Changing the Function Code of an existing account may cause some programs to compute incorrectly. Always check with Costpoint General Support before changing the function code of an existing account.
Use this screen to establish project account groups. You can use project account groups to establish a standard "set" of accounts for a given project. You can create different sets of accounts that can be assigned to different types of projects. You must assign a project account group to each project that is set up in the system. The project account group is assigned to the project using the Account Group field in the Basic Info screen in the Project User Flow (Projects\Maintain\Project). Once the project account group has been assigned to the project, you can charge only the accounts that are included in the project account group to that project.
For each account in the project account group, you must select a system-designated function code. Account Functions include Labor, Non-Labor, Revenue, and so forth. Note that you can use a given account only once in the same account group with one exception: you can use the same account for both the BILLED A/R and BILLED AR-PRGRSS function codes in one account group code. You can use the following function codes only once in a project account group: BILLED A/R, BILLED AR-PRGSS, CONTRA-REVENUE, COST OF GOODS SOLD, PRGRSS-LIQUID, PRGRSS-UNLIQUID, REVENUE, UNBILLED-GENERL, UNBILLED-RETAIN, AWARD FEE, and WIP TRANS OUT. You can use the remainder of the function codes in the project account groups as many times as needed.
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Changing the Function Code of an existing account may cause some programs to compute incorrectly. Always check with Costpoint General Support before changing the function code of an existing account. |
If you have an account in the account group that you no longer want to use, enter N in the Active column. This will prevent account charging within this project account group but will not affect its availability in other project account groups.
You should use this screen extensively during system initialization, when account groups are defined. Otherwise, you should perform maintenance whenever a new account group is required or whenever changes are required to an existing account group.
You can add an account to the account group at any time, and you should enter N in the Active column if you no longer want to use the account in the project account group.
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To create similar project account groups, use Costpoint's Clone feature. |
What is a project account group?
A Project Account Group is a set of accounts that can be used by a given project or projects. The accounts that are included in a specific Account Group are eligible for use by the projects. You do not have to use every account within a Project Account Group; the group merely contains the set of accounts that are available for selection. When setting up your projects, this helps you select which accounts to use by restricting the accounts that are available. For example, you can have a Project Account Group called COM for your commercial projects, or WIP for your Work-In-Process projects.
Within each Project Account Group (PAG), you must select a function code for each account that tells Costpoint how the account will be used for the selected project. Processes use this PAG Code to identify the proper accounts to use, or to restrict which accounts appear on given reports. This same PAG can assist your employees when they enter data into the project transaction entry screens.
When entering your projects, you must decide, on an individual project basis, the transaction validation method that will be used. The various options are controlled in the Basic Info screen in the Project User Flow (Projects\Maintain\Project). Regardless of the validation method you select, a given account must appear in the Account Group that is linked to the project if you want to use it.
How do I set up a project account group?
Establish Account Groups in the Project Account Groups screen. When you initialize new projects in the Project User Flow (Projects\Maintain\Project), the appropriate Account Group is linked. You can set up unlimited Account Groups, but you must assign each project to only one Account Group. You should keep the same Account Group for all levels of the project tree.
Upon entering the Project Account Groups screen, you will see the Project Accounts table window, which contains the accounts that are eligible for inclusion in an Account Group. Any account designated as Project Required in the Accounts screen (Accounting\Maintain\Accounts\) appears in this table window. Adjacent to the Project Accounts window is the Account Functions table window, which contains the system-defined Function Codes.
Highlight each Account that you want to include in your account group along with the appropriate Function Code. In general, each account should have only one Function Code assigned to it within the same account group. The only exception to this rule is BILLED A/R and BILLD AR-PRGRSS, both of which can be assigned to the same account. Click the Select button to transfer the account/function code combination to the Selected Project Accounts table window.
For each account, enter an optional six-character (or less) abbreviation for the account ID in the Project Account Abbrev field. Account abbreviation codes are used strictly for project accounts. When you enter this code in the data entry screens, the project number references the account group in the Maintain Project Master screen (Projects » Project Setup » Project Master) or the Basic Info screen (Projects » Project Setup » Project Master). The account ID corresponding to the abbreviation code in the account group will then default into the data entry screen.
You may find it helpful to use the same abbreviation code for the same account (or the same type of account, even if the actual account number differs) for all groups. For example, if you designated the code DL as the abbreviation for "Direct Labor" for all groups, employees performing data entry can enter the same abbreviation code regardless of the project. The abbreviation code references the associated account group and defaults the correct account ID. You can use the same account abbreviation code in different account groups, but you cannot duplicate a code in the same account group.
