Solution ID: 200782126
Date Last Revised: 03/10/2006
Title: Item Ledger/Account Integrity
(R41543) Report
Abstract: The inventory balance fluctuates with manufacturing, purchasing, sales, and
inventory transactions. Any time this occurs a corresponding journal entry should reflect
the change in the general ledger inventory account. The Item Ledger/Account Integrity
(R41543) report will print discrepancies between the Item Ledger (F4111) and Account
Ledger (F0911) tables.
Table of Contents
Overview
Reviewing the Report
Report Logic
Set Up
Data Selection
Data Sequencing
User Defined Code Table 41/IN
Rule 1
Rule 2
Rule 3
Account Summarization in Manufacturing (Connecting F3106 and F0911)
Trouble Shooting
Overview
The Item Ledger/Account Integrity (R41543) report will print discrepancies between the
Item Ledger or Cardex (F4111) and the inventory entries in the Account Ledger (F0911)
tables. Based on the Item Ledger (F4111), the Item Ledger/Account Integrity (R41543)
report will use the current AAIs to determine which entry is for the Inventory account,
and will check to make sure that the amount is correct. For example, when checking the
entry corresponding to an Inventory Adjustment, the Item Ledger/Account Integrity
(R41543) report will find the entry for AAI 4122, and compares the amount in the Item
Ledger against the amount written in that G/L document for the target account.
For most transactions, there will be one record in the Account Ledger (F0911) file
corresponding to each record in the Item Ledger (F4111) file. If that is not the case, then
the document type that is setup in the 41/IN UDC table will be used. Please see the
section on the 41/IN UDC table for detail information on the rules.
It is NOT necessary to run the Item Ledger As Of Record Generation (R41542) report
before running the Item Ledger/Account Integrity (R41543) report.
Where Inventory entries are summarized, amounts are added together for all records
based on the following keys:
Keys for Item Ledger (F4111)
Keys for Account
Ledger (F0911)
Document Type (DCT)
Document Type (DCT)
Document Number (DOC)
Document Number
(DOC)
Document Company (KCO)
Document Company
(KCO)
G/L Date (DGL) based on the
processing option value
G/L Date (DGL)
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Reviewing the Report
The report displays the following types of discrepancies:
Error Description
3036
No existing General Ledger records (Item Ledger information exists without
matching General Ledger information).
3038
Item ledger and G/L records do not balance (Item Ledger information does not
balance with existing General Ledger information).
The report prints one summary line, the total for a specific Document Type and
Document Number. No other total lines will print. Only discrepancies will print, a blank
report means there are no discrepancies.
If discrepancies do occur, review the Item Ledger (F4111) record for the Document Type
and Document Number to determine if it is accurate. Next, review the Account Ledger
(F0911) for the same Document Type and Document Number. If the actual records look
correct but the values represented on the report are incorrect, review the Set Up sections
below.
Report Logic
For every transaction that affects inventory, the corresponding Journal Entry has multiple
Account Ledger (F0911) records to record not only the affect on the inventory account,
but also the related taxes, freight, cost of goods sold, revenue, variances, received not
vouchered, foreign currency, gain/loss, intercompany settlements, etc. For example:
A Sales Order for an item that cost $25 with a price of $100. The Item Ledger (F4111)
record will reflect a reduction in inventory for -$25. The corresponding Account Ledger
(F0911) at Sales Update (R42800) will have 3 lines with the offset to Accounts
Receivable made by the post program:
Accounts
Receivable
$100
Revenue
COGS
-100
$25
*Inventory
-25
*Only the Account Ledger (F0911) that affects the inventory account should be
compared to the Item Ledger (F4111) for the purposes of this report.
The program utilizes the Exception Rule User Defined Code (UDC) table 41/IN to
determine which Account Ledger (F0911) records affect the inventory account. For a
sales order, see rule number 1 below.
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Set Up
Data Selection
As Of Posted Code
This code designates the status of the Item ASOF (F41112) file eligibility or posting
status of each transaction in the Inventory Ledger file. Valid values are:
Blank
This is the initial value for all qualifying transactions. It is also used for IB
transactions created on an item add.
Y
Posted by the Item Ledger As Of Record Generation (R41542) program to the
Item ASOF (F41112) file.
S
The value of inventory has yet to be impacted by the Transaction – e.g. IM
Document Type before Manufacturing Accounting.
X
The transaction was a movement of inventory only that had no effect on the G/L
– e.g. IZ transaction created on a change of Lot Status.
