Update Internal Ledger

The Update Internal Ledger process contains the routine for updating vouchers from the internal ledger hold table to the internal ledger. The internal ledger updating routine only handles vouchers not related to General Ledger. All vouchers created without relation to General Ledger are collected in the hold table in IFS/Internal Ledger before they are updated to the internal ledger.

When the update routine is started, default values for the selection criteria is displayed, e.g. the accounting periods. The selection criteria can be modified by the user, if applicable. The user can also select a number of individual vouchers from the internal ledger hold table. The updating routine can be run in a batch as well. No controls will be executed during the updating process, and all checks are performed during entry and creation of vouchers.

Before the update routine is started, check the following basic data requirements:

• Enter Update Parameters. This activity is used to control different parameters for the updating. The only parameter affecting IL is Level in Chain of Automatic Posting.
• Enter Summary Parameters. This activity is used to specify by voucher type if voucher rows with the same code string within one voucher are to be updated.
• Enter Automatic Posting Rule. This activity is used to enter automatic posting rules to create automatic postings.

Automatic Processing Stages

During updating, each voucher row can undergo one or more automatic processing stages. Each voucher row is marked with the completed stages. This information can be viewed in the detailed update journal, as well as on IL Voucher Rows Analysis or IL Voucher Details Analysis. The following automatic processing stages take place in the updating routine.

Totaled Transactions

The Voucher Summary is used to specify whether voucher rows within a voucher with the same code string are to be summed up. The code string, currency code, exchange rate, partner-ID, reference series, reference number, transaction ID, and correction must all be the same. The voucher rows resulting from such an activity are marked Yes in the Summarized field on IL Voucher Details Analysis.

Automatic Posting

An automatic posting is implemented on the basis of the processing rules entered on IL Automatic Posting Rules. The transactions created are added to the voucher with a transaction code indicating how they were created. Each transaction created is also marked with the processing rule used to create the transaction, the number of the row where the transaction originated, and the sequence number of the processing rule.

Periodic Allocation

The updating routine creates a periodic allocation voucher for the voucher rows containing periodic allocation information. Periodic allocation information is entered for internal manual voucher on Internal Voucher. One voucher is created for each period. The voucher type is the type that belongs to the function group X, Periodic Allocation Voucher. Counter posting is created for the account specified on Posting Control for the posting type, IL1 Accrued cost/revenue.

Transaction Codes

Each voucher row is assigned a transaction code. Some transaction codes are assigned in the function where the voucher row is created. Other transaction codes are assigned by the updating routine. The transaction code displays how the transaction originated and can be viewed in query windows and reports. Transactions can be marked with one of the following codes:

• Automatic Rule (Rule ID). The voucher row is created automatically from an automatic accounting rule.
• MANUAL. The voucher row is entered manually.
• INTERIM. The voucher row is created for an interim voucher.
• (Posting Type). The voucher row is created automatically according to a posting type. Example: Posting type GP3, IP4, or PP1.
• Project. The voucher row is created automatically for re-posting of project cost or project revenues.
• AUTOMATIC. The voucher row is created automatically. Example: A voucher row for revenues excluding tax at customer invoicing.