Finance Manager Guide

IBM Maximo Asset Management

IBM Tivoli Asset Management for IT

Version 7.1

This edition applies to version 7, release 1, modification 0 of IBM Maximo Asset Management and to all

subsequent releases and modifications until otherwise indicated in new editions.

US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule

Contract with IBM Corp.

Note

Before using this information and the product it supports, read the information in “Notices” on page 115.

About This Publication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

IBM Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Chapter 1: Security and Database Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Database Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Authorizing GL Component Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Configuring your GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Account Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Mandatory and Optional Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Using the Chart of Accounts Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Setting up Validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Specifying Validation Options for GL Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Working with Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Operating Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Chapter 2: Transaction Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Database Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

INVOICETRANS -- Invoice Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

INVTRANS -- Inventory Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

LABTRANS -- Labor Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

MATRECTRANS -- Material Receipts Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

MATUSETRANS -- Material Use Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

SERVRECTRANS -- Service Receipts Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

TOOLTRANS -- Tools Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Chapter 3: Valid GL Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Company-Related Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

AP Suspense Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Received but not Invoiced (RBNI) Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Inventory-Related Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Currency Variance Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Inventory Control Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Inventory Cost Adjustment Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Inventory GL Account (item resource code) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Invoice Cost Variance Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Purchase Variance Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Receipts Price Variance Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Rotating Suspense Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Shrinkage Cost Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Location and Asset Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Asset GL Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Operating Location GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Preventive Maintenance Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

PM GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Resource Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Inventory Resource Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Labor Resource Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Contents

iv Finance Manager Guide

Tool Resource Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Resource Control Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

External Labor Control Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

External Tools Control Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Internal Labor Control Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Internal Tools Control Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Tax Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Paid Tax GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Unpaid Tax GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Chapter 4: Financial Process Chapters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

General Ledger Account Transaction Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Merged Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

GL Account Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Displayed Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Account Code Priorities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Intermediate Sources of Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Database Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Chapter 5: Financial Processes in Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Assets Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Move/Modify Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Move and Modify Assets Between Operating or Other Non-Storeroom Locations. . . . . . . . . . . . . . . . . . . 34

Move Rotating Assets from Non-Storeroom Location to Storeroom or Inventory Control Location . . . . 35

Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Moving Rotating Assets from Non-Storeroom Location to Storeroom or

Other Inventory-Type Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Swap Assets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Locations Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Chapter 6: Financial Processes in Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Item Master Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Change Status from Non-Capitalized to Capitalized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Primary Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Secondary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Change Status from Capitalized to Non-Capitalized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Secondary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Inventory Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Accounts in the INVCOST Table and the Locations Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Accounts Only in the Locations Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Account Only in the Inventory Cost Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Insert Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Adjust Current Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Inventory Transaction, Type =CURBALADJ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Adjust Physical Count . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Inventory Transaction, Type = PCOUNTADJ. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Reconcile Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Adjust Standard Cost. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Inventory Transaction, Type Field = STDCSTADJ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Adjust Average Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Inventory Transaction, Type Field = AVGCSTADJ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Issue Current Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Return an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . 53

Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Transfer Current Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Assemble/Disassemble Kit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Kit Cost Variance Transaction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Contents v

Receipt Adjustment Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Transfer Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

PO Material Receipts Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

For Storeroom Purchases (Issue on Receipt? = N) from Outside Vendor. . . . . . . . . . . . . . . . . . . . . . . . 56

For Storeroom Purchases (Issue on Receipt? = N) from Internal Vendor (Another Storeroom) . . . . . 57

For Direct Issue Purchases (Issue on Receipt? = Y) From Outside Vendor . . . . . . . . . . . . . . . . . . . . . . 57

Standard Receipt Adjustment Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Issues and Transfers Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Issue an Item within One Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Issue an Item Between Sites within the Same Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Return Previously Issued Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Transfer Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Secondary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Transfer In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Secondary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Issues and Transfers Database Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Issues Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Transfer Out Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Transfer In Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Tools Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Chapter 7: Financial Processes in Preventive Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Preventive Maintenance Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Chapter 8: Financial Processes in Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Companies Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Purchase Requisitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

PR Lines Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Material Requisitions for Storeroom From External Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Material Requisitions for Direct Issue (Issue on Receipt? = Y) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Material Requisitions From Internal Vendor (Another Storeroom) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Material Requisitions From Internal Vendor (Another Storeroom) in a Different Organization . . . . 75

Purchase Requisitions for Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Purchase Requisitions (Line Type = Service). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Purchase Requisitions (Line Type = Standard Service) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Purchase Requisitions for Rotating Asset, When Charge to Store? = Y . . . . . . . . . . . . . . . . . . . . . . . . . 76

Purchase Orders Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

PO Lines Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Material Orders From External Vendor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Receiving Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Material Receipt, External, into Storeroom. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Material Receipt, External, Issue on Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Secondary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Material Receipt, Inspection Required? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Purchase Orders Application with Receipt Required? check box indicated . . . . . . . . . . . . . . . . . . . . . 79

Receiving Application with Change Inspection Status action indicated . . . . . . . . . . . . . . . . . . . . . . . . 79

Material Receipt, Internal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . 79

Case 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Case 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Material Receipt across Organizations Internal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Material Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

vi Finance Manager Guide

Service Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Invoices Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Invoice Lines Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Not Charged to Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Charged to Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Distribute Costs Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Approve Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Invoice Total Transaction (Primary Transaction). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Additional Possible Transaction for Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Tax Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Pay Tax to Vendor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Do Not Pay Tax to Vendor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Cost Variance Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Variances for Materials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Case 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Case 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Case 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Variances for Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Service Not Charged to Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Service Charged to Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Chapter 9: Financial Processes in Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Labor Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Chapter 10: Financial Processes in Service Desk. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Service Requests, Incidents, and Problems Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Starting and Stopping the Timer to Capture Time Spent on a Ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Chapter 11: Financial Processes in Work Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Work Order Tracking Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Report Actual Material Use. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Report Actual Labor Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Report Actual Tool Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Internal Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

External Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Move/Modify Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Quick Reporting Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Labor Reporting Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Work Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Reporting WORK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Reporting NON-WORK and OT-REF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Report Labor Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Report Labor Use for Internal Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Report Labor Use for External Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Appendix: GL Database Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

About This Publication

The IBM Maximo Asset Management Finance Manager Guide discusses financial data

collection features. More specifically, the guide explains how GL account codes

default as a result of standard processes, such as inserting records, using

resources, receiving materials, and approving invoices.

The procedures and processes in this manual describe a default “out of the box”

configuration. Because you can customize to meet the needs of your business,

they might not match your configuration exactly.

Intended Audience

The Finance Manager, or anyone else in your organzation responsible for

integrating external financial systems should read this guide.

Intended Audience

viii

Finance Manager Guide

This chapter describes the following topics as they are related to the Finance

Manager Guide:

T Security

T Database Configuration

Security

Security is important when implementing GL account codes so that the

application can communicate with a financial system.

Groups (of users) establish security. You establish and maintain security through

the Users application (for users) and the Security Groups application (for groups)

in the Security module. Security groups can have as many users as needed for

security purposes. Also, users must belong to each corresponding group to have

that type of security access.

For more information about establishing security, see the System Administrator

Guide.

Database Configuration

The section describes the following database configuration actions:

T Authorizing GL Component Access

T Configuring your GL Account

T Using the Chart of Accounts Application

T Setting up Validation

T Specifying Validation Options for GL Account Codes

T Working with Locations

Authorizing GL Component Access

You set up GL account code formats using the GL Account Configuration action

in the Database Configuration application in the Configuration module.

You use the GL Components tab in the Security Groups application to specify

which groups can edit the account codes.

Security and Database

Configuration

Database Configuration

Finance Manager Guide

You can specify edit privileges separately for each component of the account

code. This lets you restrict users from updating specified GL components while

letting them edit other components.

Configuring your GL Account

Use the GL Account Configuration action in the Database Configuration

application to specify the basic format of GL account codes. Every organization

uses this format. To support different configurations for each organization,

configure your GL components to the maximum length that any organization

might use.

Account Components

Several distinct components (also called segments) represent each GL code.

Delimiters separate components when the account codes appear on your page.

The delimiters in the database are always stored, which lets your database

support variable lengths for individual components.

Use GL Account Configuration to define the length and the data type of each

component and to indicate whether each component is mandatory or optional.

The first component of the GL code is the cost center. You can use up to three

characters to define your own cost center. The following are examples of cost

centers you can define:

T FIN (Finance Group)

T RD (Research and Development)

T SM (Sales and Marketing)

Mandatory and Optional Components

Within an account code, a component can be mandatory or optional. In a fully

defined account, specify all mandatory components. In a partially defined

account, you can identify the mandatory component by the placeholder

characters that it contains.

You do not have to specify an optional component. The optional component

appears only if you specify it. Any optional components must come at the end of

the account string. You cannot place an optional component between two

mandatory components.

Example

You designated the first three components of an account as mandatory and the

fourth as optional, making 1234-567 an unacceptable account code. Since the third

component is mandatory, you must assign characters to the third component,

even if you use placeholders. If both the third and fourth components are

unknown, the account code would be 1234-567-???, assuming that you are using

the character “?” as your placeholder. Since the fourth component is both optional

and unknown, that component does not appear.

Database Configuration

Security and Database Configuration 3

Using the Chart of Accounts Application

In the Chart of Accounts application, you can perform the following activities:

T Enter company GL defaults, by company type

T Enter inventory-related account defaults for all inventory locations

T Enter resource code control accounts

T Enter valid values for each of the GL account components

T Select validation options

T Set up financial periods

You use the Chart of Accounts application to identify GL accounts. By using GL

Account Configuration in the Database Configuration application, you can

configure the application to use the GL accounts in your external financial system.

Using the same account structure, the application can work interactively with

your external financial system.

To ensure that your system represents your external financial system GL accounts

properly, check the Chart of Accounts application, which displays the GL

accounts.

For more information about using the Chart of Accounts application, see the

System Administrator Guide.

Setting up Validation

Within the Chart of Accounts Application, the Deactivate GL Validations? check

box is cleared by default to indicate that validation has been enabled.

To enable both GL account code validation and financial period validation, do not

select the Deactivate GL Validations? check box.

For more information about the fields contained on the Validation Options dialog

box, see the following section, “Specifying Validation Options for GL Account

Codes.”

Specifying Validation Options for GL Account Codes

To specify how you want to validate GL accounts when you enter them in a GL

account field, you use the Validation Options dialog box in Chart of Accounts.

OTE You specify the format of GL account codes using the GL Account Configuration

dialog box in Database Configuration.

To specify how you want to validate GL accounts, complete the following steps:

1 Open the Chart of Accounts application.

Database Configuration

Finance Manager Guide

2 In the Organizations table window, select the organization for which you

want to specify validation rules.

3 From the Select Action menu, select Validation Options to open the

Validation Options dialog box, which contains four check box boxes.

4 Select or clear the appropriate check boxes:

T Deactivate GL Validations? – If you leave this check box cleared (the

default), GL entries are validated in GL account fields against values in

Chart of Accounts. These values are specified by the following two check

boxes (Validate GL Component Combinations? and Validate Financial

Periods?).

If you select this check box:

 GL fields are not validated. You disable the general ledger feature

even though you can still enter values in GL fields.

 the remaining check boxes are cleared, and you cannot select them.

T Validate GL Component Combinations? – You can either select or clear

this check box.

 If you select this check box (the default), a GL account entry is

accepted only if the combination of component values matches a GL

account code in the GL Accounts table window. The Select GL

Account dialog box does not display any component value that has

not been used as part of a GL account code in the GL Accounts table

window.

 If you clear this check box, any combination of valid component

values is accepted. To be valid, a component value must match a value

in the GL Component Maintenance dialog box. The composite GL

account code does not have to match an existing one in the GL

Accounts table window.

T Validate Financial Periods? – If you select this check box (the default), the

transaction is verified that it falls within an open, valid financial period, as

defined in the Financial Periods dialog box.

If you clear this check box, the defined financial period is not validated.

To define financial periods for your company, use the Chart of Accounts

application. For more information, see the System Administrator Guide.

After you close a financial period by entering an actual close date, no

financial transactions are assigned to that period.

T Require valid GL account for all transactions? – If you clear this check

box (the default), transactions are allowed when you do not specify a valid

GL account.

T If you select this check box, valid GL debit and credit accounts must be

present on all transactions. In most cases, the GL accounts from the

vendor record are used as a default.

Database Configuration

Security and Database Configuration 5

5 To save any validation changes, click OK.

Example

You configure account codes to have three mandatory components. You make

1111 a valid first component, 222 a valid second component and 333 a valid third

component. However, you create no account code in Chart of Accounts

containing both 222 as a second component and 333 as a third component.

If you select the Validate GL Component Combinations? check box, you cannot

use the account code 1111-222-333.

If, you clear the Validate Component Combinations? check box, you can use the

account code 1111-222-333.

Working with Locations

Several location types are recognized and tracked. Understand how and why you

use each location type and how each type differs from the others. You can

establish a GL account code for any type of location.

Operating Locations

Operating locations are where you use your assets; therefore, employees usually

write work orders either for a location itself or an asset in an operating location.

You also use operating locations to build a location hierarchy. You can design the

location hierarchy to include all locations in your plant against which work orders

are written. You also can use the hierarchy to track assets moving in and out of

locations.

You can have several location hierarchies and hierarchies can share locations. You

may find it helpful to assign default GL account codes to locations, instead of

assets. For more information, see the IBM Maximo Asset Manager Product

Reference Guide.

Other Asset Type

Locations

In addition to operating locations, assets also can be in other “asset type”

locations, such as vendor, salvage, and repair locations. You can assign default GL

accounts to these locations.

Storeroom Locations You name an inventory storeroom using its location. Employees stock items in

and from where they issue items.

Other Inventory Type

Locations

Other “inventory type” locations are labor and courier. Use labor and courier

locations to track inventory items either en route to or from vendors, or between a

storeroom and its destination (another storeroom, or a work order site, for

example).

Courier records can have an associated company location record, and labor

records can have an associated labor location record. You also can transfer

inventory directly to a labor or courier location. For more information about

locations, see the Product Reference Guide.

Database Configuration

Finance Manager Guide

The following tables list transaction types by their associated database table.

Each database table name is uppercase, followed by the table description. For

each database table, the following tables list transaction types and associated

processes.

In the Transaction Type column, the database name for the transaction is

uppercase, followed by the transaction full name or description.

The Associated Processes column briefly describes the processes that can write

the corresponding transaction type to the database table. For more information

about these processes, see Chapter 4, “Financial Process Chapters.”

Database Tables

The section contains information for the following database tables:

T INVOICETRANS – Invoice Transactions

T INVTRANS – Inventory Transactions

T LABTRANS – Labor Transactions

T MATRECTRANS – Material Receipts Transactions

T MATUSETRANS – Material Use Transactions

T SERVRECTRANS – Service Receipts Transactions

T TOOLTRANS – Tools Transactions

Transaction Types

Database Tables

Finance Manager Guide

INVOICETRANS -- Invoice Transactions

The following table lists the transaction types and associated processes for the

INVOICETRANS (Invoice Transactions) table.

INVOICETRANS Transaction Types and Associated Processes

Transaction Type Transaction Value

TOTAL – Invoice total transaction The total amount of the invoice, including tax.

TAX1 – Tax transaction for tax type 1 If the invoice includes tax type 1, the line cost equals the sum of tax

type 1 on all invoice lines.

TAX2 – Tax transaction for tax type 2 If the invoice includes tax type 2, the line cost equals the sum of tax

type 2 on all invoice lines.

TAX3 – Tax transaction for tax type 3 If the invoice includes tax of type 3, the line cost equals the sum of

tax type 3 on all invoice lines.

TAX4 – Tax transaction for tax type 4 If the invoice includes tax of type 4, the line cost equals the sum of

tax type 4 on all invoice lines.

TAX5 – Tax transaction for tax type 5 If the invoice includes tax type 5, the line cost equals the sum of tax

type 5 on all invoice lines,

INVCEVAR – Invoice cost variance

transaction

For materials received into a storeroom if a cost variance between

receipt and invoice exists, and if either following condition is true:

UpdateInventory = 1 and invoice quantity > current balance

UpdateInventory = 0, the line cost equals the sum of all price

variances on the invoice

CURVAR – Currency variance

transaction

Approve invoice for materials to go to storeroom if a currency

variance between receipt and invoice exists and if either following

condition is true:

UpdateInventory = 1 and invoice quantity > current balance

Update Inventory = 0, the line cost equals the sum of all currency

variances on the invoice

Database Tables

Transaction Types 9

INVTRANS -- Inventory Transactions

The following table lists the transaction types and associated processes for the

INVTRANS (Inventory Transactions) table.

INVTRANS Transaction Types and Associated Processess

Transaction Type (Value) Inventory Action

AVGCSTADJ – Average cost

adjustment

Adjust Average Cost action in

Inventory.

CAPCSTADJ – Capitalized cost

adjustment

Adjust Capitalized Cost action in

Inventory.

CURBALADJ – Current balance

adjustment

Adjust Current Balance action in

Inventory.

Reconcile Balances action in

Inventory.

INSERTITEM – Inserting an item

record

Insert an item/location record in

Inventory.

Duplicate record.

Add Item to Storeroom Location

action in Inventory.

Transfer in or transfer out in Issues

and Transfers. This action is used to

transfer material items to a storeroom

location where the items did not

previously exist.

PCOUNTADJ – Physical count

adjustment

Adjust Physical Count action in

Inventory.

STDCSTADJ – Standard cost

adjustment

Adjust Standard Cost action in

Inventory.

STDRECADJ – Standard receipt

adjustment

Receive Material on Purchase Orders

into storeroom if the following

conditions are met:

T Default issue cost is set to

standard.

T Receipt price differs from the

standard cost.

Database Tables

Finance Manager Guide

LABTRANS -- Labor Transactions

The following table lists the transaction types and associated processes for the

LABTRANS (Labor Transactions) table.

LABTRANS Transaction Types and Associated Processes:

Transaction Type (Value) Associated Processes

WORK Report labor use of type WORK (that

is, for hours spent in actual work

time).

NON-WORK Report labor use of type NON-WORK

(that is, for hours spent in non-work

transaction).

OT-REF Report labor use of type OT-REF (that

is, for hours spent in overtime

refused)—memo transaction only.

TRAV Report labor use of type TRAV (that

is, for hours spent in travel time).

Synonym of WORK.

WMATL Report labor use of type WMATL

(that is, for hours spent waiting for

materials). Synonym of WORK.

SICK Report labor use of type SICK (that is,

for hours spent in sick time).

Synonym of NON-WORK.

VAC Report labor use of type VAC (that is,

for hours spent in vacation time).

Synonym of NON-WORK.

Database Tables

Transaction Types 11

MATRECTRANS -- Material Receipts Transactions

The following table lists the transaction types and associated processes for the

MATRECTRANS (Material Receipts Transactions) table.

MATRECTRANS Transaction Types and Associated Processes

Transaction Type (Value) Associated Processes

RECEIPT – Material receipt Material Receipt in Receiving.

RETURN – Material return Material Returns in Receiving.

TRANSFER – Material transfer Transfer Current Item action in

Inventory.

Transfer In and Transfer Out in Issues

and Transfers.

Material receipt, internal in

Receiving.

Move/modify assets from non-

storeroom location to inventory-type

location in Assets, Purchasing, or

Work Orders.

INVOICE – Invoice variance Approve invoice for materials

purchased for a storeroom, if a cost

variance between receipt and invoice

exists.

Database Tables

Finance Manager Guide

MATUSETRANS -- Material Use Transactions

The following table lists the transaction types and associated processes for the

MATUSETRANS (Material Use Transactions) table.

MATUSETRANS Transaction Types and Associated Processes

SERVRECTRANS -- Service Receipts Transactions

The following table lists the transaction types and associated processes for the

SERVRECTRANS (Service Receipts Transactions) table.

SERVRECTRANS Transactions Types and Associated Processes

Transaction Type (Value) Associated Processes

ISSUE – Issue or usage Issue an item in Inventory Control.

Issue an item in Issues and Transfers.

Report metered material use against a

work order.

Report actual material use.

Material receipt, external, issue on

receipt.

RETURN – Return item to store Return a non-rotating item using

Issue Current Item in Inventory.

Return an item using Issues and

Transfers.

Report actual material use.

Transaction Type (Value) Associated Processes

RECEIPT Service receipt in Receiving.

INVOICE – Invoice variance Approve invoice for services, either

with no PO, or with a cost variance

between receipt and invoice.

Approve invoice for services

subsequent to distributing costs for

those services.

Database Tables

Finance Manager Guide

TOOLTRANS -- Tools Transactions

The following table lists the transaction types and associated processes for the

TOOLTRANS (Tools Transactions) table.

TOOLTRANS Transaction Type and Associated Process

Transaction Type (Value) Associated Process

none Stores records that show actual tool

use.

Database Tables

Finance Manager Guide

Overview This chapter describes the valid General Ledger (GL) account types that you can

establish and use. You can set up these accounts so that they correspond to

accounts that you use in your external accounting system.

When you establish your Chart of Accounts, you can match the account codes in

your accounting system to the account names in the Chart of Accounts

application. For information about the Chart of Accounts application, see the

System Administrator Guide.

Transactions have a debit and a credit entry. For each transaction, s a certain

account is written to the database as the debit account. however, the cost of the

transaction can be negative or positive to create the correct net accounting effect.

In other words, the net effect of a credit is to create a given account by “debiting”

that account with a negative cost amount.

For example, in recording a receipts price variance, the receipts price variance

account is “debited”. This action occurs whether the receipt price is higher or

lower than the purchase order price. If the receipt price is lower than the purchase

order price, The receipts price variance account “debits” by a negative amount.

Similarly, the net effect of a debit is to “credit” an account by a negative amount.

Company-Related Accounts

This section describes the following company-related accounts:

T AP Suspense account

T Receive But Not Invoiced (RBNI) account

AP Suspense Account

The AP Suspense account holds the value of invoices that you have approved, but

not paid. When you approve an invoice, the AP Suspense account for the invoice

total transaction is credited, and the RBNI account is debited.

You can establish the AP Suspense account on a company-by-company basis. If

you do not specify an account for a particular company, the AP Suspense account

defaults in the Chart of Accounts. The Chart of Accounts lists the AP Suspense

account by company type, under the Company-Related Accounts action.

Valid GL Accounts

Inventory-Related Accounts

Finance Manager Guide

RBNI Account vs. AP Suspense Account When Invoice Is Approved

Received but not Invoiced (RBNI) Account

The RBNI account is used to track materials and services that you have received,

but that you have not yet invoiced. When you receive an item, the RBNI account is

credited. When you approve the invoice for that item, the RBNI account is debited

for the invoice total transaction.

You can establish the RBNI account on a company-by-company basis. If you do

not specify an account for a particular company, the RBNI account defaults in the

Chart of Accounts. The Chart of Accounts lists the RBNI accounts by company

type, under the Company-Related Accounts action.

Inventory-Related Accounts

This section describes the following inventory-related accounts:

T Currency Variance account

T Inventory Control account

T Inventory Cost Adjustment account

T Inventory GL account (item resource code)

T Invoice Cost Variance account

T Purchase Variance account

T Receipts Price Variance account

T Rotating Suspense account

T Shrinkage Cost account

Currency Variance Account

The Currency Variance account is used to track differences between the receipt

price and the invoice cost that result from changes in the exchange rate. Even if

the exchange rate fluctuates between receipt and invoice, this account is debited

only if either following condition is true:

T You cleared the Update Cost/Currency Variances on Inventory Costs? check

box.

the RNBI account . . . and the . . .

is debited AP Suspense account is credited.

