7. FILES › 7.3 Financial Recap File (ACTRCP)

7.3 Financial Recap File (ACTRCP)

The Financial Recap File (ACTRCP) quantifies the total amount
of debits, credits, discounts, surcharges, and budgets in
dollars and cents for each user-defined cost center
combination.  Quantities and rates are carried for debits and
credits.  All of the summarized entries from every monthly
Ledger File (ACTLGR01) in every unit, except for test units,
are part of this file.  In addition, the entries from the
Debit File (ACTSDT01), Credit File (ACTSCT01), and Budget
File (ACTBGT01) are part of the Financial Recap File.


USAGE CONSIDERATIONS

Note the following special considerations or techniques
related to using the Financial Recap File (ACTRCP):

1.  The Financial Recap File contains complete information on
    all debits, credits, discounts, zero-balance adjustment,
    surcharges and budgets for one month.  It is normally
    produced when the invoice is run, but can also be
    produced without an invoice by submitting
    sharedprefix.MICS.CNTL(FINRECAP) from the Create
    Financial Recap File option on the Month End Close Out
    Jobs menu.

2.  The type of data contained in each observation (debit,
    credit, discount, surcharge, budget, or zero-balance
    adjustment) is indicated by the RCPTYPE and RCPSTYPE
    variables as shown in the table below.  The RCPCHG
    variable always contains the amount of the item in
    dollars and cents.  The value of RCPCHG may be either
    positive or negative.

      Data Type    RCPTYPE    RCPSTYPE    Data Detail
      ---------    -------    --------    -----------
      Charges        10          D        Debit
                                          Complex-Level
      Charges        10          E          External File
      Charges        10          L        Ledger

      Credits        20        blank      n/a

      Discounts      30        DFPC       Fixed Percent
      Discounts      30        DLSA       Lump Sum Amount
      Discounts      30        DVOL       Volume

      Surcharges     40        blank      n/a

      Budgets        50          C        Cost Center
      Budgets        50          I        Invoice Category
      Budgets        50          M        Computation Code
      Budgets        50          U        Units

      Zero Balance
      Adjustments    60        blank      n/a

3.  The INVCCAT variable contains the invoice category in
    those observations in which it is meaningful,
    specifically:  charges, invoice category discounts,
    invoice category surcharges, computation code or invoice
    category budgets, and computation code or invoice
    category zero-balance adjustments.  INVCCAT also contains
    the credit category in credit observations (RCPTYPE =
    20).  It is blank in all other observations.

4.  The RCPCPC variable contains the value of computation
    code for those observations in which it is meaningful.
    Specifically:  charges, credits, computation code
    budgets, and computation code zero-balance adjustments.
    It is blank in all other observations.

5.  The RCPQNT variable specifies the quantity of the item
    billed for charges, the number of credits issued
    (SCTCOUNT) for credits, and the net charge for invoice
    category discounts, fixed percentage cost center
    discounts, surcharges, and zero-balance adjustments.  It
    carries a missing value in all other cases.

6.  The RCPRAT variable contains the billing rate for charges
    and the discount percentage (divided by 100, that is,
    decimal format) for invoice category discounts, fixed
    percentage cost center discounts, surcharges, and
    zero-balance adjustments.  It carries a missing value in
    all other cases.

7.  The RCPSTAT variable carries the billing status of the
    item (BILL or NOBILL) as derived from the Cost Center
    Attributes File.  A default of BILL is used if a value is
    not present in this file.

8.  The value of RCPCHG may be either positive or negative
    for charges or zero-balance adjustments.  It is always
    negative for credits or discounts.