## Running the End of Day Processes

This chapter provides overviews of end of day processing, journal entry batch review and approval, and journal entry batch posting and discusses how to:

- Update customer sales.

- Review sales update reports.

- Repost orders.

- Purge data.

Note. Country-specific end-of-day processes exist for Argentina.

See Also

(ARG) Working With Sales Order Processing for Argentina

### Understanding End Of Day Processing

End of day processing is the last step in sales order processing and consists of updating, verifying, and posting daily sales information. This is perhaps the most important step in the sales order processing cycle because the system updates the records in the JD Edwards EnterpriseOne Sales Order Management system and the records in the other systems with which it interacts, such as the JD Edwards EnterpriseOne Accounts Receivable and JD Edwards EnterpriseOne Inventory Management systems.

You perform end of day processing each day to maintain the most accurate sales information. After you run the program, you can review and post sales information, and print reports.

When you perform end of day processing, the system provides:

- Accounts receivable transactions.

- General ledger entries for inventory, cost of goods sold (COGS), revenue, and accounts receivable.

- Inventory balances for on-hand quantities.

- Daily activity reports.

- Interim sales reports.

If you do not update the sales records on a daily basis, this information can be inaccurate:

- Inventory balances for on-hand quantities.

- Amounts posted to the sales, inventory, COGS, tax, and freight accounts.

- Amounts posted to the accounts receivable ledger.

- Reports for interim sales.

To perform end of day processing:

1. Update customer sales.

2. Review customer sales update reports.

3. Repost orders.

4. Review and approve journal entry batches.

5. Post batches of journal entries.

6. Purge data.

### Understanding Journal Entry Batch Review and Approval

You can ensure the accuracy of the sales transaction records by reviewing the general entries that the Sales Update program (R42800) creates before you post them to the general ledger.

The R42800 program groups transactions into different types of batches for posting to journals:

- Customer sales (batch type IB).

  Posts the sales, COGS, and inventory entries to the customer sales journal.

  The system creates batch type IB when the summarization processing option in the R42800 program is set to write general ledger entries in summary or detail.

- Inventory/COGS (batch type G).

  Posts to the Inventory/COGS Journal.

  The system creates batch type G for inventory and COGS entries when the summarization processing options in the Sales Update program are set to summarize COGS and inventory entries to a separate batch.

You can review the information in each batch at three different levels:

- General batch review.

  Displays batches by user ID, batch status, batch number, and entry date range.

- Detailed batch review.

  Displays journal entry header information, such as invoice number, document type, and gross amount for a single batch.

- Individual journal entries review.

  Displays journal entry detail information, such as the amount charged to a cost of goods sold, inventory, or revenue account.

You use this information to:

- Review information that is specific to each batch, such as status and date range.

- Add and make changes to transactions within a batch.

- Change the status of a batch.

See Also

Working with Batches

### Understanding Journal Entry Batch Posting

After you review and approve a batch of journal entries, you can use the General Ledger Post program (R09801) to edit and post each type of transaction.

This program also edits transaction batches for the Account Ledger table (F0911) and updates the batch status to allow the system to post transactions to the Account Balances table (F0902). If any errors occur during editing, the system assigns an error status to the batch and does not post it.

Optionally, you can update tax information for the Taxes table (F0018). If the system does not update the tax file or if the tax file does not get updated correctly, you cannot repost this information.

After you post journal entries, verify that the batches of journal entries posted successfully. The program creates a variety of messages and reports to help you verify the posting information.

Warning! The R09801 program performs a number of complex tasks. Oracle strongly recommends that you do not configure the programming for it.

See Understanding the Financial Post Process.

#### Posting Interbranch Sales

When the system posts interbranch sales transactions for different companies, the system creates intercompany settlement entries through the post program to balance accounts in the two companies.

#### Making Changes During the Post Process

While the post is running, do not change accounts, automatic accounting instructions (AAIs) for the JD Edwards EnterpriseOne Sales Order Management system, or processing options for the R09801 program.

#### Verifying the Post of Journal Entries

After posting journal entries, verify that the batches of journal entries posted successfully. If any batches did not post, you must correct all errors and set the batch to approved status before the program will post the batch. The R09801 program creates a variety of messages and reports to help you verify the posting information.

See Understanding the Financial Post Process.

#### Reviewing Electronic Mail for Messages

The program sends messages to an electronic mail in the Work Center program (P012503) when errors occur and when the job finishes normally. After you run the post program, you should check electronic mail to determine the status of the job. If the job did not finish normally, review the error messages. Typically, one message notifies you that the job had errors, followed by one or more detailed messages that define the errors.

From error messages, you can access the Work With Batches form, which enables you to locate problems and make changes interactively.

#### Reviewing the General Ledger Post Report

To verify the transactions that were posted to the F0902 and F0911 tables, review the General Ledger Post report.

The General Ledger Post report lists batches that posted successfully. At the end of the report, if one or more batches contained errors, the report also includes a text box to alert you that the program found errors. You should review electronic mail for messages that provide more detail. From there, you can access the Work With Batches and Journal Entry forms, where you can correct errors.

### Updating Customer Sales

This section provides overviews of the Sales Update program, interbranch and intercompany transactions, and AAIs used by the Sales Update program, lists prerequisites, and discusses how to:

- Set processing options for the Sales Update program (R42800).

- Run the Sales Update program.

#### Understanding the Sales Update Program

To maintain the most accurate sales information, you can update the records daily in the JD Edwards EnterpriseOne Sales Order Management system. Run a version of the Sales Update program (R42800) each day to maintain the most accurate sales information. The system updates the records in the JD Edwards EnterpriseOne Sales Order Management system and the records in the other systems with which it interacts, such as the JD Edwards EnterpriseOne Accounts Receivable and JD Edwards EnterpriseOne Inventory Management systems. After you run the program, you can review and post sales transactions and review sales reports.

Note. Because of the number of transactions that occur when you run the R42800 program, you should run the program in proof mode first to detect and correct any errors before you run it in final mode.
During sales update, the system writes warning messages as well as error messages for you to review. You can improve the performance of the system if you set the processing option to write error messages only.

Important! Oracle strongly recommends that you run the sales update when no one is on the system. The system does not lock records. Therefore, if a sales order record is accessed during a sales update, the record might not process correctly.

Updating Tables

When you run the Sales Update program, the system generates:

- Information about customer sales.

