14 Set Up Status Codes
This chapter contains this topic:
14.1 Setting Up Status Codes
You must set up status codes for the approval process before you can enter account distribution information for change requests. For each status code, you specify the following:
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The type of information (cost, revenue, or buyout) with which you can use the code.
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The amount and unit ledger types that the system updates in the Account Balances (F0902) and Account Ledger (F0911) tables.
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The type of amounts and quantities (original, quoted, final, or best) that the system displays and updates in the Change Request Set Up File table (F5302)
Note:
You use these status codes in the detail area on Change Request Details. They do not relate to the status code (UDC 53/ST) on Change Request Revisions, which is for informational purposes only.From Change Management Processing (G5311), enter 29
From Contract Management System Setup (G53419), choose Status Code Update Table
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On Status Code Update Table, complete the following fields for each status code:
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Status
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Status Record Type
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Status Description
Figure 14-1 Status Code Update Table screen
Description of "Figure 14-1 Status Code Update Table screen"
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Complete any of the following optional fields:
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Amount Ledger Type
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Unit Ledger Type
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Amount/Quantity Type
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Note:
If you define either an amount or unit ledger type, you must also define the other.| Field | Explanation |
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| Status | A code defined by the user that specifies the status of a change request for a selected job and line item. This code is used in the approval process of the change request. It determines which ledger type is updated in the Account Balances table (F0902). |
| Status Record Type | The record type associated with change request detail information. Each change request can attach to multiple change items. Valid codes are:
B – Budget, or Cost O – Owner, or Revenue S – Subcontract, or Buyout If you leave this field blank, the system supplies the default value of B. |
| Status Description | A user defined name or remark.
Screen-specific information A description of the status code. |
| Amount Ledger Type | A user defined code (system 09, type LT) that identifies the ledger to which you are posting amounts, such as BA (Budget Ledger) or FE (Field Estimate). You can set up multiple, concurrent ledgers within the general ledger to establish an audit trail.
Note: You cannot make journal entries directly to a ledger if the second letter of the ledger type is U (units). Screen -specific information This is the ledger type to be used to update amounts in the Account Balances table (F0902) and Account Ledger table (F0911) when the status code is used on the Change Request Details form and a valid account is entered. You can use this ledger type for FASTR and job cost reporting. This field is not required. Do not specify ledger types for status codes that represent early stages of the approval process and thus are not intended to affect the general ledger. If you enter an amount ledger type, you must also enter a unit ledger type. You can not use the following ledger types from the Job Cost system:
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| Unit Ledger Type | A user defined code (system 09, type LT) that identifies a unit ledger, such as BU (Budget Units) or AA (Actual Units). You can set up multiple, concurrent ledgers within the general ledger to establish an audit trail.
When you enter a transaction including units, the system automatically posts the units to the corresponding ledger type with U as the second character. For example if the ledger type for the amount is AA, and you post a transaction including both dollars and units, the system posts the dollars to ledger type AA and the units to ledger type AU. You cannot make journal entries directly to a ledger with a unit ledger type. If you locate a unit ledger type, the system displays the corresponding amount ledger type. Screen -specific information This is the ledger type to be used to update units in the Account Balances table (F0902) and Account Ledger table (F0911) when the status code is used on the Change Request Details form and a valid account is entered. You can use this ledger type for FASTR and job cost reporting. This field is not required. Do not specify ledger types for status codes that represent early stages of the change request process and thus are not intended to affect the general ledger. If you enter a unit ledger type, you must also enter an amount ledger type. You can not use the following ledger types from the Job Cost system:
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| Amount/Qty Type | A code that specifies which amounts and quantities in the Change Request Details table (F5302) will be updated. Valid codes are:
O – Original Q – Quoted F – Final B – Best |