Accounts Receivable Foundation

Purpose
 Accounts Receivable Overview
Scope
Details
 Accounts Receivable Integrations
 Accounts Receivable Implementations
 Global Implementation Steps
 Accounts Receivable Implementation Steps
 Setting Up Accounts Receivable Constants (P0000)
 Setting System Constants
 Setting Company Constants
 Setting Up Enhanced Accounts Receivable Constants (P0000)
 Line of Business Processing
 Activating Line Of Business
 Date Effective Category Codes
 User Defined Codes (UDCs) (P0004A)
 Setting Up Accounts Receivable Next Numbers (P0002)
 Accounts Receivable Automatic Accounting Instructions (AAIs) (P0012)
 AAI Basic Overview Video Presentation (Video)
 Accounts Receivable AAI Search Sequence
 Set Up Accounts Receivable Automatic Accounting Instructions (P0012)

Purpose

Accounts Receivable Overview

An accounts receivable department plays an important role in managing the cash flow of a business:

The JD Edwards EnterpriseOne Accounts Receivable system from Oracle helps you manage the cash flow with the flexibility that you need for effective cash management. It provides real-time information so that you can make immediate decisions about extending credit, forwarding to collections, and applying cash.

With the JD Edwards EnterpriseOne Accounts Receivable system, you can streamline the day-to-day functions of the entire accounts receivable department. You can simplify and accelerate the process of applying receipts and you will have up-to-date information that improves communication between the billing and the credit and collections departments.

Scope

This document is intended for EnterpriseOne users who are setting up the Accounts Receivable module for use within their organization.

Details

Accounts Receivable Integrations

The JD Edwards EnterpriseOne Accounts Receivable system integrates with these EnterpriseOne systems:

The EnterpriseOne Accounts Receivable system works with other EnterpriseOne systems to ensure that all information is fully integrated into the general ledger and customer ledger.

Accounts Receivable Implementations

This section provides an overview of the steps that are required to implement the JD Edwards EnterpriseOne Accounts Receivable system.

In the planning phase of the implementation, take advantage of all JD Edwards EnterpriseOne sources of information, including the installation guides and troubleshooting information.

When determining which electronic software updates (ESUs) to install for JD Edwards EnterpriseOne Accounts Receivable, use the JD Edwards EnterpriseOne and World Change Assistant. Change Assistant is a Sun Microsystems, Inc. Java-based tool, which reduces the time required to search and download ESUs by 75 percent or more. It enables you to install multiple ESUs at one time. Refer to <Document 859978.1> Installing and Running Change Assistant.

Global Implementation Steps

There are a number of set up tasks which are shared across multiple EnterpriseOne Financial modules and further information is contained in the Implementation guides listed below:

  1. Set up companies, fiscal date patterns, and business units. See JD Edwards EnterpriseOne Application Fundamentals Implementation Guide.
  2. Set up accounts, and the chart of accounts. See Overview of the Chart of Accounts (P0901) and JD Edwards EnterpriseOne Application Fundamentals Implementation Guide.
  3. Set up the General Accounting constants. See Overview of General Accounting Constants (P0000).
  4. Set up multicurrency processing, including currency codes and exchange rates. See JD Edwards EnterpriseOne Multicurrency Processing Implementation Guide.
  5. Set up ledger type rules. See Overview of Ledger Types Setup (P0025).
  6. Enter address book records. See JD Edwards EnterpriseOne Address Book Implementation Guide.

The Implementation Guides are available here.

Accounts Receivable Implementation Steps

Before you use the JD Edwards EnterpriseOne Accounts Receivable system, you need to define information that the system uses during processing. For example, you must select whether to use line of business processing and date-effective category codes, whether you require management approval for posting transaction batches, how you want to define reason codes for write-offs, deductions, and chargebacks, and how you want to set up payment terms. The system setup for Accounts Receivable enables you to configure the system for your business needs and to set up default values that can save you time when processing transactions.

