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Data Entry Statuses

Data entry status settings tell Costpoint whether data entry is allowed for a particular fiscal year, period, or subperiod, or whether entries can be made in a journal for a particular subperiod or period.

Data Entry Statuses Defined

The status settings, including the reporting intervals to which they can be assigned, are defined below. The table following these definitions illustrates which statuses can be assigned to a reporting interval or journal and when. The last section of this topic provides tips for changing data entry statuses.

The codes in the following table indicate status settings:

  • O — Open: This status is open for data entry with no restrictions. Fiscal years, period, subperiods, and journals can all have this status.
  • C — Closed: This status is not for data entry. You can give fiscal years and periods this status, but you cannot close subperiods and journals. Fiscal years and periods in the past are closed when adding data would alter final balances.
  • N — Not Available: This status is not for data entry. You can give periods, subperiods, and journals this status, but a fiscal year must either be Open or Closed.
  • Periods are usually assigned Not Available status when they are too far in the future for data to be reasonably entered.
  • A subperiod with a Not Available status could be in the future or in the past.
  • A journal is assigned Not Available status if the subperiod is Not Available, or if the accounting period is Closed or Not Available.
    Table 1. Valid Statuses for Fiscal Years, Accounting Periods, Accounting Period Journals, Subperiods, and Subperiod Journals
    Fiscal Year Period Period Journal Subperiod Subperiod Journal
    O O O O O
    O O O N N
    O O N O N
    O O N N N
    O C N N N
    O N N N N
    C C N N N

    Data entry statuses for fiscal years, periods, subperiods, and journals should always agree with each other. In some cases, Costpoint prevents you from changing a status if it means taking a reporting interval out of agreement with another. For instance, this could happen if you attempt to close a fiscal year without first closing all the accounting periods inside it. In other cases, you must manually examine the relationships of your reporting intervals and their data entry statuses to determine whether they are accurate for your needs. Tips for changing data entry statuses follow.

Closing a Fiscal Year

You cannot close a fiscal year until all the accounting periods it contains are closed. The first step in closing a fiscal year, then, is to close the periods on the Close Periods screen in General Ledger. This process checks the selected periods for unposted vouchers, G/L journal entries, allocation journal entries, cash receipts, cash disbursements, manual bills, unit usage, intercompany receivables, labor distribution, and inventory transactions. In addition, Costpoint checks to make sure that the current period has been closed in Fixed Assets. If any of these are unposted, Costpoint cannot close the period. After you close all periods in the fiscal year, you can then close the fiscal year by entering a C in the Status field on the Manage Fiscal Years screen.

Opening a Closed Fiscal Year

If you close a fiscal year and then have to re-open it, you can do so by entering O (for Open) in the Status field on the Manage Fiscal Years screen in General Ledger. Until you change the fiscal year's status to open you cannot change the statuses of the fiscal year's periods or subperiods, or the data entry statuses of their journals. However, changing the fiscal year's status does not automatically change the statuses of the periods, subperiods, or journals. You must manually change the appropriate periods to Open or Not Available, and change the appropriate subperiods and journals to Open.

Closing Accounting Periods

When you close an accounting period on the Close Periods screen in General Ledger, Costpoint automatically changes the statuses of all associated journals, subperiods, and subperiod journals to Not Available. You cannot change the statuses of these journals and subperiods unless the accounting period is opened.

Changing an Accounting Period's Status to "Not Available"

Change the period's status to Not Available on the Manage Accounting Periods screen. When you change the accounting period's status, Costpoint changes the associated journals, subperiods, and subperiod journals to Not Available status as well. You cannot change the statuses of these journals and subperiods unless the accounting period is opened.

Opening a Closed or Not Available Accounting Period

When you use the Manage Accounting Periods screen in General Ledger to open a Closed or Not Available accounting period, all associated journals, subperiods, and subperiod journals remain Not Available. To open these journals and subperiods, manually change the subperiod statuses on the Manage Subperiods screen and then change the journal status settings.