16 Processing External Cost Analyzer Balances

This chapter contains the following topics:

16.1 Understanding External Cost Analyzer Balances Processing

This section provides an overview of external cost analyzer balances processing.

16.1.1 External Cost Analyzer Balances Processing

If you have cost analyzer balances such as external budgets or non-general ledger costs that are not in JD Edwards EnterpriseOne tables, you can import them into the External Cost Analyzer Balances - Interoperability Table (F1602Z1). After the balances are in the F1602Z1 table, use the External Cost Analyzer Balances Processor program (R1602Z1) to upload them to the Cost Analyzer Balances table (F1602).

You can either import the external cost analyzer balances into the F1602Z1 table or you can add the balances manually using the External Cost Analyzer Balances program (P1602Z1).

After you import the external balances or manually enter them into the F1602Z1 table, you can edit the balances or add to them without affecting your Account Ledger table (F0911).

Set up your cost analyzer view in the same way that you set up your view for internally generated transactions.

16.2 Understanding External Cost Analyzer Balances Importing

If you have cost analyzer balances that are in a spreadsheet or in another system, you can import the balances directly into the External Cost Analyzer Balances - Interoperability Table (F1602Z1) and then upload them into the Cost Analyzer Balances table (F1602).

Your system administrator must create a custom program to import the balances into the F1602Z1 table. The following table provides guidelines for how the fields in the F1602Z1 table should be populated:

Field Name Alias Type Length Description
EDI - User ID CZEDUS String 10 A code that indicates the source of the transaction. This code can be a user ID, a workstation ID, the address of an external system, a node on a network, and so on. This field identifies both the transaction and its point of origin.
EDI - Batch Number CZEDBT String 15 The number that the transmitter assigns to the batch. During batch processing.
EDI - Transaction Number CZEDTN String 22 The number that an electronic data interchange (EDI) transmitter assigns to a transaction. In a non-EDI environment, you can assign any number that is meaningful to identify a transaction within a batch. It can be the same as a JD Edwards EnterpriseOne document number.
EDI - Line Number CZEDLN Number 7 The line number that you assign when you originate an EDI transaction. This number can represent an order line number (applicable for any order type), an invoice pay item, a journal entry line number, and so on.
EDI - Document Type CZEDCT String 2 The document type that is assigned by the transmitter in an EDI transaction.
Transaction Type CZTYTN String 8 A code used to identify a specific type of transaction.
EDI - Transaction Format CZEDFT String 10 A code used to identify a specific mapping structure used to process both inbound and outbound EDI transactions.
EDI - Transmission Date CZEDDT Date 6 The date that an EDI transaction was either transmitted or received.
Direction Indicator CZDRIN Character 1 A code that indicates whether a transaction is inbound or outbound.
EDI - Detail Lines Processed CZEDDL Number 5 The number of detail lines transmitted in an EDI transaction. This is the total number of lines on a purchase order, invoice, and so on.
EDI - Successfully Processed CZEDSP Character 1 A code that indicates whether a record has been successfully processed. Depending on the application, the system updates the CZEDSP field in a table with one of the following values:

  • 1 - successfully processed

  • 0 - not processed
Trading Partner ID CZPNID String 15 A code used in an EDI transaction to identify the party that is trading documents with you.
Transaction Action CZTNAC String 2 A code that specifies the action to perform on the transaction. In an EDI transaction, this code represents the transaction set purpose or change code.
EDI - Record Type CZEDTY Character 1 The identifier that is used to mark EDI transaction records as header and detail information.
EDI - Record Sequence CZEDSQ Number 2 An identifier that is used to assign the relative position within the header or detail information of an EDI transaction, for example, H01, H02, D01, and so on.
EDI - Transaction Set Number CZEDTS String 6 A code used to identify a specific type of EDI transaction.
EDI - Send/Receive Indicator CZEDER Character 1 A code used to specify whether a specific transaction set can be sent, received, or both. Values are:

  • S - send

  • R - receive

  • B - both
EDI - Transaction Action CZEDTC Character 1 A code that specifies what the system should do with a transaction during final processing. Values are:

  • A - add a new transaction

  • D - delete an unprocessed transaction
EDI - Transaction Type CZEDTR Character 1 A code that identifies a particular kind of transaction. The originator assigns this code to specify a voucher (V), invoice (I), journal entry (J), and so on.
EDI - Batch File Create GL Record CZEDGL Character 1 A flag in the batch file that specifies whether you want the system to create a general ledger record at the time that the invoice or voucher is processed. Values are:

  • Blank - do not create a general ledger record.

  • 1 - create a general ledger record.

