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Do you want to determine if a program will accommodate a specific process or procedure? If yes, be sure and review all the Option exits and/or Function keys for the program. You might be pleasantly surprised to find functionality you didn't know existed.

 

After supporting the JDE World Distribution applications for 20+ years, I am often delighted to stumble upon inconspicuous functionality. For example, a customer recently posed a question regarding how to issue quantity for all components that comprise a kit using the Inventory Issues program (P4112). My initial thought was that there was no such functionality, aside from manually entering each component on the video. After reviewing the function keys and option exits, I was thrilled to find function key F10, which allows you to inquire on the Bill of Material (BOM) and pull all kit components back to V4112.

 

Here are some of my favorite function keys and option exits in the World Distribution applications that I have discovered over the years:

 

  • Voucher Match (P4314) - If you press F9 immediately after matching an order, the program will re-display the order/voucher information. I was elated to come across this functionality after years of re-inquiring on the order number after performing a match.
  • Enter Receipts (P4312) - If you press F13 immediately after performing a receipt, you can see the journal entries created for the transaction. Keep in mind that you can only view the journal entries immediately after the receipt transaction takes place.
  • Sales Order Entry (P4211) - If you enter option 8 on an order line just before you create an order, the program disregards any information entered on the line and refrains from adding it to the order. This comes in handy when you add a line to a sales order only to have the program generate an error indicating the item number doesn't exist.
  • Shipment Confirmation (P4205) - As of the World A9.2 Release, you can enter option 10 to reverse a shipment. Option 10 won't display in the Available Options window unless you have the processing option set to Display the Shipped Mode field AND you are inquiring on a previously shipped order. For more information, see DOC ID 633457.1: How to Reverse Ship Confirmation of a Sales Order.

 

If there is a program you utilize frequently, it might behoove you to look at all the available function keys and option exits. You can press F24 from any program to see all the available function keys. You can press F1 in the Option field (assuming there are individual records that display on the video) to see all available option exits. You might be tickled to find functionality you didn't know was there.

Did you know you can automate the processing of transfer orders from beginning to end? Over the years, the World applications have been enhanced to accommodate the transfer order process to flow seamlessly, with little or no manual intervention required.

 

A transfer order is typically created to accommodate the transfer of stock items from one branch to another. The process begins at creation of the transfer order, which results in two separate orders, as follows:

  • A sales order, on which the customer reflects the demand branch (typically defined with an ‘ST’ order type)
  • A related purchase order, on which the supplier reflects the supply branch (typically defined with an ‘OT’ order type)

 

The ST and OT orders are processed individually, using the same applications you would typically use to process a standard sales or purchase order.

 

Listed below are the programs that have been enhanced to accommodate an automated process:

  • Batch Sales Order Creation (P40211Z). This program was enhanced as of the A9.3 release to allow for the batch creation of the sales transfer order (ST) AND the related purchase order (OT). Prior to this enhancement, you were required to create transfer orders using the interactive Transfer Order Entry program (P4242).
  • Shipment Confirmation (P4205). This program was enhanced in the A8.1 release to invoke the receipt routing process for the OT when you ship confirm the ST.
  • Batch Shipment Confirmation (P42051). This program was created in the A9.2 release to ship confirm quantities on existing sales order lines, in their entirety. You can use the program to ship confirm transfer orders in batch mode, and simultaneously initiate the receipt routing process for the related OTs.
  • The interactive and batch Voucher Match programs (P4314 and P470412). These programs were enhanced in the A9.3 release to recognize the AP Interface flag (P4314) designated for each line type in the Order Line Type Set Up program (P40205). The primary intent of the enhancement is to accommodate the transfer order process by closing out the OT without creating a voucher, as a voucher is typically unwarranted for the transfer order process.

 

You can fully automate the OT process, as follows

  1. Set up a one-step receipt route that serves to put items on the OT directly into stock when the ST ships.
  2. Set up a version of the interactive or batch ship confirm program (P4205 or P42051) to invoke the receipt route defined in step 1 for transfer orders.
  3. Set up and use a line type specifically for transfer orders, such that vouchers will not be created for the order line type.
  4. Utilize the Evaluated Receipts program (P43800, which calls P470412) to automatically close out OTs after they are received, with no resulting voucher.

 

For more information about the processes noted above, please see the following documents:

 

Transfer Orders (P4242/P42011z) - Document 626657.1     

FAQ: Transfer Orders - Document 1538476.1

Troubleshooting Transfer Orders and Direct Ship Orders - Document 1539701.1

EDI Inbound 850 Inbound Purchase Orders - Document 626765.1

 

Otherwise, if you need further assistance, please log a service request.

As of the World A9.2 release, the new approvals management functionality incorporates new programs, files and processes that accommodate a more powerful and effective purchase order approval process. Compelling reasons to consider implementing the new functionality include, but are not limited to:

 

  • A more flexible set of variables on which to base purchase order approval requests, including:

 

    • Upper and Lower Amount Limits
    • Order Types
    • Cost Centers
    • Account Numbers
    • Foreign Amounts
    • Order Quantities
    • Supplier Address Numbers
    • Buyer Address Numbers
    • Item Numbers

 

  • A more elaborate designation of approvers, including
    • Individual Approvers
    • Groups of Approvers (including and/or and hierarchical capabilities)
    • Substitute Approvers
    • Individuals with Override Authority
    • Individuals with Notification Privileges Only

 

  • Batch e-mail capabilities that allow for:
    • Re-sending of approval notifications
    • Escalated messages
    • Consolidated e-mails
    • Various types of e-mail templates
    • Numerous variables allowed within templates

 

  • A central workbench in which to manage different types of approvals (e.g. purchase orders, address book changes, time cards)

 

If you would like to explore the possibilities, please see Approvals Management for Procurement (Doc ID 889689.1).