- Accounts receivable and general ledger entries.

- Sales for different categories, such as stock sales and freight, COGS, and profit percentages.

- Errors that result from running the program.

Depending on how you set the processing options, the system updates or creates:

- All status codes according to the order activity rules.

  For example, the system updates all order detail lines with a status of 600 to a closed status of 999.

- On-hand inventory in the Item Location File table (F41021), the Item Ledger File table (F4111), and the Item History File table (F4115), if the quantity is not updated during shipment confirmation.

  Note. Writing to the F41021 table depends on whether an item's on-hand quantity is decremented at ship confirmation.

- On-hand inventory for bulk items in the F41021 table, and writes a record to the Bulk Product Transaction File table (F41511).

- Commission information in the Sales Commission File table (F42005), and summaries of COGS and sales by item in the Sales Summary History File table (F4229).

- The status to 999 or the specified status in the Sales Order Detail File table (F4211).

- Costs with the current information in the Item Cost File table (F4105) and prices in the Price Adjustment Ledger File table (F4074).

  Note. The F4105 table is updated only if inventory was not relieved at ship confirm.

- Invoice information, such as the dates of the first and last invoices, and year-to-date totals for invoices.

- The Account Ledger table (F0911), Customer Ledger table (F03B11), and S.O. Detail Ledger File table (F42199).

  Note. The business unit that you enter on the sales order header is the business unit that the system updates on the invoice in the F03B11 table.

- Interbranch sales information.

- The Ship and Debit History table (F4575) with ship and debit information and the Ship and Debit Claims table (F4576).

Depending on how the processing options are set, the system purges:

- The header and detail text that is entered in the Media Objects Storage table (F00165).

- The records in the Sales Order Header File table (F4201). These are sent to the Sales Order Header History File table (F42019).

- The records in the Sales Order Detail File table (F4211). These are sent to the F42199 table.

The system also creates invoices and assigns invoice numbers to sales orders that you do not process through the Print Invoices program (R42565).

Selecting Versions and Modes for Update Customer Sales

You must select the appropriate version of the R42800 program to update the tables. Select a version based on the company's process:

- Sales Update

  You can use this version when the sales order has been processed through the Print Invoices program (R42565) and contains an invoice number and type in the F4211 table.

- Assign Invoice Numbers

  You must use this version when the sales order has not been processed to print invoices in the R42565 program. The program assigns an invoice (accounts receivable) number.

Because of the number of transactions that occur when you run the R42800 program, run the program in proof mode first to detect and correct any errors before you run it in final mode. This table describes these processing modes:

Process Mode | Description
Proof | You can: View the journal entries and correct any errors. Review proof copies of an invoice journal, an online error review and, depending on the processing options, a sales journal. The system does not perform updates to status codes or any tables. You can use proof mode for either version, Sales Update or Assign Invoice Numbers, to detect and correct any errors before running the program in final mode. After you run the program in proof mode, you can review and correct any errors before performing a final sales update.
Final | You can review the invoice journal, a complete online error review and, depending on the processing options, a sales journal. The system updates status codes and tables and performs edits, such as checking for duplicate records, against the general ledger, accounts receivable, and accounts payable functional servers.

Transaction Processing

Avoid data integrity issues by using transaction processing with the R42800 program.

Kit Processing

If you are using kit component invoicing, the Print Invoices program (R42565) must be run with the processing options set appropriately. You must run the R42565 program to create the kit invoices before you run the R42800 program. You cannot use the R42800 program to create and assign invoice numbers for sales orders with kit components processed individually.

See Processing Sales Orders.

On-Hand Inventory

You can relieve the on-hand quantity for an item during shipment confirmation or sales update. The method that you select affects the history records that are written to the F4111 table. If you subtract the on-hand quantity from inventory during:

- Shipment confirmation, the system creates a record in the F4111 table with the sales order as the document number and the order type as the document type.

  During sales update, the system overwrites the record with the invoice number and type, general ledger date, and batch number.

- Sales update, the system writes the invoice number, type, and general ledger date to the F4111 table.

  No record is written during shipment confirmation.

To relieve the on-hand quantity for an item during shipment confirmation, you must add order types to the user-defined code (UDC) table (40/IU). During sales update, the system overwrites the F4111 table record with the invoice number and type, general ledger date, and batch number.

See Locating On-Hand Quantity Information.

Bulk Stock Information

During the load confirmation process, the system updates the quantity of on-hand inventory for bulk items in the F41021 table.

If you do not process a detail line using the Transportation Load Confirmation program (P49640), the R42800 program or the Shipment Confirmation program (P4205) updates inventory for bulk items and writes a record to the F41511 table. If you process a sales order detail line through load confirmation, the system does not update inventory quantity during sales update.

You can update quantities based on the quantity that was invoiced, which can be ambient or standard. However, the item ledger is updated at standard. If you update ambient quantities, unexpected errors might occur.

Interactive Versions in the Sales Update Program

When you set up processing options for the R42800 program, you can specify versions only for accounts receivable and general ledger processing. To review the processing options that affect accounts receivable and general ledger processing, such as ledger types and valued added tax (VAT) processing for multicurrency orders, you must inquire on the accounts receivable and general ledger interactive batch versions.

Select System Administration Tools (GH9011), Interactive Versions, and inquire on these interactive applications:

- Invoice Entry MBF Processing Options (P03B0011).

  You must use version ZJDE0002.

  On the Currency tab, this version must be set to allow VAT processing. Enter 1, to allow VAT processing with currency.

- Journal Entry MBF Processing Options (P0900049).

Review Electronic Mail for Sales Update Errors

After you run the R42800 program, you can review and correct any errors before performing a final update. The program sends messages to the electronic mail in the Employee Work Center when errors occur and when the job finishes normally. After you run the R42800 program, you should check electronic mail to determine the status of the job. If the job did not finish normally, review the error messages. Typically, one message notifies you that errors occurred, followed by one or more detailed messages that define the errors.

Note. During sales update, the system writes warning messages, as well as error messages, for you to review. You can improve the performance of the system if you set the processing option to write error messages only.

#### Understanding Interbranch and Intercompany Transactions

If you generate an intercompany invoice, you must specify the same intercompany document types in the Sales Order Entry (P4210), Print Invoices (R42565), and R42800 programs.

During the sales update process, you can run the R42800 program to create journal entries for interbranch sales. You can have the system create either:

- Accounts payable and accounts receivable journal entries for the selling branch/plant, and accounts receivable entries for the supplying branch/plant.

