HCM-10...it transfers employee leave balance to a new transactional currency if there was a change...
Transcript of HCM-10...it transfers employee leave balance to a new transactional currency if there was a change...
HCM-10:Costpoint Leave Reconciliation: Tips and Tricks
Galina Tyles, Deltek
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» By Account: Summary level, General
Ledger is the base for this
reconciliation.
(not available in Costpoint 7.1.1 and up
when using Multicurrency in Leave and
Labor)
» By Employee: Detailed level, Leave
History table is the driving data source
for this reconciliation
Two kinds of Leave Reconciliation in Costpoint
Reconciling Leave by Account
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» The screen’s Leave Cycle becomes disabled – the reconciliation is done across all Leave Cycles.
» The process will be done for all Employees in the system
» The only required fields are Fiscal Year, Period and Subperiod – this is where the new Journal
Entries will be posted (NOT the period which is being reconciled)
When Reconciling Leave by Account:
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» The final report is grouped by Account/Project/Organization, and the balances are always
calculated as of today. Fiscal Year/Period information on the parameters screen is not used
for filtering the General Ledger information.
» If the checkbox is selected, the reconciliation is still done as of today for the General
Ledger, however, any outstanding Employee Leave balances that still exist in the Employee
Leave table from past years will be included (E.g.: the employee has ben terminated, the
employee has been re-assigned to a different leave type).
Reconciling Leave by Account
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1. Amounts are summarized for all existing leave accrual accounts in the General Ledger for
the current fiscal year (as of today).
2. All employees’ balances are combined based on the leave type(s) assigned to each
employee:
» Employee Balance hours = Beg Hours + Accrued Hours – Used Hours
» Employee Leave balance = Employee Balance Hours * current Employee Hourly Rate
3. The total from the General Ledger is compared to the total of all employees’ balances (by
Account/Org/Project combination).
4. If a difference is found in step 3), that difference is posted to the leave’s accrual account
and an offsetting entry is posted to the leave’s expense account.
Reconciling Leave by Account – Calculation Steps
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Account change
» If Leave Type’s Accrual (and only Accrual) account changed, the old account amount will be
backed out of the General Ledger, and the balance will be added to the new Accrual
account. However, it will not be done through the Expense account transfer.
Organization change.
» If employee’s Home organization changed, the old organization’s balance will be backed out
of the General Ledger, and the new organization’s balance will be added with the Leave
Type’s Accrual account to the General Ledger. However, the Leave Type’s Expense account
will not be affected in this transfer.
Reconciling Leave by Account – Balance Transfer
Reconciling Leave by Employee
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1. When switching from reconciling Leave by Account to reconciling by Employee, or
2. When initializing/ uploading data for new Costpoint clients, or
3. When upgrading data from prior to 7.1.1 Costpoint versions ….
» It is extremely important to perform the following steps.
» Failure to follow these directions will result in a showstopper error report. Errors for the
report are listed in Appendix 2 of this presentation.
Data Management for Reconciling Leave by Employee
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First step:
» Reconcile General Ledger for Leave by using old/regular reconciliation method, such as
Reconcile by Account, or manual reconciliation (by entering Journal Entries for all affected
Leave Accrual accounts).
Second step:
» Run the True-Up Leave History to Last Reconciliation to initialize charging information on all
leave records and reconcile Leave History table.
Data Management for Reconciling Leave by Employee
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» Along with other fields, the toolkit populates Employee Leave Beginning Balances with the
Transactional currency from the Employee Salary Information screen, and exchange rates
from currency setup. The Exchange Rates subtask is never editable. It is populated only
once when the record is created and never updated afterwards. It is not the current
Employee’s Leave currency, it is the Employee’s Beginning Balance currency
Data Management for Reconciling Leave by Employee
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» Along with other fields, the toolkit populates Employee Leave Beginning Balances with the
Transactional currency from the Employee Salary Information screen, and exchange rates
from currency setup. The Exchange Rates subtask is never editable. It is populated only
once when the record is created and never updated afterwards. It is not the current
Employee’s Leave currency, it is the Employee’s Beginning Balance currency
Data Management for Reconciling Leave by Employee Multicurrency is On
Data Management for Reconciling Leave by Employee Troubleshooting
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New functionality as of Insight 2019:
If Employee Leave records and Leave History records are missing crucial
information,
Leave Reconciliation will print an error report listing all errors.