If this field is 1, you must also enter the object and subsidiary account numbers for the general ledger account number.
Batch File Discount Handling Flag CZEDDH Character 1 A flag in the batch file that specifies how the discount should be calculated. Values are:

  • 0 - use the payment terms for calculation.

  • 1 - use the discount override specified by the user.

  • 2 - use the percent calculation entered by the user.
User Address Number CZEDAN Number 8 An address number assigned by the transmitter. This number is used primarily for connecting a new address book number on the PC with associated accounts receivable invoices and accounts payable vouchers being sent from the PC.

After the address book batch process assigns an address book number using next numbers, the address number will be modified on the associated accounts receivable invoices and accounts payable vouchers in the batch files. The system matches address numbers on transactions with the same user address number assigned by the transmitter.
View Number CZVWNM Number 2 A number from 1 through 10 that specifies how the system posts Account Ledger table (F0911) records to the Cost Analyzer Balances table (F1602). This number also specifies which Managerial Accounting Posting code (PM01-PM10) is updated in the F0911 table.

For example, if the view number is 1, the system updates PM01 with a P when the Account Ledger record is flagged as being posted.
Activity - Based Costing Activity Code CZACTB String 10 A code that identifies a group of actions used in activity-based costing.
Account ID CZAID String 8 A number that the system assigns to each general ledger account in the Account Master table (F0901) to uniquely identify it.
Century/Fiscal Year CZCFY Number 5 A number that specifies the century concatenated with the fiscal year.
Ledger Types CZLT String 2 A user defined code (09/LT) that specifies the type of ledger, such as AA (actual amounts), BA (budget amounts), or AU (actual units). You can set up multiple, concurrent accounting ledgers within the general ledger to establish an audit trail for all transactions.
Subledger - GL CZSBL String 8 A code that identifies a detailed, auxiliary account for a general ledger account. A subledger can be an equipment item number or an address book number. If you enter a subledger, you must also specify the subledger type.
Subledger Type CZSBLT Character 1 A user defined code (00/ST) that is used with the Subledger field to identify the subledger type and specify how the system performs subledger editing. On the User Defined Codes form, the second line of the description controls how the system performs editing. The code either hard coded or user defined. For example:

  • A - alphanumeric field, do not edit.

  • N - numeric field, right justify and zero fill.

  • C - alphanumeric field, right justify and blank fill.
Managerial Analysis Code 1 CZABR1 String 12 A code that represents an equipment item number or an address book number. A cost object code requires that you also specify the cost object type. This field functions the same and is edited the same as the Subledger field. The system does not post a cost object code to the Account Balances table (F0902).
Managerial Analysis Type 1 CZABT1 Character 1 A code that specifies the type of cost object and the type of editing. Types are stored in the Cost Object Types table (F1620) and can be added or modified using the Cost Object Types program (P1620).
Managerial Analysis Code 2 CZABR2 String 12 A code that represents a cost object, such as an equipment item number or address book number. If you enter a cost object code, you must also specify the cost object type. This field functions the same and is edited the same as the Subledger field. The system does not post a cost object code to the F0902 table.
Managerial Analysis Type 2 CZABT2 Character 1 A code that specifies the type of cost object and the type of editing. Types are stored in the F1620 table and can be added or modified using the Cost Object Types program.
Managerial Analysis Code 3 CZABR3 String 12 A code that represents a cost object such as an equipment item number or address book number. If you enter a cost object code, you must also specify the cost object type. This field functions the same and is edited the same as the Subledger field. The difference is that the system does not post a cost object code to the F0902 table.
Managerial Analysis Type 3 CZABT3 Character 1 A code that specifies the type of cost object and the type of editing. Types are stored in the F1620 table and can be added or modified using the Cost Object Types program.
Managerial Analysis Code 4 CZABR4 String 12 A code that represents a cost object. For example, a cost object code can be an equipment item number or an address book number. If you enter a cost object code, you must also specify the cost object type. This field functions the same and is edited the same as the Subledger field. The difference is that the system does not post a cost object code to the F0902 table.
Managerial Analysis Type 4 CZABT4 Character 1 A code that specifies the type of cost object and the type of editing. Types are stored in the F1620 table and can be added or modified using the Cost Object Types program.
Item Number - Short CZITM Number 8 A number that represents an inventory item. The system provides three separate item numbers plus an extensive cross-reference capability to other item numbers (see data item XRT) to accommodate substitute item numbers, replacements, bar codes, customer numbers, supplier numbers, and so on. The item numbers are as follows:

  • Item Number (short) - an eight-digit number assigned by the system.

  • 2nd Item Number - a 25-digit, alphanumeric item number that is user defined and free-form.