- Accounts receivable entries only for the selling branch/plant.

Example: Accounts Receivable and Accounts Payable Entries

If you set the interbranch processing option in the R42800 program to create accounts receivable and accounts payable entries for both the selling and the supplying branch/plants, the system creates these types of batches:

- Batch type I: Debits the COGS account, and debits the receivables accounts and inventory for the supplying branch/plant and selling branch/plant.

- Batch type V: Credits the payables accounts and debits the inventory for the selling branch/plant.

Example: Accounts Receivable Entries

If the appropriate processing option is set to create only the accounts receivable entries, the system creates these types of batches:

- Batch type IB: Credits the revenue accounts and inventory, and debits the COGS account of the selling branch/plant.

- Batch type ST: Credits the revenue account and inventory for the selling branch/plant, and debits the COGS accounts and inventory for the supplying branch/plant.

You can set a processing option to restrict the system from creating records in the Customer Ledger table (F03B11).

#### Understanding AAIs Used by the Sales Update Program

AAIs are the links between the company's day-to-day functions, chart of accounts, and financial reports. The system uses AAIs to determine how to distribute general ledger entries that the system generates. For example, in the JD Edwards EnterpriseOne Sales Order Management system, these AAIs indicate how to record the transaction when you sell a stock item to a customer:

AAI | Description
Cost of Goods (COGS) Sold (4220) | Provides the expense and cost amounts to the cost of goods sold account.
Revenue (4230) | Provides the actual sales price of inventory to the sales revenue account.
Inventory (4240) | Credits the cost amount to an inventory account.
A/R Trade (4245) | Debits the sales amount to an accounts receivable account. The system writes the accounts receivable offset entries to the general ledger only if the accounts receivable update option is cleared.
RC | Bypass accounts receivable.
Tax Liability (4250) | Provides journal entries to tax liability accounts that were created during a sales update.
Inter Branch Revenue (4260) | Provides the journal entries for interbranch transfers for manufacturing finished goods and inventory.
Price Adjustments (4270) | Provides the journal entries for individual price adjustments that were created during a sales update.
Rebates Payable (4280) | Provides the offset entries of accrued accounts.
Deferred Cost of Goods Sold (4221) | Provides the offset entries for deferred cost of goods sold.
Ship and Debit Accrual (4234) | Provides the offset entries for ship and debit accruals.

You can direct transactions to various accounts by inserting information in these fields:

Field | Description of Use
Company Number | The system compares the company number that you specify on the sales order detail form to the appropriate AAI table. For example, if the company number is 100 and no valid line is in the AAI table for that company, then the system compares the number in the sales order detail form to the valid line for company 000.
Document Type | The system uses the document type of the order, such as SO for sales orders.
G/L Class | According to the order line types, if the Inventory Interface option is Y, then the system refers to the general ledger class from the F41021 table. If the Inventory Interface option is N, the system uses the general ledger class that is in the line type definition. For accounts receivable AAIs, the system uses the general ledger class from the customer record on the Customer Master Information form. However, a general ledger class is not required for the accounts receivable AAIs. Blank is an allowable value. A G/L Class Code of **** must be set up to catch the blank values.

The system verifies the business unit that is associated with the account number in the AAI for that company, document type, and general ledger class. If you don't define a business unit in the AAIs, you can use the default value processing options in the R42800 program to specify the priority that the system uses to select the business unit to track general ledger entries for an order.

Based on the processing option selection Update Customer Sales, the system processes the business unit in this manner:

- If the Business Unit field in the AAI line is blank, the system uses the project number that is defined in the Business Unit Master table (F0006) for the detail branch/plant.

  The system assigns general ledger entries to the project number of the header branch/plant for accounts receivable and revenue entries. The system uses the project number from the detail branch/plant for inventory and cost of goods sold entries.

- If both the Business Unit field in the AAI and the Project Number fields for the header and detail branch/plant are blank, the system uses the business unit from the header of the order for the sales cost of goods sold and accounts receivable entries and revenue, and the business unit from the detail of the order for the inventory entry.

- The system uses the sold-to address book number as the business unit part of the account.

If you bypass invoice processing and process entries through sales update, you must set up an entry in the AAI 4245 for an offset entry. The general ledger class code is not associated with an inventory item; it is associated with the accounts receivable offset in the Customer Master by Line of Business table (F03012). That is, the system matches the AAI 4245 in the accounts receivable offset in the F03012 table to record an entry. The system uses header-level information only for the AAI 4245, not the order detail line.

If you want the information to go to a specific account, you must edit the F03012 table and set up a corresponding AAI in 4245 as well as the RC (Accounts Receivable, system 03B) AAI. However, the system records entries as only invoice totals related to the customer; individual order detail lines are not recorded. You can use all asterisks; the system doesn't try to match the general ledger offset and accounts receivable offset.

See Also

Setting Up Business Units

#### Prerequisites

Before you complete the tasks in this section:

- Ensure that no one is using the system.

- Verify that the appropriate line types are set up and that the processing options are set to correctly interact with the JD Edwards EnterpriseOne General Ledger and Accounts Receivable systems.

- Verify that the status code for sales journal, sales update, and any status codes that follow are set up in the order activity rules.

- Verify that you have ended subsystem processing before running the R42800 program.

- Verify that you have set the appropriate processing option for creating the necessary types of accounting entries.

- Verify that the interbranch sales processing options are set to:

  - Recognize the order type that is used to identify interbranch orders.

  - Create necessary types of accounting entries.

- (CHL and PER) Run the Lot Review Inquiry program (P76H3B50) to number and print invoices.

  See Working With Legal Documents for Chile and Peru.

#### Setting Processing Options for the Sales Update Program (R42800)

Use these processing options to set default values and to control how the system affects cost update, interbranch orders, flex accounting, bulk products, agreement management, and prepayment processing. You can also define whether the system bypasses tables during the update process, control whether the system prints a sales journal, define whether entries are written in detail or summarized format, and specify versions.

Defaults

These processing options determine the default values that the R42800 program uses to create general ledger and accounts receivable entries.

