Use this screen to enter prior fiscal year cost and revenue information for a project/organization combination. This information is used to enable correct ceiling calculations and to print prior-year history and cumulative information on reports.
You will enter data using either the actual or the target rates, depending on how each fiscal year was closed. The Fiscal Year table will display which rate type was used for closing purposes. You can enter cost and revenue data at any level of an organization. Organization numbers, project numbers, and account numbers entered must exist in their respective tables but are not required to be currently open.
The individual lines of the screen represent the individual cost accounts or revenue accounts used by each project. Revenue is computed by each individual cost account. Therefore, to initialize the prior year information, you must first break down cost, burden, and fee for each cost component. In situations where ceilings are invoked, if revenue adjustments are booked and they cannot be tied back to a single cost account, the revenue account is used for storing these items. After data entry, the sum of the Total Revenue column by organization for all accounts shown should equal the project's total revenue recognized for the displayed fiscal year.
If you are converting from Deltek's System1 or some other accounting system that did not store burden and fee at the individual cost element level, you probably want to pick a cost account (labor or non-labor expense) and record all the burden and cost of money amounts for this project/organization with this chosen account. For fee items, you could use the revenue account to record all fee recognition for this project/organization.
Use this screen only to initialize prior fiscal year information for a project during a Costpoint implementation. Use the Update Prior Year History screen (Projects » Project Setup » Project History), which is run as part of the process of closing a fiscal year, to update fiscal year information for projects once Costpoint is operational.
Use this drop-down list to select a fiscal year.
This field displays the rate type from the Fiscal Years screen (Accounting » General Ledger » Controls). All projects will be using the same rate method (actual or target) depending on how the books were closed for that fiscal year. A display value of "A" represents actual rates and a displayed value of "T" represents targeted rates.
Enter the user-specified project against which the history will be entered.
This is a required field. 
is available. The field to the
right displays the description of the project. You can enter and
summarize information at the top level of the project if the needed information
is not available at the lower levels. However, if you enter information
this way, the cumulative data by task will not equal the summary project.
The best way to enter the project history is at the lowest level that
the information is available.
Enter the user-specified organization number at the level at which the
history data will be entered. This is a required field. is available.
Enter a user-specified account number. This is a required field. is available.
This non-editable field displays the description of each account number in the Account column.
Enter the direct amount incurred for each account.
This column displays the direct amount allowed for each account. The amount in the Direct Amount Incurred column will default into this field but can be overridden. This column represents the amount of direct cost that can be included in revenue.
This column displays the discount amount for each account. This amount is included in the Total Adjustments to Revenue field.
Enter the amount of fee generated by the amounts in the Direct Amount Allowed column.
This column displays the direct hours incurred for each account.
This column displays the direct hours allowed for each account. This represents the number of hours that can be included in the revenue computation.
This column displays allowable T&M revenue. This is the Direct Hours Allowed multiplied by the appropriate billing rate. There will be an entry is this column for each table window row that has T&M allowable revenue.
Enter the amount of fee on hours for projects whose Revenue Formula, as selected in the Basic Revenue Info screen (Projects » Project Setup » Revenue Setup), is Fee on Hours Plus Cost Incurred.
This column displays the sum of the pool amounts incurred for this account. Enter the detail amounts by pool in the Prior Year Pool Amounts subtask.
This column displays the sum of the pool amounts allowed for this account. Enter the detail incurred burden amounts by pool in the Prior Year Pool Amounts subtask. This amount represents the amount of burden that can be included in revenue.
Enter the amount of fee generated by the amounts in the Burden Amount Allowed and COM Burden Amount Allowed columns.
This column displays the sum of the Cost of Money amounts incurred for this account. Enter the detail allowed burden amounts by pool in the Prior Year Pool Amounts subtask.
This column displays the sum of the Cost of Money amounts allowed for this account. Enter the detail amounts by pool in the Prior Year Pool Amounts subtask. This is the amount of COM Burden that can be included in revenue.
Enter the amount of other (non-cost based) fee generated for the account. This fee includes award, incentive, and productivity fees, and the total fee calculated as the difference between cost incurred and revenue taken for non-cost reimbursable projects. Normally, you will use this field only with a revenue account, rather than a cost account.
This column displays the total actual allowable expense amount. This is a non-editable field, and is the sum of all of the "allowed" direct and indirect expense amount columns. This is the total amount of costs that can be included in revenue.
Enter the amount of fee that exceeds the fee ceiling amount for this level of this contract. This amount will be reflected only on a revenue account line and not on an individual cost account line. The system will treat a positive amount entered as a reduction to the Total Revenue column.
Enter the over ceiling cost amount for this project. If a total cost ceiling has been reached for this project, enter the amount of the overage for the revenue account. The system will subtract this amount from the total revenue.
