Using EDI Financial Documents

This chapter provides overviews of financial documents and the creation of inbound EDI vouchers and discusses how to:

Receive invoice-summary documents (810/INVOIC).
Process voucher information.
Receive lockbox transactions (823/CREMUL).
Send payment orders with remittance (820/PAYORD).

Understanding Financial Documents

When setting up the JD Edwards EnterpriseOne Data Interface for Electronic Data Interchange system, you need to specify how the system should handle financial documents.

EDI Inbound Interface Tables

When you run Inbound EDI Voucher Edit/Create (R47041) for invoice-summary transactions, the program uses these EDI inbound interface tables:

F47041
F47044
F47042

Mapping Guidelines

Mapping is the process of converting information from one table structure to another. In the F47042 table, the following fields must contain data before you can effectively receive EDI invoice-summary documents:

EDI Document Number (EDOC).
EDI Document Type (EDCT).
EDI Document Key Company (EKCO).
EDI Transaction Set (EDST).
Send/Receive Flag = R (EDER).

Application Tables Updated

When you run Inbound EDI Voucher Edit/Create (R47041) for invoice-summary transactions, the program edits the data it receives from the trading partner and uses the data from the EDI interface tables to update these application tables:

F0411Z1
F0911Z1

Understanding the Creation of Inbound EDI Vouchers

Run the Inbound EDI Voucher Edit/Create program (R47041) to process inbound EDI invoices to the JD Edwards EnterpriseOne Accounts Payable system without matching the voucher to a purchase order.

When you run Inbound EDI Voucher Edit/Create, the system performs these steps:

Enters the invoice information into the F0411Z1 table.
Searches for level breaks at transaction numbers.

When the system finds a level break, it reads the records in the EDI Invoice Detail Inbound table and creates offset transactions in the F0911Z1 table.
Writes the total gross amount that it summarized from the Gross Amount field of the Accounts Payable - Batch table to the Actual Amount field of the F0911Z1 table.
Prints the Inbound EDI Voucher Edit/Create report.

This report displays the gross amount and open amount. If the system detects errors during processing, the errors are printed on the report.
Determines the general ledger distribution account number using:
- If the account number is not blank, the system uses the account number in the EDI transmission.
- If voucher logging is activated in the processing options, the system searches the automatic accounting instructions (AAIs) for the item named PP (Preliminary Expense).
  
  This account number overrides what is in the EDI transmission. If no PP AAI exists, an error is printed on the report.
- If voucher logging is not selected, the system searches for the vendor's default expense account in the F0401 table.
  
  If no default expense account exists, the system searches the AAIs for the item named PP. If PP AAI exists, the system prints an error on the report.

Receiving Invoice-Summary Documents (810/INVOIC)

This section provides an overview of invoice-summary documents and discusses how to receive documents.

Understanding Invoice-Summary Documents

Run the Inbound EDI Voucher Edit/Create program (R47041) for invoice-summary transactions to process inbound EDI invoices into the JD Edwards EnterpriseOne Accounts Payable system without matching the voucher to a purchase order.

When you run Inbound EDI Voucher Edit/Create, the program enters the invoice information into the F0411Z1 table and the F0911Z1 table and enables you to run Accounts Payable batch voucher processing from the EDI Financial Transactions menu.

Receiving Documents

Access Invoice - Summary menu (G47261), Edit/Create Voucher.

Processing Voucher Information

This section includes an overview of voucher processing and discusses how to:

Process invoice information.
Purge processed inbound EDI vouchers.
Set processing options for Inbound EDI Voucher Edit/Create (R47041).

Understanding Voucher Processing

Run the Voucher Batch Processor program (R04110Z) to process invoice information. You can run the Voucher Batch Processor program in either proof or final mode. In proof mode, the program edits the transaction and sends any errors to the Employee Work Center. In final mode, the program updates the records in the F0411Z1 table and F0911Z1 table as processed. This action prevents further processing.

After you process and review Inbound EDI Vouchers, you must purge them. Use the Inbound EDI Voucher Purge program (R47041P) to purge Inbound EDI Vouchers. The system holds processed vouchers in the system 47 files until they are purged.

Important! When information is purged, it is not copied to a purge table. Instead, it is deleted from the system.

When you purge Inbound EDI Vouchers, the system removes all processed records from these tables:

F47041
F47044
F47042

Processing Invoice Information

Select Invoice - Summary (G47261), Batch Voucher Processing.

Purging Processed Inbound EDI Vouchers

Access the Purge Inbound Vouchers form.

Setting Processing Options for Inbound EDI Voucher Edit/Create (R47041)

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

Processing

This processing option enables you to specify the processing mode.

