32 Set Up User Defined Codes

This chapter contains these topics:

Many fields throughout Equipment Billing accept only user defined codes. You can customize fields in your 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. For example, 12/FM represents system 12 (Fixed Assets) and user defined code list FM (Finance Methods). User defined code 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 message. For example, you can only enter codes in the major accounting class code field on Master Information that exist in the user defined code table for system 12 and code type C1.

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 code type field to access another user defined code table. The system stores user defined codes in the User Defined Codes table (F0005).

Caution:

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

The following user defined codes are primary to Equipment Billing:

32.1 Major Accounting Class (12/C1)

Use to group equipment into categories, such as office equipment, furniture, heavy equipment, plant equipment, and so on.

JD Edwards World recommends that you set up a one-to-one relationship with major accounting class and the asset cost account to aid in running STAR reports.

32.2 Major Equipment Class (12/C2)

Use to further break down equipment into subclasses. For example, set up codes to divide office equipment into groups such as copiers, computers, printers, and so on.

32.3 Additional Class (12/C3-C0, 12/F1-F0, 12/21, 12/22, 12/23)

Use these codes to further group equipment into meaningful classifications based on your needs. Your system comes with many predefined values which you can use or modify. For instance, class code 3 (12/C3) is set up as Manufacturer, class code 4 (12/C4) is Model Year, and so on.

If you use Equipment Location Billing you must use category code 10 to define billing rate groups.

32.4 Equipment Status (12/ES)

Use to identify the operational status of equipment, such as whether it is available, working, down, or disposed of.

The Fixed Assets System might also use equipment status codes to track types of disposals.

32.5 Equipment Message Type (12/EM)

Use to define and group different types of messages, such as planned maintenance, problem reporting, lease terms, and so on.

32.6 Equipment Billing Rate (00/RC)

Use to define values for various equipment rates, such as available, idle, non-billable, hourly, and so on. You must define equipment rate codes to run location or time entry billings. The codes you define are used by Equipment Billing to determine billing frequency and rate when you bill your equipment. JD Edwards World provides you with a number of predefined billing rate codes that you can use or modify. You can also set up new billing rate codes.

32.7 Rental Rate Tables (13/TB)

Use to specify different rate tables for location billing.

32.8 Finance Methods (12/FM)

Use to specify how you acquire a piece of equipment, such as a lease or outright purchased. The system stores finance method information in the Item Master table (F1201).

32.9 Ledger Types for Equipment Journal Entries (12/LT)

Use to specify ledger types that you want to function in a manner out of the normal system design. For example, you might want special ledgers for the following journal entries:

  • Entries that represent amounts you do not want to copy from the AA ledger for asset cost accounts, such as entries that represent alternate currency amounts

  • G/L journal entries that you create to post to non-AA ledgers

  • Entries that you want to post to fixed assets but not the G/L

  • Entries that you do not want to post to fixed assets, even though they meet all of the normal posting criteria

Note:

Set up these ledger types only for exceptions. Any ledger that you set up in this table you must also define for the General Accounting Ledger Types table (09/LT).

Use special handling codes to indicate how you want the system to process data for these additional ledgers. Valid codes for this table's special handling codes are as follows:

1 - Disconnect AA ledger so that the system does not copy entries from the ledger to asset cost accounts, as is the case for an alternate currency ledger

2 - Post to fixed assets but not to the general ledger, as is the case for adjustments to tax ledgers (this involves potential integrity issues)

9 - Never post ledger to fixed assets, as is the case for a BA (Budget Amount) ledger

blank - Create journal entries for this ledger, as is the case for a NI (Net Insider) ledger

To set up a user defined code

Navigation

From Equipment/Plan Management (G13), enter 29

From Equipment/Plan Management Setup (G1341), choose User Defined Codes

  1. On User Defined Codes, complete the following fields to locate a user defined code table:

    • System Code

    • User Defined Codes

    Figure 32-1 General User Defined Codes screen

    Description of Figure 32-1 follows
    Description of "Figure 32-1 General User Defined Codes screen"

  2. To revise the table, complete the following fields:

    • Character Code

    • Description

32.9.1 What You Should Know About

User Defined Codes Description
Integrating with the Fixed Assets system Equipment Billing uses the category codes from the Fixed Assets system. Depending on how you set up your constants, the system displays only the first five or ten codes on some screens, such as Equipment Search. You should assign specific equipment needs to as many of the first ten category codes as you need. This will help you perform online searches for equipment. You can then use the remaining codes for fixed asset reporting needs.
Defining blank as a valid value If you have set up a user defined code for which you do not require a value, you must define blank as a valid value. To do so, leave the Character Code field blank, but enter at least one character in the description field. JD Edwards World recommends that you enter a period in the last position in the field.

See Also: