52 Understand User Defined Codes for Job Cost

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52.1 Understanding User Defined Codes for Job Cost

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From Job Cost (G51), enter 29

From Job Cost System Setup (G5141), choose User Defined Codes

From User Defined Codes (G5142), choose an option

You can customize many of the fields in your Job Cost system by setting up user defined codes to meet the needs of your business environment.

User defined codes are stored in tables related to a specific system and code type. These tables determine what codes are valid for the individual fields in your system. If you enter a code that is not valid for a field, the system displays an error. For example, you can only enter codes in the Business Unit Type field that exist in the table for system 00 and code type MC. The system stores the tables for all of your user defined codes in the User Defined Codes table (F0005).

You should define the following user defined codes that relate to the Job Cost system:

  • Ledger type (09/LT)

  • Business unit category codes (00/01 - 00/30)

  • Account category codes (09/01 - 09/23)

  • Units of measure (00/UM)

  • Contract type (51/CT)

  • Projected final business unit type (51/PF)

  • Budget amount ledger type (51/RB)

  • Budget unit ledger types (51/RU)

  • Annual close budget ledger type (00/LT)

  • Summarize and close ledger type (51/LT)

  • Cost code master chart type (51/TC)

  • Chart type edit field (51/ED)

  • Formula description (51/FM)

  • Inquiry ledger type (51/IL)

  • Profit recognition IS entry (51/IS)

  • Override profit recognition AAIs by business unit type (51/PR)

52.1.1 Ledger Type (09/LT)

Use ledger type user defined codes to keep detailed information in more than one ledger within the Account Ledger table (F0911). The detail supports the information in the Account Balances table and provides an audit trail for the G/L transactions.

52.1.2 Business Unit Category Codes (00/01 - 00/30)

Use business unit category codes to identify different groups of jobs for reporting purposes.

You can define up to 30 different category code types, including the 10 menu selections for job category codes. For code types 01 - 20, the codes are 3 characters in length. For code types 21 - 30, the codes are 10 characters in length.

You can assign job category codes to a job from either Job Category Code Revisions or Job Revisions by Company. The system stores these codes in the Job (Business Unit) Master table (F0006). All the JD Edwards World systems that use this table share the same business unit category codes.

If you use the Service and Contract Billing system, reserve codes 11 and 12 for cost-plus billing. If you use base agreements in Contract Management, reserve codes 19 and 20 for base contracts.

52.1.3 Account Category Codes (09/01 - 09/23)

Use account category codes to identify different groups of accounts for reporting purposes. You also use account category codes to affect the sequence of the accounts on forms and reports.

You can define up to 23 different code types, including the four menu selections for account category codes. For code types 01 - 20, the codes are three characters in length. For code types 21 - 23, the codes are 10 characters in length.

Use the following methods to assign the category codes to an account:

  • Assign codes 01 - 08 from account-related forms, such as Chart Type Setup, Basic Budget Setup, and so on.

  • Assign codes 01 - 20 from the Account Category Codes form, which you access from the Revise Single Account form in the General Accounting system.

  • Assign codes 21 - 23 from the Cost Code Schedule form. These provide a link between the Job Cost system and the Primavera Project Planner. They can also be used with the accounts in a secondary chart of accounts.

  • Assign codes 01 - 03 to accounts for the purpose of alternate sequences.

The system stores these codes in the Account Master table (F0901). All the JD Edwards World systems that use this table share the same account category codes.

52.1.4 Units of Measure (00/UM)

Use units of measure user defined codes to identify the different types of units related to your accounts. The codes are two characters in length. For example, you can define CF for cubic feet, CY for cubic yards, SF for square feet, and so on. The unit of measure is assigned to an account from account-related forms, such as Chart Type Setup, Basic Budget Setup, and so on.

52.1.5 Contract Type (51/CT)

Use contract type user defined codes to identify the type of contract to which a job is related. You only define contract type codes if you use the Service Billing system. The codes are four characters in length and are for informational and reporting purposes only.

You assign the contract type to a job from the Job Master Revisions form.

Code FF relates to fixed-fee or fixed-price contracts.

52.1.6 Projected Final Business Unit Type (51/PF)

Use projected final business unit type user defined codes to identify the jobs for which you want to project final amounts (ledger type HA) and unit quantities (ledger type HU).

The code is the same as the business unit type you assign to a job from Job Master Revisions or Job Revisions by Company.

If a business unit type is not defined for projected final values, the system cannot create project final values for the business units to which the type has been assigned.

For the code to be valid, it must also be defined in the primary table for business unit type category codes (00/MC).

The Job Cost Projections (Y/N) field on Job Cost Constants must be set to allow projected final amounts and unit quantities for jobs within a company.

52.1.7 Budget Amount Ledger Type (51/RB)

Use budget amount ledger type user defined codes to identify the budget ledgers for amounts to be included in the revised budget and to calculate projected final values.

The ledgers exist in the Account Ledger table (F0911) and support the information in the Account Balances table (F0902).

The first two characters of the Description-2 field must contain the unit ledger type that corresponds to the amount ledger type in the Code field. The ledger types must be uppercase characters.

For the code to be valid, you must also define it in the primary table for ledger type user defined codes (09/LT).

