## Verifying Data Integrity for Accounts Payable

This chapter provides an overview of accounts payable integrity reports and discusses how to:

- Run the A/P Orig Doc to G/L by Batch report.

- Run the A/P Payments to G/L by Batch report.

- Run the A/P to G/L by Offset Account report.

- Run the A/P Payments to A/P w/Update report.

- Correct out-of-balance conditions.

### Understanding Accounts Payable Integrity Reports

Integrity reports identify problems and inconsistencies with your data so that you can resolve them and ensure that your JD Edwards EnterpriseOne systems remain in balance. Use these reports to verify that your accounts payable data match your GL data and that your accounts payable transactions have the correct pay status.

You can run integrity reports only as of the current day. Integrity reports do not have as of capabilities. That is, you cannot run them as of a certain date, such as the last day of the month, to ensure that your data were in balance at that time.

Follow these guidelines when running integrity reports:

- Submit one integrity report at a time.

- Run integrity reports when other users are not accessing the system to ensure accuracy.

- Run integrity reports weekly so that you do not risk compromising your accounting data.

- Run integrity reports as needed during the conversion process at a new software installation site or during an initial learning period so that you can correct any errors promptly.

The accounts payable integrity reports include posted transactions only.

### Running the A/P to G/L by Batch Report

This section provides an overview of the A/P to G/L by Batch report and discusses how to print the report.

#### Understanding the A/P Orig Doc to G/L by Batch Report

The A/P Orig Doc to G/L by Batch Integrity report (R04701) verifies that the gross amount of each batch in the F0411 table is in balance with the amounts in the corresponding batch in the F0911 table and prints any discrepancies. If the F0411 and F0911 tables are out of balance, use the Supplier/Customer Totals by Account report (R09450) as an additional verification tool.

Note. (ITA) If the bolle doganali are entered as prepaid documents, the ledger and the customs debit account might be out of balance.

The A/P Orig Doc to G/L by Batch Integrity report also checks for an invalid pay status on every pay item and verifies that the correct pay status has been applied to transactions that are open and paid.

The report does not include batches of payments that are entered without voucher match (batch type W). To test the integrity of batches of batch type W, run the A/P Payments to G/L by Batch (R04702A) report.

The A/P Orig Doc to G/L by Batch Integrity report performs two types of integrity tests:

- Balance test

- Pay status test

Balance Test

The balance test performs the following comparisons for each batch:

- Compares the gross amount in the F0411 table with the gross amount in the F0911 table.

- Compares the automatic offset amount with the AP control amount.

- Compares both of the preceding AP and GL amounts.

The net differences between these amounts should be zero, indicating that the amounts are in balance. If they are in balance, the integrity report is blank. If they are not, the batch totals appear on the integrity report.

When the system totals gross amounts, it does not add gain or loss transactions to the gross voucher amounts. It also does not add the discount that is taken or subtract the discount that is lost from the gross amount for the associated payment transaction.

The system adds the value-added tax (VAT) to the voucher taxable amount and subtracts the amount of use tax on transactions. It also adds the VAT from unposted PE (matching document type) transactions for any change to the gross amount.

Pay Status Test

The pay status test checks the pay status on every pay item in a batch. If a voucher does not have an open amount, the pay status should be paid. If a voucher has an open amount, the pay status should be held or approved. If any discrepancies exist, the voucher transactions print on the integrity report.

#### Printing the A/P Orig Doc to G/L by Batch Report

Select Period End Processing (G0421), A/P Orig Doc to G/L by Batch.

### Running the A/P Payments to G/L by Batch Report

This section provides an overview of the A/P Payments to G/L by Batch report and discusses how to print the report.

#### Understanding the A/P Payments to G/L by Batch Report

The A/P Payments to G/L by Batch (R04702A) report verifies that each batch of F0414 payments is in balance with the corresponding batch of F0911 amounts and prints any discrepancies.

This test performs the following comparisons for each batch:

- Compares the gross amount in the F0414 table with the gross amount in the F0911 table.

- Compares the automatic offset amount with the AP control amount.

- Compares both of the preceding AP and GL amounts.

The net differences between these amounts should be zero, indicating that the payments are in balance. If they are in balance, the integrity report is blank. If they are not, the batch totals appear on the integrity report.

When the system totals gross amounts, it ignores gain and loss transactions because no offset accounts exist in the general ledger.

Because manual payments that are made without a matching voucher (type W) contain both voucher and payment information, the system identifies integrity problems for this batch type differently than for other batch types. The report columns include:

- Gross Amount column.

  When a difference exists between the payment and voucher amounts, the program prints the difference in this column, with an error message that specifies which amount is greater.

