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This section provides overviews of the AAIs for the JD Edwards EnterpriseOne Accounts Payable system and discusses how to set up AAIs.

2.5.1 Understanding Accounts Payable AAIs

Each time you enter a transaction for which the system must create journal entries, the system must locate the appropriate account numbers. It does this by reviewing the AAI tables that correspond to the transaction. In the JD Edwards EnterpriseOne Accounts Payable system, for example, if you enter a voucher, the system locates the item that contains account numbers for AP trade accounts.

The name of an AAI item, such as PC, is hard-coded. AAI items for the JD Edwards EnterpriseOne Accounts Payable system always start with the letter P. For example, PC is the AAI item for payables class (trade account) and PB is the AAI item for payables bank. Each AAI item has account codes consisting of a business unit, object, and subsidiary, which are mapped to the chart of accounts. If you decide not to include a business unit for an AAI, the business unit of the voucher is used as part of the specified account number.

Some AAIs require that you define a complete range, consisting of a beginning and an ending AAI item. For example, for item PX (used for 1099 processing), the first range must begin with PXyy01. You must end the first range with PXyy02, the next

consecutive number. Define the next range, if needed, to start with PXyy03 and end with PXyy04, and so on.

Each AAI has a hierarchical order in which the system searches for an account

number. For example, if you enter a voucher for company 00100 and GL offset code 30, the system determines which AP trade account to use based on this search hierarchy:

■ The system searches for AAI item PC30 for company 00100 to locate the AP trade

account.

■ If the system cannot locate this AAI item, the system searches for item PC30 for

company 00000.

■ If the system cannot locate this AAI item, the system returns an error message that

the AAI is missing.

The following subsections describe the AAIs used in the JD Edwards EnterpriseOne Accounts Payable system.

See Also:

"Setting Up Next Numbers" in the JD Edwards EnterpriseOne

Setting Up AAIs for Accounts Payable

2.5.1.1 Payables Bank (PB)

An AAI item for the default bank account (PB) is required. This item specifies the default bank account that the system assigns if you do not enter a bank account number when you enter a voucher.

If you have multiple bank accounts defined for a company, you can define an offset using PByyyy (payables bank account). If you use PByyyy, you must also define PCyyyy (payables trade account) for the same offset.

For example, company 1 has two bank accounts: 1.1110.BEAR and 1.1110.FIB. You define PBBEAR and PBFIB to point to the respective bank account. PCBEAR and PCFIB must also exist in the AAI table. You can, however, point them back to the same account defined in PC yyyy. In voucher entry, you would enter the yyyy into the G/L Offset field in the detail area to specify an account.

For example, Universal Incorporated must be paid from OMNI National Bank, which is not the default payables bank. Set up the GL offset code of OMNI in the supplier master record or on each voucher for Universal Incorporated and set up these AAIs:

2.5.1.2 Payables Trade (PC)

An AAI item for the accounts payable trade accounts (PC) is required. A payable trade account is the holding or clearing account that you use until you pay the voucher. This item specifies the default trade account that the system assigns to each voucher if you do not enter a trade account for the GL offset when you enter the voucher.

The payables offset code can be specific to a supplier so that when you enter a voucher, the system uses the offset code from the supplier master record. For trade accounts, you need to set up:

■ Default AAI item for company 00000. ■ Company-specific AAI items.

■ Offset codes PCyyyy (PCNOTE) for company 00000. ■ Company-specific offset codes.

This table illustrates this setup:

Item Description Co BU Obj Sub

Seq No.

PBOMNI (PByyyy) OMNI bank-specific code Blank 100 1110 OMNI 4.015 PCOMNI (PCyyyy) OMNI bank-specific GL offset

code

Blank 100 4110 Blank 4.020

Item Description Co BU Obj Sub

Seq No.

