Working with Order Information

This chapter provides an overview of data purging and discusses how to:

• Review order information.

• Work with budgets.

Understanding Data Purging

The system provides purge programs that you use to remove data from files. Subcontract orders use the same purge programs as purchase orders.

See Purging Data.

Reviewing Order Information

This section provides an overview of order reviews and lists the forms used to review orders.

See Also

JD Edwards EnterpriseOne Subcontract Management Reports

Understanding Order Reviews

You can review open orders, which are orders that contain services that you have yet to receive. You can specify the contract number, subcontractor, item, account number, and so on for the open detail lines that you want to review.

You also can review open quantities by choosing the type of order for which you want to review detail lines.

You can review additional information for each open detail line that appears, including the quantity ordered, the quantity open, the quantity received, and the quantity for which vouchers have been created. You can also access address numbers, dates, and tax information.

Regardless of whether you enter an order in a domestic or foreign currency, you can review the order as if it were entered in another currency. For example, you can review amounts in Canadian Dollars (CAD) as if they were entered in the euro (EUR). Likewise, you can review amounts in Japanese Yen (JPY) as if they were entered in U.S. Dollars (USD), and so on.

Financial Status Information

You can review up-to-the-minute details of the financial status information for any order. You can also review the financial details of any progress payment voucher that relates to an order.

Financial status information includes:

• Order details

• Amount billed

• Amount paid

• Amount retained

• Amount units open

If you have multicurrency activated, you can review financial information in foreign or domestic currency using the Foreign option on the Work With Financial Status Inquiry form. The system automatically converts the amounts based on the exchange rate that you specify.

Forms Used to Review Order Information

Working with Budgets

This section provides overviews of budget checking, search scenarios for level of detail, budget totaling, and calculations of available budget to date for the fiscal year, and discusses how to:

• Set processing options for Trial Balance/Ledger Comparison (P09210A).

• Review the budget.

Understanding Budget Checking

You use budget checking to identify the detail line amounts that exceed the budget for a specific job, project, department, and so forth.

Each time you enter or change a subcontract, the system checks the account number for each detail line and compares it to the available budget for the account. If the detail line amount exceeds the available budget amount, the system places the entire subcontract on hold. You can set a budgeting processing option in the Purchase Orders program (P4310) to provide a warning message that a detail line amount exceeds the available budget amount, but the system still places the order on hold. The system stops further processing of the order until you remove the budget hold. You must set up budget hold codes for each business unit.

The system calculates available budget amounts by subtracting actual amounts (AA ledger) and committed amounts (PA ledger) from the budget amount that you specify for an account number. The system uses this budget calculation:

(Available Budget) = (Original Budget Changes) – (Actual Amounts Spent) – (Commitments) – (Encumbrances)

The system uses this budget calculation for ledgers:

(Available Budget) = (BA or JA Ledger Amounts) – (AA Ledger Amounts) – (PA Ledger Amounts)

Important! To work with budgets, you must enter purchase order detail lines by account numbers.

You use the processing options on the Budgeting tab in the Purchase Orders program to activate budget checking and to specify information such as:

• The budget ledger from which the system retrieves budget amounts.

• The hold code that the system assigns to detail lines that exceed budget.

• The percentage by which a detail line can exceed budget before being put on hold.

• The method by which the system determines budget amounts.

  Note. Use the BA ledger type for monthly budgets (typically used for departmental budgets) and the JA ledger type for Job/Project budgeting.

You might want to compare the amounts that you have budgeted for subcontracts to the amounts that you have actually spent and to the amounts that you are committed to spend in the future. For each account, you can review:

• The budget amount.

• The actual amount that you have spent.

• The total amount of commitments through a certain date.

• The variance between the budget amount and the amount that you have spent or are committed to spend in the future.

• The transactions that have affected a certain account and the journal entries that relate to a particular transaction.

Understanding Search Scenarios for Level of Detail

When you create an account, you assign each account number a level of detail. The range for the level of detail is 1 through 9, with 1 being the highest and 9 being the lowest.

