Project Documentation
GL Journal and AP Invoice Reversal (DA1176)
GL Journal and AP Invoice Reversal
(DA1176)
Further Information
Click below to view your selection of in-depth information for this project:
Benefits Statement ................................................................................................................................................. 1
Legal, Fiscal and any Standards Considerations ................................................................................................ 1
Overview .................................................................................................................................................................. 2
Technical Data ........................................................................................................................................................ 4
Implementation - Existing Sites And/Or Existing Data ...................................................................................... 5
Licensing ............................................................................................................................................................................. 5
System Keys ....................................................................................................................................................................... 5
Data Dictionary Changes ................................................................................................................................................. 5
Options ............................................................................................................................................................................... 5
Forms Changes .................................................................................................................................................................. 5
Suspended Fields ............................................................................................................................................................... 5
Conversions ....................................................................................................................................................................... 5
Definition of Terms .......................................................................................................................................................... 5
Implementation - New Line 500/Sage 1000 Installations With New Data ....................................................... 6
Licensing ............................................................................................................................................................................. 6
System Keys ....................................................................................................................................................................... 6
Options ............................................................................................................................................................................... 6
Suspended Fields ............................................................................................................................................................... 6
Definition of Terms .......................................................................................................................................................... 6
System Keys .................................................................................................................................................................. 7
Data Dictionary Changes ........................................................................................................................................... 7
General Ledger .................................................................................................................................................................. 7
Accounts Payable .............................................................................................................................................................. 7
Benefits Statement
Where a General Ledger journal or supplier invoice has been posted in error, this functionality will provide a
quick and reliable method of creating the correcting transaction, thus saving time and reducing errors.
Legal, Fiscal and any Standards Considerations
The new transactions will be posted via the normal transaction posting mechanisms and will therefore be fully
auditable. No updates will be made to the original transactions.
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Project Documentation
GL Journal and AP Invoice Reversal (DA1176)
Overview
This project provides a straightforward procedure to create reversing transactions for posted General Ledger
journals and supplier invoices. This is in the form of a new General Ledger journal or Accounts Payable Credit
Note transaction. If any exchange rates are needed they are copied from the original transaction. The original
transaction is not amended in any way.
General Ledger
General Ledger Transactions (Manager) is a new enquiry option that allows you to generate reversal journals.
The F4-Reverse action is available when viewing the exploded view of a full journal. This can be accessed by:
• Entering the journal number as the Transaction Reference.
• If your system is set up to use General Ledger Document Headers (DA1169), enter the document number.
• Find one of the posting lines that form part of the journal, and using the F8-Explode action to see the full
posting.
When a journal has been selected for reversal you are offered three choices of action:
• To create the reversal journal immediately. You can open the new journal via the option Journal Entry so
that it can be reviewed before it is posted.
• To create and post the reversal journal immediately.
• To abandon the reversal.
The journal description is set to include the text "Reversal nnnnnnnnnn" where nnnnnnnnnn is the original
journal number. The description is copied down to line level, regardless of the setting of system key
NLCOPYJDSC.
Accounts Payable
Accounts Payable Transactions (Manager) is a new option that allows you to create Credit Note transactions to
reverse invoice postings.
If the invoice has been partially or fully matched, system key PLCPYMAT controls whether reversal is prevented
or a warning is displayed.
When an invoice has been selected for reversal you are offered three choices of action:
• To create the credit note and immediately open it in the Invoices entry option so that it can be reviewed.
• To create and post the credit note immediately.
• To abandon the reversal.
The credit note's second reference is determined by the system keys PLNLREF and PLREVPRE.
The credit note number is set to the original invoice number with the suffix /R, or the first 8 characters of the
invoice number with the suffix /R (where the original invoice number is more than 8 characters).
The description posted to the General Ledger posting code(s) for the credit note transaction is determined by the
system key PLREVNARR.
Notes:
• General Ledger journals can be reversed more than once, Accounts Payable invoices can only be reversed
once.
• Only journals relating to the current year can be reversed.
• Only invoices entered in the current period can be reversed.
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Project Documentation
GL Journal and AP Invoice Reversal (DA1176)
• Unposted invoices or Phase 1 posted registered invoices cannot be reversed.
• It is strongly recommended that Project Accounting remapping journals are not reversed, because the
associated Project Status changes will not be reversed.
• When reversing an Accounts Payable invoice that was entered as a Purchase Order Processing invoice any
Purchase Order matching that has taken place will not be reversed nor will any updates be made to any
audit trails in Purchase Order Processing.
• Revaluation journals should not be reversed, if they have the default journal description from message nl,
revaluation_control, revalued_head_desc (e.g. "Revaluation" and the date) reversal will be prevented
otherwise you will have to be vigilant.
