Ellipse Configuration

© Copyright 2018 ABB
All Rights Reserved

Confidential and Proprietary
Published: Tuesday, 2 October 2018
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Contents
Contents
Configuration...........................................................................................................................................................9
Maintaining the System Control File...............................................................................................................
Further Information - Maintain the System Control File..........................................................................
Maintaining System Control Settings - Diagram......................................................................................
District Selection.......................................................................................................................................
Initialise System Control File...................................................................................................................
Maintain Systems Control Information....................................................................................................
Configure System Control File for Advanced User Security...................................................................
Define a New District...............................................................................................................................
Maintaining Multiple Control Accounts...................................................................................................
Copy Existing District to New District.....................................................................................................
Modify District Control information........................................................................................................
Modify Bank Accounts for a District........................................................................................................
Modify Account Codes for a District........................................................................................................
Modify Accounting Periods for a District................................................................................................
Modify Current Period Information..........................................................................................................
Modify Program Printer Allocations........................................................................................................
Modify Address Details for a District.......................................................................................................
Modify Human Resrouces Details for a District.......................................................................................
Suspend District........................................................................................................................................
Reactivate District.....................................................................................................................................
Close a District..........................................................................................................................................
Maintain Warehouse Control Information................................................................................................
Maintaining Table Files...................................................................................................................................
Maintaining Table Files - Diagram...........................................................................................................
Review Table Codes.................................................................................................................................
Create a Table Type..................................................................................................................................
Create a Table Code (with Optional Associated Values).........................................................................
Modify a Table Type................................................................................................................................
Modify a Table Code and Associated Values...........................................................................................
Delete a Table Code..................................................................................................................................
Delete a Table Type..................................................................................................................................
Secure a Table Type..................................................................................................................................
Create an MSO Chain...............................................................................................................................
Maintaining Ellipse EAM Menus....................................................................................................................
Create a Menu...........................................................................................................................................
Modify Menus...........................................................................................................................................
Add an Existing Menu..............................................................................................................................
Copy an Existing Menu............................................................................................................................
Promote a Node to Global Menu..............................................................................................................
Delete Menus............................................................................................................................................
Launch an External Application using Menus..........................................................................................
Maintaining Printers.........................................................................................................................................
Set Up a New Printer Association............................................................................................................
Set Printer as a District Default or System Wide Default.........................................................................
Modify Printer Information.......................................................................................................................
Modify Program Printer Allocations........................................................................................................
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Contents
Add Districts to Printer.............................................................................................................................

Delete Printer............................................................................................................................................
Remove Districts Associated to Printer....................................................................................................
Maintaining Position Management..................................................................................................................
Employee and Non-Employee Details......................................................................................................
Maintaining System Preferences for Maintenance Scheduling.......................................................................
Electronic Mail.................................................................................................................................................
Maintaining Reference Codes..........................................................................................................................
Maintaining Reference Codes - Diagram.................................................................................................
Further Information - Maintaining Reference Codes................................................................................
Configure Ellipse EAM for Reference Codes..........................................................................................
Create User-Defined Entity.......................................................................................................................
Define Reference Codes...........................................................................................................................
Review Reference Code Parameters.......................................................................................................
Secure an Ellipse EAM Entity................................................................................................................
Create Reference Code Values for User-Defined Entities......................................................................
Modify Reference Code Values for User-Defined Entities....................................................................
Delete Reference Code Values for User-Defined Entities......................................................................
Review Reference Code Values for User-Defined Entity Value............................................................
Review All Entries for a User-Defined Entity........................................................................................
Search for User-Defined Entity Values..................................................................................................
Create Reference Code Values for Mincom-defined Entities.................................................................
Modify Reference Code Values For Mincom-defined Entities..............................................................
Review Reference Code Details for Mincom-defined Entities...............................................................
Search for Mincom-defined Entity Values.............................................................................................
Add a Reference Code to an Entity using MSE073................................................................................
Update a Reference Code for an Entity using MSE073.........................................................................
Add Standard Text to a Reference Code using MSE073........................................................................
Generate Reference Codes Reports........................................................................................................
Maintaining Location Codes..........................................................................................................................
Maintaining Supply Customers......................................................................................................................
Maintaining Index Types...............................................................................................................................
Maintaining Teams.........................................................................................................................................
Create a Team.........................................................................................................................................
Modify Team Details..............................................................................................................................
Delete a Team.........................................................................................................................................
Add a Member to a Team.......................................................................................................................
Modify a Member of a Team..................................................................................................................
Delete a Member from a Team...............................................................................................................
Add a Location to a Team.......................................................................................................................
Modify a Team Location........................................................................................................................
Add Devices to a Team...........................................................................................................................
Modify Device Details............................................................................................................................
Delete Devices........................................................................................................................................
Maintaining Reporting Groups......................................................................................................................
Create a Reporting Group.......................................................................................................................
Modify a Reporting Group......................................................................................................................
Delete a Reporting Group.......................................................................................................................
5
Contents
Copy a Reporting Group.........................................................................................................................

Work Order Prefixes......................................................................................................................................
Account Closure.............................................................................................................................................
Tax Procedures...............................................................................................................................................
Consumption Tax Procedures........................................................................................................................
Configuration - Reports..................................................................................................................................
MSB000 - Initialise Control File............................................................................................................
MSB801 - Build HR Tables for Reporting.............................................................................................
MSBPCH - Accounting Period Dates Maintenance...............................................................................
MSJMEN - Menu Report........................................................................................................................
MSR010 - Table File Listing Report......................................................................................................
MSR011A - Table File Listing...............................................................................................................
MSR070 - Reference Code Parameters Report......................................................................................
MSR071 - Reference Codes Details Report...........................................................................................
Ellipse Configuration - Screens..........................................................................................................................161
Dialog Box - Add Existing Menu..................................................................................................................
Dialog Box - Promote Node to Global Menu................................................................................................
Dialog Box - Save As.....................................................................................................................................
MSE010 - Search Table.................................................................................................................................
MSE010 - Review Table................................................................................................................................
MSE016 - Search Device...............................................................................................................................
MSE016 - Device detail.................................................................................................................................
MSE025 - Search Modify Menu....................................................................................................................
MSE025 - Modify Menu detail......................................................................................................................
MSE073 - Search Reference Codes...............................................................................................................
MSE073 - Update Reference Codes..............................................................................................................
MSERGP - Search Reporting Groups............................................................................................................
MSERGP - Reporting Groups detail..............................................................................................................
MSETMS - Search Teams.............................................................................................................................
MSETMS - Teams detail...............................................................................................................................
MSM001A - Maintain System Control File...................................................................................................
MSM001B - Modify Systems Control File (Cont.).......................................................................................
MSM001C - Modify Systems Control File (Cont)........................................................................................
MSM001D - Maintain Systems Control File (Cont.).....................................................................................
MSM001E - Review Systems Control File (Cont.).......................................................................................
MSM001F - Modify Systems Control File (Cont.)........................................................................................
MSM001G - Modify Systems Control File (Cont)........................................................................................
MSM00AA - Modify Modules Installed........................................................................................................
MSM00BA - District Control Information....................................................................................................
MSM00BB - District Control Information....................................................................................................
MSM00BC - Modify District Control Information.......................................................................................
MSM00BD - District Control Information....................................................................................................
MSM00BE - Modify District Order of Search Information..........................................................................
MSM00BF - Modify District Control Information........................................................................................
MSM00CA - District Bank Accounts............................................................................................................
MSM00CB - District Account Codes............................................................................................................
MSM00CC - Modify District Accounting Periods........................................................................................
MSM00CD - Modify Current Processing Period Information......................................................................
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Contents
MSM00CE - Modify Program Printer Allocations........................................................................................

MSM00DA - Modify District Control Information.......................................................................................
MSM00DB - Define Cost Centre Levels.......................................................................................................
MSM00DC - Modify Posting Account Levels..............................................................................................
MSM00EA - Maintain Work Order Prefix Information................................................................................
MSM00EB - Modify District Control Information (Production Statistics)...................................................
MSM00EC - Maintain Purchasing Approval Indicators................................................................................
MSM00ED - Modify District Control Information.......................................................................................
MSM00GA - Modify Warehouse Control Information.................................................................................
MSM00GB - Maintain District Control Information.....................................................................................
MSM00HA - Modify District Address Details..............................................................................................
MSM00JA - Maintain HR and Payroll Details Information..........................................................................
MSM00JB - Maintain H, S and E and Claims Mgt Details...........................................................................
MSM00JC - Maintain T and A/Labour Costing Controls.............................................................................
MSM00JD - Maintain Training Details.........................................................................................................
MSM00LA - Maintain Infrastructure Asset Accounting Information...........................................................
MSM010A - Maintain Table File Entries......................................................................................................
MSM010B - Create / Update / Delete Table File Details..............................................................................
MSM010C - Maintain Associated Values.....................................................................................................
MSM014A - Maintain Supply Customer Menu.............................................................................................
MSM025A - Maintain System Menus...........................................................................................................
MSM025B - System Menu............................................................................................................................
MSM07AA - Transfer Menu.........................................................................................................................
MSM070A - Define Reference Code Parameters..........................................................................................
MSM071A - Reference Codes Maintenance Menu.......................................................................................
MSM071B - Reference Codes For (Entity Name).........................................................................................
MSM072A - Reference Codes Review Menu...............................................................................................
MSM072B - Review Reference Codes For (Entity Name)...........................................................................
MSM073A - Search Parameters for (Entity Type)........................................................................................
MSM073B - Reference Code Search For (Entity Name)..............................................................................
MSM074A - Review Reference Code Parameters.........................................................................................
MSM076A - Review Entries for Entity Name...............................................................................................
MSM096B - Maintain Text............................................................................................................................
MSM097A - Review Standard Text..............................................................................................................
MSM210B - Stock Code/Supplier Information.............................................................................................
MSM22CA - Purchase Order.........................................................................................................................
MSM23BA - Purchase Requisition Header...................................................................................................
MSM23EA - Purchase Requisition Item........................................................................................................
MSM24BA - Recommended Orders - Stores................................................................................................
MSM24CA - Recommended Order...............................................................................................................
MSM260A - Invoice Entry............................................................................................................................
MSM261A - Modify Invoices........................................................................................................................
MSM264A - Field Release Invoice Entry......................................................................................................
MSM265A - Non-Order Invoice Entry..........................................................................................................
MSM26GA - Pre-Payment Invoice Entry......................................................................................................
MSM810C - Maintain Employee Type Details.............................................................................................
7
Configuration
Configuration
You can configure many of the Ellipse EAM core functions to suit your business practices, including company
structures, behaviour and appearance of the system, security, reporting, and reference data.
This section provides details of the processes and activities that are available to configure the Ellipse EAM
system and tailor its behaviour to suit your business requirements.
Some of the processes included are:
 Maintaining the System Control File - Control files contain settings that affect the behaviour, appearance
and performance of the Ellipse EAM instance.
 Maintaining Table Files - Ellipse EAM uses tables that contain codes, descriptions and, in many cases,
associated values. Table codes are used in most parts of Ellipse EAM, providing multiple methods for
grouping and classifying data elements. In some cases, linking of table information is mandatory, in other
cases it is optional, and in further cases, customers can require the entry of table data that would otherwise
be optional.
The associated values provide some intelligence to what would otherwise be a simple code and
description. Associated values are unique to each table and can affect the usage of data linked to the table
codes.
 Maintaining Menus - Contains information on creating and maintaining menus in the Ellipse EAM system.
Customised menus help users to navigate the system more quickly and easily.
 Maintaining Position Management - Although not part of Ellipse EAM Configuration, the Position
Management module is closely linked due to its interaction with the security functions. The Position
Management module allows customers to define their organisational and reporting hierarchy, based upon
positions within the company. Each position can be granted access to Ellipse EAM functions such as
requisitions and purchasing, with monetary limits imposed upon the position. The purposes of this module
include providing alerts to management of the consumption of expensive or restricted inventory, and the use
of company funds in purchasing processes.
Positions are linked to form an organisational hierarchy. There can be many hierarchies, but only one can be
operational.
 Maintaining Reference Codes - Often, customers require data elements that are not catered for within the
Ellipse EAM data files, but are considered essential for their individual processes. Such data can be defined,
given parameters, and recorded by using reference codes.
 Maintaining Location Codes
 Maintaining Teams - Contains information on creating and maintaining teams. Teams are created based on
the types of tasks that may occur within individual teams and improves the sharing of activities.
 Maintaining Reporting Groups - Contains information on creating and maintaining report groups.
Grouping enables the user to request report information that relate to members of a group.
 Maintaining Multiple Control Accounts - Control Accounts are pre-defined accounts (mostly balance sheet
accounts) that are applied by Ellipse EAM when it generates offset transactions for appropriate business
tasks. As an example, when an invoice is loaded, the accounting transaction will automatically process the
liability to the nominated Accounts Payable control account. These Control Accounts are district specific
and are defined as part of the system configuration process. For control accounts such as accounts payable
and account receivable, there can be a financial reporting requirement to have multiple accounts within the
balance sheet in order to break down the nature of the creditors or debtors balances. Ellipse EAM allows
multiple general ledger account codes to be linked to the district control accounts that relate directly to the
accounts payable and accounts receivable processes.
8
Configuration
Maintaining the System Control File

The Ellipse EAM control file contains settings that affect the behaviour, appearance, and performance of the
Ellipse EAM instance. An instance is one of your Ellipse EAM systems such as production, training, testing, and
development.
Within the control file there are configurable elements that affect the entire Ellipse EAM installation, which are
global (or system) controls; elements that affect the usage and performance locally are district controls; and
elements that determine default parameters and operational characteristics of stock storage areas are warehouse
controls.
Only Ellipse EAM system administrators access and maintain the systems control file. Some fields and records
contained on the systems control file are maintained by Ellipse EAM itself and cannot be changed using this
process.
Note: Some screens and fields will not appear unless the corresponding module is active. This applies for both
system and district controls.
Maintaining the Control file consists of:
 modifying systems control information
 modifying district control information
 modifying warehouse control information
Examples of System Control information:
 generic system-wide controls
 module-specific system-wide controls
 Ellipse EAM numeric initialisations
 which Ellipse EAM modules are active
 whether the instance is single-district or multi-district
Examples of District Control information:
 generic district-wide controls
 module-specific district-wide controls
 work order prefixes
 district-specific numeric initialisations
 accounting period end dates
Examples of Warehouse Control information:
 printers for picking slips and reports
 alternative warehouses for issue of goods
 warehouses that are under the control of a vendor
 whether consolidation of picking slips is permitted
The MSO001 - Maintain Control File program detects any changes to sensitive fields while values are displayed
on screens. Changing these fields after Go Live on related parts of the system is not recommended. Generally
speaking, controls are set and should not be changed.
The process of maintaining the systems control file begins after a new instance of Ellipse EAM is handed over
from ABB technical consultants to the system administrators. Normally, the controls are decided during the
implementation project, with guidance from ABB business (or functional) consultants.
The configuration workbook, in which the required values for all the settings for the system and district controls
are recorded, should be completed prior to starting the system for the first time. Many of the settings are
mandatory for the system to operate correctly, and should not be changed once the system becomes active. Using
a configuration workbook, you can identify all the controls and set them up once, rather than making multiple
updates.
On the first start up of a Ellipse EAM system with empty data files, Ellipse EAM presents the screens in
sequence, commencing with the system control screens, followed by screens to create the first district.
Additional information that must be completed before using Ellipse EAM for regular business processes
includes:
9
Configuration
 District bank account details

 Accounting period date information
 Current period details
 Internal account code information
 District address/contact information
 Human Resources specific data
Diagram
The Maintaining System Control Settings diagram represents the relationship between system, district and
warehouse control settings.
Business Rules
The following business rules govern this process:
 All system, district and warehouse control settings are chosen before starting Ellipse EAM for the first time.
The settings are recorded in the configuration workbook so that the system administrator can easily provide
the required information when starting Ellipse EAM for the first time, and for future reference.
 Any changes made to the control file take effect for users the next time that they sign on.
 Module activation or de-activation should be performed when no users are logged in to Ellipse EAM. Some
modules will initiate the use of additional data files, or activate the need for initialisation.
 The activation of a module is followed by a review of all subsequent screens in the system and district
control sequences, as activating a module may require other fields to be completed.
 If required, Post Commitments, Post Cost Code Structure and Post at Defined Segments should be set to
Y at time of installation of Ellipse EAM. If set to Y after that time, the corresponding summaries will not
include all transactions created in the interim period.
 If required, Post Account Code Relationship Structure should be set to Y before the first account
relationship is created on the Accounts Relationship file - MSF950.
 After the first login to a new system, Ellipse EAM forces you to create the system controls. However,
Ellipse EAM will not validate any data fields during the creation of system controls as no data exists against
which to validate.
 After creating the system controls, Ellipse EAM forces you to create the controls for your first district.
However, Ellipse EAM will not validate any data fields during the creation of this first district as no data
exists against which to validate.
 An existing district can be copied, except for the following data:
 bank accounts
 account codes
 accounting periods
 current periods
 program printers
 district address details
10
Configuration
Further Information - Maintain the System Control File

The Systems Control file (MSF000) contains information used to control many Ellipse EAM functions.
Reference is made to File Descriptions for complete details of the Systems Control file (MSF000).
The control file maintenance program detects any changes to sensitive fields, while values are displayed on
screens. Changing these fields after go live on related parts of the system could lead to corrupted files or failures.
The program will not allow updating of these records if these fields have changed.
Each period control record contains a transaction number used by some period-end programs as a starting point
in processing the Journal Holding file (MSF900). The transaction number field is initialised by this program
when creating or updating the current period record. We recommend that the current period record (transaction
number field) is updated as detailed in the Create/Modify District Control Maintenance screen (MSM00BA) for
each district setup in the system that has not started issuing or receiving stock, .
The following changes cannot be made to the control file after initial setup:
 Cannot change from no stock at bin to stock at bin.
 Cannot change from single to multiple districts.
 After financial transactions have been created, local and secondary currency must not be changed on
MSM00DA.
 If codes have been established on the chart of accounts, lengths of the various account code units can only
change in the following circumstances on MSM00DA:
 General Ledger code length can be increased at any time.
 General Ledger code length can be decreased as long as any existing General Ledger code does not
exceed the new length.
 Expense element length can be increased at any time.
 Expense element length can be decreased as long as any existing expense element code does not exceed
the new length.
 Cost centre length and levels cannot be changed if financial transactions for cost codes have already
been created, or cost codes have been established on the General Ledger.
Cost centre length and levels can be increased, or levels decreased, if no financial transaction for cost codes
exist, and no cost codes are established on the General Ledger. If existing cost centre segments do not exceed the
new length, segment length of a cost centre can be decreased.
Security
Security levels determine the functions that a user has access to and is able to maintain. Refer to MSO Security
Specifics for more information.
For a list of System Control Accounts, refer to MSM00CB - District Account Codes.
System control accounts for Invoice Pending (Goods Orders), Invoice Pending (Non-goods), and Material in
Transit (Direct Charge and Accounts Payable) are subject to automatic recording of details to the Subledger
Balances file (MSF907). This is designed to facilitate reconciliation based on supplier and purchase order item,
or supplier and invoice number for Accounts Payable by accounting period.
11
Configuration
Maintaining System Control Settings - Diagram

The diagram below represents the activities associated with the Maintaining System Control Settings process.
12
Configuration
District Selection
Ellipse EAM supports multiple districts. A district can represent a company, a region or separate accounting
units. A user can be granted access to multiple districts. If a user has access to only one district, they will
automatically log in to that district when logging in. Ellipse EAM prevents access to other districts. If a user has
access to two or more districts, they can select the district in which to operate when they log in, .or by clicking
the Change Credentials/Logout icon.
On various screens in Ellipse EAM, you can change the district that you are logged in to.
When you select a new district, you can select a different security profiles for each district. Sufficient security
access is required to display suspended districts.
13
Configuration
Initialise System Control File

Use this activity to initialise and verify the information on the System Control file.
Note: Run MSB000 as part of a new release installation.
Activity Steps
1. Run MSB000.
MSB000 initialises and verifies the information in the System Control file and reports any discrepancies or
inconsistencies.
14
Configuration
Maintain Systems Control Information

Use this activity to maintain system control information, after you have successfully created your system. In this
activity, Ellipse EAM validates all of the data and table fields.
The System Configuration Workbook contains the entries required for fields in the system control file.
Note: As Ellipse EAM maintains the controls automatically, there is usually little reason to modify these control
settings. Some examples of the need to modify control settings include when new business methods are
undertaken, when additional modules are activated, or when the numerical sequences are approaching the
numeric limit.
When you activate additional modules, additional controls often need to be configured, both at the system level
and within the controls for each district. In many cases, you will also need to populate previously unused tables,
and activate additional data files. We strongly recommend that you seek advice from ABB consultants before
activating a module.
Click Save at any time in this activity to save changes and move to the next screen. Some fields on these screens
are mandatory, and must contain valid data. Other fields are not mandatory, but if completed, must also contain
valid data. Ellipse EAM only presents subsequent screens when both of these conditions are met.
Click Revert at any time to leave the program. Any changes you have made on the current screen will not take
effect.
Activity Steps
1. Access MSO001 - System Control File Maintenance.
The MSM001A - Maintain Systems Control File screen displays.
2. Select Maintain System Controls in the Option field.
3. Select Submit.
The MSM00AA - Modify Modules Installed screen displays.
4. Perform one of the following steps:
a. To review, enter or modify information on which Ellipse EAM modules are installed:
1. Click Save to scroll through the module descriptions.
2. Enter or modify the Installed fields as required.
3. Select Submit.
The MSM001B - Maintain Systems Control File (Cont.) screen displays.
b. To move to the next screen, that is, bypass the remaining module-activation screens:
1. Select Revert.
2. Click Revert at any time to move to MSM001B - Maintain Systems Control File (Cont.).
5. Review, enter or modify data in any of the following tabs:
General
EDI/EFT
Contracts Admin/Locations
System Mode/Security
Diary/E-mail
6. Select Submit.
The MSM001C - Maintain System Control File (Cont.) screen displays.
Catalogue
Accounts Payable
15
Configuration
Suppliers
Customers
Equipment
Scheduling/WOs
Journal Holding
Chart of Accounts
General Ledger
8. Select Submit.
The MSM001D - Maintain Systems Control File (Cont.) screen displays.
Stores/Purchasing
Transport Consolidation
Disposals
Repairable Item Management
Foreign Military Sales
Reference Codes
10. Select Submit.
The MSM001E - Maintain Systems Control File (Cont.) displays.
Establishment
HR/Attendance/Pay
Health/Safety/Claims
12. Select Submit.
The MSM001F - Maintain Systems Control File (Cont.) displays.
13. Review, enter or modify data in any of the following fields:
Last Supply Customer Transfer Number
Last Individual Entitlement Number
14. Review, enter or modify data in the following field:
Transfer Rules
15. Select Submit.
The MSM001G - Maintain Systems Control File (Cont.) displays. This screen displays Customer Works
Management details.
16. Review, enter or modify data in any of the following groups of fields:
Material Demand Management
Customer Works Management
17. Select Submit.
The changes are saved.
18. Select Submit.
The MSM001A - Maintain Systems Control File screen closes.
16
Configuration
Configure System Control File for Advanced User Security

Use this activity to configure the system control file for advanced user security.
System control settings are usually determined during an Ellipse EAM implementation or upgrade project.
Settings are recorded in a configuration workbook, and any changes are recorded along with supporting
comments on reasons for the change. Security access to change system control settings is normally limited to the
system administrator.
Activity Steps
2. Select Maintain System Controls in the Option field.
3. Select Submit.
4. Select Reset.
5. Enter data in the following field on the General tab:
Maximum Login Attempts
6. Enter data in the following fields on the System Mode/Security tab:
Advanced User Security
Minimum Days Between Password Change
7. Select Submit.
8. Select Reset.
You are returned to the MSM001A - Maintain Systems Control File screen.
17
Configuration
Define a New District

Use this activity to define a new district after successful completion of the system start-up process. System start-
up forces the creation of the first district and during that process Ellipse EAM does not validate data or table
fields. In this process of Defining a New District, those fields will be validated, and therefore the data must exist
before you start defining your new district.
Before performing this activity, you must define, at least, the main warehouse for the district in Table File - WH.
For more information on creating table file entries, refer to Create Table File Entries.
Changes become effective at the next logon.
Note: Have the completed Configuration Work Book for the district handy when defining a new district. The
Configuration Workbook or District Configuration Workbook contains the entries required for fields in the
District Control File.
It is recommended that the district code be alpha or alphanumeric, as a numeric district code can cause confusion
in some system activities in Ellipse EAM.
Click Submit at any time in this activity to save changes and move to the next screen. Some fields on these
screens are mandatory and must contain valid data. Other fields are not mandatory, but if completed, must also
contain valid data. Ellipse EAM only presents subsequent screens when both these conditions are met.
Click Reset to return to the MSM001A - Maintain System Control File screen. Any changes you have made on
the current screen will not take effect. It is, however, strongly recommended that when defining a new district,
you complete the entire process, and avoid cancelling, because the district will be created without all its required
information.
Activity Steps
2. Select Define A New District in the Option field.
3. Enter data in the following field:
District
This will become the district code for the new district. We suggest you use district codes that are alpha or
alphanumeric characters, instead of numeric codes.
4. Select Submit.
The MSM00BA - Modify District Control Information screen displays.
5. Enter data in the following tabs:
General
Suppliers
Forward Purchasing Agreements
Work Orders
Equipment Costing
Scheduling
Fixed Assets
Telex/Fax
Notices
6. Select Submit.
The MSM00BB - Modify District Control Information screen displays.
7. Enter data in the following group of fields:
18
Configuration
Stores/Purchasing 1
Stores/Purchasing 2
8. Select Submit.
The MSM00BD - District Control Information - Issue Requisitioning screen displays.
Requisitioning
Requisition Numbers
Project/Job Estimate
10. Select Submit.
The MSM00BE - Modify District Order of Search Information screen displays.
11. Enter data in the following fields:
District Order of Search (DOS)
Record Usage
Action when Item Not Stocked in Originating District
12. Select Submit.
The MSM00GB - Maintain District Control Information screen displays.
13. Enter or modify data in the following group of fields:
Warehouse Management
14. Select Submit.
The MSM00BC - Modify District Control Information screen displays.
15. Enter or modify data in the following tabs:
Invoices
Internal Billing
Invoice Approval
Invoice Matching Tolerances
Payments
16. Select Submit.
The MSM00JA - Maintain HR & Payroll Details screen displays.
Name Format
Payroll
Deduction Codes
Termination Tax Threshold
18. Select Submit.
The MSM00JB - Maintain H, S & E and Claims Mgt Details screen displays.
Health, Safety and Environment
Claims Management
20. Select Submit.
The MSM00JC - Maintain T&A/Labour Costing Controls screen displays.
21. Enter or modify data in any of the following field groups:
Labour Costing
19
Configuration
Input Screen Defaults

22. Select Submit.
The MSM00JD - Maintain Training Details screen displays.
23. Enter data as required in the fields.
24. Select Submit.
The MSM00DA - Maintain District Control Information (Cont) screen displays.
Chart of Accounts/Journal
Budgeting
26. Select Submit.
The MSM00DB - Define Cost Centre Levels screen displays.
Cost Centre Lgth
Number of Cost Centre Levels
Level No
Size
Short Name
Long Name
Default Cost Centre Segment Code
Validation Ind
28. Select Submit.
The MSM00DC - Modify Posting Account Levels screen displays.
Posting Level
Full Description
Short Description
Start Position of Account
Length
30. Select Submit.
The MSM00DE - Modify District Control Files screen displays.
31. Enter data in the following fields
District Name
Remeasurement in Use
Translation in Use
Multiple Control Accounts in Use
32. Select Submit.
The MSM00DF - Modify District Control Account Group screen displays.
Note: This screen displays only if Multiple Control Accounts are enabled on the MSM00DE screen.
Control Account Group Type
Enabled
Default District Group Code
20
Configuration
34. Select Submit.

The MSM00LA - Maintain Infrastructure Asset Accounting Information screen displays.
AFUDC Details
Unitisation Details
36. Select Submit.
The MSM00EA - Maintain Work Order Prefix Information screen displays.
For use when no prefix applies
Prefix
Description
Zero Suppress
Parent Sequence Number
Workorder Sequence Number
38. Select Submit.
The MSM00EB - Maintain District Control Information screen displays.
Production Statistics
Location Structure
40. Select Submit.
The MSM00EC - Maintain Purchasing Approval Indicators screen displays.
Method of Funds Checking
Purchase Order Funds Checking
Purchasing Approval Required
42. Select Submit.
The MSM00ED - Maintain District Control Information screen displays.
Customer Information
Accounts Receivable Information
44. Select Submit.
45. Select Submit.
46. Disable the new district.
Districts are automatically enabled once created. It is good practice to disable the new district until users
have been given security access, the chart of accounts built, and its core data has been loaded (stock codes,
equipment, work orders, purchase orders, warehouse and inventory information, and so on). For more
information, refer to Disable District.
21
Configuration
Maintaining Multiple Control Accounts

Control Accounts are used by Ellipse EAM for system generated transactions created by the business processes
undertaken using the various modules in Ellipse EAM. These control accounts are defined as part of a district’s
configuration - See Modify Account Codes for a District. Traditionally, only a single posting account can be
linked to a District Control Account. Ellipse EAM has the facility for multiple posting accounts to be linked to
Accounts Payable and Accounts Receivable Control Accounts. As an example you may wish to separate your
Accounts Payable into Accounts Payable – Operational Purchases and Accounts Payable – Capital Purchases.
The MSE00C – Maintain Control Account Groups application allows multiple posting account codes to be
linked to Accounts Payable or Accounts Receivable control accounts. In MSE00C, you can create Control
Account Groups to represent the account codes to be applied to Accounts Payable or Accounts Receivable
processes. Each Control Account Group is assigned a unique Control Account Group Code. When an Accounts
Payable or Accounts Receivable invoice is being processed, a valid Control Account Group Code will be
assigned so that Ellipse EAM can process the system generated transactions to the appropriate control accounts
for the invoice. Control Account Groups Codes default to invoices either from District Default or defaults set
up against the Ellipse EAM Supplier / Customer Business Information or Control Account Group Codes
entered on the purchase order. Alternatively, the defaulted code can be overwritten when the Accounts Payable
or Accounts Receivable invoice is created.
You can create, modify, delete and review control account codes. These control account codes are used by a
number of different processes throughout the Ellipse EAM modules.
Multiple control accounts are set up using MSE00C – Control Account Group Codes.
Business Rules
 The posting account code assigned to a control account can be changed if the new account is a valid posting
account.
Note: If a posting account that has been assigned to a control account is changed, a warning message
displays advising that there may be reconciliation impacts.
 An account that has been used in another control account group can be re-used.
22
Configuration
Create Control Account Group

Use this activity to create a control account group.
Activity Steps
1. Access MSE00C - Search Control Account Group.
The MSE00C - Search Control Account Group screen displays.
2. Select New.
The MSE00C - Create Control Account Group screen displays.
District
Account Group Code
4. Select Submit.
The control account group is created.
23
Configuration
Review Control Account Groups

Use this activity to review control account groups.
Activity Steps
2. Enter the relevant search criteria and select Search.
Results matching the search criteria display in the grid.
3. Select the arrow at the left of the required item.
The MSE00C - Update Control Account Group screen displays.
4. Review data as required
24
Configuration
Update Control Account Groups

Use this activity to update control account groups.
Activity Steps
4. Modify data as required
5. Select Submit.
The updates to the control account group are saved.
25
Configuration
Delete Control Account Groups

Use this activity to delete a control account group.
A control account group must be inactivated before it can be deleted. The following conditions apply:
 The selected control account group must have the Status field set to inactive.
 If the Control Account Code has been has been set as a default or been applied to an invoice, the code
cannot be deleted.
Activity Steps
In the Status field, select Inactive.
4. Select Delete.
The Confirm Delete dialog box displays.
5. Select OK.
The control account group is deleted.
26
Configuration
Copy Existing District to New District

Use this activity to define a new district by copying information from an existing district. Most of the
information about the existing district defaults into the new district, but may be modified. Various operational
parameters and transaction identifiers held in the district control file are reset to zero during the copy process.
The following details are not copied, but must be set up before the district can be saved and used:
 Bank accounts
 Account codes
 Accounting periods
 Current periods
 Program printers
 District address details
Changes become effective when you next log on.
Note: Have the completed configuration workbook for the district nearby when defining a new district. The
configuration workbook or district configuration workbook contains the entries required for fields in the district
control file.
We recommend that the district code is alphabetical or alphanumeric, as a numeric district code can cause
confusion in some system activities in Ellipse EAM.
Click Submit at any time in this activity to save changes and move to the next screen. Some fields on these
screens are mandatory and must contain valid data. Other fields are not mandatory, but if completed, must also
contain valid data. Ellipse EAM only presents subsequent screens when both these conditions are met.
Click Reset to return to the MSM001A - Maintain System Control File screen. Any changes you have made on
the current screen will not take effect. It is, however, strongly recommended that when defining a new district,
you complete the entire process, and avoid cancelling, because the district will be created without all its required
information.
Activity Steps
2. Select Define A New District in the Option field.
District - The district code for the new district. Enter a code that is alphabetical or alphanumeric characters,
instead of numeric codes.
Copy District - The district being copied.
4. Select Submit.
General
Suppliers
Work Orders
Equipment Costing
Scheduling
Fixed Assets
Telex/Fax
Notices
27
Configuration
6. Select Submit.
The MSM00BB - Modify District Control Information screen displays.
Stores/Purchasing 1
Stores/Purchasing 2
8. Select Submit.
The MSM00BD - District Control Information - Issue Requisitioning screen displays.
Requisitioning
Requisition Numbers
10. Select Submit.
The MSM00BE - Modify District Order of Search Information screen displays.
Record Usage
12. Select Submit.
The MSM00GB - Maintain District Control Information screen displays.
13. Enter or modify data in the following group of fields:
14. Select Submit.
Invoices
Internal Billing
Invoice Approval
16. Select Submit.
The MSM00BF - Maintain District Control Information screen displays.
Payments
18. Select Submit.
Name Format
Payroll
Deduction Codes
20. Select Submit.
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Configuration

Claims Management
22. Select Submit.
23. Enter or modify data in any of the following field groups:
Labour Costing
24. Select Submit.
25. Enter data in any required fields.
26. Select Submit.
The MSM00DA - Maintain District Control Information (Cont) screen displays.
Budgeting
28. Select Submit.
Cost Centre Lgth
Level No
Size
Short Name
Long Name
Validation Ind
30. Select Submit.
Posting Level
Full Description
Short Description
Length
32. Select Submit.
The MSM00LA - Maintain Infrastructure Asset Accounting Information screen displays.
AFUDC Details
Unitisation Details
34. Select Submit.
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Configuration

Prefix
Description
Zero Suppress
36. Select Submit.
Location Structure
38. Select Submit.
40. Select Submit.
42. Select Submit.
43. Select Submit.
44. Disable the new district.
Districts are automatically enabled once created. It is good practice to disable the new district until users have
been given security access, the chart of accounts built, and its core data has been loaded (stock codes, equipment,
work orders, purchase orders, warehouse and inventory information, and so on). For more information, refer to
Disable District.
30
Configuration
Modify District Control information

Use this activity to make changes to district control information after successfully completing the system start-up
process. System start-up forces the creation of the first district and during that process Ellipse EAM does not
validate data or table fields. In this activity, those fields will be validated, and therefore the data must exist
before you start defining your new district.
Note: As Ellipse EAM maintains the controls automatically, there is usually little reason to modify these control
settings. You may need to modify control settings include when new business methods are undertaken, when
additional modules are activated, or when the numerical sequences are approaching the numeric limit.
Click Submit at any time in this activity to save changes and move to the next screen.
Click Reset to return to the MSM001A - Maintain System Control File screen.
Activity Steps
2. Select Modify District Controls in the Option field.
District
4. Select Submit.
General
Suppliers
Fuel and Oil
Work Orders
Equipment Costing
Scheduling
Fixed Assets
Telex/Fax
Notices
6. Select Submit.
Any changes are saved. The MSM00BB - Modify District Control Information screen displays.
7. Review, enter or modify data in the following field group:
Stores/Purchasing 1
Stores/Purchasing 2
8. Select Submit.
Any changes are saved. The MSM00BD - District Control Information - Issue Requisitioning screen
displays.
Requisitioning
Requisition Numbers
31
Configuration
10. Select Submit.

Any changes are saved. The MSM00BE - Modify District Order of Search Information screen displays.
Record Usage
12. Select Submit.
Any changes are saved. The MSM00GB - Maintain District Control Information screen displays.
13. Review, enter or modify data in the following field group:
14. Select Submit.
Invoices
Internal Billing
Invoice Approval
The MSM00BF - Maintain District Control Information screen displays.
Payments
17. Select Submit.
Any changes are saved and the MSM00JA - Maintain HR & Payroll Details screen displays.
Name Format
Payroll
Deduction Codes
19. Select Submit.
Any changes are saved and the MSM00JB - Maintain H, S & E and Claims Mgt Details screen displays.
Claims Management
21. Select Submit.
Any changes are saved and the MSM00JC - Maintain T&A/Labour Costing Controls screen displays.
22. Review, enter or modify data in any of the following field groups:
Labour Costing
23. Select Submit.
Any changes are saved and the MSM00JD - Maintain Training Details screen displays.
24. Enter data in any required fields.
25. Select Submit.
Any changes are saved. The MSM00DA - Maintain District Control Information (Cont) screen displays.
32
Configuration

Budgeting
27. Select Submit.
Any changes are saved and The MSM00DE - Maintain District Control Information (Cont) screen displays.
General Ledger
Select Submit.
Cost Centre Lgth
Level No
Size
Short Name
Long Name
Validation Ind
30. Select Submit.
Posting Level
Full Description
Short Description
Length
32. Select Submit.
The MSM00LA - Maintain Infrastructure Asset Accounting Details screen displays.
33. Review, enter or modify data in the following group of fields:
AFUDC Details
Unitisation Details
34. Select Submit.
Prefix
Description
Zero Suppress
36. Select Submit.
33
Configuration

37. Review, enter or modify data in any of the following groups of fields:
Location Structure
38. Select Submit.
40. Select Submit.
42. Select Submit.
43. Select Submit.
34
Configuration
Modify Bank Accounts for a District

Use this activity to create, modify or delete bank accounts for a district.
Create a bank account every time a new bank account is opened with a bank. You must have a different bank
account for every currency type in which you make or receive payments.
Activity Steps
2. Select Modify District Bank Accounts in the Option field.
District
4. Select Submit.
The MSM00CA - District Bank Accounts screen displays.
If there are no existing bank accounts, this screen is named Create District Bank Accounts.
Branch Code
Account Number
6. Select Submit.
If the combination of branch code and account code does not exist, a new account is created and the
remaining fields are enabled.
If the combination exists, the remaining fields are populated and are available to be modified. The Delete
button also displays, allowing you to remove the account.
7. Enter or modify data in the following fields:
Owned by District
GL Account No
Currency Type
EFT Users No
EFT Days
EFT Days No
Last Cheque Run No.
Account Type
Default Account for District
Accts Receivable
Accts Payable
Payroll
Workers Comp
Benefits
8. Click Submit to create the bank account or save the modified details.
9. Click Delete to delete the account.
A delete confirmation message displays.
10. Select Yes. This confirms the deletion.
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Configuration
Modify Account Codes for a District

Use this activity to create, modify or delete account codes for a district. It is rarely necessary to make any
changes to account codes. Instances where it would be necessary include when the chart of accounts is being
overhauled or additional districts have been created, thus requiring the identification of new inter-district
accounts.
Activity Steps
2. Select Modify Account Code for a District in the Option field.
District
4. Select Submit.
The MSM00CB - District Account Codes screen displays.
5. Click Submit to move down the list until the account code to be maintained displays.
There are a number of accounts - too many to display on a single screen. As you click Save, Ellipse EAM
scrolls to the next page of accounts.
6. Modify the following key field:
Account Code
7. Select Submit.
The change is saved.
8. Select Reset.
This action exits the program.
36
Configuration
Modify Accounting Periods for a District

Use this activity to create the accounting calendar for each financial year that will be processed by Ellipse EAM.
This activity requires each accounting period to be entered by month and year. In Ellipse EAM, the
commencement and completion of each financial year and accounting period within financial years are
completely user-definable. There are no pre-set accounting calendars in Ellipse EAM. Where applicable, all
programs refer to this user-defined accounting calendar for each district when processing.
Note: Create accounting periods for a number of years into the future. This will save you having to re-visit this
exercise for a number of years. Create an annual diary or calendar reminder to add more accounting periods, so
that you always have periods for a number of years ahead.
When you have created a new district, and are setting up its accounting periods, we recommend you set up
periods for the previous year, and perform the period closure process prior to 'go live'.
Activity Steps
2. Select Modify Accounting Periods in the Option field.
District
4. Select OK.
The MSM00CC - Modify District Accounting Periods screen displays.
Period (MM/YY)
Period End Date - Enter the end date of the financial period for each period.
Posting Indicator
Month End Completed
Y/E Completed
Cash Y/E Completed
Note: You can click the previous year and next year icons to move between financial years.
6. Select Save.
The MSM00CC - District Control File Accounting calendar has been successfully updated.
37
Configuration
Modify Current Period Information

Use this activity to identify or change the current accounting period for an Ellipse EAM module, within a
district.
Note: If you have followed the recommendation in the previous activity, you should set the current period to the
period prior to the one to be used when your Ellipse EAM system went live. By doing so, and then running the
period closure process, you will be able to start operating in a new accounting period with previous periods
correctly closed.
Activity Steps
2. Select Modify Current Period Information in the Option field.
District
4. Select OK.
The MSM00CD - Modify Current Period Processing Information screen displays.
5. Modify the following key field for any of the listed modules:
Period
6. Select Save.
38
Configuration
Modify Program Printer Allocations

Use this activity to establish or change the default printer for a program. Normally you would use this activity to
define the default printers for locally-developed report programs, or for reports that have unusual or complex
formatting.
Activity Steps
2. Select Modify Program Printer Allocations in the Option field.
District
4. Select Submit.
The MSM00CE - Create Program Printer Allocations screen displays.
Prog. No. - To identify a program, you only need to enter the last three numeric characters of the program
identity in the Prog. No. field, and A in the Report Id. field. To delete a printer allocation, delete the entry
in the Prog. No. field.
Report Id.
Printer Name
No. of Copies
Report Description
6. Select Submit.
The printer allocations are saved.
39
Configuration
Modify Address Details for a District

Use this activity to maintain address details for a district.
Activity Steps
2. Select Modify Address Details for a District in the Option field.
District
4. Select OK.
The MSM00HA - Modify District Address Details screen displays.
Address
State
Zip
Phone
Fax
Telex Name
Telex Number
Government Id
6. Select Save.
The changes to the address details are saved.
40
Configuration
Modify Human Resrouces Details for a District

Use this activity to maintain Human Resrouces details.
Note: CLick Save at any time in this activity to save changes and move to the next screen.
Click Revert at any time leave the program.

This option is a shortcut to the HR detail screens, and saves you having to review all the preliminary District
Control screens.
Activity Steps
2. Select Modify HR Details for a District in the Option field.
District
4. Select OK.
5. Modify data in the following groups of fields:
Name Format
Payroll
Deduction Codes
6. Select Save.
7. Modify data in the following field groups:
Claims Management
8. Select Save.
9. Modify data in the following field groups:
Labour Costing
10. Select Save.
11. Modify data in fields as required.
12. Select Save.
41
Configuration
Suspend District
Use this activity to suspend a district.
Note: Once suspended you cannot use this district to carry out new transactions. If you have security access to
the Suspend function (refer to Security Specifics - Other Programs) transactions can be carried, such as
receiving a purchase order or closing a work order, but you cannot create new transactions.
When you suspend a district, this initiates MSB07E - Create Closure Reports for District.
Activity Steps
2. Select Suspend District in the Option field.
District
4. Select Submit.
The district is no longer active.
42
Configuration
Reactivate District
Use this activity to restore functionality for a previously suspended or closed district.
Note: Always enable a district outside of regular business hours so that users are logged off. If this is a newly
created district, it will be necessary to create sign-on profiles for those users who will use the district.
Activity Steps
2. Select Reactivate District in the Option field.
District
4. Click Submit.
The reactivated district becomes active.
43
Configuration
Close a District
Use this activity to close a district which is no longer used.
Note: The district cannot be closed if there are outstanding transactions against this district, refer to the MSB07E
- Check for Closure report.
Activity Steps
2. Select Close District in the Option field.
District
4. Select Submit.
The district is closed.
44
Configuration
Maintain Warehouse Control Information

Use this activity to maintain warehouse control information.
If creating a warehouse, an entry for the warehouse must exist on table type WH.
Activity Steps
2. Select Maintain Warehouse Control Information in the Option field.
Warehouse
It is not necessary to identify the district, as Ellipse EAM uses the district that you are logged in to. To
maintain the controls of a warehouse in another district, you must change credentials and log in to that
district.
4. Select OK.
The MSM00GA - Maintain Warehouse Control Information screen displays.
5. Modify data in the following tabs:
General
Warehouse Preferences
On-Cost Details
Vendor Held Stock Information - These fields are only used if the Vendor Held Stock Warehouse flag is Y.
6. Select Save.
45
Configuration
Maintaining Table Files

Table Files are central to Ellipse EAM. A table file is used as a reference file for storing system codes and
descriptions. It is the basis of many of the validation, processing, and grouping of data elements and reporting
mechanisms of Ellipse EAM. It also contains some of the intelligence of the system.
The table file is structured in the following way:
 The XX table - At its topmost level, the table file contains an XX table. This table lists all of the table types
contained within the table file.
 Table types - At its second level, the table file consists of a number of table types. These table types are
listed in the XX table and are used to group together related table codes.
 Table codes - A table type consists of a number of related table codes. For example, table type ER holds all
of the error codes that are used within Ellipse EAM. Each error code has some descriptive text, which is the
text that the users see.
Table files can be set to Active (displayed in table drop-down lists) or Inactive (does not display in table
drop-down lists).
The following three table types are available:
 Mincom-defined - the structure and contents of this table are defined by ABB and should not be
changed unless directed by ABB. These table types and codes are delivered with each release of Ellipse
EAM and loaded into the Table File using the Table File Load Program (MSL010).
 Customer-defined - the structure of these table types are defined by ABB, but codes and descriptions
are created and maintained by the customer to suit their individual requirements.
 User-defined - These table types are created by the customer to allow additional descriptive codes to be
recorded against various data elements. Special characters like + and $ are reserved for defining client-
specific tables and can be used anywhere in the table code.
The Security Table Type XS can be used to define who can maintain entries in a particular Table Type. Up to
five user IDs or five position IDs can be specified in the associated values of the XS records.
Note: As with program security, if no entry exists, then access is assumed except for ABB delivered files and
codes.
Associated Values
Some table codes have associated values. Associated values are used to automatically pass further information
about table codes, or the data that uses a table code, back to the system.
They are a way of flagging to the system that a code in a particular table type will always have certain
characteristics. For example, the stock classification table codes - CL use associated values to indicate whether
stock codes with a particular classification can have re-order points of zero, or can be included on purchasing
agreements.
Some associated values contain questions for which answers are required, these questions are specific and
unique to codes in the tables.
Table types within the table file can be secured on an individual basis.
Summary of Table Files

 Table Files - Finance
 Table Files - General
 Table Files - Human Resources - Payroll
 Table Files - Materials
 Table Files - Assets and Work
Diagram
The Maintaining Table files diagram represents how the table file is structured.
Business Rules
 Mincom-defined tables should only be modified under advice from ABB's support groups.
46
Configuration
 Associated values for tables are defined by ABB.

 All table types must be recorded as codes in the XX table, including those that are defined by ABB's
customers.
 Table types can be set up as codes in the XS - table file security table to allow administration of individual
table types to be given to functional specialists.
47
Configuration
Maintaining Table Files - Diagram

The diagram below represents the structure of the Ellipse EAM Table File.
48
Configuration
This overview diagram displays the process flow for Table Files.
49
Configuration
Review Table Codes

Use this activity to review table file entries (both table types and table codes). Reviewing a table type involves
viewing the codes within a table, while reviewing a table code means reviewing the features such as the
description and the associated values of a code within a table.
Activity Steps
1. Access MSE010 - Table.
The MSE010 - Search Table screen displays.
Table Type
Search Method
3. Select Search.
A list of matching table entries display in the results grid.
4. Select the required entry to review table details or table associated value details.
The MSE010 - Review Table screen displays.
5. Review data as required.
50
Configuration
Create a Table Type

Use this activity to create a table type.
Note: The XX table contains a list of all table types. ALL other table types are listed as table codes in the XX
table.
Creating a new table type is a matter of entering it as a code into the XX table. If you attempt to add codes to the
new table type before doing this, the error message 7019 - Table Type Control Info Not Defined Yet displays.
Activity Steps
1. Access MSO010 - Maintain Table File Entries.
The MSM010A - Maintain Table File Entries screen displays.
2. Select Create Table File Entries in the Option field.
Table Type - Enter XX in this field.
Table Code - Enter the name of the table to be defined.
4. Select Submit.
The MSM010B - Table File Details screen displays.
The XX Table File Control Record displays as the Table Type. The name of the new table type displays in
the Table Code column.
Table Code
Description - The Table Code Description displays when you enter codes into this type.
Active
6. Select Submit.
The MSM010C - Maintain Associated Values screen displays.
7. Enter the associated values for this Table Type in the Question field.
8. Select Submit.
Ellipse EAM checks that the data entered is valid.
9. Select Submit.
51
Configuration
Create a Table Code (with Optional Associated Values)

Use this activity to create table codes, including associated values where applicable.
Activity Steps
Table Type
Table Code
4. Select Submit.
The MSM010B - Table File Details screen displays with the new table code in the Table Code column.
Table Code - If you entered data in the Table Code field on the previous screen, that entry displays in the
first Table Code field.
Description
Associated Values - The Associated Value field is only available if associated values exist for the table code
type.
Active
a. If there are no associated values for this table type:
1. Go to step 7.
b. If there are associated values for this table type:
1. Select Questions from the Actions list.
2. Select Submit.
3. Complete the Reply field for each associated value.
4. Select Submit.
7. Select Submit to validate data.
8. Select Submit to save details.
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Configuration
Modify a Table Type

Use this activity to modify a table type.
Notes:
• Never modify any of the Mincom XX table codes. Mincom table types have their structure and contents
defined by ABB. Associated values for these codes begin with M.
• Never modify any client XX table codes. Client table types have their structure, such as the XX entry, defined
by ABB, but codes and descriptions are created and maintained by customer sites to their individual
requirements. Associated values for these codes begin with C. These table types are easily recognised as they
consist of an alphanumeric prefix and a numeric, for example the client-defined table types liked to catalogue
items are C0, C1, C2, C3...up to C9.
• Be careful when modifying user-defined XX table codes. User-defined table types are created by ABB or
Clients and allow additional descriptive codes to be recorded against various data elements. Associated values
for these codes begin with U.
Activity Steps
2. Select Modify Table File Entries in the Option field.
Table Type
4. Select Submit.
5. Modify data as required.
6. Click Submit to save the changes.
53
Configuration
Modify a Table Code and Associated Values

Use this activity to modify table codes, including associated values.
Activity Steps
2. Select Modify Table File Entries in the Option field.
Table Type
Table Code
4. Select Submit.
The associated value field is only available if associated values exist for the table code type.
a. If there are no associated values for this table type:
1. Go to step 7.
b. To modify associated values for a table code:
1. Select Questions from the Actions list beside the table code.
2. Select Submit.
3. Modify associated value details as required.
54
Configuration
Delete a Table Code

Use this activity to delete table codes.
Activity Steps
2. Select Delete Table File Entries in the Option field.
Table Type
Table Code
4. Select Submit.
The MSM010B - Table File Details screen displays..
If you entered a table code, that code displays.
If you did not enter a table code, all codes for the table type display.
5. Select Delete Table Code from the Actions list beside the required table code.
6. Click Submit to validate the deletion.
7. Click Submit again to confirm and save the deletion.
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Configuration
Delete a Table Type

Use this activity to delete a table type.
To delete a new table type, remove it as a code from the XX table.
A table type cannot be removed from the XX table if table codes exist for it. An error message '2399 - Can't
Delete, Table Type Codes Still On File' will display if this is attempted. Therefore, the first step in deleting a
table type is deleting all of the associated table codes.
Activity Steps
2. Select Delete Table File Entries in the Option field.
Table Type - Enter XX.
4. Select Submit.
The MSM010B - Table File Details screen displays..
If you did not enter a table code, all codes for the table type display.
Enter Table Code to Restart Display - Enter the name of the table type to be deleted.
6. Select Delete Table Code from the Actions list beside the item to delete.
8. Click Submit again to delete the table type from the system.
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Configuration
Secure a Table Type

Use this activity to secure a table type.
Activity Steps
1. Secure program MSO010, granting access only to authorised users.
See Maintaining MSO Security for more information about securing a program.
2. Create a record on the XS table for each C and U type of table to be protected.
3. The associated values for the XS table include up to 5 user-IDs or 5 positions.
The user-IDs or the incumbents on the positions recorded here identify the only users allowed to update the
table. As with program security, if no entry exists then access is allowed, except for ABB delivered files and
codes.
4. Changing the associated value flag maintained by MSO010 on the XX record to N for each required table to
prevent updates using MSO010. This method prevents even administrators from changing the tables without
first changing the associated values of the XX record.
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Configuration
Create an MSO Chain

Use this activity to create an MSO chain.
In Ellipse EAM, programs can be grouped together to form a logical business process. This logical business
process is called an MSO Chain. Program chaining is a facility which allows the user to nominate a sequence of
programs. When the user clicks OK from the first program nominated in the sequence the next program in the
chain displays. The F4 key breaks the chain at any program in the sequence and returns the user to the first
program in that sequence.
For example, if you use three or four programs on a regular basis to complete a business process, you can create
an MSO chain to run one after the other, instead of calling each from the command line at separate intervals.
Activity Steps
Table Type - Enter AL in this field.
Table Code - Enter the name you want to give to the MSO chain being created.
4. Select OK.
The MSM010B - Table File Details screen displays with the name of your MSO chain in the Table Code
field.
Description
Action - select action code Q - Questions. Enter a description for your MSO chain in the Description field.
Reply - In Position 1 (ALIAS TYPE), enter C (Chain).
In Position 2 (ALIAS IDENTIFICATION), enter the value you entered in Table Code (the name you gave
to your MSO chain).
7. Select Save.
8. Click Confirm to save the changes.
The MSM010A - Maintain Table File Entries screen displays for creation of table file CHAN - Program
Chaining.
Table Type - Enter CHAN.
Table Code - The first six characters are the same Table Code defined in the AL Table File. The last two
characters represent a sequence number, for example, 01.
12. Select OK.
The MSM010B - Create Table File Details screen displays.
Description
Action - select Action code Q - Questions. To do this, right-click in Associated Values, select Questions.
Enter a description for the first MSO in the chain, for example, Maintain Table File.
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Configuration

Reply - Enter the name of the first MSO in your chain, for example, MSO010.
15. Select Save.
The MSM010B - Create Table File Details screen redisplays.
16. Repeat steps 14 and 15 for all the programs you want in your chain. Make sure that you increase the
sequence number of the Table Code name.
17. Select Save.
18. Click Confirm to save the changes.
19. To run an MSO Chain, call it from the Command Line by the six character name you allocated. When you
run an MSO chain, the first MSO in the chain is presented to you for processing. After you finish and close
the first MSO, the remaining MSOs in the chain are presented to you for processing in the order that they
are defined in the chain.
Restrictions: For a program to be chained, it must 'hang off' MSM000B, that is, it must not hang off a menu
which is itself a program. There are exceptions to this. These exceptions are program menus which have a hard
coded 'hook' in the program telling the program to check for the existence of a chain. These chains are given a
reserved name chosen by Mincom and are initiated by an anchor program (a program menu). These chains and
anchor programs from which they can be used are:
Anchor program Chain name Function
MSO510 MODINC Modify Incidents
MSO8JA MODJOB Creating Job Information
MSO8JB REVJOB Reviewing Job Information
MSO870 MODPOS Creating Position Information
MSO871 REVPOS Reviewing Position Information
REVINC Review Incidents
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Configuration
Maintaining Ellipse EAM Menus

Ellipse EAM menus helps users locate programs without having to remember vast lists of program identifiers.
Menus make navigating the system faster and easier, especially for new users. Users can create their own menus
and tailor them to suit a district, position or role, or their individual preference if their security access allows.
Once created, the menu structure displays in the Application Navigation Menu, which is available in every
screen that accessed.
Ellipse EAM menus can be:
 defined as global menus.
 defined as core menus. These menus are created by ABB and cannot be modified.
 defined by users. Ellipse EAM users can tailor their own menus using MSE025 - Modify Menu.
 displayed in the user's preferred language using the multi-language support function within Ellipse EAM.
The system automatically determines the user's preferred language from their browser. If the user's language
is not found in the Ellipse EAM database, the system defaults to English.
 nested or have many levels by adding child nodes to existing nodes, or adding existing menus as a
hierarchical node. A menu can contain a maximum of 30 menu options. This allows for an almost unlimited
hierarchy and wide-ranging flexibility.
Note: It is not mandatory to use hierarchical menus.
The menus are created at a global level and display all menu items in the menu tree (MSE025). If the user does
not have appropriate security access to the program, the menu does not display.
As part of the Ellipse EAM installation, a core set of installation menus are loaded with the core data. Core
menus are protected and cannot be modified. However, they can be copied (using the Save As function) and then
modified. This has the added benefit of allowing future ABB delivered menu updates without disturbing existing
customer changes.
At installation, the default menu is set as the Global Menu (GM).
Users can install their own menus by:
 Creating a personalised menu that can consist of the following items:
 A main menu linking to separately created sub-menus
 A user-defined menu hierarchy containing all menu items
 Renaming a core menu with a user name using the Save As function and then adding further menu
nodes, as required
 Changing the default menu to a user-defined menu.
Business Rules
 Menus are global across the company structure. All menus have unique identifiers created by the Ellipse
EAM system.
 All menu nodes have either application codes or child nodes.
 Menu items within a menu node can be promoted or demoted, or can be moved to change order.
 An application within a menu cannot have child nodes.
 The Text Displayed field shows on the Ellipse EAM Menu and as the node name in a menu's nodes.
 Core menus and their child nodes cannot be modified nor deleted; they can only be copied.
 Only core menus can be copied.
 All menu nodes can be promoted to a global menu.
 When an existing menu is added as a node, a new parent-child link is created between the two nodes.
 Deleting a node removes itself and all child nodes without warning.
 All menu nodes can be referenced using the Add Existing Menu function.
 Changes to a referenced menu node (including deletion) are reflected where they are referenced.
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Configuration
Create a Menu
Use this activity to create menus.
Activity Steps
1. Access MSE025 - Modify Menu.
The MSE025 - Search Modify Menu screen displays.
2. Select New.
The MSE025 - Modify Menu detail screen displays.
A new menu node displays in the hierarchy tree.
Text Displayed
Application Code
Note: If you intend to add children to this node, leave this field blank.
4. Select Submit.
The menu name displays in the hierarchy tree.
5. Select Add in the hierarchy tree to create child nodes for the menu.
6. Select the new node.
Text Displayed
Application Code
8. Repeat the above steps to add further child nodes to the menu, if required.
The MSE025 - Modify Menu screen redisplays with the details entered.
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Configuration
Modify Menus
Use this activity to modify existing menus. You can perform a number of actions, including modifying menu
names, adding child nodes to an existing node, and linking an application to be launched from a menu.
Note: You can only enter an Application Code to an end node. If you create a child node from an existing end
node, the Application Code will be removed from the node that used to be an end node.
Activity Steps
3. Select Add in the hierarchy tree to create child nodes for the menu.
4. Select the new node.
Text Displayed
Application Code
6. Repeat the above steps to add further child nodes to the menu, if required.
To add an existing menu to the hierarchy:
1. Refer to Add an Existing Menu.
To reposition a node or component within the hierarchy:
1. Drag and drop the component to the required position.
A dotted line indicates the position where the component will be dropped. The mouse cursor displays a
green plus icon for a valid location or a red cross icon for an invalid location.
To give security access to a user:
1. Access MSE020 - Security.
The MSE020 - Search Security screen displays.
The MSE020 - Update Security screen displays.
4. Enter the menu name in the Menu Name field.
5. Select Submit.
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Configuration
Add an Existing Menu

Use this activity to add an existing menu to a node in a user-defined menu.
Activity Steps
3. Select the required node.
4. Click Add Existing Menu.
The Dialog Box - Add Existing Menu displays.
Add Existing Item
If the menu ID is not known, you can look up the menu ID by clicking on the Add Existing Item lookup
field.
7. Click the Return Grid Row icon beside the required menu item in the grid.
The Add Existing Item field in the dialog box is populated with the menu ID.
8. Select OK.
9. Select Refresh.
The menu is added to the hierarchy tree.
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Configuration
Copy an Existing Menu

Use this activity to customise an Ellipse EAM core menu to suit your specific purposes.
Note: Core menus cannot be modified. They can only be copied and then the copied menu can be modified to
suit your requirements.
Activity Steps
Note: The text entry fields are disabled for a core menu.
3. Select Save As.
The Dialog Box - Save As displays.
To modify all nodes in the hierarchy tree:
1. Select the Copy Entire Tree check box.
Text Displayed
3. Select OK.
4. Adjust the menu according to your requirements. Refer to Modify Menus.
To modify the selected node only:
1. Clear the Copy Entire Tree check box.
The references to any other nodes within the core menu will be maintained in the copied menu, but cannot
be modified.
Text Displayed
3. Select OK.
4. Adjust the node according to your requirements. Refer to Modify Menus.
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Configuration
Promote a Node to Global Menu

Use this activity to promote an existing menu node to a global menu. The child nodes of this global menu will
display in the Application Navigation Menu at the top of the screen.
Activity Steps
The results display in the grid.
4. Select the required node.
5. Select Promote Node To Global Menu.
The Dialog Box - Promote Node To Global Menu displays.
Menu Name
Note: The name for a global menu cannot exceed 10 characters.
7. Select OK.
The entered Global Menu Name displays on the screen.
The nodes comprising the global menu display in the Application Navigation Menu.
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Configuration
Delete Menus
Use this activity to delete Ellipse EAM or user-defined menus that are no longer required.
Note: Core Menus cannot be deleted.
Activity Steps
a. To delete an entire menu hierarchy:
1. Ensure the menu or parent node you selected is the root node of the hierarchy you are deleting.
2. Select Delete.
You are prompted to confirm deletion of the entire hierarchy.
3. Select Confirm.
The MSE025 - Modify Menu detail screen displays. The menu that has been deleted displays as a disabled
menu. All instances of this menu node are deleted from all menu hierarchies.
b. To delete one or more menu nodes:
1. Select the node to be removed from the menu hierarchy.
Note: Any existing child node under this node will also have its links removed.
2. Select the Delete icon next to the specific node.
The node is marked for removal the next time you select Submit.
Note: To clear the selection, select Delete again.
If a node has previously been imported into another menu, it will remain linked to that menu because only
the link to this menu is removed.
3. Repeat the above steps for each node to be removed from the menu hierarchy.
The selected nodes are deleted.
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Configuration
Launch an External Application using Menus

Use this activity to launch an external or web application using Ellipse EAM menus. An example could be to
your internet, or another system that you use. .
Note: This activity is only useful for users who may need to run an external application.
Activity Steps
2. Select New.
A new menu node displays in the hierarchy tree.
Text Displayed
Application Code
Note: If you intend to add children to this node, leave this field blank.
4. Select Submit.
The menu name displays in the hierarchy tree.
5. Click Add Row.
A blank line displays in the grid.
Parameter Name
Default Value
8. To add this menu to an existing menu, refer to Add an Existing Menu.
9. To promote this menu to a Global Menu, refer to Promote a Node to Global Menu.
Users can now launch the external application using the Ellipse EAM or user-defined menus according to
which menu they linked the external application.
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Configuration
Maintaining Printers
Printer devices used within Ellipse EAM are maintained using MSE016 - Device. Printer information is stored in
the MSFPRT file, which can be maintained only by using MSE016.
Note: Printers can be created and maintained only by the system administrator or a high level user.
Printers in Ellipse EAM

