1. Cost Accounting
  2. Budget System Instructions
  3. Company Level Menu Options

Company Level Menu Options

Using the Company Level Menu in the Budget System

  1. S&A Schedules ( Option 1) - After selecting option 1, select the location you wish to work with. After selecting the location, the following options are available to the user. The user can access these options by using the available function keys described at the bottom of the screen or entering an option in the option field on the left side of the screen. The user should enter the option beside the desired S&A schedule.
  • F6=Add Schedule - Allows the user to create a new S&A schedule. Before creating a new schedule the user should contact the cost PLUS administrator at corporate. Generally, this option should only be used by the cost PLUS administrator.
  • 2=Change - The change option allows the user to change the name of the S&A set, number of days in the schedule, and set the active flag for the set. Generally, the name of the set should reflect the fiscal year that it is for. The number of days in the schedule should be the number of weeks in the budget set multiplied by seven. If the set is for a fiscal year, the number of days will not be 365 days. The active flag should be set to "Y" for the set that is presently active and is being used.
  • 3=Copy - The copy function allows the user to copy the data in an existing S&A set to another set. This function will be used in the initial stages of each budget year to have a S&A number on the budget P&L. After the set has been copied the user can make changes to the set to reflect the S&A for the new budget.
  • 4=Delete - The delete function is used to delete the unwanted or old S&A schedules. Make sure that you want to delete the schedule before using this option.
  • 5=Generate G/L Interface - The generate G/L interface option prepares the data that has been entered in the S&A schedule to be moved into the general ledger in the proper format. The user will be prompted for the fiscal year that they wish to create the interface for. To create the interface, press F19 after entering the fiscal year.
  • 6=Print - The print option prints the data in the S&A schedule in several levels of detail. The user can print the interface by cost category, G/L account, or by department. The report can be sorted by department and actual YTD spending can be printed. After making the desired selections, press F19 to run the report.
  • 7=Account Alloc - The account allocation option is used to enter the G/L account that will be used, the departments to be used in the allocation, and the dollars to be budgeted. If the G/L account does not exist in the S&A schedule, it can be added by pressing F6 and following the instructions on the screen. If the account that was added requires a department, the account allocation option will prompt the user to add the departments to which the account is to be allocated. When the departments have been added, the user should add the money for each department.
  • 8=Mill Alloc - Money that has been entered in the S&A schedule can be allocated to different locations by using the mill allocation option. The user can add mills by pressing F6 and entering the desired mill number. After all mill numbers have been added, the user should use option 2 on the screen and update the percentages for each mill.
  • 9=Default Depts - When allocating money to G/L accounts, there are departments that will be used over and over. This option allows the user to create a default group of departments that will be used for most accounts. After the default departments are created, each time an account is added using option 7 the default departments will automatically be created for the account.

When the changes you wish to make have been completed (i. e. account alloc., mill alloc., etc.), generate a G/L interface. If there are separate S&A schedules for a division and individual plants in that division, generate a G/L interface must be run for each S&A schedule.

  1. G&A Schedules (Option 2) - The G&A option is used to create G&A schedules in the same manner as S&A schedules. This option will only appear on the corporate AS400 and will be limited to corporate accounting personnel.
  2. Default G/L Accounts (Option 6) - There are a few items in the cost system that the budget and variance system do not have a method of deciding which G/L account to use. Option 6 is used to assign G/L account to items that do not have one. Some of the items which must have accounts assigned are contract finishing cost category 14, PMC, PMCDM, CPD, and GRG. By assigning default G/L accounts to these items, the budget and variance system can process money to the correct account. This option can only be accessed by authorized users.
  3. Upload G/L Interfaces (Option 10) - Allows the user to manually upload G/L interfaces from the division to the corporate AS400. In most cases using this option is not necessary. All interfaces will be automatically uploaded to corporate when the implement G/L interface is run from the company level menu or the mill/set level menu at the division. This option can only be accessed by authorized users.
  4. Work with G/L Interfaces (Option 11) - The work with G/L interfaces option allows the user to delete, display, print, and implement the interfaces at the divisions. The display option will show on screen what will be uploaded to the general ledger. The print option prints the data that will be uploaded to corporate in three levels of detail, cost category, account, or account/department. The implement option moves the data from the division to the corporate general ledger. Implement is not an option on the corporate AS400 when using option 11. This option can only be accessed by authorized users.
  5. Implement G/L Interfaces (Option 12) - This option shows the user which divisions and which sets have been implemented to corporate. If a set shows with no implementation date, the set has to be reimplemented from this option or from the division. This option can only be accessed by authorized users.
  6. Remove Upload Lock (Option 13) - This option is only used when a problem has occurred and a lock is on a division upload. The lock must be removed and the upload rerun. This option can only be accessed by authorized users.
  7. Budget P&L Report (Option 15) - The budget P&L option can be used to run all mill P&Ls, division roll up P&Ls, and the consolidated P&Ls. These reports should be run using the same as is used in the general ledger income statements. To run an annualized budget P&L, the user should enter 1 thru 12 in the fiscal period fields. A detail or summary P&L may be run by the user. This option can only be accessed by authorized users.
  8. Allocation Factors Definition (Option 31) - Option reserved for the cost PLUS administrator and IS programmers. This option cannot be changed without programming changes being made.
  9. Allocation Methods Definition (Option 32) - Option reserved for the cost PLUS administrator and IS programmers.
  10. User/Mill Security (Option 34) - New users are added using this option. To add a user press F6, type the user name, and press enter. After the user has been added select the user that was added, press enter, and assign the proper mills to the user. If a user already exist that has the desired authority, the new user’s authority can be copied. This may be done by pressing F6, typing the new users name, moving to the Copy Security From User: field, typing the user to copy, and pressing enter. A user can be deleted using this option by entering a "D" next to the users name and pressing enter. This option is reserved for the cost PLUS administrator and IS programmers.
  11. Company Level User Security (Option 35) - This option gives the user access to menu options on the company level menu. The user must be added using the same method described in step 11. After the user has been added, select the user and give the user access to the desired menu options by entering a number in the space beside the menu options. This option should be done on the mill level menu to give the user access to the mill level menu. This option is reserved for the cost PLUS administrator and IS programmers.
  12. Menu Description Maintenance (Option 36) - This option allows the user to maintain the menu descriptions. This option is reserved for the cost PLUS administrator and IS programmers.