GL Journal and AP Invoice Reversal

Transcription

1 GL Journal and AP Invoice Reversal (DA1176) Further Information Click below to view your selection of in-depth information for this project: Benefits Statement... 1 Legal, Fiscal and any Standards Considerations... 1 Overview... 2 Technical Data... 4 Implementation - Existing Sites And/Or Existing Data... 5 Licensing... 5 System Keys... 5 Data Dictionary Changes... 5 Options... 5 Forms Changes... 5 Suspended Fields... 5 Conversions... 5 Definition of Terms... 5 Implementation - New Line 500/Sage 1000 Installations With New Data... 6 Licensing... 6 System Keys... 6 Options... 6 Suspended Fields... 6 Definition of Terms... 6 System Keys... 7 Data Dictionary Changes... 7 General Ledger... 7 Accounts Payable... 7 Benefits Statement Where a General Ledger journal or supplier invoice has been posted in error, this functionality will provide a quick and reliable method of creating the correcting transaction, thus saving time and reducing errors. Legal, Fiscal and any Standards Considerations The new transactions will be posted via the normal transaction posting mechanisms and will therefore be fully auditable. No updates will be made to the original transactions. Sage (UK) Limited, All rights reserved. Page 1

2 Overview This project provides a straightforward procedure to create reversing transactions for posted General Ledger journals and supplier invoices. This is in the form of a new General Ledger journal or Accounts Payable Credit Note transaction. If any exchange rates are needed they are copied from the original transaction. The original transaction is not amended in any way. General Ledger General Ledger Transactions (Manager) is a new enquiry option that allows you to generate reversal journals. The F4-Reverse action is available when viewing the exploded view of a full journal. This can be accessed by: Entering the journal number as the Transaction Reference. If your system is set up to use General Ledger Document Headers (DA1169), enter the document number. Find one of the posting lines that form part of the journal, and using the F8-Explode action to see the full posting. When a journal has been selected for reversal you are offered three choices of action: To create the reversal journal immediately. You can open the new journal via the option Journal Entry so that it can be reviewed before it is posted. To create and post the reversal journal immediately. To abandon the reversal. The journal description is set to include the text "Reversal nnnnnnnnnn" where nnnnnnnnnn is the original journal number. The description is copied down to line level, regardless of the setting of system key NLCOPYJDSC. Accounts Payable Accounts Payable Transactions (Manager) is a new option that allows you to create Credit Note transactions to reverse invoice postings. If the invoice has been partially or fully matched, system key PLCPYMAT controls whether reversal is prevented or a warning is displayed. When an invoice has been selected for reversal you are offered three choices of action: To create the credit note and immediately open it in the Invoices entry option so that it can be reviewed. To create and post the credit note immediately. To abandon the reversal. The credit note's second reference is determined by the system keys PLNLREF and PLREVPRE. The credit note number is set to the original invoice number with the suffix /R, or the first 8 characters of the invoice number with the suffix /R (where the original invoice number is more than 8 characters). The description posted to the General Ledger posting code(s) for the credit note transaction is determined by the system key PLREVNARR. Notes: General Ledger journals can be reversed more than once, Accounts Payable invoices can only be reversed once. Only journals relating to the current year can be reversed. Only invoices entered in the current period can be reversed. Sage (UK) Limited, All rights reserved. Page 2

3 Unposted invoices or Phase 1 posted registered invoices cannot be reversed. It is strongly recommended that Project Accounting remapping journals are not reversed, because the associated Project Status changes will not be reversed. When reversing an Accounts Payable invoice that was entered as a Purchase Order Processing invoice any Purchase Order matching that has taken place will not be reversed nor will any updates be made to any audit trails in Purchase Order Processing. Revaluation journals should not be reversed, if they have the default journal description from message nl, revaluation_control, revalued_head_desc (e.g. "Revaluation" and the date) reversal will be prevented otherwise you will have to be vigilant. If your system is set up to use Fixed Asset Integration with Accounts Payable (DA0237) a warning will be displayed if an asset template has been created. The asset created will have to be removed separately, so it is strongly recommended that you do not reverse such invoices if depreciation calculations have already been made. You are also advised not to reverse an invoice if you have already run the depreciation calculations. You can, if required, define a standard batch number for reverse invoices if you run a multi-company Accounts Payable, by setting system key PLREVBATCH. If you use Inter-Entity Accounting it will not be possible to reverse Inter Entity journals. Sage (UK) Limited, All rights reserved. Page 3

