MICROFRAME TRANSFER

Use this screen to transfer data to Microframe. You can save the parameters you enter for use in future transfers.

Run this screen after revenue has been computed for the accounting period to be transferred. You can process data multiple times for the current period; however, when importing to Microframe, you must indicate that previously imported data for the period should be overwritten.

You can process data for any fiscal year and period, provided the data in the history files and the Project Burden Summary tables are complete.

Mapping Data

WBS ID Source

Use this drop-down box to select the Costpoint field that matches the WBS ID used by Microframe. Valid options are "Account," "Project," "Reference 1," and "Reference 2."

Mapping Code

Enter, or use Lookup to select, the mapping code to be used in the transfer. Note that mapping codes in Lookup are designated as type "E" (EOC mapping) or type "R" (Resource mapping).

Source ID Range

Range Option

Use this drop-down box to select the range of source IDs to be included in this transfer. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter, or use Lookup to select, the starting source ID for the range you want to include in the transfer. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.

To

Enter, or use Lookup to select, the ending source ID for the range you want to include in the transfer.  If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.

Accounting Period

Fiscal Year

Use this drop-down box to select the fiscal year to include in the transfer. 

Period

Use this drop-down box to select the period to include in the transfer.

MPM Period

This field automatically displays the year and month of the period ending date. This can be changed if necessary (e.g., for clients using a 4-4-5 accounting period system). The format of this field is "YYYYMM."

Rates

Use Current

Select this checkbox to use current-period rates. Leave this checkbox empty to use year-to-date rates.

Use Target

Select this checkbox to use target rates. Leave this checkbox empty to use actual rates.

Apply Burden

Select this checkbox to send burden data to Microframe. Leave this checkbox empty to prevent the burden transfer.

Transfer

Hours

Select this checkbox to transfer hours data. Leave this checkbox empty to prevent the hours transfer.

Costs

Select this checkbox to transfer dollars data. Leave this checkbox empty to prevent the dollars transfer.

Fee

Select this checkbox to transfer fee data. Leave this checkbox empty to prevent the fee data transfer.

Output File

Select

Use this pushbutton to select an output file or enter the name of the file in the blank field to the right.

Note (International users): The data can contain non-English characters, provided they are in the ASCII character set. Before creating an ASCII text (.TXT) file, be sure that your keyboard language is set to "EN" (United States English) to prevent the application from generating errors.  

We recommend the use of .TXT and .CSV file-naming conventions.

Process/Print Errors

Select this button on the toolbar to transfer the data and print the Error report.

Print

Select this button on the toolbar to print the Edit report.

Processing Details

Note:  A list of the Costpoint tables used by the preprocessor and their corresponding Costpoint screens can be found at the end of this document.

When the Process pushbutton is selected, the following actions are performed:

The Microframe Error, Microframe Data, and temporary tables are cleared of rows from the previous run.

The following data is selected from the Timesheet Header History table and the Timesheet Line History table:

The following data is selected from Cash Receipts Transaction History table, and the Cash Receipts Header History table:

The following data is selected from the Voucher Line Account History table, the Voucher Labor Vendor History table, and the Voucher Header History table:

The following data is selected from the Allocation Basis Journal History table:

The following data is selected from the Journal Entry Header History table, the Journal Entry Transaction History table, the Journal Entry Labor Employee History table, and the Journal Entry Labor Vendor History table:

Data is selected if the row is within the fiscal year and period selected, has a project, and is within the range of IDs selected. If the WBS ID source is a reference number and a row does not have a reference number, an error message is written to the Microframe Error table and the data is not included in the transfer.

The burden markup rates and pool numbers are retrieved from the Project Burden Summary table. Note that these rates do not have a ceiling applied to them.

Using the pool number from the Project Burden Summary table, the system retrieves the pool type for each pool from the Other Pool Info table. This is needed to determine which pools are general and administrative (types 5 & 6); all others are considered overhead.

If the mapping code selected is an EOC mapping (E), the system uses the EOC Mapping table to retrieve Microframe's EOC code.

If the mapping code selected is a Resource mapping (R), the program checks the Mapping table to determine how ODC and labor charges are to be transferred. The program uses the Resource Mapping table to retrieve the resource for all ODC rows and to retrieve the resource for all labor rows. If the labor mappings include the labor category, the billable labor category code is checked first. If a labor row is not mapped, the Resource Mapping table is checked using the general labor category code.

If the EOC or Resource code is blank, the program writes a row to the Error table and does not include the data in the transfer. If the mapping code selected is an EOC mapping, the Costpoint Value on the report will be the account. If the mapping code selected is a resource mapping, the Costpoint Value on the report will be the CP Value entered in the Microframe Resource Mapping screen. The WBS ID on the report will be the value selected in the WBS ID Source drop-down box in the Microframe Transfer screen.