Within the Accounts Receivable module there are a number of initial system set up tasks required:

Feature

Set Up Task

Accounts Receivable Constants

Establish system basics, such as:

  • Whether the system verifies that the amount and number of documents in a batch of transactions balance to the totals that you enter separately.
  • Whether you require management approval of batches of transactions before posting.
  • Whether you want the system to create automatic offsets in batch or in detail.
  • The aging method, number of days, and time intervals for aging reports and online inquiries.
  • Whether you want the system to process delinquency notices and statements for customers.

Enhanced Accounts Receivable Constants

Specify whether to use line of business processing or date-effective category codes:

  • Line of business processing: If you do business with one customer that is differentiated by multiple lines of business, you can distinguish these customers by product, division, or geography.
  • Date-effective category codes: If you use category codes, this option enables you to assign effective dates to them.

User Defined Codes (UDC)

Define codes, such as document types and reason codes, that are appropriate for the business needs.

Next Numbers (NN)

Establish an automatic numbering system for documents.

Automatic Accounting Instructions (AAIs)

Set up AAIs that the system uses to identify the appropriate account numbers when it automatically creates journal entries for transactions. Define which accounts that the system updates for accounting purposes, such as offset, suspense, and default bank accounts.

Before using the Accounts Receivable module it is also necessary to set up:

Additionally you may also need to set up and/or review:

Setting Up Accounts Receivable Constants (P0000)

Constants provide a basic framework for how the EnterpriseOne Accounts Receivable system works, based on the business needs. When you set up Accounts Receivable constants, you set up controls for the entire system, as well as establish information by company (such as aging information). For example, you can specify whether management approval is required for posting invoices and receipts, and how the system generates automatic entries when accounts receivable batches are posted.

When setting up Accounts Receivable constants, you can specify whether to process accounts receivable by line of business and whether to use date-effective category codes using the Enhanced Accounts Receivable Constants. The system stores Accounts Receivable constants in the F0009 and F0010 tables.

NOTE:Do not change system constants after you set up the system. If you do make changes, you must be thoroughly familiar with the information because constants are central to the system processes. You should also ensure that only authorized personnel can access and maintain the constants.

Setting System Constants

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A/R Controls Section: These constants control the Accounts Receivable system for all companies. They are set up for company 00000 only, as the default company:

  1. From System Setup (P0000), select ‘Accounts Receivable Constants’.
  2. Click ‘Find’ and select ‘Company 00000’.
  3. Set the following fields to the desired value:
  4. Set the default Company Constant fields in the 'Cash Management' and 'Aging Information' sections to the desired value. See section below.
  5. Click ‘OK’.

Setting Company Constants

When you set up Accounts Receivable constants, you can designate cash management options and default aging information by company. The constants enable you to specify whether to print statements and delinquency notices, process automatic receipts, and use different aging categories and dates for collection purposes.

These are set up on Company 00000 as default values, which are then copied to all other companies that have been set up in the JD Edwards EnterpriseOne General Accounting system. At this point, the companies contain the default values from Company 00000. Therefore, you only need to revise the information for the companies that you want to be different from company 00000.

Although you establish default settings for the cash management options on a company basis, you can override those settings at the customer level when you set up customer information. Many Accounts Receivable reports and batch processes enable you to specify aging information in the processing options that override the default values in the constants.

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  1. From System Setup (P0000), select ‘Accounts Receivable Constants’.
  2. Click ‘Find’ and select your specific company, ‘Company 00001’ for example.
  3. The AR Controls field values are defaulted from those set up for Company 00000 and will be grayed out for all other companies.
  4. The following fields are defaulted from those set for Company 00000. If you wish to change these to a company specific value, make changes and click 'OK':

Setting Up Enhanced Accounts Receivable Constants (P0000)

You use the Enhanced Accounts Receivable Constants to specify whether to use line of business processing and date-effective category codes.

Line of Business Processing

Line of Business processing was designed to allow users to distinguish various Accounts Receivable needs of a customer for different departments, locations, products and divisions. When implemented, the user is able to process Accounts Receivable information such as credit limits, payment terms and default tax information for each customer by company. When using Line of Business processing, multiple Customer Master By Line Of Business (F03012) records are needed for a customer in order to assign different terms for different products and business obligations.

