Troubleshooting Account Receivable Automatic Accounting Instruction AAI Errors (P0012, R09801)

Purpose

Use this document to locate and resolve common errors returned by the Account Receivable system regarding Automatic Accounting Instructions used in this system. The key to removing these errors is correct setup of the AAI Items and the accounts assoicated to them.

Troubleshooting Steps

Overview

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. Use this document to locate and troubleshoot common errors returned when entering invoices or receipts, or posting associated batches in Accounts Receivable. For complete information on the setup required for all Accounts Receivable AAIs, link to Overview and Set Up of Accounts Receivable Automatic Accounting Instructions (P0012).

AAI Errors

Errors when AAIs are Missing or Incorrectly Setup in the Automatic Accounting Instruction table (F0012)

Error 023T: AAI missing for a specific GL Offset

Error 2976: AAI for G/L Class Code Invalid

The system validates for AAI setup upon transaction entry as well as at the beginning of the post process (R09801). The G/L offset(s) used on the transaction(s) are reviewed and the system verifies that AAIs are setup to post the entries needed to balance. Therefore, this error can be returned when entering invoices or receipts, and can also appear in the work center when posting where a GL Offset is specified on the transactions in the batch. When the GL offset contains a specific value, such as XYZ, each AAI has a hierarchical sequence by which the system searches for an account number. For example, when searching for the AR Trade account to post to:

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

Depending on the type of transaction returning the error, different AAIs must be verified. Review the following AAIs for proper setup of AAI Item + G/L Offset (XXXX) according to the search hierarchy described above:

Default AAIs (invoices and receipts) setup with specific GL Offsets:

• • RCXXXX Default AR Trade Account - A/R Trade (holding) account. Contains Document Type AE transactions created by the GL Post (R09801). Set up RCXXXX default Company 00000 if all companies share the same account, otherwise set up for each company. Business Unit is optional.
  • RBXXXX Default Bank Account - The bank account is based on the company number entered on the receipt. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company. Whatever offset are set up for the RCxxxx AAI must also be set up for RBxxxx. For example if RCTRAD is set up, RBTRAD must also be set up. Business Unit is required.
  • RTXXXX A/R Taxes - Tax account for taxes when the invoice is posted to GL. For transactions with a specific G/L offset, the system uses RTXXXX (where XXXX = value in G/L Offset field of the Customer Master record (F03012) and entered in the Tax Rate/Area set up) is used depending on which Tax Explanation Code is used. Set up RTXXXX for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. VAT tax uses RTXXXX. Tax Explanation Code 'B' (combination of VAT and Use tax) uses both RT and RTXXXX. For this code, in the Tax Rate/Area setup, the first line is used for VAT, which requires a G/L Offset, and the second line is the Use tax, which ignores the G/L Offset field.

Error 023Q: AAI Missing

Error 031T: AAI Account Not Setup

The system validates for AAI setup upon transaction entry as well as at the beginning of the post process. The system returns this error when an AAI is not setup in Automatic Accounting Instructions. Therefore, this error can be returned when entering invoices or receipts, and can appear in the work center when posting invoices or receipts. Review the following AAIs, depending on the type of transaction and verify your setup is correct:

Default AAIs

The following AAIs are edited for during Accounts Receivable transaction entry and processing, including the post process:

• RC Default Trade Account
  A/R Trade (holding) account. Contains Document Type AE transactions created by the GL Post (R09801). Set up for default Company 00000 if all companies share the same account, otherwise set up for each company. Business Unit is optional.
• RB Default Bank Account
  The bank account is based on the company number entered on the receipt. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company. Whatever offset is set up for the RCxxxx AAI must also be set up for RBxxxx. For example if RCTRAD is set up, RBTRAD must also be set up. Business Unit is required.
• RKD Discount Taken/Lost
  Expense account for discounts taken and created when a receipt is posted. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is optional.
• RT A/R Taxes
  Tax account for taxes when the invoice is posted to GL. Either RT or RTyyyy (where yyyy = value in G/L Offset field of the Customer Master record (F03012) and entered in the Tax Rate/Area set up) is used depending on which Tax Explanation Code is used. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Use Tax uses RT. VAT tax uses RTyyyy. Tax Explanation Code 'B' (combination of VAT and Use tax) uses both RT and RTyyyy. For this code, in the Tax Rate/Area setup, the first line is used for VAT, which requires a G/L Offset, and the second line is the Use tax, which ignores the G/L Offset field.

