Net Change Jde World A8.1 Update4 6

Net Change for JD Edwards World A8.1 Cumulative Update 4-6

November 2005

JD Edwards World A8.1 Net Change for JD Edwards World A8.1 Cumulative Update 4-6

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Net Change Overview

The following table lists software enhancements included in Cumulative Update 4-6.

A task listed in the Task column of the following table indicates there is more detailed information on that topic in this Net Change guide.

In the N/C column, N indicates that the task and the corresponding enhancement functionality are new, and C indicates that the task and corresponding enhancement functionality have changed.

In the CU column, CU indicates the Cumulative Update corresponding to the release number of JD Edwards World. This guide includes CU 4-6.

For a comprehensive list of SARs included in these Cumulative Updates see the SARs and Objects Spreadsheet: http://www.peoplesoft.com/corp/en/doc_archive/pub_library/cc_home/category/a73a81priorupdates.jsp

Product Area Program Topic CU Explanation and Benefits N/C Task Foundation

Address Book

Enhanced Address Book Name Search

New search features to Locate Address Book Records

4 Adding search type and adding an option to see address book number without function F4 in Name Search simplifies location of address book information. Now it is easier to view all pertinent information that helps you locate the right address book record.

C

Purge AddressBook

Purge One-Time Suppliers

4 Do you use miscellaneous or one-time suppliers in your payables process? This enhancement to the address book purge program helps you better manage miscellaneous suppliers. Before purging an address book record, the purge program checks that the year-to-date balance for a supplier is zero. A new processing option now allows you to purge miscellaneous suppliers even if A/P transactions exist.

C

Address BookRevisions

Check for Duplicates

5 Additional logic in the Address Book entry program gives you greater control over the information going into this all-important file. With this enhancement, the program now checks new records against existing records and notifies you of duplicates. The program checks for a match on the Tax ID field and on the combination of Alpha Name, City, and Postal Code.

C Address Book Enhancements


Secured Tax ID Field

5 A new processing option in Address Book Revisions allows you to select whether or not to display Tax ID. This processing option was added to accommodate customers who need to secure the Tax ID field, particularly for employee address book records.


i Net Change A8.1 CU 4-6

http://www.peoplesoft.com/corp/en/doc_archive/pub_library/cc_home/category/a73a81priorupdates.jsp

Product Area Program Topic CU Explanation and Benefits N/C Task Address Book

Revisions Email Address

Line Added 5 The Address Book Revisions enhanced to display/accept the Who's

Who Remark 1 field. This field can be used to store the email address for your address.


MailingAddress – Country Formats

New Country-Specific Mailing Formats

5 New mailing formats were added to satisfy country-specific requirements in Brazil, the United Kingdom, Sri Lanka, Russia, and Swaziland.

C


Prevent Duplicate Tax IDs

5 Address Book Revision, Customer Master, and Supplier Master programs were enhanced and added a processing option to allow you to specify that you do not want to enter duplicate Tax ID's.


Multi-CountySame Postal Code

Multi-county Same Postal Code

6 County was added to the Postal Code Transactions File (F0117) as a file key, to make it possible to have the same Postal Code used for different counties. This allows customers to report tax to various counties within one city or with common postal codes.


Name Search Name Search and Credit Message

6 The Name Search program (P1200 and P01NS) was enhanced to display the Credit Message/Temporary Credit Message on the second column of information in its own place (no longer overwriting the Address Line 1). Credit Message was added to the Name Search Window, as it did not appear previously. This format now appears in Processing Option 1 on both programs.


Name Search Add Header Sel Fields

6 Added the following fields to the Header portion of the Name Search (P01200) and the Name Search window (P01NS) screen for more selection functionality: Business Unit, State, Country, Postal Code, Category Code. Added an option to display the P01100W popup window to display the address information.

C

Address BookAudit Log Selection

Select Customer or Supplier Changes

6 A new feature in the address book audit log allows a choice of which audit log report to print. Options now exist to print either the audit log reporting address book changes or the report for supplier and customer master changes.

C

ii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task General

Systems Tax Rates and

Tax Areas Change the Expiration Date of a Tax Area

6 In transactions with customers and suppliers, requirements might include calculation, tracking, and collection or payment of taxes. In Tax Rates and Tax Areas, applicable tax rates can be maintained for the appropriate taxing authorities. When a tax rate expires, its expiration date can now be changed, making it easier to manage expiration of old rates before adding the new rate information. When changing the expiration date, the system issues a soft warning message that it will delete the old record and recreate it with the new expiration date.

C

Financial Management

Accounts Receivable

Print Additional Text on Customer Invoices

Enhanced Invoice Printing

4 The ability to associate text with invoices allows you to store key information about the invoice. With enhanced invoice printing, you can communicate additional information to your customers. Additional text added during invoice entry can now be printed on the invoice.

C

IncludeIntegrity Detail A/R to G/L by Offset

Streamline Internal Balancing Procedures and quickly spot of Out-Of-Balance Conditions

4 Save time identifying potential balancing problems between your A/R ledger and account balances. New processing options allow you to zero in on only out-of-balance accounts and to select the detail to print. With the option to print ledger detail and to print only ledger records considered out-of-balance (calculated gross does not equal the ledger open amount), you can quickly focus on the documents that might be causing the out-of-balance condition.

C AR to GL by Offset Integrity P037001

ControlDisplay of Discounts based on Invoice Due Date

Reduce discounting errors in Receipts Entry

4 In Receipts Entry, you can now control whether or not to display discounts if the invoice is past its due date. The ability to choose whether or not to display discounts for invoices past their due date helps reduce operator error and the incorrect application of discounts.

C

Real-Time orAs Of Account Status

Accurate, timely Customer Account Information

4 Through Account Status Summary, you can now select to view real-time or “as of” customer account information.

C

iii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Specify

Remit-to Address during invoice print

Enhanced Viewing of Open Invoices and Invoice Printing

4 A new processing option in Print A/R Invoices improves efficiency by allowing specification of an alternate remit-to address. Now, you can take advantage of lockbox locations that you have defined for your customers.

C

NewCustomer Ledger Inquiry Format

Enhanced Viewing of Open Invoices and Invoice Printing

4 Through enhanced Customer Ledger Inquiry program, it is now easier to inquire on open invoices and to view related purchase orders. Now, when an invoice has an associated purchase order, you can view it through Customer Ledger Inquiry.

C

CustomerLedger Inquiry

Include Credit Limit

4 Customer Ledger inquiry allows quick access to customer account information. The addition of the Credit Limit field in the fold of format one enhances your credit management ability by providing additional information needed when auditing customer accounts.

C

Tax Rates and Areas

Allow Change of Expiration Date

5 Allow changing of Expiration Date, issuing a Warning error that the old record will be deleted and a new one will be added. If Expiration Date overlaps an Effective Date for another same Tax Rate/Area/Item Number, a hard error is issued as always and no changes occur.

C

A/RStatements With "As of" Processing

Improved Management of Customer Receivables

5 Statement processing was enhanced with the creation of a new DREAM Writer version of the Select/Sort program (P03500X) which pulls data from the “As Of” file, F0311A.

C Statement Processing (P035001)

A/R OpenSummary Report

No Rounding to Nearest Dollar in Aging Buckets

5 We have enhanced these reports by providing a new Processing Option to allow you to select the rounding scale to be used on the Aging Buckets separately from the scaling used on other report amounts.

C

CollectionManager

Add a Processing Option to Call Version for Message Text

5 We have enhanced Collection Manager (P03218) to allow you to specify through Processing Options, which version of the Message Text Entry program (P011011) you want to call.

C

iv Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task "As of" File

Generation by Company

Create "As of" Files by Company

6 As part of period end processing, “as of” reports can be generated to view summary or detail accounts receivable ledger information as of a specific date. “As of” processing now provides greater flexibility for entities that need to satisfy various audit requirements for different companies and for different periods throughout the year.

To create “as of” files by company, create a DREAM Writer version and indicate in the processing options that generation of a partial workfile build is desired. Then, in DREAM Writer data selection, specify the company or companies to include in this workfile build process.

C As Of File Generation Programs (P03900 and P04901)

CombineInvoices on A/R Statements

Statement Invoice Consolidation by Parent Address Book Number

6 To support consolidated statement processes, Accounts Receivable Statements now support combining all invoices for a specific parent customer number, regardless of the differing customer numbers belonging to the parent.

C

Batch CashReceipt Enhancements

LIFO or FIFO Cash Application and Manual Write-Offs now possible through Batch Cash Receipts

6 When applying cash through the batch cash receipts application, users have the option of using Balance Forward, Statement Match, or Reference Match to apply cash using either LIFO or FIFO methods. Manual write-offs are now possible through the Batch Cash Receipts program. New processing options control the amount being written off using a type “W” write-off.

C

Name Searchand Credit Messages

Better Visibility to Credit Messages

6 Customer service representatives and sales representatives often need to know immediately if a customer is having any credit issues. The Name Search and the Name Search Window now display the credit message or the temporary credit message.

C

v Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Calculated

A/R High Balance

New Program for calculating Customer High Balance

6 This new program calculates open balances for your customers and updates the Customer Master High Balance and Date of High Balance fields in the Customer Master table. The addition of customer high balance information enhances your ability to effectively analyze customer activity and manage customer receivables. You can choose to calculate balances on the current accounts receivable file or on the latest build of the “as of” file. When you run Calculate A/R High Balance, it calculates the open balance for each customer and compares it to the current high balance. The program updates the high balance field if the new high balance amount is greater than the existing high balance.

N Calculate High Balance

Open A/RForeign Amounts

Add As of Processing

6 Open A/R Foreign Amounts Report (P03429) and the Open A/P Foreign Amounts Report (P04427) programs were enhanced to be able to use the As Of files (F0311A and F0411A) by adding a Processing Option to select that. The As Of File Date displays in the upper right hand corner of the heading on each page to show the date of the As Of File data.

C

Batch InvoiceProcessing

Discount Handling Proc. Option

6 Previously, in Batch Invoice Processing (P03110Z), if the Discount Handling field was blank, there was no easy way to update this value. We have added a processing option to the processing programs to allow you to specify a default value for this field if it is in the file as blank.

C

Accounts Payable

Supplier Check Processing

Issue One Payment Per Voucher

4 The information that you set up for each of your suppliers in the Supplier Master determines important processing information. In the Supplier Master, the Multiple Check field determines how items are grouped together for payment. Current options allow one payment for the supplier, separate payments by pay item, and one payment per contract. A new value now allows you to issue one payment per voucher for a supplier, regardless of the number of pay items.

C

Multi-Company Single Supplier Voucher Entry

Add Asset Number and Approver Number

4 Effective management of voucher processing is fundamental to your accounts payable department. Multi-Company Single Supplier Voucher Entry was enhanced to include additional information that provides more accurate voucher processing. The addition of the Asset number allows for more accurate general ledger accounting. The addition of an approver number provides better audit capabilities.

C

vi Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Expanded

Supplier Analysis Selection

Expanded Selection based on both Address Book and Supplier Master Files

4 When generating a supplier analysis to view transaction activity, you now have expanded selection based on both the address book and supplier master files. This expanded selection criteria allows you more options for selecting suppliers for the report.

C

AutomaticPayment Processing - Protect Next Payment Number

Improvement of Controls and Data Integrity during Payment Processing

4 A new processing option was added, which prevents users from changing the Next Payment Number value. Preventing users from changing Next Payment Number reduces the risk of users creating payments with duplicate numbers.

C

IncludeIntegrity Detail A/P to G/L by Offset

Streamlined Internal Balancing Procedures and quick spotting of Out-Of-Balance Conditions

4 Save time identifying potential balancing problems between your A/P ledger and account balances. New processing options allow you to zero in on only out-of-balance accounts and to select the detail to print. With the option to print ledger detail and to print only ledger records considered out-of-balance (calculated gross does not equal the ledger open amount), you can quickly focus on the documents that might be causing the out-of-balance condition.

C AP to GL by Offset Integrity P047001

Identify BankAccounts according to International Banking Standards

Prepare for Requirements for International Banking Standards

4 The addition of an International Bank Account Number (IBAN) to your Bank Account Information prepares you for future requirements yet to be set by the European Committee for Banking Standards. The IBAN uniquely identifies your bank accounts used for A/P and A/R money transfers.

C

PaymentBatch Void

Step up Automation and Increase User Flexibility during Payment Processing

5 A new program provides quick recovery from payment processing errors. If an entire batch is in error, you can delete it if it is unposted or void it if it is posted. When you select the batch to void, you can select a void date, use the original payment date, and review the void report before finalizing.

N Delete/Void of Payment Batches

vii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Payment

Register Print Instructions Enabled


5 A/P clerks can now easily direct the printing of payment registers. Through a simple form, users can select print options such as output queue, form type, and save or hold print file.

C

WrittenPayment Amounts Increased to Two Lines


5 During Payment Processing, when a payment’s numeric amount was translated to words, only one print line was available for the text. Now, Payment Processing can handle up to 2 lines or 168 characters of text.

C

ControlChanges to Vendor Invoice Number

Improve Controls and Data Integrity during Invoice and Payment Processing

5 Improve document control by determining whether or not a user can change the Vendor Invoice Number if the voucher has been already posted. Through a new processing option, you can prevent users from changing the Vendor Invoice Number on posted vouchers.

C

Tax Rates and Areas

Allow Change of Expiration Date

5 Allow changing of Expiration Date, issuing a Warning error that the old record will be deleted and a new one will be added. If Expiration Date overlaps an Effective Date for another same Tax Rate/Area/Item Number, a hard error is issued as always and no change occurs.

C

Void PaymentEntry

Default Today's Date in GL Date Field

5 We have enhanced the program by adding a processing option that allows you to default today's date into the Payment G/L Date on a void if the field is left blank. There will be a display-only field with the original GL date of the payment.

C

VoucherLogging Entry

View Distribution Records Function Takes you to JE Screen

5 We have enhanced the program so if you press F13 to view the distribution records for a logged voucher that has been voided, you are taken to the A/P-A/R Journal Entry program (P03101) instead of the Distribution Window (P041051) so you can view all the distribution records.

C

viii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Manual

Payment Processing - Use Bank Account File for Payment Number

Improve Controls and Data Integrity during Invoice and Payment Processing

5 A new processing option value was added to provide more control over payment number assignment. By optionally prohibiting manual entry of the payment number, you reduce the chance of entry error and eliminate duplicate check number issues.

C

CreatePayment Groups

Payment Group Control Number Comes from Next Numbers

5 We have modified the program to retrieve the next Payment Group Control number from the next number table F00022 for file F04571 rather than determining and using the last Payment Group Control number found in the F04571 file. If the record and next number does not already exist in the F00022 file, the record is inserted into the file, beginning with number 1. This changed was done to remain consistent with OneWorld.

C

PaymentRegister

Can Print by Alpha Name or Mailing Name

5 We have enhanced the register report by adding a Processing Option to let you select whether you want to print the Alpha Name or the Mailing Name of the supplier as shown in the payment detail section of the report.

C

Payment withVoucher Match, Payment without Voucher Match

Remark Field Now Carried Over to the GL File

5 Previously, when posting a Manual Payment with Match or Manual Payment without Match and a Remark entered, the remark was not carried over to the General Ledger file records for that payment (F0911 EXR field). This was corrected.

C

RecycleRecurring Vouchers

Choose the Document Type that Recycled Vouchers Retain

5 We have enhanced these programs by providing a new Processing Option that gives you the flexibility to assign the Document Type to the new invoice/voucher. This document type can be assigned by you, can be the same as the originating voucher, or can remain the default of PR/RR.

C

ElectronicFunds Transfer

Multiple Changes to EFT Programs

5 Enhancement SARs for P04572T1 (PPD format) and P04572T2 (CTX format) which can be downloaded based on Release and Cumulative Update

C

ix Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Open A/P

Detail Report Include Open

Drafts 5 The Open A/P Detail report has several versions to print open amount

information along with a variety of other detail. Various DREAM Writer versions allow you to print information about open invoices and to select suppliers, aging, remarks, currency, and retainages. This enhancement to the program now allows inclusion of open drafts (Document Type P1) in your report. Including data selection for Document Type = P1 will include open drafts.

C

Positive PayProcessing

Generate and Transmit a Positive Pay File

6 Managing check fraud risk and reducing exposure is increasingly important to finance managers. To support these objectives, JD Edwards World provides the ability to create and transmit a positive pay file to an organization’s financial institution. The financial institution can then use the positive pay information to validate incoming payments. Positive pay processing consists of building the workfile, creating the bank tape file, copying the bank tape file to tape, and purging processed positive pay information.

C Positive Pay Bank File Creation for AP Payments

"As of" FileGeneration by Company

Create "As of" Files by Company

6 As part of period end processing, the organization can generate “as of” reports to view summary or detail accounts payable information as of a specific date. “As of” processing now provides greater flexibility for organizations that need to satisfy requirements for different companies and for different periods throughout the year. To create “as of files” by company, create a DREAM Writer version and indicate in the processing options that partial workfile build is desired. Then, in DREAM Writer data selection, specify the company or companies to include in this workfile build process.

C As of File Generation Programs (P03900 and P04901)

CreatePayment Groups

Include Voucher based on Discount Due Date and Net Due Date

6 With Create Payment Groups, it is possible to select and sort vouchers into logical groups for payment. Additional flexibility was added to the program, which now also evaluates the Net Due Date in order to determine whether or not to select a voucher for payment. If the Pay Through Date is greater than or equal to the Discount Due Date but less than the Net Due Date, the voucher is not included in the payment group. If the Pay Through Date is greater than or equal to the Discount Due Date and greater than or equal to the Net Due Date, the voucher is included in the payment group.

C

x Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Accounts

Payable Payment Approval Work Flow

Work Flow Approval Process for Voucher and Pay

6 Sarbanes Oxley requires tight controls on anything affecting the general ledger and more specifically, Accounts Payable. To enable compliance assistance, A/P Approval Process was added to the Accounts Payable vouchering and payment processes. A/P Approval Process can be setup by document type, business unit, company, and amount.

C Accounts Payable Approvals Process

Mexico IVA,Tax Liability on Payment

VAT Calculated at the time Payment or Receipt is Posted

6 Mexico requires that VAT be calculated at the time of payment or receipt. New localization applications allow setting user preference appropriately and calculate VAT taxes at the time of payment or receipt.

C Mexican IVA

IBAN WirePayments for European Union

Accounts Payable Wire Payments Tape File includes IBAN Number

6 For companies making wire payments within the European Union, the tape file was enhanced to include the IBAN number.

C

SupplierLedger Inquiry

View Net Due Date on Supplier Ledger

6 We have enhanced this program by adding the display of the Net Due Date in the fold area of the detail. This program now displays both the Discount and the Net Due Dates. The detail window now displays both Discount and Net dates as well.

C

A/P ManualPayment with Match

Add Option to Pay to Alternate Payee

6 The A/P Manual Payment with Match was modified to include the option to pay to an alternate payee. To access the alternate payee field, you can select alternate payee mode in the program processing options, or you can toggle between supplier and alternate payee mode using function key 18.

C Manual Payment by Alternate Payee

Open A/PDetail Report

Report Prints in Alphabetical Order

6 This program was enhanced by enlarging the size of the subtotal data. There is a new DEMO version sorted by Company and Alpha Name, subtotaling on Company and Alpha Name.

C

Copy BankTape File to Tape

Inquire by Member ID

6 The Copy Bank Tape File was enhanced to allow the user to specify a specific Member ID.

C Copy Bank Tape File with Member ID

Bank AccountInformation

Field/ Bank Routing Fraction

6 The bank routing fraction number was added to the Bank Account Information screen (P04130).

C

xi Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Bank Account

Information Enter Time

Stamp on F0030 6 All programs that update the Bank Account Information File F0030

will update the time stamp in that file. C

Open A/PForeign Amounts

Add As of Processing

6 Open A/R Foreign Amounts Report (P03429) and Open A/P Foreign Amounts Report (P04427) programs were enhanced to be able to use the As Of files (F0311A and F0411A) by adding a Processing Option to select that. The As Of File Date displays in the upper right hand corner of the heading on each page to show the date of the As Of File data.

C

CalculateWithholding

Withholding Tax Payment G/L Date

6 Calculate Withholding program (P04580) was enhanced to allow you to assign a new G/L Date to the new pay items created for withholding. This is done by assigning a new document number to the new pay items within the same batch. There is a processing option which allows you to assign today's date or a date you specify.

C

SupplierLedger Inquiry

Add PO Doc Type to Screen

6 The program was enhanced to allow selection based on the Purchase Order Document Type. The PO Document Type was added to the right of the Purchase Order in the fold of all formats.

C

ElectronicFunds Transfer, IBAN

Use IBAN in EU write programs

6 A/P Tape output payment program (P04572G5) was enhanced to accommodate the new IBAN number. In addition, for the German format, the program was corrected to print the Payee Address in positions 211-350 of the T record as well as print the ISO-Country Code from the special handling field of the UDC 00/CN in positions 207-210. The UDC issue was only in A81 where we had changed from using 74/LA in A73 to using 00/CN in A81. For the Netherlands format, we made some other minor modifications dealing with location of the currency code of both the transaction as well as the bank in Record Subdivision 01. The beneficiary name and address was enlarged from 30 - 35 characters and print the country in record Subdivision 06.

C

A/PFunctional Server

Protect the PST Field

6 The servers were enhanced by providing a Processing Option associated with the default Pay Status Processing Option, which allows the user to require that the default Pay Status be used on an Add. It prevents users from overriding the default Pay Status on the Add of an Invoice or voucher.

C

xii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task A/P Payment

Functional Server

Voiding unposted manual check

6 Manual payment programs (P04102 and P04106) were enhanced to provide you with the ability to create a void payment for unposted manual checks. There is a new Processing Option on both Manual Payment programs to prevent the deletion of an unposted manual check, which requires you to use the Void Payment Program. You can decide through the server if you want to document the deleted payment (treat it like a void) or continue with the delete.

C

BatchVoucher Processing

Discount Handling Proc. Option

6 Previously, in Batch Voucher Processing (P04110Z) if the Discount Handling field was blank, there was no easy way to update this value. A processing option was added to the processing programs to allow you to specify a default value for this field should it be in the file as blank.

C

Work withPayment Groups

Delete F04572F on undo/reset

6 The processing of tape files and their relationship to the actual file/members that are created at Write time was changed. If you restart or undo a Payment Group that was written to tape, the tape file/member is deleted from the system and any other Payment Groups on that same file/member is prevented from Update. If you update a Payment Group that was written to tape, all other PCGs on that same tape file/member are prevented from restart or deletion. You no longer can restart or undo a PCG for a tape file that has already been copied to tape for the bank.

C

A/P PaymentPrint

A/P Payments - Print Payment South America (P04572M1)

Convert Numbers to Words - Spanish (X00500S2)

6 Created a new format for South America that is basically the same as P04572 but has a larger field for the numeric description of the amount. This is to handle the larger amounts and words used in the South American countries.

Revised the conversion program to handle the larger alpha field for the verbiage required to describe up to 99,999,999.99.