Only transactions with an As Of Posted Code of 'blank' or 'Y' should be processed by this
report.
Batch Number
Excluding transactions without a batch number will exclude the IB documents created
when adding a new Item.
None of the existing data selection should be removed. Typical changes made to this
would be the addition of Branch Plant or Company data selection.
Date Range
And
to
And
to
BC Date - For G/L (and Voucher) (F4111)
PO jdDtforglandvouch1
BC Date - For G/L (and Voucher) (F4111)
PO jdDtforglandvouch1_
is greater than or equal
is less than or equal
The above Data Selection items are in set in the Demo versions that are shipped with the
software. They are not required, but can help with performance of the UBE, since it will
limit the range of F4111 records that are being selected based on the date.
Data Sequencing
The data sequencing of the UBE cannot be changed from the demo version:
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41/IN User Defined Code Table
When a Document Type is found in the 41/IN UDC table, transactions with that
Document Type are considered exceptions. When determining which Account Ledger
(F0911) records to compare to the Item Ledger (F4111) records, the report looks to the
corresponding Distribution and Manufacturing Automatic Accounting Instructions
(DMAAI) table referenced in the UDC table. All Account Ledger (F0911) records that
include the object account from the DMAAI table will be summed and compared to the
Item Ledger (F4111).
NOTE: If a Document Type is not listed in the 41/IN UDC table, the report will apply
Rule 3.
This 41/IN UDC table exists with standard document types. User defined Document
Types should be added to the table with the corresponding rule number.
The codes ‘1’, ‘2’, and ‘3’ must be entered in the first position of Description 01 in 41/IN
UDC table for the code to be recognized. This is the only portion of the table that is hard
coded, the rest of the Description 01 and Description 02 are informational only.
RULE 1
Sales Invoices (RI)
The journal entries recorded by the Sales Order Invoice that affect the inventory balance
are from DMAAI table numbers:
1. 4240 (Inventory)
2. 4241 (Inventory in Transit)
These AAIs use the Original Sales Order Document Type, and both document types are
held on the Item Ledger (Original and G/L).
The Account Ledger (F0911) records with an object account that is on tables 4240
(Inventory) or 4241 (Inventory in Transit) will be summed to compare to the Item Ledger
(F4111) total.
NOTE: If multiple objects are setup in an AAI, all of the object accounts are pulled and
compared to the Account Ledger (F0911), which can produce unexpected results on the
report. To help minimize the unexpected results, PeopleSoft recommends that a unique
object account should be used for inventory related accounts that is a different object
account than the one used for variance accounts or any other account. Using the same
account for both the debit and credit side of the journal entry is not supported by this
report and will show a variance for that transaction.
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RULE 2
Purchase Order Vouchers Match (PV), Variance and Landed Cost
The journal entries recorded by the Purchase Order Voucher (P4314/P0411) that affect
the inventory balance are from DMAAI table numbers:
1.
2.
3.
4.
5.
4310 (Inventory)
4330 (Receipt/Vouchered) - Variance between receipt and voucher
4340 (Exchange Rate)*
4350 (Purchase Tax Accrual)*
4385 (Cost/Expense Adjustment) - Landed Cost
* Added with SAR# 6553415.
When using this rule, the Item Ledger/Account Integrity (R41543) report uses the object
accounts on these DMAAI tables will be used to determine which Account Ledger
(F0911) records to sum and compare to the Item Ledger (F4111).
NOTE: If multiple objects are setup in an AAI, all of the object accounts are pulled and
compared to the Account Ledger (F0911), which can produce unexpected results on the
report. To help minimize the unexpected results, PeopleSoft recommends that a unique
object account should be used for inventory related accounts that is a different object
account than the one used for variance accounts or any other account. Using the same
account for both the debit and credit side of the journal entry is not supported by this
report and will show a variance for that transaction.
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RULE 3
This is the default rule used by all other inventory transactions. If the Document Type is
not defined as a Rule 1 or Rule 2 type in 41/IN UDC table, Rule 3 applies, and the
following DMAAIs will be used to determine what object accounts should be used to
retrieve inventory Account Ledger (F0911) records.
1.
2.
3.
4.
5.
6.
7.
8.
9.
3110 (Inventory/Raw Material)
3130 (Sub Assembly/Finished Goods)
3140 (Project Contra) **
3910 (Inventory Stock Valuation)
4122 (Inventory)
4134 (Inventory) – Cost change
4152 (Inventory) - Tag Count
4162 (Inventory)- Used when recalculating inventory average cost
4172 (Inventory) - A batch cost maintenance AAI that determines the inventory
offset account
10. 4240 (Inventory, Sales)
11. 4241 (Inventory in Transit, Sales)
12. 4310 (Inventory, Purchasing)
13. 4340 (Exchange Rate)*
14. 4350 (Purchase Tax Accrual)*
15. 4385 (Landed Cost Expense, Purchasing)
* Added with SAR# 6553415.
