Enter pre-posting, Match Receipt

Explanation

This activity is used in case you want to overrule the general rules of posting control and, for example, define specific code part values to be used when postings are created for a special purchase order. In this case, you must manually define the requested code part values by entering them as a Pre-Posting connected to the purchase order, or in a later step when matching a supplier invoice with purchase order lines. The code part values that you enter as Pre-Posting will then affect several postings created for this purchase order. One example is a purchase order where you want all the purchasing cost postings to charge a specific cost center.

When a financial transaction takes place in the system, the postings connected to it can be created by predefined posting types and rules defined in IFS/Accounting Rules. In this case, you do not have to post anything manually as long as you have defined your rules correctly.

For a system event, to match a supplier invoice to a purchase order, for example, there are some connected postings that are not (never) affected by a defined Pre-Posting. Postings that will be affected by the Pre-Posting are generally postings concerned with expenses, revenues, and WIP. In Business Event/Posting Info, you can see whether or not a posting type for a specific system event is affected by the Pre-Posting on the purchase order.

Basic financial data and setting up rules for IFS Applications are managed in the IFS/Accounting Rules. Besides the regular rules, you can define whether or not to use the Pre-Posting functionality, and how to use it. In this case, this is done by defining the specific posting type that handles Pre-Posting for purchase orders. You must separately define for each code part if it is possible to enter Pre-Posting.

If you try to enter a Pre-Posting that was not defined in IFS/Accounting Rules, you will receive a message that says; Pre-posting is not registered for this order type in the posting control. Initiate the Pre-Posting function in Accounting Rules/Posting Rules/Posting Control Navigator. Indicate the appropriate posting type for the code parts you intend to enter or change. It is also possible to change an existing Pre-Posting.

The same cost distribution activity can be performed while entering a supplier invoice and matching it with one or several received purchase order lines, by right-clicking and then clicking Pre Posting. Here you can add or change the Pre-Posting for these lines.

Prerequisites

• In Accounting Rules/Posting Rules/Posting Control Navigator, you must define which code parts are affected by Pre-Posting. There are specific posting types that manages Pre-Posting for a specific type of order in the system, e.g., a purchase order. Add the posting type M101, pre-accounting purchase order header. Also, specify a control type using List of Values.
• Either a supplier invoice must be entered or the basic information on the Manual Supplier Invoice window must be entered and saved.

System Effects

If Pre-Posting for purchase orders is defined for one or more code parts, it is possible to define exactly which code part values are to be included in several posting lines to be created for a specific purchase order. A record will be created, either in the purchase order header history or the line history, to indicate that Pre-Posting was changed. However, there are some posting lines created for a purchase order that will never be affected by a defined Pre-Posting. These postings are always created according to what is defined in posting control for the actual posting type. The postings that will be affected by Pre-Posting are generally postings concerning expenses, revenues, and WIP.

Window

Purchase Order
Posting Control Navigator
Manual Supplier Invoice

Related Window Descriptions

Purchase Order
Post from Purchase Order
Pre-Posting
Pre-Posting/Distribution
Manual Supplier Invoice

Procedure

Initiate Pre-Posting for different code parts in IFS/Accounting Rules.

1. Open the Posting Control Navigator window and add a new record. .
2. Enter a requested posting type that manages Pre-Posting for purchase orders or use the List of Values.
3. Enter the code part for which you want to use Pre-Posting or use the List of Values.
4. Enter the appropriate control type or use the List of Values. You have the option to indicate a default value for the control type.
5. Save when completed.

Enter pre-posting.

1. Open the Manual Supplier Invoice window and register a new invoice. 
2. Right-click the upper part of the window and then click Match PO Receipts.
3. The Post from Purchase Order dialog box will be displayed. If no purchase order number is entered, query for the purchase part.
4. Select the line for which you want to enter the pre-posting. Right-click and then click Pre-Posting.
5. Click the Pre-Posting dialog box.
6. Use the list in the Code Part field to indicate the code part values.
7. Click OK in both the Post from Purchase Order dialog boxes.