Costpoint Online Help

Contents of the Manage IWO Projects Screen

Use the fields and options to configure the Manage IWO Projects screen.

IWO Projects

Field Description
Project

Enter, or click to select, the project that is transferred. The projects available for are those set up with a Project Classification of INTER-COMPANY on the Basic Info tab of the Manage Project User Flow. In addition, the project must contain Project Billing Information screen information. The field to the right displays the project description.

Project Details

Field Description
Location

Enter, or click to select, the transfer location. These locations were originally created on the Configure Transfer Locations screen.

Location Currency

This non-editable field displays the currency that is associated with the receiving location entered. The location and its related currency were set up on the Configure Transfer Locations screen. 

IWO Currency

This non-editable field displays the currency for the selected billing project ID, as set up in Manage Project Billing Information. This currency should match the receiving location currency, unless you have enabled Multicurrency IWOs for the receiving location on the Configure Transfer Locations screen.

Expense Mapping

Enter, or click to select, the expense mapping. Create these locations on the Manage IWO Expense Mappings screen.

Labor Transfer

Use this group box to select the type of labor transfer you would like to make.

If you are transferring data within the same database and to the same company, you can select the As Charged or the To Single Employee options. The As Subcontractor and Automatically Set Up Subcontractors options are disabled.  

If you are working with the same database but are transferring data to a different company within that database, you can select the As Subcontractor or To Single Employee options. The As Charged option is unavailable. This selection is not available because the same employee/vendor cannot exist within the same database, even for a different company. 

If you are planning to use two different databases from different companies, all options are available.  

Field Description
As Charged

Select this option to transfer everything including employee/vendor ID, GLC, and PLC to the new project as it was originally charged. It is available only if you are transferring data from one database to an external database or within the same company and database. The receiving database must contain the employee/vendor ID, PLC, and GLC in the tables. If you select this option and are transferring to an external database, you need to set up the employee and/or vendor information in the destination database. If you are transferring within the same company and database, this is not necessary.

To Single Employee

Select this option to transfer all labor costs to one employee. This indicates that you do not want to transfer labor detail at the employee level. Because the employee ID (EMPL_ID) must exist in the receiving database, you can create a "dummy" employee to receive all labor records. This selection is available whether you are transferring within the same company and database, transferring to an external database in the same company, or transferring to a different company within the same database.

As Subcontractors

Use this option to transfer labor costs as subcontractor costs. If you also select the Automatically Set Up Subcontractors check box, you can have the vendor employees automatically set up when the IWO is posted.  If you do not select that option, you must manually enter the vendor employees in the destination database. This option is available whether you are transferring to a different company within the same database or to a different company in a different database.  It is unavailable when you are transferring data within the same database and company.  

Employee ID

If you selected the To Single Employee option, enter, or click  to select, the employee ID that receives all the labor costs. The field to the right displays the employee name.

Automatically Set Up Subcontractors

Select this check box to set up subcontractors automatically during the Post IWO Journal process.  This option is available whether you are transferring data within the same database to a different company or to an external database that is a different company. 

Include PLC

This check box is enabled only if you selected the To Single Employee option. Keep this check box selected if you want to transfer the PLC on the billing transaction to the receiving company. If you clear this check box, the PLC will not be transferred and the PLC field will be null in the receiving company.

Record

Field Description
Unbilled Receivable

Select this option if you want the IWO journal to credit an unbilled account. This project recognizes revenue.

Cost Transfer

Select this option if you want the IWO journal to credit the cost transfer account. This project does not recognize revenue.

Validate Posting Accounts

Select this check box to have every entry validated for account, organization, and project, according to your Costpoint settings. You usually select this check box when making transfers within the same database.

Sales/VAT Tax

Select this check box to include sales/VAT tax on the IWO allocation. When you select this check box and click the Select button, the Destination Sales/VAT Tax line displays in the IWO Posting Accounts table window, where you can indicate the sales/VAT tax code to be used for the receiving location.

Select

Click this button to load the appropriate transaction types in the table window.

Create A/P Vouchers from IWO

You can use this group box if the Allow Automatic Creation of A/P Vouchers from Intercompany Work Orders check box on the Configure Accounts Payable Voucher Settings screen is selected. However, when the said check box is cleared, the Create A/P Vouchers from IWO group box is disabled and the Create A/P Voucher check box will be cleared. The previously entered values in the Vendor, Address Code, A/P, and Cash fields will be retained if there are any.

