DART - How to View, Add and Update Departmental Categories

April 26, 2005

How to view a list of Categories for a Cost Center

The CDC (Center Dept Category maintenance) function allows you to view categories for a cost center as well as add new categories to a cost center.

Input an Action of V, the CCC and press Enter. By leaving the category blank, the list will display the first Departmental Category within the institutional category Maintenance in sequence code order. If a Dept Catg field is entered in the banner, the list will display all categories within that institutional category in sequence code order.

If all categories cannot be displayed on one screen, press PF8 to page forward to the next screen of categories.

The LACC (List All Categories for a CCC) function also allows you to view cost center/category combinations. Just input the company cost center and press enter.

If all categories cannot be displayed on one screen, press PF8 to page forward to the next screen of categories.

How to add a category to a CCC

If you would like for financial activity to be aggregated more specifically, departmental categories can be added to your cost centers by using the CDC, CACC, or CSCC functions. LCIC is useful to view departmental categories for an institutional category and cost center.

Use the CDC function to add departmental categories to your cost center.

It is best to first select a category(s) from one of the following DART lists that display departmental categories:

• LCAT - (List CATegories) lists all categories on the DCAT (Departmental CATegory) table, starting from a departmental category, in alphabetical order. If no departmental category is specified then all categories will be displayed, ten categories per screen.
• LCAC - (List CAtegories for a Class) lists those categories for a specified category class starting from a departmental category in alphabetical order. If no departmental category is specified then all categories for the specified class will be displayed, ten categories per screen.
• LCIC - (List Catg for Inst Catg/class by seq cd) lists categories on the Departmental Category maintenance table for a category class and institutional category starting from a sequence code. If no sequence code is specified, then all categories for the class are displayed in sequence code order, ten categories per screen.

From one of these lists, you can select one or several categories, one screen at a time, by doing the following:

• Type an "x" on the selection line in front of the Category on the record line that holds the category(s) you want to add to your cost center.
• Press PF2 to suspend to the DART function CDC (Center Dept Category maintenance). This allows you to add all the categories selected.
• Input "A" in the Action field, the cost center in the CCC field and the first category you selected from the list in the DeptCatg field.
• Press PF10 to add the category to your cost center.
• Press PF8 (NextR) to either add your next category or to return to the list to select your next screen of categories.
• Repeat steps until all categories have been added to your cost center.
  Note: If you know what category or categories you want, then you can go directly to function CDC (Center Dept Category maintenance) with an Action of A, the CCC, and the DeptCatg (departmental category) and press Enter. The sequence code may also be changed. If the sequence code is changed, you should ensure that the code places the category in the order desired. Once you update the sequence codes and press PF10, the display is reordered in the new sequence code order.

How to update a cost center/category combination

The CDC (Center Dept Category maintenance) function also allows you to update sequence code values for cost center/category combinations.

• Input an Action of U, the CCC, DeptCatg (departmental category), press Enter, then input the new sequence code values in the Seq field for the categories you want to change.
• Press PF10 to save your changes. The display is reordered in the new sequence code order.
• Press PF8 to page to the next screen of categories.
  Repeat steps until all sequence code values have been changed for your cost center.

How to copy cost center/category combinations

The CSCC (Copy Selected Center Categories) function is used to copy a selected range of categories within an institutional category from one cost center to another. The CACC (Copy All Center Categories) function is used to copy all categories from one cost center to another. Note: using this function means that the sequence code values assigned are either the departmentally assigned sequence codes for a from cost center or institutionally assigned sequence codes.

• Input "CSCC" (to select categories to copy) or 'CACC’ (to copy all categories) in the Command field and press Enter.
• Next, enter the following information in the banner:
  • Input an Action of C (which will result in an Action of A after PF10 is pressed)
  • Input the CCC (copying from)
  • Input the "To CCC"(copying to)
  • and Input a DeptCatg (optional for CSCC)
• Press Enter.
  Note:Entering a category in the banner on CSCC causes the display to begin with that category and display all categories within the same institutional category in sequence code order for the from center. Leaving the category blank in the banner causes the display to begin with the maintenance category in sequence code order for the from cost center. Note: The company type must be the same for the to and from cost center (i.e., C for Current fund).
  

On CSCC, you may copy all of the categories displayed, or selected, by marking them with any character. All categories are defaulted with an X indicator. If you do not want a category to be copied, then the X should be removed by using the spacebar or delete key.

You have several options for setting the sequence code value for the new cost center/category combinations.

The Copy Dept Catg Sequence Code flag defaults to Y, meaning that the values in the Dpt Seq Field (departmentally-assigned values) will be copied to the to center.

Changing the Copy Dept Catg Sequence Code flag to N will cause the values in the UA Seq Field (institutionally-assigned values) to be copied to the to center.

Optionally, you may assign your own sequence code by leaving the Copy Dept Catg Sequence Code flag set to Y and entering whatever values you would like in the Dpt Seq field. This option is available for CSCC only.

Note: If the category already exists on the to center, then whatever value was entered (or defaulted) in the Dpt Seq or the UA Seq field will be assigned to the to center if it differs from the value already in existence. You receive a warning to notify you of the intended action.

Press PF10 to save the screen.

On CSCC, press PF8 to scroll to the next screen of categories. Repeat steps until all categories have been added to your cost center.

Phone Help

If you need assistance and can't find the answer in this or other DART documentation, call Financial Affairs at 5-4547.