Inventory-Related Accounts

Valid GL Accounts 17

T You selected the Update Cost/Currency Variances on Inventory Costs? check

box and the invoice amount exceeds the current balance.

If you use standard cost, clear the Update Cost/Currency Variances on Inventory

Costs? check box.

If you clear the check box, the transaction amount is written to the Currency

Variance account. If you select the check box and the invoice amount exceeds its

current balance, the second listed condition is true. The difference is written to the

Currency Variance account.

OTE The Update Cost/Currency Variances on Inventory Costs? check box is located

on the Inventory Defaults dialog box. To access this dialog box, complete the

following steps:

1 Select Administration > Organizations to open the Organizations

application.

2 Select an organization from the list provided and click the Organization tab.

3 From the Select Action menu and select Inventory Options > Inventory

Defaults to open the Inventory Defaults dialog box.

The Currency Variance account is written in a Currency Variance transaction:

T If an exchange rate change causes the invoice cost in base currency to exceed

the receipt cost in base currency, the transaction amount is positive.

T If an exchange rate change causes the invoice cost in base currency to be less

than the receipt cost in base currency, the transaction amount is negative.

This account is paired with the Inventory Control account: When the currency

variance account value increases, the Inventory Control account value decreases.

Currency Variance Account vs. Inventory Control Account

Variance accounts track price variances by storeroom location, not by item.

Inventory Control Account

The Inventory Control account stores the monetary value of the stock in the

associated storeroom location. When you transfer an item, the receiving

storeroom is debited and the issuing storeroom is credited. Also, the inventory

control account is credited for the following transactions involving inventory

items:

T receipts price variance

T invoice cost variance

T currency variance

T material issue or use

If the Currency Variance account

. . .

the Inventory Control account . . .

increases, decreases.

decreases, increases.

Inventory-Related Accounts

Finance Manager Guide

The Inventory Control account is debited for the following transactions involving

inventory items: receipt, total cost variance, and return. The inventory control

account is also the debit account when a stock adjustment results from:

T adjust current balance

T adjust standard cost

T change capitalized status

T reconcile balances

Inventory Cost Adjustment Account

The inventory cost adjustment account is used to track changes when the Adjust

Average Cost or Adjust Standard Cost actions cause the average price or the

standard price, respectively, to change.

This account is credited in an average cost adjustment or standard cost

adjustment transaction. The inventory cost adjustment account is paired with the

Inventory Control account. When the Inventory Cost adjustment account is

credited, it debits the Inventory Control account. When the average or standard

cost increases, the transaction amount is positive.

Average or Standard Cost vs. Transaction Amount

Inventory GL Account (item resource code)

The Inventory GL account holds the resource code associated with the

commodity group that you set up in the Chart of Accounts. The account appears

as a segment of merged accounts in transactions such as issues, returns, and

transfers of the item from the storeroom location.

Invoice Cost Variance Account

The Invoice Cost Variance account is used to track variances in the price,

expressed in the vendor currency, between receipt and invoice for the associated

storeroom location. If the cost, expressed in the vendor currency, changes between

receipt and invoice, this account is debited only if either of the following

conditions is true:

T UPDATEINVENTORY in the MAXVARS table is set to 0 (No).

T UPDATEINVENTORY in the MAXVARS table is set to 1 (Yes), and the invoice

monetary value exceeds the current balance.

(If you use the standard cost, set the UpdateInventory flag to 0, [No].)

If the flag is set to 0, the amount of the transaction is written to the Invoice Cost

Variance account. If the flag is 1 and the invoice amount exceeds the account

balance, the only the difference is written to the Invoice Cost Variance account.

If the average or standard cost . . . the transaction amount is . . .

increases, positive.

decreases, negative.

Inventory-Related Accounts

Valid GL Accounts 19

The Invoice Cost Variance account is debited in an invoice cost variance

transaction. When the invoice line cost exceeds the receipt cost, the transaction

amount is positive. When the invoice line cost is less than the receipt cost, the

transaction amount is negative.

Invoice Line Cost vs. Transaction Value

This account is paired with the Inventory Control account. When the Invoice Cost

Variance account value increases, the Inventory Control account value decreases.

OTE Variance accounts track price variances by storeroom location, not by item.

Purchase Variance Account

The Purchase Variance Account is not used for any transactions.

Receipts Price Variance Account

The Receipts Price Variance account is used for the standard cost only. The

account tracks differences between the inventory standard cost and the receipt

cost (which is storeroom specific), for items in the associated storeroom location.

The Return Price Variance account is debited in an inventory standard receipt

adjustment transaction. When the purchase price at receipt exceeds the standard

cost, the transaction amount is positive. When the purchase price at receipt is less

than the standard cost, the transaction amount is negative.

Purchase Price at Receipt vs. Transaction Amount Value

The Receipts Price Variance account is paired with the Inventory Control account;

when the Receipts Price Variance account value increases, the Inventory Control

account value decreases.

OTE Variance accounts track price variances by storeroom location, not by item.

If the invoice line cost . . . the transaction amount is . . .

exceeds the receipt cost, positive.

is less than the receipt cost, negative.

If the purchase price at receipt . . . the transaction amount is . . .

exceeds the standard cost, positive.

is less than the standard cost, negative.

Inventory-Related Accounts

Finance Manager Guide

Rotating Suspense Account

The Rotating Suspense account holds the accumulated cost of repairs to an asset

until you move the asset into a storeroom.

The Rotating Suspense account is the debit account for work orders that you

charge to a storeroom (that is, for which the Charge to Store? check box is

selected). This account is charged when you use material, labor, or tools to

complete the work order. When this account is debited for resource use, it credits

the appropriate resource control account.

In addition, the Rotating Suspense account is debited when you receive a service

associated with rotating assets if the Charge to Store? check box is selected. If the

cost of the service on the approved invoice exceeds the cost at receipt (when you

approve the invoice), this account is debited for the variance. When the Rotating

Suspense account is debited for the received or invoiced service, it credits the

RBNI account for the vendor.

Rotating Suspense Account vs. RBNI Account

Finally, the Rotating Suspense account is the credit account when you move

rotating assets from a non-storeroom location to an inventory-type location.

When you move the assets into the storeroom, A transaction of type TRANSFER

is written to the MATRECTRANS table. The transfer transaction causes the

Rotating Suspense account to be credited and the Inventory Control account to be

debited for the receiving storeroom.

Rotating Suspense Account vs. Inventory Control Account

In the Chart of Accounts application, you can specify a global Rotating Suspense

account code. To specify this account code, select the Organization Default

Account action and enter a value in the Global Rotating Suspense Account field.

The value you enter becomes the default for the Rotating Suspense Account

(ASSET.ROTSUSPACCT) field in the Assets application or you can specify a new

value in this field.

OTE By default, the ASSET.ROTSUSPACCT field is not visible.

Shrinkage Cost Account

The Shrinkage Cost account is used to track differences between actual inventory

quantities and calculated quantities. This account is credited in a current balance

adjustment transaction and in a reconciling balances transaction. When the actual

inventory quantity exceeds the calculated current balance, the transaction amount

is positive.

the . . . and the . . .

rotating suspense account is debited RBNI account for the vendor is

credited.

the . . . and the . . .

inventory control account is debited rotating suspense account is credited.

Location and Asset Accounts

Valid GL Accounts 21

Shrinkage Cost Account vs. Transaction Value

This account is paired with the Inventory Control account, which is the debit

account in a current balance adjustment transaction.

Location and Asset Accounts

This section describes the following location and asset-related accounts:

T Asset GL Account

T Operating Location GL Account

Asset GL Account

The Asset GL account is the default debit account for work orders, purchase

orders, and other types of accounts against an asset. You can establish this

account only on the asset record (it does not default from any other record).

Assign GL accounts to locations instead of to assets (see note following this

paragraph). The Asset GL Account field does not appear initially in the Assets

application. Therefore, to specify a GL account for a particular asset, first display

the Asset GL Account field in the Assets application.

OTE If you fully specify an Asset GL account, costs are never charged related to that

asset (that is, resulting from a work order) to the operating location GL account.

This occurs regardless of the asset location. More specifically, any account

components that you specify in creating the asset GL account overrides those

same components in the operating location GL account. For example, if you create

a work order in asset with GL account 1111-222-???, and the work order is to be

performed at an operating location with GL account 1111-333-444, the GL debit

account for the work order is 1111-222-444.

If the actual inventory quantity . . . the transaction amount is . . .

exceeds the calculated current balance positive.

is less than the calculated current

balance

negative.

Preventive Maintenance Account

Finance Manager Guide

GL Debit Account for Work Order from Asset and Location GL Accounts

Operating Location GL Account

The operating location GL account is the default debit account for work orders,

purchase orders, and other types of accounts against the location. You can

establish this account only on the operating location record (it does not default

from any other record).

Preventive Maintenance Account

This section describes the PM (preventive maintenance) GL account.

PM GL Account

The PM GL account is used when a preventive maintenance record generates a

work order. Typically, you specify only one segment of the account code to

represent the type of work. You establish this account directly on the PM record.

On the work order, the account is merged with the asset and location GL account

codes (either together or separately), if those codes exist. In the merger, if codes

have defined components in the same segment, the PM GL account components

have the highest priority. This means that the PM GL account code segments

override defined segments in the same position from the location and asset GL

account codes (either together or separately).

Resource Codes

You can associate resource codes – typically one segment of a GL account – with

resources used on work orders. The following resource codes are described in this

section:

T Inventory Resource Code

T Labor Resource Code

T Tool Resource Code

Resource Accounting Associating the codes lets you do resource accounting. With resource accounting,

you assign an account component to each resource. This account component

merges, called the resource code, into the GL debit account for the cost of the

work order or other transaction when you record use of the resource. You can

establish resource codes in the Chart of Accounts for groups of resources (items of

a certain type, for example). You also can establish resource codes on individual

records.

Account Number

Asset GL account 1111-222-???

Operating Location GL account 1111-333-444

GL Debit account for Work Order 1111-222-444

Resource Control Accounts

Valid GL Accounts 23

Resource accounting offers the advantage of letting you perform in-depth

analysis of resource use. For example, you can analyze use by commodity group,

individual item, or labor code.

Inventory Resource Code

Inventory Resource codes are the inventory resource component of the debit

account in a transaction. For example, when you create a work order requiring an

inventory item, that work order line item includes the inventory resource account

component in the GL debit account code.

In the Chart of Accounts, you can define inventory resource codes by commodity

group. To track items by individual item identifiers, display the GL account field

in the Item Master application and overwrite the code on the item record itself.

Labor Resource Code

Labor Resource Code are the labor resource component of the debit account in a

transaction. For example, when you create a work order requiring labor, the work

order line item includes the labor resource account segment in the GL debit

account code.

In the Chart of Accounts, you can define one labor resource code for internal

labor, and another for external labor. Additionally, to track laborers by individual

identifier, display the GL account field in the Labor application and overwrite the

code on the labor record itself.

Tool Resource Code

Tool resource codes are the tool resource component of the debit account in a

transaction. For example, when you create a work order requiring a tool, that

work order line item includes the tool resource account component in the GL

debit account code.

In the Chart of Accounts, you can create two resource codes, one for internal

resource tools and one for external resource tools. To change the default resource

code by individual tool identifier, go to Inventory > Tools, select the Tools tab,

and select Tool/Organization Details from the Select Action Menu.

Resource Control Accounts

This section describes the following resource control accounts:

T External Labor Resource Control account

T External Tools Control account

T Internal Labor Control account

T Internal Tools Control account

Resource Control Accounts

Finance Manager Guide

External Labor Control Account

The External Labor Control account is used as the credit account for any external

labor transaction. It is the accrual account for the value of external (contract) labor

“issued” to work orders or other activities. For example, this account is credited

when you report external labor use on a work order.

You define the external labor control account in the Chart of Accounts for all

external labor. You also can define default accounts by the external labor vendor.

You can overwrite the account code on the individual labor record. To do so,

display the Labor Control Account field in the Labor application.

This account is paired with the debit account in the transaction, which includes

the labor resource code as a component.

External Tools Control Account

The external tools control account is used as the credit account for any external

tool transaction. The accrual account contains the value of external tools (for a

contractor) issued to work orders or other activities. For example, this account is

credited when you report external tool use on a work order.

You define the external tools control account for each vendor in the Companies

application for all external tools owned by that individual vendor. In the Chart of

Accounts, you can create two resource codes, one for internal resource tools and

one for external resource tools. To change the default resource code by individual

tool identifier, go to Inventory > Tools, select the Tools tab, and select Tool/

Organization Details from the Select Action Menu.

The External Tools Control account is paired with the debit account in the

transaction, which includes the tool resource code as a component.

Internal Labor Control Account

Each Labor record may have one or more Craft/Skill Levels, and each Craft/Skill

Level may have a defined labor rate. If no vendor is specified on the defined labor

rate, the rate is considered internal and has an internal Labor Control Account.

The Internal Labor Control Account is the Internal Labor Account from the Work

Location for the labor. When you update the Work Location, the Internal Labor

Account from the new Work Location is placed in each of the Internal Rates for

the labor.

The Application Designer can be used to display the Labor Control Account in

the detail area of each of the Labor rates. You can update the account on that

screen. However, if the Labor Work Location is then changed, your manually

entered account is overwritten by the Internal Labor Account of the new Work

Location.

Internal Tools Control Account

The internal tools control account is used as the credit account for any internal

tool transaction. It is the accrual account for the value of internal tools issued to

Tax Accounts

Valid GL Accounts 25

work orders or other activities. For example, this account is credited when you

report internal tool use on a work order.

To define the default internal tools control account, go to Financial > Chart of

Accounts and select Organization Default Accounts from the Select Action

menu.

You can overwrite the account code on the individual tool record. To display the

Control Account field go to Inventory > Tools and select Tool/Organization

Details from the Select Action menu.

This account is paired with the debit account in the transaction, which would

include the tool resource code as a component.

Tax Accounts

This section describes the following tax accounts:

T Paid Tax GL account

T Unpaid Tax GL account

Paid Tax GL Account

The Paid Tax GL account is the accrual account for tax that you pay to a vendor or

supplier. In most countries, you pay tax to a vendor or supplier, instead of a

government tax authority. You can specify the Paid Tax GL account in two ways:

T You can specify a value for individual tax codes, or specify a Tax Type GL

account in the Paid field used as the default.

T You can specify a Paid Tax GL account for tax types 1 through 5.

When you approve an invoice that includes tax, the Paid Tax GL account is

debited. The Paid Tax GL account is defined for each tax code. If an individual GL

account has not been assigned for the tax code, the GL account that is specified for

the tax type is used.

The transaction amount is the sum of the amounts specified for each tax type in

the invoice lines. (For an invoice of type Credit, the amount is negative.)

When the invoice includes tax, the paid tax GL account is paired with the RBNI

account. When the paid tax GL account is debited, it credits the RBNI account.

When the invoice does not include tax, the paid tax GL account is paired with the

unpaid tax GL account. When the unpaid tax GL account is debited, it credits the

paid tax account.

Tax Accounts

Finance Manager Guide

Invoices with and without Tax vs. Accounts

Unpaid Tax GL Account

The Update Cost/Currency Variances on Inventory Costs? check box is located

on the Inventory Defaults dialog box. To access this dialog box, complete the

following steps:

1 Select Administration > Organizations to open the Organizations

application.

2 Select an organization from the list provided and click the Organization tab.

3 From the Select Action menu, select Inventory Options > Inventory Defaults

to open the Inventory Defaults dialog box.

You can create and manage the Unpaid Tax GL account, also within the

Organizations application, by selecting Purchasing Options > Tax Options from

the Select Action menu.

The Unpaid Tax GL Account field is the accrual account for unpaid tax. You use

this account only for invoices that require you to pay tax directly to a government

tax authority, instead of vendors or suppliers.

You can indicate the Unpaid Tax GL account in two ways:

T Specify an Unpaid Tax GL account for tax type 1 through 5. This account is

used as the default.

T Specify a value in the Unpaid Tax GL Account field for each individual tax

code.

When you approve an invoice, the Unpaid Tax GL account is debited. The Unpaid

Tax GL account is defined for each tax code. If an individual GL account has not

been assigned for the tax code, the GL account for the tax type is used.

The transaction amount is the sum of the amounts specified for each tax type in

the invoice lines. (For an invoice of type Credit, the amount is negative.) When the

Unpaid Tax GL account is debited, it credits the Paid Tax GL account.

If the invoice . . . the . . . and the . . .

includes tax, paid tax GL account is

debited

RBNI account is

credited.

does not include tax, unpaid tax GL account

is debited

paid tax account is

credited.

This chapter assists you in understanding the following chapters:

T Chapter 5: Financial Processes in Assets

T Chapter 6: Financial Processes in Inventory

T Chapter 7: Financial Processes in Preventive Maintenance

T Chapter 8: Financial Processes in Purchasing

T Chapter 9: Financial Processes in Resources

T Chapter 10: Financial Processes in Service Desk

General Ledger Account Transaction Processes

This chapter describes in detail the processes that cause general ledger account

transactions to be written. A “process” is a series of tasks that you can perform.

Generally, these transactions reside in transaction tables, which you can map to

your external financial system.

OTE Processes resulting in debit/credit transactions use decimal fields and amount

(cost) fields. To minimize the effects of rounding in calculations, use the Database

Configuration application. Use this application to set the “scale” (the number of

places calculated and displayed to the right of the decimal point) of these fields to

six or more places.

For a process to assign a default code to a particular account, you first must

establish that default code in the Chart of Accounts.

Example

If you insert a company record for a vendor, a default code is assigned to the

Received But Not Invoiced (RNBI) account. For the assignment to occur, however,

you first must establish which code to use for the RBNI account for vendors.

To establish your vendor RBNI code, use the Chart of Accounts application

(Company-Related Accounts action). For more information about chart of

accounts, see the System Administrator Guide.

To overwrite the default code for an account, you must have authorization. For

more information, see Chapter 1, “Security and Database Configuration.”

If you have authorization to edit account codes, you might need to display the

field in the relevant application. For example, suppose that for a certain labor

Financial Process

Chapters

General Ledger Account Transaction Processes

Finance Manager Guide

record, you want to use a code other than the default for the GL account. To

overwrite the default account code, you first must make the GL Account field

visible in the Labor application.

Merged Account Codes

Certain processes cause the creation or use of a merged account code. For

example, reporting labor use against a work order typically causes a debit to a

merged account. The sources of the merged account are the Labor GL account and

the Work Order GL account.

In this example, both the Labor GL account and the Work Order GL account are

merged as neither one typically has all of its components specified. For example,

if the Labor GL account is ????-???-300, and the Work Order GL account is 6000-

300-???, the Debit account for labor use is 6000-300-300.

Debit Account for Labor Use from Merger of Labor and Work Order GL

Accounts

However, if these two accounts both have the second component specified, the

second component of one account code must take precedence over the second

component of the other account code. There are rules about which accounts take

precedence over others.

For the relevant processes in this guide, we show a table with a numbered list of

source accounts. For these processes, the account with the higher priority (lower

number) takes precedence over the account with the lower priority (higher

number). For example, in the process, “Report Internal Labor Usage,” the sources

of the debit and credit accounts is displayed in priority in the following table:

Debit and Credit Accounts for Report Internal Labor Usage

Consider what the merge order of the debit account components for this

particular process illustrates as a general rule: If you charge a financial

Account Number

Labor GL account ????-???-300

Work Order GL account 6000-300-???

Debit account for Labor Use 6000-300-300

Source of GL

Account

Debit Credit Source of GL

Account

1 Labor GL account

$15.00 x 2 =

$30.00

$15.00 x 2 =

$30.00

Labor control

account

2 Work Order GL

account

3 Asset GL account

4 Operating

Location GL

account

General Ledger Account Transaction Processes

Financial Process Chapters 29

transaction, involving a resource, to a work order, an asset, or an operating

location, the merge order of the components of the relevant GL accounts always

has the listed priority.

Example

GL account codes specified on the PM, asset, and operating location records

named in the Work Orders application.

Merged Accounts and Account Numbers

Example

Purchase a bearing that you charge to work order 1020:

T Work order 1020 is for repairing a forklift in the shipping and receiving

department.

T The item resource code for a bearing is ????-???-200.

T The work order GL account for work order 1020 is ????-301-201.

T The forklift has no specified GL account.

T The location GL account for shipping and receiving is 6500-300-???.

The resulting GL debit account for the transaction is 6500-300-200.

T You specify the first component for only the location GL (6500).

T You specify the second component both in the work order GL (301) and the

location GL (300), and the location GL takes priority,

T You specify the third component for both the item resource code (200) and the

work order GL (201), and the item resource code takes priority.

Account Number

PM record GL account (priority 1) 2345-???-???

Asset GL account (priority 2) 6789-787-???

Operating location GL account (priority 3) 5555-999-XYZ

Work Order GL account 2345-787-XYZ

GL Account Tracking

Finance Manager Guide

GL Debit Accounts and Account Numbers

OTE When account codes merge the result can be an account code that is not

established in the Chart of Accounts application. In that case, an error message

appears and you cannot complete the current transaction. Use the following table

to determine further action:

Merged Account Codes Action Table

GL Account Tracking

Most users need not be concerned which GL account codes to enter in the

application. After you define the accounts and associated codes in Chart of

Accounts (or, in a few cases, specified on records), most GL account fields default

to an account code or merged codes entered elsewhere.

Each account code or segment that you enter in Chart of Accounts or in GL fields

in other applications is validated against the account codes in the Chart of

Accounts application. (In most cases, if you have authority, you can overwrite the

default GL code.)

This following section describes where the GL account codes are located that

populate various fields or database columns. For each application described in

Chapters 5 – 10, the GL field information is divided into two sections:

T Displayed Fields

T Database Fields

Displayed Fields

The Displayed Fields sections of the financial processes chapters name the

following items:

Account Number

Item Resource Code ????-???-200

Work Order GL account ????-301-201

Location GL account 6500-300-???

GL Debit account 6500-300-200

If your company . . . then . . .

intends to use the merged

account code

an authorized user must establish the

account code in Chart of Accounts before

you can proceed with the attempted

transaction

does not use the merged

account code

ensure that you are attempting a valid

transaction.

GL Account Tracking

Financial Process Chapters 31

T the GL field you see on the page or would see if the associated field were

displayed

T the field that is the source of the GL code in that field.

When the value in another field is used as the default “source” field, the field

containing the value used as the default might be listed as the origin of the source.

If not, you can see the source field elsewhere in this chapter to find out its source.

The financial processes chapters present the information in the following format:

Field Name (COLUMNNAME) ⇐ Source field on source page ⇐ Source field/

page

You can read the ⇐ symbol in this chapter to mean “comes from” or “defaults to.”

When you read a statement from left to right, this symbol describes the “path”

use to fill the GL field named to the left of or above the first arrow.