1. Processing Mode

Specify the mode in which to run the Inbound EDI Voucher Edit/Create Program (R47041). Values are:

Blank: Proof mode. The system does not update any tables.

1: Final mode; generate a report. The system updates all relevant tables.

Default Option

These processing options enable you to specify default processing information.

1. Voucher G/L Date (voucher general ledger date)

Specify the general ledger date for the system to use for the voucher. Values are:

Blank: System date.

1: Invoice date on the EDI transmission.

2. Override Voucher G/L Date (override voucher general ledger date)

Specify a general ledger date for the system to use for the voucher. If you enter a date, this date overrides the Voucher G/L Date processing option.

3. Supplier Number

Specify the number to use for the supplier. Values are:

Blank: Use the value in the reference field on the EDI transmission.

1: Use the Tax ID on the EDI transmission.

Default Values

These processing options enable you to specify default values.

1. Payment Instrument Code (Note: Default is Z.)	Specify the payment instrument code. Enter a value from user-defined code (UDC) table 00/PY. The default value is Z.
2. G/L Bank Account Number (general ledger bank account number)	Specify the default value for the system to use when assigning the bank account number for disbursements or receipts. The system assign this bank account number to every document in a batch. Enter the short account ID of the bank account number. If you leave this processing option blank, the system uses the PB or RB Automatic Accounting Instruction (AAI) for company 00000.
3. G/L Date (general ledger date)	Specify the default value for the system to use when assigning the general ledger date for transactions.
4. Company Code	Enter a code to identify a specific organization, fund, or other reporting entity. The company code must already exist in the F0010 table and must identify a reporting entity that has a complete balance sheet. At this level, you can have intercompany transactions. You can use company 00000 for default values such as dates and AAIs. You cannot use company 00000 for transaction entries.

Logging

This processing option enables you to specify whether the system logs information.

1. Logging

Specify whether you want the system to perform logging as it processes invoices. Values are:

Blank: Does not perform invoice logging.

1: Performs invoice logging.

Auto Process

This processing option enables you to specify whether the system automatically runs the batch voucher processor version.

1. Automatically Run Batch Voucher Processor Version (For example, R04110Z)

Specify the version of the Batch Voucher Processor Report (R04110ZA) to run automatically. If you leave this processing option blank, the Batch Voucher Processor Report does not run.

Receiving Lockbox Transactions (823/CREMUL)

This section provides an overview of lockbox transactions and discusses how to receive transactions.

Understanding Lockbox Transactions

You can use EDI to receive Accounts Receivable cash receipts. To receive cash receipts, you run a program that converts and transfers the EDI information from the format that was sent by the trading partner in the EDI tables into the format used by the F03B13Z1 table. To process cash receipts received through EDI, you must understand the mapping requirements for the receipt at the time the transactions are received.

When you run EDI - Update Electronic Receipts (R47111), the program edits the data that it receives from the trading partner and uses the data from the EDI interface tables to update the F03B13Z1 table.

This table describes the steps you complete after you have used the third-party translator software to access the EDI data from the trading partner:

Step	Description
Review status information	Use the EDI Inbound Payment Inquiry option on the Lock Box (823) menu to review information about the inbound lockbox transactions.
Revise lockbox information	If you know that the inbound documents have errors, use the EDI Inbound Payment Inquiry option on the Lock Box (823) menu to revise lockbox header, deposit, payment, and remittance information.
Receive the lockbox transactions	Use Update to Electronic Receipts on the Lock Box (823) menu to convert the flat files to the JD Edwards EnterpriseOne application programs
Review electronic receipts	Use the Review Electronic Receipts option on the Automated Receipts Processing menu (G03B13) to revise transactions that the system transfers to the F0312 table.
Apply receipts to invoices	Use the Apply Receipts to Invoices option on the Automated Receipts Processing menu to apply deposits against open accounts receivable.
Print the bank deposit journal	Use the Print Bank Deposit Journal option on the Lock Box (823) menu (G47264) to print a report that lists all workfile batch cash applications.

EDI Lockbox Interface Tables

When you receive inbound lockbox transactions, the system uses these EDI interface tables:

F47111, where the system stores ST/GS transaction information.
F47112, where the system stores deposit information.
F47113, where the system stores payment information.
F47114, where the system stores remittance information.

Mapping Guidelines

You can receive multiple transactions in a single EDI transmission. Each transaction can have multiple deposits, each deposit can have multiple payments, and each payment can have multiple remittances. The system differentiates transactions and their related components by using these fields:

EDI Document Key Company (EDKCO).
EDI Document Number (EDOC).
EDI Document Type (EDCT).
EDI Line Number (EDLN).

