Page 1 Voucher Logging with Multiple Voucher Types W E1 Editor s Note: The who, what, why, when, and where of Voucher Logging. This article presents a complex business scenario with multiple business branches, each of which needed its own set of voucher numbers. Even in a less complex business environment, this article can be a great handbook to walk you through your decision of whether to use Voucher Logging and then how to get it going. Jan shows us how to set up and implement this solution without any modifications to the system. And you don t need to be a techie to understand it! Business Case Our financial department wanted the following: Vouchers had to be entered into the system at the moment of receipt. (They wanted to see the liabilities in the system and have the VAT (Value Added Tax) immediately recuperated. Vouchers were only eligible for payment after matching and every accounting department (every branch has his own accounting department) must have its own set of numbers. During the testing came questions concerning cut off at a certain date and follow up of logged vouchers came up. The beauty is that this can be achieved without modifications. The only thing you have to do is to create your own reporting, inside or outside EnterpriseOne. Accounting Principles of Voucher Logging Before starting the setup, I d like to explain the principle of voucher logging from an accounting per- Figure 1 Journal Entries spective. Normally when a voucher is received, it gets approved for payment, and gets entered in the system through receipt matching or by entering the appropriate account, and is then ready for payment. When using voucher logging, the voucher gets immediately entered in the system before it is approved. This has a lot of advantages liabilities are known, cash flow forecasting can be done more accurately, if a vendor calls you can see immediately that the voucher is received but not matched, if necessary you can do a payment before receipt of the goods....the voucher gets immediately entered in the system before it is approved. This has lots of advantages. By Jan Stas The downside of voucher logging is that every voucher is treated twice before it is entered in full in the system. Personally I find the advantages outweigh the disadvantages; but it is a business decision. Figure 1 illustrates the journal entries created by the system. (1) During Logging (2) During redistribution Setting up the Suspense Account and AAIs To demonstrate the setup I created Company 900, with 900 as balance sheet business unit and 900.8799 as Voucher Logging Suspense Account. Please note that the Posting Edit code is set to allow all postings (Figure 2). This is because during year-end closing procedures the Voucher Logging Suspense Account has to be put at zero. You can put this code to M (Machine generated postings only) but then don t forget that as part of the year-end closing procedure this will have to be changed to blank, otherwise your financial department can t put the account to zero with a journal entry.
Page 2 Once you have created the Voucher Logging Suspense account it is time to set up the necessary AAIs. For voucher logging you need to set up the Financial AAI PP (Figure 3) and PC (Figure 4). Depending on your business needs you will need to set up different PT AAIs for taxes. Figure 2 Voucher Logging Suspense Account Figure 3 Setup of the Voucher Logging Financial AAI We are ready to enter our first voucher through voucher logging. We are lucky in the EnterpriseOne standard menu there is an item Voucher Logging Entry (2/G04111). We enter our first logged voucher under company number 4324 for 1000 USD and this is the result (Figure 5). Figure 4 Setup of the Accounts Payable AAI
Page 3 Well, this is a start, but there are some problems. Our first logged voucher has number 119. I get problems with my tax authorities when I skip numbers, so that problem has to be solved. Secondly I need to have different number ranges for my accounting departments. Figure 5 Our first logged voucher. Figure 6 -UDC 00/DV containing voucher document types U1 and U2. Solving the number problem In order to have different number ranges we have to create different types of voucher documents. In our example we will create two, but you can create a lot more, depending on your needs. Secondly we have to create the number ranges through Next Numbers by Company Fiscal Year. The first thing we have to do is to create our voucher document in the UDC tables 00/DV and 00/DT. It is important to create them in both UDC tables or it won t work (see Figures 6 and 7). Figure 7 - UDC 00/DT containing all document types.
Page 4 Now we need to set up the Next Numbers. You can achieve this through entering NN in the fast path or through taskid JDE001772 Accounts Payable Next Numbers. Set the next number constants to use Next Numbers by Company/Fiscal Year (See Figure 8). In order to make the change effective you have to leave the program! Whether you choose Method 1 or 2 is a business decision. If you choose Method 1 you are sure to always have unique numbers per company/fiscal year but by default the fiscal year will not be embedded. After having activated Next Numbers by Company/Fiscal Year we can set up the next numbers for our two voucher document types (Figure 9). Figure 8 Next Numbers by Company/Fiscal Year Setting up the document numbers this way results in two sets of numbers that are also company specific. If you have multiple companies in the system, you can use the same document type in the different companies all having their unique number range. Setting up the document numbers this way results in two sets of numbers that are also company specific. Figure 9 Setting up the document numbers for U1 and U2 for Company 900. Voucher logging versions When we entered our first logged voucher it was through Voucher Logging Entry (2/G04111), which uses P0411 A/P Standard Voucher Entry version ZJDE0008. We have to create two new versions of this program and adapt it to our needs. Copy the ZJDE0008 version to JDETIPS001 and change on the logging tab G/L Date to 1. This gives the advantage that at the moment of Voucher entry the G/L Date is defaulted. On the version tab you have to change the Master Business Function to JDETIPS001. It is in
Page 5 the master business function that the document type is decided. (See figure 10) Figure 10 Setting up version JDETIPS001 of P0411. Figure 12 The result of entering logged vouchers through the modified tasks. The Master Business Function contains the document type to be used, in our case U1 in version JDETIPS001 and U2 in JDETIPS002. The default pay status of the logged voucher is set to H in order to prevent payment of logged but not matched vouchers (see figure 11). Figure 11 Defaults tab of P0400047 version JDETIPS001. The Date Edits tab is used to control the dates you enter. Personally I always enter 2 in both cases; the invoice date can t be greater than the g/l date and the invoice date can t be greater than today s date. European users, don t forget to enter 1 in the Value Added Tax for multicurrency items. On the Logging tab make sure that logged vouchers are allowed. What still needs to be done is to add new tasks (one per document type used) and to log two vouchers in order to make sure it works correctly. See Figure 12 for the results. Notice the difference between the first voucher and the two other vouchers: Different document numbers with their own number range and a pay status of H instead of A. This is the result we want different document types and number ranges and a Hold code for payments. All we have to do is to post the voucher batches. We use program R09801 ZJDE0002. Do not create your own versions of R09801 because for some programs the ZJDE versions are hard coded. If you want to create your own version just make sure that the processing options of the ZJDE version are the same. Other wise you could get some strange results. For instance in Xe, R09801 version ZJDE0002 Tax default tab has every processing option blank. If you don t change it, your tax files don t get updated. The Master Business Function contains the document type to be used.