4 Technical Data *You must read the Implementation section before attempting to install this project* This section details important information relating to the installation of this project. If you require any further assistance please contact Customer Support. The following technical data is available for this project: Implementation - Existing Sites And/Or Existing Data Implementation - New Line 500/Sage 1000 Installations With New Data System Keys Data Dictionary Changes Sage (UK) Limited, All rights reserved. Page 4

5 Implementation - Existing Sites And/Or Existing Data Licensing Project DA1176 (GL Journal and AP Invoice Reversal) must be licensed for it to become available. System Keys The system keys listed in the System Keys section need to be set up as described. Data Dictionary Changes The additional data required for this project is stored in new tables which are detailed in Data Dictionary Changes. The files can be created by running the Create New Project Files application and specifying a project code of DA1176. Options The following options have been added: Module Option Description Command Menu nl nl_trans_enq_man Transactions (Manager) nltenq M pl pl_open_item_enq_m Transactions (Manager) plenq M Forms Changes The following forms have been added with unsuspended fields: Module Application Form nl transaction_enquiry reverse reversed_journal rev_log pl open_item_enquiry reverse reverse_batch rev_log Suspended Fields Conversions Definition of Terms Sage (UK) Limited, All rights reserved. Page 5

6 Implementation - New Line 500/Sage 1000 Installations With New Data Licensing Project DA1176 (GL Journal and AP Invoice Reversal) must be licensed for it to become available. System Keys The system keys listed in the System Keys section need to be set up as described. Options Suspended Fields Definition of Terms Sage (UK) Limited, All rights reserved. Page 6

7 System Keys Description Value Used By PLCPYMAT PLREVBATCH PLREVPRE PLREVNARR Determines the action if a user attempts to reverse a matched or partially matched AP invoice. Determines the batch number for reverse invoices. This system key is only applicable if running a multi-company Accounts Payable, i.e. system key PLMULTCOMP is set to YES. The value will be used as a prefix for the second reference on a reverse invoice. Determines the narrative code population method for reverse invoices. WARN - Warning issued. PREVENT - Reversal prevented (the default) SAME - Use the same batch number as the batch containing the invoice being reversed. XXX, where X is any character - Append the defined characters to the company code. For example, if a reverse invoice is posted in a batch for company A and PLREVBATCH=REV, the batch number containing the invoice being reversed will be PIAREV. Blank - The user is to be prompted for a reverse batch number (the batch prefix, i.e. the company code, must be the same as the prefix used in the original batch number). Any text is valid to a maximum of 10 characters but it is recommended that it be as short as possible. YES - Narratives will be populated with text "Credit invoice nnnnn" where nnnnn is the original invoice number or Our reference value (according to the setting of system key PLNLREF). NO - Narratives will be used from the original invoice transaction (the default) Data Dictionary Changes General Ledger GL Journal Reversal Extension (nl_jrn_register_r, nljregrvm) Column Type Array Key Reference Values Notes journal_number char (10) 1 reversed_status char (1) reversed_by char (10) journal_reversed char (10) reversed_times int posted_period char (2) posted_year char (2) reversed_period char (2) reversed_year char (2) Accounts Payable AP Invoice Reversal Extension (purchase_inv_rev, plinvrvm) Column Type Array Key Reference Values Notes batch char (6) 1 supplier char (8) 1 item char (10) 1 Sage (UK) Limited, All rights reserved. Page 7

8 Column Type Array Key Reference Values Notes page_no char (4) 1 reversed_status char (1) reversed_by char (10) invoice_reversed char (10) invoice_batch char (6) Sage (UK) Limited, All rights reserved. Page 8