Setting up AFEs

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Setting up AFEs

To set up an AFE, navigate to the menu and select Master Data > AFEs.

Enter AFE Information.

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AFE Number	The number of the AFE. If AFE numbering is set up, and this field is left blank, the AFE number will use autonumbering to generate this number upon saving. Access AFE numbering for more information.
AFE Name	The name of the AFE.
Supp.	The current supplement number of the AFE. This value will update when a supplement is created for the AFE. More information Access AFE Supplements for more information. This field cannot be modified.
Rev.	The current revision number of the AFE. This value will update when a revision is created for the AFE. Access AFE Revisions for more information. This field cannot be modified.
Detail Desc	A description of the AFE.
Type	The type of the AFE. Enter the AFE type code or select from the AFE Type Codes List of Values. When System default is AFE_TYPE_ACCOUNTS_AUTO_SETUP = Y, then the accounts associated with that AFE type will default into cost estimates.
AFE Class	The class code of the AFE. The Class code is User Defined and used to categorize / inform only on the AFE. Enter the class code or select from the AFE Class List of Values.
Managing Org	The organization that manages the AFE. Enter the organization ID or select from the Organizations List of Values. If the AFE is operated, the organization in this field will record the invoices. If the AFE is non operated, the organization in this field will record the joint interest billings. Qbyte Financial looks to the Managing Organization during validation on data entry. If the Allow Other Organizations field is set to No for the cost centre or AFE, then the system ensures that the Managing Organization is the organization on the line of coding.
Ownership Org	The organization that owns the AFE. Enter the organization ID or select from the Organizations List of Values. Qbyte Financial looks to the Ownership Organization during data entry to determine the Ownership Type. If the USE OM flag is set to No, the system automatically Direct Bills the line of coding to the Ownership Organization.
Gl Sub	The default GL sub code for the AFE. This optional subledger code is used to provide more detail for a major and minor account. Enter the GL sub code or select from the Codes List of Values.
AFE Amt.	The gross amount of the AFE. The currency in this field will default to the operating currency of the organization entered in the Managing Org field.
Status	The status of the AFE. This field will default to U Unapproved. Valid values are: A Approved C Conditional P Pending T Terminated U Unapproved X Cancelled The status of an AFE must be Approved or Conditional to book to the AFE. To change the status of an AFE, the user must be set up in the AFE Approval Users screen. Access AFE Approval Users for examples of how to set up users.
Start Date	The start date of the AFE, in the format YY/MM/DD.
End Date	The end date of the AFE, in the format YY/MM/DD.
Commitment Date	The commitment date of the AFE, in the format YY/MM/DD.
Effective Date	The effective date of the AFE, in the format YY/MM/DD.
Operator	The company that operates the AFE is listed in the Operator/AFE Cross Reference Block. Enter the business associate ID or select from the Business Associates List of Values. If the AFE is operated, the internal business associate for the managing organization will be entered in this field. If the AFE is non-operated, the external partner will be entered in this field. Note: From an audit reporting perspective, it is recommended that changes to the AFE Operator rows are handled as Deletes and Inserts, rather than Updates. For example, if the AFE Operator information on my AFE is: and I need to change either the Operator or the AFE value, the recommended approach is: Delete the row and save. Add a row with the new Operator and AFE value and save:
AFE Number	A cross reference for the operator of the AFE (the operator AFE number).
Approved On	The date the AFE was approved. When changing the status of the AFE to A Approved, this field will default to the date the status was changed. This field cannot be modified.
By	If the AFE is approved, the user who approved the AFE. This field cannot be modified.
Terminated On	The date the AFE was terminated. When changing the status of the AFE to T Terminated, this field will default to the date the status was changed. This field cannot be modified.
By	If the AFE is terminated, the user who terminated the AFE. This field cannot be modified.
Status Last Updated On	The date the AFE status was last updated. When changing the status of the AFE, this field will default to the date the status was changed. This field cannot be modified.
By	The user who last updated the AFE. This field cannot be modified.

Select Ctrl + S or the Save icon to save the AFE.