Example

The GL Debit Account field on the PR Lines tab:

GL Debit Account (GLDEBITACCT) ⇐ GL Control Account field (not displayed)

for storeroom location in the Inventory application.

The field to the right of the last arrow must meet one of the following criteria:

T It is the field where someone entered the GL account code or segment,

generally, in the Chart of Accounts application.

T It is a field in another application, which has its own section. To trace the GL

account code to its entry in Chart of Accounts or other ultimate source

application, see that section.

Most fields in applications are associated with a column in a database table.

Although some fields are calculated for display on the page (that is, they have no

associated database table column where the value is stored), all GL fields have

associated database table columns. By using the standard page views, you can see

some values from the GL-related columns in the database table.

However, other GL-related fields are not displayed automatically. Although a

database column in the table is associated with the application, the data is not

display in that column unless you make the field visible.

Account Code Priorities

Some instances exist where the GL code in a field can come from more than one

potential source field. If GL codes are in more than one potential source field,

those codes are merged. When these codes merge, there is an order of priority for

the multiple sources. This priority exists so that when codes or segments of codes

“compete”, the codes or segments to use are known. The possible sources are

listed in order of their priority in the potential merger. Codes or segments from

higher-priority (lower number) sources take precedence over codes or segments

from lower-priority (higher number) sources.

Example

The GL Account field in the Work Orders application:

GL Account Tracking

Finance Manager Guide

GL Account (GLACCOUNT) ⇐

1 Preventive Maintenance GL Account field ⇐ manual entry (no default);

2 Asset GL Account field (not displayed) ⇐ manual entry (no default);

3 Locations GL Account field ⇐ manual entry (no default).

The PM, Asset, and Location fields on a work order provide possible links to the

PM, Asset, and Operating location records of the GL accounts. For any fields that

are filled on the work order record, the corresponding records are checked and

the GL accounts are obtained from the fields according to the priorities listed

above—1 through 3

For example, if GL accounts exist for all three, the PM GL account takes priority

over both the asset GL account and the location GL account. If no PM record

exists (or no PM GL account), the GL account of the asset record has next priority.

If neither a PM GL account nor an asset GL account exist, the location GL account

is used.

The account inserted into the Work Orders GL Account field can be a

combination, or merger, of the three references accounts. If an account with

higher priority is only partially defined (for example, 2345-???-???), and an

account of lower priority has defined segments where the higher priority does

not, the segments from the account with the lower priority complete the

undefined segments in the higher priority account.

Intermediate Sources of Account Codes

Several cases of GL fields might have one or more “intermediate” source fields

between the online field and its ultimate source. For example, the GL fields on a

PO line come from the PR line if a PR exists; otherwise, they come directly from

the source. Such possible intermediate sources are in parentheses.

Example

The GL Debit Account field on the Inventory Transactions Report.

GL Debit Account (GLDEBITACCT) ⇐ GL Debit Account field on PO Lines tab

⇐ (GL Debit Account field on PR Lines application) ⇐ GL Control Account field

(not displayed) for storeroom location in the Inventory application

Database Fields

The Database Fields sections of the financial processes chapters provide similar

information as the Displayed Fields section. Rather than provide names of fields

in applications or on pages, the Database Fields section provides database table

and column names.

The Database section presents table and column name information in the

following format:

TABLENAME1.COLUMNNAME ⇐ TABLENAME2.COLUMNNAME

This chapter describes the financial processes for the following applications in the

Assets module:

T Assets

T Locations

Assets Application

To enter an account code, display the GL Account field on an asset record in order

The Rotating Suspense Account field only contains a code when the asset is

rotating (that is, an item number is specified on the asset record).

Database Fields ASSET.GLACCOUNT ⇐ manual entry (no default)

ASSET.ROTSUSPACCT ⇐ ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = INVRELACC and GROUPVALUE = ROTSUSPACCT) (Global

Rotating Suspense Account field on the Inventory-Related Accounts dialog box

in Chart of Accounts)

Move/Modify Assets

To complete this process, select Move/Modify Assets from the Select Action

menu in the Asset application.

Moving and modifying assets between non-storeroom locations (for example,

between operating locations, or from an operating location to a repair location)

has no financial implications. However, an asset-move transaction is recorded

and validated GL accounts are listed.

Moving and modifying rotating assets from a non-storeroom location to an

inventory-type location does have financial implications: an asset-move

transaction and a financial transaction are recorded.

Financial Processes in

Assets

Assets Application

Finance Manager Guide

Move and Modify Assets Between Operating or Other Non-

Storeroom Locations

Moving and modifying assets does not create any GL financial transactions, or

change any GL account fields on asset or location records. However, when you

enter the new location on the Move/Modify Assets dialog box, if you have defined

an asset GL account, a preliminary account validation is performed. More

specifically, it is determined if merging the asset’s GL account and the new

location’s GL account produces a valid account code.

The following table illustrates how a valid account code is determined.

Move/Modify Assets Account Validation

If 6004-304-200 is a valid account, the asset can be moved or modified. The

validated account codes are stored with the transaction record. To view the

account stored with the transaction, select the View Asset History action from the

Select Action menu.

If merging the asset GL account and the destination location GL account does not

produce a valid account, entering the destination location on the Move/Modify

Assets page produces an error message.

Using the previous example, suppose that 6004-304-200 is not valid. The first line

of the error message reads, “GL account 6004-304-200 is invalid.” The message

shows the source account codes (for example, 6004-304-??? and ????-300-200) that

merged into the invalid account code. As stated in the error message, you can

proceed with the move/modify by changing the Asset GL account and/or the

Destination Location GL account to make the merger valid. Alternatively, an

authorized user can establish the currently invalid account code as a valid account

code in Chart of Accounts.

On the Move/Modify Assets page, and in the asset transaction record (this is not a

financial transaction), the GL Credit Account field displays the old merged GL

account (for example, of asset/from location) and the GL Debit Account field

displays the new merged GL account (for example, of asset/to location). You

cannot modify the credit or debit account while moving the asset.

OTE In a standard move or modify transaction, no GL accounts are changed, credited,

or debited that might have been associated with the asset by displaying the GL

Account field on the asset record. If the asset is a rotating asset and has an

associated rotating suspense account, moving/modifying it does not affect on that

suspense account, except when moving the rotating asset to a storeroom. For

more information, see the section “Move Rotating Assets from Non-Storeroom

Location to Storeroom or Inventory Control Location’’ on page 35.

Displayed Fields You can see the fields for an asset-move/modify transaction on the Move/Modify

Assets page.

Account Number

Asset GL account ????-???-200

Destination Location GL account 6004-304-???

Merged GL account 6004-304-200

Assets Application

Financial Processes in Assets 35

GL Debit Account (GLDEBITACCT) ⇐ GL Account field in Locations for the

destination or “to” location.

GL Credit Account (GLCREDITACCT) ⇐ GL Account field in Locations for the

source or “from” location.

Database Fields Again, these transactions in ASSETTRANS are not financial transactions, but

rather, move/modify asset transactions.

ASSETTRANS.GLDEBITACCT ⇐ ASSET.GLACCOUNT (GL Account field in

Asset)

ASSETTRANS.GLCREDITACCT ⇐ ASSET.GLACCOUNT (GL Account field in

Asset)

Move Rotating Assets from Non-Storeroom Location to

Storeroom or Inventory Control Location

Moving a rotating asset from a non-storeroom location to a storeroom or other

inventory-type location (labor, courier) creates two transactions:

1 an asset-move transaction

2 a financial transaction—an inventory material receipt transaction,

TRANSFER—written to the MATRECTRANS table.

The asset-move transaction displays, in the GL Debit Account field, the merger of

the asset GL account (if any) and the storeroom location GL account. The move

transaction shows, in the GL Credit Account field, the merger of the asset GL

account and the “from” location GL account.

Storeroom Location Control Account vs. Rotating Suspense Account

This financial transaction uses the storeroom location’s control account as the

debit account and the rotating suspense account as the credit account.

Primary Transaction

When you click View Details for an asset record on the Move/Modify Assets page,

the GL Credit Account and GL Debit Account fields are displayed. These fields

are read-only.

The storeroom’s control account is debited and the rotating asset’s rotating

suspense account is credited. Click OK to create both transactions:

T the asset-move transaction

T the storeroom’s material receipt transaction

The date and time are used in the Change Date field on the Move/Modify Assets

page to determine the financial period for the transaction. The Change Date field

defaults to the system date and time.

the... and the...

storeroom control account of the location

is debited

rotating suspense account is

credited.

Assets Application

Finance Manager Guide

Example

Move a rotating asset, asset #11430, from its current operating location to the

central storeroom.

Source of GL Account for Moved Rotating Asset

If you have not applied any charges to the asset, the amount of the transaction is

zero.

The charges against the rotating asset are stored in the rotating suspense account

of the asset. At the time of the move, The storeroom control account is debited

and the rotating suspense account is credited.

Moving Rotating Assets from Non-Storeroom Location to

Storeroom or Other Inventory-Type Location

This move to an inventory location results in not only an asset-move transaction

(ASSETTRANS table), but also a financial transaction (MATRECTRANS table).

On the Move/Modify Assets page (asset-move transaction):

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ Inventory Control Account field for item

at destination location in the Inventory application (not displayed) ⇐ Inventory

Control Account field on the Inventory-Related Accounts dialog box in Chart of

Accounts for the associated inventory-type location.

OTE If the “to” location is a labor or courier location, the GL Debit Account field

defaults to the Control Account field of the transit location record associated with

the labor or courier.

GL Credit Account (GLCREDITACCT) ⇐ Rotating Suspense Account field (not

displayed) in Asset ⇐ Global Rotating Suspense Account field on the Inventory-

Related Accounts dialog box in Chart of Accounts.

These following transactions in ASSETTRANS are only move/modify asset

transactions, not financial transactions.

Database Fields ASSETTRANS.GLDEBITACCT ⇐ INVCOST.CONTROLACC for item at

destination location ⇐ LOCATIONS.CONTROLACC

ASSETTRANS.GLCREDITACCT ⇐ ASSET.ROTSUSPACCT ⇐

ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = INVRELACC and

GROUPVALUE = ROTSUSPACCT)

The following transactions to MATRECTRANS are financial transactions.

MATRECTRANS.GLDEBITACCT ⇐ INVCOST.CONTROLACC for item at

destination location ⇐ LOCATIONS.CONTROLACC

Source of GL

Account

Debit Credit Source of GL

Account

Inventory control

account

$150.00 * $150.00 * Rotating suspense

account

Locations Application

Financial Processes in Assets 37

MATRECTRANS.GLCREDITACCT ⇐ ASSET.ROTSUSPACCT ⇐

ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = INVRELACC and

GROUPVALUE = ROTSUSPACCT)

Swap Assets

To swap an asset, select Swap Assets from the Select Action menu in the Assets

application. Swapping assets involves replacing one asset with another.

See the following table for GL financial transaction information for the asset you

are replacing:

GL Financial Transaction Information

See the following table for GL financial information for the replacement asset:

GL Financial Transaction Information

Locations Application

This section provides the displayed field and database field for the Locations

application.

Displayed Field GL Account (GLACCOUNT) ⇐ manual entry (no default).

Database Field LOCATIONS.GLACCOUNT ⇐ manual entry (no default)

OTE Besides the GLACCOUNT column, the LOCATIONS database table also contains

the following columns: CONTROLACC, INVOICEVARACC, CURVARACC,

SHRINKAGEACC, INVCOSTADJACC, and RECEIPTVARACC. These database

columns are relevant to inventory-type locations, only.

If the asset you are

replacing is moved from an

operating location or a non-

storeroom location to . . .

the general ledger financial transaction for

swapping this asset is identical to . . .

another operating location or

another non-storeroom

location

“Move and Modify Assets Between Operating

or Other Non-Storeroom Locations,” on

page 34.

a storeroom or other

inventory control-type

location

“Move Rotating Assets from Non-Storeroom

Location to Storeroom or Inventory Control

Location,” on page 35.

You can move the

replacement asset from a

non-storeroom location to

. . .

the general ledger financial transaction for

swapping this asset is identical to . . .

an operating location. “Move and Modify Assets Between Operating

or Other Non-Storeroom Locations,” on

page 34.

Locations Application

Finance Manager Guide

This chapter describes the financial processes for the following applications in the

Inventory module:

T Item Master

T Inventory

T Issues and Transfers

T Tools

Item Master Application

This section describes how you can use the Change Capitalized Status action in

the Item Master Application to write general ledger account transactions.

Change Status from Non-Capitalized to Capitalized

To change the status of an item from non-capitalized to capitalized, select Change

Capitalized Status from the Select Action menu. On the Change Capitalized

Status dialog box, manually enter an account code that you plan to use as the

capital GL account. A default capital GL account is not provided.

The following is changed for that item:

T storeroom status to capitalized

T the average, last, and standard costs to zero in all storerooms containing that

item

The system date and time is used to determine the financial period for the

transaction.

Primary Transactions

When you select the Current Capitalized Status check box on the Change

Capitalized Status dialog box, the account code you manually entered in the

Capital GL Account field is associated with the item, for all storerooms

containing the item. In the CONTROLACC column of the INVCOST table, the

Inventory Control account code is replaced with the Capital GL account code for

all storerooms containing the item. In effect, this transfers the charge or value

associated with the item from the Inventory Control account to the Capital GL

account.

Financial Processes in

Inventory

Item Master Application

Finance Manager Guide

In the INVCOST table, for each row that corresponds to an item, the

SHRINKAGEACC and INVCOSTADJACC columns are cleared. For each

storeroom that contains the item, a CAPCSTADJ transaction is written to the

INVTRANS table.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ manually entered Capital GL Account

field on the Change Capitalized Status dialog box in the Item Master application.

GL Credit Account (GLCREDITACCT) ⇐ GL Control Account field (not

displayed) in the Inventory application ⇐ Inventory Control Account field on

the Inventory-Related Accounts dialog box in Chart of Accounts.

Database Fields INVTRANS.GLDEBITACCT ⇐ manual entry on the Change Capitalized Status

dialog box (no default)

INVTRANS.GLCREDITACCT ⇐ INVCOST.CONTROLACC ⇐

LOCATIONS.CONTROLACC

Example

A pump is currently in the central storeroom at last, standard, and average costs

of $6400. The current balance of pumps in the Central storeroom is 2. The same

pump is in the Garage storeroom at last, standard, and average cost of $6500. The

current balance of pumps in the Garage storeroom is 3.

You change the capitalized status from non-capitalized to capitalized for the

pump. Because two storerooms contain the pump, two transactions appear in

INVTRANS:

Source of GL Account for Change Capitalized Status

The value of a transaction is determined by using the following formula:

Line cost = Current Balance x Issue Cost

where

Issue Cost = Average Cost or Standard Cost, depending on the setting specified in

Multisite Setup for Issue Cost.

Example

A pump is currently stored in one storeroom at last cost of $6200, standard cost of

$6400, and average cost of $6300. The current balance of pumps is 2. You change

its capitalized status from non-capitalized to capitalized. The Average Cost is in

place (that is, the Default Issue Cost is set to average in Multisite Setup).

Source of GL

Account

Debit Credit Source of GL

Account

Manually entered

capital GL account

2 x $6,400.00

= $12,800.00

2 x $6,400.00

= $12,800.00

Inventory control

account of Central

storeroom

Manually entered

capital GL account

3 x $6,500.00

= $19,500.00

3 x $6,500.00

= $19,500.00

Inventory control

account of Garage

storeroom

Item Master Application

Financial Processes in Inventory 41

Source of GL Account for Capitalized Item.

OTE If you use standard cost, the value of the transaction is $12,800, two times the

standard cost of $6400.

Secondary Transaction

The values in the Standard Cost and Average Cost fields are set to zero. When

you issue the now-capitalized item, the item is issued at zero cost.

In the INVCOST table, both the SHRINKAGEACC (shrinkage cost account) and

INVCOSTADJACC (inventory cost adjustment account) columns are cleared. If

you later perform a transaction that causes a debit either to the Shrinkage Cost

account or the Inventory Cost adjustment account, the GLDEBITACCT column is

blank for that transaction. Similarly, if you perform a transaction that causes a

credit either to the Shrinkage Cost account or to the Inventory Cost adjustment

account, the GLCREDITACCT column is blank for that transaction.

In the INVCOST table, the CONTROLACC column contains the Capital GL

account code. If you perform a transaction, such as a transfer, with the capitalized

item, the account code you manually enter in the Capital GL Account field acts as

the control account in the transaction.

Example

You capitalize a pump, and you enter 7000-800-900 as the Capital GL account

code. Now, you transfer the capitalized pump from the Central storeroom to the

Garage storeroom.

If the pump is not capitalized, the debit account is the Inventory Control account

of the Garage storeroom, and the credit account is the Inventory Control account

of the Central storeroom. Since the pump is capitalized, the following transaction

occurs:

Source of GL Account for Capitalized Item

Change Status from Capitalized to Non-Capitalized

To change the Capitalized status from capitalized to non-capitalized, select

Change Capitalized Status from the Select Action menu in Item Master. You can

enter a memo in the Memo field, but the Current Capitalized Status? field is

read-only on the Change Capitalized Status dialog box.

Source of GL

Account

Debit Credit Source of GL

Account

Manually entered

capital GL account

2 x $6,300.00

= $12,600.00

2 x $6,300.00

= $12,600.00

Inventory control

account

Source of GL

Account

Debit Credit Source of GL

Account

7000-800-900

(Capital GL account)

$0.00 $0.00 7000-800-900

(Capital GL account)

Item Master Application

Finance Manager Guide

The status is changed to non-capitalized for all storerooms containing the item.

The average, last, and standard costs remain at zero for all storerooms. You

establish these default account codes in the Storeroom application.

The system date and time is used to determine the financial period for the

transaction.

Primary Transaction

When you select Change Capitalized Status on the Change Capitalized Status

dialog box, TRANSTYPE = CAPCSTADJ is written to the INVTRANS table for

each storeroom containing the item. The line cost of the transaction from Y to N is

always zero.

Example

A capitalized pump is currently stocked both in the Central storeroom and in the

Garage storeroom. Since the pump is capitalized, the last, standard, and average

costs equal zero in both storerooms. You change the status from capitalized to

non-capitalized for that pump.

Since two storerooms contain the pump, two transactions appear in INVTRANS:

Source of GL Account for Capitalized Item

To set the issue cost of an item to a non-zero value, select an action from the Select

Action menu in Inventory:

If you issue items at average cost, select Inventory > Inventory Adjustments >

Average Cost.

If you do not want the cost of an item to be zero in any storeroom, select

Inventory > Inventory Adjustments > Standard Cost.

Displayed Fields GL Credit Account (GLDEBITACCT) ⇐ Inventory Control Account field on the

Inventory-Related Accounts dialog box in Chart of Accounts.

GL Credit Account (GLCREDITACCT) ⇐ read-only Capital GL Account field on

the Change Capitalized Status dialog box in the Item Master application ⇐ GL

Control Account field (not displayed) in the Inventory application⇐ manual

entry on displayed field; or

⇐ account code manually entered on Change Capitalized Status dialog box in the

Item Master application if there was a previous transaction from non capitalized

to capitalized. (In that earlier transaction from non capitalized to capitalized, the

code you entered in the Capital GL Account field is written to the GL Control

Account field on the item/location record.)

Database Fields INVTRANS.GLDEBITACCT ⇐ LOCATIONS.CONTROLACC

Source of GL

Account

Debit Credit Source of GL

Account

Inventory control

account of Central

$0.00 $0.00 Capital GL account

Inventory control

account of Garage

$0.00 $0.00 Capital GL account

Inventory Application

Financial Processes in Inventory 43

INVTRANS.GLCREDITACCT ⇐ INVCOST.CONTROLACC ⇐ manual entry (no

default)

Secondary Transaction

When the item becomes non-capitalized, the Control, Shrinkage, and Inventory

Cost Adjustment account codes default according to storeroom location. In the

database, this event occurs in the INVCOST table. You establish these default

account codes in the Storerooms application.

Inventory Application

Eight accounts are associated with inventory records that are used for inventory

transactions, for material receipt transactions, and for material usage transactions.

For more information about these eight accounts, see the following sections:

T “Accounts in the INVCOST Table and the Locations Table” on page 44

T “Accounts Only in the Locations Table” on page 44

T “Account Only in the Inventory Cost Table” on page 45

Inventory accounts default to the type and location of the item. Additionally,

items can have item/location specific accounts.

Establish Account Codes

Also, when adding a storeroom in the Storerooms application, you can specify the

default account codes on the Storeroom tab.

When you add items to storerooms, the storeroom location accounts are used as

the default for that item or location record. When you specify an item type, the GL

resource account code is used for that item type as the default.

To edit codes assigned to the storeroom location accounts, display the fields in the

Inventory application. Editing the code by using the Inventory application

changes the code for only the item/location record showing on the page.

Example

Suppose that all items in the Central Storeroom have the default inventory control

account of 6600-800-800. Item #1001 is showing in the Inventory application, and

you change the code showing in the Control Account field to 6600-800-801. As a

result, item #1001 in Central now has control account code 6600-800-801, but other

items in Central still have control account code 6600-800-800.

The remaining four inventory-related accounts are in the Locations database

table, not in the Inventory table. The following four accounts are in the Locations

table:

To establish the default . . . use the . . .

inventory GL resource account code Inventory Resource Code dialog box in

Chart of Accounts.

account codes for location accounts Inventory-Related Accounts dialog box

in Chart of Accounts.

Inventory Application

Finance Manager Guide

Currency Variance account

T Invoice Cost Variance account

T Purchase Variance account

T Receipts Price Variance account

Accounts in the INVCOST Table and the Locations Table

Three account fields are associated with the inventory cost record of the item/

location (that is, the INVCOST database table and the Locations table). Like the

field for the inventory GL account, the Inventory application does not display

these fields.

If you display any of these account fields, you can edit the codes in those fields to

make them item-specific. Editing the account codes in the Inventory application

does not change the account for all items in that inventory location, but rather,

only for that location record.

Database Fields INVCOST.CONTROLACC ⇐ LOCATIONS.CONTROLACC (Inventory Control

Account field on the Inventory-Related Accounts dialog box in Chart of Accounts

and on the Storeroom tab of the Storeroom application) ⇐ direct entry (no

default)

INVCOST.SHRINKAGEACC ⇐ LOCATIONS.SHRINKAGEACC (Shrinkage

Cost Account field on the Inventory-Related Accounts dialog box in Chart of

Accounts and on the Storeroom tab of the Storeroom application) ⇐ direct entry

(no default)

INVCOST.INVCOSTADJACC ⇐ LOCATIONS.INVCOSTADJACC (Inventory

Cost Adjustment account field both on the Inventory-Related Accounts dialog

box in Chart of Accounts and on the Storeroom tab of the Storeroom application)

⇐ direct entry (no default)

Accounts Only in the Locations Table

Four account fields are not associated with the Inventory Cost table, but with the

Locations table. You can view and edit these four fields on the Storeroom tab in

the Storeroom application.

