General Ledger - Cost Pool Calculation List

Overview

The Cost Pool Calculation List screen is available to view and post details from previously calculated cost pools. From this screen you can view the detail transactions that make up a particular cost pool calculation for a fiscal period.  Depending on the configuration options of a Cost Pool Group, specific transactions can be posted to the General Ledger and actual Indirect Rates can be updated on associated Cost Structures.

Roles

This screen is available to users having any of the following roles: Administrator, GL Admin

License

This screen is available with the Project Financials family of Unanet licenses.

Topics covered on this help page include:

• Search                            (to refine the list of cost pool groups for which you wish to post or void cost pool calculations)

• List                                   (to select and initiate the post or void process)

• View                                 (to view details of the cost pool calculations by cost pool)

• Click Thru                       (to view the General Ledger Details report showing supporting details for particular entries)

• Post                                 (what happens during the post process)

• Feedback                        (details of the post process will be displayed to the screen)

• Void                                  (what happens during the void process)

• Closed Fiscal Year        (adjusting entries when posting/voiding to a closed fiscal year)

You may also be interested in:

• Cost Pool Calculation

• Cost Pool Groups

• Cost Structure

• Indirect Cost Rate Report

• Statement of Indirect Rates Report

Search

Using the Search screen, you can refine the list of Cost Pool Group calculation with which you have interest.  The list can optionally include those entries that are available to be posted and/or those that have already been posted.  Additional options exist to allow for the list to include or exclude those posted entries that have been voided.

Field Descriptions (click on a link below for additional information):

List

The resulting list of Cost Pool Group calculation entries will resemble the following.  From this screen, you can view the specific details that were identified for inclusion in the Pool and Base amounts, delete an unposted calculation entry, view the Statement of Indirect Rates report (available for non-voided posted entries and Forecasted entries), void a posted entry, or mark non-posted Actual entries to be included in the posting process.

Field Descriptions (click on a link below for additional information):

View  (Cost Pool Calculation Details)

Clicking on the view icon () from the List will present you with a listing of the Cost Pools associated with a particular Cost Pool Group entry.  

On each entry included in this table, you can again click on the  view icon () to display the Pool Calculation and Base Calculation details included in the calculation process for that specific Cost Pool.

The details in the Pool Calculation and Base Calculation sections will include all of the participating entries that met the requirements as of the most recent calculation process. As these individual values may represent summary entries, you can further click on the amounts in the Amount columns to view the GL Detail popup report showing the individual items included in any particular entry.

General Ledger Detail - (Click through report)

Clicking on the Amount column from the View Pool/Base Calculation details screen will present the user with a version of the GL Detail report, limited to those details included for the particular cost pool / fiscal period.  Note that the details in this popup report will not include an 'intermediate' calculation entries that may have otherwise participated in the cost pool calculation processing.

Post Process

Eligibility for cost pool group calculations

• Must be an unposted calculation.
• Must belong to an open fiscal period (if  GL Admin is posting)
  

Eligibility for a cost pool to be posted to Cost Structure

• Cost Structure definition must be associated with the cost pool group
• Cost Pool must be defined to Post Rate to Cost Structures at the time of calculation as well as posting
• Cost Pool must be associated with a Cost Element that is also associated with cost structure as Indirect cost element
• Rate must have been calculated

Eligibility for a cost pool to be posted to GL

• If posting to the general ledger (Post to General Ledger (unanet.financials.post_to_gl) is set to true and the specified post date is greater than or equal to Post to General Ledger Effective Date (unanet.financials.post_to_gl.eff_date)). Note: posting to the general ledger is only possible when also requiring financial organizations.
  • Specified post date must fall within an open fiscal period for the legal entity of the owning organization of the project, or the posting user must have the system administrator role.
• Note: If Use Financial Organizations (unanet.financials.use_financial_orgs) is enabled and Use Financial Organizations Effective Date (unanet.financials.use_financial_orgs.eff_date) is not specified, the effective date is assumed to be forever – default to BOT. This is likewise true for Post to General Ledger (unanet.financials.post_to_gl) and Post to General Ledger Effective Date (unanet.financials.post_to_gl.eff_date).

• Cost Pool must be defined to Post to GL

• Entries must be non-zero entries.

Budget Calculation Note:

Post Process

• Database transactions are managed at the calculation level (that is, the post process will continue to process the identified Cost Pool Group Calculations selected for posting by rolling back only those calculations that encountered issues during post process, allowing others to successfully post).
• Note: GL Admins are limited to posting to currently open fiscal periods only
• Post Rates - optionally, post rates (insert or update indirect cost rates) for the associated indirect cost cost element
• Post GL Entries --  post the entries to the General Ledger
• Post GL Reversing Entries -- optionally, create and post reversing entries to the General Ledger if:
  • this is not the last fiscal period of the year
  • Cost Pool is defined to use Year to Date transactions for calculations.

Post - Feedback

Once the user clicks on the Post button, the details of the various cost pool group cost pools will be displayed to the screen.  This output will provide further details and report any issues encountered during the post process.  Upon completion of the posting process, the user is provided with just one option, clicking on the Back button to return to the list of Cost Pool Groups.

Void Process

Prerequisites

• Calculation must be posted and not voided already.
• GL Admins can void calculations in open fiscal periods only.

Void Process

• Update the Voided By and Voided Timestamp of the calculation.
• For each posted cost pool calculation (not cost pool group calculation, but cost pool calculation)
  • Generate a voiding document (with its own document number)
  • Generate a voiding transaction for each of the original documents General Ledger transactions, using the voiding document number as document number and description as 'Voiding <GL transaction description>' with the amounts flipped:
  • • Debit amount of the transaction being voided is put into the credit amount of the voiding transaction document
    • Credit amount of the transaction being voided is put into the debit amount of the voiding transaction document
  • Adjust the net income and retained earnings as needed.

Closed Fiscal Years