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     Open or create a new Adjustments batch.

• Open the Adjustments Batches window (PM> Adjustments). The Batches window will display all the open Adjustments batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button   to delete the selected batch. Any uncommitted adjustments in the batch will be deleted.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Adjustments process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date 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 Create New Batch button to create the new Adjustments batch.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Adjustments process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Adjustments process.

3     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 Submit button to save the settings.

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

• Open the Adjustments window (PM> Adjustments> Adjustments).
• The Adjustments window will display all of the adjustments in the batch.
• Select an adjustment and click DELETE to remove the adjustment from the batch.
• Select an adjustment and click EDIT to modify the existing adjustment.
• Click ADD 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 ADD to create a new line item. This will open the Edit Line Item section to the right.

5     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 search button   to select 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 search button   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 once a Task is selected.
• Click the Type field search button   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 search button   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 search button   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 search button 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.
• Click the Save button to save the line item to the adjustment.

6     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.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

7     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.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

8     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.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

9     Commit the batch.

• Select Commit from the Adjustments menu.
• Click the Commit button to commit the batch.