SmartPlant Materials Accounting and Activitiesspmat.hec.co.kr/marian_webentry/Pdfs/SPMAT...For more...

SmartPlant Materials Accounting and Activities

Version 2011 SP6 (7.0.6)

April 2012

DMAR1-PE-200149A

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2 SmartPlant Materials Accounting and Activities

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SmartPlant Materials Accounting and Activities 3

Contents Preface .......................................................................................................................................................... 7

Documentation Comments ..................................................................................................................... 7

Setup ............................................................................................................................................................. 9

DBA Settings ........................................................................................................................................... 9 Project Defaults ..................................................................................................................................... 10 Account Code Structures ...................................................................................................................... 11 Maintain Account Codes ....................................................................................................................... 13 Account Codes ...................................................................................................................................... 14 Import Account Codes .......................................................................................................................... 15

Import File Format .......................................................................................................................... 16 Import Job ....................................................................................................................................... 16

Account Codes .......................................................................................................................................... 19

Requisition Accounts ............................................................................................................................ 20 Order Accounts ..................................................................................................................................... 21 Other Cost Accounts ............................................................................................................................. 22 Export Order Progress .......................................................................................................................... 23

Activities ..................................................................................................................................................... 27

Activities ................................................................................................................................................ 28 Import Activities ..................................................................................................................................... 29

Import File Format .......................................................................................................................... 29 Import Job ....................................................................................................................................... 30

Activity Impact ....................................................................................................................................... 32

Index ........................................................................................................................................................... 35


Contents


This document describes the Accounting and Activities module in SmartPlant Materials.

Documentation Comments Send documentation comments or suggestions to [email protected] (mailto:[email protected]?subject=documentation comments).

Preface


mailto:[email protected]?subject=documentation%20comments

Preface


S E C T I O N 1

To open the Accounting Setup screens, click Others > Accounting and Activities > J.10 Accounting Setup from the menu tree.

When you start a new project in SmartPlant Materials and want to use account codes, you must set up several project defaults. Furthermore, you must define the account code structures and the account codes.

DBA Settings If you import account codes into the software, the following DBA settings must be defined:

ACC_IMPORT_PATH - You must define the UTL_FILE_DIR directory of the database as the default directory.

ACC_UPLOAD_DEST - This DBA setting defines the name of the directory into which an uploaded account code file is to be written on the application server.

ACC_UPLOAD_URL - This DBA setting defines the virtual directory for an uploaded account code file; it must point to the same directory as the ACC_UPLOAD_DEST setting.

RBS_ACC - If you import a large amount of data, you must define a specific rollback segment that is dedicated to the import main program.

Setup


Setup PRINT_TO_FILE_DEST - This DBA setting defines the destination for the export files

created from J.20.11 Export Order Progress.

PRINT_TO_FILE_URL – This DBA setting defines the virtual directory for files exported from J.20.11 Export Order Progress; it must point to the same directory as the PRINT_TO_FILE_DEST setting.

For more information about DBA settings, see the SmartPlant Materials DBA Settings guide, available from the Printable Guides page in the software.

Project Defaults To activate the accounting module for a project, set the project default ZJ_USE_AC to Y.

In this case, the Account Code field cannot be inserted or updated on screens such as R.30.01 or P.50.07. To enter account code information, you must use the screens from the J.20 Account Codes menu branch. In the relevant modules, these screens are also available via fastcall or via double-click.

Furthermore, project defaults that are relevant for the use of the accounting module are listed below.

ZJ_ACC_CHK - Check account budget. If you set this project default to Y, the agreement and requisition approval checks the budgets against the account codes.

ZJ_ACC_IN - DB server path for account code import. This project default can be set to define a project-specific path if you use the J.10.04 screen to import account codes.

ZJ_AC_OVER – With this project default, you define the account code to which the delta quantity between the recommended quantity and the released quantity of a requisition line item is assigned.

ZJ_AC_STR – With this project default, you define the account code structure that will be used for the generation of account codes by an MTO job.

ZJ_ACT_IN - DB server path for activities import. This project default can be set to define a project-specific path if you use the J.30.02 screen to import activity codes.

