CREATE IWO ALLOCATIONS

Proceed with the transfer process as soon as you have calculated and posted the bills for IWO projects. All untransferred records (IWO_XFR_FL=N) in the Billing Detail History (BILLING_DETL_HIST) table are used as the basis for the IWO allocation. The creation process is run by the performing database and is a Period-to-Date (PTD) calculation. When IWO entries are created, they are marked with a location. This location identifies the receiving database. It may or may not be the same as the sending database. The process produces two journal entries: one for the sending database and one for the receiving database. The accounts to be used in the journal entry are designated on the Manage IWO Projects screen. The two entries are stored in the IWO Allocation Header (IWO_ALLOC_HDR), IWO Allocation Transaction (IWO_ALLOC_TRN), and IWO Allocation Labor (IWO_ALLOC_LAB) tables. If labor is also transferred, it is stored separately in the third of these three IWO staging tables. Costpoint uses the tables to send the data to another database, if necessary, or to hold the data for posting if the sending and receiving databases are the same. In the receiving database, the data is posted to the Open Billing Detail table, all the general ledger tables, and the Labor History table of the receiving database. The S_JNL_CD in the GL_POST_SUM table is shown as IWO.

This screen is the fourth step in the IWO process.

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

IWO Projects

Option

Select the range of IWO projects that you want to process. Valid options are:

The default for this field is All.

Start

Enter the starting project for the range you want to process. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter the ending project for the range you want to process. If you select All, One, or To End in the Option field, this field is inactive.

Accounting Period

Only posted invoices for the IWO sending project that exist in the Billing Invoice Header History (BILL_INVC_HDR_HS) table for the fiscal year, period, and subperiod that fall on or before the date entered here are selected for transfer. In addition, only transactions in the Billing Detail History (BILLING_DETL_HIST) table where IWO_XFR_FL=N are included in the calculation.

Option

This field always displays One.

Fiscal Year

Select the ending fiscal year that is used to select data from the Billing History table.

Pd

Select the period that is used to select data from the Billing History table.

Subpd

Select the subperiod that is used to select data from the Billing History table. The field to the right displays the subperiod date.

Ending Date

This non-editable field displays the selected subperiod end date.

Options

POP Validation

If you select this check box and attempt to create the IWO allocation, and the subperiod end date is outside of the project’s period of performance, Costpoint halts the process. If you do not select this check box, the process continues.

Retain Original Ref No where applicable

Select this check box to retain original reference numbers in allocations created for external databases, and for internal transfers where the sending and receiving locations are the same. If you select this check box for internal transfers where the sending and receiving locations are different, Costpoint will still remove the reference numbers from the allocation entry.

Process

Click to allocate the IWO projects.

Technical Information

The source of the data for the entries is the Billing Detail History (BILL_DETL_HIST) table.

Sending Database entry

or, if you selected Cost Transfer on the Manage IWO Projects screen:

Receiving Database entry

After you create the entry, Costpoint creates the two journal entries in the IWO Allocation Header (IWO_ALLOC_HDR) table. It creates supporting detail in the IWO Allocation Transaction (IWO_ALLOC_TRN) table. If labor entries are part of the transfer, the detail is in the IWO Allocation Labor (IWO_ALLOC_LAB) table. You can review these entries, but only the account and organization are editable. After you review the entries and find them acceptable, use the Export IWO Allocations screen to export them to the receiving database.