** Added in 8.9
Example of how this rule works – for PO receipts.
Purchase Order Receipts (OV)
The journal entries recorded by the Purchase Order Receipts (P4312) that affect the
inventory balance are from DMAAI table numbers:
1. 4310 (Inventory)
2. 4385 (Landed Cost)
When using this rule, the Item Ledger/Account Integrity (R41543) report uses the object
accounts on these DMAAI tables will be used to determine which Account Ledger
(F0911) records to sum and compare to the Item Ledger (F4111).
NOTE: If multiple objects are setup in an AAI, all of the object accounts are pulled and
compared to the Account Ledger (F0911), which can produce unexpected results on the
report. To help minimize the unexpected results, PeopleSoft recommends that a unique
object account should be used for inventory related accounts that is a different object
account than the one used for variance accounts or any other account. Using the same
account for both the debit and credit side of the journal entry is not supported by this
report and will show a variance for that transaction.
Other Exceptions to standard logic.
Two hard coded exceptions have been built into the logic of this program.
1. Records from the Account Ledger (F0911) file that have a Batch Status
(GLICUT) of “ST” for Interbranch Sales Transfer are bypassed.
2. Records from the Account Ledger (F0911) file that have a Ledger Type (GLLT)
equal to “CA” for Foreign Currency, “XA” for Alternate Currency, “YA” for
Source Domestic Currency, or “ZA” for Source Non-Domestic Currency are
bypassed.
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Account Summarization in Manufacturing (Connecting
F3106 and F0911)
If the document type is equal to 'IM' or 'IC', the report will look for records in W.O. Cross
Reference (F3106) to get Document Numbers to select Account Ledger (F0911) records.
Note: This is hard coded in XE. The report will select records from W.O. Cross
Reference (F3106) where a Document Number (DOC) from Item Ledger (F4111) is
equal to a Document Number (DOCO) in W.O. Cross Reference (F3106) and G/L Date
range specified in the processing option. If records exist (usually several records are
found in this file) in W.O. Cross Reference (F3106), the report will use a Document
Number (DOC) in W.O. Cross Reference (F3106) (in this case, the report will not use the
Document Number from Item Ledger (F4111)) select Account Ledger (F0911) records.
The report will do this until no more records in W.O. Cross Reference (F3106) for the
Document Number (DOC) in the Item Ledger (F4111) file equal to the Document
Number (DOCO) in the W.O. Cross Reference (F3106) file.
Note: DOC and DOCO are different Document Numbers.
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Trouble Shooting
If it has been determined there is not a true integrity issue between the Item Ledger
(F4111) and Account Ledger (F0911) files, but the report is showing a discrepancy,
perform the following steps.
1. Determine which number per the report is inaccurate by reviewing the related
Cardex transaction and Journal Entry. Check the costs on related documents –
sales orders or purchase orders.
2. If the Item Ledger (F4111) amount is wrong, check the data selection and
sequencing. Try testing with the exact set up from the demo version.
3. If the Account Ledger (F0911) amount is wrong, check the 41/IN UDC table and
the related DMAAI table set up.
4. Have the AAIs changed since the transaction was entered? Remember that the
report uses current AAI settings.
5. If the discrepancy is consistent for a transaction and can be duplicated in a pristine
environment with only ESUs applied, please call GSC to see if this is a known
issue or to have a SAR entered.
PROBLEM:
Error 3038 received when running Item Ledger/Account Integrity (R41543) UBE. Report
shows a $0 balance for the transaction in question.
RESOLUTION:
The report only looks at the object value only in F0911 to retrieve dollar values related to
a transaction, it does not consider the Branch Plant or the Subsidiary.
The object account in the Inventory AAIs being evaluated MUST be unique and not used
any ANY other AAI.
NOTE: If multiple objects are setup in an AAI, all of the object accounts are pulled and
compared to the Account Ledger (F0911), which can produce unexpected results on the
report. To help minimize the unexpected results, PeopleSoft recommends that a unique
object account should be used for inventory related accounts that is a different object
account than the one used for variance accounts or any other account. Using the same
account for both the debit and credit side of the journal entry is not supported by this
report and will show a variance for that transaction.
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