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The month-to-date Ledger file is split during CA MICS monthly
processing. CA MICS Accounting and Chargeback Option
processing closes the Debit, Credit, and Budget files,
creates the Financial Recap file, and produces the invoice.
DATA FLOW
The monthly split and aging of the Ledger files is
accomplished in the MONTH199 step of the MONTHLY job.
However, if the Special Accounting Dates feature has been
activated and your month boundaries differ from standard
boundaries, you must run the MONTHACT job to split the Ledger
files. Once the monthly update for all database units has
completed successfully and the Debit, Credit, and Budget
files have been closed with the CLOSETBL job, you may run the
INVOICE job to create the Financial Recap file and produce
the invoice. The major steps are as follows:
1. Following the end of the month, run the MONTHLY and,
optionally, the ACTMONTH update job for each unit
independently. The current month is compared to the
month values of each observation in the month-to-date
Ledger file. All observations with month values lower
than the current month are written to the 01 (month just
completed) cycle. The remainder of the data is written
to the new month-to-date cycle. Aging is based on the
MONTH variable unless the Special Accounting Dates
feature has been activated, in which case it is based on
the ACTMONTH variable. The job also splits the DAY1
audit file in the same way that the month-to-date Ledger
file is split. Observations for prior months are written
to a new generation of the MONTHS audit file; all other
observations are written to a new generation of the DAY1
file and a new DAY2 backup file is created.
2. Make all manual adjustments to the data, including both
standard and recurring credits and debits.
3. Capture any complex-level external file input by running
the complex-level external interface job(s). (See
Section 4.4.)
4. If you are charging for external files at the unit
level, make sure you have created your external journal
files (MWF;4;2;2;1;1).
5. Close the application database for the month by
submitting the Close Application database files
(CLOSETBL) job (MWF;4;2;2;1;2).
The Debit, Credit, and Budget files are split from the
00 to the 01 versions. See Section 4.14, Entering
Budgets, for information on how effective dates are used
to split the budget files.
The Financial Recap file is aged from the 01 to the 02
version during this job. The new 01 version of the
Financial Recap file is created during invoice
processing by the INVOICE or the FINRECAP job, as
described in Step 6.
A new generation of the complex level audit file is
cataloged.
6. Create the Financial Recap file. You would normally use
the INVOICE job, which also produces an invoice, to
create this file. However, you may also use the
FINRECAP job to create the Financial Recap file without
producing an invoice (MWF;4;2;2;1;6).
NOTE: Any discounts and/or zero balance adjustments
are computed when the Financial Recap file is
created either by the INVOICE or the FINRECAP
job.
This step updates the optional complex-level audit file
if you have the ACCTMGDG keyword set to any value other
than zero. See Sections 7.4.1 through 7.4.3 for more
information on the complex-level audit files. See
Section 5.4, Producing Audit Reports, for instructions
on printing the complex-level audit report.
If you scheduled it through MICF Production Reporting,
this step extracts data for the following Enterprise IS
Financial Reporting reporting options on the
workstation:
o User IS Expense Analysis
o IS Revenue Analysis
o Application IS Expense Analysis
o IS Revenue Projection and Rate Analysis
7. Produce the invoice and financial reports.
8. If you are using multi-site accounting, create central
site or remote site files and run the Multi-Site
Accounting Invoice job (MWF;4;2;2;4).
OBJECTIVES
The accounting administrator's objectives for monthly
processing are to ensure the data is valid and complete and
to schedule the manual portions of the monthly process. This
consists of the following:
o Confirming the accounting monthly update completed for
each unit in which CA MICS Accounting and Chargeback
Option is installed
o Ensuring that all manual adjustments are made
o Submitting any external file update jobs.
o Submitting the Close Application database files job
(CLOSETBL)
o Creating the Financial Recap file and producing the
invoice (MWF;4;2;2;2;1)
o If it is not scheduled with MICF Production Reporting,
extract data for the following Enterprise IS Financial
Reporting reporting options on the workstation:
- User IS Expense Analysis (see Section 6.2.1)
- IS Revenue Analysis (see Section 6.3.1)
- Application IS Expense Analysis (see Section 6.4.1)
- IS Revenue Projection and Rate Analysis (see Section
6.3.6)
CONSIDERATIONS
You may run the complex-level external file interface jobs
any time during the month, but you should be careful if you
run them multiple times because there are no
duplicate-data-checking capabilities. All of the data
present in the complex-level external file is added to the 00
cycle of the Debit file each time these jobs are run.
