Project Accounting File Processing

All transactions relating to a project or job can be captured on the Project Accounting Transaction File, which can be accessed for user-defined reporting (that is, job cost reports).  The procedure for defining active projects to the system and adding transactions to the Project Accounting Transaction File is described below.

1.   Identify the active projects and provide a unique nine character project ID for each project.

2.   Update the Reference File.  Add or delete Project Table (category 118) records as new projects become active or old projects are completed.

3.   Identify journal transactions as project transactions.  All sources of journals in the system provide two reference fields to be entered/associated with each transaction (REF1 and REF2).  The concatenation of these two fields (nine characters) forms the project ID field for a transaction.  To have a transaction associated with a project, enter the appropriate project ID in the two reference fields for each transaction of a project.  The user is responsible for entering the correct project ID in the reference fields.  No validation is performed.

4.         Update the Project Accounting Transaction File.  Only transactions that have been posted to the master file can be added to the Project Accounting Transaction File.  This process can be performed as required. However, it typically is performed at month-end or after each demand, final, or quick post of the master file.  To add records to the Project Accounting Transaction File, select the Project Accounting Maintenance option from the General Ledger Menu.  Only those transactions whose reference fields, when combined, match a project defined on the Reference File will be added to the Project Accounting Transaction File.