6. REPORTS › 6.1 Invoicing › 6.1.1 Consolidated Invoice Report › 6.1.1.1 Consolidated Invoice Report Features
6.1.1.1 Consolidated Invoice Report Features
Because invoice reporting is usually a major focus of an
installation's IS accounting and chargeback effort, CA MICS
Accounting and Chargeback provides a number of features to
increase the report's flexibility. The major features are
discussed below.
o Cost Center Level of Invoices
CA MICS Accounting and Chargeback allows you to specify up
to nine levels of cost centers: COSTCTR1 through COSTCTR9.
The cost center level at which invoices are produced is
specified by the Invoice Level option from the Financial
Recap File Specifications Menu of Accounting Options
(MWF;4;2;3;2;1).
By default, all charges will be invoiced at this cost
center level unless they were incurred by a cost center at
a higher level in the hierarchy than the invoice level.
For example, assume level one is division, level two is
department, and the default invoice level is two. Any
charges incurred at the division level (COSTCTR2-COSTCTR9
have blank values) will be invoiced to the appropriate
division.
This default can be overridden for individual cost
centers using Cost Center Attributes Invoice Options
(MWF;4;2;1;1;2).
For example, you could set the default invoice level to 1
and override it to 2 for certain COSTCTR1 values.
o Format Table
CA MICS Accounting and Chargeback provides you with a
"format table" that you can view and modify online (using
MWF;4;2;3;2;5). You can use the format table to set
particular values for various format options and assign
each set of values a unique format name. Refer to a
particular set of option values by its associated format
name.
Four standard format names are shipped: COMPCODE, INVCCAT,
COSTCTR, and USER. The first three names refer to the
invoice type, which is by summarization level, not to the
line item format. For example, the shipped COMPCODE format
uses the INVCCAT line item format.
The COMPCODE, INVCCAT, and COSTCTR invoice types summarize
the line items at different levels. The COMPCODE invoice
type summarizes line items at the computation code
(individual billing element) and rate level. The INVCCAT
invoice type summarizes line items at the invoice category
level, so individual billed items are not shown. The
COSTCTR invoice type summarizes line items by specified
cost center.
You can use the USER format to code your own format
routine. Refer to Section 4.5.3 for information on
defining the user invoice format exit.
You can modify the options associated with the shipped
format names, or you can "repeat" any format to create a
new format name of that type with different choices for the
format options. So you can have many sets of format
options and use different options to print invoices for
different customers.
The default format name is specified in Invoice Format
Options on the Accounting Options menu (MWF;4;2;3;2;5). It
can be overridden for individual cost centers using Cost
Center Attributes Invoice Options (MWF;4;2;1;1;2).
o Format Options
The following format options are provided:
- Line item format
- Supplemental reports
- Subtotals
- Budget information
- Year-to-date information
- Language Translation
- Footnotes
o Line Item Formats
Invoices can be produced at the Computation Code, Invoice
Category, or Cost Center summary level in several line item
formats. The summary level is called the invoice type:
COMPCODE, INVVCAT, or COSTCTR.
The line item formats control the number and content of the
invoice columns and are named INVCCAT, COMPCODE, CHARGE,
BUDGET, YTD, BUDYTD, BUDGETU, and BUDYTDU. Some of the
line item formats can only be used at a particular summary
level, while others apply to all of the summary levels.
For example, the INVCCAT and COMPCODE formats can only be
used at the Computation Code summary level, while the
BUDGET format applies to all of the summary levels. The
line item formats are discussed in more detail in the
previous section.
o Supplemental Reports
Computation Code or Invoice Category summary level invoices
can be followed by either DETAIL or ROLLUP supplemental
reports (or by no supplemental reports). DETAIL
supplemental reports produce a report for each cost center
that incurred changes. ROLLUP supplemental reports
summarize charges to lower level cost centers. The
Supplemental Reports format option is specified using
Invoice Format Options on the Accounting Options menu
(MWF;4;2;3;2;5).
o Invoice Category and Cost Center Subtotals
These options specify whether subtotals will be printed for
each line item grouping. The Subtotal format options are
specified using Invoice Format Options on the Accounting
Options menu (MWF;4;2;3;2;5).
o Budget Information
If budgets have been entered, budget and variance from
actual can be displayed on the invoices at the line item
level or as a single line at the bottom of the invoices.
Use the BUDGET, BUDYTD, BUDGETU, or BUDYTDU line item
formats to display budget and variance at the line item
level.
Or use the Budget format option to display budget and
variance at the bottom of the invoice. The following
warning message will be printed if net charges exceed
budget:
*** NOTE: BUDGET AUTHORIZATION HAS BEEN EXCEEDED ***
You can use the Fuzz Value feature discussed later on in
this section to prevent the warning from printing for small
variations.
The Budget format option is specified using Invoice Format
Options on the Accounting Options menu (MWF;4;2;3;2;5).
o Year-to-Date Information
Year-to-date information can be displayed on the invoices
at the line item level or as a single line at the bottom of
the invoices.
Use the YTD or BUDYTD line item formats to display
year-to-date information at the line item level.
