In this screen, you can indicate whether or not a particular subperiod is available for data entry. A subperiod is a period of time smaller than an accounting period into which you can enter accounting data and for which you can print various reports. Although accounting periods need to be formally closed, subperiods do not. By using the Entry Edit Status subtask, you can indicate the same Open versus Not Available status by individual transaction screen.
There are two limitations regarding how many subperiods you can assign to a given accounting period. First, you can have no more than 99 subperiods in each fiscal year. Therefore, if you set up 99 subperiods for a single accounting period, you will not have any other subperiods, and therefore no additional periods, available to you. The second limitation is based on the number of days within the accounting period; each subperiod must have its own unique ending date.
One subperiod is set up automatically when you add an accounting period. If you require project reports more frequently than once each accounting period, consider setting up weekly, semi-monthly, or bi-weekly subperiods.
Costpoint uses the period end dates in many modules to validate transaction dates. Continuing with the example, let's assume that the subperiod ending date for period 12, subperiod 4 is 12/31/1999. The subperiod ending date for period 1, subperiod 1 is 01/07/2000. When transactions are entered into period 1, subperiod 1, Costpoint validates the transaction date against these dates to ensure that transactions entered into this period have a date between 01/01/2000 and 01/07/2000.
If the last closed subperiod is not added, Costpoint is unable to perform this validation. Therefore, transactions with dates between 01/01/00 and 01/07/00 would be accepted when entered into period 1, subperiod 1.
The fiscal year and accounting period must already exist before you can set up subperiods. If you plan to use more than one subperiod per accounting period, you must set up the additional subperiods before entering any transactions.
Choose a fiscal year from the drop-down box. If the desired fiscal year is not listed, set it up in the Fiscal Years screen before returning to this screen.
Choose an accounting period from the drop-down box. If the desired accounting period is not listed, set it up in the Accounting Periods screen before returning to this screen.
Enter the subperiod number you want to add, or use Query or Find to access a period which already exists.
Enter the last day of the subperiod. It must be a valid date and be later than the immediately preceding subperiod end date.
When you initially set up an accounting period, a subperiod with the same end date as the accounting period is automatically set up. If you are going to add additional subperiods, first edit subperiod one's end date to a date earlier in the accounting period. Then enter the second, third, etc., subperiods for that accounting period.
Use this group box to control whether or not data entry is allowed for a given subperiod. Select the appropriate status for the subperiod you are entering.
When an accounting period is closed in the Close Periods screen, all its subperiods are automatically set to Not Available, as are its journal entry/edit statuses. The only time a change to the Accounting Periods screen can be duplicated in the Subperiods screen is when the status changes from Open to Not Available. In that instance, all subperiods and journal entry/edit statuses are also set to Not Available. However, if you change the accounting period status from Not Available or Closed to Open, you will also have to open the related journal entry/edit statuses individually in the Entry/Edit Status subtask screen.
Use this pushbutton to open the Entry Edit Status subtask, which enables you to allow or disallow entries into the various Costpoint transaction screens for a given subperiod.