PC (PC _ _ _ _) Payables Trade Account Blank 100 4110 Blank 4.020 PC (PC _ _ _ _) Company 200-specific Payables

Trade Account

200 200 4110 Blank 4.020 PCNOTE (PCyyyy) Default Notes Payable Trade

Account

Blank 100 4110 Blank 4.020 PCNOTE (PCyyyy) Company 200-specific Trade

Account

Setting Up AAIs for Accounts Payable

(PER) You must set up this AAI to automatically post tax duty payment (Sistema de

Pago de Obligaciones Tributarias [SPOT]) vouchers. Set up the AAI with the document

type for SPOT vouchers as defined in the Legal Company Constants (P76P002)

program. For example, if you set up IG as the document type, set up this AAI as PCIG.

2.5.1.3 Payables Discounts Available/Lost (PKD/PKL)

An AAI item for payable discounts available (PKD) and for payable discounts lost (PKL) is required if you take discounts. These items specify the profit and loss account for discounts available and lost. Discounts are not recognized until a payment is posted. The system uses PKD and PKL for the offsets that it creates when posting the payment.

Discounts taken is the net of discounts available and discounts lost. Both AAI PKD and its associated item PKL can point to the same general ledger account number. At the time of payment, the system writes a credit for the discount available to whatever account is associated with PKD. If you do not take a discount at the time of payment, the system also writes a debit to whatever account is associated with PKL.

Set up a default PKD and PKL account for company 00000 or a specific PKD and PKL account for each company.

2.5.1.4 Voucher Logging Expense/Trade (PP/PQ)

AAI items for preliminary distribution (PP) and a suspense trade account (PQ) are optional if you use voucher logging. Voucher logging is a feature of the JD Edwards EnterpriseOne Accounts Payable system that enables you to enter a voucher but defer distribution to a GL expense account, which is typically a suspense account.

These items specify the default values for preliminary expense and suspense trade accounts when you enter a logged voucher. If you do not set up item PP, you must enter a valid suspense account when you enter a logged voucher. If you do not set up item PQ, the system uses the account for item PC when you post the logged voucher. You designate the use of the suspense trade accounts in the Company Names and Numbers program (P0010) in the JD Edwards EnterpriseOne General Accounting system:

■ Clear the Use Suspense Account check box on the Company Setup form to have

the system use the AP payables class (PC) AAI item to post the liability to a regular trade account.

■ Select the Use Suspense Account check box on the Company Setup form to have

the system use the voucher logging - trade (PQ) AAI item to post the liability to a suspense trade account.

When the preliminary expense account is redistributed to the actual expense account, the system adjusts the suspense trade account (PQ) to the AP Trade Account (PC). When you know the expense accounts to which to post the voucher, you use Voucher JE Redistribution to post the voucher. You must manually enter the expense account. The system:

■ Credits the preliminary expense (PP). ■ Debits the AP trade suspense (PQ). ■ Credits the AP trade (PC).

Setting Up AAIs for Accounts Payable

2.5.1.5 Example of Voucher Logging

You enter a voucher in the amount of 100 in Voucher Logging Entry. The system debits the preliminary expense account in AAI item PP and credits the trade suspense account in AAI item PQ. This graphic shows the initial journal entry when the AP trade suspense account (PQ) is used instead of the AP trade account (PC).

Figure 2–1 Use of PP and PQ AAIs

When you redistribute the voucher, you debit an expense account. The system debits the AP trade suspense account and credits the preliminary expense and AP trade accounts. This graphic shows how to debit an expense account.

Figure 2–2 Redistributing the voucher

This graphic shows how the system completes the journal entry:

Figure 2–3 System entries

2.5.1.6 Drafts Payable (PD)

AAIs define rules for programs that automatically generate journal entries. You should set up draft AAIs for each company if you use a different account number for it. That is, you do not need to set up an AAI for each company if the companies use the same account. If the system cannot find an AAI for a specific company, it uses the AAI from company 00000.

A draft is a promise to pay a debt. Draft processing is a variation of automatic payment processing and uses the same setup.

Draft processing uses a single AAI that defines the drafts payable account. This account acts as a holding or clearing account until you pay the draft. When you create a draft, the system:

■ Debits AP trade ■ Credits drafts payable

When you pay the draft, the system:

Setting Up AAIs for Accounts Payable

■ Credits your bank account

You set up a single AAI for the drafts payable account (item PD), which the system uses as the default value. You can also set up one AAI for each payment instrument (item PDx, where x equals the UDC for a payment instrument).