Most of the data issues cannot be resolved through Costpoint directly, and the
error report will recommend contacting Costpoint support.
See Appendix 2 for the list of errors, and technical explanation of each issue.
Possible sources of bad data:
- Employee Leave data uploads from external sources, or
- Incorrect data initialization, such as not applying the True-Up Leave History
to Last Reconciliation prior to using Leave Reconciliation by Employee.
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» Reconciliation is done for one Leave Cycle at a time. We also can choose to reconcile for
all employees within the Leave Cycle, or for selected employees only.
» The balances are reconciled as of today. Fiscal Year, Period and Subperiod are for posting
purpose only (not for data selection).
Reconciling Leave by Employee:
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The process is designed to perform three separate functions:
1. True-Up Leave Balances
2. Transfer Leave Balances from one Leave Type to another
3. Transfer Leave Balances from one Account/Organization/Project to another if any change
in either Leave Account, or Leave Type Project, or Employee’s Home Organization is
found.
Reconciling Leave by Employee
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The process does NOT:
1. Retrieve amounts from the General Ledger. It only posts the calculated adjustment based
on Leave History. If you are manipulating Leave balances by regularly adding manual
Journal Entries for the Leave Type’s Accrual account, Reconciling Leave by Employee is
NOT for you. Adding the same manual adjustment through Manage Leave Edit table is
preferable.
2. Reconcile Expense Account balances.
Reconciling Leave by Employee
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This is a standard True-Up process, creating an adjustment record according to
employee’s salary changes for the:
1. Leave History table,
2. General Ledger adjustment, and
3. Updating employee’s current Leave balance amounts.
» Two reports will be printed: General Ledger Adjustments report and the Leave History
adjustment report.
Reconciling Leave by Employee – True up Leave Balances
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» Calculate Current Leave Balance amount as:
» (Beg Balance Hours + YTD Accrued Hours – YTD Used Hours) * current Hourly Rate
(Functional Hourly Rate if Multicurrency is On)
» Calculate Old Leave Balance as: (all amounts are actual Functional)
» Beg Balance Amount + YTD Accrued Amount – YTD Used Amount
» True Up Amount (transactional amount is calculated first, functional amount is derived
based on the current exchange rate):
» True-Up Amount = Current Leave Balance – Old Leave Balance
» Exactly the same steps are performed for the Deferred Amount
Reconciling Leave by Employee. True-Up Calculation.
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» If there is a change in a Leave Type rules, or an employee moves from one location to
another, there might be a need to transfer the Employee’s leave balance from one Leave
Type to another.
» Costpoint will transfer the leave balance for you, by creating a Beginning Balance entry for
the new Leave Type, backing out the old Leave Type’s balance, and creating any necessary
adjustment entries based on the employee’s new salary (if any).
» DO NOT transfer a leave type that is still in deferral. A new error message was recently
added to Leave Reconciliation to stop Leave Transfer if it’s still in Deferral mode.
Reconciling Leave by Employee - Leave Type Transfer
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Reconciling Leave by Employee - Leave Type Transfer» To trigger a Leave Type transfer
you have to specify a new Leave
Type in the Manage Leave
Beginning Balances screen:
» The next time you run Leave
Reconciliation for a Leave Period
with an End Date later than the
Balance Transfer Leave End
Date, the process will transfer all
leave hours and amount to the
new Leave Type
Reconciling Leave by Employee. Leave Type Transfer.
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Once the balance is transferred to the new Leave Type, the check box “Leave
Type Transferred” becomes checked, and disabled – to indicate that the process
completed successfully.
The old Leave Type will not accrue Leave anymore, - you will not be able to
charge timesheet hours to this Leave Type’s Accrual / Expense accounts.
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» When transferring Leave Type, an OUT records are going to be created for the old Leave
Type, and IN amounts will be transferred to the new leave type. An Adjustment record will
be created if there was a change in the Employee’s hourly amount.