How do I make changes in my project account groups?
You should view your initial Project Account Groups setup as permanent, and make changes only when absolutely necessary. Please contact Costpoint General Support before making any changes to your Account Groups.
Generally, you can make changes to your Account Groups without any problems if you have not posted any transactions or executed any processes. This means you can make changes during initialization if you have a "false start." Keep in mind that adding or deleting accounts to your Project Selected Accounts may mean additional changes to your transaction validation screens (such as the Proj/Acct/Orgs screen in the Project User Flow (Projects\Maintain\Project)).
If you have posted transactions and executed processes, most changes require additional steps. Many of the function codes reside in the project summary ledgers (PROJ_SUM and PSR_PY_SUM) and are identified with an account function number (ACCT_FUNC_NO) to help categorize them. Furthermore, as the revenue process proceeds, additional tables are affected by the account function codes. For example, when you execute the Update Project Status Report Tables screen, it updates a table called PSR_FINAL_DATA. The account function codes are transferred from PROJ_SUM and are known in PSR_FINAL_DATA as the SUB_TOT_TYPE_NO, which groups the types of transactions for presentation on the report. In addition, many posting programs rely on a unique project/account/org combination in the General Ledger (GL_POST_SUM) to determine the amount required for the current posting. Changing the account in the Account Group, in effect, creates a new transaction combination that affects the amount posted. In summary, changing the Project Account Groups can have a wide-ranging affect on the system. Although some information on changing Project Account Groups is provided below, you should contact Costpoint General Support before making changes to your Project Account Groups.
The following are some examples of how to handle Account Group changes:
LABOR to NON-LABOR or Vice-Versa
Make the change in the Account Group and execute the Assign Account Function Codes toolkit in the Miscellaneous Toolkits screen for the Account Group(s) that changed. This toolkit reviews the current Account Group setup and synchronizes the ACCT_FUNC_NOs in PROJ_SUM and PSR_PY_SUM per that setup. Depending on the size of your database, this toolkit may take considerable time to complete. Keep in mind that if you want these changes reflected on prior period reports, you must execute the appropriate report table update for those periods. Also, changing an account to a LABOR function code may not make the account appear on labor reports if the transactions have not been entered through a labor entry function (for example, Enter Timesheets (People\Transactions\Timesheets), or the Employee Labor and Vendor Labor subtasks of the Enter Journal Entries screen (Accounting\Transactions\Journal Entries) or the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers)).
Changing the REVENUE Function Code
Make the change in the Account Group. Enter a journal entry transferring the Year-to-Date (YTD) revenue from the original project/account/org combination to the new combination. When you post revenue the first time after the change, the system will look at GL_POST_SUM to sum the amount that has been posted YTD and to determine the amount of the current posting.
Changing the BILLED A/R Function Code
Make the change to the Account Group and enter a journal entry to transfer the outstanding amount from the original billed receivable account to the new account. This journal entry is needed only if you want to keep the balance in one account. Keep in mind that the detail supporting the balance transfer still resides in the original account.
Make the change to the Account Group and enter a journal entry to transfer the YTD balance from the original unbilled-general account to the new account. The Unbilled Analysis Report derives the UnbilledPerG/L amount from GL_POST_SUM for the account that is currently designated with the UNBILLED-GENERL for a given project. By moving the YTD balance to the new account, you ensure that all transactions for the current year are included.
Changing the COST GOODS SOLD or WIP TRANS OUT
If you are changing the Cost of Goods Sold account, you need to make the change only in the Account Group and enter an optional journal entry to keep the YTD balance in one account. If you are changing the WIP Transfer Out account, you must make the change in the Account Group, and you must enter the journal entry. The Compute Cost of Goods Sold Entry process (Projects\Process\Project) sums GL_POST_SUM for the YTD balance of the account with the WIP TRANS OUT function code to determine the amount of the current posting. The journal entry transferring the YTD balance ensures that the current posted amount is correct.
What are account function numbers?
Account Function Numbers are assigned to the accounts that are written to the Project Ledger tables (PROJ_SUM and PSR_PY_SUM). These numbers, which can be found in the ACCT_FUNC_NO columns of both tables, categorize the accounts for processes and direct them to their location on reports. One of these reports is the Project Status Report, which stores some of its information in the PSR_FINAL_DATA table. In this table, the numbers are assigned to the accounts in the SUB_TOT_TYPE_NO column.
The following table lists the ACCT_FUNC_NOS and SUB_TOT_TYPE_NOS in the PROJ_SUM and PSR_FINAL_DATA tables, respectively. Note that different numbers can exist for the same account type if the project is classified as Work-In-Process (WIP).