Using MSE016 - Devices, each printer device is given a unique two-character device code. Ellipse EAM uses
this code to locate the physical printer on the network. Within Ellipse EAM this two-character code is linked to
the printer name to which users can direct reports. The printer must be given a unique name, which is used as an
identifier throughout the system.
When setting up printers, the URL is entered in MSE016 and is used to access the printer over the network. The
usual URL format is:
ipp://<host>:<port>/printers/<printer>
Default Printers
For every printer used, a global default must be created along with a default for each district. For example, when
a report is directed to a printer, Ellipse EAM attempts to direct the report to the printer defined on the report
request. If that printer is not found, Ellipse EAM searches for the user's default printer. If the user's default
printer is not found, Ellipse EAM searches for the district default printer. If the district default printer is not
found, Ellipse EAM searches for the global default printer.
While a printer is set as a default, it cannot be deleted; another printer must be assigned as the default before the
former one can be deleted. Default printers for an employee are maintained using the Printers tab on the
MSE81S - Update Personnel Workbench screen.
Defaults for cyclic report printers are created and maintained within the reporting process. The only exceptions
are:
 Purchase Order Print - MSB222
 Invoice Print - MSB560
 Statement Print -MSB562
Note: These requests use on-line screens to enter parameters including printers and cannot be amended. If the
printers change, the existing cyclic requests must be cancelled and recreated.
Program Printer Allocations

You can direct a program to always use a particular printer. This might be needed, for example, when a report
(or one section of a report) is printed on non-standard paper. Printers that will be used in this way are established
in the system control settings. For more information, refer to Modify Program Printer Allocations.
Business Rules
 There can only be one system wide default printer and only one district default printer (per district).
 Warehouse printers are set up and maintained in the Warehouse Control information. For more information,
refer to Maintain Warehouse Control Information.
 Job Cards are printed to the Work Group default printer. Set up this printer using MSO720 - Maintain Work
Groups. For more information, refer to Maintain A Work Group.
 If no default printer is entered against a position or a user, Ellipse EAM uses the district default printer.
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Configuration
Set Up a New Printer Association

Use this activity to set up a printer association to be used within Ellipse EAM.
Activity Steps
1. Access MSE016 - Device.
The MSE016 - Search Device screen displays.
2. Select New.
The MSE016 - Device detail screen displays.
Device Type - Select Printer
Printer Name
Description
Printer URL
All Districts - if the printer is to be accessible from all districts
System Wide - if the printer is to be the system-wide default
4. Click Print Test Page to test the printer setup.
5. Select Submit.
The printer association is saved.
To set this printer as a default, refer to Set Printer as a District Default or System Wide Default.
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Configuration
Set Printer as a District Default or System Wide Default

Use this activity to select the districts that will use this printer as a default.
A district default printer is used to ensure a printer is available to that district.
A system-wide default printer is used to ensure a printer is available to ALL districts.
The order of hierarchy for print jobs is:
 user choice or the default printer
 district default
 system wide default
Note: There can only be one system-wide default and only one district default per district.
When you click Submit, Ellipse EAM clears the previous system-wide default printer prior to saving the current
printer as the system-wide default.
When you click Submit, Ellipse EAM clears the previous district default printer prior to saving the current
printer as the district default.
Activity Steps
Printer Name
3. Select Search.
Printers matching the search criteria entered display in the results grid.
4. Double-click on the required printer.
a. To set the printer as a default to specific districts:
1. Select the relevant check boxes in the Default field.
Note: By selecting the All Districts check box, the printer is accessible to all districts. This does not
meanthat the printer is the default for all districts.
If a default printer already exists, the following message displays: Warning - Device will replace current
default.
b. To set the printer as a default for all districts:
1. Select all the check boxes in the Default field.
c. To set the printer as the system wide default:
1. Select the System Wide Default check box.
6. Select Submit.
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Configuration
Modify Printer Information

Use this activity to modify printer details, such as a printer URL or districts that have access to the printer.
Activity Steps
Printer Name
3. Select Search.
Modify data as required.
5. Select Submit.
The modified details are saved.
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Configuration
Modify Program Printer Allocations

Use this activity to establish or change the default printer for a program. Normally you would use this activity to
define the default printers for locally developed report programs, or for reports that have unusual or complex
formatting.
Activity Steps
2. Select Modify Program Printer Allocations in the Option field.
District
4. Select Submit.
The MSM00CE - Modify Program Printer Allocations screen displays.
Prog. No. - To identify a program, you only need to enter the last three numeric characters of the program
identity. For example, to select MSR284A, enter 284 in the Prog. field, and A in the Report Id. field. To
delete a printer allocation, delete the entry in the Prog. field.
Report Id.
Printer Name
No. of Copies
Report Description
6. Select Submit.
The printer allocations are saved.
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Configuration
Add Districts to Printer

Use this activity to add a district association to a printer.
Activity Steps
Printer Name
The MSE016 - Device Detail screen displays the printer details.
3. Click the Add icon in the districts grid.
A new grid row displays at the top of the districts grid.
4. Select the district from the district drop-down list.
5. Select the Default check box if the printer is to be the district default printer.
6. Select Submit.
The district is saved.
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Configuration
Delete Printer
Use this activity to delete a printer that is no longer used.
Note: If the device is a default device, another device must be assigned before it can be deleted.
The Delete button does not display for default devices.
Activity Steps
Printer Name
3. Select Search.
5. Select Delete.
A confirm deletion message displays.
6. Select Confirm.
The printer is deleted.
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Configuration
Remove Districts Associated to Printer

Use this activity to remove districts which have access to the printer. This can be districts that no longer use the
printer.
Note: A district cannot be removed if the printer is accessible to All Districts (All Districts check box is
selected).
Activity Steps
Printer Name
The MSE016 - Device detail screen displays the printer details.
3. Click the Delete icon next to the district.
Note: If the device is a default device, another device must be assigned before it can be deleted.
4. Select Submit.
The district is removed from the district grid.
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Configuration
Maintaining Position Management

The Position Management module can hold a wealth of information about an organisation's workforce. This
information is drawn on by many of the Human Resource modules to maximise their functionality.
The implementation of the Position Management module within an Ellipse EAM site gives administrators a great
deal of flexibility in how they set up and maintain the organisation's hierarchy, jobs, positions and authorisations.
For further information about the Position Management module, see the Position Management Module
Overview.
Business Rules
 The Position Management module is activated globally, but can be bypassed at the district level.
 Using the Position Management module impacts security, as global profiles, which define the programs
available to a user, can be linked to the position and this linkage will override any profile linkage or setup at
the user's profile.
 Access to programs (whether using a linked global profile or directly from the user's profile) must be in
accordance with the authority types allocated to the position. In other words, there is little point in a position
having the authority to create and maintain issue requisitions when the profile in use has no security access
to the issue requisition programs.
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Configuration
Employee and Non-Employee Details

You can maintain and use basic information relating to employees and non-employees throughout Ellipse EAM,
by using maintenance and review applications. In addition, you can use lists to select employees or non-
employees for further action.
Employees are defined as people who perform a business function within an organisation. An employee can be a
full-time or part-time employee, a contractor, a casual employee, and so on. Employees such as contractors and
labour hires will not have a current payroll record.
Non-employees are defined as people for whom name and address details are required by the organisation, but
who do not perform a business function within that organisation. Non-employees whose details you keep include
:
 Applicants for jobs
 Attendees of training courses and on-site inductions
 Involved parties for Health, Safety & Environment incidents
The basic functions provided by Ellipse EAM include:
 Maintain and review details for employees
 Maintain and review employee preferences
 Maintain and review security and authority levels for employees
 Maintain and review details for non-employees including core, resource and emergency contact details
 Ability to select employees and non-employees through search or drop-down functions throughout the
system
 Ability to define data items (reference codes) for customers to store extra customer-specific information
about employees.
Additional employee and non-employee functionality is provided within the various Human Resource modules.
Refer to Personnel Management and Administration module.
Limitations
If the Position Management module is not installed, security and authority details are provided at an employee
level. You can use the MSE81S - Personnel Workbench application to maintain these details. If the Position
Management module is installed, security and authority details are defined for a position, and employees assume
the authority of the position where they are incumbent (as either a primary or secondary position).
Additional Information
You can record the following details for both employees and non-employees:
 Identification number
 Name, including surname and given names
 Address and telephone details
 Emergency Contacts
The following additional details can be recorded for employees:
 Work order prefix (only if the Work Orders module is installed)
 Primary resource type for the purpose of maintenance scheduling
 Labour cost classification
 Supplier number for paying accounts payable transactions to employees
 Security and authority levels for various Ellipse EAM transactions
Core employee details are stored on file MSF810 and core non-employee details on file MSF811. If the Human
Resource modules are installed, additional employee details are stored on various other files.
Employee and non-employee identification numbers can be up to 10 characters long, and can be numeric,
alphabetic, or alphanumeric. If numeric identification numbers are used, the system automatically left justifies
the most significant digits, and fills the remainder with zeroes (for example, a number 01 adjusts to
0000000001). Numeric employee numbers can be automatically generated depending on the system control
settings.
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Configuration
Employee and non-employee names are presented in a consistent format throughout the system as defined by a
system control file setting (for example, surname and initials, or surname and first given name).
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Configuration
Maintaining System Preferences for Maintenance

Scheduling
You can set up system preferences for maintenance scheduling using MSEWPC - Scheduling Configuration.
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Configuration
Electronic Mail
You can use electronic mail to send ad hoc email messages to employees, suppliers, customers or any nominated
email address.
Employee preferences can be set up to receive messages either through the Ellipse EAM diary system or an
email system external to Ellipse EAM. An external mail address that can be set up against the employee makes
this possible. If an Ellipse EAM diary note is linked to an employee, it is directed according to that preference.
If the Position Management module is installed, you can configure the system control to automatically send a
mail message to each incumbent against a position, when a transaction needs to be authorised. This is
particularly useful for upper management who are not regular Ellipse EAM users, but are required to approve
transactions for purchasing, and so on.
Note: The approval process takes place using MSEAPM - Review Approvals Manager in Ellipse EAM.
A separate medium type is included to indicate reports are received using email. A mail device type is defined to
send reports using email (rather than to a printer). This device is nominated as the printer for reports or as an
employee's default printer. Entire reports can be sent by email to the original requestor of the report, or to any
specified email address. Reports can be emailed to multiple recipients.
Limitations
The message indicating a job has completed only indicates successful completion. It is not possible in Ellipse
EAM to catch all circumstances where a batch process can fail and inform the requestor of the failure. If a report
is to be printed, a completion message means that the report has finished processing. The report may still be
queued for printing.
A system control setting is available to specify the maximum number of lines sent in an email message. Lines in
excess of this limit are truncated.
A link is established between a sign-on profile (MSF020) and an Employee ID (MSF810) using the MSM020B
- Maintain Security Profiles screen to enable Ellipse EAM to send messages automatically. Log on to Ellipse
EAM is inhibited if this association is not established.
If the employee preference is set to diary note and a mail printer device is used, the message is lost.
Only reports that are requested online can be emailed. Reports that are produced automatically cannot be
emailed.
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Configuration
Transaction Information
A number of programs are available to maintain diary notes.
Messages are generated by batch through using the RDL functions or the notify on completion request.
Diary notes are directed by user preference to either a diary note or email. Diary notes are kept on MSF040.
Reports emailed using the email printer medium and device type use the external mailer system (they do not use
the subroutine MSSELM).
Notification email messages are processed using the subroutine MSSELM, which itself uses subroutines
MSS035 and MSS036 to maintain and retrieve mail messages from the Message Header and Message Data files
MSF035/MSF036.
MSSELM is updated per installation depending on the external mailer system used.
Report output email messages are tagged with email related tags and the output is created as a file in the work
directory. A script is called instead of a print command, to send the email reports out. MSE016 - Device has a
device setup with the script in the print command. The script reads the various tags and then processes the output
accordingly.
Note: MSB035 must be run on a regular basis to ensure that the Message Files are physically cleared of
messages which have been completed and sent.
MSS035 performs logical deletions only, NOT physical deletions.
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Configuration
Maintaining Reference Codes

Reference Codes allow you to build on the existing Ellipse EAM database. Reference codes allow you to capture
extra data not only about standard Ellipse EAM entities, but also about entities that you create and define.
Understanding Entities and Entity Values

Entities are categories of data that Ellipse EAM stores. For example, Catalogue is an Ellipse EAM entity,
grouping together related data fields such as a Stock Code, a Stock Type, and an Item Description. Similarly,
Work Orders, Employees, and Warehouse Items are all entities. You can view a list of the entities defined within
Ellipse EAM by viewing the contents of table type RCEN. See Review Table Codes for more information about
how to do this.
Ellipse EAM comes standard with a large number of entities, covering the vast majority of business needs. In
addition to this, you can create your own entities. The ability to create your own entities gives you a completely
flexible database definition tool within Ellipse EAM.
Entity values are the data sets entered using an entity as a template. For example, an entity value for the
Catalogue entity might be Diesel Engine. This entry will contain the information defined in the Catalogue entity,
such as the engine description and a stock code for the Engine. Another entity value might be Steering Wheel.
The Maintaining Reference Codes diagram is a pictorial representation of how this works.
Using Reference Codes With Entities

Reference codes are a way of recording user-defined fields against entities.
You might want to add a user-defined field to an entity for any number of business reasons. For example, you
might want to record the price (user-defined field) of a catalogue item (entity) or the hobbies of an employee, or
any other type of data that Ellipse EAM does not capture by default. To do this, you create a reference code for
the data you want to capture and link it to the relevant entity.
It is possible to set up validation for reference codes. If you were creating a reference code to capture the price of
a catalogue item, for example, you might like to ensure that the data entered was always numeric. To do this, you
would enable validation for that reference code.
Validation is set up using the field type (FT table) and special edit (SE table) codes. Field types ensure that
appropriate types of data are entered, such as date ranges, numeric ranges, and alphanumerics. Special edit codes
ensure that data is validated against existing information such as valid districts, active districts, cost centres, and
work groups. If these validations are insufficient, user-defined tables and codes can be created, against which
reference codes can be validated.
Having created reference codes for an entity, you can use those codes as search criteria within Ellipse EAM. You
might like to search, for example, for all catalogue items with the price of $1000. You might like to search for all
employees who have tennis as a hobby. The ability to search data based on reference code values gives you a
powerful tool for grouping and classifying data items.
Standard and User-Defined Entities

There are two types of Ellipse EAM entities - the entities that come with Ellipse EAM as standard, and entities
that you create. Ellipse EAM handles reference code functions differently for each of these types.
The reason for this is Ellipse EAM has program logic built around many of the entities that are delivered as
standard. This logic enables you to directly access reference code information using screens dealing with the
associated Entity.
For example, Ellipse EAM uses a standard Entity called EMP - Employee. When modifying employee data, the
option to modify employee reference codes is available as an action code (on MSO screens) or a tab (MSE
screens). This option is available because Ellipse EAM is hard-coded to use the standard EMP entity with these
screens.
When you create your own entities, Ellipse EAM has no way of linking them with particular applications and
screens. Essentially, when you create your own entities, you are building a database within the Ellipse EAM
database. Reference codes attached to these entities cannot be modified through applications and their screens
because Ellipse EAM applications are not linked with non-standard entities. Reference codes for user-defined
entities are therefore modified in a different way to standard entities.
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Configuration
Other Features
Within the Reference Code facility you can create customised screen prompts, labels and validations for any
reference codes you create, whether they are Mincom-defined entities or locally-defined.
Diagram
The Maintaining Reference Codes diagram represents the process of creating reference codes for entities.
Business Rules
The following business rule governs this process:
 The maximum number of reference codes that can be added against an Ellipse EAM entity or user-defined
entity is 999. Each reference code in turn may be repeated up to 999 times.
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Maintaining Reference Codes - Diagram

The diagram below represents how entities, entity values and reference codes relate to each other.
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Diagram 2
The diagram below represents the activities associated with the Maintaining Reference Codes process.
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Further Information - Maintaining Reference Codes
Using reference codes, you can add user-defined fields to Ellipse EAM entities. You can also define your own
entities and attributes, effectively providing a simple database definition tool within Ellipse EAM.
Entities to which reference codes can be associated are:
 Catalogue items
 Equipment
 Inventory
 Warehouse stock
 Employees
 Supply customer
 Group classes
 Work orders
 Standard jobs
 Projects
 Purchase requisitions
 Purchase orders
 Recommended purchase orders
 Stock code suppliers
 FPA headers, quotation headers and repair headers
 FPA items, quotation items and repair items
 FPA agreement, quotation and repair agreement items
 Account Codes
 General Ledger Codes
 Expense elements
 Cost centres
 Application parts list headers
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Configuration
 Application parts list items

 Six types of repair agreement task
 Six types of repair agreement sub-task
 Other
Limitations
Access to reference code details is controlled using the security profile applied to the entity ('E' type profile).
Additional information
The following information describes the set up and use of reference codes.
 The entity with which the Reference Codes are to be associated is defined in Table File RCEN. Mincom-
defined entities are pre-loaded to this table. Maintenance is therefore only required when you define your
own entity.
 When the entity is defined, the length of the key for that entity (for example, the key for the Catalogue is the
stock code, which is nine characters long) must be specified. You must also indicate whether the key has
more than one part. When a customer-defined entity is added, the names of each part of the key must be
added to Table File RCEL. This information is pre-loaded for Mincom entities.
 Each reference code (the fields into which data is entered) for the entity is defined using MSO070. Each
code is identified by a number and has information such as screen literal, data type, and validation
associated with it.
If access to a particular entity is to be limited, set up an E type security profile using MSO020.
Data is added to the entity. For user-defined entities, use MSO071. For existing Ellipse EAM entities, use the
Review Reference Codes actions on the maintenance screen for that entity. For example, to add data to
reference codes for a group class, launch MSO160 and click Review Reference Codes to open the MSM071B -
Reference Code maintenance screen. Use MSO072 to review customer entities and the associated reference code
details.
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Configuration
Configure Ellipse EAM for Reference Codes

Use this activity to configure Ellipse EAM to use reference codes.
This is required when first setting up an Ellipse EAM instance.
Activity Steps
2. Select Maintain Systems Control Information in the Option field.
3. Select Submit.
4. Select Reset.
5. Select Submit.
The MSM001C - Maintain System Control File (Cont.) screen displays.
6. Select Submit.
The MSM001D - Maintain Systems Control File (Cont.) screen displays.
7. Enter data in the following field on the Reference Codes tab:
Last Standard Text Number
When Ellipse EAM is first being set up to use reference codes, this field should be set to 1.
8. Select Submit.
9. Continue to click Submit until the MSM001A - Maintain Systems Control File screen displays.
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Configuration
Create User-Defined Entity

Use this activity to create a user-defined entity.
An entity is created by adding entries to table RCEN and table RCEL. RCEN contains the basic configuration
information about the entity, and RCEL contains its description.
For more information about how to create an entry in a table, see Create a Table Code.
Activity Steps
1. Create an entry in table RCEN.
The table code you add is the name of the entity you are creating.
2. Edit the associated values for the table code.
When adding an entity to table RCEN, the associated values for the entity must be entered. Without the
correct associated values, the entity will be invalid.
The associated values to enter when creating a new entity are:
 Position 1 - C (Client)
 Position 2 - A (Active entity)
 Position 3 - Y (if a description has been entered. If this position is set to Y, then an entry must be made
in the RCEL table. This is strongly recommended.)
 Position 4 - When an entity is defined the length of the key for that entity must be specified. For
example, the key for the Ellipse EAM defined entity, Catalogue, is the stock code. This is nine
characters long.
The entity key defines how the entity values are formatted. For example, if the entity is set up with a 2 part key
of 1 place for the first key part and 3 places for the second, valid entries might be A001 and B002 (and so on). In
this case, as an example, the first part of the key might relate to a region, and the second to an office number.
When a Client-defined entity is added, the names of each part of the key must be added to table RCEL.
 Positions 5-21 - The size of the key part. In the preceding example, the size of part 1 is 1 and the size of
part 2 is 3.
3. Create an entry in table RCEL.
The table code you add is the name of the entity you are creating.
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Configuration
Define Reference Codes

Use this activity to define reference codes and their parameters for an entity.
Defining reference codes sets them to be used with an entity. You can specify the parameters for the code, such
as length and validation rules. This activity applies to both Mincom-defined and Customer-defined entities.
It's worthwhile reviewing the existing reference code parameters for the entity before defining new ones. See
Review Reference Code Parameters for more information about how to do this.
Before starting this activity, the entity type must exist in table RCEN.
Activity Steps
1. Access MSO070 - Define Reference Code Parameters.
The MSM070A - Define Reference Code Parameters screen displays.
Entity Type
Reference No.
Screen Literal
Length
All other fields are optional. For more information, refer to MSM070A - Define Reference Code Parameters.
3. Select Submit.
In some cases, Ellipse EAM defaults information that has not been entered.
Ellipse EAM saves the reference code parameters.
The message 'CREATED' displays at the bottom of screen. The details stay on the screen so you can quickly
create a new item from this reference code.
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Configuration
Review Reference Code Parameters

Use this activity to review reference code parameters.
Activity Steps
1. Access MSO074 - Review Reference Code Parameters.
The MSM074A - Review Reference Code Parameters screen displays.
Entity Type
All other fields are optional.
3. Select Submit.
Ellipse EAM displays the reference code parameters for the Entity Type.
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Configuration
Secure an Ellipse EAM Entity

Use this activity to secure an Ellipse EAM entity.
To limit access to either a Mincom-defined entity, or a client-defined entity, you can create an E type security
profile using MSO020. For more information, refer to Maintaining MSO Security.
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Configuration
Create Reference Code Values for User-Defined Entities

Use this to create an entity value and its associated reference code values for user-defined entities.
This activity only applies to user-defined entities. Reference code values for Mincom-defined entities are
maintained in the update screens for the data item. For example, CAT is a Mincom-defined entity linked to the
Catalogue. If you create a reference code of PRICE for the CAT entity, you maintain the PRICE reference code
values for individual stock items using the Catalogue maintenance programs.
Before starting this activity, the entity type must exist in table RCEN. The reference code parameters must be
defined using Define Reference Code Parameters.
Activity Steps
1. Access MSO071 - Reference Codes Maintenance Menu.
The MSM071A - Reference Codes Maintenance Menu screen displays.
2. Select Create Reference Codes for User Defined Entity in the Option field.
Entity Type
4. Select Submit.
The Entity Value and Copy Entity Value fields will display.
Entity Value
To copy reference code data from another entity value, enter the entity value to copy from in the Copy
Entity Value field.
6. Select Submit.
The MSM071B - Reference Codes For (Entity Name) screen displays.
Entity Description
Reference Code Value
To restart the list at a different point, enter data in the Restart Reference No. orShort Name.
8. Enter data in the remaining fields as required.
The following Actions display in the grid:
Review A Reference Code is only available for Mincom-defined entities.
Review the Extended Text is only be used if the Reference Code parameters have been set to allow
Standard Text. The MSM096B - Maintain Text screen displays when this actions is selected.
9. Select Submit.
Ellipse EAM saves the reference codes against the entity. The MSM071A - Reference Codes Maintenance
Menu screen displays.
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Configuration
Modify Reference Code Values for User-Defined Entities

Use this activity to modify reference code values for user-defined entities.
Activity Steps
2. Select Modify Reference Codes for User Defined Entity in the Option field.
Entity Type
4. Select Submit.
The Entity Value field displays.
Entity Value
To copy reference code data from another entity value, enter the entity value to copy from in the Copy
Entity Value field.
6. Select Submit.
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Configuration
Delete Reference Code Values for User-Defined Entities

Use this activity to delete all reference code values for a user-defined entity.
Activity Steps
2. Select Delete Reference Codes for User Defined Entity in the Option field.
Entity Type
4. Select Submit.
Entity Value
6. Select Submit.
The MSM071B - Reference Codes For (Entity Name) screen displays. The screen displays with all fields
protected.
The Dialog Box - Confirm Delete displays.
7. Select Yes. This confirms the deletion.
Ellipse EAM deletes the reference code details for the entity value.
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Configuration
Review Reference Code Values for User-Defined Entity

Value
Use this activity to review the reference code values for a single user-defined entity value. To review a list of all
entity values for the entity, refer to Review All Entries For A User-Defined Entity.
Activity Steps
1. Access MSO072 - Reference Codes Review Menu.
The MSM072A - Reference Codes Review screen displays.
2. Select Review Nominated Entry for an Entity in the Option field.
Entity Type
4. Select Submit.
Entity Value
6. Select Submit.
The MSM072B - Review Reference Codes For (Entity Name) screen displays.
a. To restart the list at a different point:
Restart Reference No. or Short Name
2. Select Submit.
b. To review extended text for a reference code:
1. Select the required item and click Review the Extended Text.
2. Select Submit.
The MSM097A - Review Standard Text screen displays.
3. Review the extended text for the reference code.
4. Select Submit.
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Configuration
Review All Entries for a User-Defined Entity

Use this activity to review a list of all reference code values for a User-Defined entity. Use action codes to
review details of the reference codes.
Activity Steps
2. Select Review All Entries for an Entity in the Option field.
Entity Type
4. Select Submit.
The MSM076A - Review Entries For (Entity Name) screen displays.
To restart the list at a different point, enter an entity key in the Restart At field.
5. Click Review beside the required item to review reference code details.
Note: Review is not available for Mincom-defied entities.
6. Select Submit.
7. Review data as required.
8. Repeat the above steps to review details of other reference codes for the entity.
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Configuration
Search for User-Defined Entity Values

Use this activity to find all entity values whose reference codes match the criteria you specify.
The result of such a search is that Ellipse EAM browses all the entity values and returns a list of those that match
the reference code criteria you specify. An example of using this type of search would be if you have a reference
code of HOBBY against employees, and wanted to search for all employees who had Tennis as a hobby.
Activity Steps
2. Select Search an Entity by Reference Code in the Option field.
Entity Type
4. Select Submit.
The MSM073A - Search Parameters For (Entity Name) screen displays.
Search Value
To restart the list at a different point, enter data in the Restart Reference No. or Short Name.
6. Enter a search value for only one reference code.
7. Select Submit.
The MSM073B - Reference Code Search for (Entity Name) screen re-displays, with a list of matching entity
values displayed in the results grid.
a. To perform another search for this reference code:
1. Enter the new value to search for in the Ref Code field.
2. Select Submit.
The screen displays all matches for the new criteria specified.
b. To review reference codes for one of the entity values listed:
1. Click Review beside the required item.
2. Select Submit.
3. Review the reference codes for the entity value.
4. Select Submit.
The MSM073B - Reference Code Search for (Entity Name) screen re-displays.
9. Select Submit.
10. Select Submit.
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Configuration
Create Reference Code Values for Mincom-defined

Entities
Use this activity to create reference code values for a Mincom-defined entity value.
Action code 9 from the normal MSO creation or maintenance screen for a Mincom-defined entity is used to
create reference code values for Mincom-defined entity values. For example, to add data to Reference Codes for
a group class you would use MSO160 (Group Class Maintenance program) and then action code 9 to access the
Reference Code maintenance window (MSM071B).
To create reference code values for user-defined entities, refer to Create Reference Codes For user-defined
Entities.
Note: This activity details how to create reference code values using MSO programs. You can also, where
available, use an MSE to perform the same task.
Activity Steps
1. Access the MSO creation or maintenance screen for the Mincom-defined entity.
This program will vary depending on the entity.
2. Enter 9 in the Action Code field.
For example, from the Maintain Employee program (MSO810) use action code 9 when creating or
maintaining an employee to create reference code values for that employee.
3. Select Submit.
Note: The Entity Description field is not available for Mincom-defined entities.
5. Enter the remaining fields as required.
You are returned to the creation or maintenance screen for the Entity type.
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Configuration
Modify Reference Code Values For Mincom-defined

Entities
Use this activity to modify reference code values for a Mincom-defined entity value.
Action code 9 from the maintenance screen for a Mincom-defined entity is used to modify reference code values
for Mincom-defined entity values. For example, to modify Reference Codes for a group class we use MSO160
(Group Class Maintenance program) and then action code 9 to access the Reference Code maintenance window
(MSM071B).
To modify reference codes for user-defined entities, refer to Modify Reference Code Values For user-defined
Entities.
Note: This activity details how to modify reference code values using MSO programs. You can also, where
available, use an MSE to perform the same task.
Activity Steps
1. Access the maintenance screen for the Mincom-defined entity.
For example, from the Maintain Employee program (MSO810), use action code 9 when maintaining an
employee to modify reference code values for that employee.
3. Select Submit.
You are returned to the maintenance screen for the Entity type.
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Configuration
Review Reference Code Details for Mincom-defined

Entities
Use this activity to review a list of the reference codes for a Mincom-defined entity.
Action code 9 from the normal review for a Mincom-defined entity is used to review reference codes associated
with Mincom-defined entities. To review reference codes for user-defined entities, refer to Review Reference
Code Details For User-Defined Entities.
Activity Steps
1. Access the review screen for the Mincom-defined entity.
For example, from the Employee Review program (MSO810A), we use action code 9 to review the
reference codes for a specific employee.
3. Select Submit.
4. Select Submit.
The MSM072B - Review Reference Codes For (Entity Name) screen closes and you are returned to the
review program.
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Configuration
Search for Mincom-defined Entity Values

Use this activity to find all entity values whose reference codes match the criteria specified.
Ellipse EAMsearches all the entity values and returns a list of those that match the reference code criteria
specified. For example, using this activity you could find all Employees who had Tennis as a hobby (where
hobby has been set up as a reference code for entity Employees). You could then go on and view further
information about those entity values.
There are several ways to initiate a reference code search. On many of the review screens associated with
entities, there is a Search Ref Codes or a Search button that launches a reference code search. In addition to
this, reference code searches are often available as selection options.
Note: You can only search for reference codes if they have been defined as an alternate access.
To search for reference codes for user-defined entities, see Search for User-Defined Entity Values.
Activity Steps
1. Initiate a reference code search from the relevant review screen.
This program varies depending on the entity.
Search Value
Enter a search value for only one reference code.
3. Select Submit.
The MSM073B - Reference Code Search for (Entity Name) screen displays, with a list of matching entity
values displayed in the results grid.
a. To perform another search for this reference code:
1. Enter the new value to search for in the Ref Code field.
2. Select Submit.
The screen redisplays, displaying all matches for the new criteria specified.
b. To review entity value details for one of the listed values:
1. Select the required item and click Review.
2. Select Submit.
The entity value details for the selected value display.
c. To select an entity value and return it to the calling program (where applicable):
1. Select the required item and click Select.
2. Select Submit.
The entity value is returned to the calling program.
5. Select Submit.
6. Select Submit.
You are returned to the relevant review screen.
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Configuration
Add a Reference Code to an Entity using MSE073

Use this activity to add a reference code to an existing Ellipse EAM or customer-defined entity using MSE073 -
Update Reference Codes.
Note: MSE073 can only be accessed from an application that has been personalised to add a flow to this
reference code application.
For more information on personalising an application, refer to Personalising Screen Layouts in Ellipse EAM.
Activity Steps
1. Select the Reference Code action from the application.
The MSE073 - Search Reference Codes displays.
The Entity Type and Entity Value default from the calling application.
2. Select Search.
The MSE073 - Update Reference Codes screen displays.
Reference Code
5. Select Submit.
The reference code is saved against the entity.
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Configuration
Update a Reference Code for an Entity using MSE073

Use this activity to update an existing reference code for an entity using MSE073 - Update Reference Codes.
Activity Steps
2. Select Search.
4. Update data in the following field:
Reference Code
5. Select Submit.
The update is saved against the entity.
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Configuration
Add Standard Text to a Reference Code using MSE073

Use this activity to add standard text to a reference code associated to an entity using MSE073 - Update
Reference Codes.
Note: If the Standard Text Allowed check box in the MSE073 - Search Reference Codes is not selected,
standard text cannot be recorded against the reference code.
Activity Steps
2. Select Search.
Standard Text Allowed
5. Select Submit.
The standard text is saved.
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Configuration
Generate Reference Codes Reports

Select a batch job or report to display its description and parameters.
For information on how to generate a batch job or report, refer to Reporting.
 Generate MSR070 - Reference Codes Parameters Report
 Generate MSR071 - Reference Codes Details Report
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Configuration
Maintaining Location Codes

You can create, modify, delete and review location codes. These location codes are used by a number of
different processes throughout the Ellipse EAM modules.
Maintain and review location codes using the MSM012A - Location Codes screen.
A structured location code (3 groups of 4 characters, for example, XXXX XXXX XXXX) is used to identify a
particular location. When used as part of the Transport Consolidation module, the screen defaults can be used to
default parts of the code structure.
Information such as the Location Type, Contact Address, Country, and Currency used are recorded for each
location.
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Configuration
Maintaining Supply Customers

Supply customers are any entities that need to use the Supply functionality for a stock item. The most common
types of supply customers are individual employees and groups of employees (for example, a department, unit,
or section), that requisition stock for use.
A supply customer can be owned by one of the following entities:
 Employee
 Business Unit
 Supplier
 Accounts Receivable Customer
 Non-Employee
 Other
Supply customers can be arranged in a parent subordinate relationship for reporting purposes, and for entitlement
checking where the Entitlements module is installed.
The MSM014A - Maintain Supply Customer screen is used to create and maintain supply customers. The supply
customer is a global entity and can be used by all districts (subject to security restrictions).
If the Position Management module is installed, a supply customer must be linked to a position for authorisation
checking during the Stores requisition process.
If the Stores module is installed, a supply customer can be nominated as the requestor for a warehouse or
purchase requisition, providing the current operator has sufficient security access to raise requisitions on behalf
of the nominated supply customer.
If the Entitlements module is installed, the supply customer can be linked to an entitlement parent supply
customer.
If the Inventory Tracking module is installed, stock holdings for tracked items can be recorded for a supply
customer. History records are created for any movement of stock against a supply customer. Supply customers
that are part of a reporting hierarchy will have their stock holdings totalled at the parent level of the reporting
hierarchy, in the MSM12FA - Review Aggregated Stock Holdings screen. A limit of six (6) reporting levels is
available for a supply customer.
A supply customer also has an associated status, which restricts the transactions available to the supply
customer. The following status types and rules apply:
 Open/Active - no restrictions other than security access.
 Suspended - the supply customer can only be used for the following transactions:
 Receipt of warehouse requisitions
 Receipt of loans
 Creation of credit/return and recall requisitions
 Outward transfer requests
 Confirmation of outward transfers
 Stock adjustments
 Removal of entitlement items
 Cancellation of outstanding requisitions
 Re-activate supply customer
 Close supply customer
 Closed - the supply customer can only be closed if there are no outstanding transactions or stock holdings
recorded. No new transactions can be raised for the supply customer.
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Configuration
Maintaining Index Types

You can maintain index types and index information.
The following details are required to create an index/currency type combination:
 Description
 Archive Indicator
The following information can be recorded against an index/currency type combination:
 Effective Date of Relative Rate
 Relative Rate
 Revalue Indicator
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Configuration
Maintaining Teams
You can create, modify, delete, search for, and review teams using the Teams application.
Teams are created based on the types of tasks that may occur within individual teams and improves the sharing
of activities. A team is a group of people that share similar roles and responsibilities, addresses, devices and
notification settings.
For example, in a Purchasing team, any team member can modify a purchase order (PO) created by another team
member, making purchase orders a shared item. This reduces processing delays due to individual absences.
Teams work in parallel with the Notifications process and the diary messaging system. A list of events, which
can trigger notifications, has been created as part of the process. For example, if a user modifies a field or
completes an action within Ellipse EAM which initiates an event, a notification is created and sent to all relevant
teams and team members.
There are three tabs that you can use to enter or maintain details about team members, device IDs and locations.
Business Rules
 A team needs to have a status of Active to be used within a business process. You need to change the team
status from Inactive to Active during the initial creation of a team.
 A team member must be a valid employee or non-employee.
 A team must have at least one member.
 One member of a team must be nominated as the primary team member.
 For use within Ellipse EAM, the location details type must exist on the new team location file for the
programs to reference them. When a record has not been created or cannot be found, the location details
required display as spaces. For example, when printing a purchase order, if the purchase order detail type
can not be found for the F18SPO team, the address details on the purchase order are left blank.
 A team can only have one device entry per device type on the device type table.
 Before a location can be added to a team, a location type must exist on the Mincom or Customer-defined
table types.
 To be assigned to a team, a device must first exist in MSE016 - Devices and it must also be identified on
Table File PR - Printer Name.
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Configuration
Create a Team
Use this activity to create a team. The team status defaults to Inactive during the initial creation and must be set
to Active before the team can be used.
Note: User must have security access to create a team.
Activity Steps
1. Access MSETMS - Teams.
The MSETMS - Search Teams screen displays.
2. Select New.
The MSETMS - Teams detail screen displays.
Team Identifier
Owner Type - Only if an Owner ID exists.
Description
Owner - Only if an Owner Type exists.
4. Select Submit.
To add a member to a team, refer to Add Member to a Team.
To add a location, refer to Add Location to a Team.
To add devices to a team, refer to Add Devices to a Team.
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Configuration
Modify Team Details

Use this activity to modify details of a team. Only an owner can modify the team.
Note: When modifying a team status to Active, one team member must exist. A team cannot be modified that
has a team status of D - Marked for Deletion.
Activity Steps
Team entries that match the search criteria entered display in the results grid.
3. Select the required team entry.
4. Modify data as required:
Owner Type
Description
Status
Owner
5. Modify data as required in the following tabs:
Member
Location
Device
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Configuration
Delete a Team
Use this activity to delete a team. The team can only be deleted by the owner.
Upon deleting a team, all location, device, and member associations to that team are removed.
Note: A team cannot be deleted if it is in Active status.
Activity Steps
4. Select Delete Team.
A message displays prompting you to confirm the deletion.
5. Select Confirm.
The team is deleted.
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Configuration
Add a Member to a Team

Use this activity to add a member to a team. A team must have at least one member, and one member of a team
must be nominated as the primary team member.
Note: Team members must be a valid employee or non-employee.
Activity Steps
4. Select Add Row.
A new row is added to the grid and the fields are enabled for input.
Member Type
Member ID
Primary Member - Select this check box to indicate that this team member is the primary member, if
required.
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Modify a Member of a Team

Use this activity to modify member details.
Activity Steps
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Delete a Member from a Team

Use this activity to delete a member from a team.
Note: If the primary member is to be deleted, then another team member must be nominated to be the primary
team member.
Activity Steps
4. Select the Delete icon beside the member to be deleted.
5. Select Confirm.
The team member is deleted.
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Add a Location to a Team

Use this activity to add a location. A team can only include one location type from either table type.
Note: Before a location can be added to a team, a location type must exist on the Mincom or Customer-defined
table types.
Activity Steps
4. Select the Location tab.
5. Select the Add Row icon.
A new row is added to the grid and the fields are enabled for data entry.
Type Origin
Location
Contact Details Type
7. Select Submit.
The location is added.
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Modify a Team Location

Use this activity to modify a location.
Activity Steps
4. Select the Location tab.
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Add Devices to a Team

Use this activity to add a device to a team. A team can be assigned a number of devices, such as printers and fax
machines.
Note: To be assigned to a team, a device must first exist in MSE016 - Device, and it must also be identified on
Table File PR - Printer Name.
Activity Steps
4. Select the Device tab.
5. Select Add Row.
A new row is added to the grid and the fields are enabled for data entry.
Process Type
Device Identifier
7. Select Submit.
The device is added to the team.
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Modify Device Details

Use this activity to modify devices details.
Activity Steps
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Delete Devices
Use this activity to delete a device.
Activity Steps
4. Select the Delete icon beside the device to be deleted.
5. Select Confirm.
The device is deleted.
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Maintaining Reporting Groups

You can create, modify, delete, search for, and review reporting group using MSERGP - Reporting Groups. you
can request reports of information that relate to members of a group.
You can group entity sets together. Entities can be:
 A supply customer account (SCA)
 A district or warehouse
 An employee
Business Rules
 At least one entity must exist on the reporting group before the reporting group status can be Active.
 A reporting group needs to have a status of Active to be used within a business process. During the initial
creation of a reporting group, you need to change the reporting group status from Inactive to Active, to
make it available for inclusion in business processes.
 If an owner is assigned, the logged-in user must be the owner or a member of the team that is the owner in
order to be modify or delete a reporting group.
 An owner must belong to the owner type specified within the reporting group.
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Create a Reporting Group

Use this activity to create a reporting group. The reporting group status defaults to Inactive during initial
creation and must be set to Active before the reporting group can be used.
Note: You must have the appropriate security access to create a reporting group.
Activity Steps
1. Access MSERGP - Reporting Groups.
The MSERGP - Search Reporting Groups screen displays.
2. Select New.
The MSERGP - Reporting Groups detail screen displays.
Reporting Group Identifier
Type - This field is mandatory if reporting group Owner exists.
Description
Owner - This field is mandatory if reporting group owner Type exists.
Entity
Entity Type
4. Select Submit.
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Modify a Reporting Group

Use this activity to modify details of a reporting group. Only an owner can modify a reporting group.
Note: Before updating reporting groups, the reporting group status must be set to Inactive. Once the
modifications are saved, the status must be set back to Active.
Activity Steps
Reporting group entries that match the search criteria entered display in the results grid.
3. Select the required reporting group entry.
4. Modify data in the following fields:
Status
Description
Owner Type
Owner
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Delete a Reporting Group

Use this activity to delete a reporting group.
Note: If the reporting group has an owner identified, the logged-in user must be either the owner of the reporting
group, or part of the team that is identified as the owner of the reporting group. If the reporting group has any
current batch or report requests that are scheduled, the reporting groups are not deleted.
Activity Steps
4. Select Delete.
5. Select Submit.
The reporting group is deleted.
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Copy a Reporting Group

Use this activity to copy a reporting group. The details of the originating reporting group are carried over to the
new reporting group.
Activity Steps
4. Select Save As.
6. Select Submit.
The reporting group has now been copied.
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Work Order Prefixes

Work orders have two major entities, parent work orders and (subordinate) work orders.
The ID for each entity can be assigned by Ellipse EAM.
The IDs for parent work orders and work orders are a maximum of eight characters each. In each case, when you
create a new work order, either enter the entire number or allow Ellipse EAM to assign one. When you allow
Ellipse EAM to assign the number, you can designate a two-character prefix. This prefix is the first two
characters of the eight-character work order number.
If you do not enter a prefix, Ellipse EAM assigns the whole work order number.
Any prefix you enter can be alphabetic or numeric. The number (or portion thereof) assigned by Ellipse EAM is
always numeric. A separate series of numbers is maintained for each prefix and for those assigned with no
prefix.
Each work order prefix can be defined as having leading zeroes as part of the system-generated number. For
example, if the appropriate flag is set to Y (suppress zeroes), and the current number for prefix PR is 123, the
next system-generated number is PR124. If the flag is set to N (leading zeroes required), the next number is
PR000124.
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Account Closure
Subject to security access level restrictions, Ellipse EAM provides the capability to Suspend and Close districts,
warehouses and supply customer accounts. District, warehouse or supply customer accounts that are suspended
or closed can be re-opened at any time.
Districts and Warehouses

A user with greater than level 2 access to the Suspend profile can suspend or close a district or warehouse using
the MSO001 - Maintain Systems Control File program. After a district or warehouse is suspended or closed,
users with no access to the suspend profile are unable to include them in search strings. Users with the suspend
profile can continue to access the suspend district or warehouse and update or complete outstanding transactions.
These are subject to normal Ellipse EAM access control.
Closure of a district is prevented if any of the following conditions are met:
 outstanding dues-in
 outstanding dues-out (all requisition types including loans and recalls)
 stock holdings
 goods in transit
 open purchase requisitions
 open waybills
 open work orders
 open incidents
 unprocessed log sheets open projects
 scheduled tasks
 goods holding
 active equipment
 outstanding accounts receivable invoices
 outstanding accounts payable invoices
 cyclic requests (for example, automatic replenishment)
 batch requests
 certain accounts must have a zero balance at closure
 no employees may be linked to pay groups that are in the district to be closed
 no employees should be currently costed against the district to be closed
 all labour costing transactions for the district should be posted
 all financial transactions should be posted
 Inter-company accounts should be zero
 no outstanding discrepancy reports
An associated value on the table file - MC indicates that a particular control account must have a zero balance
before a district is closed.
Closure of a warehouse is prevented if any of the following conditions are met:
 outstanding dues-in
 outstanding dues-out (all requisition types including loans and recalls)
 stock holdings
 home warehouse for any stock items
 included in a DOS list
 nominated as a preference warehouse
 goods in transit
 recommended orders
 no outstanding discrepancy reports
 no cyclic requests for automatic replenishment (MSB180)
 goods holding
Batch program MSB07C is initiated to reduce the level of un-actioned recommended orders and transfer orders
where the transfer requisition is not inside the warehouse servicing time, in the issuing district, to match the level
of dues-out.
For transfer orders, the corresponding transfer requisition in the supplying district or warehouse is also reduced.
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Account closure reports for a district or warehouse (MSB07E) are available and display all outstanding
transactions preventing a district or warehouse from being closed.
Ellipse EAM provides the option to create Selection Lists for a district or warehouse using MSB07A. It builds a
list of transfer candidates for outstanding orders, requisitions, and stock holdings for the district/warehouse.
Only Normal orders without un-invoiced receipts are considered as a candidate for transfer. Requisitions raised
in or items with an issue district/warehouse of costed to the district or warehouse are closed.
A transfer list allows a user to nominate an alternative district, warehouse or supply customer account
(dependant on original run criteria) for where an outstanding order, requisition or stock holdings is regenerated,
after the process transfer batch (MSB07B) is generated. In addition, certain transactions are deleted or completed
using action codes.
Supply Customer Account

A supply customer account can be suspended or closed on the MSM014A - Maintain Supply Customer Menu
screen.
After a supply customer account is suspended, it cannot be used for requisitioning, creating inward transfer
requests, confirming inward transfer requests, issues, or reactivating issues. Outward transactions, for example,
transferring stock holdings to another supply customer, can still be completed.
The supply customer account is closed if the account has:
 zero SOH
 zero loans SOH
 zero dues in
 zero loans due in
 zero dues out
 zero loans due out
 zero in-transits
 no child accounts
Report MSB07E - Check for Closure displays all outstanding transactions preventing a supply customer account
being closed.
Ellipse EAM provides the option to create a selection list (MSB07A) for either a supply customer account, or a
district or warehouse:
 A supply customer account builds a list of transfer candidates for any stock holdings, orders or requisitions
for a supply customer account.
 A district or warehouse program builds a list of transfer candidates for outstanding orders, requisitions, and
stock holdings for the supply customer account.
You can use a transfer list (MSM07AA) to nominate an alternative district, warehouse or supply customer
account (depending on the original run criteria) where outstanding orders, requisitions or stock holdings are
regenerated in the batch program MSB07B. In addition, certain transactions are deleted or completed using
action codes.
Business Rules
The following business rule governs this process:
 Closure conditions must be met before a district, warehouse or supply customer account is closed.
 Cyclic requests that are not required while the district or warehouse is suspended must be deleted.
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Tax Procedures
Ellipse EAM enables recording of tax details on purchase orders, suppliers invoices, and accounts receivable
invoices.
Tax type may be a Retail Sales Tax (or USE Tax for USA) and/or Consumption Tax (also known as GST, VAT,
IVA).
Notes: The difference between handling of Sales Tax and USE Tax is:
• Sales tax becomes part of the invoice total and part of Accounts Payable.
• USE tax does not become part of the invoice total and becomes an accrued liability.
Sales Tax - Purchases

Sales tax is borne by the end user of goods to which sales tax applies, unless those goods are used in
circumstances classified as exempt from sales tax; for example, most goods used in most mining operations.
Sales tax is normally paid to the supplier at the time of purchase, unless the purchaser can quote a Sales Tax
Certificate of Registration Number and intends to use the goods in tax-exempt circumstances. However, some
goods (for example, certain fuels and oils), attract sales tax wherever they are used; therefore, sales tax on these
goods is always payable to the supplier.
If purchasers do not pay sales tax to the supplier and subsequently use the goods in taxable circumstances, the
sales tax liability arising from such use must be accounted for to the tax office.
If purchasers pay sales tax to the supplier and subsequently use the goods in tax-exempt circumstances, they may
be entitled to a refund of the tax from the supplier or, in certain limited circumstances, from the tax office.
Tax codes are held on the inventory control file for each item of inventory. Tax codes and rates for direct charge
items are entered when purchase requisitions are raised. Tax codes are also held on the Cost Centre file and the
Equipment Register for all cost centres and equipment items.
There are four scenarios to be considered when determining what accounting action, if any, should be taken:
1. Pay tax on purchase, use goods in taxable circumstances.
2. Pay tax on purchase, use goods in tax-exempt circumstances.
3. Do not pay tax on purchase, use goods in tax-exempt circumstances.
4. Do not pay tax on purchase, use goods in taxable circumstances.
Note: The following comments refer to catalogued items only, as the end use will be known at the time of
raising the purchase requisition for direct charge items and Sales Tax will be paid or not paid accordingly, at the
time of purchase.
Situations (1) and (3) will not lead to any accounting activity. Sales tax is either correctly included in the
acquisition cost and the issue price, or correctly excluded from both.
In situation (2), an adjustment is required to reduce the charge to the cost centre to exclude sales tax from the
issue price and create a debtor in respect of the tax refundable by the supplier.
In situation (4) an adjustment also is required to increase the charge to the cost centre to include sales tax (which
was never taken up in inventory) and create a liability for sales tax to be accounted for to the tax office.
Situations (2) and (4) normally arise only where the end use of the goods cannot be determined in advance; that
is, they are items that may eventually be used in either tax-exempt or taxable circumstances.
If sales tax is not included in the purchase order price, it is added to inventory calculations (for example,
inventory includes sales tax).
Sales Tax - Sales
Ellipse EAM accounts for sales tax in respect of stores issues as follows:
 Where sales tax exemption was not claimed at the time of acquisition of the stock (that is, sales tax was
effectively included in the cost), no sales tax accounting entries are raised.
Note: When stores items are bought specifically for retail sale, sales tax exemption should not be claimed in any
case.
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 Where sales tax exemption was claimed at the time of acquisition of the stock when stores are used in non-
tax exempt circumstances, such as a retail sale, a liability is taken up in the sales tax liability account. This is
calculated at the appropriate percentage of the cost of the stores; that is, excluding any issue oncost or sales
markup.
The offsetting debit is included in the cost of sales account posting.
 Where the stores sold were held on consignment, no sales tax exemption should be claimed in respect of the
payment to the supplier. Thus, no accounting entries in respect of sales tax are necessary.
Consumption Tax
When you process purchases order receipts or price changes, if the associated values of the consumption tax
code indicate that the tax is not recoverable, the tax amount is added to the value debited/credited to the
inventory asset account (or cost centre, for purchase requisition related items). If the tax for the item is
recoverable, the tax amount is debited/credited to the input credit pending account, and accrued to the input
credit receivable account when invoices relating to the item are approved for payment.
When you enter invoices (MSM260A, MSM264A, MSM265A), the total amount of consumption tax payable is
entered as part of the invoice header information. The amount of consumption tax attributable to each item is
then entered. (For goods and service items this amount is initially calculated based on the consumption tax code
entered for the relevant order item. This amount can be adjusted, if required.) If the total consumption tax input
at item level does not equal the verification amount input at the header level, an error message is displayed.
Consumption tax amounts can be maintained using the invoice modification screen (MSM261A).
When you match or approve goods (and services, if the receipt of service facility is in use) the consumption tax
amount on the invoice item must match within the matching tolerances (defined in the system control
information) the consumption tax amount attributable to the relevant purchase order item. If these amounts do
not match (within the tolerances set), a mismatch due to consumption tax is reported on MSR26B - Price
Mismatch Report.
When under the following circumstances you process issues of owned stock (catalogued) items, it is necessary to
recalculate the amount of consumption tax attributable to the item and to fabricate adjusting accounting entries:
 If the consumption tax code associated with the stock item indicates that consumption tax is payable on
issue and the rate is greater than 0%.
 If the consumption tax rate associated with the stock code is different from the consumption tax rate
associated with the cost centre or piece of equipment.
 If the consumption tax code associated with the stock code indicates that tax is recoverable, and the
consumption tax Code associated with the cost centre or piece of equipment indicates that tax is not
recoverable. The reverse also applies. No processing is required if both tax rates are 0%.
It is possible for the above two situations to occur simultaneously.
Calculations for Consumption Tax
As determined by the table file setup, calculations allow for all combinations of the following settings:
 A - Consumption Tax is/is not included in the purchase order price
 B - Consumption Tax includes/does not include Sales Tax
 C - Sales Tax is/is not included in purchase order price
 D - Sales Tax includes/does not include Consumption Tax
The values of the settings are defined as:
 B = Base value
 S% = Sales Tax percentage
 C% = Consumption Tax percentage
 S = Sale Tax
 C = Consumption Tax
The table file setup is displayed in this table:
1 2 3 4 5 6 7 8 9 10 11 12
Y Y N N Y Y Y N N N Y N
A
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N Y Y N N N N Y N N Y N
B
Y N Y Y N Y N N Y N Y N
C
Y N N Y Y N N N N Y N N
D
The following calculations are determined:

1. S = B x S% / (1+S%); C = (B-S) x C% / (1+C%)
2. X = B / (1+C% + C%S%); S = X x S%; C = (X+S) x C%
3. S = B x S% / (1+ S%); C = C x S%
4. X = B / (1+ S% + C%S%); C = X + C%; S = (X + C) x S%
5. C = B x C% / (1 + C%); S = B x S%
6. S = B x S% / (1 + C% + S%); C = (B - S) x C% / (1 + C%)
7. C = B x C% / (1 + C%); S = (B - C) x S%
8. S = B x S%; C = (B + S) x C%
9. S = B x S% / (1 + S%); C = (B - S) x C%
10. C = B x C%; S = (B + C) x S%
11. C = B x C% / (1 + C%); S = (B - C) x S% / (1 + S%)
12. C = B x C%; S = B x S%
Note: Consumption tax includes sales tax = Y and sales tax includes consumption tax = Y is not a valid
combination.
If consumption tax is included in the purchase order price, it is subtracted for inventory calculation (for example,
inventory excludes consumption tax).
Accounting Procedures for Consumption Tax
 Stores - Refer to ACCOUNT-SUPPLYENTRIES
 Accounts Payable - Refer to ACCOUNT-APENTRIES
 Accounts Receivable - Refer to ACCOUNT-ARENTRIES
Input Documents
Purchase orders, suppliers' invoices, and accounts receivable invoices.
Limitations
The assumption is made that if USE tax is processed, no consumption tax is processed.
The two set procedures are:
 Set up procedures for consumption tax
 Set up procedures or sales tax
Set up procedures for Consumption Tax
Before consumption tax can be used, the facility must be turned on at district level using the screen MSM00BA,
by setting the relevant field to Y. The appropriate abbreviation for the type of consumption tax is also set up on
this screen (for example, GST, VAT).
The consumption tax rate (for example, standard rate, exempt, zero rated, and so on) is defined on the CM table
file on MSF010.
Account numbers for the following control accounts should be set up using the screen MSM00CB:
 Consumption Tax Input Pending
 Consumption Tax
 Consumption Tax Output
 Consumption Tax Input U/Rcvble
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Set up procedures Sales Tax

Before sales tax can be used, it must be turned on at the district level using the screen MSM00BA.
The Sales Tax indicators are defined on the TC table file and valid percentages are defined on the TP table file
on MSF010.
Account numbers for the sales tax liability control account (and USE Tax Account (USA only)) should be set up
using the screen MSM00CB.
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Consumption Tax Procedures

Consumption tax (also known as GST, VAT, IVA, and so on) is an alternative to a retail sales tax. Ellipse EAM
allows consumption tax details to be recorded on both purchase orders and supplier invoices.
Documents
Purchase orders and suppliers' invoices.
The three types of procedures and their sub-procedures (where applicable) are:
 Setup procedures
 Operational procedures
 Purchasing
 Accounts Payable
 Accounting procedures
 Purchasing
 Stores
Setup Procedures
Before consumption tax procedures can be used, consumption tax must be turned on at the district level. Use the
screen MSM00BA (option 3 on MSM001A) and set the relevant field to Y. The abbreviation for the
consumption tax is also set up on this screen (for example, GST or VAT).
At the district level, an optional consumption tax code can be entered. If used, this code defaults to all invoice
items upon invoice creation.
For goods and service orders, the consumption tax rate (standard rate, exempt, zero rated, and so on) is defined
on the CM table file.
Account numbers for the control accounts CONSUMPTION TAX CREDIT PENDING and CONSUMPTION
TAX CREDIT RECEIVABLE should be set up using the screen MSM00CB (option 5 on MSM001A).
Operational Procedures
Purchasing
The consumption tax code can be entered and maintained on the following screens:
Supplier/item defaults MSM210B
Maintain purchase order details MSM22CA
Recommended orders MSM24BA, MSM24CA
Purchase requisitions MSM23BA, MSM23EA
Accounts Payable
When entering invoices (MSM260A, MSM264A and MSM265A), the total amount of consumption tax payable
is entered as part of the invoice header information. The amount of consumption tax attributable to each item is
then entered. For goods and service items the amount is initially calculated based on the consumption tax code
entered on the relevant order item. This amount can be adjusted if required. If the total consumption tax entered
at item level does not equal the verification amount entered at the header level, an error message is displayed.
When entering pre-payment invoices (MSM26GA), the entered value of the invoice and items will include
consumption tax. The consumption tax code for the pre-payment item is inherited from the related order item.
The consumption tax values on the invoice item record are still updated if appropriate.
Consumption tax amounts can be maintained using the invoice modification screen MSM261A.
When matching or approving goods invoices (and services invoices, if the receipt of service facility is in use)
there is no matching tolerance for consumption tax. The consumption tax amount on the invoice item must equal
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exactly the consumption tax amount attributable to the relevant purchase order item. If the two amounts do not
match exactly, a mismatch due to consumption tax is reported on MSR26B - Price Mismatch Report.
Accounting Procedures
Purchasing
When a receipt is made, the following journal entries are made:
CREDIT/ DEBIT Invoice pending with value received.
If the tax is recoverable:
DEBIT Inventory asset OR Cost Code with value received less consumption tax.
DEBIT/ CREDIT Consumption tax credit pending with the consumption tax portion of the receipt value.
If the tax is not recoverable:
DEBIT Inventory asset OR cost code with the value received less consumption tax.
DEBIT/ CREDIT Inventory asset OR cost code with the consumption tax portion of the receipt value
(this is a different transaction type from the above entry).
If the purchase order item is fully received and has been 100% pre-paid, the following additional entries are
made:
CREDIT Pre-payment control with value of pre-payments made for the order item.
CREDIT Consumption tax pre-payments with the consumption cax value of pre-payments made
for the order item.
Invoices pending are debited with the value previously received, not credited.
The consumption tax entry credits the appropriate account with the consumption tax
value previously received.
The following journal entries are generated, as a result of an amendment to a purchase order that affects the price
of the item, if the order item has been received, and has a consumption tax component. Detailed below are the
resultant scenarios and applicable journal entries.
If the current consumption tax code of the order item is recoverable on receipt and the new consumption tax code
is not recoverable on receipt:
CREDIT Consumption tax pending account with the original value of consumption tax.
DEBIT/ CREDIT Invoice pending account with the new value of consumption tax minus the old value of
consumption tax.
DEBIT Inventory asset or cost code with the new value of consumption tax.
If the current consumption tax code of the order item is not recoverable on receipt, and the new consumption tax
code is recoverable on receipt:
DEBIT Consumption tax pending account with the new value of consumption tax.
DEBIT/ CREDIT Invoice pending account with the new value of the consumption tax minus the old
value of consumption tax.
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CREDIT Inventory asset or cost code with the new value of consumption tax.
If the current consumption tax code of the order item is recoverable on receipt, and the new consumption tax
code is taxable on issue:
CREDIT Consumption tax pending account with the original value of consumption tax.
DEBIT Invoice pending account with the original value of consumption tax.
If the current consumption tax code is taxable on issue, and the new consumption tax code is recoverable on
receipt:
DEBIT Consumption tax pending account with the new value of consumption tax.
CREDIT Invoice pending account with the new value of consumption tax.
If the current consumption tax code is not recoverable on receipt, and the new consumption tax code is taxable
on issue:
DEBIT Invoice pending account with the original value of consumption tax
CREDIT Inventory asset or cost code with the original value of consumption tax.
If the current consumption tax code of the order item is taxable on issue, and the new consumption tax code is
not recoverable on receipt:
CREDIT Invoice pending account with the new value of consumption tax.
DEBIT Inventory asset or cost code with the new value of consumption tax.
If both the original and new consumption tax codes are recoverable on receipt:
DEBIT/ CREDIT Consumption tax pending account with the new consumption tax amount less the
original amount.
DEBIT/ CREDIT Invoice pending account with the new consumption tax amount less the original
amount.
If both the original and new consumption tax codes are not recoverable on receipt:
DEBIT/ CREDIT Invoice pending account with the new consumption tax amount less the original
amount.
DEBIT/ CREDIT Inventory asset or cost code with the new consumption tax amount less the original
amount.
No journal entries are required if both the original and new consumption tax codes are taxable on issue.
Accounts Payable
The following accounting entries are generated upon the loading of a non-goods invoice.
When the invoice is loaded Approved.
DEBIT Cost code with invoice amount.
DEBIT Consumption tax credit receivable with consumption tax amount.
CREDIT Accounts Payable with invoice amount plus consumption tax amount.
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When the invoice is not loaded Approved.
DEBIT Cost code with invoice amount.
DEBIT Consumption tax credit pending with consumption tax amount.
CREDIT Non-goods invoice pending with invoice amount plus consumption tax amount.
When a goods invoice is Approved on load, the following journal entries are made:
DEBIT Invoice pending with invoice amount plus consumption tax amount.
DEBIT Consumption tax credit receivable with the consumption tax amount.
CREDIT Consumption tax credit pending with the consumption tax amount.
The following journal entries are made as a result of an invoice with a consumption tax component being
approved using the batch matching/approval process:
DEBIT Invoice pending with invoice amount plus consumption tax amount.
DEBIT Consumption tax credit receivable with the consumption tax amount.
CREDIT Consumption tax credit pending with the consumption tax amount.
When a pre-payments invoice is Approved on load the following journal entries are made:
DEBIT Pre-payment control with invoice amount plus consumption tax.
CREDIT Accounts Payable with invoice amount plus consumption tax.
DEBIT Consumption tax pre-payments with consumption tax amount.
CREDIT Consumption tax credit pending with consumption tax amount.
The consumption tax receivable account is debited either at receipt time when the purchase order has been pre-
paid 100% and fully received, or when the supplier's invoice is loaded against the purchase order item.
The following journal entries are made as a result of an invoice being approved using the batch
matching/approval process:
DEBIT Invoice pending pre-payments with invoice amount plus consumption tax.
CREDIT Accounts Payable with invoice amount plus consumption tax.
The MSR26SA - Input Tax Credits Receivable report displays details of journal entries created against the
consumption tax credit receivable account for a given accounting period.
This account should be cleared using a manual journal facility.
Stores
The following journal entries are created as a result of the issue of owned or consignment stock. The actual
journal entries created differ depending on various circumstances. These are detailed below.
Tax code associated with stock code indicates that the item is taxable on issue (recoverable):
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CREDIT Inventory asset account with value of item less consumption tax.
DEBIT Consumption tax receivable account with consumption tax amount.
CREDIT Consumption tax liability account with the consumption tax amount.
DEBIT Cost centre to which the item is issued with value of item less consumption tax.
Tax code associated with stock code indicates that the item is taxable on issue (non recoverable).
CREDIT Consumption tax receivable account with consumption tax amount.
DEBIT Cost centre to which the item is issued with value of item plus consumption tax.
Tax code associated with stock code indicates that the item is taxable on receipt (recoverable). Tax code
associated with cost centre or piece of equipment indicates that the item is taxable on issue (non- recoverable).
Tax rates are the same.
CREDIT Consumption tax receivable account with consumption tax amount.
DEBIT Cost centre to which the item is issued with value of item plus consumption tax.
Tax code associated with stock code indicates that the item is taxable on receipt (recoverable). Tax code
associated with cost centre or piece of equipment indicates that the item is taxable on issue (non- recoverable).
Tax rates differ. Item is tax exempt (or zero rated) on receipt (that is, rate equals 0%). Item is not exempt on
issue. (If item is exempt on receipt and issue, no accounting is necessary):
CREDIT Inventory Asset account with the value of the item.
CREDIT Consumption tax receivable (input) account with consumption tax amount (calculated
using the rate from the tax code associated with the cost centre or piece of equipment).
DEBIT Cost centre to which the item is issued with the value of the item plus consumption
tax.
Item is not exempt (or zero rated) on receipt (that is, rate is greater than 0%):
CREDIT Inventory asset account with the value of the item.
CREDIT Consumption tax receivable (input) account with consumption tax amount (calculated
using the rate from the tax code associated with the stock code).
DEBIT Cost centre to which the item is issued with the value of the item plus consumption tax
(calculated using the rate from the tax code associated with cost centre or piece of
equipment).
DEBIT/ CREDIT Consumption tax receivable (input) account with the difference between the
consumption tax amount calculated using the rate from the tax code associated with
the stock code and the consumption tax amount calculated using the rate from the tax
code associated with the cost centre or piece of equipment.
Tax code associated with stock code indicates that the item is taxable on receipt (non-recoverable). Tax code
associated with cost centre or piece of equipment indicates that the item is taxable on issue (recoverable). Tax
rates are the same.
138
Configuration
CREDIT Inventory asset account with value of item plus consumption tax.
DEBIT Consumption tax receivable account with consumption tax amount.
DEBIT Cost centre to which the item is issued with value of item less consumption tax.
Tax code associated with stock code indicates that the item is taxable on receipt (non-recoverable). Tax code
associated with cost centre or piece of equipment indicates that the item is taxable on issue (recoverable). Tax
rates differ.
Item is not tax exempt on receipt (that is, rate is greater than 0%). Item is exempt on issue. (If item is exempt on
receipt and issue, no accounting is necessary.)
CREDIT Inventory asset account with the value of the item plus consumption tax (calculated
using the rate from the tax code associated with the stock code.
DEBIT Consumption tax liability account with consumption tax amount (calculated using the
rate from the tax code associated with the stock code).
DEBIT Cost centre to which the item is issued with the value of the item.
Item is not exempt (or zero rated) on issue (that is, rate is greater than 0%):
CREDIT Inventory asset account with the value of the item plus consumption tax amount
(calculated using the rate from the tax code associated with the stock code).
DEBIT Consumption tax receivable (input) account with consumption tax amount (calculated
using the rate from the tax code associated with the cost centre or piece of equipment).
DEBIT Cost centre to which the item is issued with the value of the item less consumption tax.
DEBIT/ CREDIT Consumption tax liability account with the difference between the consumption tax
amount calculated using the rate from the tax code associated with the stock code and
the consumption tax amount calculated using the rate from the tax code associated
with the cost centre or piece of equipment.
139
Configuration
Configuration - Reports
Reports
MSB000 - Initialise Control File..........................................................................................................141
MSB801 - Build HR Tables for Reporting...........................................................................................142
MSBPCH - Accounting Period Dates Maintenance.............................................................................143
MSJMEN - Menu Report.....................................................................................................................144
MSR010 - Table File Listing Report....................................................................................................145
MSR011A - Table File Listing.............................................................................................................146
MSR070 - Reference Code Parameters Report....................................................................................147
MSR071 - Reference Codes Details Report.........................................................................................148
140
Configuration
MSB000 - Initialise Control File

MSB000 initialises and verifies the information on the system control file and reports any discrepancies or
inconsistencies.
The status part of the report is sorted by district code.
This report is run as required and as part of a new release installation.
The district status portion of the report is for information only. For details on how to modify a district status, see
Modify District Control Information.
All errors reported by this program must be investigated immediately, before any further processing can occur.
141
Configuration
MSB801 - Build HR Tables for Reporting

This batch program maintains HR tables referenced by Ellipse Reporting.
The following tables are maintained:
 MSF80A - Earnings Codes by Pay Group
 MSF80D - Deduction Codes by Pay Group
 MSF8BL - Leave Request Codes by Award
This program must be run to create the HR table for reporting when Ellipse Reporting is installed. If necessary,
the program can be run any time to rebuild the tables.
A request is automatically submitted from MSO808 - Pay Group Codes application for a pay group update only,
when a pay group is added or deleted.
This report displays summary details for the number of records created on the relevant tables updated in the run.
Parameters Enter the following information in the Report Request Selection screen for this
report:
Earnings Code update Enter Y to re-create the entries on earnings codes by pay group table file
required (Y/N) (MSF80A).
Deduction Code update Enter Y to re-create the entries on the deduction codes by pay group table file
required (Y/N) (MSF80D).
Booked Leave code Enter Y to re-create the entries on the leave request codes by award table file
update required (Y/N) (MSF8BL).
Pay Group update Enter Y to update the entries on the earnings codes by pay group table (MSF80A)
required (Y/N) and the deduction codes by pay group table (MSF80D).
Entry is not allowed when any other updates are requested.
Pay Group Enter the pay group if a pay group update is required.
142
Configuration
MSBPCH - Accounting Period Dates Maintenance

This batch program MSBPCHA maintains the account period information used by Ellipse Reporting. Period
start dates and relative period numbers are re-determined for all accounting periods.
This program must be run for all districts prior to Ellipse Reporting being installed.
Generate this program for the required district when new accounting periods are inserted prior to the existing
account periods, or accounting periods are not entered in sequential order on MSM00CC - Maintain District
Account Periods screen.
report:
District Code Enter the district code for which accounting period maintenance is required. If left
(Leave blank for all) blank, the accounting period entries for all districts are maintained.
143
Configuration
MSJMEN - Menu Report

Report MSJMEN displays all configured menus in Ellipse EAM, including sub menus. You can filter the menu
based on the top level menu, that is menu name.
144
Configuration
MSR010 - Table File Listing Report

Report MSR010 lists selected table file details.
report:
Select Entire Table File Enter Y to report the entire table file.
(Y/N)
Include Associated Enter Y to include the associated values in the report.

