## Managing Payment Profiles and Accounting Profiles

This chapter provides an overview of payment and accounting profiles and discusses how to:

- Manage payment profile records.

- Manage accounting profile records.

- Generate the accounting profile journal entries.

### Understanding Payment and Accounting Profiles

The system generates payment profile records automatically depending on the billing process that you run. This table specifies which profile records the system creates when you run the corresponding program:

Program | Payment Profile Records | Accounting Profile Records
Manual Billing P74U1511 | Yes | No
Recurring Billing Information P74U1502 | Yes | Yes
E.P. Billing Generation R74U5101 | Yes | No
Estimated E.P. Edit/Update R74U5113 | Yes | Yes
Fee & Interest Calculation R74U5160 | Yes | No

Except for manual billing, which updates the Lease Billings Master table (F1511B) when you enter the billing record, the system uses the payment profile records to generate Lease Master Billing records (F1511B) when you run the Global Generation program.

The system uses the accounting profile to generate accrual entries, so that reporting can be done on a fixed amount instead of an amount that fluctuates based on the number of days in the billing period. You must run the Accounting Profile Journal Creation program to generate these journal entries.

The system stores payment profile records in the Payment Profile table (F74U0205). The system stores accounting profile records in the Accounting Billing Profile table (F74U0212).

### Managing Payment Profile Records

This section provides an overview of payment profile records and lists the forms used to manage payment profile records.

#### Understanding Payment Profile Records

You use the Payment Profile Inquiry program (P74U0205) to review payment profile records. You can access this program from several menus, as well as from the recurring billing information program. The Payment Profile Inquiry program displays payment profile information on three forms:

- Work With Payment Profile

  This form displays each payment profile record from the Payment Profile table (F74U0205). You access this form only when you select Payment Profile Inquiry from a menu.

- Payment Profile Information

  This form displays details about the payment profile record, such as:

  - The billing dates that the system used to generate the record.

  - The status of the record.

  - For fee and interest records, the lease adjustment percent, the amount on which the fee is based, and the rate used to process the fee.

  - The posted code.

  - The invoice date, due date, and general ledger date.

- Work With Payment Profile Status History

  This form displays audit information, such as when the status of the record was changed, the reason for the change, and the user ID of the person who changed it. The system displays records from the Payment Profile Status History table (F74U207A).

Changing Payment Profile Statuses

Each payment profile record has a status that maintains an audit trail of the changes that were made to the record. The system assigns default status codes based on the values set up in the Default Payment Profile Status program. The system stores records for status changes as history in the Payment Profile Status History table (F74U207A).

You can change the status of the payment profile record individually or by selecting a record and selecting the corresponding Row menu, or you can update payment profile records globally by running the Payment Profile Status Change program.

Clearing and Regenerating Payment Profile Records

If you need to make changes to recurring billing records, you need to clear the payment profile and accounting profile records that the system generated initially, change the recurring billing line, and regenerate the payment and accounting profile records. You must perform these tasks from the recurring billing application.

To clear payment profile records, all of the records associated with the recurring billing line must be set to an open (blank) status. You cannot manually update the status of a payment profile record to blank; you must run the Payment Profile Status Change program (R74U0221).

When you clear the payment profile records associated with a recurring billing line, the system changes the color of the line to yellow to indicate that payment profile records are missing. The system regenerates new payment profile records automatically when you change the recurring billing record. If you do not need to change the recurring billing record because you cleared the records erroneously, you can click OK on the Enhanced Recurring Billing form to regenerate the records for the same amount.

Extending the Payment Profile

The system generates payment profile records based on the number of years that you specify in the additional lease master information, not the recurring billing dates. If you did not enter a number of years that is equal to the term of the lease, you might need to create additional payment profile records for recurring billing lines at some point during the term of the lease. To do so, you must select Ext. Payment Profile (extend payment profile) from the Row menu on the Enhanced Recurring Billing form. The system generates the additional payment profile records automatically based on the Number of Years to Create value, which is set up in Lease Master Additional Information. For example, if the number of years to create is set to 1, then the payment profile will be extended for only one additional year. To extend it for more than one year, change the value of the Number of Years to Create in Lease Master Additional Details.