Receipts Specific AAIs

The following AAIs can also be edited for during receipts processing and posting, specifically, depending on the receipts process being performed:

• RCUC Unapplied Cash Receipt
  Automatic offset account for unapplied receipts not specific to an invoice. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. If RCUC is not set up, RCxxxx is not used as the default, where xxxx is the G/L Offset. Instead an error will be issued. Business Unit is optional. If left blank, the BU from the customer's Address Book record is used.
• RCLC Logged Receipts
  Default asset account for automatic offsets when posting a receipt for a non-identified customer. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.
• RAxx Write-off Reason Code
  Expense account used for write-offs. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. The xx code must be set up in User Defined Code (UDC) table 03B/RC and represents the write-off reason, such as BD for bad debit. (Example: RABD is the AAI.). Business Unit is optional. If blank, the BU from the invoice that is being written off is used.

Delinquency Fee, Deductions, Drafts, and Netting Specific AAIs

• RFC and RFD Delinquency Fees
  RFC is used to recognize revenue and RFD is used to recognize receivables. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is optional.
• RN Deductions
  Suspense account for an unresolved deduction amount. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is optional. If blank, the BU of the customer on the invoice being deducted is used.
• RD1 through RD5 A/R Drafts - Draft processing
• RD1 = Draft Receivables
• RD2 = Drafts remitted
• RD3 = Drafts remitted for discount
• RD4 = Contingent Liability
• RD5 = Draft void/NSF (non-sufficient funds)
• Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.
• NC Netting
  Credit Reimbursement Account. Used when closing a credit invoice. Creates an open voucher in Accounts Payable. NC is the receipt that closes the invoice. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.

Intercompany Settlements AAIs

• ICCC or ICH Intercompany Settlements
  By hub and non-hub methods. For full details on the different intercompany settlement methods and required AAI setup, see Overview of Intercompany Settlement Methods (P0000).

Multi-currency and Alternate Currency Receipt AAIs (Only required in multi-currency environments)

If currency is on, the currency code will be evaluated.

Review the following AAI setup, depending on the type of receipt (multi-currency or alternate currency) being processed:

• RG and RL Multi-currency Gain/Loss
  Used to record realized gains/losses when invoices are paid.
• RG = gain
• RL = loss
• Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.
• RV and RW Multi currency Unrealized Gain/Loss
  Used when an invoice has not been paid to record unrealized gain/loss.
• RV = gain
• RW= loss
• Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.
• RRyyy Unrealized Gain/Loss Offset Account
  An offset used for unrealized gains/losses if different from the AR trade account. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.
• RY and RZ Alternate Currency Receipt Gain/Loss
  Used when paying an invoice in a third currency.
• RY= gain
• RZ=loss
• Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.
• R8 A/R Rounding Account
  Records rounding differences that can occur when more than one currency is involved in a transaction. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.
• R7 Alternate Currency Receipt Clearing Acct
  Required when paying an invoice in a third currency. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.

Error 1309: AAI Account Set Up Error on Multi-Currency Transactions

The system returns this error in a multi-currency environment when the account associated to an AAI is not setup correctly. If the account is a monetary account, the account currency code must be the same as the transaction currency code. The currency code of the account's company must be equal to the base currency for the transaction. To resolve this error, either change the AAI to use a different account, or revise the currency codes involved in the transaction. This error will be returned for either or all of the companies involved if any of the multicurrency AAIs have a blank in their business unit fields. The multicurrency AAIs are the following:

• • RCyyyy or RCxxx: Default Trade Account
  • RByyyy or RBxxx: Default Bank Account
  • RKDxx: Discount Taken
  • RG and RL: Multi-currency Gain/Loss
  • RV and RW: Multi currency Unrealized Gain/Loss
  • RRyyy: Unrealized Gain/Loss Offset Account
  • RY and RZ: Alternate Currency Receipt Gain/Loss
  • R8: A/R Rounding Account
  • R7: Alternate Currency Receipt Clearing Acct

Note: The RC and RB AAIs are included in this list, because, although not technically multicurrency AAIs, the business unit is mandatory for these as well.

Error 0237: AAI Not Found

This error is returned when the AAI account number is not set up in the AAI file for either the discount taken, discount lost, or adjustment reason.

