Process Organization Changes

This toolkit uses a two-step process to create journal entries when the owning organization of a project has been changed. (You can change the owning organization in the Basic Info screen in the Project User Flow (Projects\Maintain\Project).) The created journal entry transfers revenue and billing balances from the old owning organization to the new owning organization on a year-to-date basis. Balances for billed, unbilled, work in process, liquidated, and unliquidated balances are moved on an inception-to-date basis. This process also updates the A/R history for the changing projects. This toolkit is required for those projects that have changed their owning organization and have revenue, billing, and/or cost of goods sold.

Execute this toolkit after changing the owning organization, but before calculating revenue, billings, or Cost of Goods Sold (COGS). You must run this process twice; the first run creates the journal entry; the second, after posting the journal entry, updates the A/R History.

Field Descriptions

Identification

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.

Selection Ranges

Use this drop-down box to select the range of projects to be included for the journal entry or the Update A/R history. The following options are available:

All - Select this option to include all available records. The Start and End fields are disabled for this option.
One - Select this option to include only one record. You must enter that value in the Start field. The End field is disabled for this option.
Range - Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
From Beginning - Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option.
To End - Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.

Enter, or use Lookup to select, the beginning project of the range you want to include in the report. If you select All or From Beginning in theOption field, this field will be inactive.

Enter, or use Lookup to select, the ending project of the range you want to include in the report. If you select All, One, or To End in the Option field, this field will be inactive.

This field always displays "One" because you can select only one subperiod at a time.

Enter, or use Lookup to select, the last fiscal year to be included in processing. Only projects that have an effective subperiod (change was made effective as of) at or before this selected subperiod will be included in the created journal entry, the update, or the A/R history.

Enter, or use Lookup to select, the last fiscal period to be included in processing. Only projects that have an effective subperiod (change was made effective as of) at or before this selected subperiod will be included in the created journal entry, the update, or the A/R history.

Enter, or use Lookup to select, the last subperiod to be included in processing. Only projects that have an effective subperiod (change was made effective as of) at or before this selected subperiod will be included in the created journal entry, the update, or the A/R history.

After you select a subperiod, this field displays the subperiod ending date.

Options

Select Process

Use this group box to select the process that you would like to run. You should run both options when you have made an organizational change to your project. Once you have run each process, the application will insert a Y in the JE Processed or the A/R History Processed columns of the Org History subtask of the Project User Flow (Projects\Maintain\Project).

Select this option to create a journal entry. Create journal entries first, then post the journal entry. After posting the journal entry, use this screen to update A/R History. After you have created the journal entry, the application will update the JE Processed column in the Org History subtask of the Project User Flow (Projects\Maintain\Project) with a Y. You must post the journal entry after you have created it. The Compute Revenue process (Projects\Process\Revenue) will not work for this project if there is an unposted journal entry in the Enter Journal Entries screen (Accounting\Transactions\Journal Entries) that was created by this process.