38 Set Up System Constants

This chapter contains this topic:

• Section 38.1, "Overview"

• Section 38.2, "Setting Up System Constants"

38.1 Overview

You set up Subcontract Management system constants to determine whether your system:

• Creates projected final information

• Maintains projection and budget audit trails

• Updates commitment information when you post payments against a contract

• Displays commitment information as total commitments or total contracts

You can set up the system to update the commitment information for a contract every time you post a voucher for the contract. This allows you to see up-to-the-minute details of commitment relief information.

Projected final information is an estimate of the total cost at the completion of a job. If you set up the system to create projected final information, it estimates the final costs for each account based on the commitments and any additional costs against the account. The system then adds the estimates for each account to determine a projected final cost for the entire job.

You can use projection and budget audit trails to track changes that you make to projected costs and budgeted costs.

You can display commitment information as total commitments or as total contracts. Total commitments is the sum of all open commitments and all actuals. Total contracts is the sum of the committed costs only.

The Subcontract Management system shares system constants with the Job Cost and the Procurement systems. You should work with the system administrators of both of these systems to ensure that your constants are set up the same. You set up Subcontract Management and Job Cost constants on the same screen, which updates the Job Cost Company Constants table (F0026).

You must set your system constants for company 00000. This provides default constants for the companies for which you do not set up specific constants. To save time, you should set your default company constants to the constants most companies commonly use. Then you need to make changes only when you must define the constants that are specific to a company.

See Also:

• Set Up System Constants in theJD Edwards World Job Cost Guide

38.2 Setting Up System Constants

To set up system constants

Navigation

From Subcontract Management (G44), enter 29

From Subcontract Management System Setup (G4441), choose Subcontract Management Constants

1. On Subcontract Management Constants, complete the following field to locate the company:

   • Company

   Figure 38-1 Subcontractor Management Constants screen

   
   Description of "Figure 38-1 Subcontractor Management Constants screen"
   
   

2. Complete the following fields if you use the Job Cost system:

   • Job Cost Projections

   • Projection Audit Trail

   • Budget Audit Trail

3. Complete the following fields:

   • Commitment Relief

   • Commitment Display Options

Field	Explanation
Job Cost Projections (Y/N)	Controls whether the system updates and saves projected final amounts and quantities (ledger types HA and HU, respectively) in the Account Balances table (F0902). Valid codes are: Y – Yes, update and save projections. N – No, do not update and save projections. Screen-specific information If you change this field from Y to N, the system displays a warning indicating that records might exist in the Account Balances table for ledger types HA and HU. You can continue by pressing Enter again. If you do change this constant, you can delete the existing Account Balances and Account Ledger Detail records by running the Delete Job Cost Projected Final program (P51997) from the DREAM Writer Versions List screen. This program deletes all records in the Account Balances (F0902) and Account Ledger (F0911) tables that have ledger type HA or HU for the company you specify.
Projection Audit Trail (Y/N)	Controls whether the system creates an audit trail (F0911 records) for changes to the job cost projections (ledger types HA and HU). Valid codes are: Y – Yes, create an audit trail for changes to the job cost projections. N – No, do not create an audit trail. Screen-specific information This field works in conjunction with the Job Cost Projections field and is active for all methods of computation. If you enter Y in this field, the Job Cost Projections field must also contain a Y. You do not have to set this constant during your initial setup. You can set it to Y after you are familiar with the Job Cost projections logic. The audit trail the system creates in the Account Ledger table (F0911) provides detail records of transactions that cause a projected final change. The HA and HU ledger type records in the F0911 are separate from the budget or actual ledger records for transactions. To determine whether to set this constant to Y, you should consider the amount of disk space the system requires for the additional audit trail records. If you change this constant from Y to N, the system displays a warning that records might already exist in the Account Ledger table (F0911) for ledger types HA and HU. If records exist, you can change the constant to N, but you might want to delete all existing records. To do this, you can run the Delete Projected Final Audit Trail program (P51998) from the DREAM Writer Versions List screen.
Budget Audit Trail (Y/N)	Controls whether the system creates audit trail records (F0911) for changes to a budget, which are kept in ledgers that are user defined codes (system 51, types RB and RU). This constant relates only to methods of computation A and R. Valid codes are: Y – Yes, create an audit trail for budget changes. N – No, do not create an audit trail.
Commitment Relief (Y/N)	A code that specifies whether the system automatically relieves open commitments when you post accounts payable vouchers to the general ledger. These vouchers are related to non-inventory purchase orders and contract progress payments. Valid codes are: Y – Yes, automatically relieve open commitments. N – No, do not automatically relieve open commitments. Screen-specific information Consider setting this constant to Y to relieve commitments automatically when you post progress payment vouchers.
Commitment Display Option	A code that specifies whether committed amounts and unit quantities (ledger types PA and PU, respectively) are shown as total commitments or total contracts when you process information from the Account Balances table (F0902). It also controls whether the committed amounts are rolled forward into the future years of a job's budget. The total amount is stored in the Account Balances table in the Original/Beginning Budget (BORG) field. This field affects any screen that shows commitments. Valid codes are: Blank – Show as total commitments, and roll BORG forward. 1 – Show as total contracts, and roll BORG forward. 2 – Show as total commitments, and do not roll BORG forward. 3 – Show as total contracts, and do not roll BORG forward. The commitment feature tracks the following values: Total contracts, which is the sum of all contracts and purchase orders Open commitments, which is total contracts minus the payments against specific lines of the commitment Total commitments, which is the open commitments plus actual payments You can set or change this constant without changing the logic for accumulating and storing these balances. The committed amount is defined in user defined codes (system 40, type CT). Screen-specific information If you change the setting from rolling BORG forward to not rolling BORG forward or vice versa, the system displays a warning. To continue, press Enter. You must then run the Repost Committed Costs program (P00932) to recalculate commitment balances in the Account Balances table (F0902).