Adding Attachments

To add attachments to an AFE, select the Attachments button on the AFE tab. If an attachment is added to an AFE, the Attachments button will be bolded and the amount of attachments visible.

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AFE Num	The AFE number. This field will default with the value entered in the AFE Number field. This field cannot be modified.
AFE Name	The name of the AFE. This field will default with the value entered in the AFE Name field of the AFE tab. This field cannot be modified.
Code	The code of the attachment. Enter the attachments code or select from the AFE Attachments Codes List of Values.
Date	The date of the attachment, in the format YY/MM/DD. This field will default to the date the attachment is entered.
Description	The description of the attachment.
File Name	The attachment file name.

Attachments are automatically saved, and a message will appear

Adding Comments

To add comments to an AFE, select the Comments button on the AFE tab. If a comment is added to an AFE, the Comments button will be bolded and amount of comments visible.

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AFE Num	The AFE number. This field will default with the value entered in the AFE Number field.
AFE Name	The name of the AFE. This field will default with the value entered in the AFE Name field of the AFE tab. This field cannot be modified.
Code	The code of the comment. Enter the comment code or select from the AFE Comment Codes List of Values.
Date	The date of the comment, in the format YY/MM/DD. This field will default to the date the comment is entered.
Description	The comment.

Adding Processing Information

Processing information can be added to AFEs in the Processing tab.

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AFE Number	The number of the AFE. This field will default with the value entered in the AFE Number field of the AFE tab. This field cannot be modified.
AFE Name	The name of the AFE. This field will default with the value entered in the AFE Name field of the AFE tab. This field cannot be modified.
Province / State	The province of the AFE. Enter a province or state abbreviation or select from the Prov/State List of Values.
Country	The country of the AFE. Enter a country ID or select from the Country List of Values.
Allow Other Orgs	Indicates whether organizations other than the managing organization can book to the AFE. Valid values include: Yes - Organizations other than the managing organization can book to the AFE. No - Only the managing organization can book to the AFE. Warning - Organizations other than the managing organization can book to the AFE, but a warning will be displayed when doing so.
Use OM	Indicates whether the AFE will use a division of interest to bill out costs. If Use OM is set to Y on an AFE, when a gross transaction is booked to the AFE it will use a DOI to distribute the transaction. If USE OM is set to N on an AFE, when a gross transaction is booked to the AFE it will direct bill the cost to the ownership organization on the AFE.
WIP Transfer	Indicates whether the AFE will be used in the WIP(work in progress) Transfer process.
Capital / Expense	The Work in Progress status of the AFE. This value can be selected from the Capital or Expense List of Values. Valid values include: C - Capitalize Costs D - Expense Z - Other
Expl / Dev	Indicates whether the AFE is Development or Exploration.
Tax Code	The tax code of the AFE. Enter the tax code or select from the Codes List of Values.
Budget Activity/Yr	The budget activity and budget year of the AFE. Enter a budget ID or select from the Budget Activity ID List of Values.
Capital Budget	The capital budget code of the AFE. This field cannot be modified.
Project	The capital project code of the AFE. This field cannot be modified.
Flag	Indicates whether a capital accrual is generated for the AFE.
Cost Centre	The capital accrual cost centre for the AFE. Enter the cost centre or select from the Cost Centres List of Values.
Last Accrued Date	The most recent date that capital accruals were run for the AFE. This field cannot be modified.

Select Ctrl + S or the Save icon to save the AFE processing information.

Adding AFE/Cost Centre Links

Cost Centres can be linked to AFEs in the Processing tab.

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Cost Centre

The number of the cost centre.

Enter the cost centre ID or select from the Cost Centres List of Values.

Cost Centre Name

The name of the cost centre.

This field cannot be modified.

Allocation Flag

Indicates whether the cost centre / AFE combination has a valid allocation parameter.

When linking a cost centre that is on an active Allocation Control with an AFE, the Allocation Flag will be set to Yes upon saving if the cost centre/AFE combination is the same.

When linking a cost centre that is on an active Allocation Control without an AFE, the Allocation Flag will remain null upon saving.

