Using Entry Events in Payables

This chapter provides an overview of entry events in Payables and discusses how to generate accounts payable entry events.

Understanding Entry Events in Payables

Entry events are the short-hand codes used to post pro-forma accounting entries to the general ledger with minimal input from the end user. These codes are used across all modules for all documents and derive their accounting entries from a central table.

Entry event codes enable applications to create standard accounting entries automatically based on accounting lines generated by document posting routines. Users assign an entry event code to a transaction distribution line when they create a document. The FS_EVENTGEN Application Engine process—also called the Entry Event Generator—generates additional standard accounting entries based on the entry event code that users entered.

After enabling entry events, users may assign entry event codes to distribution lines for accounts payable transactions. Entry event processes and entry event process steps are predefined and delivered with the system. You define appropriate entry events to specify the debits and credits necessary for each business scenario.

You can run the FS_EVENTGEN process in conjunction with the Voucher Posting Application Engine process (AP_PSTVCHR), the Payment Posting Application Engine process (AP_PSTPYMNT), and the Cash Clearing Application Engine process (AP_APCSHCLR) by selecting the Initiate Entry Event Generator check box on the run control pages for these processes. You can also use the Voucher Entry Event request page, the Payment Entry Event request page, and the Cash Clearing Entry Event request page to run the Entry Event Generator process separately.

Upward and Downward Adjustment Entry Event Entries for Payables Transactions Subject to Commitment Control

Payables uses entry events to generate separate budgetary debit and credit entries for upward and downward adjustments to purchase orders and vouchers that are processed after funding has expired.

Note. To generate upward and downward adjustment entries for vouchers that have been posted and then finalized or partialized, you must run the FS_EVENTGEN process separately from the Voucher Posting process—that is, you must run it from the Voucher Entry Event request page.

See Using Entry Event Codes for Upward and Downward Adjustments.

Generating Accounts Payable Entry Events

This section discusses how to:

Generate voucher entry events.
Generate payment entry events.
Generate cash clearing entry events.

Pages Used to Generate Accounts Payable Entry Events

Page Name	Object Name	Navigation	Usage
Voucher Entry Event Payment Entry Event Cash Clearing Entry Event	PST_EE_RUN_REQUEST	Accounts Payable, Batch Processes, Vouchers, Voucher Entry Event Accounts Payable, Batch Processes, Payment, Payment Entry Event Accounts Payable, Batch Processes, Payment, Cash Clearing Entry Event	Request a run of the FS_EVENTGEN process to generate entry event accounting entries for vouchers, payments, and cash clearing, respectively.
Voucher Posting Request	PST_VCHR_RQST	Accounts Payable, Batch Processes, Vouchers, Voucher Posting	Request a run of the Voucher Posting process (AP_PSTVCHR). You can generate entry events by selecting the Initiate Entry Event Generator option.
Payment Posting Request	PST_PYMNT_RQST	Accounts Payable, Batch Processes, Payment, Payment Posting	Request a run of the Payment Posting process. You can generate entry events by selecting the Initiate Entry Event Generator option.
Cash Clearing Request	CASH_CLRG_REQUEST	Accounts Payable, Batch Processes, Payment, Cash Clearing	Request a run of the Cash Clearing process. You can generate entry events by selecting the Initiate Entry Event Generator option.

Generating Voucher Entry Events

Access the Voucher Entry Event page.

Entry Event Process

Select Voucher Accrual to process voucher entries.

Process Option

Select one of the following:

All Units: process all voucher entries for all business units.

Document: process the voucher entries for a specific voucher. The Business Unit and Document fields in the Selection Criteria group box becomes available for entry.

Unit: process the vouchers in a specific business unit. The Business Unit field in the Selection Criteria group box becomes available for entry.

Selection Criteria

The fields available in this group box depend on the process option you select.

Business Unit	Enter a business unit whose vouchers you want to generate entry events for. This field is available if you selected a process option of Unit or Document.
Document	Enter a voucher ID for a voucher you want to generate entry events for. This field is available if you selected a process option of Document. You must also enter a business unit.

Generating Payment Entry Events

Access the Payment Entry Event page.

Entry Event Process

Select Payments to process payment entries.

Process Option

Select one of the following:

All Banks: process all entries for all banks.
Bank Acct (bank account): process entries for one bank account. The bank account fields in the Selection Criteria group box become available for entry.
Payment: process entries for a particular payment. The bank account fields and the Payment Reference field in the Selection Criteria group box become available for entry.

Selection Criteria

The fields available in this group box depend upon the process option you select.

SetID, Bank Code, and Bank Account	Enter a bank SetID, bank code, and bank account. These fields are available if you selected a process option of Bank Account or Payment.
Payment Reference	Enter a payment reference (such as a check number). This field is available if you selected a process option of Payment.You must also enter the bank account fields.

Generating Cash Clearing Entry Events

Access the Cash Clearing Entry Event page.

Entry Event Process	Select Cash Clearing to process cash clearing entries.
Process Option	Select Reconciled to process all reconciled payments.

There are no selection criteria available for generating cash clearing entry events.

Drilling Down to Entry Event Journal Lines

This section provides an overview of how to drill down to source transactions for payables entry event journals and discusses how to link drilldown pages with accounting entry definitions.

Understanding How to Drill Down from Journal Lines

You can view source transactions for Payables accounting entries from journal lines in General Ledger for both standard and entry event journals. You search for journals in the Journal Inquiry component (JOURNAL_INQUIRY) and drill down to source transactions for individual journal lines. The page that you access is based upon the selections that you made on the Accounting Entry Definition page.

You can also review source transactions for entry event journals directly from the menu in Payables.

Before you can view source transactions for a journal entry in General Ledger, you must specify the exact type of information that you want to drill down to from the Journal Inquiry component. To do so, you link a drilldown page with each accounting entry definition for which you generate journals.

Pages Used to Review Payables Accounting Entries from General Ledger

Page Name	Object Name	Navigation	Usage
Accounting Entry Definition	JRNL_GEN_ACCTG_DEF	General Ledger, Journals, Subsystem Journals, Accounting Entry Definition	Identify the drilldown pages for each accounting entry definition that the Journal Generator process (FS_JGEN) uses to general journal for Payables.
Journal Inquiry	INQ_JRNL_CRITERIA	General Ledger, Review Financial Information, Journals, Journal Inquiry Criteria	Enter search criteria to retrieve a list of journals.
Journal Inquiry Details	INQ_JRNL_HDR_DTL	Click a journal ID on the Journal Inquiry page.	View journal lines for a journal and drill down to the source transactions in Payables.
Journal Drill Down	EE_VCH_DRILL	Accounts Payable, Review Accounts Payable Info, Vouchers, EE Journal Entry Drill Down	Review the accounting entries for payables items for entry event journals.

Linking the Payables Entry Event Drilldown Page with Accounting Entry Definitions

To link the Payables entry even Journal Drill Down page with the accounting entry definition:

Access the Accounting Entry Definition page.
Select EGAPDEFN as the accounting definition name.
In the Page Name field, select EE_VCH_DRILL for the payables entry event Journal Drill Down page.
Select the Cross-Product Drill Down check box.