1. Specific Date as A/R Invoice Date | Enter the invoice date for accounts receivable. If you enter a specific date, the system ignores the Select Date Value as A/R Invoice Date processing option.
2. Select Date Value as A/R Invoice Date | Specify the order processing date. Values are: 1: The system uses the date that the invoice was printed for the customer for those orders that were processed using the Print Invoices program (R42565). 2: The system uses the date that the order was confirmed for shipment for those orders that were processed using the Shipment Confirmation program (P4205). 3: The system uses the date that the program is run.
3. Specific Date as G/L Date | Enter the general ledger date, or enter a date with which the system enters the date based on order processing information. If you enter a specific date, the system ignores the date in the Specific Date as A/R Invoice Date processing option.
4. Select Date Value as G/L Date | Specify the order processing date. Values are: 1: The system uses the date that the invoice was printed for the customer for those orders that were processed using the Print Invoices program (R42565). 2: The system uses the date that the order was confirmed for shipment for those orders that were processed using the Shipment Confirmation program (P4205). 3: The system uses the date that the program is run.
5. G/L Account Business Unit | Specify the business unit to which the system assigns general ledger entries if you do not specify a business unit in the AAIs. The system verifies the business unit that is associated with the account number in the AAI for that company, document type, and general ledger class. Values are: Blank: The system uses a value of 3. 1: The system uses the detail business unit. 2: The system uses the sold to address book number. 3: The system uses the revenue business unit for all accounts except inventory. For inventory, the system uses the detail business unit.
6. Override Next Status Code | Enter a value from UDC 40/AT that is the next step in the order process. You must specify a UDC value that has been set up in the order activity rules based on the order type and the line type that you are using. An override status is another allowed step in the process. If you are running the R42800 program in final mode, you should update status codes to 999 to ensure that the system does not retrieve orders that have been previously updated and process them using the R42800 program again.
7. Billing Remark | Specify that a memo-only field is used for reporting purposes. You can enter a three-character value that has been set up in UDC table 42/BR. The system uses the billing remark to update the Alpha Name - Explanation field for the F0911 table. You can review the billing remark in the header portion of the journal entry if you run the Sales Journal program (R42810) before you run the R42800 program.
8. Customer Cross Reference | Specify the cross-reference code (UDC 41/DT) that identifies the customer item number.

Update

These processing options indicate the mode in which the system runs the R42800 program and the tables that are bypassed during the sales update process.

1. Proof or Final Mode | Specify whether the system runs in proof or final mode. You must use the version that is specific to the company's update process, and for any version, you must indicate whether the system uses proof or final mode. Values are: Blank: Run in proof mode. The system does not update status codes or tables. You can print and review journal entries, review and correct errors in the Employee Work Center and, depending on processing options, review the sales journal. 1: Run in final mode. The system updates status codes and tables and performs edits, such as checking for duplicate records, against the general ledger, accounts receivable, and accounts payable functional servers. You can print and review journal entries, review and correct errors in the Employee Work Center and, depending on processing options, review the sales journal. You must use the proof or final version of the R42800 program (XJDE0001, XJDE0002) when the sales order has been processed through the Invoice Print program (R42565) and contains an invoice number and type in the F4211 table. You must use the proof or final version of the Sales Update - Assign Invoice Numbers program (XJDE0003, XJDE0004) when the sales order has not been processed to print invoices in the Print Invoice program. The program assigns an invoice (accounts receivable) number. If you run multiple jobs, such as printing the Sales Journal before Sales Update, the system leaves the processing results, the sales journal, and the journal entries open for review.
2. Bypass Update to Accounts Receivable (F0311) | Specify whether the system updates the F03B11 table. Values are: Blank: Update the F03B11 table. 1: Do not update the table. Instead, the system creates accounts receivable offset journal entries using the Distribution AAI (A/R Trade) 4245.
3. Bypass Update to Inventory (F41021/F4115) | Specify whether the system updates on-hand inventory in the F41021 and F4115 tables. Values are: Blank: Update on-hand inventory in the F41021 table, the F4115 table, and the F4111 table if the quantity is not updated during shipment confirmation. 1: Do not update on-hand inventory in the F41021 table, the F4115 table, and the F4111 table.
4. Bypass Update to Commissions (F42005) | Specify whether the system updates commission information in the F42005 table. Values are: Blank: Update the commission information in the F42005 table. 1: Do not up update commission information in the F42005 table. If you don't record commission information, you may want to bypass update to the F42005 table to improve performance.
5. Bypass Update to Sales History Summary (F4229) | Specify whether the system updates the F4229 table. Values are: Blank: Update and summarize cost of goods sold and sales by item in the F4229 table, which you can use for reporting purposes. 1: Do not update the F4229 table. If you do not use the Sales History Summary table for reporting, you may want to bypass update to the F4229 table to improve performance.
6. Purge to Sales Detail History (F42119) | Specify whether the system purges detail information from the F4211 table. When you update customer sales, the system moves detail lines from the F4211 table to the F42119 table. Purging information from the F4211 table allows the table to remain small and improves performance. Values are: Blank: Copy records from the F4211 table to the F42119 table, and then delete the original records. 1: Do not copy records from the F4211 table to the F42119 table. If you do not use the Sales History Summary table for reporting, you may want to bypass update to the F42119 table to improve performance.
7. Purge to Sales Header History (F42019) | Specify whether the system copies records from the F4201 table to the F42019 table and then deletes the original records. Purging information from the F4211 table allows the table to remain small and improves performance. Records are purged only if no open detail lines with a matching order type and order number combination exist in the F4211 table. Values are: Blank: Copy records from the F4211 table to the F42119 table and then delete the original records. 1: Do not copy records from the F4211 table to the F42119 table.
8. Purge Pricing Records (F4074) | Specify whether the system purges the F4074 table. Values are: Blank: Do not purge price records from the F4074 table, and pricing history can be reviewed. 1: Purge pricing records from the F4074 table, and do not maintain pricing history in another file.
9. Subledger | Specify whether the system creates subledger entries that are specific to the organization. Values are: Blank: The system does not create subledger entries. 1: The system writes subledger journal entries to the general ledger with the order number that is assigned at order entry. 2: The system writes subledger journal entries to the general ledger with the salesperson number that is assigned in the Customer Billing instructions. 3: The system writes subledger journal entries to the general ledger with the sold to number that is entered on the order. 4: The system writes subledger journal entries to the general ledger with the ship to number that is entered on the order. 5: The system writes subledger journal entries to the general ledger with the short item number. The AR offset entry is written at the order level and not at the line level. Therefore, the short item number will not be used in the subledger selection for AAI 4245.
10. A/R Next Number Index | Indicate the next number that the system uses to assign an invoice (account receivable) number. If you leave this processing option blank, the system uses bucket 01 from system 03. You must use a version of Sales Update - Assign Invoice Numbers (XJDE0003, XJDE0004) when the sales order has not been processed to print invoices in the Print Invoice program. The program assigns an invoice (accounts receivable) number based on this next number sequence.
11. Document Type for Invoices | Indicate the document type that the system uses to assign to an invoice (accounts receivable) number. You must use a version of Sales Update - Assign Invoice Numbers (XJDE0003, XJDE0004) when the sales order has not been processed to print invoices in the Print Invoice program. The program assigns a document type and an invoice (accounts receivable) number to this transaction.
12. Purge Associated Text | Specify whether the system purges associated text from the F00165 table. Values are: Blank: Do not delete header and detail line attachments from the F00165 table. 1: Delete header and detail line attachments from the F00165 table.
13. Ship and Debit Processing | Specify whether the system uses subsystem or batch processing (R45100) to identify and adjust ship and debit agreements when you run the R42800 program. Values are: Blank: Do not call R45100. 1: Use subsystem processing. 2: Use batch processing.
14. Ship and Debit Accrual | Specify whether the system uses the Generate Claim and Claim Accrual Entries program (R45800) processing when running the R42800 program. Values are: Blank: Do not use the R45800 process. 1: Use the R45800 process.
15. Customer Ledger Generic Match | Specify whether to activate the Customer Ledger Generic Match advanced preference. The system evaluates this preference using the default preference schedule from the system constants (P41001). This functionality will not be available if JD Edwards EnterpriseOne Accounts Receivable has been bypassed in the Bypass Update to Accounts Receivable processing option. Values are: Blank: Bypass 1: Activate

