Edwards parameters to Quantum and then returns tax information
to J.D. Edwards systems.
The standard J.D. Edwards tax calculation software components can be used
with Quantum in the following ways:
Tax authorities

You use tax authorities within J.D. Edwards software to

define the government agencies that assess and collect
taxes. You define tax authorities in the J.D. Edwards tax
processing system only for international tax authorities
because those for the U.S. and Canada are stored by
Quantum.

Tax rates and tax areas

For U.S. and Canadian taxes, you specify a GeoCode for

each tax rate and tax area to allow Quantum to identify
the correct taxing jurisdictions.

Automatic Accounting
Instructions (AAIs)

For U.S. and Canadian taxes, you use the AAI code PT _ _
_ _ for the company.
For nonUnited States and nonCanadian taxes, you assign
an AAI to each taxing authority within each tax rate/area.

Tax rules by company

You can define tax rules for the Accounts Receivable,

Accounts Payable, Sales Order Management, Procurement,
CSMS, General Accounting, Contract Billing, and Service
Billing systems. When you enter transactions for these
systems, taxes are calculated according to these rules. The
system uses these tax rules to:

Calculate discounts on a gross amount that already

includes tax.
Calculate tax on a gross amount that includes the
discount amount.
Control when the system displays a warning message
(or rejects a transaction altogether) when someone
enters a tax that differs from the systemcalculated tax.
This does not apply to E, S, and U tax types.

This feature applies to taxes for all countries.

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Tax explanation codes

Tax explanation codes control how a tax is assessed and

how it is distributed to the general ledger revenue and
expense accounts. J.D. Edwards software provides a
number of tax explanation codes. Tax codes E, S, and U
are predefined for Quantum software. Because the tax
explanation code is a user defined code (00/EX), you can
set up additional codes to meet specific business needs;
however, the Quantum interface recognizes only tax codes
E, S, and U.
In Quantum software, you can use the tax explanation
code to make a customer or a specific transaction tax
exempt. For example, a customer with a tax explanation
code of E is exempt. Any purchase or sales order;
accounts receivable invoice; CSMS, contract or service
billing invoice; and CSMS contract line item can be coded
with E to make that specific transaction exempt. Currently,
CSMS service order routings are taxable and cannot be
overridden.
Other available codes are U (use) for use in the
Procurement, Accounts Payable, and CSMS systems, and S
(sales) for use in Sales Order Management, Accounts
Receivable, CSMS, Contract Billing, and Service Billing
systems.

Quantum Components
The Quantum for Sales and Use Tax system includes the following components:
Rate and GeoCode Data
Modules

The data modules store tax rates and other pertinent

jurisdictional tax data for all U.S. and Canadian tax
authorities, which include over 66,000 locations. All states
and counties are on file, as well as all cities with
populations over 250. If a city has a population less than
250 and levies a tax, that city is also included in the data
modules.
Vertex researches and maintains the data contained in the
file by remaining in constant contact with all jurisdictions
that levy a tax. Every month, Vertex updates its internal
databases and issues new data module files to its
subscribers.

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Tax Decision Maker

You can customize the Quantum system for your special

needs. You use the Tax Decision Maker Engine in
conjunction with the Tax Decision Maker (TDM) to
automate (separately or in combination) product,
customers, or jurisdictional tax exceptions. TDM lets you
set up and maintain tax exceptions and also override
customer and product exemptions. You can access TDM
from Quantum menus.

Tax Decision Maker

Engine

The Tax Decision Maker Engine interfaces with J.D.

Edwards Sales Order Management, Procurement, Accounts
Receivable, Accounts Payable, CSMS, Contract Billing and
Service Billing systems.
When a J.D. Edwards program calls the Tax Decision
Maker Engine, the Tax Decision Maker Engine determines
the following:

Whether the transaction is interstate or intrastate

The transaction's taxing jurisdiction
The appropriate tax rate
The maximum tax base
Excess amounts, if applicable
Tax exceptions, if applicable

The Tax Decision Maker Engine then:

Retrieves the appropriate tax rate

Calculates tax amounts
Returns the amount to the calling program

The module can also store tax history for an audit trail and
for management reports and returns preparation (as an
independent function outside the scope of J.D. Edwards
generated reports). Because the Data Module isolates the
state, county, city, and district rates, Quantum can
calculate the four levels individually.
Quantum Tax Register
file

From the Quantum Register file, the Tax Decision Maker

Engine produces detail and summary sales tax register
reports sequenced by state, county, and city for any billing
period. You generate these reports from Quantum menus.

Returns Module

If you purchase the Returns Module in addition to the

Quantum for Sales and Use Tax system, the Returns
Module completes the sales tax cycle by automating state
and local returns preparation. After calculating the amount
to be paid to the appropriate tax authorities, the system
automatically generates signatureready sales and use tax
forms and check requests.

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Interface Considerations
Before you set up the J.D. Edwards/Quantum Sales Tax Interface to reflect your
environment, carefully consider the specific conditions and requirements of the
company, the product, the customer or supplier, and international tax
obligations.

Company and
Divisional
Considerations

You should understand any special dispensations that the

company has arranged with state or local jurisdictions for
collecting sales and use taxes at a reduced rate. Then,
consider whether tax returns are filed for just one
company or for multiple companies.

Product Considerations

You should understand the business and how products fit

into appropriate tax categories. For example, rebuilt
machinery might be taxed differently than spare parts for
the same machinery. Decide how the company intends to
set up the taxing policies for J.D. Edwards and Quantum
software.

Customer and Supplier

Considerations

You must properly identify the tax category to which

customers and suppliers belong. For example, a customer
might be a provider of goods or services, a reseller, a
charitable organization, or other tax group. Decide how
you will set up customers and suppliers into both the J.D.
Edwards and Quantum software modules.

International Tax
Considerations

Be aware of international tax obligations. Know whether

to use the J.D. Edwards Tax Calculation software or
Quantum to manage and process nonU.S. and
nonCanadian tax transactions.

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Coexistence
Considerations

Although you can work with OneWorld and

WorldSoftware in a coexistent environment, the Vertex
Sales and Use Tax Compliance product for WorldSoftware
and Quantum for Sales and Use Tax for OneWorld do not
coexist with each other. Quantum, however, has utilities
that allow you to copy and merge information from the
Compliance product to Quantum.
If you are coexistent, you can:

Manage and maintain the TDM in the legacy

Compliance system. Then, you can copy the
Compliance TDM to the Quantum TDM using
Quantum utilities.
Merge the register tables created in both the
Compliance and Quantum products into the Quantum
product with Quantum utilities.

Note: The Compliance product has no utilities to copy the

Quantum TDM or merge the Quantum register tables into
the legacy system.

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Setting Up the J.D. Edwards/Quantum Interface

If your company wants to apply sales taxes automatically, you can use Quantum
software along with the J.D. Edwards system. Quantum software can coexist
with the J.D. Edwards tax calculator software, which means that you can
perform tax calculations using either system or both of them. However, if you
want to perform a taxonly calculation, you must use the J.D. Edwards software.
Setting up Quantum consists of:
- Activating Quantum
- Testing the Quantum Connection
- Activating Quantum Logging
- Setting up automatic accounting instructions for Quantum
- Setting up user defined codes for Quantum
- Assigning nonstock product categories to order types
- Defining tax information for items

Before You Begin

- Review order line types. See Setting Up Order Line Types in the Sales
Order Management and Procurement Guides.
- Review order activity rules. See Setting Up Order Activity Rules in the Sales
Order Management and Procurement Guides.
- Verify that each customer address book record has a corresponding
record in customer master information, and that all suppliers have a
record in supplier master information.

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What You Should Know About

Tax only calculations

For tax only calculations, use tax types ST (sales tax) and
UT (use tax) along with the J.D. Edwards tax rate/area
code. You cannot use these tax types with a Quantum
GeoCode.
For records with ST and UT tax types, records are not to
be written to the Quantum Tax Register file, even if
Quantum is active.

Returns Module

If you plan to use the Quantum Sales Tax Returns

Module, you should install it after performing all other
setup steps.

Activating Quantum
You must activate the Quantum interface prior to using the Quantum system
with J.D. Edwards OneWorld software.
Note: Constants settings load during software initialization. Therefore, in order
for the constants settings to take effect, you must exit and restart OneWorld.

Before You Begin

- You must set up database connections to establish communication to the
Quantum databases, both Quantum for Sales and Use Tax and Quantum
for Payroll.
See Setting Up Database Connections in the OneWorld Installation Guide
for more information.
To activate Quantum
From the Vertex Quantum Sales and Use Tax menu (G731), choose Constants.

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Setting Up the J.D. Edwards/Quantum Interface

1. On Work with Quantum Constants Revision, complete the following

fields:

Quantum Active

U.S. Country Code

Canada Country Code

2. Complete the following fields for sales tax category codes:

Division Code

Customer Class Code

Product Category/ID

3. Complete the following fields for use tax category codes and click OK:

Division Code

Customer Class Code

Product Category/ID

Field

Explanation

Quantum Active

This value determines whether the system uses Quantum

Sales and Use Tax for tax calculations.
Y
Use Quantum system to calculate taxes.
N
Do not use Quantum system to calculate taxes.
Instead, use JDE tax calculations.

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Quantum for Sales and Use Tax

Field

Explanation

U.S. Country Code

The code that indicates the United States in the Quantum

Sales and Use Tax system. This code must match the
value in the Country field on the Mailing tab on the
Address Book Revision form. For U.S. domestic
customers, this field is typically blank.

Canada Country Code

The code that indicates Canada in the Vertex Sales and

Use Tax System. This value must be CA, and must match
the value in the Country field on the Mailing tab on the
Address Book Revisions form.

