)When recommended by Deltek Technical Support, you can use this screen to update balances in the Reference Summary (REF_SUM) table with activity found in the General Ledger Detail (GL_DETL) table .
This update process is not part of routine system processing. Generally, you use this screen only when database problems or the occurrence of a technical problem during posting routines require it. Perform backups before executing this screen. All other users should exit from Costpoint before you begin this process.
The GL_DETL table must contain complete and accurate data before you run this screen. Deltek Technical Support can advise you concerning the accuracy of your GL_DETL table data. When you process this screen, the system replaces all period and subperiod hours and currency amounts for the year you select with data in the GL_DETL table.
You can also use this screen as part of your regular month-end processing to check for out-of-balance items, which indicate discrepancies between your GL_DETL table and your REF_SUM table. For this purpose, use only the Fill Table button to identify discrepancies; do not use the Update REF Summary Balances button on the toolbar. If the table identifies an out-of-balance condition, call Deltek Technical Support before proceeding. If you click Fill Table and the table remains blank, this indicates that your account/reference numbers are in balance between your GL_DETL and REF_SUM tables. You can exit this screen and proceed with your month-end closing process.
This process uses dynamic worktables. When you process this screen, the system transfers data from the worktables to a permanent table, then deletes the worktables. Because these tables are user-specific, each user can run only one process at a time. Multiple users can run the process simultaneously as long as they log in to Costpoint with different user names; however, we strongly recommend against this.
Select the fiscal year for which to compare activity between the REF_SUM table and the GL_DETL table.
When you click Fill Table, Costpoint searches the GL_DETL and REF_SUM tables for account/reference numbers whose balances for currency amounts and/or hours are not in agreement. If all account/reference numbers are in balance between the two tables, the system displays a message to indicate this, and the table remains empty. At this point, you can exit the screen.
If one or more account/reference numbers are not in balance, the system populates the table with proposed replacement data. Contact Deltek Technical Support before proceeding with the update process.
When you click Fill Table, the system populates the table with data for the Fiscal Year that describes any existing out-of-balance conditions for account/reference numbers from the REF_SUM and GL_DETL tables.
The system displays account/reference numbers for which out-of-balance conditions exist between the GL_DETL and REF_SUM tables.
This column displays the total year-to-date balance of the Account/Reference number from the GL_DETL table.
This column displays the total year-to-date hours charged to this Account/Reference number from the GL_DETL table.
This column displays the sum for the Fiscal Year of all 18 period Amount columns from the REF_SUM table for the Account/Reference number.
This column displays the sum for the Fiscal Year of all 18 period Hour columns from the REF_SUM table for the Account/Reference number.
)After you review the table window data and
are certain that you must update the values in the REF_SUM table, use
on the toolbar to replace the values in the REF_SUM columns
with the values in the GL_DETL columns.
Processing this screen updates the REF_SUM (Reference Summary) table with information from the GL_DETL (General Ledger Detail) table.