PM Code Structure {FPM-3} 

General
The code structure purpose and function is to define and  maintain fixed information used by the PM Subsystem. Code structures used in the PM subsystem are not limited to codes defined in the PM subsystem and other financial code structures are also used.

PM Code Structures
These code structures are all linked to the menu {FPMC} and include the following.

FPMC 1 Creditor Categories
FPMC 2 Commodity Codes
FPMC 3 Creditor Types
FPMC 4 Payment Terms
FPMC 5 Note Classification Codes
FPMC 6 Action Codes
FPMC 7 Query Payment Methods
FPMC 8 Change/Cancellation Reasons
FPMC 9 Maintain Item Units
FPMC 10 Query Creditor Status Action Codes
FPMC 11 Group Classifications
FPMC 12 Maintain Financial Status Codes
FPMC 21 Kind Codes
FPMC 22 Document Validation Error Codes
FPMC 23 Query User Default Codes
FPMC 24 Query Linked User Defaults


Other Financial Code Structures

General
These  other code structure options are not for the exclusive use of PM subsystem and PM personnel not may have control over these option.

Maintain Foreign Currencies {FCSO-21}

The option consists of an application used to define and maintain currency codes and currency rates,

Menu Option Sequence 1 Process, and a report program which is executed on exit from the application,
Menu Option Sequence 2 Process. The purpose of the report program is to update commitments in the PM system relating to a currency changes made by the user in the application.

For more detail see Financial Code Structure Manual.  The information below handles only the data that concerns the PM Subsystem.


Sequence 1 Process.

Subsystem Currency Types {FCSO-21b1}
The fields Type of Currency and Updateable Y/N must be set for the record where subsystem is PM and Type of Document AL. Type of Currency can only be one of the following
codes (F)ix, (B)uy, (S)ell or (N)ormal. If the Institutions choice is e.g. Normal, the  PM Subsystem will use the Normal Currency rates from block 3 of this option on PM
Documents. The PM users can change the Currency Rate on foreign currency creditor documents if the field Updateable is Yes. A log will be kept of any changes.

Fixed Foreign Currencies {FCSO-21b2}
In this block the currency codes and fixed rates are defined.

Variable Foreign Currencies {FCSO-21b3}
Currency rates for Type of Currencies Buy, Sell or Normal are maintained in this block per Currency Code and Date. It also indicates if the outstanding commitment
of PM Documents were updated with the latest currency rate change.

Sequence 2 Process.

 Exchange Rate Calculations {FCSO-21 seq. 2}
On <EXIT> from the Sequence 1 Process, the system will offer this print menu.This report updates all PM Documents, namely Requisitions, Orders, to the latest
Currency Rates for Foreign Currency Codes, where the outstanding commitment is not zero. The above will only be done for Documents where the  flag Currency Fixed is No.
 
User Selection Prompt Text
* an item between square brackets [ ] is the default answer 		Type
&
Length		 Comments
  None
 
 

Sort Order Per Per Comments
  Currency Code, Document Type , Document Number and Line Number The report prints documents within each Currency.


System Select  
  The program selects all Requisitions and Order lines for update of the exchange rate
where if the PM system uses a (B)uy, (S)ell or (N)ormal currency
the currency on the document is foreign currency
the  (B)uy, (S)ell or (N)ormal currency has not previously been update with the rate (the field "Order Updated" is (N)o)
an outstanding commitment exists for the line on the document
the field Exchange Fixed = (N)o on the document line.


Example:

Example of ...




Processing
Rules
If the flag Currency Fix is yes, on the Document, it means that forward cover provision was made.

If the program is executed
  • The program will update all documents with the new currency rate depending on Type of Currency for PM Subsystem.. 
  • If  Type of currency is fixed then Currency Rates that differ from the values in block 2 will be updated
  • Otherwise Documents will be updated where the field Order Updated is no in block 3 with the latest currency rate.
  • After the update the field Orders Update will be set to yes.
  • The system will produce a report listing Documents in the changed currency.

This option can take some time, and users may prefer to execute it after hours. In such cases the user can update the exchange rate and exit
from the program. The report program can then either be placed in deffered batch, scheduled or be executed after hours by a user.

Maintain Automatic Printing {GRPT-3}

PM documents i.e Requisitions, Orders,GRV's and Stock Issues can print automatically if set up correctly.Printing will be started on changes of a document status or commit of a document in the document maintenance option  depending on the document type and document status. The Automatic Printing set up is done  in the option Maintain Automatic Printing {GRPT-3} .

PM Automatic Printing has the following functionality:
A document can automatically be printed  on a single printer.
A document can be automatically be printed any number of  up to 5 printers.
Users  and printers can be grouped together  per document and depending on the user that submits the print request and the group the user is linked to the document will print on the printers in the group.

PM rules for program Automatic printing {GPRT-3} :
                   A print request is submitted when a requisitions or order changes status to the status Normal or a GRV, Supplier Return, Issue or Departmental Return is committed in the specific    
                   documents maintenance option.

