Prorating From Ledger Files Checklist

The ledger file method inputs the Ledger File (ACTLGR01, which is created by the
MICS
monthly job), performs prorating as specified by the $PRORATC or $PRORATE format, and either creates a SAS special Ledger File (ACTSPC01) or replaces the standard Ledger File (ACTLGR01). Prefix.MICS.CNTL(ACTLGRSP) performs the prorating and creates or replaces the Ledger File. The output file has the same elements as the original ACTLGR01 file and is used in the creation of the Financial Recap file.
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The ledger file method inputs the Ledger File (ACTLGR01, which is created by the
MICS
monthly job), performs prorating as specified by the $PRORATC or $PRORATE format, and either creates a SAS special Ledger File (ACTSPC01) or replaces the standard Ledger File (ACTLGR01). Prefix.MICS.CNTL(ACTLGRSP) performs the prorating and creates or replaces the Ledger File. The output file has the same elements as the original ACTLGR01 file and is used in the creation of the Financial Recap file.
Follow these steps to prorate from ledger files:
  1. Specify YES for Ledger File Prorating on the General Installation Accounting Specifications panel.
    • If you want to replace the standard Ledger File with the prorated Ledger File, specify NO for "Create Special Ledger File". Otherwise, this option defaults to YES, and a special Ledger File will be created.
    • If you want to prorate from a variable other than COSTCTR1, specify it as the Prorate From variable; otherwise, COSTCTR1 will be used.
    If you want to prorate all units from a complex level set of prorating specifications, specify YES for "Always use complex level prorating table." Otherwise, specify NO.
    Refer to Specifying Prorating Options for more information on these specifications.
  2. Submit the accounting options generation job, ACTXOPTS, in sharedprefix.MICS.CNTL. You are automatically placed into ISPF Edit on this member each time you enter or change the General Installation Accounting Specifications.
  3. If you are using the complex level prorating table, select Option 2, Complex Level Prorating, on the Prorating Menu (MWF;4;2;3;8;2) to specify the prorating parameter.
    Otherwise, select Option 1, Unit Level Prorating, on the Prorating Menu.
    • If you are creating a special Ledger File, you must specify the prorating parameter for each unit in which
      MICS Accounting and Chargeback
      is installed. If you do not actually want to prorate a particular unit's Ledger File, code a dummy specification (one with a Prorate From that will not be found in the Ledger File).
    • If you are replacing the standard Ledger File, you only need to specify the prorating parameter for the units in which you will perform prorating.
  4. If you are using the complex level prorating table, run the complex level prorating generation job, PRORATE, in sharedprefix.MICS.CNTL to create the $PRORATC format.
    Otherwise, run the unit level prorating generation job, PRORATEU, in prefix.MICS.CNTL to create the $PRORATE format. You must run this job in each unit for which you specified a prorating parameter.
    You are automatically placed into ISPF Edit on the correct job when you enter or change the prorating parameter.
  5. If the standard Ledger File ACTLGR01 is being replaced, turn off the YEARS timespan for the Ledger File by changing it on the FILE LGR statement in sharedprefix.MICS.GENLIB(ACTGENIN). for instructions, see Delete File From a Timespan. Change DBMODEL to specify 0 cycles for the Ledger File in the YEARS timespan. Then submit the ACTCGEN job in sharedprefix.MICS.CNTL and the CYCLEGEN job in prefix.MICS.CNTL. The YEARS timespan cannot be supported because the data on the YEARS ACTLGR would not be prorated.
  6. If you need to prorate from more than a single data element, or if you need to prorate to cost center levels other than COSTCTR1, code the appropriate macros in sharedprefix.MICS.SOURCE(#ACTEXIT) as discussed in the following sections: Prorating to Cost Centers Other Than COSTCTR1 and Prorating From More Than One Data Element.
  7. After the
    MICS
    monthly job has completed, submit the job ACTLGRSP in prefix.MICS.CNTL.
    • If you are not creating a special ledger file, submit the job only for the units in which you want to perform prorating.
    • If you are creating a special ledger file, you must submit the job for each unit in which
      MICS Accounting and Chargeback
      is installed.
    It will perform the prorating using the complex or unit level format and create a special Ledger File or replace the standard Ledger File. In either case, the prorated Ledger File will be read by the INVOICE and FINRECAP jobs that create the Financial Recap File.