Division Code

The Address Book Category Code that the Quantum Tax

Interface uses for Division/Store Code for Sales Tax. The
Address Book Category Code is passed to Quantum and
matched to the Division/Store Code in the Quantum Tax
Decision Maker module.

Customer Class Code

The Address Book Category Code that the Quantum Tax

Interface uses for Customer Class Code for Sales Tax. The
Customer Class Code is passed to Quantum and matched
to the Customer Class Code in the Quantum Tax Decision
Maker module.

Product Category/ID

The Item Branch/Plant Category Code that the Quantum

Tax Interface uses for Product Category/ID for Sales Tax.
The Item Branch/Plant Category Code is passed to
Quantum and matched to the Product Category/ID field
in the Quantum Tax Decision Maker module.

Division Code

The Address Book Category Code that the Quantum Tax

Interface uses for Division/Store Code for Use Tax. The
Address Book Category Code is passed to Quantum and
matched to the Division/Store Code in the Quantum Tax
Decision Maker module.

Customer Class Code

The Address Book Category Code that the Quantum Tax

Interface uses for Customer Class Code for Use Tax. The
Customer Class Code is passed to Quantum and matched
to the Customer Class Code in the Quantum Tax Decision
Maker module.

Product Category/ID

The Item Branch/Plant Category Code that the Quantum

Tax Interface uses for Product Category/ID for Use Tax.
The Item Branch/Plant Category Code is passed to
Quantum and matched to the Product Category/ID field
in the Quantum Tax Decision Maker module.

Testing the Quantum Connection

After you activate Quantum and set the country codes, J.D. Edwards
recommends that you conduct a test to determine whether you have
successfully connected to the Quantum system.

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Setting Up the J.D. Edwards/Quantum Interface

Before You Begin

- You must exit and restart OneWorld in order for the constants settings to
take effect.
To test the Quantum connection
1. Enter P73GEO in the fast path.

2. On Retrieve GeoCode, complete the following fields as follows:

Type CO in the State field

Type Denver in the City field

3. Click Find.

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If you are properly connected to the Quantum system, 060310140

appears in the GeoCode column.

If nothing appears in the GeoCode column, a setup or

configuration error might have occurred. Check the following:

The Quantum Active field must be set to Y, and the Canada

Country Code set to CA, on Work With Quantum Constants
Revision.

The constants values are initialized by exiting and restarting

OneWorld.

The Data Source, Server, User ID, and Password must be set up
properly in the Database Connections table. See Setting Up
Database Connections in the OneWorld Installation Guide.

G13

Quantum for Sales and Use Tax

All of the required business functions must be mapped to the

server where the Quantum software is located. See OCM
Mapping in the OneWorld Installation Guide.

Activating Quantum Logging

You might want to review the values you send to the Quantum interface, and
then review the values generated by Quantum after processing. The Quantum
Logging feature provides you with the ability to review these Before and After
values.
The Quantum Logging feature creates a twopage text file with the Before
values you send on the first page, and the After values Quantum generates on
the second page.
Caution: Use this feature with caution, because two pages of data are printed
for every transaction going though the Tax Calculator for all users. Keeping this
feature turned on after initial testing and setup negatively impacts system
performance.
To activate Quantum logging
From the Vertex Quantum Sales and Use Tax menu (G731), choose Constants.
1. On Work With Quantum Constants Revision, choose Quantum Log from
the Form menu.

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Setting Up the J.D. Edwards/Quantum Interface

2. On Quantum Debug Log, complete the following fields and click OK:

Debug Log

Path

Field

Explanation

Debug Log

An option that determines whether to enable the

Quantum debug log. If you choose On, the Vertex Link
Parm Area will be printed before and after calling the
Vertex Tax Calculator Program. Use this feature with
caution, because two pages of data are printed for every
transaction going though the Tax Calculator for all users.

Path

The path and file name where the Quantum debug log
will reside, such as C:\Debug\QuantumDebug.txt.

See Also

Quantum for Sales and Use Tax Reference Manual for more information
about Quantum Logging

Setting Up Automatic Accounting Instructions for Quantum

You must create AAIs for each unique combination of company, transaction,
document type, and G/L class (G/L offset account) that you want to use. Each
AAI is associated with a specific G/L account that consists of a business unit, an
object, and optionally, a subsidiary.
If you are required to collect taxes on customer invoices, you must distribute
the tax amounts to the correct G/L accounts. When you set up AAIs for a
specific type of tax, such as VAT or use tax, you designate the accounts to debit
and credit for an invoice tax amount. The AAIs, PT_ _ _ _ (for payables) and
RT_ _ _ _ (for receivables), are used only for taxes. The system is hard coded to
look at the tax AAIs for the company. The system uses the state code prefix of
the GeoCode as a subsidiary to search the Account Master (F0901) for the
appropriate G/L account. If none is found, the system uses the business unit
and object account in the company.
When you set up AAIs to use Quantum, you can set up G/L accounts by state.
You must add the state code value as the subsidiary of the base account. During
the post process, the system verifies the state code against the GeoCodes to
search for the proper account.

Hierarchy for Quantum AAI Values

OneWorld identifies the proper G/L account according the following hierarchy:

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Quantum for Sales and Use Tax

1. The system retrieves the Business Unit and Object that the PT_ _ _ _ or
RT_ _ _ _. AAIs indicate based on the company on the invoice or
voucher.
2. The system retrieves the value in the State portion of the GeoCode.
3. The system attaches the State value to the Business Unit and Object as the
Subsidiary.
4. The system searches the Account Master for that Business Unit, Object,
and Subsidiary combination. If found, the system uses this account
combination as the G/L account.
5. If still not found, the system searches the Account Master using just the
Business Unit and Object. If found, the system uses this account
combination as the G/L account.
6. If still not found, it searches the Account Master using the Business Unit
and Object for Company 00000 for that particular PT_ _ _ _ or RT_ _ _ _
AAI. If found, the system uses this account combination as the G/L
account.

See Also

Understanding AAIs for General Accounting in the General Accounting

Guide

Setting Up User Defined Codes for Quantum

The Quantum interface uses a user defined code (UDC) table (73/ST) that
contains all of the address book Search Types that have GeoCodes assigned to
them or that can have their GeoCodes revised. GeoCodes can be assigned only
if the Search Type on the address book record is found in the GeoCode
Assignment Search Type UDC table.
Typically, people who use Quantum set up the following Search Types:

C Customer

V Supplier

E Employee

F Facilities

Assigning Non-Stock Product Categories to Order Types

Quantum processes the taxing of both stock and nonstock items. Stock items
are typically products that need to have records in the J.D. Edwards Inventory
Master tables (F4101 and F4102). Nonstock items are not required to have
records in these master tables, but still can exist on an order and have taxes

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Setting Up the J.D. Edwards/Quantum Interface

assigned to them. For both stock and nonstock items, Quantum looks for a
value for the Product Category/ID and Transaction Type to be used in the TDM.
You can specify a Quantum product category or a Quantum transaction type for
each order type and line type combination. The Quantum product category is
used for product exceptions in TDM. The Quantum transaction type indicates to
Quantum the type of transaction that is being processed (for example, sales,
purchase, rental, or service) so Quantum can apply the appropriate tax type.
For stock items, the Product Category/ID is typically derived from the Category
Code on the Item Branch/Plant record. The Transaction Type is usually derived
from the System Code of the order. For Accounts Payable and Procurement, the
Transaction Type is PURCH, and for Accounts Receivable and Sales Order
Management, the Transaction Type is SALE.
For nonstock order lines (such as freight or lease charges), use the NonStock
Product Categories program (P7307) to specify the Product Category/ID and
Transaction Type.
To assign nonstock product categories to order types
From Vertex Quantum Sales and Use Tax menu (G731), choose NonStock
Product Categories.

1. On Work with NonStock Product Categories, click Add.

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Quantum for Sales and Use Tax

2. On NonStock Product Categories Revision, complete the following fields

and click OK:

Order Type

Line Type

Vertex Product Category

Vertex Transaction Type

Hierarchy for Product Category/ID and Transaction Type Values

OneWorld derives the specific values to be passed to the Quantum Product
Category/ID and Transaction Type in TDM according to the following hierarchy:
1. The system scans the value in the Item Balance Category field of the
Quantum Constants.

If the field is blank, the system goes to step 2.

If the field is not blank, the system goes to step 3.

2. If the value in the Item Balance Category field of the Quantum Constants
is blank:

The system goes to the Quantum NonStock Product Categories

table (F7307) and uses the Document Type and Line Type of the
order.

G18

If a record exists in the F7307 table for that Document Type

and Line Type combination, the system uses the Product
Category/ID and Transaction Type corresponding to that
record.

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Setting Up the J.D. Edwards/Quantum Interface

If no record exists in the F7307 table for that Document Type

and Line Type combination, the system uses a blank for the
Product Category/ID, and the Transaction Type is determined
by the System Code of the order.

3. If the value in the Item Balance Category field of the Quantum Constants
is not blank, the system goes to the corresponding Category Code in the
Item Branch/Plant record for that item on the order. Then:

If an Item Branch/Plant record does not exist, or if the respective

Category Code on the Item Branch/Plant record is blank, the
system goes to step 2 to determine both the Product Category/ID
and the Transaction Type.

If the Item Branch/Plant record does exist, and if the respective

Category Code on the Item Branch/Plant record is not blank:

The system uses the Category Code value for the Product
Category/ID.

The system uses step 2 to determine the Transaction Type.

Defining Tax Information for Items

To apply tax to the sales or purchase of an item, you perform two tasks to
specify that the item is taxable:

Activate the tax fields for the item on Item Branch/Plant Information to
yes.

Assign the item to a tax category.