The following are the main and optional functions  per document and options from which the automatic printing is initiated
Document Type Option Function Description Main Function Function - Optional
Printer  1		 Function -
Optional Printer 2		 Function -
Optional Printer 3		 Function -
Optional Printer 4		 SOD
R {FPMO1-1} ORDER REQ the complete Document REQ REQ1 REQ2 REQ3 REQ4 PJ
O% FPMO2-1} / {FPMO2-6} ORDER DOCUMENTS ORD ORD1 ORD2 ORD3 ORD4 PA
O% FPMO2-1} / {FPMO2-6} GRV DOCUMENTS from Order undelivered items GRVO GRVO1 GRVO2 GRVO3 GRVO4 PC
G FPMO2-1} / {FPMO2-6} / {FPMO3-1} GRV DOCUMENTS from GRV undelivered items GRVG GRVG1 GRVG2 GRVG3 GRVG4 PC
G {FPMO3-1} GRV DOCUMENTS from GRV delivered items GRVD GRVD1 GRVD2 GRVD3 GRVD4 PB
G {FPMO3-1} DELIVERY DOCUMENTS DEV DEV1 DEV2 DEV3 DEV4 PD
S {FPMO3-2} SUPPLIER RETURN DOCUMENTS SUPR SUPR1 SUPR2 SUPR3 SUPR4 PI
S% {FPMO4-1} STORE ISSUES ISS ISS1 ISS2 ISS3 ISS4 PK
T% {FPMO4-2} STORE DEPARTMENTAL RETURNS RET RET1 RET2 RET3 RET4 PL


PMIS50 Print at Function printer only
PMIS51 Print at Function Printer and allow Additional printers
PMIS52 Print at Function Printer and allow Additional printers
PMIS52 Print at Function Printer and allow Additional printers
PMIS53 Print at Function Printer and allow Additional printers
Etc up to
PMIS70 Print at Function Printer and allow Additional printers

System Operational Definitions {FCSM-1b2} for Subsystem PM, Automatic Printing are:

PA Automatic printing - Order
PB Automatic printing - GRV Delivered
PC Automatic printing - GRV Undelivered
PD Automatic printing - GRV Delivery Note
PG Automatic printing - REQ
PI Automatic printing - Supplier Return
PJ Automatic printing - Store REQ
PK Automatic printing - Store Issue
PL Automatic printing - Store Departmental Return

Maintain Account Type Definitions {FCSC-21}
For more detail also see the Code Structures Manual. The information below only relate to  the PM Subsystem.

PM must have at least one Account Type Definition. The objective of Account Types in PM is to use one Creditor Account but inside the account the Institution can distinguish between different business sectors. These sectors may be different Campuses, SRC, Research, etc. If there is a need to distinguish between the different business sectors then create an Account Type for each one. These PM Account Types can be linked to Detail Cost Centres, PM Transaction Types and the Creditor Definition. When the user processes a PM Document the Account Type will be defaulted from the Expense Cost Centre firstly, but if not available then from the Transaction Type or lastly the Creditor Definition. The default Account Type can also be changed by the user in the Document.

The following information is mandatory when creating a PM Account Type:

Block 1:  Maintain Account Types

Field Type
&
Length		 Description
Account Type A4  A unique Account Type Code as defined by the User.
Description A30 Description of the Account Type Code. E.g. Name of a business area
Alternate Description A30 Provide an alternate name for Description above if required.
Earning/ Deduction Code A4 Not for the use of PM Subsystems.
Subsystem A2 Always PM
Fee/Deposit A1 Not for the use of PM Subsystems.
Control GLA A4+A8 The Cost Centre and Account that will act as the Creditor Control GLA for the business area. Control GLA’s on PM Documents default from this definition and cannot be changed by the user. 
Non-/Active A1 Indicate whether the account type is (A)ctive or (N)on-active.
CB Code A5 This Cash Book will be used for the payments of the Account Type. Also, users cannot pay a Creditor Document out of any other Cash Book than the Cash Book linked to the Documents Account Type.
AR Category A1 Not for the use of PM Subsystems.
Include for Debt Collection A1 Not for the use of PM Subsystems
Show Account Type A1 Not for the use of PM Subsystems


Maintain System Operational Definition’s Rule Codes {FCSM 1b2}
For more detail see Refer System Operational Definitions manual.

Maintain Auto Generated Numbers {FCSM-3}
For more detail also see Code Structures Manuals.The information below only relate to  the PM Subsystem.

The user must maintain the Generated Numbers below, these numbers are for the exclusive use of the PM Subsystem. Only Codes K2 and K3 are controlled by the System Operational Definition Rule Code AR. Codes 18, 19 and 20 are optional and 02, K0 and K1 are mandatory.


Code Description
01 REQUEST FOR QUOTATION
02 GOODS RECEIVED VOUCHERS
18 CREDITOR NUMBER
19 STORE ITEM NUMBER
20 GENERAL ITEM NUMBER
22 SUPPLIER RETURN
K0 STORE ISSUE/EQUIVALENT
K1 STORE RETURN/EQUIVALENT
K2 REQUISITION NUMBER
K3 ORDER NUMBER
SD SETTEMENT DISCOUNT


Subsystem Definition {FCSM-2}
For more detail also see Code Structures Manuals.The information below only relate to  the PM Subsystem.

First block (system definitions) of this option indicates the subsystem, retention period, financial year / cycle and number of approvals required for the subsystems. When updating the field before being allowed to committ, the next block should be completed with the detail break up of the value attached to each approval level. This setup will only be applicable if the relevant system operational definitions in {FCSM-1b2} have been set to us(E)r approval. Block 2 specifies the value range and the number of approvals required for that value range for the subsystem. The minimum requirement for a subsystem is at least one record where the number of approvals in the second block is equal to the "maximum number of approvals" of Block1 and the amount range is 0.00 up to 9999999999999.99. When a transaction is processed that requires approval, the system will determine the number of approvals using said structure.

