## Creating As Of Reports

This chapter provides an overview of as of processing and discusses how to:

- Generate the date file.

- Run the "As-Of" Open A/P Summary report.

- Run the "As-Of" A/P Detail with Remarks report.

- Run the "As-Of" Open A/P Details with Aging report.

### Understanding As Of Processing

As of processing enables you to run summary and detail reports for the JD Edwards EnterpriseOne Accounts Payable system as of a certain date rather than at runtime, supporting the GL account balances that are reported at period end. Because period-end data entry typically occurs for several days into the next period, and next-period data entry can begin before period-end, a significant difference exists between as of data and real-time data.

Prior to printing and reviewing these reports, you must run the Date File Generation report (R04901A) to generate a complete picture of the F0411 table as of a specific date. After you generate the file as of a specific period of time, you can compare the Accounts Payable transaction open balance with the balance of the AP Trade Account for the same period of time. These two balances should match if all of the transactions are posted to the general ledger and the trade account has been updated properly.

Auditors find these reports especially useful because they can run them for any period of time, as long as the date file has been generated.

You can also use as of reports to help resolve problems that you might encounter with your data.

### Generating the Date File

This section provides an overview of the Date File Generation report and discusses how to:

- Run the Date File Generation report.

- Set processing options for Date File Generation (R04901A).

#### Understanding the Date File Generation Report

To run as of reports, you must first generate a date table. The system uses the date that you specify in the first processing option and compares it with the GL date of all the AP transactions. The open amount of the voucher is calculated based on the voucher's gross amount, adjustments, and payment transactions within the GL date time frame.

The Date File Generation report updates three worktables if you set up your processing options appropriately:

- F0411A table, based on the F0411 table.

- F0413A table, based on the F0413 table.

- F0414A table, based on the F0414 table.

To produce custom reports that include payment information as of a specific date, you can use the F0413A and F0414 tables.

If you are updating only open items, the system uses the date that you enter in the Date processing option and compares it with the GL date of the records like this:

- If the GL date of the voucher is after the date that is entered, the F0411A table is not updated.

- If the GL date of the voucher is equal to or prior to the date that is entered, the voucher is included in the table, but adjustment (including voiding vouchers) and payment records must be considered to determine the open amount of the voucher.

- If the GL date of the adjustment or payment record is after the date that is entered, the records are not considered in the calculation of the open amount.

  The open amount of the voucher is equal to the gross amount.

- If the GL date of the adjustment or payment record is equal or prior to the date that is entered, the amount of the payment or adjustment is subtracted from the gross amount of the voucher and updated so that it becomes the open amount.

When you update only open items, records are written to the F0411A table alone. The system automatically sets the pay status to A (approved) if an open amount exists in the F0411 table.

If you are including both open and paid items in the worktables, the date comparison indicated previously continues, but payment records with a GL date equal or prior to the date that is entered are also updated to the F0413A and F0414A tables. If no open amounts exist in the F0411 table, the system automatically sets the pay status to P (paid).

You need to include paid items in the worktables only when:

- You want to include paid information on the report that you are running.

- You want to include vouchers that have been prepaid on the report.

Vouchers are considered prepaid any time the GL date of the payment precedes the GL date of the voucher. The processing time for generating the worktables for both open and paid items can take significantly longer than the time that it takes to generate a table for just open items.

Note. To ensure adequate processing time, run the Date File Generation report after business hours.

#### Running the Date File Generation Report

Select Period End Processing (G0421), Date File Generation.

#### Setting Processing Options for Date File Generation (R04901A)

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

Process

1. 'As Of' Date | Specify the as of date. If you leave this processing option blank, the system uses the current date.
2. Update Option | Specify which records the system includes in these tables: F0411A F0413A F0414A Values are: Blank: Include only open items in the F0411A table. 1: Include both open and paid items in the F0411A table and also include the associated payment records of the paid items in the F0413A table and the F0414A table. Note. If you include paid items, processing time increases.
3. Prepayment Remark | Specify how the system completes the remark field for prepayments when you include prepayments in the F0411A table. Prepayments are vouchers that have a GL date that is after the as of date, but that were paid by the as of date. Values are: Blank: Write prepayments with the original remark of the item. 1: Override the remark of the prepayment with the payment type and payment number.