Displayed Fields Receipts Variance Account (RECEIPTVARACC) ⇐ Receipts Price Variance

Account field

Invoice Variance Account (INVOICEVARACC) ⇐ Invoice Cost Variance Account

field

Currency Variance Account (CURVARACC) ⇐ Currency Variance Account field

Purchase Variance Account (PURCHVARACC) ⇐ Purchase Variance Account

field

OTE Do not use the Purchase Variance account for any transactions. If you want to use

commitment accounting, you can customize this account to store differences

between PO costs and invoice costs when using a budget.

Database Fields LOCATIONS.RECEIPTVARACC ⇐ direct entry (no default)

Inventory Application

Financial Processes in Inventory 45

LOCATIONS.INVOICEVARACC ⇐ direct entry (no default)

LOCATIONS.CURVARACC ⇐ direct entry (no default)

LOCATIONS.PURCHVARACC ⇐ direct entry (no default)

Account Only in the Inventory Cost Table

One inventory GL account (item resource code) is associated with the inventory

cost record (that is, the Inventory Cost (INVCOST) table) of the item/location. To

establish the default inventory GL account (item resource) code, use the Inventory

Resource Code dialog box in Chart of Accounts. The codes on the Inventory

Resource Code dialog box vary by item type.

A GL Account field is also in the Inventory application that you can make visible.

You can edit the account code to make the code specific to an item/location record.

Database Fields INVCOST.GLACCOUNT ⇐ ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = INVRESCODE) (Inventory Resource field for the item type on

Inventory Resource Codes dialog box in Chart of Accounts. (This item resource

code is typically only one component of the Inventory GL Account field.) ⇐

direct entry (no default)

Insert Item

Inserting a master item or item/location record is not a financial transaction.

Inserting items does not cause any GL account codes to be written to the GL

Debit Account and GL Credit Account fields in the transaction record.

Adjust Current Balance

The Current Balance Adjustment and Reconcile Balances actions create a

CURBALADJ transaction. The account in the Control GL Account field is used as

the debit account. The account in the Shrinkage Cost Account field is used as the

credit account.

The Current Balance Adjustment dialog box in the Inventory application adjusts

the current balance of a stocked item. The current balance is a running total of

how many instances of that item are in a storeroom. For each bin in this

storeroom, you can enter a new current balance and specify the control and

shrinkage account numbers associated with this adjustment.

To adjust the current balance of an item, complete the following steps:

1 From the Inventory application, display the item record whose current

balance you want to adjust.

2 From the Select Action menu, select Inventory Adjustments > Current

Balance. The Current Balance Adjustment dialog box opens, with the item

name and description fields populated.

3 In the New Balance field, type a new balance value for each bin that you want

to adjust.

Inventory Application

Finance Manager Guide

4 Click OK. The Current Balance Adjustment dialog box closes, and the new

balance for each bin is saved.

A CURBALADJ (current balance adjustment) transaction is written to the

INVTRANS table.

The INVCOST table is the primary source of the default codes for the

inventory control account and the Shrinkage GL account.

OTE The system date and time is used to determine the financial period for the

transaction.

Example

Adjust the current balance of a bearing. The default issue cost in the

Organizations application is set to Average Cost and the bearing in inventory has

an average cost of $22.00. Both the physical count and current balance are 4, but

you know that the current balance is actually 3

Source of GL Account for Adjust Current Balance

OTE If you capitalize the item, the default debit account is the Capital GL account, the

default credit account is empty, and the line cost is zero. For more information,

see “Change Status from Capitalized to Non-Capitalized” on page 41.

Inventory Transaction, Type =CURBALADJ

When you select Adjust Current Balance or Reconcile Balances from the Select

Action menu, a current balance adjustment (CURBALADJ) transaction is written

to the Inventory Transactions (INVTRANS) table.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Control Account field (not displayed)

in the Inventory application ⇐ Inventory Control Account field on the

Inventory-Related Accounts dialog box in Chart of Accounts.

GL Credit Account (GLCREDITACCT) ⇐ GL Shrinkage Account field (not

displayed) in the Inventory application ⇐ Shrinkage Cost Account field on the

Inventory-Related Accounts dialog box in Chart of Accounts.

Database Fields INVTRANS.GLDEBITACCT ⇐ INVCOST.CONTROLACC ⇐

LOCATIONS.CONTROLACC

INVTRANS.GLCREDITACCT ⇐INVCOST.SHRINKAGEACC ⇐

LOCATIONS.SHRINKAGEACC

Source of GL

Account

Debit Credit Source of GL

Account

Inventory Control

account

(3-4) x

$22.00=

-$22.00

(3-4) x

$22.00=

-$22.00

Shrinkage Cost

account

Inventory Application

Financial Processes in Inventory 47

Adjust Physical Count

When you select Physical Count Adjustment from the Select Action menu, a

physical count adjustment transaction (PCOUNTADJ) is written to the Inventory

Transactions table.

The physical count is typically a number you adjust at predefined intervals, such

as monthly, quarterly, or annually. For each storeroom that carries an item, you

can view the bin number, lot number, and the physical count that is currently

reported.

After you perform an inventory count, you can adjust the physical count for any

storeroom and enter the count date. You can then reconcile the balance to the

current count.

To adjust the physical count of an item, complete the following steps:

1 From the List tab of the Inventory application, display the item you want.

2 From the Select Action menu, select Inventory Adjustments > Physical

Count. The Physical Count Adjustment dialog box opens, with item name

location, and count information.

3 In the Count Date field, enter the date when you took the physical count or

click Select Date and Time to retrieve the date.

OTE If you use the Physical Count Date field in the header section, the date for all

rows in the table window is changed. If you do not want to adjust the count date

for all rows, edit the Count Date field for each row you want to change.

4 Click Refresh to update the count dates in the table window.

5 For each bin you want to adjust, enter a new physical count value in the New

Count field.

6 Click OK. The Physical Count Adjustment dialog box closes. The new

physical count is saved for each storeroom and a record is written,

TRANSTYPE = PCOUNTADJ, to the INVTRANS table.

Example

Adjust the physical count of a bearing, currently in inventory at last, standard,

and average cost of $22.00. The physical count is shown as 4, but the new physical

count is 2.

Inventory Application

Finance Manager Guide

Source of GL Account for Adjust Physical Count Transaction

Adjusting the physical count has no net effect accounts in the GL. The net effect

occurs only when you complete the reconcile balances process. For more

information see the following section, “Reconcile Balances.”

Inventory Transaction, Type = PCOUNTADJ

A physical count adjustment writes a transaction to the INVTRANS table, and

appears in the Inventory Transactions application. Since the transaction uses the

same account for the debit side and the credit side, the transaction has no net

effect on the general ledger.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Shrinkage Account field (not

displayed) in the Inventory application ⇐ Shrinkage Cost Account field on the

Inventory-Related Accounts dialog box in Chart of Accounts.

GL Debit Account (GLCREDITACCT) ⇐ GL Shrinkage Account field (not

displayed) in the Inventory application ⇐ Shrinkage Cost Account field on the

Inventory-Related Accounts dialog box in Chart of Accounts.

Database Fields INVTRANS.GLDEBITACCT ⇐ INVCOST.SHRINKAGEACC ⇐

LOCATIONS.SHRINKAGEACC

INVTRANS.GLCREDITACCT ⇐INVCOST.SHRINKAGEACC ⇐

LOCATIONS.SHRINKAGEACC

Reconcile Balances

When you select Reconcile Balances from the Select Action menu, a current

balance adjustment (RECBALADJ) transaction is created. For more information,

see “Adjust Current Balance,” on page 45.

To reconcile balances, select Reconcile Balances from the Select Action menu.

This process sets the current balance equal to the physical count plus or minus

any transactions that occur between the physical count and reconciliation. From a

GL account perspective, the Reconcile Balances action is like the Adjust Current

Balances action. On the Reconcile Balances page, both the Control GL Account

field and the Shrinkage GL Account field display their respective default account

codes, as defined for that item/location.

For example, if you reconcile the current balance of an item in the central

storeroom, the Control GL Account field defaults to the inventory control

account for that item, in the central storeroom.

OTE The INVCOST table is the primary source of the default codes for the Inventory

Control account and the Shrinkage GL account.

Source of GL

Account

Debit Credit Source of GL

Account

Shrinkage cost

account

(-2) x $22.00

= -$44.00

(-2) x $22.00

= -$44.00

Shrinkage cost

account

Inventory Application

Financial Processes in Inventory 49

The system date and time is used to determine the financial period for the

transaction.

When you click OK on the Reconcile Balances page, a reconcile balance

adjustment (RECBALADJ) transaction is written to the INVTRANS table.

Example

Reconcile the current balance of a bearing, currently in inventory at last, standard,

and average cost of $22.00. The physical count is 2, but the current balance is

initially 3

Source of GL Account for Reconcile Balance.

If you capitalize the item, the default debit account is the Capital GL account, the

default credit account is blank, and the line cost is zero. For more information, see

“Change Status from Non-Capitalized to Capitalized” on page 39.

Adjust Standard Cost

When you select Standard Cost Adjustment from the Select Action menu, a

Standard Cost Adjustment (STDCSTADJ) transaction is written. The account in

the Control GL Account field is used as the debit account. The account in the Cost

Adjustment GL Account field is used as the credit account.

The INVCOST table is the primary source of the default code for the inventory

control account. The system date and time is used to determine the financial

period for the transaction.

The Standard Cost field on the Inventory tab is read-only so you must use the

Adjust Standard Cost dialog box to change the standard cost.

The Standard Cost Adjustment dialog box contains the following columns:

T Condition Code

T Condition Rate

T Description

T Standard Cost

The Standard Cost Adjustment dialog box contains the following columns you

can edit:

T Control Account for the INVCOST record

T Cost Adjustment Account for the INVCOST record

T New Standard Cost

To adjust standard cost of an item, complete the following steps:

Source of GL

Account

Debit Credit Source of GL

Account

Inventory control

account

(4-3) x $22.00

-$22.00

(4-3) x $22.00

-$22.00

Shrinkage cost

account

Inventory Application

Finance Manager Guide

1 From the List tab of the Inventory application, display the item whose

Standard Cost you want to adjust.

2 Click the Inventory tab to see the inventory information of that item.

3 From the Select Action menu, select Inventory Adjustments > Standard Cost.

The Standard Cost Adjustment dialog box opens.

The standard cost value is shown in the Standard Cost field.

4 Type the adjusted standard cost value in the New Standard Cost field.

OTE If you are adjusting the cost of an item that is condition-enabled, you

can adjust the costs for all condition levels.

5 Update the GL account information in the Control Account and Cost

Adjustment fields.

Adjusting the Standard Cost affects these values.

6 Click OK. The Standard Cost field on the Inventory tab displays the new

value.

The standard cost adjustment is recorded in the Inventory Transactions table

and a STDCSTADJ (standard cost adjustment) transaction is written to the

INVTRANS table.

OTE Use the Standard Cost Adjustment action only if you use standard cost

management.

Example

Adjust the standard cost of a bearing from $22.00 to $25.00. The current balance of

the item is 2.

Source of GL Account for Standard Cost Adjustment

If you capitalize the item, the standard cost is zero, and you cannot perform the

transaction.

Inventory Transaction, Type Field = STDCSTADJ

When you select Adjust Standard Cost from the Select Action menu, a

STDCSTADJ transaction is written to the Inventory Transactions (INVTRANS)

table.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Control Account field (not displayed)

in the Inventory application ⇐ Inventory Control Account field on the

Inventory-Related Accounts dialog box in Chart of Accounts.

Source of GL

Account

Debit Credit Source of GL

Account

Inventory control

account

($25.00-

$22.00) x 2=

$6.00

($25.00-

$22.00 )x 2 =

$6.00

Inventory cost

adjustment account

Inventory Application

Financial Processes in Inventory 51

GL Credit Account (GLCREDITACCT) ⇐ GL Cost Adjustment Account field

(not displayed) in the Inventory application ⇐ Inventory Cost Adjustment

Account field on the Inventory-Related Accounts dialog box in Chart of

Accounts.

Database Fields INVTRANS.GLDEBITACCT ⇐ INVCOST.CONTROLACC ⇐

LOCATIONS.CONTROLACC

INVTRANS.GLCREDITACCT⇐INVCOST.INVCOSTADJACC ⇐

LOCATIONS.INVCOSTADJACC

Adjust Average Cost

When you select Average Cost Adjustment from the Select Action menu, an

Average Cost Adjustment (AVGCSTADJ) transaction is created. The Control GL

Account field is used as the debit account and the Cost Adjustment GL Account

field is used as the credit account.

If you issue items at average cost and want any price increases reflected

immediately in the issue cost, you might want to adjust the average cost value.

To adjust the average cost of an item, complete the following steps:

1 From the List tab of the Inventory application, display the item whose average

cost you want to adjust.

2 Click the Inventory tab. The Inventory tab opens.

3 On the Select Action menu, select Inventory Adjustments > Average Cost.

The Average Cost dialog box opens.

4 Type the average cost value in the Average Cost field. If you are adjusting the

cost of a condition enabled item, you can adjust the costs for all condition

levels.

OTE You can enter a new value for the average cost directly; or you can

specify a percentage increase/decrease by which to adjust the average

cost in the Cost % field. If you enter a figure in the Cost % field, the

New Average Cost field is updated accordingly.

IP To enter a ten-percent increase, enter 10. If you enter 0.10, the average

cost is increased one-tenth of one percent.

5 Update the GL account information in the Control Account and Cost

Adjustment Account fields. Adjusting the current balance figure affects these

values.

6 Click OK. The Average Cost field on the Inventory tab displays the new

value. The average cost adjustment is recorded in the Inventory Transactions

table.

The INVCOST table is the primary source of the default account code for the

inventory control account.

The system date and time are used to determine the financial period for the

transaction.

Inventory Application

Finance Manager Guide

When you click OK on the Average Cost Adjustment page, an AVGCSTADJ

transaction is written to the INVTRANS table.

Example

Adjust the average cost of a bearing from $22.00 to $25.00. The current balance of

the item is 2

Source of GL Account for Average Cost Adjustment

If you capitalize the item, the average cost is zero, and you cannot perform the

transaction.

Inventory Transaction, Type Field = AVGCSTADJ

When you select Adjust Average Cost from the Select Action menu, an

AVGCSTADJ transaction is written to the Inventory Transactions (INVTRANS)

table.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Control Account field (hidden) in the

Inventory application ⇐ Inventory Control Account field on the Inventory-

Related Accounts dialog box in Chart of Accounts.

GL Debit Account (GLCREDITACCT) ⇐ GL Cost Adjustment Account field

(hidden) in the Inventory application ⇐ Inventory Cost Adjustment Account

field on the Inventory-Related Accounts dialog box in Chart of Accounts.

Database Fields INVTRANS.GLDEBITACCT ⇐ INVCOST.CONTROLACC ⇐

LOCATIONS.CONTROLACC

INVTRANS.GLCREDITACCT⇐INVCOST.INVCOSTADJACC ⇐

LOCATIONS.INVCOSTADJACC

Issue Current Item

For both issues and returns, the GL account fields on the Issue Current Item page

default in the same way that the GL account fields default in the Issues and

Transfers application. For a description of the sources of the GL fields on the Issue

Current Item page, see “Issues Tab” on page 66.

In the Inventory application, to issue an item, select Issue Current Item from the

Select Action menu.

The date and time in the Entered Date field on the Issue Current Item page is

used to determine the financial period for the transaction. The Entered Date field

defaults to the system date and time.

When you click Save to issue the item, ISSUETYPE = ISSUE is written to the

MATUSETRANS table.

Source of GL

Account

Debit Credit Source of GL

Account

Inventory control

account

($25.00-

$22.00)x 2=

$6.00

($25.00-

$22.00)x 2 =

$6.00

Inventory cost

adjustment account

Inventory Application

Financial Processes in Inventory 53

Example

Issue 20 bearings at $0.50 (issue cost

Source of GL Account for Average Cost Adjustment

If you capitalize the item (bearings), the default credit account is the Capital GL

account, and the line cost is zero. For more information, see “Change Status from

Non-Capitalized to Capitalized” on page 39.

Return an Item

To return an item, select Issue Current Item from the Select Action menu.

The date and time is used in the Entered Date field on the Issue Current Item

page to determine the financial period for the transaction. The Entered Date field

defaults to the system date and time.

Primary Transaction

When you click Save, ISSUETYPE = RETURN is written to the MATUSETRANS

table.

Source of GL

Account

Debit Credit Source of GL

Account

1 Inventory GL

account (item

resource code)

20 x $0.50

= $10.00

20 x $0.50

= $10.00

Inventory control

account

2 If issued to a

work order Ö

work order GL

account

3 If issued to asset

T Asset GL

account

T GL account of

the location

for an asset

4 If issued to a

location Ö

T If only one

asset at

location, asset

GL account

T Location GL

account

Inventory Application

Finance Manager Guide

Example

Return 4 bearings at $0.50 (issue cost

Source of GL Account Code for Return an Item

If you capitalize the item, the default debit account is the Capital GL account, and

the line cost is zero. For more information, see “Change Status from Non-

Capitalized to Capitalized” on page 39.

Transfer Current Item

The following sections describe the displayed fields and detailed fields for the

Transfer Current Item action in the Inventory application.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐

If the item is transferred to a labor or courier location, the Control Account field for the

labor or courier in Locations; otherwise,

If in response to an internal purchase order, the GL Debit Account field on the PO

Lines tab; otherwise,

GL Control Account field (not displayed) in the Inventory application for the “to”

location ⇐ Inventory Account field on the Inventory-Related Accounts dialog

box in Chart of Accounts.

Source of GL

Account

Debit Credit Source of GL

Account

Inventory control

account

4 x $0.50

= $2.00

4 x $0.50

= $2.00

1 Inventory GL

account (item

resource code)

2 If returned from a

work order Ö

work order GL

account

3 If returned from

asset Ö

Asset GL account

GL account the

location for an

asset

4 If returned from a

location Ö

If only one asset

at location, asset

GL account

Location GL

account

Inventory Application

Financial Processes in Inventory 55

GL Credit Account field (GLCREDITACCT) ⇐

the GL Credit Account field on the PO Lines tab if in response to an internal

purchase order, otherwise,

GL Control Account field (not displayed) in the Inventory application for “from”

location ⇐ Inventory Account field on the Inventory-Related Accounts dialog

box in Chart of Accounts.

Database Fields MATRECTRANS.GLDEBITACCT ⇐

If transferred to a labor or courier location, LOCATIONS.CONTROLACC; otherwise,

If in response to an internal purchase order, POLINE.GLDEBITACCT; otherwise,

INVCOST.CONTROLACC for “to” location ⇐ LOCATIONS.CONTROLACC

MATRECTRANS.GLCREDITACCT ⇐

INVCOST.CONTROLACC for “from” location ⇐ LOCATIONS.CONTROLACC

Assemble/Disassemble Kit

Two actions that let you work with kits:

T assemble kit (gather items to create a kit)

T disassemble kit (take a kit apart)

Assemble / Disassemble Balance Information

OTE The online help for the Inventory application gives information about assembling

and disassembling kits.

Kit Cost Variance Transaction

If a discrepancy exists between the value of a kit and the combined cost of the

components in that kit, a Kit Cost Variance (KITCOSTVAR) transaction is written

that represents the variance between the two (the cost of a kit and the combined

cost of that kit components).

This financial transaction uses the Control account for the storeroom location as

the debit account and the Receipt Variance account as the credit account. The

following example illustrates the transaction:

When you . . .

you increase the

balance of the . . .

and you reduce the balance of

the . . .

assemble a kit kit record respective items within the kit.

disassemble a kit respective items

within the kit

kit record.

Inventory Application

Finance Manager Guide

Example

Disassemble a kit using the standard cost: The value of the kit is $430 (standard

cost), the combined standard cost of the components is $410. This action results in

a cost variance of $20.

Source of GL Code for Kit Cost Variance

Receipt Adjustment Transactions

This section describes the following types of inventory transactions indicated by

the Transaction Type field:

T Transfer Transactions

T PO Material Receipts Transactions

T Standard Receipt Adjustment Transactions

Transfer Transactions

You can view transaction records for transfers on the Transactions tab in

Inventory, just as you can view them in Issues and Transfers. For information

about the sources of the GL fields for these transaction records, see “Transfer Out

Tab” on page 67 and “Transfer In Tab” on page 68.

The Issue Type for this transaction is TRANSFER, which is written to the database

table. However, it does not appear in the Issue Type field on the page.

PO Material Receipts Transactions

This section lists displayed and database fields for the following types of PO

Material Receipts transactions:

T direct issue purchases from outside vendors

T storeroom purchases from outside vendors

T storeroom purchases from internal vendors

For Storeroom Purchases (Issue on Receipt? = N) from Outside Vendor

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Debit Account field on PO Lines tab

⇐ (GL Debit Account field on PR Lines tab) ⇐ GL Control Account field

(hidden) for storeroom location in the Inventory application.

GL Credit Account (GLCREDITACCT) ⇐ GL Credit Account field on PO Lines

tab ⇐ (GL Credit Account field on PR Lines tab) ⇐ RBNI field for vendor in

Companies ⇐ RBNI field for Company Type for vendor on Company-Related

Accounts dialog box in Chart of Accounts.

Source of GL

Account

Debit Credit Source of GL

Account

Control Account of

the Storeroom

Location

$20.00 $20.00 Receipt Variance

Account

Inventory Application

Financial Processes in Inventory 57

Database Fields MATRECTRANS.GLDEBITACCT ⇐ POLINE.GLDEBITACCT ⇐

(PRLINE.GLDEBITACCT) ⇐ INVCOST.CONTROLACC

MATRECTRANS.GLCREDITACCT⇐ POLINE.GLCREDITACCT ⇐

(PRLINE.GLCREDITACCT) ⇐ COMPANIES.RBNIACC ⇐

COMPANYACCDEF.RBNIACC (where TYPE = type of vendor company)

For Storeroom Purchases (Issue on Receipt? = N) from Internal Vendor (Another

Storeroom)

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Debit Account field on PO Lines tab

⇐ (GL Debit Account field on PR Lines tab) ⇐ GL Control Account field

(hidden) for receiving storeroom location ⇐ Inventory Control Account field on

the Inventory-Related Accounts dialog box in Chart of Accounts.

GL Credit Account (GLCREDITACCT) ⇐ GL Credit Account field on PO Lines

tab ⇐ (GL Credit Account field on PR Lines tab) ⇐ GL Control Account field

(hidden) for “vendor” storeroom location ⇐ Inventory Control Account field on

the Inventory-Related Accounts dialog box in Chart of Accounts.

Database Fields MATRECTRANS.GLDEBITACCT ⇐ POLINE.GLDEBITACCT ⇐

(PRLINE.GLDEBITACCT) ⇐ INVCOST.CONTROLACC (of receiving storeroom

location)

MATRECTRANS.GLCREDITACCT ⇐POLINE.GLCREDITACCT ⇐

(PRLINE.GLCREDITACCT) ⇐ INVCOST.CONTROLACC (of vendor storeroom

location)

For Direct Issue Purchases (Issue on Receipt? = Y) From Outside Vendor

NOTE You can create direct issue purchase requisitions and purchase orders only for

external vendors.

