Contents of the Manage Unit Usage Screen

Use the fields and options to configure the Manage Unit Usage screen.

Identification

Enter information about your document in this group box. You can enter a document number and date. You can enter additional information in the Description field.

Field	Description
Document Number	Enter a unique number to reference this usage information record, or let Costpoint assign the document number when you save. Costpoint uses this control number to identify the distribution of the units in this entry screen. It is similar in use to an Accounts Payable voucher number.
Description	Enter a short description that describes what is contained in this usage document.
Date	Enter, or click to select, the date by which you want to reference this document. This date can then be used by to select historical records.

Period Information

This group box displays the fiscal period in which the units are posted to Open Billing Detail or the service centers. You can modify these fields.

Field	Description
Fiscal Year	Use this drop-down list to select the fiscal year during which the charges are posted.
Period	Use this drop-down list to select the period during which the charges are posted.
Subperiod	Use this drop-down list to select the subperiod during which the charges are posted.

Entry Information

This non-editable group box displays the ID of the user who entered the units and the date on which they were entered. This information can be helpful when trying to query information from history.

Field	Description
User	This non-editable field displays the ID of the person who logged into Costpoint.
Date	This non-editable field displays the date the user entered the units into Costpoint.
Post To Billings	Select this check box to identify transactions as project transactions that should be billed out based upon the item number and revision. If you select this check box, project transactions are posted to the open billing detail and project detail tables. This allows them to be used in the revenue and billing calculations.
Post To Service Center	Select this check box to identify usage transactions as service center transactions. The posting program adds these transactions together by account/organization/project to create a service center entry. These entries are placed into the pool allocation journal where the rate calculation process calculates the proper amount of cost to allocate to them.
Service Center Number	If you selected the Post To Service Center check box, you must enter a service center pool number.
Total Units	This non-editable field displays the total units entered into the rows on the table window.

Table Window

Use this table to record the transactions related to usage.