Example

Corporation XYZ (Customer Number 123) has branches in Delaware (Company 00001), California (Company 00002) and Florida (Company 00003) and each branch has unique Accounts Receivable processing needs. Corporation XYZ has established the need to utilize the Line of Business processing feature, therefore three separate Customer Master Records must be established in the F03012 for each of the branches. These records will be keyed to the same Address Book number (123), but with different company numbers. Corporation XYZ (Customer Number 123) is established once within the Address Book Master (F0101). With Line of Business enabled, Delaware is defined as Company 00001 in the F03012, California as Company 00002 in the F03012 and Florida as Company 00003. The branches’ unique identification is defined in the Customer Master (F03012).

Activating Line Of Business

The Line of Business feature is an Accounts Receivable Constant. The first step to enable this feature is to activate the Constant.

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  1. From System Set Up (P0000), select ‘Accounts Receivable Constants’.
  2. Click ‘Find’ to display available companies and select Company 00000.
  3. Take the ‘Enhanced A/R’ form exit. The following options appear:
  4. Select 'A/R- Line of Business' and click ‘OK'.

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NOTE: The Accounts Receivable Constants stored in General Constants (F0009) are cached information stored in both Database Caching and Service Cache. If you change settings for any of the constants, you must perform following steps in order for the changes to take effect:

For more details on how to reset Database Caching and Service Cache, refer to Frequently Asked Questions on Caching in EnterpriseOne.

In some instances, clearing the cache as mentioned above has not helped since F0009 is a bootstrap table and is cached with each call object kernel on the Enterprise Server. In such cases, it is advisable that the JDE services must be bounced for the Enterprise Server.

Further steps related to Line of Business Processing are documented in the Customer Master section of the Accounts Receivable Implementation guide for your release, available here.

NOTE: It is not recommended to turn the Line of Business flag on or off once you have started to use the system and Oracle Support is unable to support any issues arising from the changing of this value with existing live data. The Line of Business information is stored in the Customer Master Table (F03012), which is shared across multiple applications such as CSMS, Contract Billing, Service Billing and Sales Order Processing. Each of these applications refers to the Accounts Receivable Constants to determine which F03012 record (company 00000 or company specific) to use in creation of the F03B11, F03B112, F03B13, and F03B14 records. When choosing to utilize either OneWorld A/R or OneWorld A/R - Line of Business, it is recommended to make a decision regarding which feature is best suited for business needs and remain with that solution. This is because Line of Business processing is data sensitive and effects all records added by company with different default criteria, credit collection techniques, and reporting needs. Due to the complexities of this feature, some ramifications of its use may be unforeseeable.

Date Effective Category Codes

If you are using the Advanced Pricing system, you might want to select the Date Effective Category Code option on the Enhanced A/R Constants form. You use customer category codes in the Advanced Pricing system to specify the customer group and pricing to use for the customer base. By selecting this option, you can set up multiple sets of category codes for a single customer by effective date. This option enables the Advanced Pricing system to adjust the pricing based on the effective date for each customer group.

When you select the Date Effective Category Code option, the system displays Form menu options from the Customer Master (P03013) application that enable you to set up category codes with effective dates. If you do not select this option, the system hides these menus.

When you use date-effective category codes, you cannot enter category code values in the customer master record (F03012). Instead, you enter them in a date-effective category code record (F03012A) and run Update Effective Date Category Codes (R03012A) to update the customer record. See Activating Date Effective Category Codes. The Date Effective Category Code is an Accounts Receivable Constant. The first step to enable this feature is to activate the Constant.

NOTE: The Accounts Receivable Constants, stored in General Constants (F0009) is a cached table. See note above for clearing the cache for changes to take effect.