  • 3rd Item Number - an additional 25-digit, alphanumeric item number that is user-defined and free form.
Company CZCO String 5 A code that identifies a specific organization, fund, or other reporting entity. The company code must already exist in the Company Constants table (F0010) and must identify a reporting entity that has a complete balance sheet. At this level, you can have intercompany transactions.

Note: You can use company 00000 for default values such as dates and automatic accounting instructions. You cannot use company 00000 for transaction entries.
Amount - Beginning Balance/PYE Forward CZAPYC Number 15 An amount that represents the cumulative prior year-end balance. The system uses this amount as the beginning balance for balance sheet and job cost accounts. Do not confuse this amount with the prior year-end net posting amount.

The prior year-end net posting amount includes only the postings from the prior year. It does not include the ending balance of the previous year. The prior year-end net postings are typically used for profit and loss statement comparisons.
Amount -Net Posting 01

Amount -Net Posting 02

Amount -Net Posting 03

Amount -Net Posting 04

Amount -Net Posting 05

Amount -Net Posting 06

Amount -Net Posting 07

Amount -Net Posting 08

Amount -Net Posting 09

Amount -Net Posting 10

Amount -Net Posting 11

Amount -Net Posting 12

Amount -Net Posting 13

Amount -Net Posting 14

 CZAN01

CZAN02

CZAN03

CZAN04

CZAN05

CZAN06

CZAN07

CZAN08

CZAN09

CZAN10

CZAN11

CZAN12

CZAN13

CZAN14

 Number 15 A number that represents the net amount posted from the Account Ledger table (F0911) during the accounting period. The net amount posted is the total of all debits and credits from the first day of the period through the last day of the period.

The system uses the accounting periods from the Company Constants table (F0010).
Amount - Net Balance 01

Amount - Net Balance 02

Amount - Net Balance 03

Amount - Net Balance 04

Amount - Net Balance 05

Amount - Net Balance 06

Amount - Net Balance 07

Amount - Net Balance 08

Amount - Net Balance 09

Amount - Net Balance 10

Amount - Net Balance 11

Amount - Net Balance 12

Amount - Net Balance 13

Amount - Net Balance 14

 CZNB01

CZNB02

CZNB03

CZNB04

CZNB05

CZNB06

CZNB07

CZNB08

CZNB09

CZNB10

CZNB11

CZNB12

CZNB13

CZNB14

 Number 15 A number that represents the net balance for an accounting period. The net balance equals the original amount, which is posted to the Cost Analyzer Balances table (F1602) from the Account Ledger table (F0911), plus any amounts that are applied to the F1602 and minus any amounts that are assigned from the F1602. You assign amounts using the Cost Calculations program (R1610).
Assignment Flag CZASMF Character 1 A flag that indicates whether the record in the F1602 table has been affected by an assignment.
Amount - Week-to-Date CZAWTD Number 15 A number that represents the net amount from the week-to-date postings for an account.
Amount - Original / Beginning Budget CZBORG Number 15 A number that represents amounts for an annual budget by ledger type in the F0902 table.
Budget - Requested CZBREQ Number 15 A number that represents the amount originally requested by ledger type in the F0902 table. Values for ledger types are:

  • BA/BU - Budget ledger

  • PA/PU - Job Cost budgeted commitments
Budget - Approved CZBAPR Number 15 A number that represents the approved budget amount by ledger type in the F0902 table.
Business Unit CZMCU String 12 An alphanumeric code that identifies a separate entity within a business for which you want to track costs. For example, a business unit might be a warehouse location, job, project, work center, branch, or plant.
Object Account CZOBJ String 6 A number that identifies the portion of a general ledger account that identifies the type of transaction being recorded, for example, labor, materials, and equipment.

Note: If you use a flexible chart of accounts and the object account is set to 6 digits, it is recommended that you use all 6 digits. For example, entering 000456 is not the same as entering 456. If you enter 456, the system enters three blank spaces to fill a six digit object.
Subsidiary CZSUB String 8 An alphanumeric value that represents a subset of an object account. Subsidiary accounts include detailed records of the accounting activity for an object account.
Currency Code - From CZCRCD String 3 An alphabetic code that identifies the currency of a transaction. At this point balances are not stored by currency in the F1602. So this field will be updated to Blank when uploaded to the F1602.
Currency Code - Denominated In CZCRCX String 3 An alphabetic code that indicates the currency in which an amount is denominated.
Posting Code 1 - Managerial Accounting

