7. FILES › 7.10 Year-to-Date Financial Recap File (ACT_YR)

7.10 Year-to-Date Financial Recap File (ACT_YR)

The Year-to-Date Financial Recap File (ACT-YR) quantifies the
year-to-date amount of debits, credits, discounts, and
budgets in monetary units for each user-defined cost center
combination that you defined when you installed this
product.  Quantities and rates, as summarized from the
original data source, are carried for debits and credits.


USAGE CONSIDERATIONS

Note the following special considerations or techniques
related to using the Year-to-Date Financial Recap File
(ACT_YR).

1.  The Year-to-Date Financial Recap File contains
    information on all debits, credits, discounts, zero-
    balance adjustments, surcharges, and budgets for one
    year.  Normally, it is updated when you run the INVOICE
    job, which can be run from the Create Financial Recap
    File option of the Month End Close Out Jobs menu.

2.  Cycle 00 contains information for the current year
    to date.  Higher cycles contain information for previous
    years.  The Year-to-Date Financial Recap File is aged
    once a year during the CLOSETBL run during the second
    month of your fiscal year.

3.  The type of data contained in each observation (debit,
    credit, discount, surcharge, budgets, 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
      Charges        10          C        External Entry
      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

      Zero Balance
      Adjustments    60        blank      n/a

4.  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, 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.

5.  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.

6.  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.

7.  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.

8.  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 the product's file.

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

10. If the Invoice Level, RCPILVL, or Billing Status,
    RCPSTAT, is changed during the year, year-to-date charges
    are separated by Invoice Level or Billing Status,
    depending on which was changed, because Invoice Level and
    Billing Status are summarization keys.  You can cause the
    information to be summarized again by running the
    ACTYTDRF job, in sharedprefix.MICS.CNTL.

11. Complete the checklist below when you do NOT want the
    Year-to-date Financial Recap File (ACT_YR) to have
    observations.  The file will still be part of the
    sharedprefix.MICS.TABLES data set; however, no
    observations will be in it.  By deactivating the ACT_YR
    file, you will not be able to do YTD reporting.

    ___ a.  Change the file type in the FILE statement for
            the _YRRCP file in
            sharedprefix.MICS.GENLIB(ACTGENIN) from 51 to 50
            as shown below:

    FILE _YRRCP 50 1 N N N N N N N N YTD Financial Recap File


    ___ b.  Submit 'sharedprefix.MICS.CNTL(ACTCGEN)'.  Review
            the MICSLOG for error messages and ensure that
            the job ends with a condition code of zero.