As the next step in the consolidation process, use this screen to preprocess the consolidation entry and project reporting data into the receiving database. You should use this screen only if the sending company is located in a different database.
Preprocessing the consolidation entry is a two-step process, though you have the option of executing both steps during the same process. In the first step, the application executes the Load Financial Data selection to move the entry from the import tables to suspense tables. No validations take place in this process. In the second step, the application executes the Create JE from Financial Data selection to transfer the entry from the suspense tables to the journal entry tables. The application performs validations in this step, and you can view the errors on an error report, which can be printed. Records that pass this validation are ready to be posted. As the receiving company, you have full rights to add, edit, or delete lines from these journal entries. Each consolidation entry must be in balance.
If an error occurs, the entire consolidation entry will remain in the suspense table, with an on-hold status, where it will be ignored by Costpoint. To override this failure process, you can allow the upload to occur with all failed lines distributed to one suspense account/organization. You can leave the failed lines in the suspense account/organization on the journal entry where they will be posted, or, after correcting the cause of the errors (e.g., invalid account or organization), edit the entry to the appropriate charge point.
You can import project report data into special consolidation project reporting tables by executing the process with the Load Project Data checkbox selected. Note that the system performs no validations on the project report data. The project reporting tables are virtually identical to the Project Summary Report (PSR) and Revenue Summary Report tables used by Costpoint. Project reporting data includes the location that submitted the transfer. Transfers from all sending locations are imported into the same reporting tables. You can access project data from these tables by using Impromptu® or another report writing tool. You can allow the upload to occur with failed lines charged off to a suspense account distribution. You can specify the suspense account and suspense organization when you run the process. The suspense account and suspense organization must exist and be active.
The application will generate an error report for the consolidated entry upload process (you selected the Create JE from Financial Data checkbox). The following errors can occur:
Receiving location for entry is not the home location of the company.
Sending location is not found.
Sending location is not active.
Account/Org combination does not exist.
Account/Org combination is not active.
Transaction is not within account/organization combination's period of performance.
Use this screen after executing the Import Consolidation Data screen for the consolidation entries and/or the project reporting data.
Use the drop-down box to select a range of sending locations to include in your consolidation. Available selections are the active, external locations from the Maintain Transfer Locations screen. The home location of the receiving database is excluded. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting location for the alphabetical range you want to include in the report. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the ending location for the alphabetical range you want to include in the report. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
Use the drop-down box to select a range of consolidation entry numbers to include in your consolidation. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting consolidation entry number for the alphabetical range you want to include in the report. You must execute the Load Financial Data option in order to have selections available in Lookup. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the ending consolidation entry number for the alphabetical range you want to include in the report. You must execute the Load Financial Data option in order to have selections available in Lookup. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
The application uses your selections in this group box to transfer the consolidation journal entry from the import tables into the suspense tables and then into the journal entry tables. It also uses them to transfer the project data from the import tables into the consolidation project reporting tables.
You can select more than one checkbox at a time. The application will process your selections going from left to right (i.e., Load Financial Data, followed by Load Project Data, followed by Create JE from Financial Data).
If the consolidation journal entry import tables are empty and you selected the Load Financial Data checkbox, the system will display the following message: "There is no financial data to load." If you select OK and you have also selected one of the other checkboxes, the application will go on to the next process.
If the project import tables are empty and you selected the Load Project Data checkbox, the system will display the following message: "There is no project data to load." If you select OK and you have also selected the Create JE from Financial Data checkbox, the application will create the journal entry.
If the consolidation journal entry suspense tables are empty and you selected the Create JE from Financial Data checkbox, the system will display the following message: "There are no consolidation entries to create a JE from within this consolidation number range. Verify that the consolidation entry exists and is not on hold in Maintain Consolidation Suspense." There will be no further processing.
Select this checkbox to move the consolidation entry from the import tables into the suspense tables.
Select this checkbox to import project data into special consolidation project reporting tables.
Select this checkbox to transfer the consolidation entry from the suspense tables into the journal entry tables. You must have already executed the Load Financial Data option or have it selected at the same time as this option in order to create the journal entry. The entry is then available for posting to the general ledger.
If you selected the Assign failed records to suspense checkbox, enter, or use Lookup to select, your suspense account number. Any records that do not pass all validations will be transferred to this account. This account must be an active Costpoint account. The account description will display in the untitled field to the right.
If you selected the Assign failed records to suspense checkbox, enter, or use Lookup to select, your suspense organization. Any records that do not pass all validations will be transferred to this organization. This organization must be an active Costpoint organization. The organization description will display in the untitled field to the right.
Select this checkbox to upload all failed records into a single account/organization. If this checkbox is blank and records do not pass all validations, the entire consolidation entry will remain in the suspense table and will be ignored by Costpoint. The default for this checkbox is unchecked.
Enter, or use the drop-down box to select, the fiscal year for which you want the consolidation entries validated. This year will be the fiscal year used in the consolidation entry and project reports.
Enter, or use the drop-down box to select, the period for which you want the consolidation entries validated. This period will be the period used in the consolidation entry and project reports.
Enter, or use the drop-down box to select, the subperiod for which you want the consolidation entries validated. This subperiod will be the subperiod used in the consolidation entry and project reports.
Select this button on the toolbar to upload the consolidation and begin the preprocessor procedure.
Data entered in this screen is stored in the following tables:
CONS_HDR_SUSP
CONS_TRN_SUSP
JE_HDR
JE_TRN
CONS_UPLOAD_ERROR
CONS_ACCT
CONS_ORG
CONS_PROJ
CONS_PSR_HDR
CONS_PSR_FINAL_DAT
CONS_RPT_REV_SUM