Posting Code 2 - Managerial Accounting

Posting Code 3 - Managerial Accounting

Posting Code 4 - Managerial Accounting

Posting Code 5 - Managerial Accounting

Posting Code 6 - Managerial Accounting

Posting Code 7 - Managerial Accounting

Posting Code 8 - Managerial Accounting

Posting Code 9 - Managerial Accounting

Posting Code 10 - Managerial Accounting

 CZPM01

CZPM02

CZPM03

CZPM04

CZPM05

CZPM06

CZPM07

CZPM08

CZPM09

CZPM10

 Character 1 A code that corresponds to the view number (VWNM) and specifies whether it is posted. Values are:

  • Blank - not posted

  • P - posted
User ID CZUSER String 10 The code that identifies a user profile.
Program ID CZPID String 10 The number that identifies the batch or interactive program. For example, the number of the Sales Order Entry interactive program is P4210 and the number of the Print Invoices batch program is R42565.

The program ID is a variable length value. It is assigned according to a structured syntax in the form TSSXXX, where:

  • T is the first character of the number. It is alphabetic and identifies the type, such as P for program, R for report, and so on. For example, the value P in the number P4210 indicates that the object is an interactive program.

  • SS is the second and third characters of the number. They are numeric and identify the system. For example, the value 42 in the number P4210 indicates that this program belongs to system 42, which is the Sales Order Management system.
       
  • XXX is the fourth through sixth characters of the number. The characters are numeric and identify a unique program or report. For example, the value 10 in the number P4210 indicates that this is the Sales Order Entry program.
Date - Updated CZUPMJ Date 6 The date that the record was last updated.
Time - Last Updated CZUPMT Number 6 The time that the program last updated this record.
Work Station ID CZJOBN String 10 The code that identifies the workstation ID that ran a particular job.

16.3 Understanding External Cost Analyzer Balances Purging

After you successfully upload your external cost analyzer balances to the Cost Analyzer Balances table (F1602), you can purge the records from the External Cost Analyzer Balances - Interoperability Table (F1602Z1) using the External Cost Analyzer Balances Purge program (R1602Z1P).

Use the data selection to select the records to purge. The External Cost Analyzer Balances Purge program does not have processing options.

16.4 Entering External Cost Analyzer Balances Manually

This section provides an overview of manual external cost analyzer balances entry and discusses how to enter external cost analyzer balances manually.

16.4.1 Understanding Manual External Cost Analyzer Balances Entry

Use the External Cost Analyzer Balances program (P1602Z1) to enter external cost analyzer balances manually. When you enter balances, the system edits the following information:

  • Account number

  • Business unit

  • Ledger type

  • Activity

When you enter balances, the External Cost Analyzer Balances program creates records in the External Cost Analyzer Balances - Interoperability Table (F1602Z1). After you finish entering your external balances, run the External Cost Analyzer Balances Processor program (R1602Z1) to upload the records into the Cost Analyzer Balances table (F1602).

16.4.2 Form Used to Enter External Cost Analyzer Balances Manually

Form Name FormID Navigation Usage
External Cost Analyzer Balances W1602Z1B External Cost Analyzer Balances (G16121), External Cost Analyzer Balances

Click Add on the Work with External Cost Analyzer Balances form.

 Enter external cost analyzer balances manually.

16.4.3 Entering External Cost Analyzer Balances Manually

Access the External Cost Analyzer Balances form.

Figure 16-1 External Cost Analyzer Balances form

Description of Figure 16-1 follows
Description of ''Figure 16-1 External Cost Analyzer Balances form''

  1. Complete the Transaction Number, Fiscal Year, Account Number, Activity, Ledger Type, and Action Code fields on the External Cost Analyzer Balances form.

  2. Complete the Cost Object/Type 1,Type/Subledger, and Item Number fields as necessary on the Cost Objects tab.

    You must enter the cost object type before you enter the cost object.

  3. Complete the Net Balance 01 field and the other Net Balance fields, as necessary on the Balances tab.

    You can enter up to 14 net balances.

  4. Complete the Posting Code 1 field and the other Posting Code fields, as necessary on the Posted Codes tab.

    You can enter up to 10 posted codes.

  5. Click OK.

16.5 Reviewing and Revising External Cost Analyzer Balances

This section provides an overview of external cost analyzer balances review and revision and discusses how to review and revise external cost analyzer balances manually.

16.5.1 Understanding External Cost Analyzer Balances Review and Revision

After you import external cost analyzer balances or manually enter them into the External Cost Analyzer Balances - Interoperability Table (F1602Z1), you can use the External Cost Analyzer Balances program (P1602Z1) to review your balances for accuracy and, if necessary, to revise them.

After you review and revise your external cost analyzer balances, run the External Cost Analyzer Balances Processor program (R1602Z1) to upload your balances to the Cost Analyzer Balances table (F1602).

