UPDATE REFERENCE SUMMARY BALANCES

When Deltek Customer Care recommends it, use this screen to update balances in the Reference Summary (REF_SUM) based on activity in the General Ledger Detail (GL_DETL) table.

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_DETL table and the REF_SUM table. To do that, click the arrow next to and select Load Balance Differences.

If Costpoint display any rows in the table window, that indicates an out-of-balance condition. Call Deltek Customer Care before proceeding. If the table window is empty when the process ends, the GL_DETL and REF_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_DETL table contains complete and accurate data. Deltek Customer Care can advise you on how to determine the accuracy of the GL_DETL table data. The update process replaces all period and subperiod hours and currency amounts for the fiscal year with data from the GL_DETL 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 in 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.

Table Window

Click the Fill Balance work table with differences option on the Action menu to check the GL_DETL and REF_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/reference number combinations are not in balance, Costpoint displays the proposed replacement data in the table window.

Account, Reference

Costpoint displays any account/reference number combinations for which the data in the GL_DETL table and the REF_SUM table do not agree.

GL Detail Summary Amt

This column displays the total year-to-date balance for the account/reference number from the GL_DETL table.

GL Detail Summary Hrs

This column displays the total year-to-date hours charged to this account/reference number from the GL_DETL table.

Ref Summary Amount

This column displays the sum for the fiscal year of all the period Amount columns from the REF_SUM table for the account/reference number.

Ref Summary Hours

This column displays the sum for the fiscal year of all the period Hour columns from the REF_SUM table for the account/reference number.

Update the REF_SUM Table

Update the REF_SUM table only if the balances in the GL_DETL 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 REF Summary Balances to replace the balances in the REF_Sum table based on the data in the GL_DETL table.

• Table Information

  This process updates the REF_SUM table.