#### Forms Used to Manage Payment Profile Records

Form Name | FormID | Navigation | Usage
Work With Payment Profile | W74U0205A | Manual Billing (G74U1512), Payment Profile Recurring Billing (G74U1521), Payment Profile Inquiry Expense Participation (G74U1523), Payment Profile Inquiry Fees & Interest (G74U1527), Payment Profile Inquiry | Review payment profile records.
Enhanced Recurring Billing | W74U1502A | Recurring Billing (G74U1521), Recurring Billing Information Select a lease on the Work with Leases form. | Access the programs to manage payment profile records. Note. To access Enhanced Real Estate Management objects and screens, set the localization code for the U.K. to 74U.
Clear Payment Profile Confirmation | W74U1502C | Select a recurring billing record on the Enhanced Recurring Billing form, and then select Clear Payment Profile from the Row menu. | Click Yes on the Clear Payment Profile Confirmation form to clear payment profile records for the selected recurring billing line. Note. To access Enhanced Real Estate Management objects and screens, set the Localization code for the U.K. to 74U.
Extend Payment Profile Confirmation | W74U1502F | Select a recurring billing record on the Enhanced Recurring Billing form, and then select Ext. Payment Profile (extend payment profile) from the Row menu. | Click Yes on the Extend Payment Profile Confirmation form to create additional payment profile records for the selected recurring billing line.
Payment Profile Information | W74U0205B | Select a payment profile record on the Work With Payment Profile form. Select recurring billing record on the Enhanced Recurring Billing form, and then select View Pay Profile from the Row menu. | Review payment profile details.
Work With Payment Profile Status History | W74U0220D | Select a payment profile record on the Payment Profile Information form, and then select Status History from the Row menu. | Review the audit trail for payment profile status changes.
Status History | W74U0220B | Select a payment profile record on the Payment Profile Information form, and then select Status Change from the Row menu. | Change the status of a payment profile record.

### Managing Accounting Profile Records

This section provides an overview of accounting profile records and lists the forms used to manage accounting profile records.

#### Understanding Accounting Profile Records

You can review accounting profile records only from the Recurring Billing Information program by selecting the Row menu that corresponds to the Accounting Journal Method field that you specified in the Additional Company Constants program. The system enables the Row menu, Wkly Account (weekly accounting) field, which you use to review weekly accounting profile records only when you select the Weekly Accounting Used check box on the Maintain Constants form. You access this form from the Additional Company Constants program.

The system provides these forms for the review of accounting profile information:

- Accounting Profile Information or Weekly Accounting Profile Information.

  Use this program to review the accounting profile records for the recurring billing line that you selected. The system displays the amount, the status, and the audit information that corresponds to the journal entry when you run the Accounting Profile Journal Creation program. The system displays information from the Accounting Billing Profile table (F74U0212).

- Periodic Accounting Profile History or Weekly Accounting Profile History.

  Use this program to review the audit trail of changes that were made to accounting profile statuses, such as when the status of the record was changed, the reason for the change, and the user ID of the person who changed it. The system displays records from either the Periodic Accounting Profile Status History table (F74U207B) or the Weekly Accounting Profile Status History table (F74U207C).

Changing Accounting Profile Statuses

Each accounting profile record has a status that maintains an audit trail of the changes that were made to the record. The system assigns default status codes based on the values set up in the Default Payment Profile Status program. The system stores records for status changes as history in either the Periodic Accounting Status Profile History table (F74U207B) or the Weekly Accounting Status Profile History table (F74U207C).

You can change the status of the accounting profile record individually or by selecting a record and selecting the corresponding Row menu. Alternatively, you can update accounting profile records globally by running either the Periodic Accounting Profile Status Change program or the Weekly Accounting Profile Status Change program.

Clearing and Regenerating Accounting Profile Records

If you need to make changes to recurring billing records, you need to clear the payment profile and accounting profile records that the system generated initially, change the recurring billing line, and regenerate the payment and accounting profile records. You must perform these tasks from the recurring billing application.

To clear accounting profile records, all of the records associated with the recurring billing line must be set to an open (blank) status, and you cannot have generated journal entries for the records. You cannot manually update the status of an accounting profile record to blank; you must update them globally by running either the Periodic Accounting Profile Status Change program (R74U0222) or the Weekly Accounting Profile Status Change program.

If you clear accounting records for the wrong recurring billing line, you can regenerate them by clicking OK on the Enhanced Recurring Billing form. The system automatically regenerates the accounting profile records.

Extending the Accounting Profile

The system generates accounting profile records based on the number of years that you specify in the additional lease master information, not the recurring billing dates. If you did not enter a number of years that is equal to the term of the lease, you might need to create additional accounting profile records for recurring billing lines at some time during the term of the lease. To do so, you must select Ext. Accounting Profile from the Row menu on the Enhanced Recurring Billing form. The system generates the additional accounting profile records automatically based on the Number of Years to Create field, which is set up in the Lease Master Additional Information . For example, if the number of years to create is set to 1, then the accounting profile will be extended for only one additional year. To extend it for more than one year, change the value of the Number of Years to Create field in the Lease Master Additional Details form.

#### Forms Used to Manage Accounting Profile Records

Note. To access Enhanced Real Estate Management objects and screens, set the Localization code for the U.K. to 74U.