You enter the level of detail in the processing option for the system to search for the available budget. This processing option also controls how the system accumulates the actual and committed amounts for the account.

Budget Amount Accumulation

Two search scenarios exist:

1. If the account number that you enter on the subcontract is the same as the budget account number, and the level of detail of this account is equal to the level of detail that you enter for the processing option, the system does not roll up the budget. The system calculates the available budget on the account.

   If the detail line exceeds the available budget, then the system applies a budget hold to the line.

2. If the account number that you enter on the subcontract does not have the same level of detail that you enter for the processing option, and the level of detail of the account is lower than the level of detail that you enter for the processing option, the system retrieves the budget from the account for which the level of detail matches the level of detail that you enter for the processing option.

Actual and Committed Amount Accumulation

If you set the budget accumulation processing option to accumulate, then the system accumulates budgets starting from the level that you enter for the level of detail processing option and continues to the lowest level of detail.

To accumulate the actual and committed amounts for the account, the system first searches higher levels of detail in the chart of accounts. The system locates the first account number that has a level of detail that is equal to the level of detail that you enter for the processing option. This account number must be above the level of detail of the account number on the order.

The system then searches lower levels of detail in the chart of accounts to locate the first account number with a level of detail equal to the level of detail that you specify in the processing option. This account number must be below the level of detail of the account number on the order.

The system then totals the actual and committed account balances for the account range that it identifies and subtracts the total from the budget ledger to determine the available budget. The system compares the available budget amount with the amount that you enter on the order.

If the detail line exceeds the available budget, the system applies a budget hold to the line.

Understanding Budget Totaling

Use the Budget Total Method processing option on the Budgeting tab of the Purchase Order Workbench program (P43101) to specify how the system calculates the budget total.

The system uses these fields in the F0902 table for budgeting:

• BORG - the original or beginning budget.

• AN01 through AN12 - the net posting fields that contain changes in the current year.

• AYPC - the balance forward field contains the sum of the prior year's changes, which the system rolls into the current year.

Use 1 in this processing option for jobs and projects. The system uses the job cost budget calculation method to add the amounts in these budgeting fields. The total of these fields is the budget amount that the system uses for budget checking.

Note. The original budget cannot be spread when you enter 1 for this processing option.

Use 2 in this processing option for Public Sector and Not-For-Profit entities. The system uses the standard financial budget calculation method to spread an original budget to the net posting fields. The system calculates the total budget from the net posting fields to use in budget checking.

Use 3 in this processing option for Profit entities. You enter changes to the budget in the net posting fields. The system uses the standard financial spread calculation method to add the net posting fields and the original budget to determine the budget amount to use in budget checking. Use this method when an original budget is not spread to the net posting fields.

Understanding Calculations of Available Budget to Date for the Fiscal Year

Use the Period Accumulation Method processing option to specify how the system calculates the available budget.

When you enter 1 for this processing option, the system reviews the fiscal date pattern for the company and determines the current general ledger period. The system then adds the sum of the period budget amounts from period one through the current period. The system uses this amount as the original budget for budget checking.

Enter 1 for this processing option only when you enter 2 for the Budget Total Method processing option.

See Also

Working with Orders Awaiting Approval

Entering Annual Budgets

Form Used to Work with Budgets

Setting Processing Options for Trial Balance / Ledger Comparison (P09210A)

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

Default

Display

Currency

Select

Reviewing the Budget

Access the Trial Balance / Ledger Comparison form.

To review the budget:

1. Complete the Skip to Account field.

2. Complete the following fields to indicate the ledgers from which the system retrieves commitment and budget amounts:

   • Ledger Type 1

   • Ledger Type 2

3. Complete the Level Of Detail field.

4. Complete the following fields to indicate the period that the ledger amounts reflect:

   • LT 1 Thru Date

   • LT 2 Thru Date

5. Click Find.

6. Review the following fields for each account:

   • Ledger Type 1

   • Ledger Type 2

   • Variance Period Balance

   • General Ledger Period Balance

   • Posting Edit Code

   • Account ID