ZJ_AC_VAL - Require account code validation. This project default controls if the software is allowed to generate new account codes (for example, the MTO job). If the project default is set to Y, the software will only use existing account codes. If it is set to N, the software will be able to create new account codes.

ZJ_CAL_MOD - Calculation mode for accounts. This parameter determines the calculation mode for the account summary. Depending on the value, the calculation is done on the header level (H), line item level (I), the maximum of both values is used (M), or priority is given to the header (PH) or the line item level (PI) calculation when the other value is empty.

For more information, read the Account Code Project Default (ZJ) section in the SmartPlant Materials Project Defaults guide, available from the Printable Guides page in the software.


Setup

Account Code Structures The account code structure is only of interest and used if you are working with the accounting module. That is, the project default ZJ_USE_AC is set to Y.

Define the structure of the account codes used for requisition line items on the J.20.01 Requisition Accounts screen, for agreement line items on the J.20.02 Order Accounts screen, and for attached other costs on the J.20.03 Other Cost Accounts screen.

This account code structure is also used in the 'Get Account Code' procedure that is called by the MTO job. For more information, see the MTO Jobs – CIP Execution Options chapter in the SmartPlant Materials Requisitions User’s Guide, available from the Printable Guides page in the software.

The account code structures are defined on the J.10.01 Account Code Structures screen.

In the first (Account Code Structures) block, the header of the account code structure is defined.

Enter the name of the structure in the Structure field, and the descriptions of the account code structure in the Short Desc and Description fields.

Select the Fix check box if the structure is defined in a fixed format. If Fix is marked, you must define a fill character in the Filler field. Positions in the generated account code that remain empty are filled with this filler character.

In the second (Account Code Structure Details) block, you can define the detail elements of the selected account code structure. You can assign up to seven structure elements (attributes, nodes, and tags).


Setup In the Order field, enter an order sequence number. This sequence number must be unique within the structure.

Select the type of the structure element from the dropdown list in the Structure Type field. The available types are:

Attribute

Node

Tag

Separator

If you select ‘Attribute’ from the list, you must assign an attribute. Select an attribute from the LOV in the Attribute Name field. All attributes defined on A.50.01 Attributes are available for selection. The Hint Text field is automatically populated from the hint text of the selected attribute. This hint text is displayed on the screens.

If you select ‘Node’ from the list, you must assign a node type. Select a node type from the LOV in the Node Type field. All node types defined on the B.10.03 Node Types and Settings screen are available for selection. The Short Desc field is automatically populated with the short description of the selected node type.

If you select ‘Separator’ from the list, you must define a separator. Enter a string up to 70 characters in the Separator Text field.

Select the Required indicator if the value for this structure element is required (mandatory).

In the Length field, you can specify the length of this structure element. You must define the length if the account code structure is defined as fixed.

In the third (Account Code Structure Detail Values) block, you can define the validation values for the account code structure details. Enter a value in the Validation Values field.


Setup

Maintain Account Codes On the J.10.02 Maintain Account Codes screen, the account codes created by an MTO job are displayed grouped by their account code structure. You can also create account codes manually on this screen.

Select the pre-defined account code structure in the first block.

In the second (Account Codes) block, the account codes assigned to the selected structure are displayed with their detail values. These account codes were created by an MTO job or manually on this screen.

To create an account code manually, click the New record button, skip the Account Code field, and enter values in the following fields. The structure type of an element determines whether and what kind of LOV is available for entering the values.

If the type is 'Attribute' and detail values have been entered in the third block of J.10.01, an LOV is available and contains these pre-defined values.

If the type is 'Node', all list nodes that can be seen on the B.20.01/B.20.03 screen are shown in the LOV.

If the type is 'Tag', all tag numbers available on B.20.01/B.20.03 are displayed in the LOV.

There is no validation against these LOVs. You can enter any value regardless of the contents of the LOV. The LOVs are just a means to make it easier to enter values.

Finally, click the Save button to save the entered values. The software derives the account code from these values and displays the generated account code in the Account Code field.