Further steps related to Date Effective Category Codes are documented in Activating Date Effective Category Codes

User Defined Codes (UDCs) (P0004A)

Many fields throughout JD Edwards EnterpriseOne systems accept only UDC values. When you enter an invoice, for example, a UDC specifies the document type of the invoice. The system does not accept values that are not defined in a UDC table. You can use the UDC tables to add and modify values to your business requirements. However some UDCs are hard-coded and some also contain a special handling code to direct the system to perform a specific function. These are generally marked as such in the UDC tables and should not be changed.

It is also possible in some UDC tables to set up a 'blank' value to be used as the default. In this way, users are not required to enter a value in the field linked to the UDC table, unless they wish to set up a value other than the default.

The following list contains the UDCs used in Accounts Receivables. These can be set up and reviewed using User Defined Codes (P0004A):

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Address Book Credit Message Codes (00/CM)

You can assign codes to notify you of a customer’s credit status (00/CM). These credit messages are used throughout all systems. Examples are:

Discount Reason Codes (00/DE)

You can assign a discount reason code during receipt or draft entry for tracking purposes or when you want to use multiple discount accounts. If you set up Automatic Accounting Instruction (AAI) item RKDxxx (where xxx is the reason code), the system uses the account that is associated with the AAI item. To track discounts by tax rate area, use discount reason codes that are the same as the tax rate area code. Examples of discount reason codes are:

NOTE: If you do not use discount reason codes, verify that blank is set up as a value for this UDC. Otherwise, the system returns an error when you enter a receipt or draft and grant a discount.

Document Type Codes (00/DT)

When you enter a transaction, the system assigns a document type, such as invoice or credit memo, based on the specified UDC. The document type, along with the document number and document company, constitute the link between transactions in the JD Edwards EnterpriseOne Accounts Receivable and the General Accounting systems. There are two types of documents that you set up in UDC table 00/DT for Accounts Receivable:

Invoice Document Type Codes (00/DT)

The invoice document type identifies the type of invoice. You must set up a code for each type of document that you use when you enter invoices. If the document type is hard-coded, you cannot assign other document types for that type of invoice. All invoice document types that are set up in UDC 00/DT should also be set up in UDC 00/DI. You set up default invoice and credit memo document types in the Invoice Entry MBF Processing Options program (P03B0011).

This table lists invoice document types and a description of each:

Document Type Description Use
RI Invoice The system assigns this document type when you enter an invoice.
RR Recurring Invoice The system assigns this hard-coded document type when you enter an invoice and specify the number of payments and frequency.
RM Credit Memo The system assigns this document type to the invoice when you issue a credit memo.
RB Chargeback Invoice The system creates an invoice with this hard-coded document type when you designate an invoice that has not been fully paid as a chargeback in the receipt system.
RF Delinquency Fee The system creates an invoice with this hard-coded document type when you generate delinquency fees. Delinquency fees are also known as finance charges.
RU Unapplied Receipt The system creates an invoice with this hard-coded document type when you enter receipts that are not applied against any invoices.
R1 A/R Draft

The system creates an invoice with this hard-coded document type when you enter drafts.

Receipt Document Type Codes (00/DT)

Receipt document types are also known as matching document types. They cannot exist by themselves. You must attach (or match) each to a corresponding original document, except for logged receipts. For example, a receipt is a matching document that must always have a corresponding invoice as the original document. All matching document types are hard-coded, and consequently additional 00/DT receipt document types cannot be added to the system.

Unlike invoice document type codes, receipt document type codes are set up only in UDC table 00/DT.

The system provides these codes to use for matching documents when you enter and post receipts:

Document Type Description Use
RC Receipt The system assigns this document type when a receipt is entered.
RO Void Receipt The system assigns this document type when a receipt is voided.
RS Spread Receipt The system assigns this document type when a credit memo is applied to an invoice on a zero amount receipt. This document type is not assigned when applying an unapplied receipt to an invoice.
RV Insufficient Funds Receipt The system assigns this document type when a customer has insufficient funds in the bank to pay the payment.
RU Unapplied Receipt The system assigns this document type to a receipt that is not applied to a specific invoice.
RL Logged Receipt The system assigns this document type to a receipt that is not associated with a customer or payor.
RR Rounding Record The system assigns this document type when a foreign currency receipt is either fully applied on the foreign side, but not fully applied on the domestic side, or fully unapplied on the foreign side but not fully unapplied on the domestic side due to rounding issues. This rounding record is at the receipt level and is not associated with any particular invoice pay item.