Form Name | FormID | Navigation | Usage
Enhanced Recurring Billing | W74U1502A | Recurring Billing (G74U1521), Recurring Billing Information Select a lease on the Work with Leases form. | Access the programs to manage accounting profile records.
Accounting Profile Information | W74U0212A | Select a recurring billing record on the Enhanced Recurring Billing form, and then select Accounting Profile from the Row menu. | Review periodic accounting profile information.
Weekly Accounting Profile | W74U0212B | Select a recurring billing record on the Enhanced Recurring Billing form, and then select Wkly Account (weekly accounting) from the Row menu. | Review weekly accounting profile information.
Extend Accounting Profile Confirmation | W74U1502G | Select a recurring billing record on the Enhanced Recurring Billing form, and then select Ext. Acct. Profile from the Row menu. | Click Yes on the Extend Accounting Profile Confirmation form to create additional accounting profile records for the selected recurring billing line.
Clear Accounting Profile | W74U1502F | Select a recurring billing record on the Enhanced Recurring Billing form, and select Clear Acct Profile (clear accounting profile) from the Row menu. | The system displays one accounting profile record for each year for which they were generated on Clear Accounting Profile. Double-click the accounting profile summary record to select it. The system displays a button or period to the left of the Billing Code field. Click OK to clear the accounting profile detail records associated with the summary record.
Periodic Accounting Profile History | W74U0230B | Select an accounting profile record on the Accounting Profile Information form, and then select Status History from the Row menu. | Review the audit trail associated with changes made to the status of the periodic accounting profile record.
Periodic Accounting Profile Status Change | W74U0230A | Select an accounting profile record on the Accounting Profile Information form, and then select Status Change from the Row menu. | Change the status of a periodic accounting profile record.
Weekly Account Profile History | W74U0230D | Select an accounting profile record on the Weekly Accounting Profile form, and then select Status History from the Row menu. | Review the audit trail associated with changes made to the status of the weekly accounting profile record.
Weekly Accounting Profile Status Change | W74U0230C | Select an accounting profile record on the Weekly Accounting Profile form, and then select Status Change from the Row menu. | Change the status of a weekly accounting profile record.

### Generating the Accounting Profile Journal Entries

This section provides an overview of the Accounting Profile Journal Creation Program (R74U0212) and discusses how to:

- Run the Accounting Profile Journal Creation (R74U0212).

- Set processing options for Accounting Profile Journal Creation (R74U0212).

#### Understanding the Accounting Profile Journal Creation Program

You run the Accounting Profile Journal Creation program (R74U0212) to generate journal entries in the Account Ledger table for fixed billing amounts. Because you can generate billing amounts for any day of the period, the amount that you generate from the payment profile records could be different for each period. The system generates payment profile records based on the billing date that you enter in the billing pattern that you assign. The system generates accounting profile records based on the value of the Accounting Journal Method field that you enter in the Additional Company Constants program. For example, if you enter P, the system generates accounting profile records monthly, from the first of the month through the end of the month. In effect, the system produces a straight-line amount for each month. Some companies and countries require that reporting be done on straight-line billing amounts, rather than the actual, fluctuating billing amounts.

The system generates accounting profile records only for billing types that generate recurring billing records, such as recurring billing and estimated expense participation.

You can run the R74U0212 program in either proof or final mode:

- In proof mode, the system generates a report of the records that it selects to process.

- In final mode, the system generates a report of the records that it processes and generates the journal entry in the Account Ledger table.

  The system also updates the accounting profile records with audit information, such as the batch number, document number, document type, and general ledger date. The system updates the status to G (generated).

You can generate accounting profile journal entries for each period or whenever you want. The system enables you to generate catch-up billings for any periods that you do not process.

Update the Accounting Profile Records

A processing option enables you to choose whether to update the accounting profile records regardless of errors. The system generates the journal entries regardless of how you set this processing option. For example, if you set up an automatic accounting instruction (AAI) with an invalid account, the system generates the journal entries without an account number.

If you choose to update the accounting profile records, you must correct the existing journal entry and post it. Otherwise, the information that is updated on the accounting profile records will not match the actual journal entry (for example, if you delete the journal entry and reenter it).

If, however, you do not update the accounting profile records, you might lose the audit trail completely. The system enables you to update the status of the accounting profile record, but it does not enable you to enter the audit information to locate the journal entry. Therefore, because the system still generates the journal entry, even if you delete it, you cannot rerun the program to regenerate it or to update the audit information on the accounting profile record. You can update the status to G (generated), however, and attach a memo with the correct journal entry audit information. You cannot clear the accounting profile records once journal entries are generated.

#### Running the Accounting Profile Journal Creation Program (R74U0212)

Select Accounting Profile (G74U1530), Accounting Profile Journal Creation.

