WILLIAMS GENERAL LEDGER 12/22/92
DSP01 ALLOCATION SPECIFICATION FILE MAINTENANCE DEFINITION
ENTER
Allocation 00001
Allocation Type
Fin or Stat F
Unit Of Measure
Actual or Budget A
Cycle Number
Reporting Class C
Company/Location 001 BRU
Journal
Book Code GL
Period 12
Budget Year/Sequence
Currency Code USD Exchange Rate .00000
Intercompany N
F2=Command F3=Exit F4=Prompt F8=Accumulation
F9=Distribution F19=Mass Maint F20=Search
The allocation processing function lets you define bases used to calculate amounts for allocation, the calculations performed on these bases, and the accounts to which the resulting amounts are allocated.
The allocation conversation includes three steps (screens): definition, accumulation, and distribution. This screen covers the definition step. It allows you to set up allocation records, which contain descriptive information about an allocation. The information you enter on this screen is then used on the accumulation and distribution screens of this conversation, and when you make a distribution request.
This screen is accessed from the General Ledger Menu, the Allocation Accumulation or Distribution screens, or from the allocation search function (accessed by pressing F20-Search on one of the allocation processing screens). When the screen is accessed from the search function, you may change the values in any fields.
ALLOCATION
Required. Enter an allocation number to identify this allocation. The allocation number is used to request this allocation for processing. The allocation number must not already exist.
ALLOCATION TYPE
Required. Enter a code to indicate the type of data to be allocated. Valid values are:
F - Financial
S - Statistical
Note that financial amounts must be distributed to financial accounts and statistical amounts must be distributed to statistical accounts.
UNIT OF MEASURE
Required for statistical allocations. Enter the unit of measure that applies to the statistical allocation amount. Note that the distribution accounts (defined on the distribution screen of this conversation) must have the same unit of measure, unless a unit of measure translation record is defined on Reference File category 006 for this combination.
ACTUAL OR BUDGET
Required. Enter a code to indicate the type of data to be allocated. Valid values are:
A - Actual
B - Budget
The value entered in this field determines whether allocation is initiated through the distribute actual allocations or distribute budget allocations menu option. (Actual and budget amounts cannot be distributed in the same allocation distribution run.) This field defaults to A.
REPORTING CLASS
Required if management accounts are used. Enter the management reporting class of the allocation. Only transactions of this reporting class can be made for this allocation. Valid values are:
C - Common
F - Fiscal
M - Management This field is only displayed if the Use Management Accounts flag on Reference File category 133 is set to yes (Y).
CYCLE NUMBER
Optional. Enter a cycle number to group this allocation with others assigned to the same cycle number. Allocations may be requested for distribution by cycle number to ensure that related allocations are distributed in the same allocation distribution run.
COMPANY/LOCATION
Required. Enter the company/location combination for which the allocation journal record will be created. If the allocation is distributed to company/locations different than the allocation company/location, intercompany transactions are generated.
JOURNAL
Required for actual amount allocations. Must be blank for budget amount allocations. Enter the journal number to be assigned to be assigned to the actual allocation record.
BOOK CODE
May be optional or required depending on specific company/location. For system assigned journal numbers, if the bookcode is required it will be used to make up the journal number. If not required, the default bookcode for the company/location is used. The bookcode will be validated against Reference File category 136 for the entered company/location for whichever journal numbering method is taken.This field is protected in header review mode.
PERIOD
Required. Enter a fiscal period to indicate when the allocation journal should be distributed. Valid values are:
Blanks - Distribute the allocation journal in the current fiscal period. This option is typically used for standard monthly or periodic allocations.
01-13 - Distribute the allocation journal in the specific period entered.
99 - Allocate budget values for all fiscal periods in one allocation distribution run. This option is used only for budget allocations.
BUDGET YEAR/SEQUENCE
Required for budget amount allocations. Must be blank for actual amount allocations. Enter the budget year and sequence number corresponding to the budget data to be allocated. (The budget sequence number corresponds to a sequential version of the budget for the specified year.) Must exist on Reference File category 110.
CURRENCY CODE
Required. Displayed only in multi-currency environments. Enter the code for the currency in which the allocation journal is maintained. Valid currency codes are defined on the Account Master. If the currency code on the Account Master is 999, all valid currencies for the company/location may be processed against the account. If a specific currency code is defined on the Account Master, all transactions to the account are restricted to the specified currency.
EXCHANGE RATE
Optional. Entered only when a currency code has been entered. The exchange rate is used to convert from the currency of the journal to the base currency of the of the company/location. Based upon the operation code defined on the Currency Master File, this rate will be used as a multiplier or divisor in the conversion calculation. The current exchange rate defaults from the Currency Master File, but can be overridden.
If zero is entered in this field, the current exchange rate will be retrieved from the Currency Master File each month and used for the allocation.
INTERCOMPANY
Required. Enter a code to indicate whether allocation transactions can be generated for locations other than the allocation journal location defined above.
COMMAND KEYS
F2 - Display a window where a fast path option or mnemonic can be entered. Fast path allows the next menu selection to be made directly from this screen. When the window is displayed, pressing F3 will remove it.
F3 - Exit the program and return to the menu.
F4 - Display list of values for the field where the cursor is positioned. If you select one of the items from the list, it will be returned to the application screen.
F5 - Display the preceding allocation record. (Allocation records are sequenced by allocation number.) (Displayed only in review mode.)
F6 - Display the following allocation record. Allocation records are sequenced by allocation number. (Displayed only in review mode.)
F7 - Display a blank Allocation Definition screen so a new allocation can be defined. (Displayed only in review mode.)
F8 - Display the Allocation Specification Accumulation screen in Enter mode.
F9 - Display the Allocation Specification Distribution screen in enter mode.
F13 - Deletes the current allocation shown on the screen (this key is displayed in review mode only).
F14 - Deletes the current record shown on the screen (this key is displayed in review mode only).
F19 - Display the Allocation Specification File Mass Maintenance screen.
F20 - Display the Search screen, which allows you to select an allocation that has already been created. (Displayed in enter mode with update and inquiry authority or in review mode.)
F24 - Display additional command keys available from this screen.
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