In Quantum, the tax category corresponds to product categories that you define
in Tax Decision Maker (TDM) for any special tax exceptions or overrides. For
example, when you sell a stock item, the J.D. Edwards Sales Order Management
system passes the tax category code to the Quantum system.
Before Quantum calculates the tax, it compares the tax category code to TDM
product categories. If it finds a match (for example, the TDM setting for the
category) taxable, exempt, or otherwise, it dictates how Quantum specifies a
tax. If it does not find a match, Quantum taxes the item at the standard rate for
that jurisdiction.
Taxes are calculated for items only if the customer is also taxable. If the value in
the taxable field is No, the system writes the transaction to the Quantum Tax
Register as exempt.

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To define tax information for items

From the Inventory Master/Transactions menu (G4111), choose Item
Branch/Plant.
1. On Work With Item Branch, locate the item whose tax information you
want to define.
2. Complete the following fields:

Sales Taxable

Purchasing Taxable

3. Access Item Branch Class Codes.

4. On Item Branch Class Codes, complete fields as follows:

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For sales tax, complete the field that corresponds to the value that
you specified in the Item Balance Category field under Sales Tax
Category Code on the Quantum Tax System Constants form.

For use tax, complete the field that corresponds to the value you
specified in the Item Balance Category field under Use Tax
Category Code on the Quantum Tax System Constants form.

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Assigning GeoCodes to Address Book Records

After you activate the Vertex Quantum for Sales and Use Tax system, you must
assign GeoCodes to existing address book records. That is, you must set up
GeoCodes for every customer, supplier, Ship To, Ship From, warehouse, or
branch/plant in the address book. The Tax Decision Maker Engine uses
GeoCodes to calculate sales and use taxes for each customer and specific
location.
A GeoCode is a ninedigit code that represents a taxing jurisdiction. All
GeoCodes are defined and maintained by Vertex. Each GeoCode has the
following format:
XXYYYZZZZ
where
XX = State
YYY = County
ZZZZ = City
You can assign GeoCodes to address book records manually or by using a batch
program. You should start with the batch program to complete as many address
book records as possible. Then, after reviewing the resulting report, you can
use the manual process to change GeoCodes, if necessary. You can also use the
manual process to assign a GeoCode to a new address book record.
Complete the following tasks:
- Assigning GeoCodes globally to address book records
- Assigning GeoCodes manually to address book records
- Calculating taxes for related addresses
If you use Quantum for Sales and Use Tax, the Tax Rate/Area field in the J.D.
Edwards master and transaction tables are used to store the assigned GeoCode.
However, a client can choose to use the Quantum tax system as well as the J.D.
Edwards tax system.

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To distinguish GeoCodes from J.D. Edwards tax area codes, each GeoCode is
prefixed with V, M, or O within J.D. Edwards systems:
V (Vertex GeoCode)

A V prefix to the ninedigit GeoCode identifies the code

as a literal Vertex GeoCode.

M (MultiCounty
Situation)

The system assigns M as the prefix to the GeoCode when

you run the batch assignment program and it finds postal
codes that cross two or more county boundaries. When
this occurs, you must review the records and manually
assign the appropriate GeoCode based on the county.

O (Outside City Limits)

If an address that is specified in the address book record

is not physically located within the city limits and
therefore is not subject to city tax, you must manually
change the first character of the GeoCode from V to O.
This indicates to Quantum not to calculate the city tax for
that GeoCode.

Note: Vertex has not defined GeoCodes for nonU.S. or nonCanadian

jurisdictions and does not maintain tax rates for these jurisdictions. However,
you can create GeoCodes, beginning each GeoCode with 77 (in the state field),
which lets you create records in TDM for each nonU.S. or nonCanadian
jurisdiction.
Additionally, you can set up the Quantum Override table to maintain tax rates
for each nonU.S. or nonCanadian taxing authority.

Before You Begin

- Verify that you have set up the address book search types in the user
defined code table (73/ST) for GeoCode assignments. When you update
GeoCodes, the system determines which address book records to update
with GeoCodes based on the search type.

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Assigning GeoCodes to Address Book Records

Assigning GeoCodes Globally to Address Book Records

You can use the following batch processes to update GeoCode information in
multiple address book records:

Update Address Book GeoCodes (R730101)

Effective Address Update (R01840)

Update Address Book GeoCodes

From the Vertex GeoCode Tax Processing menu (G731), choose Update Address
Book GeoCodes.
Use the Update Address Book GeoCodes (R730101) program to add GeoCodes
to existing address book records. The system stores the GeoCode in the Tax
Rate/Area field of either the Customer Master Information (F03012) table or the
Supplier Master Information (F0401) table.
When you perform a batch address book record update, the system populates
the Tax Rate/Area field with the appropriate GeoCode. The system does not
enter a value in the field if:

An address book record crosses multiple tax jurisdictions.

Not enough information is available on the address to find a GeoCode.

The country code on the address does not match the codes set up in the
Constants for the United States and Canada.

The state code on the address is incorrect.

The system produces reports that specify the number of GeoCodes that were
not updated. The GeoCodes are categorized by the type of issue that prevented
them from being updated. Additionally, the system sends messages to the Work
Center that identify unmatched records. Messages in the Work Center are sent to
the person that is processing the batch report, based on the User ID. For
example, when an address book record can have more than one GeoCode
assigned to it, the system does not match the address book record with a
GeoCode. Use these reports and messages to identify any address book records
that were not updated with GeoCodes. You will need to manually update those
records.

Effective Address Update

From the A/B Advanced Technical Operations menu (G0131), choose Effective
Address Update.
When you run the Effective Address Update, the system verifies effective dates
of addresses and updates corresponding supplier and customer records
accordingly. The system stores the GeoCode in the Tax Rate/Area field of either

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Quantum for Sales and Use Tax

the Customer Master by Line of Business (F03012) or the Supplier Master
(F0401) table.
When you perform a batch update based on effective dates, the system
populates the Tax Rate/Area field with the appropriate GeoCode. The Effective
Address Update does not update the Supplier Master and Customer Master
records if the:

Tax Explanation Code is missing the correct code of S, U, or E

Tax Rate/Area field contains a value that is not a GeoCode or is blank

Geocode cannot be assigned because of incomplete information or an

address book record crossing multiple tax jurisdictions

The system produces reports that show both unmatched records and records
that you might want to match. Additionally, the system sends messages to the
Work Center that identify unmatched records. Messages in the Work Center are
sent to the person that is processing the batch report, based on the User ID. For
example, when an address book record can have more than one GeoCode
assigned to it, the system does not match the address book record with a
GeoCode. Use these reports to identify any address book records that were not
updated with GeoCodes. You will need to manually update those records.

Assigning GeoCodes Manually to Address Book Records

The system assigns a GeoCode to the Business Unit Master, Supplier Master, and
Customer Master records based on the following fields in the mailing address
for the corresponding address book record:

City

State

Postal Code

County

You might have to manually change or assign GeoCodes for the following
reasons:

Records were not updated when you ran the Update Address Book
GeoCodes and Effective Address Update processes due to data errors.

A multicounty situation exists for an address book record.

The address falls outside city limits.

You have added a new address book record for a customer or supplier.

An existing Address Book Record was changed.

When an address book record can have more than one GeoCode assigned to it,
you use the Search and Select form to choose a GeoCode. The Quantum

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Assigning GeoCodes to Address Book Records

GeoCode Select form lists all possible GeoCodes that correspond to county
names and postal code ranges.
When you change an address, the system updates any existing GeoCodes. If the
address change results in a different GeoCode, the system also updates the Tax
Rate/Area field on the Customer Master Information (F03012) and Supplier
Master Information (F0401) tables. If any of the following conditions exist, the
Tax Rate/Area field is not updated:

The proper Tax Explanation code is not assigned (S, U, or E).

Errors occurred.

The mailing address resides in multiple tax jurisdictions.

The current value in the Tax Rate/Area field is blank or is an existing

GeoCode.

Depending on the type of address book record, perform one of the following
tasks to assign GeoCodes to business units, suppliers, and customers:

Manually assigning GeoCodes to business units

Manually assigning GeoCodes to suppliers

Manually assigning GeoCodes to customers

Note: When you access the Search and Select Window from the visual assist for
the Tax Rate/Area field on any form, the system verifies whether Quantum is
active in the Quantum Constants. If so, the system first displays GeoCodes from
which you can review and select appropriately. To review J.D. Edwards tax
rates/areas, click Cancel on the GeoCode inquiry form. The system then
displays J.D. Edwards tax rates.
To manually assign GeoCodes to business units
From the Organization and Account Setup menu (G09411), choose Revise Single
Business Unit.
1. On Work with Business Units, locate the business unit and click Select.
2. On Revise Business Unit, click the More Detail tab.

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3. Complete the following field and click OK:

Tax Rate/Area

If you try to access GeoCode information using the Visual Assist in the Tax
Rate/Area field, you must ensure that the business unit is assigned to an address
book number.
Because there is no tax explanation code, if you are working with CSMS, the
business unit tax explanation code is always a sales tax (S).
To manually assign GeoCodes to suppliers
From the Daily Processing menu (G01), choose Address Book Revisions.
1. On Work with Addresses, locate the address book record whose GeoCode
you want to change or add.
2. Choose A/P from the Row menu.

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Assigning GeoCodes to Address Book Records

3. On Supplier Master Revision, click the Tax Information tab and complete
the following fields:

Tax Expl (Explanation) Code 2

Tax Rate/Area

To manually assign GeoCodes to a customer

From the Daily Processing menu (G01), choose Address Book Revisions.
1. On Work with Addresses, locate the address book record whose GeoCode
you want to change or add.
2. Choose A/R from the Row menu.