Setup If the structure is specified as fixed and you enter less than the required number of characters, the value is filled with the character defined in the Filler field. In the example displayed in the picture above, ‘ABC’ was entered in the PROC_UNIT field. The software changed it to ‘ABCx’, because the detail was defined with a length of four and the filler was defined as ‘x’.

If you enter more than the required number of characters, a message appears, and the software automatically truncates the characters that were entered.

You can enter account code descriptions in the Short Desc and Description fields.

Account Codes A project can be subdivided into tasks in order to track costs. This subdivision can be done, for example, by area, country of origin, or purchase responsibility. For each project, only certain account codes are allowed. The account codes are defined on the J.10.03 Account Codes screen. In the Administration module, you can find another screen where account codes can be maintained: the A.10.30 Account Codes screen.

Here you can view, maintain, and create account codes.

In the Account Code field, the account code is displayed. If the account code was created in an account code structure, this structure is shown in the Account Code Structure field.

The account code descriptions are displayed in the Short Desc and Description fields.

The currency of the budget is shown in the Currency field.


Setup The budget originally planned when creating the account code is displayed in the Planned Budget field. The Revised Budget field shows the revised budget. It is initially set equal to the planned budget.

The CIP m_pck_account_custom.get_budget_data calculates the values of the next four fields. The results returned by the version installed with a standard release depend on the setting of project default ZJ_CAL_MOD. Depending on this setting, the calculation is done

on the header level,

on the line item level,

the maximum of both values is used, or

priority is given to the header or line item level calculation when the other value is empty.

The Forecast field displays the forecast for the budget amount that is already used.

The Actual PO field displays the total value that is used by all purchase orders (POs) for this account.

The Actual Req field displays the total value used by all requisitions for this account.

The Remaining Budget field displays the remaining budget for this account.

Import Account Codes The account code import interface is a tool for importing account codes into SmartPlant Materials quickly and easily. On the J.10.04 Import Account Codes screen, you can define and run account code import jobs.

For the required settings, refer to DBA Settings (on page 9) and Project Defaults (on page 10).


Setup

Import File Format The ASCII file used for the import process requires a particular format.

The first line of the import file is not processed; it can be used for comments.

All other lines of the import file must be formatted as follows:

Field order: Account Code, Description, Short Description

Spaces/blanks are not allowed.

Field delimiter is " (quotation mark).

Field separator is , (comma).

Examples:

"ACCOUNTCODE","DESCRIPTION","SHORT_DESC" "ACCOUNTCODE1","DESCRIPTION1","SHORT_DESC1"

Import Job To define an account code import job, click the New record button to create a new record, and enter the job name in the Job Code field. The Job Status field shows NEW.

Next, click the Upload button. A browser window opens. Click Browse to open a dialog box where you can select the ASCII file to be uploaded.


Setup Select the file, and click Open. The dialog box closes, and the selected file is entered in the browser window.

Click Submit Query to start the file upload. The browser window closes, and the file is uploaded to the application server and from there to the utl_file_dir on the database server.

On the J.10.04 screen, you can enter any comment in the User Comment field. Click Save to save the import job. Now click the Start button to launch the import job. The Job Status field changes to RUNNING.

When the job is finished, the import job information like the job start user, job start time, job end time, the log file name, and the execution summary is displayed in the Job Execution Statistics section. The Job Status field shows READY if the job was successful or ERROR if the job failed.


Setup You can click the View Online Log button to open the A.60.72 Show Log File window.

Or, click the View Error Log button to open A.60.72 where the error log is displayed.

Check the result of the import on the J.10.03 Account Codes screen.


S E C T I O N 2

To open the Account Codes screens, Others > Accounting and Activities > J.20 Account Codes from the menu tree.

Account Codes


Account Codes

Requisition Accounts The J.20.01 Requisition Accounts screen displays all account codes for the requisition line items created by an MTO job or created manually on this screen.

The display context is shown in the Context field, and the order criterion is shown in the Order by field. You can open the A.60.61 User Preferences screen via fastcall to change the display context and/or the order by criterion. For more information, see the User Preferences chapter in the SmartPlant Materials Administrator's Guide, available from the Printable Guides page in the software.

From the Fastcall menu, you can also open the J.10.02 Maintain Account Codes screen.

