Summary

The PM Adjustments process is used to adjust the balance or create line items on a Project Management module task. Adjustments or transactions created in this process will not update other modules. For example, if you use this process to change the task that was charged by AP invoice line item, this process will make the adjustment to the PM module task codes but it will not change the PM task that displays on the AP invoice line item.

When creating adjustment entries in this process, you have the option of including a GL account number. If a GL account is selected on an adjustment, a journal entry will be created by the process and the specified GL account will be affected. If a GL account is not selected, the line item will create a journal entry but will not impact the general ledger.

Step by Step

1     Create an Adjustments batch.

• Open the Adjustments new batch window (PM> Adjustments> New).
  • If there are open batches in the Adjustments process, you can create a new batch without affecting the open batches.
• Enter a Batch Month and Batch Year. These fields default to the current calendar period and are used for reference only. The batch month and batch year do not affect the transactions or journal entry date of the transactions in the batch.
  • The transaction date of an Adjustment is set up when the entry is created.
• Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
  • You can also manually create a batch by entering a Batch Number and clicking the Save icon.
• Highlight the batch in the batch number drop-down menu on the Adjustments palette and press DELETE to delete a batch.

2     Set the journal entry date for the adjustments batch.

• Open the Settings window (PM> Adjustments> Settings).
• Enter a Journal Entry Date.
• The Fiscal Period and Fiscal Year fields will update with the Journal Entry Date information.
• Click the Save icon to save the settings.

3     View the adjustments and adjustment line items in the batch.

• Open the Adjustments Selection window (PM> Adjustments> Adjustments Selection).
• The Adjustments Selection window will display all of the adjustments in the batch.
• Click the Delete icon to remove an adjustment from the batch.
• Click the Modify icon to open an adjustment or the Create icon to add an adjustment to the batch. This will open the Adjustments window.
  • The Adjustments window will display any line items associated with the selected adjustment.
  • The Fiscal Year and Fiscal Period fields will populate to the date established on the Settings step. These fields cannot be edited.
  • The Description field is used to add an optional description to the adjustment line item.
  • Click the Create icon to create a new line item. This will open the Line Item window.

4     Create a line item.

• Enter an Account Alias for the GL account that will be affected by the adjustment.
  • The Account field will populate with the GL account associated with the entered account alias.
• Click the Account field label to specify a GL account that will be affected by the adjustment line item.
  • If you choose not to specify an account, the adjustment line item will only affect the specified PM Task.
• Enter the adjustment line item amount in the Increase or Decrease fields.
  • This is the amount that the PM Task balance will increase or decrease. You can enter a specific amount in one of these fields or you can use the Units and Rates fields to automatically populate this amount. A line item adjustment cannot increase and decrease the Task balance.
• Enter a Description for the adjustment line item. The description can be up to 128 characters long.
• The Reference field is a user-defined field that can be used for information tracking.
• Specify a Transaction Date for the adjustment. This will default to today's date.
• Click the Task field label to select a PM Task for the adjustment. This is a required field.
  • PM Tasks are created and maintained on the Task Maintenance window (PM> Maintenance> Task).
  • The Task Description field will automatically populate one a Task is selected.
• Click the Type field label to select a PM Type for the adjustment. This is a required field.
  • PM Types are created and maintained on the Type Maintenance window (PM> Maintenance> Type).
  • The LEMS field will populate with the LEMS classification set up on the selected Type code.
• The Object Type drop-down menu is used to specify the source of the adjustment.
  • The Object field label will change to reflect the selected Object Type.
  • Select Vendor and click the field label to open the Vendor selection window.
    • Vendors are created and maintained on the Vendor Maintenance window (AP> Maintenance> Vendor).
  • Select Employee and click the field label to open the Employee selection window.
    • The Rate field will populate with the hourly pay rate set up on the Employee Maintenance window (PR> Maintenance> Employee> Financial tab> Hourly Rate field).
  • Select Equipment and click the field label to open the Equipment selection window.
    • The Rate field will populate with the rate set up on the Equipment Maintenance window (SS> Maintenance> Equipment> Rate field).
• Enter the number of Units for the adjustment. The value in the Units field is multiplied by the value in the Rates field to determine the amount of the adjustment line item.
  • For example, if an employee is selected in the Object Type field, and that employee earns an hourly rate of $10.00, the value in the Units field would correspond to the number of hours that employee spent working on the adjustment task. Five hours at $10.00 per hour would create a $50.00 negative adjustment line item. $50.00 would populate in the Decrease field.
  • In order to create positive adjustment line items, specify a negative Unit value. This will populate the Increase field and create an adjustment that increases the task balance.
  • An adjustment line item cannot contain both Increase and Decrease amounts.
• Press ESC or click the Exit icon to save the line item to the adjustment.

5     Print a Proof List.

• Open the Adjustments Proof List window (PM> Adjustments> Proof List).
• There are no sort, filter, or detail options for this report so the Printer Selection window will open.
• The report will display the Task, Task Description, Type Code, Adjustment Description, Object Description, Hours, Rate, Adjustment amount and Report Total.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

6     Print a PM Distribution List.

• Open the PM Distribution window (PM> Adjustments> PM Distribution).
• There are no sort, filter, or detail options for this report so the Printer Selection window will open.
• The report will display the Date, Task code, System, Object Description, Type Code, LEMS classification, ALFRE classification, Hours, Rate, Amount, Amount Description, and Object, Task and Report totals.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

7     Print a GL Distribution List.

• Open the GL Distribution List window (PM> Adjustments> GL Distribution).
• There are no sort, filter, or detail options for this report so the Printer Selection window will open.
• The GL Distribution report will display the journal entry that will be recorded in the general ledger. The debits and credits will need to equal one another for the journal entry to be in balance.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

8     Commit the batch.

• Select Commit from the Adjustments palette. A confirmation window will appear. Select OK to commit the batch.