Consolidated Invoice Report Features

MICS Accounting and Chargeback
provides the following Consolidated Invoice Report features:
micsrm140
MICS Accounting and Chargeback
provides the following Consolidated Invoice Report features:
Cost Center Level of Invoices
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.
Format Table
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. For information about defining the user invoice format exit, see 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).
Format Options
The following format options are provided:
  • Line item format
  • Supplemental reports
  • Subtotals
  • Budget information
  • Year-to-date information
  • Language Translation
  • Footnotes
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.
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).
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).
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).
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).
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).
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).
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.
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.
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 Specifying the Cost Center Identification Number and the online tutorial for information about 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.
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).
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 Defining Credit Categories for additional information.
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.
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.
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.
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).