Values (Y/N)
Print Table Type Details Enter Y to include a detailed breakdown of the table type definition.
(Y/N)
Print Extended Desc Enter Y to print an extended description of the table file.
(Y/N)
Enter up to 10 Table Enter up to 10 table types for printing. This field is ignored if the Select Entire
Types Table File field contains Y.
145
Configuration
MSR011A - Table File Listing

The MSR011A - Table File Listing (Description Order) report lists selected Table File details in description
sequence.
report:
Select Entire Table File Enter Y to print the entire Table File.
(Y/N)
Include Associated Enter Y to include associated values on the report.

Values (Y/N)
Print Table Type Details Enter Y to include a detailed breakdown of the Table Type definition.
(Y/N)
Selected Table Types Enter up to 10 Table Types for printing. This field is ignored if the Select Entire
Table File field contains Y.
146
Configuration
MSR070 - Reference Code Parameters Report

Report MSR070 provides details of reference code parameters that have been defined for specified reference
code entities, or for all entities if the requestor has not specifically identified any.
This report can be generated at any time.
147
Configuration
MSR071 - Reference Codes Details Report

Report MSR071 provides details of reference codes recorded against an entity (defined). It can be selected for
all values or for specified values of the requested entity.
This report is sorted by sequence number within reference code within entity value.
This report can be generated at any time.
Header lines displayed include:
 Entity Value
 Entity Value Description
Detail lines displayed for the entity value include:
 Reference Code Number
 Reference Code Number Literal
 Reference Code
 Reference Code Description
148
Configuration
Ellipse Configuration - Screens
149
Configuration
Screens
Dialog Box - Add Existing Menu.........................................................................................................152
Dialog Box - Promote Node to Global Menu.......................................................................................153
Dialog Box - Save As...........................................................................................................................154
MSE010 - Search Table........................................................................................................................155
MSE010 - Review Table......................................................................................................................156
MSE016 - Search Device.....................................................................................................................157
MSE016 - Device detail.......................................................................................................................158
MSE025 - Search Modify Menu..........................................................................................................160
MSE025 - Modify Menu detail............................................................................................................161
MSE073 - Search Reference Codes......................................................................................................162
MSE073 - Update Reference Codes.....................................................................................................163
MSERGP - Search Reporting Groups..................................................................................................165
MSERGP - Reporting Groups detail....................................................................................................167
MSETMS - Search Teams....................................................................................................................169
MSETMS - Teams detail......................................................................................................................170
MSM001A - Maintain System Control File.........................................................................................173
MSM001B - Modify Systems Control File (Cont.)..............................................................................176
MSM001C - Modify Systems Control File (Cont)...............................................................................182
MSM001D - Maintain Systems Control File (Cont.)...........................................................................189
MSM001E - Review Systems Control File (Cont.)..............................................................................194
MSM001F - Modify Systems Control File (Cont.)..............................................................................200
MSM001G - Modify Systems Control File (Cont)..............................................................................202
MSM00AA - Modify Modules Installed..............................................................................................204
MSM00BA - District Control Information...........................................................................................205
MSM00BB - District Control Information...........................................................................................215
MSM00BC - Modify District Control Information..............................................................................222
MSM00BD - District Control Information...........................................................................................227
MSM00BE - Modify District Order of Search Information.................................................................233
MSM00BF - Modify District Control Information..............................................................................235
MSM00CA - District Bank Accounts..................................................................................................237
MSM00CB - District Account Codes...................................................................................................239
MSM00CC - Modify District Accounting Periods...............................................................................250
MSM00CD - Modify Current Processing Period Information.............................................................252
MSM00CE - Modify Program Printer Allocations..............................................................................253
MSM00DA - Modify District Control Information.............................................................................254
MSM00DB - Define Cost Centre Levels.............................................................................................260
MSM00DC - Modify Posting Account Levels.....................................................................................262
MSM00EA - Maintain Work Order Prefix Information......................................................................263
MSM00EB - Modify District Control Information (Production Statistics)..........................................264
MSM00EC - Maintain Purchasing Approval Indicators......................................................................265
MSM00ED - Modify District Control Information..............................................................................267
MSM00GA - Modify Warehouse Control Information.......................................................................270
MSM00GB - Maintain District Control Information...........................................................................275
MSM00HA - Modify District Address Details....................................................................................277
MSM00JA - Maintain HR and Payroll Details Information................................................................278
MSM00JB - Maintain H, S and E and Claims Mgt Details.................................................................281
MSM00JC - Maintain T and A/Labour Costing Controls....................................................................284
MSM00JD - Maintain Training Details................................................................................................288
MSM00LA - Maintain Infrastructure Asset Accounting Information.................................................289
MSM010A - Maintain Table File Entries.............................................................................................293
MSM010B - Create / Update / Delete Table File Details.....................................................................294
MSM010C - Maintain Associated Values............................................................................................295
MSM014A - Maintain Supply Customer Menu...................................................................................296
MSM025A - Maintain System Menus..................................................................................................297
MSM025B - System Menu...................................................................................................................298
MSM07AA - Transfer Menu................................................................................................................300
MSM070A - Define Reference Code Parameters................................................................................302
MSM071A - Reference Codes Maintenance Menu.............................................................................305
150
Configuration
MSM071B - Reference Codes For (Entity Name)...............................................................................306

MSM072A - Reference Codes Review Menu......................................................................................308
MSM072B - Review Reference Codes For (Entity Name)..................................................................309
MSM073A - Search Parameters for (Entity Type)...............................................................................310
MSM073B - Reference Code Search For (Entity Name).....................................................................311
MSM074A - Review Reference Code Parameters...............................................................................312
MSM076A - Review Entries for Entity Name.....................................................................................315
MSM096B - Maintain Text..................................................................................................................316
MSM097A - Review Standard Text.....................................................................................................320
MSM210B - Stock Code/Supplier Information....................................................................................321
MSM22CA - Purchase Order...............................................................................................................326
MSM23BA - Purchase Requisition Header..........................................................................................335
MSM23EA - Purchase Requisition Item..............................................................................................339
MSM24BA - Recommended Orders - Stores.......................................................................................350
MSM24CA - Recommended Order......................................................................................................361
MSM260A - Invoice Entry ..................................................................................................................374
MSM261A - Modify Invoices..............................................................................................................380
MSM264A - Field Release Invoice Entry............................................................................................382
MSM265A - Non-Order Invoice Entry ...............................................................................................388
MSM26GA - Pre-Payment Invoice Entry............................................................................................394
MSM810C - Maintain Employee Type Details....................................................................................398
151
Configuration
Dialog Box - Add Existing Menu

Use this dialog box to add an existing menu to a node in a user-defined menu.
Add Existing Item

The unique system generated menu ID.
152
Configuration
Dialog Box - Promote Node to Global Menu

Use this dialog box to promote an existing menu node to a Global Menu.
Menu Name
The name for the menu.
153
Configuration
Dialog Box - Save As

Use this dialog box to copy a core menu.
Copy Entire Tree

The checkbox to indicate whether to copy the entire core menu or only a part of it.
Text Displayed
The name of the copied core menu.
154
Configuration
MSE010 - Search Table

Use this screen to search for a table file record.
SEARCH
Table Type
Enter the Table File Type whose codes you wish to view.
Search Method
Use this field to display Table File Codes that match the criteria you specify. Select one of the following:
All Use this option to view all table files codes for the Table Type. All table files codes will display
Contains Use this option to search for codes, based on their description. All table files codes that match
the text you enter in the Description field will display.
Exact Use this option when you know the exact name of the table file code. All table files codes that
Match exactly match the text you enter in the From Table Code field will display.
Starts From Use this option to specify a range of codes to view. The list of codes displayed will begin at the
value you specify in the From Table Code field.
Starts With Use this option to specify a range of codes to view. All codes starting with the text you enter in
the From Table Code field will display.
Object Type Search

The type of table to be searched for. This option is available only when searching for the XX table type.
Table Code
The code that identifies the table.
Code Description
The description of the table code. This field is available only when using the Contains option in the Search
Method field. The description you enter must match the case of the code for which you are searching.
155
Configuration
MSE010 - Review Table

Use this screen to review a table file, its table codes and associated values.
Note: Updates to tables cannot be performed through this screen. Use MSO010 for table updates.
Table Type
The table type code and description.
Table Code
The code that identifies the table.
Code Description
The description of the table code.
Last Mod Date
(Last Modified Date)
The date on which this record was last modified.
Last Mod Time
(Last Modified Time)
The time at which this record was last modified.
ASSOCIATED VALUES
The associated values for the table code are displayed in a summary grid.
Question
The question associated with this associated value.
Mandatory
Indicates whether the associated value is mandatory.
Value
The content of the associated value for this table code.
Edit Type
The required type of entry for the associated value, for example, ALPHA for an alphanumeric value.
156
Configuration
MSE016 - Search Device

Use this screen to search for existing printer devices in your logged in district.
You can also search for devices in all districts and create a new association to a device which exists on the
network.
Note: Only System Administrators have write access to this program.
Device Name
The name of the device as defined on your printer network. This name identifies the device.
All Districts
Select this check box to search and display devices for all districts.
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Configuration
MSE016 - Device detail

Use this screen to create an association to a device which exists on your network.
This screen can also be used to modify existing device details and delete devices which are no longer required.
Note: Only System Administrators have write access to this program.
The following devices can be set up:
 IPP enabled printers enabling direct printing
 Printers that have an IPP URL and are accessed using servers with IPP functionality, such as Windows
Server 2003 or 2008 (this is best practice for a multi-printer environment).
More than one device can be created to point to the same device URL.
Note: Each device is given a unique two-character device code by the Ellipse EAM system. Within Ellipse EAM
this two-character code is linked to the device name to which users can direct reports.
Device Type
The device type. Options are:
 Printer
 Fax
 Email
This field is mandatory in create mode.
Device Name
The name of the device as defined on your printer network. This name identifies the device.
Description
A full description of the device. This can be information such as where the device is located and the type of
device, for example if the device is a printer, a description of Duplex can be entered.
This can be taken from the location as defined on your printer network.
Device URL
The URL of the device.
For Example:
ipp://ServerGrpA.Company.com:631/printers/PRTABC1S.
Use port 631 to print remotely to any IPP enabled printer through the internet.
Note: For printers that are IPP enabled the printer URL can be set up for direct printing rather than the
requirement to go through the server.
This field is mandatory when in create mode.
System Wide Default
Indicates the specified printer is the system wide default printer.
A printer can be the system wide default when it is not available to any district.
A printer that has a district selected as a default is used as the default printer. Priority is district default before
system wide default.
In the case of a printer being selected as the system-wide default, Ellipse EAM will clear the current system wide
default printer.
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Configuration
All Scopes
If selected, indicates all scopes are accessible.
District
The district code. When creating a new device association, by entering a district code in this field, the device will
be valid for the district entered only.
If All Districts is selected, the results grid displays a list of all the districts at the time the printer was configured.
District Desc
The district code description.
Default
Indicates that the district uses the printer as its default.
Functions and Actions
Function and Actions allow you to perform a command or task in an application. For more information, refer to
Ellipse EAM Application Toolbar.
 Print Test Page - Prints a test page to the specified printer.
Note: This button does not display when in create mode.
159
Configuration
MSE025 - Search Modify Menu

Use this screen to search for an existing menu.
Application Code
The application that will be opened when this menu is selected. If a menu node has lower level nodes, it should
not have an application code.
Text Displayed
The actual text displayed to the user when the menu is used. This field must have a value, but it does not have to
be unique. When the user enters a new Text Displayed value, it will be saved under the current browser's
language. This field is mandatory.
Menu Name
The name of the root node.
Only the root menu node should be given a menu name. If you create a new menu hierarchy with several sub-
node layers and you wish to use your new menu, then you have to give its root node a menu name. This makes it
accessible from the MSE020 application.
 Import - Opens the Import Dialog Box which allows you to select the .JSON file to be imported.
 Export - Allows selected records from the Search Display Grid to be exported. Click the Click to
Download dialog box which displays to download the .JSON file.
160
Configuration
MSE025 - Modify Menu detail

Use this screen to maintain an existing menu. You can perform any of the following activities:
 Expand the menu hierarchy by adding another menu to it, or creating new nodes.
 Reduce the size of the hierarchy by deleting specific child nodes.
 Promote a menu to a Global Menu so it can be accessible from the top menu bar.
 Create a user-defined menu from one of the Core Menus and modify it to suit your specific requirements.
 Specify a user-defined menu as the default menu.
 Launch an external web application from a user-defined menu.
Text Displayed
The actual text displayed to the user when the menu is used. This field must have a value, but it does not have to
be unique. When the user enters a new Text Displayed value, it will be saved under the current browser's
language. This field is mandatory.
Application Code
The application that will be opened when this menu is selected. If a menu node has lower level nodes, it should
not have an application code.
Description
A description of the application based on the Application Code.
Global Menu Name
The name given to this global menu.
Note: This field only displays after a menu is promoted to a Global Menu.
Parameter Name
The name or type of parameter to be supplied for the application launch, for example, URL. This indicates a
URL is to be supplied to launch the external application. These external applications can still be accessed by
using parameters. These parameters are a list of URL arguments required by that application, and in this
situation, the Application Code should be set to IFRAME.
Default Value
The default value for the parameter when the external application launches. This is usually a web address URL.
An Add Existing Menu dialog box displays. Select the menu to be inserted into the branch.
 Promote Node To Global Menu - Save the menu hierarchy or node as a Global Menu. This can be used as
a default menu in a user's profile.
161
Configuration
MSE073 - Search Reference Codes

Use this screen to search for reference code values associated with an entity type (such as Position or Supplier).
Notes:
• This screen cannot be run directly from the Quick Launch, it can only be accessed from either an MSO or
MSE application that has been personalised to add a flow to this reference code application.
• When personalising an application to flow to MSE073, the fields entityType and entityValue must be
populated in the field pairings of the flow being added.
The flow target field entityType contains a literal value indicating the reference code type, for example on
MSO870 – Modify Position Attributes, the literal value could be a value such as POS.
The flow target field entityValue contains the key value of the reference code and has the source fields set to
one or more screen fields in the calling application, for example on MSO870 – Modify Position Attributes this
could contain the Position Id field POSITION_ID2I.
Related Processes and Activities

Maintaining Reference Codes
82
Add a Reference Code to an Entity using MSE073
103
Update a Reference Code for an Entity using MSE073
104
Add Standard Text to a Reference Code using MSE073
105
ENTITY
Entity Type
The reference code entity Ellipse EAM or customer defined. Entry is validated against the RCEN - Reference
Codes table file.
This field defaults from the details specified in the calling application. This can be an ABB or customer specified
entity. For example, if MSE073 is called from MSO870 - Position Maintenance, this field may display an
entity type of POS, indicating that the reference code is a position based.
Entity Value
The key value of the entity. This is the key of the reference code entity and is passed from the calling
application. For example, if MSE073 is called from MSO870 - Position Maintenance, this field could contain
the Position ID.
Reference Number - Starts From
The reference code number from which to start the search. The search starts at the number entered.
162
Configuration
Related Processes and Activities

Update a Reference Code for an Entity using MSE073 ......................................................................104
Add Standard Text to a Reference Code using MSE073.....................................................................105
Add a Reference Code to an Entity using MSE073.............................................................................103
MSE073 - Update Reference Codes

Use this screen to add reference code values or standard text to an existing entity (such as Supplier or Position).
You can also modify reference codes associated with the entity.
ENTITY
Entity Type
The reference code entity Ellipse EAM or customer defined. Entry is validated against the RCEN - Reference
Codes table file.
This field defaults from the details specified in the calling application. This can be an ABB or customer specified
entity. For example, if MSE073 is called from MSO870 - Position Maintenance, this field may display an
entity type of POS, indicating that the reference code is a position based.
Entity Value
The key value of the entity. This is the key of the reference code entity and is passed from the calling
application. For example, if MSE073 is called from MSO870 - Position Maintenance, this field could contain
the Position ID.
Screen Literal
The description of the reference code that displays on the applicable application screen. This literal describes the
purpose of the reference code.
For example, on a position based reference code, the literal may be Full Title. This literal may be used to
maintain and display a longer position title than what is supported Ellipse EAM.
REFERENCE CODE
Reference Code
The reference code assigned to the entity type and value. This is the value of the reference code. For example, on
a position based reference code of Full Title, this field would contain a longer descriptive position title.
Desc
The reference code description.
Reference Number
The numeric identifier for the reference code.
TEXT
Standard Text
Any additional text associated with the reference code.
For example, a description of what is required by the reference code value.
Standard Text Allowed
If selected, indicates standard text can be recorded against the reference code.
 Submit - Validates and saves the data entered.
163
Configuration
 Refresh - Reloads the original data. Any changes made since the last submit are lost.
 Save As - Creates a new item based on the information provided by an existing item.
 Open - Displays a dialog box to enter an existing item to display its detail.
 New Search - Returns to the Search screen and clears the search results and the search criteria.
164
Configuration
MSERGP - Search Reporting Groups

Use this screen to search for reporting groups.
SEARCH
Reporting Group Identifier Search Method
The method used to search for a reporting group.
The available options are:
All Displays all reporting groups matching the entries made in the search fields.
Exact Match Displays the exact reporting group based upon the entries made in the search fields.
Starts From Displays the reporting group which start from the specified characters and match the
entered search criteria.
Starts With Displays the reporting groups that start with the specified characters and match the
entered search criteria.

The reporting group identifier.
Note: This is mandatory if search method ALL is not selected and Reporting Group Entity Identifier is blank.
Entity
The entity code. For example, an employee's ID number.
Entity Type
This is the entity type.
Options are:
 SCA
 Dist/Whouse
 Employee
This is a mandatory field if searching only by Reporting Group Entity Identifier.
ADVANCED SEARCH
Status
The report status.
Options are:
 Active
 Inactive
Owner
This is a unique code used to identify the owner.
Owner Type
Owner Type.
Options are:
 Employee
 Team
165
Configuration
166
Configuration
MSERGP - Reporting Groups detail

Use this screen to create, modify and delete reporting groups. This screen allows for grouping of similar entities
together.
The group identifier. This is a unique code used to identify a group.
This field is mandatory
Type
The owner type. This is the person or group responsible for maintenance of reporting group information.
Options are:
 SCA (Supply Customer Account)
 District/warehouse
 Employee
 Mixed
This field is mandatory if a reporting group Owner exists.
Description
The reporting group identifier description.
This field is mandatory.
Status
The reporting group status. This defaults to inactive when creating a reporting group.
Options are:
I Inactive - An inactive reporting group cannot be used in business processes, but can be modified.
A Active - A reporting group needs to be active to be used within a business process. On creation of a team
the reporting group status must be changed from inactive to active. The active reporting group cannot be
modified and must have at least one entity (employee, SCA) linked to the reporting group.

Owner
The reporting group owner.
This filed is mandatory if a reporting group owner Type exists that is not blank.
Owner Type
The owner type.
Options are:
 Employee
 Team
SUMMARY GRID
Entity
The entity code. For example, an employee's ID number.
This field is mandatory and must be a valid match for the reporting group Entity Type.
Entity Type
The entity type.
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Configuration
Options are:
 SCA (Supply Customer Account)
 Dist/whouse
 Employee
Description
The entity description.
This field is optional.
 New - Displays the screen to create a new item related to the application.
 Delete - Displays a confirm deletion dialog box to confirm deletion of the current item.
168
Configuration
MSETMS - Search Teams

Use this screen to search for team details.
Team Identifier Search Method
The method used to search for a team.
Options are:
All Displays all teams matching the entries made in the search fields.
Exact Match Displays the exact team based upon the entries made in the search fields.
Starts From Displays the teams which start from the specified characters and match the entered search
criteria.
Starts With Displays the teams which start with the specified characters and match the entered search
criteria.
Team Identifier
The team identifier. This is a unique code used to identify a team.
Team Member
A team member. This must be a valid employee or non-employee.
Status
The team status.
Options are:
 Inactive
 Active
 Suspended
 Marked for Deletion
Team Owner
A team owner. This is the person (employee or non-employee) or team responsible for maintenance of team
information.
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Configuration
MSETMS - Teams detail

Use this screen to create, delete and modify team details.
You can also enter the details of new team members. A team can only have one location detail entry per location
detail type from either table.
Locations (such as, addresses and phone numbers) and devices (such as, Printers and Faxes) can be added,
updated or deleted from a team.
Team Identifier
The team identifier. This is a unique code used to identify a team.
Status
The team's status. This defaults to Inactive when creating a team.
Options are:
I Inactive - An inactive team cannot be used in business processes, but can be modified.
A Active - A team needs to be active to be used within a business process. On creation of a team the team
status must be changed from inactive to active. The active team can be modified.
D Marked for Deletion - A team marked for deletion cannot be used in a business process and cannot be
modified.
S Suspended - A suspended team cannot be used in business processes, but can be modified.

Owner Type
The owner type. This is the person (employee or non-employee) or team responsible for maintenance of team
information.
Options are:
 E - Employee/Non-Employee
 T - Team
This field is mandatory if an Owner ID exists.
Owner
A team owner. This is the person (employee or non-employee) or team responsible for maintenance of team
information.
This field is mandatory if a Team Owner Type exists.
Description
The team description.
Default Account Code
The default cost centre code for stock items that are recorded on the catalogue as owned by this team.
This field is only available if the Military module is installed.
Tabs
 Member
 Location
 Device
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Configuration
Member tab
Member Type
The member type. Select from the list.
Options are:
 Employee
 Non-Employee
Member ID
The employee or non-employee member ID and ID description.
A member ID can also be selected from the list.
Multiple members can be added to a team.
Description
Member description. For example, this could be the name of the employee or non-employee.
Primary Member
Select this option to indicate the member is the primary member. The primary is used as the default for the team.
This field is mandatory if only one team member exists in the team.
Location tab
Type Origin
The origin of the selected location. Valid options are:
 Mincom - contact details that are required to support functional business processes within Ellipse EAM.
 Client - contact details held for information purposes only.
This is used in conjunction with the Location Type.
Location
The location type. Entry is validated against the Table File LCTY - Location Code Type.
This indicates to the system which Ellipse EAM programs will include Location information. For example, a
Location Type of PO includes the location details for that team on the printed purchase order.
Location Description
The location description based on the location type entered.
Contact Details Type
The client-defined location type.
If the Type Origin is Client the contact details type is validated against Table File CLOC - Client-Defined
Location Type.
If Type Origin is Mincom, a pre-defined set of codes is used.
Contact Detail Type Description
The description of the contact detail type obtained from Table File CLOC - Client-Defined Location Type.
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Configuration
Device tab
Process Type
The process type associated with the device. Entry is validated against the Table File PROC - Process Type. This
field is mandatory for a device record.
Process Type Description
The description for the process type.
Device Identifier
A code to identify a device such as a printer or fax machine.
This field is mandatory for a device record.
Device Identifier Description
The device ID description based on the Device ID entered.
 New - Displays the screen to create a new item related to the application.
 Delete - Displays a confirm deletion dialog box to confirm deletion of the current item.
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Configuration
MSM001A - Maintain System Control File

Use this screen to access and maintain System and District Control files. The System and District Control files
contain information used to control functionality within Ellipse EAM. The options selected determine the
functionality available through the activation of modules and entry of data.
Note: Changing fields within the System or District Control files after implementation could lead to corrupted
files or program failure. If in doubt as to the impact of changing any control settings, refer to your ABB Support
consultant.
Which menu options are available depends on your security levels.
Suspension or closure of a district can only be performed by users with access to this program. Once a district
has been suspended or closed, you cannot include them in search strings being created.
The Suspend, Reactivate and Close district functions are also security controlled with a SUSPEND function
profile. The user profile is secured against the SUSPEND function profile. The user must also have been
added to this access.
If you have access to the SUSPEND profile, you can perform transactions in a suspended district. The
transactions you can perform in a suspended district or warehouse are subject to normal Ellipse EAM access
control.
When an attempt is made to access data belonging to another district, the district code is validated and if it is
suspended, you will need to pass the access check as above.
The maintain system control file program requires differing levels of security access for each district status
change.
The following status changes for a district are permitted:
 Reopen or reactivate a district
 Suspend the district
 Close the district
Each district status change updates the district control file with the current user, date and time.
Once a district has been suspended and before attempting to close a district, ensure that the Check for Closure
reports have not detected any conditions that would prevent the district from being closed.
Where the Suspend District option is selected, the district can be reactivated.
This screen is subject to split security - refer to Security Specifics.
Option
Enter one of the following options:
Maintain Systems Controls Use this option to update information held on the System Control file
at a global level. Use this option for activating modules and
maintaining other system control settings.
Define a New District Use this option to create a new legal entity or charter. This creates
information on the District Control file.
Modify District Controls Use this option to modify an existing districts' specific control file
settings.
Modify District Bank Use this option to create, modify, or delete bank account information
Accounts held on the District Control file.
Modify District Account Use this option to update Ellipse EAM with account codes required to
Code prepare balanced entries for various accounting transactions within the
integrated system. For example, Accounts Payable and Accounts
Receivable.
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Configuration
Modify District Accounting Use this option to maintain past, present, and future accounting periods
Periods for a given district. This option can also be used to review a financial
year to ensure month end has occurred in all periods for a given
financial year.
Modify Current Period Use this option to identify or update the current accounting periods for
Information modules used within districts.
Modify Program Printer Use this option to enter default printing parameters for batch reports
Allocations produced by Ellipse EAM. This would usually only be for certain
control type reports or updates.
Modify District Address Use this option to create or maintain each district's postal address,
Details telephone numbers, and relevant government IDs.
Modify District HR Details Use this option to define default Human Resources and payroll
information for a district.
Suspend District Use this option to deactivate district attributes for a district that is no
longer required, or for a newly created district that is yet to have its
data loaded.
Reactivate District Use this option to reactivate a district for use after the district has been
defined and the details have been added.
Close District Use this option to close a district if it is no longer required.
Modify Warehouse Control Use this option to modify information relating to the setup of a
Information warehouse within Ellipse EAM.
Modify Site Control Use this option to modify information relating to the setup of a site that
Information uses the Permit to Work module.
District
Enter the district code.
This field identifies an accounting entity, business unit, military base or geographical location that performs
business in its own right. A district can be thought of as a separate set of financial books.
This field is mandatory for all options, except options Maintain Systems Control Information and Maintain
Warehouse Control Information.
Copy District
The district from where the information is to be copied to create a new district. This field is only valid when
selecting option Define a New District.
The following information does not copy from the old district:
 Bank Accounts
 Account Codes
 Accounting Periods
 Current Periods
 Program Printers
 District Address Details
Suppliers will be copied from the nominated district where the Default Dstrct Supp field has been set on
MSM001C.
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Configuration
Where a Copy From district derives the chart of accounts or the expense elements from another district, the
default expense elements copied during the copy district function is correct and available for use within the
Copy To district.
Where a Copy From district controls its own chart of accounts or expense elements, the default expense
elements copied during the Copy District function will not exist within the Copy To district. It is the
responsibility of the user to ensure that all default expense elements are valid within the Copy To district prior to
processing.
Warehouse
This field refers to a major stock storage location within a district. This field is required when option Maintain
Warehouse Control Information is selected. The warehouse must exist as a code on the WH Table File.
Site Code
This field refers to a site for the purposes of setup details for the Permit to Work module. The entry in this field
is validated against the Table File PSIT - Site Code. This field is required when the option Maintain Site
Control Information is selected.
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Configuration
MSM001B - Modify Systems Control File (Cont.)

Use this screen to modify Systems Control file settings for the General and Materials modules.
Company Name
This field is mandatory. Enter the name of the entire installation. Many clients also identify which Ellipse EAM
instance, for example ABC Company - Production.
Tabs
 General
 EDI/Payments
 Contracts Admin/Locations
 System Mode/Security
 Diary/E-mail
 Externally Managed Processes
General tab
Multi District
Enter Y if this installation has more than one district. Enter N if only one district applies. We suggest you enter
Y, even if only one district is to be created. If additional districts are never created, there will be no impact.
Max I/Os for Searches
(Maximum Inputs/Outputs for Searches)
Enter the maximum number of I/Os (inputs/ outputs) allowed for review programs that search for matching
records.
A reasonable number is 200. Too large a number could mean that the search routines create a longer processing
time, looking for non-existent records. Too small a number could mean that nothing is found to match, causing
frustration, especially when records are known to exist.
Default Batch Defer Time (HHMMSS)
Enter the default time at which batch reporting jobs should normally execute. The format is HH:MM:SS.
Standard Text Compressed
Enter Y to signify that text stored in the standard text facility is space compressed. Enter N if it is not space
compressed. A compressed file occupies less disk space. However, it also requires more CPU time to process the
data. Enter R if a relational database product is in use.
Enter one of the following characters:
R Relational databases
Y Compress
N No compression
Date Format
This field identifies the format of dates that display on screens and reports.
Enter one of the following date options:
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Configuration
A DD/MM/YY (Australian format)

For example, enter 31/12/10 for 31 December 2010.
OR
DDMMMCCYY (Australian format)
For example, enter 31DEC2110 for 21 Century, 31 December 2010.
I DD-MM-YY (International format)

For example, enter 31-12-10 for 31 December 2010.
OR
CCYYMMMDD (International format)
For example, enter 2110DEC31 for 21 Century, 31 December 2010.
M DD/MMM/YY (Military format)

For example, enter 31/DEC/10 for 31 December 2010.
OR
DDMMMCCYY (Military format)
For example, enter 31DEC2110 for 21 Century, 31 December, 2010.
U MM/DD/YY (USA format)

For example, enter 12/31/10 for 31 December 2010.
OR
MMMDDCCYY (USA format)
For example, enter DEC312210 for 21 Century, 31 December, 2010.
Allow Window Messages

Enter Y to indicate that the screen message facility will be switched on. This enables the display of messages
entered for screens on the Table File MM - Screen Message on the bottom lines of screens.
Maximum Login Attempts
Enter a number from 1 to 9, indicating how many times an invalid user ID and password combination will result
in an error message before Ellipse EAM stops.
Bypass Welcome
This field defaults and is display only.
B Indicates that instead of displaying the Welcome/Sign On screen and accepting a user ID and
password, the login program should obtain the operating system's user ID.
For more information about this field, refer to Configuring Login Options.
Last MSF096 Key
Enter the last MSF096 key number used by the system.
This field is used by the Condition Monitoring module (3340) to create a narrative text for the condition
monitoring measurements.
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Configuration
Maximum Updates
Enter a number indicating the maximum number of updates to be done in a batch program before the restart
record is automatically rewritten. This is a default value and can be overridden.
Maximum Reads
Enter a number indicating the maximum number of reads to be done in a batch program before the restart record
is automatically rewritten. This is a default value and can be overridden.
Calendar Date Range
Enter a year in the format CCYY. This is the upper limit of the 100 year date range used by Ellipse EAM when
determining the century for a year that does not allow a century to be entered or a century associated with it. The
lower limit is determined by subtracting 99 from it.
For example, if 2025 is entered then the lower limit is calculated as 1926, meaning any year entered in Ellipse
EAM that is greater than 25 has a century of 19, otherwise it has a century of 20.
HOST DETAILS
Base URL
The case-sensitive URL of the host. This URL is used to initiate Ellipse EAM web applications.
Up to 50 characters can be entered. If the URL exceeds 50 characters the Base URL 2 and Base URL 3 fields
can be used.
Base URL 2
The extended URL of the host. This field is used to if the URL entered in the Base URL 1 field exceeds its
maximum character length.
Up to 50 characters can be entered.
Base URL 3
The extended URL of the host. This field is used to if the URL entered in the Base URL 1 and Base URL 2
fields exceeds its maximum character length.
Up to 50 characters can be entered.
EDI/Payments tab
The following EDI fields are only available if the Electronic Data Interchange module (3290) is installed.
The following EFT fields can only be created or modified if the Electronic Funds Transfer (EFT) module is
installed.
ELECTRONIC DATA INTERCHANGE

Interchange Qualifier/Id
This is the code for the interchange qualifier used to translate messages into text. This is an optional field unless
an entry is made in the Interchange ID field (adjacent), in which case entry is mandatory.
The second field is the interchange ID code for the authorisation identifier. This is an optional field unless an
entry is made in the Interchange Qualifier field, in which case entry is mandatory.
Interchange Routing Address
Enter the address of the EDI gateway.
This field is optional. This is the specific EDI routing information.
EDI Acknowledgment Required
Enter Y if acknowledgment of the EDI transmission is required. Enter N if acknowledgment is not required.
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Configuration
Last EDI Xmit Number

(Last EDI Transmit Number)
The last EDI transmit number allocated. This is a counter and Ellipse EAM increments this field automatically
whenever an EDI transmission is performed. Enter the last EDI message transmission number, if required.
Last MSB290 Run Number
This is the last EDI message retrieval run number. This is a counter and Ellipse EAM increments this number
automatically whenever MSB290 is generated.
PAYMENTS
EFT Length
Enter the length of the EFT payment ID. The ID cannot be greater than 17 as the maximum length of the EFT ID
is 18 characters less the EFT alpha character.
EFT Alpha
Enter the EFT alpha code.
Last EFT Number
This is the last EFT number generated by the system. This field will automatically be incremented by the system.
Cheque Number Length
Enter the cheque number length (cannot be greater than 18).
Contract Admin/Locations tab
The following fields can only be created or modified if the Tender Administration module or the Contract
Administration module is installed.
TENDER ADMINISTRATION
Last Tender Number
Enter the number of the last tender.
Last Contract Number
Enter the number of the last contract.
CONTRACTS ADMINISTRATION
Details to Incl Add Tax
(Details to Include Additional Tax)
If additional tax is to be included in the price, enter Y, otherwise enter N. This field is mandatory if the Contract
Administration module is installed.
LOCATIONS
Last Location Number
Enter the last location number allocated by Ellipse EAM. This field must contain a number and is used by the
Location Server MSK011 to create locations using system-generated numbers. If users do not specify a location
number during the creation of a location, this number is incremented by one and allocated to the next location. A
check is made to ensure that the derived number has not already been allocated.
System Mode/Security tab
You can only create or modify the following information if your security access level is 9.
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Configuration
SYSTEM MODE
Production/Test/Demo Mode
(Production/Test/Demonstration Mode)
Test mode modifies the way in which transactions are activated on some platforms. Demonstration mode sets the
date within the online system to a specific date.
Enter one of the following values to indicate the mode of operation of the system:
P Production
T Test
D Demonstration
Note: This flag is for ABB internal use and all customers should leave this field blank. The default is
Production.
Demonstration Date
Enter the date the system is to be used for demonstration. Entry is mandatory if the system is in Demonstration
mode.
SECURITY
Advanced User Security
This field is used for the mandatory login password. Select N if the login field is to be locked when the
maximum number of logins have been exceeded. The password attempts will be logged in MSF022.
Minimum Days Between Password Change
This field controls when a user can change their Ellipse EAM password. The number entered indicates how
many days must lapse before the user can change their password. If 0 is entered in this field, changes can be
made as required.
Diary/E-mail tab
Extended Text Counter
This field is used by the diary function. It records the extended text number for the last diary entry made. If a
number displays here, it should not be overwritten.
Max Transmission Lines
(Maximum Transmission Lines)
This field displays the maximum size of individual emails. Emails with lines exceeding the maximum
transmission lines are not allowed.
This field displays if the Email module (3045) is installed.
Externally Managed Processes tab
The flags on this tab indicate whether the Catalogue, Inventory, and Procurement are external from Ellipse
EAM. Flags initially display blank. Entry can be made only in the External Procurement field.
The fields on this tab are described below:
External Catalogue
This flag indicates whether or not the Catalogue is external from Ellipse EAM. This flag is initially displayed
blank. It is automatically set to Y or N through entry in the External Procurement field.
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Configuration
External Inventory
This flag indicates whether or not the Inventory is external from Ellipse EAM. This flag is initially displayed
blank. It is automatically set to Y or N through entry in the External Procurement field.
External Procurement
This flag indicates whether or not Procurement is external from Ellipse EAM. This flag is initially displayed
blank.
 Enter Y if procurement is to be through an external system.
 Enter N if procurement is to be through Ellipse EAM.
Note: Y or N being entered into the External Procurement field causes the External Catalogue, and External
Inventory Management flags to be automatically populated with the same entry.
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Configuration
MSM001C - Modify Systems Control File (Cont)

Use this screen to review the Systems Control file relating to the Materials and Maintenance modules.
Tabs
 Catalogue
 Suppliers
 Customers
 Equipment
 Scheduling/WO's
 Journal Holding
 Chart of Accounts
 General Ledger
 Fixed Assets
Catalogue tab
Generate Notification
Indicates if notifications are to be sent to the Stock Item Owner on merge.
Online Stock Code Number Allocation
Select a stock code number allocation option.
Options are:
M- Mandatory You must enter a stock code number.
O - Optional You have the option to either enter a stock code

number or Ellipse EAM automatically generates the
stock code.
N- Not Allowed Ellipse EAM always generated the stock code number.
Online Stock Code Creation Prefix

A prefix (numeric or alphabetical) to be used when the system automatically generates a stock code number.
Last Stock Number Allocated
This is the last stock number allocated by Ellipse EAM.
If the catalogue numbers are not manually assigned, the last stock number allocated is incremented automatically
when Ellipse EAM generates the next number.
External Stk Code Number Allocation
(External Stock Code Number Allocation)
Enter E to indicate that the externally generated stock code number is used.
Enter S to indicate that an Ellipse EAM stock code number can be generated.
Enter O to indicate that the stock code can be provided by the external system. If a stock code is not entered, the
system can automatically assign a stock code number.
External Stock Code Creation Prefix
Enter a prefix (numeric or alphabetical) to be used when the system uploads stock codes from external systems.
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Configuration
Last List Number

This field applies to lists in the Foreign Military Sales module only. This is the last list number allocated by
Ellipse EAM. If a list number is not assigned by the user when creating a list, Ellipse EAM assigns a number
automatically and increments this counter.
FAR Integration
Enables the integration of the Ellipse EAM Catalogue with the Fixed Asset Register (FAR). When enabled, fixed
assets can be tracked using the Catalogue and Inventory Tracking modules.
This setting is incompatible with the use of Infrastructure Asset Accounting. If one of these functions is enabled,
the other will be excluded from activation.
STOCK CODE SUBSTITUTION
Last Substitution Id Allocated
Used to store the last system-generated unique substitution ID. This field is incremented every time a new
substitution chain or list is created with a system-generated reference.
The default value is zero.
Always Global
Indicates if substitution chains or lists always apply to all districts. The default value is N.
IDR Substitution Method
Indicates how the system will apply the substitution chain or list when dealing with inter-district requisitions
(IDRs). Valid values are:
 1 - Substitution before IDR
 2 - IDR before Substitution
The default value is 1.
This setting determines whether the system will first attempt to satisfy the requisition for the stock item or its
substitutes within the requesting district (option 1), or will apply IDR to each item in the substitution chain in
order to supply the requested stock item from another district before an alternative item is sought (option 2).
Chains Take Precedence
Indicates if a substitution chain will take precedence over a substitution list when a stock code is attached to both
a chain and a list.
The default value is Y.
Accounts Payable tab
The following information can be created or modified only if the Accounts Payable module is installed.
Receipt of Services
If Y is selected, service order invoices are approved automatically by Ellipse EAM when a service order invoice
item value is matched to a service order invoice item receipt value.
If N is selected, service order invoices are approved at item level, using MSEAPM - Approvals Manager. Ellipse
EAM still matches the invoice item to the order item to ensure values are within tolerances. However, each item
on the service order invoice must be approved by the nominated authoriser before the full service order invoice
header status can be updated to fully approved and the invoice is made available for payment.
Check Subsystem for Service Items
If Y is selected, this indicates the whether sub-system indicators (as held against expense elements and general
ledger codes) are applied to service order invoice processing.
Validate PO Number for Field Release
(Validate Purchase Order Number for Field Release)
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Configuration
Enter Y if the purchase order number is to be validated when users load invoices for field release purchase
orders.
Next MSB261 Run Number
Enter the number that identifies the next run of the Generate Automatic Invoices report (MSB261).
Upon initial setup of the system, this number should be 1. Ellipse EAM automatically increments the number
each time MSB261 is generated.
Enter the number that identifies the next run of the Invoice Approval report (MSB265).
Enter the number that identifies the next run of the Invoice Batch Match report (MSB267).
Suppliers tab
Last Supplier Number Allocated
Enter the last supplier code allocated by Ellipse EAM.
Upon initial setup of the system, this number should be 0.
2 Step Authorisation Process
Enter Y if separate steps for modifying and approving supplier changes are required.
Activating this facility may impact on the use of new or recently modified suppliers. Such modifications must be
authorised (in a separate process) before the supplier can be used in a purchase order.
Supplier Auto Numbering
Indicates automatic assignment of supplier numbers.
Select:
Y - for the system to allocate the next supplier number as defined on the System Control File. The automatically
allocated number is always a whole number.
N - to enter a user-defined number.
O - to either enter a user-defined number or allow the system to allocate the next supplier number.
Supplier Class Heading A
Market Share Classification 1 for commodity types.
This field is used to record the percentage of market share held by the supplier for each commodity type. For
example, the percentage of the domestic market for each of the commodities supplied.
Supplier Class Heading B
Market Share Classification 2 for commodity types.
This field is used to record the percentage of market share held by the supplier for each commodity type. For
example, the percentage of the domestic market for each of the commodities supplied.
Supplier Number Right Justify Zero Fill
Enter Y or N to turn on or off right justification and zero filling of supplier numbers.
Districts created as dummy supplier are not zero filled even if this flag is set to Y.
Default Dstrct Supp
(Default District for Suppliers)
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Configuration
The district whose suppliers should be copied when creating a new district.
Note: This field only displays if the Military Asset Management module is installed.
Actv Supp
(Activate Suppliers)
Indicates if all inactive suppliers in a district should be reactivated when the inactive district is reactivated.
Note: This field only displays if the Military Asset Management module is installed.
Customers tab
Last Customer Number Allocated
Enter the last customer code allocated by Ellipse EAM.
Upon initial setup of the system, this number should be 0.
2 Step Authorisation Process
Enter Y if separate steps for modifying and approving customer changes are required.
Activating this facility can impact on the use of new or recently modified customers. Such modifications must be
authorised (in a separate process) before the customer can be used in a sale transaction.
Equipment tab
Last Equipment Number Allocated
Enter the last equipment number allocated by Ellipse EAM. This is a system-incremented field but may be
entered or changed to force Ellipse EAM to start at a new, pre-defined number.
Structured Plant Numbers
Enter Y if a structured plant number is required. This field must be Y if a continuous asset delimiter has been
entered.
Nameplates
The location against which equipment nameplates are stored.
Valid options are:
 C - Equipment Class
 G - Equipment Group Identifier
This setting is applied at the establishment of the system.
OPERATING STATISTICS
Day Average
Enter the default value for the Day Average which will be used in the calculation of daily averages for
equipment items.
The day average value determines the number of days over which the daily average is to be calculated for an
item of equipment. The routine finds the most recent operating statistic record for the item. The routine then
calculates a date at which to begin searching for the next record by subtracting the day average from the date of
the most recent record.
The daily average derived against an equipment item's Operating Statistic profile from the recorded statistics is
used to predict future maintenance requirements.
This default value will be used only when a Day Average value has not been specified in the Operating
Statistics profile of an equipment item or its equipment group identifier (EGI).
Maximum Days
Enter the default value for the Maximum Days which will be used in the calculation of daily averages for
equipment items.
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Configuration
The maximum days value determines whether operating statistics are sufficiently up-to-date to allow a daily
average to be calculated for the item. The routine finds the most recent operating statistics record for the item. It
then checks that this record is eligible, by comparing the date of the record against today's date, less the
Maximum Days value.
This default value is used only when a Maximum Days value has not been specified in the Operating Statistics
profile of an equipment item or its equipment group identifier (EGI).
Scheduling/WO's tab
Last Maintenance Schedule Run Number
Enter the last maintenance schedule run number allocated. On system startup, this should be set to zero. The
scheduling mechanism maintains this field from then on, whenever the forecast program is run.
Default Warranty WO Type
(Default Warranty Work Order Type)
Enter the work order type to be applied to work orders during work order creation when Ellipse EAM detects
that a warranty condition is in force. Entry is validated against the Table File WO - Work Order Types. If this
field is left blank, the work order type applied to the work order is not overwritten.
Journal Holding tab
Cash Accounting
Enter Y to enable cash accounting across all districts within Ellipse EAM.
Account Delimiter
Enter an appropriate character for delimiting cost code segments. Permissible characters include:
 Full-stop (.)
 Comma (,)
 Dash (-)
 Slash (/)
 Semi Colon (;)
 Ampersand (&)
 Colon (:)
An example of using account delimiters is when entering a journal entry or a non-order invoice entry, for an
account connected to a project or work order (with a cost centre attached, not a General Ledger code). Enter the
delimiter, the expense element, the work order or project number and press ENTER. Ellipse EAM generates the
full account code.
Last Inter-District Journal Number Allocated
Enter the last inter-district journal number allocated by Ellipse EAM. After system initialisation, Ellipse EAM
automatically increments this value when inter-district journals are allocated.
Inter-District Journal Prefix
Enter the prefix used on inter-district journals.
Order Transactions
This field dictates the way unposted totals are updated against accounts as transactions are generated.
Enter Y if the number of transactions updating a particular control account is large, causing database
performance issues.
Enter Y if interdistrict transactions are used frequently and deadlocking is an issue.
Enter N if deadlocking within your system is not an issue.
This flag should only be changed when there are no active processes within Ellipse EAM that generate
transactions.
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Configuration
Journal Approval
This field works through Position Authority Types to dictate the way manual journals are approved.
 Enter Y if manual journals are required to be approved through MSEAPM - Approvals Manager.
 Enter N if manual journals are not required to be approved.
Chart of Accounts tab
Inter-District Table of Accounts Used
Enter Y if inter-district processing is subject to an inter-district table of accounts, whereby inter-district
accounting entries can be targeted to inter-district account codes, as defined by the account code on the initiating
accounting entry. For more information, refer to Maintaining Interdistrict Processing.
Otherwise, inter-district accounting entries are recorded against the system-defined inter-district account
codes. This is the standard Ellipse EAM functionality. For more information, refer to Modify Account Codes for
a District.
Validate Control Accounts
Enter Y to validate control accounts.
Euro Currency Type
Enter the currency type code used for the European monetary unit. This currency type code must exist on the
Table File CU - Currency Type.
ERP Integration System
The external system to be used by Ellipse EAM to integrate with.
Options are:
 Ellipse
 SAP
 Oracle
Note: This field only displays when the Ellipse EAM ERP Finance Integration (3925) module is enabled.
General Ledger tab

The following information can only be entered if the General Ledger module is installed.
Subledger Delimiter
Enter an appropriate character for delimiting sub-ledger data entry wherever entry of an account code and sub-
ledger data applies. Permissible characters are the same as for the cost code segments delimiter. Permissible
characters include:
 Full-stop (.)
 Comma (,)
 Dash (-)
 Slash (/)
 Semi Colon (;)
 Ampersand (&)
 Colon (:)
An example of using the sub-ledger delimiter is:
 General Ledger posting account is 11101504362
 This account is linked to the sub-ledger of TE - Travel Expense Type of which a valid sub- ledger entry is
HOTEL
 The sub-ledger delimiter as set up in the system control file is /
When processing an entry to this account code in Ellipse EAM, the account and sub-ledger would be entered as:
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 11101504362/TEHOTEL
Note: Do not enter the same delimiter as the one already defined for cost code segments (see Account
Delimiter).
REC Installed
(Related Entity Costing Installed)
Select Y if related entity costing is to be installed, otherwise select N.
REC Literal
(Related Entity Costing Literal)
The literal given to the related entity fields.
This literal is used as the field description.
For example, if you enter Rel Ent Cd in this field, this name displays in screens where the related entity code is
entered or displays.
Fixed Assets tab
Create FAR Period Records even if Zero Movement
If this field is set to Y, the MSB685 Period Depreciation run creates period records for any sub-assets that have
been capitalised and not retired, even if there is zero movement in the period.
Note: Zero movement records are required if your organisation uses Business Objects for reporting. If this field
is set to Y the MSH685 Housekeeping program may need to be run in each FAR district to create any missing
records due to zero movement. This must be done before the next MSB685 is run.
FAWB Processing
(Fixed Asset Workbench Processing)
If this field is set to Y, this indicates that the expense element or cost centre is flagged as a Fixed Asset
Workbench (FAWB) account and can be used for Fixed Asset workbench processing.
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Configuration
MSM001D - Maintain Systems Control File (Cont.)

Use this screen to maintain Systems Control File settings for the Materials and Maintenance modules.
Tabs
 Stores/Purchasing
 Transport Consolidation
 Disposals
 Repairable Item Management
 Foreign Military Sales
 Reference Codes
 Global Purchasing Agreements
Stores/Purchasing tab
Information can be created or modified only if the Catalogue module is installed.
Centralised Purchasing
Enter Y if centralised purchasing applies. Enter N if decentralised purchasing applies.
This flag indicates whether all purchasing actions are centrally controlled or whether districts can action
purchasing information individually. This field only applies to Ellipse EAM systems that operate multiple
districts.
Max Rec Order Activity Counter
(Maximum Recommended Order Activity Counter)
Enter the maximum number to which the recommended order activity counter can increment before being reset
to one. The valid range is from 99 to 999.
Last APL Batch Run No
(Last Application Parts Number Batch Run Number)
Enter the last Application Parts List (APL) run number used by the batch process to requisition an APL, if the
APL module is installed. This counter normally initialises to 0 (zero), and increments automatically each time a
batch APL requisition process is run.
Rec Orders by Request
(Recommended Orders by Request)
Enter Y or N to indicate whether recommended order reports should be produced only on request (Y) or
automatically (N).
Funds Approval Check
(Funds Approval Checking External/ Internal)
Enter E for external checking. Enter I for internal checking of funds approvals. Leave this field blank if no funds
approval checking is required in any district.
Purchase Order Versions
Enter Y or N to indicate whether multiple versions of a purchase order are to be maintained.
Global Orders Required
Enter Y or N to indicate whether global purchase ordering is required. This field is configured at installation
time to default to N.
Cons. PO by Delivery Location
(Consolidated Purchase Order by Delivery Location)
Enter Y or N to indicate whether purchase orders are to be consolidated by delivery location.
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Configuration
Global PO Prefix/Last Number

(Global Purchase Order Prefix/Last Number)
Enter the purchase order prefix. Use the single character field if the prefix is a single character, otherwise use the
double character field. Access to these fields is allowed only if Global Ordering is enabled.
Next Global Print Number
Enter the next print job number to be used to print global purchase orders.
Access is only available when Global Purchasing is enabled.
Inventory Controller Security
Enter Y or N to switch inventory controller security on or off. When set to Y, any updates to the inventory
record (MSF170) are subject to inventory controller security checking.
If enabled, maintaining stock code district information will be restricted to an inventory controller or member of
an inventory controller team nominated on the district inventory record, or a user with sufficient privileges to
override this condition. If neither is nominated on the record, no additional security will apply.
Allow Issue in Excess of Holdings
Indicates whether the user will be permitted to complete an issue transaction if the quantity issued is greater than
the system stock on hand balance.
Valid values are:
 N - negative stock disallowed (default)
 Y - negative stock allowed. The system will give a warning, but allow the user to continue with the issue,
and automatically raise a discrepancy.
Equip Loc Invent Track Integration Flag
(Equipment Location and Inventory Tracking Integration Flag)
Indicates whether movements of equipment-tracked stock codes automatically update the equipment register
location information.
Valid values are:
 N - not integrated (default)
 L - update equipment location
 D - update equipment location and district
Asset/Inventory Build in use
Indicates whether the Build Item Management (Asset Build) functionality is in use.
Note: This field is only available if the Military Module (3135) is installed.
BATCH LOT AND SHELF LIFE UPDATE DEFAULTS

This group of fields enable the user to define default values to be used when the batch lot or shelf management
rules are modified for a stock item.
Default Batch Lot Identifier
Defines the default value to be used when a stock code's batch lot indicator is changed from N to Y.
Use Default Days Flag
Indicates whether the system should use a default value to calculate a default use by date or next inspection date
when a stock code's shelf life is increased from zero. The default setting is No.
Default Use By Days
The period in days used to calculate a default use by date for a stock item when its shelf life is increased from
zero. This value is ignored until the Use Default Days Flag is set to Yes.
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Configuration
Default Next Inspection Days

The period in days used to calculate a default next inspection date for a stock item when its shelf life is increased
from zero. This value is ignored until the Use Default Days Flag is set to Yes.
INTER- DISTRICT TRANSFERS
Information can be created or modified only if the Inter- District Transfer Allowed field is set to Y.
Inter- District Transfer Allowed
Enter Y or N to indicate whether inter-district transfers of stock items are allowed.
Default Xfer Category
(Default Transfer Category)
Enter the default category code to be used for system-generated district transfers. This field only displays if
the Warehouse Management module is installed. Entry is validated against the Table File IG - Inventory
Category.
Excess Item Price
Enter a currency value indicating the minimum unit price of an item that can be transferred (if excess stock).
Item Price
Enter a currency value indicating the unit price of an item determining eligibility for transfer regardless of stock
level.
Excess Item Value
Enter a currency value indicating the minimum total value of recommended transfer items that can be transferred
(if excess stock).
Zero EOQ Item Price
(Zero Economic Order Quantity Item Price)
Enter the minimum unit price of an item that is not being recorded in the district from which it is being
transferred. This applies to stock items where the Economic Order Quantity (EOQ) is set to zero.
Last Transfer Number
Enter the prefix and number for the last transfer. The prefix is mandatory and can be alphanumeric. For sites
where large volumes of transfer orders are generated (over 100,000 per prefix), a two-character prefix is
available. Ellipse EAM then allocates a four-digit transfer number. Each digit is allocated in the range A-Z, 0-9.
Last Transfer Req Number
(Last Transfer Requisition Number)
Enter the transfer prefix and number for the last transfer issue requisition raised from the requesting district to
the transfer/ supplier district.
Update Issue Stats for Transfer
(Update Issue Statistics for Transfer)
Enter Y or N to specify whether the usage statistics should be updated for district transfers. This field is not
applied to inter-district requisitions.
Sales Tax on Transfers
Enter Y or N to specify whether sales tax is to be applied to the district transfers. Y overrides the District Control
setting.
Transport Consolidation tab
Information can only be created or modified if the Transport Consolidation module is installed.
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Configuration
Last Waybill Number

Enter the last waybill number assigned by Ellipse EAM. The last waybill number is incremented automatically
Last Manifest Number
Enter the last manifest number assigned by Ellipse EAM. The last manifest number is incremented automatically
Disposals tab
Information can be only created or modified if the Disposals module is installed.
Last Disposal Number

Enter the last disposal number assigned by Ellipse EAM. The last disposal number is incremented automatically
Last Survey Number
Enter the last survey number assigned by Ellipse EAM. The last survey number is incremented automatically
Repairable Item Management tab
Information can only be created or modified if the Repairable Item Management module is installed.
Last Repair Req Number

(Last Repair Requisition Number)
Enter the last repair request number assigned by Ellipse EAM. The last repair requisition number is incremented
automatically when Ellipse EAM generates the next number.
Repair Purchase Order must be Global
Indicates if repair purchase orders must be global. Valid values are Y or N.
Note: This field is only available when the Repairable Item Management (3190) module is installed and Global
Orders are allowed.
Foreign Military Sales tab

Information can only be created or modified if the Foreign Military Sales module is installed.
Case Req %
Enter a percentage indicating the amount of the case value that can be requisitioned against.
Price Tolerance %
(Price Tolerance Percentage)
Enter a percentage indicating the price tolerance for Foreign Military Sales purchase orders.
Hastening Days 1
Enter the number of days that a hastening message should be sent after a purchase order is due.
Hastening Days 2
Enter the number of days that a second hastener message should be sent after a hastening message has been sent.
Follow-up Days
Enter the number of days after the last action against an FMS requisition that a follow-up message should be
sent.
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Configuration
FMS Currency
(Foreign Military Sales Currency)
Enter the currency to be used as foreign currency in all FMS transactions.
Last Indent Number
Enter the last indent number assigned by Ellipse EAM. The last indent number is incremented automatically
Last Billing Run Number
Enter the last billing run assigned by Ellipse EAM. The last billing run number is incremented automatically
Reference Codes tab
Last Standard Text Number
Enter the last standard text number allocated by Ellipse EAM to a reference code. If a figure already appears
here, do not modify it. Doing so will cause reference code information to become corrupted.
Global Purchasing Agreements tab
Last GPA Prefix
The last GPA prefix to be used when creating a new GPA.
This field is mandatory when the Global Purchasing Agreements (3255) module is installed.
Last GPA Number
The last GPA number to be used when creating a new GPA.
This field is mandatory when the Global Purchasing Agreements module is enabled.
Allows Effective GPA
Select Y to enable editing of GPA fields for global purchasing agreements with a status of 'Effective'. The
Supplier Number and Location Hierarchy fields will remain protected.
GPA Group Code
Select Y to validate GPA Group Codes against the GPAG - Global Purchasing Agreement Group Code Table
File. Select N to allow unvalidated free-text entry for GPA Group Codes.
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Configuration
MSM001E - Review Systems Control File (Cont.)

