Activating Accounting for a Complex-Level Ext. File
Before following the checklists in this section, you must define a
MICS database
complex and generate at least one database unit, and complete the Installation checklist.micsrm140
Before following the checklists in this section, you must do the following:
- Define aMICS databasecomplex and generate at least one database unit by following the checklists in Chapter 3 of the PIOM.
- Complete theInstallation checklist.
Use this checklist to start charging for an external file at the complex level. You can also charge for an external file at the unit level by creating an external journal file. See the Activating Accounting for Unit-Level Data Sources section for the checklist to activate accounting for an external file at the unit level.
When you add a complex-level external file, you must provide external file parameters. You must fill in the file specifications, input routine, charging algorithms or algorithm qualifications, and, (Optional) an exit for an external file.
Each computation code used in an External File Rate Table must be defined in the Charging Element definition.
After you add the external file parameters, you must run the EXTFILE job in the sharedprefix.MICS.CNTL library. This job executes the Charging Element generation and then generates the following items:
#ACTXfff in sharedprefix.MICS.SOURCE
One module is generated for each external file that you added (where fff is the external file ID). Each module contains SAS code to compute the charges for the external file.
$ACTVaaa in sharedprefix.MICS.MCOLIB
One format is generated for each external file control variable charging algorithm (where aaa is the algorithm ID). Each format relates a control variable name and value to a computation code and rate.
ACTfffTB in sharedprefix.MICS.CNTL
One job is generated for each external file that you have selected (where fff is the external file ID). Each job uses the code in the #ACTXfff module to input the external file and output charges to the Debit File. Run the ACTfffTB jobs at the end of each billing period by selecting Option 1, External File Update, from the Month End Close Out Jobs menu.
Follow this checklist to add a new external file to accounting.
Note:
Unless otherwise specified, refer to the Customization section for more information about worksheets referenced in the following steps.- Review the discussion of external file charging so that you will be familiar with its purpose and the different specifications that need to be made.Reference(s): Accounting for Complex-Level External Files section
- Complete the Complex-Level External File Specifications Worksheet for each external file that will be used.
- Complete the Complex-Level External File Input Routine Worksheet for each external file that will be used.
- Complete the Complex-Level Algorithm Specifications Worksheet for each external file that will be used.
- Complete the Complex-Level Algorithm Qualifications Worksheet for each external file that has more than one charging algorithm.
- Complete the Complex-Level External File Exit Worksheet for each external file for which an exit is needed.
- If you will be using different charging algorithms for different groups of SYSID, Subsysid, Subtype, Cost Center 1, or Workunit values, Select Option 9, Qualification Groups, from the Parameter Specification and Generation menu. On the Group Selection panel, insert a Group ID and Description line for each group that you want to create. Then, on the Group Specification panel, select the line for each group and enter the values that comprise the group.Submit the Qualification Group Generation job. If you have added, deleted, or changed any qualification groups, you are automatically requested to submit the job when you END from the Group Selection panel. You can submit the job at this point, or you can enter CANCEL because the Invoice Category Generation will be performed by the External File Generation job that you will run in step 5.You can also submit the CHRGROUP job from TSO as follows:SUB 'sharedprefix.MICS.CNTL(CHRGROUP)'
- Select Option 3, Invoice Category Definition, from the Parameter Specification and Generation menu and make any invoice category additions or modifications that you require.If you have added, deleted, or changed any invoice categories, you are automatically requested to submit the Invoice Category Generation job when you END from the Invoice Category Definition panel. You can submit the job at this point, or you can enter CANCEL because the Invoice Category Generation will be performed by the External File Generation job that you will run in step 5.Return to the Parameter Specifications menu.
- Select Option 5, Charging Element Definition, from the Parameter Specification and Generation menu to display the Charging Element Selection panel. Use the Insert and the Select line commands, respectively, to make any charging element additions or modifications that you require. Both of these line commands cause the Charging Element Specifications panel to be displayed for data entry. Insert the charging elements for the external file into your charging element table. We recommend that you add the elements in the 8000-9999 range. The new external file charging elements must begin with the 'Uxx' or 'Zxx' file identifier that is assigned to the new external file you are adding.If you have added, deleted, or changed any charging elements, you are automatically requested to submit the Charging Element Generation job when you END from the Charging Element Selection panel. You can submit the job at this point, or you can enter CANCEL because the Charging Element Generation will be performed by the External File Generation job that you will run in step 5.
