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Posting Liabilities Concept

This step-by-step guide explains how to process expenses and post liabilities to the general ledger using the Posting Liabilities feature. Learn how to create a run control ID, enter relevant information, and monitor the process status.

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Posting Liabilities Concept

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  1. Posting LiabilitiesConcept

  2. Posting Liabilities

  3. Posting Liabilities Step 1 Begin by navigating to the Expense Processes page. Click theScroll Downarrow.

  4. Posting Liabilities Step 2 Click theTravel and Expensesmenu.

  5. Posting Liabilities Step 3 Click theProcess Expensesmenu.

  6. Posting Liabilities Step 4 Click theExpense Processingmenu.

  7. Posting Liabilities Step 5 You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you remember it for future use. Click theAdd a New Valuetab.

  8. Posting Liabilities Step 6 A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

  9. Posting Liabilities Step 7 Enter the desired information into theRun Control IDfield. Enter"LIABILITIES".

  10. Posting Liabilities Step 8 Click theAddbutton.

  11. Posting Liabilities Step 9 Use the Expense Processes page to post liabilities.

  12. Posting Liabilities Step 10 Select the Post Liabilities option. The Application Engine process populates the EX_ACCTG_LINE table with data staged for posting to the general ledger. Click thePost Liabilitiesoption.

  13. Posting Liabilities Step 11 If the Run Control ID is new, click the Save button and then click the Refresh button to update the transaction counts. Click theSavebutton.

  14. Posting Liabilities Step 12 Click theRefreshbutton.

  15. Posting Liabilities Step 13 Notice that the Expense Reports and Cash Advances columns has been updated for the Post Liabilities process.

  16. Posting Liabilities Step 14 When posting expense report liabilities, the system debits actual expenses to the ChartFields you designate on the Expense Report - Accounting Detail page. The expense system then generates an offsetting credit to the expenses accrual account that you specified in the accounting entry template. For example, here are the results if you post airfare and hotel expenses: Debit: Airfare=450 USD, Hotel=100 USD Credit: Expenses Accrual=(550) USD

  17. Posting Liabilities Step 15 When posting liabilities for a cash advance paid from a cash advance source that does not generate a payment, the system debits the advance to the Employee Advances account designated in the accounting entry template. The expense system then creates an offsetting credit to the ChartFields that were selected when the cash advance source was created. For example, here are the results if you post a cash advance that does not generate a payment: Debit: Employee Advances=500 USD Credit: Traveler’s Checks Payable=(500) USD

  18. Posting Liabilities Step 16 Click theRunbutton.

  19. Posting Liabilities Step 17 Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.

  20. Posting Liabilities Step 18 You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that you last used will default in this field. Click theServer Namelist.

  21. Posting Liabilities Step 19 Click thePSNTlist item.

  22. Posting Liabilities Step 20 Click theOKbutton.

  23. Posting Liabilities Step 21 Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status. Click theProcess Monitorlink.

  24. Posting Liabilities Step 22 Use the Process List page to view the status of submitted process requests.

  25. Posting Liabilities Step 23 The current status of the process is Queued. The process is finished when the status is Success.

  26. Posting Liabilities Step 24 Continue to click the Refresh button until the status is Success. Click theRefreshbutton.

  27. Posting Liabilities Step 25 The Run Status is now Success.

  28. Posting Liabilities Step 26 You have successfully run the expense process to post liabilities. End of Procedure.

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