Versions

These processing options specify the versions that the system uses to create entries in accounts receivable and general ledger tables. If you leave a processing option blank, the system uses the ZJDE0002 version for accounts receivable and the ZJDE0001 version for the GL.

1. A/R Master Business Function (P03B0011) | Specify the version of the A/R Master Business Function program (P03B0011). To review the processing options that affect accounts receivable processing, such as ledger types and VAT tax processing for multicurrency orders, you must inquire on the appropriate accounts receivable batch version that is used for sales update. If you specify a version of the P03B0011 program other than ZJDE0002, set the processing options for this version to allow VAT processing. On the Currency tab in the processing options for the P03B0011 program, set the appropriate value, 1, to allow VAT processing with currency.
2. G/L Master Business Function (P0900049) | Specify the version of the G/L Master Business Function program (P0900049) for general ledger processing. To review the processing options that affect general ledger processing, you must inquire on the appropriate general ledger interactive batch version that you use for sales update.
3. Ship and Debit (R45100) | Specify the version of batch or subsystem processing (R45100) that the system uses to identify and adjust ship and debit agreements when you run the R42800 program.
4. Ship and Debit Accrual (R45800) | Specify the version of the Generate Claim and Claim Accrual Entries program (R45800) that the system uses when you run the R42800 program.

Print

These processing options indicate whether the system prints the sales journal before updating journal entries, and if so, which version to use.

1. Print Sales Journal before Update | Specify whether the system prints a sales journal before updating journal entries. The sales journal contains only summary information. The report includes total invoice amounts, cost of goods sold, and profit amounts and percentages. This report is helpful if you want to review how sales revenues are distributed. Values are: Blank: Do not print a sales journal before update. 1: Print a sales journal before running the update. Make sure that you have set the processing options in the version for Sales Journal Print (P42810) so that the system does not update the status codes of the sales orders.
2. Sales Journal Version (R42810) | Specify the version of the Sales Journal program (R42810) that the system uses to print the sales journal before running the R42800 program. This processing option is in effect only if you activate the Print Sales Journal before Update processing option. The sales journal contains only summary information. The report includes total invoice amounts, cost of goods sold, and profit amounts and percentages. This report is helpful if you want to review how sales revenues are distributed. If you leave this processing option blank, the system uses version ZJDE0001. Make sure that you have set the processing options in the version for R42810 so that the system does not update the status codes of the sales orders.

Summarization

These processing options indicate whether the system writes accounts receivable, general ledger, COGS, and inventory entries in summary or detail.

1. Summarize A/R entries by Invoice | Specify whether the system writes accounts receivable journal entries in summary or detail. When the system creates accounts receivable entries, it creates batch type IB. In batch type IB, you can specify whether the system creates separate entries for each invoice or for each order detail line. Values are: Blank: Do not summarize accounts receivable entries and create separate entries in the F03B11 table for each order detail line in an invoice. 1: Do summarize accounts receivable entries and create entries in the F03B11 table for an invoice. 2: Do summarize accounts receivable entries and create entries in the F03B11 table for a shipment.
2. Summarize G/L entries by Invoice | Specify whether the system writes general ledger journal entries in summary or detail. When the system creates general ledger entries, it creates batch type IB. In batch type IB, you can specify whether the system creates separate entries for each invoice or for each order detail line. Values are: Blank: Do not summarize general ledger entries. The system creates separate entries in the F0911 table for each order detail line in an invoice. 1: Do summarize general ledger entries and create entries in the F0911 table for each invoice.
3. Summarize COGS and Inventory Entries | Specify whether the system creates a separate batch, type G, for inventory and COGS entries. Values are: Blank: Do not summarize inventory and COGS entries to a separate batch. The system creates only batch type IB for posting to journals. 1: Do create a separate batch, G, for inventory and COGS entries in addition to batch type IB.

Cost Update

These processing options indicate whether the system updates costs prior to sales update, and the version of the Sales Price/Cost Update program, if applicable.

