3 Set Up Alternate Chart of Accounts and User Defined Codes

This chapter contains these topics:

• Section 3.1, "Setting up an Alternate Chart of Accounts"

• Section 3.2, "Setting Up User Defined Codes for Brazil"

3.1 Setting up an Alternate Chart of Accounts

Navigation:

From General Accounting (G09), choose Organization and Account Setup

From Organization and Account Setup (G09411), choose Accounts by Business Unit

You can define the local chart of accounts in the Account Master file (F0901) by object and subsidiary, or in category codes 21, 22, and 23. This might depend on the use of your corporate chart of accounts, especially if your company is multi-national.

You can set up an alternate chart of accounts if your corporate reporting requirements are different than the local reporting requirements of the country in which you are doing business. For example, if you set up the local chart of accounts by object and subsidiary, but you need to provide fiscal reports that reflect a chart of accounts that is different from your local chart of accounts, you can set up and maintain an alternate chart of accounts in category codes 21, 22, and 23.

Whether you define the local chart of accounts by object and subsidiary, or in category codes 21, 22, and 23, the accounts that you set up in the category codes are referred to in JD Edwards World software as "alternate descriptions" of your accounts.

Note:

The software identifies individual accounts in your chart of accounts based on a system-assigned number that is unique for each account. This number is the Account Short ID. The Account Short ID is the key the system uses to distinguish between accounts when you access, change, and delete the account information in any of JD Edwards World tables. The system stores the short identification number in data item AID.

To set up an alternate chart of accounts

On Accounts by Business Unit

Figure 3-1 Accounts by Business Unit screen

Description of "Figure 3-1 Accounts by Business Unit screen"

1. Choose the Expanded Category Codes/3rd Account Formats function.

2. To specify a business unit, complete the following field:

   • Business Unit

3. To enter an alternate chart of accounts, complete the following fields:

   • Account

   • Subsidiary

   • Description

   • Level

   • Posting Edit

   • Category Code 21 (Statutory)

   • Category Code 22

   • Category Code 23

Field	Explanation
Object Account	The object account portion of a general ledger account. The term "object account" refers to the breakdown of the Cost Code (for example, labor, materials, and equipment) into subcategories (for example, dividing labor into regular time, premium time, and burden). If you are using a flexible chart of accounts and the object is set to 6 digits, JD Edwards World recommends that you use all 6 digits. For example, entering 000456 is not the same as entering 456, because the system enters three blank spaces to fill a 6-digit object.
Subsidiary	A subdivision of an object account. Subsidiary accounts include more detailed records of the accounting activity for an object account.
Description	A user defined name or remark.
Account Level of Detail	A number that summarizes and classifies accounts in the general ledger. You can have up to 9 levels of detail. Level 9 is the most detailed and 1 the least detailed. Example: 3 Assets, Liabilities, Revenues, Expenses 4 Current Assets, Fixed Assets, Current Liabilities, and so on 5 Cash, Accounts Receivable, Inventories, Salaries, and so on 6 Petty Cash, Cash in Banks, Trade Accounts Receivable, and so on 7 Petty Cash - Dallas, Petty Cash - Houston, and so on 8 More Detail 9 More Detail Levels 1 and 2 are reserved for company and business unit totals. When using the Job Cost system, Levels 8 and 9 are reserved for job cost posting accounts. Screen-specific information In the Level of Detail field at the top of the Account Structure by BU screen, enter a level of detail (LOD) number. This limits the account information to accounts whose LOD is equal to or greater than the LOD you specify. Leave this field blank to display all LODs. After you press Enter to inquire on a business unit, the level of detail appears in the L field next to each account.
Posting Edit:	A code that controls G/L posting and account balance updates in the Account Master file (F0901). Valid codes are: blank Allows all posting. Posts subledgers in detailed format for every account transaction. Does not require subledger entry. B Only allows posting to budget ledger types starting with B or J. I Inactive account. No posting allowed. L Subledger and type are required for all transactions. Posts subledgers in detailed format for every account. The system stores the subledger and type in the Account Ledger and Account Balances tables. If you want to report on subledgers in the Financial Reporting feature, you should use this code. M Machine-generated transactions only (post program creates offsets). N Non-posting. Does not allow any post or account balance updates. In the Job Cost system, you can still post budget quantities. S Subledger and type are required for all transactions. Posts subledgers in summary format for every transaction. The system stores the subledger detail in the Account Ledger table. This code is not valid for budget entry programs. U Unit quantities are required for all transactions. X Subledger and type must be left blank for all transactions. Does not allow subledger entry for the account.
Category Code - G/L 021	Category code 21 associated with the Account Master file (F0901). This is a user defined code (system 09, type 21) for use in flex account mapping and in printing selected account information on reports.
Category Code - G/L 022	Category code 22 associated with the Account Master file (F0901). This is a user defined code (system 09, type 22) for use in flex account mapping and in printing selected account information on reports.
Category Code - G/L 023	Category code 23 associated with the Account Master file (F0901). This is a user defined code (system 09, type 23) for use in flex account mapping and in printing selected account information on reports.

