Use this screen to upload your allocation basis journal from the ALLOC_BASIS_PREP table into your ALLOC_BASIS_JNL table. You can populate the Maintain Allocation Journal screen (Projects\Transactions\Allocations) by using this screen rather than by manually entering the data.
Use this toolkit only for service center type pools for which a manual calculation base was selected in the Service Center subtask of the Cost Pools screen (Projects\Maintain\Allocations). You can execute this screen more than once for the same fiscal year, period, subperiod, and pool number combination, but the system will delete any unposted records residing in the ALLOC_BASIS_JNL table for this same combination to ensure that duplicate data is not uploaded.
Before using this screen, you must populate the ALLOC_BASIS_PREP table. The layout of this table is noted in the processing instructions that follow. Records that successfully upload will populate ALLOC_BASIS_JNL and be deleted from ALLOC_BASIS_PREP. Records that do not successfully upload will be detailed in the table window with their respective error descriptions. These records will continue to reside in the ALLOC_BASIS_PREP table. Thus, you can adjust the data in the table and try again to upload them. Note that you should first either post the records that are successfully uploaded or populate ALLOC_BASIS_PREP with the same records from the original upload. You should process partial information only if you are using a standard cost service center. If you are using a year-to-date or current period service center, you must correct the failed records and post all records together. As noted previously, data in the ALLOC_BASIS_JNL is always deleted for the fiscal year, period, subperiod, and pool number combination that is being uploaded.
This screen is made up of three blocks, and they can be used as follows:
Use the Identification Block to enter the parameter ID and description.
Use the Selection Range block to identify the fiscal year, period, subperiod, and pool to which you want to upload records.
Use the Options block to enter the details of the ALLOC_BASIS_PREP table.
Use this screen after you have populated the ALLOC_BASIS_PREP table and before you calculate indirect rates.
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 group box to select the period information and pool number that will be associated with the data you are uploading.
Enter, or use Lookup to select, the fiscal year of the records you want to upload.
Enter, or use Lookup to select, the period of the records you want to upload.
Enter, or use Lookup to select, the subperiod of the records that you want to upload.
Enter, or use Lookup to select, the pool for the records you want to upload.
Use the fields in this block to enter information about the file that is to be uploaded.
Select this checkbox to upload input data from a text file.
Select this checkbox to create the ABJ (Allocation Basis Journal). This checkbox is selected by default.
Use the fields in this group box to enter information about the data file to be uploaded.
Enter, or use Lookup to select, the path and input file that you want to upload.
Enter, or use Lookup to select, an alternate file location. The system will check this location if it cannot find the file entered in the File field.
Use this drop-down box to select the format of the file that you want to upload.
Valid options are "Comma-Separated Values" and "Fixed-Length."
Comma-separated value files contain data separated by commas with character fields surrounded by double quotes.
Fixed-length files contain data positioned in a set range of columns for each field.
For more information and examples of file formats, select the File Format Help pushbutton.
Use this drop-down box to select the action that will be performed if the values of the input file are larger than the ALLOC_BASIS_JNL will allow. Valid options are "Always Truncate," and "Never Truncate." If the file format is "Comma-Separated Values," all truncated value selections are available. If you select "Fixed-Length," the only available selection is "Never Truncate."
* A red asterisk denotes a required field.
Changes to this screen update the ALLOC_BASIS_JNL (Allocation Basis Journal) table.