Page 6 On the Defaults tab we define the new pay status code. On the Versions tab we fill in the P4314 version. See figure 16 for details. Check out the other tabs in the Processing Options: Purchase Order status codes, Flex Accounts, Versions. Figure 13 Voucher Logging Suspense account Figure 16 - Version tab of P4314 JDETIPS001 Figure 14 - Journal entry of U2 5000001 Figure 13 shows us the Account Ledger Inquiry screen. Figure 14 shows us the journal entry created through logging. As you can see, 900.8799 (AAI PP) is the suspense account and 900.4110 (AAI PC) is the accounts payable trade account. Redistribution of logged vouchers Once vouchers are logged they need to be redistributed. In other words they need to be matched to a receipt (3 way match), an order (2 way match), or a journal entry line. The program we use to achieve this is P042002 A/P Voucher Journal Entry Redistribution. We have to create our own versions because one of the processing options is the version of P4314 Voucher Match that refers in turn to P0400047. So it is necessary to create our own versions of P042002 and P4314 (Figure 15). Figure 15 - Processing options P042002 Now you can match the vouchers and post them. Check the voucher logging suspense account on the account ledger inquiry screen (Figure 17). Once vouchers are logged they need to be redistributed.
Page 7 As you can see, our three vouchers are logged and vouchered. This is very nice and easy to understand, but imagine that you have thousands of invoices in one year and you want to see what the detail is of the account at a certain moment in time. With everything we have done until now this is impossible. But you can achieve this in a very simple way. Creating the cut off report of the voucher logging suspense account In order to achieve this we have to reconcile our account. This can be done through the Bank Account Reconciliation Program (before 8.10) or through Debit/Credit Match (from 8.10 on). On a regular basis someone in the accounting department has to reconcile the voucher logging suspense account. This is easily realized because you only have to sort on document type and number. When using the bank account reconciliation program, make sure you do not reconcile out of balance. Figure 17 Voucher logging suspense account Someone in the accounting department has to reconcile the voucher logging suspense account. Figure 18 Manual reconciliation of account 900.8799 In order to be able to reconcile an account, set up or adapt the GLRC AAIs so that the voucher logging suspense account is in one of the reconcilable ranges and fill in the date range in the processing options. The result can be seen in figure 18. Sort the grid on Type and Number in order to make the reconciliation process easier. After the update, the fields GLRCND and GLDKC of the F0911 table are updated. Based on the G/L date (GLDGJ) and Reconciliation date (GLDKC) we can create our cut off file.
Page 8 I want to create a cut off list on April the first of 2005 We can achieve this in two steps. 1. Select all non-reconciled records with G/L Date less than or equal to 04/01/2005. 2. Select all reconciled records with G/L Date less than or equal to 04/01/2005 and a check cleared date greater than 04/01/2005. Combine those two sets and you get the detail of the logged non-reconciled vouchers suspense account. This can be done in the form of a report or in the form of exports of the grid to Excel. To have a correct list it is absolutely necessary to reconcile in balance and to do it regularly. Summary As already mentioned in the beginning, there are a lot of advantages with voucher logging. It requires a bit of setup, depending on your needs. But as shown you can have different document types and different accounting ranges within one or more companies. Jan Stas has spent ten years of accounting/controlling in a production environment for Unilever Belgium and Ter Beke. For the past five years he has been a business analyst at Ter Beke involved in implementing JDE EnterprisOne. His main domains were procurement, inventory, product costing and manufacturing accounting. Momentarilly he is looking for new opportunities. Jan.Stas@ERPtips.com. The beauty of this solution is that it requires no modification of the program and that it also can be used on the received non-vouchered account. Another report we created shows, for every voucher that is logged but not yet redistributed, the number of days it is in the system. Kind of a days outstanding report. but this time to check the number of days the voucher was logged without being redistributed. The report is based on the F0411. In short, PRPR3 = P (the voucher is logged) and RPVOD = (not voided) and the difference is calculated between the date of the report and the date the voucher is entered in the system (RPDICJ). Summarize this per document and create your own timeframe in which you want to see it and you get a view on where there may be problems in the accounting department.
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