Troubleshooting Non-Currency Voucher Post Failure Errors or Issues Within EnterpriseOne Accounts Payable (P0411, P09801, R09801) (Non-Purchase Order Related)

Purpose

This document provides troubleshooting suggestions related to Non-Currency Voucher Post failure Errors or Issues within EnterpriseOne Accounts Payable. (Non-Purchase Order related).

Common Causes For Post Failure

• Power failure interruption
• Data corruption caused by code mofications, conversion from prior release or updating records via data utility such as SQL

Troubleshooting Steps

Successful Post Overview

There may be times when you have a Non-Purchase Order related Voucher batch (Type V) where the post process fails. This documents provides the most common scenarios where this occurs and troubleshooting suggestions on how to resolve these issues. This also can show you how to gather the documentation quickly for your Service Request where automation is active and the documentation is required for the Service Request to be assigned and troubleshooting to begin.

Correct (Good) Voucher Post Example.

F0411 Key Fields (Good Record Example BEFORE Post)

F0911 Key Fields (Good Record Example BEFORE Post)

Good Record Example After Voucher Posts to the General Ledger

F0411 Key Fields (Good Record Example AFTER Post)

F0911 Key Fields (Good Record Example AFTER Post)

Successful Post Summary

• When you create a voucher you update the A/P Ledger Table (F0411) AND G/L Ledger Table (F0911) before posting the batch. After you post the batch, the post code for the A/P Ledger, if successful, should appear as D and the G/L Ledger post code, if successful, should appear as P and a AE entry (hit to AP Trade Account) should be created with a post code of P as well.
• Reminder - Your AE entries are either created in detail or by batch depending on your offset method set in the constants. For currency you must post in "Detail" offset method due to the two ledger types being used.

Successful Post With Taxes Summary

• When you enter a voucher with sales tax, the system calculates the tax amount but does not create a separate entry to the general ledger. The sales tax appears only in the voucher record. For vouchers, the tax is part of the expense, so you do not need to enter the tax in a specific account.
• When you create a voucher with taxes, you update the A/P Ledger Table (F0411) AND G/L Ledger Table (F0911) BEFORE posting the batch. After you post the batch, the post code for the A/P Ledger, if successful, appears as D and the G/L Ledger post code, if successful, appears as P and a AE entry (to AP Trade Account) is created with a post code of P as well. With processing option set in the post UBE R09801, you update the tax table (F0018).

Successful Post Vouchers - Vouchers Are Paid Summary

• All information above is the same except the Open Amount field is zero and Pay Status Field will show as P (Paid).
• If you have paid the vouchers, you have payment records in the A/P Payment Header Table - Payment Information (F0413) and in the A/P Payment Detail Table - Voucher details (F0414) only BEFORE the payment is posted. After the payment is successfully posted, the data in the F0413 and F0414 post code are set to D (posted) and then the General Ledger (F0911) payment record(s) are created along with a AE to Accounts Paybale trade with post codes of P (posted).

Caution: Please Read This Important Disclaimer!

G/L Date Warnings and Errors

When you enter a transaction, the system validates the G/L date against the open period in the company constants. If you enter a transaction with a G/L date that is not in the current or next accounting period, you get a warning or an error message. The following table lists the warning and error messages that the system returns when you enter a transaction outside of the two-period window.

Out Of Balance Post Failure Scenarios

Scenario 1: We Receive "Out Total or Amount Out Of Balance" Post Failure Error, why? (A/P Ledger (F0411) Out Of Balance To F0911)

First complete the data browser query instructions listed at the beginning of this troubleshooting document. Next, review your excel sheet to compare your F0411 to your F0911 tabes for the batch in question.