Warning: Even if there are values in the Vendor, Address Code, A/P, and Cash fields, A/P Vouchers will not be created when the Create A/P Vouchers when IWO is posted check box is clear.
Field Description
Create A/P Voucher when IWO is posted

Select this check box to create Accounts Payable vouchers when Intercompany Work Orders are posted.

Vendor

Enter, or click to select, a vendor. The adjacent field displays the corresponding vendor name.

Address Code

Enter, or click to select, a payment address code.

Note: The default address for the pay vendor displays in this field.

Account Descriptions

Field Description
A/P

Enter, or click to select, an accounts payable description.

Cash

Enter, or click to select, a cash account description.

Note: The A/P and Cash fields display the default values for the selected vendor.

IWO Posting Accounts

Use this table window to identify the project, account, and organization for each transaction type.

Field Description
Transaction Type

This non-editable field displays the transaction type. The transaction types available are:

  • Inter-Co Payable
  • Destination Project
  • Inter-Co Receivable
  • Cost Transfer
  • Destination Sales/VAT Tax
Account

Enter, or click to select, the account that you wish to associate with the destination project inter-company receivable or inter-company payable.

If you selected the Sales/VAT Tax check box and you are using an internal database, this field on the Destination Sales/VAT Tax line is disabled and automatically populated once you enter a valid value in the Sales/VAT Tax Code field. If you are using an external database, this field becomes enabled and required only when you enter a value greater than 0 in the Recovery % field. Costpoint does not validate your entry in Account for external transfers.

This account is the suspense account related to the Recovery % value associated with the sales/VAT tax code.

Organization

Enter, or click to select, the organization that you wish to associate with the destination project inter-company receivable or inter-company payable.

If you selected the Sales/VAT Tax check box and you are using an internal database, this field on the Destination Sales/VAT Tax line is disabled and automatically populated once you enter a valid value in the Sales/VAT Tax Code field. If you are using an external database, this field becomes enabled and required only when you enter a value greater than 0 in the Recovery % field. Costpoint does not validate your entry in Organization for external transfers.

This organization is the suspense organization related to the Recovery % value associated with the sales/VAT tax code.

Project

Enter, or click to select, the project that you wish to associate with the destination project inter-company receivable or inter-company payable.

This field is disabled and does not get populated on the Destination Sales/VAT Tax line for both internal and external transfers.

Sales/VAT Tax Code Enter, or click to select, the sales/VAT tax code for the receiving location. This field is editable on the Destination Sales/VAT Tax line for both internal and external transfers.
Recovery % For internal transfers, this field is disabled and automatically populated with the recovery percent value associated with the Sales/VAT Tax Code you entered on the Destination Sales/VAT Tax line. For external transfers, you can enter any value, and once you enter a value greater than 0, the Account and Organization fields become enabled and required.

For an overview of setting up sales/VAT tax information in IWO billing and tax reports, see Include Sales/VAT Tax in IWO Billing and Tax Reporting.

Technical Information

The IWO project (IWO_PROJ) is populated by the Manage IWO Projects screen header.