1. Update Costs | Specify whether the system updates costs prior to sales update. The system updates all selected sales orders with current costs, exchange rates, and prices before you create accounts receivable and general ledger records. The system does not update the costs on a sales order line that has had inventory relieved through shipment confirmation. You might run a sales cost update if the purchasing or manufacturing costs change frequently or if orders have been in the system for quite some time before being updated. This update ensures that the system accurately calculates profit margins. Values are: Blank: Do not update inventory costs for the item. 1: Do update all selected sales orders with current costs, exchange rates, and prices before creating accounts receivable and general ledger records using the version of the Sales Price/Cost Update program (R42950) that you reference in the processing options to update. Costs are updated only if inventory was not relieved.
2. Sales Price/Cost Update Version (R42950) | Specify the version of the Sales Order Batch Price/Cost Update program (R42950) that the system uses to update costs prior to sales update. The default version is ZJDE0001. The system updates all selected sales orders with current costs, exchange rates, and prices before you create accounts receivable and general ledger records. You might run a sales cost update if purchasing or manufacturing costs change frequently or if orders have been in the system for quite some time before being updated. This update ensures that the system accurately calculates the profit margins. For interbranch orders, you must set the processing options in the R42950 program to update the price information, as well as the exchange rate for both the supplying and selling branch/plants.

Interbranch

These processing options identify the order types for interbranch orders.

1. Interbranch Order Types | Specify the value from UDC 00/DT that specifies the order types that the system uses for interbranch orders. You can list multiple order types without punctuation or spaces. To accurately update all interbranch orders, you should enter all interbranch order types that you entered in the Order Types processing option of the Sales Order Entry program (P4210). You must enter values that have been set up in UDC table 00/DT.
2. A/R and A/P Batches | Specify the types of batches for interbranch/intercompany orders. Values are: Blank: Create a separate batch type ST for interbranch orders. The ST batch is used to record the transactions between the supplying and selling branch plants, and is used when intercompany orders have not been created. 1: Create accounts payable and accounts receivable journal entries for the selling branch/plant and accounts receivable entries for the supplying branch/plant.
3. Voucher Match Version (P4314) | Specify the version of the Voucher Match program (P4314) that the system uses to create accounts payable transaction records. For intercompany invoicing, the system creates an accounts payable entry from the selling company to the supplying company. To review the processing options that affect accounts payable processing, you must inquire on the appropriate accounts payable batch version that is used for sales update.

Flex Acctg

This processing option indicates whether you are working with flexible sales accounting.

1. Sales Flexible Accounting | Specify whether you are using the flexible sales accounting. Values are: Blank: Do not use the Flex Sales Accounting program (P42096) to create general ledger entries. 1: Do create entries with cost object information according to the account number definition that you have set up in Flex Sales Accounting (P42096).

Bulk Product

This processing option indicates the method by which the system calculates temperature gain and loss records.

1. Temperature Gain/Loss | Specify how the system writes temperature gain and loss records for customers billed at ambient temperature when the inventory has been relieved at standard temperature. The gain or loss is calculated in cost or revenue. Values are: Blank: Do not process temperature gain and loss records. 1: For cost, the system calculates the difference between the extension of ambient volume multiplied by cost and standard volume multiplied by cost. The calculation uses the primary unit of measure. 2: For revenue, the system calculates the difference between the extension of ambient volume multiplied by price and standard volume multiplied by price. The calculation uses the pricing unit of measure.

Agreements

If you use JD Edwards EnterpriseOne Sales Order Management with the JD Edwards EnterpriseOne Agreement Management system from Oracle, these processing options define the method by which the system selects agreements.

1. Specific Destination Business Unit for Borrow Agreement Search | Specify where an item on the agreement is delivered. If you leave this processing option blank, you must enter a value in which the system selects the destination business unit.
2. Select Destination Business Unit | Specify where an item on the agreement is delivered. Values are: Blank: You must enter a specific destination business unit. 1: The destination can be any location that is defined in the agreement. 2: The system identifies the default branch/plant as the destination.
3. Selection Criterion | Specify the method that the system uses to select an agreement. Values are: Blank: The system assigns an agreement based on the earliest expiration date. 1: The system automatically assigns an agreement if only one is found. 2: The system assigns an agreement based on the earliest expiration date.

Performance

This processing option indicates whether the system writes warning messages, as well as error messages, to the Employee Work Center program when you run the R42800 program.

1. Suppress Warning Messages | Specify whether the system writes warning messages to the Employee Work Center during sales update. Values are: Blank: The system writes warning messages to the Employee Work Center. 1: The system does not write warning messages to the Employee Work Center. You can improve the performance of the system when you select this option.

Prepayment

Use these processing options for prepayment processing. When you set up a version of the R42800 program for prepayment transactions, and you have not processed the orders using the Print Invoice program (R42565), set the processing options so that the system assigns an invoice number.

1. Update Settled Prepayment Transactions | Specify whether credit card prepaid transactions, which have an open invoice, will be paid as drafts. When an invoice is selected, the open amount is paid, and draft documents are created. The drafts are created at the acceptance status, because the funds have not yet been collected at the bank. Values are: Blank: Settled prepayment records are not updated. 1: Settled prepayment records are updated, and drafts are written for credit card transactions.
2. Pre-Authorized Drafts Version (R03B671) | Specify which version of the Pre-Authorized Drafts program (R03B671) the system uses to print drafts that request funds from the company's bank. This processing option is in effect only if you have activated the Prepayment processing option, have not bypassed the update to accounts receivable, and have selected final mode. If you leave this processing option blank, the system uses version ZJDE0007.

#### Running the Sales Update Program

Select End of Day Processing (G4213), Update Customer Sales.

### Reviewing Sales Update Reports

This section provides an overview of sales update reports and discusses how to:

- Review the invoice journal.

- Set processing options for the Print Sales Journal program (R42810).

- Review the sales journal.

#### Understanding Sales Update Reports

When you run the Sales Update program (R42800), the system generates these reports:

- Invoice Journal: Details all accounts receivable and general ledger entries.

- Sales Journal: Analyzes amounts by category, such as stock sales and freight with summary or detail entries, and reviews costs of goods sold and profit percentages.

#### Reviewing the Invoice Journal

The system generates the invoice journal whenever you run the R42800 program. This report lists summary or detail general ledger entries, depending on how you set a processing option.

The invoice journal lists the general ledger transactions by:

- Customer account number.

- Total amounts by invoice.

- Total amounts for all orders.

#### Setting Processing Options for the Print Sales Journal Program (R42810)

Use these processing options to set default values and control the print mode.

Default 1

This processing option controls whether the system updates the status code of a sales order.

1. Update status codes of sales orders | Specify whether the system updates the status codes of sales orders. Values are: Blank: Do not update the status codes. 1: Update the status codes.

Default 2

This processing option controls whether the system overrides the status code for a sales order.

2. Override Status Code | Specify whether the system overrides the status code for a sales order. Values are: Blank: The system uses the next status code from the Order Activity Rules table (F40203). 1: The system uses the new status code identified in the processing option.

