Use this screen to post unit usage documents entered in the Enter Units Usage screen. Depending on the options selected there, this information is distributed to other modules throughout the system. You can optionally post units used to Open Billing Detail or the Service Center Allocation Journal. If you selected the Post To Billings checkbox in the Enter Units Usage screen (Projects\Transactions\Units), this program posts units used to Open Billing Detail for unit billings. If the Post To Service Center checkbox is selected, the program posts units used to the Allocation Journal for the service center identified. The unit usage program always updates the Units Usage History table and the G/L Detail and G/L Post Sum tables.
You can post units used as many times as necessary each subperiod. You must post units used if you want units to be included in the Calculate Bills (Projects\Process\Billing) and/or Compute Revenue (Projects\Process\Revenue) calculations. Additionally, you must post units used if you want those units to be included in the service center base.
Post units before computing service center allocations and billings. Additionally, if unit revenue formulas are used, you must post units before you compute revenue.
What steps are involved in this process?
The steps involved are as follows:
Determine the range of unit usage documents and subperiods that are to be posted. Select the entry user IDs that post units.
The program first updates the Unit Usage History table (Units Usage History screen (Projects\Configure\Units History)) with units used. Unit-based revenue formulas summarize units used from the Units Usage History table.
The program next updates the Open Billing Detail table. This table is updated with usage documents only when the Post to Billings checkbox is selected in the Enter Units Usage screen (Projects\Transactions\Units). For Open Billing Detail to be properly updated, you must first set up project records in the Project Billing Information screen (Projects\Maintain\Billing) and the records must have transaction-based billing formulas. This posting updates the project set up in the Project Billing Information screen as the "posting-level project."
Open Billing Detail is updated with quantities of units used. Records created are identified with a transaction type of "UNITS" and a journal code of "UNT."
The final update is to the Allocation Basis Journal. The Allocation Basis Journal is updated with usage documents only when the Post To Service Center checkbox is selected in the Enter Units Usage screen. The service center identified by number in that screen is updated with unit amounts.
Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. Once you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. Many users save a unique set of parameters for each different way they run a report or process. If you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters will automatically display as selection defaults. You can change any of the associated selection defaults as necessary.
Enter, or use Query to select, a parameter ID of up to 15 alphanumeric characters. You should choose characters for your parameter ID that help identify the type of selections you made in the screen, such as “PERIOD” or “QUARTERLY.”
When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.
You can use the parameter to produce reports and run processes more efficiently because you can select the parameter ID with its previously defined screen selections. Once the default selections display in the screen, you can override the defaults as necessary.
Enter, or use Query to select, a parameter description of up to 30 alphanumeric characters.
Use the fields in this block to select the documents, entry users, and subperiods that you want to post.
Documents *
Use this drop-down box to select the range option for the documents that you want to post. The following options are available:
All - Select this option to include all available documents. The From and To fields are disabled for this option.
One - Select this option to include only one document. You must enter that value in the From field. The To field is disabled for this option.
Range - Select this option to include a contiguous range of documents. You must enter the beginning value for the range in the From field and the ending value of the range in the To field.
From Beginning - Select this option to include all the records from the beginning of the available documents to a specific document in the range. You must enter the last value for the range in the To field. The From field is disabled for this option.
To End - Select this option to include all the documents from a specific document to the end of all the available documents. You must enter the value from which the range should begin in the From field. The To field is disabled for this option.
Enter, or use Lookup to select, a starting document number for the range that you want to post. If you select "One," "Range," or "To End," in the Documents Range Option field, you must enter a document number in this field. If you select "All" or "From Beginning" in the Documents Range Option field, this field will be inactive.
Enter, or use Lookup to select, an ending document number for the range that you want to post. If you select "All," "Range," or "From Beginning" in the Documents Range Option field, you must enter a document number in this field. If you select "One" or "To End" in the Documents Range Option field, this field will be inactive.
Entry Users
Use this drop-down box to select the range option for the entry users that you want to post. The following options are available:
All - Select this option to include all available entry users. The From and To fields are disabled for this option.
One - Select this option to include only one entry user. You must enter that value in the From field. The To field is disabled for this option.
Range - Select this option to include a contiguous range of entry users. You must enter the beginning value for the range in the From field and the ending value of the range in the To field.
From Beginning - Select this option to include all the entry users from the beginning of the available entry users to a specific entry user in the range. You must enter the last value for the range in the To field. The From field is disabled for this option.
To End - Select this option to include all the entry users from a specific entry user to the end of all the available entry users. You must enter the value from which the range should begin in the From field. The To field is disabled for this option.
Enter, or use Lookup to select, a starting entry user for the range that you want to post. If you select "One," "Range," or "To End," in the Entry Users Range Option field, you must enter an entry user in this field. If you select "All" or "From Beginning" in the Entry Users Range Option field, this field will be inactive.
Enter, or use Lookup to select, the entry user which you want to post. The system will post only the units for records that have an entry user included in the range entered in these fields.
Fiscal Year/Period
Enter, or use Lookup to select, the fiscal year to which you want to post units.
Period *
Enter, or use Lookup to select, the period to which you want to post units.
Subperiods
Use this drop-down box to select the range option for the subperiods that you want to post. The following options are available:
All - Select this option to include all available subperiods. The From and To fields are disabled for this option.
One - Select this option to include only one subperiod. You must enter that value in the From field. The To field is disabled for this option.
Range - Select this option to include a contiguous range of subperiods. You must enter the beginning value for the range in the From field and the ending value of the range in the To field.
From Beginning - Select this option to include all the records from the beginning of the available subperiods to a specific subperiod in the range. You must enter the last value for the range in the To field. The From field is disabled for this option.
To End - Select this option to include all the subperiods from a specific subperiod to the end of all the available subperiods. You must enter the value from which the range should begin in the From field. The To field is disabled for this option.
Enter, or use Lookup to select, a starting subperiod for the range that you want to post. If you select "One," "Range," or "To End," in the Subperiods Range Option field, you must enter a subperiod in this field. If you select "All" or "From Beginning" in the Subperiods Range Option field, this field will be inactive. The non-editable field to the right displays the subperiod ending date for the subperiod entered in this field.
Enter, or use Lookup to select, an ending subperiod for the range that you want to include in the process. If you select "All," "Range," or "From Beginning" in the Subperiods Range Option field, you must enter an invoice or project number in this field. If you select "One" or "To End" in the Subperiods Range Option field, this field will be inactive. The non-editable field to the right displays the subperiod ending date for the subperiod entered in this field.
* A red asterisk denotes a required field.
Changes to this screen update the following tables:
ALLOC_BASIS_JNL (if Post to Service Center checkbox is selected) (Allocation Basis Journal)
OPEN_BILLING_DETL (if Post to Billings checkbox is selected) (Open Billing Detail)
UNITS_USAGE_HS (Units Usage History)
UNITS_USAGE_LN_HS (Units Usage Line History)