See Also:

• Appendix A, "Alternate Chart of Accounts"for more information about maintaining an alternate chart of accounts

• Working with Accounts in the JD Edwards World General Accounting I Guide

• Reviewing Your Chart of Accounts in the JD Edwards World General Accounting I Guide

3.2 Setting Up User Defined Codes for Brazil

Navigation:

From Localizations - Brazil (G76B), enter 29

From Localization Setup - Brazil (G76B41B), choose User Defined Codes

From User Defined Codes - Brazil (G76B411), choose an option

User Defined Codes may also be accessed from the General Systems menu G00

Many fields throughout JD Edwards World software accept only user defined codes. You can customize your system by setting up and using user defined codes that meet the specific needs of your business environment.

User defined codes are either soft-coded or hard-coded. You can customize any user defined code that is soft-coded to accommodate your specific business needs. You can also set up additional soft-coded user defined codes. You cannot customize a user defined code that is hard-coded.

You can access all user defined code tables through a single user defined code screen. After you select a user defined code screen from a menu, change the System Code field and the User Defined Codes field to access another user defined code table.

Caution:

User defined codes are central to JD Edwards World systems. You should be thoroughly familiar with user defined codes before you change them.

Note:

You may use any available item or address book category code for UDCs that have a numeric value in the type section of this chapter. For example, the Address Book Free Zone Indicator UDC must be system 01, but you may select any available category code.

See Also:

Section 9.2, "Setting Up UDCs"

Section 36.4, "Set Up User Defined Codes for Electronic Notas Fiscais"

Set up the following user defined codes to process business transactions:

Code	Description
Document Types (00/DT)	Set up document types so that you can identify, group, and process similar transactions. For example, JE is the document type for journal entries. In Code (KY), enter the document type In Description (DSC-1), enter a description for the document type In addition to the hard-coded document types that are used throughout JD Edwards World software, you can set up soft-coded document types that are based on your specific business needs. For example, you might set up the following document types for Brazil: NF - Nota Fiscal purchasing NR - Non-stock recoverable Nota Fiscal NS - Nota Fiscal sales NR - Nota Fiscal return For Nota Fiscal Document Types: Press F4 (Details) Enter a valid value in the Special Handling Code field 1 Paper Nota Fiscal 2 Sao Paulo Nota Fiscal 355 Electronic Nota Fiscal 4 Telephone Nota Fiscal This value determines the nota fiscal number and series format.
Payment Instrument (00/PY)	Set up user defined codes to identify each payment instrument that you use. You can associate payment instruments with documents so that you can process similar documents together. For example, you might set up payment instruments for checks, Bordero, and bank collection.
Item Master/Branch Plant Free Zone Indicator	Set up this code to indicate whether the item qualifies for free-zone discounts. This category code functions as AZONE in UDC 76/CN. N - Do not apply free-zone discount Y - Apply free-zone discount
Mark Up Level	Set up this code to identify ICMS Substitution mark up level rates for specific customers. This category code functions as MARKUP in UDC 76/CN. For example, you might set up the following codes: * - Default SMK - Supermarkets CAR - Car Dealers TOB - Tobacco Manufacturers
Manufactured/ Purchased Indicator	Distinguish between manufactured or purchased products. This category code functions as NATUR in UDC 76/CN. You set up the following item category codes for Brazil: 1 - Manufactured Product 2 - Purchased Product
Address Book Print Repasse Indicator	Set up to identify whether repasse should be printed on the Nota Fiscal. This category code functions as PREPAS in UDC 76/CN. N - Do not print Repasse Y - Print Repasse
Address Book Print Pricing Rules Discounts Indicator	Set up to indicate whether pricing rules discounts are printed on the Nota Fiscal for specific customers. This category code functions as PRULES in UDC 76/CN. N - Don't print pricing rules discount Y - Print pricing rules discount
Address Book Print Trade Discount Indicator	Set up to indicate whether trade discounts are printed on the Nota Fiscal for specific customers. This category code functions as PTRADE in UDC 76/CN. N - Do not print discounts in Nota Fiscal Y - Print discounts in Nota Fiscal
Address Book Print Free Zone Discount Indicator	Set up to indicate whether free-zone discounts are printed on the Nota Fiscal. This category code functions as PZONE in UDC 76/CN. N - Do not print free-zone discount Y - Print free-zone discount
Print/Tape Program - Payments (04/PP)	Set up each of the print or tape programs that you use to write payments as a user defined code. The following programs are available for Brazil: P04572CB1 - Print Plus Bordero - Brazil P04572DB - Bordero Print - Brazil P04572DB1 - A/P Payments - Brazil P04572RB - Bordero - Brazil
Landed Cost Components (40/CA)	Set up landed cost components so that you can identify the costs that exceed the purchase price of an item. For example, you might set up the following landed cost codes for Brazil: FRT - Brazil Freight INS - Brazil Insurance OTH - Brazil Other expenses In the Special Handling Code of each expense, enter the G/L class. The G/L class is defined in UDC 41/9.
Price Adjustment Name (40/TY)	You must set up special handling codes as price adjustment names Advanced Pricing uses. The tax calculator must find these adjustment names to determine which category codes to use. For example, in order for the tax calculator to find the Repasse discount (REPASSE), you must enter PREPAS as a special handling code. In the following list, the first name is the special handling code, and the second name is the adjustment name. Note that the adjustment names appear identical to names found in UDC 76/CN, but here the system uses them for a different purpose. Valid codes include: CLIENTE - PTRADE - Percentage discount for a customer REGRAS - PRULES - Percentage discount payable due to rules of advanced pricing LOSEASON - PRULES - Low season percentage discount REPASSE - PREPAS - Percentage discount on ICMS ZONAFRC - PZONE - Percentage discount on Free Zone or Free Trade
Print Adjustment Name (42/FR)	Determine who pays the freight for Nota Fiscal. For example, you might set up the following codes: 1 - Freight - Ship From 2 - Freight - Ship To
Bank/Interest Account by KCO (76,/BI)	Identifies the bank account and G/L interest account. These account numbers are necessary for bank tape processing.
