Shared Applications - Financial Item Detail (Quantity Distribution)

These applications are common to the requisition, order and goods received input applications although field attributes may differ depending on the type of document processed. These applications are normally not directly accessible from a menu but from related Pop Up Menus on fields in the Requisition, Order or Goods Received options. The ITS philosophy is that the user should be able to enter a request or order on the Requisition or Order options; should the user however require additional functionality the functionality is available and directly accessible from the record on a second or third level.

Fields in the option:

Financial Item Detail

Financial Item Detail applications consists of a group of six (6) applications namely:

Item Detail Quantity Distribution
Item Detail Percentage Distribution
Item Detail Cost Distribution
Item Detail Stock Items
Item Detail Cheque Items
Item Detail Library Items

The purpose of these applications are to enable the user to:

Enter multiple GLAs per item if the financing method is Quantity.
Enter financing partnerships if the financing method is Cost or Percentage.
This is the Support Ledger General Ledger -transaction of an item.
A master record is created on commit of an item in the requisition or order application.
Create up to 998 additional lines per item

Item detail lines have the following features:

Financing information
Paid Received Information
GLAs
Budget control
Copied and Copy From information
Internal delivery information
Debtor information
Sub-Item Information
Link to Job Costing

The key of this table are fields Document Number, Document Type , Line Number, Item Detail Type and Sequence.

Quantity Distribution

Quantity distribution is the most commonly used funding method applied when procuring items. Quantity is the default financing method and the only method available to use when requesting / procuring stock or library items. Quantity differs from the cost and percentage financing method in that no funding relationship/partnership exists between the lines of an item. The rejection of "Insufficient Funds" or "Approvals" of a line has no effect on the other item lines.

Financial Item Detail - Quantity Distribution Block 1

This block is a display only block. The document and item detail from which the user selected to drill down from is displayed in this block.

Field	Type & Length	Description
Item Type	A1	Displays the Item type of the item namely Stock, General, Library or Non-Defined Item.
Item Number	N8	Displays the item number of the item if the item type is Stock, General or Library.
Description	A4000	Displays the item description.
Creditor	N9	Displays the creditor code, name and currency of the approved creditor.
Document Number	A10	Displays the document number of the document the user is processing.
Document Type	A2	Displays the document type of the document the user is processing.
Line Number	N3	Displays the line number allocated to the item by the system when the line was created.
Quantity Requested	N6.3	Displays the requested quantity enter by the user on the item.

Example:

Financial Item Detail - Quantity Distribution Block 2

The user enters the application with the cursor in the cost centre field. On entering the application the application automatically queries the document and item from which the user selected to drill down. The first line always displays the expense GLA as entered by the user on the requisitions or order application. On this block the GLA, quantity and total fields column widths are fixed where as all other fields can be dragged to enlarge or reduce the displayed size.