Reconciling Leave by Employee - Leave Type Transfer
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» If there was any change in Account, Project (an Accrual Account or Project changed in the Leave Types screen), or Organization:
» Employee’s Home Organization was changed in the Manage Employee Salary Information screen, or
» Organization’s Balance Sheet level was updated, or
» Leave Settings Posting Method changed to Accrue or Expense to a different level of Org
» Leave Reconciliation will transfer Leave Balances from the old Account/Project/Org combination to the new one.
Reconciling Leave by Employee. Leave Balance Transfer
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» This is an example of Leave balance transfer when an Employee switched from one
organization to another, with a raise in salary.
» The General Ledger entries report:
Reconciling Leave by Employee - Leave Type Transfer
Reconciling Leave by Employee. Balance Transfer calculation.
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The Old Leave balance is derived as an actual total of amounts from the Leave
History records.
The Current Leave Amount is calculated the same way as in True Up:
employee’s total Leave Hours * (multiplied) by the current Hourly rate (and if
Multicurrency is On * (multiplied) current exchange rate).
The difference between the old functional amount and the new functional
amount will be posted to the General Ledger as leave Adjustment to the new
leave Accrual account and Organization.
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» The Old Leave balance is derived as an actual total of amounts from the Leave History
records.
» The Current Leave Amount is calculated the same way as in True Up:
» employee’s total Leave Hours * (multiplied) by the current Hourly rate (and if Multicurrency
is On * (multiplied) current exchange rate).
» The difference between the old functional amount and the new functional amount will be
posted to the General Ledger as leave Adjustment to the new leave Accrual account and
Organization.
Reconciling Leave by Employee - Balance Transfer Calculation
Appendix 1
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This process is the main clean up tool in Leave and Labor when
Multicurrency is enabled. It is recommended that you run it at least once a
month, or even every time you post leave accruals.
it transfers employee leave balance to a new transactional currency if there
was a change in currency in the Employee Salary Information.
it updates leave amounts according to the latest exchange rate, and
it makes sure that the Realized Gain and Loss amounts (calculated when
posting timesheets with leave charges) are as precise as they should be.
The importance of Reconciling Leave regularly when Multicurrency is On
Appendix 1
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If there are any external tools bringing in Leave data to Costpoint, all
Multicurrency related fields must be populated with correct and meaningful
values even when Multicurrency is not enabled.
Contact support to receive the list of fields, and the values that go into
those fields.
Currency fields REMINDER!!!
Appendix 2
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Anew error report was added in 2019 to address numerous clients data
issues. All the errors and explanations are listed below.
Condition Type Message
1 The employee has an EMPL_LV_BAL record
where:
o Beg Balance Hours is not = 0.00
o Beg Balance Amount is = 0.00
Error Data issue (ELB). Beginning Balance Amt is 0.00 but
Beginning Balance Hours is not. Contact Deltek Support.
2 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where:
o Transactional Beg Balance Amount is not = 0.00
o Functional Beg Balance Amount is = 0.00
Error Data issue (ELB). Beginning Balance Functional Amt is
0.00 but Beginning Balance Transaction Amt is not.
Contact Deltek Support.
3 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where:
o Transactional Beg Balance Amount is = 0.00
o Functional Beg Balance Amount is not = 0.00
Error Data issue (ELB). Beginning Balance Transaction Amt is
0.00 but Beginning Balance Functional Amt is not. Contact
Deltek Support.
Appendix 2 - continue
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4 The employee has an EMPL_LV_BAL record
where:
o YTD Accrued Hours is not = 0.00
o YTD Accrued Amount is = 0.00
Error Data issue (ELB). YTD Accrued Amt is 0.00 but YTD
Accrued Hrs is not. Contact Deltek Support.
5 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where:
o Transactional YTD Amount is not = 0.00
o YTD Accrued Func Amount is = 0.00
Error Data issue (ELB). YTD Accrued Functional Amt is 0.00
but YTD Transaction Accrued Amt is not. Contact Deltek
Support.
