SUMMARIZE PROJECT LEDGER
Use this screen to summarize the project ledger tables (PROJ_SUM and PROJ_BURD_SUM) into a specified subperiod. The process deletes rows that have been summarized from these tables. This frees disk space and reduces the size of your database.
This summarization process is performed on a year-to-date basis for all periods and subperiods up to and including the subperiod selected. In PROJ_SUM, the application inserts a row for each unique project/organization/account combination into the fiscal year, period, and subperiod selected. In PROJ_BURD_SUM, a row for each unique project/organization/account/pool combination is inserted. Costpoint then deletes the rows that were summarized.
Note that you cannot update the project report tables for the periods deleted because these processes reference PROJ_SUM and PROJ_BURD_SUM to obtain information.
We do not recommend using this utility in an active fiscal year. If you choose to do so, please be aware of the following:
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After you have used this utility to summarize rows, you can no longer compute burden for the summarized subperiod or any prior periods. Instead, you must use the Apply Indirect Costs to Summarized Project Ledger utility to accurately update costs from the General Ledger and apply burden.
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The Compare Project Ledger to General Ledger toolkit no longer works correctly. If you run this toolkit, all subperiods that no longer exist (that were summarized) in the project tables return rows in the table window. This can be thousands of rows.
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The Compute Revenue process inserts labor rows for T&M formulas into the PROJ_SUM table for subperiods prior to the summarized row if you executed the Load Labor Rates process for those subperiods. There can be a fair number of such rows because the retroactive billing process dictates that the Load Labor Rates application be run for all affected periods/subperiods for the retroactive invoice. You consequently get inaccurate data (incorrect number of hours and T&M revenue) when you summarize the project data and create inaccurate values when you execute the Update Prior Year History screen.
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Costpoint cannot accurately release direct account ceilings for summarized rows because it cannot tell in what order the ceilings were originally enforced.
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Costpoint cannot create report tables for subperiods before the summarized row because there is no data in those rows.
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Costpoint can no longer compute award fees accurately because all award fee periods are summarized into one subperiod. Because award fees are accrued and funded within an award fee period, Costpoint can longer distinguish one award fee period from another for the summarized rows.
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
Use this group box to select the project or range of projects you would like to summarize.
Project
Use this drop-down list to select the range of projects you want to summarize. Valid options are:
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All
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One
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Range
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From Beginning
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To End
Start
Enter, or click 
to select, the starting project that you want to summarize. If you select All or From Beginning in the Project field, this field is inactive.
End
Enter, or click to select, the ending project that you want to summarize. If you select All, One, or To End in the Project field, this field is inactive.
Options
Select Ending Subperiod
Use this group box to select the subperiod in which the summarized rows reside. All periods and subperiods for the fiscal year, up to and including the subperiod selected, are summarized. Note that all of these periods must be in a Closed status.
Fiscal Year
Enter, or click the drop-down list to select, the fiscal year that you want to summarize.
Period
Enter, or click the drop-down list to select, the ending period that you want to summarize.
Subpd
Enter, or click the drop-down list to select, the ending subperiod that you want to summarize.
Ending Date
This non-editable field displays the effective subperiod date.
Summarize Project Ledger
Click 
to start the toolkit.