SUMMARIZE PROJECT LEDGER

Use this screen to summarize the project ledger tables (PROJ_SUM and PROJ_BURD_SUM) into a specified subperiod. The process will delete rows that have been summarized from these tables. This will free disk space and reduce the size of your database.

This summarization process is done on a year-to-date basis for all periods and subperiods up to and including the subperiod selected. In PROJ_SUM, the application will insert a row for each unique project/organization/account combination into the fiscal year, period, and subperiod selected. In PROJ_BURD_SUM, a row for each unique project/organization/account/pool combination will be inserted. The system will then delete the rows that have been summarized.

Note that you will not be able to update the project report tables for the periods deleted since these processes reference PROJ_SUM and PROJ_BURD_SUM to obtain information.

We do not recommend using this utility in an active fiscal year. If you choose to do so, please be aware of the following:

After you have used this utility to summarize rows, you can no longer compute burden for the summarized subperiod or any prior periods. Instead, you must use the Apply Indirect Costs utility (Projects » Cost and Revenue Processing » Utilities) to accurately update costs from the General Ledger and apply burden.
The Compare Project Ledger to the General Ledger toolkit in the Miscellaneous Toolkits screen (Projects » Cost and Revenue Processing » Utilities) no longer works correctly. If you run this toolkit, all subperiods that no longer exist (that were summarized) in the project tables will return rows in the table window. This could be thousands of rows.
The Compute Revenue process (Projects » Cost and Revenue Processing » Revenue Processing) inserts labor rows for T&M formulas into the PROJ_SUM table for subperiods prior to the summarized row if you executed the Load Labor Rates process (Projects » Cost and Revenue Processing » Revenue Processing or Projects » Billing » Prepare Billings) for those subperiods. There could be a fair number of such rows because the retroactive billing process dictates that the Load Labor Rates application be run for all affected periods/subperiods for the retroactive invoice. You will consequently get inaccurate data (incorrect number of hours and T&M revenue) when you summarize the project data again and will create inaccurate values when you execute the Update Prior Year History screen (Projects » Project Setup » Project History).

Costpoint cannot accurately release direct account ceilings for summarized rows because it cannot tell in what order the ceilings were originally enforced.

Costpoint cannot create report tables for subperiods prior to the summarized row because there will no data in those rows.
Costpoint can no longer compute award fees accurately because all award fee periods are summarized into one subperiod. Because award fees are accrued and funded within an award fee period, Costpoint can no longer distinguish one award fee period from another for the summarized rows.

Screen Location

Projects
Cost and Revenue Processing
Utilities

Select Ending Subperiod

Use this group box to select the subperiod in which the summarized rows will reside. All periods and subperiods for the fiscal year, up to and including the subperiod selected, will be summarized. Note that all of these periods must be in a Closed status.

Fiscal Year

Enter, or use the drop-down list to select, the fiscal year that you want to summarize.

Period

Enter, or use the drop-down list to select, the ending period that you want to summarize.

Subperiod

Enter, or use the drop-down list to select, the ending subperiod that you want to summarize. The effective subperiod date will display in the field to the right of the subperiod.

Select Project

Use this group box to select the project or range of projects you would like to summarize.

Range Option

Use this drop-down list to select the range of projects you want to summarize. Valid options are:

All
One
Range
From Beginning
To End

From

Enter, or use to select, the starting project that you want to summarize. If you select All or From Beginning in the Range Option field, this field will be inactive.

To

Enter, or use to select, the ending project that you want to summarize. If you select All, One, or To End in the Range Option field, this field will be inactive.