C

xiii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task FASTR FASTR

Journal Entries

Create Journal Entries with Explanation and Remark

4 The Financial Analysis Spreadsheet Tool and Report Writer, FASTR, is a flexible report writer designed to extract data from your General Accounting system. FASTR can also perform special tasks, such as create journal entries for posting to the general ledger. To aid in audit and reconciliation, two fields in the journal entry now identify journal entries created by FASTR. Via a processing option, the user can specify the text to update to the Explanation field (GLEXA). The name of the FASTR report updates the Remark field (GLEXR).

C Creating FASTR Journal Entries with User Defined Description

Select Libraryfor FASTR Downloads

Refine FASTR Download Process and Minimize IT Intervention

5 Additional flexibility was added to the FASTR download feature. Now, when downloading a FASTR report to PC, instead of accepting the default QGPL library, the user can specify a download library. This enhancement increases user autonomy and control; additionally, it eliminates issues related to QGPL maintenance, performance, and security. To incorporate this feature, add the download library to the top of the users library list.

C Downloading a FASTR to a Specified Library

MaximumRows

FASTR Row Maximum has been Increased

6 The flexibility of FASTR reporting was enhanced. The maximum number of rows available in a FASTR report was increased to 4999.

C

Fixed Assets Depreciation Start Date Warning

Simplify Management of Fixed Assets

4 When entering an item, if the depreciation start date is less than the acquired date, the system displays a warning message.

C Depreciation Start Date Warning if Start Date Prior to Date Acquired

Expanded Item Search


4 If your business requires hundreds of items with the same description, you might have experienced limitations when using Item Search to locate the item number. Item Search was expanded to return up to 9900 records when you search by alpha name.

C

Split Assetwhen no AA Ledger exists


5 If you do not use the AA ledger with Fixed Assets and you split assets, this enhancement supports that business process. Now, when using the Asset Split program, you can split assets even if no AA ledger exists.

C

Omit AUEntries When Posting G/L Entries to Assets


5 When posting fixed asset journal entries to the Item Balances table, you can now optionally omit creation of the units ledger if units are present in the journal entry. This feature eliminates unnecessary information in the Item Balances table for those customers who do not track units.

C Omitting Units when Posting to Fixed Assets

xiv Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Download

STAR to User-Specific library

Select Library for Download of STAR Reports

5 The ability to download fixed assets reports for use on a PC adds to the flexibility of STAR reporting. Previously, the file created for transfer was automatically created in the system library, QGPL. Now, the user can select the library for download. This enhancement makes it easier to properly secure and maintain these report files and avoids maintenance issues with QGPL.

C Downloading a STAR to a Specified Library

BalanceAuditor in STAR

Balance Auditor now exists in STAR Reporting

6 Balance Auditor, a heavily used function within FASTR, now exists within STAR. STAR users have the ability to invoke Balance Auditor to view and audit the trail of data generated within STAR reporting.

C

Fixed AssetsBalance Integrities Enhanced

New Integrity Reporting for Fixed Assets and General Ledger

6 Fixed Assets has an integrity report that reconciles the Item Balance to the Account Balance table. To complete the reconciliation process, a new integrity process shows General Ledger transactions not posted to Fixed Assets, transactions that were passed over, and those posted to Fixed Assets but have not been posted to the Account Balance table.

N G/L to Fixed Assets Integrity

General Accounting

Currency Restatement

Financial Reporting Enhancement

4 Companies operating in countries with highly inflationary currencies often need to report financial results in two currencies. The Detailed Currency Restatement program was enhanced so that records are created in the alternate (XA) ledger even if it has the same currency as the domestic (AA) ledger. This gives you greater flexibility reporting from the restated ledger for all companies set up for detailed restatement.

C

Simple Income Statement

Financial Reporting Enhancement

4 The Simple Income Statement now accommodates 15-position amount fields when printed in 132-character format. It is no longer necessary to switch to legal paper when amount fields reach $999,999,999.99.

C

G/L PostReport - Note Adjusting Entries

Streamline Balancing and Reconciliation with Enhanced Reports and Process

5 For companies who process multi-currency, intercompany transactions, it is now easier to identify adjusting entries on the Posting Edit report. Now, adjusting entries are noted with the value “AM” on the report.

C Identifying Multicurrency Intercompany Adjusting Entries on Posting Journal

xv Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Account

Ledger Inquiry - Print with Additional Selections


5 One of the most widely used inquiries, Account Ledger Inquiry, puts transaction information at your fingertips. Additional Selections, such as posted code and batch number, make it easy to locate transactions. Enhanced account ledger printing now also considers Additional Selections. Now, what you select to view through the inquiry program matches the account ledger print.

C

ChangeBusiness Units - Global Update

Globally Update AAIs When Business Unit Changes

6 Automatic Accounting Instructions (AAIs) allow creation of rules for distributing transactions that are automatically generated by accounting functions. Changes in business operations often require modification of AAIs. For across-the-board changes, a new global update program allows global replacement of the business unit in AAIs with a new business unit. In addition, the program provides integrity checking and warnings for such things as invalid business units, secured business units, and reassignment of business units from one company to another.

N Globally Changing Business Units in the AAI File (F0012)

Post GeneralLedger

Post Reversing Journal Entries to Next Fiscal Year

6 The general accounting system provides flexibility in how you define the fiscal periods for your organizational entities. If you have 13 or 14 accounting periods, you can control whether or not reversing journal entries should be posted to either of these periods. If your normal number of periods is 13, you can select to post reversing journal entries from period 12 to the first period of the next year. If your normal number of periods is 14, you can select to post reversing journal entries from period 13 to the first period of the next year.

C Posting Reversing Journal Entries to Next Fiscal Year

Transaction toBatch Header Integrity - Create Header Records

Automatically Recreate Missing Header Records

6 Integrity reporting is an integral part of any financial system that supplements internal balancing procedures. Integrity reports identify potential balancing problems and data inconsistencies. Among other things, the Transaction to Batch Header Integrity report identifies missing batch header records. With this enhancement, the report can automatically recreate the missing header records.

C

TransactionJournal

Include Domestic and Foreign Currency

6 The Transaction Journal reports the detail for Accounts Receivable and Accounts Payable transactions. If multicurrency transactions are processed, it can be necessary to view both domestic and foreign currency amounts. A new processing option allows inclusion of the transaction currency code and foreign debit and credit amounts in place of the explanation, address book number, and name fields. This print option is only available on non-summarized versions of the report.

C Including Foreign Currency Information on the Transaction Journal

xvi Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Repost

Account Ledger

New Report Program Designed for most Complex Data

6 The Repost Account Ledger process allows recreation of the account balance table from the account ledger transaction table. This process can be used to recover a damaged account balance table or to restate account balances to a new fiscal pattern. Due to infrequent issues related to data complexity, the Repost Account Ledger program was redesigned to more accurately handle data accumulation and update under the above circumstances. To maintain your financial statement integrity, this program follows strict repost principles.

C

Cash BasisAccounting

One-to-One Relationship Between Source and Cash Basis Batches

6 Previously, the Cash Basis Creation process created one batch for all cash basis entries. Now, Cash Basis Creation creates a separate batch for each corresponding source batch. The cash basis batch number matches that of the source batch and have the batch type CB.

C Cash Basis Program (P09850, P04850, P03850)

Job Cost Job Status Inquiry - Unposted Transactions

Include Unposted Transactions when viewing a Job

6 Job Status Inquiry now makes it easier to see all costs related to a job, whether the costs are posted or not. For the actual ledger (AA), it is now possible to see all transactions, only posted transactions, or only unposted transactions.

C Including Unposted Transactions When Viewing a Job in Job Status Inquiry

Property Management

Receipts Entry Streamline Receipt Entry Process

6 To streamline data entry of cash receipts, Receipts Entry defaults an "A" in the Action Code field and when using function key 15 to Display Ledger information. In addition, it is now possible to default the current date into Receipt Date. To default the current date into Receipt Date, enter the appropriate value in the processing option.

N

Tenant Ledger FurtherStreamline Receipt Entry Process

6 To make it easier to apply cash to leases, cash receipts now includes the option to search the tenant ledger for open documents by bill code.

N

Tenant LedgerInquiry

Greatly Expanded Inquiry Parameters

6 Tenant Ledger Inquiry had a limited number of fields available for queries. A new selection window now makes inquiries much easier by allowing filtering of information by Reference, Document Type, Matching Document Type, Statement Number, and Gross Amount/Open Amount Ranges.

N

xvii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Contract and

Service Billing

Owner Pay Item Detail Entry

Easily enter Cross Reference Details

6 The Owner Pay Item Detail program now allows cross-reference information to be added to each owner pay item line without having to manually select that option for each line individually. This is particularly useful when contracts have many lines of pay items. A processing option was added to allow for the control of this timesaving feature.

N Contract Billing and Service Billing Enhancement SARs

WorkfileRevisions

Retain Amount and Retrieve Employee Name on Ad Hoc Transactions

6 This new feature enables the amount entered while creating an ad hoc transaction to be retained as the cost amount. Prior to this enhancement, adding amounts meant having to use an option to drill into each line. The explanation field is now also automatically populated with the employee name if an employee/supplier number is specified in an ad hoc transaction.


Batch Review Delete Multiple Batches and new Skip To Field within Batch Review

6 This feature, added to the Batch Review program, allows for the deletion of multiple batches and replaces the stand-alone batch delete options on G4823, G4824, and G5221. To make it quicker and easier to find batches, a Skip To field was added to Batch Review, which eliminates the need to page through multiple screens of batches to find the correct batch for review.


DisplayWhere Reference Used

Easily Track Invoice Cross Reference "Where Used"

6 An inquiry was added to enable easy tracking of where an invoice cross-reference (Key type/Table Key) is being used. This eliminates the need to write a custom report or query the necessary file.


Human Resources Management

Payroll Print Other Accruals on Paychecks

Print Accruals other than Sick and Vacation on Net Pay Documents

4 The option to print vacation and sick accruals on payment documents has been a standard in the payroll system. Now you can print amounts for other types of accruals. Adding the value of "O" to the SVH field now causes the available and taken amounts to print on all net pay documents and on the payroll register.

C

xviii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Additional

Supplemental Pay Tax Calculations

Enhanced Tax Calculation for Bonuses and other Supplemental Pay

4 Federal tax calculation on bonuses and other supplemental pay was enhanced to accommodate a variety of taxation methods. In addition to the flat percentage method, the payroll system now accommodates concurrent aggregation, previous aggregation, and cumulative aggregation.

C New Tax Calculation Methods for Supplemental Pay

Negative TimeProcessing

Pay Period Processing Enhancements

4 Enhanced negative time processing now makes it easier to correct pay processing errors, providing a solid audit trail and eliminating the need for manual journal entries. The ability to process only negative time through the payroll cycle is now possible for employees with any Record Type. The system calculates associated DBAs and creates all reversing journal entries.

C

MultipleInception-to-Date Limits


5 Companies with fiscal anniversary accruals can now have multiple inception-to-date limits associated with a single accrual. The ability to associate an inception-to-date limit with each range in your calculation table allows you to more easily administer your company's benefits plan.

C Multiple Inception to Date limits

Pay PeriodTime Taken included in Accrual Calculation


5 Accruals with inception-to-date limits now take into account all current pay period activity related to the accrual. If current pay period taken amounts brings an employee below the inception-to-date limit, the accrual calculates in that same payroll cycle.

C Current Pay Period Activity considered with ITD Limit Accruals

Managing PayPeriod Deductions and Arrearages


5 When an employee does not have enough pay to cover deductions, your deduction setup determines if amounts are placed in arrears and, if so, how those amounts are deducted in the future. A change to Arrearage Method H provides more accurate deduction processing. If an employee has enough money to take the current deduction but not the arrearage amount, the current deduction is taken.

C Arrearage Method H

SelectivelyReconcile Checks and Auto Deposits

Additional Flexibility during Paycheck Reconciliation

5 This new feature adds flexibility to the automatic paycheck reconciliation process. Through a new processing option, you can select to reconcile computer-generated checks, manual checks, auto deposits, or all three types.

C Automatic Check Reconciliation includes Computer-Generated Checks, Manual Checks and/or Auto Deposits

xix Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task 401K Balance

Transfer More Easily

Administer 401K for Employees who Transfer Companies

5 When you have employees that move from one company to another, the payroll system allows you to easily change their company designation while maintaining prior company information. For employees who have contributed to a 401k plan, the employee transfer program now considers those balances. When an employee transfers from one company to another, you can now select to transfer their 401k balances to the new company.

C Change of Company for Employee now Transfers 401k Balance

PayrollRegister

Include Totals for Accrual Amounts

6 The payroll register provides essential information for verifying the gross-to-net calculations for employees included in a pay cycle run. Business unit, company, and grand totals help further validate payroll calculations. In addition to totals for pay types, deductions and benefits, the report now includes totals for accruals. This simplifies the process of reconciling the total accrual liability.

C

Benefit/Accrual Roster

Print Accrual Amount in Days

6 The Benefit/Accrual Roster allows you to select and review employee benefit and accrual history. Depending on how you administer time off accruals, it might be easier to view amounts in days rather than hours. A new processing option allows you to select either hours or days when reporting accrual amounts.

C Benefit Accrual Roster allows for Selection of Hours or Days

Print MailingLabels

New Laser Format for Mailing Labels

6 The Print Mailing Labels provides for printing standard 4-up, or Cheshire mailing labels. This enhancement now provides a laser label format. This option prints labels on an 8 1/2 x 11 sheet, in portrait format, 30 1 1/2" x 2 5/8" labels.

N

Canadian Payroll

New Laser Formats for Year-End Processing

Enhanced Canadian Payroll Year-End Processing

4 Simplify your year-end process by incorporating new laser formats. This enhancement enables all Canadian year-end forms for laser printing.

C

Update TaxID to the Tax Ledger

Canadian Payroll Tax ID Updates and Processing of Year-End Tax Forms

5 This Tax ID update program was simplified; lengthy processing options were replaced with data selection parameters. When you receive a new company Tax ID, use the processing option to indicate the new Tax ID and select the records to update through data selection parameters.

C Update Tax ID to the Tax Ledger

xx Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task U.S.

Regulatory Reporting

Year-End Processing

New SUI Formats and Additional Year-End Laser Forms

5 Additional year-end forms are now available in laser format. Additional forms available in laser format include the W2-C, W3, 499R-2, 1099-R, and 1099 Miscellaneous.

C

StateUnemployment Reporting

New SUI Formats and Additional Year-End Laser Forms

5 Unemployment reporting requirements vary from state to state and necessitate a variety of formats: magnetic media, diskette, and electronic filing. Listed are new or updated formats for the following states: Iowa, Texas, Pennsylvania, Kansas, Louisiana, Oklahoma, Illinois, Maryland, Minnesota, Michigan, Wisconsin, Oregon, Arizona, New Jersey, Missouri, South Carolina, Virginia, and Colorado.

C

Distribution/ Logistics

Inventory Management

Lot Number Display Increased to 15 Characters

Updated Displays with 15-Character Lot Number

4 Throughout Sales, Inventory, Manufacturing, and Distribution, Lot Number allows you to group like items together and to view collective information about items in a Lot. This enhancement increases the field size for Lot Number to 15 characters on all displays. This enhancement improves user interaction throughout the system and enhances ease-of-use when reviewing aspects of lot availability.

C

CostRevisions - Subledger Creation

Subledger Creation

4 The way that Cost Revisions creates the subledger portion of a journal entry when a unit cost is changed was modified. When the program's processing option is set to create a subledger entry, the subledger is created with the item number.

C

Lost MasterRevisions

Inquire on Lot without Item

4 Lot Master Revisions allows you to look at activity, availability, and quantity information for a lot. To make it easier to view a lot, you no longer are required to enter an item number during inquiry. If no item number is entered, the program displays the first item in the lot.

C Inquire on Lot without Item

BuyersInformation Amounts

Increased Field Sizes

4 Buyers Information was modified to accommodate larger numbers in amount and quantity fields. The screen now displays 15 positions for Reorder Point, Economic Order Quantities, Last Cost, and Weighted Cost.

C

xxi Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Buyers

Information Amounts

Update All Classification Codes

4 Item classification codes allow you to group items with similar characteristics together. You can add classification codes when entering item or item branch/plant information. The Global Category Update program updates classification codes from the Item Master to the Item Branch/Plant. However, this program did not update codes considered reserved for custom use by customers. Now the program can update all codes, including PRP6, PRP7, PRP8, PRP9, SRP6, SRP7, SRP8, SRP9, and SRP0. Processing options allow you to select the codes you want to include in the global update.

C

RelationalInventory Database

Additional Functionality Supports Relational Database

6 Expand Inventory Management with the ability to build a relational inventory database. This relational inventory database also serves as the foundation for producing online product catalogs. Thirty new catalog category codes provide the vehicle for defining item classifications. When companies have classified items, they can organize items into hierarchical relationships. These hierarchical relationships also allow effective-dating so that different relational structures can be maintained. Customer Self Service, an additional JD Edwards World product, enables this feature through a web-based product catalog.

N

Item Search Include Lot Number when Returning with Location

6 In previous releases, when a location with a lot number was selected from Item Search, the item, branch, and location were loaded into the original screen from which the Item Search was called. The lot number was not carried back, which forced the user to write down or memorize the lot number and then manually type it into the screen that was being used. In Service Pack 6, the lot number is also loaded from the Item Search to the original screen, which streamlines the search process and minimize errors resulting from manual entry of lot numbers.

C

Cycle CountEntry

Add Reason Code to Cycle Count Entry

6 Add reason code to cycle count entry The cycle count entry program was enhanced to allow the user to enter a reason code on the count quantity. The reason code is written to the inventory transaction ledger record of the adjustment transaction, which allows categorization of cycle count adjustments for reporting, analysis, and correction of the causes for inventory count adjustments.

C

xxii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Cycle Count

Selection Cycle Count

Selection to optionally exclude Items already selected on Open Cycle Count Group

6 The cycle count selection program allowed the same item and location to be selected within two different count groups, which created the potential for duplicating any adjustments. A new option was added to the cycle count selection program to allow the user to exclude any items that are already selected in an open cycle count from being selected on another cycle count. This reduces the risk of the cycle count process creating inventory errors.

C

PhysicalCount Tags

Inventory Physical Count Process to allow for Multiple Tags at a Single Location

6 The Physical Count Process was enhanced to accommodate multiple tags for the same item at a single location or with the same lot number. This enhancement allows numerous employees to count the quantity of an item at a single location/lot and, in turn, enter multiple counts for that item and location. This is controlled by a processing option (which does not allow multiple tags by default). In addition, a warning displays when the user tries to enter multiple tags.

C

Bulk Inventory Management

Bulk Stock Adjustments

Default Short Item Number on Subledger Field

4 In previous releases, when a location with a lot number was selected from Item Search, the item, branch, and location were loaded into the original screen from which the Item Search was called. The lot number was not carried back, which forced the user to write down or memorize the lot number and then manually type it into the screen that was being used. In Service Pack 6, the lot number is also loaded from the Item Search to the original screen, which streamlines the search process and minimize errors resulting from manual entry of lot numbers.

C

Sales Order Management

Credit Check with Currency

View Customer Information by Currency

4 The ability to provide fast, accurate information about customer account activity is key to customer and order management processes. The Credit Check program now includes the ability to display customer credit information by currency. If you operate in a multi-currency environment, you can now specify the currency to use when displaying customer credit information.

C

Convert SalesOrder Entry to ILE RPG

ILE RPG Technology in Sales Order Entry Program

5 JD Edwards World has been enabling ILE RPG in various areas. With RPG III, it was no longer possible to compile the Sales Order Entry program once it exceeded compiler size restrictions. With its conversion to ILE RPG, program size is no longer a restriction when modifying Sales Order Entry.

C Sales Order Entry converted to ILE RPG

xxiii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Tax on Credit

Orders Tax on Credit

Orders Calculated using Tax Rate in Effect on the Original Sales Order

6 The tax on a credit sales order has always been calculated based on the tax rate in effect at the time the credit order is processed, which might be different than the tax rate in effect at the time the original sales order was processed. The program was modified to calculate tax based on either the original order date, ship date, or invoice date when a credit order is created from the original sales order.

C

Sales OrderInvoice

Sales Order Invoice optionally suppresses Cost and Price

6 Sales Order Invoice Print program allows for the suppression of cost, pricing, and percent fields.

New processing options were added to suppress cost, price, and percent fields. Customers have the flexibility to select any combination of the options or leave them blank and continue printing all information. Using processing options to manage printing fields increases the flexibility and security of the invoice print program. Flexibility increases with the ability to choose which invoice print program to utilize this enhancement. Security increases with the suppression of confidential information.

The enhancement applies to the Invoice print program (P42565) and the printed invoices (R42565). To utilize the new feature, update the appropriate processing options on the DREAM Writer version(s) used to print invoices.

C

AddressChanges and Vertex

Changing the Ship-To-Address updates GEOcode for Vertex

6 When the Ship-To address is changed through the Order Address Information window, and if Vertex is ON, the Geocode corresponding to the new address is retrieved and updated to Sales Order Header and Detail files.

C

ProcessReceipts against Multiple Purchase Orders

Cascading Receipts

5 Some companies will receive a purchased item against the oldest available purchase order and apply the remaining quantity to the next oldest, until the correct quantity has been received. Cascading receipts allows this functionality to be automatically invoked within Purchase Order Receipts. This simplifies the receiving process and minimizes the number of errors due to incorrectly entered quantities.

N Cascading Receipts

xxiv Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Electronic

Commerce Create Work Orders

Ability to Generate Work Orders

4 Now you can direct EDI batch programs to generate a work order along with the sales order. Both the inbound 850 Inbound Purchase Order and the inbound 860 Inbound Purchase Order Change programs were enhanced to enable work order creation when working with line types that are set to generate work orders.

N EDI – Sales Order Entry creates Work Orders

EDI Purchase Order Processing Updated

Enhancements to EDI Processing

5 The EDI Purchase Order Batch Entry program was enhanced to mimic functionality available in Purchase Order Entry. Now, Purchase Orders received through the EDI process are verified and edited in the same way as those entered through Purchase Order Entry.

C

Procurement Zero Added as Valid Reorder Point

Purchase Order Generation Enhancement

5 When the reorder point for an item is zero and availability is zero, the system was using item history to calculate reorder point. The user can now select to consider history, use zero as a valid reorder point, or skip reorder processing completely.

C PO Generator – Zero Reorder Point

ConvertPurchase Order Receipts to ILE RPG

ILE RPG Technology in Purchase Order Receipts Program

5 JD Edwards World has been enabling ILE RPG in various areas. With RPG III, it was no longer possible to compile the Purchase Order Entry program once it exceeded compiler size restrictions. With its conversion to ILE RPG, program size is no longer a restriction when modifying Purchase Order Entry.

C Purchase Order Receipts converted to ILE RPG

Manufacturing

Configurator Phantom Processing

Costing Accuracy Improvement during Work Order Completion

5 Order Processing was enhanced to include a phantom’s components on the parts list. If a configured item has a phantom, or parent, in the Q rule, the phantom’s components now appear on the parts list. Previously, only the phantom was included on the parts list for the configured item.

