MAINTAIN PRIOR YEAR NON-PROJECT COMPARATIVE BALANCES

Use this screen to enter prior year(s) period balances into the General Ledger Posting Summary table (GL_POST_SUM) and the Financial Statement Summary table (FS_SUM). Enter these balances by fiscal year. Each entry line contains an account, organization, and period number. You can use Account/org/ period combinations only once for each fiscal year, and you cannot reuse them. Once a period contains information posted from a Costpoint application, you cannot enter or modify information in this screen. The system uses these period balances to provide comparison columns on reports, or for add-on products such as PowerPlay. Use this screen only for non-project balances. Use a separate screen, Maintain Prior Year Project Balances, for entering project-related data.

Note: You can apply org security to this function. Use this optional feature to grant or remove rights for individual users to view and/or update specific organizations. In order to do so, you must first set up the necessary org security screens in Costpoint System Administration. You can then activate org security through the use of the Maintain Users and System Settings screens. For more information about org security and how to apply it, see System Administration Special Topic SA - 5, "Organizational Security" and the documentation for the Organizational Security menu in Costpoint System Administration.

Fiscal Year

Select the fiscal year to be updated with the period information you want to enter. If you want to edit information that has previously been entered, use the Query function.

Table Window

Account/Organization

Use the New Line button on the toolbar to access these fields in the table window. Enter the account and organization for which you want to enter period balances. After you complete a line in the table, the account/organization combination entered on that line will default into the next line. This default can be changed.

Period

Enter the accounting period for which you want to enter balance amounts. The default period for the next line in the table will correspond to the next accounting period, per the Accounting Periods table.

Amount

Enter the selected period's total balance amount (i.e., the sum of all transactions within that accounting period) for the account/organization/period displayed.

Hours

Enter the selected period's total hours (i.e., the sum of all hours charged within that accounting period) for the account/organization/period displayed.

Account Name

This non-editable field displays the account's name from the Maintain Accounts screen.

Running Balances

Cumulative totals of data entered into this screen for the Amount and Hours fields are displayed at the bottom of this screen. These fields are for information purposes only; you cannot change them except by changing the data in the individual lines in the table window. A good procedure to follow is to know in advance the net currency amount and hours, by account/org, of all the periods you are going to enter in that session. By checking these hash totals against the running balances, you can catch data entry errors more easily.

Hint: You can use the Subquery function to "drill down" to the rows you want to work with. Refer to the Basic Functions documentation for more information on Subquery.

Save

Once you have reviewed the data entered into this table window, select the Save toolbar button to update the GL_POST_SUM table and the FS_SUM table with this data. Please note that this data completely overwrites any previous entries made to these tables. This update will create an entry in the GL_POST_SUM table with a source journal code of "CGB" for the entered account/organization/period. All previous "CGB" entries for the same account/organization/ period will be overwritten.