To assign a pre-defined account code to a requisition, select the account code from the LOV in the Account Code field and the requisition name/number from the LOV in the Engineering Requisition field. The Suppl (requisition supplement) field, the Purchase indicator, the Approved date, and the Origin field are automatically populated from the selected requisition.

Select the requisition line item from the LOV in the Pos field. The Sub field is automatically filled with the sub position of the selected line item.

The quantity of the requisition line item appears in the Quantity field, with the quantity unit in the Unit field (LOV available). You can change this quantity.

Enter the available budget for this line item in the Budget field, with the currency in the Currency field (LOV available).


Account Codes

Order Accounts On the J.20.02 Order Accounts screen, you can assign account codes to purchase orders, change orders, or notices of commitment.

The order criterion is shown in the Order by field. You can open the A.60.61 User Preferences screen via fastcall to change the order by criterion. For more information, see the User Preferences chapter in the SmartPlant Materials Administrator's Guide, available from the Printable Guides page in the software.

From the Fastcall menu, you can also open the J.10.02 Maintain Account Codes screen.

To assign a pre-defined account code to an agreement line item, select the account code from the LOV in the Account Code field and the agreement name/number from the LOV in the Order Number field. The Suppl (agreement supplement) field, the Order Type field, and the Approved date are automatically populated from the selected agreement.

Select the agreement line item from the LOV in the Pos field. The Sub field is automatically filled with the sub position of the selected line item.

The quantity of the agreement line item appears in the Quantity field, with the quantity unit in the Unit field (LOV available). You can change this quantity.

Enter the available budget for this line item in the Committed Value field, with the currency in the Currency field (LOV available).

The fields at the bottom of the screen display the associated requisition line item. The requisition name/number is shown in the Engineering Requisition field, with the requisition supplement number in the Suppl field. The Purchase indicator is also displayed, and the origin of the


Account Codes requisition is shown in the Origin field. The requisition line item is displayed with the position in the Pos field, the sub position in the Sub field, the quantity in the Quantity field, and the quantity unit in the Unit field. The budget available for the line item is displayed in the Budget field, with its currency in the Currency field.

Other Cost Accounts On the J.20.03 Other Costs Accounts screen, you can assign account codes to the other costs attached to agreements and their line items.

From the Fastcall menu, you can open the J.10.02 Maintain Account Codes screen.

To assign a pre-defined account code to an other cost, select the account code from the LOV in the Account Code field and the agreement name/number from the LOV in the Order Number field. The Suppl (agreement supplement) field, the Order Type field, and the Origin field are automatically populated from the selected agreement.

If you want to assign an agreement line item, select the agreement line item from the LOV in the Pos field. The Sub field is automatically filled with the sub position of the selected line item.

Select the other cost from the LOV in the Other Cost field. The Total Cost Value field is automatically filled with the other cost value of the agreement (line item).

Enter the available budget for this agreement/line item other cost in the Cost Value field, with the currency in the Currency field (LOV available).


Account Codes

Export Order Progress On the J.20.11 Export Order Progress screen, you can export information about an order into a csv file. This file has a comma separated value file format that can be interpreted by a calculation program; for example, Microsoft Excel can read this file. In addition, a log file contains a list of any errors that occurred and why the output of a particular order could not be carried out to the csv file.

The following data is written to the csv file:

Order Type

Number/name of the agreement

Suppl (agreement supplement number)

Pos (agreement line item number)

Sub Pos (agreement sub line item number)

Quantity

Quantity unit

Cost

Progress

Account Code

For calculating the costs of a line item, the other costs on the line item level and on the agreement level are taken into account. For the line item level, this calculation is only possible if all other costs have the same account code assigned as the line item itself.

The other costs on the agreement level are partitioned among the line items with the same account code, depending on the weight this line item has in comparison with all line items with the same account code. On the other hand, this means that for every account code found here there must be at least one line item with the same account code.

All cost values, those on the line items, those of the other costs on the agreement level or the line item level can have different currencies. To add them up, it is necessary that the conversion factors are defined in the software, either on P.30.21, or on A.10.13.