Taxpayer Code (76/CC)	In Brazil, different tax rules apply to different types of taxpayers. You can set up user defined codes to identify the types of taxpayers in your system. For example, you might set up codes to identify tax payers as follows: 1 - Taxpayer 2 - Consumer 3 - Taxpayer and consumer 4 - Supplier 5 - Other The value in the Special Handling Code field identifies a taxpayer as an intermediate or end consumer. The code 0 is for use for intermediate/business consumers. The code 1 indicates an end consumer. The system includes the codes in the electronic nota fiscal.
Category Code Name/ Code (76/CN)	Set up codes to route the sales order tax calculator program to category code locations you define. The first name in all capital letters is the specific category code name the program recognizes. The second name in all capital letters that ends with a number is the data dictionary name of the category code we suggest you use to support the function. AZONE - SRP5 - Free-zone discount indicator (item/branch) MARKUP - AC30 - ICMS substitution mark-up level (address book). NOTE: This must match the mark up field on P7608B. NATUR - SRP6 - Item nature (item/branch) PREPAS - AC09 - Print repasse indicator (address book) PRULES - AC11 - Print pricing rules discount (address book) PTRADE - AC08 - Print trade discount indicator (address book) PZONE - AC10 - Print free-zone discount indicator (address book)
Taxing Code (76/CT)	Define tax codes to identify whether transactions are subject to IPI or ICMS tax. For example, you might set up tax codes for Brazil as follows: 01 - Domestic product, subject to IPI and ICMS 02 - Domestic product, suspend IPI and exempt from ICMS 03 - Domestic product, suspend IPI and subject to ICMS 11 - Imported product, subject to IPI and ICMS
DCT codes (76/ES)	Set up this code for reporting on the Brazilian legal document type Especies. For example, you might set up codes for the following Especies: N1 - Nota Fiscal - Fatura NE - Nota Fiscal de Entrada NF - Nota Fiscal NS - Nota Fiscal de Servico de Transporte For each code, identify the register type in the Description - 2 field. Define register type codes on user defined codes table 76/IR.
Fiscal Book Code (76/FB)	Set up fiscal book codes as follows: DG - Transaction journal DP - Auxiliary journal (accounts payable) DR - Auxiliary journal (accounts receivable)
Fiscal Message/ Observation Codes (76/FM)	Set up fiscal message codes to associate message text with Nota Fiscal documents. The system prints Nota Fiscal messages on the fiscal reports for inbound and outbound transaction registers.
Free Port Zone Flag (76/FR)	Set up free port zone codes to indicate whether a company is located in a free port zone. For example, you might set up free port zone codes as follows: 0 - Not a free port zone 1 - Free port zone
GL/Class Code Cross Reference (76/GL)	Define G/L Class Cross References. Populate Code (KY) with a 7-digit code. The 7-digit code has 2 parts: The first three digits indicate the type of tax (hardcoded) The last four digits indicate the item GL class Valid values for the first three digits are: ICM - ICMS tax IPI - IPI tax SUB - ICMS Substitution SBR - ICMS Substitution - Recoverable IPR - IPI - Recoverable ICR - ICMS - Recoverable REP - ICMS Discount (Repasse) TDC - Business Discount The three digit tax type codes are then combined with the four digit GL class codes. For example, you might set up GL class code cross references as follows: ICMIN10 - ICMS tax, GL code IN10 IPIBR10 - IPI tax, GL code BR10 SUBIN10 - ICMS Substitution tax, GL code IN10 Populate Description (DL01) with the G/L Class that will be used to retrieve the Account Number. This value must be set up in user defined code G/L Posting Category (41/9). Populate Description2 (DL02) with tax identification.
ICMS Code Fiscal Value (76/II)	You can set up fiscal value codes for ICMS tax to indicate whether transactions are taxable, exempt, or eligible for a reduced tax rate. You can also use this code to indicate whether the tax can be recovered for a transaction. Set up the following fiscal value codes to match the sales order tax calculator: 1 - Taxable, tax recoverable 2 - Exempt, tax not recoverable 3 - Other, tax not recoverable 4 - ICMS reduction (taxable/other), tax recoverable 5 - ICMS reduction (taxable/exempt), tax recoverable 6 - Not taxable, tax not recoverable To set up ICMS fiscal value codes, you must enter a special handling code to identify whether the code is subject to tax. Enter 1 (one) in the Special Handing Code field for taxable codes and 0 (zero) for nontaxable codes.
Item Origin (76/IO)	Use the Item Origin code to specify the origin of a product. Values are hard coded. Valid values are: 0: National, and does not meet requirements for codes 3, 4, 5, or 8. 1: Imported; foreign supplier 2: Imported; Brazilian supplier 3: National, where over 40% of the cost are from foreign components. 4: National, where the production is compliant with local production rules. 5: National, where under or 40% of the cost are from foreign components 6: Foreign, acquired abroad, does not have similar in the domestic market, and belongs to CAMEX list and natural gas. 7: Foreign, acquired on domestic market, does not have similar goods in the domestic market and belongs to CAMEX list and natural gas. 8: National, with imported content over 70%.