The number of approvals only applies to Creditor Approval. Requisitions, Orders and GRV currently only allow up to two (2) approval levels. The approval level on one of these documents are determined by the system operational definition code EY - Num. Electronic Authorization and EZ - 2nd Elec Authorization Min Amt

Block 1
Subsystem Max.# of Approvals
AR 4
PM 3
CT 2


Block 2


Subsystem # of App Start End Amount
AR 4 0.00 9999999999999.99
PM 0 0.00 1000.00
PM 1 1000.01 10000.00
PM 3 10000.01 9999999999999.99
CT 1 0.00 1000000.00
CT 2 1000000.01 9999999999999.99


User Restrictions

 Maintain User Restrictions {FCSM-4}
For more detail also see Code Structures Manuals.The information below only relate to  the PM Subsystem.

Restriction Types (Block1)
The Access and Restrictions codes, description as defined by ITS are displayed in this screen.
An Access or Restriction may have specific object to which a user is restricted and these objects are displayed  by the item number and object description (boilerplate). .
The field Use Sequences  indicates if the restriction rules (block 3)  is used by the rerstriction.

Restriction Users (Block 2)
In this block users are linked to an Access or Restriction Codes
Should the restrictions be based on specific objects i.e departments or cost centre these fields should also be completed.
Should the restrictions be based on restriction rules the start and end sequence should be  also be completed.

Restriction Rules (Block 3)
This block is for the creation and maintenance of sequences, for Access or Restriction Codes that required sequences.
Sequence can be either a numeric range or alphabetical characters depending on the Access or Restriction Definition.

If a program/ document  requires an access for processing, a user must be linked to the access code in this option before that user can process a document or use the option.
An user can be restricted to process specific documents  in a specific area, this is achieved by linking the user to a restrictions .  

Access must be linked to a user code before that user can process Documents,
Users without a Restriction are not restricted in any way.
Code Description Subsystem System Operational Definition
{FCSM-1} 		Restriction/
Access/
Exclusive		 Use Sequence Rule Additional Information
FP PM Allow Processing of All Documents PM   Access No
 Rule AD A user can perform Document processing and quey functions for all Types of Documents on the PM Subsystem.
FPCC PMIS Allowed Cancelled Creditor Documents PM   Access No Rule AD A user can cancel all creditor input documents.
FPCP PMIS International Draft  PM   Access No Rule AD A user can update the print indicator of International Drafts
FPCR PMIS Retain Access PM   Access No Rule AD A user is allowed to update creditor retain data
FPCY PMIS Payment Terms Access  PM   Access No Rule AD A user can update creditor payment term data
FPFD Processing of Future Documents PM   Access No Rule AD A user can perform document processing and query functions for all Type of Documents where the year and/or cycle is in the future.
FPO Processing of Order Documents PM   Access No Rule AD A user can perform document processing and query functions for Type of Documents O, OC and/or OP.
FPR Processing of Req Documents PM   Access No Rule AD A user can perform document processing and query functions for Type of Document R.
FPS PMIS Stock Documents PM   Access No Rule AD A user can perform document processing and query functions for all Type of Documents {FPMO-23}.
FPSA PMIS Stock Issue Documents PM   Access No Rule AD A user can perform document processing and query functions for Type of Docuemnts SA, SB and/or TA.
FPSC PMIS Stock Transfer Documents PM   Access No Rule AD A user perform document processing and query functions for Type of Documents SC and/or TC.
FPSD PMIS Stock Debit Sales Documents PM   Access No Rule AD A user perform document processing and query functions for Type of Documents SD, SE, TD and/or TE.
FPSF PMIS Stock Study Guide Documents PM   Access No Rule AD A user perform document processing and query functions for Type of Documents SF, SG, TF and/or TG.
FPSH PMIS Stock Cash Sales Documents PM   Access No Rule AD A user perform document processing and query functions for Type of Documents SH and/or TH.
FPSK PMIS Stock Adjustment Documents PM   Access No Rule AD A user perform document processing and query functions for Type of Documents SK and/or TK.
FPSL PMIS Stock Adjustment GRV Documents PM   Access No Rule AD A user perform document processing and query functions for Type of Documents SL and/or TL.
FPSP PMIS Stock Cash Purchase Documents PM   Access No Rule AD A user perform document processing and query functions for Type of Documents SP and/or TP.
FVEN Access Denied for Invoicing in Central Booking Venue CR   Restriction No
May process invoices to the Accounts Receivable Subsystem
FVTC Access Limited to Vehicle Tracking in Central Booking PM   Restriction No
User prohibited to process bookings for vehicles in {FVTO-1}



Finance User Access Control {FCSM-5}
For more detail also see Code Structures Manuals.The information below only relate to  the PM Subsystem.

In option {USERS-5} the Institution creates a User. During the creation process the program will assign default values to the fields below. These fields are only display
fields on {USERS-5} and its default values are harmless to the Financial System. In option {FCSM-5} a Financial User responsible for the Code Structure maintains these financial access.

