POST UNIT USAGE

Use this screen to post unit usage documents entered on the Manage Unit Usage screen. Depending on the options selected there, this information is distributed to other modules throughout Costpoint. You can optionally post units used to Open Billing Detail or the Service Center Allocation Journal. If you selected the Post To Billings check box on the Manage Unit Usage screen, this program posts units used to Open Billing Detail for unit billings. If the Post To Service Center check box is selected, the program posts units used to the Allocation Journal for the service center identified. The unit usage program always updates the Units Usage History table and the G/L Detail and G/L Post Sum tables.

You can post units used as many times as necessary each subperiod. You must post units used if you want units to be included on the Calculate Standard Bills and/or Compute Revenue calculations. Additionally, you must post units used if you want those units to be included in the service center base.

Post units before computing service center allocations and billings. Additionally, if unit revenue formulas are used, you must post units before you compute revenue.

The steps involved are as follows:

  1. Determine the range of unit usage documents and subperiods that are to be posted. Select the entry IDs that post units.

  2. The program first updates the Unit Usage History table (Manage Units Usage History screen) with units used. Unit-based revenue formulas summarize units used from the Units Usage History table.

  3. The program next updates the Open Billing Detail table. This table is updated with usage documents only when the Post to Billings check box is selected on the Manage Unit Usage screen. For Open Billing Detail to be properly updated, you must first set up project records on the Manage Project Billing Information screen and the records must have transaction-based billing formulas. This posting updates the project set up on the Manage Project Billing Information screen as the "posting-level project."

  4. Open Billing Detail is updated with quantities of units used. Records created are identified with a transaction type of UNITS and a journal code of UNT.

  5. The final update is to the Allocation Basis Journal. The Allocation Basis Journal is updated with usage documents only when the Post To Service Center check box is selected on the Manage Unit Usage screen. The service center identified by number in that screen is updated with unit amounts.

Location

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 are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

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

Description

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

Selection Ranges

Documents

Use the options in this group box to select the usage documents to be posted.

Range Option

Use this drop-down list to select the range option of documents to be posted. Valid options are:

The default for this field is All.

From

Enter, or click to select, the starting document for the range you want to include. If you select All or From Beginning in the Range Option field, this field is inactive.

To

Enter, or click to select, the ending document for the range you want to include. If you select All, One, or To End in the Range Option field, this field is inactive.

Entry Users

Use the options in this group box to select the entry user IDs to be posted.

Range Option

Select the range of entry user IDs you want for posting units. Valid options are:

The default for this field is All.

From

Enter, or click to select, the starting entry user ID of the range you want to include. If you select All or From Beginning in the Range Option field, this field is inactive.

To

Enter, or click to select, the ending entry user ID of the range you want to include. If you select All, One, or To End in the Range Option field, this field is inactive.

Fiscal Year/Period

From Fiscal Year

Enter the fiscal year for the documents you want to print.

From Period

Enter the period for the documents you want to print.

Subperiods

Use the options in this group box to select the fiscal year, period, and subperiod that you would like to post.

Range Option

Select the range of accounting periods and subperiods you want for printing usage documents. Valid options are:

The default for this field is All.

From Subperiod

If you have selected One, Range, or To End in the Range Option field, enter the accounting subperiod with which you want to start.

To Subperiod

If you have selected Range or From Beginning in the Range Option field, enter the accounting subperiod with which you want to end. The period end date displays in the field to the right.

Process

You may want to review the journal before posting. If you exit the screen, or modify any of the screen options after printing the journal, you must reprint it before posting.

Once you have made your selections, click and select Post Unit Usage Journal to start the posting process.

Process/Print

Click the arrow to the right of and select Print/Post Unit Usage Journal to print the posting journal and post the usage records immediately after the journal is printed.