N

AssemblyInclusion


5 If using configured items, the Assembly Inclusion Rules entry screen now has an 'as of' date inquiry option similar in function to Bill of Material Inquiry. An 'as of' date helps narrow down the inclusion rules that display and makes inquiry or modification more efficient.

N

xxv Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Equipment &

Plant Maintenance

Permit and License Tracking

Sort by License Renewal Date

6 Permit and License Tracking provides the ability to store and track permit, license, and certificate information about equipment. Information is sorted first by state and next by license number. This enhancement allows the user to include license date in sort criteria. The ability to sort by license date allows organizations to quickly locate licenses and minimizes the chance of overlooking pending renewal dates.

N

Forecasting ForecastGeneration

Include Actual Orders in Forecast

6 Past sales history provides a framework for predicting future sales demand. When generating a detail or summary forecast, the first step is to extract sales order history. Through a new processing option, organizations can elect to include actual sales orders when generating the forecast table. Including actual sales orders enables consideration of current sales activity in the forecasting process, which can enhance forecasting and planning accuracy, particularly for “short term” planning and analysis. Product sales growth or decline can be monitored more easily to help make sound business decision.

N

Requirements Planning

New Planning Messages - Defer and Increase or Decrease

Increased Planning Visibility and Improved Accuracy

4 Material Planning processes aid a planner in avoiding inventory shortfall or surplus. Now, when you generate a material requirements plan, new planning messages give the planner increased visibility into recommendations. The messages 'defer and increase' and 'defer and decrease' improve accuracy in the planning process.

N

Treatment ofPast-Due Purchase Orders in Available Balance


5 To accurately plan for future inventory needs, you need accurate item supply and demand information. Now Supply and Demand Inquiry allows you to determine whether or not to include past-due purchase orders as supply quantity. If past-due purchase orders are considered likely to be received, you can select to include them in the Available balance; if past-due purchase orders are considered as likely supply, you can exclude them from the Available balance.

N

SupplyDemand Inquiry - Visibility of Held Lots


5 Information about the supply and demand for items helps you accurately plan for future needs. This enhancement allows you to specify lot hold codes that you want to consider 'on hand' in supply and demand inquiry and reporting. With the ability to consider held lots as on hand, you can prevent inventory from transacting but see the inventory as available to sell.

N

xxvi Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Product Data

Management ECO Parts List inquiry

Engineering Change Order (ECO) with Related Obsolete Item

6 ECO Parts List defines the engineering change and the affected items for an engineering change order. For all engineering change types (except swap parent) users enter information for other items on Related Items. Now, when the related item that is selected for an ECO is obsolete, the program issues an error. Additionally, if an item is obsolete, the ECO Bill of Material Population report prints “This item is obsolete” in the description field.

N

BOM Date Conversion

Bill of Material and Routing Date Conversions

6 Conversion programs were created to automate the process of changing Effective Through Dates on existing BOMs and routings. The year of the Effective Through Date defaults from #CYR. In the past, organizations might have set #CYR to 05 or 10, depending on specific business requirements. The automated conversion programs help clean up legacy BOMs and routings, allowing organizations to globally update records with a new date. This enhancement greatly reduces the time required to maintain BOM affectivity dates.

N

Bill ofMaterial with "T" Components

Inquire on Bills of Material with only "T" Components

6 If BOMs are created that have only components that are stocking type “T,” this enhancement correctly displays them through Bill of Material Inquiry.

N

SubstituteItems with "As Of" Date

Display Substitute Items by "As Of" Date

6 The Enter/Change Bill of Material program includes an “as of” date that allows viewing of records that have an Effective Date range that corresponds to the As Of Date. To improve efficiency and reduce potential misinterpretation, the As Of Date is now also used to display substitute components. A substitute component displays if the As Of Date falls within the component’s effective date range.

N

Bill ofMaterial Inquiry

Display Generic Text for Components

6 To improve sharing of text information, a new feature highlights component lines that have generic text attached. Organizations can display generic text using Option 7.

N

Bill ofMaterials Log Inquiry

Inquiry for BOM Change Log

6 An inquiry screen is now provided to view the Bill of Material change log. BOM changes can be logged if turned on in the Manufacturing Constants. This eliminates the need to create custom reports or queries of the F3011 BOM Change Log File to track changes to the bill of materials.

N

xxvii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Bill of

Material Revision called from Routing Revision

"As Of" Date Filter Added to BOM Revisions (called from Routing Revisions)

6 When BOM Revisions (P3002P) is called from Routing Revisions, a new feature enables an “As Of Date” filter to improve efficiency of use. Without the filter, components with effective dates outside the current effective date range appeared, making the application cumbersome to use. The As of Date defaults from the calling program.

N

Shop Floor Control

Work Order Completion


5 This enhancement makes work order completion more fool-proof by checking to see if costs were associated with the item prior to allowing the work order to be completed. Preventing the completion of a work order without costs enforces costing accuracy and eliminates residual accounting issues.

N

Parts ListAttachment

Warning when Lot Grade is outside Allowed Range

6 Additional information about grade-controlled lots during parts list attachment ensures product quality. With this enhancement, the program issues a warning if the component being attached is defined as a grade-controlled lot and the grade falls outside the valid grade range.

N

Shop FloorWorkbench - Super Backflush

Perform Super Backflush from Shop Floor Workbench

6 Shop Floor Workbench provides centralized access to the functions organizations need to monitor and manage the work order process. To increase the efficiency of this powerful tool, organizations can now perform Super Backflush from within the Shop Floor Workbench. This ability simplifies work order management and streamlines manufacturing processes.

N Super Backflush from Shop Floor Workbench

SelectingWork Orders

Selecting and Sorting Work Orders

6 New logical files added for the Work Order Master file greatly improve performance when retrieving work orders for display. The logical files facilitate more direct access of work orders based on specified criteria, such as branch plant or item number. In addition, performance is also improved if the processing options for Shop Floor Workbench are set to sequence records by a Requested or Start Date.

N

Work OrderStart Dates

Aligning Work Order Start Date and Routing First Operation Start Date

6 When using variable lead-time, WO Start Date and Routing 1st Operation Start Date frequently do not match due to differences in calculations. A processing option was added to automatically update the WO Start Date with the Routing Start Date when they do not match. The Routing 1st Operation Start Date is more accurate because it includes additional resource units that can be added to the Work Center Master.

N

xxviii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Component

Shortage Report

Work Order Parts List Shortage Report Uses Quantity Available as Starting Point

6 The Work Order Parts List Shortage Report was modified to use quantity available as a starting number for calculating shortages. Before this change, the program used On Hand Quantity, which rendered an inaccurate picture of the actual shortage quantity.

N

Master Planning Schedules

Master Planning Schedule Programs

Convert Master Planning Schedules to RPG IV

6 JD Edwards World has been incorporating RPG IV in various areas in order to take advantage of its enhanced features. Master Planning Schedules are two of the latest programs to be converted to RPG IV.

C

MasterPlanning Schedules

Run Parallel Versions of Master Planning Schedules

6 Before this enhancement, multiple versions of master planning (single or multi-plant) had to be run sequentially or serious pegging errors would occur. Now, multiple versions of MPS can be run simultaneously, which reduces the time and coordination needed for planning runs when multiple companies are running on one instance of JD Edwards World.

N

PlanningMessage Processing

MRP Message Processing disallows Creation of Purchase Orders for Obsolete or Use Up Items

6 When processing planning messages, JD Edwards World respects “O” or “U” stocking type designations for items, by not allowing automatic creation of a purchase order from planning message processing for an obsolete or “use up” item. This should greatly reduce ordering mistakes resulting in excess inventory.

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Batch TransferOrder Creation from Planning Message Review

Batch Process to Create Transfer Orders from MRP Messages

5 A planner using JD Edwards World software has always been required to answer planning messages for one item at a time, using an interactive program. This process can be time-consuming without adding value. A8.1 CU 5 streamlined the transfer process by enabling batch consolidations of transfer orders. To further streamline the process, a new batch program was added to automatically create transfer orders from requirements planning messages. Once the Master Production Schedule is established, a planner can create transfer orders without any direct intervention, greatly reducing the time required for planners to accomplish their daily tasks.

N Consolidate Transfer Messages in MRP/DRP Detail Message Processing

xxix Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Other

Notable Changes

Super Backflush

Update Sales Order Status for Sales Order Generated Work Orders

6 When there is a work order created from a sales order and Super Backflush is used to process the work order with blind Work Order Completions, the Sales Order statuses are not updated. Two processing options were added to Super Backflush to allow correct updating of the Sales Order Status when a sales order generated work order is completed through Super Backflush.

N Update Sales Order Status for Line Type W with Completions using Super Backflush

Technical Foundation


Reduced I/O Improved Performance with Reduced I/O

4 To coincide with updates in V4R5 resource allocation, reclaim resource commands were removed from several CL and RPG programs. Programs that execute from the menu driver, P00MENU, no longer need to execute RCLRSC. Reduced I/O results in increased performance, especially on systems running many interactive sessions and during peak traffic periods.

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IBM UserProfile – Limit Capabilities

Support Command Restriction

4 Through User Information on the JD Edwards World Security Officer menu, you can add information that supplements the IBM user profile setup. To streamline user profile security, JD Edwards World was enhanced to support command restriction when the IBM profile has Limit Capabilities equal to *YES. The Limit Capabilities set to *YES on the IBM User Profile will override a ‘Y’ in the Command Entry field setting for User Information within JD Edwards World (menu G94 option 2 or G944 option 4), restricting the use of commands on the Menu Command Line, Group Jobs, and Software Versions Repository (F2 from SVR). It is advisable that you review all IBM user profiles that access JD Edwards World. You need to have the Limit Capabilities field set to *NO or *PARTIAL if you want the user to be able to run commands from these options. For commands you would like users to be able to execute, you can use CHGCMD on the command (for example: CHGCMD CHGOBJ) and change the Allow Limited Users (ALWLMTUSR) field to *YES.

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Sort UserDefined Codes by Description

Use F6 to Sort User Defined Codes by Description

4 User Defined Codes (UDC), used widely throughout JD Edwards World applications, allow you to define the valid values for an associated field. A new function key, F6, adds the ability to sort UDC tables alphanumerically by the UDC code or by its description. The ability to sort by description, which is often more meaningful to the user, makes it easier to locate codes.

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xxx Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task SQL Program

Debugging Enabled in RPG Creation Programs

Take Advantage of ILE RPG Advancements

5 RPG creation programs were enhanced to enable SQL program debugging using the ILE interactive debugger. JD Edwards World programs that contain SQL statements are now available to the ILE interactive debugger.

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Compile ILEprograms with Source


5 JD Edwards World object create programs J98CRTCL, J98CRTRPG, and J98CRTRPGL were changed to allow the IBM source level interactive debugger to be used with JD Edwards World programs. Since these programs do not optimize objects, debugging information can be used by programmers.

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SEU for ILE Copy Members


5 You can now use the edit function in Software Versions Repository (SVR) to modify ILE copy members.

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DREAM Writer

DREAM Writer Retrieves File Format Name

Additional Flexibility when Using Custom Files in Dream Writer

5 When creating your own custom DREAM Writer reports, you now have greater flexibility when using custom files and file record formats. DREAM Writer now locates the file that you specify in the Based on File field and retrieves the file record format on the Additional Parameters screen.

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Technical Tools

Library List Expansion

Increase Maximum Allowable Library List Entries to 250

6 OS400 V5R1M0 supports an increase to the maximum number of library list entries from 25 to 250. JD Edwards World now supports this operating system enhancement throughout its product lines. Library List Revisions checks for the existence of the same data area that IBM checks for in order to determine whether to display 25 or 250 entry fields.

C Library List Expansion to 250 Users

Object Cross-Reference and RPG IV

Update Cross-Reference to Work With RPG IV Programs

6 The Object Cross-Reference Repository is an index of objects that allows you to inquire on an object and display its relationship to other objects. The cross-reference build program uses the Software Versions Repository to build the cross-reference index. JD Edwards World has been incorporating the benefits of the RPG IV programming language in both its applications and its design and development tools. This enhancement focuses on Object Cross-Reference build programs, which were enhanced to include objects generated through RPG IV. Additionally, the Software Versions Repository was enhanced to correctly access the cross-reference for RPG IV objects via function key 15.

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xxxi Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Securing

Hidden Selection 33 - WRKSBMJOB

Provide Method to Secure Users from WRKSBMJOB Options

6 An enhancement is available to secure the Work with Submitted Jobs (WRKSBMJOB) command in order to prevent users from changing their jobs.

N Securing Hidden Selection 33 - WRKSBMJOB Options

i-Series Operating System Update

IBM V5R3 V5R3 Support 6 JD Edwards World was certified to work with the V5R3M0 level of OS400. Please refer to document WST-02-0017 for more information.

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JD Edwards World Development Process Improvement

JD Edwards World Development Process Improvement

Code Change Document Creation

Creation of Code Change Documents has been Automated

6 A long-time practice of JD Edwards World has been to make source code change documents available to its customers. These code change documents provide expedient resolution to program issues and offer a method for incorporating corrections and enhancements that are perhaps not yet available in a cumulative update. While not appropriate for every Software Action Request (SAR), and while not always the most preferred method for incorporating a SAR in your environment, code change documents nonetheless meet an important customer need. In an effort to streamline this process as well as to ensure the highest degree of quality possible, JD Edwards World has automated the process of creating code change documents. With an automated process, JD Edwards World developers can quickly and accurately capture the code lines related to a particular change.

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xxxii Net Change A8.1 CU 4-6

Product Area Program Topic CU Explanation and Benefits N/C Task Localization

Argentina Localization

Include Argentina Localizations

World Takes Argentina Localizations In-House

6 JDE World now manages the development and delivery of localizations for Argentina. All current Argentinean localizations were incorporated into A8.1 Cumulative Update 6. In addition, our team in Argentina monitors regulatory activity and keeps the software up-to-date with the latest regulatory changes. These changes ensure that localizations for Argentina are current, and that they can be received in the regular cumulative update instead of a separate update. JD Edwards World also currently supports Argentina localization, via a separate update, for release levels A7.3 Cumulative Updates 8 and 10 and A8.1 Cumulative Update 3.

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xxxiii Net Change A8.1 CU 4-6

Table of Contents

Net Change Overview i

Table of Contents 1

Foundation 3 Address Book.................................................................................................. 3

Address Book Enhancements..................................................................................3

Financial Management 6 Accounts Receivable....................................................................................... 6

Streamline Internal Balancing Procedures and Quickly Spot of Out-of-Balance Conditions ............................................................................................................6

Improved Management of Customer Receivables...................................................10 Create “As of” Files by Company.............................................................................16 New Program for Calculating Customer High Balance............................................16

Accounts Payable ........................................................................................... 18 Streamlined Internal Balancing Procedures and Quick Spotting of Out-of-Balance

Conditions ............................................................................................................18 Step up Automation and Increase User Flexibility during Payment Processing......22 Generate and Transmit a Positive Pay File .............................................................25 Work Flow Approval Process for Voucher and Pay.................................................29 VAT Calculated at the Time Payment or Receipt is Posted ....................................41 Add Option to Pay to Alternate Payee .....................................................................46 Inquiry by Member ID...............................................................................................50

FASTR ............................................................................................................ 51 Create Journal Entries with Explanation and Remark .............................................51 Refine FASTR Download Process and Minimize IT Intervention ............................52

Fixed Assets.................................................................................................... 54 Simplify Management of Fixed Assets.....................................................................54 Select Library for Download of STAR Reports.........................................................58 New Integrity Reporting for Fixed Assets and General Ledger ...............................59

General Accounting......................................................................................... 62 Streamline Balancing and Reconciliation with Enhanced Reports and Process .....62 Globally Update AAIs when Business Unit Changes...............................................63 Post Reversing Journal Entries to Next Fiscal Year ................................................65 Include Domestic and Foreign Currency..................................................................69 One-to-One Relationship between Source and Cash Basis Batches......................70

Job Cost .......................................................................................................... 72 Include Unposted Transactions when Viewing a Job ..............................................72

Contract and Service Billing ............................................................................ 75 Contract Billing and Service Billing Enhancement SARs.........................................75

Human Resources Management 78 Payroll ............................................................................................................. 78

1 Net Change A8.1 CU 4-6

Enhanced Tax Calculation for Bonuses and Other Supplemental Pay ...................78 Pay Period Processing Enhancements....................................................................79 Additional Flexibility during Paycheck Reconciliation ..............................................82 More Easily Administer 401K for Employees who Transfers Companies................83 Print Accrual Amount in Days ..................................................................................84

Canadian Payroll ............................................................................................. 86 Canadian Payroll Tax ID Updates and Processing of Year-End Tax Forms ...........86

Distribution/Logistics 89 Inventory Management ................................................................................... 89

Inquire on Lot without Item.......................................................................................89 Sales Order Management ............................................................................... 90

ILE RPG Technology in Sales Order Entry Program...............................................90 Cascading Receipts .................................................................................................90

Electronic Commerce...................................................................................... 97 Ability to Generate Work Orders ..............................................................................97

Procurement.................................................................................................... 98 Purchase Order Generation Enhancement..............................................................98 ILE RPG Technology in Purchase Order Receipts Program...................................98

Manufacturing 100 Shop Floor Control .......................................................................................... 100

Perform Super Backflush from Shop Floor Workbench...........................................100 Master Planning Schedules ............................................................................ 112

Batch Process to Create Transfer Orders from MRP Messages.............................112 Other Notable Changes .................................................................................. 122

Update Sales Order Status for Sales Order Generated Work Orders .....................122

Technical Foundation 130 Technical Tools ............................................................................................... 130

Increase Maximum Allowable Library List Entries to 250 ........................................130 Provide Method to Secure Users from WRKSBMJOB Options ...............................131


Foundation

Address Book

Address Book Enhancements ► Address Book Enhancements

Overview

Several enhancements were made to the Address Book Revisions and related programs:

• Controls were added to edit duplicate entries when adding new Address Book records and to determine the ability to add duplicate Tax IDs to multiple Address Book records

• Users can choose whether or not the Tax ID field displays in the Alternate Format and/or Additional Information screens

• Revisions were made for easier entry and display of an e-mail address for an Address Book record

• Security related to Accounts Payable payment processing was added on Mailing Name

• Additions to the Audit Log for tracking changes to the Mailing Name/Tax Exempt Certificate

• Enhancements to the Name Search program include multiple search field additions, new formats, and Credit Message view

• Added the ability to use the same zip code for different counties within the same city

Duplicate Address Book Entries

Address Book Revisions (P01051) and Address Book Addition (P01AB) were enhanced to edit against duplicate Address Book entries. A new processing option allows you to control the edit when adding new records. You can choose to have no edit, issue a warning, or prevent duplicate entries. The edit checks the Alpha Name, City, and Postal Code to determine a potential duplication.

Address Book Addition uses the new processing option available on P01051 version ZJDE0001, to edit for duplicate entries.

Duplicate Tax ID

Enhancements were made to Address Book Revisions (P01051), Address Book Addition (P01AB), Customer Master Information (P01053), and Supplier Master Information (P01054) to allow you to control the edit of the Tax ID field for duplicates. New processing options were added to each program, allowing warning or preventing the entry of a duplicate Tax ID for the Address Book, Customer, or Supplier Master record.

Address Book Window Addition uses the new processing option available on P01051 version ZJDE0001, to edit for duplicate entries.


Suppress Tax ID Field

Address Book Revisions (P01051) Address Book Additional Information (P010513) and Supplier Master Information (P01054) were enhanced to allow the suppression of the Tax ID field. A new processing option was added to each program to specify whether or not the Tax ID field displays on each related screen. The processing option for P01051 controls the display in the Alternate Format of Address Book Revisions (F2) and the processing option for P010513 controls the display when Additional Information is accessed from Address Book Revisions (F13). The processing option for P01054 controls the display in Supplier Master Information.

In addition, Address Book Revisions and Supplier Master Information were enhanced to allow you to choose which version of Additional Information (P010513) you want to call. You can use the DREAM WRITER VERSIONS processing option of each program to designate a particular version of P010513; if left blank, version ZJDE0001 is used.

Entry/Display of E-Mail Address

In release A7.3, two programs were enhanced to display an e-mail address. The Remark 1 field of Who’s Who (WWRM1) was added to the detail area (F4) of Who’s Who (P0111) and the standard format of Address Book Revisions (P01051) for ease in entering and viewing an e-mail address. Before this enhancement, the field was populated and viewed within the Who’s Who Detail Window (P0111W) and within the PPAT Message Internet Search Window (P01101W2).

In release A8.1BASE, the size of the phone number field was increased from 20 to 40 characters to allow the phone number field (PH1) to be used to store e-mail addresses. To add an e-mail address to this field, you need to assign a phone type of ‘I’ for Internet Address. Address Book Revisions (P01051) and Address Book Addition Window (P01AB) were enhanced to display all 40 characters of the phone number field if the phone type is ‘I’. If the phone type is not ‘I’, then the PH1 mask changes the field to 30 characters as a phone number of some type. You can have multiple e-mail addresses or type ‘I’ phone numbers, for an address book record.

View Credit Message from Name Search

Now you can view the Credit Message from Name Search (both P01NS and P01200).

P01NS From G01 – Address Book Revisions, press F1 in Address Book number field. Use the F6 function key to toggle to the format for Credit Messages.

The Format Control processing option (option 1 in P01NS) allows the user to enter up to 5 formats: Address Line One, City, Phone Number, Address Book Number, and Credit Message.

P01200 From Name Search option (G01, G0311, G0411, G0422, G1911, G4411), use the F5 function key to toggle the formats.

The Format Control processing option (option 1 in P01200) allows the user to enter up to 5 formats: Address Line One, City, Phone Number, Address Book Number, and Credit Message.


Multi-County with Same Zip Code

When setting up Postal Codes from menu G0141 (Postal Code Revisions option), now you have the option to use the same zip code within the same city but with different counties. This is for areas where the city is in two or more counties.

To implement this change, set up the zip code in Postal Code Revisions using the same City, State, and Postal Code with different counties.

When you use the Postal code in an address book record, you are prompted to select the correct county. Use Option 4 to pull the correct Postal Code/City/County into the address book record.


Financial Management

Accounts Receivable

Streamline Internal Balancing Procedures and Quickly Spot of Out-of-Balance Conditions

► Accounts Receivable (AR) to General Ledger (GL) by Offset Integrity P037001

This section describes how this integrity works, a new enhancement for finding problems, common errors encountered, and troubleshooting tips.

Summary

This integrity report offers a comparison of posted A/R Ledger tables (F0311) amounts for invoices and receipts and the corresponding A/R control offset (Trade) account amounts in the Account Balances table (F0902).

How it Works

The program utilizes the Automatic Accounting Instructions (AAIs) for all RC items to determine the offset accounts used for the invoices entered.

Next, it calculates the open balances for the invoices, sorting by the G/L Offset field, and makes specific adjustments for balancing to the corresponding F0902 A/R trade account. If there is a discrepancy, the account is printed on the report along with the F0311 open invoice balance, the F0902 account balance, and the difference between the two amounts. This ensures that all offsets were posted correctly.

