EAR 9.2: AR Update Sets Payment Worksheet With a Write-Off Item in Error Code ACTOB When Using Foreign Currency, in a VAT Enabled BU Containing Secondary Ledgers (Doc ID 2945314.1)

Last updated on APRIL 27, 2023

Applies to:

Symptoms

The AR Update process (AR_UPDATE AE Program) is placing Payment Worksheet transactions into Error Code ACTOB (Accounting Entries Out of Balance), preventing them from being posted. This is happening when the below conditions are being met:

    - A Write-Off alongside a Payment are being applied to outstanding Items
    - Foreign Currency is being used
    - It is a VAT enabled Business Unit
    - A Ledger Group with Secondary Ledgers Is defined for the Business Unit

REPLICATION STEPS:

    1.- Ensure the 'Multibook Entries in Subsystem' check-box is selected at the Overall Installation Options (Navigation Path: Set Up Financials/Supply Chain > Install > Installation Options > Overall)
    2.- Define a Ledger Group with at least one Secondary Ledger in a different Foreign Currency Code (Navigation Path: General Ledger > Ledgers > Define Ledger Group)
    3.- Have Project ID ChartField set as Always Inherit in the Receivables and Billing ChartField Inheritance Group (Navigation Path: Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > ChartField Inheritance > Define CF Inheritance Options)
    4.- Enable Value Added Tax (VAT) functionality for the General Ledger Business Unit (GBR01) used for FIN Receivables (Navigation Path: Set Up Financials/Supply Chain > Common Definitions > VAT and Intrastat > Value Added Tax > VAT Entity)
    5.- Select the 'Enable Write-Off Override' check-box at the Receivables Options level for the Set ID used (Navigation Path: Set Up Financials/Supply Chain > Business Unit Related > Receivables > Receivables Options > Payment Options tab)
    6.- Configure the 'Cash Clearing' check-box for a Bank Account defined in EUR Currency Code (Navigation Path: Banking > Bank Accounts > External Accounts > External Accounts tab)
    7.- Create a new Project with a couple of Activities (#1 and #2), and place it into Active Status (Navigation Path: Project Costing > Project Definitions > Define Project General Info)
    8.- Enter a new Pending Item Group under Business Unit GBR01 with an Item having an amount of 24,516.00 EUR, and the Exchange Rate of 1.183 EUR per 1.00 GBP (Navigation Path: Accounts Receivable > Pending Items > Online Items > Online Item Group Entry)
    9.- Manually define the Accounting Entries for the new Item by adding 2 AR and 2 User rows, each with their own Project Activity values (Navigation Path: Accounts Receivable > Pending Items > Online Items > Online Item Group Entry > Accounting Entries tab)
    10.- Set the Post Action of the new Pending Item Group to Batch Standard (Navigation Path: Accounts Receivable > Pending Items > Online Items > Online Item Group Entry > Group Action tab)
    11.- Launch AR Update for Business Unit GBR01 and Pending Items option selected (Navigation Path: Accounts Receivable > Receivables Update > Request Receivables Update)
    12.- Enter a new Regular Deposit under UKBNK Bank Code, and CHCK Bank Account for a Payment containing 24,484.50 EUR with an Exchange Rate of 1.1652 EUR per 1.00 GBP (Navigation Path: Accounts Receivable > Payments Online > Payments > Regular Deposit)
    13.- Build a Payment Worksheet from the Deposit/Payment transaction (24,484.50 EUR), and apply it to the outstanding Item created (24,516.00 EUR), leaving a remaining 31.50 EUR outstanding, which will be placed as Adjustment (Write-Off) (Navigation Path: Accounts Receivable > Payments > Apply Payments > Apply Payments Worksheet)
    14.- Set the Post Action of the new Payment Worksheet to Batch Standard (Navigation Path: Accounts Receivable > Payments > Apply Payments > Apply Payments Worksheet > Group Action tab)
    15.- Launch AR Update for Business Unit GBR01 and Payments option selected (Navigation Path: Accounts Receivable > Receivables Update > Request Receivables Update)
    16.- PROBLEM: Confirm that the Payment Worksheet has not been posted, and instead, is flagged with Error Code ACTOB (Navigation Path: Accounts Receivable > Receivables Update > Correct Posting Errors > Payment)

To gather more information concerning this scenario and its related problem, refer to the available Replication Steps PDF Document here linked containing the complete configuration and the replication steps necessary to reproduce the issue.

ERROR MESSAGE:

Changes

Cause

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