See also: Creating a Cost Centre Dictionary.
When you have Defined the Analysis Sub-Fields the Customise expen dictionary and Create expen file programs must be run. This builds the analysis coding that has been defined into a file structure.
When these two programs have been run the master Management Accounts menu changes and the following two options are added:
In addition, the miscellaneous menu option Expense Code Levels holds the hierarchy that has been defined in analysis sub-fields.
What do you want to do?
To customise EXPEN dictionaries:
From the Rev. 8 Master menu select the Management accounts option and the company you require.
The MANAGEMENT ACCOUNTS menu is displayed.
Select the System maintenance option.
The MA SYSTEM MAINTENANCE menu is displayed.
Select the Analysis sub-fields option.
The MA Analysis Sub-fields Menu is displayed.
Select the Customise expen dictionary.
The data dictionary file home/MA/dicts/00.MA.expen.dd is recreated, and a new field, ANAL1, is added. It is equal to the number of bytes that have been allocated to each hierarchy in the sub-field analysis.
To create EXPEN files:
From the Rev. 8 Master menu select the Management accounts option and the company you require.
The MANAGEMENT ACCOUNTS menu is displayed.
Select the System maintenance option.
The MA SYSTEM MAINTENANCE menu is displayed.
Select the Analysis sub-fields option.
The MA Analysis Sub-fields Menu is displayed.
Select the Create expen file option.
Data files for expen are created. Ensure that the files are large enough to cope with the number of records they are expected to accommodate. For example, if there are 700 records in the Expense code spreadsheet, create the file expen to contain more than 700 records.
This causes the data/MA/XX/XX.MA.expen file to be created where XX is the Management Accounts company number.
Consultants Note: If for any reason the MA.masub file has had to be initialized or removed, you should regenerate MA.iflds. A symptom of this not having been done is that it may not be possible to drill all the way into the Nominal ledger.
When this set-up procedure is complete, the Copy NL Actuals To MA and Generate Drill-Down options should be made available in the EOD procedure. When these options run in EOD mode and MA codes do not exist, the process times out and no drill files are generated. The EOD log identifies the first code that cannot be found. This code and any others should be investigated and either opened or deleted, using Kerridge Utilities. The drill may then be regenerated at any time from the menu option.
For every new Expense code record created, default entries can be applied according to the initial record contents entered here. The entry against each field can either be blank, a prompt to the operator as to what should be entered at this point, or a valid entry. This third option can achieve a certain amount of time-saving when creating individual Expense code records. Once defined the Expense code default record is used as a template for all new Expense code records created. It does not, however, have any effect on existing records.
Method 1: Use the SETUP option in Adding or Modifying MA Expense codes, and key in the values directly.
Tip: It is possible to copy and paste from the spreadsheet.
Method 2: Use the DOS ASCII Import program and set up an import to extract data directly from the spreadsheet and write it to the expen file.
Method 3: Use a dedicated overlay written specifically for this task. This must be done with the help of an Autoline consultant.
When the Analysis fields have been completed an AD-HOC inquiry must be run on the expen file. This is to make sure that all MA expense codes have the correct codes in their ANAL1 - analysis code field.
WARNING: Before proceeding to copy data into the MA system a final review should be taken to ensure that all codes and descriptions have been set up.