This activity is used in case you want to overrule the general rules of posting control and, for example, define specific code part values to be used when postings are created for a special purchase order. In this case, you must manually define the requested code part values by entering them as a Pre-Posting connected to the purchase order, or in a later step when matching a supplier invoice with purchase order lines. The code part values that you enter as Pre-Posting will then affect several postings created for this purchase order. One example is a purchase order where you want all the purchasing cost postings to charge a specific cost center.
When a financial transaction takes place in the system, the postings connected to it can be created by predefined posting types and rules defined in IFS/Accounting Rules. In this case, you do not have to post anything manually as long as you have defined your rules correctly.
For a system event, to match a supplier invoice with a purchase order, for example, there are some connected postings that are not (never) affected by a defined Pre-Posting. Postings that will be affected by the Pre-Posting are generally postings concerned with expenses, revenues, and WIP. In the Business System Event/Posting Info tab, you can see whether or not a posting type for a specific system event is affected by the Pre-Posting on the purchase order.
Basic financial data and setting up of rules for IFS Cloud are managed in the IFS/Accounting Rules. Besides the regular rules, you can define whether or not you want to use the Pre-Posting functionality, and how to use it. This is done by entering the specific posting type that handles Pre-Posting for purchase orders, in this case. You must separately define for each code part if it is possible to enter Pre-Posting.
If you try to enter a Pre-Posting that was not defined in IFS/Accounting Rules, you will receive a message that says; Pre-posting is not registered for this order type in the posting control. Initiate the Pre-Posting function in Accounting Rules/Posting Rules/Posting Control Navigator. Enter the appropriate posting type for the code parts you intend to enter or change. It is also possible to change an existing Pre-Posting.
You can define a type of Pre-Posting where it is possible to distribute the postings to several values for the same code part., e.g., to several different cost centers. Distribution of costs means that you have the option to enter Pre-Postings that are distributed to various accounts and cost centers, for example. It is possible to change the distribution of costs in terms of code part values and percentages as long as the order is not in Closed status. When entering the percentages, you should note that the sum of the percentages must total 100%. It is also possible to change an existing cost distribution.
The distribution of costs should be made before the invoice matching is concluded. Note that this functionality is only allowed for non-inventory registered purchase parts, no-number parts and inventory purchase parts when the ownership of the purchase order line is Company Rental Asset. This means that if the current part of a purchase order line is an inventory part with another ownership, then the Distribution tab in the Pre Posting dialog box will not be accessible (right-click Purchasing/Purchase Order/Purchase Order window, and then click pre-posting).
The same cost distribution activity can be performed while entering a supplier invoice and matching it with one or more received purchase order lines, by right-clicking and then clicking Pre Posting. Here you can add or change the Pre-Posting for these lines.
When Pre-Posting for purchase orders is defined for one or more code parts, it is possible to define exactly which code part values should be included in several posting lines that will be created for a specific purchase order. A record will be created, either in the purchase order header history or the line history, to indicate that Pre-Posting was changed. There are however some posting lines created for a purchase order that will never be affected by a defined Pre-Posting. These postings are always created according to what is defined in posting control for the actual posting type. The postings that will be affected by Pre-Posting are generally postings concerned with expenses, revenues, and WIP.