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Create management and analysis codes

Caroline Buckland Updated by Caroline Buckland

The process

The management or analysis code are used to provide additional analysis for selected nominals.

The management or analysis code must be given a key and description.  Optionally, a short name may be used so a list can be built of all codes with the same short name.

It must be specified whether the management or analysis code is to be used for financial processing, budgeting (planning) or cost allocation

Relationships between the management code segments may be defined (configuration setting at General Ledger Company Controls) The relationship could be set to automatic in which case any valid management code can be used with the nominal.  A manual setting would require a list of valid management codes to be set up in the Chart of Accounts.  A blank setting signifies that this management code may not be used where the segment relationship is blank. Care must be taken when defining management codes where inter-management code relationships are in existence.

Access the following menus to create a new management/analysis code.

General Ledger>GL Chart of Accounts>Maintain Management and Analysis codes

Enter the code id of the code you wish to create.

To locate the code you can use the prompt action.

The account definition for your company will be displayed.

In this example we are going to create a new cost centre so will use code ID A.

From here you can use the Insert button or Search to retrieve a list of cost centres.

Enter a code and description, the code cannot exceed the length set on the account definition but it can be less than the maximum.

Additional optional fields that can be set are as follows.

Primary Details tab

Project Relationships - This field will identify the relationship of the management code segment to the project codes in project tracking. This will be used during validation of the project code to indicate the nature of the relationship to the project. It can take three values:

  • Optional - Entry of a project code is optional for this management code
  • Mandatory - Entry of a project code is mandatory for this management code
  • Reject- Project code must not be entered for this management code

This setting will only be checked when the project relationship indicator has been set to optional on the nominal.

Short name:- this is optional but can be used in some enquiry screens

VAT Recoverability: - If Partially Exempt VAT processing is in use for the company, then this field can be used to define the VAT recoverability which is appropriate to this management code when it is used within the Purchasing Management and Accounts Payable modules. This field can only be set to Partial after Rates have been created for the management code using the action from the Management Edit screen Field can have following values:

  • Not Applicable
  • Non Recoverable
  • Fully Recoverable
  • Part Recoverable

Days Transactions are Current - Enter a number in the range 0-999, specifying days transactions forvthis Management/Analysis Code are held as current, i.e. not archived. If left blank it defaults at runtime to the setting on GL Company Controls.

Flags:

  • Financial - Financials postings allowed
  • Planning - Planning allowed, i.e. budgets can be entered for this nominal
  • Cost Allocation - Cost Allocation is allowed
  • Summarise - not applicable for Financials

Management Code Relationships: Displays the default relationships created for the management codes in the Account Definition. This has to be initially set at GL Company controls and may not be active for your company.

Analysis Code Relationships: This field may optionally be used to determine whether an analysis code is or is not to be entered in conjunction with this management code. Valid values are as follows:

Blank (Optional) - Entry of an analysis code is optional for this management code.

M (Mandatory) - Entry of an analysis code is mandatory for this management code.

R (Reject) - Entry of an analysis code is not permitted for this management code. This indicator can not be set unless the management code segment is equal to that specified as the Analysis Relationship Code Id on GL Company Level Controls.

Note that this setting will only be checked when the analysis relation-ship indicator setting on the nominal that has been entered is set to Optional.

Time Restricted Codes: enter from and to dates when the code is valid, this must have been set at GL Company Controls first.

Commitment Accounting tab

The Commitment accounting company control settings will be defaulted here, and can be overridden.

Once complete the Save button can be used.

If you have GL structures setup that relate to the Cost Centre you will be taken to the a screen to add the code to the correct parent.

There could be one or more structures that code needs to be added to.

Select the Edit>Amend action.

Enter the new parent in the new parent field, the prompt action can be used.

Select Save once complete. You will be taken back to the Structure Paths List, if you have other structures available add the code to each in turn by using the Edit>Amend action. Once all structures have been updated the Return button can be used.

A message will be displayed to indicate the code has been created successfully.

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