Organization Elements

Enter the code for the organization you want to set up.

Enter a descriptive name for the organizational level.  This name will appear on screens and reports to help identify the organization.

If you will be charging this organization, you can use an abbreviated code for ease in data entry.  This optional abbreviation can contain up to six alphanumeric characters and must be unique system-wide.

When entered into the Abbreviation field on various transaction screens, it automatically pulls in the longer organization ID. This feature is not available in reporting and control screens, but is available in most transaction screens.

If you select this check box, this organization is exported to Deltek Time & Expense when you run the Export Data to Deltek Time & Expense 5.x+ application. The organization is included in the UDT09_YYYYMMDDHHMMSS.CSV file. This check box is enabled only if the Time Collection version is 5.x or higher and/or Deltek Expense version is 6 or higher.

This checkbox is selected by default. This means that the organization is active and available for charges.

If you do not want this organization to be available for charges, uncheck the Active checkbox to make the organization inactive. Inactive organizations cannot receive charges.

Deactivating the top level of the organization does not deactivate lower levels of the same organization. However, this will deactivate any account/organization combinations that contain the inactive organization.

Note: If you purchased Costpoint Inventory, all inventory abbreviation records with an active code other than "O" that match this organization will also be assigned inactive status. Selecting the Active checkbox does not, however, change the status of an inactive inventory record. You can activate inventory records in Inventory screens.

Enter, or use Lookup to select, a valid taxable entity for this 10-character alphanumeric field. This is the entity to which this organization element belongs. You must have previously established he taxable entity in the Company Taxable Entity Information screen.

Note: Costpoint's 1099 processing uses organizational elements to determine which companies to print 1099s for and how much 1099 income those companies paid to vendors. If you assign an organization to the wrong taxable entity, the Create 1099 Information screen in the Process menu of the Accounting domain may skip over substantial amounts of vendor 1099 income.

This non-editable field displays the name of the taxable entity.

The level number displays after you enter the Org Identification.  It is based on the length of the organization ID you entered and the name you assigned to that level in the Organization Structures screen.

The level description displays in this field.

Use the StartingFiscal Year field only when an organization is valid during a particular period of time. For example, if you were to change your organizational structure at the end of Fiscal Year 2005, you would enter the final period of 2005 as the ending period/fiscal year for the old structure elements and the first period of 2006 as the starting period/fiscal year for the new structure elements.

Leave this field blank to indicate that the organization can be used regardless of the accounting period.

Use the Ending Fiscal Year field only when an organization is valid during a particular period of time. For example, if you were to change your organizational structure at the end of Fiscal Year 2005, you would enter the final period of 2005 as the ending period/fiscal year for the old structure elements and the first period of 2006 as the starting period/fiscal year for the new structure elements.

Leave this field blank to indicate that the organization can be used regardless of the accounting period.

Use the Starting Period field only when an organization is valid during a particular period of time. For example, if you were to change your organizational structure at the end of Fiscal Year 2005, you would enter the final period of 2005 as the ending period/fiscal year for the old structure elements and the first period of 2006 as the starting period/fiscal year for the new structure elements.

Leave this field blank to indicate that the organization can be used regardless of the accounting period.

Use the Ending Period field only when an organization is valid during a particular period of time. For example, if you were to change your organizational structure at the end of Fiscal Year 2005, you would enter the final period of 2005 as the ending period/fiscal year for the old structure elements and the first period of 2006 as the starting period/fiscal year for the new structure elements.

Leave this field blank to indicate that the organization can be used regardless of the accounting period.

Use this field to enter a Cobra Mapping Value. The Cobra Interface process uses Cobra mapping values to link Costpoint cost elements to Cobra cost elements.

If you select the “Org Cobra UDEF” option in the Costpoint Mapping Value column of the Maintain Cobra Charge Template screen, you can enter a user-defined value in this field and use it to link to a value in the Cobra system.

You would generally use this field if there were a value in Cobra that was not easily linked to anything in Costpoint. For more information on the Cobra Interface process, see the screen documentation in the Product Interfaces section of the Others module.