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Contents of the Create Recurring Journal Entries Screen

Use the fields and options to configure the Create Recurring Journal Entries 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

Cycle

Field Description
Start

Enter, or click to select, the journal entry cycle for which you want to create recurring journal entries. You set up the journal entry cycles on the Configure Journal Entries Cycles screen.

Journal Entry

Use these fields to specify the recurring journal entries you want to create.

Field Description
Option

Use this drop-down list to select the range of recurring journal entries you want to create. Valid options are:

  • All: Select this option to include all recurring journal entries. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one recurring journal entry and then enter that journal entry number in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of recurring journal entries. Enter the beginning journal entry number for the range in the Start field and enter the ending journal entry number of the range in the End field.
  • From Beginning: Select this option to include a range of recurring journal entries that begins with the first of all the available journal entry numbers and ends with the journal entry number that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of recurring journal entries that begins with the journal entry number that you enter in the Start field and ends with the last of all the available journal entry numbers. The End field is disabled for this option.
Start/End

Enter, or click to select, the starting and/or ending recurring journal entry numbers for the range of recurring journal entries that you want to create. Depending on your selection in Option, one or both of these fields may be inactive.

User

Use these fields to specify the users whose recurring journal entries you want to create. Costpoint stores the user ID when the recurring journal entries is created or changed on the Manage Journal Entries screen.

Field Description
Option

Use this drop-down list to select the range of user IDs for which you want to create recurring journal entries. Valid options are:

  • All: Select this option to include all user IDs. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one user ID and then enter that user ID in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of user IDs. Enter the beginning user ID for the range in the Start field and enter the ending user ID of the range in the End field.
  • From Beginning: Select this option to include a range of user IDs that begins with the first of all the available user IDs and ends with the user ID that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of user IDs that begins with the user ID that you enter in the Start field and ends with the last of all the available user IDs. The End field is disabled for this option.
Start/End

Enter, or click to select, the starting and/or ending user IDs for the range of user IDs for which you want to create recurring journal entries. Depending on your selection in Option, one or both of these fields may be inactive.

Destination Subpds

Use the selections in these fields to specify the fiscal year, period, and subperiods for which you want to create recurring journal entries.

Field Description
Option

Use this drop-down list to select the range of subperiods for which you want to create recurring journal entries. Valid options are:

  • All: Select this option to include all subperiods for the fiscal year and period. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one subperiod and then enter the fiscal year, period, and subperiod in the Start fields. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of subperiods. Enter the fiscal year, period, and beginning subperiod for the range in the Start fields and enter the ending subperiod of the range in the End field.
  • From Beginning: Select this option to include a range of subperiods that begins with the first of all the available subperiods for the fiscal year and period and ends with the subperiod that you enter in the End field. The Start: Subpd field is disabled for this option.
  • To End: Select this option to include a range of subperiods that begins with the subperiod that you specify in the Start fields and ends with the last of all the available subperiods for the fiscal year and period. The End: Subpd field is disabled for this option.
Start: Fiscal Year, Period, Subpd/ End: Subpd

Enter the fiscal year and period for which you want to create recurring journal entries, or use Lookup to select them. Then enter the starting and/or ending subperiods for which you want to create recurring journal entries, or use Lookup to select them. Depending on your selection in Option, one or both of the Subpd fields may be inactive.

Reversal Subpd

Use these fields to specify the fiscal year, period, and subperiod in which to reverse any recurring journal entries marked as Reversing on the Manage Journal Entries screen.

  • If you make entries in these fields, the fiscal year, period, and subperiod entered must be later than the subperiod in which the recurring journal entry will be created.
  • If you leave these fields empty and Costpoint processes a recurring journal entry marked as Reversing, it automatically assigns the reversal to the next fiscal year/period/subperiod linked to that journal entry cycle.
  • If there is no future subperiod linked to the journal entry cycle, Costpoint displays an error message, and the creation process stops.

Note that this process only assigns the reversal subperiod for the recurring journal entry. The Post Journal Entries process actually creates the reversal journal entry. After this process creates the recurring journal entry, you can change its reversal subperiod on the Manage Journal Entries screen, if necessary.

Field Description
Fiscal Year

Enter the fiscal year in which to reverse any recurring journal entries marked as Reversing.

Period

Enter the period in which to reverse any recurring journal entries marked as Reversing.

Subpd

Enter the subperiod in which to reverse any recurring journal entries marked as Reversing.

Create Recurring Journal Entries

To create the recurring journal entries based on your selection options, click Create Recurring Journal Entries on the Action menu.

Costpoint verifies that the same recurring journal entry number will not be created more than once in the selected accounting period. It also verifies that the combination of the selected cycle and subperiod range will not cause the same journal entry to be created more than once. An error message displays if either of these situations is detected.

Costpoint also confirms that the subperiod selected is open for the RJE (recurring journal entries) journal type. However, if the recurring journal entries selected are marked as Reversing, Costpoint does not verify that the reversal subperiod is open.