## Processing External Driver Balances

This chapter provides overviews of external driver balances processing and external driver balances importing and discusses how to:

- Enter external driver balances manually.

- Review and revise external driver balances.

- Upload external driver balances.

- Purge external driver balances.

### Understanding External Driver Balances Processing

External driver balances processing allows you to enter driver balances from an external source such as a spreadsheet or a third-party software program and then upload the balances to the Driver Balances table (F1632).

You can import the driver balances directly into the External Driver Balances - Interoperability Table (F1632Z1) or you can enter them manually using the External Driver Balances program (P1632Z1).

After you import or enter your external driver balances into the F1632Z1 table, run the External Driver Balances Processor program (R1632Z1I) to upload them to the F1632 table.

You can purge the F1632Z1 table after your external driver balances have been successfully processed.

### Understanding External Driver Balances Importing

If you have driver balances that are in a spreadsheet or in another system, you can import the balances directly into the External Driver Balances-Interoperability Table (F1632Z1) and then upload them into the Driver Balances table (F1632).

Your system administrator must create a custom program to import the balances into the F1632Z1 table. The following table provides guidelines for how the fields in the F1632Z1 table should be populated:

Field Name | Alias | Type | Length | Description
EDI - User ID | CYEDUS | String | 10 | A code that indicates the source of the transaction. This code can be a user ID, a workstation, the address of an external system, a node on a network, and so on. This field identifies both the transaction and its point of origin.
EDI - Batch Number | CYEDBT | String | 15 | The number that the transmitter assigns to the batch. During batch processing, the system assigns a new batch number to the JD Edwards EnterpriseOne transactions for each control (user) batch number that it finds.
EDI - Transaction Number | CYEDTN | String | 22 | The number that an electronic data interchange (EDI) transmitter assigns to a transaction. In a non-EDI environment, you can assign any number that is meaningful to identify a transaction within a batch. It can be the same as a JD Edwards EnterpriseOne document number.
EDI - Line Number | CYEDLN | Number | 7 | The line number that you assign when originating an EDI transaction. This number can represent an order line number (applicable for any order type), an invoice pay item, a journal entry line number, and so on.
EDI - Document Type | CYEDCT | String | 2 | The document type that is assigned by the transmitter in an EDI transaction.
Transaction Type | CYTYTN | String | 8 | A code used to identify a specific type of transaction.
EDI - Transaction Format | CYEDFT | String | 10 | A code used to identify a specific mapping structure used to process both inbound and outbound EDI transactions.
EDI - Transmission Date | CYEDDT | Date | 6 | The date that an EDI transaction was either transmitted or received.
Direction Indicator | CYDRIN | Character | 1 | A code that indicates whether a transaction is inbound or outbound.
EDI - Detail Lines Processed | CYEDDL | Number | 5 | The number of detail lines transmitted in an EDI transaction. This is the total number of lines on a purchase order, an invoice, and so on.
EDI - Successfully Processed | CYEDSP | Character | 1 | A code that indicates whether a record has been successfully processed. Depending on the application, the system updates the CYEDSP field in a table with one of the following values: 1 (or Y) - successfully processed Blank (or N) - not processed
Trading Partner ID | CYPNID | String | 15 | A code used in an EDI transaction to identify the party that is trading documents with you.
Transaction Action | CYTNAC | String | 2 | A code that indicates the activity that you want to perform on the transaction. In an EDI transaction, this code represents the transaction set purpose or change code.
EDI - Record Type | CYEDTY | Character | 1 | The identifier used to mark EDI transaction records as header and detail information.
EDI - Record Sequence | CYEDSQ | Number | 2 | An identifier that is used to assign the relative position within the header or detail information of an EDI transaction, for example, H01, H02, D01, and so on.
EDI - Transaction Set Number | CYEDTS | String | 6 | A code used to identify a specific type of EDI transaction.
EDI - Send/Receive Indicator | CYEDER | Character | 1 | A code used to indicate whether a specific transaction set can be sent, received, or both. Codes are: S - send R - receive B - both
EDI - Transaction Action | CYEDTC | Character | 1 | A code that identifies what the system should do with a transaction during final processing. Values are: A - add a new transaction D - delete an unprocessed transaction
EDI - Transaction Type | CYEDTR | Character | 1 | A code that identifies a particular kind of transaction. The originator assigns this code to specify a voucher (V), invoice (I), journal entry (J), and so on.
EDI - Batch File Create GL Record | CYEDGL | Character | 1 | A flag in the batch file that specifies whether the system creates a general ledger record at the time the invoice or voucher is processed. Values are: Blank - do not create a general ledger record. 1 - create a general ledger record. If this field is 1, you must also enter the object and subsidiary account numbers for the general ledger account number.
Batch File Discount Handling Flag | CYEDDH | Character | 1 | A flag in the batch file that indicates how the discount should be calculated. Values are: 0 - use the payment terms for calculation 1 - use the discount override specified by user. 2 - use the percent calculation entered by the user.
User Address Number | CYEDAN | Number | 8 | An address number assigned by the transmitter. This number is used primarily for connecting a new address book number on the PC with associated accounts receivable invoices and accounts payable vouchers being sent from the PC. After the address book batch process assigns an address book number using next numbers, the address book number will be modified in the associated accounts receivable invoices and accounts payable vouchers in the batch files. The system matches address numbers on transactions with the same user address number assigned by the transmitter.
Driver Code | CYDRCD | String | 10 | A code that identifies drivers within the Cost Management system.
Business Unit | CYMCU | String | 12 | An alphanumeric code that identifies a separate entity within a business for which you want to track costs. For example, a business unit might be a warehouse location, job, project, work center, branch, or plant. You can assign a business unit to a document, entity, or person for purposes of responsibility reporting. For example, the system provides reports of open accounts payable and accounts receivable by business unit to track equipment by responsible department. Business unit security might prevent you from viewing information about business units for which you have no authority.
Century/Fiscal Year | CYCFY | Number | 4 | A number that specifies the century concatenated with the fiscal year.