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3. On Customer Master Revision, click the Tax Information tab and complete
the following fields:

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Tax Expl (Explanation) Code

Tax Rate/Area

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Assigning GeoCodes to Address Book Records

Calculating Taxes for Related Addresses

In order for Quantum to calculate taxes for various jurisdictions, laws and
regulations, the GeoCodes might be based on one of the following three
parameters:
Ship To

The Ship To location is generally the customer's location

in a sales or purchase transaction. For example, your cost
center, office, or plant location for the customer might be
the Ship To. The system calculates Consumer's Use Tax if
you are the customer for the purchase.

Ship From

The Ship From location is generally the seller's plant or

warehouse that is delivering the product or service. It is
crucial to a sales tax calculation, because different rules
might apply for intrastate (Ship To and Ship From are in
the same state) or interstate (Ship To and Ship From are
in different states) transactions.

Order Acceptance

The Order Acceptance location is the place where the

seller accepts, acknowledges, or receives the actual order.
This is crucial for determining the correct tax on an
interstate or intrastate transaction.

The GeoCode Hierarchy

When you enter an address book number to represent a customer (Sold To,
Ship To), supplier or branch/plant (Ship From), the system uses different rules
for each system.
Accounts Payable - Use or Exempt Tax
OneWorld uses the following hierarchy for accruing Use Tax:

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Ship To

Ship From

Order Acceptance

GeoCode assigned to the Business Unit on the

voucher. If no GeoCode is assigned to the Business
Unit, then:
GeoCode assigned to the Supplier Master record for
the Address Number of the Business Unit on the
voucher. If no Address Number is assigned to the
Business Unit, or if no GeoCode is assigned to the
Supplier Master record, then:
GeoCode assigned to the Supplier Master record for
the Address Number of the Company of the Business
Unit on the voucher.
If no Address number is assigned to the Company, or
if no GeoCode is assigned to the Supplier Master
record, the system returns an error.
GeoCode assigned to the Supplier Master record of
the Supplier entered on the voucher.
If no GeoCode is assigned to the Supplier Master
record, the system returns an error.

Same as Ship To hierarchy.

Accounts Payable - Sales Tax

OneWorld uses the following hierarchy for verifying Sales Tax:
Ship To

Ship From

Order Acceptance

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GeoCode assigned to the Business Unit on the

Same as Ship From hierarchy.

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Assigning GeoCodes to Address Book Records

Accounts Receivable - Sales Tax

OneWorld uses the following hierarchy for accruing Sales Tax:
Ship To

Ship From

Order Acceptance

GeoCode assigned to the Customer Master record of

the Address Number on the invoice for the Company
entered on the invoice. If no GeoCode is assigned to
the Customer Master record for that Company, then:
GeoCode assigned to the Customer Master record for
the Company 00000 of the Address Number on the
invoice.
If no GeoCode is assigned to the Customer Master
record for Company 00000, the system returns an
error.
GeoCode assigned to the Business Unit on the
Invoice. If no GeoCode is assigned to the Business
Unit, then:
GeoCode assigned to the Customer Master record for
the Company entered on the invoice for the Address
Number of the Business Unit on the invoice. If no
GeoCode is assigned to this Customer Master record,
the hierarchy goes to the next step (step 3). if no
Address Number is assigned to the Business Unit, the
hierarchy goes to step 4:
GeoCode assigned to the Customer Master record for
Company 00000 for the Address Number of the
Business Unit on the invoice. If no GeoCode is
assigned to this Customer Master record, then:
GeoCode assigned to the Customer Master record for
the Company of the Business Unit on the invoice for
the Address Number assigned to the Company of the
Business Unit on the invoice.
If no Address Number is assigned to the Company, or
if no GeoCode is assigned to the Customer Master
record, the system returns an error.

Same as Ship From hierarchy.

Sales Order Management - Sales Tax

OneWorld uses the following hierarchy for accruing Sales Tax:
Ship To

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GeoCode assigned to the Customer Master record for

the Address Number on the Order Detail Line.
If no GeoCode is assigned to the Customer Master
record, the system returns an error.

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Ship From

Order Acceptance

GeoCode assigned to the Branch/Plant on the Order

Detail Line. If no GeoCode is assigned to the
Business Unit, then:
GeoCode assigned to the Customer Master record for
the Address Number of the Branch/Plant on the
Order Detail Line. If no Address Number is assigned
to Branch/Plant, or if no GeoCode is assigned to the
Customer Master record, then:
GeoCode assigned to the Customer Master record for
the Address Number of the Company of the
Branch/Plant on the Order Detail Line.
If no Address Number is assigned to the Company, or
if no GeoCode is assigned to the Customer Master
record, the system returns an error.
GeoCode assigned to the Branch/Plant on the Order
Header. If no GeoCode is assigned to the Business
Unit, then:
GeoCode assigned to the Customer Master record for
the Address Number of the Branch/Plant on the
Order Header. If no Address Number is assigned to
Branch/Plant, or if no GeoCode is assigned to the
Customer Master record, then:
GeoCode assigned to the Customer Master record for
the Address Number of the Company of the
Branch/Plant on the Order Header.
If no Address Number is assigned to the Company, or
if no GeoCode is assigned to the Customer Master
record, the system returns an error.

Procurement - Use Tax

OneWorld uses the following hierarchy for accruing Use Tax:
Ship To

G32

GeoCode assigned to the Branch/Plant on the Order

Detail Line. If no GeoCode is assigned to the
Business Unit, then:
GeoCode assigned to the Supplier Master record for
the Address Number of the Branch/Plant on the
Order Detail Line. If no Address Number is assigned
to Branch/Plant, or if no GeoCode is assigned to the
Supplier Master record, then:
GeoCode assigned to the Supplier Master record for
the Address Number of the Company of the
Branch/Plant on the Order Detail Line.
If no Address Number is assigned to the Company, or
if no GeoCode is assigned to the Supplier Master
record, the system returns an error.

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Assigning GeoCodes to Address Book Records

Ship From

Order Acceptance

GeoCode assigned to the Supplier Master record for

Same as Ship To hierarchy.

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Assigning GeoCodes to Address Book Records

CSMS - Call Sales Tax

OneWorld uses the following hierarchy for accruing Call Sales Tax:
Ship To

Ship From

Order Acceptance

GeoCode assigned to the Customer Master record of

the Site Address Number on the Call.
If no GeoCode is assigned to the Customer Master
record, the system returns an error.
GeoCode assigned to the Responsible Business Unit
on the Call. If no GeoCode is assigned to the
Responsible Business Unit, then:
GeoCode assigned to the Supplier Master record for
the Address Number of the Responsible Business Unit
on the Call.
If no Address Number is assigned to Responsible
Business Unit, or if no GeoCode is assigned to the
Supplier Master record, the system returns an error.

Same as Ship From hierarchy.

Contract/Service Billing - Sales Tax

OneWorld uses the following hierarchy for accruing Sales Tax:
Ship To

GeoCode assigned to the Customer Master record of

the Address Number on the Workfile Transaction.

Ship From

GeoCode assigned to the Business Unit of the

Workfile Transaction. If no GeoCode is assigned to
the Business Unit, then:
GeoCode assigned to the Customer Master record for
the Address Number of the Business Unit on the
Workfile Transaction. If no GeoCode is assigned to
this Customer Master record or no Address Number is
assigned to the Business Unit then:
GeoCode assigned to the Customer Master record for
the Address Number assigned to the Company of the
Business Unit on the invoice.
If no GeoCode is assigned to the Business Unit or
Customer Master, the system returns an error.

Order Acceptance

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After you assign GeoCodes to address book records, you might need to
override a GeoCode on an invoice, voucher, sales order, purchase order, service
order, contract, or call.
Complete the following tasks:
- Overriding GeoCodes on an invoice
- Overriding GeoCodes on a voucher
- Overriding GeoCodes on a sales order
- Overriding GeoCodes on a purchase order
- Overriding GeoCodes on a service contract
- Overriding GeoCodes on a service order
- Overriding GeoCodes on a call
- Overriding GeoCodes on contract billing
- Overriding GeoCodes on service billing
When you enter a sales or purchase order, invoice, service order quote,
voucher, or call, you can inquire on the order and review product information
as well as calculated taxes. The system retrieves the tax information from the
Tax Rate/Area field in the J.D. Edwards master and transaction tables, which are
used to store the assigned GeoCode or J.D. Edwards tax code.
The Tax Decision Maker interfaces with the following programs in the J.D.
Edwards systems:
Accounts Payable

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Supplier Master
MultiCompany Voucher Entry (P041016)
MultiVoucher Entry (P041017)
Standard Voucher Entry (P0411)
Speed Voucher Entry (P0411SV)

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Procurement

Purchase Order Entry (P4310)

Purchase Order Workbench (P43101)
Voucher Match (P4314)
Order Revision History (43205)
Release Open Quotes (P43360)

Accounts Receivable

Customer Master (P03013)

Standard Invoice Entry (P03B11)
Speed Invoice Entry (P03B11SI)
Speed Status Change (P03B114)

Sales Order
Management

Sales Order Entry (P4210)

Online Invoice Inquiry (P42230)

Customer Service
Management System
(CSMS)

Contract Revisions (P1721)

Service Order Entry (P17714)
Service Order Quote (R17711)
Online Service Order Quote (P17717)
Call Entry (P17501)

Contract Billing

Contract Billing Line Details (P5202)

Work Order Entry (P48201)
Job Cost Master Revisions (P510006)
Revise Single Business Unit (P0006)

Service Billing

Tax Derivation Table (P48127)

Work Order Entry (P48201)
Job Cost Master Revisions (P510006)
Revise Single Business Unit (P0006)

When a J.D. Edwards program calls the Tax Decision Maker, the Tax Decision
Maker Engine determines the following information:

Whether the transaction is interstate or intrastate

The transaction's taxing jurisdiction

The appropriate tax rate

The maximum tax base

Excess amounts, if applicable

The Tax Decision Maker then:

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Retrieves the appropriate tax rate

Calculates tax amounts

Returns the amount to the calling program

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Note: In CSMS, the system does not calculate taxes until you run Service
Contract Workfile Generation (R1732) or Service Order Workfile Generation
(R1775) in final mode. However, the system does calculate taxes when you
create a service order quote or enter a call.