52.1.8 Budget Unit Ledger Type (51/RU)

Use budget amount ledger type user defined codes to identify the budget ledgers for units to be included in the revised budget and to calculate projected final values.

The ledgers exist within the Account Ledger table (F0911) and support the information in the Account Balances table (F0902).

The first two characters of the Description-2 field must contain the amount ledger type that corresponds to the unit ledger type in the Code field. The ledger types must be uppercase characters.

For the code to be valid, you must also define it in the primary table for ledger type user defined codes (09/LT).

52.1.9 Annual Close Budget Ledger Type (00/LT)

Use annual close budget ledger type user defined codes to identify the ledgers that the system uses in job closing.

The Job Cost system does not spread budget amounts and usually rolls the original budget into the next fiscal year. The ledger types have R (roll budget) as the first character in the Description-2 field.

A ledger type with B or S as the first character in the Description-2 field is not applicable to the Job Cost system.

For the code to be valid, you must also define it in the primary table for ledger type user defined codes (09/LT).

Any budget ledger types not included in your revised budget must be defined here for them to be entered into the Job Cost system.

52.1.10 Summarize and Close Ledger Type (51/LT)

Use summarize and close ledger type user defined codes to identify the ledgers that the system uses in the job summary process. For the code to be valid, you must also define it in the primary table for ledger type user defined codes (09/LT).

52.1.11 Cost Code Master Chart Type (51/TC)

Use cost code master chart type user defined codes to identify a model chart of accounts for a type of job or a standard range of cost codes within a job.

The codes are three characters in length. For example, you can define RAB for roads and bridges, RET for retail stores, and so on. A blank chart type usually relates to the most commonly used model.

You set up the model related to the chart type on Chart Type Setup.

A model chart of accounts is optional.

52.1.12 Chart Type Edit Field (51/ED)

Use chart type edit field user defined codes to identify the fields for the accounts in a job that you want the system to verify against a model cost code structure. The codes help maintain uniformity within jobs related to a given chart type.

If a job and chart type share a common account (cost code and cost type), this table ensures that the values agree for the specified fields.

The code can be up to six characters in length. Use the data item name for the field in the Cost Code Master table (F5109). For example, use GJERC for the equipment rate code, GJPEC for the posting edit code, GJUM for the unit of measure, and so on.

The system verifies that the level of detail for the cost code is the same as the level of detail for the job. You must define data item GJLDA (level of detail) in the user defined code table.

The processing options for Basic Budget Setup and Speed Budget Setup control whether the system verifies the fields and allow you to specify the chart type for comparison.

52.1.13 Formula Description (51/FM)

Use formula description user defined codes to identify the valid values for descriptions of the codes that are available on Define Inquiry Columns. Each description relates to a ledger type or group of ledgers from which the system can retrieve amounts or unit quantities for Job Status Inquiry. You cannot change the values of the codes. However, you can change the description of the codes.

52.1.14 Inquiry Ledger Type (51/IL)

Use inquiry ledger type user defined codes to identify additional ledgers that you want to include on Define Inquiry Columns. The system can retrieve amounts or unit quantities for Job Status Inquiry from these ledgers.

You can define up to 10 additional ledger types. These ledger types can appear on Define Inquiry Columns as codes 11 - 20 for amounts, codes 31 - 40 for units, and codes 51 - 60 for header units.

The first two characters of the Description-2 field must specify the amount ledger type. The third and fourth characters of the field must specify the corresponding unit ledger type, if one exists. The ledger types must be uppercase characters.

The Special Handling Code field in the fold area must contain a blank value or a 1 if the ledger type relates to a budget ledger. If the Special Handling Code is a blank then only the period amounts are used. If the Special Handling Code is a 1 then the Original Budget (BORG field) plus the period amounts are displayed.

For a ledger type to be valid, you must also define it in the primary table for ledger type user defined codes (09/LT).

52.1.15 Profit Recognition IS Entry (51/IS)

Use profit recognition IS (income statement) entry user defined codes to identify the automatic accounting instructions (AAIs) for income statement entries based on different business unit types. This allows you to recognize the revenue and cost amounts according to the different business unit types. The Code field contains the business unit type, or a combination of a business unit type and an object account (cost type). The Description-2 field contains the related AAI that identifies the account to which you want to use in place of the ISXXXX AAI.

When you run the Create Journal Entries program in the profit recognition process, the system determines the account for the income statement entry by:

  1. Checking the table for a combination of the business unit type and cost type. If the system does not find the correct combination, it performs step 2.

  2. Checking the table for the business unit type. If the system does not find the correct business unit type, it performs step 3.

  3. Referring to the IS series of AAIs, which is the standard AAI for income statement entries.

You do not have to set up this table if your IS AAIs are specific enough for the entries on your income statement.

52.1.16 Override Profit Recognition AAIs by Business Unit Type (51/PR)

Use override profit recognition AAIs by business unit type user defined code to override any AAI based on business unit type. This allows you to establish different liability and asset accounts for different types of liabilities that must be segregated. The Code field contains the business unit type and AAI to override. The Description-2 field contains the AAI to use that identifies the account which you want to use.

All AAIs from profit recognition are available except IS (income statement). IS is reserved for profit recognition IS entry.

AAI JBJCCE must be defined and is used in place of JCCE. If AAI JBJCCE does not exist, then JCCE is used. JB is the user defined code for business unit type.