Field Type
&
Length		 Description
User Type A1  Supply the user type. The valid values are (P)ersonnel, (S)tudent, (O)ther.
Number N9 Supply the number of the user as defined on menu option {USERS-5}. A <LIST> function containing user number and name is available on this field. On providing the user number, the name will default to the name field.
User Code A8 Supply the UNIX user code as defined on menu option {USERS-5}.
  A45 Displays the user's name.
Store A2 Supply the store code to which the user may have access. When a user is defined on menu option {USERS-5}, store code ZZ is automatically linked to the user. Store code ZZ grants the user access to ALL stores. This means that should the user have access to the store menu options, the user may access and process transactions for any of the stores defined. Thus, care must be taken when granting access to store menu options. This restriction applies primarily to the users who have access to the Stores System, which is within the Procurement Management System. Where a store user's ambit of responsibility is restricted to a specific store, the user may be restricted to the specific store by supplying the relevant store code. However, where a store user's ambit of responsibility covers all stores, the user must be linked to store code ZZ. Thus, users can be restricted to a specific store or has access to all stores. A <LIST> function containing store code and name is available. Stores are defined on menu option {FPMM-22}.
Access Level in PRS N1 Not for the use of PM Subsystems.
Override Insufficient Funds Rule A1 May this user override insufficient funds when such a condition exists? The valid values are (Y)es or (N)o. The completion of this field is dependent on rule BB, defined on menu option {FCSM-1b2}. If rule BB is set to (Y)es, all users in this option will be set to (Y)es and cannot be updated to (N)o. This implies that, as an institution, should any user encounter an insufficient funds situation, the user may override it to allow the transaction to be processed. If (N)o, all users on this option will be set to (N)o, but individual users who are granted privileges to override insufficient funds may be set to (Y)es in this option. This implies that, as an institution, the override of insufficient funds is not allowed except for those users who are authorised to.
Approval Privilege A1 Valid values are (Y)es or (N)o. The field is secondary to the Alpha Field value of the System Operational Definition Rule Code EA to ES. Only rule codes that are Electronic can be Approved. If Yes the user can approve transactions / documents depending on access and restrictions. Otherwise the user has no Electronic Approval Privileges.
Buyer Privilege A1 Valid values are (Y)es or (N)o. If Yes the user can maintain PM Buyer document fields depending on access and restrictions. Otherwise the user has no Electronic Buyer Privileges.




Finance Permissions {FCSP}
For detail refer the Finance Permissions Operational Manual.


Query Type Of Documents {FCSO-23}
For more detail also see Code Structures Manuals.The information below only relate to  the PM Subsystem.

Type of Documents control all document transactions for Subsystem PM. The different areas in PM Subsystem are controlled by sequence ranges. These ranges are grouped as below. The user has control over the display sequence of the ranges, but cannot link a Document Type  out of range. A Document Type not linked to a sequence cannot be used in the Institution. 

The Groups are:


Group Sequence Range.
Requests / Orders 1 to 10
GRV/Supplier Returns 11 to 15
Not in use  16 to 20
Invoices /Credit notes  21 to 60
Stores 61 to 90
Not in use  91 to 99

The following is a list of the PM Document Type.
Document Type Description Debit / Credit Display Sequence
I Web Requisition C 1
E External Request for Quotation C 2
R Request C 3
O Order C 4
OC Order COD C 5
OP Order Pre Paid C 6
OS Standing Order C 10
G Goods Received Voucher D 11
S Supplier Return C 12
IN Invoice C 21
CN Credit Note D 22
IJ Journal Credit C 23
CJ Journal Debit D 24
IR Repeating Inv C 25
CR Repeating Credit Note D 26
IC Cancel Invoice C 27
CM Cancel Credit Note D 28
II Inter Creditor CR Correction C 29
CD Inter Creditor DR correction D 30
AP Cancel Payment (Not Normal) D 31
PP Payment (Not Normal) D 32
AA Cancel ACB C 33
AQ Cancel Cheque C 36
BC Credit Balance C 37
BD Debit Balance D 38
CC Cash Book Debit Journal D 39
CS Settlement Discount D 40
IB Cash Book Credit Journal C 41
PA ACB Payment D 42
PB Bank Draft D 43
PI International draft D 44
RR Receipt C 45
PQ Cheque D 46
RA ACB Receipt C 47
RC Cancel Receipt C 48
PD PM Profit on For Curr Creditor D 49
LC PM Loss on For Curr Creditors C 50
FD Accumulation DR D 59
FC Accumulation CR C 60
SA Normal Issue C 61
SB Decentralised Issue C 62
SC Inter Item Transfer Credit C 63
TC Inter Item Transfer Debit D 64
SD Debit Sales AR C 64
SE Debit Sales SD C 65
SF Study Guide Issue C 66
SG Study Guide (Discontinued) C 67
SP Return Cash Purchase C 69
TP Cash Purchase D 70
SK Adjustment Credit C 70
TA Departmental Return D 71
SL Adjustment Grv Credit C 71
TD Return Debit Sales AR D 72
TE Return Debit Sales SD D 73
TF Return Study Guide D 74
TG Return S.G (Discontinued) D 75
TH Return Cash Sales D 76
TK Adjustment Debit D 78
SH Cash Sales C 78
TL Adjustment Grv Debit D 80
WD Withholding Tax D 83
EX Non ITS Source Document C 99

PM Events

Request and Orders:

Commitment GLA
The Account is always from the Transaction Type Definition.
This Account should be defined as the Commitment Control Account. 
The Cost Centre can be from the Transaction Type or if null the system will use the Cost Centre of the PM Account Type that is linked to the Item Detail.

