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Identity Manager 8.0 - Chargeback Administration Guide

Accounting Data
One Identity Manager Users for Accounting Prerequisites for Accounting Basic Accounting Data Entering Service Items Entering Service Categories Vouchers and Voucher Items

Entering Voucher Items Automatically

Entering Voucher Items Automatically

Table 17: Configuration Parameter for Automatically Entering Voucher Items
Configuration parameter Meaning
Accounting\SimpleCollector Preprocessor relevant configuration parameter for controlling database model components, for automatically making vouchers for accounting. If the parameter is set, vouchers can be made automatically. Changes to the parameter require recompiling the database.
Accounting\SimpleCollector\ReportDir Configuration parameter containing the path for storing reports.

Enter separate voucher items into a voucher. One voucher item corresponds to a bookable IT service. For example, applications assigned to an employee or scheduled measurement of mailbox sizes can be consolidated in one voucher item. It is also possible to include data from external data sources for making vouchers. However, the methods used for this differ from company to company and, therefore, you should implement them to suit yours.

You can use the One Identity Manager Service collector function supplied with the process component VI.JobService.JobComponents.InvoiceComponent to automatically create voucher positions. Using the One Identity Manager reporting functionality, you can group vouchers in the form of an invoice and send then by email.

To simplify dealings with data imports and collection and if necessary to extend it, you can manage the accounting run using the task Start accounting run. All available events and the current processing status of a voucher are displayed on the form.

The executable events must be customized.

  • Add the executable events for each voucher type in the category Accounting | Basic configuration data | Accounting runs. The order in which the events are displayed on the form is given by the sort order property. For more information, see Accounting Runs.

The One Identity Manager default system contains examples of simple data collectors for voucher with the voucher type "Receipt" that can be controlled through the form. Use this to collect the data you want in the database, a new voucher item is created for each data set and linked to the voucher for which the event was triggered. There is also an example of how to generate an accounting report which can then be sent by email. Processes for the base object Invoice are defined for the events supplied. If you start and event from the form, it starts running the corresponding process.

Table 18: Data Collector in the Default System
Event Description Item
COLPERSONHASAPP Collects application assignments for employees. 0
COLWORKDESKHASAPP Collects application assignments for workdesks. 1
COLHARDWARE Collects devices. 2
COLADSACCOUNT

Collects enabled Active Directory user accounts.

3
COLEX2KMAILBOX Collects enabled mailboxes. 4
COLADSHOMESIZE Collects home directory sizes. 5
COLEX2KMAILSIZE Collects mailbox sizes. 6
GENERATE_PROFITCENTER_REPORTS Generates reports for cost centers. 7

The processing state is stored in the table Invoice in column CollectorState. At the same time, one character of this status string represents the current processing state of an event. The string's index is defined through the sort order of the associated event. The characters have the following meaning:

Table 19: Permitted Status and Meaning
Character Name Description
Blank New/unknown Processing has not started. Initial state.
S Started This state is set by the form in order to immediately return a result to the user.
R Running This state is set by the process to signal that the import/collector is running.
F Complete The process was ended successfully.
E Error The process ended in failure.

To set a status in the processes, you can use the SQL procedure VI_Accounting_SetCollectorState. This procedure expects the following parameters:

Table 20: VI_Accounting_SetCollectorState Procedure Parameters
Parameter Meaning
uid_invoice Unique name of the voucher
eventname Event name
state Status

Calling example:

exec VI_Accounting_SetCollectorState '"&$UID_Invoice$&"','COLHARDWARE','R'

The database views used in the data collection processes can be used as templates for customizing database view.

Table 21: Database Views for Determining Data
Name of the view Usage
vi_view_accColADSAccount Collects accounting relevant information for all Active Directory user accounts that are connected with an employee and managed with account definitions.
vi_view_accColADSHomeSize Collects accounting relevant information about the size of Active Directory user account homes. The price must be given in MB in the activity supplied. The view must be customized!
vi_view_accColEx2kMailbox Collects accounting relevant information for all Microsoft Exchange mailboxes that are connected with an employee and managed with account definitions.
vi_view_accColEx2kMailSize Collects accounting relevant information about the size of Microsoft Exchange mailboxes. The price must be given in MB in the activity supplied. The view must be customized!
vi_view_accColHardware Collects accounting relevant information of each device with workdesk and a device model with an activity supplied.
vi_view_accColPersonHasApp Collects accounting relevant information for all application assigned to employees and which have an activity supplied.
vi_view_accColWorkdeskHasApp Collects accounting relevant information for all applications assigned to workdesks and which have an activity supplied.

Entering Voucher Items Manually

Entering Voucher Items Manually

Voucher items cannot only be automatically entered but you can also enter and handle them manually in the Manager. However, you should only do this if marginal modifications required.

To enter voucher items

  1. Select the category Accounting | Items.
  2. Select the voucher item in the result list.

    - OR -

    Click in the result list toolbar.

  3. Select Change master data in the task view.
  4. Enter the voucher item's master data.
  5. Save the changes.

General Master Data for a Voucher Item

Enter the following properties for the voucher.

Table 22: General Master Data for Voucher Items
Property Description
Name Display name of the voucher item.

In the default version of One Identity Manager, the name is made up of the service item and the remark.

Voucher Voucher into which the voucher item is added.
Service item Service item to be invoiced.
Description Spare text box for additional explanation.
Data source Data source from which the voucher item comes.
Voucher date Data of the voucher.
Delivery item Specifies whether the voucher item is part of a delivery.

In this case, you do not have to enter a price on the Calculation tab.

If this option is not set, Quantity and Voucher date are mandatory fields. You must enter at least one price on the Calculation tab.

Delivery date Delivery date for the IT service.
Desired delivery date. Target date for delivery.
Supplier Supplier ID.
Request number Request number of the IT service for requesting from a supplier.
Product number (foreign) External product number.
Voucher item (external) Item information in imported voucher.
Voucher item (consolidated) Voucher item for accumulating this item.
Quantity Quantity to book.
Unit of measure Unit of measure.
Remarks Spare text box for additional explanation.
Booked Specifies whether the voucher item has already been processed or consolidate with another item. If this option is set, the voucher position cannot be processed again.
Denied Specifies whether approval was granted to the voucher item or not.
Related Topics

Pricing Information

Enter the required pricing information for booking the voucher item to the accounts on the Calculation tab. At least one price has to be entered as the voucher item value is calculated from the quantity and the price. Specify which available price information is being used to suit your company requirements.

Table 23: Pricing for a Voucher Item
Property Description
Unit price (purchasing) Unit price for purchasing the IT service.
Item price (purchasing) Item price calculated from quantity and unit price (purchasing).
Unit price (sales) Unit price for selling the IT service.
Item price (sales) Item price calculated from quantity and unit price (sales).
Unit price (internal) Internal booking price for the IT service.
Item price (internal) Item price calculated from quantity and unit price (internal).
Currency Currency unit
Sales tax (%) Sale tax to apply in percent.
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