Note:  If the Costpoint Value on the report is blank and the source is "JE," the data comes from a journal entry that has no vendor or employee information entered.

• If the Apply Burden checkbox is selected, the indirect amount is computed as follows: Transaction Amount * Burden Markup XXX  (where "XXX" is the appropriate rate). Please note that the burden markup rates do not have any ceilings applied.

• If the Fee checkbox is selected, the project is searched in the Project table to get the value, cost, and fee amounts. If the project does not have a cost amount, one level of the project ID is dropped and the resulting project is searched until either a cost value is found or the top level of the project is reached. The fee amount is divided by the cost amount to get a fee rate. The transaction amount is then multiplied by the fee rate to get the fee amount for each row.

• The program retrieves the Microframe OBS ID from the Microframe Organization Mapping table based on the organization. If the WBS ID Source is "Project," the program retrieves the Microframe WBS ID from the Microframe Project Mappings table; otherwise, the Microframe WBS ID is set to the WBS ID Source value ("Account," "Reference 1," or "Reference 2").

• The data in the temporary table is rolled up into the data table grouped by the Microframe WBS ID, the EOC or resource code, and the Microframe department.

• The output file is opened. This may change the current directory, but it will be reset when the process is completed. If you entered "E" (EOC) for the Mapping Code, the output line is as follows:

Microframe WBS ID, EOC code, resource department (this will be blank), overtime factor (this will be blank), Microframe month, labor hours, transaction amount, overhead amount, G&A amount, COM amount, fee amount

• If you entered "R" (Resource mapping) for the Mapping Code, the output file is as follows:

Microframe WBS ID, resource code, resource department, overtime factor (this will be blank), Microframe month, labor hours, transaction amount, overhead amount, G&A amount, COM amount, fee amount

• The output file is closed and the directory reset to the original.

Screen Error Messages

The following messages may display on the screen.

• An error has occurred while reading the *** table. Processing has stopped.

• This message indicates that an error occurred while trying to access the database. Please note what was being processed when the error occurred and call Costpoint Technical Support.

• Cannot open the output file.

• The application could not open the output file specified. This could indicate that the file specified already exists and the current user does not have rights to overwrite it, or the current user does not have rights to write to the directory specified.

• Mapping code does not exist in the Microframe Mapping table.

• The Mapping Code entered does not exist in the Mapping Code table. Use Lookup to view a list of valid mapping codes.

• No numeric values have been selected to transfer. You must transfer at least one of them. The choices are hours, dollars, burden and fee.

• You must transfer at least one of the following to Microframe: hours, dollars, burden, and fee. Please select one of the checkboxes in the Microframe Transfer screen.

• No records were found in the Microframe Data table.

• You selected the Print button on the toolbar, but there are no records in the Microframe Data table. Use the Process/Print Errors button to populate the table.

• Output file already exists. Do you want to replace the existing file?

• The output file specified already exists. Select "Yes" if you want to delete the existing file and create a new one, or select "No" and enter a different file name.

• Output file and report file name cannot be identical.

• The file names specified for the output file and for the report output (as specified in the Print Setup options) are identical. You must select a different file name for one of these.

• Parameters on the screen do not match those used to create the output file. If you elect to continue, the parameters used to create the output file will appear on the report. Do you want to continue?

• The screen selections do not match the selections used to create the Microframe Data table and the output file. If you continue, the selections from the table, rather than the selections on the screen, will be printed on the report.

• The database is unable to process the records required for the requested activity. Possible reasons are: another user is using a record you wish to update, database error or hardware malfunction.

• This is a generic error. Please make a note of what you were doing and what process was displayed on the screen, and call Costpoint Technical Support.

Report Error Messages

The following error may appear on the report.

• No mapping found for the listed Costpoint Value.

• The value in the CP Value column on the Microframe Resource Mappings screen was not found for the mapping code selected on the Microframe Transfer screen. You should either set up a mapping for this value or enter corrections to move or reverse the charges. If the CP Value column is blank and the source of the record is "JE," this indicates that a journal entry was made to a project, but no vendor and no employee data were entered with it.