Use this screen to update the Systems Control file with details relating to the Human Resource and Payroll
Management stream.
Tabs
 Position Management
 HR/Attendance/Pay
 Heath/Safety/Claims
Position Management tab
Retain Position/Job History
This field displays Y if a history of changes to job and position details is to be retained within Ellipse EAM. This
field can only be completed if the Position Management module is installed.
Maximum No PRC Levels
(Maximum Number of Primary Reporting Code Levels)
Enter the number of primary reporting code (PRC) levels used in the organisation. This must be a number
between 1 and 10 and reflect the details that will be entered using the Position Management module. These
primary reporting codes are used to define the control levels for reporting purposes. After the PRC levels are set
on the System Control file, the number cannot be changed. An optimum scenario would be setting the PRC
levels to a value of 4 to 5.
Setting an excessive number of PRC levels will only create a maintenance overhead. Greater than five PRC
levels should only be considered where absolutely necessary. This field can only be completed if the Position
Management module is installed.
General Authority Default
Enter Y or space if complete authority is to be given, when the user does not have any authorities specifically
issued.
Enter N or space if authority is denied when users have no authorities specifically issued, for example, when
their positions have no authority type records. Under this selection, for a position to be granted a specific
authority that authority must be set against the position. This field can only be completed if the Position
Default Approvals Position
The position to where approval transactions forwarded to the TOP position are automatically redirected.
Approval transactions which reach the TOP position will be directed to this position for action as Ellipse EAM
does not allow incumbents in the TOP position. The default position is a global setting for all approvals manager
transaction types. This field is mandatory.
Partial Authority Default
Enter Y or space if complete authority is to be given when no controls are recorded for the authority type in
question, but other authority types are specifically issued.
Enter N if authority is denied when not specifically given, but other authority types are issued. This field can
only be completed if the Position Management module is installed.
Default Suspend Position
Enter the position code used as the default for suspending employees. The position entered must be current. This
field can only be completed if the Personnel Management and Administration module is installed. This position
is mapped against the system control file, therefore the position entity is at a higher level than district. There
should be no authority assignment for this position.
Default Posn Details To Emp
(Default Position Details To Employee)
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Configuration
Enter Y if position default details default to the employee when an employee is placed into that position. This
field can only be completed if the Position Management module is installed.
Default Terminate Position
Enter the position code used as the default for terminating employees. The position entered must be current. This
field can only be completed if the Personnel Management and Administration module is installed. This position
is mapped against the system control file, therefore the position entity is at a higher level than district. There
should be no authority assignment for this position.
Allocate Position Ids
Enter Y if position IDs are to be automatically allocated by Ellipse EAM, in numerical order. Ellipse EAM
enables users to provide position identities but this field is used where it is preferred that Ellipse EAM allocate
the identity. This facility can only be deployed if the business is prepared to implement strictly numeric position
codes. This field can only be completed if the Position Management module is installed.
Latest Position Id
Enter the last position ID used. This value must be numeric and zero filled. This field can only be completed if
the Position Management module is installed.
Default HR Administrator Position
Incumbents of this position receive the email notification sent when a suburb, postcode, state or country is
entered on the MSE81S – Personnel Workbench that does not exist on the Ellipse EAM address validation
application. This position must exist in your current hierarchy with at least one incumbent, and you cannot set it
as the TOP, SUSPENDED or TERMINATED position.
Notify Auths by Email
(Notify Authorised by Email)
Enter E if notification of the transaction to be authorised is to be emailed to the nominated approver if known
and to position incumbents if unknown.
Enter P if notification of the transaction to be authorised is to be emailed.
Enter N if no email notification is required.
Entry is validated against the Table File TRID.
This field can only be completed if the Position Management, Approvals Manager and Email modules are
installed.
POSITION SECURITY RULE
Performance Appraisal
Enter Y if performance appraisal security is required to be entered on the 2nd Security Level tab fields on
MSM870D - Maintain Position Security screen. If N is entered the 2nd Security Level tab fields are disabled.
Reimbursement Reasons
Enter Y if reimbursement reason security is required to be entered on the 2nd Security Level tab fields on
MSM870D screen. If N is entered the 2nd Security Level tab fields are disabled.
Resource Classes
Enter Y if resource classes security is required to be entered on the 2nd Security Level tab fields on MSM870D
screen. If N is entered the 2nd Security Level tab fields are disabled.
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Configuration
Envelope Types
Enter Y if envelope type security is required to be entered on the 2nd Security Level tab fields on MSM870D
screen. If N is entered the 2nd Security Level tab fields are disabled.
HR/Attendance/Pay tab
HUMAN RESOURCES
Allocate Non-Employees
Enter Y if non-employee IDs are to be automatically allocated by Ellipse EAM, in numerical order. You can
provide non-employee identities but this field is used where it is preferred that Ellipse EAM allocate the ID. This
facility can only be deployed if the business is prepared to implement strictly numeric non- employee IDs.
Latest Non-Emp Id
(Latest Non-Employee Identity)
Enter the last non-employee ID used. If a non-employee ID is not specified as part of the creation of a record,
then this ID is incremented by 1 and allocated to the next non-employee. A check is made to ensure that the
derived ID is not already allocated.
Allocate Employees
Enter Y if employee IDs are to be automatically allocated in sequential order. You can provide employee IDs but
this field is used where it is preferred that Ellipse EAM allocate the ID. This facility can only be deployed if the
business is prepared to implement strictly numeric employee IDs.
Latest Employee Id
Enter the last employee ID used. If an employee ID is not specified as part of the creation of a record on the
Maintain Employee Core Details screen, this ID is incremented by 1 and allocated to the next employee. A check
is made to ensure that the derived ID is not already allocated. This number must be numeric and zero filled.
Data Ref Required
(Data Reference Required)
Enter Y if the data reference entry is to be mandatory on screens containing this field. The Data Ref. field is a
unique reference that identifies a document that relates to a transaction. This is typically used for a paper audit
trail. The use of this field is determined by company policy. Enter N if the data reference is not required to be
shown.
Data Ref Unique
(Date Reference Unique)
Enter Y if the data reference entered on screens containing this field are unique.
Default Transfer Reason
The default transfer reason. The default transfer reason is used in specific instances where external systems do
not supply a transfer reason. For example, a transfer initiated using a third-party recruitment system.
Default Transfer Status
The default transfer status. The default transfer status is used in specific instances when external systems do not
supply a transfer status.
Default Reinstatement Reason
The default reinstatement reason. The default reinstatement reason is used in specific instances when external
systems do not supply a reinstatement reason. For example, an employee reinstatement initiated using a third-
party recruitment system.
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Default Reinstatement Status

The default reinstatement status. The default reinstatement status is used in specific instances when external
systems do not supply a reinstatement status.
TIME AND ATTENDANCE
Protect Extra Allowances
Enter Y to protect the extra allowance fields on the following timekeeping screens:
 MSE891 - Create Employee Roster Transactions
 MSE891 - Maintain Employee Roster Transactions
 MSE89M - Maintain Work Group Roster Transactions
When protected, data cannot be directly entered in these fields. However, the protection can be overridden at the
screen level using the relevant Process Code. Therefore, when extensive recording of claimed allowances occurs
in timekeeping, it would be appropriate to set this control to N. For extra allowance fields to always be available
for data entry, set this system control field to N.
Timesheet From Location Type
Select from the drop-down list the location code table to be used to display in the Location From field on the
timesheet. The options are:
 PHYL- Physical Location table
 TLOC - Timesheet Location table
 TRNL - Training Location table
 WRKL - Work Location table
Note: The Location From field on the MSE891 - Employee Weekly Timesheet is hidden by default. Use the
Show or hide individual columns to display the field.
Timesheet To Location Type

Select from the drop-down list the location code table to be used to display in the Location To field on the
timesheet. The options are:
 PHYL- Physical Location table
 TLOC - Timesheet Location table
 TRNL - Training Location table
 WRKL - Work Location table
Note: The Location To field on the MSE891 - Employee Weekly Timesheet is hidden by default. Use the Show
or hide individual columns to display the field.
PAY
Consolidate YTD
(Consolidate Year-To-Date)
Enter Y to indicate that a single year-to-date (YTD) total for each earnings or deduction code is maintained for
an employee, regardless of the pay group to which the employee has been assigned. Enter N to indicate that
separate YTD totals for each earnings or deduction code are maintained for each pay group to which the
employee has been assigned. This field is available only when the Payroll Management module is installed. The
setting entered in this field should not be changed.
Default District
Enter an district to be used as the default for payroll costing. The default district specified in this field is used in
the set up of earnings and deduction codes at the global pay group level. It is also used to determine the country
code for payment or deduction methods. This field is available only when the Payroll Management module is
installed.
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Configuration
Last Payment Summary Run No

Enter the last payment summary run number immediately preceding the next number that is to be used when
initially setting the system controls. The system increments the number by one each time it automatically
allocates the last payment summary run number.
Last Pay Number
Enter the last pay number immediately preceding the next number that is to be used when initially setting the
system controls. The system increments the number by one each time it automatically allocates the last pay
number.
Override Pay Group District Allowed
Enter Y or N to indicate when the pay group district code should default to the employee costing details. On
initial setup the value of this field will be N.
Display Preview in History
Enter Y or N to indicate that the latest Payroll Preview History will display on MSE82S - Payroll Workbench -
Payroll History tab. A setting of SPACES defaults to N.
Note: This only applies to Employee Self Service (ESS) users.
Health/Safety/Claims tab
Allocate Incident Numbers
Enter Y if incident numbers are to be automatically allocated in a sequential order. This setting can be used only
when the numbers are strictly numeric. Users are able to override a system-allocated incident number when
necessary.
Latest Incident No
Enter the incident number immediately preceding the next number that is to be used for an incident when
initially setting the system controls. The system increments the number by one each time it automatically
allocates an incident number. This field is only used if the Health, Safety, and Environment module is installed,
and the preceding Allocate Incident Numbers field is set to Y.
Allocate Claim Numbers
Enter Y if claim numbers are to be allocated automatically in a sequential order. This setting can be used only
when the numbers are strictly numeric. Users are able to override a system-allocated claim number when
necessary.
Latest Claim No
Enter the claim number immediately preceding the next number that is to be used for a claim when initially
setting the system controls. The system will then increment the number by one each time it automatically
allocates a claim number. This field is only used if the Workers Compensation module is installed, and the
preceding Allocate Claim Numbers field is set to Y.
Default Expense Earnings Code
Enter the default earnings code that is to be used for payment of workers compensation claims in the Workers
Compensation module. The code must be defined for the global pay group. Earnings Codes are defined in
MSO801.
Def Absence Work Code
(Default Absence Work Code)
Enter the default roster work code to be used for the generation of absence roster transactions in the Workers
Compensation module. The code must be an absence work code (not a rostered day off work code) defined for
the global physical location. Roster Work Codes are defined in MSO8R1.
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Default Absence Earnings Code

Enter the default earnings code to be used for the payment of workers compensation absences in the Workers
Compensation module. The code must be defined for the global pay group. Earnings Codes are defined in
MSO801.
Def Leave Reason Code
(Default Leave Reason Code)
Enter the default leave reason code to be used when paying workers compensation absences in the Workers
Compensation module. Leave reason codes are defined in the Table File LVER - Leave Reasons.
Default Make-up Earnings Code
Enter the default earnings code to be used to pay the difference between the workers compensation rate and the
employees deemed pay rate in the Workers Compensation module. The code must be defined for the global pay
group. Earnings codes are defined in MSO801.
Multiple Injuries/Emp
(Multiple Injuries/ Employee)
Enter Y if multiple injuries per employee are recorded for a single incident. This field is only used if the Health,
Safety, and Environment module is installed.
Note: For Australia only State legislative requirements for the New South Wales Work Cover Authority states
that multiple injury records cannot be registered for the same employee involved in a safety incident. Therefore,
this field would be set to N for organisations in New South Wales. Where an employee sustains multiple injuries
associated with a safety incident, only the major injury is registered in the application. Collateral injuries are
recorded against the doctor's medical report.
HSE Document Link Delimiter

(Health, Safety and Environment Document Link Delimiter)
This field displays a semi-colon.
Note: The Document Link Delimiter is set with a semi-colon during the conversion of MSF002. This can be
modified to set different characters like fullstop, comma or colon only, depending on your organisation
processes.
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Configuration
MSM001F - Modify Systems Control File (Cont.)

Use this screen to modify Systems Control file settings for the Materials stream.
This screen is subject to split security - refer to MSO Security Specifics for more information.
Last Supply Customer Transfer Number

Enter the last supply customer transfer prefix and number. The prefix can be alphanumeric. This field is
mandatory.
The creation or modification of this field is not restricted by the installed modules.
SCA Security
Enter Y or N if supply customer account (SCA) security is used at the global level.
Last Individual Entitlement Number
This field can only be created or modified if the Entitlements module is installed.
Enter the last individual entitlement number allocated by Ellipse EAM.
SCA/Employee Flag
Valid values are:
 S - Supply Customer
 E - Employee
 B - Both
When creating requisitions, the Requested By or SCA field will be validated for the appropriate entry.
Note: Programs that protect or default the Requested By field due to Establishment rules will bypass the protect
or default establishment rule when the SCA/Employee flag is set to S.
SCA Default FAR District

The default Fixed Asset Register (FAR) district for stock held at supply customers.
The SCA default district will only apply when no FAR district has been nominated against a SCA. Once a
default SCA FAR district has been nominated, this district can only be changed if no asset exists against the
SCA FAR district.
TRANSFER RULES
From/To
Enter Y in the relevant fields to indicate that a transfer of stock can occur between supply customer account
types. Enter N to indicate that transfers are not permitted. If left blank, it defaults to N (No).
From/To Bus Unit A/R Cust Employee Non Empl Supplier Other
Y Y N
Business Unit
A/R Customer
Y
Employee
Non Employee
N
Supplier
Other
In the above example, stock is allowed to transfer from a business unit to another business unit; a business unit
to an employee; but from a business unit to a supplier, stock transfer is not allowed.
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Configuration
ADV FUNDS CHECKING

FADs
(Funds Authorisation Documents)
Enter Y to use a Funds Authorisation Document (FAD) as the method of advanced funds sufficiency checking.
This method represents an authorisation by an external party.
Enter N if the number of status levels of authorised funds (NO) method is to be used. Advanced funds
sufficiency checking occurs using the entity on the expense object to determine available funds. This is know as
the direct method.
NO
(Number of Status Levels of Authorised Funds)
Enter the number of status levels of authorised funds required (up to nine can be entered).
SL Description
(Status Levels Description)
Enter the description of each status level. This is the name that will be displayed on all reporting and review
screens for the status levels. The number of status levels depend on the number entered in NO field.
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Configuration
MSM001G - Modify Systems Control File (Cont)

Use this screen to modify Systems Control File settings for the Material Demand Management module,
Geospatial Works Management module and for customer works management.
This screen is subject to split security - refer to MSO Security Specifics for more information.
MATERIAL DEMAND MANAGEMENT

Last MDM Run Number
(Last Material Demand Management Run Number)
The last Material Demand Management run number assigned by Ellipse EAM.
CUSTOMER WORKS MANAGEMENT
WORK REQUESTS
Last Contact Number
This field is only used if the Work Requests module is installed.
Enter the last contact number allocated by Ellipse EAM. If a contact number is not specified during the creation
of a contact, this number is incremented by 1 and allocated to the next contact. A check is made to ensure that
the derived number has not already been allocated.
This entry must be numeric.
Last Work Request Number
Enter the last work request number allocated by Ellipse EAM. If a work request number is not specified during
the creation of a work request, this number is incremented by 1 and allocated to the next work request. A check
is made to ensure that the derived number has not already been allocated.
Last Requestor Number
Enter the last requestor number allocated by Ellipse EAM. If a requestor number is not specified during the
creation of a requestor, this number is incremented by 1 and allocated to the next requestor. A check is made to
ensure that the derived number has not already been allocated.
COMPATIBLE UNITS
Last Compatible Unit Number
This field is only used if the Compatible Units module is installed.
Enter the last compatible unit number allocated by Ellipse EAM. If a compatible unit number is not specified
during the creation of a compatible unit, this number is incremented by 1 and allocated to the next compatible
unit. A check is made to ensure that the derived number has not already been allocated.
JOB ESTIMATES
Last Job Estimate Number
This field is only used if the Job Estimates module is installed.
Enter the last job estimate number allocated by Ellipse EAM. If a job estimate number is not specified during the
creation of a job estimate unit, this number is incremented by 1 and allocated to the next job estimate. A check is
made to ensure that the derived number has not already been allocated.
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Last Project Management Export Number

This field is only used if the Job Estimates module is installed.
The last project management export number. You can enter this number or allow the number to be allocated by
Ellipse EAM.
This number is used when you create an export to an external Project Management system from within either the
Estimate Scheduling application or MSE661 - Project Management Export.
GIS
GIS to launch
(Geographic Information System to Launch)
This field is only used if the Geospatial Gateway module (8095) is installed.
The GIS to launch field holds the code of the GIS installed, that is used to determine which GIS to execute.
DEPLOYABLES
Deployed System Ind
(Deployed System Indicator)
This field displays if the Deployables module is installed.
This field can be modified, if blank. This field is protected and cannot be modified if a value displays in the
System Id field.
This indicator is set to N - District not Deployed if the System Id field is entered on setup and all the current
districts are set to the System ID value entered (Tier 1).
Valid values are:
 Y - District deployed
 S - Commissioning started
 C - Commissioning copy completed
 T - District available to test
 N - District not deployed
System Id
This field can be modified, if blank. When the system ID is entered on setup all the current districts are set to the
System ID entered (Tier 1) with the Deployed System Indicator set to N.
This field is protected if displaying a value and cannot be modified.
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MSM00AA - Modify Modules Installed

Use this screen to update the information held on the Table File MD - Modules Installed. All available Ellipse
EAM modules are defined in the MD Table File. If you have the relevant permissions, you can define the
modules that are installed for their organisation.
MODULE
The numerical identifier for each Ellipse EAM module. The modules are listed in numerical order. A module is a
group of programs with related functionality.
DESCRIPTION
The title of the Ellipse EAM module.
INSTALLED
If the module is installed, Y displays. If the module is not installed, N displays. During the startup process, you
must identify the modules that are active by entering Y.
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Configuration
MSM00BA - District Control Information

Use this screen to create or modify information maintained on the control file for an individual district. The
screen is divided into general information about the district and sections with module-specific fields. When the
modules are not active, the associated control fields are not available.
District Name
Enter the name of the subsidiary company, branch, or accounting unit. This field is mandatory.
Many customers include the Ellipse EAM instance as part of each district name, for example, BUSINESS UNIT
XYZ - PRODUCTION.
Tabs
 General
 Suppliers
 Forward Purchasing Agreements
 Repairable Item Management
 Work Orders
 Equipment Costing
 Scheduling
 Fixed Assets
 Telex/Fax
 Notices
General tab
Country Code
Enter the code indicating the country in which this district operates. This field is mandatory. Entry is validated
against the CR- Country Code table file.
The specified country code directly impacts on certain calculations carried out within the district. Examples of
this include fixed asset revaluation and value added tax (VAT) reporting within the UK.
Date Format
Enter the code relating to the date format to be used in this district. Entry is not required if the district uses the
date format identified in the system control file. The following are examples of date format:
A DD/MM/YY (Australian format) For example, enter 31/12/10 for 31 December 2010.
I DD-MM-YY (International format) For example, enter 31-12-10 for 31 December 2010.
M DD/MMM/YY (Military format) For example, enter 31/DEC/10 for 31 December 2010.
U MM/DD/YY (USA format) For example, enter 12/31/10 for 31 December 2010.
Time Difference
Enter the time difference between the time zone in which this district operates and that of the host machine. For
example, -14.00 is entered if the district is in Atlanta - GA, USA and the host machine was based in Brisbane,
Australia. If completed, this information must be entered in HH.MM format, and can be a value between -23.59
and +23.59.
Window Default Level
Enter the window default level to be applied when assigning default values and editing rules to screen fields.
These defaults can be applied only to MSM screens. They cannot be applied to MSE screens:
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0 Screen defaults cannot be assigned.
1 A user ID must be used when assigning screen defaults.
2 Screen defaults are to be assigned at the global level.
3 Screen defaults can be assigned with a user ID or at the global level.
Banner Required
Enter Y for this facility to be enabled. Enter N for it to be unavailable. This indicates whether a report
identification banner can be specified when a report is requested.
Online Report Retention Days
Enter the number of days that online reports are retained on file. This default can be overridden when reviewing
the report.
Warehouse
Enter the central or main warehouse for the district. The warehouse appears as the default warehouse on many of
the warehousing and issue requisition screens. Entry is validated against the WH - Warehouse Identification
table file.
Bypass Estab
(Bypass Establishment)
Enter Y to bypass the Position Management module transactions or authority checking in this district; otherwise,
enter N. This field has an effect only if the Position Management module is installed.
Establishment Commentary
This field is used if Diary (Notification) text messages are to be recorded and sent when a transaction generated
in the Position Management module is acted on.
Consumption Tax
Enter one of the following values:
Y If consumption tax is to be used in this district. Enter Y to activate consumption tax in the
Purchasing, Accounts Payable, and Accounts Receivable modules).
Note: For Australia and the United Kingdom, Ellipse EAM consumption tax functionality is
used only for accounts receivable processing.
R If consumption tax processing is for Accounts Receivable only. Enter R to activate

consumption tax for the Accounts Receivable module in isolation of the Purchasing and
Accounts Payable modules. This option is used for Australian GST and for UK VAT because
the additional tax functionality in Ellipse EAM is used to process consumption tax calculations
for accounts payable invoices.
N Enter N if the Accounts Receivable module is not installed. If N is entered, it does not activate
the consumption tax functionality.
For Australian GST and UK VAT purposes, the Ellipse EAM additional tax functionality is to be used for
accounts payable. However, the Ellipse EAM consumption tax functionality is best suited for accounts
receivable. For clients in these countries, consumption tax should be set to R.
Consumption Tax Type
Enter the consumption tax type your organisation accrues. This is the literal that Ellipse EAM displays on all
screens where consumption tax fields exist.
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Configuration
Additional Tax
Enter Y if additional tax is to be used in this district. Valid values are Y and N. Examples include for Australian
GST in accounts payable, VAT in the UK, and for some state taxes in the USA.
Default Additional Tax Code
Enter a default additional tax for the district. Valid values are current tax codes stored in the tax code system
definition file (maintained by MSO018 - Maintain Tax Code Definitions).
A default additional tax code can be entered only if the Additional Tax field is set to Y.
Where additional tax applies, the additional tax code from the Additional Tax Defaults fields on MSM20DA -
Supplier Business Information defaults. If there is no supplier additional tax codes in these fields, the district
default additional tax code defaults. In either case, the additional tax code can be modified.
Sales Tax Applies
Enter Y if sales tax applies and N if sales tax does not apply.
In Australian districts, since GST is employed, this sales tax indicator should be set to N.
Accounting Periods per Annum
Enter the number of accounting periods used within the site ledger and in the costing mechanisms for the year.
You can have up to 14 accounting periods in a year. The accounting calendar is maintained using the
MSM00CC - Modify District Accounting Periods screen.
Password Expiry Days
Enter the maximum number of days allowed before Ellipse EAM forces a change of passwords. Enter zero (0) to
disable password expiry.
Validate Bin Location
Enter Y to enforce the use of pre-established bin locations in the receiving, issuing or transfer processes.
Suppliers tab
Performance Parameters (Days late in Ascending Sequence)
Ellipse EAM automatically maintains statistics on the number of occasions when a supplier is late in delivering
materials orders. Four categories of late delivery are provided according to the number of days overdue.
The following fields give the current stratification for days late for three of the categories. The fourth category is
for deliveries later than category 3.
Category 1
Enter the number of days late that apply to the least late classification for late delivery. For example, if this field
is set to 7, orders delivered one to seven days late increment the late delivery field for least late.
Category 2
Enter the number of days late that apply to the second least late classification for late delivery.
Category 3
Enter the number of days late that apply to the third least late classification for late delivery.
Category 4 - Balance
This field displays the lead times greater than the third least late classification for late delivery (Category 3).
Forward Purchasing Agreements tab
Quotation Prefix
Enter the prefix used on quotations.
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Last Quote Number

Enter the last quotation number allocated by Ellipse EAM.
Consolidate Quote Items
This field displays M to generate multiple quote numbers (default). Enter D for one quote number, if required.
Ellipse EAM consolidates all items for quotation under the same quote number(D) or generates multiple quote
numbers (M).
Repairable Item Management tab
Repair Expense Element
Enter a valid expense element to use as a default on the debit of the cost of a repair on receipt.
RIM Accrual Method
Defines the point in time at which repair costs are accrued. The following values are valid:
C Repair costs are accrued at the time of the repair order creation.
R Repair costs are accrued at the time of the repair order receipt.
RIM Method
Defines the method for automatically initiating a repair request. The following values are valid:
C Initiate repair request on creation of an issue requisition for a repairable item. This is not
applicable for immediate returns.
I Initiate repair request on acquittal of a requisition for a repairable item with quantity > 0.
A Initiate repair request on acquittal of a requisition of a repairable item with quantity >=0 and
requisition completion flag = N.
R Initiate repair request on receipt of a return of a repairable item.
Q Initiate repair request on receipt of a return of a repairable item for quantity >=0 and
requisition completion flag = N.
Repair Request Question

Defines whether a repair request question is asked on the following screens to in order create a repair request or
not. Valid values are Y or N.
If set to N, the repair request question will not display, but a repair request is created automatically when the
conditions specified in the RIM Method flag are met.
If set to Y, the repair request question displays, and you can decide whether a repair request is created.
The following programs and screens are affected by this setting:
 MSO14A - Requisition/Return Item
 MSO14B - Requisition/Return Multiple Items
 MSO14S - Short Form Requisition
 MSE1II - Immediate Issue
 MSE1IM - Immediate Multi-Item Issue
 MSE1IR - Immediate Return
 MSE1IS - Immediate Multi-Item Return
 MSE1TP - Pick Tasks
 MSE1R1 - Update Receipt Document
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The following matrix outlines when the question shows based on the RIM method resolution for a particular
stock code:
Application RIM Method
C I A R Q
MSE1TP N Y Y N N
MSE1TP (Close Task) N N Y N Y
MSE1II Y Y Y N N
MSE1IM Y Y Y N N
MSE1R1 N N N Y Y
MSE1R1 (Close Task) N N Y N Y
MSE1IR N N N Y Y
MSE1IS N N N Y Y
MSO14A/B Y N N N N
MSO14S Y N N N N
MSO14R (through MSO14B) N N N Y N
Note: Close Task means zero acquit of the issue or return requisition. MSE1TP and MSE1R1 have the ability to
zero acquit a requisition.
Work Orders tab

Auto Authorisation
(Automatic Authorisation)
Enter Y to indicate that automatic authorisations of work orders are to occur on creation. Leaving this field blank
indicates that work orders remain open until they are manually authorised by a user with the appropriate security.
Reallocation Debit Expense Element
Enter a valid expense element to use as a default on the debit transaction of the work order reallocation process.
Reallocation Credit Expense Element
Enter a valid expense element to use as a default on the credit transaction of the work order reallocation process.
Warranty Check
Indicates whether warranty checking is turned on (Yes) or off (No) for the district.
Job Material Status
This field determines whether the job material status icon displays for work orders.
Protect WO/Task Fields
Indicates whether various fields for the Work Order/Task are protected (Y = on, N = off) when the Work
Order/Task has been physically completed, closed, or finalised. This field defaults to N.
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Raise Work on Installation Position

If Y is selected, Ellipse EAM raises a work order against the parent equipment instead of the equipment that has
failed.
Work Order/Project Costing Default
Select the required work order/project costing default validation.
Options are:
E - Error - WO dflt GL/CC If selected, where the default cost centre/GL code
does not match Parent populated on a work order does not match its
immediate parent project, an error message displays.
You cannot proceed with the creation/amendment of
the work order until the default cost centre/GL code
has been updated to match the immediate parent
project.
N- No validation of WO dflt GL If selected, there will be no validation between the

Code/CC against Parent work order's default cost centre/GL code and its
immediate parent project.
W - Warning - WO dflt GL If selected, where the default cost centre/GL code

Code/CC does not match populated on a work order does not match its
Parent immediate parent project, a warning message displays.
You can proceed with the creation/amendment of the
work order, even if the default cost centre/GL code is
not modified.
Note: The work order/project costing default validation is not related to the MSM00DA - Modify District
Control Information, (General Ledger) Costing Option selected for the district. Costing options regulate the
account code defaulting on creation of transactions.
The work order/project default cost centre/GL code validation managed by this district control setting is used in
the work order creation/maintenance business process.
Field Release Integration

Setting this field to Y activates Fieldreach integration and enables the following functionality:
 Automated Work Group Release - this allows you to configure work groups to automatically release work
order tasks to the field using Fieldreach, based on the number of days until the work is planned to start,
based on the value of the Work Release Timeframe field on the MSM720B - Work Group Details screen.
 Manual Work Release - this allows for tight control of releasing work order tasks to the field using
Fieldreach. This functionality is available using the Work Release checkbox on the MSE623 - Work Order
Task and MSEWOT - Work Order screens. Multiple tasks can also be released at once by selecting them in
the results grid and selecting Release Tasks from the action menu on the MSEWOT - Work Order Detail,
MSEWJO - Job Detail, MSE623 - Work Order Tasks Detail, and MSEWTS - Task Application Detail
screens.
 Record Labour Costing - this allows you to use the Fieldreach device to record labour costing for the work
performed on the device.
 Work Status Updates - this allows you to use the Fieldreach device to record user status updates which are
reflected in Ellipse.
Allow Auto W/O Account Transfer

Select if Ellipse EAM is to re-allocate the work order costs when the default work order account code is
amended.
If set to Y - Yes, Ellipse EAM accumulates the direct transaction posted against the amended account/cost centre
for nominated work order. An adjustment journal is created that transfers the values from the old defaulted cost
centre/account to the amended cost centre/account.
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For unposted transactions the account/cost centre are changed to reflect the updated account/cost centre.
If this field is set to Y, select the option on which the reallocation of work order costs is to occur in the Auto
W/O Account Transfer Based On field.
If set to N - No, an adjusting transaction between the old default account/cost centre and the updated default
account/cost centre is not created automatically.
Auto W/O Account Transfer Based On
Use this field only if the Allow Auto W/O Account Transfer field is set to Y.
Select the required option to define what work order values are used to calculate the amount transferred from the
old defaulted cost centre/account to the amended default cost centre/account.
The following options are available:
Blank Reallocation does not occur. Use this option only if the Allow Auto W/O Account
Transfer field is set to N.
P Reallocation occurs only for costs incurred on the work order for the current period
F Reallocation occurs only for costs incurred on the work order for the current financial year
L Reallocation occurs for the work order life costs
Equipment Costing tab

Equipment Hire Retention Days
Enter the number of retention days to be used for equipment hire transactions. This field is optional.
Scheduling tab
Last Shutdown Number
Enter the last shutdown number assigned by Ellipse EAM.
Fixed Assets tab
FAR District
(Fixed Asset Register District)
The nominated district that will hold and manage the Fixed Asset Register for the current district. If a district is
entered in this field, the District Name field must remain blank.
If left blank, the district manages its own Fixed Asset Register.
Note: If Infrastructure Asset Accounting is installed, fixed assets cannot be managed in a central district.
Calculate Depreciation
Enter Y to calculate depreciation and post it to the transaction file when running the fixed assets month end.
Entry must be Y or N.
Note: If the value of this field is set to N, you still need to run the MSB685 - Fixed Assets Month End report at
the end of each period to roll over the Fixed Assets module into the next accounting period. However, since this
indicator is set to N, no depreciation amounts or general ledger transactions are calculated.
Pro-Rate Calculation
Enter Y to pro-rate the depreciation calculation for assets according to the number of days in the closing
accounting period.
When calculating depreciation charges, Ellipse EAM calculates the annual depreciation charge then the charge
for each period. If the Pro-Rate Calculation field is set to Y, the periodic charge is based on the number of days
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Configuration
in the accounting period for which the depreciation is being calculated. You cannot enter Y unless the Calculate
Depreciation field also contains Y.
Last Asset Number
Enter the last asset number assigned by Ellipse EAM.
Secondary Currency Reporting
This field is mandatory when MSM00DA - Maintain District Control Information - Journal Holding details has
secondary currency enabled.
Enter Y to enable secondary currency fields. Local and secondary currency values must be entered throughout
the Fixed Assets module. The exchange rates in MSM912A - Maintain Foreign Currency Exchange Rates are
not used.
An entry of N results in Ellipse EAM automatically calculating the secondary currency values from the local
currency fixed asset values using MSM912A - Maintain Foreign Currency Exchange Rates. Secondary currency
fields are not available.
Last Count Sheet Number
Enter the last count sheet number assigned by Ellipse EAM.
Review Status
Defines the processing rule to be applied when either the fixed asset header or sub-assets have a status of To be
Reviewed.
 Allow depreciation - Where the sub-asset record is unreviewed and the sub-asset Depreciate field is set to
Y, depreciation is calculated when the MSB685 - Fixed Asset Month End batch is run.
 Disallow depreciation - Where the sub-asset record is unreviewed and the sub-asset Depreciate field is set
to Y, depreciation is not able to be calculated when the MSB685 - Fixed Asset Month End batch is run.
If the sub-asset record Depreciate field is set to N, no depreciation is calculated.
This field is mandatory for districts that manage a fixed asset register.
FAWB Auto Pool
(Fixed Asset Workbench Auto Pool)
If set to Y, the fixed asset workbench (FAWB) processing automatically updates FAWB transactions that are
equal to or less than the minimum capitalisation value to be updated to a status of POOL.
This field can be updated only in the district that controls the fixed asset register.
FAWB Minimum Capital Value
(Fixed Asset Workbench Minimum Capital Value)
The minimum capital value related to automatic capitalisation of FAWB transactions. This field can be updated
only in the district that controls the fixed asset register.
Entry is mandatory if the FAWB Auto Pool field is set to Y.
FAWB Posting Account
(Fixed Asset Workbench Posting Account)
A posting account to be used as the CR (credit) offset when fixed asset workbench capitalisation transactions are
generated. This can be a cost code, a GL code or cost centre if expense elements are not in use. This field is
optional.
Note: This posting account replaces the account on the FAWB transaction.
If a posting account is entered, you cannot enter a FAWB expense element.
If spaces are used, the account code on the FAWB transaction is used.
If this field is left blank, and a FAWB expense element is not entered, the FAWB transaction costing is used.
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FAWB Expense Element

(Fixed Asset Workbench Expense Element)
If entered, this expense element replaces the fixed asset workbench transaction expense element. It is used as the
CR (credit) offset when FAWB capitalisation transactions are generated. This field is optional.
If an expense element is entered, you cannot enter a FAWB posting account.
If spaces are used, the account code on the FAWB transaction is used.
If this field is left blank, and a posting account is also not entered, the FAWB transaction costing is used as the
CR (credit) offset when FAWB capitalisation transactions are generated.
Budget Code for Capacity
The budget code that will contain the estimated statistic values used for depreciation methods U (Usage statistics
method) and V (Usage statistics method). This code is used by MSB685 - Fixed Asset Month End.
Telex/Fax tab
Telex Local Country Code
Enter the local country code to be used for telex transmissions.
This field is required if you are using telex functionality.
Retention Days
Enter the number of days for which telexes or faxes are to be retained before being deleted. After they are
submitted, telexes and faxes are stored in the packet switching file. This is the default for all programs that send
telexes and faxes. When sending or re-sending manual telexes or faxes, the retention days can be changed if the
default is greater than zero.
For example, you can reduce the number of retention days to save space in the packet switching file, or increase
the retention days if you want to re-send the message at a later date.
Last Xmit ID: Prefix
(Last Transmit Identification: Prefix)
Enter a one-character, alphabetic prefix to be used when assigning transmission numbers. The last transmitted ID
prefix and number are used by Ellipse EAM to assign transmission numbers to identify each telex or fax
transmission. When a telex or fax is produced, the system looks at these fields in the district control file, assigns
the next sequential number as the transmission number, then updates this field. You can reset these fields by
modifying the current entries.
For example, if the last transmitted number is T00003 and you enter the prefix A and number 0, the next fax
submitted is given the transmission number A00001.
Number
The last transmitted ID prefix and number are used by Ellipse EAM to assign transmission numbers to identify
each telex or fax transmission. When a telex or fax is produced, the system looks at these fields in the district
control file, assigns the next sequential number as the transmission number, then updates this field.
Enter a number (up to five digits) from which to start assigning transmission numbers.
Fax Interface Type
Enter the type of fax interface to be used. Entry is validated against the Table File FI - Fax Interface Type.
This field is required if you are using fax functionality.
Notices tab
Work Notice Required
Entry must be Y or N. If the field is left blank, Ellipse EAM assumes a default of N.
This is a mandatory field if the Notifications module is installed. The Work Notice Required field controls if
work notices are to be created for the nominated district.
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Configuration
Daily Whereabouts Notice Required

This is an optional field if the Notifications module is installed.
The Daily Whereabouts Notice Required field controls if notices are to be created for the nominated district.
Entry is optional where Notifications are in use. Entry is validated as Y or N. If you leave the field blank, Ellipse
EAM assumes a default of N.
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Configuration
MSM00BB - District Control Information

This screen is used to create or modify information in the control file for an individual district.
District
This field displays the district name.
Tabs
 Stores Purchasing 1
 Stores Purchasing 2
 ABCD/XYZ Analysis
 AEIFRS
 Price Quantity Control
Stores Purchasing 1 tab
Goods Req. Hold
(Goods Requisition Holding)
Enter Y to indicate that a Goods Holding Area is to be allowed.
A Goods Holding Area is a special area in the warehouse that is allocated for the storage of Direct Charge items.
Direct Charge goods can be placed in the holding area after receipt and catalogued items can be placed in the
holding area as part of the issues process prior to issue to the job or project.
Off-Site Receipts
Enter one of the following values to indicate whether this district operates an off-site depot to receive goods
within the Materials stream:
Y Off-site receipts and off-site accounting
A Off-site receipts and on-site accounting
N No off-site receipts
 Y or A can only be entered if the Transport Consolidation module is installed.
 You must enter N if the Transport Consolidation module is not installed.
 A generates account transactions when the on-site receipt is made.
 If the Customs module is installed, you cannot enter A.
 Y generates account transactions at both off-site and on-site receipt.
Enter Y to allow invoices to be loaded prior to the receipt of the goods on-site.
Off-Site Debit
Y Purchase requisition receipts to debit from the account when the off-site receipt is made. The
off-site receipts field must contain Y if off-site debits are required.
N Purchase requisitions receipts to debit from the account when the on-site receipt is made.
This is a decision to debit the cost centre (work order/ equipment/ project) at the time of off-site or on-site
receipt.
Stock at Bin
Y Bin locations are recorded at the time of issue and receipt.
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Configuration
N Bin locations are not recorded at the time of issue and receipt.
It is highly recommended to set this to N at the district level and for districts that use preposting. The option still
exists to set Stock at Bin indicators at the warehouse and item level.
With Stock at Bin set to Y, Ellipse EAM tracks the stock-on-hand quantity at the district, warehouse, and bin
level.
Grid Size
Enter the number of characters of the grid locations within the Materials sub-system. These always represent the
left side positions of the code.
Grids are hierarchically subordinated to warehouses and bins are created within grids. Refer to Maintaining Bins.
If the Grid Size function is used, all grids have to be set up in Table File GP - Grid Location ID.
Freight On Cost %
(Freight On Cost Percentage)
Enter the percentage of issue value that is normally charged to stock codes attracting a freight on cost. This value
will default to inventory records when stock codes are loaded into a district. The value can be overridden during
the inventory load activity for individual stock codes.
Issue Expense Element
Enter the default issue requisition expense element. This is used when an expense element is not nominated on
the warehouse requisition and there is no default for the inventory item.
Expedite Code
Enter the default expedite code that will be used when expediting purchase orders. This is the default setting, but
can be changed at the individual inventory item level (or at purchase order level) and is validated against Table
File EX - Expediting Code.
Service Level
Enter the default service level, which is applied in the reorder algorithms of the Materials sub-system. It can be
set at a stock code level within the district and the field in this position acts as a default. This value must be a
percentage between 50 and 99.99.
Reorder Algorithm
Enter the default algorithm that will be used to calculate the re-order point (ROP) and re-order quantity (ROQ)
when stocked items are brought into inventory and is validated against Table File RA - Re-order Algorithm
Codes.
This is a default setting and can be overridden when creating or maintaining individual inventory records.
Alpha Factor
Enter the default weighting factor. This factor is only applicable in reorder calculations if using reorder
algorithm 5. It should range from 0.01 to 0.99.
Purchasing Days
Enter the number of days it takes a purchasing officer to review and process a recommended order buy report
item. This is a default setting and can be overridden when creating or maintaining inventory records.
This figure is used as part of the lead time by the reorder algorithms when calculating the re-order point (ROP)
for an inventory item.
Days Non-Action
Enter the number of days required by purchasing staff to process recommended orders or purchase requisitions
into purchase orders. Where recommended orders have not been processed in the timeframe, refer to MSB24A –
Recommended Orders Non Action Report. Where purchase requisitions have not been processed in the
timeframe, refer to MSR232 - Purchase Requisition Non-Action Report.
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Configuration
If you enter a default purchase order number, quote number or a defer date, the recommended order or purchase
requisition will not appear on the Non Action Report.
Inv. Control Days
(Inventory Control Days)
Enter the number of days it takes an inventory controller to review and process a Recommended Order Stores
Report item. This is a default setting and can be overridden when creating or maintaining inventory records.
This figure is used as part of the lead time by the reorder algorithms when calculating the re-order point (ROP)
for an inventory item.
Order Cost
Enter the monetary value cost of placing a purchase order.
This value is used by the reorder algorithms when calculating the re-order quantity (ROQ) for an inventory item.
Inventory Costing
The Materials sub-system provides for three methods of costing inventory:
A Weighted Average - The total value of the receipt is added to the current inventory value for the
item. A new inventory price is calculated by dividing the new inventory value by the new stock
on hand quantity.
L Last Order Price (receipts) - The inventory value is calculated as the total stock on hand (after
receipt) by the new order price. The difference between the increase in the inventory value and
the order value is written off to the price variance account.
S Standard - With standard costing, the item value price is fixed. The value of receipts to
increment the inventory asset account is calculated as quantity received by the standard
price. The difference between this value and the actual receipt cost is written off to the price
variance account. It is mandatory to have standard costing for stock items nominated as
repairable.
Holding Cost %
(Holding Cost Percentage)
Enter the cost, expressed as a percentage of inventory value, of holding inventory.
This value is used by the reorder algorithms when calculating the re-order quantity (ROQ) for an inventory item.
Supplier Lead Time
Enter the default supplier lead time. This lead time is measured in days and will be used in the reorder algorithm
calculations when no preferred purchasing record exists for the stock code.
The supplier lead time can be amended for each supplier, recommended order or purchase order.
Months Usage (EOQ)
(Months Usage Economic Order Quantity)
Enter the number of months usage to be used in the Re-order Algorithm for calculating the economic order
quantity (EOQ), as follows:
 The EOQ will not be set above this number of months usage.
 The EOQ is set to the number of months usage if the item inventory price is zero.
Consignment Stock in Use
Determines whether the district uses the consignment stock feature. If set to Y, the system will enable the user
to:
 Create consignment stock orders
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Configuration
 Move consignment stock between holdings

 Define a warehouse as Vendor Held
 Record Vendor Held Stock issues
 Adjust consignment stock.
If set to N, the following actions will not be possible, and consignment stock fields do not display in the user
interface.
Disc. Rpt Prefix
(Discrepancy Report Prefix)
Enter a discrepancy report prefix, which is unique throughout Ellipse EAM, with an alphabetic or numeric
character. This prefix is the same for all discrepancy report numbers in a given district. Each district can have its
own discrepancy report number.
Last DR No. Allocated
(Last Discrepancy Report Number Allocated)
Enter a number to indicate the starting point for discrepancy reports. This field holds the last discrepancy report
number generated by Ellipse EAM.
MSB245 Run Number
Enter the starting discrepancy report print run number. This field holds the run number of the last discrepancy
report print run.
This number is usually zero.
Consumer Price Adj.
(Consumer Price Adjustment)
Enter Y to allow purchase order prices to be adjusted for inflation between the time the order is placed and the
time the order is received with the use of pre-established indices. This option is used where there are high
inflation rates.
Import Order Cost
Enter the cost of processing orders for materials subject to import. This is only applicable if using the Origin/
Tariff Code facility. This value is factored into the calculations of re-order point (ROP)/re-order quantity (ROQ)
for imported items.
Stores Purchasing 2 tab
PO Prefix
(Purchase Order Prefix)
Enter the purchase order prefix applicable to purchase orders originating in this district.
For sites operating a large number of districts, or where large volumes of purchase orders are generated (over
100,000 per prefix), a two-character prefix is available. Ellipse EAM then allocates a four-digit order number.
Each digit is allocated in the range A-Z, 0-9 allowing up to 36 combinations per digit, and 36 x 36 x 36 x 36 per
prefix. You can nominate either a one-character or a two-character prefix.
Next PO Run Number
(Next Purchase Order Run Number)
Enter the next purchase order run number. This is a counter and Ellipse EAM automatically increments this
number as part of the purchase order print process.
Last PO No. Allocated
(Last Purchase Order Number Allocated)
Enter the last purchase order number assigned by Ellipse EAM. Ellipse EAM allows the purchasing officers
either to assign purchase order numbers or have Ellipse EAM automatically assign the number.
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Configuration
If a single character prefix is used, this field must be numeric and up to five characters. If a two character prefix
is used is can be alpha numeric, with a maximum of four characters.
MSB231 Run Number
Enter the last run number allocated by Ellipse EAM. Ellipse EAM will automatically increment this field. This
is the next MSB231 Purchase Requisition Print Control run number.
Counters and run numbers are set to zero or blank when creating a new district using the Copy District field.
Last Purch. Req. No.
(Last Purchase Requisition Number)
Enter the last direct charge (purchase requisition) number allocated by Ellipse EAM in this district.
Counters and run numbers are set to zero or blank when creating a new district using the Copy District field.
Inv/ PReq Print Mix
(Invoice/ Purchase Requisition Print Mix)
This flag controls whether catalogued and direct charge items for the same supplier appear as items within the
same purchase order or whether Ellipse EAM should separate catalogued and direct charge items. Flags include:
0 Mix types
1 Do not mix types
2 Do not mix types - one direct charge requisition per order
Auto Gen. Chg. Ords

(Automatically Generate Change Orders)
Y Indicates that change order prints are generated automatically.
N Indicates that users can choose to generate a change order print while modifying purchase
orders.
Next RO Run Number

(Next Recommended Order Run Number)
Enter the next Recommended Order Run number, in the range 1 to 999. This is a counter and Ellipse EAM
increments this field automatically. The purpose of this counter is to associate individual stock codes that have
been recommended for order to be 'tagged' so that they may be processed together.
Retain RO for Stat
(Retain Recommended Orders for Statistics)
Enter Y to retain cancelled and finalised recommended orders to report provisioning statistics.
The recommended orders (RO) can be used to statistically measure the effectiveness of the inventory control
purchasing process, such as, the number of RO created versus the number that actually result in purchase orders.
Freight Accounting
Enter Y to indicate freight accounting is to be used to calculate freight charges for receipts. If set to Y the freight
charge can be entered at the time of receipt as a value or it is calculated using a rate per unit of weight. This
function is administered by the associated values on Table File FR - Freight Codes.
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Configuration
Freight Expense Element

Enter the default expense element for freight component of issues.
Default Fr. Rate Code
(Default Freight Rate Code)
Enter the default freight rate code applicable to receipts when freight accounting has been nominated. Entry is
validated against Table File FW - Freight Rate Code.
Origin / Tariff Code
Enter Y to activate the Origin or Tariff facility. You can specify the following information during purchasing:
 The origin code indicates where an item is procured, such as domestically or imported.
 The tariff code indicates the government classification for imports.
NPV Default
(Net Present Value Default)
Enter the value indicating the default Net Present Value (NPV) index code to be used when calculating Net
Present Value (NPV) for purchase orders.
Valid values are:
Blank Not used
D Default is defined for a purchase combination of multiple currencies and is always used with
that combination of currencies. If no default is set up, then the NPV process is always omitted
for that combination.
O Automated process where relationships have been defined for multiple currencies. An NPV
index code must be assigned to a purchase order using the Maintain Purchase Order NPV
Index Code screen or the NPV process will be omitted.
A Manual assigned relationship for multiple currencies. If an NPV index code is manually
assigned to a purchase order using the Maintain Purchase Order NPV Index Code screen,
then it is used in the NPV process. Otherwise, the default NPV index code for the currency
combination is used. If no NPV Index Code can be determined, the NPV process is omitted.
Default Origin Code

Enter the default origin code. Entry is validated against Table File OR - Origin Code and is mandatory
if Customs On-costing is Y.
This is a default setting and can be overridden when creating or maintaining inventory records.
Customs On-Costing
Enter Y to calculate a customs oncost amount for issues and receipts. The rate is derived from the origin code on
the order at the time of receipt.
Customs Expense Ele.
(Customs Expense Element)
Enter the default expense element for customs oncosting.
ABCD/XYZ Analysis tab
ABCD Algorithm
1 If the ABCD algorithm to be used is to calculate on a value basis.
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Configuration
2 If the ABCD algorithm to be used is to calculate on a percentage basis.
ABCD Analysis: A Level

Enter the cut-off currency amount or percentage for A level stock items. Items with an annual usage value equal
to or more than the amount in this field are treated as A level items.
B Level
Enter the cut-off currency amount or percentage for B level stock items. Items with an annual usage value equal
to or more than the amount in this field and less than the amount in the A level are classified as B. All other
items with usage are classified as C. Non-moving stock is classified as D.
XYZ Analysis: X Level
Enter the cut-off currency amount for X level stock items. Items with an average stock on hand value equal to or
more than the amount in this field, are classified as X level.
Y Level
Enter the cut-off currency amount for Y level classification stock items. Items with an average stock on hand
value equal to or more than the value in this field, and less than the value in the X level field, are classified as Y
level and the remainder are classified as Z level items.
AEIFRS tab
(Australian Equivalents to International Financial Reporting Standards)
AASB102 Std
(Australian Accounting Standards Board)
Enter Y or N to indicate if AASB102 standards are used.
This field is mandatory. These standard apply to stock codes classified as inventory.
Profit/Non-Profit Org
(Profit/Non-profit Organisation)
Enter P for profit organisation or N for non-profit organisation.
This field is mandatory if the AASB102 standards are in use.
Price Quantity Control tab
Upper Purchase Order Tolerance
The permitted percentage variance from the Last Purchase Order Price, which is stored on the District
Inventory file when the purchase order is authorised. When a purchase order price exceeds this percentage
variance, a warning message displays.
Lower Purchase Order Tolerance
The permitted percentage variance from the Last Purchase Order Price, which is stored on the District
Inventory file when the purchase order is authorised. When a purchase order price is lower than this percentage
variance, a warning message displays.
Price Control Figure
Used to validate the price entered online for a purchase order. When the price entered exceeds the old price by
this control figure, a warning will display.
Quantity Control Figure
Used to validate the quantity entered online for a requisition, recommended order or purchase order. When
the quantity entered exceeds the old quantity by this control figure, a warning will display.
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Configuration
MSM00BC - Modify District Control Information

Accounts Payable District Name
Tabs
 Invoices
 Internal Billing
 Invoice Approval
Invoices tab
Review Receipts
Enter Y to display the Review Receipts prompt on the MSM260A - Invoice Entry screen. This provides the
opportunity to prevent the invoice load program from automatically matching against receipts that may not be
required to match a particular invoice.
Enter N to prevent the appearance of the Review Receipts prompt on the Invoice Load screen.
Ellipse EAM prompts you to choose the received line on the purchase order that corresponds to the invoice you
have entered.
Default Response for Prompt
When the Review Receipts prompt is to appear on MSM260A - Invoice Entry screen (Y was entered in the
previous field), enter the default response for the prompt (Y or N).
Keep Cancelled Invoices
Enter Y if a cancelled invoice is to remain on the Invoice file (MSF260) with a status of Cancelled. If this
option is selected, a subsequent invoice cannot be loaded with the same number as a cancelled invoice.
Enter N if a cancelled invoice is to be deleted. If an invoice is cancelled before it was approved, that same
invoice number can be re-used in Ellipse EAM.
Display Cancelled Receipts
Enter Y if cancelled receipts are to be displayed on MSM260B - Invoice Entry (Receipts Header Details) screen
when loading an invoice. Matching of cancelled receipts is prohibited.
Sales Tax Matching Method
Enter the method for matching sales tax.
I Inclusive - Sales tax is not matched as a separate amount. This method matches the sales tax and
the item amount together as one amount.
S Separate - Sales tax is matched, invoice against purchase order, as a separate amount to the price.
Withholding Tax (Invoice/Payment)

Enter the indicator to determine at what stage withholding tax accounting entries are to be created.
I Invoice Load Stage - Indicates accounting entries are created when the invoice is loaded.
P Time of Invoice Payment.
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Configuration
Last Invoice No. Generated

This is the number of the most recently generated internal invoice. After initial setup, this number is
automatically incremented and should not be manually changed.
Srv/Ppy/Noi/Cnt Inv Costing
(Service/Part Payment/Non-Order) Invoice Costing
Enter the indicator that determines when initial journal entries will be made for service, part payment, or non-
order invoices.
A Initial Journal Entries Created Upon Approval - initial journal entries are not created until the invoice
header is approved:
 DEBIT - Cost Code
 CREDIT - Accounts Payable
L Initial Journal Entries are created when the invoice is loaded:

 DEBIT - Cost Code
 CREDIT - Non-Goods Invoice Pending
A setting of L should not be changed after Ellipse EAM is used in a production environment. If the setting is
changed while loaded but unapproved prepayment, service, non-order, or field release invoices are on file, either
duplicate and/or missing journal entries result.
Voucher Numbers
Enter the appropriate indicator for the type of voucher number allocation to be used for the district.
The available allocation facilities are:
A Automatic allocation
M Manual allocation
D Default allocation (allocated automatically, and can be overridden manually)
N No allocations
O Optional Allocation
The use of voucher numbers is ideal for filing and retrieving invoices. The setting of A - Automatic Allocation is
the most popular choice, enabling Ellipse EAM to automatically allocate a unique number to each invoice
entered.
The voucher number can be used to identify an invoice in review screens within Ellipse EAM, without the user
having to enter a supplier code or invoice number.
Voucher No. Literal
Enter the default literal to be used with a voucher number. The literal displays before the voucher number.
Voucher Prefix
Enter any two alphabetic and/or numeric characters to prefix a voucher number. It is recommended you use a
different voucher prefix for each district within the Ellipse EAM instance.
Voucher Last Number
This setting should not normally be changed, as Ellipse EAM displays the last allocated number used in
production for default and automatic allocations. It is not used for optional and manual allocations.
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Configuration
Credit Note Prefix

Enter the two-character prefix to be used when automatically generating credit note numbers. Automatic credit
notes are generated when goods, that have already been paid for, are returned to a supplier. This functionality is
subject to an associated value on the CR - Country Code table file.
Credit Note Last Number
This is the number of the most recently generated credit note. After initial setup, this number is automatically
incremented, and should not be manually changed.
Add Payment Prefix
Enter the additional payment prefix to be used when automatically generating additional payment invoices.
Additional Payment Last Number
This is the number of the most recently generated additional payment invoice. After initial setup, this number is
automatically incremented, and should not be manually changed.
Tax Report Code Mandatory
Enter Y to make the Tax Reporting Code mandatory on MSO018.
Calculate Tax on Full Inv Value
(Calculate Tax on Full Invoice Value)
Enter Y to indicate that for a partial payment, the tax is to be calculated on the full invoice amount for the first
payment, as subsequent partial payments will not allow tax. Enter N to indicate that the tax is calculated on the
part invoice amount.
Default Accounts Clerk
Enter a valid employee ID for a person acting as an accounts clerk for the purposes of loading an EDI invoice.
This field is available only when the EDI module is installed.
Last Wh Tax Certificate Number
This field displays the last withholding tax certificate number assigned within the district when withholding tax
with minimum payment values are in use.
DOCUMENT TYPES
Document Type Used
Enter Y when document types are used in the district.
Note: This document type code is used for tax reporting purposes in Latin American countries. This code is not
related to document type codes used in the Ellipse EAM Document Management (3580) module.
Document Type Length

Enter a numeric value (range 1-4) if the document type switch is Y, or leave blank (blank when zero).
DEFAULT DOCUMENT TYPES
When default document types are in use, default document types must be provided for the following invoice
type:
 Default document type for Auto Invoices.
 Default document type for Additional Payments.
 Default document type for Credit Note.
 Default document type for Contracts.
 Default document type for Part Pay/Retentions.
 Default document type for Internal Billing Invoices.
The length of the default document type must equal the document type length and must exist on the DOCS -
Document Types table file.
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Configuration
The default document types are used as prefixes for the invoice numbers automatically generated in each of the
above business processes.
Internal Billing tab
Last Run Number
Enter the number of the most recent internal billing run.
After initial setup, this setting should not normally be changed as it is automatically maintained by Ellipse EAM
when generating invoices in the internal billing run.
Prefix
Enter the two-character prefix to be used when generating invoice numbers for internal billing.
Last Number
Enter the last internal billing invoice number used.
After initial setup this setting should not normally be changed, as it is automatically maintained by Ellipse EAM
when generating invoices in the internal billing run.
Invoice Approval tab
APPROVE INVOICE ITEMS ON LOAD
Use this field group to set the approval statuses against each of the invoice types.
For the Per Payments, Service/Contracts, Field Release and Non Order invoice types, if set to Y (Yes),
regardless of the security access assigned to the user entering the invoice into Ellipse EAM or the dollar approval
limits assigned to the nominated invoice authoriser, the invoice is loaded approved.
The approval process of the nominated non goods invoice item takes place outside of Ellipse EAM. No approval
takes place using MSEAPM - Approvals Manager.
Pre Payments
Enter Y to indicate that invoice items are set to a status of Approved on being loaded to the MSF260 - Invoice
file. Enter N to indicate that the invoice will not be automatically approved. Each line item must be manually
approved.
Serivce/Contracts
approved.
Note: The Service/Contract approve invoice on load indicator only applies to service order items. Contract
valuations have their own approval types and rules. See Contract Administration for more information.
Field Release
approved.
Non Order
approved.
Report Non GDS for Approval after
In the first field, enter the number of days after being initially detected that a non-goods invoice awaiting
approval is reported by the Invoice Update for Approval program MSB265. The report generated is the MSR266
- Non Goods Invoice Approval report.
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Configuration
Days, then after every Days

In the second field, enter the number of days to elapse before a non-goods invoice waiting for approval is to be
re-reported by MSB265 - Non-Goods Invoice for Approval Report.
Report Price Mismatches after
In the first field, enter the number of days after being initially detected that a price mismatch is reported by the
MSB267 - Batch Match program generating the MSR26B - Price Mismatch Report.
In the second field, enter the number of days to elapse before a price mismatch is to be re-reported by MSB267 -
Invoice Batch Match program.
Report Quantity Mismatches after
In the first field, enter the number of days after being initially detected that a quantity mismatch is reported by
the MSB267 - Invoice Batch Match program generating the MSR26A - Quantity Mismatch report.
In the second field, enter the number of days to elapse before a quantity mismatch is to be re-reported by
MSB267 - Invoice Batch Match program.
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Configuration
MSM00BD - District Control Information

This screen is one of a number of screens used to set up District Control information. Use this screen to create or
modify information maintained on the control file.
This screen displays either blank for creation or with existing information for modification. The Inter-District
Requisitioning (IDR) indicator allows requisition items to be satisfied from districts other than the originating
district, and can also be entered on this screen.
District Name
This field displays the name of the district.
Tabs
 Requisitioning
 Requisition Numbers
 Project/Job Estimate
Requisitioning tab
Pre-Post Issues
Enter one of the following options to determine when Ellipse EAM will decrement stock levels for stores issues:
A Pre-post Available Quantity (IDR = No Pre-post. Partial issue applies.)
I Pre-post Total Quantity Only (IDR = Pre-post. Partial issue does not apply.)
N No Pre-post (IDR = No Pre-post. Partial issue does not apply.)
V Pre-post Available Quantity (IDR = Pre-post. Partial issue applies.)
Y Pre-post Total Quantity Only (IDR = No Pre-post. Partial issue does not apply.)
(Inter-District Requisitioning (IDR))

Pre-posting of stores issues cannot be used in the following situations:
 If Vendor Held Stores applies
 If the Stock at Bin flag has been set to Y
 If stock is controlled within categories
 If stock items are tracked
Example outcomes for each setting are described in the table below:
Sample Stock-on-Hand and Request Quantity:
100 100 100 100 100
Stock-on-Hand
10 110 110 10 110
Request Quantity
Pre-post Setting and Outcome:
Pre-post Setting Issue Issue Issue IDR Related IDR Related

Requisition Requisition Requisition Requisition* Requisition*
with Partial with Partial with Partial
Issue** = N Issue** = N Issue** = Y
Pre-post No Pre-post Pre-post No Pre-post No Pre-post
A
Quantity = 10 Quantity = 100
Pre-post Avail. Stock
(Ex IDR)
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Configuration
Pre-post No Pre-post No Pre-post Pre-post No Pre-post

I
Quantity = 10 Quantity = 10
Pre-post Total Qty
If Avail. (Inc IDR)
No Pre-post No Pre-post No Pre-post No Pre-post No Pre-post
N
No Pre-posting
Pre-post No Pre-post Pre-post Pre-post Pre-post
V
Quantity = 10 Quantity = 100 Quantity = 10 Quantity = 100
Pre-post Avail. Stock
(Inc IDR)
Pre-post No Pre-post No Pre-post No Pre-post No Pre-post
Y
Quantity = 10
Pre-post Total Qty
If Avail. (Ex IDR)
* Issuing District Pre-post setting determines the outcome.

