The Dictionary Menu of the system is a companion to the general ledger file. It is used to build a dictionary for the verification of valid numbers contained within each level defined in the general ledger account code, and the alias code. It also supplies the long form descriptions for report production and provides the abbreviated descriptions for construction of account descriptions during GL maintenance. Email addresses can be assigned to each dictionary code that can then be used to distribute user defined reports.
The dictionary is used only if the profile record dictionary validation is activated. This is done by entering 'G' and/or 'A' in the dictionary validation item on the master profile.
The dictionary menu provides the capabilities of building and maintaining the dictionary, preparing reports of its contents for external use, and the ability to rebuild descriptions on the GL records after dictionary maintenance has been done. The following sections describe the dictionary routines.
Module
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Enter an option number followed by a function number. You may work on dictionary elements for either the GL or the alias. You may add, change, delete, inquire, or report on any of the levels within one of these two dictionaries.
Your response to this prompt must be 2 digits; one for the option and one for the function.
Level
-
Enter the level number of the account level to use for dictionary maintenance. Note: The menu in the example displays the levels for the account code structure setup for this manual, but the level selection list will be dependent upon the number of levels and the descriptions given them in the profile record and will vary from user to user.
Year to Process
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The year in your master profile displays as the default year. This should be changed to the year you wish to work in. Any additions, changes or deletions will made in the year entered only.
Dictionary Value/code
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Enter the value of the dictionary entry. The system will display the prompt showing a block on the screen for each character. The number of blocks represents the number of characters that are to be used in the dictionary entry.
Description
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Enter a description you want to use on your reports which describes this dictionary value, e.g. Object Code 110, description = salaries.
Abbreviation
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Enter an abbreviation that is meaningful to you.
Note: GL file maintenance uses the abbreviations to build the description for a GL account. Keep in mind that the total length of the account description field is 34 characters. This means that the total of the abbreviations that can be inserted in that field is 34 characters less a dash ( - ) separating each of the levels. In the example there are 6 levels which means there are 29 characters of description after the dashes (5) are subtracted to provide space for the separators. (The average length of the abbreviations for the example code should not be greater than 5. If it is, the last element will be truncated when the description is built.)
Alternate
-
This field is used by the User Defined Report Writer and can be used as an alternate description when producing User Defined Reports. Entry in this field is optional.
Email Delivery Option
The lookup key can be used to list the options that are available. These options define how email addresses are derived and can be used to distribute user defined reports by email. The page breaking options within the user defined reports can be used in conjunction with the defined email addresses to break a report into multiple documents and email each document individually.
The email addresses can be defined based on the following options:
|
None |
Do not use the email |
|
Employee Number |
Email address is derived from the employee file |
|
Email Address |
List the email addresses for this code |
|
Position Code |
Option not yet available |
Email Addresses/Employee Numbers
This prompt will only display if the 'email delivery option' has been used to select the email address or employee number option.
If email address is selected, enter the email address(es) for this code.
If employee number is selected, use lookup to select the employee number(s) for this code.
If multiple email addresses or employee numbers have been entered, an asterisk will display beside this field.
Note 1: If the email domain is always the same (ex. sd##.bc.ca), the following symbol can be defined: TSC$EMAIL_DOMAIN:=="sd##.bc.ca"
The email addresses will not require the domain to be entered. This symbol is necessary if the email addresses in the employee file do not include the email domain.
Note 2: Entries in field 06 are automatically applied to all years for which the dictionary code exists.