Invoice Document Type Codes (00/DI)

All invoice document types that are set up in Document Type Codes (00/DT) must also be set up in Invoice Document Type Codes (00/DI). The invoice document type identifies the type of invoice. You must set up a code for each type of document that you use when you enter invoices in UDC table 00/DI. If the document type is hard-coded, you cannot assign other document types for that type of invoice. See table for 00/DT for further examples of invoice document types.

Payment Status Codes (00/PS)

Payment status codes (00/PS) indicate whether an invoice is approved, pending, paid, and so on. You assign a payment status code if you need to change the status that the system has assigned. These payment status codes are hard-coded:

Payment Instrument Codes (00/PY)

Payment instrument codes (00/PY) specify various methods of payment. You can assign a payment instrument code to invoices to differentiate them for different types of processing. Examples of payment instruments used in the JD Edwards EnterpriseOne Accounts Receivable system include:

Credit Manager Codes (01/CR) and Collection Manager Codes (01/CM)

You can assign codes to specify who is responsible for updating and approving credit information, such as credit limits, and who is responsible for approving collections information, such as delinquency fees and notices. For the manager who is represented by this code to receive workflow messages, you must also specify the manager’s address book number in the Description 2 field.

NOTE:The Credit Manager UDC (01/CR) requires that you also set up blank as a value. You must enter some character in the Description 1 field, such as a period, to set up the code as blank.

Dun & Bradstreet Rating Codes (01/DB)

You can assign codes (01/DB) to identify the Dun & Bradstreet credit rating for customers. Examples are:

Language Preference Codes (01/LP)

You can assign codes (01/LP) to identify the language for invoices, statements, and so on. Examples are:

Experian Rating Codes (01/TR)

You can assign codes (01/TR) to specify the Experian credit ratings for customers. Examples are:

Aging Vocabulary Codes (03B/AG and H00/AG)

You can assign aging vocabulary codes (03B/AG and H00/AG) to specify the terminology on the A/R aging reports.

Examples for UDC 03B/AG include:

Examples for UDC H00/AG include:

Chargeback Reason Codes (03B/CB)

You must assign a chargeback reason code (03B/CB) to explain the reason for entering chargeback for the invoice. Examples are:

Collection Reason Codes (03B/CL)

You can assign collection reason codes (03B/CL) to explain why an invoice is delinquent. Examples are:

Deduction Reason Codes (03B/CR)

You must assign a deduction reason code (03B/CR) when you create a deduction to indicate the reason that you entered it. Examples are:

Paid Late Codes (03B/PL)

Paid late codes (03B/PL) indicate whether a customer pays an invoice on time or whether it is paid late. The system assigns this code to the Paid Late field (PDLT) in the Receipts Detail table (F03B14) when you run the Statistics History Update program (R03B16A). Values are:

Activity Priority Codes (03B/PR)

Activity priority codes (03B/PR) specify the sequence in which the system displays action items for credit and collection management purposes. The action item with the highest priority should be assigned priority '1'. These activity priority codes are hard-coded:

Write-Off Reason Codes (03B/RC)

When you write off a portion of an invoice, you must assign a reason code (03B/RC) to describe the adjustment to the invoice amount. The reason code that you assign corresponds to the AAI item RAxx (where xx is the reason code) that the system uses to locate the account that you want to debit. Examples are:

Enter '1'in the Special Handling field for each reason code for which you want to accumulate write-off amounts in the Minor Write-Off (MWO) field in the AR Statistical History (F03B16) and AR Statistical Summary (F03B16S) tables. If you leave the Special Handling field blank, the system accumulates the associated amounts in the Bad Debt (BDBT) field.

