Shared Applications - Financial Item Detail (Cost 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.

Cost Distribution

Cost distribution is used when an item is funded by a partnership and the basis on which the partners contribute to funding the item is cost. Cost is the total VAT inclusive cost value before trade discount in creditor currency. This application differs from the quantity distribution application in that the field quantity is replaced with the field cost. When calculating the not distributed value the sum of cost for individual lines is subtracted from to the total item cost. The user cannot commit a record in the application unless not distributed cost is zero (0.0000) The rejection of "Insufficient Funds" or "Approvals" of a line disapproves all the other item lines.

Financial Item Detail - Cost Distribution Block 1

This block is a display only block. The document and item detail from which the user selected to drill down 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.
Item Total	N17.2	Displays the total VAT inclusive cost value before trade discount for this item detail type in foreign currency.

Example:

Financial Item Detail - Cost Distribution Block 2

The user enters the application with the cursor in the cost centre field. Entering the application automatically queries the document and item from which the user selected to drill down. The first lines always displays the expense GLA as entered by the user on the requisitions or order application and acts as the senior partner of the funding partnership, regardless of the cost born by the financing partner. The user will only be able to access this application if the financing method entered on the order or requisition application is "C" Cost. 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 the 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 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 bear the expense. The account will populate the field Asset Indicator. Pop Up Menu - available on the 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 - Drills down to the "Maintain Account Definition" option {FCSO-3}. Update and select access rules apply to this option. Maintain GL Allocations - Drills down to the "Maintain GL Allocations" option {FCSO-1}. Update and select access rules apply to this option. Show Date and Time - Displays the user and date / time the line was created.
Cost	N15.2	The cost value entered indicates the amount a partner's contribution to the partnership. Pop Up Menu - available on the cost field. Maintain Internal Delivery Instructions - Selecting the option drills down to the Maintain Internal Delivery nstructions 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 was 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 there, then from the transaction type definitionand if not found there, then on the creditor definition. If this field remains null the user must supply a valid account type. Pop Up Menu - available on the creditor account type field. Account Type Description - Displays the account type code description. LOV Account Types - Lists the 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 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.
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 - Cost 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		Quantity Displays the sum of all quantity lines on the item.
Total		Total Displays the sum of the VAT inclusive item total in local currency for all lines on the item.
Not Distributed		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 not zero.
		Return to Maintain Requisitions {FPMO1-1} Return to Maintain Orders {FPMO2-1} Return to {FPMO3-2}

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