  • The Project ID (PROJ_ID) is updated by the Project field in the screen header. This field is a field. Any project set up on the Manage Project User Flow that has a Project Classification of INTER-COMPANY is a billable project and has a valid entry on the Manage Project Billing Information screen is valid and available for selection.
  • IWO expense mapping (IWO_EXP_MAP_CD) is updated by the Expense Mapping field in the screen header. This is a lookup from valid entries made into the IWO_EXP_MAPPING table created on the Manage IWO Expense Mappings screen.
  •  Validate account (VALIDATE_ACCT_FL) is updated by the Validate Posting Accounts check box in the screen header. If you selected the check box, Costpoint validates all account entries in the table screen against the sending database account, organization, and project tables. Generally, leave this check box blank if the transfer is made to a separate database and not just to a separate company within the same database.
  • System IWO credit (S_IWO_CR_CD) is the Record group box in the screen header. If you selected the Cost Transfer option, C displays in this column of the table. If you decide on Cost Transfer, you must enter an additional cost transfer account in the child table window. If you selected Unbilled Receivable, this column displays U. (If revenue is computed, there is a debit balance in unbilled receivable. The IWO entry credits the unbilled receivable to zero out the entry and sets up an IWO receivable. If no revenue entry is made, there is no IWO entry to zero out, so the credit goes to the additional account designated as the cost transfer account.)
  • The receiving IWO location (RCV_IWO_LOC_CD) is updated by the Location field in the screen header. This field is a lookup from valid entries made into the IWO_LOCATION table created on the Configure Transfer Locations screen.
  • The transfer single employee selection (XFR_SINGLE_EMPL_FL) was replaced beginning with version 5.0. The new column name is XFR_LABOR_CD. The valid codes for this column are E for transfer to a single employee, S for transfer as a subcontractor, and C for As Charged. 
  • The transfer Employee ID (XFR_EMPL_ID) field is available only if you have selected the To Single Employee option in the screen header. If you selected the option, you must create the same employee in the receiving database with the employee ID value entered in this field.
  • The transfer employee Name (XFR_EMPL_NAME) field is available only if you selected the To Single Employee option in the screen header. If you selected the option, you must enter the same employee name in the receiving database for the ID code entered in the transfer Employee ID (XFR_EMPL_ID) field.
  • Automatically Set Up Subcontractors (AUTO_SUBCTR_FL) field is available if you selected the As Subcontractors option.
  • Modified by (MODIFIED_BY) is a field used by Costpoint to identify the user ID of the person making the entry or change.
  • Time stamp (TIME_STAMP) is a field used by Costpoint to identify the time and date of the row creation or modification.
  • Row version (ROWVERSION) is a field used by Costpoint.
  • IWO project accounts (IWO_PROJ_ACCTS) is populated by this screen's table window. There are three to five rows entered into this table, depending on the record's status as a revenue or a cost transfer, and whether you selected the Sales/VAT Tax check box. In the case of the destination project row, the Account column is not required because the data is transferred out of accounts on the sending side and into accounts on the receiving side, depending on the data entered on the Manage IWO Expense Mappings screen. Because you have detailed this on a line-by-line basis, it is not needed on this screen and you can leave the field blank.
  • Project ID (PROJ_ID) is the key field linking the IWO project (IWO_PROJ) and IWO project account (IWO_PROJ_ACCT) tables.
  • The System IWO Transaction Type (S_IWO_TRN_TYPE) is pre-populated by Costpoint Inter-Company Work Orders from a list of valid transaction types. One extra type is available if you selected the Cost Transfer option in the Record group box, and another type becomes available if you selected the Sales/VAT Tax check box. Valid entries stored in the data table are R (Inter-company Receivable), I (Inter-company Payable), P (Destination Project), C (Cost Transfer), and S (Destination Sales/VAT Tax).
  • Organization ID (ORG_ID) designates the receiving project of the IWO transfer. It must be a valid project in the receiving database. If validation is turned off (you did not select the Validate Posting Accounts check box), no checking is done until you execute the preprocessing routine on the receiving database. If you selected Sales/VAT Tax, this field is automatically populated for internal transfers once a sales/VAT tax code is entered. For external transfers, it is enabled and required only if a recovery percent value of greater than 0 is entered. No validation is done for external transfers.
  • Account ID (ACCT_ID) designates either the sending database payable account or the receiving database receivable account during the IWO transfer. It must be a valid account in the receiving database. If validation is turned off (you did not select the Validate Posting Accounts check box), no checking is done until you execute the preprocessing routine on the receiving database. The account must also be linked to organization and project. If you selected Sales/VAT Tax, this field is automatically populated for internal transfers once a sales/VAT tax code is entered. For external transfers, it is enabled and required only if a recovery percent value of greater than 0 is entered. No validation is done for external transfers.
  • Receiving Project ID (RCV_PROJ_ID) designates the receiving project of the IWO transfer. Currently, you cannot set up more than one project with the same destination project. It must be a valid project in the receiving database. If validation is turned off (you did not select the Validate Posting Accounts check box), no checking is done until you execute the preprocessing routine on the receiving database. No entry is necessary in the Account field for this row since that data is supplied on the Manage IWO Expense Mappings screen.
  • DEST_SALES_TAX_CD is updated by the Sales/VAT Tax Code field on the screen. The sales/VAT tax code you entered must exist and be associated with the receiving location before you can save the record.
  • DEST_RCVRY_PERC is updated by the Recovery % field on the screen. This field is disabled and automatically populated by the entered/selected sales/VAT tax code for internal transfers, and is editable for external transfers.
  • Modified by (MODIFIED_BY) is a field used by Costpoint to identify the user ID of the person making the entry or modification.
  • Time stamp (TIME_STAMP) is a field used by Costpoint to identify the time and date of the row creation or modification.
  • Row version (ROWVERSION) is a field used by Costpoint.