Doc Types - Sales Reverse (76/RD)	You can set up document types to identify sales reversals. For example: VC - Sales Order
IPI Code Fiscal Value (76/IP)	You can set up fiscal value codes for IPI tax to indicate whether transactions are taxable, exempt, or eligible for a reduced tax rate. You can also use this code to indicate whether the tax can be recovered for a transaction. Set up fiscal value codes as follows: 1 - Taxable, tax recoverable 2 - Exempt, tax not recoverable 3 - Other, tax not recoverable To set up IPI fiscal value codes, you must enter a special handling code to identify whether the code is subject to tax. Enter 1 (one) in the special handing code for taxable codes and 0 (zero) for nontaxable codes.
Register identification (76/IR)	Set up register identification codes to identify the types of registers that you set up on user defined codes table 76/ES. For example: 06 Type 50
ISS Code Taxing Type (76/IS)	Use the ISS taxing type to indicate whether a transaction is eligible for ISS tax or exempt.
Message - Inbound and Outbound Remark Codes (76/MC)	Set up inbound and outbound message codes to associate message text with Nota Fiscal documents. The system uses this code to print amounts. The amounts are totalled at the end of the fiscal reports for inbound and outbound transaction registers.
Months (76/MO)	Relates a two-digit number to a month. The numbers progress from January (01) to December (12).
Nota Fiscal Type (76/NF)	Use Nota Fiscal type codes to identify different Nota Fiscal documents in the system. The following codes for Nota Fiscal are hard-coded in the system: 1 - Standard stand-alone entry 2 - Nota Fiscal complementary 3 - Nota Fiscal informal receipt 4 - Nota Fiscal formal process 5 - Standard Nota Fiscal 6 - Nota Fiscal complementary 7 - Formal Nota Fiscal SOP
Purchase Use (76/PU)	Set up purchase use codes to indicate whether you can recover the tax from the purchase. Typically, this depends on how a purchase will be utilized in your business. For example, you might set up codes to identify purchases as follows: AF - Fixed asset, tax not recoverable AFR - Fixed asset, tax recoverable CON - Internal consumption MPA - Raw material for sample, tax not recoverable MPV - Raw material, tax recoverable You must enter a two-digit special handling code. The first digit identifies whether the code is IPI recoverable and the second digit identifies whether the code is ICMS recoverable. Enter 1 (one) for recoverable and 0 (zero) for nonrecoverable., i.e.; 00 IPI and ICMS not recoverable 01 ICMS recoverable 10 IPI recoverable 11 IPI and ICMS recoverable
Receive Transaction Status (76/RS)	Set up receive transaction status codes to indicate the status of the Duplicata that you receive from the bank that is responsible for the collection of your Accounts Receivable invoices. You should establish these codes in conjunction with your bank for effective communication.
States that add IPI/Imported (76B/SI)	Identify states that add IPI to the ICMS base for imported goods.
Bank Send Code (76/SC)	Set up send transaction status codes to indicate the status of the Duplicata that you send to the bank, that is responsible for the collection of your Accounts Receivable invoices. You should establish these codes in conjunction with your bank for effective communication.
Send Transaction Status (76/SS)	Set up send transaction status codes to indicate the status of the Duplicata that you send to the bank that is responsible for the collection of your Accounts Receivable Invoices. You should establish these codes in conjunction with your bank for effective communication.
Tax Summary (76/ST)	Describes ICMS tax situation, by breaking down a wide number of possibilities into three categories: Domestic Foreign product, direct import Foreign, acquired domestically There are nine ICMS tax possibilities under each of the above categories. Select the code that your task indicates.
Free port zone exceptions (76/ZF	Set up codes to identify purchased items that do not benefit from the free zone (zona franca) discount. This code is no longer used by the system (obsolete).
Doc Types - Sales Return (76/SR)	Set up document types to identify sales and purchase returns. For example: VR - Sales Return BP - Purchase Return
In/Outbound Book-Message Code (76B/CM)	Message code associated with Input/Output Nota Fiscal. For example: 001 - Free Port Zone Discount 002 - Expenses 003 - Scrap Sale 004 - ICMS difference
Fiscal Message / Observations (76B/M1)	Set up message codes to be printed in the Fiscal Book, associated with Input/Output Nota Fiscal.
Fiscal Amount Codes - ICMS (76B/CV)	Set up flags to indicate the ICMS tax type. For example: Default 1 - Taxable 2 - Exempt or not taxable 3 - Others 4 - Reduced ICMS (Taxable/Others) 5 - Reduced ICMS (Taxable/Exempt)
Fiscal Values Codes - IPI (76B/CW)	Set up flags to indicate the IPI tax type. For example: 1 - Taxable 2 - Not Taxable 3 - Other
NF Transaction Nature Shipment (76B/EN)	Set up only if you are upgrading from a release prior to A7.3 Cumulative Update 16. This table is used by the conversion programs on menu G76BCONV. Set up codes that map your old 3 digit Transaction Nature codes to the new 4 digit codes.