5.7 Updating the Approver and Category Code 7 Fields
This section provides an overview of updating the Approver and Category Code 7 fields and discusses how to:
■ Run the Update Approver/Cat Code 7 report.
■ Set processing options for the Update Approver/Cat Code 7 report.
5.7.1 Understanding the Update Approver Cat Code 7 Report
To ensure that you are working with current information, you should update the Accounts Payable Ledger (F0411) table. This is necessary whenever you change either of these values:
■ An approver number when you enter logged vouchers.
■ Category code 7 when you enter vouchers with 1099 information.
When you change the approver number or category code 7 in the supplier record, the system does not automatically change existing transactions in the F0411 table. You need to update the Accounts Payable Ledger table with your changes.
5.7.1.1 Example of Approver Number and Category Code 7 Update
The following example illustrates an issue that you might encounter if you do not update the Accounts Payable Ledger table.
You set up Dominique Abbott (address book number 4002) as the approver for A & D Parts (supplier number 4005) vouchers. On June 1, you enter two vouchers for A & D Parts using Voucher Logging Entry. The Supplier Master Information for A & D Parts shows Dominique Abbott is the approver for these vouchers. On June 2, Dominique Abbott leaves the company without redistributing the vouchers that you entered. Dominique Abbott is replaced by Melvyn Easter (address book number 6000). On Supplier Master Information, you change the approver number for vouchers for A & D Parts from 4002 (Dominique Abbott) to 6000 (Melvyn Easter). On June 10, you enter another voucher for A & D Parts. Melvyn Easter is the approver for this voucher. On June 15, Melvyn Easter is ready to redistribute the logged vouchers. This table illustrates the information in the Accounts Payable Ledger table.
Note: When you use bank type B, no other bank types are allowed. When you use bank type V, no other V bank types are allowed. When you use bank type D, no other D bank types are allowed.
Verifying YTD Voucher Amounts
Melvyn Easter enters his approver number (6000) on the Work With Voucher J. E. Redistribution form. The system displays vouchers that have Melvyn Easter (number 6000) as approver as follows:
■ If you do not update approver and category code 7 information, the Work With
Voucher J. E. Redistribution form displays only PV 5342 because this is the only voucher that has Melvyn Easter (number 6000) as approver. PV 3285 and PV 4267 still have Dominique Abbott as approver.
■ If you update approver and category code 7 information, the Work With Voucher
J. E. Redistribution form displays all three vouchers because the program has read the supplier record for A & D Parts and changed the approver for all open
vouchers to 6000 (Melvyn Easter).
5.7.2 Running the Update Approver/Cat Code 7 Report
Select A/P Advanced & Technical Operations (G0431), Update Approver/Cat Code 7.
5.7.3 Setting Processing Options for Update Approver/Cat Code 7 (R04802)
Processing options enable you to specify the default processing for programs and reports.
5.7.3.1 Process
1. Category Code 07
Specify whether to update the Category Code 07 (AC07) field in the F0411 table. If you leave this processing option blank, the system updates the Category Code 07 field with the value in the F0101 table. Values are:
Blank: Update the Category Code 07 field.
1: Do not update the Category Code 07 field.
5.8 Verifying YTD Voucher Amounts
This section provides an overview of year-to-date (YTD) voucher amounts and discusses how to:
■ Run the Update YTD Voucher Amount (R04820A) program.
■ Set processing options for Update YTD Voucher Amount (R04820A).
5.8.1 Understanding YTD Voucher Amounts
As part of your cash management procedures, review the total vouchered amount for your suppliers. Although the vouchered year-to-date (YTD) amount field is updated Date Transaction Records Approver Number
06/01/98 PV 3285 4002 Dominique Abbott
06/01/98 PV 4267 4002 Dominique Abbott
06/10/98 PV 5342 6000 Melvyn Easter
Note: Run this update program during off-peak hours and ensure there no users are on the system.
Verifying YTD Voucher Amounts
interactively as vouchers are entered, you should run the update to ensure accurate totals. To see accurate totals, you must make any necessary corrections and then update the supplier's YTD voucher amounts. Generally, you do this either monthly or at the end of a calendar or fiscal year as part of your system-wide annual close. Correct any errors with your supplier records before you update their voucher amounts for the year-to-date. To locate these errors, run the annual close program in proof mode. The system sends any workflow messages to the Work Center program (P012501). It lists each supplier that is in error, with an error message and a
corresponding document number. You must correct these errors before you update YTD voucher amounts.