You may run the CLOSETBL job only once during an accounting
period because it ages the files in the application database.
The Consolidated Invoice job (INVOICE) creates the Financial
Recap file and produces the invoice. You may run this job
multiple times if necessary. You may use the INVOICER job to
rerun the invoice without recreating the Financial Recap
file. Installations not using the Consolidated Invoice can
run the FINRECAP job to create the Financial Recap file
without producing the invoice.
If you run the INVOICE or FINRECAP job before running the
MONTH199 or MONTHACT job, performing ledger file prorating,
and running the CLOSETBL job, the INVOICE or FINRECAP job
will abend with a MICSLOG message. You can force the INVOICE
or FINRECAP job to run by coding FORCE in the SYSPARM.
Figure 5-2 is a diagram of the monthly update flow.
(prefix.MICS.MONTHS) +-------------+ +----------------+ |Complex-Level| | LEDGER FILE | |External File|--+ (sharedprefix.MICS.TABLES) | +----------------+ |Input | |------------------+ +------------------+ | | LEDGER FILE | +-------------+ | Standard and | | Standard and | | | +----------------+ | Recurring Debit | | Recurring Credit | | | | LEDGER FILE | | Inputs | | Inputs | | | | | | | | | | | | Batch Charges | | Staff Charges | | | | | | TSO Charges | | | | Invoice | +----| | CICS Charges | | Miscellaneous | | Credits | | | IMS Charges | | Charges | | | +----| VM Charges | +------------------+ +------------------+ | User Charges | | | +----------------+ +----------------+ | | | +----------------+ | CLOSETBL job | | MONTHLY or |----------------+-------------| | | MONTHACT job | | +----------------+ | | | +----------------+ +-----------------+ | |--------------Complex-Level | INVOICE or | Audit File (sharedprefix.MICS.TABLES) | FINRECAP | | job | Financial | |--------------Recap File +-----------------+ | +-----------------+ | Run Financial | | Reports | +-----------------+ | +-----------------+-----------------+-----------------+-------------------+-----------------+----------------+ | | | | | | | | | | | | | | Consolidated Budgetary Revenue/Credit Revenue Area User Revenue Credit Area User Credit Invoice Report Analysis Report Trend Report Analysis Report Distribution Analysis Report Distribution Report Report
Figure 5-2. Monthly Accounting System Flow
MONTHLY PROCESSING CHECKLIST
Follow this checklist to ensure that standard monthly
processing was successful.
__ 1. Ensure that all external journal file update jobs
have been submitted by selecting option 2;1;1 on
the Installation Accounting Primary Options menu or
by entering the following TSO command:
SUB 'prefix.MICS.CNTL(ACTfffTB)'
where fff is the last three characters of the
external file name.
__ 2. Ensure that the monthly update completed successfully
for all databases in which CA MICS Accounting and
Chargeback Option is installed. This is normally
accomplished by the monthly job that is submitted by
the CA MICS System Administrator.
If you activated the Special Accounting Dates
feature, and your accounting calendar months do not
have the same boundaries as the CA MICS months:
o Submit prefix.MICS.CNTL(MONTHACT) using option
2;1;3 from the Installation Accounting Primary
Options Menu. Run the job after the special
accounting period closes. This job ages the Ledger
Files when you are using a special accounting
period.
It is not necessary for the CA MICS monthly job to
run before month-end accounting processing can
proceed through step 9 of this checklist. Do NOT go
past step 9 until either the MONTHLY or MONTHACT jobs
have been run for all units.
CA MICS Accounting and Chargeback Option must be
fully installed in a unit to be able to create the
reports in this checklist. A partial installation of
CA MICS Accounting and Chargeback Option in a unit
will result in INVOICE report errors. Follow the
checklist in Section 3.8 of the PIOM for complete
installation instructions.
+---------------------------------------------------+
| Reference(s): Section 4.3.3.2.3 in the PIOM. |
+---------------------------------------------------+
__ 3. Ensure that all credits (standard and recurring)
and debits (standard and recurring) for the
accounting period were entered. Select Option 1,
Application Database Data Entry, from the
Installation Accounting Primary Options Menu to
access the Debit and Credit data entry screens
(MWF;4;2;1;3).