The program accumulates the total of all the invoices' gross amounts, subtracts any receipt and discount amounts, and makes adjustments for any unposted RE documents in the F0311 file, to arrive at the posted open amount for the F0311 column on the report. The F0902 A/R trade account total is a calculation of the current fiscal year's beginning balance and the sum of all period entries.

Basic Functionality

Highlights of basic functionality

• Summarizes the AR ledger (F0311) gross amount field for invoices where the open amount is not equal to zero for each AAI GL account. The GL class code points to the AR control offset account in the AAIs.

• Compares the GL account balance amount to the corresponding AR ledger amount. The net difference between these amounts must be zero, indicating that the accounts are in balance. If they are not balanced, the difference is printed on the integrity report.

• Prints the sum of any GL class code that cannot be associated with an account in the Account Balances table. This usually occurs if an AAI is missing or if it points to an invalid account.

Data Selection must be: Company EQ *ALL


Data Sequence must be: (see graphic below)

Enhancement

Several new processing options were added to enhance the AR to GL by Offset report. These options limit printing of accounts to only those that are out of balance, allow printing of detail information from the AR ledger files for those accounts, and limit the detail information to only those ledger records considered out of balance (calculated gross amount does not equal the ledger open amount). The original program was not changed.

If all processing options are left blank, the program works exactly as beforehand. If the processing options are filled in, the program works as described below:

Processing Options

PRINT OPTIONS: 1. Enter a '1' to print only accounts that are out-of-balance. If left blank, all accounts will print. 2. Enter a '1' to print detail A/R Invoice and Receipt data for any account that is out-of-balance. Enter a '2' to print detail for all accounts. If left blank, no detail will print. 2a. Enter a '1' to only print detail where the calculated gross is NOT equal to the ledger open amount. If left blank, all detail will print.


Processing Option 1 – if the value is 1, the integrity report only prints accounts where the F0311 gross amount of open invoices and the F0902 are out of balance. If the value is left blank, the integrity report prints all the accounts associated with the AAI item RC.

Processing Option 2 - works in conjunction with Processing Option 1. If the value is 1, only the detail prints for an account that is out of balance. If the value is 2, the detail for all accounts print (this could generate a very large report). If the value is left blank, then no detail prints.

Processing Option 2a – if Processing Option 2 is left blank, Processing Option 2a is ignored. If the value is 1, only the detail prints where the F0311 gross less payments is not equal to the open amount. If the value is left blank, then all detail prints.

Hint

For the integrity to display documents where the F0311 gross amount less receipts are not equal to the open amount, set the processing options as follows:

• Processing Option 1 = blank

• Processing Option 2 = 2

• Processing Option 2a = 1

Correcting AR Out of Balance Conditions

After running an integrity report, you must correct any errors that the system detects. Some typical errors, causes, and possible solutions for the AR to GL by Offset integrity are as follows:

Error Message Description Report amounts do not net to zero Cause: This error is usually caused by unposted AR

batches.

Resolution: Post all AR batches.

Batch was posted out of balance without automatic offset entries

Cause: This can occur when there is a power failure during posting or when there is more than one post program active at the same time.

Resolution: Determine the missing offset entries, create the balancing journal entry, and post the batch.

Invalid journal entry was posted to an A/R account Cause: Typically, the A/R control offset account (posting edit code = M) only includes machine-generated entries with a document type of AE (automatic entry). A manually entered document, such as a journal entry, that appears in this account can cause a balancing problem.

Resolution: Locate the journal entry, correct or void the entry, and post it.

Data records are damaged Cause: This error can occur with any AR integrity report for a variety of reasons, including hardware


failure.

Resolution: If the damaged records are in the AR Ledger table, you might need to remove them from the table by running a data file utility program. For more information, contact your System Administrator.

If the records are in the Account Balances table, you might need to report the Account Ledger.

G/L offset code was changed in the AAIs Cause: This error occurs if you change the G/L offset code to which your invoices are assigned and the system cannot find a match for the A/R Ledger records that contain the old offset code.

The report prints the old RCyyyy (where yyyy equals the G/L offset code) item that is missing from AAIs under the Account column along with the total of the invoices that include the old code.

The report does not print the G/L account balance, because the system cannot find a match.

Resolution: Set up the old offset code and retain it until you have paid all open invoices that have the old code.

A/R control account was changed Cause: This error occurs if you change the AAIs for the A/R control account, to which the invoice G/L offset code is attached. The system cannot find a match in the Account Balances table because the association between the G/L offset code and the old account number is lost.

The report prints an amount in the Detail column that is greater than the amount in the Balance column. The difference should equal the old A/R control account balance amount.

Resolution: Locate the old AR control offset account total and create a manual Journal Entry to move the amount to the new account.

Troubleshooting AR Integrity Issues

The AR to GL by Offset report indicates if there is an issue between the AR and the GL. The new detail out of balance information displayed on the report, provides helpful information for damaged AR detail records. This detail information might not be the full answer to resolving the out of balance issue.

What You Should Know About

'As of' capabilities – Integrity reports do not have 'as of' capabilities. That is, you cannot run the reports as of a certain date, such as the last day of the month, to ensure that your data was in balance at that time. You can run the report only as of the current day.


Improved Management of Customer Receivables ► Statement Processing (P035001)

Outline on how to set up and process A/R Statements.

Set up

• To generate statements for customers, you must have the Print Statement (Y/N) field in the Customer Master (P01053) set to Y

• Additionally, you must have the Print Statement (Y/N) field in the A/R Constants (P000903) set to Y for any company from which you are generating statements

• If you do not enter Y in both fields, a statement is no produced

Update A/R from Address Book (P03802)

Run this program if you make changes to the alpha name, parent number, or category code information. To ensure the integrity of your AR statements, it is recommended that the program be run before every statement run. However, if you are generating statements frequently and not making changes to your address book, the program can be run monthly.

The most frequently reported problem as a result of not running this program is the duplication of invoices on statements, resulting from a change in the parent/child relationship of a customer.

There are processing options that bypass the update of the Alternate Payee and the Alpha Name.

Building the Temporary Workfile (F0315 or F0315W)

The Credit Management Workfile is used in the statement process to determine if a customer is eligible to receive a statement. It is possible for a customer to be eligible to receive a statement, but not have one printed for them based on the setup of the Processing Options and Data Selection in the Print Statement program (P035001). You create the workfile by running the program Credit Analysis Refresh (P03525) or by activating a processing option within the Print Statements program (P035001). The difference between these two processes and the workfiles is explained below.

Running Credit Analysis Refresh (P03525)

The Credit Analysis Refresh program generates the Cash Management file (F0315). Several Credit and Collection programs, including Print Statements, use the F0315 file. The current documentation for Credit Analysis Refresh addresses builds the workfile with respect to Credit and Collection programs and not statement generation. According to the current documentation, customers meeting the following criteria are included in the file:

• The customer has a past due balance

• A tickler date message is no longer in the future

• The date for credit review has passed

• The customer has exceeded their credit limit

The above criteria are used for credit and collection programs, not for statements.


Customers with an open invoice generate at least four records in this file as follows:

• One for the company specific to the transaction for the customer

• One for company 00000 for the customer

• One for the company specific to the transaction for the parent (even if the parent is the same as the customer)

• One for company 00000 for the parent

This allows the Print Statement program to provide totals by parent, child, company, and a grand total for all companies.

The Credit Analysis Refresh uses Data Selection to determine which records to update in the file. JD Edwards World provides two DEMO versions for Credit Analysis Refresh, ZJDE0001, and ZJDE0002. The difference between the two versions is that one includes paid invoices and the other excludes paid invoices. The Data Selection for ZJDE0001 is set up to include only open invoices [Pay Status not equal to P (paid) and S (summarized)]. Version ZJDE0002 is set up to include customers with invoices that are paid as well as open [Pay Status is not equal ‘S’ (summarized)]. This allows you to print statements for customers that have a zero balance. This version take longer to process since, virtually, every customer appears in the file.

The Pay Status S (summarized) is excluded from both DREAM Writer versions because these are duplicate records. Please see the section, Producing Statements - Credit Card Format for further information.

Processing Options

The processing options for Credit Analysis Refresh are not relevant for statements. The processing options must be properly set up for the Credit and Collections programs.

Data Selection

The relevant data selection includes:

• Company NE 00000

• Type Input NE G

• Pay Status NE *VALUE (S and P)

Caution

Use caution when changing Data Selection because changes can limit the customers that are available for statement processing.

Data Sequencing

Do not change the Data Sequencing for this program. The sequencing that is established in the DEMO versions is:

• Parent Number 001

• Address Number 002

• Company 003


Creating the Workfile from the Print Statement Processing Options (P035001)

In lieu of creating the F0315 file via Credit Analysis Refresh, you can generate the F0315W file via a processing option in the Print Statement program (P035001). The F0315W file is built exactly like the F0315 file. The only difference is that no other programs can access or change the information. This allows the credit and collection managers autonomy in maintaining the F0315 file, as of a specific date, while allowing statement processing to run for a different set of criteria. The F0315W file is only used for the version of the statement program that generated it. If another version of the Print Statement program is executed to build the F0315W workfile, it is cleared and recreated.

How it Works

To create the F0315W file, you must activate the processing option to rebuild the temporary A/R Credit/Cash Management workfile. If you want to print statements for customers that do not have a balance, you must activate the processing option to include zero open balance records in the A/R Credit/Cash Management workfile. When you run statements with the option to rebuild the temporary A/R Credit/Cash Management workfile, the Credit Analysis Refresh is actually executed. Depending on which options you activate, a different version is called (either ZJDE0001 or ZJDE0002). See Running Credit Analysis Refresh for information about these versions. The system uses the processing options of the Print Statements program (specifically statement date and aging information) to build the F0315W file.

To print statements from the F0315W file, you must set the Based on File in the Additional Parameters to F0315WJA (instead of F0315JA). If you activate the processing option to build the file but neglect to change the value of the Based on File in the Additional Parameters, statements are generated using the F0315 file.

Data Selection and Data Sequencing

See Producing Statements.

A/R Statement Print Messages (P03280) - Optional

This program allows you to customize statement messages by either company or customer. There are two screens for this program:

• One to set up the desired company or customer

• One to enter the message text

Before you can write the text message, you must first assign either a company or a customer number (not both). To enter text, once you add either the company or the customer, type a '1' in the OP (Option) field and press Enter. This takes you to another screen (V0016) where you can enter the desired text. To add a message globally across all companies, establish a message for company 00000. Adding a message to a customer overrides the message for the company.

If you want to establish messages in another language, enter the language preference in the LP column. The text you write must be in the language specified by the language preference; the program does not perform translations.

You do not need to delete the text before deleting a customer or company.

This program is also used for the text that prints on payment reminders and interest invoices. A processing option determines which screen format to display. Ensure this option is blank for statement messages.


Producing Statements (P035001)

This program generates statements in the spool file, S035001. The program is robust and contains several processing options that can affect how statements are produced.

Additional Parameters

The statement program utilizes a joined file (F0315JA) between the F0315 workfile and Customer Master file (F0301). If you are generating the workfile by running the Credit Analysis Refresh (P03525), the Based on File must be F0315JA. If you generate the F0315W workfile via the Print Statement program, the Based on File needs to be changed to F0315WJA.

Processing Options

Proof or Final Mode You have the option to produce statements in Proof or Final mode. In Proof mode, statements are generated as a spooled file and no updates are made to the F0311 file. It is highly recommended to run your statements in Proof mode first. Once you process statements in Final mode, the Statement Date (and depending on the Print Statement processing options), the Statement Number fields in the F0311 records are updated. There is not a program for resetting these values.

Consolidation You have the option to produce one statement for customers that have invoices with several companies. Since each company might have a different Remit To address and aging buckets established in the A/R Constants, you must designate the company number to use for consolidation. In addition to completing the processing option, you must also verify that the Data Sequencing for the version you are submitting is as follows:

Statement Address Number 001 Address Number 002 Company 003

A DEMO Version for Consolidation exists with this Data Sequencing. If you are creating your own version for the purpose of consolidation, copy the appropriate DEMO version. Do not copy another version and change the Data Sequencing.

If you leave this processing option blank, statements are produced by company (one statement per customer per company).

Generate the Workfile See Create the Workfile from the Print Statement Processing Options.

Aging Invoices The next group of processing options determines how to age invoices that are printed on the statement. Regardless of how the aging is defined in the processing options of Credit Analysis Refresh, the Print Statement processing options are used to determine the aging buckets under which the invoice appears and the date printed on the statement.

You can determine aging either from the A/R Company Constants or from the processing options. Regardless of where aging is set up, the options work the same.


Statement Date (Age As Of Date) This is the date used to age open invoices. The date of the invoice is compared to this date to determine which aging bucket it must be included under.

Date to Age Open Balances (Date Aging Based On) This option determines whether the invoice date, due date, general ledger date, or statement date is used for comparison against the Statement Date (from the previous option).

Aging Method Determines if you want to age based on each day, each fiscal period, or each calendar month. If you choose Fiscal Periods or Calendar, the aging buckets are printed as Period 1, Period 2, Period 3, and so on; or January, February, March, and so on, instead of using days.

If you choose to age by days, you must define the buckets using the next processing option (enter Aging Day Ranges).

If you choose to base your aging on the A/R Company Constants, you can bypass all the options related to aging in the processing options. The remaining processing options give you choices about what information you want printed on your statement.

P03500X - Data Selection and Sequencing The program P03500X is a DREAM Writer that allows you to determine which transaction from the AR Transaction file (F0311) you want to print on the statement and in what order you want to see that information. For example, if you only want to see invoices that have a purchase order number, you can create a version of the P03500X and change the Data Selection to include Purchase Order Number NE *BLANK. Then, after entering the version of the program in the Print Statement processing option, only those invoices with a purchase order number are printed on the statement.

The sequence of this program (P03500X) determines how the detail information prints on the statement (not the order in which the statements are printed).

Other Relevant Processing Options If you choose to Exclude Future Dollars, and you have your aging based on due date, your current invoices do not print. You can either include future dollars, or change your aging to be based on invoice date. This allows current invoices to print, without printing future invoices as well.

If you choose to use the company name as a Remit To address on your statements, ensure to set up your company in address book.

Specify the date to be used to select invoice records. If you have a statement aging date of 7/01/99 that is based on the invoice date and you specify Due Date for this processing option, it is possible to exclude invoices on the statement. Since this date is compared to the Statement Aging Date, all invoices with a due date past 7/01/99 are not included on the statement unless you choose not to Exclude Future Dollars.

The option to Update the Statement Number is irrelevant for U.S. companies. This was designed for specific banking needs in Europe.


Data Selection

The following Data Selection for the Print Statements program is mandatory and must not be changed. Deviating from this selection will produce erroneous results:

• Company NE 00000

• Parent/Child Relationship EQ *BLANK

• Print Statement (Y/N) EQ Y

You can include other Data Selection (to print statements for a particular group of customers or for a particular statement cycle), but you must not change any mandatory Data Selection.

Data Sequence Set up

The Data Sequencing cannot be changed for the Print Statements program. The correct data sequencing is:

• Company 001

• Statement Address Number 002

• Address Number 003

If you consolidate statements across companies, statements are printed according to Statement Address Number then Customer Address Number. You cannot print statements in alphabetical order according to the customer name.

Producing Statements – Credit Card Format

It is possible to produce a statement that is in the format of a credit card by using the Balance Forward method of maintaining customer balances, instead of the Open Item method. This is determined by the how the field Balance Forward/Open Item is set in the Customer Master (F0301) file. The default for this field (A5BO) is for the Open Item method. This means that each item appears on every statement as long as it remains open. Once the item is paid and the payment appears on the statement, the item is no longer printed.

To use the Balance Forward method, you must update the field in the Customer Master to a value B, as well as run the program Update Balance Forward (P03501). This program produces a summarized invoice with a document type of RW. Summarized invoices are updated with an 'S' in the Pay Status field (RPPST) and the open amount is cleared. There is no method to "un-summarize" records once this program is executed, nor is there any method of determining which invoices were summarized into a particular RW record. The pay status of the RW record remains 'A' until the invoices are paid.

When you run the Print Statement program, only the summarized invoices are printed (as the Balance Forward) as well as any invoices that have not been summarized.

Producing Statements for – “As Of” Date

In SP15, the AR Statement program (P035001) was enhanced to allow the capability to run statements “As Of” any date.

First, run Date File Generation (P03900) with the as-of date in the processing option. Create a new version of the Selection/Sort program (P03500X) with the Based on File set to F0311A (as of file).


Attach this version of the Selection/Sort program in the AR Statement program processing option titled Data Selection. Also enter the statement date for the “As Of” statements.

Run the statements in PROOF mode only, when creating the “As Of” statements.

The SAR number for this enhancement is 1084470.

Create “As of” Files by Company ► As of File Generation Programs (P03900 and P04901)

The as of file generation programs were enhanced to allow a partial build of the as of files.

The AR As Of File Generation (P03900) and the AP As Of File Generation (P04901) programs were enhanced to allow partial build of the As of files. The records in the as of file are deleted and rebuilt for the selected companies to accommodate different fiscal date patterns and different as of dates. This feature is activated through a processing option and data selection.

For instance, if you have company 100 in Germany closing September and company 101 in Canada closing October, the users in Germany can run the as of process for company 100 without affecting the as of information for company 101 in Canada. The Canadian users can run their version of the update for only company 101 at any time without changing any other company data.

The processing option below was added to activate the enhancement in the as of programs P04901 and P03900:

Enter a '1' for a partial build. The build will delete and write only records for those companies selected in DREAM Writer Data Selection. (RPCO EQ *VALUE)

A '1' in this processing option along with the data selection specifically set for the company(ies) activates the process. In the Data Selection for Company (RPCO), the Value column must contain the word *VALUE, even if there is only one company. Type the correct company number(s) on the Value screen. If more than 45 companies are needed for selection, simply add additional company selections. You can select up to 225 companies for the partial build, which is five separate Data Selection records separated with an OR statement.

Previously, the system used the data areas AR311A and/or AP411A to hold the As of Date of the last file generation. In A8.1 for AP only, the constant A/P As of File Date (GCDAGP) is also updated with the last file generation. This date was used on report headings and for aging data on reports when using the As of Files F0311A/F0411A. With the new program, which allowed multiple as of build dates, the system needed to maintain more than one date. It was decided to store the As of Date on each record in the F0311A or F0411A in the Date Updated (RPUPMJ) field. All As of reports had to be modified to handle this new date storage and retrieval. In addition, the data sequence was changed on these reports to sort by the Date Updated (RPUPMJ) first.

New Program for Calculating Customer High Balance ► Calculate High Balance

This new program calculates the customer's high balance, updates the High Balance (A5AHB), and updates the Date of High Balance (A5DHBJ) fields in the F0301.


Overview

Calculate High Balance (P03526) calculates the highest open amount total at the time the program is executed, for each customer, based on the A/R Ledger file (F0311) or the A/R As of file (F0311A). The High Balance (A5AHB) and Date of High Balance (A5DHBJ) fields in the Customer Master file (F0301) are updated if the current open amount total is greater than the existing High Balance amount for the customer. The two fields, High Balance and Date of High Balance are available for review through Credit Granting & Management (P0305).

Procedures

There are two methods to calculating the High Balance amount. The default method is the Current Day method and the alternate method is the As Of method.

There are two DEMO versions. The first version is for the Current Day calculation, which has the base on file set to the F0311. The second version is for the As Of calculation, which has the base on file set to the F0311A, and the processing option set to a '1' to perform As Of processing.

The Current Day method calculates the current open amount at the time the program is executed. All open amounts in the A/R Ledger file (F0311) for the customer account (RPAN8) are totaled and compared to the High Balance amount (A5AHB) in the F0301. If this current day calculation is greater than the existing amount, then the High Balance amount field is updated with the new amount and the Date of High Balance field (A5DHBJ) is updated with the current system date.

The Current Day method requires the user to execute this program daily to ensure accurate daily high balance calculations. It is recommended this program be set up to be executed as an unattended nightly operation. If this job fails to run for one day, there is no recovery option for the missed processing day.

The As Of method uses the same calculation as the Current Day method, except the As of file (F0311A) is used. When using the As Of method, if the calculated open amount is greater than the amount in the High Balance field (A5AHB), the new amount is updated. The Date of High Balance field (A5DHBJ) is updated from the As Of Data Area, AR311A.

If the As Of method is set up as an unattended nightly operation, it is recommended that the As of File Generation (P03900) be set up, as well. The As of File Generation must complete its processing prior to the Calculate High Balance being executed. If a day's processing is missed when using the As Of method, the user needs to run the As of File Generation for the missed day and rerun the Calculate High Balance program.

Multi-Currency

When currency processing is activated, the domestic currency of the transaction is compared to the Amount Currency field (A5CRCA) in the Customer Master. If the currency codes are different, the open amount is converted to the Amount Currency. The conversion/exchange rate effective date is based on the current system date when using the Current Day method. The As Of Data Area date is used as the conversion/exchange rate effective date for the As Of method.

Once the amounts are converted and totaled, the total amount is compared to the existing high balance. If the converted total amount is greater, it replaces the existing high balance amount. The Date of High Balance is updated with the current system date for the Current Day method. The data area AR311A date is used when using the As Of method.


Guidelines

Recovery -- The Current Day method does not have the ability for recovery if a processing day is missed. The As Of method can be recovered. Users need to execute the As Of File Generation (P03900) based on the missed day and then run Calculate High Balance.

Choose a Method – Users must make a choice of which method to use for the High Balance calculation. The two processes are using different means of gathering the data. If the two methods are executed or the processes mixed, the highest balance can be misrepresented and/or misleading.

High Balance Date -- The current system date is used if the amount is calculated as the replacement for the high balance Current Day method. The AR As Of Data Area date, in AR311A, is used if the As Of amount for that day is the replacement for the high balance.

Calculation – The calculation for the high balance is simply summing the open amount on all original documents for each customer. The amount is compared to the current High Balance amount. If the new calculated amount is greater, this amount is updated to the High Balance field.

Data Selection -- There are two non-optional fields, they are Payment/Item Document Type and Payment/Item Number. If these two fields are changed, unpredictable results will occur.

Note

Do not change these two data selection fields:

Payment/Item Document Type . . . . . . . EQ *BLANKS

Payment/Item Number. . . . . . . . . . . . . . EQ *ZEROS

Data Sequencing – Do not change.

Accounts Payable

Streamlined Internal Balancing Procedures and Quick Spotting of Out-of-Balance Conditions

► AP to GL by Offset Integrity P047001

Outline on how this integrity works, a new enhancement for finding problems, common errors encountered, and troubleshooting tips.

Summary

This integrity report offers a comparison of posted A/P Ledger tables (F0411, F0414) amounts and the corresponding A/P control offset (Trade) account amounts in the Account Balances table (F0902).


How it Works

The program utilizes the AAIs for all PC items to determine the offset accounts used for the vouchers entered.