When you run the External Cost Analyzer Balances Processor program, the program produces a report that shows any records that ended in error. For example, some records might have invalid account numbers. To ensure the integrity of your Cost Analyzer Balances table, you must correct any errors using the External Cost Analyzer Balances program before you can upload the balances to the F1602 table.

16.5.2 Form Used to Review and Revise External Cost Analyzer Balances

Form Name FormID Navigation Usage
Work with External Cost Analyzer Balances W1602Z1B External Cost Analyzer Balances (G16121), External Cost Analyzer Balances. Review and revise external cost analyzer balances.

16.5.3 Reviewing and Revising External Cost Analyzer Balances

Access the External Cost Analyzer Balances form.

To review and revise external cost analyzer balances:

  1. To review or revise detail information for a specific balance, select the balance and click Select.

  2. Review fields and revise as needed on the External Cost Analyzer Balances form.

  3. Click OK.

16.6 Uploading External Cost Analyzer Balances

This section provides an overview of external cost analyzer balance uploads and discusses how to set processing options for external cost analyzer balances processor (R1602Z1).

16.6.1 Understanding External Cost Analyzer Balances Uploads

After you review and revise the balance records in the External Cost Analyzer Balances - Interoperability Table (F1602Z1), run the External Cost Analyzer Balances Processor program (R1602Z1) to upload the records to the Cost Analyzer Balances table (F1602).

Before the External Cost Analyzer Balances Processor program uploads the records to the F1602 table, it edits the records to ensure that the information is in the correct format. After the program edits the records, it generates a report that lists the number of records selected from the F1602Z1 table, the number of records added to and updated in the F1602 table, and the number of records that failed.

If a record fails, the system creates a workflow message that indicates that an error occurred. Use the External Cost Analyzer Balances program (P1602Z1) to correct the error, and then run the External Cost Analyzer Balances Processor program again.

The External Cost Analyzer Balances Processor program selects only records that have not been posted to the F1602 table. After the program uploads the balances, it marks them as posted in the F1602Z1 and the F1602 tables.

Depending on how you set the Action Code Override processing option, the External Cost Analyzer Balances Processor program either adds the balances to existing balances or creates new balances. If you set the processing option to 1, the F1602Z1 overrides the value in the Action Code field in the F1602Z table if appropriate. If the action code is C and a value exists in the F1602 table, the R1602Z1 amount is added to or subtracted from the existing balances in the F1602 table. If the action code is A and an F1602 record does not exist, a new record is added to the F1602 table. If an F1602 record already exists, the existing F1602 record is replaced.

16.6.2 Setting Processing Options for External Cost Analyzer Balances Processor (R1602Z1)

Processing options enable you to specify the default processing for programs and reports.

16.6.2.1 Options

1. View Number (Required)

Specify the view number for the system to use when posting External Cost Analyzer Balances records (F1602Z1) to the Cost Analyzer Balances table (F1602). The system updates the View Number field in the Cost Analyzer Balances table with this number. This number also specifies which Managerial Accounting Posting Code (PM01-PM10) in the External Cost Analyzer Balances table the system updates as posted. For example, if the view number is 2, the system updates the PM02 field with a value of P when the External Cost Analyzer Balances record is marked as posted. This processing option is required. If you leave this processing option blank, the program ends and an error prints on the report.

2. Fiscal Year (Required)

Specify the fiscal year for the system to use to select records from the External Cost Analyzer Balances - Interoperability Table (F1602Z1). Enter the last two digits of the fiscal year. For example, for fiscal year 2008, enter 08. The system also assigns this year to the records in the Cost Analyzer Balances table (F1602). This processing option is required. If you leave this processing blank, the program ends and an error prints on the report.

3. Action Code Override

Specify the value in the Transaction Action field in the External Cost Analyzer Balances table (F1602Z1). Enter 1 to override the value in the Transaction Action field from C to A. If you enter 1, new records will be added to the Cost Analyzer Balances table (F1602) if a record does not already exist. If a record already exists in the Cost Analyzer Balances table, the record in the External Cost Analyzer Balances table replaces it. If you leave this processing option blank, the action code contained in the External Cost Analyzer Balances table is used.

PO Action Code Action Code If F1602 Record Exists If 1602 Record Doesn't Exist
Blank A-ADD REPLACE INSERT
Blank C-CHANGE ADD/SUBTRACT INSERT
Blank R-REPLACE REPLACE INSERT
1 A-ADD REPLACE INSERT
1 C-CHANGE REPLACE INSERT
1 R-REPLACE REPLACE INSERT