Use this screen to update the prior year project costs (hours, units, billing value, Cobra costs) for the fiscal year specified. This process updates the Prior Year Cost and Revenue screen, which contains data for direct costs, indirect costs, and revenue incurred before the current fiscal year. The data in the Prior Year Cost and Revenue screen is used to calculate cumulative columns on projects reports and inception-to-date revenue. You should use this process after you have completed the closing process for the fiscal year before you compute revenue for the new fiscal year. Projects reports and any inception-to-date revenue calculations will be incorrect if you do not run this process at the proper time.
The program copies data from the PROJ_SUM and PROJ_BURD_SUM tables into the PSR_PY_SUM table using rates (actual or target) that are selected in this screen. For prior year units, the system copies the UNITS_USAGE_HS table into the PY_UNITS_PRICING table and, for labor, copies the LAB_HS table into the PY_PROJ_LAB_HS table. The data in the PROJ_GOAL_DETL table is copied into the PY_GOAL table during this process.
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Warning: After running this screen, do not delete the LAB_HS table for prior years if you plan on doing retroactive bills. The Calculate Retroactive Bills process (Projects\Process\Billing) needs the Effective Bill Date from the LAB_HS table to determine the retroactive amount to bill. |
When should I use this screen?
Run this screen as part of your fiscal year close process. You can optionally run it again after audit and other post-year-end adjustments are made to finalize prior year information. You should finalize project costs and revenue before you execute this screen. The utility deletes existing rows from the prior year tables and then inserts new data, based on the criteria you have selected. Therefore, you can execute it as many times as necessary.
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Note: Before executing this utility, you should run the Assign Account Function Codes toolkit. This will ensure that the account function codes in the PROJ_SUM table are consistent with the current project account group setup. If you have added an account to the project account group or changed the function code of an account in the project account group, this toolkit will adjust the PROJ_SUM table. Failure to execute this toolkit before executing the Update Project Prior Year History utility could result in a SQL error. You will receive the SQL error if you try to run the Update Project Prior Year history screen and the application finds inconsistencies in the account function codes. Depending on the size of your database, the Assign Account Function Codes toolkit may take considerable time to complete. |
If you are computing revenue for a new fiscal year, make sure that you have executed the Update Prior Year History process to update the prior year's data before you compute revenue for the new year. Otherwise, your revenue calculations for the new fiscal year could be misstated. Among its many functions, the Update Prior Year History program combines the current year project tables (PROJ_SUM and PROJ_BURD_SUM) with the prior year project tables (PSR_PY_SUM and PSR_PY_BURD_SUM). The prior year project tables are the source for prior year cost and revenue amounts in the Compute Revenue process. If you have not updated the prior year tables, revenue calculations for the new fiscal year could be incorrect.
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Note: You should execute this screen only for fiscal years that have been calculated in Costpoint. If you have updated the prior year tables manually using the Prior Year Cost and Revenue screen or the Prior Year Billable Value Amounts screen, or through the use of scripts for a given fiscal year, you should not run the Update Project Prior Year History screen for that same year. Doing so could cause your prior year project tables to be overwritten with zeroes. Normally, this situation will occur only in your first fiscal year in Costpoint. |
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 block to select the projects and the fiscal year for which you want to update the tables.
Fiscal Year *
This non-editable field displays the "One" option. This is because you can only run this process for one fiscal year at a time.
Enter, or use Lookup to select, the fiscal year for which you want to update the tables. This is the fiscal year that you are closing. All the data for this fiscal year in the PROJ_SUM and CB_SUM tables will be summarized and transferred to the PSR_PY_SUM and PY_CB_SUM tables. Any data for this fiscal year in the PSR_PY_SUM and PY_CB_SUM tables will be overwritten.
Projects *
Use this drop-down box to select the range of projects that you want to include in this process. The following options are available:
All - Select this option to include all available projects. The Start and End fields are disabled for this option.
One - Select this option to include only one project. 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 projects. 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 projects from the beginning of the available projects to a specific project 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 projects from a specific project to the end of all the available projects. 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, a starting project number for the range that you want to include in the process.
If you select "One," "Range," or "To End," in the Projects Option field, you must enter a project number in this field.
If you select "All" or "From Beginning" in the Projects Option field, this field will be inactive.
Enter, or use Lookup to select, an ending project number for the range that you want to include in the process.
If you select "All," "Range," or "From Beginning" in the Projects Option field, you must enter a project number in this field.
