CREATE GENERAL LEDGER REPORT TABLES
Use this screen to create the report table necessary to generate financial statements that compare current financial data with prior period, prior year, and budget information. This information is gathered and stored in a common report table that this process generates. The Compare General Ledger Actual to Budget Activity screen also uses the information that this process generates.
The process only updates the table for the fiscal year and periods selected. For example, assume the table contains comparative data from January 1, 2009 through March 31, 2012. If you run the process for January 1 through March 31, 2012, only the information for that range of periods is updated. Information for earlier periods is not updated.
The process updates the report table with budget information from the budget revisions you select, but it only does so for the periods you specify. If you run the process one range of periods for one budget revision and later run it for another range of periods for a different budget revision, a report that spans those two period ranges could contain inconsistent budget information. For example, if you run the process using budget revision 1 for periods 1 and 2 and run it again using budget revision 2 for period 3, an income statement generated for periods 1-3 will contain budget information from both budget revisions, which could result in inaccurate budget amounts and comparative information.
If you want to generate financial statements containing comparative information, run this process before you generate those reports to ensure that they contain current comparative information. If you want to generate financial statements that do not contain comparative information, you do not need to run this process because Costpoint does not use this table for those reports.
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
Accounting Period
Option
Use this drop-down list to select the range of periods to update. Valid options are:
-
All — Select this option to include all periods for the selected fiscal year. The Start: Period and End: Period fields are disabled for this option. This is the default.
-
One — Select this option to include only one period and then enter the fiscal year and period in the Start fields. The End field is disabled for this option.
-
Range — Select this option to include a contiguous range of periods. Enter the fiscal year and beginning period for the range in the Start fields and enter the ending period of the range in the End field.
-
From Beginning — Select this option to include a range of periods that begins with the first of all the available periods for the fiscal year you specify and ends with the period that you enter in the End field. The Start: Period field is disabled for this option.
-
To End — Select this option to include a range of periods that begins with the period that you enter in the Start: Period field and ends with the last of all the available periods for the fiscal year. The End field is disabled for this option.
Be sure that you run the process for all periods for which you plan to generate financial statements.
Start: Fiscal Year, Period
End: Period
Enter, or click 
to select, the fiscal year and the starting and/or ending periods for the range of periods from that year for which you want to run the process. One or both of the Period fields may be disabled, depending on your selection in Option. Be sure that you run the process for all periods for which you plan to generate financial statements.
Budget Revision
Start
Select the budget revision that contains the budget information with which you want to update the report table.
Create General Ledger Report Tables
To start the process, enter the options you want and then click Create General Ledger Report Tables on the Action menu.