** Requisition Partial Issue influences the outcome.
Pick. Slip Sort In
(Picking Slip Order Indicator)
Enter one of the following values to determine the sort sequence for picking slips:
B The picking slip are printed in bin location order.
N The picking slip are printed in warehouse requisition item order.
P Must be used if the Storage Management field on the MSM00GA - Maintain Warehouse
Control Information screen has been set to Y.
W/H Service Time

(Warehouse Service Time)
Enter the number of days needed for a warehouse to service a requisition. This is used in the reactivation process
to print picking slips prior to the date required. The value entered should take into consideration weekends
(warehouse operates on weekends yes/no), and holidays. 3 days is the recommended service time.
Req.No.Entry: On-Line
(Requisition Number Entry: On-Line)
Enter one of the following to control the allocation of requisition numbers when requisitions are entered using
Warehouse Requisition activities (MSO140 or MSO14).
The values are:
A The system automatically assigns numbers.
I User allocated number.
O User can optionally allocate the number.
Req.No.Entry: Manual
(Requisition Number Entry: Manual)
the Immediate Issue/Return activity.
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The values are:
I User allocated.
Req.No.Entry:Preq
(Requisition Number Entry: Purchase Requisition)
Purchase Requisition activity (MSO14P). This option does not apply to purchase requisitions entered using
MSO230.
The values are:
I User allocated.
Upd. Usage on W/H Xfer

(Update Usage on Warehouse Transfer)
Enter Y to update the issue statistics for warehouse transfers. This field only applies to multiple warehouse
districts.
W/H Xfer Prefix
(Warehouse Transfer Prefix)
Enter the prefix for warehouse transfers. This prefix should not be the same that is allocated to warehouse
requisition prefixes.
W/H Xfer Number
(Warehouse Transfer Number)
This field displays the last warehouse transfer number allocated. This is a counter and Ellipse EAM
automatically increments the number during the creation of subsequent warehouse transfers.
Def.Req.Date =Today
(Default Requisition Date = Today)
Enter Y to default the date on all requisition headers to today's date. If a priority code screen default is used for
the requisition header, the date calculated according to the priority code rules overrides this setting. Otherwise,
leave the field blank to force the requisitioner to determine the date required.
W/H Selection Mandatory
(Warehouse Selection Mandatory)
Enter one of the following to determine if the Warehouse Holding screen displays the stock requisitioning
activity. This field only applies to multiple warehouses districts. The valid values are:
Y The MSM14CA - Warehouse Holding screen is forced to display if there is insufficient stock in the
nominated warehouse. This allows users to nominate other warehouses from which stock should be picked.
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Configuration
N The requisition process determines from which warehouse to select the stock.
W Prevents a search of warehouses from occurring. Only the nominated warehouse is used when determining
stock levels.
You can only enter W if the Home Warehouse Code is set to N.
When W is selected, stock items from different warehouses cannot be combined onto the same warehouse
requisition.
Home Warehouse Code
Enter Y, N, or leave blank to determine the order the warehouses are listed. If the W/H Selection Mandatory
field is set to Y, this field can only be set to Y or N.
 Y - The home warehouse of the item is the first warehouse in the selection list (the MSM14CA - Warehouse
Holding screen), regardless of what is in the requisition header. All other warehouses display in
alphanumeric sequence.
If this field is set to Y, the Warehouse Selection Mandatory field can only be set to Y or N.
 N or blank - The warehouse in the requisition header is the first warehouse in the selection list (the
MSM14CA - Warehouse Holding screen).
Home Warehouse Qty
(Home Warehouse Quantity)
Enter Y in this field to have the requisitioned quantity of the item placed against the home warehouse for the
stock code. This function is only applicable when the MSM14CA - Warehouse Holding screen (Warehouse
Selection) has been invoked. You cannot set this field to Y if the Home Warehouse code is set to N.
Supp Return Prefix
(Supplier Return Prefix)
Enter the prefix for supplier return numbers.
Supp Return Number
(Supplier Return Number)
Enter the last supplier return number. Ellipse EAM uses this as a counter when creating records.
Intransit Visibility Issues
Determines if issues of items to the supply customer or employee are to be recorded as in-transit and a receipt
task created.
Valid values are:
 Y - create an in-transit holding
 N - do not create an in-transit holding
Notes:
 This field must be set to Y if the Defer Issue Cost Until Receipt field is set to Y.
 This field must be set to N if the Supply Customer is unmanned.
 If the goods are issued to a waybill they are treated as in-transit regardless of the setting.
 The in-transit visibility can be changed at any time, however, if any materials are in-transit the supply
customer or employee must complete the receipt.
Notify Destination Team
The team to be notified on creation of a new Referred Demand requisition. This field is optional.
Requisition Numbers tab
Req.No.Prefix/Last Req No
(Requisition Number Prefix/ Last Requisition Number)
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Configuration
Enter ten requisition number prefixes. The prefixes are used on a random basis to generate the requisition
number. Prefixes such as B, O, S, and I should be avoided to save confusion with numbers such as 8, 0, 5 and 1.
The number identifies the last requisition number allocated by Ellipse EAM within a prefix. There are ten
counters that are automatically incremented whenever Ellipse EAM allocates an issue requisition number.
Sales Tax on Dist. Xfers
(Sales Tax on District Transfers)
Enter Y or N in this field to indicate if sales tax on transfers is applicable.
 Y calculates sale tax on receipt of inter-district type transfer orders
 N stops the calculation of sale tax on receipt of inter-district type transfer orders
Defer Issue Costs Until Receipt
Enter Y, N or leave blank to determine the costing option for inter-district requisitions.
 Y defers the issue costs until receipt has taken place
 N or blank indicates that the issues costs are not to be deferred.
You cannot set this field to Y if pre-posting of issues is turned on (Option A or Y).
Project/Job Estimate tab
PROJECTS
Internal Billing Expense Element
Enter a project internal billing expense element. This field can be set up to default into the internal billing
process.
The default is used if no other expense element is allocated against the project.
Default Cap. Clearing Exp Element
(Default Capitalisation Clearing Expense Element)
Enter a capitalisation clearing expense element. This field can be set up to default into the project capitalisation
process.
The default is used if no other expense element is allocated against the project when the MSB660 - Automatic
Capitalisation of Project Cost batch program is run.
Default Project Costing Exp Element
(Default Project Costing Expense Element)
The default project costing expense element. This default expense element can be used by Ellipse EAM if the
default cost centre/GL Code has been changed on a project/work order.
Project Hierarchy Adj DR Exp Ele
(Project Hierarchy Adjustment DR Expense Element)
The project hierarchy adjustment Debit expense element.
If a parent hierarchy is changed, Ellipse generates the appropriate transactions to update the newly nominated
parent project with the costs of the child. A zero dollar transaction is generated. If the project has a default cost
centre, the expense element entered in this field is linked to the default cost centre.
Project Hierarchy Adj CR Exp Ele
(Project Hierarchy Adjustment CR Expense Element)
The project hierarchy adjustment Credit expense element.
If a parent hierarchy is changed, Ellipse generates the appropriate transactions to update the newly nominated
parent project with the costs of the child. A zero dollar transaction is generated. If the project has a default cost
centre, the expense element entered in this field is linked to the default cost centre.
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Configuration
Allow Auto Project Account Transfer

Select if Ellipse EAM is to re-allocate the project costs when the default work order account code is amended.
If set to Y - Yes, Ellipse EAM accumulates the direct transaction posted against the amended account/cost centre
for nominated project. An adjustment journal is created that transfers the values from the old defaulted cost
centre/account to the amended cost centre/account.
For unposted transactions the account/cost centre are changed to reflect the updated account/cost centre.
If set to Y, select the option on which the reallocation of project costs is to occur in the Auto Project Account
Transfer Based On field.
If set to N - No, an adjusting transaction between the old default account/cost centre and the updated default
account/cost centre is not created automatically.
Auto Project Account Transfer Based On
Use this field only if the Allow Auto Project Account Transfer field is set to Y.
Select the required option to define what project values are used to calculate the amount transferred from the old
defaulted cost centre/account to the amended default cost centre/account.
Blank Reallocation does not occur. Use this option only if the Allow Auto Project Account
Transfer field is set to N.
P Reallocation occurs only for costs incurred on the project for the current period
F Reallocation occurs only for costs incurred on the project for the current financial year
L Reallocation occurs for the project life costs
JOB ESTIMATING
Latest Material Availability Date Est. Approval Days
Enter the number of days it can take to approve a job estimate. This determines the number of days to be added
to today's date when reporting the Latest Material Availability Date on the MSE655 Job Estimating screen.
Note: If you estimate it will take two days to approve a job estimate, you would set this value to 2. When you
check for the Latest Material Availability Date on a Job Estimate on 22/08/03, then the Latest Material
Availability date will be calculated as 24/08/03.
232
Configuration
MSM00BE - Modify District Order of Search

Information
For an individual district, use this screen to maintain District Order of Search (DOS), record usage flags, and the
processing options available if the requisitioned stock item does not exist in the originating district.
DISTRICT ORDER OF SEARCH

Enter up to 20 valid and active district codes in this field group to be searched in the inter-district requisitioning
process. The district identified must be different from the district you are currently modifying.
Enter up to 20 warehouses in this field group for this district. Stock records will be validated in this warehouse to
ascertain if the requisition quantity can be satisfied from this warehouse.
Inter-District Req. Ind
(Inter-District Requisition Identifier)
Enter either A, M or N in this field to determine the type of inter-district requisitioning activity applicable to the
district.
A Allows automatic inter-district requisitioning
M Allows for manual inter-district requisitioning
N Inter-district requisitioning is not allowed
IDR DOS Warehouse Sequence

(Inter-District Requisitioning District Order of Search Warehouse Sequence)
In automatic inter-district requisitioning (IDR), the system starts searching the district order of search (DOS) list
for the least number of district/warehouse combinations required to satisfy the requisition. There are three search
sequences available:
 Option 1 searches for local warehouses including vendor held warehouses, and then searches for district
order of search warehouses, and then district order of search vendor held warehouses.
 Option 2 searches through all local and district order of search warehouses that are not vendor held. If
insufficient or no stock was found, then the first eligible vendor held stock (VHS) warehouse within the
originating district or district order of search list is selected.
 Option 3 searches through all warehouses, local and then district order of search. No vendor held
warehouse, neither local nor the district order of search list is checked.
For all options, vendor held warehouses are searched alphabetically on the warehouse number if more than one
vendor held warehouses exist per district.
RECORD USAGE
The fields in this group are described below. They identify where Ellipse EAM will record stock usage when the
issue of stock occurs in districts other than those which created the demand:
Record Usage in Originating District
Enter Y to update usage in the originating district for inter-district requisitions. If Y is entered in this field, N
must be entered in the Record Usage in Issuing District field.
Record Usage in Issuing District
Enter Y to update usage in the issuing district for inter-district requisitions. If Y is entered in this field, N must
be entered in the Record Usage in Originating District field.
233
Configuration

Enter one of the following options to determine what action is to be taken when the item does not have an
inventory record in the originating district:
A Display an error.
B Write to Referred Demand (MSF142) File for later action.
C Search Recommended Order District.
D Search Recommended Order District and the District Order of Search. Option D invokes inter-
district requisitioning.
234
Configuration
MSM00BF - Modify District Control Information

Use this screen to create or modify information maintained on the control file for an individual district. If a Copy
District was entered on the MSM001A - Maintain Systems Control File the detail of that district displays as the
default and can be modified.
Tabs
 Invoice Matching Tolerances
 Payments
Invoice Matching Tolerances tab
The following tolerance limits can be overridden by defining specific limits for each foreign currency type using
the Table File FTOL - Foreign Currency Tolerance. If the FTOL table file is not used, Ellipse EAM uses the
fields on this tab for invoice tolerances.
COMPLETE INVOICE
Upper%/Amount/Lower%/ Amount
In the Upper % and Amount fields, enter the upper tolerance percentage and amount allowable between the
total invoice value and the total value of the corresponding order when the invoice is loaded/matched. In the
Lower % and Amount fields, enter the lower tolerance percentage and amount.
The lesser of these two amounts determines whether the total invoice matches or not. An invoice may satisfy the
upper percentage, but not the upper amount. Thus, the invoice header would not be approved.
INVOICE ITEM
Upper%/Amount/Lower%/Amount
In the Upper % and Amount fields, enter the upper tolerance percentage and amount allowable between the
value of an invoice item and the value of the corresponding order item when the invoice item is loaded/matched.
In the Lower % and Amount fields, enter the lower tolerance percentage and amount.
These values are used when the value of the invoice item is greater or less than the value of the order item. For
both the upper and lower limit, Ellipse EAM uses the lesser of the two amounts (percent or amount) to determine
if each items price discrepancy exceeds the tolerance limit for that item.
For a multi line item invoice, it is possible that each line item's price discrepancy falls within the tolerance limit
set for the item, however, the tolerance limit for the invoice as a whole can be exceeded. In that case, even
though the line items individually are within tolerance, the total of the price discrepancies per line item would
prevent the invoice header from being approved.
TAX TOLERANCE REPORTING
%/Amount
This field is for UK VAT reporting requirements.
In the Percent % and Amount fields, enter the percentage and amount tolerances that are allowable for tax.
These values are used to report any additional tax amounts that differ by more then the margin when compared
to the calculated tax amount. The lesser of percentage and amount is used in the comparison. Tax variances
outside the established tolerance are reported on the Additional VAT reports.
MATCH AMOUNT
Upper
Enter the Upper value that is to be used when determining whether automatic adjustment of calculated tax is to
occur on invoice load. This new functionality enables the automatic entry of invoices that have entered
additional tax different to calculated additional tax with the difference being within the tolerances specified on
MSM00BC - Modify District Control Information screen. That is, the user is not required to change the
calculated tax on MSM26JA - Enter Tax Details screen to allow the invoice to load, this will occur automatically
where the difference is within the Upper and Lower Tax Match Tol Amt.
235
Configuration
Lower
Enter the Lower value that is to be used when determining whether automatic adjustment of calculated tax is to
occur on invoice load. This new functionality enables the Automatic entry of invoices that have entered
additional tax different to calculated additional tax with the difference being within the tolerances specified on
MSM00BC - Modify District Control Information screen. That is, the user is not required to change the
calculated tax on MSM26JA - Enter Tax Details screen to allow the invoice to load, this will occur automatically
where the difference is within the Upper and Lower Tax Match Tol Amt.
Payments tab
Multiple Bank Accounts
Enter Y if this district has more than one bank account through which payments are made. Enter N if payments
are made though a single bank account.
Last Recurring Payment Number
This is the number of the most recent recurring payment created by program MSO268. After initial setup, this
number is incremented automatically by Ellipse EAM and should not be manually changed.
Keep Presented Cheques for
Enter the number of days for which information on presented cheques is to be kept on the Cheque File MSF270.
Keep Cancelled Cheques for
Enter the number of days for which information on cancelled cheques is to be kept on the Cheque File MSF270.
Last Part Payment Number
This is the number of the most recent partial payment for an invoice under retention. At initial setup, this number
is set to zero. It is incremented automatically. Partial payments for retained invoices are set up using the
MSO269 - Retention Maintenance program.
Payer Ref No (for Part Payments)
(Payer Reference Number for Part Payments)
For the US
Enter the government-allocated ID number of your organisation to be cited when printing prescribed payments
deduction forms for withholding tax for this district.
EFT Length
Enter the length of the EFT payment ID. The ID cannot be greater than 17 as the maximum length of the EFT ID
is 18 characters less the EFT alpha character.
EFT Alpha
Enter the EFT alpha code.
Last EFT Number
(Electronic Funds Transfer Number)
Enter the last EFT number.
Cheque Length
Bank Statement Id Prefix
The prefix character used to define bank statements for the district. This is a one character field.
Last Bank Statement Id Allocated
The last bank statement ID allocated by Ellipse EAM for the district.
236
Configuration
MSM00CA - District Bank Accounts

Use this screen to create, modify or delete bank account information held on the district control file.
This screen can be used in create, modify, or delete modes.
District
The name of the district being maintained. This field defaults from the request initiated.
Branch Code
Enter the branch code for the account you want to create, modify or delete. This entry should match the branch
code maintained with the company's bank. This field is mandatory. Entry is validated against the Table File
BBSB - Bank BSB.
The branch code description displays in the adjacent field.
Account Number
Enter the account number for the account you want to create, modify or delete. This entry should match the
account number maintained with the company's bank.
In the adjacent field, enter free-form text describing the related name given to this account (for example, Acme
No. 1 Account).
Owned by Dstrict
(Owned by District)
Enter the district that owns the bank account you are creating or spaces.
You can create a bank account in one district that is owned by a different district to allow for centralised
payment of invoices.
GL Account No
(General Ledger Account Number)
Enter a general ledger account number used to hold the currency amount of the bank account balance. This
general ledger account is used to reconcile the currency amount in this particular bank account.
Currency Type
Enter a valid currency type, as defined on the Table File CU - Currency Type. This is the currency that this bank
account will hold.
EFT Users Number
(Electronic Funds Transfer Users Number)
This is the client's EFT identification number with the bank. This field is optional.
EFT Days
(Electronic Funds Transfer Days)
This is the number of days after a pay period the paygroup is scheduled to be paid. This field is optional.
EFT Days Number
(Electronic Funds Transfer Days Number)
This is the number of days before the EFT payment is to be made that the client must send the EFT payment
details to the bank. This field is optional.
237
Configuration
EFT Number Length

(Electronic Funds Transfer Number Length)
The EFT number length. This is the number of characters in the EFT number for the bank account.
This can be different to the Cheque Number Length.
Last EFT Alpha
The alphabetical prefix for the EFT number.
Last EFT Number
The numeric part of the last EFT payment.
EFT Monetary Limit
Enter the maximum accounts payable monetary value for each EFT run.
Cheque Number Length
Last Cheque Run No.
Enter the number of the next last cheque run. This number is a counter and will be incremented by one each time
a cheque run is processed using MSB260 - Select Invoices For Payment. This number must be numeric and in
the range 0000 to 9999. The default is 0000.
Account Type
Enter the code to describe the type of account. Entry is validated against the Table File BNKT - Bank Account
Type.
Default Account for District
Enter Y to designate the branch or account as the default account for the district shown. If another branch or
account is the default, its indicator is reset to N.
Accts Receivable
(Accounts Receivable)
If the Accounts Receivable module is installed, enter Y to designate the branch and account as the default
account for the module. If another branch and account is the default, its indicator is reset to N.
Accts Payable
(Accounts Payable)
If the Accounts Payable module is installed, enter Y to designate the branch and account as the default account
for the module. If another branch and account is the default, its indicator is reset to N.
Payroll
If the Payroll Configuration or Payroll Management modules are installed, enter Y to designate the branch and
account as the default account for the module. If another branch and account is the default, its indicator is reset
to N.
Workers Comp
If the Workers Compensation module is installed, enter Y to designate the branch and account as the default
Benefits
If the Benefits Administration module is installed, enter Y to designate the branch and account as the default
238
Configuration
MSM00CB - District Account Codes

Use this screen to update the district account codes. Ellipse EAM uses these codes for internal reference when
generating many transactions.
Ellipse EAM is a fully integrated system consisting of many modules from various processing streams. Once
data is entered into one area of the system, related modules are automatically updated.
Ellipse EAM automatically generates many transactions against accounts. For example, when items on a
purchase order are receipted, Ellipse EAM generates a general ledger transaction. The expense transaction comes
from the costing details on the purchase order. However, for the offsetting transaction to the invoice pending
goods account, Ellipse EAM refers to the district account codes to identify the posting account number to use.
For this reason, the accounts that are detailed on this screen must be valid posting accounts for the district. They
can be either cost codes or general ledger (GL) codes, depending on the nature of the account.
The following system control accounts are subject to automatic recording of details to the sub-ledger balances
file (MSF907):
 Invoice pending (Goods orders)
 Invoice pending (Non-goods)
 Material in transit (Direct charge and accounts payable)
This helps reconciliation based on supplier and purchase order item, or supplier and invoice number for accounts
payable by accounting period. Manual journals cannot be processed against these accounts payable control
accounts unless the user has the appropriate access.
A valid posting account for the district must be assigned against each of the control accounts listed on the
screen. Control accounts are displayed only for modules that have been activated within Ellipse EAM.
If a posting account is not assigned against a control account, Ellipse EAM still creates the system-generated
transaction but it is processed to the internal Ellipse EAM system code (as per the table file MC - Ellipse EAM
System Control Accounts). This action needs to be corrected.
Listed below are the district control accounts that require posting accounts to be assigned:
System Account Name Account Description

Control
ID
0001 Inventory Asset Inventory Asset Account - Asset/Inventory

This account holds the value of stock on hand
(company owned). The district stock code file
MSF170 acts as a subsidiary ledger for this control
account.
0002 Price Variance Price Variance Account - Expense

This account is used to record any adjustments to
the value of inventory or items that must be
absorbed in recording receipts or invoice match
tolerance variations.
0003 Inventory Adjustment Inventory Adjustment Account - Expense

This account is used to record the value of
adjustments to inventory quantities.
239
Configuration
0004 Invoice Pending - Non-Goods Invoice Pending Non Goods Account -

Liability/Current
This account holds the value of invoices received
and entered for non-goods items (such as, non-
goods or service orders, field release dockets and
other non-order items) that have not yet been
approved. The invoice file (MSF260) acts as a
subsidiary ledger for this control account.
0005 Sales Tax Liability Sales Tax Liability Account - Liability/Current

This account is used to record the value of sales
tax calculated by Ellipse EAM as payable or
recoverable on the issue of material from
inventory.
0006 Issue Oncost Issue Oncost Account - Asset/Inventory

This account is used to record oncost credit of
issues which have had an oncost applied. This is
used to weight issues to capital projects, outside
contractors and so on with a warehousing overhead
cost.
0007 Freight Clearing Freight Clearing Account - Asset/Inventory

This account is used to record the liability for
freight cost, whether calculated at the time of
receipts of goods or as a percentage oncost
calculated at the time of issue.
0008 Accounts Payable Accounts Payable Account - Liability/Current

This account holds the value of approved unpaid
invoices. The invoice file (MSF260) acts as a
subsidiary ledger for this control account.
0009 Settlement Discounts Taken Settlement Discount Account - Expense

This account is used to record the settlement
discounts taken in a computer cheque run.
0010 Consignment Stock Issues Consignment Stock Issues - Liability/Current

This account is used to record the liability to the
supplier for each issue of stock on consignment.
0011 Reserved for Internal use by

System
0012 Fuel and Oil Issues Fuel and Oil - Asset - Inventory
This account is used as a clearing account for
issues initiated by the This account is used as a
clearing account for distillate issues initiated by
the Bulk Materials Management (3301) module.
The issues are direct fuel issues and are not
maintained in district inventories.
240
Configuration
0013 Workshop Clearing Workshop Clearing - Asset/Inventory or

Prepaid
This account is used to collect the costs that
accumulate against a work order that is issued to
create an item. This item is a part of a direct
purchase order for inventory.
0014 Profit and Loss Profit and Loss Account - Net Worth/Retained
Earnings
This account is used during year-end to accept the
profit or loss from the prior year as an increase or
reduction to retained earnings.
0015 Invoice Pending - Goods Orders Invoice Pending Goods Orders Account -
Liability/Current
This account holds the value of receipts of material
for which an invoice has not been received,
matched or approved. The order file MSF220 acts
as a subsidiary ledger for this control account.
0016 Material In Transit Material in Transit Account - Asset/Inventory

This account holds the value of material held at
offsite receiving locations prior to its receipt
onsite.
0017 Distillate Issues Distillate Issues - Asset - Inventory

This account is used as a clearing account for
distillate issues initiated by the Fluid Management
(3301) module not maintained in district
inventories.
0018 Labour Costing Not in use.
0019 Capitalisation Clearing Capitalisation Clearing - Asset - Fixed

This account is a clearing account used by Ellipse
EAM during the process of placing an asset in
service. This account is credited by the Fixed
Assets (3680) module when the asset is placed in
service and cleared by the automatic capitalisation
process within the Project Control (3660) module.
0021 Retirement Clearing Retirement Clearing - Asset - Fixed

This account is used by Ellipse EAM as a clearing
account at the time of asset disposition. The
account is debited when the asset is removed from
the detail asset register. The account is credited by
the user depending upon the type of disposition to
recognise revenues, gains, losses, and so on.
0022 Depreciation Clearing Depreciation Clearing - Asset - Fixed

This account is used by Ellipse EAM as a clearing
account when posting depreciation against an asset
that has experienced prior depreciation before
capitalisation.
241
Configuration
0023 Cash Imprest Not in use.
0024 Cancelled Cheques Clearing Cancelled Cheque Clearing Account -

Asset/Cash
This account is used to record the amount of
cancelled cheques that are to be cleared at a later
date by replacement cheques or journal entry.
0025 Withholding Tax Withholding Tax Liability Account -

Liability/Current
This account is used to record prescribed payments
or withholding tax taken either in the computer
cheque run or when the invoice is loaded.
0026 Retentions Retention Account - Liability/Current

This account is used to record amounts, which are
deducted from an invoice, for payment at a future
date.
0027 Gain/Loss on F/Exchange Gain/Loss on Foreign Exchange - Expense

This account is used to recognise the gain or loss
that results from foreign exchange fluctuations for
billings in second currencies.
0028 Freight in Inventory Freight in Inventory Account - Asset/Inventory

This account holds the value of the freight
component of the cost of inventory on hand or in
transit. This account is normally used where
freight on purchases is charged separately by the
supplier or by a transport company.
0029 Customs in Inventory Customs in Inventory Account -

Asset/Inventory
This account holds the value of the customs duty
component of the cost of inventory on hand.
0030 Customs Liability Clearing - Customs Clearing Account - Liability/Current

Inventory
customs duty on imported material upon receipt of
goods.
0031 Customs Liability Clearing - Customs Liability Clearing Purchase

Purchase Requisition Requisition - Liability/Current
customs charges on direct charge purchase orders
only.
0032 Withholding Tax in Acct Pay Withholding Tax in Accounts Payable Account
- Liability/Current
This account is used to record the value of
withholding tax accrued at invoice load time on
unpaid invoices.
242
Configuration
0033 Rebate Incentive - Long Term Rebate Incentive Long Term - Expense
This account holds the additional entries made
when a rebate is to be applied. This account is
invoked when the associated values of the price
code for an item being received indicates that
incentive rebates are to be calculated. The
transaction value of the receipt item is adjusted
down accordingly.
0034 Rebate Incentive - Short Term Rebate Incentive Short Term - Expense
down accordingly.
0035 Rebate Incentive - Other Rebate Incentive - Other - Expense

down accordingly.
0036 Use Tax Account (US only) Use Tax Account - Liability/Current
This account is used to recognise the liability for
use tax at the time of receipt of goods from
contractors. This account is used in the US only.
0037 Consumption Tax Credit Pending Consumption Tax - Input Credit Pending -
Liability/Current
This account is used to record the consumption tax
of a receipt prior to the related invoice being
received, matched, and approved.
0038 Consumption Tax Credit Consumption Tax Input Credit Receivable -

Receivable Asset/AccRec
This account is used to record the value of input
tax credits that can be claimed from the
government.
0039 Unallocated Issues Control Unallocated Issues Control Account - Expense

Account
This account was created to trap the rare occasion
that the entries for a warehouse issue are not
created. Do not use this.
0040 Accounts Receivable Accounts Receivable - Asset - AR

This account records the receivables created by the
billing process.
243
Configuration
0041 Settlement Discount Given Settlement Discount Given - Expense

This account is provided to record the cash
discount taken by customers. It is recorded at the
time of cash receipt and is applied against the
customer’s accounts receivable.
0042 Consumption Tax Output Consumption Tax Output - Liability/Current

This account holds the value of tax output created
during the billing process when collected from the
customer. This account is remitted to the
government.
0043 Cash at Bank Control Account Not in use.
0044 Consumption Tax Input Credit - Consumption Tax Unrecoverable (CHILE only)
Unrecoverable - Expense
This account is used when the country code is
(CL) CHILE and when consumption tax is in use.
0045 Material in Transit - Direct Charge Material in Transit - Direct Charge -

Asset/Inventory
This account holds the value of receipted direct
charge purchase order materials when offsite
receiving is invoked.
0046 Material in Transit - Transfer Material in Transit - Transfer - Asset/Inventory

This account holds the zero value of transactions
created during warehouse stock transfers.
0047 Sales Tax on Freight (US only) Sales Tax on Freight - (USA only) - Expense
This account is used only if the country code is
(US) United States and sales tax is applicable.
0048 Use Tax on Freight (US only) Use Tax on Freight - (USA only) - Expense
This account is used only f the country code is
(US) United States and use tax is applicable.
0049 Consumption Tax Liability Consumption Tax Liability - Liability/Current

This account is used to record consumption tax
liability for the Supplier Information (3201)
module.
0051 Standard Price Postings Standard Price Postings - Expense

This account is used to record any adjustments to
the value of inventory or items that must be
absorbed in recording receipts. This account is
only applicable to inventory items with a valuation
method of standard costing.
0054 Foreign Currency Variance Foreign Currency Variance - Expense

This account is used if a rounding transaction for a
secondary currency transaction is created.
244
Configuration
0055 Local Currency Revaluation Local Currency Revaluation - Expense

This account holds the value of currency gain or
loss when the GL Account Revaluation process is
invoked.
0056 Secondary Currency Revaluation Dual Currency Revaluation - Expense

This account holds the value of currency gain or
loss with dual currencies when the GL account
revaluation process is invoked.
0057 Pre-payments Pending Pre-payments Pending Account -

Liability/Current
This account holds the value (including
consumption tax) of pre-payment invoices that
have been entered but not yet approved. The
invoice file (MSF260) acts as a subsidiary ledger
for this control account.
0058 Consumption Tax Pre-payments Consumption Tax - Pre-Payments Account -

Liability/Current
This account holds the consumption tax value of
pre-payment invoices. The accounts payable
invoice file (MSF260) acts as a subsidiary ledger
for this control account).
0059 Batch Imbalance Suspense Batch Imbalance Suspense Account -

Account Asset/Prepaid
This account is used as an imbalance account in
the payroll costing process when transactions are
posted in account code order.
0060 Repairables WIP Repairables Control - Asset/AR or Inventory

This account is used so that items that are subject
to a repair order can be pulled from inventory.
Costs are accumulated in this account until the
repaired item is returned to inventory.
0061 Accrual Provision Account Accrual Provision Account - Liability - Current

This account is used by the Period End Accrual
program. This process also runs the MSB83GA
Payroll Costing Update batch in accrual mode. The
accrual process uses the accrual provision account
as the intermediate account. This program is
normally used for weekly and fortnightly pay
groups where the pay periods do not align with the
accounting month ends.
0062 MIT Net Present Value Correction MIT Net Present Value Correction Acct -
Acct Expense
This account holds adjustment values when using
net present value for purchase orders.
245
Configuration
0063 Inv. Asset NPV Correction Inventory Asset NPV Correction Account -
Account Expense
This adjustment account is used when using net
present value for purchase orders and a value in
the NPV Default field is set in the district control
file.
0064 Unallocated Payroll DR Account Unallocated Payroll Debit Account - Liability -

Current
This account is only used if an account cannot be
determined during the Payroll Costing process.
Normally these accounts would not be used. The
payroll costing error reports detail when these
accounts are used. Changes are then required to the
costing setup to correct the errors.
0065 Unallocated Payroll CR Account Unallocated Payroll Credit Account - Liability -

Current
This account is used only if an account cannot be
determined during the payroll costing process.
Normally these accounts would not be used. The
payroll costing error reports detail when these
accounts are used. Changes are then required to the
costing setup to correct the errors.
0066 Wages/Salary Clearing Account
0067 Freight In-Transit - Direct Charge Freight in Transit Account - Asset/Inventory

This account holds the value of freight for direct
charge items, which are held at offsite receiving
locations, prior to receipt on site.
0068 Add. Taxes Invoice Pending Additional Tax Invoice Pending - Goods
Account - Liability/Current
This account holds the value of additional tax
recorded against a mixed, goods, and services
(with receipt of services facility in use) invoice.
The value is recorded at the time the invoice is
entered if the invoice is loaded but not approved.
The Invoice file (MSF260) acts as a subsidiary
ledger for this control account.
0069 Employee Payment Control

Account
0070 Returns Clearing Returns Clearing Account - Asset/Inventory

This account holds the value of goods (catalogued
and non-catalogued) returned to a supplier prior to
those goods being received.
246
Configuration
0071 Returns Price Variance Returns Price Variance - Expense

This account holds variance in price for catalogued
items. The variance may have occurred between
the time of raising a supplier return and the receipt
of the goods.
0072 Returns Offset Returns Offset Account - Asset/Inventory

This account holds oversupply values when
receiving returned goods subsequent to raising a
supplier return.
0073 Add. Taxes Inventory Clearing Additional Tax Inventory Clearing -

Asset/Inventory
recorded against a goods invoice relating to a stock
purchase order where no costing details are
provided as part of the tax code definition.
0074 Add. Taxes Invoice Header Additional Tax Invoice Header Clearing -
Clearing Liability/Current
recorded against an invoice header where no
costing details are provided as part of the tax code
definition. Any taxes attributable to the invoice
items are recorded using the costing defined on
either the tax code or line item.
0075 Internal Billing A/P Account Internal Billing Accounts Payable -

Liability/Current
This account is used to record the liability within
the district being billed internally by the accounts
receivable system, in another district.
0076 Internal Billing A/R Account Internal Billing A/R Account - Asset - AR
This account is used by the Accounts Receivable
(3560) module when using internal billing between
districts.
0077 Deductions to Accounts Payable
0079 Category Inventory In-Transit Category Inventory in Transit - Asset/Inventory

This account holds in-transit values for warehouse
transfers when category costing is invoked.
0080 Category Freight In-Transit Category Freight in Transit - Asset/Inventory

transfers when category costing is invoked with
freight accounting.
0081 Category Customs In-Transit Category Customs in Transit - Asset/Inventory

transfers when category costing is invoked with
customs accounting.
247
Configuration
0082 AFUDC Debt Account
0083 AFUDC Equity Account
0084 Deferred Issue Value - Inventory Deferred Issue Value - Inventory -

Asset/Inventory
This account holds the value of warehouse
requisition issues that are delayed in posting due to
deferred consumption being invoked.
0085 Deferred Issue Value - Freight Deferred Issue Value - Freight -

Asset/Inventory
deferred consumption being invoked with freight
accounting.
0086 Deferred Issue Value - Customs Deferred Issue Value - Customs -

Asset/Inventory
deferred consumption being invoked with customs
accounting.
0087 CWIP Clearing Construction Work In Process Clearing - Asset

- Fixed
This account is used by Ellipse EAM for utility
industry capitalisation.
0089 RWIP Clearing Billing Clearing Account - Asset - AR

This account is used by in the Utilities Asset
Accounting (3930) module for miscellaneous bill
of property units.
0090 Billing Clearing
0091 Repair Accrual Account
0092 General Accural Account Accrual Provision Account -Liability/Current

This account is used as an intermediate account by
the MSB83N - Payroll Costing Accrual batch
program when the MSB83GA - Payroll Costing
Update batch program is run in accrual mode.
0093 Impairment Profit and Loss Impairment Profit and Loss

This account is used by the fixed asset impairment
processes as the offset for impairment of fixed
assets.
Account Name
This field displays the account name.
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Configuration
Account Code
Enter the specific account code to be used for preparing accounting entries to the nominated account. Enter the
account code using the appropriate number of characters for your company's chart of accounts.
Entry is not validated against the chart of accounts, as chart of accounts information may not be set up at the
time of entry. For this reason, delimiters should not be used, as the account is stored as entered. You cannot enter
an account code that is already defined as a sub-ledger controlling account.
You must create an entry on your chart of accounts for each of these system accounts. We recommend that you
do this before generating any transactions.
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Configuration
MSM00CC - Modify District Accounting Periods

Use this screen to enter past, present and future accounting periods which apply to the district. You can set up as
many future years' accounting calendars as required.
Since Accounting Calendars are controlled at District level within Ellipse EAM, you can have different
accounting calendars for each district set up in Ellipse EAM.
For example, districts that represent Australian entities may have accounting calendars that commence in July
and end in the following June. Districts for US-controlled entities have accounting calendars that reflect the
calendar year.
Within an accounting year the accounting periods can end on any date defined on this screen. For example, a
districts accounting periods could end on the last Sunday of each month. Ellipse EAM allows total flexibility.
This screen displays from the MSM001A - Maintain Systems Control File, option - Modify Accounting Periods
for a District.
Month End is completed within the Accounting Calendar:
 Y if the period is closed for all installed sub-systems
 N if the period is still open for at least one of the installed sub-systems
A period for a sub-system is deemed closed, when a month end completion date for a sub- system has been
recorded.
A financial year can only be closed in Ellipse EAM when month end for all installed modules has been
completed for the year. For more details, refer to Processing Month-End and Processing Year-End.
A warning message WARNING - May require run of MSBPCH to Update for Reporting displays on this
screen since some changes cannot update all the accounting period data required for ABB Ellipse EAM
Reporting. When adding accounting periods that do not strictly follow the last accounting period recorded for the
district and the ABB Ellipse EAM Reporting (Ellipse Reporting) module is installed, it is recommended that the
Accounting Period Housekeeping program (MSBPCH) is run for the district. This program creates or recreates
the extra accounting period data required for ABB Ellipse EAM Reporting.
Period (MM/YY)
Enter the individual period identifier for the specific financial year. For example, 01/01 means first accounting
period for financial year 2001.
Period 01 does not necessarily represent January but the first accounting period for the organisation (July for
example).
Ellipse EAM allows up to fourteen accounting periods in an organisation's financial year. The number of periods
contained in an organisation's financial year within Ellipse EAM is controlled by the System Control File and is
configured as part of implementation.
An organisation may decide to have more than 12 accounting periods, for example, a Period 13, for the purpose
of recording non operating end of year financial adjustments or audit amendments.
The accounting periods can be used to determine the financial year of an estimate item and the inflation details
for a financial year.
Period End Date
Enter the period end date representing the last day of your organisation's accounting periods.
Continuing the above example with accounting period 01/01, the Period Ending Date could be 30/07/00 which is
the last Sunday of the month. The 30th of July in year 2000 is the last day of the first period of financial year
2001. The Period Ending Date is fully user definable and must reflect the organisation's accounting calendar.
Posting Indicator
P Enter P if accounting transactions sourced from Manual Journals and Accounts Receivable can be
recorded against an accounting period.
N Enter N to prevent account transactions from these areas from being created.
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Configuration
The purpose of this indicator is to allow control over manually posting accounting entries to nominated
accounting periods. It provides the ability to restrict posting. Namely, if P is set up against all future accounting
periods in Accounting Calendar manual journals can be processed against future periods.
You can use this to 're-open' a prior period for manual journal processing.
Once closure of all sub-systems as part of month end processing has taken place, this indicator is automatically
set to N to prevent posting to an old period and at the same time the new period is updated to P to allow posting.
Month End Completed
This field is updated by Ellipse EAM when all sub-systems have had the month end process completed. If a sub-
system has not been closed or is re-opened, the month end indicator will display as N. Year end cannot be
processed until all months in the requested year have their month end indicator set to Y.
Y/ E Completed
(Year/End Completed)
This field is updated by Ellipse EAM only when MSB969 - General Ledger End of Year Update batch job has
been successfully run for the year in question.
Cash Y/ E Completed
(Cash Year/End Completed)
This field is updated by Ellipse EAM only when MSB969 - General Ledger End of Year Update batch job has
been successfully run for the year in question with Cash Accounting requested.
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Configuration
MSM00CD - Modify Current Processing Period

Information
This screen is used to update the current accounting period for each installed module or re-open an accounting
period for a previous month.
This screen is displayed by entering option Modify Current Period Information in the option field on MSM001A
- Maintain Systems Control File screen.
Note: This screen will only display the Fixed Asset processing period if the selected district owns a Fixed Asset
register.
District Name
The District Name defaults from the MSM001A - Maintain Systems Control File screen.
Module Implemented
This field displays the Ellipse EAM modules implemented for your organisation.
Period
Enter the period (not necessarily a calendar month) to identify at what period of the financial year your system is
currently operating.
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Configuration
MSM00CE - Modify Program Printer Allocations

Use this screen to allocate a specific printer to a program.
This is usually used for programs that are not able to be selected by the user.
This is useful for:
 Directing reports that have unusual formats to a printer that can handle that format
 Directing reports to printers stocked with letterhead or other types of pre-printed paper
District Name
Prog. No.
(Program Number)
Enter the three-digit number that uniquely identifies a program.
Batch programs within Ellipse EAM are usually identified as MSB, followed by a three-digit identifier.
The reports produced by each program are identified using this number with an appendix such as A, B, C or
another letter depending on how many reports are produced by a single batch program.
To delete a printer allocation, delete the entry in this field.
Report Id.
Enter the suffix letter such as A, B or C that designates an individual report produced by a batch program.
Entry is optional, but can be used to direct the printing of individual reports to separate printers. If this field is
left blank, all reports produced will be directed to the same printer.
Printer Name
The default printer name for the report to be printed on.
The printer name is combined with the district code and used as a unique location.
No. of Copies
Enter the number of report copies to be printed each time the program is executed. The default is 1.
Report Description
Enter a general description of the report. This description will be printed on many reports.
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Configuration
MSM00DA - Modify District Control Information

Use this screen to modify the district control file with details relating to the Journal Holding, Chart of Accounts,
Budgeting, and General Ledger modules.
This screen displays as part of the screen sequence for maintaining district controls. This screen cannot be
accessed directly.
This screen is subject to split security. For more information, refer to MSO Security Specifics.
District Name
Tabs
 Chart Of Accounts/Journals
 Budgeting
Chart of Accounts/Journals tab
CHART OF ACCOUNTS
There are three types of accounting code elements listed:
 General ledger
 Cost centre
 Expense element
For each of these accounting code elements, you can enter district and length values. The district fields specify
what district contains the chart of accounts used in the processing district, which is the district for which you are
amending the control file settings. This can be the processing district itself (if the district has been set up with its
own chart of accounts) or it can be another district.
If you leave a district field blank, this means that the processing district owns the account codes. The length for
the account code unit must be entered.
If you enter a value into any of the district fields, the district can use another district's chart of accounts. In this
case, you can leave the corresponding length field blank. The length is automatically set up as for the district
specified.
Note: The district specified must have been set up with chart of accounts details (in other words, if the specified
district is also using another district's chart of accounts, an error occurs).
General Ledger Code

Leave this field blank if the processing district owns the general ledger codes. In this case, you need to set up
general ledger codes for this district. Alternatively, enter a district code that identifies the district containing all
general ledger codes valid for use by this district. If you chose to have use the general ledger codes of another
district, new general ledger codes cannot be created in the current district. They must be created in the other
district.
General Ledger Code (Length)
Leave this field blank if another district's chart of accounts is to be accessed for account codes. Alternatively,
enter the length of the longest possible general ledger code that can be entered in Ellipse EAM, in the range of 0
to 24. You need to do this if the district has its own general ledger codes, in which case the district code is blank.
Cost Centre
Leave this field blank if the processing district will own the cost centre codes. In this case, you need to set up
cost centre codes for this district. Alternatively, enter a district code identifying the district containing all cost
centre codes valid for use by this district. If you choose to use the cost centres of another district, new cost
centres codes cannot be created in the current district. They must be created in the owning district.
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Configuration
Cost Centre
Leave this field blank if another district's chart of accounts is to be accessed for cost centre codes. Alternatively,
enter the length of the longest possible cost centre code, in the range of 0 to 24. You must do this if the district
has its own general ledger codes, in which case the district code is blank.
A zero in this field indicates that cost centres do not apply.
While 24 characters are available for use, if expense elements are also employed within the district, the
maximum length of cost centre can only be 16 characters.
Cost centres can be segmented, but the maximum length allowed is 16 characters. The identification of the
segments and maximum length of each segment is maintained on the MSM00DB - Define Cost Centre Levels
screen, which is the next screen in the sequence.
The cost centre length cannot be changed to zero if other districts use this district's cost centres.
Expense Element
Leave this field blank if the processing district owns the expense element codes. In this case, you must set up
expense element codes for this district. Alternatively, enter a district code identifying the district containing all
expense element codes valid for use by this district.
Note: The district referred to must not have its expense element length set to zero. If you choose to use the
expense element codes of another district, new expense element codes cannot be created in the current
district. They must be created in the owning district.
Expense Element (Length)

The length of the expense element code.
Note: Blanks are not allowed.
An entry of zero in this field indicates that expense elements are not held on the Expense Elements file
(MSF930).
The sum of the cost centre and expense element lengths can not exceed 24> The combination of cost centres and
expense elements is called a cost code.
The expense element length must be zero if the cost centre length is zero.
The expense element length cannot be changed to zero if other districts use this district's expense elements.
The number of cost centre levels (also called segments) that are used in this district.
Open/Close Pointer
Indicates which cost centre segment holds the Open/Close information (Open = balance sheet accounts, Close =
profit/loss accounts). This field is a number between 1 and 24. Alternatively, if expense elements are used in the
district this field has a value of E. This information is used by posting account maintenance.
Interdistrict Table of Accounts Dstrict
The district code for the district that holds the chart of accounts to be used by the current district. This field only
requires entry if interdistrict table accounts processing is enabled at the system control level. For more
information, refer to the Interdistrict Table of Accounts Used field on the MSM001C - Maintain System Control
File (Cont) screen.
FAWB Processing Segment
(Fixed Asset Workbench Processing Segment)
Indicates if the fixed asset workbench indicator is defined at expense element or at cost centre segment level.
Valid entries are E - expense element or a number representing the cost centre segment (for example, 1 for the
first cost centre segment).
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Configuration
Account Code Validation Indicator

The associated account code validation indicator. Valid options are:
A - Accept When an account code has an invalid combination of cost centre and expense element, the
cost centre is accepted and the user can proceed with the system activity.
W - Warning When an account code has an invalid combination of cost centre and expense element, a
warning displays. The user can still proceed with the system activity.
E - Error When an account code has an invalid combination of cost centre and expense element, an
error displays. The user cannot proceed with the system activity.
Related Entity Segment

Indicates if the related entity code is held at expense element or at cost centre segment level.
Valid entries are E - expense element or a cost centre segment number.
Apply Account Code Access Validation
Enter Y in this field to activate validation of account code access rights (ACALs). This is separate from
controlling user access using Ellipse EAM security.
Enter N if you do not want to apply account code access validation. For more information on this functionality,
refer to Maintaining Account Code Access List (ACALs).
If no Access Defined Accept as valid
If you entered N in the Apply Acct Code Access Validation, leave this field blank. Otherwise, enter Y to accept
all combinations of cost centre and expense element if account code access has not been defined. Enter N to
display an error if account code access has not been defined.
Error or Warn on Account Access Violation
Indicates whether a warning or an error displays when account code access has not been defined. Valid options
are:
W Warning
The user can still proceed with the system activity.
E Error
The user cannot proceed with the system activity.
JOURNAL HOLDING
Local Currency
Enter the code indicating the local currency for the district. All money amounts entered into this district are in
terms of this currency. Entry is validated against the CU - Currency Type table file.
Voucher Nos
Enter Y to turn on voucher numbering for the district, or N to turn off voucher numbering.
A voucher number can be assigned to all accounting transactions at a district level.
If voucher numbering is turned on, all Ellipse EAM accounting transactions for the district contain a voucher
number (if the transactions are generated by an online or batch process). If voucher numbering is turned on, a
voucher number is generated for a set of balancing transactions at the time the transactions are written to the
transaction master file.
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Configuration
The voucher number is made up of district code, accounting period, and a voucher sequence number (for
example, GLED20050500000001).
The voucher number is a consecutive number regardless of the different transactions types. Voucher numbers
cannot be consecutively assigned by some logical grouping.
Secondary Currency
Ellipse EAM can maintain all financial transactions in two currencies:
 Local currency (above data field)
 Secondary currency
Enter a secondary currency to call this functionality. The secondary currency is sometimes referred to as the dual
currency. When a batch reports parameter asks for currency, the D parameter relates to the dual, or secondary,
currency. Secondary currency amounts are held on the Journal Holding file - MSF900. They are in addition to
foreign currency values if the originating transaction is in another currency.
Note: If a secondary currency is in use, exchange rates must be established within Ellipse EAM and, for the sake
of ongoing accuracy, must be regularly updated.
Costing Option
The costing option indicates the type of relationship that exists between the cost centre, work order, project
number, and equipment number codes. Entry must be between 1 and 7.
For further details of costing options, refer to Journal Holding.
1 Account code or cost centre, work order/project number, and equipment are independent.
Account code or cost centre is validated and is mandatory.
Equipment number is validated and is optional.
Work order and project number is optional and does not have to exist.
2 Account code or cost centre can be allocated from work order or project number. If entered, the account
code or cost centre is validated.
If entered, the equipment number is validated.
Work order or project number must be entered and validated if an account code is not entered.
3 Account code or cost centre can be allocated from work order or project number.
An equipment number can be allocated from a work order or project number if an equipment number is
not entered.
If entered, the account code or cost centre is validated.
Work order or project number must be entered and validated if an account code is not entered.
4 Account code or cost centre is validated.

If entered, the equipment number is validated. If not entered, the equipment number can be allocated
from the work order or project number.
Work order or project number is optional and does not have to exist.
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5 If entered, the account code or cost centre is validated. If not entered, account code or cost centre can be
allocated, first from the equipment number, or secondly, from the work order or project number. If none
is allocated, a valid equipment number must be entered.
from the work order or project number. The account code or cost centre from the work order or project
number, or as entered, is not overridden by that of the equipment number.
Work order or project number is optional and does not have to exist.
6 If entered, the account code or cost centre is validated.

from work order or project number.
If not entered, the account code or cost centre can be allocated first from the work order or project
number, or secondly, from the equipment number entered. If none is allocated, a valid work order or
project number must be entered.
If both the account code or cost centre and work order or project number are entered, and if work order
or project number quotes an account code or a cost centre, the account code or cost centre entered must
match that on the work order or project number.
If the cost centre or account code is allocated from the equipment number or is entered, the work order
or project number entered should exist. Otherwise, a warning message is displayed.
7 If entered, account code or cost centre is validated and is used in all cases.
If the account code or cost centre is not entered and if the work order or project number is not entered,
allocate the account code or cost centre from the equipment number.
If entered, the account code or cost centre from the work order or project number overrides the
equipment number.
If the equipment number is not entered, it can be allocated from the work order or project number.
If both equipment number and work order are entered, default to the account code or cost centre from the
work order. If the work order points to a project number, use the account code or cost centre associated
with the project number, rather than the work order. An account code or cost centre is only allocated
from the equipment number if the equipment number’s originating district has the same chart of accounts
as the processing district. If an account code or cost centre is allocated from a work order, project
number or an equipment number, it is revalidated.
If an equipment number is allocated from a work order or project number, it is revalidated.
If an equipment number, account code or cost centre has been allocated, a subsequent change to the work
order or project number does not reallocate the related fields. In order to activate reallocation, the related
fields must first be blanked out.
MANUAL JOURNALS
Last Manual Journal Allocated
The last manual journal number that was allocated by Ellipse EAM. This field can only be used if the Journal
Holding module is installed. Once you identify this value, Ellipse EAM automatically increments the value
whenever manual journal numbers are allocated.
Prefix
The prefix used for manual journals. This field can only be used if the Journal Holding module is installed.
Journal Type
Enter Y if a journal type is also required for entry of each manual journal. Use this to classify or group certain
accounts by journal type for reporting and/or control purposes. If this field is set to Y, all accounts cited in
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Configuration
journals must have an associated journal type. This field can only be used if the Journal Holding module is
installed.
Related Entity Codes
If set to Y, the related entity code is to be entered against all manual journal transactions. If set to N, entry of a
related entity code for manual journals is optional.
Budgeting tab
BUDGETING
This field group is used to activate various aspects of the Management Accounting (3960) module functionality
within Ellipse EAM.
Summary Post Transactions
Up Cost Code Structure
Enter Y to indicate financial transactions are to be posted at summary level for the hierarchical levels of a cost
code. This field is set to N when Ellipse EAM is initially installed. This field is mandatory.
Up Account Code Relationship Structure
Enter Y to indicate financial transactions are to be posted at summary level along side the levels as defined in the
account relationship for a cost code. This turns on the account relationship parent/child linking and parent
account balance summarising ability within Ellipse EAM. During system startup, this field is set to N. This field
is mandatory.
At Defined Segments of Account Code
This flag indicates if and where posting of financial transactions are to occur along user defined segments. This
setting is set to N when Ellipse EAM is initially installed. This field is mandatory.
Y Financial transactions are posted at user-defined segments of an account code. If this feature is
required, definitions of the breakdown of the account code must be entered on the update posting
account levels MSM00DC - Modify Posting Accounts Level screen.
C Financial transactions are posted at user-defined segments for cost codes only.
G Financial transactions are posted at user-defined segments for general ledger codes only.
The different options are used to control processing efficiency within Ellipse EAM. The more segments that are
summarised, the more processing time is required for a journal posting process. Therefore, you can limit to what
defined segments are summarised, or deactivate the feature as necessary.
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Configuration
MSM00DB - Define Cost Centre Levels

Use this screen to update the system control information related to definition of cost centre levels. This screen
defines the segments that make up the cost centre length as specified on MSM00DA - Maintain District Control
information.
This screen is subject to split security - Refer to MSO Security Specifics.
District Name
The name of the district that is being maintained.
Cost Centre Lgth
(Cost Centre Length)
This field displays the cost centre length as defined on the previous screen MSM00DA - Maintain District
Control. This is the total length of cost centre code, which can be made up of more than one segment.
This field displays the number of segments that will make up a cost centre code. The number of segments was
defined on the MSM00DA - Maintain District Control File information, and that is the number of times each
field displays on this screen. Enter data, as required, for each cost centre segment.
Level No
(Level Number)
The number of levels or segments that make up a cost centre is displayed above. The next group of fields
describe the size and name of the segments defined. For example, 1 to 10 to identify cost centre segments.
Size
Enter the maximum size of the cost centre segment. For each applicable level, entry is required and must be
greater than zero. Entry must not exceed total cost centre length. The sum of the sizes of all the segments must
equal the total cost centre length.
This field is mandatory for each defined segment.
Short Name
Enter a short description of the segment. This description is displayed for prompts or field description on
windows, where required. Examples of segment description could include Responsibility and Activity.
Long Name
Enter the full description of the segment. This is displayed for prompts or field description on windows, where
required.
Enter a default cost centre segment code. If entered, Ellipse EAM displays this code on screens that require entry
of a cost centre.
This field is optional. This field can be left blank.
Validation against Chart of Accounts does not occur here, because:
 The Chart of Accounts is not yet set up
 This code is only be used as a default on screens with a cost centre field because this is where it is validated
 If entered for this level, all higher levels must have default codes.
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Validation Ind
This field indicates whether or not this segment of a cost centre is to be validated when entered on costing
screens. We recommend that you set this to Y, to ensure that only valid segments are used. However, enter N so
that Ellipse EAM can accept any input for this segment (no validation).
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Configuration
MSM00DC - Modify Posting Account Levels

Use this screen to create or modify district level information about the positions within an account code that
comprise posting levels for financial transactions.
You can define up to seven summary levels for posting a transaction. The levels are defined from top to bottom.
In the following example, the account code is AAA12XXX, where AAA is the department and XXX is the
expense element.
Top-down posting levels are defined as follows:
Level 1 2 3
Start Position 6 1 5
Length 3 3 1
The following summary accounts are posted:

 XXX
 XXXAAA
 XXXAAA2
District Name
Maximum Posting Length
This field displays the maximum posting length.
Posting Level
This field displays the posting level of the adjacent account.
Full Description
Enter the full description of the posting account level. This field is mandatory.
Short Description
Enter the short description of the posting account level. This field is mandatory.
Enter the starting position, within the account code that makes up the posting level.
Enter a numeric value greater than zero. This value must not exceed the general ledger or cost code
length. Otherwise, it must be in the range of 1 to 24.
Length
Enter the length of the character string, from the starting position, within the cost code, which makes up the
posting level.
Enter a numeric value greater than zero. This value must not cause the ending position to exceed the general
ledger or cost code length if the Chart of Accounts module applies. Otherwise, it must be in the range of 1 to 24.
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MSM00EA - Maintain Work Order Prefix

Information
modify information maintained on the control file with regard to work order prefix information to control
automatic assignment to work orders.
District Name
This field displays the name of the district that is being maintained. Work order prefixes are district-specific, so
work order prefixes must be set up in each district if needed.
FOR USE WHEN NO PREFIX APPLIES
This is the last number assigned by Ellipse EAM for either a non-prefixed or prefixed parent work order. To
initialise, enter the sequence number as one number less than the next parent work order number to be assigned.
Note: The grid is for entering the details of prefixes you want to apply to work orders.

This is the last number assigned by Ellipse EAM for either a non-prefixed or prefixed work order. To initialise,
enter the sequence number as one number less than the next work order (subordinate) number to be assigned.
Prefix
Enter the alphanumeric prefix to apply to the work order number. The first prefix line is not available because it
is used to define the zero-suppression rules for work orders that do not have prefixes.
Description
This field is available for work order prefixes only, therefore it is not available online.
Enter a description for the prefix.
The description should be clear enough to understand when the prefix should be used on a work order.
Zero Suppress
Enter Y to signify that leading zeroes on system-generated work order numbers are to be suppressed. The first
line defines the need for leading zeros on any work order that does not use prefixes. Each additional line defines
the zero suppression rules for each work order prefix.
Enter N if leading zeroes are required.
Parent Seq No
This is the last number assigned by Ellipse EAM for either a non-prefixed or prefixed parent work order. To
initialise, enter the sequence number as one number less than the next parent work order number to be assigned.
Workorder Seq No.
(Workorder Sequence Number)
This is the last number assigned by Ellipse EAM for either a non-prefixed or prefixed work order. To initialise,
enter the sequence number as one number less than the next work order (subordinate) number to be assigned.
Actions
Select an action. The following actions are available, depending on the level of user access and the modules
installed:
Delete a Prefix Record Delete a Prefix Record
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Configuration
MSM00EB - Modify District Control Information

(Production Statistics)
This screen is one in a series of screens used to create, maintain, modify or review district control information.
This screen displays the district location structure and also has the availability link used in the Production
Statistics module.
District Name
This field displays the district code for the availability rules and hierarchy.
PRODUCTION STATISTICS
Availability Hierarchy and Rules District
Enter the District Code from which the availability rules and hierarchy are actioned. If this field is left blank,
separate availability rules and hierarchy must be established for this district.
Apply Location Validation Rules
Enter the type of rules to use location validation combination rule when validating logsheet entries for location
combinations. The types of rules are:
V Use only valid location combination rules.
I Use only invalid location combination rules.
N Do not validate location combinations.
LOCATION STRUCTURE
Level Priority Item
Enter an appropriate name describing the level of the location structure.
Name
For each level of the location structure, enter a name that describes the level.
Size
For each level, enter the size of the level. Ellipse EAM permits level sizes of up to 10 characters.
Mandatory
Enter Y to indicate that this level of the structure is mandatory. If a level is non-mandatory, all levels below that
must also be non-mandatory.
Validated
Enter Y to indicate that this level is validated against the applicable table (Table Files G1 - G5) for this district.
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Configuration
MSM00EC - Maintain Purchasing Approval

Indicators
Use this screen to maintain the funds checking settings for purchase orders, purchase requisitions and/or
recommended orders.
Funds checking can also be set on each purchase order type.
Note: This screen cannot be updated if Advanced Funds Sufficiency Checking has been enabled for the district.
advanced funds sufficiency checking settings can be maintained on MSM00DD - Funds Check Control
Information.
District Name
The name of the district that is being maintained.
This field displays the method of funds checking and is defined in the System Control file. This field can be set
to either internal or external (I/E).
Enter Y if purchase orders are to be subject to funds checking. Enter N if the funds checking is not being used
with purchase orders.
Purchase Requisition Funds Checking
Enter Y if purchase requisitions are to be subject to external funds checking. Enter N if the funds checking
feature is not used. This field only displays if you are using external funds checking.
Recommended Order Funds Checking
Enter Y if recommended orders are to be subject to external funds checking. Enter N if the funds checking
feature is not used. Entry is not applicable for internal funds checking. This field only displays if you are using
external funds checking.
PURCHASING APPROVAL REQUIRED
Normal Stock Orders
Enter Y for funds checking and N for no funds checking.
Normal Stock Orders covers:
 Purchase orders with a normal order type
 Purchase requisitions items with a service and goods requisition type
 Recommended orders with a stock order type
Workshop Orders
Workshop Orders covers:
 Purchase orders with a workshop purchase order type
 Purchase requisitions with a Workshop order type indicator
 Recommended orders with a workshop order type indicator
Consignment Stock Orders
Consignment Stock Orders covers:
 Purchase orders with a consignment purchase order type
 Recommended orders with a consignment order indicator
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Field Release Orders

Field Release Orders covers:
 Purchase orders with a field release purchase order type
 Purchase requisitions with a field release type indicator
Transfer Orders
Transfer Orders covers:
 Purchase orders with a transfer purchase order type
 Recommended orders with a transfer order type
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Configuration
MSM00ED - Modify District Control Information

This screen is one in a series of screens that are used to create, maintain, modify or review district control
information. This screen is used to create and maintain Customer Information and Accounts Receivable
Information. A number of the fields on this screen identify the district default values for the Customer
Information and Accounts Receivable modules.
Tabs
 Customer Information
 Accounts Receivable Information
Customer Information tab
The Customer Information tab identifies the defaults to be used when creating customer business
information. These defaults can be overwritten at the business information level for customers in each district.
DEFAULT INVOICE TERMS

Statement Required
Enter Y to set the default so that a Print Statement is required to rollover the balances against the customer
file. Enter N to ensure the Print Statement for Customers are not printed.
Regardless of the entry in this field, the MSB562 - Statement Printing batch process must be executed as part of
each period's month-end procedures. This is to ensure that all customers' closing and opening balances are
updated, for both printed statements and for those that are reviewed online.
Number of Days to Pay
Enter the default number of days allowed for the customer to pay invoices from the date the invoice was created.
Number of Days Grace
Enter the default number of days grace allowed. This is the number of days allowed beyond the payment date,
before any follow-up action commences.
Settlement Discount %
Enter the default percentage settlement discount allowed for early payment and the default number of days for
which the settlement discount applies.
Settlement Days
Enter the number of days that payment must be received by for customers to be provided with a settlement
discount.
Medium
Enter the default medium on which the invoices will be produced. The options are:
P Printer
F Fax
Credit Terms
Enter the default credit terms to be used. The options are:
C Cash only - cash customers can have cash type invoices raised against them.
L Check the credit limit.
U Unlimited credit.
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Configuration
Credit Limit Amount

Enter the default credit limit amount. If you have identified credit terms as either C for cash or U for unlimited,
no credit limit amount is required.
Dunning Code
Enter the default dunning code to be used. Entry is validated against the Table File DU - Invoice Dunning Code.
This is for information only.
Cash Customer Prefix
Enter the default prefix used for generating a customer code for cash customer.
Accounts Receivable Information tab
The Accounts Receivable Information fields identify the defaults that will be applied by Ellipse EAM when
Accounts Receivable invoices are created. These defaults can be overwritten at the individual invoice level.
Allow manual entry of Reference Numbers

Enter Y to permit the manual entry of invoice, credit note and write off numbers. If Ellipse EAM is to assign all
invoice, credit note and write off numbers, enter N.
Invoice Prefix
Enter the invoice prefix to be used on Accounts Receivable invoices. This is useful in a multi-district Ellipse
EAM system to readily differentiate the invoices raised by the different districts.
Last Invoice Number
This is a system-generated field. If required, enter the last Accounts Receivable invoice number that was
automatically allocated by Ellipse EAM.
Credit Note Prefix
Enter the credit note prefix to be used. This is useful in a multi-district Ellipse EAM system to readily
differentiate the credit notes raised by the different districts.
Last Credit Note Number
This is a system-generated field. If required, enter the last credit note number that was automatically allocated by
Ellipse EAM.
Write Off Prefix
Enter the write off prefix to be used. This is useful in a multi-district Ellipse EAM system to readily differentiate
the write offs raised by the different districts.
Last Write Off Number
This is a system-generated field. If required, enter the last write off number that was automatically allocated by
Ellipse EAM.
Standing Invoice Prefix
Enter the prefix to be used for standing invoices. This is useful in a multi-district Ellipse EAM system to readily
differentiate the standing invoices raised by the different districts.
Last Standing Invoice Number
This is a system-generated field. If required, enter the last standing invoice number that was automatically
allocated by Ellipse EAM.
Overdue Categories (days)
Enter up to four overdue categories in days. The number of days entered in each category must be in ascending
sequence.
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Receipt Prefix
Enter the receipt prefix to be used. This is useful in a multi-district Ellipse EAM system to readily differentiate
the receipts raised by the different districts.
Last Receipt Number
This is a system-generated field. If required, enter the last receipt number that was automatically allocated by
Ellipse EAM.
Manual Entry of Receipt Numbers
Enter Y to allow the manual entry of receipt numbers. If Ellipse EAM is to assign all receipt numbers, enter N.
Default XXX Code
This field will appear as Default XXX Code, depending on what three-character consumption tax literal is
defined in the System Control file.
Enter the default district Consumption Tax code so that the Consumption Tax code will default to all customer
invoices unless it is overwritten by the code held on the customer file or the code held on the price code file or
manually entered at invoice entry. This field is validated against the Table File CM - Consumption Tax Code.
The codes must be set up on MSO010 for the CM Table File before you can add the default code on this screen.
XXX Registration Number
This field will appear as XXX Registration Number depending on what three-character Consumption Tax literal
is defined in the System Control file.
For Australia, enter the Australian Business Number (ABN) number relating to this district, up to 20 character
alphanumeric. This number will print on all tax invoices generated by the invoice print process and is mandatory
requirement by legislation in Australia.
Next Invoice Run Number
This is a system-generated field. If required, enter the run number to be used in the next run of invoices.
Next Statement Run Number
This is a system-generated field. If required, enter the run number to be used in the next run of statements.
MSB566 Run Number
This is a system-generated field. If required, enter the run number to be used in the next periodic/installment
invoice generation run (MSB566).
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Configuration
MSM00GA - Modify Warehouse Control

Information
This screen is used to set up a warehouse as part of the configuration process. A warehouse control record is
required for each warehouse within each district. Warehouse codes are defined on the table file WH - Warehouse
Identification before this record can be created.
This is the only screen where a closed warehouse is accessed. Information cannot be amended until the
warehouse is re-opened.
The user's security profile of Suspend is validated against the F - Function type.
District Name
The logged on district.
Warehouse
The name of the warehouse as defined on the WH table file.
Tabs
 General
 Warehouse preferences
 On-Cost Details
 Vendor Held Stock Information
General tab
Picking Slip Printer
The printer identification at which picking slips will print. Printers set up for warehouse grids in table file GP -
Grid Location ID will override this printer.
Stock at Bin
Enter Y to indicate that all stock on hand quantities in the warehouse are to be maintained at bin location level.
If the stock at bin is set to N on the MSM00BA - District Control Information screen, this field is set N and is
protected.
Receiving Report Printer
Enter the printer identification at which receiving reports will print. This field is mandatory.
Vendor Held Stock Warehouse
Enter Y to indicate that this is a vendor held warehouse.
Reactivation Printer
Enter the printer identification at which reactivation-printing slips will print. This field is optional, if no printer is
nominated reactivations will default to the picking slip printer.
Delivery Location
Enter the default delivery location that will be used for this warehouse. This field is mandatory. Entry is
validated against table file DN - Delivery Location Code.
This field also works in conjunction with the Use Whse Delivery Location as Default for Replenishment field
to use the warehouse delivery location code in lieu of the supplier or stock code purchasing record for automatic
stock replenishment.
Xfer Picking Slip Printer
(Transfer Packing Slip Printer)
Enter the printer identification at which picking slips for warehouse transfers will print. This field is optional.
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Configuration
Picking Slip Consolidation

Enter Y to have picking slips for this warehouse consolidated onto a combined picking slip. Picking slips are
consolidated using MSO148 - Nominate/Preprint Consolidated Picking Slips.
Consolidation of picking slips can be bypassed by the use of a priority code with an associated value of Bypass
Picking Slip Consolidation set to Y. The Picking Slip Consolidation field only displays if the Warehouse
Label Printer
Enter the printer identification at which labels such as barcodes or adhesives will print. This field is optional.
This field is client-specific.
Storage Management
Enter Y to apply storage management facilities to this warehouse. The default entry is N. If Y is entered, the
Pick Slip Sort In field on the MSM00BD - District Control Information screen must be set to P. This field only
displays if the Warehouse Management module is installed.
Large Volume Printer
Enter the printer identification at which large print jobs should print. For example, picking slips with more than
10 items will be directed to the large volume printer. Conditions for redirection of print jobs would normally be
defined in report variables. This field is optional.
Recall Picking Slip
Enter the printer identification at which recall picking slips will print. This field is optional and is client-specific.
Note: This field only displays if the Inventory Tracking module is installed.
Bin Label Code

The bin label code that is the default for the warehouse. This field is mandatory if bin labels are to be printed and
is validated against BL - Bin Label Code table file.
This code defines the rules under which bin labels will print by the associated values held on the BL table file.
Notification Destination Team
The ID of the team to receive notifications for this warehouse.
Country/Region Code
Enter the code for the country or region of the warehouse. Entry is validated against the table file OR - Origin
Code. This code is used when the Customs module is installed, to determine the destination country for a
purchase order when calculating post-tariff duty or goods. This field is mandatory if the Customs module is
installed and off-site receipts are allowed for the district.
Consolidate PO item by Warehouse
(Consolidate Purchase Order item by Warehouse)
Enter Y to indicate that purchase order items created for the warehouse are to be consolidated onto orders for the
warehouse, and that orders for the warehouse must not contain items destined for other warehouses. This field is
optional. The value defaults to N. Consolidation by warehouse is not supported for global orders. Direct delivery
orders do not hold a warehouse and so cannot be subject to warehouse consolidation.
Auto Generate Picking Slips
Indicates whether the system requests printing of pick slips when a pick task is created against this warehouse.
The default value is No, meaning that the user must manually request printing of picking slips if required.
Include in Requisition Search
Used in conjunction with inter-district requisitioning to determine whether a warehouse will be included as part
of the district order of search when NO warehouse is nominated.
 N - excludes the warehouse
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Configuration
 Y - includes the warehouse in the search.

