Data entry statuses tell the system whether data entry is allowed for a particular fiscal year, period, or subperiod, or whether entries can be made in a journal for a particular subperiod or period. Costpoint has three data entry statuses: "Open," "Closed," and "Not Available." These statuses, including the reporting intervals to which they can be assigned, are defined below. The table following these definitions illustrates which statuses can be assigned to a reporting interval or journal and when. Finally, this special topic will provide tips for changing data entry statuses.
Open
This status is open for data entry with no restrictions. Fiscal years, period, subperiods, and journals can all be given "Open" status.
Closed
This status is not open for data entry. You can give fiscal years and periods a "Closed" status, but you cannot close subperiods and journals. Fiscal years and periods in the past are closed when adding data would alter final balances.
Not Available
This status is not open for data entry. You can give periods, subperiods, and journals the "Not Available" status, but a fiscal year must either be "Open" or "Closed." Periods are usually assigned "Not Available" status when they are too far in the future for data to be reasonably entered. Because "Closed" status does not exist for journals or subperiods, a subperiod with "Not Available" status could be either in the future or the past. A journal is assigned "Not Available" status if the subperiod is Not Available, or if the accounting period is Closed or Not Available.
Valid statuses for Fiscal Years, Accounting Periods, Accounting Period Journals, Subperiods, and Subperiod Journals:
|
FY |
Pd |
Pd Jrnl |
Subpd |
Subpd Jrnl |
|
O |
O |
O |
O |
O |
|
O |
O |
O |
N |
N |
|
O |
O |
N |
O |
N |
|
O |
O |
N |
N |
N |
|
O |
C |
N |
N |
N |
|
O |
N |
N |
N |
N |
|
C |
C |
N |
N |
N |
O= Open; C= Closed; N= Not Available
Data entry statuses for fiscal years, periods, subperiods, and journals should always agree with each other. In some cases, the system prevents you from changing a status if it means taking a reporting interval out of agreement with another - for instance, if you attempt to close a fiscal year without first closing all the accounting periods inside it. In other cases, you will have to manually examine the relationships of your reporting intervals and their data entry statuses to determine whether they are accurate for your needs. Tips for changing data entry statuses follow.
You cannot close a fiscal year until all the accounting periods it contains are closed. The first step in closing a fiscal year, then, is to close the periods using the Close Periods screen in Costpoint General Ledger. This process checks the selected periods for unposted vouchers, G/L journal entries, allocation journal entries, cash receipts, cash disbursements, manual bills, unit usage, intercompany receivables, labor distribution, and inventory transactions. In addition, the program checks to make sure that the current period has been closed in Costpoint Fixed Assets. If any of these are unposted, the system cannot close the period. After you have closed all periods within the fiscal year, you can then close the fiscal year by entering a "C" in the Status field in the Fiscal Years screen in Costpoint General Ledger.
If you close a fiscal year and then have to re-open it, you can do so by entering an "O" in the Status field in the Fiscal Years screen in Costpoint General Ledger. Until you change the fiscal year's status to "Open," you cannot change the statuses of the fiscal year's periods or subperiods, or the data entry statuses of their journals. However, changing the fiscal year's status does not automatically change the statuses of the periods, subperiods, or journals. You will have to manually change the appropriate periods to "Open" or "Not Available," and the appropriate subperiods and journals to "Open."
When you close an accounting period using the Close Periods screen in Costpoint General Ledger, the system automatically changes the statuses of all associated journals, subperiods, and subperiod journals to "Not Available." You cannot change the statuses of these journals and subperiods unless the accounting period is opened. See the documentation for the Close Periods screen for an in-depth explanation of this process.
Change the period's status to "Not Available" in the Accounting Periods screen in Costpoint General Ledger. When you change the accounting period's status, the associated journals, subperiods, and subperiod journals are all automatically changed to "Not Available" status as well. You cannot change the statuses of these journals and subperiods unless the accounting period is opened.
When you use the Accounting Periods screen in Costpoint General Ledger to open a "Closed" or "Not Available" accounting period, all associated journals, subperiods, and subperiod journals remain "Not Available." To open these journals and subperiods, manually change the subperiod statuses in the Subperiods screen in Costpoint General Ledger, and the journal statuses in the Entry Edit Status subtasks in the Accounting Periods and Subperiods screens.