Next, it calculates the open balances for the vouchers, sorting by the G/L Offset field, and makes specific adjustments for balancing to the corresponding F0902 A/P trade account. If there is a discrepancy, the account is printed on the report along with the F0411 open voucher balance, the F0902 account balance, and the difference between the two amounts. This ensures that all offsets were posted correctly.

Technically, the program accumulates the total of all the vouchers' gross amounts, subtracts any payments and discount amounts, and makes adjustments for any unposted PE documents in the F0411 file, to arrive at the posted open amount for the F0411 column on the report. The F0902 A/P trade account total is a calculation of the current fiscal year's beginning balance and the sum of all period entries.

Basic Functionality

Highlights of basic functionality

• Summarizes the AP ledger (F0411) gross amount field for vouchers where the open amount is not equal to zero for each AAI GL account. The GL class code points to the AP control offset account in the AAIs

• Compares the GL account balance amount to the corresponding AP ledger amount. The net difference between these amounts must be zero, indicating that the accounts are in balance. If they are not balanced, the difference is printed on the integrity report

• Prints the sum of any GL class code that cannot be associated with an account in the Account Balances table. This usually occurs if an AAI is missing or if it points to an invalid account

Data Selection must be: Company EQ *ALL

Data Sequence must be: (see graphic below)


Enhancement

The AP to GL by Offset report (P047001) was enhanced by adding several new processing options. These options limit printing of accounts to only those that are out of balance, allow printing of detail information from the AP ledger files for those accounts, and limit the detail information to only those ledger records considered out of balance (calculated gross amount does not equal the ledger open amount). If all processing options are left blank, the program works exactly as beforehand. No changes were made to the original program.

If the processing options are filled in, the program works as described below:

PRINT OPTIONS: 1. Enter a '1' to print only accounts that are out-of-balance. If left blank, all accounts will print. 2. Enter a '1' to print detail A/P Voucher and Payment data for any account that is out-of-balance. Enter a '2' to print detail for all accounts. If left blank, no detail will print. 2a. Enter a '1' to only print detail where the calculated gross is NOT equal to the ledger open amount. If left blank, all detail will print.

Processing Option 1 -- If the value is '1', the integrity report only print accounts where the F0411 gross amount of open vouchers and the F0902 are out of balance. If the value is left ' blank', all accounts associated with the AAI item PC are printed.


Processing Option 2 -- Works in conjunction with Processing Option 1. If the value is '1', only the detail prints for an account that is out of balance. If the value is '2', the detail for all accounts prints (this could generate a very large report). If the value is left 'blank', no detail prints.

Processing Option 2a -- If Processing Option 2 is left 'blank', this processing option is ignored. If the value is '1', only the detail prints where the F0411 gross, less payments, is not equal to the open amount. If the value is left 'blank', all detail prints.

Hint

For the integrity to display documents where the F0411 gross amount less payments is not equal to the open amount, set the processing options as follows:

• Processing Option 1 = blank

• Processing Option 2 = 2

• Processing Option 2a = 1

Correcting AP Out of Balance Conditions

After running an integrity report, you must correct any errors that the system detects. Some typical errors, causes, and possible solutions for the AP to GL by Offset integrity are as follows:

Error Message Description Report amounts do not net to zero Cause: This error is usually caused by unposted AP

batches.

Resolution: Post all AP batches.

Batch was posted out of balance without automatic offset entries

Cause: This can occur when there is a power failure during posting or when there is more than one post program active at the same time.

Resolution: Determine the missing offset entries, create the balancing journal entry, and post the batch.

Invalid journal entry was posted to an AP account Cause: Typically, the AP control offset account (posting edit code = M) only includes machine-generated entries with a document type of AE (automatic entry). A manually entered document, such as a journal entry, that appears in this account can cause a balancing problem.

Resolution: Locate the journal entry, correct or void the entry, and post it.

Data records are damaged Cause: This error can occur with an AP integrity report for a variety of reasons, including hardware failure.

Resolution: If the damaged records are in the AP ledger table, you might need to remove them from the table by running a data file utility program. For more


information, contact your System Administrator.

If the records are in the Account Balances Table (F0902), you might need to repost the account ledger.

GL offset code was changed in the AAIs Cause: This error occurs if you change the GL offset code to which your vouchers are assigned and the system cannot find a match for the AP ledger records that contain the old offset code.

The report prints the old PCyyyy (where yyyy equals the GL offset code) item that is missing from the AAIs under the Account column, along with the total of the vouchers that include the old code.

The report does not print the GL account balance, because the system cannot find a match.

Resolution: Set up the old offset code and retain it until you have paid all open vouchers that have the old code.

AP control account was changed Cause: This error occurs if you change the AAIs for the AP control account, to which the voucher GL offset code is attached. The system cannot find a match in the Account Balances table because the association between the GL offset code and the old account number is lost.

The report prints an amount in the Detail column that is greater than the amount in the Balance column. The difference should equal the old AP control account balance amount.

Resolution: Locate the old AP control offset account total and create a manual journal entry to move the amount to the new account.

Troubleshooting AP Integrity Issues

The AP to GL by Offset report is an indicator there is an issue between the AP and the GL. The new detail out of balance information displayed on the report, provides helpful information for damaged AP detail records. This detail information might not be the full answer to resolving the out of balance issue.

What You Should Know About

'As of' capabilities – Integrity reports do not have 'as of' capabilities. That is, you cannot run the reports as of a certain date, such as the last day of the month, to ensure that your data was in balance at that time. You can run the report only as of the current day.



► Delete/Void of Payment Batches

A/P Payments - Batch Delete/Void (P04503), allow users to delete or void an entire batch of payments.

Overview

If there were problems during the printing or processing of payments and the user already updated the payment batch, now users are able to delete or void an entire batch of payments. The enhancement A/P Payments - Batch Delete/Void (P04503) program properly voids or deletes payments based on the payments’ post status. If the payment batch is not posted to the G/L, the program deletes the corresponding records from the A/P Matching Document Header (F0413) and A/P Matching Document Detail (F0414) files. The corresponding batch header is deleted from the Batch Header file (F0011).

If the payment batch is posted to the G/L, the records are processed as voids in the F0413, F0414, and F0011. During the void process, the A/P Match Document Header file (F0413) have the Void G/L Date (VDGJ) updated based on the Void G/L Date processing option set in P04503, the Payment Post Status (ISTP) is updated to blank, and the Payment Amount (PAAP) is cleared. The A/P Match Document Detail file (F0414) will have new unposted void records created. In the Batch Header file (F0011), the corresponding batch header status is updated with pending or approved status, based on the setting for Management Approval in the A/P Constant file (F0009). Users need to post the void payment transactions to the G/L.

Note

Depending on the service pack for A7.3 and A8.1, the A/P Payment Functional Server (XT0413) was enhanced. The unposted payment processing option was altered to work for both automatic and manual payments.

Processing Options Considerations

The Final Mode can be very robust. Great consideration needs to be made when processing in final mode. If the Final mode is selected, the payments are voided or deleted, and there is no process to reverse this action.

PROOF/FINAL: 1. Enter a '1' to run the report in FINAL mode. If left blank, no payments will be deleted/voided. CAUTION** If run in FINAL mode, all payments in this batch will be deleted/voided and you cannot recover this information.

The process only voids or deletes one batch at a time. If the batch is unposted, the corresponding F0413, F0414, and F0011 records are deleted. If the batch is posted, the records are voided, batch header status updated to the proper unposted status, and users will need to post the batch to the G/L.

BATCH NUMBER: 2. Enter the batch number for the Payment Batch you would like to delete or void.


If the batch was posted, the Void GL date (VDGJ) in the A/P Matching Document Header (F0413) is updated, based on the settings in the below processing option. If the option is left 'blank', the current system date is used as the void date. If the user specifies a '1' in the processing option, the user must enter a valid void G/L date in the second part of the processing option. If a '2' is placed in the processing option, the original Payment date is updated to the Void G/L date.

VOID G/L DATE: 3. Select one of the following options to assign the Void G/L Date: blank = Current System Date 1 = Specific Date (see below) 2 = Original Payment Date Void G/L Date (if '1' above):

It is highly recommended that you print detail if you are deleting an entire batch. There will be no audit trail other than the report for deleted transactions.

PRINT DETAIL: 4. Enter a '1' to print the Payment Detail. If left blank, Payment Ids and Numbers in each batch will NOT be printed. We recommend you print detail when Deleting a batch.

Enter the version of the A/P Payment Functional Server (XT0413). The default is the version ZJDE0001. It is important that you verify the processing option settings of the XT0413 before updating in Final mode.

DREAM WRITER VERSION: 5. Enter the version to be used for the Payment Functional Server (XT0413). If left blank, version ZJDE0001 will be used.

The following are the A/P Payment Functional Server (XT0413) processing options used in the delete/void batch process. Ensure the processing options for the XT0413 are evaluated, understood, and set properly.

Note

Previously, there was no way to control the Pay Status assigned to the voucher after a payment was voided. This can cause inconsistencies between the pay status of the voucher before the payment and after the payment was voided. A new processing option was added to this payment server, which can be set up with the same value as the similar pay status processing option on the A/P Voucher Functional Server (XT0411Z1).

Note

A processing option was added to allow the Value Date to be assigned to the Discount Due Date of the original P1 draft voucher created.

A/P Payment Functional Server (XT0413)


DEFAULT PROCESSING: 1. Enter a '1' to allow unposted automatic payments to be physically deleted from the system. 2. Enter the default Pay Status for the voucher after a void. If left blank, Data Dictionary default will be used. DRAFT PROCESSING: 3. Enter a '1' to assign the Value Date to the Discount Due Date on the original P1 created. If left blank, the Discount Due Date will be the same as the original voucher.

Generate and Transmit a Positive Pay File ► Positive Pay Bank File Creation for AP Payments

The Positive Pay program generates a file with payment information, which can be sent to the company's financial institution to assist in detecting check fraud.

Overview

Managing check fraud risk and reducing exposure to fraud is increasingly important to today's finance managers. JD Edwards World is assisting with the process of creating a positive pay process that is both quick and easy. Financial institutions have a variety of Positive Pay file formats. JD Edwards World created a generic file that meets basic requirements for the financial institutions. The JD Edwards World file contains information such as payment number, payment date, payment amount, payee, and other pertinent information. When a payment is presented at your bank, the bank reviews your Positive Pay transmissions to see if the payment is valid. A payment should only be honored if the Positive Pay transmission matches the payment details.

The JD Edwards World process is simple. Once payments are processed, the user executes Positive Pay Workfile Build (P04585) to create the Positive Pay workfile (F0458). These records are displayed unprocessed with a blank value in both the Generic Flag (KPGFL1) and the Member ID (KPMID).

Once the workfile is created, the user executes Positive Pay Bank File Create (P04586). This program reads unprocessed records and populates the A/P Tape Work File (F04581) with the specific member ID number and with the data in the format for the bank. The Positive Pay Workfile (F0458) has those corresponding records updated as sent and updated with the new Member ID (KPMID). This program also produces a report of the data in the file and the newly created F04581 member appears in the heading.

Once the member is created, the user utilizes the Copy Bank Tape File to Tape (P0457) program. The user can narrow the search to only the File ID of F04581 to locate the positive pay members. At this point, the user is able to use the options in this program to copy the file to tape. When the copy process is completed, the user can select the option to delete this member from the bank tape file.

The final step in the Positive Pay process is to delete the processed records from the Positive Pay Workfile (F0458). Using Purge Positive Pay Workfile (P00PURGE), you can delete the processed items, choose to create a special purge library, and use data selection to further narrow the purge criteria.


Note

It is recommended to purge the Positive Pay Workfile on an annual or later basis. The reporting of voids to already sent items can be made easier (see Reporting Void Payments below).

Procedures

The positive pay processing consists of building the workfile (Positive Pay Workfile Build, J04585), creating the bank tape file (Positive Pay Create Bank File, J04586), copying the tape file to tape (Copy Bank Tape File to Tape, J0457), and purging processed positive pay information (Purge Positive Pay Workfile, J00PURGE).

The positive pay file identifies the payor bank by the Bank Transit Number and Bank Account from the Bank Account Information file (F0030). You can update this information by inquiring and updating the payor bank account information from the Bank Account Information screen (P04130).

Positive Pay Workfile Build - J04585

The Positive Pay Workfile Build (P04585) creates records in the Positive Pay Workfile (F0458). The user executes the DREAM Writer version for the Positive Pay Workfile Build (P04585) to specify which records to use in the positive pay process. The user can create a new version and change the DREAM Writer data selection for a particular bank account, range of payment IDs, range of payment numbers, and so on. The DREAM Writer is based on the A/P Matching Document Header file (F0413) and uses the Data Selection to determine which records to update to the Positive Pay Workfile (F0458). The information in the F0458 is updated, based on information from the A/P Matching Document Header file (F0413) and the Bank Transit Number Master File (F0030). These records are created as unprocessed to the bank, by having both the Generic Flag (GFL1) and Member ID (MID) set to 'blank'. The Generic Flag (GLF1) represents whether the record was processed to the AP Bank tape file or not. The Member ID represents the Bank tape Member ID, which links the F0458 record to the record created in the AP Bank Tape File (F04581).

The Positive Pay Workfile Build determines whether a record is written or updated to the F0458 file. The following criteria is used to process records to the F0458:

• If payment is not in F0458, write a new record to the F0458

• If payment record was updated (amount or currency code) in the F0413 and a corresponding record does exist in the F0458, but the record has not been processed, then the existing amount or currency code for this record is changed in the F0458

• If payment record was updated (amount or currency code) in the F0413 and a corresponding record does exist in the F0458, and the record was processed, a new record is created with payment type of 'C'

• If the payment was voided, a void record is written to the F0458, regardless of the status of the original payment record with a payment type of 'V'

Note

All voids of payments must be reported to the client’s financial institution immediately, so a stop payment can be documented. It is not recommended to totally rely on the Positive Pay process to prevent any voided payment from being paid by the financial institution.


Positive Pay Create Bank File, J04586

The Positive Pay Create Bank File (P04586) uses DREAM Writer to assist in the selection of unprocessed records. The Generic Flag field is a pre-selected, non-optional field, which is set to not equal to '1'. The user can create a DREAM Writer and add further data selection for a specific bank account, batch number, bank transit number, and so on. Once the program executes, it creates the A/P Payments Tape file (F04581) by specific member with the data for the bank. The corresponding detail records in the Positive Pay Workfile (F0458) is updated as having been sent by changing the flag to a '1' in the Generic Flag field (GFL1) and updating the Member ID (MID) with the new member number. A report is produced displaying the data in the file and the newly created F04581 member number appears in the heading.

Copy Bank Tape File to Tape, J0457

The tape files are maintained in the A/P Payments Tape file (F04581). The file can be reviewed and copied to magnetic tape or diskette through the Copy to Tape program (P0457). This program is used by many of the other AP Payments for processing the details to a tape or diskette.

You can use IBM system commands to view the information in the files. You must specify the file and member ID. The file will be the F04581. The member ID was printed on the Create Bank File report (R04586).

Once user is ready to process the member to tape, the user must type a '3' in the Option field next to the member record, and press Enter. Once the copy is successful, use option 9 to delete this member and prevent duplicate processing.

Note

Information in the tape files is stored in a standard format. Instead of copying a tape file to tape or diskette, you can upload a tape file to a financial institution via modem.

Purge Positive Pay Workfile, J00PURGE

Demo version ZJDE0047 was established to allow users to purge processed positive pay member records from the workfile F0458. The DREAM Writer data selection was set up to purge only processed items. You can further narrow the purge options to Bank Transit number and/or Bank Account.

Processing options are provided to store the purged records on disk in a new physical file in a special purge library, and/or reorganize the file following the purge process.

File Field Description

The Positive Pay file format consists of a header record, detail record, and a trailer. The following file field description lists the field description, field name, position the field is contained, and the field definition for the AP Positive Pay Tape file (F04581). This file field description can be found in the source code within Positive Pay Create Bank File (P04586).

Field Description Field Name Position Field Definition Header Record


Record Type Code B1RT 1-1 The value in this record has a '1' to signify the header record.

Bank Number - House Bank

B1TNST 2-21 The RMGLBA from the F0413 is the payor bank account. This bank account is used to track down the TNST field in the Bank Transit Number Master File (F0030).

Company B1CO 22-26 This value is the payor's bank account company. The RMGLBA's company number (GMCO) from the GL Bank Account number is updated to B1CO.

Company Name B1CN 27-56 The bank account company's name is retrieved from the Company Constants (F0010). The field CCNAME is used to populate B1CN.

Extract Creation Date B1DATE 57-62 The current system date.

Extract Creation Time B1TIME 63-68 The current system time.

Filler B1FILL 69-100 Blanks complete the record.

Detail Record

Record Type Code B2RT 1-1 The value in this record has a '2' to signify the detail record.

Payment Transaction Type

B2PT 2-2 Payment Transaction Type values are:

' ' = Payment

'C' = Changed payment

'V' = Void payment


Bank Account to be Debited

B2CBNK 3-22 CBNK is the account number derived from the Bank Transit Number Master File (F0030). This is the payor's bank account.

Check Number B2DOCM 23-30 Payment Number.

Payee Number B2PYE 31-38 Payee Number.

Payee Name B2PN 39-68 The payee name retrieved from the address book field ABALPH.

Payment Amount B2PAAP 69-83 Payment Amount.

Payment Currency B2CRCD 84-86 Currency Code value of the payment.

Payment Date B2DMTJ 87-92 Payment Date.


Trailer Record

Record Type Code B3RT 1-1 The value in this record has a '3' to signify the trailer record.

Bank Number of House Bank

B3TNST 2-21 TNST is the transit number derived from the Bank Transit Number Master File (F0030). This is the payor's bank account.

Total Number of Payments

B3TNO 22-36 Total number of payments.

Hash Total of Payments B3HASH 37-51 Total amount of payments.


The data in the A/P Payments Tape file (F04581) can be viewed by using the Display File Member command (DSPPFM). On a Command Line, type in DSPPFM and prompt with an F4. Next, type F04581 in the File field as well as the member number. The system displays the file output to be transferred to the tape.

Work Flow Approval Process for Voucher and Pay


► Accounts Payable Approvals Process

The A/P Approvals process allows control of who has the authority to approve vouchers for payment based on voucher amount, document type, company, business unit, or any combination of these.

Overview

The Accounts Payable Approvals process allows businesses to monitor and manage the outflow of cash through their A/P system. Approvals controls can be set up to determine the Approval Status for all vouchers entered or changed. These controls can be set up based on the voucher's gross or taxable amount, document type, business unit, company, or any combination. When A/P Approvals is activated, the system prevents payment on any voucher that does not have an appropriate Approval Status regardless of its pay status.

The system uses the AP Control file (F0453) when evaluating vouchers, to determine if there is a record created in the A/P Approval Detail File (F04531) and which approvers and status to be assigned. A record is written to the A/P Approval Detail File (F04531) for every voucher whether it requires approval or not.

The following is the summary hierarchy used to evaluate the vouchers:

Business Unit/Document Type/Company

Business Unit/Document Type

Document Type

Company/Business Unit

Company

Business Unit

Lastly, the defaults are based on the processing options established in Set Approval Flag for Voucher (X0453).

The only exception to the above rule is vouchers created by the Multi-Company Single Supplier (P041016). The evaluation is based on document type or the defaults are used from Set Approval Flag for Voucher (X0453).

Set up

Accounts Payable Constants (P000904)

A new field was added to A/P Constants (P000904) to control the use of A/P Approvals. The following are the valid values for the A/P Approvals field (GCRMP):

• Blank - A/P Approvals is not activated. Any voucher entered to the system can be included in the payment process.

• 1 - A/P Approvals is activated. The voucher amount to be evaluated for approval represents the Gross Amount of the voucher.


• 2 - A/P Approvals is activated. The voucher amount to be evaluated for approval represents the Taxable Amount of the voucher.

Set the value of the A/P Approvals to 1 or 2 to activate A/P Approval processing:

A/P Approval Control Revisions (P0453)

A/P Approval Control Revisions (P0453) was established to set up the approval level controls used to determine the Approval Status for all vouchers entered or changed. This program allows you to set up Company, Business Unit, Document Type, and/or minimum amounts over which vouchers need approval to be paid Records set up within this program are added to the A/P Approval Control File (F0453). You can inquire on these records by document type, business unit, company, or any combination.

Credit/negative total vouchers are handled like the positive vouchers, except the evaluation uses Less Than logic. If the table has a value of 500.00-, any amount greater than, such as 400.00- or 10.00-, is set to approved or uses the processing option in X0453 to determine approval status, and less than 500.00-, such as 800.00-, is set to unapproved.


You can set up the approval control by document type only, by company, or business unit or any combination. This is where you specify the minimum amounts and the approvers.

Note

The Approver 1 and Approver 2 fields use the IBM I-Series User ID. This is an important security feature used in A/P Approval - Work with Voucher program (P04531).

Two additional programs are accessed from A/P Control Revisions by function key exits:

• Global Approver Update (P04840) - From A/P Control Revision, press F9 to access the DREAM Writer version list for Global Approver Update. This program uses the FROM and TO processing options to globally update Approver 1 and/or Approver 2 from one User ID to another in the A/P Approval Control file (F0453), as well as, the A/P Approval Detail File (F04531). This update is necessary when users leave the company or change positions within the company and are no longer valid approvers. The Update Approver Version processing option allows users to select a specific version of the Global Update of Approver –Approval File (P04841). P04841 is used when users need to evaluate a specific subset of data from the AP Approver file (F04531).


• Evaluate Vouchers – Assign Approval Status (P04532) - From A/P Control Revision, press F10 to access the DREAM Writer version list for Evaluate Vouchers-Assign Approval Status. This program is designed to evaluate or re-evaluate a large group of vouchers for approval status based upon the information established in the Set Approval Flag for Voucher program (X0453). Evaluate Vouchers-Assign Approval Status can be executed upon initial implementation of A/P Approvals process in order to assign an approval status for all existing open vouchers. You can also run this program if there have been additions or changes to approval control records so that vouchers are re-assessed based on the new controls.


A/P Approval - Set Approval Flag for Voucher (X0453)

The A/P Approval - Set Approval Flag for Voucher (X0453) was designed to handle functions related to A/P Approvals. If you are writing, deleting, or changing payment related fields, the system evaluates the voucher to set the proper approval status. The system only utilizes version ZJDE0001 for processing, except for the program P04532, which contains a processing option to specify a version. The following processing options are utilized in the evaluation of the vouchers and must be set up before using the A/P Approval system. These options allow you to determine how to manage vouchers that fall outside the approval amount levels or do not have a control record assigned to the document type, business unit, or company. In addition, vouchers with credit pay items can be set to unapproved for further review.

Processing Option 1 Less Than Minimum Defaults designates whether the voucher is to be automatically approved if it is under the minimum amount established in the A/P Approval Control File (F0453). If vouchers are to be created as unapproved when below the minimum, set the value in the Approver 1 field to 'blank'. It is recommended to designate an Approver 2 so that the voucher is allowed approval at a later time by the person designated as Approver 2. When Approver 1 is left 'blank' for automatic unapproved status, the Approver field in the AP Approval File (F04531) is set to the value of DEFAULT. If Approver 2 is also left 'blank', the User ID field is set to the value of NOAPPROVER and becomes necessary to update the Approver fields using Global Approver Update (P04840) to allow approval by a valid User ID. If there is a valid User ID in the Approver 1 field, this designates that all vouchers processed be set as approved.