Goods Holding in Use
Indicates whether the site has a goods holding facility. The default setting is No. If set to Yes, the user is given
the option of issuing or receiving to the holding area, and the user interface displays the goods holding option
and holding area location.
Exclude Warehouse from RD
(Exclude Warehouse from Reordering Routines)
Y The warehouse is excluded from reordering routines, for example, for vendor held stock
warehouse. The effect is that the stock on hand in this warehouse is not considered when
calculating district stock on hand for comparison with the stock re- order point.
N The warehouse is included in reordering routines.
Packing Area in Use

Indicates whether the user is given the option of issuing to the warehouse packing area. The default setting is No.
If set to Yes, the user interface displays the issue to packing option, packing area location and packing type.
Use Warehouse Delivery Location as default for Replenishment
Y Automatic replenishment uses the warehouse delivery location in preference to the stock code
supplier default. This field may only be set to Y if a delivery location has been entered as the
default for the warehouse.
N The default value. Automatic replenishment uses the stock code supplier default location.
Warehouse Ownership Position

Enter the position of the warehouse owner. This field is optional and is client-specific.
Warehouse Location
Defines the physical address of the warehouse. This field is optional. Entry must be a valid location code.
This field is used when updating the equipment register location if Equipment Tracing and Inventory Tracking
integration is enabled.
Single Item Pick Flag
Indicates that picking slips should be generated with only one item per slip. If set to No, the system will produce
a continuous picking slip for every selected pick task.
Priority Match Value
If a priority match value is nominated for a receiving warehouse, the priority code specified on a warehouse or
inter-district transfer must be associated with a matching value in order for the transfer to proceed.
Entry is validated against the table file PMV - Priority Match Value. This field is optional.
This field only displays when the Military module (3135) is installed.
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Configuration
Warehouse Preferences tab

First Preference Warehouse
Enter the warehouse that is your first preference from which stock is to be selected if it is not available, or
insufficient volumes are held in the nominated warehouse. This field is optional. Entry is validated against the
table file WH.
Fourth Preference Warehouse
Enter the warehouse that is your fourth preference from which stock is to be selected if it is not available in the
nominated warehouse. This field is optional. Entry is validated against the table file WH.
Second Preference Warehouse
Enter the warehouse that is your second preference from which stock is to be selected if it is not available in the
Fifth Preference Warehouse
Enter the warehouse that is your fifth preference from which stock is to be selected if it is not available in the
Third Preference Warehouse
Enter the warehouse that is your third preference from which stock is to be selected if it is not available in the
Sixth Preference Warehouse
Enter the warehouse that is your sixth preference from which stock is to be selected if it is not available in the
On-Cost Details tab
On-Cost Account Code
Enter the account code for collection of the warehouses on-costs.
This field is mandatory if an on-cost percentage is entered.
On-Cost Percentage
Enter the percentage of warehouse on-cost. This field is mandatory if a warehouse on-cost account code was
entered.
Capital Category On-Cost Rate
Enter a percentage for capital category on-cost. This on-cost will apply to capital category costed items issued
from this warehouse. This field is optional. Valid values are 0 to 999.9999.
Vendor Held Stock Information tab
Pick Slip Medium
This is the medium used to print picking slips for vendor-held stock warehouses. Entry can only be made if the
warehouse is a vendor-held stock warehouse and multiple media are available.
P Paper
F Fax
M Email
E EDI
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Note: Where a supplier number is entered and the pick slip medium is F (Fax) or M (Email), the supplier order
email or fax must be registered for supplier.
Print Verify Picking Slip

This field is optional. It only applies to vendor-held warehouses.
Y Print verification copies of picking slips where the picking slip medium is not P (for paper
copies).
N Only print verification copies of picking slips where the picking slip medium is P (for paper
copies). This is the default value.
Supplier Number
The supplier number for vendor-held stock. Entry can only be made if the warehouse is a vendor held stock
warehouse. This field is optional.
Price Code
Enter a price code for matching to purchasing records to determine the issue price of the items requisitioned
from this warehouse. This field is optional.
Actions
installed:
Close the The warehouse must be in Suspend status before the warehouse can be closed. The
Warehouse MSB07H - Close Warehouse batch program is generated which reports successful
closure of the warehouse or errors stating why the warehouse could not be closed.
Note: A warehouse cannot be closed if the it is the only warehouse in the current
district or is the home warehouse in the current district.
This process displays when the warehouse is in active status.
Open a A warehouse cannot be closed if:

Suspended or
Closed  it is the only warehouse in the current district
Warehouse  it is the home warehouse in the current district
This process displays when the warehouse is in active status.
Reactivate a This process displays if the warehouse is in suspend or close status.

Warehouse
Reactivate a This process displays if the warehouse is in close status.

Closed
Warehouse to
Suspended
Suspend the This process displays if the warehouse has a status of Open.
Warehouse
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Configuration
MSM00GB - Maintain District Control Information

Use this screen to maintain the District Control file information relating to Warehouse Management. The screen
displays only when the Warehouse Management module is installed.
WAREHOUSE MANAGEMENT
Category Management
Enter Y if the inventory category management facility is to apply to all items stocked in this district. Enter N
when the facility is not available.
Note that activating category management at this level imposes the uses of this functionality on all stock items in
the district. To apply category management to individual stock items, enter N here and apply the feature to each
such stock item.
Default Category
Enter the default inventory category that is displayed on various screens when the category management facility
is used for this district.
This field is mandatory when category management is used and is validated against Table File IG.
Default Condition
Enter the default condition code that is displayed on various screens when the category management facility is
used for this district.
This field is optional when a default category code has been entered and is validated against Table File CD.
Category Costing
Enter Y if category costing is to be used for this district. Enter N if category costing is not used.
Mixed Category Types Allowed
Enter Y if a mixture of category types is allowed. This cannot be changed while the district has inventory items.
Enter N when only single category types are allowed.
Category types are specified in Table File IGTY.
Default Category for Warehouse Transfers
Enter the default inventory category for warehouse transfers.
This field is mandatory. Entry is validated against the Table File IG.
Sub Asset No. Mandatory for Capitalisation
Enter Y if a sub-asset will be required against either the district level stock code or the inventory category when
a Fixed Asset number has been entered. Enter N when a sub-asset will not be required.
This field will be available only if the Fixed Assets module is installed.
DEPLOYABLES
Deployed District Ind
(Deployed System Indicator)
This field can be modified, if blank. This field is protected and cannot be modified if a value displays in the
System Id field.
This indicator is set to N - District not Deployed if the System Id field is entered on setup and all the current
districts are set to the System ID value entered (Tier 1).
Valid values are:
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Configuration
 Y - District deployed
 S - Commissioning started
 C - Commissioning copy completed
 T - District available to test
 N - District not deployed
District System Id
This field can be modified, if blank. When the system ID is entered on setup all the current districts are set to the
System ID entered (Tier 1) with the Deployed System Indicator set to N.
This field is protected if displaying a value and cannot be modified.
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Configuration
MSM00HA - Modify District Address Details

Use this screen to update the address details of the District.
District Name
This field displays the District you have selected in the MSM001A - Maintain Systems Control File screen.
Address
Enter the postal address to be used for correspondence.
State
Enter the state code to be used for correspondence. Entry is validated against the Table File SY - State Table.
Postcode/Zip
Enter the postcode or ZIP code.
Phone
Enter the phone number for contact with the district.
Fax
Enter the fax number for contact with the district.
Telex Name
Enter the telex name for contact with the district.
Telex Number
Enter the telex number for contact with the district.
Government Id
(Government Identification)
Enter the ID or Company Number for the district, for example, Australian Company Number for Australia.
Company Code
A classification code assigned to the district for financial reporting purposes. Entry is validated against the Table
File COCD - Company Code.
Note: This field is only available when the Military Module (3135) is installed and applies to the Australian
Defence Force only.
District Owner
The employee code of the person responsible for monitoring the activities and control reports in a given district.
This field is only available when the Military Module (3135) is installed.
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Configuration
MSM00JA - Maintain HR and Payroll Details

Information
Use this screen to update the District Control file with details relating to the Human Resource Management (HR)
stream.
You can define the default information for Human Resources and payroll-related details for the district.
Name Format
Enter codes in these field series to define the display format of an employee name. You can enter up to five
codes to nominate the order in which the employee names display.
The codes that are entered in these fields are:
1 First Name
2 Second Name
3 Third Name
L Last Name
P Preferred Name
T Name Title
Entries in the first of these fields is mandatory.

INCLUDE IN EMPLOYEE DROP DOWN SEARCH
This field group is used to determine which employee fields are searched when filtering employees to be
displayed in the MSE search/selection criteria employee drop downs.
Notes:
• The employee drop down settings for the name fields do not affect how the employee name displays, this is
controlled by the Name Format setting.
• When searching, the Employee ID and Surname fields are always searched and included by default.
First Name
If Y is entered, the employee first name is included in the employee drop down search/selection criteria.
Second Name
If Y is entered, the employee second name is included in the employee drop down search/selection criteria.
Preferred Name
If Y is entered, the employee preferred name is included in the employee drop down search/selection criteria.
Bar Code
If Y is entered, the employee bar code is included in the employee drop down search/selection criteria.
Note: If set to Y, the bar code displays at the end of the employee name.
PAYROLL
Leave Accrual Costed
Enter Y to include the posting of leave accruals as part of the costing of actual payroll amounts. Enter N (default
when the Payroll Management module is installed) to exclude the leave accruals.
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Configuration
Emp Components Used In Rate

(Employee Components Used In Rate)
Enter Y (default) if employee-based components are to be used in calculation of the employee rate.
Enter N when the components are excluded from the calculation.
Components Paid as Allow
Enter Y (default) if employee-based components are paid as allowances. Enter N when the components are paid
as part of the employee's hourly rate of pay.
Last Invoice Number
This field is automatically incremented with the last invoice number used for payment processing when paying
employees, and for deductions paid by Accounts Payable.
The last invoice number is used by the MSM818A - Employee Payment Transactions screen and the MSB83M -
Payroll Deductions Invoice Update report.
DEDUCTION CODES
Note: All Deduction Codes are defined using MSO803.
Normal Tax
Enter the deduction code to be used for deducting tax from the employee's gross salary. The code must have a
Deduction Type of T.
Tax LS-E
(Tax Lump Sum-E)
For Australia
Enter the deduction code to be used for deducting tax from back payment of salary or wages that were accrued
more than 12 months ago to an employee. The code must have a Deduction Type of T.
Tax LS-A
(Tax Lump Sum-A)
For Australia
Enter the deduction code to be used for deducting tax from the employee's Lump Sum A salary. The code must
have a Deduction Type of T.
Tax ETP D
(Tax Eligible Termination Payment D)
For Australia
Reserved for a deduction code to be used for deducting tax from the employee's eligible termination payments
(ETP's) for a death benefit. The code must have a Deduction Type of T.
Tax LS-B
(Tax Lump Sum-B)
For Australia
Enter the deduction code to be used for deducting tax from the employee's Lump Sum B salary. The code must
have a Deduction Type of T.
Tax ETP O
(Tax Eligible Termination Payment O)
For Australia
Enter the deduction code to be used for deducting tax from the employee's non-excluded eligible termination
payments (ETP's). Non-excluded ETP's include payments that do not meet genuine redundancy rules, golden
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Configuration
handshakes, payment for rostered days off, unused sick leave and gratuities. The code must have a Deduction
Type of T.
Tax LS-D
(Tax Lump Sum-D)
For Australia
Enter the deduction code to be used for deducting tax from the employees Lump Sum D salary (the tax-free
component of the employee's termination payment). The code must have a Deduction Type of T.
Tax ETP R
(Tax Eligible Termination Payment R)
For Australia
Enter the deduction code to be used for deducting tax from the employee's excluded eligible termination
payments (ETP's). Excluded ETP's include genuine redundancy payments, and payments for early retirement
schemes, invalidity and compensation for personal injury, unfair dismissal, harassment or discrimination. The
code must have a Deduction Type of T.
Advance/Recovery Code
Enter the deduction code to be used to recover an amount of money paid to an employee in advance. The
advance would normally have been paid to an employee before the payroll update was executed. The code must
have a Deduction Type of T and a credit account applied (not an expense element).
Negative Net Code
Enter the deduction code to be used to create a negative deduction entry when an employee's calculated net pay
is negative. The amount of the deduction will be equal to the net pay that is below zero.
TERMINATION TAX THRESHOLDS
For Australia
ETP Cap Amount
The limit of an eligible termination payment (ETP) that can receive concessional tax treatment. The amount of
an ETP over this cap will be taxed at the highest marginal rate for an employee. The cap is set by the Australian
Tax Office and indexed annually.
Low Rate Threshold Amount
Enter the amount used to calculate tax on post-June 1983 components of eligible termination payments (ETPs).
The amount is indexed each year in line with movements in average weekly ordinary time earnings.
Tax free Threshold Amount
Enter the tax-free threshold base amount. Bona fide redundancy payments are tax-free up to a limit that is
calculated according to the years of service by an employee. The tax-free threshold amount specified in this field
is the first component of this limit and is indexed each year in line with movements in average weekly ordinary
time earnings.
Per Service Year
Enter the amount of the tax-free threshold per service year. Bona fide redundancy payments are tax-free up to a
limit calculated according to the years of by an employee. The tax-free threshold per service year specified in
this field is the second component of this limit and is indexed each year in line with movements in average
weekly ordinary time earnings.
To a Maximum of
An entry in this field is not required by the Australian Taxation Office.
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Configuration
MSM00JB - Maintain H, S and E and Claims Mgt

Details
Use this screen to define default information for the Health, Safety and Environment, and Workers'
Compensation details to be used in relation to a specified district.
This screen is part of the district control information sequence invoked from the MSM001A screen. You can
select this screen as part of the sequence to create or modify district control information.
This screen is only displayed if the Health, Safety, and Environment module (3510) is installed.
District
The district code.
HEALTH, SAFETY AND ENVIRONMENT
Work Order Costing
Enter Y to indicate that the tracking of costs for an incident and its related activities are required. In this instance,
work orders can be created for each incident or incident component. The Work Order system is used to
accomplish this task. Therefore the Work Orders module (3620) must be installed. Enter N to indicate that the
Work Orders module will not be used for costing.
This field can only be completed if the Health, Safety, and Environment module (3510) is installed.
Default W/O Prefix
(Default Work Order Prefix)
Enter a two-character prefix used when allocating a work order for incident costing. This prefix can be used to
differentiate work orders related to Health, Safety and Environment from other work orders.
Risk Rating Matrix URL
Enter the URL or network location where the risk rating matrix is located.
Risk Doc Type
Enter the document type file extension for the risk rating matrix, for example, pdf, doc.
Levels Matrix URL
Enter the URL or network location where the levels matrix is located.
Levels Doc Type
Enter the document type file extension for the levels matrix document, for example, pdf, doc.
Multiplier
Enter the multiplier to be applied for the statistical calculations of IBP (Industry Best Practice) and Target
Frequency rates in Event Budgeting and Analysis (3515) module.
CLAIMS MANAGEMENT
Default Claim Type
Enter a valid claim type to be used as the default for all new claims. This default can be modified when creating
a claim. Entry is validated against the Table File WCCT - Claim Types.
This field can only be entered if the Workers Compensation module is installed.
Default Insurer
Enter a valid insurer to be used as the default insurer for all new claims. This default can be modified when
creating a claim.
Entry is validated against the Table File WCIN - Insurer Code.
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Self Insurer
Enter Y if the company is a self insurer.
Insurer Name
Enter the name of the self insurer to be used, if applicable.
Workers Comp Location Stats
(Workers Compensation Location Statistics)
Enter Y if you want the statistics for the nominated employee earnings and claim costs to be accumulated by
workers compensation location. The default is N.
Payment Debit Account Code
Enter the debit account code for the generation of workers compensation accounts payable transactions or
reimbursement transactions on the MSM818B - Employee Payment Transaction Details screen if called from the
MSM53PA - Claim Payments screen.
If this debit field is left blank, an expense element must be entered. In this case, the actual costs are debited to
the claim's cost centre at the appropriate expense element. If the actual cost is to be debited directly to an
account, that account should be entered in this field.
This field is mutually exclusive with the debit expense element so only enter one of these fields, not both.
Payment Debit Expense Element
Enter the debit expense element to be attached to the claims cost centre to form a valid account code for
generation of workers compensation accounts payable transactions or reimbursement transactions on the
MSM818B - Employee Payment Transaction Details screen if called from the MSM53PA - Claim Payments
screen.
If the debit account field is left blank, an expense element must be entered. In this case the actual costs are
debited to the claims cost centre.
Default WC Location Code
(Default Workers Compensation Location Code)
Enter the default workers compensation location code. This code is used for the collection of workers
compensation premium statistics when no workers compensation location is recorded against the position on
the MSM8PAA - Maintain Position Details screen. Workers Compensation premium statistics can be viewed on
the MSM53CA - Workers Compensation Premium Statistics screen.
Start WC Statistics Date
(Start Workers Compensation Statistics Date)
Enter the start date of the current period for collecting workers compensation statistics.
End WC Statistics Date
(End Workers Compensation Statistics Date)
Enter the end date of the current period for collecting workers compensation statistics. The year of the start date
and end date together for example, 9596, define the statistics period to be used on the MSM53CA - Workers
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Compensation Premium Statistics screen. The defined year may not always be the same as for the financial year
used in other parts of Ellipse EAM.
Default Medical Absence Work Code
Enter the work code to be used as the default for medical details absence on the MSM520B - Maintain Employee
Medical Details screen. Entry is validated against HR Table File MSF801 Type R1.
You must enter a medical absence work code and an absence work code. You cannot enter a rostered day off
work code.
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MSM00JC - Maintain T and A/Labour Costing

Controls
Use this screen to maintain the time management and labour costing controls at a specified district level.
This screen is part of the district control information sequence invoked from the MSM001A - Maintain Systems
Control File screen. You can select this screen as part of the sequence to create or modify district control
information.
The labour costing rate is only used for maintenance scheduling not labour costing.
District
The district name for time/award labour costing controls..
LABOUR COSTING
Labour Costing Warning
Valid labour costing warning indicators are:
A Labour Cost Hours Must Balance - Error
B Labour Cost Hours Don't Balance - Warning
E Warn if Hrs < Roster, Error if Hrs > Roster

 Use A to indicate that Ellipse EAM provides an error message if employee labour costing transactions do
not equate to the total amount of time spent by the employee. This is as entered using the timekeeping
screens.
 Use B to indicate that Ellipse EAM provides a warning message if employee labour costing transactions do
not equate to the total amount of time spent by the employee. This is as entered using the timekeeping
screens.
 Use E to indicate that Ellipse EAM provides an error message if employee labour costing transactions are
greater than total amount of time spent by the employee (as entered using the timekeeping screens).
Alternatively, a warning message is displayed if employee labour costing transactions are less than the total
amount of time spent by the employee (as entered via the timekeeping screens).
The indicators are maintained in the LCWI - Labour Costing Warning Indicators table file.
Reasonableness Checks
Enter Y to indicate that the hours entered in MSE850 - Employee Daily Labour Costing or MSE857 - Employee
Labour Costing is to be checked against the following reasonable limits:
 For autopaid employees, up to the standard Hours per Prd for the Award/Terms of Employment Code to
which the employee is assigned in the MSM8FAB - Award/Terms of Employment Details screen
 For gang costing, up to 9999.99 hours
The system generates an error message when the reasonableness limits are exceeded.
Actual Rate Labour Costing
Y - Actual rate labour costing is to be used. This option is only available in the MSE850 - Employee Daily
Labour Costing or MSE857 - Employee Labour Costing screens when labour costing employee transactions
from the timekeeping screens. This option is not available with gang costing.
The employees actual hourly rate is used for costing ordinary time. For other hours, such as time and a half and
double time, an average overtime rate is calculated and used. The actual hourly rate is determined from the
employee's payroll details in the MSM830A - Maintain Employee Rate Amounts screen. Employee allowances
are not taken into consideration when calculating actual rates, however they could be factored in to the cost by
using labour on-costs, based on either a set dollar rate, or a percentage of the actual rate valuation of the labour
costing transactions.
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N - Standard rate labour costing is to be used. This is the rate for the labour costing classification to which the
employee is assigned in the MSM855B - Labour Costing Classifications screen. For the gang costing option, the
standard rate held against the work group is used.
The standard labour costing rate is the most preferred option. Oncosts can be included in the labour cost
calculations, unlike the Actual Labour Rate, which does not take oncosts into consideration.
This is a mandatory field required for the Labour Costing module.
Hours or Decimal Indicator
H To enter labour costing transactions in hours and minutes.
D To enter labour costing transactions in hours and decimals.
This field is mandatory if the Labour Costing module (3850) is installed.

Default Ordinary Hours Code
The earnings classification code to be used as the default code for labour costing ordinary hours and when
employees hours are to be split between ordinary and overtime hours.
These classifications are maintained in the EA - Earnings Classification table file.
Note: If the Default Ordinary Hours Code is the same as the Default Overtime Hours Code than the values
will not be split.
Default O/T Hours Code

(Default Overtime Hours Code)
The Earnings Classification code to be used as the default code for labour costing extra- ordinary hours or
overtime hours such as time and a half, double time and so forth and when employees hours are to be split
between ordinary and overtime hours.
These classifications are maintained in the EA - Earnings Classification table file.
Note: If the Default Overtime Hours Code is the same as the Default Ordinary Hours Code the values are
not split.
The same code can be used for both the Default Ordinary Hours Code and Default O/T Hours Code when a
struck rate has been assigned to the Earnings Classification in the MSM855B - Labour Costing Classifications
screen. A struck rate is a rate that has been loaded with oncosts so that it reflects the total labour cost to the
employer.
Posted Transaction Retention Days

The number of days for which posted labour costing transactions are to remain on file.
In the period that posted transactions are retained, required adjustments can be made using the MSE850 -
Employee Daily Labour Costing or MSE857 - Employee Labour Costing screens. Once the number of days has
been exceeded, the labour costing transactions are deleted from the Labour Costing module. However, the
General Ledger transactions that have been created for this labour costing are available for review.
Show Work in Progress Details
Y - indicates work-in-progress (WIP) details to be displayed on the MSE850 - Employee Daily Labour Costing
or MSE857 - Employee Labour Costing screens when labour costing employee transactions from the
timekeeping screens.
WIP details include the following:
 Units complete
 Percent complete
 Completion code
N - the WIP fields on MSE850 that are protected and hidden on MSE857.
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Default Labour Rate

The hourly rate to default when creating a resource requirement and the default labour rate flag has been
activated. When selected, the default rate applies irrespective of the resource type used in the resource
requirement. This default labour rate is used if no rate for labour costing is established.
This district control is required only for Maintenance Scheduling estimates.
Pay Week End Day
The day of the week (S, U, M, T, W, H, F) to determine the pay week end date. Entry determines the start/stop
transactions that are displayed in the weekly view of the MSE857 - Employee Labour Costing screen.
M Monday
T Tuesday
W Wednesday
H Thursday
F Friday
S Saturday
U Sunday
Daily Hours Limit

The maximum number of hours that can be costed in a day. This field is used by MSE857 - Employee Labour
Costing.
If Reasonableness Check field is Yes then validation of hours costed for a day is carried out against the value
input in this field.
Weekly Hours Limit
The maximum number of hours that can be labour costed in a week. This field is used by MSE857 - Employee
Labour Costing.
If the Reasonableness Checks field is Yes then validation of hours costed for a day is carried out against the
value input in this field.
INPUT SCREEN DEFAULTS
The display and sequence of labour costing fields detailed below are controlled by entering 1,2,3,4,5 and 6 or N
(Not Displayed).
District Code
1-6 A value of 1 to 6 indicates that this field displays on MSE857 -

Employee Labour Costing screen.
N Indicates that this field does not display on MSE857 - Employee

Labour Costing screen.
In a multi-district environment, a labour costing transaction can be recorded against a district that is different to
the employee's default district. In such a case, the overriding District Code is displayed in this field.
When a district is not specified, the transaction has been recorded against the employee's default district.
Note: This field is available for data entry only when you have sufficient security and multi-district access.
This field is mandatory for the Labour Costing (3850) module.
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Account Code



Work Order



Work Order Task



Project



Equipment


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MSM00JD - Maintain Training Details

Use this screen to define default information for training-related details for the district.
These fields can only be completed if the Training module is installed.
District
This field displays the district code selected on MSM001A.
WORK ORDER MANDATORY
For Employee Confirmation
Enter Y or N to indicate if a work order is mandatory when training is confirmed for an employee.
For Non-Employee Confirmation
Enter Y or N to indicate if a work order is mandatory when training is confirmed for a non-employee.
WORK ORDER STANDARD JOBS
Training Course
Enter the standard job number you require to be the default standard job for training course work orders. You
can overwrite the default standard job in the Create Work Order action on the MSE771 - Update Training
Session screen.
Employee Confirmation
Enter the standard job number you require to be the default standard job for training confirmation work orders
for employees. You can overwrite the default standard job in the Create Work Order action on the MSE771 -
Update Training Session screen.
Non Employee Confirmation
Enter the standard job number you require to be the default standard job for training confirmation work orders
for non-employees. You can overwrite the default standard job in the Create Work Order action on the
MSE771 - Update Training Session screen.
Non Employee Category
Enter a non-employee category code to be used as the default category for non-employees with confirmed
training. The non-employee category defaults to this code if a category is not entered on the MSE77D -
Administer Training Attendees screen.
Entry is validated against the NOEC - Non-Employee Categories table file.
Typical examples for this code are:
CUST Customer
CONT Contractor
TRAN Trainee
APPL Applicant
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MSM00LA - Maintain Infrastructure Asset

Accounting Information
modify information maintained on the control file with regard to district infrastructure asset accounting
information.
District
The district code. Defaults to the logged on district.
AFUDC DETAILS
This group displays the Allowance for Funds Used During Construction (AFUDC) detail information.
Literal
Enter the literal to be used throughout Ellipse EAM for the description of AFUDC such as interest, and
AFUDC. The default value for this field is AFUDC.
Project Account Segment
Enter the project account segment level (number in the range 1 to 24), to identify the account segment used for
controlled projects.
This field is only used if the project number becomes part of the Chart of Accounts as a Cost Centre Segment.
Debt Rate %
(Debt Percentage Rate)
Enter the debt percentage rate required for AFUDC calculations, calculated when the MSB665 - AFUDC
Transactions for Projects and Work Orders batch report is run.
This field is mandatory if either Debt Rate Type or the Debt Expense Element have been entered.
Debt Rate Type
Enter the debt rate type required for AFUDC calculations. Valid values are M - Monthly, and Y - Yearly.
This field is mandatory if either Debt Rate % or Debt Expense Element have been entered.
Debt Expense Element
Enter the debt expense element required for AFUDC calculations, calculated when the MSB665 - AFUDC
Transactions for Projects and Work Orders batch report is run. The Debt Expense Element is combined with the
Cost Centres from the applicable work orders and projects to form the full account code for AFUDC
transactions.
This field is mandatory if either Debt Rate % or Debt Rate Type have been entered.
Equity Rate Type
Enter the equity rate type required for AFUDC calculations. Valid values are M - Monthly, and Y - Yearly.
This field is mandatory if either Equity Rate % or Equity Expense Element have been entered.
Equity Rate %
(Equity Percentage Rate)
Enter the equity percentage rate required for AFUDC calculations. This field is mandatory if either Equity Rate
Type or Equity Expense Element have been entered.
Equity Expense Element
Enter the equity expense element required for AFUDC calculations, calculated when the MSB665 - AFUDC
Transactions for Projects and Work Orders batch report is run. The Equity Expense Element is combined with
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the Cost Centres from the applicable work orders and projects to form the full account code for AFUDC
transactions.
This field is mandatory if either Equity Rate % or Equity Rate Type have been entered.
UNITISATION DETAILS
The fields in this group are described below:
Derive Job Type and Business Category from Cost Centre
If a work order or project does not have associated job estimates, the work order or project costing information is
used to derive the job type and business category by setting this field to Y.
If a work order or project does not have associated job estimates, setting this field to N indicates the job type is
manually recorded on the work order or project.
Job Type CC Seg
(Job Type Cost Centre Segment)
Enter the job type Cost Centre segment level (number in the range 1 to 24) to determine which Cost Centre
segment in districts Chart of Accounts holds the job type.
This field is only available if Derive Job Type and Business Category from Cost Centre is populated with Y.
Business Category CC Seg
(Business Category Cost Centre Segment)
Enter the Business Category CC segment level (number in the range 1 to 24) to determine which Cost Centre
segment in districts Chart of Accounts holds the Business Category.
This field is only available if Derive Job Type and Business Category from Cost Centre is populated with Y.
Allow UCM Method
(Allow Unit Cost Multiplier Method)
Enter Y in this field to allow the Unit Cost Multiplier (UCM) Unitisation method for allocating capital costs to a
Bill of Property Units (BPU).
Entering N disallows the UCM Unitisation method to be used.
Default Unitise Method
To specify a unitisation method to be defaulted onto a BPU, enter one of the following values:
T Total Estimated Cost
P Percentage
E Estimated Hours
U UCM
M Estimated Property Unit (PU) Material Cost
The default method may be overridden at the individual BPU level.

If Allow UCM Method is set to N, the UCM Unitisation method may not be nominated as a default unitisation
method.
This field is mandatory if the Job Estimates module is installed.
Excess Internal Cost Tolerance
The percentage for internal cost tolerance to be defaulted at the district level for costs against work orders and
projects after the Date in Service is set. If an entry is made in this optional field, a positive value required.
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The tolerance amounts and percentages represent the range of dollar values and percentages that can be unitised
onto the BPU automatically, without generating an error on the MSR93B - Post Date In Service Error Report
(after the Date in Service has been set on the project or work order).
Excess Internal Cost Tolerance Value
The maximum amount for internal cost tolerance to be defaulted at the district level for costs against work orders
and projects after the Date in Service is set. If an entry is made in this optional field, a positive value is required.
The tolerance amounts and percentages represent the range of dollar values and percentages that can be unitised
onto the BPU automatically, without generating an error on the MSR93B - Post Date In Service Error Report
Excess External Cost Tolerance %
The percentage for external cost tolerance to be defaulted at the district level for costs against work orders and
projects after the Date in Service is set. If an entry is made in this optional field, a positive value is required.
The tolerance amounts and percentages represent the range of dollar values and percentages that may be unitised
onto the BPU automatically, without generating an error on the MSR93B - Post Date in Service Error Report
Excess External Cost Tolerance Value
The maximum amount for external cost tolerance to be defaulted at district level for costs against work orders or
projects after the Date in Service is set. If an entry is made in this optional field, a positive value is required.
The tolerance amounts and percentages represent the range of dollar values and percentages that may be unitised
onto the BPU automatically, without generating an error on the MSR93B - Post Date in Service Error Report
Excess Total Cost Tolerance %
The percentage for total cost tolerance to be applied when determining whether or not a BPU can be capitalised
without manual approval.
If the total actual costs for a BPU exceed the total estimated costs plus this tolerance, the BPU must be manually
authorised.
Excess Total Cost Tolerance Value
A value for total cost tolerance to be applied when determining whether or not a BPU can be capitalised without
manual approval.
If the total actual costs for a BPU exceed the total estimated costs plus this tolerance, the BPU must be manually
authorised. If an entry is made in this optional field, a positive value is required.
Generate BPU after No of Days
The number of days deferred between Ellipse EAM generating a request for the MSB93A - Generate BPU batch
job and when the request is actually run.
Auto Untse Cost Tol Val
(Automatic Unitisation Cost Tolerance Value)
Enter a value for the automatic unitisation cost tolerance to be applied when determining whether or not to
automatically unitise excess costs that are attributed to the BPU.
This field is only displayed if the Job Estimates module is installed.
CPR Location Category
Enter a valid Continuous Property Record (CPR) location category. This must be the CPR category used for a
BPU or if the Business Category does not allow CPR locations.
CPR Location
Enter a valid CPR location to default to the BPU. The default CPR location may be overridden at the individual
BPU level.
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If a CPR Location is entered, then a CPR Location Category must also be entered.
Default Expense Element
Enter an expense element that is valid for the district. This is used by the Unitisation process, when costs are
being unitised that are attributed to work order or project that is related to a job estimate. In this case the Default
Expense Element is used in conjunction with the Cost Centre from the work order or project to form the credit
side of the entry. The debit side is to the CWIP account code or the RWIP account code quoted on the related
estimate item. This Default Expense Element is not used if the work order or project is not related to a job
estimate.
This field displays only if the Job Estimates module is installed.
Property Acct. Printer
Enter a valid printer ID. An additional copy of the Date in Service Error/Warning reports will be directed to this
printer.
Manual BPU Allowed
Select A to create BPUs automatically on estimates. Manual BPUs cannot be created.
Select Y to create BPUs manually, this option allows BPUs to be created both manual and automatically.
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MSM010A - Maintain Table File Entries

Use this screen to maintain table types and the codes within table types.
Option
Create Table File Entries Add a new table code to a table type.
Modify Table File Entries Change table code details or associated values.
Delete Table File Entries Delete table codes from a table type.
Table Type
Enter the table type in which you want to maintain codes.
Table Code
This field is optional. Enter a table file code to locate the code in the table. If creating a table file entry, enter the
code for the new entry. To start from the first code, leave this field blank.
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MSM010B - Create / Update / Delete Table File

Details
This is a multiple mode screen. Use it to create, update or delete the description and associated values of table
file entries.
Table Type
Enter the table type to maintain.
Description
The description of the table type. If you are creating a new table code, enter the description associated with your
new code.
Enter Table Code to Restart Display
This field allows you to identify a start point for displaying table codes within a table.
Table Code
When creating codes, this field is for entering the table code. This field is not available when updating or
deleting codes.
Description
Enter (or update) the description associated with the table code. This field is not available when deleting codes.
Associated Values
This field only displays if associated values exist for the table type. In some cases, entering associated values for
all codes in a table is mandatory. For the majority of tables, there is no requirement for associated values. If you
need assistance with the associated values that can be entered, use the action code Q to display the questions.
Enter the required codes in the order and position relevant to the particular table code.
Active
Select Y or N to indicate if the table code in active or inactive.
For example, this field can be set to N if there is a table code you no longer use. Once set to N, the table code no
longer displays in the table drop-down lists.
Action
This field displays only if associated values exist for the table type, or if text can be associated with codes in a
table. This field also displays if you are deleting table codes.
installed:
Delete Table Code Delete Table Code.
Questions Displays the questions to which the associated values are answers.
Maintain Extended Text Maintain extended text.
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MSM010C - Maintain Associated Values

Use this screen to load the associated values for a particular table code by answering a series of
questions. Remember that the questions are different for each table that has associated values.
Table Type
Enter a table file type to restart the review for a new type.
Table Code
Enter a table file code to reposition the display at the required starting point within the table you are updating.
Table Code Description
This field displays the table code description.
Question
The list of questions that control the behaviour of Ellipse EAM.
C Chaining
P Program
Pos
(Position)
These values indicate the position at which the response to each question is located in the associated values.
Reply
Enter a suitable response to the corresponding question.
The valid maximum length of the associated values entry is indicated by underlining.
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MSM014A - Maintain Supply Customer Menu

Use this screen to create, modify, delete, close, suspend, or re-open supply customers.
Option
Create Supply Use this option to create a new supply customer account.
Customer
Modify Supply Use this option to modify an existing supply customer account.
Customer
Delete Supply Use this option to delete an existing supply customer account.
Customer
Note: Only supply customer accounts with a Closed status are deleted.
Suspend Supply Use this option to suspend an existing supply customer account.
Customer
Note: Only supply customer accounts with an Open status are suspended.
Close Supply Use this option to close an existing supply customer account.
Customer
Note: Only supply customer accounts with no outstanding transactions,
stock holdings, child accounts, or associated entitlement IDs are closed.
Re-Open Supply Use this option to re-open an existing supply customer account.
Customer
Note: Only supply customer accounts with a Closed or Suspended status
are re-opened.
Supply Customer
Enter a new supply customer identifier for the Create Supply Customer option or enter an existing supply
customer identifier for all other options.
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MSM025A - Maintain System Menus

Use this screen to maintain the Ellipse EAM system menus.
Option
Create a Menu Create a new menu. An existing menu can be used as a template.
Modify a Menu Modify an existing menu.
Delete a Menu Delete a menu that is no longer required.
Menu Name
Enter the name of a menu to create, modify or delete. Menu names should not be numeric.
Menus should be given names starting with, or including, an alphabetic character, as Ellipse EAM looks for the
menu option if a numeric string is entered.
Ellipse EAM has some protected name formats and therefore will not accept menu names with the following
formats:
 xxOxxx - the third letter of the menu name in a 6 character name cannot be O. Ellipse EAM uses this
naming convention to identify online programs.
 xxMxxxx - the third letter of the menu name in a 7 character name cannot be M. Ellipse EAM uses this
naming convention to identify screen maps.
District Code
The menus within Ellipse EAM can be district-linked. Ellipse EAM allows different districts to have individual
menus with the same name, in addition to having the same name as a menu with no district linkage. For
example, the Global menu (GM) can be created with no district linkage, and a menu with the same name (GM)
can be created, completely different in content and security aspects, in each district.
We recommend that, unless it is absolutely necessary for your business processes, you avoid the creation of
district-specific menus. Simply leave this field blank when creating menus, and your menus will be 'global'.
Existing Menu
Use this option to simplify the creation of a menu that will be similar in content to an existing menu. This field is
only valid when creating menus.
In District
Use this field if you have completed the Existing Menu field. Enter the district code that the existing menu can
be found in. This applies to multiple-district operations only.
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MSM025B - System Menu

Use this screen to create and maintain menu options and related information.
Menus display differently according to the number of options viewable by the user. Menus may also contain:
 Options for other menus
 Options for MSO programs
 Options for batch or report processes
 Other options for MSE programs
It is useful to be aware of this when creating or modifying menus.
Menus are restricted to a maximum of 30 menu options, each of which can be a program or another menu.
Note: Avoid creating multiple menus that are similar in content, as these tend to increase the maintenance task.
Menu Name
The name of the menu.
Parameter Type
Select the parameter type. Options are:
E The employee is validated and used for employee/position based screens.
P The position is validated and used for employee/position based screens.
The reason this parameter is required is because some Ellipse EAM programs for example, Human Resource
programs, require the user's employee or position number to be known before the program can be accessed.
For this reason, menus are configured with a parameter type of E or P. If the program demands the employee or
position number, Y is inserted against the program description. The value entered continues to be used for
employee/position-based screens until it is changed.
District
The district linked to the menu.
Heading
The heading text that displays when this menu is displayed.
Line
The line number.
Description
Enter up to 50 characters of free-form text describing the menu option.
Program
Enter the program to be executed when the menu option is selected.
Notes:
• Both this and the Menu Name field can be left blank. This effectively creates a comment line on the menu.
When the menu is built, this entry is not given an option number.
• If this field and the menu name are completed, and the security field contains Y, Ellipse EAM checks the users
profile against the profile of this program to determine if the user should see this option.
• To set up an MSE100YYYYYY application, for example MSE100Create place the first 6 characters in this
field (MSE100) and the rest (Create) in the adjacent Data Passed field.
• Reports and batch programs are established as menu options by entering MSO080 in the Program field and
the report identifier in the Data Passed field.
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Menu Name
Enter the name of a menu to be displayed if this menu option is selected. In this case, the previous field
(Program) is only used for security clearance validation.
Both this and the Program field can be left blank, to create a comment line on the menu.
Data Passed
Enter any data to be made available to the specified program.
Notes:
• Reports are established as menu options by entering MSO080 in the Program field and the report identifier in
the Data Passed field. If the report has multiple requests, such as MSB070, the Data Passed field should
contain the report name, followed by two spaces and the request number (for example, MSB070A 01). Security
is checked against the program MSO080 not the report number.
• To set up, for example an MSE100YYYYYY application, place the characters from the seventh position
onwards in this field. For example, the MSE100 Create application Create would be placed in this field.
Security
Select an option to set security for the menu item:
N Menu options with this security value do not display. This may be used for example, during
development or while rebuilding menus.
Y The menu item only displays to users with adequate security access.
The security process works by comparing the users profile to the profile of the program identified in
the Program field, prior to displaying the menu. This involves some system overhead in performing
the security check prior to displaying the menu. If the user has no access to the program, the option
does not display on the menu.
Blank Leaving the security option blank results in the menu item always displaying to all users. No security
check are made
Note: This may result in users seeing menu options to which they have no access.
Param Mandatory
(Parameter Mandatory)
Note: You can only complete this field if you completed Parameter Type.
Enter Y to make the parameter value mandatory when choosing a menu option from the Main Menu screen.
Actions
installed:
Delete a Delete a new line.

New Line
Insert a Inserts a new blank line below the current line.

New Line
Repeat a Repeats the current line by creating a new line with the same data below the current line.
Line
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MSM07AA - Transfer Menu

Use this screen to review or action a transfer selection list generated by a batch process. Purchase orders,
requisitions and stock holdings from a district, warehouse or supply customer account required to be suspended
or closed are selected.
Where a supply customer account is closed the order cannot be transferred.
A range of items are reviewed from the selection list and the destination district, warehouse or supply customer
account for each item entered or modified. Optional filters are entered to restrict the list of transfer candidates
displayed.
Depending on the transaction type selected different screens display:
 C - Customer Transfers (MSM07EA)
 O - Purchase Orders (MSM07BA)
 R - Requisitions (MSM07CA)
 S - Stock Holdings (MSM07DA)
 T - Supply Customers (MSM07FA)
Batch program (MSB07G) is initiated from this screen allowing for the deletion of transfer selection lists.
This batch program is used in conjunction with the Suspend Function for entities with a suspended status.
Level 1 security access to the Suspend Function allows a user to review the transfer lists.
Level >2 security access against the Suspend Function allows the user to maintain and action the transfer lists.
Option
Maintain List Items Use this option to maintain the list transfer items. If this option is selected the
transfer list must be an active list.
Delete List Use this option ot delete a transfer list. If this option is selected the user must be
authorised to delete or process transfer selection lists.
Process Transfers Use this option to process the transfer lists. If this option is selected the user must be
authorised to process transfer selection lists.
Run Number
Enter the transfer run number.
This field is mandatory. The entry must exist on the transfer list header file.
Transaction Type
Enter a transaction type. This is required for Option 1 - Maintain List Items only and is mandatory.
One of the following is entered:
C Customer Transfers
O Purchase Orders
R Requisitions
S Stock Holdings
T Supply Customer
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Show Failed
Enter Y to display items of the selected transaction type that have had errors detected during the batch transfer
processing run display.
Valid values are:
 Y – only failures from the transfer runs are shown
 N – transfer run failures are not shown
 Blank – all items are display
This field is optional. This field is only valid for Option - Maintain Transfer List and when selecting
transaction types O, R, S or C.
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Configuration
MSM070A - Define Reference Code Parameters

Use this screen to define the parameters and edit rules for an entity's reference codes.
This screen can also be used to edit existing parameters.
Note: You can enter an entity in the Entity Type field and a ? in the Reference No. field to display the
MSM074A - Review Reference Codes screen. This allows you to view all reference codes for an entity, and
select the code you wish to maintain.
Standard text can also be recorded against any Reference Code recorded for an entity.
The Delete function only applies if data has not been recorded against the Reference Code. The "Confirm
Deletion?" message displays during the deletion procedure.
Entity Type
Enter the Reference Code entity (Ellipse EAM or customer-defined) against which a Reference Code is to be
recorded. Entry is validated against the Table File RCEN - Reference Codes.
Maintenance of entities is subject to security.
Reference No.
Enter the Reference Code Number to be created or maintained. Enter ? to display the MSM074A - Review
Reference Codes screen and select a Reference Code Number.
Short Name
Enter the short name for the Reference Code. Entry must be unique for the entity. The entry of a partial short
name such as one ending with * or ? displays the MSM074A - Review Reference Codes screen.
LITERAL
Screen Literal
Enter a description of the Reference Code, for example '2 Way Radio Serial Number'. This description will
appear on applicable Maintenance/Review windows.
Repeat Count
Enter the number of times this Reference Code is displayed for this entity. Entry must be numeric and greater
than zero.
Normally, a reference code will have a repeat count of 1. A higher repeat count would be used where multiple
entries for the same code can be recorded against the entity.
ENTITY/EDIT DETAILS
Length
Enter the field size of the Reference Code. This value has a maximum of 40 characters.
Field Type
Enter the field type, for example, alpha, numeric, date, of the Reference Code. Entry is validated against the
Table File FT - Field Type.
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Configuration
Specifying a Field Type for the reference code will cause data to be validated when a reference code is entered.
For example, if you are expecting a currency figure to be entered into this reference code, you would set the
Field Type to numeric. If you were expecting a yes or no response, you would set the Field Type to
alphanumeric.
Special Edit Type
Enter the editing rules, for example, work order or employee, to be applied to this reference code. Entry is
validated against the Table File SE - Special Edit.
Specifying a Special Edit Type for the reference code will cause data to be validated when a reference code is
entered. For example, if you are expecting a currency figure to be entered into this reference code, you would
set the Special Edit Type to DEC2. If you were expecting a yes or no response, you would set the Field Type to
YN.
Display Desc.
(Display Description)
Specify whether or not the description of the data for the reference code will be shown on review and update
windows and reports, for example, display stock only or stock code and description.
Enter one of the following:
Y The description of the data for the reference code will be shown on review and update windows and
reports.
N The description of the data for the reference code will not be shown on review and update windows and
reports.
Range Test: Low, High

This field is optional. Use this field when the entry in the Field Type field is numeric.
Enter the range for numeric reference codes, inclusive. Specifying a Range Test for the reference code will
cause data to be validated when a reference code is entered. For example, if you are expecting a currency figure
of less than 1000 to be entered into this reference code, you would set the Range Test: Low to 0 and the Range
Test: High to 1000.
Table Test, Error, Table Type
Specify whether or not the reference code is to be validated against a specific Table File (Ellipse EAM or client-
defined). The default is N. If a Table Test is required, then the Table Type must be entered along with the
appropriate error number indicating the message to display, should validation fail.
Y The reference code will be validated against a specific Table File (Ellipse EAM or client-defined).
N The reference code will not be validated against a specific Table File (Ellipse EAM or client-defined).
Alternate Access
Y The reference code will have alternate access.
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Configuration
N The reference code will not have alternate access.
This field determines whether you are able to use this item to search the database entities for a match.
For example, searching the employee database for an employee that has the corresponding National ID as
recorded in the reference code item. This search displays as 9 reference codes on the message bar or action drop-
down or as an option on the Reference Code tab of a application search screen.
Note: This applies to Mincom type reference codes assigned to programs and applications.
Specify whether or not alternate access capability is required for the reference code. The default is N.
Allow Standard Text
This field is optional. The default is N.
Specify whether or not standard text can be recorded against the reference code.
Y Specify whether or not standard text can be recorded against the reference code.
N Specify whether or not standard text can be recorded against the reference code.
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Configuration
MSM071A - Reference Codes Maintenance Menu

This screen is the menu screen for maintaining reference codes.
The Entity Value and Copy Entity Value fields will not be unlocked when this screen first appears. It is
necessary to enter an option and entity type and Click OK before they will be available for input.
Option
Create Reference Codes For User Create reference code data for a Client-defined entity value, including
Defined Entity copying Reference Code data from an existing entity value.
Modify Reference Codes For User Modify Reference Code data.

Defined Entity
Delete Reference Codes For User Delete all Reference Code data for an entity.
Defined Entity
ENTITY VALUE
Entity Type
Enter the Reference Code entity (Ellipse EAM or customer-defined) against which a Reference Code is to be
recorded. Entry is validated against the Table File RCEN - Reference Codes.
Maintenance of entities is subject to security.
Entity Value
This field will unlock once an option and entity type have been entered and Ok clicked.
Enter the value of the entity to be maintained. For the Create option, this value must not already exist for the
entity. For the Modify and Delete options, this value must exist for the entity. Enter ? to send control to the
MSM076A - Review Entries screen.
COPY VALUE
Copy Entity Value
This field will unlock once an option and entity type have been entered and Ok clicked.
Enter the value of the entity from which Reference Code data will be copied to the new Entity value.
Entry only applies for the Create option. Enter ? to send control to the MSM076A - Review Entries screen.
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Configuration
MSM071B - Reference Codes For (Entity Name)

Use this screen to maintain reference code data for both Mincom-defined and client-defined entities.
If you selected the Delete User-defined Entity option, the screen displays with all fields protected and the
dialog box - Confirm Delete.
The entity key, which consists of up to six parts, displays in the top half of the screen. This key is comprised of a
key literal, a key value, and a value description (if applicable) for each part of the key. For client-defined entities
the key literal is ascertained from the Table File RCEL - Reference Code Literal.
This screen can be restarted at a nominated reference code or by specifying a short name.
The scrolling part of the screen displays the reference code numbers and appropriate screen literals for the entity
being maintained. You can enter data to be held against the applicable reference code.
Entity Description
This field is optional. It is only available if the reference code was defined, using the MSM070A - Define
Reference Code Parameters screen, as having descriptions.
Enter the header description for the client-defined entity.
An entity key can contain up to six parts. Because of this, up to six entity description fields are available in the
top half of the screen next to the key literal and key value. Describe the value assigned to that part of the key in
each of the description fields.
Restart Reference No.
Enter the reference code number to restart display. Enter a question mark (?) to send control to the MSM074A -
Review Reference Code Parameters screen. If you change the Restart Reference No before you click Save,
changes to the reference codes are ignored.
or Short Name
Enter the short name of the reference code to restart the display.
This field must not be completed if you have completed the Restart Reference No. field. The short name can be
a partial name (ending with an asterisk (*)), which sends control to the MSM074A - Review Reference Code
Parameters screen. If you change the Short Name before you click Save, changes to the reference codes are
ignored.
Enter the value of the reference code. Entry is validated as per the entry and edit rules specified for the reference
code based on field type, special edit, table test, and numerical validation.
Reference No.
The unique numerical identifier for the reference code.
Reference Text
Enter the text to be displayed as the description of what is required by the user's reference code value field.
Value
This field is an optional default value.
Ext Txt
(Extended Text)
This field indicates if there is any extended text that is associated with the reference code.
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Configuration
Action
installed:
Review a Reference Code This is only available if the special edit is associated with a
Mincom-defined entity, as defined on the SE - Special Edit
and the RCEN - Reference Code Entity table file.
Review the Extended Text This is only available if the Reference Code was defined,
through the MSM070A - Define Reference Code Parameters
screen, as having standard text.
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Configuration
MSM072A - Reference Codes Review Menu

This screen is used to:
 Review data held against Reference Codes for a Client-defined entity
 List client entries for an entity
 Search for Client-defined entities by Reference Codes defined as alternate accesses
Option
Review a Nominated Review Reference Code data held against a Client-defined entity for an entry.
Entry for an Entity
Review All Entries for Review all entries belonging to a Client-defined entity.
an Entity
Search Entity by Search for Client-defined entities by Reference Codes that are defined as alternate
Reference Code accesses.
Entity Type
Enter the entity for which Reference Code data will be maintained. Entry is validated against the Table
File BPET - Business Process Entity Type. Only client-defined entities can be reviewed.
The entity must be active and is subject to security.
ENTITY VALUE
Entity Value
If you selected Option - Review a nominated entry for an entity, enter the value of the entity to be maintained.
The entity value must exist for the entity type.
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Configuration
MSM072B - Review Reference Codes For (Entity

Name)
Use this screen to review data held in reference codes for an entity (either Mincom-defined or Client-defined).
Only reference codes with data recorded against them will display. The entity name displays in the header line.
The entity key (consisting of up to six parts) displays in the top half of the screen. This detail comprises the key
literals, the key values and the value descriptions (if applicable) based on Table File RCEN - Reference
Code and Table File RCEL - Reference Code Literals for Client-defined entities.
The screen can be restarted at a nominated reference code or by specifying a short name.
The scrolling part of the screen displays the reference code numbers, the appropriate screen literals and the
reference code data for the particular entity being reviewed.
Restart Reference No
Enter the reference code number to restart the display at that reference code.
or Short Name
Enter the short name for a reference code number to restart the display at that reference code.
Partial short names can be entered (ending with an *). The MSM074A - Review Reference Code Parameters
screen displays.
Ref No
The reference number associated with the supply customer.
Reference Code
The user-defined reference code associated with the reference number.
The numeric value associated with the reference number and reference code.
Txt
(Text)
This is a protected field and an entry of Y indicates standard text has been loaded against the Reference Code
entry.
Act
(Action Code)
installed:
Review a Review a Reference Code. The review action is available only where the special
Reference Code edit function is associated to a Mincom-defined entity as defined on the SE -
Special Edit and RCEN - Reference Code Table Files.
Review the Review the Extended Text for a reference code. The text action is available only
Extended Text where standard text already exists for the reference code.
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Configuration
MSM073A - Search Parameters for (Entity Type)

Use this screen to specify the search criteria for a reference code search.
The screen title heading displays according to where you access the screen. For example, if this screen is called
from the Catalogue Review Menu screen, the heading displayed is Search Parameters For Catalogues.
Only reference codes defined as alternate accesses display. Repeating items are only listed once.
The screen can be restarted at a nominated reference code or by specifying a short name. If you enter a partial
short name (ending with an *), the MSM074A - Review Reference Code Parameters screen displays. Select an
appropriate reference code for subsequent return to this screen.
This screen displays the reference code numbers and appropriate screen literals for the particular entity being
searched. You can enter data to search for an applicable reference code.

(Restart Reference Code Number)
or Short Name
Enter the short name of the reference code to restart the display. You cannot complete this field if you complete
the Restart Reference No field.
The short name can be partial (ending with *).
No.
(Reference Code Numbers)
This field displays the reference code numbers returned by the search.
Field Name
This field displays the reference code name attached to the reference code number.
Search Value
Enter the search value of the reference code. Entry is validated as per the entry/ edit rules specified for the
reference code based on field type, special edit, table test and numeric validation. The search value must also be
on the reference code details file (MSF071).
Only one reference code value can be entered.
For example, if the field name is Single District Use Only and the search value is Y or N, entering Y causes
Ellipse EAM to search for all entity values whose Single District Use Only reference code is set to Y.
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Configuration
MSM073B - Reference Code Search For (Entity

Name)
This screen displays all matching entity values found for a reference code search parameter.
The title that displays for this screen depends on the search parameters that you entered. For example, if
searching for Work Groups, the title for this screen would be Reference Code Search for Work Groups.
For Mincom-defined entities, this is according to the associated values on the Table File RCEN - Reference
Code Entity.
The number and screen literal of the Selected Search reference code display. A new search value can be entered
to restart the search.
A heading of key values is displayed. For Mincom-defined entities, this entry is according to the associated
values on the Table File RCEL - Reference Code Literal.
The screen displays key values and descriptions on the screen for all entity values matching the search value
previously selected.
Ref No.
The number associated with the search parameters selected in MSM073A.
Ref Code
(Reference Code)
Enter the search value of the reference code. This must be a valid value on the Reference Code Details file
(MSF071).
Dist Seg Cost Centre
(District Segment Cost Centre)
A list of the supply customers associated with the selected reference number.
Description
The description for the supply customer.
Actions
installed:
Review The review action for client-defined entities displays to the MSM072B - Review
Reference Codes screen. For Mincom-defined entities, the review action displays the
appropriate Ellipse EAM review screen.
Select To select this item for subsequent return to the calling screen.
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Configuration
MSM074A - Review Reference Code Parameters

This screen displays Reference Codes for an entity. You can select one of these Reference Codes to return it to
the calling screen.
This screen can be restarted by entering a Restart Reference Number, a full or partial short name or a new entity
type.
The display is either in numerical Reference Code Order or alphabetical short name order.
If this screen is accessed from MSM073A - search Parameters for (Reference Heading), only Reference Codes
defined as alternate access are displayed.
If this screen was accessed from MSM070A - Define Reference Code Parameters, the Entity Type can be
entered. Otherwise, it is protected.
Entity Type
Enter the Reference Code entity (Ellipse EAM or client-defined) for which Reference Codes are to be
displayed. Entry is validated against the Table File RCEN - Reference Codes. The entity must be active and
review is subject to security.
(Restart Reference Code Number)
The list is re-displayed in alphabetical order starting at the number entered in this field.
or Short Name
Enter the short name of the Reference Code to restart display. You cannot complete this field if you enter the
Restart Reference No. The short name can be partial (ending with *). The screen list is re-displayed in
alphabetical order.
Ref No.
(Reference Number)
This field displays the created Reference Code Number.
Short Name
This field displays the short name for the Reference Code.
Screen Literal
This is the description of the Reference Code that will appear on applicable Maintenance/Review screens.
Rpt
(Repeat)
The number of times this Reference Code is displayed for this entity will be displayed. Entry must be numeric
and greater than zero.
Normally, a reference code will have a repeat count of 1. A higher repeat count would be used where multiple
entries for the same code can be recorded against the entity.
Len
(Length)
This field displays the field size of the Reference Code. This value has a maximum of 40 characters.
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Configuration
Field Type
This field displays the field type, for example, alpha, numeric, date, of the Reference Code. Entry is validated
against the Table File FT - Field Type.
Specifying a Field Type for the reference code will cause data to be validated when a reference code is entered.
For example, if you are expecting a currency figure to be entered into this reference code, you would set the
Field Type to numeric. If you were expecting a yes or no response, you would set the Field Type to
alphanumeric.
Edit Type
This field displays the editing rules, for example, work order or employee, to be applied to this reference code.
Entry is validated against the Table File SE - Special Edit.
Specifying a Special Edit Type for the reference code will cause data to be validated when a reference code is
entered. For example, if you are expecting a currency figure to be entered into this reference code, you would
set the Special Edit Type to DEC2. If you were expecting a yes or no response, you would set the Field Type to
YN.
Tble Type
(Table Type)
This field displays whether or not the reference code is to be validated against a specific Table File (Ellipse
EAM or client-defined). The default is N. If a Table Test is required, then the Table Type must be entered
along with the appropriate error number indicating the message to display, should validation fail.
Y The reference code will be validated against a specific Table File (Ellipse EAM or client-defined).
N The reference code will not be validated against a specific Table File (Ellipse EAM or client-defined).
Alt
(Alternate)
This field indicates the alternate access facility enabling customers to access the entity by other than the normal
paths. For example, defining a reference code called insurer against the equipment entity and setting the
alternate access flag for that reference code to Y would enable you to search for all equipment with a particular
insurer, as well as to see what insurer was listed for a particular piece of equipment. Setting the Alternate Access
flag to N would only allow the latter search to take place.
Specify whether or not alternate access capability is required for the reference code. The default is N.
Y The reference code will have alternate access.
N The reference code will not have alternate access.
Std
(Standard)
This field indicates whether or not standard text can be recorded against the reference code.
Y Specify whether or not standard text can be recorded against the reference code.
N Specify whether or not standard text can be recorded against the reference code.
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Action
installed:
Select an Item Select an item
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Configuration
MSM076A - Review Entries for Entity Name

This screen displays entries (entity values) for an entity. You can select an entity value to return to the calling
screen.
Restart At
This field is optional. Enter an entity key to restart the display at that entity key. Table File RCEN (Reference
Code Entity) specifies the number of keys that can be entered (a maximum of six).
Entity
This field displays the entity code.
Description
This field displays the description of the adjacent reference code.
Actions
(Action)
installed:
Review Review details of the adjacent reference code.
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Configuration
MSM096B - Maintain Text

This screen is used to maintain textual information relating to various areas of Ellipse EAM.
The following are examples of text:
 Purchase order narratives
 Text for budget assumptions
 Text for 1099 adjustments (US only)
 Text for invoice modifications
 Text for Award/Terms of Employment code maintenance
 Text for employee payroll details
 Text for employee higher duties records
 Text for position vacancies and vacancy status records
 Text for applicant details and vacancy applications
 Text for employee training plans (ETPs) and ETP items
 Text for training course attendees
 Text for resource types and resource groups
Buttons
The following buttons are used on this screen:
Submit Submits the screen and saves any changes which have been made.
Reset Clears all current changes and returns to the first screen in the sequence.
Edit Mode / Toggles between entry mode and edit mode.