Ledger Types | CYLT | String | 2 | A user defined code (09/LT) that specifies the type of ledger, such as AA (actual amounts), BA (budget amounts), or AU (actual units). You can set up multiple, concurrent accounting ledgers within the general ledger to establish an audit trail for all transactions.
Activity-Based Costing Activity Code | CYACTB | String | 10 | A code that identifies a group of actions used in activity-based costing.
Subledger - GL | CYSBL | String | 8 | A code that identifies a detailed, auxiliary account within a general ledger account. A subledger can be an equipment item number or an address book number. If you enter a subledger, you must also specify the subledger type.
Subledger Type | CYSBLT | Character | 1 | A user defined code (00/ST) that is used with the Subledger field to identify the subledger type and how the system performs subledger editing. On the User Defined Codes form, the second line of the description controls how the system performs editing. This code is either hard coded or user defined. For example: A - alphanumeric field, do not edit. N - numeric field, right justify and zero fill. C - alphanumeric field, right justify and blank fill.
Managerial Analysis Code 1 | CYABR1 | String | 12 | A code that represents an equipment item number or an address book number. A cost object code requires that you also specify the cost object type. This field functions the same and is edited the same as the Subledger field. The system does not post a cost object code to the Account Balances table (F0902).
Managerial Analysis Type 1 | CYABT1 | Character | 1 | A code that specifies the type of cost object and the type of editing. Types are stored in the Cost Object Types table (F1620) and can be added or modified using the Cost Object Types program (P1620).
Managerial Analysis Code 2 | CYABR2 | String | 12 | A code that represents a cost object. For example, a cost object code can be an equipment item number or an address book number. If you enter a cost object code, you must also specify the cost object type. This field functions the same and is edited the same as the Subledger field. The system does not post a cost object code to the F0902 table.
Managerial Analysis Type 2 | CYABT2 | Character | 1 | A code that specifies the type of cost object and the type of editing. Types are stored in the F1620 table and can be added or modified using the Cost Object Types program.
Managerial Analysis Code 3 | CYABR3 | String | 12 | A code that represents a cost object. For example, a cost object code can be an equipment item number or an address book number. If you enter a cost object code, you must also specify the cost object type. This field functions the same and is edited the same as the Subledger field. The difference is that the system does not post a cost object code to the F0902 table.
Managerial Analysis Type 3 | CYABT3 | Character | 1 | A code that specifies the type of cost object and the type of editing. Types are stored in the F1620 table and can be added or modified using the Cost Object Types program.
Managerial Analysis Code 4 | CYABR4 | String | 12 | A code that represents a cost object. For example, a cost object code can be an equipment item number or an address book number. If you enter a cost object code, you must also specify the cost object type. This field functions the same and is edited the same as the Subledger field. The difference is that the system does not post a cost object code to the F0902 table.
Managerial Analysis Type 4 | CYABT4 | Character | 1 | A code that specifies the type of cost object and the type of editing. Types are stored in the F1620 table and can be added or modified using the Cost Object Types program.
Item Number - Short | CYITM | Number | 8 | A number that represents an inventory item. The system provides three separate item numbers plus an extensive cross-reference capability to other item numbers (see data item XRT) to accommodate substitute item numbers, replacements, bar codes, customer numbers, supplier numbers, and so forth. The item numbers are as follows: Item Number (short) - an eight-digit number assigned by the system. 2nd Item Number - a 25-digit, alphanumeric item number that is user defined and free form. 3rd Item Number - an additional 25-digit, alphanumeric item number that is user-defined and free form.
Currency Code - Denominated In | CYCRCX | String | 3 | A code that indicates the currency in which an amount is denominated.
Unit of Measure as Input | CYUOM | String | 2 | A user defined code (00/UM) that indicates the quantity in which to express an inventory item. Examples include CS (case) and BX (box).
Company | CYCO | String | 5 | A code that identifies a specific organization, fund, or other reporting entity. The company code must already exist in the Company Constants table (F0010) and must identify a reporting entity that has a complete balance sheet. At this level, you can have intercompany transactions. Note. You can use company 00000 for default values such as dates and automatic accounting instructions. You cannot use company 00000 for transaction entries.
Amount - Net Posting 01 Amount - Net Posting 02 Amount - Net Posting 03 Amount - Net Posting 04 Amount - Net Posting 05 Amount - Net Posting 06 Amount - Net Posting 07 Amount - Net Posting 08 Amount - Net Posting 09 Amount - Net Posting 10 Amount - Net Posting 11 Amount - Net Posting 12 Amount - Net Posting 13 Amount - Net Posting 14 | CYAN01 CYAN02 CYAN03 CYAN04 CYAN05 CYAN06 CYAN07 CYAN08 CYAN09 CYAN10 CYAN11 CYAN12 CYAN13 CYAN14 | Number | 15 | A number that represents the net amount posted during the accounting period. The system uses the accounting periods from the Company Constants table (F0010). The net amount posted is the total of all debits and credits from the first day of the period through the last day of the period.
User ID | CYUSER | String | 10 | The code that identifies a user profile.
Program ID | CYPID | String | 10 | The number that identifies the batch or interactive program. For example, the number of the Sales Order Entry interactive program is P4210, and the number of the Print Invoices batch program is R42565. The program ID is a variable length value. It is assigned according to a structured syntax in the form TSSXXX, where: T is the first character of the number. It is alphabetic and identifies the type, such as P for program, R for report, and so on. For example, the value P in the number P4210 indicates that the object is an interactive program. SS is the second and third characters of the number. They are numeric and identify the system. For example, the value 42 in the number P4210 indicates that this program belongs to system 42, which is the Sales Order Management system. XXX is the fourth through sixth characters of the number. The characters are numeric and identify a unique program or report. For example, the value 10 in the number P4210 indicates that this is the Sales Order Entry program.
Date Updated | CYUPMJ | Date | 6 | The date of the last update to the record.
Time - Last Updated | CYUPMT | Number | 6 | The time when the program last updated this record.
Work Station ID | CYJOBN | String | 10 | The code that identifies the workstation ID that ran a particular job.
Weight Factor | CYWGHF | Number | 8 | The multiplier by which to measure cost object complexity. You should factor volumes by this weight before the system performs cost assignments.