A/P Ledger (F0411) and General Ledger (F0911) Key fields To Review:

In this Post Failure example above, this is the issue:

• Comparing F0411 voucher document 156 Gross & Open Amount shows as 1,250.00 where the F0911 document number 156 shows Amount as 1,200.00 so the total is out of balance by 50.00, causing the post to stop processing and fail. This must be corrected before posting again.
• Post failure results:
• The F0911 did not get posted and no AE was created in the F0911 for this voucher and it set the F0411 post code to failure status of P.
• Repeat this same comparison above for every voucher document number in the batch to see if others have the same issues or not.
• Once you gather all the voucher document(s) that need corrections:
• Use Standard Voucher Entry (P0411) to make the corrections (amount adjustment)or
• Use a database utility to make the corrections:
• Update the table with the incorrect amount
• Update the failed post code(s) in the F0411 from P to blank (space value not NULL)
• Approve the batch header
• Attempt to post.

Scenario 2: We receive "G/L Date Out Of Balance" Post Failure Error, why? (A/P Ledger (F0411) GL Date Out Of Balance To General Ledger (F0911)

First complete the data browser query instructions listed at the beginning of this troubleshooting document. Next, review your excel sheet to compare your F0411 to your F0911 tables for the batch in question.

A/P Ledger (F0411) and General Ledger (F0911) Key fields To Review:

In this Post Failure example above, these are the issues:

• Comparing F0411 voucher document 156 GL Date of 2/19/14 to F0911 document number 156 the GL Date shows as 2/18/14 so there is an GL Date out of balance which is causing the post to fail. This must be fixed.
  • Reminder - If GL Dates are out of balance be sure to review the Fiscal Year, Century and Period fields as well. They MUST match between tables.
• Post failure results:
• The F0911 did not get posted and no AE was created in the F0911 for this voucher and it set the F0411 post code to failure status of P.
• Repeat this same comparison above for every voucher document number in the batch to see if others have the same issues or not.
• Once you gather all the voucher document(s) that need corrections:
• Use a database utility to make the corrections:
• Update the table with the incorrect GL Date, fiscal year, period and century
• Update the failed post code(s) in the F0411 from P to blank (space value not NULL)
• Approve the batch header
• Attempt to post.

Scenario 3: Our batch fails to post with a blank post edit report or "F0911 Entries Do Not Exist" Error, why? (GL Posted Sucessfully A/P Ledger Post Failed)

In post failure example above, this is the issue:

• Comparing F0411 and F0911 document 156 amounts are in balance as 1,250.00. The F0911 does have the AE hit to trade account and this record is also posted successfully. The only issue is the F0411 post code is at P for failure. Power failure interrupted the completion of the post.
• Post failure results:
• The F0411 did not finish the post process and has set the post code (POST) to a failure code of P.
• Repeat this same comparison above for every voucher document number in the batch to see if others have the same issues or not.
• Once you gather all the voucher document(s) that need corrections:
• If all are in balance and the AE entries are all created and the only issue is the F0411 post code are set to P for failure use a database utility to make this correction:
• Update the failed post code(s) in the F0411 from P to D Posted status.
• Updated the batch header (F0011) and set the batch status to Posted status as well.

Scenario 4: We receive "Tax Amount Out Of Balance" Post Failure Error, why? (A/P Ledger (F0411) Total With Tax Out Of Balance To F0911)

First complete the databrowser query instructions listed at the beginning of this troubleshooting document. Next, review your excel sheet to compare your F0411 to your F0911 tabes for the batch in question.

A/P Ledger (F0411) and General Ledger (F0911) Key fields To Review:

In this post failure example above, this is the issue:

• Comparing F0411 voucher document for160 Gross & Open Amount shows as 1,100.00; where the F0911 document number 160 shows the Amount as 1,000.00. So the total is out of balance by the tax of 100.00, causing the post to stop processing and fail. This must be corrected before posting again.
• Post failure results:
• The F0911 did not get posted and no AE was created in the F0911 for this voucher and it set the F0411 post code to failure status of P.
• Repeat this same comparison above for every voucher document number in the batch to see if others have the same issues or not.
• Once you gather all the voucher document(s) that need corrections:
• Use Standard Voucher Entry (P0411) to make the corrections (amount adjustment)or
• Use a database utility to make the corrections:
• Update the table with the correct amount
• Update the failed post code(s) in the F0411 from P to blank (space value not NULL)
• Approve the batch header
• Attempt to post.