Entry Mode
• In edit mode, edit the text by using the edit codes.
• In entry mode, the Edit Code field is protected and only text entry is permitted.
Exit Exits from this screen without saving the changes.
Note: Depending on the module with which you are working, you will see a different combinations of the
following fields.
Text Code
The code for the type of general text being created. The second field displays a description of the code.
Text Name
The name of the text for referencing.
Commentary Type
The commentary type code.
Type
The Forward Purchasing Agreements (FPA) group type if working with forward purchasing agreements.
FPA Group
(Forward Purchasing Agreement Group)
The forward purchasing agreement group code.
Narrative Type
The narrative indicator and type entered in the MSM228A - Maintain Purchase Order Narrative screen.
Purchase Order
The purchase order number that was entered in the MSM228A - Maintain Purchase Order Narrative screen.
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Configuration
Supplier/Offer
This field displays the supplier code if you are working with supplier information and if a supplier has submitted
more than one quote to the same FPA.
District Code
The district in which the stock will be warehoused.
Stock Code
The stock code that will be added to the district.
Standard Clause
This field defaults from the Maintain Standard Clause Text screen showing the standard clause code and
description.
Clause Version
The version number of the standard clause entered.
Job Id
The job ID. The job description displays to the right.
Supplier Code
The supplier code and name.
Invoice Number
This field displays the invoice number.
If an invoice number is entered from the previous screen the literal Invoice displays. When creating an invoice
and the invoice number is left blank on the previous screen it does not display and Ellipse EAM automatically
assigns the next available invoice number.
Position Id
This field displays the position ID when entering a position context or objectives. The position description
displays to the right of the position ID.
STANDARD TEXT
Text Heading
Enter an explanation for the more detailed text specified below. This field displays for selected text types.
Edit-Code
An edit code to manipulate text in the adjacent Text line.
Line
The line number for the adjacent Text line.
Text
Enter free-form text. You can enter an unlimited number of lines of text; however, a maximum of 60 characters
per line is allowed.
Some programs use extended text for a specific purpose. These programs are:
 Budget Assumptions
This text field is used to describe in detail the assumptions used to prepare your budget. Assumptions can
include calculations, variables which may impact on the budget and any other information which has been
assumed in the preparation of your budget.
 1099 Adjustments
This text field is used to record relevant comments associated with the 1099 adjustment transaction.
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Configuration
 Modifying Invoices
This text field is used to record both internal and external communications.
MSM096B - Edit Codes
There are a number of text editing codes that can be used in the MSM096B - Maintain Text screen. The codes
are:
In
Insert lines before the current line.
 n = number of lines
For example, I1 will insert one line, I2 will insert two lines and so on.
Dn
Delete text and the line from the current line.
 n = number of lines
DEL
Delete text and lines from the current line completely to the end of all of the text.
EXIT
Save the text and exit.
/
Move this line to the top of the screen.
/+
Go to the next screen.
/-
Go to the previous screen.
/nnn
Move to a certain screen number.
 n = page number
For example, 1 = page 1, 999 = page 999.
n
Go to a specific line number.
 n = line number
COPY
Copies a general text into the current text at the line where the command appears. The general text name is
entered in the text block starting from the left of the line.
?
Access Online Help. The commands HELP and H will do the same.
KILL
Delete the entire text.
Ln
Left justify the text on the current line.
 n = number of spaces
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Rn
Right justify the text on the current line.
 n = number of spaces
M
Centre text on the current line.
P
Remove multiple spaces within the current line. All spaces are reduced to one space.
QUIT
Exit without saving the changes.
S
Remove multiple spaces within the current line and leave no spaces.
TOP
Start display of text at the top of the file, T will also do the same.
Xn
Duplicate lines.
 n = number of lines to be duplicated
Xn*m
Duplicate n lines m times (X2 x 3 will duplicate the next two lines three times resulting in a total of four
occurrences of the next two lines).
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Configuration
MSM097A - Review Standard Text

This screen is used to display textual information relating to various areas of Ellipse EAM. For example:
 Commentary attached to stock codes or suppliers
 Narrative attached to purchase orders
 Text for employee payroll details
 Text for employee higher duties records
 Text for recruitment records such as position vacancy details, vacancy status, non- employee applicant
details, and applicant activity status
 Text for training records such as training programs, courses, sessions, and training history
 Text for resource types
The fields that display depend on how the screen is accessed. For example, if the text commentary is inventory
instructions for a stock item, the stock code for that item displays.
Text Code
The two-character code that specifies the type of text.
Commentary Type
This field displays if a commentary type is required.
STANDARD TEXT
Text Heading
The text heading.
Left Column Pos.
(Left Column Position)
Enter the column number to view line text.
Line
The line number of the commentary.
Text
The text itself.
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Configuration
MSM210B - Stock Code/Supplier Information

This screen is used to maintain the purchasing information for a stock item when purchased from a particular
supplier. This screen allows initial entry or subsequent modification of fields, including the pricing and related
information required to order an item from a supplier.
Stock Code
The stock code of the warehouse transfer items.
Supplier
The supplier code and supplier description.
Price Code
The price code for the item. This field is populated from the PC - Price Code Table File.
Tabs
 Purchase Terms
 Part No/Mnemonic
 Payment
 Last Order Details
 Warranty/Expected Life
Purchase Terms tab
UOP
(Unit Of Purchase)
Enter the normal unit of measure when the supplier receives orders and issues invoices for a particular stock
item. The unit of measure must be valid on the Table File UM - Unit of Measure.
UOI
(Unit Of Issue)
The normal unit of issue when the supplier receives orders and issues invoices for a particular stock item.
UOP/UOI Conv Factor
(Unit Of Purchase/Unit Of Issue Conversion Factor)
Enter the conversion factor, expressed to three decimal places. When divided into the quantity expressed in
terms of the unit of issue (UOI), this number yields the quantity expressed in units of purchase (UOP).
The formula for conversion is UOP = UOI/Conversion Factor. For example, if bolts are issued individually but
purchased in boxes of 25, the conversion factor is 25.000. Additionally, this value, when multiplied by the price
in terms of UOI, results in the price expressed in terms of UOP. For example, if the bolts cost $0.25 each the
conversion factor of 25 means that the price in UOP is $6.25.
Standard Pack (in UOP)
(Standard Pack in Unit of Purchase)
Enter the quantity (in units of purchase) that is the minimum size contained in an ordinary shipping packet from
the supplier.
Lead Time
S Stated Lead Time - Ellipse EAM uses the lead time, as entered.
A Actual Lead Time - Ellipse EAM uses the last order's actual lead time.
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Ellipse EAM offers the choice of using either the stated lead time or the last actual lead time of the supplier for
this item in determining the due date of an order. It uses the supplier lead time in the re-order algorithm.
Stated Lead Time (days)
Enter the number of days that this supplier states as the lead time. Ellipse EAM automatically retains the actual
lead time for past orders.
Freight Code
Enter the freight code to instruct suppliers in the transportation of the goods from the point of delivery to the
point of final receipt. Freight codes are held on the Table File FR - Freight Codes.
Delivery Location
Enter the delivery location code to instruct the supplier on the point of delivery that they are responsible.
Delivery location codes are held on the Table File DN - Delivery Location Code.
Currency Type
Enter the currency type for this stock code and supplier combination. The default is the currency type of the
supplier.
This field is used in calculating foreign currency conversions in the payment cycle.
Currency types are held on the Table File CU - Currency Type.
FPA/Price Reference
(Forward Purchasing Agreement/ Price Reference)
This field is automatically updated by Ellipse EAM when the stock code, supplier, and price code combination is
used in an Forward Purchasing Agreement.
Price Effective Date
Enter the date on which the current price first became effective.
Price Expiry Date
Enter the date on which the current price will cease to apply.
Current Price (in UOP)
(Current Price in Unit of Purchase)
Enter the current gross price for the item, to four decimal places, for one unit expressed in UOP.
Sales Tax Code/%
(Sales Tax Code/Percentage)
Enter the sales tax code (if any) for this item and the percentage rate of this tax.
Tax codes are held on the Table File TC - Sales Tax Code.
Order Medium
Enter the order medium used for this stock code or supplier. This field displays if the Electronic Data
Interchange (EDI) module is installed.
Values are as follows:
E EDI Order (this field is mandatory for Foreign

Military Sales)
F Fax
M Email
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P Paper (Printed Order)
Order Description Ind

(Order Description Indicator)
Enter the purchase order descriptive information. The values are as follows:
N Name only. Only the item name (a maximum of four lines, each 40 characters, as defined by the
item name code) is printed on the purchase order.
S Short. The item name plus the four lines of standard description are printed.
L Long. The item name, the short description and the extended description are all printed on the
purchase order.
Expedite Code
Enter the code indicating the expediting action to be taken on this item. Expedite codes are held on the Table
GST/IVA/VAT
Enter the tax code for this order, if required. This code is used as a default for this stock code/supplier during
ordering.
Tax Codes are held on the Table File CM - Consumption Tax Code. The literal for this field is defined in the
District Control File.
FMS Requisition
(Foreign Military Sales Requisition)
Enter Y to indicate that this stock code or supplier requires FMS information during ordering. The order medium
must be E (EDI) if Y is entered in this field.
A recommended order is generated, if selected.
This field is only available if the Foreign Military Sales (FMS) module is installed.
Part No/Mnemonic tab
Part Numbers for Orders
Enter up to three manufacturers mnemonics and part numbers assigned to print on the purchase order for this
particular stock code, supplier, and price code combination. The part numbers nominated must be valid within
the supply catalogue. They must not have a preference indicator of 99.
Message
The message bar displays the status of the part number or mnemonic fields.
Payment tab
DISCOUNT/SURCHARGE 1
Discount
The first discount to be applied to the gross price for the item.
Surcharge
The first surcharge to be applied to the gross price for the item.
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Configuration
Settlement %
(Settlement Percentage)
Enter or change the settlement discounts applying to this item. Settlement discount is expressed in a percentage
taken as the discount, if payment is made during this period (to two decimal places).
Settlement Days
Enter the days for Settlement, if a settlement discount is available.
Discount
Enter the discount that applies to the current price to yield an effective net price.
The second discount is applied on the net of the current price, less the first discount.
Surcharge
The second surcharge to be applied to the gross price for the item.
Settlement %
Settlement Days
Enter the days for Settlement, if a second settlement discount is available.
Last Order Details tab
Last Purchase Order No
(Last Purchase Order Number)
This field displays the last purchase order number created for a previous or current supplier.
Last Order Date
This field displays the last date an order was created for a previous or current supplier.
Last Order Lead Time
This field displays the last order lead time for the last order created.
Warranty/Expected Life tab
Warranty Statistic Type
The statistic type of warranty held for this equipment. Entry is validated on the SS - Operating Statistic Type
table file.
Warranty Statistic Value (MSM210B) - Desc
The statistic value when the warranty expires. Entry in this field must be numeric.
Note: This field is mandatory if a value is entered in the Warranty Statistic Type field.
Warranty Start Indicator

Indicates how the warranty start date is calculated. Valid entries are:
 P - Date of PuRchase
 U - Date of Usage
Note: This field is mandatory if a value is entered in either the Warranty Days field or the Warranty Statistic
Type field.
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Configuration
Warranty Days
The duration of the item warranty in days.
Expected Life Type
The type of measurement for the expected life of the item. Entry is validated on the Table File SS - Operating
Statistic Type.
Expected Life Value
The expected life of the item.
Action
installed:
Maintain Indices For Price Maintain Indices For Price Adjustments

Adjustments
Maintain General Commentary Maintain General Commentary
Maintain Purchase Order Clauses Maintain Purchase Order Clauses
Select Part Numbers Select Part Numbers
Maintain Repair Tasks/Sub-Tasks Maintain Repair Tasks/sub-tasks
Maintain FMS Purchasing Maintain Fms Purchasing Information

Information
Maintain Reference Codes Maintain Reference Codes
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Configuration
MSM22CA - Purchase Order

Use this screen to update details for purchase order items. You can modify any of the fields subject to online
modification on the order header or item, or to confirm deletion/cancellation, or suspension/un-suspension.
The Foreign Military Sales module must be installed for the suspend/unsuspend option to be available. An FMS
purchase order is suspended using MSM220A - Purchase order Maintenance screen. After the purchase order is
suspended, the MSM22CA - Purchase order screen allows the confirmation of the suspension.
Suspension of FMS Order

The following functions are permitted on suspended purchase orders:
 Receipt against the purchase order
 Billings against the purchase order
 Processing of incoming status lines quoting the purchase order
Cancellation of FMS Order
FMS orders cannot be cancelled, you can only reduce the purchase order quantity (whole or partial). The
purchase order is suspended from further action until an incoming message is received from the US. If the
cancellation quantity reduces the purchase order to zero, the purchase order is cancelled.
Funds Checking
Funds checking must be turned on for Funds Checking tab information to display. If funds checking applies, an
item cancellation, change in price, discounts, tax percentage for owned stock order items, quantity, currency or
due date results in the funds check status of the purchase order to be reset. The status is set to Unauthorised if
the funds check status is Authorised, Authorised with Warning or Unauthorised.
Order No.
The purchase order number of the order to be maintained.
Order Item
The order item number.
Order Type
The type of purchase order entered.
Stock Code
The stock code and item description.
Value
The value of the purchase order.
Supply Customer / Emp
The supply customer or employee ID for a recommended order, if it was created for a direct delivery item.
Tabs
 Order Detail
 Delivery Invoice
 Expediting/Payment
 Funds Checking
Order Detail tab
Supplier Code
The supplier code number.
Supplier Name
This field displays the supplier name.
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Configuration
Purchase Officer
Enter or change the code of the purchasing officer responsible for this order. Entry is validated against the
employee master file. If you change this code, the name of the officer re-displays for confirmation.
This field is protected to prevent change to the purchasing officer, if the purchase order is unauthorised
according to the position management rules, or if the order has a funds check status of authorised, authorised
with warning or override approved, or if the purchase order has been printed.
If the purchase order is authorised according to the position management rules, you cannot change the
purchasing officer as this would cause the purchase order to become unauthorised.
If the field has been protected due to the order being printed, but the purchasing officer is now terminated, the
field opens for you to enter a new purchasing officer. You cannot enter a purchasing officer that would cause the
order to become unauthorised.
Employee Name
The name of the employee modifying the purchase order.
Purchase Team
The purchasing team that the purchasing officer belongs to.
Team Desc
(Team Description)
The description or name of the team.
Order Date
Enter or change the date for this order. This date displays on the printed order as the operative date and cannot be
after the due date.
If the Foreign Military Sales (FMS) module (3390) is installed and the order is an FMS order, the order date is
changed and validated against the requisition cut-off date held on the case related to the order.
Currency
Enter or change the currency type for this order, if dealing in a foreign currency. This field is protected if the
purchase order has a funds check status of override approved, if any receipts have been processed, if the Position
Management module is installed or commitments posting is on.
Ord Medium
(Order Medium)
Enter the order medium the purchase order is to be produced. This medium matches that specified for the
supplier, if entered.
This field displays if more than one medium (for example. fax, electronic data interchange (EDI) is installed.
Whld Tax Cd
(Withholding Tax Code)
Enter the withholding tax code for this item. This field displays if the supplier is subject to withholding tax.
Entry is validated against the Table File WT - Withholding Tax.
Tax Code/%
(Tax Code or Tax Percentage)
Select the sales tax code or percentage for this purchase order if the control file has sales tax activated. The
percentage must exist on the Table File TP - Sales Tax Code Percentage and be valid for the table code entered.
The issue requisition for this order has been acquitted.
If the purchase order item is for owned stock, has a funds check status of Override Approved or has had
prepayments, this field is protected.
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Configuration
Gross Price (UOP)

Gross Price (Unit Of Purchase)
Enter or change the unit price of the item. This is the price before discounts, surcharges, and sales tax, and is
expressed in the unit of purchase and the currency of the order.
This field is protected for an inter-district transfer order after the issue requisition for this order has been quoted.
The price cannot change if the purchase order has a funds check status of Override Approved.
Quantity Ordered (UOP)
Enter or change the quantity of this item to be ordered. This value cannot be changed to less than the quantity
received. The quantity should be expressed in terms of the units of purchase, with up to two decimal places. You
cannot complete this field for service or field release orders.
If the quantity is adjusted to equal the quantity received the item is completed according to the order type and
price code settings. If all items have been completed the order is also completed. Purchase requisition details are
completed, as necessary.
You can only increase the quantity, if the purchase order is unprinted and not shipped.
If the Foreign Military Sales (FMS) module is installed and this is an FMS order, changes to this field causes the
new total order value to be validated against the limits set by the FMS indent and case information.
For an FMS order, if the quantity is reduced the FMS order is automatically suspended. The reduction in
quantity is not reflected against the order until a confirmation status line from the US is received and
processed. The quantity reduction is reflected immediately and the FMS Order is not suspended, if the order has
been shipped.
You cannot increase the quantity if the Repairable Item Management module is installed, a repair order or stock
code is a tracked item and the Inventory Tracking module is installed. However, if you decrease the quantity, the
program goes to the Maintain Inventory details screen to select the tracking identifiers to be transferred to the
repair manager position for the stock code.
Unit of Issue
Enter or change the unit of issue. This is the unit where this item is held in the company's catalogue and store,
and is issued to users.
This field is protected if any goods have been received or the item is on the catalogue. You can only change the
UOI for non received purchase requisition items. If the item is not on the catalogue (a purchase requisition item),
the UOI must equal the UOP.
This field is protected if the purchase order has a funds check status of In Progress or Override Approved, or
receipts have been processed.
This field is validated against the Table File UM - Unit of Measure.
Unit of Purchase
Enter or change the Unit of Purchase. This is the unit in which this item is ordered from the supplier.
You cannot update this field if any goods have been received. If the item is not on the catalogue (a purchase
requisition item) the UOP must equal the UOI.
This field cannot be altered and is protected if the purchase order has a finds check status of In Progress or
Override Approved, or receipts have been processed.
This field is validated against the Table File UM - Unit of Measure.
Conversion Factor
Enter or change the UOP/UOI (Unit of Purchase/Unit of Issue) conversion factor, expressed to three decimal
places. When you divide the UOI by the conversion factor, the result is the UOP.
The formula for conversion is UOI = UOP/Conversion Factor.
For example, if bolts are issued individually but purchased in boxes of 25, the conversion factor is
25.000. Additionally, this value, when multiplied by the price in terms of UOI, results in the price expressed in
terms of UOP.
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Configuration
For example, if the bolts cost $0.25 each the conversion factor of 25 means that the price in UOP is $6.25.
If the UOI and UOP are the same or the item is not on the catalogue, the conversion factor must be 1. The
quantity in UOI is stored in whole numbers only and any decimal is discarded. .01 is considered an acceptable
tolerance.
This field is protected under any of the following circumstances:
 The purchase order has a funds check status of Override Approved.
 Receipts have been processed for the order.
 The purchase order item is a purchase requisition, service or field release item.
Price Code
Enter a price code if required.
The price code cannot be changed if the first character is F (FPA related price code) or R (repair related price
code). You cannot change the price code of an order item that is complete.
A price code that allows prepayments cannot be selected if receipts exist and no previous prepayments are
recorded against the order.
Auto Transfer Flag
Indicates if an immediate transfer from the supply customer to the repair supply customer should be initiated
once the repair purchase order is printed.
This field is mandatory when the repair request is located at the SCA or employee.
This flag may be modified until the purchase order has a status of Printed.
Control Account Group Code
This field displays the control account group code for the purchase order you are reviewing. The description of
the account group code displays at the right. This Control Account Group Code defines the control accounts
used by Ellipse EAM when generating transactions for this order.
It is defaulted from the Control Account Group Code on the Purchase Order if the invoice is a Goods /
Service / Field Release order invoice. Otherwise the Control Account Group Code will be populated by the
district default if the supplier entered has no default control account group code in the district. You can overwrite
the defaulted Control Account Group Code if required.
Note: Once values have been received, the Control Account Group Code cannot be modified.
This field displays only if the district has multiple control accounts enabled.
Delivery/Invoice tab
DELIVERY INFORMATION
Received on Site
The purchase order quantity received on-site.
Total Received
The total purchase order quantity received.
Due Date
Enter or change the date when the supplier should deliver the goods to the specified point of delivery, either off-
site or on-site. The due date is the order date plus the supplier's lead time and must not be earlier than the order
date.
 If you change this field but not the Due Site field, and the due site date becomes an impossible target, the
due site date is automatically adjusted as the due date plus the number of days related to the prevailing
freight code.
 If internal funds sufficiency checking applies, you cannot alter the due date if the purchase order has a funds
check status of Override Approved.
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Configuration
 If the General Ledger module is installed and the posting of commitment is set to on, the appropriate
accounting periods relating to this date must be set up in the district control information.
Due Site
Enter or change this date. This is the date when the goods arrive in the warehouse. It is calculated from the due
date for delivery at delivery point, plus the number of days in transit (related to the freight code). This date
cannot be earlier than the due date.
Delivery District
The district where the item is to be delivered.
Freight Code
Enter or change the freight code for the purchase order. This indicates the method of transportation for items on
this order from the supplier to the warehouse or the nominated point of delivery.
If you do not change the Due Site field and the resulting due site date cannot be met the due site date is
adjusted. The due site date is based on the due date plus the freight days from the Table File FR - Freight Code.
Delivery Location
Enter or change the delivery location code indicating the instruction to a supplier nominating the point of
delivery.
Entry is validated against the Table File DN - Delivery Location Code.
Quality Inspection Code
Enter or change the code indicating the inspection to be carried out on this item on receipt. The inspection code
is validated against the Table File QI - Quality Inspection Code.
INVOICE INFORMATION
Invoice No.
The invoice number of receipt, if any.
Invoiced (UOP)
(Unit Of Purchase)
The unit of purchase invoiced value.
Approved
The invoice amount approved.
Expediting/Payment tab
EXPEDITING INFORMATION
Expedite Date
Enter the expedite date. This is the date of the next expedite action as determined by the expedite code.
You can change this date to amend the timing of the next expediting event. Expediting is not available for non-
goods orders.
Expedite Code
Enter the nominated expedite code for this order. This code determines the actions that take place and their
timing. These actions are set up or modified on the MSM226A - Maintain Expediting Actions screen.
Expediting is not available for non-goods orders.
Expedite Action
Enter the expedite action code. This is the expedite action that will next occur, for this order item. This action is
automatically determined by the expedite function based on the expedite code and the due date. This field
displays with the expedite count (in the field shown on the screen).
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Configuration
You can override this process by entering a specific expedite action and, optionally, changing the expedite
date. If you do so, the expedite count is not used and the automatic expediting process is disabled.
Expediting is not available for non-goods orders. Expedite action codes are validated against the Table File AX -
Expediting Action Code.
Description
The description of the expediting code selected.
Expedite Count
The number of expeditions carried out.
Expense Repair Cost
If set to Y, the repair cost is to be expensed for both Asset Included (AI) and Inventory Included (II) items. If set
to N, the repair cost for for AI items is to be capitalised and for II items the repair cost is to be added to the
inventory value.
Note: The Expense Repair Cost field only displays for Repair Purchase Orders and then only appears on the
Living of a Repair Order. If the Stock code is Standard cost, the expense cost repair flag defaults to Y and is
protected.
Discount
Enter or change the percentage value to two decimal places that should apply to the price.
Discount 1 applies first to the gross price, then Discount 2.
These fields are protected if the purchase order has a funds check status of Override Approved, the purchase
order is a supplier return, except if the purchase order was created from a purchase requisition, and no receipts
have taken place.
Settlement %
Enter or change the settlement discounts that apply to this item. Each settlement discount is expressed in the days
from the receipt of goods. The discount is valid, and the percentage taken as the discount if payment is made
during this period. Express the discount to two decimal places.
These fields are protected for supplier return purchase orders.
Settlement Days
Enter or change the settlement days that apply to this item. Each settlement discount is expressed in the days
during the settlement days period.
Surcharge
Surcharge 1 applies first to the gross price, then Surcharge 2.
have taken place.
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Configuration
Discount
Discount 1 applies first to the gross price, then Discount 2.
have taken place.
Settlement %
Enter or change the settlement discounts that apply to this item. Each settlement discount is expressed in the days
during this period. Express the discount to two decimal places.
Settlement Days
Enter or change the settlement days that apply to this item. Each settlement discount is expressed in the days
during the settlement days period.
Surcharge
Surcharge 1 applies first to the gross price, then Surcharge 2.
have taken place.
Action
installed:
Updated Related Foreign Only available if the Foreign Military Sales module is installed and the
Military Sales current order is an FMS order.
Information
Maintain Repair Only available if the Repairable Item Management module (3390) is
Tasks/Sub-Tasks installed and the PO is nominated as Repairable.
Review Repair Only available if the Repairable Item Management module (3390) is
Tasks/Sub-Tasks installed and the PO is nominated as Repairable.
Maintain Purchase Order Maintain Purchase Order Codes

Codes
Stock Code Review Stock Code Review
Maintain FAD Details Maintain FAD Details
Maintain Purchase Order Maintain Purchase Order Header Clauses

Header Clauses
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Configuration
Maintain Reference Maintain Reference Codes

Codes
Generated Changed Generates a changed order if this is not automatically generated as set
Order in district controls.
Maintain Cost This is not available when processing a return to supplier purchase
Allocations for Item order or when the item has been fully received.
Review Expedite Details Review Expedite Details
Maintain Purchase Order Maintain Purchase Order Item Narrative

Item Narrative
Maintain Stock Maintains stock code/supplier details for a catalogue item if stock code
Code/Supplier Details supplier details exist.
Maintain Net Present This only applies if the external funds checking feature for purchase
Value Index Code requisitions is used. Funds checking is not applicable for Foreign
Military Sales requisitions.
Maintain Index Price Maintain Index Price Adjustments

Adjustments
Review Document Review Document Info Linked to Purchase Order

Information Linked to
Purchase Order
Maintain Document Maintain Document Info Linked to Purchase Order

Purchase Order
Maintain Purchase Order Maintain Purchase Order Header Narrative

Header Narrative
Maintain Purchase Order Maintain Purchase Order Item Clauses

Item Clauses
Additional Payments This is only available if the Repairable Item Management module
(3390) is installed and the Purchase Order is nominated as Repairable.
Review Funds Check This is only available if the funds checking facility is used.
Status
Decrease Holdings at the Decrease holdings at the Repair Supply Customer Account
Repair SCA
Decrease Holdings at the Decrease holdings at the Repair Originator

Repair Originator
Submit Funds Approval Submit Funds Approval Cancellation or Deletion

Cancellation or Deletion
Submit Funds Approval This is inapplicable for internal funds sufficiency checking.
Closure Request
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Configuration
Submit Funds Approval This is only available for a funds checker with an override authority.
Override
Submit Funds Approval This is only available for a funds checker.

Request
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Configuration
MSM23BA - Purchase Requisition Header

Use this screen to enter header details for a purchase requisition. This screen can also be used to enter default
values for purchase orders.
These values can be altered for each item individually on subsequent screens.
Requisition
This field displays the requisition number when modifying or deleting requisitions.
Requested By
Enter the identification of the requestor of the goods or services. The entered requestor must be either a supply
customer with an Open status or an employee.
This field is validated against the SCA/Employee flag on the system control file with the following values
defaulting:
 S - the supply customer name displays
 E - the employee name displays
 B - either the supply customer or employee name displays
If a supply customer is entered, and requisitioning is restricted to nominated users for the supply customer, and
the user's security level is less than 8, validate the user's ID against Supply Customer Restrict Requisition ID's
file.
If the entered requestor is not a valid supply customer it is validated against the employee master file.
Date Required
Enter the date by when the material is required to be on your site. This should be a realistic date in terms of the
lead time to obtain the goods or services.
If the General Ledger module is installed and the posting of commitments is set to on, the appropriate
accounting period for this date must be set up in the district control information.
Authorised By
Enter the ID of the person who authorised this purchase. This person must have the appropriate capabilities for
this approval. Entry is validated against the employee master file. This field can be left blank so that Ellipse
EAM can generate a value if establishments is being used. If Position Management is not being used thenEllipse
EAM will direct the requisition to be authorised.
Related Whouse Req
(Related Warehouse Requisition)
Ellipse EAM defaults a value into this field if the warehouse and purchase requisitions are created using
MSO140. If the requisition is created from a paper request, it is not necessary to enter a value in this field.
Material Group Code
Enter a code to be used as a grouping mechanism for requisitions. This allows review and reporting of
requisitions. You will be prompted to confirm whether the code has been used for another purchase requisition.
Priority
Enter a value to determine the individual priority of this requisition. Entry is validated against the Table File PI -
Priority Codes.
This field can be made mandatory using the Table File XX- Table File Control Record.
Priority
The individual priority of this requisition. Entry is validated against the Table File PI - Priority Codes.
This field can be made mandatory using the Table File XX- Table File Control Record.
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Configuration
If the Military Module (3135) is installed and a Priority Match Value has been specified for the supply
customer, the priority code will be validated to ensure it is authorised for use by this supply customer.
Suggested Supplier
Enter text to identify the potential supplier (if desired), who could become a supplier.
This text is entered as free-form text and is intended to guide the purchasing officer.
A supplier code or a mnemonic is not required.
Delivery Instructions
Enter details of the place where the goods are to be delivered to the requestor and any special instructions to be
followed in delivery.
Create Purchasing Instructions (Y)
Enter Y to display the MSM096B - Extended Text screen to create or modify purchasing instructions for this
requisition.
Create Costing Allocations (Y)
Enter Y to create or modify the allocation of costs on the MSM232A - Costing Allocation screen. Cost code
breakdowns entered for the requisition header are used as defaults for any subsequent items.
 If Y is selected, the MSM232A - Maintain Costing Allocations screen displays.
 If N is selected, the MSM23EA - Purchase Requisition Item screen displays.
This field is optional to allow for enquiry-only requisitions.
Delete Entire Requisition (Y)
Enter Y to delete the requisition header and all its items, otherwise, only the items display for deletion (this only
applies to multiple-item requisitions).
If deletion of a requisition is requested this question displays, otherwise, the items display for deletion (multiple-
item requisition only).
Tabs
 Defaults
 Questions
Defaults tab
DEFAULTS TO BE USED ON ORDERS FOR THE ITEMS OF THIS REQUISITION
The following fields can be completed to store values that are used on each of the items entered for this
requisition. These defaults are shown on the item detail screen and can be changed later independently of other
items. The information in these fields is required when the requisition items are processed into purchase orders.
These fields are only completed when you are creating a requisition.
Supplier
Enter the default supplier code. This supplier is used for the items of this requisition.
or Mnemonic
Enter a mnemonic code. You can enter a partial mnemonic by entering the first characters followed by an
asterisk (*).
Lead Time
Enter the supplier's expected lead time. This is a measure of the number of days between the placing of the order
and the supplier's delivery to the company; at the offsite receiving point, into store, or to the nominated point of
delivery.
CON
(Consumption)
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Configuration
Enter consumption tax code. Select from the available tax codes on the Table File - CM - Consumption Tax
Code.
Whold Tax
(Withholding Tax)
Enter the withholding tax code for items where the supplier is subject to withholding tax. Entry is validated
against the Table File WT - Withholding Tax.
Entry of Y or N is required, if the country code on the district control settings is AU.
Currency
Enter the currency code for the order price. If this field is left blank the currency of the supplier is used. Entry is
validated against the Table File CU - Currency Type.
If this requisition is nominated as being for Foreign Military Sales (FMS), the currency type entered must
match the FMS currency from the systems control file.
Tax Code/%
(Tax Code/Percentage)
Enter the tax applicable to items being created. Entry is validated against the Table File TC - Sales Tax Code.
Enter the tax percentage to be applied to the items being created. This must be both on the Table File TP - Sales
Tax Code Percentages and valid for the tax code entered.
These fields display if sales tax is activated.
GST/IVA/VAT
ordering.
Tax codes are held on the Table File CM - Consumption Tax Code. The literal for this field is defined in the
district control file.
Freight
Enter the code representing the English description for the means of transporting the goods. Entry is validated
against the Table File FR - Freight Codes.
This field displays the supplier code entered from the supplier record.
Delivery
Enter the location code of the nominated point of delivery that the supplier is responsible. Entry is validated
against the Table File DN - Delivery Location Code.
This field displays the supplier code entered from the supplier record.
Origin Code
Enter the origin code relating to items on this order. Entry is validated against the Table File OR - Origin Code.
This field is only available when the district control file setting for origin/tariff code is on.
Quality Inspection
Enter the code indicating the inspection type to be carried out on the items, at time of receipt. Entry is validated
against the Table File QI - Quality Inspection Code.
Expedite
Enter the default expedite code to be used on items for this order. Entry is validated against the Table File EX -
Expediting Code.
Warehouse
Enter the code of the warehouse where the goods should be delivered. Entry is validated against the Table File
WH - Warehouse Identification.
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Configuration
Medium
Enter the order medium where the purchase order made from this requisition, should be produced. This medium
must match that specified for the supplier. The medium defaults from the Supplier record, however it can be
overwritten.
This field displays if more than one medium module (for example, Fax, EDI) is installed. The medium must be E
Electronic Data Interchange (EDI) for Foreign Military Sales.
Assign to Purchasing Officer
Enter the code identifying the officer placing, or responsible for, the order. Entry is validated against the
employee master file.
If you have WOIT/WOTO (workshop order item total/workshop order total) authority levels with
default/protect, then only your employee ID is entered. In create mode, this field defaults to the employee ID of
the logged in user and protected against further entry.
Order No.
Enter the default purchase order number where the items of this requisition will be added, if possible. For items
to be added to an existing order the consolidation rules must be met. The following fields have the same value:
 Supplier
 Purchasing Officer
 Freight Code
 Delivery Code
 Order Type
If this field is left blank an order number is determined when the item is finalised.
Assign to Team
Enter the team assigned to the purchase requisition. If an assign team exists on the requisition, the printer and
address details from the team is used.
Due Date
Enter the default due date. This is the date when the supplier should deliver the items to the nominated point of
delivery. The due date is the order date plus the lead time, and is optional.
FMS Req. (Y/N)
Enter Y to indicate that purchase orders generated from purchase requisitions are created as FMS requisitions.
The default is N.
This field is only available if the Foreign Military Sales module is installed. The order medium must be E (EDI)
for FMS requisitions.
Order Date
Enter the default order date. This date displays on the printed order as the operative date and is optional at this
time.
Questions tab
Purchase Question
(One - Four)
Enter up to four four-character codes as replies to the prompts shown on the screen.
Refer to your company's requisition procedure for entry in this field. Entry is validated against the Table File R1
- R4 - Purchase Requisition Information Codes, respectively. Depending on the associated values on the table
file, this field can be mandatory or optional.
This is a client-defined table file, where the table description and entries can vary between Ellipse EAM
installations.
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Configuration
MSM23EA - Purchase Requisition Item

Use this screen to:
 Enter and maintain information relating to a purchase requisition item.
 Action the item to create a purchase order.
This screen is used by the returns to supplier process to create a return purchase order against an originating
purchase order.
The purchase requisition item displays with all information currently on file together with the priority code of the
requisition. Changes are made to the item information originally entered at the time of creation, up until the
requisition is processed into an order. You can then change the description and cost code allocations only.
To process this item into an order, purchasing details are added in the following two sections:
 Information required for Ellipse EAM to automatically prepare a purchase order.
 Additional information to manually assign the purchase order number, and to attach to the order record.
If the Repairable Item Management module is installed, the purchase requisition item is specified as a repair
type. This means that the items are sent to a supplier for repair and return. In this situation, an action code is
available allowing the necessary task and sub-task information to be entered, using the MSM395A - Maintain
Repair Task/Sub-tasks screen.
If a repair purchase requisition item is actioned and processed into an order, extra validation occurs to ensure at
least one task has been entered for the item.
If the Foreign Military Sales (FMS) module is installed, the purchase requisition item is specified as a FMS
purchase order. In this situation, an action code is available to allow the necessary FMS purchasing information
to be entered on the MSM22FA - Maintain FMS Purchasing Information screen. If an FMS purchase requisition
is actioned and processed into an purchase order, extra validation occurs to ensure the following conditions are
met:
 Sufficient FMS information exists.
 Sufficient case and indent funding exists.
 An un-programmed purchase occurs if the selected case quotes an equity or EPQ list.
 If a return to supplier requisition is created, on initial display, fields are defaulted using information from
either the original purchase order item or details entered on the MSM15PA - Returns to Supplier screen.
This screen can be accessed in the following ways:
 From the MSM230A - Maintain Purchase Requisition screen by selecting a requisition number
 From the MSM15PA - Returns to Supplier screen
 Using action codes from a maintenance screen.
Purch Reqn No
(Purchase Requisition Number)
This purchase requisition number field defaults from the purchase order entered in the MSM15PA - Returns to
Supplier screen.
Deliv Dst
(Delivery District)
Enter the district where the items are to be delivered. This field is optional, and can be set to a district other than
the current district (or spaces) if the order is not a FMS, repair, return, service, field release or a pro forma order.
Item
Enter the line item number from the purchase requisition.
Priority
The purchase order entered in the MSM15PA - Returns to Supplier screen.
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Global PO
(Global Purchase Order)
Enter Y to indicate that the purchase requisition entered will become a global purchase order. This field displays
if Global Purchasing is On.
Y cannot be entered for FMS, repair, return orders, service, field release or pro forma orders.
This field is optional. If it is left blank, defaults to N.
Proforma No
Enter a valid pro forma order number when you process the item to the pro forma stage. If this field is left blank
a number is assigned automatically. Any number entered must conform to the order consolidation rules.
Tag
Enter a two-character code of any letters, numbers or symbols to identify this item as belonging to a specific
group. The group can then be used on the MSM23DA - Maintain/Process Purchase Requisitions screen to select
a list of items to be entered on the one order.
Status
The status step of the order.
Order Number
If this field is left blank, the next available number is assigned automatically. If the order number is entered
without an item number and this requisition is added to the order, a new item number is generated.
If the order and item numbers are entered and the order exists, the requisition is only added to that order if the
order consolidation rules allow it.
For pro forma items, the pro forma number is used and the item number allocated.
Order Date
Enter the date you want displayed on the printed order as the operative date. If this field is left blank, today's date
defaults. The order date must be later than or the same as today's date.
This date is assigned when the order is printed.
Due Date
Enter the date the supplier should deliver the items to the nominated point of delivery. The due date is normally
the order date plus the supplier's lead time.
You must enter at least one entry in either the Lead Time field or this field. If one of these fields are left blank,
that date is calculated automatically.
Actions
Up to six action codes can be entered simultaneously. These allow updating on separate screens of information
such as cost code allocations and extended descriptions.
Action code T (Review purchasing information) on the MSM214A - Review Stock Code Purchasing
Information screen is available, if the item is catalogued. If you select T and then select Action code S on the
MSM214A - Review Stock Code Purchasing Information screen, the details from the supplier stock code file
defaults on this screen (MSM23EA).
When you finalise the item into an order, you can specify the purchase order details manually. If this field is left
blank the order number is assigned (using the pro forma number, if available). The order date and due date are
also generated. The due date is based on the lead time entered previously. Enter a valid action code.
The following actions are available, depending on the level of user access and the modules installed:
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Maintain Foreign This action code is available if the Foreign Military Sales module is
Military Sales Purchasing installed. This allows all the required FMS information to be entered for
Information the purchase requisition prior to becoming a purchase order
(live/confirm/pro forma processes). An FMS requisition cannot be
created unless all required FMS information is entered.
Maintain Repair This action code is available if the Repairable Item Management
Requisition Tasks/Sub- module is installed. This allows the task and sub-task information for an
Tasks item to be entered prior to it becoming a purchase order.
Maintain Purchase Order Maintain Purchase Order Codes.

Codes
Maintain FAD Details Maintain FAD Details.
Maintain Purchase Order This action code is applicable if a purchase requisition has been
Header Clauses processed into a purchase order (PO).
Maintain Reference Maintain Reference Codes.

Codes
Maintain Cost Code This action code is unavailable when processing a return to supplier
Allocations for Item purchase order.
Maintain Usage Budget Maintain Item Usage Estimates (budgets).

Estimates for Item
Maintain Extended Maintain Extended Description for Item.

Description for Item
Funds Check Status This action code applies if external funds checking feature for purchase
Details Review requisitions is used. Funds checking is not applicable for Foreign
Military Sales requisitions.
Maintain NPV Index Only applies if external funds checking feature for purchase requisitions
Code is used. Funds checking is not applicable for Foreign Military Sales
requisitions.
Default GPA Details Defaults the details from the general price agreement to the requisition.
Select GPA to Default Details will default from the selected general price agreement to the
Details requisition.
Maintain Document Maintain Document Info linked to Purch Req.

Purchase Requisition
Maintain Purchase Order Maintain Purchase Order Item Clauses.

Item Clauses
Maintain Requisition Maintain Requisition Item Clauses.

Item Clauses
Maintain Purchasing Maintain Purchasing Instructions.

Instructions
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Maintain or Create A quote number can be entered or be computer generated. This action is
Quotation Information only available if the Forward Purchasing Agreements module is
for Item installed.
Maintain or Create Maintain or Create Quotation information for the requisition as a

Quotation Information - whole. These two actions are invalid if the item is a purchase order.
all Items This action is available if the Forward Purchasing Agreements module
is installed.
Review Stock/Purchasing Available if the item is catalogued but non-inventory.

Information
Update Supplier Details Update the supplier details if different from the GPA recorded for this
requisition.
Review Forward Review FPA/Quotation details (MSO25C). This action is available if

Purchase the Forward Purchasing Agreements module is installed.
Agreement/Quotation
Details
Diary Diary details.
Finalise into a Finalise this item into a confirmation only purchase order using either
Confirmation Only the pro forma number, the manually entered number or the system
Purchase Order generated number.
Delete Item from the Delete this item from the purchase requisition if not yet processed into
Purchase Requisition an order. If external funds checking applies for purchase requisitions,
this action is not permitted if the item is recorded with an
UNAUTHORISED, AUTHORISED WITH WARNING or
AUTHORISED funds status. Funds checking is not applicable for
Foreign Military Sales requisitions.
Get External Funds Get external funds check process initiated to record tentative
Check Process Initiated commitments for a purchase requisition item. This action can only be
selected if a purchasing officer has been nominated. This process item
only applies if external funds checking feature for purchase requisitions
is used and if the user has the appropriate authority. Funds checking is
not applicable for Foreign Military Sales requisitions.
Process into a Proforma Process this item into a pro forma item using either a pro forma number
Item entered at the top of the screen or the number generated by the system.
Unproforma the Item Undo the pro forma item. If not yet made into an order, remove the pro
forma number.
Withdraw, Delete or Withdraw, delete or cancel tentative commitments recorded on an

Cancel Tentative external system for the purchase requisition item. This action applies if
Commitments external funds checking feature for purchase requisitions is used. Funds
checking is not applicable for foreign military sales requisitions.
Notes: If the purchase requisition to be created is for a return to a supplier, Process code L (create a purchase
order) defaults and cannot be modified.
If the process purchase order, confirm or pro forma is requested, this process can only be carried out if the
employee ID of the purchasing officer is the same as that of the logged in user.
Process Item
Enter a valid process code. The following processes are available, depending on the level of user access and the
modules installed:
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C Confirm
Finalise this item into a confirmation only purchase order using either the pro forma number,
the manually entered number or the system generated number.
D Delete
Delete this item from the purchase requisition if not yet processed into an order. If external
funds checking applies for purchase requisitions, this action is not permitted if the item is
recorded with an UNAUTHORISED, AUTHORISED WITH WARNING or AUTHORISED
funds status. Funds checking is not applicable for Foreign Military Sales requisitions.
G Ext Funds Check

Get external funds check process initiated to record tentative commitments for a purchase
requisition item. This action can only be selected if a purchasing officer has been nominated.
This process item only applies if external funds checking feature for purchase requisitions is
used and if the user has the appropriate authority. Funds checking is not applicable for
Foreign Military Sales requisitions.
H Header
Change purchase requisition header using the MSM23BA - Purchase Requisition Header
screen.
L Live
Finalise this item into a purchase order using either the pro forma number, the manually
entered number or the system generated number.
P Proforma
Process this item into a pro forma item using either a pro forma number entered at the top of
the screen or the number generated by the system.
U Unproforma
Undo the proforma item. If not yet made into an order, remove the pro forma number.
W Undo funds
Withdraw, delete or cancel tentative commitments recorded on an external system for the
purchase requisition item. This action applies if external funds checking feature for purchase
requisitions is used. Funds checking is not applicable for foreign military sales requisitions.
Notes: If the purchase requisition to be created is for a return to a supplier, Process code L (create a purchase
order) defaults and cannot be modified.
If the process purchase order, confirm or pro forma is requested, this process can only be carried out if the
employee ID of the purchasing officer is the same as that of the logged in user.
Tabs
 Item
 Purchasing Terms
 Payment
 Repair
Item tab
Type
Enter a type indicator to specify the type of purchase requisition item being requested. Valid values are:
G Goods purchase requisition (default shown initially)
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F Field release order
S Service order (non-goods)
Q Quote item
When you change the type, its description is shown for confirmation.
This field is protected if creating a return to supplier requisition using information from the originating purchase
order item or details entered on the MSM15PA - Returns to Supplier screen.
Quantity
Enter the quantity of this item, up to two decimal places. You cannot complete this field for service or field
release orders.
UOM
(Unit of Measure)
Enter the unit of measure (UOM) for the goods or services to be purchased and issued. Entry in this field is
mandatory and is validated against the Table File UM - Unit of Measure.
Estimated Price
Enter the estimated gross price of the item. You can modify this field, if the original entry value is used for
commitments, and is not correct. The actual order price is entered subsequently on the screen.
Entry in this field is mandatory if the Position Management or Project Control modules are installed.
Mnemonic
Enter or change the manufacturers mnemonic identifying the item being ordered. This is used to check the
catalogue and is printed with the description on the order as the item identification, for example, CAT for
Caterpillar.
Entry is validated against the Table File AA - Manufacturer Mnemonic.
Part No
Enter or change the manufacturer's part number of the item being ordered.
Description
Enter or change the description you want displayed on the purchase order. You can enter free format text. To add
extra description, refer to Action field codes (E - Maintain extended description for item).
Prod Cat Id
Enter the product category ID for the stock item. Product category IDs are a way of identifying similar stock
items.
Purchasing Terms tab
Estimated Freight
Enter or change the estimated freight cost of the item. You should only change this field if the original entry
value is grossly incorrect.
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Quote No.
A quote number if applicable. If this field is left blank, Ellipse EAM allocates a quote number. This number
must be associated with Actions Item Quotes and All Quotes.
Supplier
Enter a valid code for the supplier where the order is being placed. You can select a supplier by entering a
mnemonic representing that supplier. To enter a partial mnemonic, type the leading characters followed by an
asterisk *.
If this field is completed, the Actions Diary is enabled for creating a supplier diary entry.
or Mnemonic
Select a supplier by entering a mnemonic representing that supplier. To enter a partial mnemonic, type in the
leading characters followed by an *.
If this field is completed, the Actions Diary is enabled for creating a supplier diary entry.
Gross Price
Enter the actual gross unit price for this item. Consider any discounts or surcharges that also apply subsequently.
You do not have to complete this field for a repair type requisition. Gross price is maintained by the MSM395A
- Maintain Repair Tasks/Sub-Tasks screen.
This field is protected in modify mode. This field is also protected if creating a return to supplier requisition
using information from the originating purchase order item or details entered on the MSM15PA - Returns to
Supplier screen.
Price Code
Enter the price code for the purchase of this item. This is used for selecting orders for reporting and other
purposes. Entry is validated against the Table File PC - Price Code.
Entry of a zero price is mandatory, if the associated values of the entered price code indicates a zero price item.
Purchase Officer
Enter the code identifying the purchasing officer placing, or responsible for, the order. Entry is validated against
the Table File RC - Responsibility Code or the employee master file for integrated payroll users.
If you have POTO/POIT (purchase order total/purchase order item) authority levels with default/protect, then
only your employee ID is entered. In create mode, this field defaults to the employee ID of the logged in user
and protected against further entry.
Assign to Purchase Officer
Enter the code identifying the purchasing officer placing, or responsible for, the order. Entry is validated against
the Table File RC - Responsibility Code or the employee master file for integrated payroll users.
If you have WOIT/WOTO (workshop order item total/workshop order total) authority levels with
default/protect, then only your employee ID is entered. In create mode, this field defaults to the employee ID of
the logged in user and protected against further entry.
Lead Time
Enter the supplier's lead time. This is the number of days between placing the order and receiving the goods (due
date) at the offsite receiving point, into store or to the nominated point of delivery.
This field is mandatory if you are generating an order without specifying a due date.
Assign to Team
Enter the team assigned to the purchase requisition. If an assign team exists on the requisition, the printer and
address details from the team is used.
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Currency
Enter or change the currency type for this order if you are dealing in a foreign currency. Entry is validated
against the Table File CU - Currency Type.
If this requisition is specified as being for Foreign Military Sales (FMS), the currency type entered must match
the FMS currency from the systems control file.
Work Shop Order
Enter Y if the item is to be produced in the workshop. This field cannot be set to Y for foreign military sales or
return to supplier requisitions.
Freight
Enter the code representing the description of the means of transportation of the goods. Entry is validated against
the Table File FR - Freight Codes.
Delivery
Enter the delivery location code indicating the instructions nominating the point of delivery a supplier is
responsible. Entry is validated against the Table File DN - Delivery Code.
O/T
(Origin/Tariff Codes)
Enter the origin code or tariff code.
Entry is validated against the Table Files OR - Origin Code and TF - Tariff Code. This field is only available
when the district control file setting for origin/tariff code is on, and an order is being created.
The origin code indicates where an item is procured, for example either domestically or imported.
The tariff code indicates the government classification for imports.
Tax Code/%
Enter or change the settlement discounts that apply to this item. Each settlement discount is expressed as a
percentage, that can be taken as the discount if payment is made during this period, and the days from the receipt
of goods for which the discount is valid.
Enter the percentage of tax to be applied to the items being created. The percentage must be on the Table File TP
- Sales Tax Code Percentages and valid for the tax code entered.
Enter the tax code for the item being purchased. Entry is validated against the Table File TC - Sales Tax Codes.
These fields display if sales tax is activated in the system.
Expedite
Enter the expedite code for this item. This code controls expediting information during the life of the
order. Entry is validated against the Table File EX - Expediting Code.
In create mode, the nominated district control expediting value defaults if no default expedite code is entered on
the MSM23BA - Purchase Requisition Header screen. All types of orders generated can be expedited, that is,
goods, service, global and field release orders.
See Expediting Purchase Orders for more information.
Quality Inspection
Enter the code indicating the inspection type to be carried out on the items, at time of receipt. Entry is validated
against the Table File QI - Quality Inspection Code.
Warehouse
Enter the code of the warehouse where the goods will be delivered. Entry is validated against the Table File WH
- Warehouse Identification.
This field is mandatory for all orders except field release orders.
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Medium
Enter the order medium where the purchase order made from this requisition, should be produced. This medium
must match that specified for the supplier. The medium defaults from the Supplier record, however it can be
overwritten.
This field displays if more than one medium module (for example, Fax, EDI) is installed. The medium must be E
Electronic Data Interchange (EDI) for Foreign Military Sales.
GPA ID
(Global Purchasing Agreement ID)
This field displays if a GPA ID has been recorded for the requisition item.
Whld Tax Code
(Withholding Tax Code)
Enter the withholding tax code for this item. Entry of Y or N is required, if the country code on the district
control settings is AU.
If the supplier is subject to withholding tax, this option displays. Withholding tax is only applicable to service
orders.
Entry is validated against the Table File WT - Withholding Tax.
PO Narrative
(Purchase Order Narrative)
Select Y if a purchase order narrative is required, or N if a purchase order narrative is not required.
FMS Req.
Enter Y to indicate that purchase orders generated from recommended orders are to be created as foreign
military sales requisitions. Otherwise select N.
This field is only available if Foreign Military Sales module is installed.
Complete this field if you want to create a requisition that does not apply to a return to supplier.
Payment tab
DISCOUNT/SURCHARGE
Discount 1
Enter or change the percentage value (to two decimal places) to be applied as a discount to the price.
Discount 1 is applied first to the gross price, then Discount 2.
Discount 2
Surcharge 1
Enter or change the percentage value (to two decimal places) to be applied as a surcharge to the price.
Surcharge 1 is applied first to the gross price, then Surcharge 2.
Surcharge 2
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SETTLEMENT TERMS
Settlement % 1
Settlement Days 1
Enter the number of days from the receipt of goods that the discount is valid.
Settlement % 2
Settlement Days 2
Repair tab
Select this tab only if the item is a repairable item.
Repair (Y)
Enter Y to indicate that the item is required using the Repairable Item Management (RIM) module. The default
is N.
This field is available if the Repairable Item Management module is installed. This field is completed when you
create a requisition, not a return to supplier. A repairable requisition must be deleted if it is requested to be non-
repairable.
Rep. Respble
(Repair Responsibility)
Enter the ID of the person responsible for ensuring the repair requisition is carried out.
Enter either the employee ID or the position ID, if the Position Management module is installed. Enter the
employee ID of the person responsible, if the Position Management module is not installed.
Entry is mandatory if the Repairable Item Management module is installed, and this is a repair requisition.
Rep. Printer
(Repair Printer)
Enter the location of the repair printer.
This field is available if the Repairable Item Management module (3390) is installed, and this is a repair
requisition.
Concession Cat. Code
(Concession Category Code)
Enter the concession category code if the Customs module is installed. When the customs export invoice is
created, the value of the purchase order item is committed against the entered concession category, and active
concession list for the purchasing district, with the latest start date.
Entry is mandatory if the country code of the warehouse indicates that tariff concessions have been applied, and
the purchase requisition origin code is different from the warehouse country code.
The category entered must exist on a list of active concessions for the district. If the total of the requisition item
causes the concession category to become over-realised (the total receipted value exceeds approved value) a
warning message displays when the requisition item is processed into a purchase order.
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Note: All active concession lists for a district are checked to ensure the value exceeds the entire un-realised
value for the category across all these lists.
Priority
Enter a value to indicate the priority step of the order. This field is protected and applies if Global Purchasing
is being used.
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MSM24BA - Recommended Orders - Stores

Use this screen to create, modify or finalise stores recommended orders (ROS). You can maintain the specified
recommended order quantity and provisioning and operational data on file MSF170.
You can only access this screen if you have a security access of 1, 2 or greater than 4. Users with a security
access of 1 can access stores orders; users with a security level of 2 can access stores and transfers orders.
Note: Stores-related information can be displayed and modified using this screen. You can also complete the
stores function when recommended orders are processed. After the stores function is completed for ROS, the
order progresses to the purchasing function.
Stock Code
A stock code that defaults if accessed from the MSM24DA - Maintain/Process Recommended Orders - Stores
screen, the MSM24DB - Maintain/Process Recommended Orders (Multiple Item) screen or the MSM240A -
Purchasing Catalogued Items screen and cannot be modified until the recommended order is saved.
This screen redisplays with blank key fields for processing of additional recommended orders.
Select Detail to view the stock code details in the MSE171 - Review Inventory Management Review screen.
RO No.
(Recommended Order Number)
A recommended order number that defaults if accessed from the MSM24DA screen, the MSM24DB screen or
the MSM240A screen and cannot be modified until the recommended order is saved.
This field is mandatory if more than one recommended order exists for the stock item.
Mnemonic
The mnemonic for the stock code that displays or was entered in the Stock Code field.
Part No
The part number defaults into this field if this screen was accessed from the MSM24DA screen, the MSM24DB
screen or the MSM240A screen. The part number cannot be modified until the recommended order is saved.
This screen redisplays with blank fields for entry, if you want to search for the stock code.
Description
The item name associated with the stock code (up to 40 characters). If the item name code description is short,
the first characters of the description line displays after the semicolon.
Delv.Dstrct
(Delivery District)
Enter the district where the item will be delivered. This field defaults to the current district.
This field is not available if the recommended order is a repair order or an order on demand item.
Actions
installed:
Maintain Repair Maintain Repair Tasks and Sub-Tasks

Tasks and Sub-
Tasks
Review Repair Review Repair Request Item Details

Request Item
Details
Update Repair Update Repair Request
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Request
Maintain Maintain Purchase Order Codes

Purchase Order
Codes
Maintain FAD Maintain FAD Details

Details
Update MSF210 Update MSF210
Maintain Maintain Reference Codes

Reference Codes
Review GPA Item Review GPA Item Details

Details
Maintain Maintain PO Header Clauses

Purchase Order
Header Clauses
Review Dues Out Review Dues Out Information

Information
Maintain Extra Maintain Extra Information for Recommended Order

Information for
Recommended
Order
Funds Check Funds Check Status Details Review

Status Details
Review
Usage Usage Information Review

Information
Review
Review Stock Review Stock Code Supplier Item History

Code Supplier
Item History
Maintain Item Maintain Item Commentary for the Stock Item

Commentary for
the Stock Item
Maintain the Cost Maintain the Cost Allocations

Allocations
Maintain Maintain Document Info Linked to Recommended Order

Document
Information
Linked to
Recommended
Order
Maintain Stock Maintain Stock Code/Supplier Details

Code/Supplier
Details
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Maintain Maintain Recommended Order Clauses

Recommended
Order Clauses
Get Latest Get Latest Preferred Supplier and Price Code

Preferred
Supplier and
Price Code
Initiate Quotes for Initiate Quotes for this Recommended Order

this
Recommended
Order
Repair Repair Recommended Order Holdings

Recommended
Order Holdings
Update Stock Update Stock Code/Supplier Details

Code/Supplier
Details
Get Latest Stock Get Latest Stock Code/Supplier Details

Code/Supplier
Details
Review Review FPA/Quotation Details

FPA/Quotation
Details
Review Associated Review Associated Requisition Item

Requisition Item
Process
Select a valid process from the list. You can also right-clieck and select a process for line items in the grid. The
following process codes are available, depending on the level of user access and the modules installed.
Code Description
2 Space will Update the RO

Updates the recommended order with the details displayed without changing the
RO action type.
A Abandons Current Processing for this RO.

This will take precedence over the actions. This process ignores any changes
entered for this RO.
B Updates this RO to a Buy RO.

Not applicable for security access level of 1 or 2.
C Produces Ordinary Order, with Confirmation status,

Either a normal or a workshop order is created, depending on the order indicator.
Not applicable for security access level of one or two.
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D Deletes this RO.

Not permitted if external funds checking applies, and the recommended order has
a funds check status of Unauthorised, Authorised with Warning or
Authorised at validation time.
F Finalises the RO to an Ordinary or Transfer Order.

The order produced will be assigned a live status. The RO will become a
purchase or transfer order if the appropriate purchase/transfer details are
complete. Not applicable for security access level of one or two.
G Get External Funds Check Process Initiated

Start the external funds checking process to record tentative commitments for a
recommended order. Only applies if the external funds checking for
recommended orders feature is used and if you have appropriate funds checking
authority. This process can only be selected if a purchasing officer has been
nominated. Funds checking does not apply to Foreign Military Sales orders.
J Update the RO and Jumps to next RO Stage

This process jumps to the next recommended order stage to perform the purchase
function.
L Produces an Ordinary Order, with Live Status

Either a normal or workshop order is created, depending on the order indicator.
P Updates the RO to a Proforma RO.

A pro forma number can be entered to record against this RO and to assign this
as a manual purchase order number when an ordinary order is created for this
RO. Not applicable if you have security access level 1 or 2.
R Recycles this RO to a Stores RO.

A recycle code must be entered to document the reason for recycling the RO. Not
available if the RO is a stores RO.
S Completes Stores Action for this RO.

This RO is updated to a Buy RO, pro forma RO or transfer RO, or an ordinary or
transfer order is created depending on the bypass recommended order purchase
flag. Not available if the RO is not a stores RO.
T Updates this RO to a Transfer RO.

Only applies for security access level of 2 or greater. Only available if inter-
district transfers apply. Foreign Military Sales orders cannot be changed to
transfer orders.
U Undo, Delete or Cancel Tentative Commitments

Alter the tentative commitments recorded on an external system for the
recommended order. Only applies if external funds checking for recommended
orders feature is used. External funds checking does not apply to Foreign
Military Sales orders.
X Creates a Transfer Order for this RO.

Only available if inter-district transfers apply. Only applies for security access
level of 2 or greater.
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The process code determines how this recommended order is processed and updated before processing ends for
this recommended order.
If you select a funds check process, this screen redisplays with the results of the selected process.
If you select a process to produce an ordinary or a transfer order and the purchase/transfer details are incomplete,
the screen redisplays for entry of incomplete data.
If an ordinary or transfer order is created:
 If a repair recommended order has been processed, the stock code is traceable and the Equipment Tracing
module is installed, the MSM646A - Equipment Tracing for Actions screen displays to enter equipment
references.
 The screen redisplays with the information flag N if narrative exists for an order.
 If Ellipse EAM has allocated an order number or order item number, the screen redisplays with the allocated
order number.
 After the order is created and applicable screens redisplayed, you can select action codes to modify either or
both the order narrative and clause details.
 After an order is created, if you enter an outstanding ROQ, the recommended order is not deleted, but is
updated with this quantity with the nominated recommended order action type.
After processing of the selected recommended order and all actions and processes have been performed:
 If this screen was displayed from MSM24DA or MSM24DB, or from this screen, processing returns to and
continues from the initial screen.
 Otherwise, this screen redisplays with the details protected from entry, but ready for entry in the key fields
to create or modify the next recommended order.
 If a Process to Live, Confirm or Proforma a Recommended Order is requested, and you have POTO/POIT
authority with Default/Protect, then you must be the purchasing officer.
Tabs
 Purchasing Terms 1
 Holdings
 Usage
Purchasing Terms 1 tab
Quantity
Enter the quantity required, expressed in units of issue (UOI). Where inter-district transfers apply, the transfer
rules are re-applied if the quantity is changed. You cannot increase the quantity if the Repairable Item
Management and the Inventory Tracking modules are installed and this is a repair RO for a tracked item. You
can decrease the quantity.
UOI
(Unit of Issue)
The unit of issue (UOI) from the catalogue record of the stock code.
Supplier
Enter a valid supplier code to retrieve new supplier details, as required. Entry is restricted to a supplier district in
the case of a transfer recommended order.
Price Code
Enter a price code. Entry is validated against the Table File PC - Price Code. The price code defaults from
MSF210 file. When the Repairable Item Management module is installed, price codes starting with R are used
to define repairs as distinct from purchases. If you create a new recommended order and the stock code has been
nominated as a repairable item on the district inventory file MSF170, a price code starting with R is not
allowed. A repair recommended order can only originate from a repair request. When the price code starts with F
the recommended order relates to a forward purchasing agreement. A repair recommended order can only
originate from a repair request.
Originating Qty
(Originating Quantity)
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The initial stock load quantity.

Stock Class
The stock classification from the MSM170B - Maintain Provisioning Information screen.
Lead Time
Enter the required supplier lead time. This defaults from the district control file.
Priority
The individual priority of this order. Entry is only permitted when processing transfers or order on demand
orders. This field is mandatory for a repair recommended order.
Entry is validated against the Table File PI - Priority Codes. This field can be made mandatory using the Table
File XX- Table File Control Record.
If the Military module is installed and a Priority Match Value has been specified for the receiving warehouse,
the priority code will be validated to ensure it is authorised for use by this warehouse.
Gross Price (UOI)
(Unit Of Issue)
Enter the current purchasing or transfer price. If the Position Management module is installed, a percentage
difference is calculated between this price and the price of the most recent purchase order. If the difference
exceeds the position management POFC limits, a confirm screen with an appropriate warning message displays.
This field is optional for transfers as it is merely an estimate. The price is determined from the item unit price at
the transfer district, only when the transfer district issues the item from its inventory holding. If the Position
Management module is installed and the RO is nominated as a repair RO, gross price (UOI) cannot be
maintained from this screen. This field is protected and can be modified by transferring to the Maintain Repair
Rec. Order Task/Sub-Tasks screen, using action code 2. The combination of task and sub-task quantities and
prices are maintained independently and correctly reflected on the RO.
Currency
Enter the currency type for this stock code or supplier. The default is the local currency type of the delivery
district. This field is used in calculating foreign currency conversions in the payment cycle. Entry is validated
against the Table File CU - Currency Type. If this order is nominated as being for Foreign Military Sales, the
currency type entered must match the FMS currency from the system control file. When this item is consolidated
onto an order, the currency consolidation rule applies so that all items on the order have the same currency.
UOP
(Unit Of Purchase)
Enter a valid unit of purchase. This is the unit of volume in which the item is ordered from the supplier. Entry is
validated against the Table File UM - Unit of Measure.
Conv Factor
(Conversion Factor)
Enter the conversion factor. This field must contain 1 if the unit of issue (UOI) matches the unit of purchase
(UOP). This value, when divided into a quantity in terms of UOI, results in an equivalent quantity in terms of
UOP to 2 decimal places.
For example, if bolts are issued individually but purchased in boxes of 25, the conversion factor is
25.000. Additionally, this value, when multiplied by the price in terms of UOI, results in the price expressed in
terms of UOP.
For example, if the bolts cost $0.25 each the conversion factor of 25 means that the price in UOP is $6.25.
Stand Pack
(Standard Pack)
Enter the quantity, expressed in UOP, which is the minimum size contained in an ordinary delivery packet for
this supplier. A zero value indicates that there is no standard pack, allowing for fractions in the quantity order in
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terms of UOP. A non-zero value states the value when divided into the quantity in terms of UOP, results in a
whole number of packs, that is, a number without fractions.
PO Narrative
Expedite
Enter the expedite code. This code governs the expedite action taken on an item. Entry is validated against the
Table File EX - Expediting Code.
Categ.
(Category)
Enter the inventory category where the item should be purchased. This field is used if category costing is
available, and it is a category costed item. The default is the primary category of the stock item.
Enter the inventory category for a transfer requisition where the requisition is to be issued in the issuing
district. Entry only applies if the item is category managed in the issuing district and the transfer is being
processed into a transfer order. This field displays if the Warehouse Management module is installed.
Tax Code/%
Enter a valid sales tax code and percentage from the Table Files TC - Sales Tax Code and TP - Sales Tax Code
Percentages, respectively. If X is specified in the third position of the associated values for the sales tax code, do
not enter a sales tax percentage.
Freight
Enter the freight code. Entry is validated against the Table File FR - Freight Codes.
Delivery
Enter the delivery location code. Entry is validated against the Table File DN - Delivery Location Code.
Assign to Purchase Officer
(Purchasing Officer)
Enter an employee code for a new purchasing officer. If you have POTO/POIT authority levels with
default/protect, only your employee ID is entered here. POTO refers to the purchase order total and POTI refers
to the purchase order item. These are the different types of authority levels that can be set.
FPA Number
(Forward Purchasing Agreement Number)
Enter a valid repair agreement if this is a repair order. This field displays the forward purchasing agreement
(FPA) number if recorded against the stock code, and can not be modified.
Assign to Team
Enter the team assigned to the recommended orders to restrict selection. If an assign team exists on the
recommended order the printer and address details from the team is used.
Warehouse
Enter a valid receiving warehouse. Entry is validated against the Table File WH - Warehouse Identification. This
field is mandatory.
Proc Type
(Process Type)
Enter the type of action required for a stores completed recommended order:
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P Progresses the RO through for purchasing.
T Progresses the RO through for transfer.
R Uses the transfer rules for the item for the RO to progress the RO through for transfer.
In the create option, this field contains the purch/trans flag from the district inventory file, except when the
district inventory file has a value of G. In this case, a value of P displays as a global RO, and is created through
alternated re-ordering.
This field displays the order type, when you modify a recommended order. The order type is:
Space If retain RO stats is not on.
P Purchase order type
X Transfer order type
F Proforma order type
RAF
(Re-order Algorithm Flag)
Enter a re-order algorithm flag. This field defaults if the re-order algorithm flag details already exist on MSF170.
ROP
(Re-Order Point)
Enter a re-order point flag. This field defaults if the re-order point details already exist on MSF170. This field is
mandatory.
Service Level
Enter a numeric value in the range 50.00% to 99.99% that describes the factor to be used as a measure of the
service level inherent in the re-order algorithm. This is the required service level for this item in percentage
terms. This field only applies to a RAF of 1, 3, 4, 5 and 6. This field defaults if the service level details already
exist on MSF170.
ROQ
(Re-Order Quantity)
Enter the minimum quantity, expressed in whole units of issue (UOI), at which Ellipse EAM will re-order an
item. This field defaults if the re-order quantity details already exist on MSF170. This field is mandatory.
Minimum Stock
Enter the minimum quantity, expressed in whole units of issue (UOI), to be purchased on an order. This field
defaults if the minimum stock details already exist on MSF170. This field is mandatory.
Bypass RO (Stores)
(Bypass Recommended Order (Stores))
Enter Y or N to indicate whether or not the Stores function in the reordering process is bypassed when the re-
order point is broken.
If you enter Y (Yes), the Stores recommended order report is bypassed and Ellipse EAM produces either a
purchase/ transfer recommended order report or a purchase/ transfer order.
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If you enter N (No), Ellipse EAM produces a Stores recommended order report when the re-order point is
reached.
This field defaults if the bypass recommended order (Stores) details already exist on MSF170. This field is
mandatory.
Auto Update
(Automatic Update)
Enter Y or N to indicate whether the minimum stock level is automatically updated with the calculated safety
stock figure. The safety stock is calculated as part of the re-order algorithm. This field defaults if the automatic
update details already exist on MSF170. This field is mandatory.
Auto Update ROP/ROQ
(Automatically Update Re-Order Point/ Re-Order Quantity)
Enter Y or N to indicate whether or not the ROP and ROQ maintained on file are automatically updated with the
result of the re-order algorithm or whether this algorithm is used only to suggest what the ROP and ROQ should
be.
If you enter Y (Yes), Ellipse EAM automatically updates the ROP and ROQ on the inventory file.
If you enter N (No), the ROP and ROQ resulting from the re-order algorithm are suggestions only and will not
update the file.
This field defaults if the automatically update re-order point and re-order quantity details already exist on
MSF170. This field is mandatory.
Defer Date
Enter a defer date. This field is mandatory if you are changing this date.
Defer Code
Enter a recycle code if you are recycling a recommended order back to the Stores function. Entry is validated
against the Table File RJ - Recycle/Defer Code. This field is mandatory. Enter a defer code if you are changing
the defer date.
Auto Transfer Flag
Indicates if an immediate transfer from the supply customer to the repair supply customer should be initiated
once the repair purchase order is printed.
This field is mandatory when the repair request is located at the SCA or employee.
This flag may be modified until the purchase order has a status of Printed.
Expense Repair Cost
inventory value.
Note: This field only displays if the Repair Item Management module is installed.
FMS Req
Enter Y to indicate that purchase orders generated from recommended orders are created as Foreign Military
Sales requisitions. The default is N. This field is only available if the Foreign Military Sales module is installed.
When you modify an existing recommended order, this field displays the Foreign Military Sales requisition
indicator recorded on the recommended order file.
Holdings tab
Info Flags
(Information Flags)
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This field displays a list of information flags. The following flags display in this field:
B B displays if the RO is a Buy RO.
D D displays if the preferred supplier and/or price code is different from the supplier and price
code as entered on the requisition order.
E E displays if extra information describing the recommended order exists.
F F displays if the FPA agreement has expired.
G G displays if the order is a global order.
M M displays if there is a mismatch between the stock code supplier details as recorded on the
order and those that are recorded against the stock code.
N N displays if narrative exists for an order created for the recommended order.
O O displays if item will be subject to ordinary ordering.
P P displays if the RO is a pro forma RO.
Q Q displays if the quantity required has been rounded up to meet unit of purchase and standard
pack requirements.
R R displays when an item that would normally be ordered on repair RO is ordered on a purchase
RO.
S S displays of the RO is a Stores RO.
T T displays of the RO is a transfer RO.
X X displays if item is will be subject to transfer ordering.
Available
The quantity of stock currently available for issue.
S.O.H.
(Stock On Hand)
The current stock on hand quantity for the stock item.
Dues Out
The quantity of stock that is about to be sent out.
Reservation
The quantity of stock that is currently reserved.
In Transit
The quantity of stock that is currently in transit.
Dues In
The quantity of stock that is due in.
Rec Order
(Recommended Order)
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The recommended order quantity.

