When recommended by Deltek General SupportTechnical Support, you can use this screen to update balances in the Financial Statement Summary table (FS_SUM) from activity found in the General Ledger Post Summary table (GL_POST_SUM).
Generally, only database problems, or the occurrence of a technical problem during posting routines, will necessitate the use of the update process in this screen. Perform backups before executing this screen. All other users should exit from Costpoint before you begin this process.
The GL_Post_Sum table must have complete and accurate data before you run this screen. Deltek General SupportTechnical Support will be able to advise you how to determine the accuracy of the GL_Post_Sum table data. All period and subperiod hours and currency amounts for the year selected will be replaced by the data found in the GL_Post_Sum table if the update process is performed.
You can also use this screen as part of your regular month-end processing to check for discrepancies between your GL_POST_SUM table and your FS_SUM table. For this purpose, use only the Fill Table button to determine if there are any discrepancies. Do not use the Update F/S Summary Balances button on the toolbar. If any rows are populated in the table, indicating an out-of-balance condition, call Deltek General SupportTechnical Support before proceeding.
This process uses dynamic worktables. Because these tables are user-specific and will be deleted after the process is over and data has been transferred to a permanent table, each user can run only one process at a time. Multiple users can run the process simultaneously as long as they are logged in with different user names; however, we strongly recommend against this.
This update process is not part of routine system processing. Generally, you will run this screen only for database problems, or for the occurrence of a technical problem during posting routines.
You can use the Fill Table function, as part of your regular month-end processing, but only to check for out-of-balance items. If no rows are filled in the table window, this indicates that your account/orgs are in balance between your GL_POST_SUM and FS_SUM tables. You can exit this screen and proceed with the rest of your month-end closing process. If any rows are filled in the table window, contact Deltek General SupportTechnical Support.
Select the fiscal year of the FS_SUM table that you want to check, and which will be updated with activity from the GL_POST_SUM table.
When you use the Fill Table pushbutton, Costpoint searches for account/organizations whose balances for currency amounts and/or hours are not in agreement between the GL_POST_SUM table and the FS_SUM table. If all account/organizations are in balance, a message is displayed indicating this, and the table is not filled with any data. At this point, you can exit the screen.
If one or more account/organizations are NOT in balance, the proposed replacement data will appear in the table window. Contact Deltek General SupportTechnical Support before proceeding with the Update process.
The displayed account/organizations are those that are not in agreement between GL_POST_SUM table and FS_SUM table.
This column displays the sum of amounts for all periods and subperiods for the year selected (i.e., total year-to-date balance of the account/organization) from the GL_POST_SUM table.
This column displays the sum of hours for all periods and subperiods for the year selected (i.e., total year-to-date hours charged to this account/organization) from the GL_POST_SUM table.
This column displays the sum of all 18 period Amount columns for the year selected from the FS_SUM table for this account/organization.
This column displays the sum of all 18 period Hour columns for the year selected from the FS_SUM table for this account/organization.
Once you have reviewed the table window data, use the Update F/S Summary Balances button on the toolbar to replace the values in the FS_Sum columns with the values found in the GL_Post_Sum columns.