- Distribution Amount column.

  When a difference exists between the distribution amounts, the program prints the difference in this column, with an error message stating that the amounts in the F0911 table do not net to 0.

- Automatic Offsets column.

  When a difference exists between the automatic offset amounts, the program prints the difference in this column, with an error message stating that the amounts in the F0911 table do not net to 0.

#### Printing the A/P Payments to G/L by Batch Report

Select Period End Processing (G0421), A/P Payments to G/L by Batch.

### Running the A/P to G/L by Offset Account Report

This section provides an overview of the A/P to G/L by Offset Account (R047001A) report and discusses how to print the report.

#### Understanding the A/P to G/L by Offset Account Report

The A/P to G/L by Offset Account integrity report compares the posted open amounts from the F0411 table with the balance in the offsetting AP trade accounts in the F0902 table. The open amounts in the F0411 table do not include taxes or discounts.

This comparison:

- Summarizes the open amounts in the F0411 table for each GL account. (The GL offset code in the voucher points to the AP control offset account, which is item PC in AAIs.)

- Compares the GL account amount with the corresponding AP control account.

  The net differences between these amounts should be zero, indicating that the amounts are in balance. If they are not, the totals for the GL offset account number appear on the integrity report. AAIs control which accounts appear on the report.

- Prints the sum of any GL offset code that cannot be associated with an account in the F0902 table.

  This usually occurs if an AAI is missing, if it has been changed, or if it points to an invalid account.

The A/P to G/L by Offset Account integrity report adds the balance forward from the prior year to any activity for the current year. Because the GL annual close provides the prior year balance forward amount, you must run the GL annual close process for the prior year before you run the A/P to G/L Integrity by Offset Account report.

#### Printing the A/P to G/L by Offset Account Report

Select Period End Processing (G0421), A/P to G/L by Offset Account.

### Running the A/P Payments to A/P w/Update Report

This section provides an overview of the A/P Payments to A/P w/Update report and discusses how to:

- Print the A/P Payments to A/P w/Update report.

- Set processing options for A/P Payments to A/P w/Update (R04713).

#### Understanding the A/P Payments to A/P w/Update Report

Run the A/P Payments to A/P w/Update report to compare the payment amounts in the F0414 table to the posted or unposted payment amounts for the batch that exist in the F0411 table. When you run the report, the system:

- Compares the gross amount of each voucher batch in the F0411 table to the paid amount for the batch in the F0414 table.

  If the amounts do not net to zero, the system prints the difference between the amounts in the F0411 Open Amounts and the Adjusted Difference columns.

- Compares the gross amount of each voucher batch in the F0411 table to the gross payment amount for the batch in the F0414 table.

  If the amounts do not net to zero, the system prints the difference between the amounts in the Adjusted Difference column.

Run the report in proof mode to determine if errors exist. If discrepancies exist, verify that the amounts in the F0411 table are correct and that the amounts in the F0414 table are incorrect. Then, run the report in final mode to create the adjusting entries to correct the amounts in the F0414 table.

#### Printing the A/P Payments to A/P w/Update Report

Select Period End Processing (G0421), A/P Payments to A/P w/Update.

#### Setting Processing Options for A/P Payments to A/P w/Update (R04713)

Although processing options are set at implementation, you can change the values before running the report.

Process

Process | Enter 1 to run the report in final mode and create adjusting entries in the F0414 table.

### Correcting Out-Of-Balance Conditions

After running an integrity report, you must correct any errors that the system detects.

Report Amounts Do Not Net to Zero

You might receive an error message stating that amounts do not net to zero when you run the A/P Orig Doc to G/L by Batch or A/P To G/L Integrity By Offset Account report. These reports compare the data in the F0411 table to the F0911 table (A/P Orig Doc to G/L by Batch), or to the F0902 table (A/P To G/L Integrity By Offset Account). The error is usually caused by unposted AP batches.

To correct amounts that do not net to zero, post all AP batches.

The following example illustrates why the integrity report shows amounts that are out of balance unless the transactions are posted.

Suppose you enter and post voucher #1234 for 1000. The system data would include:

- Document Type = PV (voucher).

- Gross Amount = 1,000 (F0411).

- Open Amount = 1,000 (F0411).

- Posted Code = D (F0411).

- Amount = 1,000 (F0902).

The open amount in the F0411 table and the amount in the F0902 table are in balance.

If you void voucher #1234, the system data would include:

- Document Type = PV (voucher).

- Gross Amount = Blank (zero) (F0411).

- Open Amount = Blank (zero) (F0411).

- Posted Code = D (F0411).

