Having set the analysis sub-fields up the "Customize ccent dictionary" and "Create ccent file" option must be run (and Similarly for expen). This buildS the analysis coding that has been defined, into a file structure.
When these two options have been run the master Management Accounts menu changes and the following 2 options are added:
View management accounts
Generate drill down
Also the miscellaneous menu options Cost centre levels and Expense code levels hold the hierarchy that has been defined in analysis sub-fields.
Selecting this option recreates the data dictionary ccent and expen and adds a new field ANAL1 that is equal to the value of bytes that have been allocated to each hierarchy in the sub-field analysis.
This resultS in the following files being recreated:
home/MA/dicts/00.MA.expen.dd
home/MA/dicts/00.MA.ccent.dd
Selecting this option creates data files for ccent and expen.
Ensure that the files are sized large enough to cope with the number of records they are expected to accommodate:
E.g. If there are 700 records in the Expense code spreadsheet spreadsheet then size the file expen to more than 700 records.
This resultS in the following files being created.
data/MA/XX/XX.MA.expen
data/MA/XX/XX.MA.ccent
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 then the "Copy NL Actuals To MA" and "Generate drill-down "options should be switched on in the EOD procedure. When these options run in EOD mode, and MA codes do not exist then the process will time out and no drill files are generated. The EOD log will identify 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 cost centre record created, default entries can be applied as per 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 Cost centre records. Once defined the Cost centre default record is used as a template for all new Cost centre record created. It DOES not however have any effect on existing records.
For every new Expense code record created, default entries can be applied as per 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 record created. It DOES not however have any effect on existing records.
Method 1: Use the SETUP option in Add or modify MA cost centres and 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 and ccent files. (See DOS ASCII Import on-line help)
Method 3: Use a dedicated overlay written specifically for this task. (This must be done with the help of a Kerridge consultant.)
When the Analysis fields have been completed an AD-HOC inquiry must be run down the ccent and expen files. This is to make sure that all MA expense codes and cost centres 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 all codes, and descriptions have been set-up.