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PROJ_SUM Table ACCT_FUNC_NO Column |
PSR_FINAL_DATA Table SUB_TOT_TYPE_NO Column |
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Non-WIP Projects |
Non-WIP Projects |
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1 Revenue |
1 Revenue |
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2 Labor |
2 Labor |
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3 Non-Labor |
3 Non-Labor |
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4 Burden |
4 Burden |
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5 Cost of Money |
5 Cost of Money |
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11 Unallowable Labor |
2 Unallowable Labor |
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12 Unallowable Non-Labor |
3 Unallowable Non-Labor |
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13 Units |
3 Units |
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WIP Projects |
WIP Projects |
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1 Revenue |
1 N/A |
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2 Labor |
2 Labor |
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3 Non-Labor |
3 Non-Labor |
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4 Burden |
4 Burden |
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5 Cost of Money |
5 Cost of Money |
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6 Cost of Goods Sold |
6 WIP Transfer |
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7 WIP Transfer |
7 G&A Backout |
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8 N/A |
8 Revenue |
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9 N/A |
9 Cost of Goods Sold |
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10 N/A |
10 Cost of Goods Sold Burden |
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11 Unallowable Labor |
2 Unallowable Labor |
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12 Unallowable Non-Labor |
3 Unallowable Non-Labor |
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13 Units |
3 Units |
Enter a three-character, alphanumeric code that will be used to group a "set" of accounts together. The account group code is a required field in the Basic Info screen in the Project User Flow (Projects\Maintain\Project). Once you assign an account group to a project in the Basic Info screen, only the accounts assigned to that project account group will be valid for charging on the project.
Examples of project account groups include: INV for Inventory Projects, BP for Bid and Proposal Projects, and CPF for Cost Plus Fee Projects.
Enter up to 30 alphanumeric characters to describe the account group.
Use this table window to view the accounts that are available for selection. Highlight the account and click the Select button to include the account and the related function code (in the Account Functions table window) in the project account group.
This non-editable column displays all accounts that are available for selection in the project account group. To be eligible for inclusion in the project account group, the account must be detail-level, active, and project-required. These settings are determined by the Detail, ProjectRequired, and Active check boxes in the Accounts screen (Accounting\Maintain\Accounts).
This non-editable column displays the description of each account in the Account field. The description automatically displays the description entered in the Name field of the Accounts screen (Accounting\Maintain\Accounts).
Click the Select button to transfer the highlighted account/function code combination to the Select Project Accounts table window at the bottom of the screen. Once you make your selection, you can activate/inactivate the account, establish a project account abbreviation for use in data entry, and assign a revenue mapping account for certain revenue accounts. Note that certain restrictions apply with regard to account-function relationships.
Many applications in Costpoint use the system-designated function codes for validation, posting, and calculation. For example, an account with a Function Codeof Billed A/R is debited each time you post a standard bill. Therefore, you should carefully consider which Function Codeto assign to each account when establishing your project account groups.
To remove an account/function code combination from the Selected Project Accounts table window, highlight the row and click the Delete icon on the toolbar. An "X" appears in the left-hand column. When you save the screen, the row is deleted.
This non-editable table window displays all the system-designated function codes that can be selected for the project accounts.
The number in parentheses next to the function code description denotes the account function number (ACCT_FUNC_NO) used in the database. The account function number is used in the PROJ_SUM table to determine the function of the account. This function number is used by several processes in the system. Only income statement accounts need account function numbers.
The available function codes include:
ALT REVENUE - Use this function code to set up multiple revenue accounts for a single project account group. The accounts that are assigned a function code of ALT REV collect revenue generated by the labor, non-labor, and units accounts and are entered in the Revenue Account Mapping field. You can use this function code multiple times within a single project account group.
AWARD FEE (14) - Use this function code to identify this account as the account that is used for award fees. This function code differs from the Revenue function code in that it is treated separately from project revenue during the Compute Revenue process (Projects\Process\Revenue) and the Post Revenue process (Projects\Process\Post). If you do not have award fee on a project, these processes ignore this function code. Only one account in each project account group can have this function code. It is used for projects that accrue award fees.
BAL - Use this function code if you need a project-required account that can be linked to the balance sheet. There is no special processing associated with this function code. You can use this function code as many times as necessary.
BILLD AR-PRGRSS - Use this function code for projects that bill using the Progress Payments billing formula (Government Form 1443). This function code can be assigned to only one account in the project account group. The Post Progress Payment Bills screen (Projects\Process\Post) and the Post Cash Receipts screen (Accounting\Process\Post) use this function code during the posting process. If this function code is not found in the project account group. an error message will display and the posting process will stop. You can use this function code only once within a project account group.