See Also

Reviewing and Approving Vouchers in the Accounts Payable Guide for

more information about reviewing voucher information

Working with Invoices in the Accounts Receivable Guide for more

information about invoice information

Managing Service Contracts, Working with Service Orders, and Working

With Calls in the Customer Service Management System Guide

Reviewing Sales Order Information in the Sales Order Management Guide

for more information about reviewing sales orders

Working with Purchase Order Information in the Procurement Guide for

more information about reviewing purchase orders

Overriding GeoCodes on an Invoice

After you assign GeoCodes to your customers, the system uses the GeoCode to
supply default tax information when you enter an invoice. If you want to
override the tax information supplied by the system, you can do so when you
enter the invoice.
The system makes accounting entries for sales taxes when you post the invoice
based on the AAI item RT _ _ _ _ , which points to the sales tax account.
Note: You can also override tax information during Speed Invoice Entry and
MultiInvoice Entry.
To override a GeoCode on an invoice
From Customer and Invoice Entry (G03B11), choose Standard Invoice Entry.
1. On Work with Customer Ledger Inquiry, click Add.
2. On Standard Invoice Entry, follow the steps to enter an invoice with
taxes.
See Entering an Invoice with Taxes (P03105) in the Accounts Receivable
Guide.
3. Complete the following fields to override tax information:

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Tax Amount (optional)

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Quantum for Sales and Use Tax

Tax Area

Tax Expl (Explanation) Code (optional)

Field

Explanation

Tax Expl Code 1

A user defined code (00/EX) that controls how a tax is

Amount - Taxable

The amount on which taxes are assessed.

Overriding GeoCodes on a Voucher

After you assign GeoCodes to your suppliers, the system uses the GeoCode to
supply default tax information when you enter a voucher. If you want to
override the tax information supplied by the system, you can do so when you
enter the voucher.
The system makes accounting entries for use taxes when you post the voucher.
AAI item PT_ _ _ _ (no G/L offset) points to the use tax account.
Note: You can also override tax information during MultiCompany Voucher
entry, MultiVoucher Entry, and Speed Voucher Entry.
To override a GeoCode on a voucher
From Supplier and Voucher Entry (G0411), choose Standard Voucher Entry.
1. On Supplier Ledger Inquiry, click Add.
2. On Enter Voucher Payment Information, follow the steps to enter basic
information for a standard voucher.
See Entering Standard Vouchers in the Accounts Payable Guide.
3. Complete the following fields to override tax information:

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Tax Ex (Explanation) Code (optional)

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Tax Rate/Area

Tax Amount (optional)

Taxable Amount

Field

Explanation

Tax Explanation 2

A user defined code (00/EX) that controls how a tax is

assessed and distributed to the general ledger revenue
and expense accounts. You assign this code to a
customer or supplier to set up a default code for their
transactions.
Do not confuse this with the taxable, nontaxable code. A
single invoice can have both taxable and nontaxable
items. The entire invoice, however, must have one tax
explanation code.

Amount - Taxable

The amount on which taxes are assessed.

Overriding GeoCodes on a Sales Order

When you enter a sales order, you can inquire on the order and review product
information as well as calculated taxes. The system retrieves the tax information
for the order from the Tax Rate/Area field in the J.D. Edwards master and
transaction tables that are used to store the assigned GeoCode or J.D. Edwards
tax code.
You can enter tax information that is specific to a detail line. This information
determines whether taxes apply to the items or services on the detail line and
how the system calculates the taxes.
To override GeoCodes on a sales order
From the Sales Order Processing menu (G4211), choose Sales Orders Detail.
1. On Customer Service Inquiry, click Add.
2. On Sales Order Detail Detail Revisions, complete the steps to enter an
order.
To enter sales orders, see Working with Detail Information in the Sales
Order Management Guide.

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3. On Sales Order Detail Revisions, chose the order detail line and choose
SOE - Additional from the Row menu.

4. Click the Additional Info 2 tab and complete the following fields to
override tax information:

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Tax Expl Code

Tax Rate/Area

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Overriding GeoCodes on a Purchase Order

When you enter a purchase order, you can inquire on the order and review
product information as well as calculated taxes. The system retrieves the tax
information for the order from the Tax Rate/Area field in the J.D. Edwards
master and transaction tables that are used to store the assigned GeoCode or
J.D. Edwards tax code.
You can enter tax information that is specific to a detail line. This information
determines whether taxes apply to the items or services on the detail line and
how the system calculates the taxes.
Note: You can review and change tax information on the Purchase Order
Workbench and Voucher Match.
To override GeoCodes on a purchase order
From the Purchase Order Processing (G43A11), choose Enter Purchase Orders.
1. On Work With Order Headers, click Add.
2. On Order Headers, complete the steps to enter an order and click OK.
See Entering Purchase Order Detail Information in the Procurement
Guide.

3. On Order Detail, select the Order Detail tab and choose Tax/Terms from
the Row menu.

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4. On Order Detail - Page 1, complete the following fields to override tax

information:

Expl (Explanation) Code

Tax Rate/Area

Overriding GeoCodes on a Service Contract

When you enter a service contract, you are accessing the starting point of the
contract programs. When you enter service contracts, you can review and
override detail information about the contract such as customer entitlements,
service packages, item numbers, and billing information, as necessary.
You can override tax information on a contract when you create a contract
using direct entry.
Note: In CSMS, the system does not calculate taxes until you run Service
Contract Workfile Generation (R1732) in final mode.
To override GeoCodes on a service contract
From the Daily Service Contract Processing menu (G1714), choose Service
Contract Detail.
1. On Work with Contracts, click Add.

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2. On Contract Revisions, complete the steps to enter a service contract,

See Entering Service Contracts in the Customer Service Management
System Guide.
3. Then, complete the following fields to override tax information:

Tax Explanation Code

Tax Rate/Area

Overriding GeoCodes on a Service Order

You can override tax information when you enter or modify a service order.
You must enter a service order under the following circumstances:

You need to bill for the parts required to fix a piece of equipment.

You need to send a technician to the site to repair the problem.

You use a service provider to resolve the problem and you need to create
a voucher for payment.

You can retrieve numerous default values from a parent service order. For
example, you can use values from a parent service order to retrieve the
following information:

Service type

Start date

Planned completion date

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Note: In CSMS, the system calculates taxes when you create a service order
quote. The system does not calculate final taxes until you run CSMS Service
Order Workfile Generation (R1775) in final mode.
To override a GeoCode on a service order
From the Daily Service Order Processing menu (G1712), choose Service Order
Entry.
1. On Work with Service Orders, click Add.

2. On Service Work Order Revisions, complete the steps to enter a service

work order and click the Accounting tab.
To enter a service order, see Working with Service Order Entry in the
Customer Service Management System Guide.
3. Complete the following fields to override tax information:

Tax Explanation Code

Tax Rate/Area

Overriding GeoCodes on a Call

When you receive a call from a customer, you enter, store and track a
customer's question or problem. Depending on the issue, you might need to
override tax information.

G46

OneWorld Xe (9/00)

Working with Quantum Taxes

You can override this tax information at the time you directly enter the call.
Note: To calculate taxes on a call, you must turn on the Customer Call MBF
Processing Options (P1700140).
To override a GeoCode on a call
From the Daily Call Processing Menu (G1713), choose Call Entry.
1. On Work with Calls, click Add.

2. On Customer Call Entry, complete the steps to enter a call.

See Entering Calls in the Customer Service Management System Guide.
3. Choose Billing Information from the Form menu.

OneWorld Xe (9/00)

G47

Quantum for Sales and Use Tax

4. On Billing Information, click the Pricing Info tab.

5. Complete the following fields to override tax information:

Tax Expl (Explanation) Code

Tax Rate/Area

Overriding GeoCodes on Contract Billing

When you bill your customers, you might need to override or set up tax
information to meet specific tax requirements associated with the work you
perform for your customer. The Contract Billing system provides you with a
hierarchy for entering tax information, depending on the contract. The system
allows you to override information in the Customer Master and apply taxes at a
line, work order, or business unit level.
To override tax information, the system uses the following tables, in the order
listed, to search for and calculate tax information:

Contract Billing Line Detail (F5202)

Work Order Master File (F4801)

Business Unit Master (F0006)

Depending on how you need to record taxable information for billing purposes,
perform one of the following tasks to override GeoCodes for contract billing:

G48

Overriding a GeoCode using a contract billing line

Overriding a GeoCode using a work order

OneWorld Xe (9/00)

Working with Quantum Taxes

Overriding a GeoCode using a business unit

To override a GeoCode using a contract billing line

From the Daily Processing menu (G5210), choose Contract Billing Line Details.
1. On Contract Billing Line Details, click Add.

2. On Contract Billing Line Detail Revisions, click the General tab and
complete the following fields to override tax information:

Tx Ex (Explanation) Code

Tax Rate
To override a GeoCode using a work order

From the Work Order Processing menu (G4811), choose Work Order Entry.
1. On Work With Work Orders, click Add.

OneWorld Xe (9/00)

G49

Quantum for Sales and Use Tax

2. On Enter Work Orders, click the General tab, and complete the following
fields to override tax information:

Tax Expl (Explanation) Code

Tax Rate/Area

To override a GeoCode using a job

From the Job Budget Setup menu (G5111), choose Job Cost Master Revisions.
1. On Work with Job Master, click Add.