- Select Option 7, Complex-Level External File Definition, on the Parameter Specification and Generation menu to display the External File Selection panel.You must insert a line for each external file that you want to process, and enter a file name and a description. The file name must match the file name entered for the charging elements added in step 4. Then use the Select line command to display the File Options menu and proceed as follows:
- Select Option 1, External File Specifications, to specify prorating, Subsysid, and Subtype information and to code the INPUTACT DD statement.
- Select Option 2, Complex-Level External File Input Routine, and enter the SAS code that will be used to input the external file. You must provide or fill in values for the MONTH, YEAR, COSTCTRs, ENDTS, and charging quantity in this routine as shown in the Defining the Complex-Level Ext. File Input Routine section.
- Select Option 3, Algorithm Selection and Specification, to create one or more sets of charging algorithms to be used for the external file. Each algorithm consists of a set of computation codes and rates. Insert a line for each algorithm, and enter an algorithm identifier and a description on the Algorithm Selection panel. Then use the Select line command to display the Algorithm Specification panel and enter the computation codes and rates for the algorithm.
- If you have defined more than one charging algorithm for the external file, select Option 4, Algorithm Qualification. Use the Algorithm Qualification panel to specify the work to which each algorithm applies.
- If you want to code a SAS exit that will be taken immediately prior to the output of each external file observation, select Option 5, External File Exit.
- If you want to use a cross reference table to translate or create COSTCTR values for each external file observation, select Option 6, Cost Center Look Up Table.
- Submit the External File Generation job. If you have made any changes, you are automatically requested to submit the job when you END from the External File Selection panel.You can also submit the External File Generation job from TSO as follows:SUB 'sharedprefix.MICS.CNTL(EXTFILE)'
- If you will be doing external file prorating, select Option 8, Prorating, on the Parameter Specification and Generation menu to display the Prorating Menu. Select Option 2, Complex Level Prorating. When you select the option, the Prorating Percent Specifications panel will be displayed. The lines you insert on this panel specify an old value, which identifies a record to prorate; a new value, which identifies the new Cost Center 1 value; and a percent, which indicates the percent of the original charge the new Cost Center 1 value will receive.Complex-level external file prorating specifications are made at the complex level. The prorating specification will be used for all complex-level external files that are being prorated.Submit the Prorating Generation job. If you have made any changes, you are automatically requested to submit the proper job when you END from the Prorating Percent Specifications panel.You can also submit the Prorating Generation job for external file prorating from TSO as follows:SUB 'sharedprefix.MICS.CNTL(PRORATE)'Return to the Installation Accounting Primary Options Menu.
- Review the new job that has been created to process the external file. It will add records to the Debit File (ACTSDT00). Test this job by processing your external file and adding the output records to a test data set instead of to your production data set. Catalog a test data set with the same attributes as the sharedprefix.MICS.TABLES data set to allow your test job to have an output data set.
- Select Option 2, Month End Processing, from the Primary Options menu.
- Select Option 1, Month End Close Out Jobs, from the Month End Processing menu.
- Select Option 1, External File Update, from the Month End Close Out Jobs menu.
- If you have both complex-level and unit-level external files defined, the External File Update menu will appear. Select Option 1, Complex-level External Files.
- Select the new job, ACTfffTB, that you have created. Check the input data set name for accuracy. Modify the JCL to use a test output data set in place of the standard output data set sharedprefix.MICS.TABLES. Then submit the job.
- After you have submitted the job, CANCEL from the PDF EDIT function to avoid a permanent change to the JCL.
- After the External File Update job has finished, validate the records in your ACTSDT00 file in your test data set. You can use the MSAS option of theMICS Workstation Facility(MWF) to interactively review the file, or use a batch SAS job to do a PROC PRINT of the ACTSDT00 file.
- Notify your Production Control Group or the group responsible for the production use of this external file processing job that it is now available.