Unvouchered A/P Account, F43121 and Match Type "5"????

[GMunchel]

Unvouchered A/P Account, F43121 and Match Type \"5\"????

Allright....I confess, we have not had good processes surrounding keeping
these two in sync. And, I'm not a techie, I'm a finance guy who knows
something about files & records. Okay, with that being said, I'm trying to
come up with a way to get our 5 year old Unvouchered Account in sync with
the 1,000,0000+ record F43121 file so that improved processes going forward
can keep them in sync.

Part 1 -- Getting F0911 and F43121 in sync:

1.1 -- I get the AS/400 folks to make a copy of the F43121 at a month-end
before A/P starts processing anything for a new month.
1.2 -- I can find the amount expected to be open at that month-end by vendor
by querying the F0911 making sure the balances by vendor equal the account
balance at that month-end. I.e., I can get an Account Balance by Address
Book # for the Unvouchered Account.
1.3 -- I can then check the receiving detail for a specific vendor by
querying the F43121_Backup file for all records through month-end.
1.4 -- If they match, I'm okay. If they don't, I want to make a Journal
Entry getting them in balance but I want to be able to enter an Address Book
number so that my query in #2 continues to work. I believe this will
require a mod to the P09101 program allowing entry to the Address Book field
in manual Journal Entry.

Question 1-->Is this a reasonable approach so far ?

Part 2 -- Adjusting the Unvouchered Account and the F43121 file for old
inventory receipts that cannot be reversed

In the course of looking at the detail of the F43121 we are gong to discover
lots of old stuff that shouldn't be in there. It might be items that
weren't matched using 3-way match but entered via Standard Voucher Entry or
items received twice against a blanket or items returned but the receipt not
reversed. God knows what all can happen. In any case, these old receipts
we want to review and get rid of those we no longer think are valid. But
many of these are for inventory items. Reversing a receipt after a physical
inventory has been taken will incorrectly adjust the Cardex quantities and
the Inventory $$$ balances. So I propose the following:

2.1 -- For old receipts that are not inventory, process a receipt reversal
using standard JDE functionality.
2.2 -- For old receipts involving inventory items, identify all receipts,
the amount and all the specific OV transaction numbers. Using the special
mod version of the Journal Entry program enter a journal entry for the
amount being adjusted, debiting the Unvouchered Account and crediting some
special account. Then, create and use a special program that can change the
Open Match Type 1 to a NEW MATCH TYPE 5 zeroing out the Open Amount. VERY
CAREFULLY and under controlled conditions all the receipts being adjusted by
the manual Journal Entry would be changed to the new Match Type 5 and their
open amount zeroed out.

Question 2-->Is this a reasonable approach and is creating a Match Type 5 in
the F43121 a terribly risk thing to do?

Thanks for any opinion on this....Gerry



World 7.3, Cum 10
Moving to XE, AS/400, Coexistence, HTML

 

[John_Dickey]

RE: Unvouchered A/P Account, F43121 and Match Type \"5\"????

Whew, sounds like you have given a lot of thought on this item. I know that
we have problems reconciling our unvouchered accounts. Was not aware that
the apparent supplier number is in the F0911 record. So you may be on to
something here.
Certainly the catch is getting an address number into a manual journal
entry. Depending on the volume of entries (hopefully a small number), you
might want to look at a DFU or some file utility to let you insert the
number after the entry has been input. Sure would hate to see you have to
mod a JDE program for something like this.
Hmm, an interesting idea with creating a match type 5. My reaction is to
say that this should not be a risky thing to do, but never know what JDE
might be doing that would be affected by this. I would suggest this - do
NOT zero out the open amount if you switched a match type 1 to a match type
5. What you may wish to do is after setting to a match type 5, purge the
match type 5 records out of F43121 and put to some history file somewhere.
When you query the F43121 backup file, I think you only want to query on
Match Type 1 records with an open amount. Don't think you need to worry
about any other records in that file.
Hope this helps some.

John Dickey
JDE Financial Systems
Administrator/Programmer/Analyst
White-Rodgers, Division of Emerson
St. Louis, MO
314-577-1466