### Entering External Driver Balances Manually

This section provides an overview of external driver balances manual entry and discusses how to enter external driver balances manually.

#### Understanding External Driver Balances Manual Entry

If you have driver balances in a spreadsheet or in another system, you can manually enter the balances into the External Driver Balances-Interoperability Table (F1632Z1) using the External Driver Balances program (P1632Z1).

This program validates each balance and generates an error message if you enter incorrect information such as an incorrect company or business unit.

After you finish entering your driver balances, review the balances to ensure their accuracy. Then run the External Driver Balances Processor program (R1632Z1I) to upload your balances to the Driver Balances table (F1632).

#### Form Used to Enter External Driver Balances Manually

Form Name | FormID | Navigation | Usage
Revise External Driver Balances by Period | W1632Z1B | External Driver Data (G16241), External Driver Balances Click Add on the Work With External Driver Balances form. | Enter external driver balances manually.

#### Entering External Driver Balances Manually

Access the Revise External Driver Balances by Period form.

To enter external driver balances manually:

1. Complete or modify the User ID, Batch Number, and Fiscal Year fields in the header area of the form on the Revise External Driver Balances by Period form.

2. Complete the Company, Business Unit, Driver Code, Unit of Measure, and Currency Code fields as necessary on the Option tab.

3. Complete the Item Number, Activity, Subledger, and Subledger Type fields as necessary on the Item Number tab.

4. Complete the following fields as necessary on the Cost Objects tab:

   - Cost Object 1

   - Cost Object 2

   - Cost Object 3

   - Cost Object 4

   - Type 1

   - Type 2

   - Type 3

   - Type 4

5. Complete the Balance 01 field and the other Net Balances fields, as necessary on the Balances tab.

   You can enter up to 14 net balances.