Technical Details

Tables Read

Account

(ACCT)

Accounting - General Ledger - Accounts - Maintain Accounts

Accounting Period

(ACCTING_PD)

Accounting - General Ledger - Controls - Accounting Periods

Allocation Basis Journal History

(ALLOC_BASIS_JNL_HS)

Billable Labor Category

(BILL_LAB_CAT)

Projects - Project Setup - Project Labor - Set Up Project Labor Categories (PLC)

Employee

(EMPL)

People - Labor - Employee Info - Basic Employee Info

Employee Account Group Default

(EMPL_ACCT_GRP_DFLT)

People - Labor - Employee Info - Employee Project-Acct-Grp TS Defaults

Fiscal Year

(FY)

Accounting - General Ledger - Controls - Fiscal Years

General Labor Category

(GENL_LAB_CAT)

People - Labor - Labor Controls - General Labor Categories

Cash Receipts Header History

(CASH_RECPT_HDR_HS)

Cash Receipts Transaction History

(CASH_RECPT_TRN_HS)

Costpoint to Microframe Organization Breakdown Structure Mapping

(X_MIC_OBSMAP)

Costpoint to Microframe Work Breakdown Structure Mapping

(X_MIC_WBSMAP)

Journal Entry Header History

(JE_HDR_HS)

Journal Entry Labor Employee History

(JE_TRN_LAB_EMPL_HS)

Journal Entry Labor Vendor History

(JE_TRN_LAB_VEND_HS)

Journal Entry Transaction History

(JE_TRN_HS)

Microframe EOC Mapping

(X_MIC_EOCMAP)

Others - Product Interfaces - Microframe Interface - Microframe EOC Mappings

Microframe Mapping Codes

(X_MIC_MAP)]

Microframe Resource Mappings

(X_MIC_RESMAP)

Others - Product Interfaces - Microframe Interface - Microframe Resource Mappings

Organization

(ORG)

Accounting - General ledger - Organizations

Other Pool Info

(POOL_INFO)

Projects - Cost and Revenue Processing - Cost Pool Setup - Allocation Groups

Project

(PROJ)

Projects - Project Setup - Project Master

Project Burden Summary

(PROJ_BURD_SUM)

Projects - Cost and Revenue Processing - Revenue Processing - Compute Revenue

Project Employee Labor Category

(PROJ_EMPL_LAB_CAT)

Projects - Project Setup - Project Labor - Project Employee Work Force

Project Modifications

(PROJ_MOD)

Projects - Project Setup - Project Master - Modifications

Reference Structure

(REF_STRUC)

Accounting - General Ledger - Reference Numbers (Ref) - Maintain Ref Elements

Salary Information and History

(EMPL_LAB_INFO)

People - Labor - Employee Info - Salary Info and History

Timesheet Header History

(TS_HDR_HS)

Timesheet Line History

(TS_LN_HS)]

Vendor

(VEND)

Accounting - Accounts Payable - Vendor Info - Maintain Vendors

Vendor Expense Accounts

(VEND_EXP_ACCT)

Accounting - Accounts Payable - Vendor Info - Maintain Vendors

Voucher Header History

(VCHR_HDR_HS)

Voucher Labor Vendor History

(VCHR_LAB_VEND_HS)

Voucher Line History

(VCHR_LN_HS)

Tables Read and Written

Function Parameter Catalog

(FUNC_PARM_CATLG)

Microframe Transfer Parameters

(X_PARMS_AOPMICDN)

Others - Product Interfaces - Microframe Interface - Microframe Transfer

Microframe Data

(X_MIC_DATA)]

Microframe Errors

(X_MIC_ERROR)

Other Output

Microframe Transfer File

(user named)

Microframe Error Report

Microframe Edit Report

Output File Layout

Microframe WBS ID                Character (20)

The Microframe Work Breakdown Structure field (entered in the Microframe WBS Mappings screen), account, reference 1, or reference 2 depending on WBS ID Source selected on the Microframe Transfer screen.

EOC Code                             Character (10)

When you transfer by EOC, this value is "*" plus the EOC code. When you transfer by resource, this value is the resource code.

Resource Department             Character (10)

When you transfer by EOC, this value is blank. When you transfer by resource, this value is the Microframe department taken from the Microframe OBS Mappings Screen (Organization Breakdown Structure field).

Overtime Factor                     Character (1)

This value is blank.

Microframe Month                   Number (6)

Calendar year and month in the format "YYYYMM," taken from the Microframe Transfer screen.

Hours                                    Character (12)

Labor hours from the timesheet history, vendor history, and journal history tables.

Prime Dollars                         Character (12)

Transaction amount from the timesheet history, vendor history, allocation basis journal history, and journal history tables.

Overhead Dollars                   Character (12)

Amount of the burden markup for pool types one through four from the Project Burden Summary table, multiplied by the transaction amount.

G&A Dollars                           Character (12)

Amount of the burden markup for pool types five and six from the Project Burden Summary table, multiplied by the transaction amount.

COM Dollars                          Character (12)

Amount of the burden markup COM from the Project Burden Summary table, multiplied by the transaction amount.

Fee Dollars                            Character (12)

Amount of the fee value divided by the cost value from the Project Modification table, multiplied by the transaction amount.