__ 4. If you are planning to prorate charges for non-CA
MICS files or for the Ledger files, review the
prorating specifications. If "Always use complex
level prorating table" in Accounting Options is NO,
select Option 3;8;1 from the Installation Accounting
Primary Options Menu for each unit in which CA MICS
Accounting and Chargeback Option is installed and
make any necessary changes. For each database unit
where the specifications are changed, you will
automatically be requested to:
SUB 'prefix.MICS.CNTL(PRORATEU)'
If "Always use complex level prorating table" in
Accounting Options is YES, select Option 3;8;2 from
the Installation Accounting Primary Options Menu and
make any necessary changes. If the specifications
are changed, you will automatically be requested to:
SUB 'sharedprefix.MICS.CNTL(PRORATE)'
+---------------------------------------------------+
| Reference(s): Section 4.8 |
+---------------------------------------------------+
__ 5. Ensure that all data from complex-level external
files are added to the Debit file.
NOTE: If you want to prorate the charges that go
into the Debit file, the complex-level
external file parameter must specify Prorate
YES and you must have run the EXTFILE
generation job. In addition, you must have
specified the prorating information and run
the PRORATE generation job (see Step 4).
+---------------------------------------------------+
| Reference(s): Section 4.8.5.3 |
+---------------------------------------------------+
Add charges from external data sources by selecting
Option 2;1;1 on the Installation Accounting Primary
Options Menu or by entering the following TSO
command:
SUB 'sharedprefix.MICS.CNTL(ACTfffTB)'
where fff is the last three characters of the
external file name.
__ 6. Make any required changes to the Budget file using
the accounting ISPF data entry process. Select
Option 1, Application Database Data Entry, from the
Installation Accounting Primary Options Menu.
+---------------------------------------------------+
| Reference(s): Section 4.14 |
+---------------------------------------------------+
__ 7. Run the month end accounting job, which ages the
Debit, Credit, Budget, and Financial Recap files.
Submit the month end accounting job by selecting
Option 2;1;2 on the Installation Accounting Primary
Options Menu or by entering the following TSO
command:
SUB 'sharedprefix.MICS.CNTL(CLOSETBL)'
CAUTION: You are prevented from running the CLOSETBL
------- job more than one time during any
accounting month. If you try, the job will
abend. This job ages the files within the
TABLES data set and multiple executions
could cause data loss or synchronization
problems between the TABLES and Ledger
files.
If you must run the job again, you must
first run the RSTRTBLS job in your primary
unit 'prefix.MICS.CNTL' to restore the SAS
files in the TABLES database. You must
also run the RSTRTLIB job in the same data
set and insert the following JCL to restore
the ISPF Debit and Credit table cycles:
//SYSIN DD *
S M=(ACTADJ00,ACTADJ01)
/*
You can then submit the CLOSETBL job again.
If the CLOSETBL job abends, you can
resubmit the job, after correcting the
problem, without running the RSTRTBLS or
the RSTRTLIB job, unless the CLOSETBL job
abends during the aging process. In that
case, you must first run the RSTRTBLS job
as described above, and then resubmit the
CLOSETBL job.
__ 8. If you plan to prorate charges for the Ledger files
at the end of the month, do the following:
a. If this is the first time that you are using
Ledger file prorating, review Sections 4.8.5 and
4.8.5.2 for additional information and checklist
items.
b. Make sure you have reviewed your prorating
specifications as described in Step 4.
c. Run the ACTLGRSP job for the database units where
prorating is necessary. Run the job by selecting
Option 2;1;4 on the Installation Accounting
Primary Options Menu or by entering the following
TSO command:
SUB 'prefix.MICS.CNTL(ACTLGRSP)'
__ 9. To do zero-balance accounting, complete the
following:
a. Determine which method of zero-balancing applies
to your installation (TOTAL, INVCCAT, or
COMPCODE). You may use only one method.
b. Determine the target expenditure amount (for
example, cost of doing business) for the method
that you select.
c. Update sharedprefix.MICS.PARMS(ZEROBAL) with the
method and amount. Selecting Option 2;1;5 from
the Installation Accounting Primary Options Menu
will place you into ISPF Edit of this member.
+---------------------------------------------------+
| Reference(s): Section 4.11 |
+---------------------------------------------------+
__ 10. If you use the multi-site accounting feature, do
the following:
a. Create the Financial Recap file for your complex
without producing the invoice by selecting Option
2;1;6 from the Installation Accounting Primary
Options Menu or by entering the following TSO
command:
SUB 'sharedprefix.MICS.CNTL(FINRECAP)'
b. If your site is a remote site, verify that your
remote site parameter specifications are correct
by selecting Option 3;2;4;1 from the Installation
Accounting Primary Options Menu. If you make
changes, submit the required generation job,
sharedprefix.MICS.CNTL(ACTXOPTM).