The sources for service receipt GL accounts are the same, except that no item

resource code (Inventory GL Account field) is involved with services.

OTE The following displayed fields and database fields are listed in order of account

priorities. For more information about account code priorities, see

Chapter 4, “Financial Process Chapters.”

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Debit Account field on PO Lines tab

⇐ (GL Debit Account field on PR Lines tab) ⇐

1 GL Account field (hidden) in the Inventory application ⇐ Inventory

Resource field for item Type field on Inventory Resource Codes dialog

box in Chart of Accounts;

2 Work Order GL Account field;

3 Asset GL Account field (hidden);

4 Location GL Account field.

GL Credit Account (GLCREDITACCT) ⇐ GL Credit Account field on PO Lines

tab ⇐ (GL Credit Account field on PR Lines tab) ⇐ RBNI field for vendor in

Companies ⇐ RBNI field for Company Type field (for vendor on PO line) on

Company-Related Accounts dialog box in Chart of Accounts.

Issues and Transfers Application

Finance Manager Guide

Database Fields MATRECTRANS.GLDEBITACCT ⇐ POLINE.GLDEBITACCT ⇐

(PRLINE.GLDEBITACCT) ⇐

1 INVCOST.GLACCOUNT ⇐ ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = INVRESCODE and GROUPVALUE = item type for item

on PO line)

2 WORKORDER.GLACCOUNT

3 ASSET.GLACCOUNT

4 LOCATIONS.ACCOUNT

MATRECTRANS.GLCREDITACCT ⇐ POLINE.GLCREDITACCT ⇐

(PRLINE.GLCREDITACCT) ⇐ COMPANIES.RBNIACC ⇐

COMPANYACCDEF.RBNIACC (where TYPE = type of vendor company)

Standard Receipt Adjustment Transactions

When you use the standard cost, you can create this transaction as a secondary

transaction to a material receipt transaction when the receipt price differs from

the standard cost.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ Receipts Price Variance Account field for

storeroom location ⇐ Receipts Price Variance Account field on the Inventory-

Related Accounts dialog box in Chart of Accounts.

GL Credit Account (GLCREDITACCT) ⇐ GL Control Account field (not

displayed) in the Inventory application ⇐ Inventory Control Account field on

the Inventory-Related Accounts dialog box in Chart of Accounts.

Database Fields INVTRANS.GLDEBITACCT ⇐ LOCATIONS.RECEIPTVARACC

INVTRANS.GLCREDITACCT ⇐ INVCOST.CONTROLACC ⇐

LOCATIONS.CONTROLACC

Issues and Transfers Application

This section describes the following processes within the Issues and Transfer

Application:

T Issue an Item within One Site

T Issue an Item Between Sites within the Same Organization

T Return Previously Issued Item

T Transfer Out

T Transfer In

Issue an Item within One Site

In Issues and Transfers, you can issue an item from the Issue tab within the same

site.

Issues and Transfers Application

Financial Processes in Inventory 59

The date and time in the Actual Date field is used to determine the financial

period for the transaction. The Actual Date field defaults to the system date and

time.

Transaction

When you click Save, ISSUETYPE = ISSUE is written to the MATUSETRANS

table.

Example

Issue 20 bearings at $0.50 (issue cost).

Source of GL Account for Issuing an Item

If you capitalize the item, the default credit account is the Capital GL account, and

the line cost is zero. For more information, see “Change Status from Non-

Capitalized to Capitalized” on page 39.

Issue an Item Between Sites within the Same Organization

In Issues and Transfers, you can issue an item from the Issue tab between sites

within the same organization.

Source of GL

Account

Debit Credit Source of GL

Account

1 Inventory GL

account (item

resource code)

20 x $0.50

= $10.00

20 x $0.50

= $10.00

Inventory control

account

2 If issued to a

work order Ö

work order GL

account

3 If issued to asset

Asset GL account

GL account of

location for the

asset

4 If issued to a

location Ö

If only one asset

at location, asset

GL account

Location GL

account

Issues and Transfers Application

Finance Manager Guide

The date and time is used in the Actual Date field to determine the financial

period for the transaction. The Actual Date field defaults to the system date and

time.

Transaction

When you click Save, ISSUETYPE = ISSUE is written to the MATUSETRANS

table.

Example

Issue 20 bearings at $0.50 (issue cost) from the storeroom in Site A to the

storeroom in Site B

Source of GL Account for Issuing an Item Between Sites in Same

Organization.

OTE If you capitalize the item, the default credit account is the Capital GL account, and

the line cost is zero. For more information, see “Change Status from Non-

Capitalized to Capitalized” on page 39.

Source of GL

Account

Debit Credit Source of GL

Account

1 Inventory GL

account (item

resource code)

20 x $0.50

= $10.00

20 x $0.50

= $10.00

Inventory control

account

2 If issued to a

work order Ö

work order GL

account

3 If issued to asset

Asset GL account

GL account of

location for the

asset

4 If issued to a

location Ö

If only one asset

at location, asset

GL account

Location GL

account

Issues and Transfers Application

Financial Processes in Inventory 61

Return Previously Issued Item

To return an item, click Select Items for Return on the Issue tab.

The date and time in used in the Actual Date field in the table window to

determine the financial period for the transaction. The Actual Date field defaults

to the system date and time.

To return items in Issues and Transfers, select the applicable items from a list of

previously issued items. The transaction is posted with a negative line cost and

the accounts are the same debit and credit as the issue transaction. These accounts

are read-only.

Transaction

When you click Save, ISSUETYPE = RETURN is written to the MATUSETRANS

table.

Example

Return 4 bearings that were issued at $0.50 each. At issue, the debit account was

1111-111-111 and the credit account was 2224-224-222.

Source of GL Account for Returning a Previously Issued Item

Transfer Out

To transfer out an item, click Select Items for Transfer on the Transfer Out tab.

Te date and time are used in the Actual Date field to determine the financial

period for the transaction. The Actual Date field defaults to the system date and

time.

Primary Transaction

When you click Save, ISSUETYPE = TRANSFER is written to the

MATUSETRANS table.

Example 1

Transfer 20 bearings at $0.50 (issue cost) from the central storeroom to the

packaging storeroom in the same site.

Source of GL

Account

Debit Credit Source of GL

Account

1111-111-111

GL Debit used when

item was issued

(read-only)

4 x $0.50 =

$2.00

4 x $0.50 =

$2.00

2224-224-222

GL Credit used when

item was issued

(read-only)

Issues and Transfers Application

Finance Manager Guide

Source of GL Account for Transferring an Item within the Same Site

Example 2

Transfer 20 bearings at $0.50 (issue cost) from the central storeroom in Site A to

the packaging storeroom in Site B within the same organization.

Source of GL Account for Transferring an Item within the Same Organization

OTE Using the previous example to complete a transfer of items across organizations,

two transactions are required:

1 The central storeroom in Site A must issue items to a courier.

2 The packaging storeroom in Site B must transfer items in from the courier to

the storeroom.

If you capitalize the item and it exists in the destination, the default for both the

debit and credit accounts is the capital GL account, and the line cost is zero. For

more information, see “Change Status from Non-Capitalized to Capitalized” on

page 39.

If you capitalize the item and your company is stocking it in the destination for

the first time, the debit account for the transfer is the Inventory Control account of

the destination. The credit account is the Capital GL account.

Transferring a capitalized item to a new inventory location inserts the item as

capitalized into the new inventory location. The control account for the item in

that new inventory location is the Inventory Control account, not the Capital GL

account.

Source of GL

Account

Debit Credit Source of GL

Account

1 Inventory control

account of

destination

storeroom.

20 x $0.50 =

$10.00

20 x $0.50 =

$10.00

Inventory control

account of source

storeroom.

2 If in response to

an internal

purchase order Ö

purchase order

line GL Debit

Account

If in response to an

internal purchase

order Ö purchase

order line GL Credit

Account

Source of GL

Account

Debit Credit Source of GL

Account

3 Inventory

Control Account

of Central

Storeroom in Site

20 x $0.50 =

$10.00

20 x $0.50 =

$10.00

Clearing Account of

Organization B

Issues and Transfers Application

Financial Processes in Inventory 63

Secondary Transaction

Transferring against an internal PO creates the same transaction as receiving

material against an internal PO. For more information, see Chapter 8, “Financial

Processes in Purchasing.”

Transferring against an internal PO produces a secondary transaction under the

following conditions:

T your standard cost is used as your issue cost

T the receipt price varies from the standard price in the destination storeroom

In either scenario, the following record is written to the INVTRANS table:

TRANSTYPE = STDRECADJ

The value of the transaction (line cost) is determined with the following equation:

Receipt Qty x (Receipt Price - Standard Price)

Example

You transfer 20 bearings into the central storeroom at $0.50 each (primary

transaction), but the standard cost of the bearings in the central storeroom is $0.45

each. Your company uses the standard cost.

OTE If the item is capitalized, the default credit account is the Capital GL account.

Also, because the standard cost of a capitalized item is zero, the line cost for the

standard receipt adjustment transaction equals the receipt price of the item. For

more information, see “Change Status from Non-Capitalized to Capitalized” on

page 39.

Source of GL Account with Different Item Costs

OTE All cost entries and calculations are performed in the base currency.

Transfer In

To transfer in an item, click Select Items for Transfer on the Transfer In tab.

The date and time are used in the Actual Date field to determine the financial

period for the transaction. The Actual Date field defaults to the system date and

time.

Primary Transaction

When you click Save, the following record is written to the MATRECTRANS

table:

Source of GL

Account

Debit Credit Source of GL

Account

Receipts price

variance account

($0.50 -$0.45)

x 20 = $1.00

($0.50 -$0.45)

x 20 = $1.00

Inventory control

account

Issues and Transfers Application

Finance Manager Guide

ISSUETYPE = TRANSFER

Example

Transfer 20 bearings at $0.50 (issue cost) to the packaging storeroom from the

central storeroom.

Source of GL Account for Transfer Between Storerooms

Example

Transfer 20 bearings at $0.50 (issue cost) from the central storeroom in Site A to

the packaging storeroom in Site B within the same organization.

Source of GL Account for Transfer between Sites, Sam Organization

Transfer 20 bearings at $0.50 (issue cost) from the central storeroom in Site A,

Organization A to the packaging storeroom in Site B, Organization B

Source of GL

Account

Debit Credit Source of GL

Account

1 Inventory control

account of

destination

storeroom.

20 x $0.50 =

$10.00

20 x $0.50 =

$10.00

Inventory control

account of source

storeroom.

2 Inventory control

account of

destination

storeroom.

Inventory control

account of source

storeroom.

Source of GL

Account

Debit Credit Source of GL

Account

3 Inventory control

account of

destination

storeroom in Site

20 x $0.50 =

$10.00

20 x $0.50 =

$10.00

Inventory control

account of source

storeroom in Site A.

4 If in response to

an internal

purchase order

with no courier Ö

purchase order

line GL Debit

Account.

If in response to an

internal purchase

order with no courier

Ö purchase order

line GL Credit

Account.

5 If in response to

an internal

purchase order

with courier Ö

purchase order

line GL Debit

Account

If in response to an

internal purchase

order with courier Ö

clearing account of

organization

Issues and Transfers Application

Financial Processes in Inventory 65

Source of GL Account for Transfer between Sites, Different Organizations

OTE Using the previous example, to transfer items across organizations, two

transactions are required:

1 The central storeroom in Site B must transfer items from the storeroom to the

courier.

2 The packaging storeroom in Site A must receive items from a courier.

If the item is capitalized and it exists in the destination, the default for both the

debit and credit accounts is the Capital GL account, and the line cost is zero. For

more information, see “Change Status from Non-Capitalized to Capitalized” on

page 39.

If the item is capitalized and your company is stocking it in the destination for the

first time, the debit account for the transfer is the Inventory Control account of the

destination. The credit account is the Capital GL account.

Transferring a capitalized item to a new inventory location inserts the item as

capitalized into the new inventory location. The control account for the item in

that new inventory location is the Inventory Control account, not the Capital GL

account.

Secondary Transaction

Transferring against an internal PO creates the same transaction as receiving

material against an internal PO. For more information, see Chapter 8, “Financial

Processes in Purchasing.”

Transferring against an internal PO produces a secondary transaction under the

following conditions:

T Standard cost is used as your issue cost.

T The receipt price varies from the standard price in the destination storeroom.

Under these conditions, the following record is written to the INVTRANS table:

TRANSTYPE = STDRECADJ, to the INVTRANS table.

The value of the transaction (line cost) is determined with the following equation:

Receipt Qty x (Receipt Price - Standard Price)

Source of GL

Account

Debit Credit Source of GL

Account

6 Inventory

Control Account

of Central

Storeroom in Site

20 x $0.50 =

$10.00

20 x $0.50 =

$10.00

Clearing Account of

Organization B.

Issues and Transfers Application

Finance Manager Guide

Example

You transfer 20 bearings into the central storeroom at $0.50 each (primary

transaction), but the standard cost of the bearings in the central storeroom is $0.45

each. Your company uses the standard cost.

Source of GL Account for Transfer with Different Costs

If the item is capitalized, the default credit account is the Capital GL account.

Also, since the standard cost of a capitalized item is zero, the line cost for the

standard receipt adjustment transaction equals the receipt price of the item.

For more information, see “Change Status from Non-Capitalized to Capitalized”

on page 39.

OTE All cost entries and calculations are performed in the base currency.

Issues and Transfers Database Transactions

In Issues and Transfers, you can transfer an item against an internal purchase

order. This section explains the GL transactions resulting from “Transfer In” and

“Transfer Out,” earlier in this chapter. For more information, see Chapter 8,

“Financial Processes in Purchasing.”

Issues Tab

When you issue an item, the default accounts are determined in the following

ways:

Issue Type of Issue

GL Debit Account (GLDEBITACCT) ⇐

1 GL Account field (not displayed) in the Inventory application ⇐ Inventory

Resource field for the Item Type on the Inventory Resource Codes dialog box

in Chart of Accounts (typically only one segment only of the GL Debit

Account field);

2 GL Account field in Work Orders, if work order number specified; ⇐ GL

Account field in Preventive Maintenance, if based on PM record; or, GL

Account field in Asset (not displayed); or, GL Account field in Locations;

3 GL Account field in Asset (not displayed);

4 GL Account field in Locations.

GL Credit Account (GLCREDITACCT) ⇐ GL Control Account field (not

displayed) in the Inventory application.

Source of GL

Account

Debit Credit Source of GL

Account

Receipts price

variance account

($0.50 -$0.45)

x 20 = $1.00

($0.50 -$0.45)

x 20 = $1.00

Inventory control

account

Issues and Transfers Application

Financial Processes in Inventory 67

Issue Type of Issue

MATUSETRANS.GLDEBITACCT ⇐

1 INVCOST.GLACCOUNT ⇐ ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = INVRESCODE)

2 WORKORDER.GLACCOUNT ⇐ PM.GLACCOUNT; or,

ASSET.GLACCOUNT; or, LOCATIONS.GLACCOUNT

3 ASSET.GLACCOUNT

4 LOCATIONS.GLACCOUNT

MATUSETRANS.GLCREDITACCT ⇐ INVCOST.CONTROLACC ⇐

LOCATIONS.CONTROLACC

Issue Type of Return

GL Debit Account (GLDEBITACCT) ⇐ GL Credit Account on Select Items for

Return page for selected item.

GL Credit Account (GLCREDITACCT) ⇐ GL Debit Account on Select Items for

Return page for selected item.

Issue Type of Return

MATUSETRANS.GLDEBITACCT ⇐ MATUSETRANS.GLCREDITACCT for the

issue transaction of the item.

MATUSETRANS.GLCREDITACCT ⇐ MATUSETRANS.GLDEBITACCT for the

issue transaction of the item.

Transfer Out Tab

This section provides GL field information for the Transfer Out tab.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐

the Control Account field for the labor or courier in Locations, if the item is

transferred to a labor or courier location; between two storerooms at the same site.

the GL Debit Account field on the PO Lines tab if in response to an internal purchase

order; between two storerooms at the same site.

the Clearing Account of the transferring out organization for the site, if in

response to an internal purchase order between a transferring out site and a

receiving site.

GL Control Account field (not displayed) in the Inventory application for the “to”

location ⇐ Inventory Account field on the Inventory-Related Accounts dialog

box in Chart of Accounts.

GL Credit Account (GLCREDITACCT) ⇐

the GL Credit Account field on the PO Lines tab if in response to an internal

purchase order, otherwise,

Issues and Transfers Application

Finance Manager Guide

GL Control Account field (not displayed) in the Inventory application for “from”

location ⇐ Inventory Account field on the Inventory-Related Accounts dialog

box in Chart of Accounts.

Database Fields MATRECTRANS.GLDEBITACCT ⇐

LOCATIONS.CONTROLACC, if transferred to a labor or courier location, otherwise,

POLINE.GLDEBITACCT, if in response to an internal purchase order; between two

storerooms at the same site.

ORGANIZATION.CLEARING ACCOUNT, clearing account of the organization of

the transferring out site, if in response to an internal purchase order between a

transferring out site and a receiving site.

INVCOST.CONTROLACC for “to” location ⇐ LOCATIONS.CONTROLACC

MATRECTRANS.GLCREDITACCT ⇐

POLINE.GLCREDITACCT, if in response to an internal purchase order; otherwise,

INVCOST.CONTROLACC for “from” location ⇐ LOCATIONS.CONTROLACC

Transfer In Tab

This section provides GL field information for the Transfer In tab.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐

If in response to an internal purchase order, the GL Debit Account field on the PO

line otherwise,

GL Control Account field (not displayed) in the Inventory application for “to”

location ⇐ Inventory Control Account field on the Inventory-Related Accounts

dialog box in Chart of Accounts.

GL Credit Account (GLCREDITACCT) ⇐

If the item is transferred from a labor our courier location, the Control Account field

for the labor or courier in the Locations application, otherwise

If in response to an internal purchase order, the GL Credit Account field on the PO

line otherwise,

If in response to an internal purchase order between a receiving site and a transferring out

site, the Clearing Account of the receiving organization for that site.

GL Control Account field (not displayed) in the Inventory application for the

“from” location ⇐ GL Control Account field (not displayed) in Locations for the

“from” location ⇐ Inventory Control Account field on the Inventory-Related

Accounts dialog box in Chart of Accounts.

Database Fields MATRECTRANS.GLDEBITACCT ⇐

If in response to an internal purchase order, POLINE.GLDEBITACCT; otherwise,

INVCOST.CONTROLACC for “to” location ⇐ LOCATIONS.CONTROLACC

Tools Application

Financial Processes in Inventory 69

MATRECTRANS.GLCREDITACCT ⇐

If transferred from a labor or courier location,LOCATIONS.CONTROLACC;

otherwise,

If in response to an internal purchase order, POLINE.GLCREDITACCT; otherwise,

If in response to an internal purchase order between a receiving site and a transferring out

site, ORGANIZATION.CLEARING ACCOUNT, the clearing account of the

receiving organization for that site.

INVCOST.CONTROLACC for “from” location ⇐ LOCATIONS.CONTROLACC

Tools Application

Both the tools GL accounts (tool resource codes) and the tools control accounts

can be divided into two different types: internal and external. For the tools GL

account, the tool resource code that you assign to Outside? = N becomes the

default for the internal tools GL account, whereas the code that you assign to

Outside? = Y becomes the default for the external tools GL account.

As with the tools GL accounts (tool resource codes), there are internal and

external tools control accounts. Thus, the tools control account code that you

assign to Outside? = N becomes the default for the internal tools control account,

whereas the codes that you assign to Outside? = Y become the defaults for the

external tools control accounts.

Furthermore, for the external tools control accounts, you can assign a unique

default code for each vendor.

If Outside? Field = N

TOOL.GLACCOUNT ⇐ ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = TOOLRESCODE and GROUPVALUE = N) (Tool Resource field

for Outside? = N on Tool Resource Codes dialog box in Chart of Accounts) ⇐

direct entry (no default)

TOOL.CONTROLACC ⇐ ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = INTTOOLREC, and GROUPVALUE = ALL) (Control Account

field on Internal Tools Control Accounts dialog box in Chart of Accounts) ⇐

direct entry (no default)

If Outside? Field = Y

TOOL.GLACCOUNT ⇐ ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = TOOLRESCODE, and GROUPVALUE = Y) (Tool Resource field

for Outside? = Y on Tool Resource Codes dialog box in Chart of Accounts) ⇐

direct entry (no default)

TOOL.CONTROLACC ⇐ ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = EXTOOLREC, and GROUPVALUE = vendor name) (Control

Account field for Vendor on External Tools Control Accounts dialog box in Chart

of Accounts) ⇐ direct entry (no default)

Tools Application

Finance Manager Guide

This chapter describes the financial processes for the Preventive Maintenance

application in the Preventive Maintenance module.

Preventive Maintenance Application

Any GL account (segment) entered in the Preventive Maintenance application is

used on work orders that you generate from the PM record.

Displayed Field GL Account (GLACCOUNT) ⇐ manual entry (no default)

Database Field PM.GLACCOUNT ⇐ manual entry (no default)

Financial Processes in

Preventive Maintenance

Preventive Maintenance Application

Finance Manager Guide

This chapter describes the financial processes for the following applications in the

Purchasing module:

T Companies

T Purchase Requisitions

T Purchase Orders

T Receiving

T Invoices

Companies Application

Displayed Fields In the Companies application, the GL account fields (AP Control Account, RBNI

Account, Suspense Account) default according to company type as specified in

the Company Type field.

RBNI (RBNIACC) ⇐ RBNI field for Company Type on Company-Related

Accounts dialog box in Chart of Accounts.

Suspense (APSUSPENSEACC) ⇐ AP Suspense field for Company Type on

Company-Related Accounts dialog box in Chart of Accounts.

AP Control (APCONTROLACC) ⇐ AP Control field for Company Type on

Company-Related Accounts dialog box in Chart of Accounts.

Database Fields COMPANIES.RBNIACC ⇐ COMPANYACCDEF.RBNIACC

COMPANIES.APSUSPENSEACC ⇐ COMPANYACCDEF. APSUSPENSEACC

COMPANIES.APCONTROLACC ⇐ COMPANYACCDEF.APCONTROLACC

Purchase Requisitions

This section describes the following actions, selected from the PR Lines tab in the

Purchase Requisitions application, that cause GL account transactions to be

written:

T Material requisitions for direct issue (Issue on Receipt? = Y)

T Material requisitions from internal vendor (another storeroom)

T Material requisitions for storeroom from external vendor

Financial Processes in

Purchasing

Purchase Requisitions

Finance Manager Guide

PR Lines Tab

The following sections describe the displayed fields and database fields for

material requisitions.

Material Requisitions for Storeroom From External Vendor

The following sections describe the displayed fields and database fields for

Material Requisitions for a storeroom from an external vendor.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Control Account field (not displayed)

for storeroom location in the Inventory application.

GL Credit Account (GLCREDITACCT) ⇐ RBNI field for Vendor in Companies

⇐ RBNI field for Company Type field (for Vendor on PR line) on Company-

Related Accounts dialog box in Chart of Accounts.