Print

This processing option controls the printing mode for the report.

1. Currency Printing Mode | Specify a value for the printing mode for the report. Values are: Blank: Print in domestic currency. 1: Print in foreign currency. 2: Print in both domestic and foreign currencies.

#### Reviewing the Sales Journal

Although the system generates this report automatically when you run the R42800 program, you can also select Sales Order Reports (G42111), Print Sales Journal and run it separately. This report is helpful if you want to review how sales revenues are distributed.

Unlike the invoice journal, the sales journal contains only summary information. The report includes total invoice amounts, cost of goods sold, and profit amounts and percentages.

Important! If you set the Print processing option in the R42800 program to print a sales journal before sales update and do not reference a version of the Print Sales Journal program (R42810), then the R42810 program uses the same data selection as specified for the R42800 program.

### Reposting Orders

This section provides an overview of the process to repost orders and discusses how to:

- Set processing options for the Repost Active Sales Orders program (R42995).

- Run the Repost Active Sales Orders program.

#### Understanding the Process to Repost Orders

You can set up a version of the Repost Active Sales Orders program (R42995) to recommit future sales orders and repost active sales orders. Each function performs a separate set of activities.

The program does not restore or recalculate information for:

- Non-inventory items.

- Orders that contain kit components.

- Canceled detail lines.

- Orders that are missing header information.

  Important! Oracle strongly recommends that you run the R42995 program when no one is on the system. The system does not lock records. Therefore, if a sales order record is accessed during an update, the record might not process correctly.

Recommitting Future Sales Orders

When you recommit future orders, you can specify that the system:

- Check customer credit limits on future sales orders.

- Hard-commit items on future sales orders.

- Put future sales orders on hold for review.

When you recommit future sales orders, the system compares the scheduled pick date in the F4211 table to today's date plus the number specified as commitment days in the Branch/Plant Constants program (P41001). For example, if you enter a sales order for a bike on June 5 and specify the promised date as June 12, with five commitment days in the branch/plant constants, the system performs this calculation:

June 12 > (June 5 + 5 days) = future commit

Because the item promised date (June 12) is greater than the sales order entry date (June 5) plus the number of commitment days specified in the Branch/Plant Constants program (that is, 5), the system future commits the order. When the promised date of the item is equal to the sales order entry date plus the number of commitment days, the system relieves the future-committed order.

When the recommit procedure is complete, you can print a report that lists each detail line that has future-committed items. This report is helpful if you want updated information about future commitments.

Restoring Active Orders

You run a repost in the event of an unusual circumstance, such as a system failure. Reposting all active orders clears all commitments from locations and restores the commitments based on quantities from the F4211 table. This repost provides a cleanup of all active orders (even those on hold) and resolves any discrepancies in the availability calculation that result from changes to commitments at print pick slip, ship confirm, and invoicing.

You can have the system clear and then recalculate the quantity information for items, depending on how you set these processing options on the Repost tab:

- Bypass Item Commitment Update

- Bypass Order Header Update

- Bypass Customer Open Order Amount

The system always includes items on hold during this procedure.

By-Pass Orders

The system bypasses orders when:

- The order next status is 999.

- A sales order header record does not have a detail record.

Combining Recommit and Repost in One Version

If you use one version to run both the recommit future orders and report active sales order functionality, the system adds backorders twice. To avoid duplicate backorders, if the first processing option on the Repost tab is blank, then the remaining processing options should be 1. Likewise, if the first processing option on the Repost tab is 1, the remaining processing options should be blank. You should set up two separate versions: one for recommit future orders and one for repost.

#### Setting Processing Options for the Repost Active Sales Orders Program (R42995)

Use these processing options to control how the system functions when running the recommit and repost options.

Recommit

These processing options help you determine what functions the system performs when you recommit active and future sales orders. When you recommit future orders, you can specify that the system check customer credit limits, hard-commit items, or put orders on hold for review.

1. Hard Commit Future Orders (FUTURE) | Specify whether the system hard-commits the order and adjusts the amount open orders file in the F03012 and F03B11 tables and the order total in the F4201 table. Values are: Blank: Hard-commit items on future sales orders. 1: Do not hard-commit items on future sales orders. When you recommit future sales orders, the system compares the promised date of the items to the sales order entry date plus the number of commitment days that you specify in the Branch/Plant Constants program.
2. Credit Check Hold Code | Specify the hold code that the system uses to check customer credit limits on future sales orders. If you leave this processing option blank, no credit checking is performed. You must use a hold code that is set up in UDC 42/HC.
3. Future Orders Hold Code | Specify the hold code that the system uses on all future sales orders. If a hold code is entered, the system puts all future orders being released to current on hold. You must use a hold code that has been set up in UDC 42/HC.
4. Sales Order Entry (P4210) Version | Specify the version of the Sales Order Entry program (P4210) that the system uses to update the sales order. If you need to check availability, use a version that has the Check Availability processing option activated.

Repost

These processing options determine the functions that the system performs when you repost active and future sales orders. Use these processing options to control whether the system performs functions such as updating commitments, order header totals, and open order amounts.

1. Bypass Recommitting Future Orders | Specify whether the system bypasses the recommitment of future orders when sales orders are reposted. Values are: Blank: The system recommits future orders. 1: The system bypasses the recommitment of future orders. When you use option 1, the program functions as a repost only and does not recommit future orders regardless of how you have set other processing options.
2. Bypass Item Commitment Update | Specify whether the system bypasses the update of the commitment fields from the F41021 table upon reposting active sales orders. Values are: Blank: The system updates the commitment fields with the quantities from the F4211 table and resets the availability calculation if changes to commitments were made at print pick slip, ship confirm, and invoicing. 1: The system bypasses the update of the commitment fields. The system always processes canceled lines and includes items on hold in the update.
3. Bypass Order Header Update | Specify whether the system resets the order total to equal the totals of the extended prices from the F4211 table when you repost active sales orders. Values are: Blank: The system updates the order header table with the accumulated total from the F4211 table. 1: The system bypasses the update of the order header total. The system always includes items on hold in the update.
4. Bypass Customer Open Order Amount | Specify whether the system bypasses the update of the customer open order amount from the F4211 table when you repost active sales orders. Values are: Blank: the system updates the open order amount with the accumulated total from the F4211 table and also updates the Customer Master by Line of Business table (F03012). 1: The system bypasses the update of the customer open order amount. The system always includes items on hold in the update.