If you select "One" or "To End" in the Projects Option field, this field will be inactive.
Use the fields in this block to select the tables that you want to update and the indirect rate type that you want to use to update indirect costs.
Use the fields in this group box to select the tables that you want to update.
Select this checkbox to include all cost and revenue amounts in this update. The default for this checkbox is checked. Costs and revenue from the PROJ_SUM and PROJ_BURD_SUM tables are summarized by fiscal year and are copied into the PSR_PY_SUM and PSY_PY_BURD_SUM tables. The Prior Year Cost and Revenue screen displays the amounts in the PSR_PY_SUM and PSR_PY_BURD_SUM tables. You would normally select this checkbox only when you are closing your fiscal year or when an audit or other adjustment to prior year amounts has been completed.
Select this checkbox to include all labor history hours in this update. The default for this checkbox is checked. Actual and allowable hours from the Maintain Labor Summary screen (LAB_HS table) are summarized by fiscal year, project, organization, account, GLC, PLC, and employee or vendor. PY_PROJ_LAB_HS is updated with these summarized amounts. PY_PROJ_LAB_HS captures actual and allowable hours for projects that have established hours-based ceilings.
Select this checkbox to include all units amounts in this update. The default for this checkbox is checked. Actual and allowable units from the UNITS_USAGE_HS table are summarized by fiscal year, project/CLIN/item, or price catalog/item. PY_UNITS_PRICING is updated with these summarized amounts. PY_UNITS_PRICING captures actual and allowable units for projects that have unit maximum billing quantities.
Select this checkbox to update all billing value amounts. The default for this checkbox is checked. Billing value amounts are summarized by fiscal year, project, account, organization, employee, vendor, vendor employee, GLC, and PLC. PY_GOAL is updated with these summarized amounts from the PROJ_GOAL_DETL table. The data in the PY_GOAL table is displayed in the Prior Year Billable Value Amounts screen.
Use the fields in this group box to select the rate type that you want to use to update the Prior Year Cost and Revenue screen.
Select this radio button to update prior year cost information using actual burden rates for the selected fiscal year.
The Compute Burden Cost process (Projects\Process\Project) computes indirect costs at actual rates for each period of the fiscal year and inserts the amount into the PROJ_BURD_SUM table. The amounts in the actual columns of this table are summarized for the fiscal year and inserted into the Incurred Amount column in the Pool Detail subtask of the Prior Year Cost and Revenue screen. The actual rates that are used to compute burden are in the Pool Rates subtask of the Cost Pools screen (Projects\Maintain\Allocations).
Select this radio button to update prior year cost information using target burden rates for the selected fiscal year.
The Compute Burden Cost process (Projects\Process\Project) computes indirect costs at target rates for each period of the fiscal year and inserts the amount into the PROJ_BURD_SUM table. The amounts in the target columns of this table are summarized for the fiscal year and inserted into the Incurred Amount column in the Pool Detail subtask of the Prior Year Cost and Revenue screen. The target rates that are used to compute burden are in the Pool Rates subtask of the Cost Pools screen (Projects\Maintain\Allocations).
Actual Burden Rates/Target Revenue
Select this radio button to update prior year cost information using actual burden and target revenue rates for the selected fiscal year.
The Compute Burden Cost process (Projects\Process\Project) computes indirect costs at actual rates for each period of the fiscal year and inserts the amount into the PROJ_BURD_SUM table. The amounts in the actual columns of this table are summarized for the fiscal year and inserted into the Incurred Amount column in the Pool Detail subtask of the Prior Year Cost and Revenue screen. The actual rates that are used to compute burden are in the Pool Rates subtask of the Cost Pools screen (Projects\Maintain\Allocations).
The Compute Revenue process (Projects\Process\Revenue) computes the revenue at target and inserts the total into the TO_REV_TGT_AMT column in the PROJ_SUM table.
* A red asterisk denotes a required field.
Changes to this screen update the following tables:
PROJ_SUM (Project Summary)
UNITS_USAGE_HS (Units Usage History)
LAB_HS (Labor History)
PROJ_BURD_SUM (Project Burden Summary)
PROJ_GOAL_DETL (Project Goal Detail)
PSR_PY_SUM (Project Status Report Prior Year Summary)
PY_UNITS_PRICING (Prior Year Units Pricing)
PY_PROJ_LAB_HS (Prior Year Project Labor History)
PSR_PY_BURD_SUM (Project Status Report Prior Year Burden Summary)
PY_GOAL (Prior Year Goal)