Field	Description
Line	This is a non-editable field, incremented automatically by Costpoint. As you insert lines in this table, the line number is recalculated.
Account	Enter, or click to select, an account number. As you move to the next field, Costpoint validates that the account number is not a summary account, that the account is active, and that the account allows charging for the fiscal year, period, and subperiod on this usage document. Costpoint displays a message if the account fails any one of the preceding validations, and you should then correct the account. When you exit the row or save the usage document, Costpoint ensures the account is valid for the organization. If the account is a project-required account, Costpoint also checks to see whether the account is valid for the project entered. You can post either the unit cost or unit usage (price times quantity) to the Manage Open Billing Detail screen to be included on a standard bill. To include the unit cost in a standard bill calculation, you must charge units to an account that has been designated on the Manage Project Account Groups screen with a NON-LABOR function code. To include the unit usage in a standard bill calculation, you must charge units to an account that has been designated on the Manage Project Account Groups screen with a UNITS function code. Using the UNITS function code allows you to record both the unit cost and usage to the same account, and to bill only the unit usage. Note that an improper setup of the function codes and unit cost of sales methods may result either in no units being billed or in a duplicate billing that includes both the unit cost and usage. For examples of different setups, please see the "Setup Examples" section in the "Units" special topic.
Account Name	This field displays the account name.
Organization	Enter an organization number or use to select one. As you move to the next field, Costpoint validates that the organization is active and the organization allows charging for the fiscal year, period, and subperiod on this usage document. Costpoint displays a message if the organization fails any of the preceding validations, and you must then correct the organization. If you have used an organization abbreviation, do not enter anything in the Organization field unless you want to erase the organization abbreviation. When you exit the row or save the usage document, additional validation occurs to see whether the organization is valid for use with the account. If organizations are restricted to specific projects, Costpoint checks to see if that organization is allowed to charge that account for that project.
Organization Name	This field displays the organization name.
Organization Abbreviation	If you are using organization abbreviations for entry of organization codes, enter the abbreviation for the desired organization number, or click to select a code. Costpoint looks up the code and automatically populate the Organization field. If you already have entered an organization in the Organization field, that organization is overwritten if the organization abbreviation you have entered is valid. Note that if you enter an organization number in the Organization field after entering an organization abbreviation, the organization abbreviation is erased, even if belongs to the same organization number. If you always enter transactions by Organization Abbreviation, you can move this field before Organization in the table window.
Project	Enter, or click to select, a project number. As you move to the next field, Costpoint validates that this project level allows charging. If this project and level do not allow charging, and the Allow Projects that are Inactive or Do Not Allow Charging in Allocation Journals check box is cleared on the Pools tab of the Configure Project Settings screen, you receive an error and must correct this before you continue. The program also checks that the fiscal year, period, and subperiod ending date are not later than the project end date. This is a "soft edit;" you receive a warning if the project fails this validation, but you can continue. If you have used a project abbreviation, do not enter anything in the Project field unless you want to erase the project abbreviation. When you exit the row or save the usage document, additional validation occurs: If the Limit which Orgs can charge specific Accts check box is selected on the Basic Info tab of the Manage Project User Flow, the program verifies whether the project/account/organization combination is valid and active in the POA table for that project. If the Limit Accounts to P/O/A check box is selected on the Basic Info tab of the Manage Project User Flow, the program verifies whether the project/account combination is valid and active in the POA table. If you do not select either of these check boxes, the program performs no further validation on the project.
Project Name	This field displays the project name.
Project Abbreviation	If you are using abbreviations for entry of project numbers, enter the abbreviation for the desired project number, or click to select a code. Costpoint looks up the code and automatically populate the Project field. Note that if you have already made an entry in the Project field, it is overwritten if the project abbreviation you have entered is valid. Also note that if you enter a project in the Project field after entering a project abbreviation, the project abbreviation is erased, even if belongs to the same project. If you always enter transactions by Project Abbreviation, you should move this field before Project in the table window.
CLIN	Enter the CLIN for this unit billing. Note that in Costpoint, the term "CLIN" is used in a generic sense to mean a pricing schema for a group of items to be used by and invoiced to a particular project. You must enter either a CLIN or a catalog.
Catalog	Enter the catalog to be used for this unit billing. You must enter either a catalog or a CLIN. Refer to the "Units" special topic for more information on CLINs and catalogs.
Item	Enter the item number for which you want to bill the project. An item number is required only when you are posting the transactions to the projects. You also can click to select an item number from Costpoint Product Definition.
Item Revision	Enter the item and revision number for which you want to bill the project. This revision number is required only if an item number is required and you are using item revisions in Costpoint Product Definition.
Sales Tax Code	Enter the sales tax code, if applicable, for this row.
Number of Units	Enter the number of units related to the transaction line you are entering. These units are posted to the areas you have selected in this screen (projects and/or service centers). If you are posting to the Costpoint Projects folder, you also need an item number and revision.
Usage Date	Enter the date of the recorded usage. This can be any date you want to use. Costpoint does not validate the usage date against any other date in Costpoint, and does not force you to enter a date here. However, if you are posting to projects and do not enter a date, Open Billing Detail has no reference date.
Transaction Description	Enter a description up to 30 characters for this detail line. This is stored in the open billing detail, billed history, and project detail for printing out on billings and project reports.
User Defined 1	Use this field to enter information for the user-defined 1 field. You can set up the labels for user-defined fields on the Configure Billing Settings screen.
User Defined 2	Use this field to enter information for the user-defined 2 field. You can set up the labels for user-defined fields on the Configure Billing Settings screen.
User Defined 3	Use this field to enter information for the user-defined 3 field. You can set up the labels for user-defined fields on the Configure Billing Settings screen.
User Defined 4	Use this field to enter information for the user-defined 4 field. You can set up the labels for user-defined fields on the Configure Billing Settings screen.
Source Project	This field displays the project that is used to determine pricing information for this transaction line. You can set up pricing information at the highest level of a project and have that same information used by lower levels of the project. If you have entered a source project on the Other Info tab of the Manage Project Billing Information screen, this project is the default. You can modify his field.
Notes	Use this field to enter notes or comments about specific transaction lines on this usage document.
Ref 1	Enter a valid reference number 1, or use to select a reference number 1. The label you entered for Reference 1 on the Configure General Ledger Settings screen is the label displayed for this field. As you move to the next field, Costpoint validates this reference number. If you have entered an invalid reference number, you receive an error and must correct the reference number before continuing. No additional validation occurs when you exit the row or save the usage document.
Ref 1 Name	This non-editable field displays the reference 1 name that was established for your selected reference number.
Ref 2	Enter a reference number 2, or click to select a reference number 2. The label you entered for Reference 2 on the Configure General Ledger Settings screen is the label displayed for this field. As you move to the next field, Costpoint validates this reference number. If you have entered an invalid reference number, you receive an error and must correct the reference number before continuing. No additional validation occurs when you exit the row or save the usage document.
Ref 2 Name	This non-editable field displays the reference 2 name that was established for your selected reference number.

