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Warning: Do not use this screen unless you completely understand the project transfer process. Please contact your system consultant for assistance. |
This screen is the first in a three-screen process to transfer direct costs associated with a project (See the FAQs section below for more information on the steps involved in the project transfer process). You should use this screen only for the project transfer process. This process was developed primarily to assist when restructuring projects that have incurred costs before all the factors influencing project structure have been identified. You may wish to set up a Bid & Proposal project or a single-task direct project to accumulate project costs during the initial stages of a new project. Once the contract has been signed and more information on the project structure is available, you can use this process to reassign your project's costs, if necessary. This process transfers all or most of the initial project's costs to a new project structure. Do not use this process as a way of redistributing project costs on a monthly or quarterly basis. If you want to develop a method of ongoing project cost reclassification, see the screen documentation for the Multi-Job process. Use this procedure to transfer any of the following types of projects: B&P (Bid & Proposal), Direct, Indirect, IR&D (Independent Research & Development), or WIP (Work in Process).
You can use the project transfer process to make the following types of transfers:
Transfer direct costs from one project to another
Transfer direct costs from many projects to one receiving project
Transfer direct costs from one level of an existing project to a lower level on the same project
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Note: You can use this screen only to transfer data contained in the current fiscal year. The transfer will not be performed if any project data (for the transferring project) exists for any year other than the one selected for transfer. |
No indirect burden costs are transferred. If applicable, both Balance Sheet and Income Statement account balances will be transferred.
The first time you transfer a project in a fiscal year, the total year-to-date balances, rather than the period or subperiod amounts, are transferred. Once the project is successfully transferred, the status of the Transfer (outgoing) Project will be changed to inactive (i.e., the Active checkbox will be unchecked) in the Compute Project Transfer screen (Projects\Process\Allocations). Only the Active, Period, and Subperiod fields are available after the original transfer has been posted. You can transfer the same project again in subsequent fiscal periods in the same fiscal year if additional costs were posted in a future period after the original transfer. The system will use the General Ledger to determine the amount to be transferred. If a previous transfer has taken place, there will be a credit amount equal to the previous year-to-date amount in the General Ledger. This prevents a double transfer from taking place.
This screen consists of three blocks and a subtask. They can be used, as follows:
Use the Transfer Project block to enter the project to be transferred. Indicate whether the project is active, and include lower levels of the project in the transfer.
Use the Receiving Project block to enter the project that will receive the transfer and the related organization.
Use the Select Subperiod for Transfer block to enter the fiscal year, period, and subperiod for which the transfer should take place.
Use the Accounts subtask to enter a mapping for the accounts and organizations.
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Note: When you use the same account number from the Transfer Projects Project Account Group for both Billed A/R and Billed A/R Progress function codes, the total transfer amount will be transferred to the Billed A/R destination account. For liquidation accounts, when you use the same account number from the Transfer Projects Project Account Group for both Progress-Liquidation and Progress-Unliquidated function codes, the total transfer amounts will be transferred to the Progress-Liquidated account. Make any necessary adjustments manually. |
You must complete this screen before using the Compute Project Transfer screen (Projects\Process\Allocations).
Run this process after posting all costs to the General Ledger and 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.
Once this entire process is executed (after you have completed the third screen, Update Project Transfer History Tables), you must recompute rates, compute burden, load labor rates, compute revenue, and post revenue.
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Note: If the project being transferred is large, this update process could take a long time to complete. |
What steps are needed in the Project Transfer process?
Use the following steps to perform a project transfer:
Set up the transfer in the Project Transfer Setup screen.
Create a Journal Entry (JE) in the Compute Project Transfer screen (Projects\Process\Allocations).
Print the Journal Entry Edit Report to review the proposed journal entry.
Post the journal entry to the General Ledger.
Successfully complete the Update Project Transfer History Tables screen (Projects\Process\Project).
Use the fields in this block to select the transferring project. You can also activate or inactivate an existing project transfer setup and elect to include lower project levels in the transfer.
Project *
Enter, or use Lookup to select, the project to be transferred. This outgoing project can be transferred from any level of the project to any one project. The project name will be displayed in the untitled field on the right.
