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Contents of the Create IWO Allocations Screen

Use the fields and options to configure the Create IWO Allocations screen.

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, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
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 on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on 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 on 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

Field Description
Option

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

  • All
  • One
  • Range
  • From Beginning
  • To End

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. 

Field Description
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

Field Description
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.

Multicurrency IWO Overrides

Use the fields in this group box to override the rate group and rate date for the IWO allocations to be created. These fields are enabled only if you licensed for Multicurrency, and are not required. If you leave them blank, the default rate group for the receiving location and a rate date equal to the invoice date will be used.

Field Description
Rate Group

Enter, or use to select, an override rate group to be used for the IWO allocation, if desired. If you do not enter a value, this field will default to the rate group associated with the receiving transfer location specified for the IWO project(s) you selected.

Note: You must enter a valid rate group or leave this field blank.

If all the projects are for internal receiving locations (that is, all locations are in the same database as the sending company), lookup is available in this field and Costpoint validates that what you entered is a valid rate group. If you entered an invalid rate group, you will not be able to create the IWO allocation.

If any of the locations is external, the lookup will not be available. In addition, no validation will be performed on the rate group you entered, but you will still be able to create the IWO allocation.

Rate Date

Enter, or use to select, an override exchange rate date, if desired. If you do not enter a value, this field will default to the invoice date. If there are multiple invoices for the IWO project you selected and you do not specify the rate date on this screen, multiple IWO allocations will be created, one for each invoice/exchange rate date.

Process

Click to allocate the IWO projects.

This process not only combines IWO projects for the same receiving company but is also based on the receiving company/IWO currency code/rate group/rate date combinations. A separate IWO allocation is created for each combination of receiving company, IWO currency code, rate group, and rate date.

Note: If the receiving company is an external location, and neither the IWO currency nor the sending location's functional currency is the same as the receiving location's functional currency, this process will not calculate the receiving location's functional currency amounts. Instead, that will be done in the receiving company, when Import IWO Allocations is run.
Technical Information

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

Sending Database entry

  • Debit: IWO Inter-company Receivable (defined on the Manage IWO Projects screen). One of the three accounts (or four if you select cost instead of revenue) defined in that screen.
  • Credit: Unbilled Receivable

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

  • Debit: IWO Inter-company Receivable (defined on the Manage IWO Projects screen)
  • Credit: IWO Cost Transfer Out (defined on the Manage IWO Projects screen)

Receiving Database entry

  • Debit: Each receiving expense account (defined on the Manage IWO Expense Mappings screen and mapped to sending direct cost, indirect cost, and revenue accounts on the Link Expenses subtask). In the main screen, you define each account on the receiving project that takes expenses and, in the subtask, which accounts feed that account from the sending project .
  • Credit: IWO Inter-company Payable (defined on the Manage IWO Projects screen)

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.