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Contents of the Manage Unit Usage Screen

Use the fields and options to configure the Manage Unit Usage screen.

Identification

Enter information about your document in this group box. You can enter a document number and date. You can enter additional information in the Description field.

Field	Description
Document Number	Enter a unique number to reference this usage information record, or let Costpoint assign the document number when you save. Costpoint uses this control number to identify the distribution of the units in this entry screen. It is similar in use to an Accounts Payable voucher number.
Description	Enter a short description that describes what is contained in this usage document.
Date	Enter, or click to select, the date by which you want to reference this document. This date can then be used by to select historical records.

Period Information

This group box displays the fiscal period in which the units are posted to Open Billing Detail or the service centers. You can modify these fields.

Field	Description
Fiscal Year	Use this drop-down list to select the fiscal year during which the charges are posted.
Period	Use this drop-down list to select the period during which the charges are posted.
Subperiod	Use this drop-down list to select the subperiod during which the charges are posted.

Entry Information

This non-editable group box displays the ID of the user who entered the units and the date on which they were entered. This information can be helpful when trying to query information from history.

Field	Description
User	This non-editable field displays the ID of the person who logged into Costpoint.
Date	This non-editable field displays the date the user entered the units into Costpoint.
Post To Billings	Select this check box to identify transactions as project transactions that should be billed out based upon the item number and revision. If you select this check box, project transactions are posted to the open billing detail and project detail tables. This allows them to be used in the revenue and billing calculations.
Post To Service Center	Select this check box to identify usage transactions as service center transactions. The posting program adds these transactions together by account/organization/project to create a service center entry. These entries are placed into the pool allocation journal where the rate calculation process calculates the proper amount of cost to allocate to them.
Service Center Number	If you selected the Post To Service Center check box, you must enter a service center pool number.
Total Units	This non-editable field displays the total units entered into the rows on the table window.

Table Window

Use this table to record the transactions related to usage.