• If your system is set up to use Fixed Asset Integration with Accounts Payable (DA0237) a warning will be
displayed if an asset template has been created. The asset created will have to be removed separately, so it is
strongly recommended that you do not reverse such invoices if depreciation calculations have already been
made. You are also advised not to reverse an invoice if you have already run the depreciation calculations.
• You can, if required, define a standard batch number for reverse invoices if you run a multi-company
Accounts Payable, by setting system key PLREVBATCH.
• If you use Inter-Entity Accounting it will not be possible to reverse Inter Entity journals.
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Project Documentation
GL Journal and AP Invoice Reversal (DA1176)
Technical Data
*You must read the Implementation section before attempting to install this project*
This section details important information relating to the installation of this project. If you require any further
assistance please contact Customer Support.
The following technical data is available for this project:
• Implementation - Existing Sites And/Or Existing Data
• Implementation - New Line 500/Sage 1000 Installations With New Data
• System Keys
• Data Dictionary Changes
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Project Documentation
GL Journal and AP Invoice Reversal (DA1176)
Implementation - Existing Sites And/Or Existing Data
Licensing
• Project DA1176 (GL Journal and AP Invoice Reversal) must be licensed for it to become available.
System Keys
The system keys listed in the System Keys section need to be set up as described.
Data Dictionary Changes
The additional data required for this project is stored in new tables which are detailed in Data Dictionary Changes.
The files can be created by running the Create New Project Files application and specifying a project code of
DA1176.
Options
The following options have been added:
Module Option
Description
Command Menu
nl
nl_trans_enq_man
Transactions (Manager)
nltenq M
pl
pl_open_item_enq_m Transactions (Manager)
plenq M
Forms Changes
The following forms have been added with unsuspended fields:
Module Application
nl
transaction_enquiry
Form
reverse
reversed_journal
rev_log
pl
open_item_enquiry
reverse
reverse_batch
rev_log
Suspended Fields
Not applicable.
Conversions
Not applicable.
Definition of Terms
Not applicable.
© Sage (UK) Limited, 2010. All rights reserved.
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Project Documentation
GL Journal and AP Invoice Reversal (DA1176)
Implementation - New Line 500/Sage 1000 Installations With New Data
Licensing
• Project DA1176 (GL Journal and AP Invoice Reversal) must be licensed for it to become available.
System Keys
The system keys listed in the System Keys section need to be set up as described.
Options
Not applicable.
Suspended Fields
Not applicable.
Definition of Terms
Not applicable.
© Sage (UK) Limited, 2010. All rights reserved.
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Project Documentation
GL Journal and AP Invoice Reversal (DA1176)
System Keys
PLCPYMAT
PLREVBATCH
Description
Value
Determines the action if a user
attempts to reverse a matched or
partially matched AP invoice.
WARN - Warning issued.
Determines the batch number for
reverse invoices.
SAME - Use the same batch number as the batch containing the
invoice being reversed.
This system key is only applicable if
running a multi-company Accounts
Payable, i.e. system key
PLMULTCOMP is set to YES.
XXX, where X is any character - Append the defined characters to
the company code. For example, if a reverse invoice is posted in a
batch for company A and PLREVBATCH=REV, the batch number
containing the invoice being reversed will be PIAREV.
Used By
PREVENT - Reversal prevented (the default)
Blank - The user is to be prompted for a reverse batch number
(the batch prefix, i.e. the company code, must be the same as the
prefix used in the original batch number).
PLREVPRE
The value will be used as a prefix
for the second reference on a
reverse invoice.
Any text is valid to a maximum of 10 characters but it is
recommended that it be as short as possible.
PLREVNARR
Determines the narrative code
population method for reverse
invoices.
YES - Narratives will be populated with text "Credit invoice nnnnn"
where nnnnn is the original invoice number or Our reference value
(according to the setting of system key PLNLREF).
NO - Narratives will be used from the original invoice transaction
(the default)
Data Dictionary Changes
General Ledger
GL Journal Reversal Extension (nl_jrn_register_r, nljregrvm)
Column
Type
journal_number
char (10)
reversed_status
char (1)
reversed_by
char (10)
Array Key Reference Values Notes
1
journal_reversed char (10)
reversed_times
int
posted_period
char (2)
posted_year
char (2)
reversed_period
char (2)
reversed_year
char (2)
Accounts Payable
AP Invoice Reversal Extension (purchase_inv_rev, plinvrvm)
Column
Type
Array Key Reference Values Notes
batch
char (6)
1
supplier
char (8)
1
item
char (10)
1
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Project Documentation
Column
Type
page_no
char (4)
reversed_status
char (1)
reversed_by
char (10)
GL Journal and AP Invoice Reversal (DA1176)
Array Key Reference Values Notes
1
invoice_reversed char (10)
invoice_batch
char (6)
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