Select Create Journals from the Report menu on the Accounting Profile Information form, which you access by selecting the corresponding Row menu from the Enhanced Recurring Billing form.

#### Setting Processing Options for Accounting Profile Journal Creation (R74U0212)

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

Process

1. Company | Specify the company for which you want to generate journal entries from the accounting profile. If you leave this processing option blank, the system does not process any records.
2. From Date and 3. Through Date | Specify the dates to use to select the accounting profile records to process. If you leave these processing options blank, the system processes all records for the company specified through today's date.
4. Document Type | Specify the document type to assign to the journal entries that the system generates. If you leave this processing option blank, the system assigns document type JP.
5. Primary Ledger Type | Specify the ledger type to assign to the journal entries that the system generates. If you leave this processing option blank, the system uses AA.
6. Journal Description | Specify the text to assign to the Explanation field on the journal entry that the system generates. If you leave this processing option blank, the system assigns Accounting Profile Journal as the default explanation.
7. Suspended Recurring Billing Lines | Specify whether to process accounting profile records that are suspended (the Status field is assigned the value S). Values are: Blank: Do not process. 1: Process.

Print

1. Proof or Final | Specify whether to run the program in proof or final mode. Values are: Blank: Proof mode. The system generates a report of the records that it selects to process. 1: The system creates journal entries for the records that it selects and generates a report.
2. Update Accounting Profile | Specify whether to update the accounting profile records if the system generates journal entries with errors. For example, if the AAI is set up for an invalid account, the system generates the journal entries without an account number, regardless of the setting of this processing option. This processing option controls whether the system updates the accounting profile records as generated. Values are: Blank: Update the accounting profile records only when the journal entries are generated without error. Note. If the system generates the journal entries with errors and you do not update the accounting profile records, you can update the status to G, but you cannot update the audit information, such as the document number, batch number, and so forth. 1: Update the accounting profile records regardless of whether the system generates the journal entries with errors. Note. If you delete the journal entry that is in error, you cannot update the status of the accounting profile record from G (generated) back to blank (open). You must manually enter the journal entry, which could result in an audit discrepancy between the document number on the accounting profile records and the actual document number of the journal entry.

Catch Up

1. Catch Up | Specify whether to generate journal entries for catch-up billings, which are accounting profile transactions with a date that precedes the date range specified in the From Date and Through Date processing options. Values are: Blank: Do not generate. 1: Generate.
2. Catch Up G/L Date (catch up general ledger date) | Specify the general ledger date to assign to the journal entries that the system generates for catch-up billings. This processing option is necessary only if you specified to create catch-up billings. If you leave this processing option blank, the system uses the journal date that is assigned to the accounting profile records as the general ledger date. Important! If you do not assign a general ledger date in the current period, you might not be able to post system-generated entries.

AAI

1. Debtor Accrual Prefix | Specify the two-character prefix to use to retrieve the AAI item for the debtor accrual account. The system concatenates the prefix that you enter to the bill code from the accounting profile record. The standard prefix for this account is AD, but you can use any prefix that you want as long as you set up the AAI item. If you leave this processing option blank, the system uses the prefix PM in conjunction with the billing code to retrieve the AAI.
2. Receivable Rent Accrual Prefix | Specify the two-character prefix to use to retrieve the AAI item for the receivable rent accrual account. The system concatenates the prefix that you enter to the bill code from the accounting profile record. The standard prefix for this account is AR, but you can use any prefix that you want as long as you set up the AAI item. If you leave this processing option blank, the system does not generate the journal entries for this account.
3. Creditor Accruals Prefix | Specify the two-character prefix to use to retrieve the AAI item for the creditor accrual account. The system concatenates the prefix that you enter to the bill code from the accounting profile record. The standard prefix for this account is AC, but you can use any prefix that you want as long as you set up the AAI item. If you leave this processing option blank, the system uses the prefix RM in conjunction with the billing code to retrieve the AAI.
4. Payable Rent Accrual Prefix | Specify the two-character prefix to use to retrieve the AAI item for the payable rent accrual account. The system concatenates the prefix that you enter to the bill code from the accounting profile record. The standard prefix for this account is AP, but you can use any prefix that you want as long as you set up the AAI item. If you leave this processing option blank, the system uses the prefix RM in conjunction with the billing code to retrieve the AAI.
5. Default AAI Prefixes | Specify whether to use the default AAI prefixes. Values are: Blank: Use default prefixes. The system looks to prefix 'PM' if it does not find a value in the Debtor Accrual Prefix processing option. Similarly, the system looks to prefix 'RM' if it does not find a value in the Creditor Accrual Prefix processing option. 1: Do not use default prefixes. The system displays an error if the prefix in the processing option is not found without attempting to try the default prefixes.