#### Running the Repost Active Sales Orders Program

Select End of Day Processing (G4213), Repost Active Sales Orders.

### Purging Data

This section provides overviews of the purge programs for JD Edwards EnterpriseOne Sales Order Management and the Sales Order Text Lines Purge program, lists prerequisites, and discusses how to:

- Purge sales order text lines.

- Purge processed batch sales orders.

- Set processing options for the Purge Sales Order Header (F4201) program (R4201P).

- Purge sales order header records.

- Set processing options for the Purge Detail to History program (R42996).

- Purge sales order detail lines.

- Set processing options for the Purge Audit Log program (R42420).

- Purge audit log transactions.

- Purge sales order transactions.

#### Understanding the Purge Programs for Sales Order Management

When data becomes obsolete or you need more disk space, you can use purge programs to remove data from tables.

The system provides purges for removing data from tables when the selection criteria need to be more specific. Purges are programs that have predefined criteria that the system checks before removing any data so that you avoid removing associated data that is located in other tables.

Purging data consists of:

- Specifying the information to delete.

- Running the purge program.

- Running the table reorganization program to rebuild the table structure.

#### Understanding the Sales Order Text Lines Purge Program

You use the Close Text Lines program (R42960) to delete specific information from the Sales Order/Purchasing Text Detail Lines table (F4314).

This purge checks the Sales Order Detail File table (F4211) and the Purchase Order Detail File table (F4311) for open detail lines with matching order type and order number combinations. The system performs one of these functions:

- If the system does not find matching records, it deletes the closed text lines from the F4314 table.

- If the system finds matching records, it deletes the closed text lines from the F4314 table only if the matching detail tables have a status of 999.

The R42960 program removes closed text lines only if all other lines on the order are closed. Order lines with a status other than 999 cannot be purged.

You can use the R42960 program to change the status of text lines to 999 (closed) on orders with no open detail lines. You use this program only if you have not set up the processing options for the Sales Update program (R42800) to purge text lines for closed orders.

#### Prerequisites

Before you complete the tasks in this section:

- Back up the tables that will be affected.

- Determine the data that you want to purge.

- Verify that no users are working with the data that you want to purge and reorganize.

#### Purging Sales Order Text Lines

Select Data File Purges (G42312), Sales Order Text Lines (F4211).

#### Purging Processed Batch Sales Orders

Select Data File Purges (G42312), Batch Receiver Purge (F4001Z).

Delete processed sales orders from the batch receiver tables by using the Purge Batch Receiver File program (R4001ZP). The system selects only records with Y in the Processed (Y/N) field of the batch receiver tables.

This purge does not remove records from the Batch Receiver File - Destination Quantity table (F4012Z). Use the general purge program to remove data from this table.

#### Setting Processing Options for the Purge Sales Order Header (F4201) Program (R4201P)

Processing options enable you to specify the default processing for programs and reports.

Purge

This processing option enables you to specify whether the system purges the Sales Order Header File table (F4201) records and moves them to the Sales Order Header History File table (F42019).

1. Purge header records to the Sales Header History File (F42019) | Specify whether the system purges header records and moves them to the Sales Order Header History File table (F42019). Values are: Blank: Do not purge header records and moves them to the F42019 table. 1: Purge header records and moves them to the F42019 table.

#### Purging Sales Order Header Records

Select Data File Purges (G42312), Sales Header Purge (F4201).

Use the Purge Sales Order Header (F4201) program (R4201P) to purge sales order header records from the Sales Order Header File table (F4201). Records are purged from the F4201 table only if no open detail lines with a matching order type and order number combination exist in the F4211 table. In addition to purging records, you can optionally move information to the Sales Order Header History File table (F42019). You specify in the processing options whether you want to move information.

#### Setting Processing Options for the Purge Detail to History Program (R42996)

Processing options enable you to specify the default processing for programs and reports.

Process

These processing options enable you to specify whether the system purges detail records from the specified tables.

1. Enter '1' to purge detail records (F4211) to history only if All of the detail lines of an order have been closed. | Specify whether the system purges records from the Sales Order Detail File table (F4211) and moves them to the Sales Order History File table (F42119). Values are: Blank: All detail records at a status of 999 will be purged. 1: Purge detail records only if all lines on the order are closed.
2. Enter '1' to purge ALL associated Price History (F4074) and Free Goods (F4573) records. | Specify whether the system purges records from the Price Adjustment Ledger File (F4074) and Free Goods Reference File (F4573) tables. Values are: Blank: Records will not be purged from the F4074 and F4573 tables. 1: Purge the F4074 and F4573 table records.
3. Enter '1' to purge detail tag records (F49211) to history only if ALL of the detail tag lines of an order have been closed. | Specify whether the system purges records from the Sales Order Detail File - Tag File table (F49211). Values are: Blank: All detail records at a status of 999 will be purged. 1: Purge detail records only if all lines on the order are closed.

#### Purging Sales Order Detail Lines

Select Data File Purges (G42312), Detail to History Purge.

Run the Purge Detail to History program (R42996) to purge detail lines with a status of 999 from the F4211 table and move them to the F42119 table.

You can run this program when you update customer sales by setting the appropriate processing option on the R42800 program.

#### Setting Processing Options for the Purge Audit Log Program (R42420)

Use this processing option to control whether the system purges the audit log.

Purge Options

This processing option specifies whether the system verifies that audit log records exist.

Verify whether Audit Log Record Exists | Specify whether the system verifies that the audit log record exists in the Sales Order History table (F42119) before the system deletes records from the Audit Log Transaction table (F42420).

#### Purging Audit Log Transactions

Select Data File Purges (G42312), Purge Audit Log.

Use the Purge Audit Log program (R42420) to delete records from the Audit Log Transaction table (F42420). The system checks the F4211 table to verify whether the order still exists. Next, provided that you have set the processing option for the R42420 program accordingly, the system checks the F42119 table to verify whether the order still exists. If the order does not exist in either table, then the system deletes the order's corresponding records that are contained in the F42420 table.

#### Purging Sales Order Transactions

Access the Batch Versions program (P98305W) and enter R4211Z1P in the Batch Application field.

Use the Purge Sales Order Transaction program (R4211Z1P) to delete records from the Sales Order Detail Unedited Transaction File table (F4211Z1).