Total amounts are maintained by deposit and check for audit purposes, but are not transferred to the Electronic Receipts Input table.

Mapping is the process of converting information from one table structure to another.

These fields in the F47111 table must contain data before you can use the Edit/Update Lockbox EDI tables for lockbox transactions effectively:

EDI Document Key Company (Z1EKCO).
EDI Document Number (Z1EDOC).
EDI Document Type (Z1EDCT).
EDI Line Number (Z1EDLN).
EDI Transaction Set Number (Z1EDST).

Use 823 for inbound lockbox transactions.
EDI Send/Receive Indicator (Z1EDER).

Use R for inbound EDI lockbox transactions.
Alpha Name (Z1ALPH).

These fields in the F47112 table must contain data before you can use the Edit/Update Lockbox EDI tables for lockbox transactions effectively:

EDI Document Key Company (Z2EKCO).
EDI Document Number (Z2EDOC).
EDI Document Type (Z2EDCT).
EDI Line Number (Z2EDLN).
EDI Transaction Set Number (Z2EDST).

Use 823 for inbound lockbox transactions.
EDI Send/Receive Indicator (Z2EDER).

Use R for inbound EDI lockbox transactions.
Deposit Number (Z2DEPN).
Total Transaction Amount (Z2TTOT).

This is the total amount of the deposit.

These fields in the F47113 table must contain data before you can use the Edit/Update Lockbox EDI tables for lockbox transactions effectively:

EDI Document Key Company (Z3EKCO).
EDI Document Number (Z3EDOC).
EDI Document Type (Z3EDCT).
EDI Line Number (Z3EDLN).
EDI Transaction Set Number (Z3EDST).

Use 823 for inbound lockbox transactions.
EDI Send/Receive Indicator (Z3EDER).

Use R for inbound EDI lockbox transactions.
Deposit Number (Z3DEPN).
Line Number (Z3LNID).
Check Number (Z3DOCM).
Bank Transit Number (Z3TNST).
Customer Bank Account Number (Z3CBNK).
Currency Code (Z3CRCD).

Map this field only when you complete the Currency Amount field (Z4CRCA) in the EDI Lockbox/Payment Detail - Payment table (F47114).
Total Transaction Amount (Z3TTOT).

This is the total amount of the check (receipt).

These fields in the F47114 table must contain data before you can use the Edit/Update Lockbox EDI tables for lockbox transactions effectively:

EDI Document Key Company (Z4EKCO).
EDI Document Number (Z4EDOC).
EDI Document Type (Z4EDCT).
EDI Line Number (Z4EDLN).
EDI Transaction Set Number (Z4EDST).

Use 823 for inbound lockbox transactions.
EDI Send/Receive Indicator (Z4EDER).

Use R for inbound EDI lockbox transactions.
Deposit Number (Z4DEPN).
Line Number (Z4LNID).
Sequence Number (Z4SEQN).
Check Number (Z4DOCM).
Document Number (Z4DOC).

This is the invoice number that the receipt pays. You must have a separate record for each invoice and invoice pay item that the receipt pays.
Document Type (Z4DCT).

This is the document type of the invoice that the receipt pays.
Document Pay Item (Z4SFX).

This is the pay item of the invoice that the receipt pays. If the invoice has one pay item only, you can leave this field blank.
Gross Amount (Z4AG).

Do not enter a value into this field if the receipt amount is foreign. Instead, use the Currency Amount field (Z4ACR).
Discount Taken (Z4ADSA).
Purchase Number (Z4PO).

Complete this field instead of the invoice number.

When the system processes this transaction, it copies the value of this field into the Generic Matching field (GMFD) in the F03B13Z1.
Purchase Order Document Type (Z4PDCT).

The document type of the purchase order number that identifies the invoice that the receipt pays.
Currency Amount (Z4ACR).

If you use multicurrency, but the receipt is in the domestic currency, do not enter the domestic amount in this field. Instead, use the Gross Amount field (Z4AG).

If you complete this field, you must complete the Currency Code field (Z3CRCD) in the F47113.
Foreign Discount Taken (Z4CDSA).
Control/Statement Field (Z4CTL).

Complete this field instead of the invoice number.

When the system processes this transaction, it copies the value of this field into the Generic Matching field (GMFD) in the F03B13Z1 table.