Enter the amount by which calculated revenue exceeded the overall revenue ceiling on this project. The system will treat a positive amount entered here as a reduction to the Total Revenue column.
Enter the amount of any revenue adjustments made against this level of this contract. The system will treat a positive amount entered as an addition to the Total Revenue column, while it will treat a negative amount as a reduction to Total Revenue.
Enter the amount of units revenue for this row. This field is the product of the Allowable Units Quantity and the units price.
Enter the amount of revenue re-allocated through Revenue Redistribution. The system will treat a positive amount entered here as a reduction to the Total Revenue column.
This column will display the sum of all amounts from the following columns:
Direct Amount Allowed
Burden Amount Allowed
COM Burden Amount Allowed
Direct Fee
Burden Fee
Other Fee
Fee On Hours
The system calculates this non-editable column as follows:
Gross Revenue less Over Ceiling Fee less Reallocated Revenue Amount less Revenue Over Ceiling equals Total Revenue.
Enter the units quantity for the units charged to this account.
Enter the allowable units quantity in this field. If a units ceiling has been reached for the units charged to this account, the Allowable Units Quantity will be less than the Units Quantity. This column represents the amount of units quantity that can be included in revenue.
Use this field to view prior year award fee data or initialize prior year award fee amounts. This field is populated at year end when you compute award fee amounts in the Compute Revenue screen (Projects » Cost and Revenue Processing » Revenue Processing) and then run the Update Prior Year History screen (Projects » Project Setup » Project History) with the Update Project Ledger check box selected. The Update Prior Year History process copies the award fee amounts from the PROJ_SUM table to the PSR_PY_SUM table.
If you are populating this field during the initialization process and you have selected a percent-of-costs calculation method in the Basic Revenue Info screen (Projects » Project Setup » Revenue Setup), you can enter award fee amounts at the transaction level of the project by account/organization combination in this screen, if such a level of detail is required. If you selected a fixed-amount method in the Basic Revenue Info screen, you should store award fee amounts at the revenue level of the project using the Award Fee account (Function Code of AWARD FEE) previously established in the Project Account Groups screen (Projects » Project Setup » Controls). You can use the home organization of the revenue-level project number.
If you need to initialize an award fee amount that will cross fiscal years, you must separate the award fee amounts by fiscal year in the Basic Revenue Info screen as well as in this screen.
Example:
Your award fee period is from December 2006 through February 2007. You begin using Costpoint as of fiscal year 2007, period 1. The award fee period is based upon a fixed amount of $2,000.00 per period.
In the Prior Year Cost and Revenue screen (Projects » Project Setup » Project History), add a record for $2,000.00 using fiscal year 2006 along with the revenue project number, award fee account, and home organization. Enter the $2,000.00 into the Award Fee field.
If, at a later date, you need to revise the $2,000.00 amount and post the difference to fiscal year 2007, add an Award Fee Adjustment amount into the Basic Revenue Info screen (Projects » Project Setup » Revenue Setup) and post the associated adjustment to the award fee general ledger account for the current fiscal year.
This field displays the over ceiling award fee, if applicable, and is populated when you execute the Update Prior Year History screen (Projects » Project Setup » Project History).
This field displays the award fee adjustment, if applicable, and is populated when you execute the Update Prior Year History screen (Projects » Project Setup » Project History).
This non-editable field displays the total award fee revenue. The system calculates this value using the following formula: Award Fee Revenue = Award Fee - Over Ceiling Award Fee + Award Fee Adjustment + Retro Award Fee.
The retro award fee is taken from the PSR_PY_SUM table. Retro Award Fee is a hidden field that does not display on the screen.
This field displays the sum of the allowed amounts for all labor and non-labor expense accounts entered for this project/organization. This is the total direct amount that can be included in revenue.
This field displays the sum of the allowed burden amounts and the allowed COM amounts for all labor and non-labor expense accounts entered for this project/organization. This is the total indirect amount that can be included in revenue.
This field displays the sum of all fee amounts (Direct Fee, Burden Fee, Other Fee, and Fee on Hours) for all accounts entered for this project/organization.
This field displays the sum of the Reallocated Revenue Amount, Revenue Adjustment Amount, Over Ceiling Fee, and Revenue Over Ceiling columns minus the Discount Amount.
This field displays the sum of the Total Revenue column for all accounts entered for this project/organization.
This non-editable field displays the total award fee revenue. The system calculates this value using the following formula: Award Fee Revenue = Award Fee - Over Ceiling Award Fee + Award Fee Adjustment + Retro Award Fee.
The retro award fee is taken from the PSR_PY_SUM table. Retro Award Fee is a hidden field that does not display on the screen.
Click this button to enter indirect burden amounts by pool for each account.
Changes to this screen update the PSR_PY_SUM table.