For calculating the progress, you can use the milestones, but there are other possibilities. Therefore, a customer (CIP) function is used:

M_PCK_ACCOUNT_CUSTOM.Fetch_Progress ( p_poh_id IN m_po_headers.poh_id%TYPE, p_progress OUT NUMBER ) RETURN VARCHAR2

The function has the agreement ID as the input parameter, and the result is the return value, with the type of the return value as NUMBER. All return values > 0 are considered as normal values (no error), and values < 0 are considered as errors. If the function returns a value < 0 (error), this value is written to the log file, and the order is not written to the csv file.

If the function returns no error, the return value is NULL (empty). If the return value is not NULL, the procedure itself interprets this as an error.

ZJ_USE_AC is set to Y:

As the line item and the agreement itself have no account codes, the other costs on the agreement level (if there are any) cannot be partitioned among the different line items.


Account Codes The values specified on J.20.02 Other Accounts and J.20.03 Other Cost Accounts are used for calculation. For every account code found on J.20.03 at least one record for the same line item with this account code must exist on J.20.02.

The procedure considers that there can be different records for one line item on J.20.02 (with different account codes). For each line item, the procedure sums up all found values of J.20.03. For each line item and each account code, one record is written into the csv file.

If the cost values have different currencies than the line item, the values are converted into the currency of the line item.

ZJ_USE_AC is set to N:

The procedure takes the values of P.50.07. The other costs on the agreement level are partitioned among the different line items, depending on the account codes and the weight of the line item.

All costs are converted into the currency of the line item.

For each order, the procedure works in two steps:

1) The order is checked:

Are all needed conversion factors available?

Is the correlation between the account codes of the different levels correct?

If, for example, a conversion factor is missing, an account code cannot be assigned correctly. In this case, a message is written to the log file. If any error occurs for an agreement, this agreement is not exported to the csv file.

If ZJ_USE_AC is set to Y, the software checks that the sum of quantities of J.20.02 Order Accounts is with the same as the quantity given for the line item. Because different quantity units are allowed, the values must be converted to the unit of the line item. This conversion happens before the available conversion factors are checked. The summation for this check does not depend on the account code.

If ZJ_USE_AC is set to Y, the software also checks that no other costs on the agreement level exist.

2) If no errors occur, the csv file is written.

The name of the created files is 'EXP_PROG_' concatenated with a sequence number and the extension .csv for the data file and .log for the log file.

At the end of the procedure, the csv file automatically opens, and an alert appears, asking you whether you want to open the log file. In both cases, the web browser on your computer is used to open the file (or the program the file extension is associated with). The csv file is stored on the application server, and you now can save a copy of the file(s) to your computer by means of the 'Save as...' function.


Account Codes

When you start the procedure again or when you close the screen, the export and log files of the last run are deleted.

Click the Run query button to display the available agreements. The agreements are displayed with the number/name in the Order Number field, the supplement number in the Suppl field, the order type in the Type field, and the descriptions in the Short Desc and Description fields.

Select the Sel check box for the agreements you want to export. You can use the Select All button to select all displayed agreements. The Deselect All button cancels the current selection. Finally, click the Export button to start the export of the selected agreements into a csv file.


Account Codes


S E C T I O N 3

To open the Activities screens, click Others > Accounting and Activities > J.30 Activities from the menu tree.

Activities


Activities

Activities Activities can be defined and maintained on the J.30.01 Activities screen.

The activity name is displayed in the Activity Code field.

The Original Date field shows the date when the activity was first inserted.

The Previous Date field shows the date when the activity was previously inserted.

The Current Date field shows the date of the current inserted activity.

In the Comment field, you can enter any comment or description about the activity.


Activities

Import Activities The activity import interface is a tool for importing activities into SmartPlant Materials quickly and easily. On the J.30.02 Import Activities screen, you can define and run activity import jobs.

For the required settings, refer to DBA Settings (on page 9) and Project Defaults (on page 10).

Import File Format The ASCII file used for the import requires a particular format.

The first line of the import file is not processed; it can be used for comments.

All other lines of the import file must be formatted as follows:

Field order: Activity, Comment, Date

Spaces/blanks are not allowed.