Field	Description
Line	This is a non-editable field, incremented automatically by Costpoint. As you insert lines in this table, the line number is recalculated.
Account	Enter, or click to select, an account number. As you move to the next field, Costpoint validates that the account number is not a summary account, that the account is active, and that the account allows charging for the fiscal year, period, and subperiod on this usage document. Costpoint displays a message if the account fails any one of the preceding validations, and you should then correct the account. When you exit the row or save the usage document, Costpoint ensures the account is valid for the organization. If the account is a project-required account, Costpoint also checks to see whether the account is valid for the project entered. You can post either the unit cost or unit usage (price times quantity) to the Manage Open Billing Detail screen to be included on a standard bill. To include the unit cost in a standard bill calculation, you must charge units to an account that has been designated on the Manage Project Account Groups screen with a NON-LABOR function code. To include the unit usage in a standard bill calculation, you must charge units to an account that has been designated on the Manage Project Account Groups screen with a UNITS function code. Using the UNITS function code allows you to record both the unit cost and usage to the same account, and to bill only the unit usage. Note that an improper setup of the function codes and unit cost of sales methods may result either in no units being billed or in a duplicate billing that includes both the unit cost and usage. For examples of different setups, please see the "Setup Examples" section in the "Units" special topic.
Account Name	This field displays the account name.
Organization	Enter an organization number or use to select one. As you move to the next field, Costpoint validates that the organization is active and the organization allows charging for the fiscal year, period, and subperiod on this usage document. Costpoint displays a message if the organization fails any of the preceding validations, and you must then correct the organization. If you have used an organization abbreviation, do not enter anything in the Organization field unless you want to erase the organization abbreviation. When you exit the row or save the usage document, additional validation occurs to see whether the organization is valid for use with the account. If organizations are restricted to specific projects, Costpoint checks to see if that organization is allowed to charge that account for that project.
Organization Name	This field displays the organization name.
Organization Abbreviation	If you are using organization abbreviations for entry of organization codes, enter the abbreviation for the desired organization number, or click to select a code. Costpoint looks up the code and automatically populate the Organization field. If you already have entered an organization in the Organization field, that organization is overwritten if the organization abbreviation you have entered is valid. Note that if you enter an organization number in the Organization field after entering an organization abbreviation, the organization abbreviation is erased, even if belongs to the same organization number. If you always enter transactions by Organization Abbreviation, you can move this field before Organization in the table window.
Project	Enter, or click to select, a project number. As you move to the next field, Costpoint validates that this project level allows charging. If this project and level do not allow charging, and the Allow Projects that are Inactive or Do Not Allow Charging in Allocation Journals check box is cleared on the Pools tab of the Configure Project Settings screen, you receive an error and must correct this before you continue. The program also checks that the fiscal year, period, and subperiod ending date are not later than the project end date. This is a "soft edit;" you receive a warning if the project fails this validation, but you can continue. If you have used a project abbreviation, do not enter anything in the Project field unless you want to erase the project abbreviation. When you exit the row or save the usage document, additional validation occurs: If the Limit which Orgs can charge specific Accts check box is selected on the Basic Info tab of the Manage Project User Flow, the program verifies whether the project/account/organization combination is valid and active in the POA table for that project. If the Limit Accounts to P/O/A check box is selected on the Basic Info tab of the Manage Project User Flow, the program verifies whether the project/account combination is valid and active in the POA table. If you do not select either of these check boxes, the program performs no further validation on the project.
Project Name	This field displays the project name.
Project Abbreviation	If you are using abbreviations for entry of project numbers, enter the abbreviation for the desired project number, or click to select a code. Costpoint looks up the code and automatically populate the Project field. Note that if you have already made an entry in the Project field, it is overwritten if the project abbreviation you have entered is valid. Also note that if you enter a project in the Project field after entering a project abbreviation, the project abbreviation is erased, even if belongs to the same project. If you always enter transactions by Project Abbreviation, you should move this field before Project in the table window.
CLIN	Enter the CLIN for this unit billing. Note that in Costpoint, the term "CLIN" is used in a generic sense to mean a pricing schema for a group of items to be used by and invoiced to a particular project. You must enter either a CLIN or a catalog.
Catalog	Enter the catalog to be used for this unit billing. You must enter either a catalog or a CLIN. Refer to the "Units" special topic for more information on CLINs and catalogs.
Item	Enter the item number for which you want to bill the project. An item number is required only when you are posting the transactions to the projects. You also can click to select an item number from Costpoint Product Definition.
Item Revision	Enter the item and revision number for which you want to bill the project. This revision number is required only if an item number is required and you are using item revisions in Costpoint Product Definition.
Sales Tax Code	Enter the sales tax code, if applicable, for this row.
Number of Units	Enter the number of units related to the transaction line you are entering. These units are posted to the areas you have selected in this screen (projects and/or service centers). If you are posting to the Costpoint Projects folder, you also need an item number and revision.
Usage Date	Enter the date of the recorded usage. This can be any date you want to use. Costpoint does not validate the usage date against any other date in Costpoint, and does not force you to enter a date here. However, if you are posting to projects and do not enter a date, Open Billing Detail has no reference date.
Transaction Description	Enter a description up to 30 characters for this detail line. This is stored in the open billing detail, billed history, and project detail for printing out on billings and project reports.
User Defined 1	Use this field to enter information for the user-defined 1 field. You can set up the labels for user-defined fields on the Configure Billing Settings screen.
User Defined 2	Use this field to enter information for the user-defined 2 field. You can set up the labels for user-defined fields on the Configure Billing Settings screen.
User Defined 3	Use this field to enter information for the user-defined 3 field. You can set up the labels for user-defined fields on the Configure Billing Settings screen.
User Defined 4	Use this field to enter information for the user-defined 4 field. You can set up the labels for user-defined fields on the Configure Billing Settings screen.
Source Project	This field displays the project that is used to determine pricing information for this transaction line. You can set up pricing information at the highest level of a project and have that same information used by lower levels of the project. If you have entered a source project on the Other Info tab of the Manage Project Billing Information screen, this project is the default. You can modify his field.
Notes	Use this field to enter notes or comments about specific transaction lines on this usage document.
Ref 1	Enter a valid reference number 1, or use to select a reference number 1. The label you entered for Reference 1 on the Configure General Ledger Settings screen is the label displayed for this field. As you move to the next field, Costpoint validates this reference number. If you have entered an invalid reference number, you receive an error and must correct the reference number before continuing. No additional validation occurs when you exit the row or save the usage document.
Ref 1 Name	This non-editable field displays the reference 1 name that was established for your selected reference number.
Ref 2	Enter a reference number 2, or click to select a reference number 2. The label you entered for Reference 2 on the Configure General Ledger Settings screen is the label displayed for this field. As you move to the next field, Costpoint validates this reference number. If you have entered an invalid reference number, you receive an error and must correct the reference number before continuing. No additional validation occurs when you exit the row or save the usage document.
Ref 2 Name	This non-editable field displays the reference 2 name that was established for your selected reference number.