G50

OneWorld Xe (9/00)

Working with Quantum Taxes

2. On Job Master Revisions, complete the following fields:

Level of Detail

Type Business Unit

Project

Company

Job Site Address

Contract Type

Description

3. Choose Job Dates/Others from the Form menu.

OneWorld Xe (9/00)

G51

Quantum for Sales and Use Tax

4. On Job Dates & Other Information, complete the following fields to

override tax information:

Tax Expl (Explanation) Code

Tax Rate/Area

Overriding GeoCodes on Service Billing

When you bill your customers, you might need to override or set up tax
information to meet specific tax requirements associated with the service you
perform for your customer. The Service Billing system provides you with a
hierarchy for entering tax information, depending on the service. The system
allows you to override information in the Customer Master and apply taxes
using the Tax Derivation Information table (F48127) a work order, or a business
unit.
To override tax information, the system uses the following tables, in the order
listed, to search for and calculate tax information:

Tax Derivation Information (F48127)

Work Order Master File (F4801)

Business Unit Master (F0006)

Depending on how you need to record taxable information for billing purposes,
perform one of the following tasks to override GeoCodes for Service Billing:

G52

Overriding a GeoCode using the Tax Derivation Information table

(F48127)

OneWorld Xe (9/00)

Working with Quantum Taxes

Overriding a GeoCode using a work order

Overriding a GeoCode using a business unit

To override a GeoCode using a tax derivation

From the Table Information menu (G48S41), choose Tax Derivation Table.
1. On Work with Tax Derivation Table, click Add.

2. On Tax Derivation Revisions, complete the following fields to override

tax information:

Tax Rate/Area

Tax Expl (Explanation) Code

To override a GeoCode using a work order

From the Work Order Processing menu (G4811), choose Work Order Entry.
1. On Work With Work Orders, click Add.

OneWorld Xe (9/00)

G53

Quantum for Sales and Use Tax

2. On Enter Work Orders, click the General tab, and complete the following
fields to override tax information:

Tax Expl (Explanation) Code

Tax Rate/Area
To override a GeoCode using a job

From the Job Budget Setup menu (G5111), choose Job Cost Master Revisions.
1. On Work with Job Master, click Add.

G54

OneWorld Xe (9/00)

Working with Quantum Taxes

2. On Job Master Revisions, complete the following fields to override tax

information:

Level of Detail

Type Business Unit

Project

Company

Job Site Address

Contract Type

Description

3. Choose Job Dates/Others from the Form menu.

OneWorld Xe (9/00)

G55

Quantum for Sales and Use Tax

4. On Job Dates & Other Information, complete the following fields to

override tax information:

G56

Tax Expl (Explanation) Code

Tax Rate/Area

OneWorld Xe (9/00)

Processing Quantum Tax Information

During transaction processing, you can choose to print tax information when
you print documents for your customers. When you post accounts payable and
accounts receivable information to the general ledger, the system posts
Quantum tax information to the Quantum Tax Register and J.D. Edwards tax
information to the J.D. Edwards tax table (F00018). You can specify the G/L
accounts to which the system posts the taxes.
Complete the following tasks:
- Printing tax information
- Posting tax information

Printing Tax Information

You can print calculated taxes when you print a contract, sales order, purchase
order, invoice, or voucher in the following J.D. Edwards programs:
Accounts Payable

Print Voucher Journal (R04305)

Procurement

Print Purchase Orders (R43500)

Print Order Detail (R4401P)

Accounts Receivable

Invoice Print (R03B505)

Sales Order
Management

Print Invoice (R42565)

Open Orders by Item Report (R42632)
Open Orders by Customer Report (R42620)
Held Orders Report (R42640)

CSMS

Service Order Quote (R17711)

Invoice Print (R48504)

Contract/Service Billing

Invoice Print (R48504)

OneWorld Xe (9/00)

G57

Quantum for Sales and Use Tax

Posting Tax Information

In the standard J.D. Edwards tax processing system, the system calculates any
taxes that have not been previously calculated and posts financial record
information to the J.D. Edwards tax table (F0018).
In the Quantum for Sales and Use Tax system, the system taxes based on the
GeoCode and records the pertinent information in the Quantum Tax Register.
OneWorld writes to the Quantum Tax Register at various times, depending on
what program application is calculating taxes. Three different OneWorld
product suites can create records in the Quantum Tax Register. They are the
Financial, Distribution, and CSMS product suite applications.

Financial Processes
When OneWorld financial applications like the Accounts Receivable and
Accounts Payable systems create financial records, the General Ledger Post
Report program (R09801) writes A/R and A/P information to the Quantum Tax
Register.

Distribution Processes
When financial records are created in a distribution application such as Sales
Order Management or Procurement, those applications write the records to the
Quantum Tax Register. OneWorld financial programs ignore these records and
do not write to the Quantum Tax Register.
For example, when the Sales Update program (R42800) creates A/R records, the
General Ledger Post Report program (R09801) ignores these A/R records and
does not write to the Quantum Tax Register. When the Voucher Match program
(P4314) creates A/P records, it also writes to the Quantum Tax Register. The
General Ledger Post Report program (R09801) ignores the Voucher Match
records.

CSMS Processes
With CSMS, the Service Billing system writes the tax information to the
Quantum Tax Register. Again the A/R and A/P Post program ignores the CSMS
tax records.

Contract and Service Billing Processes

If the financial records are created in the Contract or Service Billing systems, the
system writes the tax information to the Quantum Tax Register when you create
records in the Customer Ledger (F03B11) and Account Ledger (F0911) tables.
This occurs at Billing Invoice A/R Journal Generation (R48199). Unlike tax

G58

OneWorld Xe (9/00)

Processing Quantum Tax Information

processing in the J.D. Edwards system, the system does not write the tax
information when you post the resulting batches.

See Also

Voucher Processing in the Procurement Guide

Updating Sales Information in the Sales Order Management Guide

Billing Contracts in the Customer Service Management Guide

Posting Journal Entries in the General Accounting Guide

Posting Vouchers in the Accounts Payable Guide

Posting Invoices in the Accounts Receivable Guide

Setting Up Automatic Accounting Instructions for Quantum

OneWorld Xe (9/00)

G59

Quantum for Sales and Use Tax

G60

OneWorld Xe (9/00)

Index

General Accounting

2862

OneWorld Xe (09/00)

empty batch header records, 15-11

fiscal date patterns, 2-7
information, 28-1
journal entries, 10-31, 10-43
model journal entries, 11-14
prior consolidation, 21-19
prior highvolume consolidations, 21-22
supplemental code entries, 5-18
unposted journal entries, 10-31
Deleting accounts, 6-22
DenominatedIn currency, B-2
Denominatedin currency, 9-5
Detail method, intercompany settlements,
7-1, 7-19
Detailed currency journal, posting, 24-29
Detailed Currency Restatement, processing
options, 24-19
Detailed currency restatement, 9-6, 24-9
as if" reposting, 24-51
ALT9 field processing, 24-15
approving for post, 24-26
calculating and posting as if" currency,
24-52
calculations, 24-17
Currency Update field, 24-15
defining exchange rates for reposting,
24-52
error messages, 24-18
exchange rates, 9-67
ledger type rules, 8-13
override rate, 11-7
overview, 24-9
posting, 24-16
required steps, 24-15
reviewing, 24-16, 24-23
revising, 24-16
setting up, 9-57
setting up AAIs, 9-65
setting up companies, 9-60
setting up constants, 9-58
setting up currency codes, 9-62
setting up ledger types, 9-63
Detailed Currency Restatement Report,
24-18
Detailed Currency Review, processing
options, 24-27
Dialog boxes. See Forms
Discrepancies, batch header records, 16-3
Disk space, 28-7

OneWorld Xe (09/00)

Displaying, business unit supplemental

data, 5-23
Displays. See Forms
Document
numbering, 8-49
types, 8-46
types, all, A-2
Document type, posting to a prior year, 2-8
Domestic currency
assigning, 9-15
guidelines for batch transactions, D-6
ledgers, 24-2
updating codes, 9-25
Downloading master tables, 12-6
Duplicating account number segments,
10-27
Dynamic account creation, 6-53

E
Effective Address Update (R01840), G-23
Electronic funds transfers, 18-1
Electronic messages, posting, 10-55
Elements of an AAI form, 8-20
Elimination rules, multisite consolidations,
22-24
Employee Work Center, posting messages,
10-55
Encumbrances, 14-34
Enter Purchase Orders (P4310), G-43
Entering
journal entries, 10-20
supplemental data, 5-17
supplemental data codes, 5-18
Entering annual budget amounts, 14-16
Entering bank statement information, 18-13
Entering bank statements, 18-9
Entering basic journal entries, 10-20
Entering coded entries, 5-18
Entering detail information, 18-19
Entering detailed budget amounts, 14-31
Entering journal entries based on models,
11-15
Entering journal entries in the debit and
credit format, 11-17
Entering journal entries with VAT, 11-19
Entering journalized budgets, 14-38
Entering percent journal entries, 11-5

General Accounting
Entering reversing journal entries, 11-3
Entering statement detail
detail for automatic receipts, 18-22
detail for clear draft payments, 18-28
detail for clear payments, 18-29
detail for clear receipts, 18-26
detail for journal entries, 18-20
detail for manual payments with voucher
match, 18-31
detail for manual payments without
voucher match, 18-32
detail for manual receipts, 18-25
VAT detail for journal entries, 18-21
EnterpriseWide Profitability Solution
system, batch input setup requirement,
D-20
Error messages
detailed currency restatement, 24-18
fiscal date patterns, 2-8
posting, 10-55
Exception reports, integrity tests, 15-2
Exchange rates, 9-27, 11-7
calculating currency crossrate
relationships, 9-36
contractual, 9-34
creating currency crossrate relationships,
9-33
defining for reposting, 24-52
for currency restatement, 9-67, 9-71,
24-18
historical, 9-69
overriding, 9-67
purpose, 9-27
set up, 9-28
set up for no inverse/triangulation, 9-39
types, 24-34
updating, 9-31
External systems
data exchange through interoperability,
F-1
sending transactions to, F-15