The system accumulates these write-off amounts when you run the Statistics History Update program (R03B16A).

Standard Receipt and Draft Type Input Codes (03B/RE)

Type input codes (03B/RE) indicate how receipts and drafts are applied to invoices. These examples are hard coded for standard receipts entry and the draft entry programs:

Speed Receipt Type Input Codes (03B/SA)

Speed receipt type input codes (03B/SA) specify the input method to use to enter receipts using the Speed Receipts Entry (P03B0001) method. These speed receipt type input codes are hard-coded:

Void/NSF Reason Code (03B/VR)

Void reason codes (03B/VR) indicate the reason for which a receipt is voided or designated as NSF. Examples are:

Setting Up Accounts Receivable Next Numbers (P0002)

When you create a document such as an invoice, a voucher, or a journal entry, you can assign a document number to uniquely identify the document or let the Next Numbers program (P0002) assign one. If you choose to manually assign a document number instead of using next numbers, you must enter the number during data entry. Next numbers is an automatic numbering utility. The Next Numbers program assigns numbers to documents using one or both of these:

Follow these rules when you work with next numbers:

You can have the system assign check digits for any set of standard next numbers. The check digit feature prevents errors that are caused by transposition during data entry. For example, activating check digits in the address book for suppliers prevents a voucher from being assigned to the wrong supplier if digits are transposed during voucher entry. Use check digits for next numbers only when a transposition error is likely to occur during data entry.

Next Numbers By System

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To access system next numbers, you can use fast path 'NN' or navigate to Next Numbers (P0002). Next select the system in which to set up next numbers, i.e. 03B for "Accounts Receivable", 04 for "Accounts Payable" or 09 for "General Ledger".

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  1. Next Number - Enter the number that the system will assign next. The system can use next numbers for voucher numbers, invoice numbers, journal entry numbers, address numbers, and so on. You must use the next number types that are already established (and located under the Use column) unless your company provides custom programming.
  2. Chk Dgt (check digit) - Select to specify that the system add a number to the end of each next number that is assigned. For example, if you are using check digits and the next number is 2, the system will add a check digit such as 7, making the last two numbers 27. The check digits option provides a method for increasing numbers randomly to prevent the assignment of transposed numbers. In this example, the system would never assign next number 72 with check digits activated.

Next Numbers by Company and Fiscal Year

The system can assign a unique set of next numbers to invoices and other documents for a specific company and fiscal year. This is helpful if your organization needs to have a consecutive document number for each company by fiscal year. This section lists a prerequisite and discusses how to:


Selecting a Method for Next Numbers by Company and Fiscal Year

Next Numbers by Company and Fiscal Year are controlled by the Next Number Constants. To access Next Number Constants, you can use fast path 'NN' or navigate to Next Numbers (P0002). Take the form exit 'NN Constants' and select the option to implement next numbers by company and fiscal year (method 1 or 2).

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NOTE: If method 1 or 2 is already selected on the Next Numbers Constants form and next numbers by company or document already exist, you must delete the next numbers before you can change the method. Changing the method and next number set up once a system is live may cause unexpected results and is not recommended.


Set Up Next Numbers by Company and Fiscal Year

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Once a method for Next Numbers by Company/Fiscal Year has been selected, you need to set up the next numbers (NN). To set up next numbers by company and fiscal year, take the form exit 'NN by Co/FY' from Work with Next Numbers (P0002). Enter document company in the header and click 'Find' to display any existing records. To add a new NN line, go to bottom of the grid and enter the following in the first blank line:

If a company record is not set up for a specific document type, the results vary, depending on the method selected on Next Numbers Constants, as follows:

Adding a Fiscal Year to an Existing Record
To add a fiscal year to a record that already exists for a company with no fiscal year defined, you must delete the existing record on the Next Numbers by Co/Fiscal Year form. Then add a new record for the company and include the fiscal year.

Removing a Fiscal year from an Existing Record
To remove a fiscal year from an existing record for a company and fiscal year, you must delete the existing record on the Next Numbers by Co/Fiscal Year form. Then add a new record for the company, but do not include the fiscal year.