This structure illustrates how the EDI Lockbox tables are linked together:

F47111 ST EDOC=111 EDLN=001

F47112 - Deposit EDOC=111 EDLN=001 DEPN=45-103

F47113 - Payment EDOC=111 EDLN=001 DEPN=45-103 LNID=001

F47114 - Remit EDOC=111 EDLN=001 DEPN=45-103 LNID=001 SEQN=1

F47114 - Remit EDOC=111 EDLN=001 DEPN=45-103 LNID=001 SEQN=2

F47113 - Payment EDOC=111 EDLN=001 DEPN=45-103 LNID=002

F47114 - Remit EDOC=111 EDLN=001 DEPN=45 103 LNID=002 SEQN=1

F47114 - Remit EDOC=111 EDLN=001 DEPN=45-103 LNID=002 SEQN=2

F47112 - Deposit EDOC=111 EDLN=002 DEPN=76-323

F47113 - Payment EDOC=111 EDLN=002 DEPN=76-323 LNID=001

F47114 - Remit EDOC=111 EDLN=002 DEPN=76-323 LNID=001 SEQN=1

F47114 - Remit EDOC=111 EDLN=002 DEPN=76-323 LNID=001 SEQN=2

F47113 - Payment EDOC=111 EDLN=002 DEPN=76-323 LNID=002

F47114 - Remit EDOC=111 EDLN=002 DEPN=76-323 LNID=002 SEQN=1

F47114 - Remit EDOC=111 EDLN=002 DEPN=76-323 LNID=002 SEQN=2

F47111 - ST EDOC=112 EDLN=001

F47112 - Deposit EDOC=112 EDLN=001 DEPN=77-777

F47113 - Payment EDOC=112 EDLN=001 DEPN=77-777 LNID=001

F47114 - Remit EDOC=112 EDLN=001 DEPN=77-777 LNID=001 SEQN=1

F47114 - Remit EDOC=112 EDLN=001 DEPN=77-777 LNID=001 SEQN=2

F47113 - Payment EDOC=112 EDLN=001 DEPN=77-777 LNID=002

F47114 - Remit EDOC=112 EDLN=001 DEPN=77-777 LNID=002 SEQN=1

F47114 - Remit EDOC=112 EDLN=001 DEPN=77-777 LNID=002 SEQN=2

F47111 - ST EDOC=113 EDLN=001

F47112 - Deposit EDOC=113 EDLN=001 DEPN=88-888

F47113 - Payment EDOC=113 EDLN=001 DEPN=88-888 LNID=001

F47114 - Remit EDOC=113 EDLN=001 DEPN=88-888 LNID=001 SEQN=1

F47114 - Remit EDOC=113 EDLN=001 DEPN=88-888 LNID=001 SEQN=2

F47113 - Payment EDOC=113 EDLN=001 DEPN=88-888 LNID=002

F47114 - Remit EDOC=113 EDLN=001 DEPN=88-888 LNID=002 SEQN=1

F47114 - Remit EDOC=112 EDLN=001 DEPN=88-888 LNID=002 SEQN=2

You should map EDBT and EDOC fields from some unique data item in the EDI GS or ST segments or you should have them compute by a Next Number API. You can generate EDLN, LNID, and SEQN from Translator accumulators or loop counters. You can map DEPN from the transaction data (DEP01).

The system displays the Total Amount field (TTOT) in the Deposit record to verify the check amounts against the deposit totals.

The Total Amount field (TTOT) is provided in the Check record to verify the remittance amounts against the check total. If the amounts do not agree, then the system prints an error message on the report.

You should map either the Customers Address Book Number (AN8) or their bank account number (CBNK) into the Check record.

Receiving Transactions

You can create separate versions to run this program in proof or final mode. In proof mode, the system does not update any records. Instead, it prints a report that you can use to review the transactions and errors. In final mode, the system performs these steps:

Prints the EDI Lockbox Audit report.
Converts EDI transactions and copies them to the F03B13Z1 table for further processing by the Batch Cash Application function. This function performs Accounts Receivable updates.
Updates EDI transactions in the F4711, F47113, and F47114 tables, as processed.

When you receive lockbox transactions, the system creates the EDI Lockbox Audit report. This report lists the records from the EDI Lockbox Header - Transaction, the EDI Lockbox/Payment Detail - Batch, and the EDI Lockbox/Payment Detail - Payment tables as they are being processed. If you run the program in final mode, the EDI Lockbox/Payment Detail - Payment record (along with information from other records) is loaded to the F03B13Z1 table. Each time the system processes a batch of EDI records, it assigns and prints a new Accounts Receivable cash receipts batch number.

The system prints warning messages concerning discrepancies between the various levels of hash totals and other error conditions. If you run the program in final mode, the system does not prevent the records from being written to the Accounts Receivable Batch Application table. When you run EDI - Update Electronic Receipts for lockbox transactions, ensure that you:

Run the program in proof mode.
Correct the errors in the EDI Lockbox interface files.
Run the program in final mode.