The accounts being validated are:
AR Adjustment Reason = RA + adjustment reason :

• • RAxx Write-off Reason Code
    Expense account used for write-offs. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. The xx code must be set up in User Defined Code (UDC) table 03B/RC and represents the write-off reason, such as BD for bad debit. (Example: RABD is the AAI.). Business Unit is optional. If blank, the BU from the invoice that is being written off is used.

AR Discount Taken/Lost = RKD

• • RKD Discount Taken/Lost
    Expense account for discounts taken and created when a receipt is posted. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is optional.

VAT Tax Account = RT + G/L Offset:

• • RTXXXX A/R Taxes

Tax account for taxes when the invoice is posted to GL. For transactions with a specific G/L offset, the system uses RTXXXX (where XXXX = value in G/L Offset field of the Customer Master record (F03012) and entered in the Tax Rate/Area set up) is used depending on which Tax Explanation Code is used. Set up RTXXXX for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. VAT tax uses RTXXXX. Tax Explanation Code 'B' (combination of VAT and Use tax) uses both RT and RTXXXX. For this code, in the Tax Rate/Area setup, the first line is used for VAT, which requires a G/L Offset, and the second line is the Use tax, which ignores the G/L Offset field.

Error 2507: AAI Invalid - Use Reference Pgm (F2)

The system will return this error when entering invoices or receipts and the AAI used to determine the journal entry account number either does not exist or specifies an invalid account number. When this error is returned, you can display the invalid AAIs that caused this error by using the "Referenced Program" facility. Enter the error ID (2507) in the Reference # field and press function key 2 (F2). Once the missing AAI item is identified, refer to Overview and Setup of Accounts Receivable (P0000, P0011, P0002, P0004A, P0012) for setup of all AR AAIs to verify the correct setup.

Error 2978: AAI for Bank Account Invalid

The system validates for AAI setup upon transaction entry as well as at the beginning of the post process (R09801). The system returns this error when the Bank Account (item RB) AAI is not setup. Therefore, this error can be returned when entering receipts, and can appear in the work center when posting receipts.

• RB Default Bank Account
  The bank account is based on the company number entered on the receipt. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company. Whatever offset is set up for the RCxxxx AAI must also be set up for RBxxxx. For example if RCTRAD is set up, RBTRAD must also be set up. Business Unit is required.

Error 087C: Alt. Currency Gain/Loss AAIs Invalid

The Automatic Accounting Instructions (AAIs) used to determine the journal entry account numbers for the Gain/Loss for Alternate Currency Receipts (paying an invoice in a third currency) do not exist. Verify the missing AAIs:

• RY and RZ Alternate Currency Receipt Gain/Loss
  • RY= gain
  • RZ=loss
  • Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.

Error 1130: Currency Gain/Loss AAI Account Invalid

If you are using foreign currency accounting, an AAI for currency gains and losses, used to record realized gains and losses when invoices are paid, is not set up. Verify the following AAIs:

• RG and RL Multi-currency Gain/Loss
  • RG = gain
  • RL = loss
  • Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.

Error 2973: Gain/Loss and/or Discount AAIs Invalid

If you are using foreign currency accounting, AAIs for either currency gains and losses, used to record realized gains and losses when invoices are paid, or Discount Taken/Lost AAIs are not set up. Verify the following AAIs:

• RG and RL Multi-currency Gain/Loss
  • RG = gain
  • RL = loss
  • Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is required.

• RKD Discount Taken/Lost
  Expense account for discounts taken and created when a receipt is posted. Set up for default Company 00000 if all companies share the same account, otherwise set up for each company using a different account. Business Unit is optional.

Error 045K: InterCo Settlement AAI error

Error 4662: InterCo Settlement AAI error

Error 470K: InterCo Settlement AAI error

When the system returns any of these errors when you post invoice or receipts transactions, the intercompany settlements AAIs are not setup correctly.

• If the Intercompany Settlement method is set to '1', you must have an 'ICH' AAI for company '00000'.
• If the Intercompany Settlement method is set to '1' , '2', or '3' you must have an 'ICCC' AAI set up for all account companies.

For full details on correct setup, see Overview of Intercompany Settlement Methods (P0000).

Errors when Account Numbers Associated to AAIs are Not Setup in the Account Master Table (F0901)

Error 1964: AAI Account Number Invalid

Error 043C: Account Number &1 is Invalid

The system will return this error when entering invoices or receipts or posting batches when the account number specified for an AAI does not exist in the Account Master table (F0901). If posting a batch, verify the account listed in the work center screen is setup in the Review and Revise Accounts (P0901) program.