F
F0911 Interoperability Processing Option,
processing options, F-16
FASB (Financial Accounting Standards
Board), foreign currency standards, 24-6

Features, general accounting, 1-13

Files. See Tables
Final mode
batch journal entries, 12-27
reconciling bank statements, 18-43
Financial, reporting date, 52 period
accounting, 27-5
Financial reports, 20-1
See also Reports
automatic accounting instructions, 8-24
Balance Sheet, 20-6
Consolidated Balance Sheet, 20-13
Consolidated Income Statement, 20-11
features, 20-1
Income Statement, 20-3
Monthly Spreadsheet, 20-17
overview, 20-1
profit and loss statement, 20-3
restating currency for, 24-31
Variance Analysis, 20-21
Financial restatement, 24-1
See also Currency; Currency restatement;
Detailed currency restatement;
Multi-currency
Financial statements, automatic accounting
instructions, 8-27
Fiscal date patterns, 2-1, 27-3
changing, 2-7
deleting, 2-7
effect on transactions, 2-8
error messages, 2-8
setting up, 2-7
setup guidelines, 2-2
Fiscal year, 28-7
Fiscal year close, 25-13
Flat file, 14-45
Flat File CrossReference form, F-13
Flat files
converting to interoperability, F-5
cross-reference for interoperability, F-12
record types for cross-reference
information, F-5
Flexible format accounting, 6-9
Flexible format chart of accounts, not with
AAI speed codes, 8-29
Forecasting G/L cash flow, 20-25
Foreign currency
guidelines for batch transactions, D-6
journal entries, 11-7
ledgers, 24-2

OneWorld Xe (09/00)

Options form, 18-37

bank account reconciliation, 17-14
Organization
See also Company
setup, 2-1
Organization report structures
creating, 3-3
reviewing, 3-7
revising, 3-4, 3-5, 3-8, 3-9
Organization revisions, overview, 26-1
Organization setup, overview, 2-1
Organizational structure consolidation, 21-6
Organizational structures, 4-7
category codes, 4-1
creating, 22-7
dateeffective, 4-1
defining, 4-7, 22-8
example, 4-2
graphical interface, 4-9
hierarchy, 4-1
overview, 4-1
reviewing, 4-9, 22-8
revising, 4-11, 22-9
tree format, 4-9
Organizational Structures Revisions,
processing options, 3-11
OriginatedIn currency, B-2
Originatedin currency, 9-5
Originating company number, 15-29
Outbound transactions, interoperability
overview, F-1
Outofbalance, 19-5
accepting journal entries, 10-26
correcting journal entries, 10-25
locating conditions, 15-20, 15-29
posting, 15-17
Outofbalance batches, correcting, 15-11
Overriding GeoCodes on a contract, G-44
Overriding GeoCodes on a purchase order,
G-43
Overriding GeoCodes on a sales order,
G-41
Overriding GeoCodes on a service order,
G-45
Overriding GeoCodes on a voucher, G-40
Overriding GeoCodes on an invoice, G-39
Overview, general accounting, 1-11

General Accounting

P
PACO (post after cutoff), 2-8, 25-1, 25-5
Pattern codes for budgeting
assigning, 14-10
seasonal, 14-5
Payments
clearing, 18-41
reconciling voided payments, 17-5
PBCO (post before cutoff), 2-8, 25-1, 25-5
PC Budget Upload Field Definition,
processing options, 14-52
PC Budget Upload/Conversion, processing
options, 14-53
PC Journal Entry Upload Field Definition,
processing options, 12-43
Percentage, journal entries with, 11-5
Period to date totals, 20-17
Periodend processing, 15-11, 25-1
AAI items, 25-3
Populating the Journal Entry Transactions
Batch table, F-21
Post Budget Entries program, 14-39
Post Detail Error report, 10-55
Posting
as if" currency restatement, 24-52
about the post process, 10-7
automated data selection, 10-47
balances by currency, 9-7
creating transactions, 10-8
detailed currency journal, 24-29
detailed currency restatement, 24-16
differences between OneWorld and
World, 10-11
edit codes for accounts, 6-5, 6-30
fiscal date patterns, 2-2
general journal, 10-4
initiating other programs, 10-9
invalid account numbers, 10-33
journal entries, 10-4, 10-47
journalized budget, 14-39
manual data selection, 10-47
messages, 10-55
method to use, 10-47
outofbalance, 16-9
overview, 10-7
preventing, 10-44, 24-26
selecting data, 10-7
setting up posting to prior periods, 8-8

starting from General Journal Review,

10-47
starting from menu, 10-47
status, 24-26
transactions, 10-8
updating the batch status, 10-8
updating the posted code, 10-8
validating information and error
processing, 10-7
verifying journal entry post, 10-54
Posting allocations, 13-51
Posting automatic receipts, 18-49
Posting bank statement transactions, 18-49
Posting general journal batches, 18-50
Posting journal entries, 10-47, 12-14
Posting journalized budgets, 14-39
Posting manual payments, 18-50
Posting manual receipts, 18-51
Posting tax information, G-58
Posting the detailed currency journal, 24-29
Preparing batch journal entries, 12-3
Printing
a 52 period income statement, 27-11
account structures, 22-18
chart of accounts, 6-28
unposted batches, 15-5
Printing business unit supplemental data,
5-27
Printing consolidated balance sheets, 20-13
Printing consolidated income statements,
20-12
Printing debit/credit trial balance by
category code, 19-11
Printing general journal by account, 10-64
Printing general journal by batch, 10-64
Printing general journals, 10-63
processing time, 10-63
Printing general ledger by business unit,
19-14
Printing general ledger by category code,
19-26
Printing general ledger by object account,
19-21
Printing general ledger reports, 19-13
Printing general ledger with subledger
totals, 19-24
Printing monthly spreadsheets, 20-17
Printing simple balance sheet, 20-6
Printing simple financial reports, 20-3
Printing simple income statement, 20-3

R
Rates, exchange, 9-67
Rearranging account structure components,
22-15
Rearranging organization report structure
components, 3-8
Recalculating the fiscal year and period,
26-26
Receipts
clearing, 18-41
reconciling voided receipts, 17-7
Reconcilable ranges, automatic accounting
instructions, 8-31
Reconciliation codes, 8-47
Reconciliation report, 17-23
Reconciling
accounts, 17-1
accounts with zero balance, 17-5, 17-7
bank tapes, 17-19
changing transactions to unreconciled,
17-15
manually marking transactions, 17-13
matching the bank tape, 17-21
refreshing the worktable, 17-9
using manual method, 17-13
verifying bank tape, 17-23
voided payments, 17-5
voided receipts, 17-7
Reconciling bank statements, 18-13, 18-43
amounts not equal, 18-45
Cleared Not Issued report, 18-45
externally reconciled transactions, F-21
manually, 18-53
proof and final modes, 18-43
reviewing the Cleared Before Issued
report, 18-45
unreconciled items, 18-46
Reconciling voided payments, 17-5
Reconciling voided receipts, 17-7
Record type user defined code list (00/RD),
F-5
Record types, flat file cross-reference
information, F-5
Recurring journal entries, 13-2, 13-9
calculating, 13-16
G/L distribution, 13-12
reviewing, 13-14

Recurring Journal Entries Compute and

Print program, 13-16
Recurring Journal Entry, processing options,
13-14
Recurring Journal Entry Compute & Print,
processing options, 13-17
Reformatting the bank tape, 17-19
Refresh Consolidation, processing options,
21-25
Refresh Reconciliation File, processing
options, 17-11, 18-42
Refresh Reconciliations File program, 17-9
Reporting structures, 4-1
Reports
As If" Repost Report, 24-53
Account Balance without Account Master,
15-31
Account Master without Business Unit
Master, 15-30
Account Structure Build, 22-12
Amounts Not Equal, 17-23
Annual Close, 25-14
Balance Sheet, 20-6
Bank Reconciliation, 18-44
bank tape reconciliation, 17-23
Batches Posted out of Balance report,
15-13
Budget Worksheet, 14-23
Business Units/Accounts Monthly
Comparison, 22-33
Cleared Before Issued, 17-23
Cleared Not Issued, 17-23
Companies in Balance, 15-19
Company by Batch OutofBalance, 15-17
Consolidated Balance Sheet, 20-13
Consolidated Income Statement, 20-11
Create Bank Statement Batches Proof,
18-44, 18-45, 18-46
Create Bank Statement Batches - Proof,
18-44
Currency Restatement Report, 24-45
Data by Business Unit, 5-28
Data by Data Type, 5-28
Debit/Credit Trial Balance by Category
Code, 19-11
Detailed Currency Restatement Report,
24-18
financial, 20-1
G/L Budget Checking, 14-33
General Journal by Account, 10-64

OneWorld Xe (09/00)