Scenario 5: Voucher Batch (V) with Taxes Has A/P Ledger (F0411) GL Date Out Of Balance To General Ledger (F0911)

First complete the databrowser query instructions listed at the beginning of this troubleshooting document. Next, review your excel sheet to compare your F0411 to your F0911 tabes for the batch in question.

A/P Ledger (F0411) and General Ledger (F0911) Key fields To Review:

In this Post Failure example above, these are the issues:

• Comparing F0411 voucher document 160 GL Date of 2/19/14 to F0911 document number 160 the GL Date shows as 2/18/14. There is a, GL Date out of balance which is causing the post to fail. This must be fixed.
  • Reminder - If GL Dates are out of balance, be sure to review the Fiscal Year, Century and Period fields as well. They MUST match between tables.
• Post failure results:
• The F0911 did not get posted and no AE was created in the F0911 for this voucher and it set the F0411 post code to failure status of P.
• Repeat this same comparison above for every voucher document number in the batch to see if others have the same issues or not.
• Once you gather all the voucher document(s) that need corrections:
• Use a database utility to make the corrections:
• Update the table with the incorrect GL Date, fiscal year, period and century
• Update the failed post code(s) in the F0411 from P to blank (space value not NULL)
• Approve the batch header
• Attempt to post.

Scenario 6: We receive "Amount Out Of Balance" Post Failure Error on Paid Voucher(s), how can we fix this issue?

If scenarios 1 through 5 show the Vouchers as paid, you will not be able to delete the Vouchers. The key factor will be what total was paid for the Voucher(s). This will determine how you can fix the failed Voucher Batch post.

• Option 1:
  • If payment totals are correct, you will follow the same solution listed in each scenario above to correct the totals in the table that has the incorrect amount
  • Update the failed post code(s) in the F0411 from P to blank (space value not NULL)
  • Approve the voucher batch header (P0011)
  • Attempt to post
• Option 2:
• If the paid total is incorrect, follow all the steps in option 1 above then go to the next steps:
• Void the payment, post the void with a current GL Date.
• Create replacement manual payment to account for the total that was mailed to and cashed by the client, and post.
• If the payment was less the voucher should have a remaining total on the voucher, you can enter in a debit voucher to offset this total if necessary.

Scenario 7: Voucher Batch Type (V) Shows A/P Ledger (F0411) with post code = D (posted), however, General Ledger (F0911) post is blank and no AE entries (A/P trade), and unable to post, why?

• Important! Confirm General Ledger is truly not posted.

1. Query General Ledger (F0911) by batch number only, confirm GLPOST is blank and no AE document types exist. If true, go to next step.
2. This means the batch never truly posted, so you will need to SQL the F0411 post codes to blank (space value not NULL value).
3. Approve the Batch Header
4. Ensure you are in the same period for both G/L and A/P (may have to do this after hours if needed)
5. Post the batch.

Frequently Asked Voucher Post Questions

Question 1: What are the different ways to post Vouchers?

