Whenever a financial transaction takes place in the system the postings concerning it are created by the predefined posting types and rules defined in IFS/Accounting Rules. This means that you do not have to do anything manually as long as you have defined your rules correctly.
However, sometimes you want to decide a code part value, depending on specific purchase order information, i.e., you choose not to decide a rule for this code part for all posting types affected or it is not possible to decide a rule. In these cases, you must manually establish the relationship between the code part and the purchase order by entering a preposting connected to the purchase order. The code part value that you enter as a preposting for the purchase order will then affect several postings created for this purchase order. One example where preposting is used is customer orders where you often want the postings to include a specific project in the code part project for all postings concerning the selling. Another example is a purchase order where you want the postings for purchasing to charge a specific cost center.
The postings that will be affected by the preposting are generally all postings concerning expenses, revenues, and WIP. This is determined in Business Event/Posting Info tab where you can see whether a posting for a specific system event is affected by the preposting on the purchase order or not. Note that preposting will generally not affect the inventory cost postings (M1 posting). Preposting will be used when posting transactions registered for non-inventory parts, no-number parts and eventually overheads. An exception to this are transactions related to material connected to a project.
Basic financial data and sets of rules for IFS Applications are managed in the IFS/Accounting Rules. Besides the regular rules you also have to define whether you want to use the preposting functionality in IFS/Accounting Rules. This is done by entering a specific posting type for each order type (see Prerequisites) and what code parts for which it should be possible to enter preposting.
If you try to enter a preposting for a purchase order and have not defined the use of preposting in IFS/Accounting Rules you will receive a message that tells you that preposting is not entered for this order type in the posting control. Initiate the preposting function in the Posting Control. Indicate the appropriate posting type for the code parts you intend to alter.
The preposting can either be entered on the header or the line. The advantage of using the preposting on the header is that the preposting value is valid for the lines as well. However, this assumes the lines are added afterwards. If both header and lines are already entered, you must do the preposting on each line.
To simplify the reading of the necessary procedure (below), note that there are two different procedures available for prepostings in the Purchase Order and Purchase Orders windows.
A relation is established between the code part and the purchase order by entering a preposting connected to the purchase order. The code part value that you enter as a preposting for the purchase order will then affect several postings created for this purchase order. The postings that will be affected by the preposting are generally all postings concerning expenses, revenues, and WIP. A record will be created in the purchase order header history indicating that preposting was changed. Postings for non-inventory parts and no-number parts will be affected. The postings for inventory parts will not be affected unless they are connected to a project.
Purchase Order, Purchase Orders
Purchase Order, Purchase Orders, Pre Posting, Pre Posting/Posting
Initiate preposting in IFS/Accounting Rules.
Enter preposting on the purchase order header.
Enter preposting in the Purchase Orders window.