Database Fields PRLINE.GLDEBITACCT ⇐ INVCOST.CONTROLACC

PRLINE.GLCREDITACCT ⇐ COMPANIES.RBNIACC ⇐

COMPANYACCDEF.RBNIACC (where TYPE = company type of vendor)

Material Requisitions for Direct Issue (Issue on Receipt? = Y)

The following sections describe the displayed fields and database fields for

Material Requisitions for a direct issue when Issue on Receipts = Y.

Displayed Fields Direct issue requisitions and purchase orders can only be created for an external

vendor.

GL Debit Account (GLDEBITACCT) ⇐

GL Account field (not displayed) in the Inventory application ⇐ Inventory

Resource field for item Type field on Inventory Resource Codes dialog box in

Chart of Accounts;

1 Work Order GL Account field;

2 Asset GL Account field (not displayed);

3 Location GL Account field.

GL Credit Account (GLCREDITACCT) ⇐ RBNI field for Vendor in Companies

⇐ RBNI field for Company Type field (for Vendor on PR line) on Company-

Related Accounts dialog box in Chart of Accounts.

Database Fields PRLINE.GLDEBITACCT ⇐

1 INVCOST.GLACCOUNT ⇐ ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = INVRESCODE and GROUPVALUE = item type for item on

PO line)

2 WORKORDER.GLACCOUNT

3 ASSET.GLACCOUNT

Purchase Requisitions

Financial Processes in Purchasing 75

4 LOCATIONS.GLACCOUNT

PRLINE.GLCREDITACCT ⇐ COMPANIES.RBNIACC ⇐

COMPANYACCDEF.RBNIACC (where TYPE = company type of vendor)

Material Requisitions From Internal Vendor (Another Storeroom)

The following section describes the displayed fields and database fields for

Material Requisitions from the storeroom of an internal vendor.

OTE This transaction involves internal Purchase Orders within the same site or

between two sites within the same organization.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Control Account field (not displayed)

in the Inventory application for requisitioning storeroom location ⇐ Inventory

Control Account field on the Inventory-Related Accounts dialog box in Chart of

Accounts.

GL Credit Account (GLCREDITACCT) ⇐ GL Control Account field (not

displayed) in the Inventory application for “vendor” storeroom location ⇐

Inventory Control Account field on the Inventory-Related Accounts dialog box in

Chart of Accounts.

Database Fields PRLINE.GLDEBITACCT ⇐ INVCOST.CONTROLACC (of requisitioning

location) ⇐ LOCATIONS.CONTROL.ACC

PRLINE.GLCREDITACCT ⇐ INVCOST.CONTROLACC (of vendor location) ⇐

LOCATIONS.CONTROL.ACC

OTE You cannot create a service requisition that names an internal vendor.

Material Requisitions From Internal Vendor (Another Storeroom) in a Different

Organization

The following section describes the displayed fields and database fields for

Material Requisitions from an internal vendor in a different organization.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Control Account field (not displayed)

in the Inventory application for requisitioning storeroom location ⇐ Inventory

Control Account field on the Inventory-Related Accounts dialog box in Chart of

Accounts.

GL Credit Account (GLCREDITACCT) ⇐ Organization Clearing Account field

in the Organization application for the organization of the receiving site.

Database Fields PRLINE.GLDEBITACCT ⇐ INVCOST.CONTROLACC (of requisitioning

location) ⇐ LOCATIONS.CONTROL.ACC

PRLINE.GLCREDITACCT ⇐ ORGANIZATION.CLEARINGACCOUNT

Purchase Requisitions for Services

The following sections describe different types of Service Requisitions:

T Line Type = Service

Purchase Requisitions

Finance Manager Guide

Line Type = Standard Service

T Rotating Asset when the Charge to Store? check box = Y

Purchase Requisitions (Line Type = Service)

The following section describes the displayed fields for Service Requisitions when

the Line Type = Service.

Displayed Fields The GL Debit Account and GL Credit Account fields for a service requisition

default just as they do for a direct issue material requisition (page 74) except that

the merger does not involve an item resource code unless you order the service

requisition for an asset and you select the Charge to Store? check box.

Purchase Requisitions (Line Type = Standard Service)

The following section describes the displayed fields for Service Requisitions when

the Line Type = Standard Service.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Account field for the Organization /

Service item as defined in the Service Items application using the Service Item /

Organization Details action.

GL Credit Account (GLCREDITACCT) ⇐ RBNI field for vendor in Companies ⇐

RBNI field for Company Type field (for vendor on PR line) on Company-Related

Accounts dialog box in Chart of Accounts.

Database Fields PRLINE.GLDEBITACCT ⇐ ITEMORGINFO.GLACCOUNT

PRLINE.GLCREDITACCT ⇐ COMPANIES.RBNIACC (of vendor) ⇐

COMPANYACCDEF.RBNIACC where TYPE = company type of the vendor

Purchase Requisitions for Rotating Asset, When Charge to Store? = Y

The following section describes the displayed fields for Service Requisitions when

the Issue on Receipts check box = Y for a rotating asset and the Charge to Store?

check box = Y.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ Rotating Suspense Account field (not

displayed) in Asset ⇐ Global Rotating Suspense Account field on the Inventory-

Related Accounts dialog box in Chart of Accounts.

GL Credit Account (GLCREDITACCT) ⇐ RBNI field for vendor in Companies ⇐

RBNI field for Company Type field (for vendor on PR line) on Company-Related

Accounts dialog box in Chart of Accounts.

Database Fields PRLINE.GLDEBITACCT ⇐ ASSET.ROTSUSPACCT ⇐

ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = INVRELACC and

GROUPVALUE = ROTSUSPACCT)

PRLINE.GLCREDITACCT ⇐ COMPANIES.RBNIACC (of vendor) ⇐

COMPANYACCDEF.RBNIACC where TYPE = company type of the vendor

Purchase Orders Application

Financial Processes in Purchasing 77

Purchase Orders Application

This section describes the Material Orders from External Vendor action selected

from the PO Lines tab in the Purchase Orders application. This action causes GL

account transactions to be written.

PO Lines Tab

You can copy PO line items from PR line items, or you can enter them directly on

a purchase order. In the first case, the GL fields are copied from the PR. In the

second case, PO line GL fields default exactly as they do on a PR.

The following section shows the case of ordering storeroom items from an

external vendor, with the PR line shown in parentheses, indicating that the PO GL

information might have been copied from there.

For information about other cases of purchase orders (from internal vendor, for

issue on receipt materials, or for services), see “PR Lines Tab,” on page 74.

Material Orders From External Vendor

The following sections describe the displayed fields and database fields for

Material Orders from external vendors.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Debit Account field on PR line ⇐ GL

Control Account field (not displayed) for storeroom location in the Inventory

application.

GL Credit Account (GLCREDITACCT) ⇐ GL Credit Account field on PR line ⇐

RBNI field for vendor in Companies ⇐ RBNI field for Company Type field (for

vendor on PO line) on Company-Related Accounts dialog box in Chart of

Accounts.

Database Fields POLINE.GLDEBITACCT ⇐ (PRLINE.GLDEBITACCT) ⇐

INVCOST.CONTROLACC

POLINE.GLCREDITACCT ⇐ (PRLINE.GLCREDITACCT) ⇐

COMPANIES.RBNIACC ⇐ COMPANYACCDEF.RBNIACC where TYPE =

company type of the vendor

Receiving Application

This section describes the following types of receipts:

T Material Receipt, External, into Storeroom

T Material Receipt, External, issue on Receipt

T Material Receipts, Inspection Required

T Material Receipts are Organizations, Internal

Receiving Application

Finance Manager Guide

Material Receipt, External, into Storeroom

You perform this process on the Material Receipts tab in Receiving.

The date and time are used in the Received Date field to determine the financial

period for the transaction. The Received Date field defaults to the system date

and time.

OTE The Loaded Cost column in the table window represents the cost of material, plus

any taxes or standard services that have been added to the line.

Primary Transaction

When you click Save, a record is written to the MATRECTRANS table.

Example

Receive 20 bearings at $0.50 each.

Source of GL Account for Material Receipts, External into Storeroom

OTE All cost entries and calculations are made in the base currency.

Material Receipt, External, Issue on Receipt

To do this process on the Material Receipts tab click New Row or Select Ordered

Items.

The date and time are used in the Received Date field to determine the financial

period for the transaction. The Received Date field defaults to the system date

and time.

Primary Transaction

When you click Save, ISSUETYPE = RECEIPT is written to the MATRECTRANS

table.

As with the previous process (Material Receipt, External, into Storeroom), you

use the same debit and credit accounts for inserting a PO line or PR line.

Secondary Transaction

A record is written to the MATUSETRANS table. This record represents the issue

of the item upon receipt. From an accounting perspective, it is the same

transaction as in MATRECTRANS.

Source of GL

Account

Debit Credit Source of GL

Account

Purchase order line

Debit Account

10 x $0.50 =

$5.00

20 x $0.50 =

$10.00

Purchase order line

Credit Account

Receiving Application

Financial Processes in Purchasing 79

Material Receipt, Inspection Required?

The following section describes how to process a receipt, when an inspection of

the item is required, through the Material Receipts tab in the Receiving

application.

The inspection status is determined through the Inspection Required? check box

on the PO Lines in the Purchase Orders application.

Purchase Orders Application with Receipt Required? check box indicated

If you selected the Inspection Required? check box, the Inspection Status on the

Material Receipts tab defaults to WINSP (Waiting for Inspection) upon receipt.

Use the Change Inspection Status action in the Receiving application to accept or

reject these items.

Receiving Application with Change Inspection Status action indicated

In the following example, you have transferred eight items to your storeroom and

returned two to the vendor. After you complete the transaction, the Material

Receipts tab displays updated line item information.

Example

The following table shows what GL transactions are written when a you receive

10 copper tubings at $0.50 each. Upon inspection, eight copper tubings are

accepted and the remaining two copper tubings are rejected.

Source of GL Account for Material Receipt, Inspection Required

Material Receipt, Internal

To receive an item against an internal PO, you use the Issues and Transfers

application with the Receiving application.

Transactio

n Type

Source of GL

Account Debit Credit

Source of GL

Account

Receipt Holding

Location

GL account

10 x $0.50 =

$5.00

10 x $0.50 =

$5.00

RBNI (Received

But Not

Invoiced) GL

account from

company

application

Transfer to

your

Storeroom

Your

Storeroom’s

GL account

8 x $0.50 =

$4.00

8 x $0.50 =

$4.00

Holding

Location GL

account

Return to

Holding

Location

Holding

Location

GL account

–2 x $0.50 =

–$1.00

–2 x $0.50 =

–$1.00

RBNI GL

account from

company

application

Receiving Application

Finance Manager Guide

The date and time are used in the Received Date field to determine the financial

period for the transaction. The Received Date field defaults to the system date

and time.

When you click Save, ISSUETYPE = TRANSFER is written to the

MATRECTRANS table.

If you use standard cost, a potential secondary transaction can occur. For

example, if you move the item from storeroom A to storeroom B, and the receipt

price of the item differs from the standard price of the item in storeroom B.

TRANSTYPE = STDRECADJ is written to the INVTRANS table.

The value of the transaction (that is, the LINECOST) is equal to the following

equation:

[Receipt Quantity x (Receipt Price-Standard Price in Storeroom B).

If you receive an item that is rotating and/or requires inspection, use the following

table to determine whether to use Case 1 or Case 2.

Case 1/Case 2 Reference Table

Case 1

You create an internal PO and add a PO line where the item quantity is five and

the unit cost is $10. You want to transfer the item from the Central Storeroom at

your Bedford site to the Central Storeroom at your Nashua site.

The number of transactions you enter in Issues and Transfers depends upon

whether you are receiving a rotating or non-rotating item.

Case 1 Receiving Item and Transaction Table

Each of these transactions appears in the MATRECTRANS table as type

TRANSFER and inspection status TRANSFER.

OTE If you are receiving an inspection-required item, a courier for that

item is required.

If you are receiving an item against

an internal PO and that item is . . . and . . . see . . .

rotating requires inspection Case 1.

rotating does not require

inspection

Case 1.

non-rotating requires inspection Case 1.

non-rotating does not require

inspection

Case 2.

If you are receiving . . . you enter . . .

a rotating item, one transaction for each item.

a non-rotating item, one transaction for all items.

Receiving Application

Financial Processes in Purchasing 81

Source of GL Account for Rotating Item

Source of GL Account for Non-Rotating Item

Use the Receiving application if you must confirm or inspect the item or serialize

the transaction.

Receive Item and Transfer to Central Storeroom in your Nashua Site

Case 2

You create an internal PO and add a PO line where the item quantity is five and

the unit cost is $10. You want to transfer the item from the Central Storeroom at

your Bedford site to the Central Storeroom at your Nashua site.

In Issues and Transfers, you enter one transaction for the five non-rotating items

that do not require inspection.

OTE A courier is not required since the item does not require

inspection.

Source of GL

Account

Debit Credit Source of GL

Account

Clearing account for

your Bedford site

1 * $10 = $10

Inventory Control

account for the

Central storeroom of

your Bedford site.

Source of GL

Account

Debit Credit Source of GL

Account

Clearing account for

your Bedford site

5 * $10 = $50 5 * $10 = $50 Inventory Control

account for the

Central storeroom of

your Bedford site.

Source of GL

Account

Debit Credit Source of GL

Account

Hold location of your

Nashua site

5 * $10 = $50 5 * $10 = $50 Clearing account of

your organization for

the Bedford site

Inventory Control of

Central Storeroom in

Nashua site

5 * $10 = $50 5* $10 = $50 Holding location of

your Nashua site

Receiving Application

Finance Manager Guide

Transfer from Central Storeroom at your Bedford Site

Material Receipt across Organizations Internal

There are two types of material receipts across internal organizations:

T Material Returns

T Service Receipts

Material Returns

To return an item against a PO, use the Material Receipts tab and click New Row

or Select Items for Return. When using New Row, enter a negative quantity for

the return. If you use Select Items for Return, a negative quantity transaction is

created.

When you click Save, ISSUETYPE = RETURN is written to the MATRECTRANS

table. If the transaction was created by using Select Items for Return, a reference is

recorded to the original receipt transaction by populating the RECEIPTREF

column in the MATRECTRANS table.

Service Receipts

To receive a service, use the Service Receipts tab and click either New Row or

Select Ordered Services.

The date and time in the Received Date field to is used to determine the financial

period for the transaction. The Received Date field defaults to the system date

and time.

When you click Save, TRANSTYPE = RECEIPT is written to the SERVRECTRANS

table.

From a GL perspective, this process produces a transaction analogous to the

primary transaction for an external material receipt (that is, you use the same

debit and credit accounts as you use for inserting either a PO line or a PR line).

OTE The GL Debit Account and GL Credit Account fields on both the Material

Receipts tab and the Service Receipts tab have the same sources as they do for the

associated PR or PO line. For more information, see “Purchase Orders

Application,” on page 77.

Source of GL

Account

Debit Credit Source of GL

Account

Your Inventory

Control account for

the Central

Storeroom in Nashua

5 * $10 = $50 5 * $10 = $50 Your Inventory

Control account for

the Central

Storeroom in Bedford

Invoices Application

Financial Processes in Purchasing 83

Invoices Application

Although records might be created to establish GL accounts, no GL transactions

occur until you approve the invoice. Upon invoice approval, many transactions

can occur.

The date and time are used in the Entered Date field in the Invoices application to

determine the financial period for transactions in this application. All transactions

are in the base currency.

OTE Processes that result in debit/credit transactions use decimal fields and amount

(cost) fields. Minimize the effects of rounding in calculations by using the

Database Configuration application to set the “scale” (the number of places

calculated and displayed to the right of the decimal point) of these fields to six or

more places.

Invoice Lines Tab

Use the Invoice application to select the Invoice Lines tab.

You can copy invoice line items from PO line items or enter them directly. If you

copy an invoice line from a PO, the GL Debit Account field for that invoice line

defaults to the PO line debit account. When you directly enter invoice line items,

the invoice line GL Debit Account field defaults exactly as if inserting a PR line.

For more information about how the debit account defaults, see “PR Lines Tab,”

on page 74.

The GL Credit field source is always the RBNI account for the vendor that the you

have specified in the Invoices application.

In the Database section, both the PO line and the PR line are shown in

parentheses, indicating that you might have copied the invoice GL information

from the PO. For information about account defaults for invoices containing

either materials to be issued on receipt or services, see “PR Lines Tab,” on page 74.

Inserting invoice lines creates no GL transactions until you reach the “approve

invoice” stage. For more information, see “Approve Invoice” on page 86.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Debit Account field on PO Lines tab

⇐ GL Debit Account field on PR Lines tab ⇐ GL Control Account field (not

displayed) for storeroom location in the Inventory application.

GL Credit Account (GLCREDITACCT) ⇐ RBNI field in Companies for vendor ⇐

RBNI field for Company Type field (for vendor in Invoices application) on

Company-Related Accounts dialog box in Chart of Accounts.

Database Fields INVOICECOST.GLDEBITACCT ⇐ (POLINE.GLDEBITACCT) ⇐

(PRLINE.GLDEBITACCT) ⇐ INVCOST.CONTROLACC

INVOICECOST.GLCREDITACCT⇐ COMPANIES.RBNIACC ⇐

COMPANYACCDEF.APSUSPENSEACC (where TYPE = type of vendor

company)

Invoices Application

Finance Manager Guide

Not Charged to Store

You receive an invoice for two hours of computer repair at $50 an hour. The

invoice has no associated PO and it is not Charged to Store. In addition to the

primary transaction, a transaction is written to the SERVRECTRANS table.

GL Account Source when Invoice Not Charged to Store

Service for Item With No PO, if Charge to Store? = N

Database Fields SERVRECTRANS.GLDEBITACCT ⇐ INVOICECOST.GLDEBITACCT ⇐ or,

WORKORDER.GLACCOUNT, or, ASSET.GLACCOUNT, or,

LOCATIONS.GLACCOUNT

SERVRECTRANS.GLCREDITACCT ⇐ COMPANIES.RBNIACC ⇐

COMPANYACCDEF.RBNIACC (where TYPE = type of vendor company)

Charged to Store

If the Charge to Store? check box is selected, the charges are carried through to

the rotating asset.

You receive an invoice for two hours of computer repair at $50 an hour. The

invoice has no associated PO, and it is Charged to Store. In addition to the

primary transaction, a transaction is written to SERVRECTRANS.

Source of GL

Account

Debit Credit Source of GL

Account

1 If issued to a

work order Ö

work order GL

account

2 x $50.00 =

$100.00

2 x $50.00 =

$100.00

Company RBNI

(Received But Not

Invoiced) account

2 If issued to asset

Asset GL account

asset location of

GL account

3 If issued to a

location Ö

If only one asset

at location, asset

GL account

Location GL

account

Invoices Application

Financial Processes in Purchasing 85

GL Account Source when Invoice Charged to Store

Furthermore, when UPDATEINVENTORY = 1, the database inventory cost of the

rotating asset (for example, the computer) is updated.

Service for Item With No PO, if Charge to Store? = Y

Database Fields SERVRECTRANS.GLDEBITACCT ⇐ INVOICECOST.GLDEBITACCOUNT ⇐

ASSET.ROTSUSPACCT ⇐ ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = INVRELACC and GROUPVALUE = ROTSUSPACCT)

SERVRECTRANS.GLCREDITACCT ⇐ COMPANIES.RBNIACC ⇐

COMPANYACCDEF.RBNIACC (where TYPE = type of vendor company)

Distribute Costs Page

Default information on this page comes from the INVOICECOST table; where

data results from inserting invoice line items. The GL Debit Account and GL

Credit Account source fields are the same fields used when inserting an invoice

line, discussed previously in “Invoice Lines Tab,” on page 83.

As with inserting invoice lines, using the Distribute Costs page creates no GL

transactions until you reach the “approve invoice” stage. For more information,

see “Approve Invoice,” on page 86.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐ GL Debit Account field on invoices line.

GL Credit Account (GLCREDITACCT) ⇐ GL Credit Account field on invoices

line ⇐ RBNI field in Companies for vendor ⇐ RBNI field for Company Type

field (for vendor in Invoices) on Company-Related Accounts dialog box in Chart

of Accounts.

Database Fields INVOICECOST.GLDEBITACCT (⇐ POLINE.GLDEBITACCT)(⇐

PRLINE.GLDEBITACCT)

INVOICECOST.GLCREDITACCT ⇐ COMPANIES.APSUSPENSEACC ⇐

COMPANYACCDEF.RBNIACC (where TYPE = type of vendor company)

Example

Materials are purchased for a storeroom.

GL Debit Account (GLDEBITACCT) ⇐ GL Debit Account field on PO line ⇐ GL

Debit Account field on PR line ⇐ GL Control Account field (not displayed) for

storeroom location in the Inventory application.

GL Credit Account (GLCREDITACCT) ⇐ RBNI field in Companies for vendor ⇐

RBNI field for Company Type field (for vendor in Invoices) on Company-Related

Accounts dialog box in Chart of Accounts.

Source of GL

Account

Debit Credit Source of GL

Account

Asset rotating

suspense account

2 x $50.00

= $100.00

2 x $50.00

= $100.00

Company RBNI

account

Invoices Application

Finance Manager Guide

INVOICECOST.GLDEBITACCT (⇐ POLINE.GLDEBITACCT) ⇐

(PRLINE.GLDEBITACCT) ⇐ INVCOST.CONTROLACC

INVOICECOST.GLCREDITACCT ⇐ COMPANIES.RBNIACC ⇐

COMPANYACCDEF.RBNIACC (where TYPE = type of vendor company)

Transactions Resulting From Distributing Costs

OTE The actual GL transactions occur only at the time of invoice approval.

For Materials

MATRECTRANS.GLDEBITACCT ⇐ INVOICECOST.GLDEBITACCT ⇐

POLINE.GLDEBITACCT

MATRECTRANS.GLCREDITACCT ⇐ INVOICECOST.GLCREDITACCT ⇐

POLINE.GLCREDITACCT

Approve Invoice

All displayed GL fields in the Invoices application already acquired their values

when you inserted the invoice lines. When you approve an invoice, the values in

any application GL fields are not affected; however, at least one database

transaction is created and possibly others.

The date and time in the Entered Date field is used in the Invoices application to

determine the financial period for transactions in this application.

If a PO number for the invoiced item exists and the Buy Ahead field (typically not

displayed by default) in the Purchase Orders application is set to Buy Ahead, the

exchange rate at invoice approval is the rate locked in with the vendor when you

create the PO. Otherwise, if the Vendor Currency field in the Invoices application

is populated, the exchange rate is the current active rate from the Exchange Rate

table in Currency Management.

Invoice Total Transaction (Primary Transaction)

When you approve an invoice, the following record is written to the

INVOICETRANS table:

TRANSTYPE = TOTAL

Example

Approve an invoice for 20 bearings at $0.50 each, plus tax of $0.75.

Invoices Application

Financial Processes in Purchasing 87

GL Account Source to Approve an Invoice

A secondary transaction moves the tax portion into a tax account. We include tax

in the preceding example to emphasize that the line cost for the TOTAL

transaction includes tax. For more information about taxes, see “Tax

Transactions” on page 88.