Do you need to create purchase orders to accommodate sales order demand in one fell swoop? There is new functionality in the World A9.3 release to do just that. Prior to the A9.3 release, the Direct Ship program (P4243) was only geared to accommodate transactions for which goods are supplied directly from your supplier to your customer. As of the A9.3 release, P4243 is equipped to handle stock transactions, that is, to create a purchase order for goods received to inventory prior to being shipped to the customer on a related sales order.

 

In addition to creating back-to-back sales and purchase orders via P4243, the Batch Sales Order Creation program (P40211Z) will also accommodate the creation of back to back orders.

 

Prior to the A9.3 release, if you attempt to create back-to-back orders using a stock line type via P4243, the resulting sales and purchase orders may not be processed properly by the system. The system has been enhanced to orchestrate the back-to-back order functionality, as well as to enhance the drop ship process, as follows:

 

Direct Ship Orders (P4243)

  • Prevent order changes at certain statuses
  • Display requested date for purchase orders in video header
  • Display pick and ship dates for sales orders
  • Invoke the Inventory Commitment Preference (for stock transactions)
  • Accommodate order templates
  • Accommodate order duplication process
  • Default Ship-To address for supply branch on PO (for stock transactions)

 

Enter Receipts (P4312)

  • Accommodate partial receipts by updating order lines on PO and related SO
  • Update inventory receipt location to related sales order
  • Automatic shipment confirmation of related sales order

 

Shipment Confirmation (P4205)

  • Prevent shipment of sales order prior to receipt of related purchase order

 

An extended benefit of the new functionality is the ability to track the location of drop ship items from the time they leave your supplier’s warehouse to their final destination (via receipts routing).

 

For more information about the Direct Ship Order Entry program, please see Direct Ship Orders (Doc ID 626663.1).

If your fiscal year-end is fast approaching, you might want to review information pertinent to encumbrance/commitment accounting as it pertains to the JDE World software.

 

An encumbrance accounting system allows you to reserve budgeted funds for outstanding obligations. In the World Procurement system, an encumbrance is represented by an open purchase order or contract. Since funds are typically expended on a fiscal year basis, an encumbrance should be negated (relieved) in the same fiscal year in which it was encumbered.

 

The terms ‘commitment’ and ‘encumbrance’ are interchangeable in the World Procurement applications. The term commitment is typically used for non-stock purchasing or managing contracts. The term encumbrance is typically used in conjunction with services and expense based purchasing.

 

The system tracks encumbrances and actual amounts logged against each pertinent account number for the fiscal year to determine the remaining budget available.

 

Encumbrances versus Actual Amounts, points to remember:

 

  • An encumbered expense is one that pertains to an ‘open’ purchase order. Encumbered amounts are tracked in the Account Balances file (F0902) using a ‘PA’ ledger type.
  • An actual expense is one that represents an actual cost incurred. Actual amounts are tracked in the F0902 using an ‘AA’ ledger type.
  • An encumbered amount becomes an actual amount when a purchase order is either:
    • Received via the Enter Receipts program (P4312) using a 3-way match and the resulting batch is posted
    • Matched to the invoice using the Voucher Match program (P4314) via a 2-way match and the resulting batch is posted.

 

Encumbrance dates to remember:

 

  • An expense is encumbered as of the G/L Date entered on the purchase order line.
  • An encumbrance is relieved as of the G/L Date assigned to the journal entries created at P4312 or P4314 (as of the A9.1 release), OR as of the date the purchase order is cancelled.

 

The cancel date for a purchase order line is recognized as the date the cancellation occurs. However, the cancel date is not maintained in any file. If you run the repost, the commitment date is used as the cancel date.

 

When encumbrance amounts display incorrectly on the Commitment Information (P40230), OR Budget Comparison (P43121) videos, you may want to run the purge, rebuild and repost processes to recalculate the amounts. For more information about these processes, see Commitment/Encumbrance Accounting (Doc ID 626811.1).

 

At fiscal year-end you must either close or rollover all open purchase orders to the next fiscal year. The Encumbrance Rollover program (P4317) is an automated batch process you can use to:

 

  • Cancel all open purchase order lines in the prior year.
  • Roll over open purchase order lines and amounts from the prior fiscal year to the new year.

 

For information about P4317, please see Encumbrance Rollovers (Doc ID 626672.1). Important changes to the program were made in the A9.3 release. For information regarding the changes, please see doc ID 1908390.1 – Program Changes for Encumbrance Rollover.  As well, a 2014 archived webcast is available titled JD Edwards World: Reviewing Encumbrance Rollover (P4317) & Program Changes in Release A9.3 Update 1 (Doc ID 1455377.1).

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