BILLED A/R - Use this function code to identify the account to which you want to post billed receivables. You must be sure that this function code is assigned to an account in the project account group that exists at the billing level of the project. You can use this function code only once in each project account group. The billing applications (Post Standard Bills, Post Project Product Bills, Post Customer Product Bills, Post Manual Bills, Post Milestone/Percent Complete Bills (all in Projects\Process\Post) use this function code to determine which account should be used for posting billed receivables. The Post Cash Receipts screen (Accounting\Process\Post) uses this function code when payment on the receivable is posted. If the billing or cash receipt processes cannot find an account with this function code within the project account group, an error message will display and the posting process will stop.
CONTRA-REVENUE - Use this function code when you run the Process Organization Changes screen (Projects\Process\Project). The Process Organization Changes is executed when you change the owning organization of a project. The contra-revenue account within the project account group is used when you do not want the organizational change to be retroactive. The year-to-date revenue is stored in the account with the Contra-Revenue function code. This function code can be used only once within a project account group.
COST OF GOODS SOLD (6) - Use this function code to identify the account that records the Cost of Sold amount during the Compute Cost of Goods Sold Entry process (Projects\Process\Project). Cost of Goods Sold is used to record the expense (or debit) side of the inventory transfer, from the balance sheet to the income statement, for projects classified as Work-in-process of Common Inventory. You can use this function code only once within a project account group and it cannot be used for any other purpose.
LABOR (2) - Use this function code to identify accounts that will be used to record labor hours. Project reports, such as the Project Status Report, use function codes to group costs. Only transactions that have been entered using an account with a Labor function code can be used to bill loaded labor type projects. If you want to bill subcontractor labor by the hour on a loaded labor project, you must enter the subcontractor labor in the Vendor Labor subtask of the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers) using an account with a Labor function code. You can use this function code within the project account group as many times as necessary.
NON-LABOR (3) - Use this function code to identify accounts that will be used to charge non-labor amounts. Project reports, such as the Project Status Report, use function codes to group costs. It is also used by the Project Non-labor Detail report because this report lists only transactions charged to an account with a Non-labor function code. You can use this function code within the project account group as many times as necessary.
PRGRSS-LIQUID - Use this function code for projects that bill using the Progress Payments billing formula (Government Form 1443). The Post Project Product Bills (for DD250 manually created) or Post Sales Order Journal (Materials » Sales Order Entry » Invoices) (for DD250 created in Costpoint) processes use this function code to identify the liquidation account for delivery invoices. The Post Cash Receipts screen (Accounting\Process\Post) also uses this function code to determine the account to charge for cash received. If this function code is not found in the project account group, an error message will display and the posting process will stop. The method that is used for posting delivery invoices is determined by the selection in the 1443 Postings group box of the Billing Settings screen. You can use this function code only once within a project account group. Accounts with this function code should not be used for any other purpose than what is noted previously.
PRGRSS-UNLIQUID - Use this function code for projects that bill using the Progress Payments billing formula (Government Form 1443). The Post Project Product Bills screen (for DD250 manually created) and the Post Sales Order Journal screen (for DD250 created in Costpoint) uses this function code to identify the unliquidation account for delivery invoices. The Post Cash Receipts screen (Accounting\Process\Post) also uses this function code to determine the account to charge for cash received. If this function code is not found in the project account group, an error message will display and the posting process will stop. The method that is used for posting delivery invoices is determined by the selection in the 1443 Postings group box of the Billing Settings screen. You can use this function code only once within a project account group. Accounts with this function code should not be used for any other purpose than what is noted previously.
REVENUE (1) - Use this function code to identify the account that will be used to post revenue. You can use this function code only once within a project account group. It should not be used for any other purpose other than revenue posting.
UNALLOW-LABOR (11) - Use this function code to identify the account where unallowable labor will be charged. For example, you may have labor such as project management that is directly chargeable to a project but you cannot use it in revenue calculations or bill for that labor. You should charge this type of labor to an account that has a function code of Unallow-Labor. The Compute Revenue screen (Projects\Process\Revenue) and the Calculate Bills screen (Projects\Process\Billing) will not include amounts charged to unallowable accounts in revenue or billings. This labor will be included as a legitimate cost on the project. You can use this function code as many times as necessary within a project account group.