Error 2767: AAI Account Number Invalid - Use Ref Pgm

The system will return this error when the account number specified for an AAI used for the transaction does not exist in the Account Master table (F0901). You can display the invalid AAIs that caused this error by using "Referenced Program" facility. Type the error id (2767) in the Reference # field and press function key 2 (F2). Once you identify which AAI the program is using, you can add the account number associated to the AAI using Review and Revise Accounts (P0901).

Error 2979: AAI Account for Bank Account Invalid

The system will return this error when entering receipts or posting batches when the account number specified for the bank account (RB or RBxxxx, where xxxx=gl offset) AAI does not exist in the Account Master file (F0901). If posting a batch, verify the account listed in the work center screen is setup in the Review and Revise Accounts (P0901) program.

Error 2977: AAI Account for G/L Class Code Invalid

The system will return this error when entering invoices or receipts or posting batches when the account number specified for the AR Trade account (RC or RCxxxx where xxxx=gl offset) AAI does not exist in the Account Master file (F0901). If posting a batch, verify the account listed in the work center screen is setup in the Review and Revise Accounts (P0901) program.

Error 2975: AAI Account for Gain/Loss Invalid

The system will return this error when posting receipts batches when the account number specified for the Gain/Loss accounts (RG or RL) AAI does not exist in the Account Master file (F0901). If posting a batch, verify the account listed in the work center screen is setup in the Review and Revise Accounts (P0901) program.

Error 2972: AAI for Discount Account Invalid

Error 2974: AAI Account for Discount Invalid

Either of these errors can be returned by the system when the account number specified for the Discount Taken (RKD) AAI does not exist in the Account Master file (F0901). If posting a batch, verify the account listed in the work center screen is setup in the Review and Revise Accounts (P0901) program.

Error 085H: AAI Acct. for Alternate Currency Invalid

The system will return this error when the account number specified for the Alternate Currency Clearing account (R7) AAI does not exist or is designated as a monetary account in the Account Master file (F0901). If posting a batch, verify the account listed in the work center screen is setup in the Review and Revise Accounts (P0901) program.

Error 087B: AAI Account for Alt. Gain/Loss Invalid

The system will return this error when the account number specified for the Gain or Loss account for an Alternate Currency receipt (RY and/or RZ) AAI does not exist in the Account Master file (F0901). If posting a batch, verify the account listed in the work center screen is setup in the Review and Revise Accounts (P0901) program.

Other AAI Related Issues

The following are some frequently asked questions related to troubleshooting AAI setup.

Question 1: Why is the system using the Customer Master/Address Book Business Unit instead of the Invoice Business Unit for the account associated to an AAI when the AAI is not defined with a business unit.?

Answer 1: While entering the receipt details and when the 'OK' button is clicked in the receipt entry form, the system validates the AAI setup for the specified account through the business function B0000055 (F0012 Get AAI Account Number). To this function the variable VA frm_CustomerBusinessUnit_MCU is passed which is fetched from the customer master.
The system has to evaluate the business unit from the customer master only. This is because if an invoice is created for a customer the client can override the business unit for that invoice. For example, if 2 invoices are created with 2 different business units. And if a receipt is created and the same receipt is matched against with the above created 2 invoices. In that case, it is not possible for the system to map different business unit from two different invoices with a single receipt.
Also, if an invoice is created with multiple pay items, and if each of the pay item is assigned with different business unit, in that case while matching any receipt with that invoice it is not possible for the system to map the business unit correctly.
Due to this scenario, the system is designed in such a way that it has to take the business unit from the customer master and not from the invoice.
Work around: Set up your AAI per company and populate BU, do not leave it blank.

Question 2: When posting a batch, why do I get an error of "AE in Error – Posting Edit Code Does not Allow Entry" for a G/L account associated with an AAI?

Answer 2: Use Review and Revise Accounts (P0901) to check the Review the Posting Edit (PEC) for the AAIs involved. If you aren’t sure which AAI is the issue, link to the section above for information. The PEC value can be blank (allow all posting), but accounts associated to AAIs are recommended to have a PEC of M for Machine generated; this is to make sure these accounts are not used for other types of transactions or erroneous journal entries, which will cause out of balance integrity issues..

Question 3: Why is the post program not using the GL Offset defined on the customer master records for the R8 AAI?

Answer 3: The R8 AAI is not designed to be set up with a GL offset.