Setting up Value Labels

Note: After any form changes have been made, including updates for analysis dimensions, value label descriptions, or user labels, the forms are automatically compiled at run-time when a function is accessed, and the latest version of the form is displayed.

You can also attach text to a value label by using Standard Text Language Variants (STL). From the Action menu select Standard Text.

You can print a list of the value labels in your system. From the Action menu select Report.

  1. Specify this information:
    Status
    Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.
    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
    • Suspended/Held - a suspended record.
    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.
    You can alter the status of a record at any time. You must use the options on the Action menu to change the status.
    Value Label (Short Heading)
    The short heading.
    Value Label Value Type

    Select the type of value for this value label from the drop-down list. The options are:

    Without Units
    a number without a unit of measure attached to it. For example, a percentage.
    With Units
    a number with a unit of measure attached to it. For example, a quantity.
    Currency
    a number that is a currency. This is used for all financial values.
    Cost Type Code
    If you use Landed Costs, you can define the type of cost in this field. The cost type code must already have been set up using Inventory Cost Types (ICT). If it has not already been set up you can identify the net cost of the items you want to track and enter the default cost type.
    Description
    The full name or description of the data item or record. This is used to identify it on reports and inquiries.
    Lookup Code
    A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
    Value Label Identifier
    The number of the value label. This is automatically allocated by the system and cannot be changed.
    Prevent Sign Reversal

    If selected, the value is not reversed on credit note lines. Normally, this flag must be set on the unit price value label. It must also be set on any other value labels that are to be multiplied by the quantity, such as tax rates and discount rates.

    This flag should never be set on a quantity value label.

    For example, a field such as Unit Cost or Price Each should have this flag checked. In a credit note situation, the quantity value would be reversed but the unit cost would remain unchanged.

    Prevent Pro Rata Split

    This flag controls how the value label is populated when transactions such as receipt notes, purchase invoices, and sales invoices are generated from the source transactions, such as a purchase order or sales order.

    If selected, the value is not pro-rated based on the generated transaction quantity, but always remains constant. For example, 10% discount. Any value that is calculated directly or indirectly from the transaction quantity, for example, net, tax, and gross, should not have this check box checked. Any value that is directly or indirectly multiplied by the transaction quantity, such as the unit price, or tax rate, must have this check box checked.

    The setting of this flag is especially important for those values that are not calculated by means of formulae on the transaction types, or are overridden by the user, or where 'Recalculation' is not set on the transaction stage. If this check box is not checked, these values are split on a pro rata basis on generated transaction lines.

    This check box must be checked on value labels that are used to calculate the transaction quantity.

    For example:

    • Transaction quantity = entered value * conversion factor
    • Purchase Order value = 10 and conversion factor = 2
    • Then the Purchase Order quantity = 20

    If only half of the order is received, then the entered value should be 5, and the transaction quantity should be 10.

    However, if this check box is not checked on the Entered Value, this value is pro-rated based on the transaction quantity, and set to 2.5. That is, 5 * 10/20. And the transaction quantity recalculated as 2.5 * 2 = 5.

    Note: The Prevent Sign Reversal and Prevent Pro Rata Split fields should normally be set to the same as each other, that is, either both checked, or both unchecked.
  2. Save your changes.