Processing Option 2 No Control Record Found designates whether the voucher is to be automatically approved if there is no control record found in the A/P Approval Control File (F0453). When vouchers are to be created as unapproved when no control record is found, set the value in the Approver 1 field to 'blank'. It is recommended to designate an Approver 2 so that the voucher is allowed approval at a later time by the person designated as Approver 2. When Approver 1 is left 'blank' for automatic unapproved status, the Approver field in the AP Approval File (F04531) is set to the value of DEFAULT. If Approver 2 is also left 'blank', the User ID field is set to the value of NOAPPROVER and becomes necessary to update the Approver fields using Global Approver Update (P04840) to allow approval by a valid User ID. If there is a valid User ID in the Approver 1 field, this designates that all vouchers processed be set as approved.


Processing Option 3 Credit Alert designates whether to automatically set any voucher that has a credit pay item to unapproved, regardless of any other criteria.

Processing Option 4 One Time Payment Processing offers the user tighter controls to the One Time Payment Process. If Approver 1 is 'blank', a One Time Payment voucher goes through the same approval assessment set for any other voucher. For example, if a One Time Payment voucher was created, the system follows the AP Approval Controls in the table or the processing options in X0453 is used for below minimums and no control record. If the user wants to monitor the One Time Payment processing, the user should update Approver 1 with a valid User ID. The Approver 2 is optional but recommended if Approver 1 is 'blank'. The Approver 2 has no bearing on the approval process, it is used to allow a user to inquire and update the voucher for approval, if necessary.


Special Note

These processing options along with the records displayed in the A/P Approval Control Revisions (P0453) must be reviewed to ensure that all possible voucher combinations were covered.

Approving Vouchers

Once A/P Approvals are activated and controls set up, records are written to the A/P Approver Detail File (F04531) for every voucher that is entered in the system. This includes vouchers created from the Purchasing and Payroll systems. A/P Approval - Work with Vouchers (P04531) allows display of all vouchers written to the A/P Approver File. You can inquire on various fields or any combination in order to limit the display of the A/P Approval detail records. The information displayed contains Approval Status, Approved By, Amount Approved, and an asterisk under the Credit Items headings to indicate a credit pay item is included. This program is designed for use as a review tool and for managing the approval status of vouchers in the system.


The following are the allowed values for Approval Status:

Blank or 0 - The voucher is not approved for payment.

1 - The voucher is approved by one of the Approvers, either based on control levels set up or by manually approving the voucher.

2 - The voucher is approved for payment automatically by the system. Either the amount was below minimum amount or there was no record found in the control file for document type, company, or business unit. In either case, the processing options for the Set Approval Flag for Voucher (X0453) were set for automatic approval. If automatically approved the “Approved By” ID is DEFAULT.

9 - The voucher was reviewed and rejected for payment by one of the Approvers.

Only the user assigned as Approver 1 or Approver 2 can change the Approval Status of a voucher. By using the options available, Approvers can change the approval status on vouchers. The Approvers cannot assign Approval Status '2' to a voucher; this is a system-generated approval only. The following lists the Approval Status functionality:

• The Approval Status equals 2: the Approver 1 or Approver 2 can change the status to reject (9) or to un-approve (0)

• The Approval Status equals 0: the Approver 1 or Approver 2 can change the status to reject (9) or to approve (1)

• The Approval Status equals 1: the Approver 1 or Approver 2 can change the status to reject (9) or to un-approve (0)

• The Approval Status equals 9: the Approver 1 or Approver 2 can change the status to approve (1) or to un-approve (0)

Approvers use the option key field to affect the update of the status for each voucher. In addition, option 4 allows the user to exit to the appropriate voucher entry program. If the field RPRP3 in the


AP Detail file (F0411) is updated with a 'C' for the voucher, the system exits to the Multi-Company Single Supplier (P041016), utilizing DREAM Writer version ZJDE0001. All other vouchers use Standard Voucher Entry (P04105), utilizing DREAM Writer version ZJDE0001.

Users have function key exits to Speed Release (P04114), Supplier Ledger Inquiry (P042003), and Supplier Payment Ledger Inquiry (P042004). The Approvers have the benefit of an Approve All Vouchers function key, which assists in approving large groups of vouchers at a time.

Generic Text is another beneficial function key, which allows the user to make notes to the voucher. The Generic Text is made at the summary voucher level, and is not seen when inquiring on individual voucher pay items. The Supplier Ledger Inquiry (P042003) has a new option key, 9, that allows you to view Generic text created by the AP Approval system.

A/P Approvals - Work with Vouchers (P04531) has one processing option, which allows users to designate default values prior to accessing the screen. The graphic below displays the processing option with the fields available for assignment. If preloaded information needed for users varies depending on different users, it is recommended you set up separate menu options for each user and update the menu option with the specific DREAM Writer version established for the user.

Note

As an extra security measure, User ID/Password Security is invoked every time the program is selected. Before any user can enter the A/P Approval - Work with Vouchers (P04531) program, they are required to enter their IBM I-Series password, thus preventing an unauthorized user from trying to approve vouchers from an unprotected PC.


Notes/Maintenance

Notes

• Supplier Ledger Inquiry (P042003) was enhanced to display the Approval Status from the A/P Approval Detail File in the Detail Area (F4). The Standard Voucher Entry (P04105) was also enhanced to include the A/P Approval Status

• When a voucher is changed in a way that affects the payment (change in gross amount, new pay item, deleted pay item, split pay item, and Alternate Payee revised), the entire voucher is re-evaluated by the Set Approval Flag for Voucher program (X0453) against the control records and the Approval Status is reassigned. Any items already paid on that voucher are unaffected; the Approval Status affects only open items. However, note that when the voucher is re-evaluated, all pay items are considered when totaling gross/taxable amounts for comparison to the control record amounts

• Besides having the automatic re-evaluation when the Payee or the Amount of a voucher is changed, there are additional fields that can be considered in the re-evaluation process. The user can set the processing option in Set Approval Flag for Voucher program (X0453) to allow the system to re-evaluate when changes are made to Category Code 7 (AC07) and/or Payment Handling Code (CRC)

• The payment process only allows payments to be made to vouchers that were approved for payment (Approval Status '1' or '2') if A/P Approvals is active. Create Payment Groups (P04570) and Manual Payment with Voucher Match (P04102) issues an error if a user attempts to pay an unapproved voucher. If a payment is subsequently deleted or voided, the voucher retains the approved status (1 or 2). The voucher is not re-evaluated by the Set Approval Flag for Voucher program (X0453) and remains approved for payment

• Manual Payment without Voucher Match (P04106) automatically assigns the manual voucher an Approved Status of '2'. This allows the payment to be processed immediately with the voucher. If the payment record is subsequently voided, the remaining voucher is re-evaluated by the Set Approval Flag for Voucher program (X0453) as though it is a new voucher, assigning an Approval status based on the control records

• AP Batch Processing with Payment Creation (P04110Z) automatically assigns the voucher an Approved Status of '2', which allows the payment to be processed. If the payment is subsequently deleted or voided, the voucher is not re-evaluated by the Set Approval Flag for Voucher program (X0453), and remains approved for payment

Maintenance

• Over the course of time, employees leave the company or are assigned different responsibilities. The Global Update of Approver (P04840) allows you to globally update Approver 1 or Approver 2 from one User ID to another in both the A/P Approval Control file (F0453) as well as the A/P Approver Detail file (F04531)

• Evaluate Vouchers - Assign Approval Status (P04532) allows you to evaluate/re-evaluate and update vouchers based on the assigned version of Set Approval Flag for Voucher program (X0453). As mentioned previously, a new voucher or changed voucher automatically runs through this program, but there might be occasions to re-evaluate a large group of vouchers, either upon initial implementation of A/P Approvals or if approval control records are added or changed


• A/P Purge (P04800) was modified to delete the corresponding A/P Approval Detail file (F04531) records for vouchers eligible for purging from the AP Detail file (F0411)

• When vouchers are deleted or voided in the AP Detail file (F0411), the system automatically deletes the corresponding record from the AP Approval Detail file (F04531)

Outstanding Software Issues

SAR Description of Problem SAR 7668396 (ICE Rpt # 1293318000)

Manual Payment w/o Voucher Match (P04106)

The A/P Approvals uses default processing in the A/P Approval server (X0453). All programs must be calling the version ZJDE0001 for X0453 for security purposes. At this time, the Manual Payment w/o Voucher Match processing options allows the user to specify a version of X0453. This breaches the security that was established through other programs in only allowing one version of the AP Approval default server processing. Remove the processing option specifying a version of X0453 from P04106.

SAR 7590234 (ICE Rpt # 1257629000)

Manual w/o Voucher Match (P04106) and Separate Void Payment (P04103)

When the Manual w/o Voucher Match (P04106) payment is voided, the voucher Approval status is changed to a status ‘0’. The status is set to a ‘0’ regardless if the amount is under the Control File limit in F0453. Based on the design of the AP Approval document, the PM voucher is expected to be re-evaluated after the void of the payment. It seems to be placing a ‘0’ on the PM voucher status, instead of using the control table or X0453 processing options.

SAR 7589938 (ICE Rpt # 1257563000)

Manual w/o Voucher Match (P04106)

When a Manual w/o Voucher Match transaction is created, the Approval Status should automatically be set to status '2' - Approved. Currently, the Approval status is updated based upon the control file table or processing options in the X0453. The program should automatically set the approval status to '2' and only validate the voucher if the payment is subsequently voided.

SAR 7586059 (ICE Rpt # 1255948000)

A/P Batch File Processing (P04110Z)

When creating vouchers with payment information from A/P Batch Voucher Processing, the Approval Status is set to '0' instead of '2'. Documentation indicates the Approval Status for these items should be '2', since the transactions are being processed as paid records. Even if the payment is voided, the approval status remains at '0'.

VAT Calculated at the Time Payment or Receipt is Posted ► Mexican IVA

A change in the Mexican tax law requires VAT, normally recorded at the post of the invoice or voucher, must now be recorded at the time of receipt or payment.


Overview

Standard JD Edwards World functionality records VAT entries at the time of processing the voucher or invoice. The A/P and A/R systems use the AAI items PTyyyy or RTyyyy to record the G/L tax accounts. The character code yyyy represents a G/L offset account. This code points to the AAI item, which, in turn, points to the appropriate G/L tax account.

The government of Mexico requires a localization update to record VAT at the time of payment or receipt, rather than at the time of posting the voucher or invoice. Report 1082238000 (SAR 6581168) has created localization programs for Mexico, which includes a process for recording a suspended VAT general accounting journal entry during the voucher or invoice time. The AAIs PTyyyy or RTyyyy is used to record the suspended VAT accounts. At the time of payment or receipt, the proportional amount of tax is removed from the Suspense tax accounts maintained in PTyyyy or RTyyyy and then recorded to the actual tax accounts as maintained in the AAI items PIyyyy or RIyyyy.

Set up

User Preference (P00923)

The Mexican IVA functionality is activated when the Country value in the User Preference is set to ‘MX’ for Mexico.

AAIs

PTyyyy/RTyyyy AAIs must be set up to point to the suspense VAT accounts.

PIyyyy/RIyyyy AAIs must be set up to point to actual VAT accounts.

If a GL offset is used during the set up of the AAI suspended VAT entry, then the same GL offset must be used when creating the AAI for the actual VAT. In addition, the G/L accounts that each AAI items is pointing to, must be valid accounts in the G/L Account Master file (F0901).

UDC

UDC 98/IT must include the ‘SV’ batch type. Verify the SV batch type was created in the designated UDC table.

The new document types of JM and JK must be set up in the UDC 00/DT. The JM document type is required for the Suspended AR transactions. The JK document type is required for the Suspended AP transactions.

DREAM Writer

The version ZJDE0045 of the G/L Post (P09800) is required to post the actual VAT entries. The last processing option, Batch Type Selection, must be set to SV. The first processing option, Batch Selection, must be blank for all three fields, Batch Number, Batch Date, and Batch User ID.

Tax Explanation Code

The tax explanation code of ‘V’ is the only tax explanation code for VAT used during the Mexican IVA process. The Tax Explanation Code should already be set up in the UDC 00/EX.


Procedures

The following describes the functionality for the A/R invoice through the receipt process and the A/P voucher through payment process. Once all the set up is complete, the suspended VAT process is seamless to the user.

Accounts Receivable Process

Enter Invoice with VAT and Post Ensure that all set up was completed and all updates to programs and files were successful. Enter an invoice using the tax explanation code of ‘V’. It does not matter where the invoice originated, but to be considered for the Mexican IVA process, it must have the tax explanation code of ‘V’. Post the invoice through the standard Post (P09800) menu selection. If the RI AAIs items are not set up, a post error is issued and the invoice does not post.

When the invoice is successfully posted, records are written to the new workfiles, Invoice Tag File - Tax Handling (F76311) and Invoice/Voucher Tag File - Tax/Rounding Information (F76312). One record is written to F76312 based on the key fields of Document Number (DOC), Document Company (KCO), Document Type (DCT), and Pay Item (SFX). Other information included is the Gross Domestic Amount, Exchange Rate, and Transaction Currency Code. Multiple records are written to the F76311 based on the tax G/L Offset as specified in Tax Rate/Area file (F4008). Each record contains domestic and foreign tax original amounts allocated for each offset and contains domestic and foreign tax remaining allocation amounts. This information is used throughout the process to track amounts of tax already allocated as well as to handle rounding issues.

Technically, the Post (P09800 and P09801) was modified to handle the Mexican IVA localization process. The Post General Ledger - Mexico IVA Edits (P098001MX) is invoked from the G/L Post (P09800) to edit the RI accounts. The Post G/L Journal Report - Mexico IVA Workfile Update (P098011MX) is invoked from the G/L Post Journal Report (P09801) to create/update the necessary transactions to the Invoice Tag File - Tax Handling (F76311) and Invoice/Voucher Tag File - Tax/Rounding Information (F76312).

Enter Receipt against the Invoice with VAT and Post Using Cash Receipt Entry (P03103) or Batch Cash Receipt (P03550), create a receipt against an invoice with VAT. Execute the Cash Receipt Post (P09800). Based on the amounts received, the system removes the correct proportion of taxes from the RTxxxx AAI GL account and writes the amount to the RIxxxx AAI GL account. This amount is deducted from the workfile from the F76311 and F76312, so the system can track rounding, over, or under receipt amounts, and voids.

The system properly adjusts the tax even when the receipt is for more than the original invoice amount. For example, if the invoice was for $100.00. The original invoice VAT was 20% or $20.00. If the receipt was for $200.00, the system only adjusts the original $20.00 and does not try to calculate $40.00, as the receipt of 200.00 dictates.

The records created using the RIxxxx AAI GL account are written to GL Detail file (F0911) with a document type of ‘JM’ for A/R. The batch type is ‘SV’ for suspended VAT. These entries should always balance and are posted automatically after the post for the receipt is completed.


The Cash Receipt Post (P09800) invokes the Mexican IVA Post (J098001MX), based on the Mexican IVA setup. The Mexican IVA Post is a scaled back version of J09800 that submits P09800 for version ZJDE0045. The version ZJDE0045, must have the batch type set to SV for the new suspended VAT batch type.

Note

Regardless of Posting Offsets by batch or document, the Suspended VAT entries are written at the document level.

Void receipt The void of the receipt invokes the same programs as the original receipt and causes the system to reverse entries created for the original receipt posting. The net effect of the entry restores the VAT amount back to the suspended VAT accounts. The amount fields in F76311 and F76312 are updated appropriately.

Void invoice Voided invoices do not change the F76311 or F76312. The records are considered closed in these specific tax files. The tax records remain in the F76311 and F76312 files and are purged when the original invoice is purged.

Note

The tax entries in the GL (F0911) are reversed from the suspense GL accounts as a natural post function when voiding an invoice.

A/R Purge Process During the A/R Purge (P03800), the system detects Mexican localization and invokes the proper program. The Mexican IVA Workfile purge (P038001MX) is executed automatically during the A/R Purge and deletes the appropriate F76312 and F76311 records based on the original invoice being purged.

Accounts Payable Process

Enter Voucher with VAT and Post Ensure all setup was completed and all updates to programs and files were successful. Enter a voucher using the tax explanation code of ‘V’. It does not matter where the voucher originated, but to be considered for the Mexican IVA process, it must have the tax explanation code of ‘V’. Post the voucher through the standard Post (P09800) menu selection. If the PI AAIs items are not set up, a post error is issued and the voucher does not post.

When the voucher is successfully posted, records are written to the new workfiles: Invoice Tag File - Tax Handling (F76311) and Invoice/Voucher Tag File - Tax/Rounding Information (F76312). One record is written to F76312 based on the key fields of Document Number (DOC), Document Company (KCO), Document Type (DCT), and Pay Item (SFX). Other information included is the Gross Domestic Amount, Exchange Rate, and Transaction Currency Code. Multiple records are written to the F76311 based on the tax G/L Offset as


specified in Tax Rate/Area file (F4008). Each record contains domestic and foreign tax original amounts allocated for each offset and contain domestic and foreign tax remaining allocation amounts. This information is used throughout the process to track amounts of tax already allocated as well as to handle rounding issues.

Technically, the Post (P09800 and P09801) was modified to handle this localization process. The Post General Ledger - Mexico IVA Edits (P098001MX) is invoked from the G/L Post (P09800) to edit the PI accounts. The Post G/L Journal Report - Mexico IVA Workfile Update (P098011MX) is invoked from the G/L Post Journal Report (P09801) to create/update the necessary transactions to the Invoice Tag File - Tax Handling (F76311) and Invoice/Voucher Tag File - Tax/Rounding Information (F76312).

Enter Payment against the Voucher with VAT and Post Regardless of the payment program used, a payment created for the voucher with VAT is considered in the Mexican IVA process. Execute the appropriate Payment Post (P09800). Based on the amounts paid, the system removes the correct proportion of taxes from the PTxxxx AAI GL account and writes the amount to the PIxxxx AAI GL account. This amount is deducted from the workfile from the F76311 and F76312, so the system can track rounding, partial payment amounts, and voids.

The records created using the PIxxxx AAI GL account are written to GL Detail file (F0911) with a document type of ‘JK’ for A/P. The batch type is ‘SV’ for suspended VAT. These entries should always balance and are posted automatically after the post for the payment is completed.

The Payment Post (P09800) calls the Mexican IVA Post (J098001MX). The Mexican IVA Post is a scaled back version of J09800 that submits P09800 for version ZJDE0045. The version ZJDE004 must have the batch type set to SV for the new suspended VAT batch type.

Note

Regardless of Posting Offsets by batch or document, the Suspend VAT entries are written at the document level.

Void Payment The void of the A/P payment invokes the same programs as the original payment and causes the system to reverse entries created for the original posting of the payment. The net affect of the entry restores the VAT amount back to the suspended VAT accounts. The amount fields in F76311 and F76312 are updated appropriately.

Void Voucher Voided vouchers do not change the F76311 or F76312. The records are considered closed in these specific tax files. The tax records remain in the F76311 and F76312 files and are purged when the original voucher is purged.

Note

The tax entries in the GL (F0911) are reversed from the suspense GL accounts as a natural post function when voiding a voucher.


A/P Purge Process During the A/P Purge (P04800), the system detects Mexican localization and invokes the proper program. The Mexican IVA Workfile purge (P048001MX) is executed automatically during the A/P Purge and deletes the appropriate F76312 and F76311 records based on the original voucher being purged.

General Accounting Process

Change/Add F0911 records associated with the tax (SV batch type). The G/L process was enhanced for the localization process. The G/L server prevents any add or change action to an SV batch type.

Software Update Considerations

The software update 7058361 created for clients on A7.3 SP9 through SP15 includes the newly created objects and source, changes in copy modules, and two new files from enhancement SAR 6581168. In addition the previous element, the update includes the most current AR Purge program (P03800). The software update also includes two documents, the source code change document for 6581168 and the Special Instruction document.

Clients on A7.3 SP13 and lower need to download Software Update 4670520, which includes changes to the AP Purge programs (P04800 and P048001). This update must be applied before adding the changes included in the source code change document 6581168 for P04800. All other changes to programs mentioned in the code change document must be applied. The Special Instructions document accompanying the Software Update 7058361 must be read and applied in full.

Clients on A7.3 SP14 and higher need to apply the source code change document 6581168 for all existing programs. The source code change must be applied in full. The Special Instructions document accompanying the Software Update 7058361 must be read and applied in full.

Add Option to Pay to Alternate Payee ► Manual Payment by Alternate Payee

Manual Payment with Voucher Match (P04102) was enhanced to allow inquiry and payments by Alternate Payee.

Overview

The Manual Check with Voucher Match (P04102) displays all open and approved vouchers for the designated supplier. The manual payment program was enhanced to allow inquiry, payment, and printing by Alternate Payee.

Through P04102, the user can either set the default screen mode for the Supplier or Alternate Payee. The user has the ability to change the screen mode by using the function key to toggle between the


Alternate Payee and Supplier. Below are examples of the processing option in P04102 and a print screen of P04102 in the Alternate Payee screen mode.

Field Display Control

Select the default screen mode:

' ' = Supplier Mode

'1' = Alternate Payee Mode

Alternate Payee Additions

When needing to pay by Alternate Payee users must ensure they either have set the processing option for the default screen mode or use the function key to toggle to the correct screen mode. Once using the Alternate Payee screen, you can see the detail displays selecting on any open and approved voucher for that specific Alternate Payee. By opening the detail area of the screen, the user can see the Supplier number in the detail for each voucher.


Alternate Payee Print Payments

When processing a new Manual Payment with Voucher Match, the user is allowed to select to print the payment at that time. When the Print Payment option is set to print, the actual payment is printed using the alternate payee mailing name and address. The following is an example of a payment printed to the alternate payee.


Alternate Payee Inquiries

When inquiring on the Supplier/Alternate Payee and the payment number in the Manual Payment with Voucher Match, the system utilizes the A/P Payment Header (F0413) and A/P Detail File (F0414) to gather and display the information. Depending upon whether the address is a supplier or payee, the information displays in the appropriate screen mode. The system compares the Payee (RMPYE) in the F0413 to the Supplier (RNAN8) in the F0414 to determine what screen mode to present on the redisplay.

In the example below, the Supplier screen mode is active. The payee address number being entered is actually the alternate payee. When the screen displays the payment information, it actually changes the screen mode when displaying the detail voucher information. As shown below, the format changed to the Alternate Payee format.

Type the supplier number and payment number:

Press Enter:


Inquiry by Member ID ► Copy Bank Tape File with Member ID

The Copy Bank Tape File (P0457) was enhanced to allow the user to specify a specific member ID.

Before the addition of the member ID as selection criteria, users could have several pages of data to review. If the users knew the member ID, they had to scroll through pages of data with the fold area open, to search for their specific tape file. Now, users are able to narrow their search and to accurately transfer the specific tape file.