Request and Orders

Event Code Description Transaction GLA's and Transaction Type Definition
BN PM - Orders Normal
Document Types - I, R, O, OC or OP
Dt - Expense GLA
Supplied by the User or if:
  • Stock Item: Section Move GLA
  • Job Number: Job’s Project GLA
  • Debtor: Debtor Account Type Control GLA
Cr - Control GLA
  • Commitment GLA
Transaction Type GLA’s
Dt - Null
Cr - Commitment GLA
Linked Transaction Type
None
BR PM - Orders Repeating
Document Types - I, R, O, OC or OP
Dt - Expense GLA
  • Supplied by the User or if:
  • Stock Item: Section Move GLA
  • Job Number: Job’s Project GLA
  • Debtor: Debtor Account Type Control GLA
Cr - Control GLA
  • Commitment GLA
Transaction Type GLA’s
Dt - Null
Cr - Commitment GLA
Linked Transaction Type
None
BY PM - Orders Next Year
Document Types - I, R, O, OC or OP
Dt - Expense GLA
  • Supplied by the User or if:
  • Stock Item: Section Move GLA
  • Job Number: Job's Project GLA
  • Debtor: Debtor Account Type Control GLA
Cr - Control GLA
  • Commitment GLA
Transaction Type GLA's
Dt - Null
Cr - Commitment GLA
Linked Transaction Type
None
BQ PM - Store Request
Document Types - I or R
Dt - Expense GLA
  • Supplied by the User or if:
  • Job Number: Job’s Project GLA
  • Debtor: Debtor Account Type Control GLA
Cr - Control GLA
  • Commitment GLA
Transaction Type GLA’s
Dt - Null
Cr - Commitment GLA
Linked Transaction Type
None
BO PM - Store Order
Document Types - I, R, O, OC or OP
Dt - Expense GLA
  • Section Move GLA or if supplied by the User.
  • Job Number:Job’s Project GLA.
  • Debtor:Debtor Account Type Control GLA.
If the Section’s Move GLA is changed it will result in a Decentralised Delivery when the GRV is created.
Cr - Control GLA
Commitment GLA
Transaction Type GLA’s
Dt - Null
Cr - Commitment GLA
Linked Transaction Type
None
BP PM - Pay Roll Orders Not yet functional
BJ PM - Job Costing Order
Document Types - I or R
Dt - Expense GLA
  • Supplied by the User
  • Debtor: Debtor Account Type Control GLA
Cr - Control GLA 
  • Project GLA of JOB
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None
BC PM - Print Costing Order
Document Types - O
Dt - Expense GLA
  • Expense GLA from Print Costing Requisitions Debit GLA
Cr - Control
  • GLA Print Costing Income GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None
BV PM - Vehicle Tracking Order
Document Types - O The Vehicle Tracking Subsystem creates  order through the Vehicle Reservation process
Dt - Expense GLA
  • From the Vehicle Tracking Reservations Debit GLA
Cr - Control GLA
  • Cost Centre from Vehicle Tracking Charge Out Rates Detail Definition and Account from Vehicle Tracking System Parameters
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None
BM PM - Media Booking Order
Document Types - O The Media Booking Subsystem will creates order through the Reservation process.
Dt - Expense GLA
  • From the Media Reservations Debit GLA
Cr - Control GLA
  • Cost Centre from ME Charge Out Rates Detail Definition and Account from ME System Parameters
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None

BB PM - Venue Booking Order
Document Types  - O Venue Booking Subsystem will create this order through the Reservation process
Dt Expense
  • Venue Reservations Debit GLA
Cr Control GLA
Cost Centre from Venue Charge Out Rates Detail Definition and Account from Venue System Parameters
  • Cr Control GLA ME income GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None
BT PM - Counter System Request
PM - Counter System Request or R
Function not yet available
BF PM - Store Request SG Free
Document Types - R Store Request SG Free
Dt Expense GLA
  • The Cost Centre will be from option {SDGUIM?3}, but if null it will use the cost centre from option {FPMM-21} Study Guide GLA or Enquiry GLA. The account is always the account from option {FPMM-21} Study Guide GLA or Enquiry GLA.
Cr Control GLA
  • Transaction Type GLA’s
Dt - Null
Cr - Commitment GLA
Linked Transaction Type
None
BG PM - Store Request SG Not Free
Document Types - R
Dt - Expense GLA:
The Cost Centre will be from option {SDGUIM-3}, but if null it will use the cost centre from option {FPMM-21} Study Guide GLA or Enquiry GLA. The account is always the account from option {FPMM-21} Study Guide GLA or Enquiry GLA.
Cr - Control GLASee Note AB
Transaction Type GLA’s
Dt Null
Cr Commitment GLA - The Commitment GLA is constructed as follows: The Account is always from the Transaction Type Definition. This Account should be defined as the Commitment Control Account. The Cost Centre can be from the Transaction Type or if null the system will use the Cost Centre of the PM Account Type that is linked to the Item Detail.
Linked Transaction Type
None

GRV and Supplier Return

Event Code Description Transaction GLA's and Transaction Type Definition
SG PM - Goods Received Voucher
Document Types G - Goods Received Voucher
Not Stock Item
Dt - Control GLA
  • From Order
Cr - Expense GLA
  • From Order
Post Date will be 01-JAN-1980
Post Y/N will be Yes.
Stock Item
Dt - Control GLA
  • Section Stock GLA
Cr - Expense GLA
  • Section Movement GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None
SS PM - Supplier Return
Document Types - S Supplier Return
Not Stock Item
Dt - Expense GLA
  • From GRV
Cr - Control GLA
  • From GRV
Post Date will be “01-JAN-1980”
Post Y/N will be Yes.
Stock Item
Dt - Expense GLA
  • From GRV
Cr - Control GLA
  • From GRV
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None