Select Ctrl + S or the Save icon, to save the AFE/Cost Centre link.

Adding Legal Locations

Legal locations can be added to AFEs in the Legal Locations tab.

Enter legal location information.

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AFE Number	The number of the AFE. This field will default with the value entered in the AFE Number field of the AFE tab. This field cannot be modified.
AFE Name	The name of the AFE. This field will default with the value entered in the AFE Name field of the AFE tab. This field cannot be modified.
Survey System	The survey system of the legal location. This value can be selected from the Survey Systems List of Values. DLS Dominion Land Survey NTS National Topographic Survey FF Free Format System FPS Federal Permit System GEO Geodetic System
Location	The legal location. The Survey Systems pop-up will display when entering this field.
Primary	Indicates whether the legal location is the default legal location for the AFE.

Select Ctrl + S or the Save icon to save the AFE legal location.

Adding Cost Estimate Items

Cost estimates can be added to cost centres in the Cost Estimates tab.

Enter the AFE cost estimate information.

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AFE Number	The number of the AFE. This field will default with the value entered in the AFE Number field of the AFE tab. This field cannot be modified.
AFE Name	The name of the AFE. This field will default with the value entered in the AFE Name field of the AFE tab. This field cannot be modified.
Percent Interest	The percent interest that the managing organization has in the AFE. If no value is entered in this field, the value will default to the percent interest of the default DOI for the managing organization's internal business associate.
Original Translation Rate	The exchange rate of cost estimates from the operating currency to the reporting currency. This value can be selected from the Translation Rate List of Values. The List of Values only display daily exchange rates setup specific to the Managing Organization of the AFE, whereby the daily exchange rate has the organization field populated.
Supplement	The current supplement number of the AFE. This value will update when a supplement is created for the AFE. More information available on AFE Supplements. This field cannot be modified.
Revision	The current revision number of the AFE. This value will update when a revision is created for the AFE. More information on AFE Revisions. This field cannot be modified.
Original AFE Amount - Operating Currency	The original gross amount of the AFE in the operating currency of the managing organization. This value will default to the value entered in the AFE Amt field of the AFE tab. This field cannot be modified.
Original AFE Amount - Reporting Currency	The original gross amount of the AFE in the reporting currency of the managing organization. This value will default to the value entered in the AFE Amt field of the AFE tab. This field cannot be modified.
Revised AFE Amount - Operating Currency	The current gross amount of the AFE in the operating currency of the managing organization. This value will display the total gross amounts of the AFE including all supplements and revisions. This value will update when a supplement or revision is created for the AFE. This field cannot be modified.
Revised AFE Amount - Reporting Currency	The current gross amount of the AFE in the reporting currency of the managing organization. This value will display the total gross amounts of the AFE including all supplements and revisions. This value will update when a supplement or revision is created for the AFE. This field cannot be modified.
Account Major	The account major of the cost estimate item. This value will default to the account major set up for the AFE type in the AFE Type Accounts screen. Enter the major account or select from the Accounts List of Values.
Account Minor	The account minor of the cost estimate item. This value will default to the account minor set up for the AFE type in the AFE Type Accounts screen. Enter the minor account or select from the Accounts List of Values.
Description	The description of the account of the cost estimate item.
Gross Estimate Amt	The gross amount of the cost estimate item.
Net Estimate Amt	The net amount of the cost estimate item. This value will default to the amount entered in the Gross Estimate Amt field multiplied by the amount in the Percent Interest field.
Total Gross Estimate Amt	The total gross amount of all cost estimate items entered. When saving cost estimates, If the value entered in this field does not match the amount entered in the Original AFE Amount field, a warning will be displayed. This field cannot be modified.
Total Net Estimate Amt	The total net amount of all cost estimate items entered. This field cannot be modified.

Select Ctrl + S or the Save icon to save the AFE cost estimates.

Viewing AFE Variances

Variance information for AFEs can be viewed by selecting the Variance button in the Cost Estimates tab.

