LINK ACCOUNTS/ORGANIZATIONS

Use this screen to change the active status and period information for existing account/organization combinations.

• If you selected the Validate Accounts for Organizations check box on the Configure General Ledger Settings screen, you must link an account to at least one active organization before you charge to it.

• If you did not select Validate Accounts for Organizations check box on the Configure General Ledger Settings screen,  it is not necessary to link the account to organizations. In that case, Costpoint automatically links the account to all existing organizations when you save the account.

Alternative Methods

There are two other ways to link accounts and organizations in Costpoint. You can:

• Use the Link to Organizations subtask of the Manage Accounts screen to designate which organizations can charge to each account. You can use wildcard characters to link the account to multiple organizations simultaneously.

• Use the Mass Link Accounts/Organizations screen to link many accounts and organizations.

Location

Account

If you are adding account/organization combinations, enter, or click to select, the account you want to link to an organization. To change information for an existing combination, use Query to select it.

Account Name

This non-editable field displays the name of the selected account.

Organization

If you are adding account/organization combinations, enter, or click to select the organization you want to link to an account.

Organization Name

This non-editable field displays the name of the selected organization.

Active

When you add an account/organization combination initially, the Active check box is selected, unless either the organization or the account is currently inactive. Clear this check box to make the account/organization combination inactive.

FY Start, PD Start, FY End, PD End

You only use the starting and ending fiscal years and periods for an account/organization combination that is valid only for a particular period of time. For example, if you decide to discontinue use of an account/organization combination at the end of fiscal year 2011, you specify the final period of 2011 as the ending period for that combination. If you are replacing it with a new account/organization combination, you also specify the first period of 2012 as the starting period for that new combination. When you set up an account/organization that you want to use immediately and continuously for the foreseeable future, leave these fields blank.

• Table Information

  Changes on this screen update the ORG_ACCT table.

• FAQs

  I set up an ending period for an organization but have since decided that I do not want to apply an ending period. I displayed the Manage Organization Elements screen and removed the ending period, but when I display the account/organization on the Link Accounts/Organizations screen, the ending periods are still there. Is there a faster way to remove the ending periods for this organization?

  After you enter a start or end date for an account or organization, the values are updated in the ORG_ACCT table. If you later remove the end date, Costpoint does not remove the value from that table because you might want to place a period of performance restriction on selected accounts, but not on all of them.

  If the ACCT_ORG start and end dates were updated when the account or organization was edited, all of the account/organization links would be updated, resulting in the loss of needed functionality.

  Instead, you can use SQL to update the records in the ACCT_ORG table. Use this script:

  SELECT * FROM DELTEK.ORG_ACCT

  WHERE ORG_ID = {'ENTER ORG_ID'};

  UPDATE DELTEK.ORG_ACCT SET

  FY_CD_FR = NULL, PD_NO_FR = NULL

  FY_CD_TO = NULL, PD_NO_TO = NULL

  WHERE ACCT_ID = {'ENTER ORG_ID'};

  COMMIT;

  I assigned an ending fiscal year and period. When I attempt to delete the ending fiscal year or period, Costpoint displays the following message: "The FY End may not be deleted when its parent account or organization has an ending fiscal year." "The PD End may not be deleted when its parent account or organization has an ending period." How can I solve this problem?

  To solve this problem, complete the following steps:

  1. Use Query on the Manage Accounts screen to select the account. If the Fiscal Year/Period Information group box contains an ending fiscal year or period, remove that entry.

  2. Use Query on the Manage Organization Structures screen to select the organization. If the Period Information group box has an ending fiscal year or period, remove that entry.

  3. On the Link Accounts/Organizations screen, display the account/organization combination. You should be able to delete the fiscal year and/or period and save the record.