Or use the Year-to-date format option to display year-to-
date charges at the bottom of the invoice. If the Budget
format option is YES (see Budget Information, above),
year-to-date budget amounts will also be shown.
The Year-to-date format option is specified using Invoice
Format Options on the Accounting Options menu
(MWF;4;2;3;2;5).
o Language Translation
You can print the descriptions for charging element units,
charging elements, and invoice categories in different
languages on different invoices by specifying a language
identifier using the Language Translation option. The
identifier must be associated with a translation table
created using the Special Requirements Language Translation
Tables option (MWF;4;2;5;5).
The Language Translation format option is specified using
Invoice Format Options on the Accounting Options menu
(MWF;4;2;3;2;5).
o Footnotes
You can print a one or two line footnote on invoices by
using the Footnote format option. It is specified using
Invoice Format Options on the Accounting Options menu
(MWF;4;2;3;2;5).
o Billing Status (BILL or NOBILL)
The billing status of each cost center is set when the
Financial Recap file is created. It is derived from the
Cost Center Attributes Invoice Options entry for the cost
center being invoiced and defaults to BILL.
For example, assume projects (cost center level 3) are
invoiced to departments (cost center level 2). Then the
billing status of each project is determined from the entry
for the department to which it is being billed. If no
entry exists for the department, its status defaults to
BILL.
o Cost Center Selection and Billing Status
You can produce invoices for all billable cost centers, all
non-billable cost centers, or both. Specifying a SYSPARM
parameter of STATUS=BILL, STATUS=NOBILL, or STATUS=BOTH in
the INVOICE job JCL determines which cost center appears on
the invoice. The default is BOTH.
o Personalized Invoice
If you define the name and address of the cost centers to
be invoiced in the Cost Center Attributes File, they will
print on the invoice.
The Cost Center Attribute entries should be made at the
same cost center level being invoiced. For example, if the
invoice level is one, create a name and address entry for
each COSTCTR1 value, and leave the other COSTCTRn values
blank. If it is two, create a name and address entry for
each COSTCTR1/COSTCTR2 combination, and leave the other
COSTCTRn values blank.
Names and addresses on supplemental reports are based on
the highest COSTCTRn level entered in the Cost Center
Attributes (CCA) file. For example, if there are no
COSTCTRn values greater than two in the CCA file and you
created a name and address entry for a DIVISION 1/DEPT A
combination, then the supplemental reports for DIVISION
1/DEPT A/PROJECT C would contain the name and address from
the DIVISION 1/DEPT A CCA file entry.
Refer to Section 4.1.5 and the online tutorial for
information on how to use the Cost Center Identification
Number to limit the number of COSTCTR levels which can be
entered in the Cost Center Attributes file.
o Fuzz Value
If the Budget format option is YES, an OVER BUDGET message
prints when the charges vary from the budgeted amount. Use
the Fuzz Value feature to specify the amount of tolerance
allowed before the OVER BUDGET message is produced. The
default Fuzz Value is $1000, which means that differences
of less than $1000 between the charges and the budgeted
amount are ignored.
Fuzz Value is defined in General Installation Accounting
Specifications on the Accounting Options menu
(MWF;4;2;3;2;1) and can be overridden for particular cost
centers in Cost Center Attributes Identification Data Entry
(MWF;4;2;1;1;1).
o Credits
Credits reflect deductions from amounts charged. They are
entered online using MWF;4;2;1;3 and are associated with
credit categories defined in the Credit Category table.
You can modify this table using the Credit Category
Definition panel, Option 4 on the Parameter Specification
and Generation menu. Refer to Section 4.2.3, Defining
Credit Categories, for additional information.
o Surcharges
Surcharges allow you to add a fixed percentage to an
invoiced amount. They can be computed at the computation
code, invoice category, or cost center level. They appear
as separate line items on the invoice at the appropriate
level of summary following any subtotals.
Default cost center and invoice category surcharge
percentages are entered by selecting the Surcharge option
from the Financial Recap File Specifications Menu and can
be overridden in the Cost Center Attributes file.
Computation code surcharges apply a surcharge percent to a
unit of work and are entered in the Rate Table using the
SURC computation code.
o Discounts
A discount is a deduction from the cost center's charges.
Three types of discounts are available:
Volume discounts are specified on the Volume Discounts
panel of the Financial Recap File Specifications Menu.
Invoice Category discounts are specified on the Invoice
Category Discounts panel of the Financial Recap File
Specifications Menu.
Cost center discounts, either lump sum or fixed percentage,
are entered into the Cost Center Attributes File via the
Application Database Data Entry panel of the Installation
Accounting Primary Options Menu.
o Heading Date
You can modify the date on the report heading by coding a
SYSPARM parameter of DATE=MMYY in the INVOICE job JCL,
where MM is month and YY is year.
o Unit Budgets
You can produce a COMPCODE invoice that shows unit budgets
instead of money budgets. This is specified using the
BUDGETU or BUDYTDU line item format on the Format Options
for Computation Code Invoices panel which is accessed from
the Accounting Options menu (MWF;4;2;3;2;5).