+---------------------------------------------------+
| Reference(s): Section 4.12.1 |
+---------------------------------------------------+
Submit sharedprefix.MICS.CNTL(ACTMSULD) to unload
your accounting files and to make them ready for
transmitting to your central site by selecting
Option 2;4;1 from the Installation Accounting
Primary Options Menu or by entering the following
TSO command:
SUB 'sharedprefix.MICS.CNTL(ACTMSULD)'
c. If your site is the central site, verify that your
central site parameter specifications are correct
by selecting Option 3;2;4;2 from the Installation
Accounting Primary Options Menu. If you make
changes, submit the required generation job,
sharedprefix.MICS.CNTL(ACTXOPTM).
+---------------------------------------------------+
| Reference(s): Section 4.12.2 |
+---------------------------------------------------+
Submit sharedprefix.MICS.CNTL(ACTMGTAB) after you
receive the files from all of your remote sites.
You can submit this job by selecting Option 2;4;2
from the Installation Accounting Primary Options
Menu or by entering the following TSO command:
SUB 'sharedprefix.MICS.CNTL(ACTMGTAB)'
__ 11. Make any required changes to cost center attributes.
Select Option 1;1 from the Installation Accounting
Primary Options Menu.
+---------------------------------------------------+
| Reference(s): Sections 4.1.7, 4.1.8, 4.9.3, 4.9.5|
+---------------------------------------------------+
__ 12. If necessary, adjust the starting invoice sequence
number. Select Option 1;4 from the Installation
Accounting Primary Options Menu.
+---------------------------------------------------+
| Reference(s): Section 4.5.5 |
+---------------------------------------------------+
__ 13. If you want to produce invoices at the same time you
generate the Financial Recap file, run the INVOICE
job. Do this by selecting Option 2;2;1 from the
Installation Accounting Primary Options Menu or by
entering the following TSO command:
SUB 'sharedprefix.MICS.CNTL(INVOICE)'
Alternatively, to generate the Financial Recap file
without producing invoices, run the FINRECAP job. Do
this by selecting Option 2;1;6 from the Installation
Accounting Primary Options Menu or by entering the
following TSO command:
SUB 'sharedprefix.MICS.CNTL(FINRECAP)'
You may run the INVOICE or FINRECAP jobs multiple
times without any loss of data because the 01 version
of the Financial Recap file is replaced each time.
The CLOSETBL job performs the aging of the Financial
Recap file.
NOTE: The INVOICE or FINRECAP job will abend with a
MICSLOG message if it is run before the
MONTH199 or MONTHACT job is run in each unit,
ledger file prorating is run in each unit, and
the CLOSETBL job is run. You can force the
INVOICE or FINRECAP job to run by coding FORCE
in the SYSPARM.
__ 14. You can produce the following optional invoices:
o A repeat invoice from the most recent Financial
Recap file
To produce this invoice, select Option 4;1;2 from
the Installation Accounting Primary Options Menu or
enter the following TSO command:
SUB 'sharedprefix.MICS.CNTL(INVOICER)'
o A unit level invoice
To produce this invoice, select Option 2;3;1 from
the Installation Accounting Primary Options Menu or
enter the following TSO command:
SUB 'prefix.MICS.CNTL(INVOICEU)'
This job produces the invoice report as well as the
Invoice Credit Supplement report. You may specify
BILL, NOBILL, or BOTH in the EXEC statement SYSPARM
to cause the invoice to be produced for billable,
non-billable, or all cost centers.
__ 15. If you are using the multi-site accounting feature
and your site is the central site, submit the
Multi-Site Invoice job by selecting Option 2;4;3 from
the Installation Accounting Primary Options Menu or
by entering the following TSO command:
SUB 'sharedprefix.MICS.CNTL(INVOICEM)'
__ 16. Run the complex-level financial reports by selecting
Option 2;2;2 from the Installation Accounting Primary
Options Menu or by entering the following TSO
command:
SUB 'sharedprefix.MICS.CNTL(FINRPT)'
or
Produce a unit level report by selecting Option 2;3;2
from the Installation Accounting Primary Options Menu
or by entering the following TSO command:
SUB 'prefix.MICS.CNTL(FINRPTU)'
You may specify BILL, NOBILL, or BOTH in the EXEC
statement SYSPARM to cause the reports to be produced
for billable, non-billable, or all cost centers.
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