You can use only those projects that have the Active checkbox selected in the Basic Info screen in the Project User Flow (Projects\Maintain\Project). Each project is allowed only one Project Transfer Setup screen. Use Query to retrieve the screen previously used to transfer a project.
The transfer project must have one of the following Project Classifications: B&P (Bid & Proposal), Direct, Indirect, IR&D (Independent Research & Development), or WIP (Work in Process). Project Classifications are determined in the Basic Project Information screen.
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Note: Once you save this screen for an outgoing project that has been previously transferred, you can change only the Active, Period, and Subperiod fields. Use Query to retrieve this screen for a previous transfer project that was saved. |
Select this checkbox to indicate that this transfer (outgoing) project is active. Once you have successfully run the Compute Project Transfer screen (Projects\Process\Allocations), the status of the Transfer Project is changed to inactive.
When performing transfers for the same project in successive periods, select this checkbox to re-activate an inactive transferring project.
Avoid using the Compute Project Transfer process as a tool for monthly reclassification of costs; it can be cumbersome to use for this purpose. A better tool for monthly reclassification is the Multi-Job feature.
Include Lower Levels of Transfer Project
Select this checkbox to indicate that any existing levels below the transfer project specified will be included in the transfer.
The lower levels of the transfer (outgoing) project will be transferred into one receiving project level.
To transfer several lower level projects on the same project tree to another project tree, transfer each individually.
Use the fields in this block to enter information about the project that will receive the transferred costs.
Project *
Enter, or use Lookup to select, the project that is to receive the outgoing data. You can enter only one project number in this field. This project must be at or below the level for billing and revenue formulas. The project name will be displayed in the untitled field on the right.
You can use only those projects that have the Active checkbox selected in the Basic Project Information screen. To complete the transfer process, you must create a revenue formula if the receiving project classification is "Direct" or "WIP."
If the receiving project classification is B&P, IR&D, or Indirect, you will receive a warning if there is no revenue formula, but you will still be allowed to transfer the project.
When no billing formula exists for the receiving project, only direct costs will be transferred. No balance sheet accounts or billing history tables will be updated. This information will reside in the transfer project.
Use the drop-down box to select the organization code ("Performing," "Owning," or "Fixed") that is to receive the debit of the receiving project.
Performing - Select this option to have the receiving project use the same organization as the transfer (outgoing) project.
Owning - Select this option to have the owning organization of the receiving project receive the transfer debit. This owning organization of the receiving project was selected for the organization in the Basic Project Information screen.
Fixed - Choose this option to select an organization for the receiving project. All costs transferred will be charged to this organization regardless of the original charging org. Enter the organization in the Fixed Organization field.
Enter, or use Lookup to select, the organization for the receiving project. This field is active only when you select "Fixed" in the Organization Type field.
This field will accept only active organizations.
Use the fields in this group box to specify which fiscal year, period, and subperiod to use to transfer costs. The fiscal year, period, and subperiod selected will be used for the creation of the journal entry in the Compute Project Transfer screen (Projects\Process\Allocations).
Enter, or use Lookup to select, the transfer project's fiscal year.
No records from any other year can exist in the GL_POST_SUM table for the transfer (outgoing) project.
Period *
Enter, or use Lookup to select, the transfer project's fiscal period.
No records can exist in the GL_POST_SUM table for any period later than this fiscal period. The system will display a warning message if it finds transactions in another period.
Enter, or use Lookup to select, the transfer project's subperiod.
No records can exist in the GL_POST_SUM table for any subperiod later than this subperiod. The system will display a warning message if it finds transactions in another subperiod. The field to the right will display the ending date of the selected subperiod.
This non-editable field displays the ending date of the subperiod entered in the Subperiod field.
* A red asterisk denotes a required field.
Use the Accounts subtask to enter a mapping for the accounts and organizations.
Changes to this screen update the following tables:
PROJ_XFER* (Project Transfer)
PROJ_XFER_ACCT * (Project Transfer Account) (used only if destination account is different than transfer account)
* This table is unique to the project transfer process.
