You can determine how the analysis codes generated in the spreadsheet model are interpreted by the system.
This form is displayed when you click Management accounts > System maintenance > Analysis sub-fields > Analysis sub-fields. It enables you to define how the analysis field on the Cost centre and Expense code record should be sub-divided. There are 16 bytes of analysis available for each record. These must be split depending on the number of different hierarchical drill levels that have been defined in the drill-down design.
The form contains two tabs:
This tab enables you to define how the analysis field on the Cost centre should be sub-divided.
Warning: When the Cost centre file has been created these sub-divisions may not be altered.
Sub field: Description for the system to use for the drill-down levels (usually Hierarchy).
Start: Start byte (always 1)
Length: Length in bytes of this sub-field
Hierarchy field: Level within the hierarchy, for example level 1
Start: Start byte
Length: Length in bytes of this hierarchy field
Note: It is advisable to always make the length one level larger than the required amount, so that the MA structure can be expanded without having to be completely started again from scratch.
Example:
If there are three levels of COST CENTRE analysis then HIERARCHY for the COST CENTRE would be eight bytes long, that is 2*4 levels.
The number of levels for each analysis is apparent from the spreadsheet model, also the size of each level is derived from the number of different elements within each level. Thus it is possible to calculate the length of each sub-field.
Levels are typically only two bytes long as seldom are there more than 99 (maximum value for two bytes) different elements in a drill level. If a region had more than 99 branches then three bytes would be needed.
Note: The other five sub-fields below,[that is "Level 2, Level 3 etc" ] are used for hard copy reporting. The remaining bytes from the potential 16 can be split, thereby enabling you to define further analysis fields.
Consultants Note: This program adds a record to file Home/MA/dicts00.MA.masub. If the error message Error Duplicate Key is displayed when you are trying to create levels, ensure that XX.MA.masub has been initialized.
If there are four levels in the Cost Centre hierarchy then eight bytes should be defined to be used by the drill structure. Thus the first line of the sub field could read as follows:
| Sub field: | Start: | Length: |
|---|---|---|
| Hierarchy | 1 | 8 |
| Hierarchy field1: | Start: | Length: |
| Level 1 | 1 | 2 |
| Level 2 | 3 | 2 |
| Level 3 | 5 | 2 |
| Level 4 | 7 | 2 |
This tab enables you to define how the analysis field on the Expense code should be sub-divided.
Warning: When the Expense file has been created these sub-divisions may not be altered.
Sub field: Description for the system to use for the drill-down levels (usually Hierarchy).
Start: Start byte (always 1)
Length: Length in bytes of this sub-field
Hierarchy field: Level within the hierarchy, for example level 1
Start: Start byte
Length: Length in bytes of this hierarchy field
Note: It is advisable to always make the length one level larger than the required amount, so that the MA structure can be expanded without having to be completely started again from scratch.
Expense Code Analysis Example:
If there are six levels in the Expense code hierarchy then twelve bytes could be defined to be used by the drill structure.
Thus first line of the sub field could read as follows:
Sub-field Start Length:
| Sub field: | Start: | Length: |
|---|---|---|
| Hierarchy | 1 | 12 |
| Hierarchy field1: | Start: | Length: |
| Level 1 | 1 | 2 |
| Level 2 | 3 | 2 |
| Level 3 | 5 | 2 |
| Level 4 | 7 | 2 |
| Level 5 | 9 | 2 |
| Level 6 | 11 | 2 |
Warning: When the relevant drill files have been created using this structure the sub divisions may not be altered.
The second set of fields defines the detail and size of each level in the hierarchy of the drill structure. Most levels only need two bytes but if a particular level has more than 99 elements then three bytes need to be defined.
These hierarchy labels are used as Menu options in Miscellaneous menu - Cost centre levels & Expense code levels. The description of the hierarchy field can be entered as either Level 1, Level 2, Level 3 and so on or as Region, Area, Branch and so on. However, if there is no direct correlation with these descriptions, future maintenance could become confusing.
Warning: When the relevant drill files have been created using this structure the sub-divisions can not be altered.
When you have set the analysis sub-fields up, you must run the Customise CCENT Dictionary, Create CCENT File, Customise EXPEN Dictionary and Create EXPEN File programs. This builds the analysis coding that has been defined into a file structure.
When these programs have been run the master Management Accounts menu changes and the following two options are added:
In addition, the miscellaneous menu option Cost centre levels holds the hierarchy that has been defined in analysis sub-fields.