### Running the As-Of Open A/P Summary Report

This report provides summary information for each supplier and aging information as of a specific date.

This section lists a prerequisite and discusses how to:

- Generate the "As-Of" Open A/P Summary report.

- Set processing options for "As-Of" Open A/P Summary Report (R04413C).

#### Prerequisite

Ensure that you have generated a date table with the correct as of date, using the Date File Generation report.

#### Generating the As-Of Open A/P Summary Report

Select Period End Processing (G0421), Open A/P Summary Report, "As-Of"- Open A/P Summary Report.

#### Setting Processing Options for As-Of Open A/P Summary Report (R04413C)

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

Aging

1. Aging Specifications | Specify the method that the system uses to retrieve aging specifications from the F0009 table instead of the aging processing options. Values are: Blank: Ages transactions based on the information that is set up in the processing options. 1: Ages transactions based on the due date using the aging days in the constants.
2. Date Type | Specify which voucher date the system uses to age open balances if the Aging Specifications processing option is set to use the aging processing options. The system compares the date specified with the aging date to determine the aging period in which to place each transaction. If the Aging Specifications processing option is set to retrieve aging specifications from the accounts payable constants, this processing option is ignored and the system uses the due date on the voucher. Values are: Blank or D: Due date G: GL date I: Invoice date
3. Aging Method | Specify which aging periods the system uses if the Aging Specifications processing option is set to use the aging processing options. If the Aging Specifications processing option is set to retrieve aging specifications from the Accounts Payable constants, the system ignores values in this processing option. Values are: Blank or 1: Aging days 2: Fiscal periods 3: Calendar months
4. Aging Days | Aging Category 1, Aging Category 2, Aging Category 3, Aging Category 4, and Aging Category 5 Specify the aging intervals. For example, if the values that are specified in the aging category processing options are 30−, 0, 30, 60, and 90, then the five aging columns of the report will be Current, 1–30, 31–60, 61–90, and Over 90. These processing options apply only if you leave the Aging Specifications processing option blank to use the aging processing options, and you leave the Aging Method processing option blank to use aging days.
5. Age Credits | Enter 1 to apply credits to the appropriate aging column. Leave this processing option blank to apply credits to the Current aging column

Print

1. Hold Payment | Enter 1 to exclude suppliers for which a payment hold is in effect. Leave this processing option blank to run the report for all suppliers.

### Running the As-Of A/P Detail with Remarks Report

This section provides an overview of the "As-Of" A/P Detail with Remarks Report, lists a prerequisite, and discusses how to:

- Generate the "As-Of" A/P Detail with Remarks report.

- Set processing options for the "As-Of" A/P Detail with Remarks report (R04423C).

#### Understanding the As-Of A/P Detail with Remarks Report

To review information in your AP ledger as of a specific date, run the "As-Of" A/P Detail with Remarks report.

Use this report as a problem-solving tool. For example, you can use this report to compare the AP period end balance with the AP trade account balance in the general ledger.

This report includes information as of the date that you specify in the report processing options and the date that you specify when you generate your date table.

#### Prerequisite

Ensure that you have generated a date table with the correct as of date, using the Date File Generation report.

#### Generating the As-Of A/P Detail with Remarks Report

Select Period End Processing (G0421), Open A/P Detail Report, "As-Of" A/P Detail with Remarks.