6. Click OK.

### Reviewing and Revising External Driver Balances

This section provides an overview of external driver balances review and revision and discusses how to review and revise external driver balances.

#### Understanding External Driver Balances Review and Revision

After you import external driver balances or manually enter them into the External Driver Balances-Interoperability Table (F1632Z1), you can use the External Driver Balances program (P1632Z1) to review the balances for accuracy and, if necessary, to revise them.

After you review and revise your external driver balances, run the External Driver Balances Processor program (R1632Z1I) to upload your balances to the Driver Balances table (F1632).

When you run the External Driver Balances Processor program, the program produces a report that shows any records that ended in error. For example, some records might have an invalid company or business unit. To ensure the integrity of the F1632 table, you must correct any errors using the External Driver Balances program before you can upload the balances to the F1632 table.

#### Form Used to Review and Revise External Driver Balances

Form Name | FormID | Navigation | Usage
Work with External Driver Balances | W1632Z1B | External Driver Data (G16241), External Driver Balances | Review and revise external driver balances.

#### Reviewing and Revising External Driver Balances

Access the Work With External Driver Balances form.

To review and revise external driver balances:

1. Click Find to display all external driver balances, or complete any of the following fields to limit your search and then click Find on the Work With External Driver Balances form:

   - User ID

   - Fiscal Year

   - Batch Number

   - Ledger Type

   - Transaction Number

2. Select the Processed option to display only processed external driver balances.

3. Select the balance and click Select to review and revise detail information for a specific balance.

4. Review the fields and, if necessary, revise them and click OK on the Revise External Driver Balances by Period form.

### Uploading External Driver Balances

This section provides an overview of external driver balances uploads and discusses how to:

- Upload external driver balances.

- Set processing options for external driver balances processing.

#### Understanding External Driver Balances Uploads

After you review and revise the driver balance records in the External Driver Balances-Interoperability Table (F1632Z1), run the External Driver Balances Processor program (R1632Z1I) to upload the balances to the Driver Balances table (F1632).

When you run the External Driver Balances Processor program, it generates a report that lists the number of records selected from the F1632Z1 table, the number of records added to and updated in the F1632 table, and the number of records that failed.

If a record fails, the system creates an error message. Your workflow message indicates whether a record failed. Use the External Driver Balances program (P1632Z1) to correct the error and then run the External Driver Balances Processor program again.

Running the External Driver Balances Program (R1632Z1I) Select Inbound External Driver Data (G16241), External Driver Balances Processor.

#### Form Used to Upload External Driver Balances

Form Name | FormID | Navigation | Usage
External Driver Balances Processor | W98305WA | Inbound External Driver Data (G16241), External Driver Balances Processor | Upload external driver balances.

#### Setting Processing Options for External Driver Balances Processing (R1632Z1I)

Use these processing options to specify which ledger type to use and how the records in the External Driver Balances-Interoperability Table (F1632Z1) are added to the Driver Balances table (F1632).

Options

1. Ledger Type | Specify the ledger type for the system to use as data selection criteria for the Inbound External Driver Balances Processor program (R1632Z1I).
2. Action Code Override | Specify whether to change the Transaction Action value. Enter 1 to change records with a value of C in the Transaction Action field to A. When the Transaction Action field is equal to A, records in the External Driver Balances - Interoperability table (F1632Z1) will be added to the balances in the corresponding Driver Balances table (F1632). When the Transaction Action field is equal to C, the balances in the F1632Z1 table will overwrite the balances in the corresponding F1632 table.

### Purging External Driver Balances

This section provides an overview of external driver balances purging and discusses how to:

- Purge external driver balances.

- Set processing options for external driver balances purge.

#### Understanding External Driver Balances Purging

After you successfully upload your external driver balances to the Driver Balances table (F1632), you can purge the records from the External Driver Balances-Interoperability Table (F1632Z1) using the External Driver Balances Purge program (R1632Z1P).

Use the data selection to select the records to purge. You can also use a processing option to specify whether to purge only processed records or both processed and unprocessed records.

#### Form Used to Purge External Driver Balances

Form Name | FormID | Navigation | Usage
Work with Batch Versions | W98305WA | Inbound External Driver Data (G16241), External Driver Balances Purge | Purge external driver balances.

#### Running the External Driver Balances Purge Program (R1632Z1P)

Select Inbound External Driver Data (G16241), External Driver Balances Purge.

#### Setting Processing Options for External Driver Balances Purge (P1632Z1P)

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

Options

1. Purge non-processed records | Specify whether to purge non-processed records from the External Driver Balances - Interoperability Table (F1632Z1). Values are: Blank: Only processed records will be purged. 1: Non-processed records as well as processed records will be purged.