Payables transfer to GL

                                         

After invoice and payment has been created and validated successfully it has to be transferred to General Ledger.

First of all, the invoice and payment has to be accounted which is done by running Create Accounting. Create Accounting can be run in 3 different modes:

• Draft
• Final
• Final Mode

Draft - The accounting is only created in Subledger tables and is not transferred to the General Ledger. Draft accounting can be recreated or altered.

Final - The accounting is created in Subledger tables and is not transferred to the General Ledger. Accounting created in final mode cannot be recreated or altered. Note that, the accounting entries in ‘Final” mode does not mean that it has finally been transferred to GL. In order to transfer all the entries from subledger table to GL ‘Transfer Journal Entries to GL program’ must be run.

Final Post - The accounting is created in Subledger tables and is also transferred and posted to the General Ledger tables. When you run create accounting in Final Mode but have not transferred them over to GL, and you run the Create Accounting program with Transfer to GL option, then the application does not pick up events that are already created in the final mode.

After you run create accounting for the particular Invoice, you will see the ‘Accounted’ box as YES:

In order to transfer the accounting entries to General Ledger, you need to run ‘Transfer Journal Entries to GL’ request and set the following parameters. The Transfer Journal Entries to GL program needs to be ran separately to transfer any accounting created online or created by a previous Create Accounting process that did not transfer the entries. (Final and Draft mode)

Note*: If accounting is created in error by any mode, the accounting is treated like draft accounting. It can be viewed, but it cannot be transferred. Any changes will need to be made to the transaction or journal line definition/rules to correct the accounting. Once the changes are made you can recreate the accounting in draft again, or final if the accounting is correct.

Based on the above statement, the following are possible causes of journal entries not transferred in R12:

• The accounting is created in Draft mode and cannot be transferred.
• The accounting is created in error and cannot be transferred.
• The accounting was created by Online Accounting with Final Mode.
• The accounting was created by the Create Accounting process with Transfer to General Ledger = No
• The Journal Import failed/had errors.  If the Journal Import spawned by the Transfer Journal Entries to GL program fails/has errors, ALL data included in the transfer and import is rolled back/not transferred.

Submit the Transfer Journal Entries to GL process to transfer any accounting that is created in Final mode, but not transferred.

Navigate:  Payables Responsibility > Other > Requests > Run > Select and Submit the Transfer Journal Entries to GL program with parameters to include the journal entries to be transferred.

Now search for your invoice> Go to Reports> View Accounting to see the accounting transactions:

Press to ‘View Journal Entry’ to see the accounting entries of the Invoice we created:

See the category, Journal Entry type, description of the Journal entry type. If you want to have more information, click on ‘Show additional Information’:

See the status of transfer to GL: YES

Now see the Journal created in General Ledger:

You can check the invoice number to see whether it has been transfered to GL or not:

select Transaction_number invoice_number, AH.GL_TRANSFER_STATUS_CODE, ah.*

from xla_transaction_entities te

,xla_ae_headers ah

where te.Transaction_number = :Transaction_number --Invoice_number or Check_number

and te.APPLICATION_ID IN (200,222)

AND ah.ENTITY_ID = te.ENTITY_ID

and AH.GL_TRANSFER_STATUS_CODE <> 'Y'