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AFE Number	The number of the AFE. This field will default with the value entered in the AFE Number field of the AFE tab. This field cannot be modified.
AFE Name	The name of the AFE. This field will default with the value entered in the AFE Name field of the AFE tab. This field cannot be modified.
Account Major	The account major. This field cannot be modified.
Account Minor	The account minor. This field cannot be modified.
Description	The account description. This field cannot be modified.
Gross Estimate	The gross cost estimate for the account. This field cannot be modified.
Gross Actuals	The gross actuals that have been booked to the account. This field cannot be modified.
Gross Variance	The difference between the gross estimate and gross actuals that have been booked to the account. This field cannot be modified.
Gross Variance %	The percent difference between the gross estimate and gross actuals that have been booked to the account. This field cannot be modified.
Net Actuals	The net actuals that have been booked to the account. This field cannot be modified.
Total Gross Estimate	The total gross cost estimate for all accounts. This field cannot be modified.
Total Gross Actuals	The total gross actuals that have been booked to all accounts. This field cannot be modified.
Total Gross Variance	The difference between the total gross estimate and total gross actuals that have been booked to all accounts. This field cannot be modified.
Total Net Actuals	The total net actuals that have been booked to all accounts. This field cannot be modified.

Launching Detailed Capital Spending Variances Report in Qbyte Optix

Users can launch a Detailed Capital Spending Variances report in Qbyte Optix by selecting the Optix icon in the toolbar.

This will launch the Detailed Capital Spending Variances report in a new Qbyte Optix window.

Adding User Defined Information

User defined information can be added to AFEs in the User Defined tab.

Enter user defined information1

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AFE Number

The number of the AFE. This field will default with the value entered in the AFE Number field of the AFE tab.

This field cannot be modified.

AFE Name

The name of the AFE. This field will default with the value entered in the AFE Name field of the AFE tab.

This field cannot be modified.

AFE_UDF_1_CODE to AFE_UDF_30_CODE

The user defined field information.

Access User Defined codes for more information.

Select Ctrl + S or the Save icon to save the AFE user defined information.

Viewing DOI Information

DOI information for AFEs can be viewed in the DOI tab.

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AFE Number	The number of the AFE. This field will default with the value entered in the AFE Number field of the AFE tab. This field cannot be modified.
AFE Name	The name of the AFE. This field will default with the value entered in the AFE Name field of the AFE tab. This field cannot be modified.
Cost Centre	The cost centre the AFE is linked to in the DOI link. This field cannot be modified.
Acct Group	The account group for the DOI link. A DOI Account Group is a range or group of accounts used to define a different ownership for AFEs. To select the appropriate DOI, Qbyte Financial will look first to ownership masters with specific links to Major/Minor accounts, then to account groups. This field cannot be modified.
Account	The account for the DOI link. This field cannot be modified.
Production Revenue Code	The production revenue code for the DOI link. This field cannot be modified.
Agreement ID	The agreement ID of the DOI link. This number is automatically assigned and the agreement ID can be attached (linked) to multiple ownership agreement links. This field cannot be modified.
Effective Date	The effective date of the DOI link. This field cannot be modified.
Expiry Date	The expiry date of the DOI link. This field cannot be modified.
Terminated	Indicates whether the DOI link has been terminated. This field cannot be modified.
Agreement ID	The agreement ID of the DOI. This field cannot be modified.
Terminated	Indicates whether the DOI has been terminated. This field cannot be modified.
Billing Agent	The business associate in the DOI who is responsible for joint interest billings. This field cannot be modified.
Partner	The business associate in the DOI. This field cannot be modified.
Percent	The percent interest that the business associate has in the DOI. This field cannot be modified.
Accountable	Indicates whether the business associate receives joint interest billings. This field cannot be modified. Accountable Partner: A partner who receives a percentage of the gross transaction passed to your company. This percentage is based on the partner’s ownership percentage. Qbyte Financial calculates the amount owing to the accountable partners based on this formula: Gross amount * (partner % / sum of all accountable partners%) Non-Accountable Partner: A partner that is non-accountable will receive no revenue. This is usually a partner who keeps their revenue portion before it’s sent to your company as a gross transaction (e.g. a non-operated situation).
Silent Partner	Indicates whether the business associate is a silent partner. This field cannot be modified. Silent Partner: A silent partner is a partner that is known to your company only. You may or may not be responsible for distributing revenue to this partner based on their ownership percentage. Qbyte Financial calculates the amount owing to the silent partners based on this formula: Gross amount * (partner % / agent partners%) * silent partners %
Agent	The business associate that is the silent partner agent in the DOI. This field cannot be modified.
Land Percent	The land percent interest that the business associate has in the DOI. This field cannot be modified.
Penalty	Indicates whether the business associate is in penalty. This field cannot be modified.
Take In Kind	Indicates whether the business associate is Take In Kind. This field cannot be modified. Take in Kind Partner: A partner who receives no revenue. This partner takes their revenue percentage as product from the well. The Joint Interest Billing Process will only distribute the amounts coded to the gross accounts to the partners that are flagged as accountable. The percentages assigned to the partners that are flagged as Non Accountable are used to estimate the true gross for non operated properties.

