18724

What is required when changing the owning organizations in project master?

Resolution:

1. Make sure that the revenue, unbilled-general, unbilled-retainage, billed Accounts Receivable, billed Accounts Receivable-progress, contra-revenue accounts in the project account group associated with the project are linked to the new organization in General Ledger > Accounts> Link Accounts/Organizations.
   • If you are defaulting to the owning organization, you will want all accounts linked to the new organization.  
   • If you have additional validations on the orgs in the Project Master, then make sure everything is linked correctly in those tables also.   
   • If limit orgs is checked, then link the new organization to the project in Projects>Project Setup > Charging Information > Link Projects/Organizations. If limit accounts to Project Org Account (POA) is checked, then you want to go to Projects > Project Setup > Charging Information > Link Projects/Accounts/Organizations.  
2. If you are tracking organizational history, as set in the Project Settings, then there is a process which will correct the General Ledger and Accounts Receivable History for you.  
   • This process creates the journal entry to move Billed Accounts Receivable, Unbilled Accounts Receivable, if needed, and Revenue, if you are retroactively moving revenue to the new organization and are posting to owning organization.  
   • It will also move open invoices in Accounts Receivable History.  
   • It also allows you to keep a history of your organizational changes.  
   • Once you change the owning organization, you will be prompted to complete required fields in the organization history table.   
   • You must then process the organizational changes before you will be allowed to compute revenue.  
   • This is a utility located in Projects > Cost and Revenue Processing > Project Cost Processing > Process Organization Changes.  
3. If you are posting revenue to owning organization, you will need to move your Year-To-Date revenue from the old to the new organization.  
   • In addition, the unbilled will post the higher project level of the revenue or billing formula.  
   • Therefore, you may need to also move your unbilled account to the new organization if it is affected and billed accounts to the new organization if the organization is changing on the bill at the billing formula level.  
   • If you are moving the billed accounts, you may also want to change the organization on the open invoices in the Accounts Receivable history screen.

Important Note: There may also be table cleanup which needs to be done if there is a revenue line in proj_sum and revenue will be computed in a prior period or re-computed in the current period after this org change. Call Costpoint general support for help with the scripts.

Knowledge Base Reference Number: KBA #18724