POST JOURNAL ENTRIES
Use this screen to generate the Journal Entries report and to post journal entries to the general ledger. Since the Journal Entries report provides supporting detail for the journal entries, you should generate and retain it as part of your Costpoint audit trail.
Be aware of the following considerations:
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You cannot post journal entries without first generating the Approved Journal Entries report in the same session.
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You must keep your posting selection criteria consistent with the selections you made to generate the Approved Journal Entries report. If you leave the screen, or if your selections change, you must generate the Approved Journal Entries report again before posting.
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Before you can post journal entries, you must select the Billable option on the Manage Journal Entries screen to copy transactions to the Open Billing Detail table. To ensure that Costpoint copies transactions to the Open Billing Detail table, verify that one of the project account group's functions is Labor or Non-Labor.
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You can generate the Approved Journal Entries report without posting, so that you can review the journal entries and make corrections before posting.
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When you use the Post Journal Entries screen, Costpoint checks the project's account group functions. You set up the account group for the project on the Basic Info tab of the Manage Project User Flow screen. You assign the account functions to the account group on the Manage Project Account Groups screen. Transactions are only copied to the Open Billing Detail table if you designate one of the project account group's functions as either Labor or Non-Labor.
You can generate the Approved Journal Entries report and post to the General Ledger any number of times during an accounting period. You must always generate and post it at the end of each accounting period, unless you made no journal entries for the period. Enter and post all journal entries affecting direct and indirect expenses before you begin the indirect rate calculation process.
You must generate the report and post entries for each journal type individually. For example, you must report on and post adjusting journal entries separately from recurring journal entries and reversal entries.
Post all one-sided journal entries separately to prevent problems when creating intercompany receivables. Creating an intercompany receivable from a one-sided journal entry results in an out-of-balance intercompany receivable. If you post the one-sided journal entries along with double-sided journal entries and you attempt to create intercompany receivables from that group of entries, you must delete the entire group to fix the out-of-balance condition. Posting one-sided journal entries separately eliminates this problem. See Intercompany Receivables for related information.
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
Period to Post
Option
Use this drop-down list to specify the range of subperiods for which to print and post journal entries. Valid options are:
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All — Select this option to include all available subperiods. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one subperiod and then enter specify that subperiod in the Start fields. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of subperiods. Specify the beginning subperiod for the range in the Start fields and the ending subperiod of the range in the End field.
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From Beginning — Select this option to include a range of subperiods that begins with the first of all the available subperiods and ends with the subperiod that you specify in the End field. The Start fields are disabled for this option.
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To End — Select this option to include a range of subperiods that begins with the subperiod that you specify in the Start fields and ends with the last of all the available subperiods. The End field is disabled for this option.
Start: Fiscal Year, Period, Subpd, Ending Date
Enter, or click 
to select, the fiscal year, accounting period, and starting subperiod for which you want to post journal entries. These fields may be disabled, depending on your selection in Option.
The non-editable Ending Date field displays the end date for the subperiod.
End: Subpd
Enter, or click to select, the ending subperiod for which you want to post journal entries. This field may be disabled, depending on your selection in Option. The non-editable Ending Date field displays the end date for the subperiod.
If you want to post an adjusting entry for which the Reversing option was selected on the Manage Journal Entries screen, make sure that the journal entry status for the REV journal code is O (Open) for the subperiod to which you are posting. You assign journal entry status on the Manage Subperiods screen. Also make sure that the RRV journal code is designated as Open if you are posting recurring journal entries with the Reversing option selected.
Journal Types
Option
This field displays One and you cannot change the entry.
Start
From the drop-down list, select the journal type for which you want to post journal entries. You must select and post the entries for each journal type individually. Available types are:
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Adjusting
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Recurring
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Reversal Adjusting
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Reversal Recurring
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Project Transfer
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Multi-Job Allocations
Journal Entries
Option
Use this drop-down list to select the range of journal entries you want to include. Valid options are:
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All — Select this option to include all available journal entries. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one journal entry and then enter that journal entry in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of journal entries. Enter the beginning journal entry for the range in the Start field and enter the ending journal entry of the range in the End field.
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From Beginning — Select this option to include a range of journal entries that begins with the first of all the available journal entries and ends with the journal entry that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of journal entries that begins with the journal entry that you enter in the Start field and ends with the last of all the available journal entries. The End field is disabled for this option.
Start/End
Enter, or click to select, the starting and/or ending journal entry number for the range of journal entries to be included on the report. Depending on your selection in Option, one or both of these fields may be inactive.
Users
Use these fields to specify the users whose journal entries you want to post. Costpoint stores the user ID when the journal entry is created.
Option
Use this drop-down list to select the range of user IDs for which you want to post journal entries. Valid options are:
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All — Select this option to include all user IDs. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one user ID and then enter that user ID in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of user IDs. Enter the beginning user ID for the range in the Start field and enter the ending user ID of the range in the End field.
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From Beginning — Select this option to include a range of user IDs that begins with the first of all the available user IDs and ends with the user ID that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of user IDs that begins with the user ID that you enter in the Start field and ends with the last of all the available user IDs. The End field is disabled for this option.
Start/End
Enter, or click to select, the starting and/or ending user IDs for the range of user IDs for which you want to post journal entries. Depending on your selection in Option, one or both of these fields may be inactive.
Options
Allow Out of Balance Posting
Select this check box to allow out of balance posting.
You should post all one-sided journal entries separately to prevent problems when creating intercompany receivables. Creating an intercompany receivable from a one-sided journal entry results in an out-of-balance intercompany receivable. If you post the one-sided journal entries along with double-sided journal entries and you attempt to create intercompany receivables from that group of entries, you must delete the entire group to fix the out-of-balance condition. Posting one-sided journal entries separately eliminates this problem. See Intercompany Receivables for related information.
Post to the General Ledger
To post journal entries to the general ledger, select one of the following actions:
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To post journal entries and skip printing the Journal Entries report, click Post Journal Entries on the Action menu.
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To post journal entries and print the Journal Entries report, click Print and Post Journal Entries on the Action menu.
After posting begins, Costpoint displays a DO NOT INTERRUPT message and a message showing the records processed so far.