COPY IMPORTED CONSOLIDATION DATA TO PERMANENT TABLES
Use this screen to preprocess the consolidation entry and project reporting data into the receiving database. You use this screen only if the sending company is located in a different database.
Preprocessing the consolidation entry is a two-step process, although you have the option of executing both steps during the same process.
-
In the first step, Costpoint executes the Load Financial Data selection to move the entry from the import tables to suspense tables. No validations take place in this step.
-
In the second step, Costpoint executes the Create JE from Financial Data selection to transfer the entry from the suspense tables to the journal entry tables. Costpoint performs validations in this step, and you can view the errors on an error report, which you can print. Records that pass this validation are ready to be posted. As the receiving company, you have full rights to add, edit, or delete lines from these journal entries. Each consolidation entry must be in balance.
If an error occurs, the entire consolidation entry remains in the suspense table, with an on-hold status, and Costpoint ignores it. To override this failure process, you can allow the upload to occur with all failed lines distributed to one suspense account/organization. You can leave the failed lines in the suspense account/organization on the journal entry where they will be posted, or, after correcting the cause of the errors (for example, an invalid account or organization), edit the entry to the appropriate charge point.
Before initializing the import process, you must decide whether the data that you are importing will be posted to your general ledger (only imported financial data can post to the general ledger). To create journal entries that post to your general ledger, you must select both the Load Financial Data and Create JE from Financial Data check boxes.
Importing Project Report Data
You can import project report data into special consolidation project reporting tables by executing the process with the Load Project Data check box selected. Costpoint performs no validations on the project report data. The project reporting tables are virtually identical to the Project Summary Report (PSR) and Revenue Summary Report tables used by Costpoint. Project reporting data includes the location that submitted the transfer. Transfers from all sending locations are imported into the same reporting tables.
You can access project data from these tables by using Impromptu or another report writing tool. You can allow the upload to occur with failed lines charged off to a suspense account distribution. You can specify the suspense account and suspense organization when you run the process. The suspense account and suspense organization must exist and be active.
Error Report
Costpoint generates an error report for the consolidated entry upload process (you selected the Create JE from Financial Data check box). The following errors can occur:
-
Receiving location for entry is not the home location of the company.
-
Sending location is not found.
-
Sending location is not active.
-
Account/Org combination does not exist.
-
Account/Org combination is not active.
-
Transaction is not within account/organization combination's period of performance.
Use this screen after executing the Import Consolidation Data screen for the consolidation entries and/or the project reporting data.
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
Sending Location
Option
From the drop-down list, select a range of sending locations to include in the consolidation. Available selections are the active, external locations from the Manage Transfer Locations screen. The options are:
-
All — When you select this option, the Start and End fields are disabled.
-
One — When you select this option, the Start field is disabled.
-
Range — Enter a range using the Start and End fields.
-
From Beginning — When you select this setting, the Start field is disabled. You must enter an ending sending location in the End field.
-
To End — When you select this setting, the End field is disabled. You must enter a beginning sending location in the Start field.
Start
If your range selection is One, enter, or click 
to select, the location that you want to include in the report.
If your range selection is Range or To End, enter, or click to select, the starting location for the alphabetical range you want to include in the report.
End
If your range selection is Range or From Beginning, enter, or click to select, the ending location for the alphabetical range you want to include in the report.
Consolidation Entries
Option
From the drop-down list, select a range of consolidation entry numbers to include in your consolidation.
The options are:
-
All — When you select this option, the Start and End fields are disabled.
-
One — When you select this option, the Start field is disabled.
-
Range — Enter a range using the Start and End fields.
-
From Beginning — When you select this setting, the Start field is disabled. You must enter an ending entry number in the End field.
-
To End — When you select this setting, the End field is disabled. You must enter a beginning entry number in the Start field.
Start
If your range selection is One, enter, or click to select, the consolidation entry number that you want to include in the report.
If your range selection is Range or To End, enter, or click to select, the starting consolidation entry number for the range you want to include in the report.
You must execute the Load Financial Data option to have selections available in Lookup.
End
If your range selection is Range or From Beginning, enter, or click to select, the ending consolidation entry number for the range you want to include in the report.
You must execute the Load Financial Data option to have selections available in Lookup.
Options
Process Selection
Costpoint uses your selections in this group box to transfer the consolidation journal entry from the import tables into the suspense tables and then into the journal entry tables. It also uses them to transfer the project data from the import tables into the consolidation project reporting tables.
You can select more than one check box at a time in this group box. Costpoint processes your selections going from left to right (for example, Load Financial Data, followed by Load Project Data, followed by Create JE from Financial Data).
There is no financial data to load.
If you select OK and you have also selected one of the other check boxes, Costpoint continues to the next process.
There is no project data to load.
If you select OK and you have also selected the Create JE from Financial Data check box, Costpoint creates the journal entry.
There are no consolidation entries to create a JE from within this consolidation number range. Verify that the consolidation entry exists and is not on hold in Maintain Consolidation Suspense.
In this case, Costpoint does not continue processing.
Load Financial Data
Select this check box to move the consolidation entry from the import tables into the suspense tables.
Load Project Data
Select this check box to import project data into special consolidation project reporting tables.
Create JE from Financial Data
Select this check box to transfer the consolidation entry from the suspense tables into the journal entry tables. You must have already executed the Load Financial Data option, or have it selected at the same time as this option, in order to create the journal entry. The entry is then available for posting to the general ledger.
Assign failed records to suspense
Select this check box to upload all failed records into a single account/organization. If this check box is blank and records do not pass all validations, the entire consolidation entry remains in the suspense table and Costpoint ignores it. The default for this check box is cleared.
Suspense
Account
If you selected the Assign failed records to suspense check box, enter, or click to select, the suspense account number. Costpoint transfers to this account any records that do not pass all validations. This account must be an active Costpoint account. The account description displays in the adjacent, unlabeled field.
Organization
If you selected the Assign failed records to suspense check box, enter, or click to select, the suspense organization. Costpoint transfers to this organization any records that do not pass all validations. This organization must be an active Costpoint organization. The organization description displays in the adjacent, unlabeled field.
Journal Entry
Fiscal Year
Enter, or click to select, the fiscal year for which you want the consolidation entries validated. This is the fiscal year used in the consolidation entry and project reports.
Period
Enter, or click to select, the period for which you want the consolidation entries validated. This is the period used in the consolidation entry and project reports.
Subperiod
Enter, or click to select, the subperiod for which you want the consolidation entries validated. This is the subperiod used in the consolidation entry and project reports.
Project Data
Fiscal Year
Enter, or click to select, the fiscal year for which you want to load project data.
Period
Enter, or click to select, the period for which you want to load project data.
Subperiod
Enter, or click to select, the subperiod for which you want to load project data.
Copy Imported Data to Permanent Tables
Click 
to begin the process and copy imported consolidation data to permanent tables.