Costpoint Online Help

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Org History Subtask

As noted previously, the information on the Org History subtask determines how the journal entries transferring the G/L balances are developed.

If you change the organization on the Manage Project User Flow and click Yes when the "Changing the Owning Org may cause journal entries to be computed. Do you wish to continue?" message displays, the Org History subtask opens and the Previous Owning Organization and New Owning Organization columns are populated. If you do not want to continue with the organization change, click Cancel before completing the Org History subtask. This clears the subtask and reverts the owning organization back to the original organization on the main screen.  

After you complete the Org History subtask, click to remove an unprocessed row and the owning organization will revert back to the original organization on the main screen. Only one unprocessed row can exist on the Org History subtask. Unprocessed means that either the Journal Entry Processed or the A/R History Processed column is populated with an N (No). You cannot delete a row if it has been partially or fully processed; you must finish the organization change process and the row is retained on the Org History subtask for audit purposes.

After an organization change row has been fully processed, it is retained on the Org History subtask and the project is eligible for future organization changes, which are also stored on the Org History subtask.

The columns on the Org History subtask must be populated as follows:

  • Previous Owning Organization: The column displays the current owning organization of the project that you want to change. Note that this column can be populated only by saving the Manage Project User Flow after the changing the Owning Org and clicking Yes when the following message displays: "Changing the Owning Org may cause journal entries to be computed. Do you wish to continue?"
  • New Owning Organization: This column displays the new owning organization of the project. Note that this column can be populated only by saving the Manage Project User Flow after the changing the Owning Org and clicking Yes when the following message displays: "Changing the Owning Org may cause journal entries to be computed. Do you wish to continue?"
  • Effective Fiscal Year: Enter, or click to select, a valid fiscal year when the organization change becomes effective. The effective subperiod for the organization change is the subperiod where the transfer balances journal entry is created. Even if a later subperiod is selected on the Process Organization Changes screen, the journal entry is still created in the effective subperiod and includes only balances up to and including the effective subperiod.
  • Effective Period: Enter, or click to select, a valid period when the organization change becomes effective.
  • Effective Subperiod: Enter, or click to select, a valid subperiod when the organization change becomes effective.
  • Retroactive: This column is related only to transferring Year-to-Date (YTD) G/L revenue. The other balances, such as billed, unbilled, and Work-In-Process (WIP), are always transferred inception-to-date.

    If the Retroactive column is Y (Yes), the G/L revenue balance retroactive to the beginning of the fiscal year is transferred from the old organization to the new.

    Example Journal Entry (1.2 is the old org; 1.3 is the new org):

    Dr.  Revenue  1.2

    Cr.  Revenue  1.3

    If the Retroactive column is N (No), the YTD G/L revenue balance is retained with the old organization. The YTD revenue balance is still recorded to the new organization, but is offset with an entry to the CONTRA-REVENUE account. Because the Post Revenue process compares the project ledger with the G/L on a YTD basis and posts the difference, the YTD revenue must exist for the new organization or duplicate revenue will be posted. Use of the non-retroactive option requires that an account be established in the Project Account Group (PAG) on the Manage Project Account Groups screen and be assigned a Function Code of CONTRA-REVENUE. Only one account per PAG can be assigned the CONTRA-REVENUE function code. The CONTRA-REVENUE account does not appear in the project ledger; it appears only in the G/L as a means to offset revenue for non-retroactive changes.

    Example Journal Entry (1.2 is the old org, 1.3 is the new org):

    Dr.  Contra-Revenue  1.3

    Cr.  Revenue  1.3

  • Journal Entry Processed: This non-editable column is initially populated with N (No). It changes to Y (Yes) when the Process Organization Changes utility is successfully executed.
  • Journal Entry Number: This non-editable column is initially blank. It is populated with the journal entry number when the Process Organization Changes utility is successfully executed.
  • A/R History Processed: This non-editable column is initially populated with N (No). It changes to Y (Yes) when the Process Organization Changes utility is successfully executed.
  • Date: This non-editable column is populated with the date on which organization change was entered, modified, or processed.
  • Modified By: This non-editable column is populated with the user entering, modifying, or processing the organization change.