Adding DOI Links to AFEs

Video: Creating DOI Links from Cost Centres or AFE
Description: Learn how to add a DOI Link to a Cost Centre or AFE.

To add a DOI link to an AFE, select the Create DOI Link button on the DOI tab. More information on how to set up DOI links can be found here.

Viewing Overhead Information

Overhead information for AFEs can be viewed in the Overhead tab.

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AFE Number	The number of the AFE. This field will default with the value entered in the AFE Number field of the AFE tab. This field cannot be modified.
AFE Name	The name of the AFE. This field will default with the value entered in the AFE Name field of the AFE tab. This field cannot be modified.
Agreement Name	The name of the overhead agreement. This field cannot be modified.
Control Name	The name of the overhead control. This field cannot be modified.
Expense / Acct	The account major / minor that overhead is booked to. This field cannot be modified.
Recovery / Acct	The account major / minor that overhead recovery is booked to. This field cannot be modified.
Cost Centre	The cost centre that overhead is booked to. This field cannot be modified.
Recovery Cost	The recovery cost centre that overhead recovery is booked to. This field cannot be modified.
Method Code	The name of the overhead method. This field cannot be modified.
Cumulative Overhead Amt	The total cumulative overhead that has been charged to the overhead link to date. For capital overhead links, this field will update the cumulative overhead after overhead is run each month. This field cannot be modified.
Expiry Date	The expiry date of the overhead link. This field cannot be modified.
Calculation Type	The way in which overhead is calculated. Valid calculation types include: Account - Based on the dollar amounts booked to specific major and minor accounts. Well Count - The number of wells. This is used for operating overhead. Well Days - The number of days the well was active. Flat Rate - A flat fee charged once a month per link. This is used for operating overhead. This field cannot be modified.
Calculation Method	The way in which overhead is calculated. Valid calculation methods include: Accounting Period - Based on the accounting period. Cumulative Difference - Based on the cumulative overhead amount. This field cannot be modified.
Base Amount	The amount of overhead to charge. This is used for flat rate operating overhead links. This field cannot be modified.
Billing Threshold	The amount that must be booked to prior to overhead being charged. This field cannot be modified.
Lag Months	The number of months to wait prior to charging overhead. This field cannot be modified.
Shut in Months	The number of months to charge overhead after a well has been shut in. This field cannot be modified.
Escalation Flag	No longer used.
Effective	The effective date of the overhead method. This field cannot be modified.
Expiry Date	The expiry date of the overhead method. This field cannot be modified.
Drill Start Date	For Well Days calculation types, the start date in which overhead is calculated against. This field cannot be modified.
Drill End Date	For Well Days calculation types, the end date in which overhead is calculated against. This field cannot be modified.
Threshold Amount	The dollar amount in which overhead begins being charged. This is used for percentage based capital or operating overhead links. This field cannot be modified.
Percent	The percent in which overhead is charged based on the threshold amount. This is used for percentage based capital or operating overhead links. This field cannot be modified.

Adding Overhead Links to AFEs

Video: Creating Overhead Links from Cost Centres or AFE
Description: Learn how to add an Overhead Link directly to a Cost Centre or AFE.

