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Contents of the Close Leave Year Screen

Use the fields and options to configure the Close Leave Year screen.

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. After 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. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Use this group box to select a leave cycle

Leave Cycle

Field Description
Option

This field displays the option One. This indicates that can only select one leave cycle at a time.

Start

Enter, or click to select, the leave cycle you want to close. The description of the selected leave cycle displays in the unlabeled field to the right.

Include Inactive Employees

Select this checkbox to include inactive employees. If the checkbox is cleared (not selected), Costpoint does not bring leave records for inactive employees forward to the new leave year.

Leave Period Data

Data displays in this group box automatically after you select the Leave Cycle. The fields in this group box display the leave period that is closed for the current year and the leave period that is opened for the next leave year.

Current

Field Description
Start Date

This field displays the current open leave period start date that is closed when you run this screen.

End Date

This field displays the current open leave period end date that is closed when you run this screen.

Leave Year

This field displays the year for the current open leave period that is closed when you run this screen.

New

Field Description
Start Date

This field displays the leave period start date that is opened when you run this screen.

End Date

This field displays the leave period end date that is opened when you run this screen.

Leave Year

This field displays the year for the leave period that will be opened when you run this screen.

Options

Field Description
Include Inactive Employees

Select this checkbox to include inactive employees. If the checkbox is cleared (not selected), Costpoint does not bring leave records for inactive employees forward to the new leave year.

Base New Balances and Payout on New Leave Year Salary

Select this checkbox to base the beginning balance amounts for the new leave year and any pay out amounts and posting organization on the employee's hourly rate and Home Organization as of the next leave period.

For Costpoint People users that enable the Multicurrency functionality, the application applies the following when you select this checkbox:
  • If Multicurrency Date Basis is First Day of Leave Period in the Configure Leave Settings screen, then the employee's Hourly Rate, Home Organization, Rate Group, and Currency will be based on the first day of the next leave period.
  • If Multicurrency Date Basis is Last Day of Leave Period in the Configure Leave Settings screen, then the employee's Hourly Rate, Home Organization, Rate Group, and Currency will be based on the last day of the next leave period.
Reconciliation done prior to closing the leave year Select this checkbox if leave was reconciled before opening this screen to close the leave year. Deltek recommends that you always reconcile leave before closing the leave year. If you reconciled at least once during the leave year, you must reconcile after all leave periods have been posted for the current leave year and before you close the leave year.

When you select this checkbox, the Costpoint Reconcile Leave Balances Used to Reconcile checkbox will display.

Costpoint Reconcile Leave Balances Used to Reconcile

If you selected Employee as the Reconciliation Method option on the Configure Leave Settings screen and you used the Reconcile Leave Balances screen to reconcile leave, then Costpoint updated the Employee Leave History table with the same reconciliation adjustments made to the general ledger. In this case, the Close Leave Year screen will not attempt to update the General Ledger to adjust for any fluctuations in hourly rate during the leave year being closed. General Ledger adjustments will only be generated under the following conditions:

  • To reduce the liability by any excess over the leave year ceiling.
  • If you selected the Base New Balances and Payout on New Leave Year Salary checkbox is selected and the employee has a new Hourly Rate as of the new leave year, the liability adjustment caused by the increase or decrease in hourly rate will be posted to the GL.

This checkbox will only be visible if the Reconciliation done prior to closing the leave year checkbox is selected.

Report Sort Select the sorting method of the Close Leave Year report.
  • Employee Name: This option sorts the report by employee name.
  • Employee ID: This option sorts the report by employee ID.

Adjustment Records

Field Description
Fiscal Year

Enter, or click to select, the fiscal year to which leave balance adjustments (due to excess over ceiling) will be posted when you run the Close Leave Year process. The fiscal year must be open in order to post leave adjustments to it.

Period

Enter, or click to select, the period to which leave balance adjustments (due to excess over ceiling) will be posted when you run the Close Leave Year process. The accounting period must be open in order to post leave adjustments to it.

Subperiod

Enter, or click to select, the subperiod to which leave balance adjustments (due to excess over ceiling) will be posted when you run the Close Leave Year process. The subperiod must be open in order to post leave adjustments to it.

Print/Close

You can click on the action menu when you first enter the screen. If you do, you receive a message box asking if you really intend to close. If you click OK, the journal report prints with the closing process following immediately. Selecting this option closes the last leave period of the current leave year. The Leave Period table reflects the closing by changing the Y in the Open column to N.

There are three edits in the closing process. Two hard edits prevent the leave year from being closed. The first occurs if there are current leave period transactions in the Leave Journal that were not posted to the General Ledger, and the second occurs if the open leave period is not the last leave period of the current leave year. A soft edit occurs if there are no records in the Leave History for the current period.

Close Year

When you first enter this screen, on the action menu is shaded. If you click this button after printing the journal report as part of this session ( becomes available after printing), you receive a message box asking if you really intend to close. If you answer OK, the closing process proceeds. Clicking this button closes the last leave period of the current leave year. The Leave Period table reflects the closing by changing the Y in the Open column to N.

Note: When you click on the action menu, the closing process does not take place. After printing the report, you are still in the application. You can then click , and the process proceeds.

When you change any of the print options or selection criteria after having printed the report, is shaded. You must print the report again before the closing process can occur. If you click after changing a parameter, the report prints automatically as part of the closing process.

Acknowledgment

You need to select the checkbox in this group box before closing the leave year. After you run the report, the process saves the screen values and the user ID of the user who closed the leave year.

Field Description
I acknowledge that all timesheets containing leave charges for the current leave year must be posted before closing the leave year. I understand that after closing the current leave year, any unposted timesheets containing leave charges will be posted to the new leave year. Select this checkbox to acknowledge that all timesheets with leave charges must be posted before closing the leave year.