Responsibility Report Setup and Preparation

Responsibility reports should be designed to reflect the managerial reporting structure within the organization.  The reporting structure is established by the proper assignment and matching of responsibility codes, which designate all areas of responsibility within the organization.  In addition, users define responsibility report formats by specifying report headings, line descriptions, side captions, and levels of totals.  Column headings are fixed but can be changed through minor custom modifications.

The procedure for specifying responsibility reports is as follows:

1.   Define responsibility structure.  Define the responsibility structure, and prepare an organization chart reflecting the structure.

2.   Assign responsibility codes.  Assign a four-position alphanumeric responsibility code to each responsibility area on the organization chart.

3.   Manually prepare report formats.  Prepare a handwritten or typed example of the headings, side captions, line descriptions, totals, and line spacing for the responsibility reports to be prepared by the system.

4.   Ten report heading lines can be specified for each responsibility report.  The heading line is used to sequence and position headings on the report.  If less than 10 headings are entered, column and line descriptions are printed after the last heading.  For example, if three headings are defined, and the last heading line number is 03, column headings are printed on the fourth line of the report.  Heading records for blank lines do not have to be entered.  When a break in line numbers is detected, blank lines are printed to space heading record.  For example, if three heading records are entered with line numbers of 01, 03, and 07, seven lines are printed as follows:  the first heading, one blank line, the second heading, three blank lines, and the last heading. 

Each report heading line has 132 or 198 available positions for report information.  However, there are three lines where data that is left or right- justified will be overlaid by system information.  On line one, the first positions are reserved for the date and the last positions are reserved for the page number.  On line two, the first positions are reserved for the time and the last positions are reserved for the responsibility area reported.  On line three, the first positions are reserved for the report number.

5.   Assign responsibility codes and company, location, and account numbers.  For each account reporting directly to a responsibility area, enter the responsibility code for that area (as both the major and the minor code), and the company, location, and account numbers for the account.  A single account amount can be printed on one Responsibility Report line, or amounts from two or more accounts can be accumulated and printed as a single report line.  To print a summary total from a lower-level responsibility area, complete the responsibility code fields on the line description form, using the code of the reporting area as the major responsibility code, the code of the subsidiary level as the minor code, and the company, location, and account number of the last account to be included in the summary.

6.   Assign sequence numbers.  If several report lines contain the same responsibility code, company, location, and account number, different sequence numbers must be assigned to each line.  Sequence numbers identify the order in which each line within a single responsibility code will be printed.

Sequence numbers are typically assigned to non-amount fields that will be printed consecutively, and when developing a subtotal line (indicated by a change in accumulator code--see below) within sequence, numbers are also assigned to a group of lines sharing one responsibility code.  The amounts from each line are accumulated into a subtotal line, which is indicated by a change in accumulator code.  (See step 7.)  If only one report line uses a responsibility code the sequence number should be 01.

7.   Assign accumulator and edit codes.  The assignment and operation of accumulator and edit codes on responsibility reports are identical to their use on financial statements.

8.   Update Reference File.  Add Responsibility Table (category 108) records to the Reference File to reflect the responsibility structure.  Assign major and minor responsibility codes to the various responsibility areas.  Specify whether to print responsibility reports as a default.  (Responsibility levels can be specified that are printed only on special requests.)  Also specify whether to round responsibility reports to whole currency units or thousands of units, and whether to print detail account amounts on reports.  Default rounding and detail print options can be overridden when responsibility reports are selected for printing.

9.   Assign responsibility codes to Account/Center Master File accounts.  Assign responsibility codes to the Master File income statement accounts used on each responsibility report.  Each set of responsibility codes are matched with the corresponding minor responsibility code on the Responsibility Table, and account data is accumulated for the responsibility area.

10.  Enter the heading and line description data online using the Responsibility Report Title File Maintenance Conversation.  This conversation supports both single record entry and mass maintenance functions.  After the heading and line description records for one responsibility report are entered, mass creation processing can be used to duplicate records of the original report for another responsibility area.  Minor differences between the original and the created heading and line description records can be changed individually or by using the mass change facility.

11.  Ensure report accuracy.  Print responsibility reports using the detail print option to ensure that headings and line descriptions are correct and that all amounts are printed on the proper report lines.  The detail print option is initially set on the Reference File Responsibility Table records.  It can be updated on the Responsibility Report Request Selection Screen when responsibility reports are selected for printing.

12.  The Responsibility Report Request Selection Screen is used to select responsibility reports for printing.  The report date to be printed on each report must be specified.  Two options are provided if all responsibility reports are to be printed:

A -  Print all reports regardless of default print option.  This causes all reports, even those with default print options of N, to be printed.  The default print option for each report is displayed in the Def column in the subfile portion of the screen.

D -  Print all reports with a default print option of Y.

Individual responsibility reports can be printed by specifying how many copies of each report to print.  Default rounding and detail print options can be changed when reports are selected for printing.  The changed values of these options will be in effect only for the specified print request.  To change the default print, rounding, and detail options for a responsibility report permanently, update the Responsibility Table record on the Reference File for the responsibility area.

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• Prepare Responsibility Reports Procedures