Accounts Receivable Automatic Accounting Instructions (AAIs) (P0012)

Each time you enter a transaction for which the system creates journal entries, the system needs to locate the appropriate account numbers. It does this by reviewing the AAI table for codes that correspond to the transaction. For example, AAIs direct the system to the accounts receivable trade account to debit when you post invoices or the correct bank account to debit when you post receipts.

The name of an AAI item, such as RC, is hard-coded. AAI items for Accounts Receivable always start with the letter 'R'. For example, RC is the AAI item for the receivables class (trade) account, and RB is for the receivables bank account. Each AAI item has account codes consisting of a business unit (optional for some AAIs - see note below), an object, and optionally, a subsidiary, which are mapped to the chart of accounts.

Note - For a list of frequently asked questions regarding missing AAI errors refer to knowledge FAQ - Frequently Asked Questions about Accounts Receivable Setup (P0002, P0004A, P0012) for full details.

AR AAI Error Messages:

Review this section if you are experiencing any of these error messages listed below:

AAI_error_codes

Note: If you do not define a business unit in the AAI items RA, RC, RKD, RFC, and RFD, the system assigns the security business unit from the invoice. The security business unit, which is assigned to the customer Address Book record, is used as a default business unit when you enter invoices. If you do not assign a business unit to the AAI, the business unit from the invoice is concatenated with the object account of the AAI and is used as the account number. This process provides additional flexibility and enables specific accounts to be tracked by the business unit.

AAI Basic Overview Video Presentation (Video)

Refer to the attachment section at the end of this knowledge document to download a copy of video "AR AAI Basic Overview Video Presentation (11:48)".

Accounts Receivable AAI Search Sequence

Each AAI has a hierarchical sequence by which the system searches for an account number. If you are using multicurrency and enter a transaction in CAD for Co 00001 with a G/L offset INCO, the system searches for the A/R trade account (AAI RCxxxx) using the following sequence, where xxxx represents the currency and/or GL offset:

  1. The system searches for the AAI item RCCAD for Co 00001 to locate the A/R trade account.
  2. If the system cannot locate this AAI item, the system searches for item RCCAD for Co 00000.
  3. If the system cannot locate this AAI item, the system searches for item RCINCO for Co 00001.
  4. If the system cannot locate this AAI item, the system searches for item RCINCO for Co 00000.
  5. If the system cannot locate this AAI item, the system returns an error message that the AAI is missing. It will not search for RC for Co 00000.

The following examples show how the system searches for the account number for an A/R trade account when a G/L offset code is used and when the G/L offset code is not used.

Example 1:
Search Sequence for A/R Trade Account with G/L Offset. If you enter an invoice for company 00001 with a G/L offset TRAD, the system searches for the A/R trade account according to this hierarchical sequence:

  1. The system searches for AAI item RCTRAD for company 00001 to locate the A/R trade account.
  2. If the system cannot locate this AAI item, the system searches for item RCTRAD for company 00000.
  3. If the system cannot locate this AAI item, the system returns an error message that the AAI is missing. It will not search for RC for Co 00000.


Example 2:
Search Sequence for A/R Trade Account Without G/L Offset. If you enter an invoice for company 00001, but do not enter a G/L offset (the G/L Offset field is blank), the system searches for the A/R trade account according to this hierarchical sequence:

  1. The system searches for AAI item RC for company 00001 to locate the A/R trade account.
  2. If the system cannot locate this AAI item, the system searches for item RC for company 00000.
  3. If the system cannot locate this AAI item, the system returns an error message that the AAI is missing.

Set Up Accounts Receivable Automatic Accounting Instructions (P0012)

AAIs are set up in Work with Automatic Accounting Instructions (P0012). From here you can add individual AAIs, copy an existing one, or add multiple AAIs at once using the form exit 'Multiple AAIs'.

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Set up the following AAIs using P0012 for Company 00000 and company specific as required, using the account numbers set up in the Chart of Accounts (P0901).