Continue to rerun the update program in proof mode until you have corrected all errors. When you rerun the program in proof mode, use data selection to select only those suppliers that were previously in error to verify that they are no longer in error.
5.8.1.1 Updating YTD Voucher Amounts
Typically, you update YTD voucher amounts soon after you close the year for AP activity as part of your annual close procedures. The YTD voucher amount is based on the gross amount of the voucher. When you update YTD amounts, the system does the following for all suppliers across all companies, based on the beginning and ending date you specify in the Date Options processing options:
■ Calculates total voucher amounts from the F0411 table. ■ Updates these in the F0401 table:
– Prior year-end voucher amounts.
– Year-to-date voucher amounts.
When you update these voucher amounts, the system removes the amounts from the YTD total so that it will reflect only the current year's activity.
If the system finds errors when you update YTD voucher amounts, it sends an error message to the Workflow Management system.
If you purge your AP records more than once a year, remember to update your supplier YTD voucher amounts each time you do so.
5.8.2 Understanding Computation Methods
You can update the F0401 table by using a computation method you specify in the Computation processing option in the Update YTD Voucher Amount program.
5.8.2.1 Computation Method 1
This method uses the dates you specify in the Date Options processing options to calculate the prior-year vouchered amounts and to update the Amount Vouchered PYE field. Therefore, it is critical that AP transactions from the prior year exist in your environment. Any transaction with GL dates after those entered in the Date Options processing options will have amounts updated in the Vouchered YTD field.
For example, if the current year is 2008 and you want to calculate vouchered year-to-date amounts (based on a calendar year), enter January, 01, 2007 as the from date and December 31, 2007 as the through date. These dates identify the prior year, so all transactions after December 31, 2007 are updated for the current year. If you enter dates beginning with January 01, 2008 and ending with December 31, 2008, the
Amount Vouchered PYE field will be updated and any transactions after December 31, 2008 will be updated in the Amount Vouchered YTD field.
Verifying YTD Voucher Amounts
Run this process as often as necessary, but it will be accurate only if AP vouchers between the beginning date and the current date have not been purged from the F0411 table.
5.8.2.2 Computation Method 2
This method assumes that transactions from the prior year have been purged or are missing from your records. You still enter the dates of the prior fiscal year as in computation method 1, but the program uses the information differently. Because no records exist for the prior year, the program calculates the vouchered YTD amount by adding the amounts of vouchers with a GL date after the through date that you specify in the Date Options processing options. Next, the program subtracts this total from the existing amount vouchered YTD total. The result is updated in the Amount Vouchered PYE field. The Amount Vouchered YTD field is replaced with the newly calculated year-to-date amount.
For example, if the current year is 2008 and you want to calculate vouchered year-to-date amounts (based on a calendar year), enter January 01, 2007 as the from date and December 31, 2007 as the through date. The total of all vouchers with a GL date after December 31, 2006 equals the new year-to-date amount. The new prior year amount is calculated by subtracting the new year-to-date amount from the previous amount vouchered YTD total.
5.8.3 Running the Update YTD Voucher Amount (R04820A) Program
Select A/P Advanced & Technical Operations (G0431), Update YTD Voucher Amount.
5.8.4 Setting Processing Options for Update YTD Voucher Amount (R04820A)
Processing options enable you to specify the default processing for programs and reports.
5.8.4.1 Date Options
The system uses the amount calculated for the date range to update the prior year-end voucher amounts in the supplier master. It uses the amount calculated for the dates after the date designated in the Date Thru processing option to update the year-to-date voucher amount in the supplier master.
Date From
Enter the beginning of the range of dates that the system uses for the close.
Date Thru
Enter the end of the range of dates that the system uses for the close.
5.8.4.2 Processing
1. Prior Vouchered
Specify the method used by system when computing the prior vouchered amount. Values are:
1: Computation Method 1. Use the date range specified in the From Date and Thru Date processing options.
Important: If you run this process more than once for computation method 2, the Amount Vouchered PYE field displays zero.
Verifying YTD Voucher Amounts
2: Computation Method 2. Use the existing YTD vouchered amount less the computed YTD vouchered amount; use the date specified in the Thru Date processing option only.
2. Update Supplier Master
Enter 1 to update the F0401 table when you run the program in final mode. If you