After you run this program in final mode, you can process batch cash receipts to apply the transactions to open accounts receivable.

Receiving Transactions

Select Lock Box (G47264), Update to Electronic Receipts.

Sending Payment Orders with Remittance (820/PAYORD)

This section provides an overview of payment order remittances.

Understanding Payment Order Remittances

You can use EDI to send financial transactions such as outbound Accounts Payable payments. EDI outbound payments use the JD Edwards EnterpriseOne Accounts Payable system. The tasks are similar to running automated payments.

You can select these options when sending payment orders with remittance:

Option	Description
Speed Release	Review, approve, and hold open vouchers, as well as change their due dates. You can use this option in conjunction with the Cash Requirements Report (R04431) as a cash management tool. You can also select vouchers for electronic payment by changing the payment instrument (PI) codes on the vouchers.
Update AP from Address Book	Update the accounts payable transaction records with current information from the F0101 table. You should run this program at the beginning of each payment run.
Calculate Withholding	Calculate the amount to withhold for the accounts payable voucher pay items.
Cash Requirements report	Print this report to determine the cash required for an upcoming payment. It displays all of the vouchers approved for payment and due as of a given date.
Pre-Payment Processing	Run this program before you can create payment orders. This program edits selected open vouchers, locks them, and protects them from change. It also prints the Pre-AP Payment Edit report and creates a worktable of voucher information that the system uses to create the payments.
Payment Analysis Report	Print this report to display payments and associated detail currently in the payment process.
Print/Update Payments	Review the payment control groups currently in the accounts payable payment process. The status indicates whether the payments in the group are ready to write or update.
Copy to EDI Outbound tables	Copy the payment order information from the worktables into the EDI payment order tables. After the system copies the payment order transactions to the EDI payment order tables, they are ready for the translation software to process them. This program tracks which payment control group needs to be copied and the date the payment order transactions were copied. The system copies tables with a name of F470561W to the EDI outbound interface tables. You can also copy these tables to tape. Mark the outbound transactions that have been processed by the translation software as processed. This prevents reprocessing. Copy the work files to the regular files and also mark them as successfully processed. You must use this option if you are using a translator software package that does not use Application Program Interface (API) to update the records that were processed. If you are using EDI/400 as the translator software, you do not need to use this option.
Automatic Payment Journal Review	Review, correct, and approve a batch of automated or electronic payments on AP Payment Batch Review (P0413C).
Post Payments to GL	Post a batch of automated or electronic payments to the general ledger. Optionally, you can select a prepayment processing option that automatically reviews and posts payments during the payment process.
Void Payment Entry	Void an accounts payable payment. If you void a payment, you can void any voucher you have paid. If you select Void Payment Entry, the system deletes unposted payments and unposted vouchers from the accounts payable ledger table. You can void or delete unposted automatic payments. If you select to void payment entry, the system voids posted payments and posted vouchers and creates the appropriate matching void documents.
Purge/Archive	Purge or archive the records that are marked as processed.

Application Tables Providing Data

When you run EDI Planning Schedule Edit/Create (R47061) for payment orders with remittances, the program extracts data from these application tables:

F04571
F04572
F04573

EDI Outbound Interface Tables

When you run EDI Planning Schedule Edit/Create (R47061) for payment orders with remittances, the program creates records in these EDI outbound interface files:

F47056
F470561
F470562
F470563
F47057

Setup Considerations

There are several setup considerations to be aware of:

Issue	Considerations
Setting up the Pre-Note Code field	When you set up a vendor in the address book, the default pre-note code for the vendor is P. When you transfer funds electronically, the system changes the code to blank. For the first payment, the system writes the payments for that vendor to the tape with a zero amount and prints a check with the correct amount. Subsequently, the system runs the electronic payment to tape with the correct amount. If you change the bank account code on Bank Account Cross Reference, the system resets the pre-note code to P. The next electronic transfer handles this vendor as a new vendor, unless you change the code to N or blank.
Setting up bank account information	The bank account that you are paying from must be set up on Bank Account Information. This is the source of the account numbers and the next document numbers.
Setting up the payee on the payment order	The payee on the payment order is determined by a processing option for pre-payment processing. If you enter 1 in this option, the system remits payments to any special payee that you have set up.
Defining the method of payment	The Description - 2 field on user-defined Codes (P0004A) for Payment Instrument (00/PY) lists the programs called to print the payment register and create the actual payments. You can define how the job should run by designating the payment instrument, such as a check, draft, or electronic funds transfer, when you create the bank tape table.