Creditors
Event Code Description Transaction GLA's and Transaction Type Definition
AI PM - Invoice Transaction
Document Type IN
Dt - Expense GLA
If Copied From Order,GRV
  • From Order,GRV
If Not Copied From Order
  • Supplied by the User
  • Job Number: Job’s Project GLA
  • Stock Item: Section Move GLA
  • Debtor: Debtor Account Type Control GLA
Cr - Control GLA 
Creditor Account Type GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None
AN PM - Credit Note Transaction
Document Type - CN
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • From Order for the Supplier Return, Invoice
If no originating Document
  • Supplied by the User or if:
  • Job Number: Job’s Project GLA
  • Stock Item: Section Move GLA
  • Debtor: Debtor Account Type Control GLA
Transaction Type GLA’s
Dt - Null
Cr  - Null
Linked Transaction Type
None
AH PM - Cancel Invoice Transaction
Document Type - IC
Dt - Expense GLA
  • From the document that was cancelled.
Cr - Control GLACreditor Account Type GLA
  • Creditor Account Type GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None
AM PM - Cancel Credit Note Transaction
Document Type CM
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • From the document that was cancelled.
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None
AC PM - Credit Creditor Correction
Document Type II
Dt - Expense GLA
  • From the Transaction Type Definition
Cr - Control GLA
  • Creditor Account Type GLA
Transaction Type GLA’s
Dt - PM correction suspense GLA
Cr - Null
Linked Transaction Type
None
AD PM - Debit Creditor Correction
Document Type CD
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • From the Transaction Type Definition
Transaction Type GLA’s
Dt - Null
Cr - PM correction suspense GLA
Linked Transaction Type
None
The Debit GLA of the Transaction Type for Event AC must be equal to Credit GLA of the Transaction Type for event AD.
AJ PM - Invoice Transaction To SD
Document Type CD
Dt - Expense GLA
  • From the Transaction Type Definition
Cr - Control GLA
  • Creditor Account Type GLA
Transaction Type GLA’s
Dt - PM/SD suspense GLA
Cr - Null
Linked Transaction Type
Credit Input VAT Transaction Type.
This event will also create the event WJ in the SD Subsystem.  The Debit GLA of the Transaction Type for Event AJ must be equal to Credit GLA of the Transaction Type for event WJ.
AK PM - Invoice Transaction To AR
Document Type IN
Dt - Expense GLA
  • From the Transaction Type Definition
Cr - Control GLA
  • Creditor Account Type GLA
Transaction Type GLA’s
Dt - PM/AR suspense GLA
Cr - Null
Linked Transaction Type   
Credit Input VAT Transaction Type.
This event will also create the event WK in the AR Subsystem. The Debit GLA of the Transaction Type for Event AK must be equal to Credit GLA of the Transaction Type for event WK.
AA PM - Credit Note Transaction To SD
Document Type CN
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • From the Transaction Type Definition
Transaction Type GLA’s
Dt - Null
Cr - PM/AR suspense GLA
Linked Transaction Type
Debit Input VAT Transaction Type.
This event will also create the event WB in the AR Subsystem. The Debit GLA of the Transaction Type for Event WB must be equal to Credit GLA of the Transaction Type for event AB.
AB PM - Credit Note Transaction To AR
Document Type PP
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • The user must enter the Debit GLA from the Cheque.
Transaction Type GLA’s
Dt -Null
Cr - Null
Linked Transaction Type
Debit Input VAT Transaction Type.
AV PM - Payment (Not Generated Normally)
Document Type PP
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • The user must enter the Debit GLA from the Cheque.
Transaction Type GLA’s
Dt -Null
Cr - Null
Linked Transaction Type
Debit Input VAT Transaction Type.
AW PM - Cancel Payment (Not GEN. Normally)
Document Type AP
Dt - Control GLA
  • Creditor Account Type GLA.
Cr - Expense GLA
  • From Type of Document PP.
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Debit Input VAT Transaction Type.
A4 PM - Journal Debit Transaction
Document Type CJ
Dt - Control GLA
Creditor Account Type GLA
Cr - Expense GLA
Supplied by the User
Job Number:Job’s Project GLA
Stock Item: Section Move GLA
Debtor: Debtor Account Type Control GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Debit Input VAT Transaction Type.
A1 PM - Repeating Invoice Transaction
Document Type IR
Dt - Expense GLA
  • From Order, GRV
If not Document with an Order then:
  • Supplied by the User
  • Job Number: Job’s Project GLA.
  • Stock Item: Section Move GLA.
  • Debtor: Debtor Account Type Control GLA.
Cr - Control GLA
Creditor Account Type GLA.
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Credit Input VAT Transaction Type.
A2 PM - Repeating Credit Note Transaction
Document Type CR
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • From Order for the Supplier Return, Invoice
If not Document with an Order then:
  • Job Number:Job’s Project GLA
  • Stock Item:Section Move GLA.
  • Debtor:Debtor Account Type Control GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Debit Input VAT Transaction Type.
A3 PM - Journal Credit Transaction
Document Type IJ
Dt - Expense GLA
  • Supplied by the User
  • Job Number: Job’s Project GLA
  • Stock Item: Section Move GLA.
  • Debtor: Debtor Account Type Control GLA
Cr - Control GLA
Creditor Account Type GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Credit Input VAT Transaction Type.
FI PM - ACB Payment Generation
Document Type PA
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • Creditor Account Type Cash Book Control GLA.
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
FH PM - Cheque Payment Generation
Document Type PQ
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • Creditor Account Type Cash Book Control GLA.
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
FL PM - International Draft Payments
Document Type PI
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • Creditor Account Type Cash Book Control GLA.
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
FM PM - Journal Payment Generation
Document Type CJ
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • Creditor Definition GLA.
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
FK PM - National Draft Payments
Document Type PB
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • Creditor Account Type Cash Book Control GLA.
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
FE PM - Settlement Discount
Document Type CS
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • From the transaction Type
Transaction Type GLA’s
Dt - Null
Cr - Settlement Discount GLA
Linked Transaction Type
Debit Input VAT Transaction Type.
F4 PM - Profit on Foreign Currency Creditor
Document Type PD
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Profit and Loss GLA
  • From the transaction Type.
Transaction Type GLA’s
Dt - Null
Cr - PM Profit and Lost GLA
Linked Transaction Type
None
F5 PM - Loss on Foreign Currency Creditors
Document Type LC
Dt - Profit and Loss GLA
  • From the transaction Type
Cr - Control GLA
  • Creditor Account Type GLA.
Transaction Type GLA’s
Dt - PM Profit and Loss GLA
Cr - Null
Linked Transaction Type
None
PP PM - Pend - Accumulation Of Transactions
Document Type FD
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA.
  • From the transaction Type
Post Date will be 01-JAN-1980
Post Y/N will be Yes.
Transaction Type GLA’s
Dt - Null
Cr - PM correction suspense GLA
Linked Transaction Type
None
PC PM - Accumulation Of Transactions CR
Document Type FC
Dt - Expense GLA
  • From the transaction Type
Cr - Control GLA
  • Creditor Account Type GLA.
Post Date will be 01-JAN-1980
Post Y/N will be Yes.
Transaction Type GLA’s
Dt - PM correction suspense GLA
Cr - Null
Linked Transaction Type
None
YC PM - Yend - Balance Brought Forward
Document Type BD
Dt - Control GLA
  • Creditor Account Type GLA
Cr - Expense GLA
  • From the transaction Type.
Post Date will be 01-JAN-1980
Post Y/N will be Yes.
Transaction Type GLA’s
Dt - Null
Cr - PM correction suspense GLA
Linked Transaction Type
None
YB PM - Yend - Balance Brought Forward DT
Document Type BC
Dt - Expense GLA
  • From the transaction Type
Cr - Control GLA
  • Creditor Account Type GLA.
Post Date will be 01-JAN-1980
Post Y/N will be Yes.
Transaction Type GLA’s
Dt - PM correction suspense GLA
Cr - Null
Linked Transaction Type
None