To add an overhead link to an AFE, select the Create overhead link button on Overhead DOI tab. More information on how to set up overhead links can be found here.

Adding Information in Miscellaneous Tab

AFE Approvals

AFE approval information can be added to AFEs in the Miscellaneous tab.

Enter AFE approval information.

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AFE Number	The number of the AFE. This field will default with the value entered in the AFE Number field of the AFE tab. This field cannot be modified.
AFE Name	The name of the AFE. This field will default with the value entered in the AFE Name field of the AFE tab. This field cannot be modified.
Partner	The business associate with a working interest in the AFE. Enter the business associate ID or select from the Business Associates List of Values.
Description	The name of the business associate with a working interest in the AFE. This field cannot be modified.
Supp	The current supplement number of the AFE. This field cannot be modified.
Rev	The current revision number of the AFE. This field cannot be modified.
Percent	The working interest percent of the business associate.
Req Date	The requested approval date, in the format YY/MM/DD.
App Date	The approval date, in the format YY/MM/DD.
Remark	A description of the AFE approval.
Suspend	Indicates whether the partner is suspended. If checked, the partner is considered suspended, and any line items for the AFE will not be invoiced to the partner. Access Suspending/Unsuspending Partners on AFE for more information.

Select Ctrl + S or the Save icon to save the AFE approval.

AFE Justifications

AFE justification information can be added to AFEs in the Miscellaneous tab.

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AFE Justification	The justification for the AFE.
Geologist	The geologist of the AFE.
Engineer	The engineer of the AFE.
Geophysicist	The geophysicist of the AFE.

Adding Hierarchies

AFEs can be added to hierarchies in the Hierarchies tab.

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AFE Number	The number of the AFE. This field will default with the value entered in the AFE Number field of the AFE tab. This field cannot be modified.
Location	The legal location of the AFE. This field will default with the default legal location entered in the Legal Locations tab. This field cannot be modified.
Hierarchy	The name of the reporting hierarchy. This field can be selected from the Reporting Hierarchies List of Values.
Level	The level of the reporting hierarchy. This field will default to AFE. This field cannot be modified.
Entity	The number of the AFE. This field will default with the value entered in the AFE Number field of the AFE tab. This field cannot be modified.
Description	The description of the AFE. This field will default with the value entered in the Description field of the AFE tab. This field cannot be modified.
Parent Level	The parent level that the AFE rolls up to in the reporting hierarchy. This field will default with the parent level as defined in the Reporting Hierarchy Levels screen. This field cannot be modified
Parent Entity	The parent entity that the AFE rolls up to in the reporting hierarchy. This value can be selected from the Reporting Entities List of Values.
Parent Entity Desc	The parent entity description for the parent entity that the AFE rolls up to in the reporting hierarchy. This field cannot be modified.

Select Ctrl + S or the Save icon to save the AFE hierarchy information.

Using the Search Panel

When opening the AFEs screen, a search panel is available.

Searching AFEs

To search for an AFE, search against the AFE name or number in the search box. As the search is entered, search results will be dynamically updated with the records that contain the search criteria. For example, if entering "Complete" in the search box, all records that contain "Complete" will returned.

Filtering AFEs

Below the field to search the AFE name or number, filters can be added via the Add a filter button. When selecting Add a filter, a drop-down list of available filters will appear. The filters available are the following fields from the first tab of the AFEs screen:

Type
Managing Organization
Ownership Organization
Status
Start Date
End Date
Commitment Date
Effective Date
Approved On
Terminated On
Status Last Updated On
UWI

The UWI filter search fields change depending on the survey system selected.

Launching Qbyte Optix AFE Details Report

Users can launch an AFE Details report in Qbyte Optix directly from the AFEs screen in Qbyte Financial by clicking the Qbyte Optix button.

If an AFE has been queried, the AFE Details report will run for that AFE.

If an AFE has not been queried, the Report Criteria page for the AFE Details report will be displayed.

The AFE Details Report will launch in a new Google Chrome tab.