The following example displays the screen with the new field for Member ID:


FASTR

Create Journal Entries with Explanation and Remark ► Creating FASTR Journal Entries with User Defined Description

The following outlines the process for updating the explanation field with a user-defined description in journal entries created by FASTR.

Filling out the Journal Entry Specifications Screen

After properly populating the column specifications to create FASTR journal entries, the journal entry specifications must be filled out with the desired date and document type. User can specify the text to be updated in the explanation field (GLEXA) of the journal entry, in the JE Description field of the specifications.

Viewing the Journal Entry Created by FASTR

The journal entry Explanation field (GLEXA) contains the text specified in the JE Description field of the FASTR Journal Entry Specifications. The FASTR form ID and version appear in the Explanation 2 field (GLEXR).


Refine FASTR Download Process and Minimize IT Intervention

► Downloading a FASTR to a Specified Library

Now you can specify a download library when downloading a FASTR to a PC.

Override Default Information

Populate the PC Download File field with a ‘Y’ then specify a valid IBM object name in the Member Name field and a valid IBM library name in the Library Name field.


Download File

Submit with a ‘1’ to run the report. After resubmitting the FASTR with an option 8, the download file now resides in the library specified in the Override Default Information, in file (FASTR form ID), as member (version name).


Fixed Assets

Simplify Management of Fixed Assets ► Depreciation Start Date Warning if Start Date Prior to Date Acquired

When changing the depreciation start date for an asset, a warning is received if the start date is before the date acquired.

Master Information Screen

Inquire on an existing asset. The date acquired is 02/01/2005.

Depreciation & Accounting Values Screen

Use function key F14 to bring up the depreciation and accounting values screen. Use function key F4 to open the fold. With a ‘C’ in the action code field, change the date depreciation started to 01/01/2005.


Error Message Display

The following warning message displays:


► Omitting Units When Posting to Fixed Assets

Now it is possible to omit the creation of the units ledgers when posting fixed assets journal entries to the F1202 file.

Revise Unposted Entries

To prevent the creation of a units ledger, enter a ‘1’ in processing option #3 in the Revise Unposted Entries program.


Post G/L Entries to Assets

To prevent the creation of a units ledger, enter a ‘1’ in processing option #5 in the Post G/L Entries to Assets program.


Select Library for Download of STAR Reports ► Downloading a STAR to a Specified Library

Now users can specify a download library when downloading a STAR to a PC.

Override Default Information

Populate the PC Download File field with a ‘Y’, and then specify a valid IBM object name in the Member Name field and a valid IBM library name in the Library Name field.


Download File

Submit with a ‘1’ to run the report. After resubmitting the STAR with an option 8, the download file now resides in the library specified in the Override Default Information, in file (STAR form ID), as member (version name).

New Integrity Reporting for Fixed Assets and General Ledger


► G/L to Fixed Assets Integrity

The G/L to Fixed Assets Integrity report (P127013) is a detail report that displays differences between the General Ledger Account Balances (F0902) and the Fixed Asset Account Balances (F1202) files.

G/L to Fixed Assets Integrity (P127013)

The G/L to Fixed Assets Integrity report (P127013) is one of four Fixed Asset integrities provided to assist in identifying discrepancies between the General Ledger and Fixed Assets. It is a detail report that uses the FX Automatic Accounting Instruction (AAI) range of accounts to compare the Account Balances table (F0902) to the Asset Account Balances table (F1202) and then reconciles the differences through the Account Ledger table (F0911).

When the system finds accounts that are out of balance between the Account Balances (F0902) and Asset Account Balances (F1202), the program accesses the Account Ledger (F0911) detail to determine what each transaction would look like if it was posted to Fixed Assets. Based on the Account Ledger G/L Post Code (GLPOST) and Passed Code (GLALT3) values, the system prints on the report which side of the transaction, General Ledger or Fixed Assets, is not posted.

Note

If a batch ends in error for any reason, the Account Ledger (F0911) G/L Post Code and Passed Codes can be erroneously updated, thus care should be taken when reconciling entries.

As with all of the integrity reports, this report should be run on a regular basis.

Resolving Differences

Typical reasons for differences between General Ledger and Fixed Assets are:

• Entries are posted to Fixed Assets and not the General Ledger or vice versa. Post all entries

• Changes to the FX AAI ranges were made after posting. All Fixed Assets accounts must be specified within the FX ranges of accounts

• Changes were made to the Account Master (F0901). Run the Update Co#, BU/Obj/Sub - F1202 (P12802) global update

• Records were purged from either the Account Balances (F0902) or Asset Account Balances (F1202), but not both. The same records must be purged from both tables

Setup

Processing Options

1. Enter a '1' to print only those accounts where the Asset Account Balances (F1202) net postings do not equal the Account Balances (F0902) net postings. If this processing option is not populated, all accounts in the FX Automatic Accounting Instructions (AAI) ranges are included on the report.

2. Enter the ‘as of'’ date. If no date is entered (default), each company's current period is used.


3. Enter a ‘1’ to print transaction detail. This option prints the exceptions between the Account Ledger (F0911) G/L Posted Codes and Passed Codes. If this option is left 'blank' (default) the system prints balance information only.

4. Enter the ledger type. If no ledger type is entered, the 'AA' ledger defaults.

6. Enter a ‘1’ to suppress the code explanation from printing. If left 'blank', only the code prints.

Data Selection

Data Selection can be used to limit the scope of the report and to display accounts within a certain company or business unit. It is recommended that different versions of the report be defined for specific data selection or sequencing.


General Accounting


► Identifying Multicurrency Intercompany Adjusting Entries on Posting Journal

Multicurrency intercompany adjusting entries are now identified with a value of ‘AM’ next to the line on the posting journal. In addition, journal entry line number and document company were added to the report.

When a multicurrency intercompany journal entry is posted, the adjusting entry to the AA ledger is identified with a value of ‘AM’ to the right of the line on the posting journal. Columns for the journal entry line number and document company were added to the report as well.


Globally Update AAIs when Business Unit Changes ► Globally Changing Business Units in the AAI File (F0012)

This section details the steps necessary to change business units in the Automatic Accounting Instructions (AAIs) using the Change AAI Business Unit program (P09816).

Setup

This batch program globally updates the business units in the AAI file (F0012) by changing the business unit from one value to another. In this example, using the PBC* AAIs, the original business unit is 9619.

In processing option 1, enter the business unit that is currently set up in the AAIs in the “FROM Business Unit” field. Enter the business unit that the AAI must be changed to in the “TO Business Unit” field.

The value selected in processing option 2 determines what is included on the report. A value of 'blank' includes a list of all AAIs changed, all errors, and all warnings. A value of ‘1’ includes only errors and warnings. A value of ‘2’ includes only errors.


Report

After submitting the program, the report displays the changes. In the following example, business unit 9619 was changed to business unit 9619A.

AAIs

The business unit was changed in the AAI file (F0012).


Post Reversing Journal Entries to Next Fiscal Year ► Posting Reversing Journal Entries to Next Fiscal Year

When creating reversing journal entries, it is possible to direct the reversing side of the journal entry to post to the first period of the next fiscal year.

Setup

When a date pattern has different period ending dates for periods 12 and 13, reversing journal entries made to period 12 reverses in period 13, unless a processing option is set in the post program to post the reversing side of the entry to the first period of the next fiscal year.

In the following example, period 12 ends on 12/30/05 and period 13 ends on 12/31/05.


By entering a ‘1’ in processing option 17 in the post program, a reversing journal entry dated 12/30/05 posts the reversing side of the entry to 01/01/06, instead of posting it to 12/31/05.


Journal Entries

The original journal entry is entered with a 12/30/05 date.


The reversing side of the journal entry posted to 01/01/06, the first day of the next fiscal year.


Include Domestic and Foreign Currency ► Including Foreign Currency Information on the Transaction Journal

A new processing option allows the inclusion of the transaction currency code and foreign debit and credit amounts in place of the explanation, address book number, and name fields.

Setup

The transaction currency code, along with the foreign debit and credit amounts of transactions, can be included in the transaction journal in place of the explanation, address book number and name fields by populating processing option 3 with a ‘1’.


Report

One-to-One Relationship between Source and Cash Basis Batches

► Cash Basis Program (P09850, P04850, P03850)

The cash basis process was enhanced to improve audit trails, eliminate combining of similar entries, and to reduce out of balance transactions.

Issue

The cash basis process was enhanced to improve audit trails, eliminate combining of similar entries, and to reduce out of balance transactions. The following details explain this enhancement:

Change Explanation of Benefits Batch Type Previously, cash basis batches were assigned a batch

type of ‘G’. Now, cash basis batches have a batch type of ‘CB’, making it easier to distinguish cash basis batches from general ledger batches.

Batch Creation Previously, if creating cash basis entries for all eligible transactions, all cash basis entries were created in one batch. Now, cash basis entries are in separate batches based on a one-to-one batch ratio with the originating AA ledger batch. For example, if cash basis entries were created from 5 separate AA ledger batches, there will be 5 resulting AZ ledger batches. This makes it simpler to track posting issues as well as alleviate problems inquiring on cash basis entries where there were potential duplicate document numbers/types within the same batch.


Batch Number Previously, cash basis batch numbers were unique in relation to the AA ledger batch that corresponded to the cash basis entries. Now, the cash basis batch number matches the original AA ledger batch, making it easier to track and audit cash basis entries in relation to the originating transactions.

Processing Options and Demo Versions for Create Cash Basis Entries, P09850

Previously, if you wanted A/P or A/R cash basis entries created in addition to G/L entries, in Create Cash Basis Entries, P09850, you had to set the processing option for Additional Systems to INCLUDE the A/P or A/R entries. Now, the Additional Systems processing option is set to BYPASS JE, A/P, or A/R entries. The demo versions of P09850 correspond to how the Additional Systems processing option is set. Previously there were 3 demo versions: cash basis entries for G/L, A/P, or A/R. Now there are 4 demo versions: cash basis entries for G/L, A/P, A/R, and All Systems.

Credit Note Reimbursement (Change as of A7.3 CU 14 and A8.1 CU 4)

Before A73.14/A81.4, the option to assign a document type other than PA to the voucher generated for reimbursement did not exist. This created a problem with cash basis accounting in that the cash basis entries were created for the A/R receipt, the A/P voucher, and the A/P payment, thus putting the AZ ledger out of balance. As of cumulative update 14, Generate Reimbursements (P03610) has a processing option where a document type other than PA can be assigned to the voucher generated for reimbursement.


Job Cost

Include Unposted Transactions when Viewing a Job ► Including Unposted Transactions when Viewing a Job in Job Status Inquiry

The following outlines how unposted transactions now can be viewed in the Job Status Inquiry program.

G/L Posted Code (Actuals Only) Field

A new field was added to the Job Status Inquiry (JSI) program, the G/L Posted Code (Actuals Only) field. This new field allows a user to select whether the amounts in the AA (Actual Amount) column is made up of posted amounts, unposted amounts, or a mixture of both.

JSI

When the field is left 'blank', the amounts in the AA column are made up of posted amounts.


When the field is populated with a ‘1’, the amounts are made up of unposted amounts.


When the field is populated with a ‘2’, the amounts are made up of a combination of both.


Contract and Service Billing

Contract Billing and Service Billing Enhancement SARs ► Contract Billing and Service Billing Enhancement SARs

Add Amount to Ad Hoc Workfile Transaction

Previous Functionality

If an ad hoc transaction was added to the Billing Workfile (F4812) and an amount was specified on the Revisions screen (V4812), then when the transaction was created, the amount was cleared and the transaction was created with no amount. The user had to access the transaction (Option 4), add an amount, and re-extend.

New Functionality

If the Independent Revenue/Invoice (INDI) constant is set to allow independent revenue and invoice amounts, then the amount entered while creating the ad hoc transaction is retained as the cost amount, regardless of the column heading showing when the amount is entered. Revenue and invoice amounts are calculated based upon this cost amount.

If the Independent Revenue/Invoice constant is set to require that revenue and invoice amounts must match, then the amount must be entered while the amount column heading is Base Cost Amount.

Retrieve Employee Name for Ad Hoc Workfile Transaction


If an Employee/Supplier number (AN8) was specified for an ad hoc transaction in the Billing Workfile (F4812), the transaction's Explanation field (EXA) was not automatically populated.

New Functionality

If an Employee/Supplier number is specified, the Explanation field is automatically populated with the Address Book (F0101) Alpha Name (ALPH).

Skip to Batch Number


Batch Review (P48221) allowed searches for batches using a specific batch number or a date range or a user.


New Functionality

New field, Skip To Batch Number (SICU), was added to aid in searching for batches. Enter a value in the field and press Enter to display all batches greater than or equal to the value. This field can be used in conjunction with the other batch selection fields.

Delete Batch from within Batch Review


To delete a revenue or invoice batch, the Batch Delete programs (Revenue Journal Batch Delete [P48803], Service Billing Invoice Batch Delete [P48804], and Contract Billing Invoice Batch Delete [P52810]) were submitted from the menu.

New Functionality

Batches can be deleted from within Batch Review (P48221) using Option 9 (Delete Batch). This option calls the Batch Submission Screen (P48200) where the batch number and Batch Delete version can be verified and the batch delete job can be submitted. When the batch is deleted, Batch Review shows the Current Activity (CUAC) of the batch as 4 (Batch delete in progress) and displays the Batch Status Description as blank. The batch is deleted but this information remains until Batch Review is exited.

The Batch Delete options no longer appear on the Revenue Recognition (G4823), Service Billing Invoice Generation (G4824), and Contract Billing Invoice Generation (G5221) menus.

Display where Format Cross-reference is used


Invoice formats can be cross-referenced by Key Type and the corresponding Table Key value (work order number, work order class, contract number, parent contract number, customer, job or business unit, job class, and company). When a new format is created and a cross-reference is added (Format Cross Reference [P4858]), sometimes the Key Type/Table Key combination is already cross-referenced to another format. When this was the case, Error 0002 (Record Invalid) was issued. The error was accurate since each Key Type/Table Key combination can be assigned to only one invoice format, but it was difficult to determine which format was already using the combination: Either the user had to inquire on each invoice format and access the format cross-reference to search for the combination or the database administrator had to use a database utility to search the Format Cross Reference file (F4858) for the combination.

New Functionality

When attempting to create a cross-reference for a Key Type/Table Key combination that is already being used Error 502V (Duplicate Invoice Format/Layout CrossRef) is issued. The Invoice Format Code and Invoice Type where the combination is already used is displayed.


Add Cross-reference and Text when Adding Owner Pay Item


Cross-reference and text information could not be added until the owner pay item was created. Users had to create the owner pay item and re-inquire before having access to the cross-reference or Owner Pay Item Text (F52024) tables.

New Functionality

A processing option was added to Owner Pay Item Details (P5202) to allow access to the cross-reference and F52024 tables while creating a new owner pay item. Cross Reference Table (P5212) is displayed for T&M, lump sum, and unit price owner pay items. Milestone/Progress Billing Information (P5216) displays for milestone and progress billing owner pay items. Fee Line Cross Reference (P52MK) displays for fee owner pay items. Component Code Cross Reference (P52CC) displays for component owner pay items.


Human Resources Management

Payroll

Enhanced Tax Calculation for Bonuses and Other Supplemental Pay

► New Tax Calculation Methods for Supplemental Pay

Federal tax calculation on bonuses and other supplemental pay was enhanced to accommodate a variety of taxation methods. In addition to the flat percentage method, the payroll system now accommodates concurrent aggregation, previous aggregation, and cumulative aggregation.

To utilize the new supplemental pay taxation methods, from Employee Information (G0711), select Tax Withholding Overrides.

Set up a Federal Supplemental Tax Override

For Federal Supplemental Override records (*FS), the Withholding Exemption field is used to specify the method to calculate federal supplemental taxes. Depending on the type of tax calculation you want, complete the W/H Exm field on Tax Withholding Overrides with a value 1-4. The codes 1-4 are translated to Vertex as follows:

1) Flat Percentage Method (Default)

2) Concurrent Aggregation

3) Previous Aggregation

4) Cumulative Aggregation


Note

Method 4, Cumulative Aggregation, values can only be passed to Vertex in the pre-payroll process and cannot be performed via Interim Check Entry. All other methods, 1-3, can be used in a pre-payroll process as well as through Interim Check Entry.

Pay Period Processing Enhancements ► Multiple Inception-to-Date Limits

This enhancement allows users the ability to associate multiple inception-to-date limits with a single accrual.

Special Note

These limits override the ITD limit in the F19 window of the accrual.

Overview

Companies with fiscal anniversary accruals can have multiple inception-to-date limits associated with a single accrual. The ability to associate an inception-to-date limit with each range in your calculation table, allows you to more easily administer your company’s benefits plan.

From menu G0742, select Calculation Tables. Add the required calculation table code, method, and explanation. On the calculation table, add the lower and upper limits along with the amount/rate. Then select detail from the navigation bar to open the fold (F4). The ITD limit(s) can then be entered


for each range of the calculation table. These limits override the ITD limit in the F19 window of the accrual.

► Current Pay Period Activity Considered with ITD Limit Accruals

Pay period time taken is now included in ITD accrual calculations.

Special Note

These limits override the ITD limit in the F19 window of the accrual.

Overview

Accruals with inception-to-date limits now take into account all current pay period activity related to the accrual. If current pay period taken amounts brings an employee below the inception-to-date limit, the accrual calculates in that same payroll cycle.

From menu G0742, select Calculation Tables. Add the required calculation table code, method, and explanation. On the calculation table, add the lower and upper limits along with the amount/rate. Then select detail from the navigation bar to open the fold (F4). The ITD limit(s) can then be entered for each range of the calculation table. These limits override the ITD limit in the F19 window of the accrual.


With this new functionality, the accrual stops calculating if the employee is at or above the ITD limit. If vacation time is taken during the payroll to reduce the employee's current vacation amount below the ITD limit, the accrual calculates again up to the ITD limit.

► Arrearage Method H

When an employee does not have enough pay to cover deductions, the deduction setup determines if amounts are placed in arrears and, if so, how those amounts are deducted in the future. A change to Arrearage Method H provides more accurate deduction processing. If an employee has enough money to take the current deduction but not the arrearage amount, the current deduction is taken.

The DBA calculation program was redesigned, so that the current deduction amount and arrearage amount in history are considered separately when the DBA is set up with arrearage method ‘H’. If the current deduction can be taken in its entirety but the arrearage amount cannot, the current deduction amount is taken. The arrearage amount is looked at as a whole; it is either taken completely or not taken at all. The arrearage amount is not partially backed off or taken.


Additional Flexibility during Paycheck Reconciliation ► Automatic Check Reconciliation Includes Computer-Generated Checks, Manual Checks, and/or Auto Deposits

A new processing option allows for reconciling all three types of checks.

This new feature adds flexibility to the automatic paycheck reconciliation process. Through a new processing option, you can select to reconcile computer-generated checks, manual checks, auto deposits, or all three.

To access this processing option, go to menu G0722, enter menu option ‘14’ on the command line and then select Processing Options (F18). Copy/Add a version from the XJDE demo version. Enter a ‘1’ next to the Processing Option Values field and press enter. Enter the code for the type of payment to reconcile in processing option 1.


More Easily Administer 401K for Employees who Transfers Companies

► Change of Company for Employee, Now Transfers 401k Balances

This new functionality now transfers 401k balances with change of company.

Special Note

This program only transfers balances between DBA summary history files. No changes are made to corresponding detail files.

Overview

When employees move from one company to another, the payroll system allows you to easily change their company designation while maintaining prior company information. For employees who have contributed to a 401k plan, the employee transfer program now considers those balances. When an employee transfers from one company to another, you can now select to transfer the employee’s 401k balance to the new company.

When you change the employee’s home company through Employee Entry, G0711, the Balance Transfer Window (06RBT) is prompted if the employee has 401k history. This window gives transfer information such as ‘from’ and ‘to’ company numbers, 401k-deduction number, 401k balance, and


arrearage information, if any. The user then has the option of continuing with the 401k balance transfer or canceling out of the window and going back to the employee master record.

Print Accrual Amount in Days ► Benefit Accrual Roster allows for Selection of Hours or Days

The following outlines how a new processing option allows a user to select either hours or days when reporting accrual amounts.

The Benefit/Accrual Roster allows you to select and review employee benefit and accrual history. Depending on how you administer time off accruals, it might be easier to view amounts in days rather than hours. A new processing option allows you to select either hours or days when reporting accrual amounts.

You can access this processing option from menu G0715, option 5, Benefit/Accrual Roster. Copy/add a version from the XJDE demo version. Enter a ‘1’ next to the ‘processing option values’ field and press Enter. Page down through to processing options 10.

Note

Processing option 5 has to be set to a ‘1’ to enter a value in processing option 10. If you leave processing option 10 'blank', the vacation and sick amounts will display as hours.



Canadian Payroll

Canadian Payroll Tax ID Updates and Processing of Year-End Tax Forms

► Update Tax ID to the Tax Ledger

The tax ID update program was simplified; lengthy processing options were replaced with data selection parameters. When you receive a new company tax ID, use the processing options to indicate the new tax ID and select the records to update through data selection parameters.

Updating a new tax ID value to the Canadian Tax History files involves updating the F0716 file with the Tax ID to Tax Ledger program and then subsequently updating the associated F0713 file with the Tax ID to Tax Summary program.

To update a tax ID to the F0716 file, from Data Integrity and Global Update (G7731), select option 17, Tax ID to Tax Ledger F0716. Before running the tax ID to Tax Ledger Dream Writer, you must set up a version with Data Selection. This program is an update utility that updates the tax ID on all of the records selected through Data Selection of the Dream Writer. This program updates your entire file if no data selection is entered. For this reason, it is imperative that data selection is entered before running this program.

This program is designed for a "From" tax ID to be selected through Data Selection and a "To" tax ID to be entered in the Processing Option. If you fail to Data Select on a "From" tax ID, the results are unpredictable and could cause the program to job log.

Processing option 1 should be populated with the new tax ID that you want to update the F0716 tax records:


The Tax ID that you want the system to update must be selected via data selection. It is strongly suggested that you also enter Data Selection criteria for the dates that you want to update. If date selection criteria is not entered, the Dream Writer updates all F0716 records with the tax ID entered in the data selection.


In most cases, the F0713 also needs to be updated with the new tax ID. This is achieved by running Tax ID to Tax Summary F0713, located at G7731 option 18.


Distribution/Logistics

Inventory Management

Inquire on Lot without Item ► Inquire on Lot without Item

An inquiry can now be made on a lot in Lot Master Revisions without specifying an item.

Edits in Earlier Service Pack Levels

In Lot Master Revisions P4108, the requirement that item and lot number be specified on an inquiry has seen different error message treatment over time. In some service pack levels, an inquiry by lot number alone displays Error #089Z “Item Does not Exist in Item Branch File”. If the user press Enter again, however, the program displays the first record in F4108 for that lot number.

In earlier service pack levels, an inquiry by lot number displays Error #004U “Item Number is Blank”. This is a hard error and requires that the item number field be populated.