Accounts Receivable for the use of PM Creditors.
Event Code Description Transaction GLA's and Transaction Type Definition
WK AR Invoice from PM
Transaction Type GLA’s
Dt GLA
  • Must be null then the system will use the Debtor Account Type GLA
Cr GLA
  • From the transaction Type (Suspense GLA).
Linked Transaction Type
Debit Output VAT Transaction Type.
WB AR Credit Note from PM
Transaction Type GLA’s
Dt GLA
  • From the transaction Type (Suspense GLA).
Cr GLA
  • Must be null then the system will use the Debtor Account Type GLA
Linked Transaction Type
Credit Output VAT Transaction Type.


Student Accounts for the use of PM Creditors.
Event Code Description Transaction GLA's and Transaction Type Definition
WA SD - Credit Note from PM
Transaction Type GLA’s
Dt GLA
  • Must be null then the system will use the Student Account Type GLA
Cr GLA
  • From the transaction Type (Suspense GLA).
Linked Transaction Type
Debit Output VAT Transaction Type.
WJ SD - Invoice from PM
Transaction Type GLA’s
Dt GLA
  • From the transaction Type (Suspense GLA).
Cr GLA
  • Must be null then the system will use the Student Account Type GLA
Linked Transaction Type
Credit Output VAT Transaction Type.
WX SD - Raise Free Stock Items
Transaction Type GLA’s
Dt GLA
  • Must be null then the system will use the Student Account Type GLA
Cr GLA
  • Section Stock GLA
Linked Transaction Type
Debit Output VAT Transaction Type.
WY SD - Cancel Free Stock Items Raised
Transaction Type GLA’s
Dt GLA
  • Section Stock GLA
Cr GLA
  • Must be null then the system will use the Student Account Type GLA
Linked Transaction Type
Credit Output VAT Transaction Type.