OTE If the unit cost of the item is in a foreign currency (for example, Canadian dollars,

the LINECOST is in the base currency (for example, U.S. dollars). The approval

date determines the exchange rate used at invoice approval. The enter date in the

INVOICE table determines the financial period.

Database Fields INVOICETRANS.GLDEBITACCT ⇐ COMPANIES.RBNIACC ⇐

COMPANYACCDEF.RBNIACC (where TYPE = type of vendor company)

INVOICETRANS.GLCREDITACCT ⇐ COMPANIES.APSUSPENSEACC ⇐

COMPANYACCDEF.APSUSPENSEACC (where TYPE = type of vendor

company)

Additional Transactions The following additional transactions can occur. These potential transactions are

written to the INVOICETRANS, MATRECTRANS, and/or SERVRECTRANS

tables. All transactions are in the base currency.

Service Transaction for Each Invoice Line With no Associated PO Line

If the invoice contains a line for a service for which no PO line exists, an

additional transaction is written to the SERVRECTRANS table. Because no

associated PO exists, no receipt for that service exists. However, an entry to

account is required for the receipt stage. Therefore, the debit account defaults as if

you inserted a PO line (or a PR line).

Additional Possible Transaction for Materials

Materials to be Issued on

Receipt

If the item is a material to be issued on receipt, any change in the item cost is

accounted for by writing entries to both the MATRECTRANS and

MATUSETRANS tables. The accounts default as if inserting a PR line. If the

materials are charged to a work order, the Actual Materials Cost is also updated.

Example

You approve an invoice for 20 bearings at 3.30 CAD each. The base currency is

U.S. dollars, and the exchange rate is currently 5.00 Canadian dollars per 1.00 U.S.

dollar. At the point of receipt, the item price is only 3.00 CAD, and the exchange

rate is 6.00 CAD per U.S. dollar.

At receipt, the bearings are 3.00 CAD = $0.50 each.

At invoice approval, the bearings are 3.30 CAD = $0.66 each.

Source of GL

Account

Debit Credit Source of GL

Account

Company RBNI

account

(20 x $0.50) +

$0.75

= $10.75

(20 x $0.50) +

$0.75

= $10.75

Company AP

suspense account

Invoices Application

Finance Manager Guide

The following record, ISSUETYPE = INVOICE, is written to both the

MATRECTRANS and MATUSETRANS tables

Source of GL Account for MATRECTRANS and MATUSETRANS.

If Issue on Receipt? = Y

MATUSETRANS.GLDEBITACCT ⇐ INVOICECOST.GLDEBITACCT ⇐

POLINE.GLDEBITACCT

MATUSETRANS.GLCREDITACCT ⇐ INVOICECOST.GLCREDITACCT⇐

POLINE.GLCREDITACCT

For Service

SERVRECTRANS.GLDEBITACCT ⇐ INVOICECOST.GLDEBITACCT ⇐

POLINE.GLDEBITACCT

SERVRECTRANS.GLCREDITACCT ⇐ INVOICECOST.GLCREDITACCT ⇐

POLINE.GLCREDITACCT

Tax Transactions

As in the preceding example, an invoice can include tax. If so, in addition to the

transaction of TRANSTYPE = TOTAL, a transaction is written to the

INVOICETRANS table with TRANSTYPE = TAXn, where 1 ≤ n ≤ 5. The value of n

depends on which tax type you selected for the tax in Chart of Accounts.

Pay Tax to Vendor

Recall the example used for the primary transaction:

Example 1

Approve an invoice for 20 bearings at $0.50 each, plus tax of $0.75.

If the tax is of type Tax 1, the following tax transactions are written: TRANSTYPE

= TAX1 to INVOICETRANS.

Source of GL

Account

Debit Credit Source of GL

Account

Debit account

established upon

insertion of invoice

line = PO line debit

Account

($0.66-$0.50)

x 20 = $3.20

($0.66-$0.50)

x 20 = $3.20

PO line credit

account = Company

RBNI account

Invoices Application

Financial Processes in Purchasing 89

Source of GL Account for Pay Tax to Vendor

Example 2

Additionally, there is an option to add taxes to the cost of the item. When you

choose this option and Pay Tax to Vendor is true, a single transaction of

TRANSTYPE=TOTAL is written to the INVOICETRANS table. A tax type

transaction in not written in this scenario.

If Tax Paid to Vendor (Pay Tax to Vendor? = Y) and if Tax is of Type Tax n, where 1

≤ n ≤ 5

INVOICETRANS.GLDEBITACCT ⇐ INVOICE.TAXnGL ⇐

TAXTYPE.INCLUSIVEGL

INVOICETRANS.GLCREDITACCT ⇐ COMPANIES.RBNIACC ⇐

COMPANYACCDEF.RBNIACC (where TYPE = type of vendor company)

Do Not Pay Tax to Vendor

Recall the example used for the primary transaction:

Example 1

Approve an invoice for 20 bearings at $0.50 each, plus tax of $0.75.

If the tax is of type Tax 1, a tax transaction is written with TRANSTYPE = TAX1 to

INVOICETRANS

Source of GL Account for Do Not Pay Tax to Vendor

Example 2

When you can add tax to items and Pay Tax to Vendor is false, two transactions

are written to the INVOICETRANS table:

T a transaction of TRANSTYPE=TAXn, where 1 ≤ n ≤ 5

T a transaction of TRANSTYPE=TOTAL.

Approve an invoice for 20 bearings at $0.50 each, plus tax of $0.75.

If the tax is of type Tax 1, a tax transaction is written with TRANSTYPE = TAX1 to

INVOICETRANS.

Source of GL

Account

Debit Credit Source of GL

Account

Paid Tax GL account $0.75 $0.75 Company RBNI

account

Source of GL

Account

Debit Credit Source of GL

Account

Paid Tax GL account $0.75 $0.75 Unpaid Tax GL

account

Invoices Application

Finance Manager Guide

Source of GL Account for Do Not Pay Tax to Vendor

Database Fields If Tax Paid Directly to Authority (Pay Tax to Vendor? = N) and if Tax is of Type Tax

n, where 1 ≤ n ≤ 5

INVOICETRANS.GLDEBITACCT ⇐ INVOICE.TAXnGL ⇐

TAXTYPE.EXCLUSIVEGL

INVOICETRANS.GLCREDITACCT ⇐ TAXTYPE.INCLUSIVEGL

Cost Variance Transactions

If time lapses between receiving the item and approving the invoice, the cost

associated with the invoice line might differ from the cost of the item at receipt.

Both the resulting transaction(s) and the transaction table(s) to which they are

written vary in accordance with several factors. Also, if you purchased the item

for a storeroom, the variance based is accounted for on the source of the cost

change, including the following potential sources:

1 the cost on the invoice is different from the cost at receipt

2 the exchange rate changes between the time of receipt and invoice approval

With any cost variance, a transaction is written to either MATRECTRANS or

SERVRECTRANS, depending on whether the item is material or service. As with

records written to PRLINE and POLINE, the source of the accounts varies,

depending on the nature of the item and on the planned use for the item.

In addition, a currency variance and invoice cost variance transactions might be

written to INVOICETRANS.

Variances for Materials

If the invoice line is for materials, the total exchange rate gain or loss is calculated

related to the line. This amount is combined with the total variance due to cost

changes related to the same invoice line. One transaction is written for both

currency variance and invoice cost variance to the MATRECTRANS table (and to

the MATUSETRANS table, if set to Issue on Receipt on the PO line). Both the debit

and credit accounts default as if you inserted a receipt line for a PO. In addition, if

variances are tracked separate transactions can be written for each type of

variance to the INVOICETRANS table.

If you purchased the item for inventory (not for issue on receipt), any cost

variances are accounted for based on two determining factors:

T the quantity of an item on the invoice, relative to the current balance of the

item in the storeroom at the time of invoice approval

T the value of UPDATEINVENTORY in MAXVARS

Source of GL

Account

Debit Credit Source of GL

Account

Company RBNI

Account

$0.75 $0.75 Unpaid Tax GL

account

Invoices Application

Financial Processes in Purchasing 91

If many items are issued or transferred out since receipt, the current balance at

invoice approval time might be less than the invoice quantity.

In the following three cases, a transaction is written to the MATRECTRANS table

and/or the INVOICETRANS table for the entire variance.

T UPDATEINVENTORY = 1 (the default) and Invoice Quantity ≤ Current

Balance (page 91)

T UPDATEINVENTORY = 1 (the default) and Invoice Quantity > Current

Balance (page 91)

T UPDATEINVENTORY = 0 and the Average Cost is not updated (page 93)

Case 1

UPDATEINVENTORY = 1 (the default) and Invoice Quantity ≤ Current Balance

For the items remaining in inventory, the average cost of the item is updated to

reflect the per unit variance by writing a transaction of TRANSTYPE = INVOICE

to the MATRECTRANS table for the amount in inventory.

Example

You approve an invoice for 20 bearings at 3.30 CAD each. The base currency is

U.S. dollars, and the exchange rate is currently 5.00 Canadian dollars per 1.00 U.S.

dollar. At the point of receipt, the item price is only 3.00 CAD, and the exchange

rate is 6.00 CAD per U.S. dollar.

At receipt, the bearings are 3.00 CAD = $0.50 each.

At invoice approval, the bearings are 3.30 CAD = $0.66 each.

Average Cost Change Originally, 10 items were in the storeroom at $0.50 each. Upon receipt, there are 30

items at $0.50 each for a total value of $15.00. Upon invoice approval, the value

increases by $3.20 to $18.20. The average cost is $18.20 divided by 30 = $0.61.

OTE If you capitalize this item, the average cost in the storeroom changes. If the item

you capitalized has a zero cost in the storeroom before you approve the invoice, it

has a positive cost after you approve the invoice.

Source of GL Account for Invoice Cost Variance Transaction

Case 2

UPDATEINVENTORY = 1 (the default) and Invoice Quantity > Current Balance

Source of GL

Account

Debit Credit Source of GL

Account

Debit account

established upon

insertion of invoice

line = PO Line debit

account

($0.66-$0.50)

x 20 = $3.20

($0.66-$0.50)

x 20 = $3.20

PO line credit

account = company

RBNI account

Invoices Application

Finance Manager Guide

For the items remaining in inventory, the average cost of the item is updated to

reflect the per unit variance by writing a transaction of TRANSTYPE = INVOICE

to the MATRECTRANS table for the amount in inventory.

A transaction of TRANSTYPE = INVCEVAR is written to the INVOICETRANS

table for the items that you issued out of the storeroom. This transaction is written

after you received the item, but before you approve the item.

If a change in the exchange rate caused any of the remaining variance, a

transaction of TRANSTYPE = CURVAR is written to the INVOICETRANS table

for the remainder of the currency variance.

Example

From your inventory, you receive 20 bearings when the exchange rate is 3.00

Canadian Dollars (CAD) = $0.50 U.S. Dollars (USD). (For this example, assume

you already have 10 bearings currently in inventory.)

When the exchange rate changes to 3.00 CAD = $.60 USD, you issue all 10 of the

items that were already in inventory plus four of the 20 bearings that you recently

received.

When you receive the invoice for the 20 bearings, the exchange rate is 3.30 CAD =

$0.66 USD.

Average Cost Change Each of the 20 bearings you ordered is now worth $0.16 more at invoice than at

receipt. Of those 20 items, 4 have already been issued from the storeroom.

Instead of taking the $3.20 (20 x $0.16 = $3.20) and allocating it among the 16

remaining items, which would create a $0.20 increase per item, the average cost of

the storeroom is maintained correctly by increasing the average cost of each item

by $0.16 to $0.66.

Upon invoice approval, the 16 bearings remaining in the storeroom are accounted

for by debiting the inventory control account and crediting the RBNI account by

16 x $0.16 = $2.56. Also, the invoice cost variance account is debited and the

company RBNI account is credited 4 x $0.16 for the already issued four bearings.

Source of GL Account for Average Price Change

The remaining amount of $3.20 - $2.56 = $0.64 is allocated between the currency

variance and invoice cost variance accounts through the following transactions

that are written to the INVOICETRANS table.

OTE If you capitalize this item, the average cost in the storeroom changes. If the

capitalized item has a cost of $0.00 in the storeroom before you approve the

invoice, it has a positive cost after you approve the invoice.

Currency Variance

Transaction

Here, we must control for the cost variable. The cost on receipt was 3.00 CAD =

$0.50. If the cost at invoice had been 3.00 CAD, as opposed to 3.30 CAD, the cost

Source of GL

Account

Debit Credit Source of GL

Account

Inventory Control

Account

16 x $0.16 =

$2.56

16 x $0.16 =

$2.56

Company RBNI

account

Invoices Application

Financial Processes in Purchasing 93

per bearing at invoice would have been 3.00 CAD = $0.60. Four invoice items are

no longer in the storeroom.

Source of GL Account for Currency Variance Transaction

OTE If the item is capitalized, the credit account is the inventory control account and

not the Capital GL account.

Invoice Cost Variance

Transaction

In this transaction, we must control the exchange rate variable. If the exchange

rate at receipt is the same as the invoice exchange rate, the cost per bearing at

receipt is 3.00 CAD = $0.60 (not $0.50). The cost at invoice was 3.30 CAD = $0.66.

Four items are no longer in the storeroom.

NOTE Variance accounts track cost variances by storeroom location, not by item.

Source of GL Account for Invoice Cost Variance Transaction

The $0.64 variance for the four items in inventory consists of a $0.40 currency

variance and a $0.24 cost variance.

OTE Even if the item is capitalized, the credit account is the inventory control account,

not the Capital GL account.

Case 3

UPDATEINVENTORY = 0 and the Average Cost is not updated

A change in the exchange rate causes TRANSTYPE = CURVAR to be written to

the INVOICETRANS table for that portion of the total variance.

A change in the cost in the foreign currency causes TRANSTYPE = INVCEVAR to

be written to the INVOICETRANS table for that portion of the total variance.

OTE Both the preceding overview and the following example apply to both capitalized

and non-capitalized items.

Example

You approve an invoice for 20 bearings at 3.30 CAD each. The base currency is

U.S. dollars, and the exchange rate is currently 5.00 Canadian dollars per 1.00 U.S.

dollar. At the point of receipt, the item price is only 3.00 CAD, and the exchange

rate is 6.00 CAD per U.S. dollar.

Source of GL

Account

Debit Credit Source of GL

Account

Currency variance

account

($0.60-$0.50)

x 4 = $0.40

($0.60-$0.50)

x 4 = $0.40

Company RBNI

account

Source of GL

Account

Debit Credit Source of GL

Account

Invoice Cost Variance

account of Storeroom

($0.66-$0.60)

x 4 = $0.24

($0.66-$0.60)

x 4 = $0.24

Company RBNI

account

Invoices Application

Finance Manager Guide

At receipt, the bearings are 3.00 CAD = $0.50 each.

At invoice approval, the bearings are 3.30 CAD = $0.66 each.

Currency Variance

Transaction

The cost on receipt is 3.00 CAD = $0.50. If the cost at invoice is 3.00 CAD, as

opposed to 3.30 CAD, the cost per bearing at invoice is 3.00 CAD = $0.60. The

CURVAR transaction is written to the INVOICETRANS table

Source of GL Account for Currency Variance Transaction

OTE Even if the item is a capitalized item, the credit account is the inventory control

account, not the Capital GL account.

Invoice Cost Variance

Transaction

For this transaction, you control the exchange rate variable. If the exchange rate at

receipt is the same as the invoice exchange rate, the cost per bearing at receipt is

3.00 CAD = $0.60 (not $0.50). The cost at invoice was 3.30 CAD = $0.66. The

INVCEVAR transaction is written to INVOICETRANS.

OTE Variance accounts track cost variances by storeroom location, not by item.

Source of GL Account for Invoice Cost Variance Transaction

The $3.20 variance for the 20 items on the invoice is made of a $2.00 currency

variance and a $1.20 cost variance.

OTE Even if the item is capitalized, the credit account is the inventory control account,

not the Capital GL account.

Variances for Services

If the line item is a service, any changes are tracked to the item cost by writing an

entry to the SERVRECTRANS table. The accounts default as if a PR line was being

inserted.

Furthermore, if the service is associated with a work order, the actual service cost

is updated for the work order.

Service Not Charged to Store

You receive an invoice for a service that required 2 hours at a rate of 3.30 CAD per

hour. The base currency is U.S. dollars, and the exchange rate is currently 5.00

CAD per dollar. At the point of receipt, the item price is only 3.00 CAD, and the

exchange rate is 6.00 CAD per U.S. dollar.

Source of GL

Account

Debit Credit Source of GL

Account

Currency variance

account

($0.60-$0.50)

x 20 = $2.00

($0.60-$0.50)

x 20 = $2.00

Inventory control

account

Source of GL

Account

Debit Credit Source of GL

Account

Invoice Cost Variance

account of Storeroom

($0.66-$0.60)

x 20 = $1.20

($0.66-$0.60)

x 20 = $1.20

Inventory Control

account

Invoices Application

Financial Processes in Purchasing 95

At receipt, the hourly rate is 3.00 CAD = $50.00

If no exchange rate change occurs, the hourly rate at invoice approval is 3.30 CAD

= $55.00 However, the exchange rate changed to 5.00 CAD per dollar. Therefore,

at invoice approval, the hourly rate is 3.30 CAD = $66.

The following transaction is written to the SERVRECTRANS table

Source of GL Account for Service Not Charged to Store

Service Charged to Store

The debit account for the transaction to the SERVRECTRANS table is the rotating

suspense account of the asset that was serviced. Otherwise, this transaction works

exactly as if the invoice is for a service where the Charge to Store check box is

clear.

In addition, if UPDATEINVENTORY = 1, the database inventory cost of the

rotating asset is updated.

Transactions Resulting

From the Distribute

Costs Process

Recall the following conditions that determine Distribute Costs:

T the invoice line has a PO line number specified

T you receive the line and distributed the costs to another GL account

At invoice approval, the corresponding entries to the GL are made depending

upon the invoice line item.

Source of GL

Account

Debit Credit Source of GL

Account

1 If issued to a

work order Ö

work order GL

account

($66.00-

$50.00)

x 2 = $32.00

($66.00-

$50.00)

x 2 = $32.00

Company RBNI

account

2 If issued to asset

Asset GL account

GL account of

asset location

3 If issued to asset

Asset GL account

GL account of

asset location

Invoices Application

Finance Manager Guide

Invoice Line Item and Transaction Table

The costs can be distributed for only material line items when you select the Issue

on Receipt? check box. At the approve invoices stage, consider any lines that the

user inserts on the Distribute Costs page as new invoice lines that need the receipt

transaction.

Example

Suppose that originally, as a result of your receiving 20 bearings at $0.50 each, the

following transaction is written to the MATRECTRANS table.

Source of GL Account for Service Charged to Store

Later, you decide that to charge 20% of the cost to account 2224-111-111 (perhaps

two bearings went to a different location than planned).

Using the distribute costs process, you back out the invoice line corresponding to

that receipt. On the Distribute Cost page, you distribute the cost. Upon invoice

approval, the following transactions are written to the MATRECTRANS table.

The account codes are the codes you entered on the Distribute Costs page.

Source of GL Account for MATRECTRANS Table

If the invoice line item is a . . . the transaction is written to the . . .

material, MATRECTRANS table.

service, SERVRECTRANS table.

Source of GL

Account

Debit Credit Source of GL

Account

1111-111-111

(Purchase order line

debit account)

20 x $0.50

= $10.00

20 x $0.50

= $10.00

3333-333-333

(Purchase order line

credit account)

Source of GL

Account

Debit Credit Source of GL

Account

1111-111-111

(Purchase order line

debit account)

-$10.00 -$10.00 3333-333-333

(Purchase order line

credit account)

1111-111-111

(Purchase order line

debit account)

$8.00 $8.00 3333-333-333

(Purchase order line

credit account)

2224-111-111

(Defaults as if

receiving the item)

$2.00 $2.00 3333-333-333

(Defaults as if

receiving the item)

This chapter describes the financial processes for the Labor application in the

Labor module.

Labor Application

If the rate records associated with a Labor (Labor Craft Rate) are internal labor

rates (vendor is null), they typically receive one set of default GL accounts. If they

are external labor rates (vendor is not null), they receive another set of default GL

accounts.

Database Fields If Vendor is null

LABORCRAFTRATE.GLACCOUNT ⇐ ACCOUNTDEFAULTS.GLDEFAULT

(where DFLTGROUP = LABRESCODE and GROUPVALUE = 0) (Labor Resource

field for Outside? = N on Labor Resource Codes dialog box in Chart of Accounts)

⇐ direct entry (no default)

LABORCRAFTRATE.CONTROLACC ⇐

LOCATIONS.INTLABREC (where the LOCATION = LABOR.WORKLOCATION

and SITE=LABOR.WORKSITE)

If Vendor is not null

LABORCRAFTRATE.GLACCOUNT ⇐ ACCOUNTDEFAULTS.GLDEFAULT

(where DFLTGROUP = LABRESCODE and GROUPVALUE = 1) (Labor Resource

field for Outside? = Y on Labor Resource Codes dialog box in Chart of Accounts)

⇐ direct entry (no default)

LABORCRAFTRATE.CONTROLACC ⇐ ACCOUNTDEFAULTS.GLDEFAULT

(where DFLTGROUP = EXLABREC and GROUPVALUE = vendor name) (Control

Account field for associated Vendor field on External Labor Control Accounts

dialog box in Chart of Accounts) ⇐ direct entry (no default)

Financial Processes in

Resources

Labor Application

Finance Manager Guide

This chapter describes the financial processes for the Service Requests, Incidents,

and Problems application in the Service Desk module.

Service Requests, Incidents, and Problems

Applications

The following section describes the default GL account rules for starting and

stopping the timer in the Service Requests, Incidents, or Problems application.

Starting and Stopping the Timer to Capture Time Spent on a

Ticket

The following fields describe GL account default rules once you have started the

timer.

Displayed Fields GL Account (GLACCOUNT) ⇐ GL Control Account field (displayed), normal

validation rules for GL accounts apply.

GL Account (GLACCOUNT) ⇐ GL Control Account field (not displayed), see

the following table.

The following table describes which GL account rules apply when the GL Control

Account field does not appear on the ticket

Financial Processes in

Service Desk

Service Requests, Incidents, and Problems Applications

100

Finance Manager Guide

GL Account Rules without GL Control Account Field on Ticket

If Asset or Location are

. . .

and Site and Asset Site are

. . .

use the GL account . . .

not on ticket equal or not equal from the Labor record of the user running the

application as the LABTRANS (GL) default.

If the GL account does not exist, the Global

Ticket GL account is used as the LABTRANS

(GL) default.

on ticket not equal the Asset or Location generates the LABTRANS

(GL) record.

If asset or location do not have an associated GL

account, the GL account from the Labor record

of the user running the application is used as the

LABTRANS (GL) default.

If the Labor record does not have a valid GL

account, the Global Ticket GL account is used as

the LABTRANS (GL) default.

both on ticket equal as determined by existing Asset or Location

merging rules.

If asset and location do not have associated GL

accounts, the GL account from the Labor record

of the user running the application is used as the

LABTRANS (GL) default.