Inquiry by Lot Number Alone is now allowed

Since the hard edit was perceived as an inconvenient by a large number of customers, the edit has been removed. Now there is no error and an inquiry by lot number displays the first lot in the F4108 file with that number. Users can use Page Up/Page Down to scroll to the item/lot record they are searching.


Sales Order Management

ILE RPG Technology in Sales Order Entry Program ► Sales Order Entry converted to ILE RPG

P4211, Sales Order Entry, was converted to RPG IV because of size restrictions in RPG III.

Sales Order Entry was converted to RPG IV

Sales Order Entry is now written in RPG ILE. This change was done because of size restrictions in RPG III.

Copy Modules

New ILE RPG copy modules were created for this ILE RPG program. They have the same name as the RPG III copy modules but with the letter L added as a suffix. Example: E0012 and E0012L

Applying RPG ILE Code Changes

Code changes written for RPG ILE programs have different spacing than those written for RPG III. You need to adjust this spacing, if applying it to an RPG III program.

Cascading Receipts ► Cascading Receipts

Cascading Receipts allows the selection of multiple purchase orders that are attached to one receipt.

Overview

Cascading Receipts provides the ability to receive several purchase orders at the same time. A new program, P43125, was created for this functionality.

How it Works

In P4312, Enter Receipts, you inquire by item. All open purchase orders for that item display. Enter option 13 in front of a purchase order for the supplier from whom you are receiving. The Cascading Receipts (V43125) window displays, showing all the purchase orders for that item and that supplier. The purchase orders are sorted by PDDJ, the promised delivery date. The purchase order lines are then sorted by Purchase Order Number if multiple detail lines have the same Scheduled Pick Date.

In V43125, enter the Quantity to Receive, and enter option 1 in front of the first purchase order you want to receive. The total received quantity is applied to the selected line item. If a balance of the received quantity exists after the open purchase order is satisfied, then the remaining balance is applied to the next open purchase order for that supplier. This continues for the following line item until there is no more quantity to receive or there are no more purchase orders.


P43125 applies the total received quantity against multiple purchase orders and return the data to P4312. P4312 receives the selected purchase orders.

Processing Options

To use Cascading Receipts, P4312 must be set up to Receive by Item by setting processing option 17 to 2.

Three new processing options were added to P4312:

CASCADING RECEIPTS:

45. Enter ‘1’ to initiate Cascading Receipts.

46. Enter the type of tolerance check to perform in Cascading Receipts.

1 = Percentage Tolerance

2 = Units Tolerance

47. Enter the tolerance value. This is used in conjunction with the previous option.

Initiate Cascading Receipts, 45 - This is a flag that allows for Cascading receipt processing.

Tolerance Checking, 46 - Line item tolerance checking can be performed to prevent a small over shipment by the supplier from being inadvertently applied to the next open purchase order.

Tolerance Value, 47 - This option is used in conjunction with processing option 46. This is the value considered an allowable over shipment from the supplier.

Examples with Different Units of Measure

Example 1: Different Unit of Measure Primary to Secondary

Primary UOM is EA; secondary UOM is CA. 20 EA = 1 CA

• Over receiving with different unit of measure is not allowed

• PO lines selected have the same unit of measure

In P4312, enter 13 in the option field to invoke the Cascading Receipts window:


Select the first line where you want cascading to start by placing '1' in the option field, populate Quantity to Receive with 5, and change the U/M to CA. Press Enter. A '1' automatically populates in the appropriate lines.

In this example, PO line #4 will not be received because the line does not have a minimum of 20 EA.

P4312 now displays the correct lines to receive with the new Unit of Measure.


Example 2: Different Unit of Measure Secondary to Primary

Primary UOM is EA, secondary UOM is BX. 10 EA = 1 BX

• Over Receiving with a different Unit of Measure is not allowed

• PO lines selected have the same unit of measure


Select the first line where you want cascading to start by placing '1' in the option field, populate Quantity to Receive with 99, and change the U/M to EA. Press Enter. A '1' automatically populates in the appropriate lines.


PO line #3 will be split. 4 BX and 1 EA still remain open.

P4312 now shows the selected lines with the correct quantity and Unit of Measure.

Example 3: Different Unit of Measure and Tolerance

Primary UOM is EA, secondary is BX. 10 EA = 1 BX. Tolerance = 11 units.

• Over receiving with a different unit of measure is not allowed

• PO lines selected can have different units of measure



Select the first line where you want cascading to start by placing '1' in the option field, populate Quantity to Receive with 75, and change the U/M to EA. Press Enter. A '1' automatically populates in the appropriate lines.

PO line #2 will be over received by 10 units (EA) as tolerance is > = 10.

P4312 now shows the selected lines with the correct quantity and Unit of Measure.



Electronic Commerce

Ability to Generate Work Orders ► EDI – Sales Order Entry creates Work Orders

EDI batch programs that create sales orders can now create work orders. Processing options for each program allow you to provide the information needed to create related work orders.

When the Generate Work Order flag on the line type definition is set to “Y”, EDI orders create a related work order for the item and quantity related to the line.

• Processing options were added for each of the Inbound EDI programs. The processing options that apply to the creation of work orders include: Document Type, Beginning Status, Hold Status, and Cost Center

• The EDI programs generate work orders only for non-kit and non-configured items, since the kit/configured item processing programs write the work order record. The processing options for Document type, Beginning Status, and Cost Center are applied to the created work order. If the Document Type option is blank, 'WO' defaults on the work order

• If for any reason the order line is created at a 999 status, the WO is not created

• If for any reason the order is placed on hold, the hold status “PO” is applied to all related work orders

• When updating or changing a work order line type and the line’s quantity or pick date has changed, the related work order is updated with the Change Status designated in the Processing options. This change is also reflected on the work order

• When a work order line type changes and the status of the order is already past the 'beginning' status in the processing options, no changes occur to the work order

Programs affected

P47011 EDI Purchase Order Edit/Create

P47011EC EDI Order Edit/Create

P40211ZEC Batch/EDI Order Edit & Creation

P40211Z Batch/EDI Order Edit & Creation

P47131 EDI Purchase Order Change Edit/Change

P471311 EDI Purchase Order Change Edit/Create


Procurement

Purchase Order Generation Enhancement ► PO Generator – Zero Reorder Point

Zero can be used as a valid reorder point for in Item Branch Quantities for use in Purchase Order Generator.

Previously, zero was not a valid reorder point. Users can now use a zero value as the reorder point (ROPI) in the Item Branch Quantities screen. A zero or blank value is accepted as long as the following fields in the Plant Manufacturing Data screen (F10 from Item Branch/Plant Information) are correctly populated:

• Order Policy Code (OPC) must be populated with 0, and

• Value Order Policy (OPV) must be 0, 1, or 2

The following table displays how the setting of Value Order Policy affects the reorder point and suggested order quantity as displayed in Purchase Order Generator, P43011, and Buyer's Information, P4115:

Value Order Policy (OPV)

Result in P43011 Result in P4115

0 or blank The program calculates ROP from history.

The program displays the reorder point (ROP) and economic reorder quantity (EOQ) calculated from history.

1 The program uses 0 as ROP. The program uses Reorder Point and Reorder Quantity (displayed in EOQ field) from Item/Branch Quantities screen.

2 No reorder processing is done for the item.

The program displays 'No ROP' and 'No EOQ'.

ILE RPG Technology in Purchase Order Receipts Program ► Purchase Order Receipts Converted to ILE RPG

P4312, Purchase Order Receipts, was converted to RPG IV because of size restrictions in RPG III.

Note

The release notes are incorrect where it states that PO Entry was converted.

Purchase Order Receipts was converted to RPG IV

P4312, Purchase Order Receipts, is now written in RPG ILE. This was done because of size restrictions in RPG III.


Copy Modules

New ILE RPG copy modules were created for this ILE RPG program. They have the same name as the RPG III copy modules but with the letter L added as a suffix. Example: E0012 and E0012L

Applying RPG ILE Code Changes

Code changes written for RPG ILE programs have different spacing than those written for RPG III. You need to adjust this spacing if applying it to an RPG III program.


Manufacturing

Shop Floor Control

Perform Super Backflush from Shop Floor Workbench ► Super Backflush from Shop Floor Workbench

The following outlines how to perform Super Backflush from the Shop Floor Workbench P31225.

Overview

The Shop Floor Workbench (P31225) provides centralized access to the functions you need to monitor and manage the Manufacturing Work Order process. Users can now perform Super Backflush (P31123) using Option 14 from the Workbench.

Super Backflush is a DREAM Writer batch program that creates Backflush transactions against a Work Order at pay points defined in the Routing. Super Backflush allows you to relieve inventory and capture labor at strategic points throughout the manufacturing process at the time of Completions.

Set up

Specific Routing, Bill of Material and P31123 processing option setup is required to perform a Super Backflush transaction.

Routing (P3003)

There is one thing to check when setting up a routing for an item that you want to Super Backflush.

1. Pay Points: These are declared at the individual operation steps. They designate whether or not you want to charge labor, material, or both to that operation. The pay point field on the routing is in the fold (BFPF). The valid codes for a pay point operation step when using Super Backflush are B, L, or M. Value "B" is used to Super Backflush material and labor, value "L" is for labor only, and value "M" is for material only. Keep in mind that pay points are setup only for operations that you want to charge material or labor against, so you can have operation steps on the same routing where you do not want to charge anything. These steps have a pay point value of zero.

2. The last step of the Routing for the Manufactured Item must be a Pay Point.

BOM (P3002)

There are two things to check on the BOM when setting up an item for Super Backflush.

• Issue Type Code: These are declared against each item on the BOM. For Super Backflush, they need to be set to "U".

• Operation Sequence Number: These are also declared against each item on the BOM. These are used to specify at which operation you want to have the item issued. Enter the


operation sequence number from the routing where you want the material to be issued. Keep in mind that you will only point material to operations that have a pay point value of B or M.

Super Backflush (P31123) Processing Options

There are two major things to check before processing an order:

1. It is important to declare the individual versions of the completions (P31114) and issues (P31113) programs you want to use. It is important to set these up because you can set the statuses that you want the work order header to be updated to after issuing material or completing items. The Work Order is updated to the Status from the Processing Option of the last program called. In a typical execution of Super Backflush, the last program called that is authorized to change the status, is the Inventory Issues (P31113).

2. Blind or Non-Blind: Here you can declare whether or not you want to actually view the transactions (Completions, Issues, Hours, and Quantities) before you make them. If you want to issue or complete items without viewing the transaction, you can turn on the blind functionality. Blind processing is primarily used to increase the speed of the transaction.

New Processing Option behind Shop Floor Workbench (P31225) controls the version of Super Backflush (P31123) that is called.

From Menu G3111, display Processing Options for Shop Floor Workbench.

Processing Option 3b under Program Version controls the version of Super Backflush.

All rules of Super Backflush apply. The last step of the Routing for the Manufactured Item must be a Pay Point.


Execute Super Backflush from Shop Floor Workbench

Manufacturing Work Order

Parts List and Routing were attached, interactive or by P31410.



Shop Floor Workbench P31225

After a Work Order is on the shop floor, users can review the order, change the status, type, priority, freeze code, flash message, and so on.

The Shop Floor Workbench is the centralized tool users rely on to access Manufacturing Work Orders, make changes and updates, and link to other programs that effect production.

Users can now select an Order for Super Backflush, when production is complete.

Highlight the row corresponding to the Work Order to be completed. From the bar on top, select Options, Super Backflush.


Standard Super Backflush screen displays. Enter values for Employee Number, and Quantity Complete at Pay Point.


Blind execution of Completions, Issues, and Hours and Quantities can be selected using Processing Options behind the version of Super Backflush being called. For this example, we will not use ‘blind’ mode, and call all programs. This allows users to make changes to standard at the time of Work Order Completion.

Completions (P31114) is called first. From here, users can add Lot/Location information and override status.


Work Order Inventory Issues (P31113), is called next. Click OK to accept issues at standard or make desired changes before confirming transaction. The Option column on the far left must be a value of '1' to execute the Issue.

Hours and Quantities (P311221) is called last. Click OK to accept at standard or make changes as required.


The Work Order is now at the Status from the Processing Option of the last program called. In this case, the last program called against this Work Order that is authorized to change the status, was the Inventory Issues (P31113). The Work Order now resides at the value of the Processing Option in P31113 called by Super Backflush P31123, called by the Workbench P31225.

Default ZJDE0001 Version of Super Backflush was called by Workbench.


Default version ZJDE0001 of Inventory Issues was called by Super Backflush.

Inventory Issues, default version ZJDE0001 set to update Work Order Status to 90.


Work Order does not display as ‘Complete’ at Status 90, when viewed from Shop Floor Workbench.



Master Planning Schedules

Batch Process to Create Transfer Orders from MRP Messages

► Consolidate Transfer Messages in MRP/DRP Detail Message Processing

Detail Message Processing now enables the consolidation of Transfer messages when using Multi-Plant MRP/DR.

Overview

Messages to create transfer orders have always been processed individually. Each order required individual processing at each Branch/Plant. This meant that companies with large numbers of transfer orders were required to perform large numbers of transactions for each Branch/Plant involved in a transfer. This enhancement saves time and improves accuracy by consolidating transfer orders so that multiple items can be carried out on a single transfer order.

Set up Consolidate Transfer Order Messages

New processing option in P3411, Detail Message Processing, allows for the consolidation of Transfer Order Messages.

Enter a value of ‘1’ to consolidate transfer order messages for the same supply and demand Branch/Plants on one order.


Example: Execution, Consolidate Transfer Order Messages

The following example uses the following Items:

333-B

333-C

333-D

All items belong to Master Planning Family CON

The Supply Branch for all items is M30 (Make)

The Demand Branch for all items is M40 (Purchase)

The example focuses on the consolidation of the OT/ST, rather than the WO Order Message and explosion of the Components in the Supply Branch M30.

The set up displayed in the Branch Relationship Revisions.


Forecast drives the Demand for all three items in the Demand Branch, M40.


Run of P3483 Multi-Plant MRP Generation results in the following Messages found in P3411, two outstanding OT messages for each of the three items.


333-B Shown with fold open, M30 is the Supply Plant.


In previous releases, each order required individual processing at each Branch/Plant. With this new functionality, all detail lines for the demand plant are consolidated on one OT and all detail lines for the supply plant consolidated on one ST.

Process Messages

Process messages for 333-C and 333-D not are not displayed.


Results


Transfer OT 1337.

Inquire on 1337 OT.

333-B, 333-C, and 333-D all consolidated on one OT in Demand Branch M40.


Corresponding ST in Supply Branch M30.



Other Notable Changes

Update Sales Order Status for Sales Order Generated Work Orders

► Update Sales Order Status for Line Type W with Completions using Super Backflush

Processing Options were added to Super Backflush P31123 allow update of Sales Order Status, when Work Order is created from Sales Order Line Type W.

Overview

Enhancements were added so that when there is a Work Order created from a Sales Order and Super Backflush is used to process the Work Order Completion in ‘blind’ or ‘non-blind’ mode, the Sales Order Status can now be updated. Two Processing Options were added to Super Backflush to allow correct update of the Sales Order Status.

Set up

Specific Routing, Bill of Material and P31123 processing option setup is required to perform a Super Backflush transaction.

Routing (P3003)

When setting up a routing for an item that you want to Super Backflush, check:

1. Pay Points: These are declared at the individual operation steps. They designate whether or not you want to charge labor, material, or both to that operation. The pay point field on the routing is in the fold (BFPF). The valid codes for a pay point operation step when using super back-flush are B, L, or M. Value "B" is used to Super Backflush material and labor, value "L" is for labor only, and value "M" is for material only. Keep in mind that pay points are setup only for operations that you want to charge material or labor against, so you can have operation steps on the same routing where you do not want to charge anything. These steps have a pay point value of zero.

2. The last step of the Routing for the Manufactured Item must be a Pay Point.

BOM (P3002)

There are two things to check on the BOM when setting up an item for Super Backflush.

1. Issue Type Code: These are declared against each item on the BOM. For Super Backflush, they need to be set to "U".

2. Operation Sequence Number: These are also declared against each item on the BOM. These are used to specify which operation you want to have the item issued. Enter the operation sequence number from the routing where you want the material to be issued. Keep in mind that you only point material to operations that have a pay point value of B or M.


Super Backflush (P31123) Processing Options

There are two major things to check before processing an order:

1. It is important to declare the individual versions of the completions (P31114) and issues (P31113) programs you want to use. It is important to set these up, because you can set the statuses that you want the work order header to be updated to after issuing material or completing items. The Work Order is updated to the Status from the Processing Option of the last program called. In a typical execution of Super Backflush, the last program called that is authorized to change the status, is the Inventory Issues (P31113).

2. Blind or Non-Blind: Here you can declare whether or not you want to actually view the transactions (Completions, Issues, Hours, and Quantities) before you make them. If you want to issue or complete items without viewing the transaction, you can turn on the blind functionality. Blind processing is primarily used to increase the speed of the transaction.

New Processing Options in Super Backflush allow user to enter an override Sales Order Next Status or use the Status from the Orders Activity Rules.

Execution, update Sales Order Status using Super Backflush

Sales Order Line Type W, current status 520, next status 540.


Option 1 to details, displays related Manufacturing Work Order.


Look up Work Order using Shop Floor Workbench, or Option from Sales Order detail line.


Work Order Header displays Associate Sales Order.

Related Work Order can now be selected from Shop Floor Workbench for Super Backflush. As always, Super Backflush can be selected from a menu as well.


Process Super Backflush.

Super Backflush calls:


Completions P31114

Issues P31113

Hours and Quantities P311221

In ‘blind’ or ‘non-blind’ mode.

Super Backflush has now updated the Work Order Status as per the processing options.

Back to the Sales Order.

Sales Order Detail Line status now updated per the Order Activity Rules.




Technical Tools

Increase Maximum Allowable Library List Entries to 250 ► Library List Expansion to 250 Users

OS400 V5R1M0 supports an increase to the maximum number of library list entries from 25 to 250. JD Edwards World supports this operating system enhancement throughout its product lines. Library List Revisions checks for the existence of the same data area that IBM checks for in order to determine whether to display 25 or 250 entry fields.

Overview

This enhancement provides the ability for your JD Edwards World users to have up to 250 libraries in the user part of their library list. Some changes have occurred to the software to enable that to work. Read the following carefully before applying A81 CU 6, so you are aware of the changes that have taken place. You need to be aware of the changes irrespective of whether you are taking advantage of this 250 library increase or not.

New Data Areas

As of IBM Operating System V5R1, IBM delivered a new data area QLILMTLIBL, which resides in library QUSRSYS. The existence of this data area limits the number of libraries in the user part of the library list to 25 for all jobs on the system. Deleting or renaming this data area allows users to have up to 250 libraries in their user part of the library list.

As of V5R2, IBM also delivered another data area QLMTUSRLIB with a ‘0’ (zero) in the first position set, allowing up to 250 libraries in the user portion of the library list. Changing this value to a ‘1’ restricts the number of libraries to 25.

Changes Made to Accommodate the Library List Expansion

To accommodate this new IBM feature, some changes have taken place in JD Edwards World and these are included in A81 CU 6. Note that these changes affect you irrespective of whether or not you are taking advantage of this new feature. The changes are:

• A new file, F00944, is delivered with this CU. It is a tag file for F0094 and F0092. This new file is created when you run the ‘Create New Files’ section in Phase 4 of the PTF Workbook. This file must reside in the same library as your F0092 and F0094 files. After creating it in either your common or data libraries, you must move it to the same library as where your F0092 and F0094 reside (this is usually your Security library). F00944 also contains a new Data Item UETY (User/Environment Type). The UETY field is a one byte alpha field limited to the characters U (for J98INIT users – an indication that the record is tagged back to F0092) and E (for J98INITA users – an indication that the record is tagged back to F0094)

• For J98INIT users:


1. The first 25 libraries are still stored in F0092 as in the past, but now any additional libraries (up to 225) are stored in the F00944 file

2. In G94, option 2 (User Information) you no longer see the library list on the V0092 screen – from that screen you need to press F8 to access the library list. This brings up V0094, with the new field UETY displayed in the header as User/Environment Type of U. The library list field in this screen is a subfile display. This display shows 25 or 250 libraries depending on how you have set up your system. The libraries are now numbered sequentially by 10 and you have the option to re-sequence the display, add libraries, and delete libraries by changing the sequence numbers or clearing the fields.

• For J98INITA users:

1. The first 25 libraries are still stored in F0094 as in the past, but now any additional libraries (up to 225) are stored in the F00944 file.

2. Selecting G944, option 5 (Library List Revisions) brings up V0094 with the new field UETY displayed in the header as User/Environment type of E. The library list field in this screen was changed to a subfile display. This display shows 25 or 250 libraries depending on how you have set up your system. The libraries are now numbered sequentially by 10 and you have the option to re-sequence the display, add libraries, and delete libraries by changing the sequence numbers or clearing the fields.

Changing your Mode to 250 Users

If you plan to change your mode to 250 users, you must do so only after applying A81 CU 6. To change your mode you need to delete or rename data area QLILMTLIBL and, if you are on V5R2, also ensure that the first position in data area QLMTUSRLIB is set to a ‘0’ (zero). In addition, if you use J98INITA and access multiple environments (besides the environment you are upgrading to CU 6) from the same Signon, you need to have your Initial Library parameter in your IBM User Profile set to your A81 CU 6 Object library (or wherever your A81 CU 6 J98INITA resides).

Provide Method to Secure Users from WRKSBMJOB Options ► Securing Hidden Selection 33 – WRKSBMJOB Options

An enhancement is available to secure the Work with Submitted Jobs (WRKSBMJOB) command in order to prevent users from changing their jobs.

Overview

Hidden Selections allow you to provide users with access to common IBM commands. However, you can secure users from additional options available from a particular command. This enhancement delivers an alternative for Hidden Selection 33, WRKSBMJOB (which gives users access to additional options, such as CHGJOB). The new window program P00WSJ provides functionality similar to the WRKSBMJOB display and provides exit control through function key security. You can incorporate this new program by replacing the Option Key for HS33 with J00WSJ. Then you can set up function key security to control user access to additional options.


Securing Hidden Selection 33 CHGJOB Command

Hidden Selection 33 (HS33) uses the IBM command WRKSBMJOB. On this command screen, a user can access the CHGJOB command to move jobs to a different queue or change priorities. Follow the steps below to have a JD Edwards World screen displayed instead of the WRKSBMJOB screen when HS33 is typed. This allows Function Keys/Options security to be put into place.

1. Objects J00WSJ, P00WSJ, V00WSJ, and X00WSJ must be in your JDE World object library.

2. Change the ZHIDDEN menu selection with SELECT33 on it so the Option Key has J00WSJ rather than J00SBMJOB.

3. Sign out of the environment and sign back on. HS33 presents the WRKSBMJOB information on V00WSJ.

4. Function Keys/Options security is found on menu G94, selection 10. Set up security for screen V00WSJ as per your requirements. In the following example, all users are excluded from changing jobs, except Joe User.