Stock
Event Code Description Transaction GLA's and Transaction Type Definition
SE PM - Issue
Document Type SA, SB, SF
Dt - Expense GLA
  • Request Expense GLA, supplied by the User
  • Job Number: Job’s Project GLA
Cr - Control GLA
  • Section Stock GLA
Type of Document SB
Dt - Expense GLA 
  • Order Expense GLA
Cr - Control GLA 
  • Section Stock GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Credit Mark-up Transaction Type.
SD PM - Returns For Departments
Document Type TA and TF
Dt - Control GLA
  • Section Stock GLA
Cr - Expense GLA
  • Issue Expense GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Debit Mark-up Transaction Type.
SV PM - Additional Cost Decrease
Document Type SL
Dt - Expense GLA
  • GRV Section Movement GLA
Cr - Control GLA
  • Section Stock GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None
SI PM - Additional Cost Increase
Document Type TL
Dt - Control GLA
  • Section Stock GLA
Cr - Expense GLA
  • GRV Section Movement GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
SA PM - Adjust Values Decrease
Document Type SK
Dt - Expense GLA
  • Store Over/Under GLA
Cr - Control GLA
  • Section Stock GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
SQ PM - Adjuste Values Increase
Document Type TK
Dt - Control GLA
  • Section Stock GLA
Cr - Expense
  • GLA Store Over/Under GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
SP PM - Cash Purchase
Document Type TP
Dt - Control GLA 
  • Section Stock GLA
Cr - Expense GLA
  • Section Petty Cash GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
SU PM - Cash Purchase Returns
Document Type SP
Dt - Expense GLA 
  • Section Petty Cash GLA
Cr - Control GLA 
  • Section Stock GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
SN PM - Cash Returns 
Document Type TH
Dt - Control GLA 
Section Stock GLA
Cr - Expense GLA 
Section Petty Cash GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Debit Mark-up Transaction Type
SK PM - Cash Sales
Document Type SH
Dt - Expense GLA
  • Section Petty Cash GLA
Cr - Control GLA
  • Section Stock GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Credit Mark-up Transaction Type
SC PM - SD Credit Sales
Document Type SE and SG
Dt - Expense GLA
  • SD Account Type Control GLA
Cr - Control GLA
  • Section Stock GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Credit Mark-up Transaction Type
SB PM - AR Credit Sales
Document Type SD
Dt - Expense GLA
  • AR Account Type Control GLA
Cr - Control GLA
  • Section Stock GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Credit Mark-up Transaction Type
SF PM - Returns SD Credit Sales
Document Type TE and TG
Dt - Control GLA
  • Section Stock GLA
Cr - Expense GLA
  • SD Account Type Control GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Debit Mark-up Transaction Type
SH PM - Returns AR Credit Sales
Document Type TD
Dt - Control GLA
  • Section Stock GLA
Cr - Expense GLA
  • AR Account Type Control GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
Debit Mark-up Transaction Type
ST PM - Inter Store Transfer Debit
Document Type TC
Dt - Control GLA
  • Section Stock GLA
Cr - Expense GLA
  • Store Over/Under GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
SM PM - Inter Store Transfer Credit
Document Type SC
Dt - Expense GLA
  • Store Over/Under GLA
Cr - Control GLA
  • Section Stock GLA
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.

General Ledger for the use of PM Stock.
Event Code Description Transaction GLA's and Transaction Type Definition
GI GL - Stock Input VAT
Document Type SA, SB, TA
Type of document if Issue.
Dt - I/VAT GLA from the Cost Centre of the Expense GLA.
Cr - Expense GLA from the Document
Type of document if Return
Dt - Expense GLA from the Document
Cr - I/VAT GLA from the Cost Centre of the Expense GLA.
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
This transaction will be created if no Debtor is involved and the VAT Rate and Apportionment Percentage is greater than zero.
This is a GL Journal.
GJ GL - Stock Output VAT
Document Type SA, SB, TA
SA, SB, SE, SD, SG, SC,TA, TE, TD, TG, TC
Type of document if Issued.
Dt - Store Over/Under GLA.
Cr - O/VAT GLA from the Cost Centre of the Store Over/Under GLA.
Type of document if Return.
Dt - O/VAT GLA from the Cost Centre of the Store Over/Under GLA.
Cr - Store Over/Under GLA.
Transaction Type GLA’s
Dt - Null
Cr - Null
Linked Transaction Type
None.
This transaction will be created if the Mark-up, VAT Rate and Apportionment Percentage are greater than zero.
This is a GL Journal.

Transaction Types {FCSO-7}
For more detail also see Code Structures Manuals.The information below addresses the PM Subsystem.

The Events for the PM Subsystem must be linked to Transaction Type (Only once) as defined in this option. The minimum standard of the Transaction Types for the PM Subsystem is:


Transaction Types
Page 1

Field Type
&
Length		 Description
Type N4  Any value in the range 0001 to 9999 is allowed. 
Name A30 Name of the Transaction Type
Active Indicator A1 Active
Subsystem A2 PM
Default Value N17.2 Value is Null
Cash Book Code A5 Value is Null
Financial Field A1 Value is C for commitments or J
Income / Expense A1 Value is Null
Update Type A1 Value is A
Event Number A2 PM Events from option {FCSO-22}
Repeat Indicator Y/N Value is N
Credit / Debit A1 Same sign as the Document Type that will use the Event
Person Type A1 Value is Null
Linked Transaction N4 Refer  the section on PM events for a specific event
Card System Y/N Value is Null
VAT 201 Report Box A2 Value is Null or any valid VAT box.

The VAT 201 report consists of pre-numbered boxes. If a transaction should be reported on the VAT 201 form, the user will specify here in which box it should be accumulated. It could range from 1 to 23.

Please Note: ANY transaction without a number in this field will not be reported on the VAT 201 return.
Transaction Note   A29 Value is Null, but if the Event created is SD a transaction note must be entered.
Alternate note A29 Value is Null, but if the Event created is SD a transaction note must be entered.
VAT D/C indicator A1 Value is Null

Page 2

Field Type
&
Length		 Description
Post to General Ledger A1 Value is Yes
GL Note A30 Value is Null..
Debit GLA A4 Refer  the section on PM events for a specific event
Update CC A1 Value is Y
Update Account A1 Value is Y
Credit GLA A8 Refer  the section on PM events for a specific event
Update CC A1 Value is Y
Update Account A1 Value is Y
How to post? A1 Can be D or S.
Financial Year YYYY Must be 0 (Zero)
Financial Cycle MM Must be 0 (Zero)
Update Account Type A1 Can be null or a valid PM Account Type as defined on option {FCSC-21}.


History Of Changes
Date System Version By Whom Job Description
11-Jun-2008 v01.0.0.0 Magda van der Westhuizen
 t149068 New manual format.
29-Jan-2009 v01.0.0.1 Marchand Hildebrand t152121 Proof Read System Owner
18-DEC-2012
 V02.0.0.0
 Marchand Hildebrand t183060
 Add new user restrictions