Overview
Use this job aid to add an execution Id. The execution id is a feature that links transactions together by assigning a value to a common box. The execution Id determines the types of transactions that are linked together. A box in the Chart of Accounts determines if transactions are to be tracked for specific ledger accounts. A report similar to a general ledger report or an income statement can be produced for each execution Id. Transactions assigned to the same execution id are grouped together on this report. Since an execution Id may represent a project or a piece of equipment, the profit/loss may be easily reported for the project or piece of equipment or a listing of vouchers with G/L distribution to a specific expense account. In order to produce any of the Execution Id Reports, a work file containing the transactions must be created. The work file contains only those transactions that existed at time of the creation of the work file. Any transactions that are entered or posted in the dataset after the creation of the work file will not be included in the Execution Id Reports. Purged and deleted transactions are not included in the work file.
To add an execution Id:
From the Toolbar, click SJI for System Journal Interface.
From the SJI Menu, select Execution Id, and then select Execution Id Maintenance.
Select Add a New Execution Id.
In the Location Code box, click Lookup or type * and press Enter, and then select the location code associated with the execution Id, or type the location code associated with the execution id.
In the Execution Id # box, click Lookup or type * and press Enter, and then select the execution Id you want to add, or type the execution id you want to add.
In the Description box, type a description about the execution id. The description appears in the execution Id search selection box and is printed in the control breaks of the Execution Id Reports.
In the Quantity box, type the quantity to be printed at control breaks on the Execution Id Reports. This box is available as a sort level and as a range selection on the Execution Id Reports.
In the Setup Date box, the current date defaults and can be overridden. The date is printed at control breaks on the Execution Id Reports. It is available as a sort level and as a range selection on the Execution Id Reports. This date is used when purging the execution id master files.
In the Execution Date box, type a date. The date in this box is printed at control breaks on the Execution Id Reports.
In the Close Date box, type a date. The date in this box is printed at control breaks on the Execution Id Reports. This box is available as a sort level and as a range selection on the Execution Id Reports.
The next four optional boxes reflect the descriptive titles assigned in Setup Information in the Agris Name/Address System, click Lookup or type * and press Enter, and then select the appropriate information. The contents of these four fields may be printed at the control breaks on the Execution Id Reports or the contents of the same four boxes may be printed from the individual transactions, as specified in Setup Information. Each of the boxes are available as a sort level and as a range selection on the Execution Id Reports.
In the P&L box, click Lookup or type * and press Enter, and then select the name id you want to associate with the execution id., or type the name id you want to associate with the execution id. Name Id The name id can identify a specific project, for example: a vessel filled with corn or wheat, a company buying or selling the commodity, etc. This box is available as a sort level and as a range selection input field on the Execution Id Reports.
In the Sales Terms and Purchase terms boxes, type a description. The contents of the two boxes are printed at control breaks on the Execution Id Reports. Each of the boxes are available as a sort level and as a range selection on the Execution Id Reports.
In the Active Status box, type Y to set the status code to active and permit application of the execution Id to various transactions, or type N to set the status code to inactive.
In the Allow Conflicts? box, type Y to permit application of transactions to the execution id regardless of the group code, or type N to limit the application of transactions to those that match the group code for the execution id, as defined in Setup Information.
At the View/Edit Budget Distribution? prompt, click Yes to display the Budget Distribution window , and then continue with Step 17, or click No. to bypass the display of the Budget Distribution window, and then continue with Step 22. The display of this prompt can be eliminated through Setup Information. Budgets can be maintained in the Agris General Ledger System for the viewing or planning the overall operation of a company. Budgets for specific projects can be maintained through the execution id files. For example: if an execution id represents a shipment on a specific vessel, a budget can be set for tracking the expenses of the project. A maximum of 99 budget distribution lines can be entered. The total debits and credits do not have to balance.
In the G/L Account box, click Lookup or type * and press Enter, and then select the general ledger code you want to setup budget distribution for, or type the general ledger you want to setup budget distribution for.
In the Amount box, type the amount to distribute to the selected general ledger account. If the currency amount is a credit, type a minus sign (-) in front of the amount.
In the Quantity box, type the quantity to distribute to the selected general ledger account. If the quantity is a credit, type a minus sign (-) in front of the quantity.
Click OK.
If you have entered all distribution lines, leave the G/L Account box blank, and then click OK, or repeat Steps 17 - 20 until all budget distribution lines are entered.
At the Is This Correct? prompt, click Yes.
Click Back.