Calc. ROP
(Calculate Re-Order Point)
The calculated reorder point.
Calc ROQ
(Calculate Re-Order Quantity)
The calculated reorder order quantity.
Value
The price multiplied by quantity.
Usage tab
Note: Scheduled and unscheduled usage statistics are displayed for up to 14 periods, starting at the current
period.
Period
The current and future periods.
Unscheduled
The current and previous period's unscheduled usage quantities.
Scheduled
The current and previous period's scheduled usage quantities.
Total
The total of both the unscheduled and scheduled usage quantities.
Actions
installed:
Stock Code Search The MSE171 - Search Inventory Management Review screen
displays.
Stock Code Holdings The MSE1RS - Review Stock Code Holdings detail screen
displays.
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MSM24CA - Recommended Order

Use this screen to create recommended orders and process existing recommended orders. This screen is also
used by the Returns to Supplier process to create a return order for catalogued items given an originating
purchase order.
If a stock code supplier combination is flagged as being for Foreign Military Sales, an FMS recommended
order is generated. Where FMS purchasing information (MSF224) exists, that information is transferred to the
recommended order.
Note: Stock code or supplier (purchasing) related information can be displayed and modified on this screen. You
can also complete the purchase function during the processing of recommended orders. After the purchase
function is completed for recommended orders (RO), an ordinary order or a transfer order is created on the order
file.
Security Level 1
 Create or process recommended orders
Security Level 2
 Process stores or transfer recommended orders
Security Level 3 or 4
 Process purchase or transfer recommended orders
 Preferred supplier and supplier details are protected (level 3)
Stock Code
A valid stock code. Changing the stock code or recommended order (RO) number displays the screen with
details of the required stock code and/or recommended order, overriding the current screen details.
Entry is not required if this screen was accessed from the MSM24DA - Maintain/Process Recommended Orders
- Stores screen, the MSM24DB - Maintain/Process Recommended Orders screen, or the MSM24BA -
Recommended Orders - Stores screen.
RO No
(Recommended Order Number)
Enter a number from 1 to 999. Entry is not required for the create option, or if accessed from the MSM24DA -
Maintain/Process Recommended Orders - Stores or the MSM24DB - Maintain/Process Recommended Orders
screens. This is also known as the activity counter for the stock code, and is used to uniquely identify a
recommended order.
When you are modifying recommended orders, you must complete this field if there is more than one
recommended order for the stock code entered.
When you create a recommended order, the activity counter for the stock item is incremented and
displayed. This counter is updated on the stock item immediately before the display.
Info Flags
(Information Flags)
The information flags defaults from the recommended order (RO) number associated with the stock code.
Only flag values F, N and O apply when you create a RO. These flags provide information for the stock item or
RO and are determined at initial display only, unless stated otherwise.
A This code displays if there is more than one global purchasing agreement (GPA) containing the
particular stock code, when searching for a preferred supplier.
C This code displays if the current preferred supplier and/or price code differs from the supplier
and price code as recorded on this RO.
E This code displays if extra information describing this RO exists.
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F This code displays if the forward purchasing agreement (FPA), as quoted for the stock item has
expired, for example, the FPA price expiry date has been passed.
M This code displays if any of the stock code or supplier details recorded for this RO do not match
the details recorded on the stock code or supplier details record for the stock item.
N This code displays if a narrative exists for the order. This flag is evaluated for display after the
RO is processed to an order.
O This code displays for a stores recommended orders (ROS) if the quantity required as displayed
makes the item eligible for ordinary ordering.
Otherwise, X appears for a stores RO if the quantity required displays or entered making the
item eligible for transfer ordering. This flag is re-evaluated for display whenever the quantity
required is changed.
This flag only applies if inter district transfers are allowed.
Q This code displays if the quantity required has been rounded up to be compatible to quantity, in
terms of unit of purchase and standard pack.
R This code displays when the Repairable Item Management module is installed and the RO has
been generated as a purchase RO, as distinct from a repair RO. This only applies to a stock code
that has been nominated as repairable but when the reorder point has been broken. A decision
can be made based on this flag, whether or not to continue with the purchase.
Repair recommended orders do not apply to orders generated as a result of a supplier return.
U This code displays if there is more than one forward purchasing agreement containing the
particular stock code when searching for a preferred supplier.
S This code displays if this is a ROS. This flag does not apply for the Create option.
B This code displays if it is a buy RO. This flag does not apply for the Create option.
T This code displays if it is a transfer RO. This flag does not apply for the Create option.
D This code displays if it is a direct delivery RO. This flag does not apply for the Create option.
G This code displays if the RO being modified has a Creation Type of G; for example, it is
system-generated.
Stock Class
The stock classification associated with the part number.
Description
The name associated with the stock code.
Mnemonic
This field defaults from the stock code entered.
Part No
The highest preferences part number associated with the stock code.
Order No
Enter the original purchase order number and item number associated with the return for replacement.
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The purchase order number and item displays after the recommended order has been processed into a live order
from this screen.
Order Date
Enter the original order date of the purchase order associated with the return for replacement.
Due Date
Enter the date that the order is due for delivery. Ellipse EAM calculates this based on the nominated lead time.
Global PO
(Global Purchase Order)
Enter one of the following values, if global purchasing is allowed:
Y To cause this item to be consolidated into a global purchase order, that is a purchase order
that contains items for more than one district. Otherwise, the item is consolidated to an
order that has items of the same delivery district.
N (Default) repair orders cannot be global orders. These must be consolidated by district
because the accounting is done when the order is created.
Dstrct
(District)
Enter the delivery district. This field is available for entry if global purchasing is allowed and your security
access level is 4.
Supply Customer / Emp
The supply customer or employee ID for a recommended order, if it was created for a direct delivery item.
Repair Order
This field displays R if the Repairable Item Management module is installed and the recommended order has
been generated as a purchase recommended order, as distinct from a repair recommended order. This only
applies to a stock code that has been nominated as repairable and the re-order point has been broken. A decision
can be made based on this flag whether or not to continue with the purchase.
Repair recommended orders do not apply to orders generated as a result of a supplier return.
Action
Enter up to six action codes from the list to initiate required actions before processing and updating the RO. The
sequence of actions taken is as follows, except where stated otherwise:
1 - FMS Purch Maintain Foreign Military Sales (FMS) purchasing information.

This action code is available if the Foreign Military Sales module is installed.
This allows all the required FMS information to be entered for recommended
orders prior to becoming a purchase order (Live/Confirm/Pro forma
processes). An FMS requisition can not be created unless all required FMS
information is entered.
2 - Repair Tasks Maintain Repair Tasks and Sub-Tasks.

This action is available if the Repairable Item Management module is
installed and the RO is nominated as repairable.
3 - Rev Repair Review Repair Request Item details.

This action is available when the Repairable Item Management module is
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4 - Upd Repair Update Repair Request.

This action is available when the Repairable Item Management module is
5 - PO Codes To maintain purchase order codes.
7 - FAD Detl Maintain FAD Details.
8 - Upd msf210 Update MSF210.
9 - Ref Codes Maintain Reference Codes.
A - GPA Item Review GPA Item Details.
C - PO Clauses Maintain PO Header Clauses by displaying the MSM127B - Standard Clauses

screen.
This action is available if a recommended order has been processed into a
purchase order. It also differs from the rest in that it will occur after an order
is produced and an appropriate process code is selected. The action must be
entered at the same time as the process code. An M type cross reference
record (MSFX05) will be recorded with the purchase order making up part of
the clause entity identification.
D - Dues Out Review Dues Out Information.
E - Extra Info Maintains extra information describing this recommended order by displaying
the MSM096B - Maintain Text screen. This is only available for multi-district
systems.
F - Funds Status Funds check status detail review on MSM244A.

This only applies if external funds checking for recommended orders feature
is used. Funds checking is not applicable for Foreign Military Sales orders.
G - NPV Index Maintain NPV Index Code.

This only applies if external funds checking feature for purchase requisitions
is used. Funds checking is not applicable for Foreign Military Sales
requisitions.
H - History Maintains stock code supplier item history by displaying the MSM214A -
Review Stock Code Purchasing Information screen.
I - Commentary Maintains item commentary for the stock item and optionally its supplier
details through the MSM213A - Review/Maintain Commentary screen.
K - Costing This action will maintain cost allocations. When the recommended order is to
be finalised to an order, the MSM232A - Maintain Costing Allocations screen
is shown to enter the costing allocations for the created purchase order. When
processing a supplier return recommended order, this action will be
unavailable. When the recommended order is not being finalised to an order,
MSM243A is shown to enter the costing allocations for the recommended
order. Costing allocations entered against a recommended order will follow
with it when it becomes a purchase order.
L - Doc Links Maintain document information linked to recommended order through the
MSM58JA - Maintain Entity to Document Links screen.
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M - Maint Supp Maintains latest stock code supplier details through the MSM210B - Stock
Code/Supplier Information screen. This action may not be selected with
actions P, U or V.
N - PO Narrative Maintains narrative for an order that will be produced for this RO.
This action differs from the rest as the action only occurs after the order is
produced for an appropriate process code selected.
O - RO Clauses Maintains standard clauses for the recommended order or the purchase order
item by displaying MSM127B - Standard Clauses screen. If a recommended
order has not been processed into a purchase order, an O type cross reference
record (MSFX05) is recorded with the recommended order and activity
number making up part of the clause entity identification. If the recommended
order has been processed into a purchase order and item number making up
part of the clause entity identification.
P - Pref Supp Gets preferred supplier and price code details. This action may not be selected
with actions M, U or V.
Q - Quotes Initiates quotes for this RO. The quote number as displayed or input will be
passed to the MSM255A - Initiate Quote screen. This action may not be
selected if the RO is processed to an ordinary or transfer order. This action
only applies if the FPA module is installed.
T - Holdings Repair RO Holdings.
U - Upd Supplier Updates the stock code supplier details record. Details used for the update are
as displayed or are input, as well as recording the changes on the RO. This
action may not be selected simultaneously with actions M, P or V. Any
changes to the following data will be updated to District Inventory file:
 Supplier
 Price code
 Quality inspection code
 Order indicator (consign workshop)
 Purchasing officer
 Purchase transfer order flag
Any changes to the following data will be updated to the Catalogue
Purchasing File (MSF210):
 Supplier lead time
 Gross price, FPA or price reference and dates (price history also)
 Discounts or surcharges 1 and 2
 Currency
 Settlement discount %/ days 1 and 2
 Tax code and percentage
 Unit of purchase
 Conversion factor
 Standard pack
 Freight code
 Delivery code
 Expedite code
 Order medium
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V - Latest Supp Gets latest stock code or supplier details. This action may not be selected
simultaneously with actions M, P or U.
Y - FPA/Quote Review FPA/quotation details (MSO25C). This is only available if FPA

module installed.
Z - Req Item Review associated requisition item (MSO14G). This is only for direct
delivery and order on demand items.
Process
Process codes determine how this recommended order is processed and updated before processing ends.
Enter a valid process code. The following processes are available, depending on the level of user access and the
modules installed:
A Aborts processing for this RO.
B Updates this RO to a Buy RO. This process is not applicable for a security access level of 2.
C Produces an ordinary order, with a confirmation status, for this RO. Either a normal or a
workshop order is created, depending on the order indicator. This process is not applicable
for a security access level of 2.
D Delete this RO. If external funds checking applies, this process is not permitted if the
recommended order has a funds check status of UNAUTHORISED, AUTHORISED WITH
WARNING or AUTHORISED at validation time.
F Finalises the RO and produces an ordinary order or a transfer order. The order produced will
be assigned a live status. The RO will become a purchase or transfer order if the appropriate
purchase or transfer details are complete. This process is not applicable for a security access
level of 2.
G Get external funds check process. Initiated to record tentative commitments for recommended
orders. Only applies if external funds checking for recommended orders feature is used and if
user has appropriate funds checking authority. This action may only be selected if a
purchasing officer has been nominated. Funds checking is not applicable for Foreign Military
Sales orders.
L Produces an ordinary order with a live status. Either a normal or workshop order is created,
depending on the order indicator.
P Updates the RO to a pro forma RO. This process is not applicable for a security access level
of 2.
R Recycles this RO to a stores recommended order (ROS). If this process is selected, then a
recycle code must be entered to document the reason for recycling the RO. This process code
is not available if the RO is a ROS.
S Completes stores action for this ROS. This RO is updated to a buy RO, proforma RO or
transfer RO, or an ordinary or transfer order is created depending on the bypass
recommended order purchase flag. This process code is not available if the RO is not a ROS,
or if the security access level is 2.
T Updates this RO to a transfer RO. Only available if inter-district transfers apply. Foreign
Military Sales recommended orders cannot be changed to a transfer order.
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U Undo, delete or cancel tentative commitments recorded on an external system for the
recommended order. Only applies if external funds checking for recommended orders feature
is used. Funds checking is not applicable for Foreign Military Sales orders.
X Creates a transfer order for this RO. Only available if inter-district transfers apply.
Tabs
 Payment
Quantity UOP/Quantity UOI
(Quantity Unit Of Purchase/Quantity Unit Of Issue)
Enter the quantity to be ordered in terms of either unit of purchase (UOP) or unit of issue (UOI). If appropriate,
the quantity in the UOI field displays from an existing RO.
If you complete one field, the other is calculated automatically using the conversion factor as displayed. If a
value calculated differs from the last displayed, the new value is redisplayed either on the next redisplay of this
screen or for confirmation before update of the RO.
If both fields are completed, they must be compatible in relation to the conversion factor. The quantity in UOI
must always be in whole units. The quantity in terms of unit of purchase can be expressed to 2 decimal places.
This value must be in the range 1 to 999999999.99. Express the quantity in terms of unit of issue in whole units.
Where inter-district transfers apply, the transfer rules are re-applied if the quantity required in terms of UOI has
changed. If the Repairable Item Management module is installed and this is a repair RO, the stock code is a
tracked item and the Inventory Tracking module is installed, you cannot increase the quantity.
If you decrease the quantity, the Maintain Inventory tracking details screen displays.
Supplier or Mnemonic
Enter a valid supplier code, as required. Alternatively, enter a supplier mnemonic to search for the required
supplier code.
Depending on control file settings and whether more than one code matches the selected mnemonic, the
MSM202A - Supplier Selection screen or the MSM202B - Matching Suppliers screen displays for selection of
the required supplier code. The functionality displayed depends on security level access.
Gross Price
Enter the current purchasing transfer price range from 0 to 99999999999, expressed to four decimal
places. Entry is in terms of UOP or UOI as directed on the screen. If the RO is a stores RO, the UOI code
displays and the price entered in these terms. The standard validation procedure checks the entry against upper
and lower price change limits specified for the district.
If the Position Management module is installed, a percentage difference is calculated between this price and the
price of the most recent purchase order. If the percentage difference exceeds the purchase officer limits (POFC),
a confirm screen displays with an appropriate warning message.
For transfers, this field is optional as it is merely an estimate. The price is determined from the item unit price at
the transfer district, at the time the transfer district actually issues the item from its inventory holding.
If the Repairable Item Management module is installed and the RO is a repair RO, the gross price (UOI) is
maintained from this screen. This field is protected and can be modified if you use action code 2 to display the
Maintain Repair Rec. Order Task/Sub-Tasks screen.
This is so the combination of task and sub-task quantities, and prices can be maintained independently and
correctly reflected on the RO.
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Configuration
Price Code
The functionality displayed depends on security level access.
 If the associated values of the price code entered indicate a zero price item, you must enter a zero price.
 If you are creating a new RO and the stock code has been nominated as repairable on the district inventory
file (MSF170), you cannot enter a price code that begins with R.
 If the Repairable Item Management module is installed, price codes starting with R are used to define
repairs as distinct from purchases, and a repair RO can only originate from a repair request.
PO Narrative
Price Effective Date
Enter the date when the current price first became effective. Do not enter a date in the future.
Price Expiry Date
Enter the date when this price will not apply. If entered, the date cannot be earlier than the effective price date.
Currency
Enter a valid currency type from the Table File CU - Currency Type. If this field is left blank, the currency type
of the supplier is assumed. This field is used in calculating foreign currency conversion in the payment cycle. If
the order is nominated as being for Foreign Military Sales (FMS), the currency type entered must match the
FMS currency from the system control file.
Conversion Factor
Enter a conversion factor in the range 0.001 to 999999.999. This is the value when divided into a quantity in
terms of UOI, results in an equivalent quantity in terms of UOP to two decimal places. The value must be 1 if the
unit of issue matches unit of purchase.
For example, if bolts are issued individually but purchased in boxes of 25 individual bolts, the conversion factor
is 25.000.
This value, when multiplied by the price in terms of UOI, results in the price expressed in terms of UOP. For
example, if the bolts cost $0.25 each the conversion factor of 25 means that the price in units of purchase (that is,
the price of a box), is $6.25.
UOP
(Unit Of Purchase)
Enter a valid unit of measure from the Table File UM - Unit of Measure. This denotes the unit of measurement
for pricing in ordering the quantity required from the supplier.
Standard Pack
Enter the quantity expressed in whole units of purchase. This is the minimum size contained in an ordinary
delivery packet for this supplier, in the range 0 to 99999.
A zero value indicates that a standard pack is not applicable, allowing for fractions in the quantity ordered in
terms of UOP. A non-zero value indicates a value when divided into the quantity in terms of UOP, results in a
whole number of packs.
Freight
Enter a freight code. These fields display with the values as recorded on the stock code or supplier file.
Delivery
Enter a delivery location code. These fields display with the values as recorded on the stock code or supplier file.
Lead Time
Enter the required supplier lead time, in the range 1 to 999.
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Configuration
Categ.
(Category)
Enter the inventory category of the item to be purchased. This field can only be used if category costing is
available, and, it is a category costed item. The default is the primary category of the stock item.
For a transfer requisition, enter the inventory category where the requisition is issued in the issuing
district. Entry only applies if the item is category managed in the issuing district and the transfer is processed
into a transfer order.
This field only displays if the Warehouse Management module is installed.
FPA/ Pr. Ref.
(Forward Purchasing Agreement/Price Reference)
Enter the price reference, quotation number, or forward purchasing agreement (FPA) number referring to the
notification to the company of the current price. Up to eight characters can be entered.
When you process a repair order, a valid repair agreement is entered in this field. If you try to process to a
purchase order, an attempt is made to match this agreement to the recommended order tasks or sub-tasks. If a
match is not made, processing cannot continue.
Quote Number
Enter a quote number, this is a five-character alphanumeric field. Entry only applies if the Forward Purchasing
Agreement module is installed and the item for this RO is not already under quote.
This field displays the quote number if it exists and can not be modified. If you leave this field blank, Ellipse
EAM allocates a quote number. Entry does not apply if the RO is to be processed to an order. If the action code
to initiate quotes is selected, this quote number is passed before the MSM255A - Initiation Quote screen.
Tax Cde/%
Enter a valid sales tax code. Entry is validated against the Table File TC - Sales Tax Code.
If required, enter a valid tax percentage. Entry is validated against the Table File TP - Sales Tax Code Percentage
and as appropriate for the tax code.
You must not enter the sales tax percentage if X is specified in the third position of the associated values for the
sales tax code.
These fields display first with details from the stock code or supplier file, or secondly with details from the
district inventory file. These fields only apply if sales tax is applicable.
Whold Tax
(Withholding Tax)
Enter the withholding tax code for this order. This field applies if withholding tax applies to this supplier. Entry
is validated against the Table File WT - Withholding Tax.
GST/IVA/VAT
ordering.
Tax codes are held on the Table File CM - Consumption Tax Code. The literal for this field is defined in the
district control file.
Warehouse
This field displays the warehouse code if this is a multiple-warehouse code. If a recommended order is created
for a direct delivery item this field does not display.
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Configuration

Priority
Enter a valid priority code. Entry is validated against the Table File PI - Priority Codes.
This field is optional unless the priority table is set for mandatory entry. Entry is only permitted when processing
transfers or order on demand orders.
Quality Inspection
Enter a quality inspection code if the item is subject to a quality inspection routine at the time of being received
into the store.
This field displays with the code as recorded on the district inventory file.
Expedite Code
Enter an expediting code if appropriate expediting action is taken on an item. This field displays from the stock
code or supplier details, otherwise, it displays from the district inventory file. Entry is validated against the Table
Warehouse
Enter a valid receiving warehouse. This field displays the home warehouse. Entry is mandatory for a multiple
warehouse system. Entry is not applicable for a single warehouse system.
If the recommended order has been created as the result of a direct delivery item this field will not displays. If
the warehouse code is changed then the stock code must exist in that warehouse. Entry is validated against the
Table File WH - Warehouse Identification.
Medium
Enter one of the available order medium indicators:
P For printing, this is the default.
F For faxing.
E For Electronic Data Interchange (EDI).
T For telex.
Entry only applies if any one of the Fax, EDI or Telex modules is installed. For Foreign Military Sales orders the
medium must be E (EDI).
Order Ind
(Order Indicator)
Enter the order type for the item as follows:
C Consignment order
Note: Consignment order can be selected only if consignment stock is in use in the district.
W Workshop order
S Stock order
S is a transfer order or transfer recommended order.

 For Foreign Military Sales orders, the order indicator can never be changed to a workshop order.
 For repair orders, the order indicator can never be changed to a consignment order.
 For direct delivery orders, the order indicator can never be changed to a consignment order.
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Configuration
Purchasing Officer
Enter a valid employee code. Entry is validated against the employee master file and that codes belongs to a
purchasing officer.
Extra validation is carried out if you have purchase order total (POTO) purchase order item (POIT) authority
with default protect, so that only your employee ID is entered.
Proc Type
(Process Type)
Enter the type of action required for a stores completed RO. The types are as follows:
P To progress the RO through for purchasing.
T To progress the RO through for transfer.
R To apply the transfer rules for the item for the RO before progressing the RO through
for transfer.
For the create option, this field contains the purch/trans flag from the district inventory file, unless the district
inventory file has a value of G. In this case, a value of P displays, as global RO can only be created through
automatic reordering.
When you modify an RO, this field displays the order type. The value is spaces, if retain RO status is not on, or
one of the following values display:
P Purchase order type
X Transfer order type
F Proforma order type
Defer/Recycle
(Defer/Recycle)
Enter a defer code to defer reporting of an RO on a non-action report and a recycle code when you recycle an
RO back to the stores function. This field is mandatory.
Defer Date
Enter a date not earlier than today's date. If you are recycling a RO back to the stores function, no date is entered.
Proforma
Enter a pro forma number. This field only applies if this RO is to be updated to a pro forma RO.
Leave this field blank if this RO is to be updated to other than a pro forma RO. If this field is not completed and
the RO is updated to a pro forma RO, an system-generated number is allocated and displays.
RO Action
(Recommended Order Action)
B If the recommended orders (RO) are to become a buy RO.
P If the recommended orders are to become purchase RO.
S If the recommended orders are to become a stores recommended order (ROS).
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T If the recommended orders are to become a transfer RO.
O/S - UOP/O/S - UOI

(Outstanding Unit Of Purchase Outstanding Unit Of Issue)
Enter the outstanding unit of purchase (UOP) or unit of issue (UOI).
O/ T
(Origin/Tariff Codes)
Enter the origin code or tariff code. The origin code is validated against the Table File OR - Origin Code. This
field is available when the district control file setting for origin or tariff code is on.
The origin code indicates where an item is procured, such as domestically or imported.
The tariff code indicates the government classification for imports.
Expense Repair Cost
inventory value.
Note: The Expense Repair Cost field only displays for Repair Purchase Orders and then only appears on the
Living of a Repair Order. If the Stock code is Standard cost, the expense cost repair flag defaults to Y and is
protected.
FMS Req
Enter Y to indicate that purchase orders generated from recommended orders are to be created as Foreign
Military Sales (FMS) requisitions. The default is N.
This field is only available if the Foreign Military Sales module is installed. Entry is not required for orders
relating to a supplier return.
Concess Category
(Concession Category)
Enter the concession category code for this item if the Customs module is installed and the Origin/Tariff control
setting is on.
If creating a recommended order, a default category displays from the inventory record (MSF170). Change this
if required.
This field is mandatory if the country code of the warehouse indicates that tariff concessions apply and the
recommended order origin code differs from the warehouse country code.
The category entered must exist on an active concession list for the district. If the total value of the order item
causes the concession category to become over-realised (that is, the total received value exceeds approved
value), a warning message displays when the recommended order item is processed into a purchase order.
Note: All active concession lists for a district are checked to ensure the value exceeds the entire unrealised value
for the category across all active concession lists.
When a customs export invoice is created the value of the purchase order item is committed against the entered
concession category and active concession list for the purchasing district with the latest start date.
Req Date
(Required Date)
The required date if an order-on-demand recommended order is created.
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Configuration
Payment tab
Discount 1
Surcharge 1
Settlement 1 %
Days
Discount 2
Surcharge 2
Settlement 2 %
Enter or change the settlement discounts applying to this item. Settlement discount is expressed as the percentage
that can be taken as the discount, if payment is made during this period (to two decimal places).
Days
Actions
installed:
Stock Code Search The MSE171 - Search Inventory Management Review screen displays.
Stock Code Holdings The MSE1RS - Review Stock Code Holdings detail screen displays.
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Configuration
MSM260A - Invoice Entry

This screen is one of a group that can be used to add invoices or invoice items to the system.
All invoice types can be accessed from the MSM260A - Invoice Entry screen, except for pre-payment
invoices. Prepayment invoices are loaded using the MSM26GA - Pre-Payment Invoice Entry screen.
The presence or lack of information in the order field (either left blank or an order number is entered), identifies
the invoice type and displays one of the following screens:
 Goods/ Service orders - MSM260A - Invoice Entry screen
 Non-Order Invoices - MSM265A - Non-Order Invoice
 Field Release Orders - MSM264A - Field Release Invoice Entry screen
This screen displays:
 Supplier payment name, payment link supplier code and addresses
 Country-specific fields for example the following two fields are USA specific
 Sales Tax Code % from the first purchase order item
 Settlement discount terms from the first purchase order item
The district control file provides an option to load the following as approved or unapproved:
 Pre-payment
 Service
 Contract
 Non-order invoice items
If the district control file is set to approve invoice items upon load, only the successful execution of the MSB267
- Invoice Batch Match job is required to approve the invoice headers.
Otherwise the non order invoice items are approved using the MSEAPM - Approvals Manager screen.
When you enter a supplier, the header additional tax code defined for the supplier defaults. If no header
additional tax code is defined, the header additional tax code specified for the district is used.
When a receipt is matched, the default additional tax code for an item from the supplier business information
defaults the header tax code. This is used to calculate additional tax for each receipt item.
If the invoice is matched to a receipt and associated additional taxes, the review tax details screen displays. The
header and invoice items display with an additional tax code specifying which tax details display when the
invoice is loaded. After a successful match action codes I and T are available.
When additional taxes are modified and a mismatch occurs, the MSM260B - Invoice Entry screen displays. You
can specify matches against receipts and modify additional tax details.
When you enter a non-order invoice amount, additional tax details only apply to the order component of the
invoice. Details of additional tax for the non-order invoice component is entered on MSM265A - Non-Order
Invoice screen.
Notes:
• When attempting to match an order with pre-payments made against it, the true-value of the order/receipts is
entered and matched. That is, do not deduct the value of any pre-payments made.
• When attempting to match against receipts, only receipts for the invoicing district is considered.
When Approvals Management and Position Management are installed authorisation validation for field release
invoices and service order invoices when receipt of services is off, is as follows:
 Limit checking is against the item value including unrecoverable additional tax
 For service order invoice items
 Authorisation validation is against the related purchase requisition district.
 When the item is unauthorised the transaction is forwarded to either the purchase requisition requestor,
or approver depending on the setup for table code SI on the table file TRID.
 When the purchase requisition approver approves the invoice, validation is as follows:
 If the logged-in employee is the purchase requisition approver and the logged-in position or requisition
approver position has IAPP authority and sufficient INIT authority within the requisition district, the
invoice item is created with an approved payment status.
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 If the logged-in employee does not equal the purchase requisition approver, an authorisation transaction
is created. The invoice item is then forwarded to the purchase requisitions approving position to
approve the invoice item.
 If the logged-in employee equals the purchase requisition approver but does not have sufficient INIT
and IAPP authority within the logged in position or purchase requisition approvers position, an
authorisation transaction is created. The invoice item is then forwarded to the relevant superior of the
purchase requisition approvers position to approve the invoice item.
 When the purchase requisition requestor approves the invoice, validation is as follows:
 If the logged-in employee is the purchase requisition requestor and the login position or another
position of the login employee has IAPP authority and sufficient INIT authority within the requisition
district the invoice item is created with an approved payment status.
 If the logged-in employee is not the purchase requisition requestor, an authorisation transaction will be
created. The invoice item is forwarded to the purchase requisitions requesting position to approve the
invoice item.
 If the logged-in employee is the purchase requisition requestor, but does not have sufficient INIT and
IAPP authority within any of the logged-in employee's positions, an authorisation transaction is created.
The invoice item is then forwarded to the relevant superior of the purchase requisition requestor's
position, to approve the invoice item.
 Field release order invoice items:
 Authorisation validation is against the costing district.
 If the logged-in employee is the purchase order approver and the logged-in position, or the purchase
order approver position has IAPP authority and sufficient INIT authority within the requisition district,
the invoice item is created with an approved payment status.
 If the logged-in employee is not the purchase order approver, an authorisation transaction is created.
The invoice item is then forwarded to the purchase order's approving position, to approve the invoice
item.
 If the logged-in employee is the purchase order approver but does not have sufficient INIT and IAPP
authority within the logged-in position or purchase order approver's position, an authorisation
transaction is created. The invoice item is then forwarded to the relevant superior of the purchase order
approver's position, to approve the invoice item.
District
This field displays only for users with a single district system. In multi-district systems this field defaults to the
current district, which can be overridden.
Order No
Enter the order number. Order types include:
 Goods orders
 Service orders
 Field release orders
or Contract No
Enter the Contract Number to which the invoice is related. If a contract number is not entered, Ellipse EAM
will treat the invoices as a non order invoice. This field can be ignored if entering any other invoice type.
Note: Only contracts that have been flagged with Invoice Processing Type of Accounts Payable can have
invoices processed through this screen.
Valuation No
Enter the valuation number related to the contract number entered in the Contract No field. This field is optional.
The valuation number entered must exist, but it does not need to be approved. If this field is left blank, the
MSM260B - Invoice Entry (REceipt Header Details) screen displays to enable you to find the valuation. An
invoice can be matched against only one contract, but the invoice may be for multiple valuations. The
MSM260B screen allows you to select single or multiple valuations to be matched to the invoice.
Supplier No
Enter the supplier code or use the or Mnemonic field to enter a nickname.
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Configuration
Supplier Unique identifier created when a supplier is created using the MSM200A - Maintain Supplier
Number Information screen
Mnemonic A name given to a supplier established on the MSM200C - Supplier Classification screen to
assist with the search request for a supplier
The payment name of the supplier displays. When the supplier code is entered, any default bank details for the
supplier display. If supplier details override bank details at the district level a warning displays.
or Mnemonic
When entering a non order invoice, you can enter either the supplier number or the mnemonic.
You can search for a mnemonic by using the asterisk *. For example, to search for a supplier that has the
mnemonic of Jackson, you could enter Ja* in the mnemonic field. This would bring up all mnemonics that start
with Ja.
or Government Id
(Government Identification Number)
Enter the supplier's withholding tax government identification number.
This enables a search for suppliers by government ID. This field accepts the following parameters to perform
different searches:
 Government ID – exact match search
 Government ID with an asterisk – partial search
Invoice No
Enter the invoice number displayed on the invoice documents. The invoice should be loaded exactly as it appears
on the invoice.
Ellipse EAM displays an error message where a duplicate invoice is detected. This is where the invoice number
is already on file for the same supplier and district, or where multiple districts exist for the system.
The invoice document type description displays in the adjacent field.
Voucher
This field is mandatory, if the functionality was actioned at the district level. This can be system-generated or
entered manually.
Tabs
 General
 Payment
General tab
Accountant
Enter the accountant code of the accounting officer entering this invoice.
Invoice Amount
Enter the total amount of the invoice, including all taxes.
Currency
Enter a valid currency type. This entry must already exist on the CU table file.
Enter the control account group code for the invoice. The description of the account group code displays at the
right. Clicking the link opens the MSE00C - Search Control Account Group screen to search for a valid code.
This Control Account Group Code defines the control accounts used by Ellipse EAM when generating
transactions for this invoice. This field displays only if the district has multiple control accounts enabled. It is
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Configuration
populated from the district default if the supplier entered has no default control account group code in the
district.
Non Ord Amt
(Non Order Amount)
Enter the value of any charges, added by the supplier on a goods invoice not included on the purchase order. If
an amount is entered in this field, the MSM265A - Non-Order Invoice Entry screen displays.
Freight Amt
(Freight Amount)
Enter freight charges displayed on the invoice that are not on the purchase order in this field.
These amounts are automatically charged to the freight clearing account. If the freight code recorded on the
order indicates Free into Store you cannot enter an amount in this field.
DATES
Invoice Date
Enter the date of the invoice.
Invoice Received
The invoice receipt date defaults to today's date. It may be overwritten as required.
Due Date
The due date on the invoice is automatically calculated by Ellipse EAM using the settlement terms specified on
the supplier file and the invoice date entered. This date can be overridden if required.
DISCOUNTS
Settlement Discount
Enter a settlement discount to override the settlement discount calculated by Ellipse EAM. If the invoice is paid
prior to the settlement discount date, Ellipse EAM deducts the amount as a settlement discount.
Discount Date
This can be entered manually or updated automatically by the system, if settlement discount terms are specified
in the supplier file.
TAXES
Sales Tax
Enter the amount of sales tax for this invoice. This field is not available for entry if sales tax functionality has not
been enabled at the district level.
Add Tax
(Additional Tax)
This field displays only if additional tax functionality has been enabled at the district level. Enter the full amount
of additional tax (GST/VAT) required for this invoice. The invoiced GST/VAT amount must always be recorded
in this field. If Ellipse EAM calculates a different amount for the invoice (for example, $1.20 instead of $1.00),
the Ellipse EAM calculated amount must be amended using action code T at the invoice item entry level.
Add Tax Code
The Add Tax Code field defaults if an additional tax code has been established as the district or for this
supplier. This field may be overwritten as required.
For Australia
In Australia, this field determines how the GST is processed and accounted for.
For the UK
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In the United Kingdom, this field determines how the VAT is processed and accounted for.
Comments
Enter the comment type if comments are required. Comment types are:
X External - External comments display on the remittance advise sent to the supplier.
I Internal - Internal comments only display online when the invoice is reviewed.
B Both Types - allows you to enter both types of comments as described above. External and
internal comments are independent of each other and are not necessarily the same comment.
Review Receipts
This field is determined by Default Response for Prompt setting on the MSM00BC - Modify District Control
Information screen. When set to default to Y, the MSM260B - Invoice Entry screen displays or if goods have not
been received into the warehouse, the MSM260A - Invoice Entry screen displays.
Payment tab
BANK DETAILS
Bank Branch
The Bank Branch Code defaults from the Accounts Payable bank account set up for this district. It may be
overwritten, if you want to pay this particular invoice from a different bank account.
Bank Account
The Bank Account defaults from the Accounts Payable bank account set up for this district. It may be
overwritten, if you want to pay this particular invoice form a different bank account.
Handling Code
The cheque handling code for the invoice defaults from the cheque handling code established for the
supplier. This code can be overwritten if required. The handling code entered must be a valid code and is
validated against the Table File CH - Handling Code. The cheque handling code is used at payment time to
produce one of the following:
 A separate payment per invoice for each supplier in each district.
 A separate payment per cheque handling code for each supplier for each district.
SUPPLIER PAYMENT DETAILS
Payment Name
The name of the supplier as entered in the header fields.
Payment Address
The address of the supplier as entered in the header fields.
Actions
installed:
Review Invoice Displays the MSM26KA - Review Invoice Taxes screen.

Taxes
Maintain Maintain Documents Linked to Invoice

Documents Linked
to Invoice
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Enter Tax Details Displays the MSM26JA - Enter Tax Details screen.
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MSM261A - Modify Invoices

This screen is part of a series of screens you can use to make adjustments to invoices. You can select an option
and specify the invoice or item to be modified.
Option
Modify an Invoice Select this option to modify details for an invoice header. The
MSM261B - Modify invoice Header screen displays.
Modify an Invoice Item Select this option to display invoice item details on MSM261C -
Modify Invoice Item screen. The screen provides the facility to
modify the total amount of your invoice.
Add/Modify Invoice Select this option to display new comments or modify existing
Comments comments. The MSM096B - Maintain Text screen displays.
Add an Item to an Invoice Select this option to add an invoice item to an existing invoice.
The MSM261D - Add an Item to an Existing Invoice screen
displays.
Modify Tax Reporting Codes Select this option to allow change to the invoice tax reporting
codes of additional taxes. If selected and additional taxes are not in
use an error message returns Taxes not in use.
The MSM26TA screen displays.
Modify Cheque Handling Select this option to allow the update of the cheque handling code
Code once an invoice has been paid (status 50 or 55).
All invoice details in MSM261B - Modify Invoice Header are
protected, with exception to the Handling Code field.
Note: This option is not valid for invoices in a status of 40 (Being
Paid).
District
The current district. If the invoice was loaded into a different district, enter the district code for which this
invoice was loaded.
Supplier
Enter the supplier associated with this invoice.
or Mnemonic
Enter the mnemonic to assist with your search request for a supplier.
or Govt Id
different searches:
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Invoice No
Enter the invoice number for the invoice you want to retrieve and modify. You cannot enter contract invoice
numbers if you have selected the option Add an Item to an Invoice.
Do not enter an invoice number if you enter a voucher number.
voucher
Enter the voucher number of the invoice in the district where the invoice is entered or stored. This is not
necessarily the district against which the invoice is allocated.
Enter the voucher number as it is entered against the invoice, unless either the automatic or default voucher
numbering options are used. In this case, enter the numeric portion (or omit leading zeros). For example, if the
prefix is AA the following entries expand to these formats in order to find the correct voucher number:
AA1234 is tried first
AA1234 expands to AA00001234
1234 expands to AA00001234, if it cannot find an invoice
YZ1234 expands to YZ00001234 (different prefix from the default prefix)
1234 expands to 1200000034 in case the prefix is the first two numerals
Invoice Item
Enter the line number of the item on the invoice to be modified.
This field is mandatory for options:
 Modify an invoice item
 Add an item to an invoice
When this field is entered for the option Add an Item to an Invoice, the invoice item cannot exist. You are
required to enter a new, unique value.
When no invoice item is entered the option will default to all items for the invoice.
Comment Type
Enter the type of comment to be modified, for example internal, external or both.
This field is mandatory for the option Add/Modify Invoice Comments.
Modify Service Invoice Costing (A)
Enter A to display or modify existing service invoice costing allocations.
Notes:
• This field only displays if the Modify an Invoice Item option is selected.
• This field only applies to service invoice items.
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MSM264A - Field Release Invoice Entry

Use this screen to enter information for an invoice relating to a field release order.
This screen can be accessed directly or from the MSM260A - Invoice Entry screen.
When this screen displays from the MSM260A - Invoice Entry screen, header details entered are transferred to
the MSM264A - Field Release Invoice Entry screen. If this screen is accessed directly from the menu, header
fields must be entered.
Approvals Manager
If the Approval Management and Position Management modules are installed, the nominated authorised by
employees INIT and IAPP authority are validated.
Field release invoice item validation (with no related purchase order authorisation) is against the costing district
if the costing is on load, or costing has been entered. If costing is on approval and no costing exists, authorisation
is against the logged in district.
If the nominated employee equals the logged-in employee and:
 does not have authorisation in the logged-in position to approve the invoice item, an MSF877 record is
created and the invoice item forwarded to the relevant superior of the logged-in position for approval.
 has sufficient authorisation in the logged-in position to approve the invoice item, the invoice item is created
with an approved payment status.
If the nominated employee is not the logged-in employee:
 and only exists in one position, that position is used for authorisation.
 MSO004 displays if the nominated employee has more than one position.
The selected position is used for authorisation validation. If the selected position does not have sufficient
authorisation an MSF877 record is created against the superior position of that selected position and the invoice
item forwarded to the position for approval.
If no positions were found with INIT and IAPP authorisation, an error message displays, the authorised by is
not an invoice approver.
If the authorising position does not have:
 sufficient authorisation, an MSF877 record is created against the superior position of the selected position,
and the invoice item forwarded to the position for approval.
 INIT and IAPP authorisation in the authorisation district, an error message displays, the authorised by is
not an invoice approver.
Limit checking of the authorised by employee item value is performed including unrecoverable additional tax.
Invoice items with discrepancies that are outside the tolerances, for example, are created as unauthorised. The
assigned authoriser or incumbents of the assigned position is notified that an authorisation transaction has been
created for approval using the Approvals Manager.
District
Supplier
Supplier Unique identifier created when a supplier is created using the MSM200A - Maintain Supplier
Number Information screen
Mnemonic A name given to a supplier established on the MSM200C - Supplier Classification screen to
assist with the search request for a supplier
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or Mnemonic
Enter either the supplier number or the mnemonic for a non-order invoice. A mnemonic is a name given to a
supplier on the MSM200C - Supplier Classification screen to assist with the search request for a supplier.
If the supplier field is not entered, this field is updated when you click Save and the payment name of the
supplier displays. When the supplier code is entered, any default bank details for the supplier display. If supplier
details override bank details at the district level, a warning displays.
or Govt Id
different searches:
Invoice No
Enter the invoice number if you started the invoice load process directly from this screen. This field displays the
invoice number if you originated the invoice load process from the MSM260A - Invoice Entry screen.
Ellipse EAM displays an error message when a duplicate invoice is detected. This can occur if the invoice
number is already on file for the same supplier and district or where multiple districts exist for the system.
Voucher
Enter a voucher number if allocation is manual. The default voucher displays for automatic and default
allocations. The voucher number for default allocation is modified when entering any valid number.
Leave this field blank if you want Ellipse EAM to automatically generate a voucher number, or enter a voucher
number manually.
Invoice Amount
Consumption Tax Amt
(Consumption Tax Amount)
This field displays only if the consumption tax functionality has been enabled at the district level for
the Accounts Payable module.
Enter any consumption tax relating to this item.
Note: The additional tax functionality is used to process Australian GST and UK VAT requirements.
Add Tax
(Additional Tax)
This field displays if the additional tax functionality has been enabled at the district level. The amount of
additional tax entered when the invoice was loaded displays in this field.
If the add tax value calculated by Ellipse EAM does not equal the invoice amount, adjust the amount using
action code T at the item level.
The amount entered must always be the value the supplier has invoiced.
Add Tax Code
(Additional Tax Codes)
383
Configuration
This field displays the additional tax code defaulting from the district control file and can be overwritten if the
supplier has a different additional tax code.
For Australia
This field determines how GST is processed and accounted for.
For the UK
This fields determines how VAT is processed and accounted for.
Tabs
 General
 Payment
 1099 Details
 Items
General tab
INVOICE HEADER DETAILS
Accountant
Org Inv No.
(Original Invoice No)
Enter the original (previous) invoice number, if this invoice is to amend the additional taxes on a previous
invoice.
Currency
The currency type used for this district. The currency type can be overwritten, if required. The currency type
must be a valid code on the CU - Currency Type table file.
Comments
Handling Code
Enter the control account group code for the field release invoice. The description of the account group code
displays at the right. Clicking the link opens the MSE00C - Search Control Account Group screen to search for a
valid code. This Control Account Group Code defines the control accounts used by Ellipse EAM when
generating transactions for this invoice. This field displays only if the district has control accounts enabled. It is
384
Configuration
district.
DATES
Invoice Date
Invoice Received
This field displays today's date and can be overwritten, if required. The date must be before or equal to today's
date.
Due Date
PURCHASE ORDER DETAILS
Order
The purchase order number entered into the MSM260A - Invoice Entry screen.
If you began the invoice load process on this screen, enter the field release purchase order number.
Docket
Enter the field release docket.
Received By
Enter the employee code of the person who received the goods into the warehouse.
Authorised by
Enter the employee code of the person who will authorise payment of this invoice. The invoice item will be
authorised using MSEAPM - Approvals Manager.
Payment tab
BANK ACCOUNT
Bank Branch
Account No
The bank account entered or displayed in this field is the bank account used to deduct payment for this invoice.
To pay this invoice from another bank account, enter the required bank account or review bank accounts
established for this district by entering a question mark in this field. Select the required bank account.
For districts with more than one bank account, the default bank account for Accounts Payable is returned. This
code can be overwritten to enter other bank accounts.
1099 Details tab
For the US
1099 Amt
(1099 Amount)
385
Configuration
Enter the 1099 amount attributable to this invoice for a 1099 supplier. The default always displays the amount of
the invoice entered.
An amount cannot be entered in this field if the supplier has not been setup as a 1099 supplier.
1099 Type
The 1099 type defaults to the 1099 type on the Supplier Business Information file.
If this is changed, the 1099 type is validated against the VT - 1099 Supplier Type table file.
This field is mandatory if the invoice is for a 1099 supplier. You cannot enter a 1099 type if the supplier is not a
1099 supplier.
Items tab
You can enter up to three items on this tab in the grid. The following information is entered per item.
Item
Enter the item number.
Description
Enter a description for each invoice item. If this field is left blank, the description defaults to the purchase
requisition item description. This description forms part of the transaction details held in the General Ledger.
Quantity
Enter the quantity being invoiced.
Value
Enter the monetary value in absolute terms for this item within the invoice, using a full stop (.) as the decimal
separator.
The value is the line item value. The sum of the line item values must equal the invoice amount on the previous
screen for the invoice to load successfully.
For Australia
If the supplier invoices you and the invoice item is GST exclusive, the appropriate additional tax code is entered.
If the supplier invoices you and the invoice item is GST inclusive, the appropriate tax code is entered.
District
The district code. The current district defaults and can be overwritten, if required.
Enter the district code to be charged. This code must be a valid district code.
Order Item
Enter the purchase order item relating to this invoice.
Consumption Tax Code
Enter the consumption tax code for the item. This field displays if the consumption tax functionality has been
enabled in the district control for the Accounts Payable module.
Consumption Tax Value

Enter the consumption tax value for the item. This field displays if the consumption tax functionality has been
enabled in the district controls for the Accounts Payable module.
Add Tax
(Additional Tax)
Enter the additional tax code for the item, if required.
386
Configuration
Account
Enter the account code being charged by this invoice, if required. This code is validated against the appropriate
files.
Enter the appropriate sub-ledger key information in this field, if the sub-ledger facility applies.
You must enter data in either the Account, Wo/ Proj No or Equip fields.
All costing details entered are subject to the standard validation process.
Wo/Proj No
(Work Order/Project Number)
Enter the work order or project number being charged by this invoice, if required. This code is validated against
the appropriate files.
Enter the appropriate sub-ledger key information, if the sub-ledger facility applies.
W/P
(Work Order/Project)
This field indicates whether the identifier entered into the Wo/ Proj No field is for a work order or project.
Enter W for work order or P for project.
Equip
(Equipment Number)
Enter the equipment number being charged by this invoice, if required. This code is validated against the
appropriate files.
You must enter data either the Equip No, Wo/Proj No or Account fields.
Action
installed:
Review Tax Details Opens the MSM26JA - Review tax details screen.
Enter Tax Details Opens the MSM26JA - Enter tax details screen. This code
allows you to amend the value of the additional tax calculated
by Ellipse EAM, if the calculated amount differs from the
amount invoiced.
Review Tax Details Review Tax Details
387
Configuration
MSM265A - Non-Order Invoice Entry

Use this screen to enter invoice information for an invoice that does not relate to an order.
This screen is accessed from either:
 The main Ellipse EAM menu
 The Quick Launch field
 Using the MSM260A - Invoice Entry screen, if the purchase order field is left blank. If the invoice is entered
from this screen, all header details are carried forward, and only the item details need to be entered.
The district control file provides an option to load invoice items as approved or unapproved. If the district
control file is not set to approve non-order invoices upon load, the invoice items must be approved using
MSEAPM - Approvals, when Position Management is turned on.
When a supplier is entered or defaulted the header additional tax code defined for the supplier also defaults
unless already specified.
Notes:
• If costing for non-goods invoice is on approval and no costing details are entered for an invoice item or items,
the status of the item or items cannot be set to Approved. This prevents the invoice as a whole from being
approved and becoming eligible for payments.
• The setting in the XT - Extra Control table file for the No Invoice Approval by Authorised By field rules the
invoice item approval.
After an invoice is entered and comments are required on the invoice, text type IX or II displays on the
MSM096B - Maintain Standard Text screen.
The Additional Tax Code fields are protected from entry if more than one Additional Tax Code is entered
against the header or item, either using a group tax code.
If you enter an item on this screen and an additional tax code is not specified the additional tax code from the
supplier defaults. The value entered must include additional taxes flagged as being the same price.
Action code T is only available to modify header taxes after you attempt to match item totals to header totals for
the first time. Taxes at the header level are based on the total additional tax calculated for the item. These are
unaffected by change to the value of any items unless tax codes for the header are re-entered.
The MSM26JA - Enter Tax Details screen displays for the invoice header or invoice item if it has an associated
Tax Code specifying that tax details are displayed on loading. If necessary item tax details display after item
details are entered. Header tax details display before the item totals are matched to the header totals.
If you specify an account code for another district and additional taxes apply additional taxes are switched on in
the district specified.
When processing is complete one of the following occurs:
 a blank screen displays for entry of the next field release invoice
 the MSM260A - Invoice Entry screen displays
District
Supplier
Supplier Unique identifier created when a supplier is created using the MSM200A - Maintain
Number Supplier Information screen.
Mnemonic A name given to a supplier established on the MSM200C - Supplier Classification

screen to assist with the search request for a supplier.
When creating a one-time supplier, the system checks whether the automatically assign supplier number option
is turned on. Otherwise, an error occurs indicating a supplier number must be entered.
388
Configuration
or Mnemonic
When entering a non order invoice, you can enter either the supplier number or the mnemonic.
You can search for a mnemonic by using the asterisk *. For example, to search for a supplier that has the
mnemonic of Jackson, you could enter Ja* in the mnemonic field. This would bring up all mnemonics that start
with Ja.
or Government Id
different searches:
Invoice No
Enter the invoice number displayed on the invoice document.
Voucher
Enter a voucher number if allocation is manual. The default voucher displays for automatic and default
allocations. The voucher number for default allocation is modified when entering any valid number.
Leave this field blank if you want Ellipse EAM to automatically generate a voucher number, or enter a voucher
number manually.
Invoice Amt
(Invoice Amount)
Consumption Tax
Enter IVA in this field for South America. This field is not used in the UK and Australia. VAT and GST are
deducted using the additional tax functionality.
Add Tax
(Additional Tax)
This field displays only if additional tax functionality has been enabled at the district level. Enter the full amount
of additional tax (GST/VAT) required for this invoice. The invoiced GST/VAT amount must always be recorded
in this field. If Ellipse EAM calculates a different amount for the invoice (for example, $1.20 instead of $1.00),
the Ellipse EAM calculated amount must be amended using action code T at the invoice item entry level.
Add Tax Code
(Additional Tax Code)
Enter the additional tax code associated with this invoice. You can only enter data in this field if additional tax
has been enabled. This field always defaults to the district control file default, however, if an additional tax code
has been set up at the supplier level also, the supplier code replaces the district code.
This field displays an asterisk and is protected if more than one additional tax code has been entered against this
item, using either a group tax code or the MSM26JA - Enter Tax Details screen.
For Australia
389
Configuration
If the supplier invoices you and the invoice item is GST exclusive, the appropriate additional tax code must be
entered.
If the supplier invoices you and the invoice item is GST inclusive, the appropriate tax code must be entered.
Tabs
 General
 Payment
 1099 Details
 Items
General tab
These fields comprise the header invoice details.
Accountant
Org Inv No.
(Original Invoice Number)
Enter the original invoice number that the adjustment is for, if the non-order invoice has been entered to amend a
tax invoice.
You can also change invoice details using the MSO26M - Debit/Credit Note program.
Currency
A valid currency type. This entry must already exist on the Table File CU - Currency Type.
Comments
Handling Code
Enter the control account group code for the non-order invoice. The description of the account group code
displays at the right. Clicking the link opens the MSE00C - Search Control Account Group screen to search for a
valid code. This Control Account Group Code defines the control accounts used by Ellipse EAM when
generating transactions for this invoice. This field displays only if the district has control accounts enabled. It is
district.
DATES
Invoice Date
390
Configuration
Invoice Received
date.
Due Date
This field displays the due date from the invoice that is automatically calculated by Ellipse EAM using the
settlement terms specified on the supplier file and the invoice date entered.
This date can be overridden if required.
DISCOUNTS
Settlement Discount
Enter a settlement discount to override the settlement discount calculated by Ellipse EAM. If the invoice is paid
prior to the settlement discount date, Ellipse EAM deducts the amount as a settlement discount. If left blank,
settlement discount terms from the supplier file will default.
Discount Date
This can be entered manually or updated automatically by the system, if settlement discount terms are specified
in the supplier file.
Payment tab
Bank Branch
Account No
The bank account entered or displayed in this field is the bank account used to deduct payment for this invoice.
To pay this invoice from another bank account, enter the required bank account or review bank accounts
established for this district by entering a question mark in this field. Select the required bank account.
For districts with more than one bank account, the default bank account for Accounts Payable is returned. This
code can be overwritten to enter other bank accounts.
In a district with no access to multiple bank accounts this field defaults to the relevant bank account. These
details cannot be modified.
1099 Details tab
For the US
1099 Amt
(1099 Amount)
Enter the 1099 amount attributable to this invoice for a 1099 supplier. The default always displays the amount of
the invoice entered.
An amount cannot be entered in this field if the supplier has not been setup as a 1099 supplier.
You can overwrite this field, if required.
1099 Type
The 1099 type defaults to the 1099 type on the Supplier Business Information file.
If this is changed, the 1099 type is validated against the VT - 1099 Supplier Type table file.
This field is mandatory if the invoice is for a 1099 supplier. You cannot enter a 1099 type if the supplier is not a
1099 supplier.
Items tab
You can enter up to three items on this tab. The following information is entered per item.
391
Configuration
Item
Enter the item number.
Description
Enter the description of the goods being invoiced. This description forms part of the transaction details held in
the General Ledger.
Value
Enter the monetary value in absolute terms for this item within the invoice, using a full stop (.) as the decimal
separator.
The value is the line item value. The sum of the line item values must equal the invoice amount on the previous
screen for the invoice to load successfully.
For Australia
If the supplier invoices you and the invoice item is GST exclusive, the appropriate additional tax code is entered.
If the supplier invoices you and the invoice item is GST inclusive, the appropriate tax code is entered.
District
The district code. The current district defaults and can be overwritten, if required.
Enter the district code to be charged. This code must be a valid district code.
Auth By
(Authorised By)
Enter the employee code of the person who will authorise payment of this invoice. The invoice item will be
authorised using MSEAPM - Approvals Manager.
Consumption Tax Code
Enter the consumption tax code for the item. This field displays if the consumption tax functionality has been
enabled in the district control for the Accounts Payable module.
Tax Code
Enter the consumption tax value for the item.
Add Tax Code
For Australia
If the supplier invoices you and the invoice item is GST exclusive, the appropriate additional tax code must be
entered.
If the supplier invoices you and the invoice item is GST inclusive, the appropriate tax code must be entered.
Account
Enter the account code being charged by this invoice, if required. This code is validated against the appropriate
files.
Enter the appropriate sub-ledger key information in this field, if the sub-ledger facility applies.
You must enter data in either the Account, Wo/ Proj No or Equip fields.
Wo/Proj No
(Work Order/Project Number)
392
Configuration
Enter the work order or project number being charged by this invoice, if required. This code is validated against
the appropriate files.
Enter the appropriate sub-ledger key information, if the sub-ledger facility applies.
W/P
(Work Order/Project)
This field indicates whether the identifier entered into the Wo/ Proj No field is for a work order or project.
Enter W for work order or P for project.
Equip No
(Equipment Number)
Enter the equipment number being charged by this invoice, if required. This code is validated against the
appropriate files.
You must enter data either the Equip No, Wo/Proj No or Account fields.
Act
installed:
Maintain FAD Details Maintain FAD Details.

Note: This action displays when the Items tab is selected.
Enter Tax Details Opens the MSM26JA - Enter tax details screen. This code allows you to
amend the value of the additional tax calculated by Ellipse EAM, if the
calculated amount differs from the amount invoiced.
Note: This option displays when the Items tab is selected.
Enter Tax Details Enter Tax Details
Document Links Opens the MSE58S - Search Short Form Document screen where you
can search for documents linked to the non-order invoice.
393
Configuration
MSM26GA - Pre-Payment Invoice Entry

This screen is used to enter a payment for goods or services that have not been received or performed.
Before a pre-payment invoice can be raised, an order must exist with a price code indicating that a pre-payment
is to be made.
When a supplier is entered the header additional tax code defined for the supplier defaults unless it is already
supplied.
If you enter an item on this screen and an additional tax code is not specified the additional tax code from the
supplier defaults. Additional tax codes default from the header after entering the item.
The value entered must include all additional taxes payable to the supplier. Consumption tax, sales tax and
additional tax amounts are calculated using this value when entering the order.
If the additional tax amounts are modified using MSM26JA - Enter Tax Details screen this additional tax amount
is used and not the calculated amount. The value of the item is updated accordingly. The consumption tax and
sales tax amounts are not affected if the additional tax amount is updated this way.
Additional tax is calculated using the value of the item including consumption tax and sales tax indicated by the
additional tax code settings.
Action code T is used to modify header taxes after attempting to match item totals to header totals for the first
time. Taxes at the header level are based on the total additional tax calculated for the item. These are not affected
by changes to the value of any item unless tax codes for the header are re-entered.
MSM26JA - Enter Tax Details screen displays automatically for the invoice header or item, if it has an
associated tax code specifying that tax details should be displayed on loading. Header tax details display before
matching is attempted to match item totals to header totals for the first time.
Purchase Order
Enter the purchase order number that corresponds to this pre-payment.
Supplier
The supplier code and supplier description.
Invoice No
Enter the invoice number displayed on the invoice document.
Invoice entry should:
 Not include any spaces
 Not include leading zeroes (for example 000598, is entered as 598)
 Use a back slash when manually entering an invoice number
Ellipse EAM displays an error message where a duplicate invoice is detected.
Voucher
This field is mandatory, if the functionality was actioned at the district level. This can be system-generated or
entered manually.
Tabs
 General
 Payment
 Items
General tab
Accountant
394
Configuration
Invoice Date
Invoice Received
date.
Due Date
Currency
A valid currency type. This entry must already exist on the Table File CU - Currency Type.
Invoice Amount
For Australia
For Australian invoices, enter the total of the invoice including GST.
Add Tax
(Additional Tax)
This field displays if the additional tax functionality has been enabled at the district level. The amount of
additional tax entered when the invoice was loaded displays in this field.
Add Tax Code
Enter the additional tax code that corresponds to the additional tax amount entered above. The Add Tax Code
field is not available for entry if the following applies:
 More than one additional tax code has been entered against the header, using a group tax code or
the MSM26JA - Enter Tax Details
 Additional tax has not been enabled
This field is updated from the supplier business information or from the district file if the supplier file has not
been defined.
For Australia
Comments
Payment tab
Bank Branch
395
Configuration
Bank Account
The default bank account for Accounts Payable in the current district. This field may be overwritten, if required.
Payment for this invoice will be deducted from this bank account.
Handling Code
Items tab
Item
The item number of the invoice item.
PO Item
(Purchase Order Item)
Enter the line item from the purchase order that corresponds to the prepayment line item from the invoice.
Description
Enter a functional description to describe the item goods or services.
Auth By
(Authorised By)
Enter the employee code of the person who will authorise payment of this invoice.
Add Tax Code
Enter the additional tax code that corresponds to this invoice item:
 If more than one additional tax code has been entered against the header, using a group tax code or
the MSM26JA - Enter Tax Details screen
 Additional tax has not been enabled
This field is updated from the supplier business information or from the district file if the supplier file has not
been defined.
For Australia
Add Tax Ind
(Additional Tax Indicator)
The additional tax indicator.
Value
Enter the value of the invoice item. The sum of all of the items adds up to the total amount of the invoice.
Action
installed:
T Enter Tax details
This action is available on invoice items.
396
Configuration
Process
installed:
397
Configuration
MSM810C - Maintain Employee Type Details

Use this screen to create, modify, or delete employee type details on the Employee/Position Authority file.
Note: This screen only displays after MSM810B if the Position Management module (3870) is not installed.
The available employee types displayed depend on the modules installed.
Employee Id
The employee ID.
Name
The name of the employee.
Employee Types
A number of employee types are displayed, depending on the modules installed and control options selected:
 The Credit Manager type is only available when the Customer Information module (3501) is installed.
 The Funds Checker and Funds Overrrider types are only available if the Funds Approval Check flag is
not blank on MSM001D.
 The Sales Person type is only available if the Accounts Receivable (3560) module is installed.
 The Repair Manager type is only available if the Repairable Item Management module (3390) is installed.
Enter Y against each type that relates to this employee.
398

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Add Districts to Printer.............................................................................................................................

Copy a Reporting Group.........................................................................................................................

MSM00CE - Modify Program Printer Allocations........................................................................................

Maintaining the System Control File

 District bank account details

Further Information - Maintain the System Control File

Maintaining System Control Settings - Diagram

Initialise System Control File

Maintain Systems Control Information

Configure System Control File for Advanced User Security

Define a New District

Input Screen Defaults

34. Select Submit.

Maintaining Multiple Control Accounts

Create Control Account Group

Review Control Account Groups

Update Control Account Groups

Delete Control Account Groups

Copy Existing District to New District

Health, Safety and Environment

For use when no prefix applies

Modify District Control information

10. Select Submit.

26. Enter data in the following tabs:

The MSM00EB - Maintain District Control Information screen displays.

Modify Bank Accounts for a District

Modify Account Codes for a District

Modify Accounting Periods for a District

Modify Current Period Information

Modify Program Printer Allocations

Modify Address Details for a District

Modify Human Resrouces Details for a District

Click Revert at any time leave the program.

Maintain Warehouse Control Information

Maintaining Table Files

Summary of Table Files

 Associated values for tables are defined by ABB.

Maintaining Table Files - Diagram

Review Table Codes

Create a Table Type

Create a Table Code (with Optional Associated Values)

Modify a Table Type

Modify a Table Code and Associated Values

Delete a Table Code

Delete a Table Type

Secure a Table Type

Create an MSO Chain

14. Enter data in the following field:

Anchor program Chain name Function

MSO510 MODINC Modify Incidents

MSO8JA MODJOB Creating Job Information

MSO8JB REVJOB Reviewing Job Information

MSO870 MODPOS Creating Position Information

MSO871 REVPOS Reviewing Position Information

REVINC Review Incidents

Maintaining Ellipse EAM Menus

Add an Existing Menu

Copy an Existing Menu