How to drive multi-line Service PO’s to a single AP Trade/single bank account during a 3-way voucher match
A common scenario encountered at clients using multiple Companies is the desire to enter multi-line PO’s with each line referencing an expense account in a different Company. During vouchering, all the lines must hit a single AP Trade account. All the lines also need to go to the same default Bank account. Standard JDE setups typically spread the lines into different AP Trade and Bank accounts. Is there a way to force all the lines to go to the same AP Trade and Bank account? The answer is yes! To view the rest of this article, the system might ask you to sign-in or register. It’s free and you will get access to all articles on this blog.
Without any special setups, here’s how the accounting will work:
Enter a POPO Line 1 – Expense Account for Company 1 PO Line 2 – Expense Account for Company 2 PO Line 3 – Expense Account for Company 3
Enter a PO Receipt:Debit Expense account Company 1 (from Purchase Order) Debit Expense account Company 2 (from Purchase Order) Debit Expense account Company 3 (from Purchase Order) Credit RNV Company 1 (from Received Not Vouchered 4320 DMAAI) Debit Intercompany Company 1,2,3 Credit Intercompany Company 1,2,3
Enter a 3-way Voucher Match:Debit RNV Company 1 (from Received Not Vouchered 4320 DMAAI) Credit AP Trade account Company 1 (from PC AAI) Credit AP Trade account Company 2 (from PC AAI) Credit AP Trade account Company 3 (from PC AAI)
Enter a Payment:Debit AP Trade account Company 1 (from PC AAI)RNV Debit AP Trade account Company 2 (from PC AAI)RNV Debit AP Trade account Company 3 (from PC AAI)RNV Credit Disbursement account Company 1 Credit Disbursement account Company 2 Credit Disbursement account Company 3
The above logic works fine if you want transactions to hit each Company’s AP Trade and Bank accounts. But what if you want to override this logic? What if you want both AP Trade and bank to hit a single Company’s books? While the PO is used to record Expenses on the books of multiple Companies, the AP Trade and the default bank account need to be driven to a single company.
There are several methods available to implement this functionality. The easiest is a Processing Option change of P4314 – Voucher Match application. The default is likely set to blanks. If the value is set to ‘3’ as in the print screen below, the objective will be achieved:
Another method to consider is AAI changes. It should be considered only if the above method doesn’t fit the requirement. It involves modifying PC AAI’s via the use of G/L Class codes. Not as elegant a solution as above, and it involves user input during vouchering.