#### Setting Processing Options for As-Of A/P Detail with Remarks (R04423C)

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

Print

1. Hold Payment | Enter 1 to exclude suppliers for which payments are on hold.
2. Recurring Voucher Information | Enter 1 to print recurring voucher information.
3. Remaining Payments | Specify the number of remaining payments to highlight on the report if the recurring voucher information processing option is set to print recurring information. The system prints three asterisks (***) beside the number of remaining payments for the voucher if it is less than or equal to the number specified.
4. Payment Information | Enter 1 to print payment information on the report.
5. Include Payment Amounts | Specify whether payment amounts are included in the column totals for the original amount if the payment information processing option is set to print payment information. Values are: Blank: Do not include payments. 1: Include payments.

### Running the As-Of Open A/P Details with Aging Report

This section provides an overview of the "As-Of" Open A/P Details with Aging Report, lists a prerequisite, and discusses how to:

- Generate the "As-Of" Open A/P Details with Aging report.

- Set processing options for the "As-Of" Open A/P Details with Aging report (R04423D).

#### Understanding the As-Of Open A/P Details with Aging Report

To review information in your AP ledger as of a specific date, run the "As-Of" A /P Detail with Aging report.

Use this report as a problem-solving tool. For example, you can use this report to compare the AP period end balance with the AP trade account balance in the general ledger.

This report includes information as of the date you specify in the report processing options and the date you specify when you generate your date table.

#### Prerequisite

Ensure that you have generated a date table with the correct as of date, using the Date File Generation report.

#### Generating the As-Of Open A/P Details with Aging Report

Select Period End Processing (G0421), Open A/P Detail Report, "As-Of" Open A/P Details with Aging.

#### Setting Processing Options for As-Of Open A/P Details with Aging (R04423D)

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

Aging

1. Aging Specifications | Specify the method by which the system retrieves aging specifications from the F0009 table instead of the aging processing options. Values are: Blank: Ages transactions based on the information that is set up in the processing options. 1: Ages transactions based on the due date using the aging days in the Accounts Payable constants.
2. Date Type | Specify which date on the voucher the system uses to age open balances if the aging specifications processing option is set to use the aging processing options. The system compares this date with the aging date to determine the aging period in which to place each transaction. Values are: Blank or D: Use the due date to age vouchers. G: Use the GL date to age vouchers. I: Use the invoice date to age vouchers.
3. Aging Method | Specify which aging periods the system uses if the Aging Specifications processing option is set to use the aging processing options. If the aging specifications processing option is set to retrieve aging specifications from the Accounts Payable constants, the system ignores the values in this processing option. Values are: Blank or 1: Aging days 2: Fiscal periods 3: Calendar months
4. Aging Days | Aging Category 1, Aging Category 2, Aging Category 3, and Aging Category 4 Use these processing options to specify the aging intervals. For example, if the values that are specified in the aging category processing options are 30−, 0, 30, and 60, then the four aging columns of the report will be Current, 1–30, 31–60, and Over 60. These processing options apply only if you leave the Aging Specifications processing option blank to use the aging processing options, and you leave the Aging Method processing option blank to use aging days.
5. Age Credits | Specify how the system ages credits. Values are: Blank: Apply credits to the Current aging column. 1: Age credits.

Print Options

1. Hold Payment | Specify whether to exclude suppliers for which a payment hold is in effect. The hold status of the supplier is specified in the Hold Payment Code field of the F0401 table. Values are: Blank: Print all suppliers. 1: Exclude suppliers that are on payment hold.
2. Recurring Voucher Information | Enter 1 to print recurring voucher information.
3. Remaining Payments | Specify the number of remaining payments to highlight on the report if the recurring voucher information processing option is set to print recurring information. The system prints three asterisks (***) beside the number of remaining payments for the voucher if it is less than or equal to the number specified.
4. Payment Information | Enter 1 to print payment information on the report.
5. Include Payment Amounts | Specify whether payment amounts are included in the column totals for the original amount if the payment information processing option is set to print payment information. Values are: Blank: Do not include payments. 1: Include payments.