- Amount = 1,000 (F0902).

Because the open amount is now zero, and the F0902 amount is 1,000, the integrity report shows the amounts as out of balance.

To correct the imbalance, post the voided transaction. The system data would include:

- Matching Document Type = PE (change the voucher amount).

- Gross Amount = -1,000 (F0411).

- Open Amount = Blank (zero) (F0411).

- Posted Code = D (F0411).

- Amount = Blank (zero) (F0902).

The −1,000 in the F0411 table is applied to the amount in the F0902 table. The open amount in the F0411 table and the amount in the F0902 table are now in balance (both are at zero).

Batch Was Posted Out of Balance Without Automatic Offset Entries

You might receive an error message stating that the batch was posted out of balance. This error occurs only with the A/P To G/L Integrity By Offset Account report. You might receive this error when a power failure occurs during posting or when more than one post program is active at the same time.

To correct this error, determine the missing offset entries, create the balancing journal entry, and post the batch.

Invalid Journal Entry Was Posted to an AP Account

You might receive an error message stating that an invalid journal entry was posted. This error might occur when you run the A/P Orig Doc to G/L by Batch or the A/P To G/L Integrity By Offset Account report. Typically, the AP control offset account (posting edit code = M) includes only machine-generated entries with a document type of AE (automatic entry). The presence of a manually entered document in this account, such as a journal entry, can cause a balancing problem.

To correct this error:

- Locate and then correct or void the journal entry.

- Post the corrected or voided journal entry.

Data Records Are Damaged

You might receive an error stating that data records are damaged. This error can occur with any AP integrity report for a variety of reasons, including hardware failure.

If the damaged records are in the F0411 table, you might need to use a utility program to remove them from the table. Contact your system administrator for information about using utility programs. If the damaged records are in the F0902 table, you might need to repost the Account Ledger.

G/L Offset Code Was Changed

You might receive an error stating that the GL offset code was changed. This error occurs only when you run the A/P To G/L Integrity By Offset Account report. The error occurs if you change the GL offset code to which your vouchers are assigned and the system cannot find a match for the Accounts Payable Ledger records that contain the previous offset code.

When this error occurs, the system prints the old PCyyyy (where yyyy equals the GL offset code) item that is missing from AAIs in the Account column of the report, along with the total of the vouchers that include the old code.

The report does not show the GL account balance, because the system cannot find a match.

To correct this error, either:

- Change the AP amounts with the old offset codes to include the new offset code.

- Set up the old offset code and retain it until pay all open vouchers that have the old code.

AP Control Account Was Changed

You might receive an error message stating that the AP control account was changed. This error occurs only when you run the A/P To G/L Integrity By Offset Account report. It occurs if you change the AAIs for the AP control account to which the voucher GL offset code is attached. The system cannot find a match in the F0902 table because the association between the GL offset code and the old account number is lost.

The report includes an amount in the Detail column that is greater than the amount in the Balance column. The difference should equal the previous AP control account balance amount.

To correct this problem, locate the old AP control offset account total and manually add it to balance this account.

The F0411 Table and F0414 Table are Out of Balance

You might receive an error message stating that the F0411 and F04141 tables are out of balance. This error occurs only for batches with a batch type of W (without match) on the A/P Payments To G/L By Batch report. This error might occur when:

- A void to a transaction did not void related transactions.

- A power failure or other problem occurred during the post process.

- Data records are damaged.

To correct the imbalance, determine which amount is incorrect by printing the Manual Payment Journal report and general journal reports.

To correct a problem with damaged records, you might need to run a data file utility program. For more information, contact your system administrator.

General Ledger Transactions Are Out of Balance

You might receive an error message stating that general ledger transactions are our of balance. This error can occur on the A/P Orig Doc to G/L by Batch report and A/P Payments to G/L by Batch report (batch type W only). The error can be related to either distribution amounts or automatic offset amounts, and can be caused by:

- Unposted AP batches.

  Post all AP batches to balance the transaction.

- Incorrectly voided journal entries.

  Incorrectly voided journal entries might exist if you use the wrong program to void entries. For example, you compromise data integrity when you use the Journal Entry (P0911) program to void entries rather than the Void Payment Entry (P0413M) program. You might need to use a data file utility to reset the records to their original state. Then, use the correct program to void the transaction. For more information about using a data file utility, contact your system administrator.

- A power failure or other problem during the post process (distribution amounts only).

  To correct this problem, repost the batch.

- A batch posted out of balance without automatic offset entries.

- An invalid journal entry posted to an AP account.

- Damaged data records.

- A changed AP control account.

- An exit out-of-balance when you enter the voucher expense distribution.