MAINTAIN UNITS USAGE HISTORY
Use this screen to enter the unit usage history for the current year.
Use this screen only if you are initializing Costpoint for a fiscal year
already in progress. If you are initializing Costpoint at the start of
the fiscal year, use the Enter Unit Usage screen to record unit usage.
Note that you enter prior years' units usage in the Prior Year Unit Revenue
screen in Costpoint Project Setup. Maintain Units Usage History, along
with the Enter Unit Usage screen (Projects
» Billing » Units Usage), forms the current year-to-date file for
a given document. This file is the source for any unit-based revenue formulas.
Complete this screen before computing revenue for any projects that
use unit-based revenue formulas.
Document
Use this group box to enter information about the usage document.
No
Enter a unique number to reference this information. This control number
is used to identify the distribution contained in this entry screen. It
is similar in use to a voucher number.
Date
Enter the date by which you want to reference this document. This
date can then be used by the Query function to select historical records.
Document Description
Enter a short description that describes what is contained in this usage
document.
Period
Use this group box to select the Fiscal
Year, Period, and
Subperiod. To change the default period, go to the Options
menu, select Preferences, and then select the Change Default Period option.
After you complete the Change Default Period dialog box, the system will
automatically update your user preferences.
The information contained in these fields should represent the point
of time at which the charges were incurred.
Fiscal Year
Use this drop-down list to select the fiscal year.
Period
Use this drop-down list to select the period year.
Subperiod
Use this drop-down list to select the subperiod.
Entry Info
This group box displays user entry ID and date information. All information
is non-editable.
User
This non-editable field displays the ID of the person who entered the
units.
Date
This non-editable field displays the date on which the units were entered.
Posting Info
Seq No
This non-editable field displays information from the Post Unit Usage
process. Therefore, if you are initializing this screen, you will not
have access to this field. The sequence number indicates the number of
this posting type for the fiscal year, period, and subperiod displayed.
Source
This non-editable field displays information from the Post Unit Usage
screen (Projects » Billing » Units Usage).
Therefore, if you are initializing this screen, you will not have access
to this field.
This field displays either System
or User, depending on whether
the system created the record during posting or the record was added manually
in this screen.
Post To Billings
Select this check box to identify transactions as project transactions
that should be billed out based upon the item number and revision. You
can select this check box only if you are entering previously posted transactions
for historical purposes. This check box will be non-editable for records
that were posted through the system.
Post To Service Ctr
Select this check box to identify usage transactions as service center
transactions. You can select this check box only if you are entering previously
posted transactions for historical purposes. This check box will be non-editable
for records that were posted through the system.
Service Ctr No
If you selected the Post
to Service Ctr check box, you must enter a service center pool number.
Table Window
Use this table to record transactions related to usage.
Line
This is a non-editable field, incremented automatically by the system.
As you insert lines in this table, the line number is recalculated.
Account
Enter an account number, or use 
to select one. As you
move to the next field, the system will validate that the account number
is not a summary account, that the account is active, and that the account
allows charging for the fiscal year, period, and subperiod on this usage
document. You will receive an error message if the account fails any of
the these validations. If this occurs, correct the account. When you exit
the row or save the usage document, additional the system will verify
that the account is valid for the organization. If the account is a project-required
account, the system will check to see whether the account is valid for
the project entered.
Organization
Enter an organization number, or use to select one. As
you move to the next field, the system will validate that the organization
is active and that the organization allows charging for the fiscal year,
period, and subperiod on this usage document. You will receive a message
if the organization fails any of the these validations; if this occurs,
correct the organization. Note that if you have used an organization abbreviation,
you should not enter anything in this field unless you want to erase the
organization abbreviation. When you exit the row or save the usage document,
the system will verify that the organization is valid for use with the
account. Also, if organizations are restricted to specific projects, the
system will check to see if that organization is allowed to charge that
account for that project.
Project
Enter a project number, or use to display and select
a project. As you move to the next field, the system will validate that
this project level allows charging. If this project and level do not allow
charging, you will receive an error message, and must correct this before
you continue. The program will also check that the fiscal year, period,
and subperiod ending date are not greater than the project end date. You
will receive a warning if the project fails this validation, but you will
be able to continue. Note that if you have used a project abbreviation,
you should not enter anything in this field unless you want to erase the
project abbreviation. When you exit the row or save the usage document,
the system performs the following additional validations:
If the Limit
which Orgs can charge specific Accts check box is selected in the
Maintain Project Master screen (Projects
» Project Setup » Project Master) or the Basic Info screen (Projects » Project Setup » Project Master),
the program verifies that the project/account/organization combination
is assigned to that project and that the combination is active.
