Generating Cost Accounting

This process is used to create a basis for cost accounting (internal accounting) by transferring internal account entries to the General Ledger.

The process is completed when a voucher for internal account entries has been transferred and an accounting journal has been printed.

Before you start

Follow these steps

  1. Creation of Internal Account Entries

    Internal account entries are generated in ‘Internal Account Entry. Create’ (CAS950).

    The different types of internal transactions that are recorded are the following:

    • Stock transactions
    • Operation transactions for manufacturing orders, selecting all transactions with a blank accounting number in ‘MO Operation. Display Transactions’ (PMS095)
    • Operation transactions for work orders, selecting all transactions with a blank accounting number in ‘WO Operation. Display Transactions’ (MOS095)
    • Other transactions (for example, transactions for receipt or delivery of non-inventory items), selecting all transactions with a blank accounting number in ‘Internal Account Entry. Display’ (CAS303).

    You can also select to order cost all manufacturing orders that are released for order costing and have order costing status 0 or 2 in (CAS310/E) together with all work orders that are closed (status 90) and have order costing status 0 or 2. You can also select to update the balance file or order costing with the new transactions.

    Every original internal transaction normally creates at least two account entries. The account entries are given the same entry number but different sequence numbers. Both the account entry and sequence numbers are automatically set for internal account entries.

    The accounting number is used as a reference between the internal transaction entered, for example, a stock transaction, and the entries created in the table for internal account entries, CINACC.

    It is possible to transfer the account entries directly to the financial system from ‘Internal Account Entry. Create’ (CAS950).

  2. Error Correction

    Transactions containing faulty or incomplete values are allotted error codes. This stops the transactions from being transferred to the General Ledger and a separate error report is printed.

    The following error codes are used:

    Error code Reason
    0 Transaction price missing due to missing inventory value of the item.
    1 Unbalanced account entries found for the accounting number have created a rounding variance that exceeds the limits set in ‘Settings – Cost Accounting’ (CAS900/E)..
    2 Accounting rule error.
    3 Dummy account entry with amount zero is created because no other account entries are created (for example, due to a missing standard cost)
    9 Used only for error code 3 account entries, that have been checked and approved.
    E Blocked from being transferred since another transaction in the account entry number has error code 2.

    Note that you can restrict the number of transactions to update the general ledger in (CAS950/P). This function can be useful in the initial stages of an installation, when you may want to run just a few transactions at a time to trace any errors.

    The incorrect transactions can be examined and changed in ‘Internal Account Entry. Open’ (CAS300).

  3. Transfer of Internal Account Entries to the General Ledger

    Internal account entries are transferred to the general ledger in ‘Internal Account Entry. Transfer to GL’ (CAS960). The recommended transaction interval is the beginning of the accounting year to the date of transfer. It then becomes possible to catch any corrected internal account entries from previous runs.

    During the transfer the validity of the transactions according to ‘Accounting Identity. Open’ (CRS630) is checked. An accounting journal is then printed.

    The transfer can also be done directly via ‘Internal Account Entry. Create’ (CAS950).

  4. Managing Transfer Problems

    If (CAS960) ends abnormally, that is, if he FCR040 table is updated but not the General Ledger, use ‘Program Problem. Solve’ (CRS418) to reset the indicator for transfer of the internal account entries.

    You can select to reset all internal account entries based on a specified voucher number. The following values are then reset to zero in the CINACC table: Accounting date, Year, Voucher number series, and Voucher number. A cancelling voucher is also created for the voucher number, according to your settings in ‘Settings – General Ledger’ (CRS750/E). You can find the voucher number for the erroneous job in ‘Transaction Work File. Restart Erroneous Jobs’ (GLS037) or ‘Transaction Work File. Restart Interrupted Jobs’ (GLS047).

    Note that if you do not specify a voucher number, only the transfer indicator is reset to zero.

  5. Examination of Cost Accounting

    The result, the cost accounting base, is reviewed in ‘Internal Account Entry. Open’ (CAS300). Here, all cost accounting transactions created in the CINACC table are displayed according to the selected sorting order.

    Sorting order 7 displays all transactions with an error code, whereas sorting order 8 displays all account entries for a particular order number.

    Selecting option 11 for an account entry shows the origin of the account entry. ‘Stock Transaction. Display History’ (MWS070), ‘MO Operation. Display Transactions’ (PMS095), ‘Internal Account Entry. Display’ (CAS303) or ‘MO Costing. Display’ (CAS304) are then displayed depending on the nature of the account entry.

    Selecting option 17 = ‘Order costing’ enables you to examine the order costing record in ‘Order Costing. Display’ (CAS130).

Related topics