Field	Type & Length	Description
Cost Centre	A4	Supply the Cost Centre that will pay for the expense. The cost centre will populate fields VAT Apportionment Percentage and Creditor Account Type depending on cost centre definition. Pop Up Menu - available on field Cost Centre Cost Centre Description - Displays cost centre code description. LOV Cost Centre - Lists cost centre codes, names and VAT codes. Query Override Insufficient Funds - Selecting the option drills down to the Override Insufficient Funds screen. Query Approvals - Selecting the option drills down to the Approvals screen in query mode in query mode. Maintain Cost Centre Definitions - Drill down to the "Maintain Cost Centre Definition" option {FCSO-1}. Update and select access rules that apply to this option Job Number - Selecting the option displays job number, remark, cost centre and account. Selecting job number, defaults the GLA of the job number into the expense GLA fields. Show Date and Time - Displays the user and date / time the line was created.
Account	A8	Supply the account of the cost centre / account combination that will fund the expense. The account will populate the field Asset Indicator. Pop Up Menu - available on account field Account Description - Displays the account code description. LOV Accounts - Lists the codes and descriptions of available accounts. Override Insufficient Funds - Selecting the option drills down to the Override_Insufficient_Funds screen in query mode. Query Approvals - Selecting the option drills down to the Approvals screen in query mode. Maintain Account Definitions - Drill down to the "Maintain Account Definition" option {FCSO-3}. Update and select access rules apply to this option. Maintain GL Allocations - Drill down to the "Maintain GL Allocations" option {FCSO-6}. Update and select access rules apply to this option. Show Date and Time - Displays the user and date / time the line was created.
Quantity	N9.3	The number of units that must be supplied. Unit can have up to 3 decimals. The sum of quantity for all the lines per item must always equal the quantity requested in Block 1. Pop Up Menu - available on the quantity field. Maintain Internal Delivery Instructions - Selecting the option drills down to the Maintain_Internal_Delivery_Instructions screen. Already Received - Valid values are (Y)es or (N)o. (Y)es if the item was received before the document was processed. This indicator does not start any higher document hierarchy processes. Copied from Details - Selecting the option displays the Document Number, Document Type, Line Number, Item Detail Type, Transaction Sequence, Original Quantity, already processed and available quantity of the document line the records were copied form.
Total	N17.2	Displays the item unit total value in local currency, VAT inclusive for the line item.
GL Note	A30	An optional note to accompany the GL-transaction. The system will insert the first 30 characters of the item description into this field. The user can update the GL Note.
Asset Indicator	A1	Valid values are (Y)es or (N)o. The system will set this indicator to (Y)es, if the expense GLA is linked to the asset account category as defined on the system operational definition code AV and AW, else to (N)o. Asset category values can either be between 410 and 419 or 890 and 899, i.e. expenditure on fixed assets. The user may change the default values.
Apportionment Percentage	N6.3	Value range of this field is 0 to 100.000. The system will default the VAT apportionment of the VAT Rate Code {FCSC-1} link is to the cost centre {FCSO-1}, TAB - Cost Centre Detail, of the expense GLA.
Creditor Account Type	A4	The account type as defined under option {FCSC-21}. The system will default an account type firstly from the cost centre definition, if not found then from the transaction type definition and if not found then from the creditor definition. If this field remains null the user must supply a valid account type. Pop Up Menu - available on the account type field. Account Type Description - Displays the account type code description. LOV Account Types - Lists account type codes, descriptions and the subsystem of the account type. Maintain Account Type Definitions - Selecting the option drills down to the "Maintain Account Type Definition " option {FCSC-21}. Update and select access rules apply to this option.
Budget Control	A1	The budget control status of a line is displayed in this column. Display values are Incomplete Information, Sufficient, Forced, Rejected or Insufficient. The displayed budget status of a line is updated when the user clicks the "Complete Button" on Block 1 of the requisition or order application or the user "Forces" or "Rejects" a line by using the "Override Insufficient Funds" option available on menus or selects the "Do Budget Control" option. Budget Statuses The following describes each budget status indicator. Incomplete Information Budget control was not yet performed Budget control was performed but no approved creditor (Quotation) was linked to the requisition item. Sufficient The system is set to perform budget checking and the GLA on the line, using the budget rules as set up on the GLA, has adequate budget or credits available to process the transaction or the system is set not to perform budget checking. Insufficient The system is set to perform budget checking and the GLA on the line, using the budget rules as set up on the GLA, has inadequate budget or credits available to process the transaction. Forced The system is set to perform budget checking and the GLA on the line, using the budget rules as set up on the GLA, has inadequate budget or credits available to process the transaction but a user with budget override privileges has indicated that the transaction may be processed. Rejected The system is set to perform budget checking and the GLA on the line, using the budget rules as set up on the GLA, has inadequate budget or credits available to process the transaction and a user with budget override privileges has indicated that the transaction should not processed due to lack of available funds.
Job Number	N8	Supply a valid job number of the project to link this item to a Job number. Job numbers are defined under option {FJCO-1}. If entered, the GLA of the job number will be the default for the expense GLA field of this Block. Pop Up Menu - available on field job number. LOV Job Numbers - Lists the job number and job description. Maintain Projects and Jobs - Drill down to "Maintain Projects and Jobs" {FJCO -1}. Update and select access rules apply to this option.

Example:

Financial Item Detail - Quantity Distribution Block 3

This block is a display only block and is not accessible to the user. The total quantity and VAT inclusive item total in local currency and quantity "Not Distributed" are displayed in this block.

Field	Type & Length	Description
Total	N15.2	Quantity Displays the sum of all quantity lines on the item.
Total	N15.2	Total Displays the sum of the VAT inclusive item total in local currency for all lines on the item.
Not Distributed	N15.2	Displays the difference of the quantity requested in the requisitions or order application and the sum of the quantity lines. The user cannot commit records on this application if the value of the not distributed value is no
		Return to Maintain Requisitions {FPMO1-1} Return to Maintain Orders {FPMO2-1} Return to Goods Received

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
07-Jun-2007	v01.0.0.0	Amanda Nell	t134659	New manual format.
20-Apr-2009	v01.0.0.1	Marchand Hildebrand	t152121	Proof Read System Owner