Use the project transfer process to transfer a project and its related direct costs to another existing or newly created project. You can transfer costs to a new project or to another level of the existing project. Because this process involves a major exchange of table data, perform a complete backup of your database before the transfer.
This process transfers direct costs, if applicable, from both Balance Sheet and Income Statement accounts. Costs are transferred from one of the following:
An existing project to a new project at the summary account/organization level.
An existing project level to another level of the same project (no indirect burden costs are transferred).
Many existing projects to one new project. Costs are transferred at a summary account/organization level. (You cannot transfer costs from one project tree to another.)
An indirect project to a direct project (helpful when a contract is awarded).
For a project to be eligible for transfer, it must be active in the PROJ table and have one of the following project classifications:
Bid and Proposal (B & P)
Direct
Indirect
Independent Research and Development (I R & D)
Work In Process (WIP)
The transferring project's records must meet the following timing requirements:
The transfer (outgoing) project must contain only records for the current fiscal year.
The current (open) Costpoint year and fiscal period must be used as the transfer year and fiscal period.
For a project to be eligible for receiving, it must be active in the PROJ table.
Run this process at the end of the fiscal period to ensure that all project data are captured. Make sure that you post all journals before running this process.
You can repeat this process for the same project during the same fiscal year. Transferring a project at the end of one fiscal period does not prevent you from transferring this project again the following month. Of course, only the new amounts will be transferred, but the data is still shown in a year-to-date format. No individual transaction amounts or fiscal period amounts are recorded in Costpoint, just one figure for each account-organization combination.
You can select which organization will receive the outgoing project. Go to the Organization drop-down list in the Project Transfer Setup screen in Costpoint Cost and Revenue Processing and select Performing, Owning, or Fixed. If you choose Fixed, you can select any active organization for receipt of this debit.
You can transfer more than one project into a single project by setting up multiple Project Transfer Setup screens (Projects » Cost and Revenue Processing » Project Transfer) with the same receiving project.
You must post all transactions for the transfer project to the General Ledger. This will be verified when the Project Transfer is computed.
Set up the Project Transfer Setup screen (Projects » Cost and Revenue Processing » Project Transfer).
Run the Compute Project Transfer screen (Projects » Cost and Revenue Processing » Project Transfer) using the Print Process option in the Process menu.
If errors exist, the Project Transfer Error Report will automatically print so you can verify and correct them. You can run the process until you have corrected all errors.
If no errors exist, you can run the process. The entries must pass all validations.
Entries are created in the JE_HDR_JE_TRN, JE_TRN_LAB_EMPL, and JE_TRN_LAB_VEND tables for current year transactions only.
The Transfer Project (PROJ_ID in the PROJ_XFER table) is set to Inactive.
The program inserts the JE number and Process number into the PROJ_XFER_LOG table so that you can perform an inquiry in the General Ledger according to the JE number that was assigned to the project transfer.
Review the journal in the Enter JEs screen (Accounting » General Ledger » Journal Entries (JEs)). This is a non-editable screen, but you can delete the entire journal entry and recompute the Project Transfer. These journal entries are identified with a new journal code of PJE for Project Transfer Journal entry.
Use the Print JE Edit Reports screen (Accounting » General Ledger » Journal Entries (JEs)) to print a summary of the transactions, by journal type, that will be posted to the General Ledger.
Post the journal entry or delete the journal entry created (see Step 10).
To Post JEs:
The entries are posted to the following tables: GL_DETL, GL_POST_SUM, FS_SUM, JE_HDR_HS, JE_TRN_HS, JE_LAB_EMPL_HS, JE_LAB_VEND_HS, and REF_SUM.
The rows are deleted from following tables: JE_HDR, JE_TRN, JE_TRN_LAB_EMPL, and JE_TRN_LAB_VEND.
The transfer project will be available for the Update Project Transfer History Tables screen (Projects » Cost and Revenue Processing » Project Transfer).
Print the Print JE Posting Summaries screen (Accounting » General Ledger » Journal Entry Approvals and Posting).
Optional: Run the Reverse Posted JE screen (Accounting » General Ledger » Journal Entries (JEs)) - The reversal of the posted journal entry will update the GL. This won't update the project transfer log (PROJ_XFER_LOG) tables because the source journal code is adjusting journal entry (S_JNL_CD = AJE).
Run the Update Project Transfer History Tables screen (Projects » Cost and Revenue Processing » Project Transfer). The Accounts Receivable, Billing, and Units Usage History tables are updated after the journal entry created by the Compute Project Transfer screen in Costpoint Cost and Revenue Processing is posted to the general ledger. All changes are recorded in the PROJ_XFER_LOG and PROJ_XFER_LOG_LN tables.
If you delete the journal entry, you can then make the necessary changes to the Project Transfer Setup screen (Projects » Cost and Revenue Processing » Project Transfer) and recompute the project transfer.
The transferred amounts appear only as a one lump-sum amount, rather than separated into individual transactions or fiscal periods.
After the transfer, the source project will remain active and accept charging, unless you change the settings in the Maintain Project Master screen (Projects » Project Setup » Project Master).
You should run this process at the end of the fiscal period to ensure that all project data are captured. Execute this process after posting bills and cash receipts. If the transfer (outgoing) project is a revenue-bearing project, you must compute and post revenue before the transfer.
No records from any other year can exist in the GL_POST_SUM table for this Transfer (outgoing) Project.
Once you have executed the Project Transfer process, you must recompute rates, compute burden, load labor rates, compute revenue, and post revenue.
Once the transfer is complete, any additional charges made to the Transfer (outgoing) Project in subsequent periods can be transferred into the Receiving Project. In the Project Transfer Setup screen (Projects » Cost and Revenue Processing » Project Transfer), use Query or Find to retrieve the transfer information. Change the period and or subperiod and click the Active check box. Then go to the Compute Project Transfer screen (Projects » Cost and Revenue Processing » Project Transfer) to create the JE to move the additional costs to the receiving project.
If you have already invoiced transactions for the transfer project, you must run the Update Project Transfer History Tables screen (Projects » Cost and Revenue Processing » Project Transfer) or the transactions on the receiving project will be overbilled.
Wrong: If you update open billing detail when you compute the project transfer journal entry, post the journal entry, and then calculate bills, transactions will be overbilled. All the debit records in open billing detail will have the receiving project, and the credit records will have the transfer project. As a result, these costs will be invoiced again via the receiving project.
Right: If you update open billing detail when you compute the project transfer journal entry, post the journal entry, run the Update Project Transfer History Tables process, and then calculate bills, the transactions will be correctly calculated. All the debit and credit records in open billing detail will have the receiving project; only the unbilled transactions will be invoiced.