If the Limit
Accounts to P/O/A check box
is selected in the Maintain Project Master or Basic Info screen, the program
checks to see if the project and account combination is assigned to that
project and that it is active.
If you do not select
either of these check boxes, the program will do no further validation
on the project.
CLIN
Enter, or to select, a valid CLIN. The CLIN and project
combination must have been established in the Project Unit Pricing screen
(Projects » Project Setup » Unit Pricing)
in order to be valid.
Catalog
Enter, or use to select, a valid catalog. Catalogs
must have been established in the Set Up Price Catalogs screen (Materials » Product Definition » Product Billing)
in order to be valid.
Item
Enter the item number for this transaction. You will need to enter an
item number only if you have selected the Post
To Billings check box. You can also use to select
a valid item number from Costpoint Product Definition.
Item Rev
Enter the revision for the current transaction.
Sales Tax Cd
Enter, or use to select, a valid sales tax code. These
codes must have been established in the Maintain Sales/Value Added Tax
screen (Others » System Administration
» System Codes) in order to be valid.
No of Units
Enter the number of units related to this transaction line.
Usage Date
Enter the date of the recorded usage. This can be any date you
want to use. The system does not validate the usage date against any other
date in the system.
Transaction Description
Enter a description of up to 30 characters for this detail line.
Org Abbrev
Enter an abbreviated code of up to six characters for the organization
number, or activate to view and select a code. If you
enter a code, the system will look up the code and automatically populate
the Organization
field with the org number related to the abbreviated code. If you enter
transactions by Org
Abbrev, you should reorder your columns to move this field before
Organization. Note
that if you have already entered an organization, it will be overwritten
if the organization abbreviation is valid. Also note that if you enter
an organization in the Organization
field, the Org Abbrev
will be erased, even if belongs to the same organization number.
Proj Abbrev
Enter an abbreviated code of up to six characters for the project number,
or activate to view and select a code. If you enter
a code, the system will look up the code and automatically populate the
Project field with
the number related to the abbreviated code. If you enter transactions
by Proj Abbrev,
you should reorder your columns to move this field before Project.
Note that if you have already entered a project, it will be overwritten
if the project abbreviation is valid. Also note that if you type in a
project in the Project
field, the project abbreviation will be erased, even if belongs to the
same project.
Ref 1
If you use reference numbers for data entry, enter a reference number
that is assigned to reference number 1, or use to display
and select a reference number 1. The heading entered for Reference 1 in
the G/L Settings screen (Accounting »
General Ledger » Controls) will display your label for this field.
As you move to the next field, the system will validate that this reference
number is allowed to be charged. If you have entered an invalid reference
number, or a reference number that is not a reference number 1, you will
receive an error message and must correct the reference number before
continuing. No additional validation will occur when exiting the row or
saving the usage document.
Ref 2
If you use reference numbers for data entry, enter a reference number
that is assigned to reference number 2, or use to display
and select a reference number 2. The heading entered for Reference 2 in
the G/L Settings screen (Accounting »
General Ledger » Controls) will display your label for this field.
As you move to the next field, the system will validate that this reference
number is allowed to be charged. If you have entered an invalid reference
number, or a reference number that is not a reference number 2, you will
receive an error message and must correct the reference number before
continuing. No additional validation will occur when exiting the row or
saving the usage document.
User-Defined Field 1
You can store a numeric value in this user-defined numeric field. If
you want to use this field, you must enter the field-heading label in
the Billing Settings screen (Projects
» Billing » Controls).
User-Defined Field 2
You can store a second numeric value in this user-defined numeric field.
If you want to use this field, enter the field-heading label in the Billing
Settings screen (Projects » Billing »
Controls).
User-Defined Field 3
You can store text in this user-defined text field. If you want
to use this field, enter the field-heading label in the Billing Settings
screen (Projects » Billing » Controls).
User-Defined Field 4
You can store a date in this user-defined date field. If you want
to use this field, enter the field-heading label in the Billing Settings
screen (Projects » Billing » Controls).
Account Name
This field displays the name of the selected account.
Organization Name
This field displays the name of the selected organization.
Project Name
This field displays the name of the selected project.
Ref 1 Name
If you have selected a reference number 1, its name will be displayed
here.
Ref 2 Name
If you have selected a reference number 2, its name will be displayed
here.
Total Units
This non-editable field displays the column total for the No of Units
field in the table.
Notes
Click this button to enter notes or
comments about a specific transaction line.
Table Information
Changes to this screen update the following tables:
UNITS_USAGE_HS
UNITS_USAGE_LN_HS