This recipe demonstrates the AAI tables for the procurement system, and discusses how to:
- Set processing options for Distribution AAIs (P40950)
- Set up distribution AAIs
- On the Automatic Accounting Instruction (P40950) form, click on the arrow and then click on Values to access the Processing Options.
- Enter the AAI table number that is used to specify the sequence, and retrieve the accounting information.
- For availability-to-distribution AAI tables, enter a 1 if the cost type field should be available to the following Distribution AAI tables: 4122, 4124, 4134, 4136, 4220, 4240, and 4310.
- After setting the Processing Options from the Procurement System Setup (G43A41) , click on Automatic Accounting Instructions in order to access Automatic Accounting Instruction-Work With AAIs.
- Select a row on the Work With AAIs form, and then select Details from the Row menu:
- Enter the portion of an Object Account that refers to the division of the Subsidiary (for example, labor, materials, and equipment) into subcategories.
- If you use a flexible chart of accounts and the object account is set to six digits, you should use all six digits. For example, entering 000456 is not the same as entering 456 because, if you enter 456, the system enters three blank spaces to form a six-digit object.
When you set up the procurement system, AAI uses multiple AAI tables, each of which applies to a certain type of transaction. In each table, you specify a general ledger account for each unique combination of company, document type, and general ledger class. For example, you can set up an AAI table for inventory receipt transactions. Each time you enter a receipt for an inventory item, the system determines the general ledger account to debit, based on the company, document type, and general ledger class for the receipt. The AAI 4310 is set up for Inventory Item, 4315 for Non Stock Item, and 4320 for Received Not Vouchered. The system stores AAIs in the Distribution /Manufacturing - AAI Values (F4095) table.
You set up AAIs to indicate the accounts for which the system creates the journal entries. You also can enter memo text for each AAI. In the procurement management system, AAIs define the links between the Job Cost and General Accounting systems.