UNALLOW-NONLABR (12) - Use this function code to identify the account where unallowable non-labor costs will be charged. For example, you may have expenses such as entertainment expenses that are directly chargeable to a project, but you cannot use it in revenue calculations or bill for that labor. You should charge these costs to an account that has a function code of Unallow-Non-Labor. The Compute Revenue screen (Projects\Process\Revenue) and the Calculate Bills screen (Projects\Process\Billing) do not include amounts charged to unallowable accounts in revenue or billings. These costs will be included as legitimate costs on the project. You can use this function code as many times as necessary within a project account group.
UNBILLED-GENERL – Use this function code to identify the account that should be used as the debit when revenue is recognized and the credit when the bill is posted. The Compute Revenue screen (Projects\Process\Revenue), Post Standard Bills screen (Projects\Process\Post), and Post Cash Receipts screen (Accounting\Process\Post) use this function code to determine the accounts that should be used in posting to the general ledger. If these posting processes do not find this function code within the project account group, an error message will display and the posting process will stop. You can only use this function code once within the project account group and this account should not be used for any other purpose.
UNBILLED-RETAIN - Use this function code to identify the account to which the retainage should be posted. The Post Standard Bills uses this function code to determine to which account retainage should be posted. If the Post Standard Bills screen (Projects\Process\Post) does not find an account with a Unbilled - Retain function code and there is retainage on the bill, an error message will display and the posting process will stop. You can use this function code only once within a project account group. You should not use accounts with this function code for any other purpose.
WIP TRANS OUT (7) - Use this function code to identify the account to be used as the WIP transfer out amount during the Compute Cost of Goods Sold Entry process (Projects\Process\Project). The system uses the account with the WIP TRANS OUT function code to record the balance sheet, or credit side, of the inventory transfer. This type of entry is only available for Work-in-Process or Common Inventory projects. You can use this function code only once within a project account group. Accounts with this function code should not be used for any other purpose.
UNITS (13) - Use this function code to identify accounts that you want to use to record units usage. If you want to bill units times a billable rate, you must charge the units to an account that has a Units function code. The cost of the units will be charged to the project’s costs and the units will be billed. You can charge unit usage to Labor or Non-Labor function codes if you want to bill the cost of the units. You can use this function code as many times as necessary within the project account group.
Use the fields in this table window to review the selected accounts and their related function codes. You can select a revenue mapping account for use with multiple-revenue account projects, activate or inactivate the account, or establish a project account abbreviation for use in data entry.
To remove an account/function code combination from the Selected Project Accounts table window, highlight the row and click the Delete icon on the toolbar. An "X" appears in the left-hand column. When you save the screen, the row is deleted.
This non-editable column displays the user-selected accounts from the Project Accounts table window. The accounts displayed in this table window are the accounts that will belong to the account group entered at the top of the screen.
This non-editable column displays the description of each selected account from the left-hand table.
This non-editable column displays the user-selected function code from the Account Functions table window. The only codes available are those that come pre-installed with Costpoint.
Enter up to six alphanumeric characters to abbreviate the account. This column is optional.
Account abbreviation codes are used strictly for project accounts. When this code is entered in data entry screens, the account will default from this screen. You may find it helpful to use the same abbreviation code for the same account (or the same type of account, even if the actual account number differs) for all groups. For example, if the code "DL" is designated as the abbreviation for "Direct Labor" for all groups, employees performing data entry would enter the same abbreviation code regardless of the project. The abbreviation code would then reference the associated account group and default the correct account. You can use the same account abbreviation code in different account groups but a code cannot be duplicated in the same account group.
Use this column to assign revenue accounts to labor, non-labor, and units accounts. You can use this functionality to track and post revenue by function code.
In order to use this functionality, you must first assign the Revenue function code to the account that you want to use as the main revenue account. After you have established the main Revenue account, you can enter the additional accounts that you want to use for as revenue accounts for labor, non-labor, and units function codes. Assign the Alternate Revenue function codes to additional revenue accounts. You can then assign these accounts to lines that have labor, non-labor, or units function codes. You can add as many alternate revenue accounts as you need.
The Post Revenue process (Projects\Process\Post) will use these alternate revenue accounts when posting the revenue journal entry to the general ledger. All revenue adjustments, over ceiling amounts, and fixed price revenue will be shown on the revenue line in the PROJ_SUM table that has the Revenue function code. The standard project reports will show only one revenue line that is a summary of all the revenue accounts. This column is not required.
You can use this column to deactivate an account for a selected project account group. This will allow the account to remain active for all other project account groups. Enter Y (Yes) to keep the account active for the selected project account group and N (No) to deactivate the account for the selected project account group.
* A red asterisk denotes a required field.
This screen updates the following tables:
ACCT_GRP_CD
ACCT_GRP_SETUP