If the Labor record does not have a valid GL

account, the Global Ticket GL account is used as

the LABTRANS (GL) default.

This chapter describes the financial processes for the following applications in the

Work Orders module:

T Work Order Tracking

T Quick Reporting

T Labor Reporting

Work Order Tracking Application

This section describes the following Work Order Tracking application processes:

T Report Actual Material Use

T Report Actual Labor Use

T Report Actual Tool Use

T Move/Modify Assets

T Swap Assets

Report Actual Material Use

The date and time in the Actual Date field are used to determine the financial

period for the transaction. The Actual Date field defaults to the system date and

time.

When you click Save, after you enter material use information, a record is written,

ISSUETYPE = ISSUE, to the MATUSETRANS table. The quantity is posted as a

negative value.

Example

Report use of 20 bearings (item type = BEARINGS), that costs $0.20 per piece, on

the Materials subtab on the Actuals tab in Work Order Tracking.

Financial Processes in

Work Orders

Work Order Tracking Application

102

Finance Manager Guide

Source of GL Account for Report Actual Material Use

OTE If the item is capitalized, the default credit account is the Capital GL account, and

the line cost is zero. For more information, see Chapter 6, “Financial Processes in

Inventory.”

If Issue Type Field is set

to “Return”

After you enter material use information and click Save, the following record is

written to the MATUSETRANS table:

ISSUETYPE = RETURN

The quantity is posted as a positive value.

Example

Report return of 20 bearings (item type = BEARINGS), that costs $0.20 each, on the

Materials subtab on the Actuals tab in Work Order Tracking.

Source of GL Account for Report Actual Material Use – Return Issue Type

If the item is capitalized, the default debit account is the capital GL account, and

the line cost is zero. For more information, seeChapter 6, “Financial Processes in

Inventory.”

The GL fields for actual material use that is reported or viewed in Work Orders

default just as they do when the usage is recorded or viewed in the Inventory

application or the Issues and Transfers application.

Report Actual Labor Use

The GL fields for actual labor use that is reported or viewed in Work Orders

default just as they do when the usage is recorded or viewed in Labor Reporting.

For more information about GL field sources, see “Labor Reporting Application,”

on page 105.

Source of GL

Account

Debit Credit Source of GL

Account

1 Inventory GL

account (item

resource code)

-20 x $0.20 =

$4.00

-20 x $0.20 =

$4.00

Inventory control

account

2 Work order GL

account

Source of GL

Account

Debit Credit Source of GL

Account

1 Inventory GL

account (item

resource code)

20 x $0.20 = -

$4.00

20 x $0.20 = -

$4.00

Inventory Control

account

2 Work order GL

account

Work Order Tracking Application

Financial Processes in Work Orders 103

At the transaction level, reporting actual labor use by labor code or craft works

just as it does when using the Labor Reporting application to report labor use. For

more information, see the following sections:

T “Report Labor Use for Internal Resources,” on page 107

T “Report Labor Use for External Resources,” on page 108

The date and time in the Actual Date field is used to determine the financial

period for the transaction. The Actual Date field defaults to the system date and

time.

Report Actual Tool Use

The following section describes displayed fields and database fields for Internal

Tools and External Tools.

Internal Tools

The date and time in the Entered Date field is used in the table to determine the

financial period of the transaction. The Entered Date field defaults to the system

date and time.

Example

Report the use of a hoist for 2 hours at a cost of $5.00 an hour on the Tools subtab

in the Actuals tab in Work Order Tracking.

Source of GL Account for Report Actual Tool Use (Internal Tools)

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐

1 GL Account field in the Tool / Organization Details action of the Tools

application ⇐ Internal Tool Resource Code field from the Resource Codes

action in Chart of Accounts;

2 GL Account field in Work Orders. The GL fields for actual material use that is

reported or viewed in Work Orders default just as they do when the usage is

recorded or viewed in the Inventory application or the Issues and Transfers

application. See these sections for additional information.

GL Credit Account (GLCREDITACCT) ⇐ Control Account field in the Tool /

Organization Details action of the Tools application ⇐ Control Account field in

the Organization Default Accounts action of the Chart of Accounts.

Source of GL

Account

Debit Credit Source of GL

Account

1 Internal tools GL

account (resource

code)

2 x $5.00 =

$10.00

2 x $5.00 =

$10.00

Internal tools control

account

2 Work order GL

account

Work Order Tracking Application

104

Finance Manager Guide

Database Fields TOOLTRANS.GLDEBITACCT ⇐

1 ITEMORGINFO.GLACCOUNT ⇐ ΑCCOUNTDEFAULTS.GLDEFAULT

(where DFLTGROUP = TOOLRESCODE and GROUPVALUE = 0) ⇐ direct

entry (no default)

2 WORKORDER.GLACCOUNT ⇐ PM.GLACCOUNT or

ASSET.GLACCOUNT or LOCATIONS.GLACCOUNT

TOOLTRANS.GLCREDITACCT ⇐ ITEMORGINFO.CONTROLACC ⇐

ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = TOOLREC and

GROUPVALUE = TOOLRECACCT) ⇐ direct entry (no default)

External Tools

Report external tool use the same as you report internal tool use. If the tool’s

Outside? check box is selected, the external tool resource code is used on the debit

side, and the external tools control account, established by tool vendor, on the

credit side.

When you click Save after entering tool use information, a record is written to the

TOOLTRANS table.

The date and time in the Entered Date field in the table window is used to

determine the financial period for the transaction. The Entered Date field defaults

to the system date and time.

Example

Report the use of hoist for 2 hours, at $7.00 an hour, belonging to a contractor, on

the Tools subtab in the Actuals tab in Work Order Tracking

Source of GL Account for Report Actual Tool Use (External Tools)

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐

1 GL Account field in the Tool / Organization Details action of the Tools

application ⇐ External Tool Resource Code field from the Resource Codes

action in Chart of Accounts;

2 GL Account field in Work Orders. The GL fields for actual material use that is

reported or viewed in Work Orders default just as they do when the usage is

recorded or viewed in the Inventory application or the Issues and Transfers

application. See these sections for additional information.

Source of GL

Account

Debit Credit Source of GL

Account

1 External tools GL

account (resource

code)

2 x $7.00 =

$14.00

2 x $7.00 =

$14.00

External tools control

account, for tool

vendor

2 Work order GL

account

Quick Reporting Application

Financial Processes in Work Orders 105

GL Credit Account (GLCREDITACCT) ⇐ Control Account field in the Tool /

Organization Details action of the Tools application ⇐ Tool Control Account

field for Vendor in the Companies application.

Database Fields TOOLTRANS.GLDEBITACCT ⇐

1 ITEMORGINFO.GLACCOUNT ⇐ ΑCCOUNTDEFAULTS.GLDEFAULT

(where DFLTGROUP = TOOLRESCODE and GROUPVALUE = 1 ⇐ direct

entry (no default)

2 WORKORDER.GLACCOUNT ⇐ PM.GLACCOUNT or

ASSET.GLACCOUNT or LOCATIONS.GLACCOUNT

TOOLTRANS.GLCREDITACCT ⇐ ITEMORGINFO.CONTROLACC ⇐

COMPANIES.TOOLCONTROLACCOUNT ⇐ direct entry (no default)

Move/Modify Assets

You can select Move/Modify Assets from the Select Action menu in Work Order

Tracking. This action is described in detail in the Assets application section. For

more information, see Chapter 5, “Financial Processes in Assets.”

Quick Reporting Application

The GL Account field in these applications, whether displayed or not, populates

just as it does in Work Order Tracking.

In the Quick Reporting application, you can perform the following actions:

T move/modify assets

T report actual labor use

T report actual material use

T report actual tool use

These processes are identical to the processes in the Work Order Tracking

application described in this chapter.

Labor Reporting Application

The Labor Reporting application lets you report actual labor usage and see the

transaction records of previously reported actual labor usage, whether reported

via this application or via the Labor subtab on the Actuals tab in Work Order

Tracking.

You can edit the GL Debit Account field and the GL Credit Account field when

reporting labor usage. Once you click Save, the transaction is recorded and all

fields become read-only.

Labor Reporting Application

106

Finance Manager Guide

Work Types

The GL fields default in the same manner for all three work types:

T NON-WORK (including Sick (SICK) and Vacation (VAC)

T OT-REF (overtime refused)

T WORK (including Travel (TRAV) and Waiting on Material (WMATL)

Reporting WORK

To report WORK, enter any one of the following items:

T Asset Number

T GL Debit Account

T Operating Location

T Work Order Number

If you enter the Work Order Number, Asset Number, or Operating Location, a

value defaults to the GL Debit Account field.

Reporting NON-WORK and OT-REF

To report NON-WORK and OT-REF, you can leave the following fields blank:

T GL Debit Account

T Work Order

T Asset

T Operating Location

If you do not specify a GL Debit Account, that field blank is left blank.

Displayed Fields GL Debit Account (GLDEBITACCT) ⇐

1 GL Account field (not displayed) in Labor ⇐ Labor Resource field (for

Vendor = Null or for Vendor = Not Null) on Labor Resource Codes dialog box

in Chart of Accounts;

2 GL Account field in Work Orders (see source description in Work Order

Tracking section,

3 GL Account field (not displayed) in Asset.

4 GL Account field in Locations.

GL Credit Account (GLCREDITACCT) ⇐

1 Control Account field (not displayed) in Labor ⇐ Control Account field for

Work Location on Internal Labor Control Accounts dialog box in Chart of

Accounts; or

2 Control Account field for Vendor on External Labor Control Accounts dialog

box in Chart of Accounts; or

Labor Reporting Application

Financial Processes in Work Orders 107

3 GL Debit Account field from purchase order line on PO Lines page in

Purchase Orders.

Database Fields LABTRANS.GLDEBITACCT ⇐

1 LABORCRAFTRATE.GLACCOUNT ⇐ ACCOUNTDEFAULTS.GLDEFAULT

(where DFLTGROUP = LABRESCODE and GROUPVALUE = 0 or

GROUPVALUE = 1)

2 WORKORDER.GLACCOUNT

3 ASSET.GLACCOUNT

4 LOCATIONS.GLACCOUNT

LABTRANS.GLCREDITACCT ⇐ LABOR.CONTROLACC ⇐

LOCATIONS.INTLABREC

⇐ ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = EXLABREC and

GROUPVALUE = vendor name) or

If LABTRANS PONUM is not null, LABTRANS.GLCREDITACCT ⇐

POLINE.DEBITGLACCT (where LABTRANS.PONUM = POLINE.PONUM and

LABTRANS.POLINENUM = POLINE.POLINENUM)

Report Labor Use

The following sections describe the following financial transactions in the Labor

Reporting application that cause General Ledger account transactions to be

written:

T Report Labor Use for External Resources

T Report Labor Use for Internal Resources

Report Labor Use for Internal Resources

The Labor Reporting application lets you report actual labor use and see the

transaction records of previously reported actual labor use. This applies whether

reported via this application or the Labor subtab on the Actuals tab in Work

Order Tracking. You can edit the GL Debit Account field and the GL Credit

Account field when you report labor use before you save the record. After the

transaction is recorded, all fields become read-only.

The GL fields default in the same manner for all three work types:

T NON-WORK (including SICK and VAC)

T OT-REF

T WORK (including TRAV and WMATL)

In order to report use of type WORK, enter any of the following items:

T a GL debit account

T a work order number

T an asset number

T an operating location

Labor Reporting Application

108

Finance Manager Guide

In the cases of NON-WORK and OT-REF, you can report “usage” without

entering this data. If you do not enter a work order number, asset number, or

location, the GL Debit Account field does not default to anything. In such cases,

you would typically enter a code manually in the GL Credit Account field.

Primary Transaction

When you save a record after reporting actual labor use, a record of type WORK

(or a synonym) is written to the LABTRANS table.

The date and time in the Enter Date field is used to determine the financial period

for the transaction. The Enter Date field defaults to the system date and time.

Example

Joe Jones works for 2 hours at a rate of $15.00 per hour.

Source of GL Code for Report Labor Use for Internal Resources

The preceding table lists GL sources in order of priority. For example, the Labor

Resource account code overrides any defined segment in the same position of the

Work Order GL account, which, if present, overrides the Asset GL account which

overrides any segments in the same position from the GL account of the location.

Report Labor Use for External Resources

You report external labor usage similarly to how you report internal labor usage.

When you save a record after reporting actual labor use, a record of type WORK

(or a synonym) is written to the LABTRANS table.

The date and time in the Enter Date field is used in the Daily Time table to

determine the financial period for the transaction. The Enter Date field defaults to

the system date and time.

Example 1

Bill Smith works for 2 hours at a rate of $15.00 per hour. A vendor provides Bill’s

services.

Source of GL

Account

Debit Credit Source of GL

Account

1 Internal labor GL

account (resource

code)

$15.00 x 2 =

$30.00

$15.00 x 2 =

$30.00

Internal labor control

account of work

location

2 Work order GL

account

3 Asset GL account

4 Operating

location GL

account

Labor Reporting Application

Financial Processes in Work Orders 109

Source of GL Code for Report Labor Use for External Resources

Example 2

As in the previous example, Bill Smith works for 2 hours at a rate of $15.00 per

hour. A vendor provides Bill’s services, but the following example has an

outstanding purchase order for those services.

Source of GL Code for Report Labor Use for External Resources

The GL debit account of the purchase order for the external service order is

assumed to be a temporary charge account; receiving the service in Labor

Reporting, therefore, clears the charge in the temporary account and charges the

correct debit account.

The preceding table lists GL sources in order of priority. For example, the Labor

Resource account code overrides any defined segment in the same position of the

Work Order GL account, which overrides the Asset GL account, if present, which

overrides any segments in the same position from the GL account of the operating

location.

Source of GL

Account

Debit Credit Source of GL

Account

1 External labor GL

account (resource

code)

$15.00 x 2 =

$30.00

$15.00 x 2 =

$30.00

External labor control

account for the

vendor

2 Work order GL

account

3 Asset GL account

4 Operating

location GL

account

Source of GL

Account

Debit Credit Source of GL

Account

1 External labor GL

account (resource

code)

$15.00 x 2 =

$30.00

$15.00 x 2 =

$30.00

Purchase Order lines

GL debit account.

2 Work order GL

account

3 Asset GL account

4 Operating

location GL

account

Labor Reporting Application

110

Finance Manager Guide

Overview The table in this appendix lists the GL account columns found in user

applications. It shows the Application, table, and column name for each column.

The table also indicates whether you must fully specify the GL account.

The GL Account Specification Required (Fully or Partially) column indicates

whether the GL database column (and its corresponding field on a tab) requires a

fully specified account, or whether a partially specified account will be accepted.

A fully specified account has an account code in each required component, for

example, 6100-350-SAF. A partially specified account has placeholder characters

for one or more account components, for example, 6100-???-SAF.

GL Database Column Definitions

GL Database Columns Appendix

Application Table Column Name

GL Account Specification Required

(Fully or Partially)

CHRTACCT TAX EXCLUSIVEGL Fully

CHRTACCT TAX INCLUSIVEGL Fully

CHRTACCT TAXTYPE EXCLUSIVEGL Fully

CHRTACCT TAXTYPE INCLUSIVEGL Fully

COMPANY COMPANIES APCONTROLACC Fully

COMPANY COMPANIES APSUSPENSEACC Fully

COMPANY COMPANIES RBNIACC Fully

COMPANY COMPANIES APCONTROLACC Fully

ASSET ASSETTRANS GLDEBITACCT Partially

ASSET ASSETTRANS GLCREDITACCT Partially

ASSET ASSET GLACCOUNT Partially

ASSET ASSET ROTSUSPACCT Fully

INVENTOR INVCOST CONTROLACC Fully

INVENTOR INVCOST GLACCOUNT Partially

INVENTOR INVCOST INVCOSTADJACC Fully

INVENTOR INVCOST SHRINKAGEACC Fully

INVENTOR INVRESERVE GLACCOUNT Fully

INVENTOR INVTRANS GLCREDITACCT Fully

INVENTOR INVTRANS GLDEBITACCT Fully

INVENTOR REORDER CONTROLACC Fully

INVENTOR REORDER GLACCOUNT Fully

112 Finance Manager Guide

INVOICE APTRANS GLCREDITACCT Fully

INVOICE APTRANS GLDEBITACCT Fully

INVOICE INVOICE APCONTROLACCT Fully

INVOICE INVOICE APSUSPENSEACCT Fully

INVOICE INVOICE TAX1GL Fully

INVOICE INVOICE TAX2GL Fully

INVOICE INVOICE TAX3GL Fully

INVOICE INVOICE TAX4GL Fully

INVOICE INVOICE TAX5GL Fully

INVOICE INVOICECOST GLCREDITACCT Fully

INVOICE INVOICECOST GLDEBITACCT Fully

INVOICE INVOICETRANS GLCREDITACCT Fully

INVOICE INVOICETRANS GLDEBITACCT Fully

INVOICE SCHARGES GLDEBITACCT Fully

LABOR LABORCRAFTRATE CONTROLACC Fully

LABOR LABORCRAFTRATE GLACCOUNT Partially

LABOR LABTRANS GLCREDITACCT Fully

LABOR LABTRANS GLDEBITACCT Fully

LOCATION LOCATIONS CONTROLACC Fully

LOCATION LOCATIONS CURVARACC Fully

LOCATION LOCATIONS GLACCOUNT Partially

LOCATION LOCATIONS INVCOSTADJACC Fully

LOCATION LOCATIONS INVOICEVARACC Fully

LOCATION LOCATIONS PURCHVARACC Fully

LOCATION LOCATIONS INVOICEVARACC Fully

LOCATION LOCATIONS PURCHVARACC Fully

LOCATION LOCATIONS RECEIPTVARACC Fully

LOCATION LOCATIONS SHRINKAGEACC Fully

PM PM GLACCOUNT Partially

PO POLINE GLCREDITACCT Fully

PO POLINE GLDEBITACCT Before approval: Partially

On approval: Fully

PR PRLINE GLCREDITACCT Fully

Application Table Column Name

GL Account Specification Required

(Fully or Partially)

113

PR PRLINE GLDEBITACCT Before approval: Partially

On approval: Fully

RECEIVING MATRECTRANS GLCREDITACCT Fully

RECEIVING MATRECTRANS GLDEBITACCT Fully

RECEIVING MATUSETRANS GLCREDITACCT Fully

RECEIVING MATUSETRANS GLDEBITACCT Fully

RFQ RFQLINE GLDEBITACCT Fully

RFQ RFQVENDOR GLCREDITACCT Fully

RFQ QUOTATIONLINE GLCREDITACCT Fully

SERV SERVRECTRANS GLCREDITACCT Fully

SERV SERVRECTRANS GLDEBITACCT Fully

TOOL TOOL CONTROLACC Fully

TOOL TOOL GLACCOUNT Partially

TOOL TOOLTRANS GLCREDITACCT Fully

TOOL TOOLTRANS GLDEBITACCT Fully

WOTRACK WORKORDER GLACCOUNT Partially

WOTRACK WOSTATUS GLACCOUNT Partially

Application Table Column Name

GL Account Specification Required

(Fully or Partially)

114 Finance Manager Guide

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116 Finance Manager Guide

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118 Finance Manager Guide

account codes

intermediate sources

merged

accounts

AP suspense

asset

cost variance

currency variance

external labor control

external tools control

internal labor control

internal tools control

INVCOST table

inventory control

inventory cost adjustment

inventory GL (item resource code)

location

locations table

paid tax GL

receipts price variance

rotating suspense

shrinkage cost

unpaid tax GL

adjust

average cost

current balance

physical count

standard cost

AP suspense account

application

Assets

Chart of Accounts

Companies

Incidents

Inventory

Invoices

Issues and Transfers

Item Master

Labor

Labor Reporting

105

Locations

Preventive Maintenance

Problems

Quick Reporting

105

Service Requests

Tools

asset accounts

assets

modify

33, 105

move

33, 105

move rotating

swap

Assets application

authorizing GL component access

average cost adjustment

balances to reconcile 48

capitalized status

changing

change capitalized status

capitalized to non-capitalized

non-capitalized to capitalized

Chart of Accounts application

Companies application

company-related accounts

AP suspense

received but not invoiced (RBNI)

components

GL accounts

configuring

database

GL account

currency variance account

current balance

adjust

current item

issue

customer support

vii

database configuration 1

database fields

database tables

INVOICETRANS

INVTRANS

LABTRANS

MATRECTRANS

MATUSETRANS

SERVRECTRANS

TOOLTRANS

displayed fields

external

labor control accounts

Index

120

Finance Manager Guide

report labor use resources

108

tools control accounts

GL accounts 2

asset

components

configuring

database columns

111

mandatory components

operating location

optional components

Preventive Maintenance

tracking

GL database columns

111

Incidents application 99

intermediate sources of account codes

internal labor control accounts

internal resources

report labor use

107

internal tools control accounts

INVCOST table accounts

44, 45

Inventory application

inventory control accounts

inventory cost adjustment accounts

inventory GL accounts

Inventory Transactions (INVTRANS) table

inventory-related accounts

control

cost adjustment

currency variance

invoice cost variance

receipts price variance

resource code

rotating suspense

shrinkage cost

invoice

cost variance accounts

lines tab

Invoice Transactions (INVOICETRANS) table

Invoices application

issue current item

Issues and Transfers application

issues tab

transfer in

Item Master application

labor

report use

107

Labor application

Labor Reporting application

105

Labor Transactions (LABTRANS) table

location

accounts

operating in GL accounts

Locations application

locations table

accounts in

mandatory components 2

material receipt

across organizations internal

external into storeroom

external issue on receipt

inspection required

internal

Material Receipts Transactions (MATRECTRANS) table

Material Use Transactions (MATUSETRANS) table

merged account codes

modify assets

move

assets

rotating assets

online support vii

paid tax GL account 25

physical count

adjust

Preventive Maintenance (PM) application

GL accounts

Problems application

Purchase Orders (PO) application

PO lines tab

Purchase Requisitions (PR) application

PR lines tab

Quick Reporting application 105

receipts price variance account 19

received but not invoiced (RNBI) account

Index

121

Receiving application 77

material receipt, external, into storeroom

material receipt, external, issue on receipt

material receipt, internal

reconciling balances

report actual

labor use

102

material use

101

tool use

103

report labor use

107

for external resources

108

for internal resources

107

resource code

inventory

tool

resource control accounts

external labor

external tools

internal labor

internal tools

rotating assets

move from non-storeroom

rotating suspense account

security 1

service

charged to store

not charged to store

Service Receipts Transactions (SERVRECTRANS) table

Service Requests application

setting up validation

shrinkage cost account

standard cost adjustment

starting the timer on a ticket

stopping the timer on a ticket

support, online

vii

swap assets

tax accounts 25

paid tax GL

unpaid tax GL

tax transactions

do not pay tax to vendor

pay tax to vendor

tool resource code

Tools application

Tools Transactions (TOOLTRANS) table

tracking

GL accounts

transfer in

tab

transfer out

tab

unpaid tax GL account 26

validation set up 3

variances for services

Work Order Tracking application 101

report actual labor use

102

report actual tool use

103

work types

labor reporting application

106