Answer 1: There are several different ways to post a voucher batch, including:

• Post by Version:
1. From the Work With Batches (P0011) form.
2. Choose the Post by Version option from the Form menu.
3. On the Work With Batch Versions - Available Versions (P98305W) form, select the desired version of the General Ledger Post (R09801) program.
4. Use Data Selection to narrow down the processing of this UBE.
• Advantages of this method are:
• The program posts all of the approved batches at one time unless you use data selection to specify a batch, specific batches, or a range of batches.
• You can post by version locally or on a server.
• Post by Batch:
1. From the Work With Batches (P0011) form, highlight one or more voucher batches.
2. Choose the Post by Batch option from the Row exit.
3. The program selects the version to run that corresponds to the batch type and uses the data selection set up for the version.
• Advantage and Disadvantage of this method:
• Data selection occurs automatically.
• You can post by batch on a server only.
• Subsystem Post:
1. From the Work With Batches (P0011) form, highlight one or more voucher batches.
2. Choose the Subsystem G/L Post option from the Row exit.
3. The program sends the data selection to a subsystem table.
• Advantages of this method are:
• Data selection occurs automatically, and system resources can be better utilized. For example, the system administrator might hold batches in the subsystem and run them at night when system resources are more readily available.

Question 2: Why does the General Ledger Post (R09801) fail to create reversing entries for Vouchers with a reverse journal model?

Answer 2: Reverse entries are only valid for stand alone journal entries. Reversals are not allowed for vouchers or invoices.

Question 3: No intercompany entries are created for a Voucher with two pay items each having a corresponding GL record, one of which is for the voucher company and another to a different company, why?

Answer 3: The purpose of intercompany settlements is to keep companies in balance when they interact with each other. When multiple companies are involved in a single transaction, but remain in balance, there is no need for intercompany entries. As the General Ledger Post (R09801) processes transactions from the General Ledger (F0911) into the Account Balances (F0902), it determines if there are multiple companies involved in a single transaction and if any of those companies are out of balance. If they are out of balance, it creates intercompany settlements.

Workaround - How to create a missing intercompany transaction:

The steps to add missing intecompany transaction are as follows:

1. During off peak hours in GL constants : TURN OFF the Inter company settlements- ' N ' No Intercompany Transactions
2. During off peak hours when no one is posting batches go to menu G09411 (Organization Account Setup menu) select Revise Single Account (F0901). Inquire on the appropriate company's Accounts Payable Intercompany Settlements account. Temporarily remove the M (machine generated
3. transactions only) from the Posting Edit field. This will allow the posting of the manual entry.
4. On the Journal Entry, Reports, Inquiries menu (G0911), select Journal Entry (P0911). Click the Add button.
5. Create the journal entry by populating these fields:
   • Document Type (DCT) - AE
   • Document Number (DOC) - Original batch number (if posting in summary) or original document number (if posting in detail)
   • Document Company (KCO) - Company number used on the records in the batch
   • GL Date (DGJ) - Original GL date of the batch. If the offset method in the Account Payable or Accounts Receivable Constants is B (one offset per batch), then use the last date of that period. If the offset method is Y (one offset per record), then use the GL date of the corresponding record.
   • Verify that this GL period is open or that the (allow PBCO posting) field in the GL constants (P0000) is checked so the record can be posted.
   • Account Number (ANI) - Appropriate Inter company account
   • Amount (AA) - Amount for the missing AE. Refer to the General Journal by Batch report (R09301) to determine if it needs to be a debit or credit.
6. Post the batch and verify that the entry is correct by reviewing the General Ledger Post Report (R09801).
7. On the Organization Account Setup menu (G09411), select Revise Single Account (F0901). Inquire on the appropriate company's Accounts Payable Intercompany Settlements account. Enter M (machine generated transactions only) in the Posting Edit field and change Intercompany settlements to on in GL CONSTANTS.
8. To add the new entry to the original batch, use a database tool, such as SQL, to change these General Ledger (F0911) fields:
9. If the new AE is for a void entry and/or if another AE exists, change this new AE's Journal Entry Line Number (JELN) to a unique number.
10. Change Batch Number (ICU) to the original batch number and GLDATE.
11. Change Batch Type (ICUT) from G to the appropriate batch type (V for a voucher batch, IB for an invoice batch, etc.).
12. Run the General Journal by Batch report for the original batch number again to confirm the batch contains the new AE and that the batch is in balance.