Index

General Journal by Batch, 10-64

General Ledger by Business Unit, 19-14
General Ledger by Category Code, 19-26
General Ledger by Object Account, 19-21
General Ledger Post, 10-55
General Ledger with Subledger Totals,
19-24
Global Update of Category Codes, 26-16
government, 19-4
Income Statement, 20-3
Indexed Computations Journal, 13-32
Intercompany OutofBalance, 15-26
Monthly Spreadsheet, 20-17
MultiSite Consolidated Balance Sheet,
22-35
MultiSite Consolidated Income
Statement, 22-36
multisite consolidations, 22-31
Object/Subsidiary Control File, 22-7
Object/Subsidiary Value Control, 22-32
Post Detail Error, 10-55
Prior Period Balance Integrity, 22-31
Reconciliation report, 17-23
Repost of Transactions to Account
Balances, 26-20, 26-21
Simple Income Statement, 20-3
source of information, 19-1
statutory, 19-4
Transaction Journal, 19-29
Transaction without Account Master,
15-32
Trial Balance by Business Unit, 19-6
Trial Balance by Object Account, 19-10
UDC Control File, 22-6
UDC Value Control, 22-32
Unposted Batches, 15-5
Unposted General Journal, 10-63
Variable Allocation Journal, 13-49
Variance Analysis, 20-21
Repost 52 period accounting, 27-9
Repost Account Ledger, processing options,
26-24
Repost Account Ledger program, 28-4
Repost of Transactions to Account Balances
report, 26-20, 26-21
Reposting the account ledger, 26-19
Restate account balance, 26-19
Restatement rates
See also Exchange rates
entering, 9-71

OneWorld Xe (09/00)

Restating amounts
See also Currency restatement; Detailed
currency restatement
calculating balances, 24-45
exchange rates, 9-71
using another currency, 24-1
Retained earnings, automatic accounting
instructions, 8-26
Revaluation AAIs, 9-21
Reversing
indexed allocation, 13-19
journal entries, 11-3
Reversing journal entries, G/L dates for
voids, 10-61
Review DateEffective Business Unit Master
(P0006S1), 4-16
Reviewing
AAIs, 8-34, 8-37
account structures, 22-14
allocations, 13-51
Amounts Not Equal report, 18-45
Bank Reconciliation report, 18-44
batch control records, 16-3
batch journal entries, 12-21
budget comparisons, 14-29
budget worksheets, 14-22
budgets, 14-4
business unit supplemental data, 5-23
chart of accounts, 6-27
Cleared Before Issued report, 18-45
Cleared Not Issued report, 18-45
consolidations, online, 21-14
detailed currency restatement, 24-16
detailed currency transactions, 24-23
highvolume consolidations, 21-26
indexed allocations, 13-30
journal entries, 10-39
journal entry batch list, 10-39
journal entry detail, 10-39
journalized budgets, 14-38
multicurrency journal entries, 10-44
multisite batch journal entries, 22-53
organization report structures, 3-7
organizational structures, 4-9, 22-8
posted batches, 10-42
Proof report, 18-44
recurring journal entries, 13-14
standard next numbers, 8-50
Unreconciled Items report, 18-46
variable numerator allocations, 13-47

General Accounting
Reviewing a list of journal entry batches,
10-39
Reviewing account balances by G/L period,
19-65
Reviewing account balances by subledger,
19-68
Reviewing account ledgers, 19-49
by category code, 19-59
by object account, 19-56
in an as if" currency, 19-63
Reviewing and approving detailed currency
transactions, 24-23
Reviewing and approving journal entries,
10-39
Reviewing and approving journalized
budgets, 14-38
Reviewing and posting allocations, 13-51
Reviewing and revising journal entries,
12-44
Reviewing and revising journal entry detail,
10-39
Reviewing and revising the budget data,
12-44, 14-58
Reviewing bank statements, 18-36, 18-38
Reviewing batch journal entries, 12-21
Reviewing budget comparisons online,
14-29
Reviewing budget worksheets, 14-22
Reviewing calculations, 24-42
Reviewing highvolume consolidations,
21-26
Reviewing indexed allocations, 13-30
Reviewing journal entries, 10-39
Reviewing record types, F-5
Reviewing the Bank Reconciliation report,
18-44
Reviewing the processing log, F-17
Reviewing trial balances and ledger
comparisons, 19-32
Reviewing trial balances by company, 19-42
Reviewing trial balances by object account,
19-38
Reviewing trial balances by subledger,
19-44
Reviewing your chart of accounts, 6-27
Revise Single Business Unit (P0006), G-25
Revising
See also Changing; Deleting; Voiding
AAIs, 8-34, 8-37

account structure detail information,

22-16
account structures, 22-15
bank statements, 18-36
bank statements transactions, 18-39
batch header records, 16-3, 16-7
batch journal entries, 12-23
batches to post outofbalance, 16-9
detailed currency restatement, 24-16
inbound multisite consolidations, 22-45
journal entry detail, 10-39
multisite batch journal entries, 22-53
organization report structures, 3-8
organizational structures, 4-11, 22-9
posted journal entries, 10-57
unposted journal entries, 10-29
Revising a batch header, 16-7
Revising a posted journal entry, 10-58
Revising a single account, 6-15
Revising accounts, 6-15
Revising and voiding posted journal entries,
10-57
Revising batch journal entries, 12-23
Revising business units, 2-26
Revising old business unit information,
26-12
Revising unposted journal entries, 10-29
Rolling period summarization, 28-3
Running control file reports, multisite
consolidations, 22-6
Running integrity reports, 26-12
multisite consolidations, 22-31
Running the repost, 26-24

S
Sales Order Detail (P4210), G-41
Screens. See Forms
Sending
consolidated balances, 22-37
consolidated balances to the target
company, 22-40
Sending transactions from OneWorld, F-15
Service Contract Detail (P1720), G-44
Service Order Entry (P48201), G-46
Set Daily Transaction Rates program, 9-27,
9-28, 9-31

OneWorld Xe (09/00)

Index

Setting up
as of" date, 27-5
52 period accounting, 27-3
AAIs, 8-39
AAIs for general purpose accounts, 8-24
account format symbols, 8-10
batch approval, 8-5
batch approval and post security, 8-5
batch control, 8-4
budget patterns, 14-5
business unit supplemental data types,
5-5
business units, 2-3, 2-17
chart of accounts, 6-1
companies, 2-2, 2-11
constants, 8-3
control of intercompany settlements, 8-15
control of invalid account numbers, 8-9
currency conversion, 8-16
detailed currency restatement, 9-57
exchange rates for no inverse, 9-48
fiscal date patterns, 2-1, 2-7, 27-3
general accounting system, 2-1, 8-1
intercompany settlements, 7-15
ledger type rules, 8-12
multiple currency accounting, 9-1
next numbers, 8-49
no inverse records, 9-43
organization, 2-1
posting to prior periods, 8-8
triangulation records, 9-46
Setting up 52 period accounting, 27-3
Setting up AAIs for account summarization,
8-30
Setting up AAIs for detailed currency
restatement, 9-65
Setting up AAIs for interoperability, F-14
Setting up AAIs for multicurrency, 9-21
Setting up AAIs for Quantum, G-15
Setting up account symbols, 8-10
Setting up balance restatement, 9-71
Setting up batch approval, 8-5
Setting up batch approval and post security,
8-5
Setting up batch control, 8-4
Setting up companies, 2-11
Setting up companies for detailed currency
restatement, 9-60
Setting up companies for intercompany
settlements, 7-17

OneWorld Xe (09/00)

Setting up constants, 8-3

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Genral Accounting

Uploaded by

Genral Accounting

Uploaded by

EnterpriseOne Xe

J.D. Edwards World Source Company

Organization Report Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Business Unit Supplemental Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Creating a Model Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Basic Journal Entry Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Posting Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Other Types of Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Batch Journal Entry Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Reviewing Budget Comparisons Online . . . . . . . . . . . . . . . . . . . . . . . . . . .

Bank Statement Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Posting Bank Statement Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Reports and Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Revising Account Structure Detail Information . . . . . . . . . . . .

Monthly Valuation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

Closing a 52 Period Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Appendix G: Vertex Quantum for Sales and Use Tax . . . . . . . . . . . .

Processing Quantum Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-57

This overview introduces the industry concepts associated with general

Industry Environment and Concepts for General Accounting

After information is entered into the accounting system, an accountant might

Are we making a profit or loss?

What is the amount of the profit or loss?

What products or divisions are responsible for the profit or loss?

Are we competitive in the industry?

Should we continue to make or provide certain products or services?

Do we provide information to internal management in a useful format?

Are we meeting the requirements of our lenders?

Are we complying with general accounting standards and practices?

Idea to Action: The Competitive Advantage

Business Activator/Idea to Action:

Business Activator/Idea to Action:

Business Activator/Idea to Action:

Business Activator/Idea to Action:

Business Activator/Idea to Action:

Business Activator/Idea to Action:

Business Activator/Idea to Action:

Business Activator/Idea to Action:

You can use the Summarize Transactions program to

General Accounting Overview

General ledger transactions are created during voucher

General ledger transactions are created during invoice

General ledger transactions, detail or summary, are created

The Fixed Assets, Equipment Management, and General

Job cost integrates directly with the general ledger by

Manufacturing and Distribution

General ledger transactions, detail or summary, are created

General ledger transactions are created during the

General ledger transactions are created within the

Equipment Management The Fixed Assets, Equipment Management, and General

The general ledger is updated by progress payments that

General Accounting Overview

Architecture, Engineering, and Construction (AEC)

Transactions are created for each account on the job and

General Accounting Features

Multiple ledger flexibility

Account balance consolidations

Multiple Ledger Flexibility

Define any number of unit or monetary ledger types, such as actual,

Retrieve data about anything, from global revenue by product to an

Maintain transactions in the appropriate ledger and post to the general

Some countries have banking practices that rely heavily

With consolidation and currency restatement, you can:

Automatically calculate translation adjustments when

You can maintain dual sets of books in highly inflationary

Reports and inquiries show information that helps you

You can maintain a chart of accounts according to the

You can control which account balances that you want to

General Accounting Overview

As if" reposting

As if" reposting eliminates rate fluctuations for budgetary

You can use any currency in the world. All transaction

As if" currency

You can view transaction amounts as if they were stored

You can set up currency exchange rate relationships for

You can maintain multiple language descriptions for your

As if" reposting

As if" reposting eliminates rate fluctuations for budgetary

As if" currency