Enter Pre-Posting, Purchase Order

Explanation

Whenever a financial transaction takes place in the system the postings concerning it are created by the predefined posting types and rules defined in IFS/Accounting Rules. This means that you do not have to do anything manually as long as you have defined your rules correctly.

However, sometimes you want to decide a code part value, depending on specific purchase order information, i.e., you choose not to decide a rule for this code part for all posting types affected or it is not possible to decide a rule. In these cases, you must manually establish the relationship between the code part and the purchase order by entering a pre-posting connected to the purchase order. The code part value that you enter as a pre-posting for the purchase order will then affect several postings created for this purchase order. One example where pre-posting is used is customer orders where you often want the postings to include a specific project in the code part project for all postings concerning the selling. Another example is a purchase order where you want the postings for purchasing to charge a specific cost center.

The postings that will be affected by the pre-posting are generally all postings concerning expenses, revenues, and WIP. This is determined in Business Event/Posting Info tab where you can see whether a posting for a specific system event is affected by the pre-posting on the purchase order or not. Note that preposting will generally not affect the inventory cost postings (M1 posting). Pre0posting will be used when posting transactions registered for non-inventory parts, no-number parts and eventually overheads. An exception to this are transactions related to material connected to a project. Pre-posting will also be used for inventory parts with ownership Company Rental Asset since the postings for these are the same as for non-inventory parts.

Basic financial data and sets of rules for IFS Applications are managed in the IFS/Accounting Rules. Besides the regular rules you also have to define whether you want to use the pre-posting functionality in IFS/Accounting Rules. This is done by entering a specific posting type for each order type (see Prerequisites) and what code parts for which it should be possible to enter pre-posting.

If you try to enter a pre-posting for a purchase order and have not defined the use of pre-posting in IFS/Accounting Rules you will receive a message that tells you that pre-posting is not entered for this order type in the posting control. Initiate the pre-posting function in the Posting Control. Indicate the appropriate posting type for the code parts you intend to alter.

The pre-posting can either be entered on the header or the line. The advantage of using the pre-posting on the header is that the pre-posting value is valid for the lines as well. However, this assumes the lines are added afterwards. If both header and lines are already entered, you must do the pre-posting on each line.

To simplify the reading of the necessary procedure (below), note that there are two different procedures available for pre-postings in the Purchase Order and Purchase Orders windows.

Prerequisites

• You have to specify that pre-posting is allowed. Do this in IFS/Accounting Rules, Posting Control. Add the posting type M101, Pre-accounting purchase order header. Also specify a control type by using the List of Values.
• The header must have been created and saved.

System Effects

A relation is established between the code part and the purchase order by entering a pre-posting connected to the purchase order. The code part value that you enter as a pre-posting for the purchase order will then affect several postings created for this purchase order. The postings that will be affected by the pre-posting are generally all postings concerning expenses, revenues, and WIP. A record will be created in the purchase order header history indicating that pre-posting was changed. Postings for non-inventory parts and no-number parts will be affected. The postings for inventory parts will not be affected unless they are connected to a project or if the ownership of the part is Company Rental Asset.

Window

Purchase Order, Purchase Orders

Related Window Descriptions

Purchase Order, Purchase Orders, Pre Posting, Pre Posting/Posting

Procedure

Initiate pre-posting in IFS/Accounting Rules.

1. Open Posting Control and select New.
2. Either enter the posting type or use the List of Values to indicate it.
3. Either enter the code part on which you want to do pre-posting or indicate it by using the List of Values.
4. Either enter the appropriate control type or use the List of Values to indicate it.
5. You can optionally indicate a default value for the control type.
6. Save when completed.

Enter pre-posting on the purchase order header.

1. Populate or query for the purchase order on which you want to make a pre-posting.
2. Place the cursor in the header, right-click and then click Pre Posting.
3. Select the Posting tab in the Pre Posting dialog box.
4. Click List to indicate the code part values. Click OK to confirm.

Enter pre-posting in the Purchase Orders window.

1. Populate or query for the purchase order on which you want to make a pre-posting.
2. Select the order for which you want to make a pre-posting.
3. Right-click and then click Pre Posting.
4. Click the Posting tab in the Pre Posting dialog box.
5. Click List to indicate the code part values. Click OK to confirm.