Field delimiter is " (quotation mark).

Field separator is , (comma).

Examples:

"Activity Code1","Comment1","Date" "Activity Code2","Comment2","Date"


Activities

Import Job To define an account code import job, click the New record button to create a new record, and enter the job name in the Job Code field. The Job Status field shows NEW.

Next, click the Upload button. A browser window opens. Click Browse to open a dialog box where you can select the ASCII file to be uploaded.

Select the file, and click Open. The dialog box closes, and the selected file is entered in the browser window.

Click Submit Query to start the file upload. The browser window closes, and the file is uploaded to the application server and from there to the utl_file_dir on the database server.


Activities On the J.30.02 screen, you can enter any comment in the User Comment field. Click Save to save the import job. Now click the Start button to launch the import job. The Job Status field changes to RUNNING.

When the job is finished, the import job information like the job start user, job start time, job end time, the log file name, and the execution summary is displayed in the Job Execution Statistics section. The Job Status field shows READY if the job was successful or ERROR if the job failed.

You can click the View Online Log button to open the A.60.72 Show Log File window.


Activities Or, click the View Error Log button to open A.60.72 where the error log is displayed.

Check the result of the import on the J.30.01 Activities screen.

Activity Impact An activity can be assigned to a requisition line item. When you assign an activity, the ROS (Required On Site) date of the line item is set automatically to the date of this particular activity.

Activities can be re-imported. Thus, the date of the activity can be changed. The ROS date, however, remains the same.

On the J.30.03 Activity Impact screen, you can see the impact of such a change of activity date on existing requisitions.


Activities In the first (Engineering Requisitions) block, you can see all engineering requisitions that have at least one line item to which an activity has been assigned and the ROS date of which differs from the current date of that activity.

The requisitions are displayed with the name/number in the Engineering Requisition field, the supplement number in the Suppl field, the origin in the Origin field, and the description in the Description field.

The Approved by field displays the name of the user who approved this engineering requisition. The date when the requisition was approved is displayed in the Approved Date field.

In the second (Requisition Line Items) block, all line items of the selected requisition are displayed to which an activity has been assigned and the ROS date of which differs from the current date of that activity.

The line items are displayed with the position number in the Pos field and the sub position number in the Sub field.

The Ident Code field shows the ident code of the ident placed on this line item. The sizes of the ident are shown in the Size 1 to Size 4 fields.

The ROS Date field displays the required on site (ROS) date of the requisition line item.

The Activity Code field shows the name of the activity assigned to the line item.

The current date of the assigned activity is displayed in the Current Date field.

The Ident Short Description field at the bottom displays the ident short description.

Select the Sel check box of all line items you want to modify. Or click the Select All button to select all the displayed line items. Click Unselect All to cancel the current selection.

If you click the Update button, the ROS date of all selected requisition line items is set to the current date of the activity that is assigned to the line item.

If you click the Remove button, the assignment of an activity to the requisition line item is removed for all selected line items.


Activities Click the Go to next block button to open window 2.

On this window, the agreements are displayed on which requisition line items with an assigned activity are placed and the ROS date of which differs from the current date of the activity.

The agreement line items are displayed with the agreement number/name in the Order Number field, the supplement number in the Suppl field, the agreement type in the Order Type field, and the origin of the agreement in the Origin field. The supplier assigned to the agreement is shown in the Supplier field.

The agreement line item number is displayed in the Pos field, and the sub line item number in the Sub field. The Ident Code field shows the ident code of the ident placed on this line item.

The number of the associated requisition line item is shown in the RLI Pos field, with the sub line item number in the RLI Sub field.

The Ident Short Description field at the bottom displays the ident short description.


A Account Code Structures • 11 Account Codes • 14, 19 Activities • 27, 28 Activity Impact • 32

D DBA Settings • 9

E Export Order Progress • 23

I Import Account Codes • 15 Import Activities • 29 Import File Format • 16, 29 Import Job • 16, 30

M Maintain Account Codes • 13

O Order Accounts • 21 Other Cost Accounts • 22

P Preface • 7 Project Defaults • 10

R Requisition Accounts • 20

S Setup • 9

Index


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