UPDATE FINANCIAL STATEMENT SUMMARY BALANCES

When Deltek Customer Care recommends it, use this screen to update balances in the Financial Statement Summary table (FS_SUM) based on activity in the General Ledger Post Summary table (GL_POST_SUM).

Do not run this update process unless Deltek Customer Care instructs you to do so.

Generally, only database problems or the occurrence of a technical problem during posting routines make it necessary to run this utility.

You can also use this during your regular period-end processing to check for discrepancies between the GL_POST_SUM table and the FS_SUM table. To do that, click the arrow next to and select Load Balance Differences.

If there is an out-of-balance condition, a message appears that informs you that there are GL/FS Balance differences. Click (Execute) to see the differences in the table.

Call Deltek Customer Care before proceeding. If the table window is empty when the process ends, the GL_POST_SUM and FS_SUM tables balance. You can proceed with the period-end closing process.

This process uses dynamic worktables. Because these tables are user-specific and are deleted when the process ends, each user can run only one process at a time.

Before you start the update process:

• Confirm that the GL_Post_Sum table contains complete and accurate data. Deltek Customer Care can advise you on how to determine the accuracy of the GL_Post_Sum table data. The update process replaces all period and subperiod hours and currency amounts for the fiscal year with data from the GL_Post_Sum table.

• Back up your database.

• Make sure no one else is using Costpoint.

Multiple users can run the process simultaneously if they are logged in with different user names. However, Deltek strongly recommends that you not do this. For the best data integrity, only one user at a time should run the update process on this screen, and only under the guidance of Deltek Customer Care.

Location

Identification

Fiscal Year

Enter, or click to select, the fiscal year for which you want to run the utility.

Click Fill Balance work table with differences on the Action menu to check the GL_POST_SUM and FS_SUM tables. Costpoint verifies that the data for the fiscal year in the two tables agree. If they do, a message indicates that, and the table window remains empty. If one or more account/organizations are not in balance, Costpoint displays the proposed replacement data in the table window.

If the utility indicates an out-of-balance situation, contact Deltek Customer Care for guidance. Do not proceed with the update process.

Table Window

Account, Organization

Costpoint displays any account/organization combinations for which the data in the GL_POST_SUM table and the FS_SUM table do not agree.

GL Post Summary Amount

This column displays the sum of amounts for all periods and subperiods for the year selected (the total year-to-date balance for the account/organization) from the GL_POST_SUM table.

GL Post Summary Hours

This column displays the sum of hours for all periods and subperiods for the year selected (the total year-to-date hours charged to the account/organization) from the GL_POST_SUM table.

FS Summary Amount

This column displays the sum of all the period Amount columns for the year selected from the FS_SUM table for the account/organization.

FS Summary Hours

This column displays the sum of all the period Hour columns for the year selected from the FS_SUM table for the account/organization.

Update the FS_SUM Table

Update the FS_SUM table only if the balances in the GL_Post_Sum table are correct and Deltek Customer Care advises you to perform the update process.

If Deltek Customer Care recommends that you proceed with the update process to correct the out-of-balance situation, click the arrow next to and select Update FS table with differences to replace the balances in the FS_Sum table based on the data in the GL_Post_Sum table.

• Table Information

  This process updates the FS_SUM table.