6 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where:
o Transactional YTD Amount is = 0.00
o YTD Accrued Func Amount is not = 0.00
Error Data issue (ELB). YTD Accrued Transaction Amt is 0.00
but YTD Functional Accrued Amt is not. Contact Deltek
Support.
7 The employee has an EMPL_LV_BAL record
where:
o Deferred Beg Balance Hours is not = 0.00
o Deferred Beg Balance Amount is = 0.00
Error Data issue (ELB). Beginning Balance Deferred Amount is
0.00 but Beginning Balance Deferred Hours is not.
Contact Deltek Support.
Appendix 2 - continue
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8 Multicurrency is enabled
The employee has an EMPL_LV_BAL record where:
o Deferred Beg Balance Trans Amount is not = 0.00
o Deferred Beg Balance Func Amount is = 0.00
Error Data issue (ELB). Beginning Balance Deferred Functional Amt is
0.00 but Beginning Balance Deferred Transaction Amt is not.
Contact Deltek Support.
9 Multicurrency is enabled
The employee has an EMPL_LV_BAL record where:
o Deferred Beg Balance Trans Amount is = 0.00
o Deferred Beg Balance Func Amount is not = 0.00
Error Data issue (ELB). Beginning Balance Deferred Transaction Amt is
0.00 but Beginning Balance Deferred Functional Amt is not. Contact
Deltek Support.
10 The employee has an EMPL_LV_BAL record where:
o YTD Deferred Hours is not = 0.00
o YTD Deferred Amount is = 0.00
Error Data issue (ELB). YTD Deferred Amt is 0.00 but YTD Deferred Hrs
is not. Contact Deltek Support.
11 Multicurrency is enabled
The employee has an EMPL_LV_BAL record where:
o YTD Deferred Func Amount is = 0.00
o YTD Deferred Trans Amount is not = 0.00
Error Data issue (ELB). YTD Deferred Functional Amt is 0.00 but YTD
Transaction Deferred Amt is not. Contact Deltek Support.
Appendix 2 - continue
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12 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where:
o YTD Deferred Func Amount is not = 0.00
o YTD Deferred Trans Amount is = 0.00
Error Data issue (ELB). YTD Deferred Transaction Amt is
0.00 but YTD Functional Deferred Amt is not. Contact
Deltek Support.
13 The employee has an EMPL_LV_BAL record
where:
o YTD Used Hours is not = 0.00
o YTD Used Amount is = 0.00
Error Data issue (ELB). YTD Used Amt is 0.00 but YTD Used
Hrs is not. Contact Deltek Support.
14 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where:
o YTD Trans Used Amount is = 0.00
o YTD Func Used Amount is not = 0.00
Error Data issue (ELB). YTD Used Functional Amt is 0.00 but
YTD Transaction Used Amt is not. Contact Deltek
Support.
15 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where:
o YTD Func Used Amount is not = 0.00
Error Data issue (ELB). YTD Used Transaction Amt is 0.00
but YTD Functional Used Amt is not. Contact Deltek
Support.
Appendix 2 - continue
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16 Multicurrency is enabled
The employee has an EMPL_LV_BAL record where:
o Avg Functional Amt is equal to 0.00
o YTD Accrued Amount is not equal to 0.00AND/OR
The employee’s YTD Accrued Trans Amount is not equal
to 0.00
AND/OR
The employee’s YTD Used Amount is not equal to 0.00
AND/OR
The employee’s YTD Trans Used Amount is not equal to
0.00
Error Data issue (ELB). Missing Avg Functional
Amt. Contact Deltek Support.
17 Multicurrency is NOT enabled
The employee has an EMPL_LV_BAL record where:
o Beg Balance Func Amount is not equal to the Beg Balance
Transactional Amount
Error Data issue (ELB). Beginning Balance
Functional and Transaction Amts are not
equal. Contact Deltek Support.
18 Multicurrency is NOT enabled
The employee has an EMPL_LV_BAL record where:
o YTD Accrued Func Amount is not equal to the YTD Accrued
Transactional Amount
Error Data issue (ELB). YTD Accrued Functional
and Transaction Amts are not equal. Contact
Deltek Support.
Appendix 2 - continue
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19 Multicurrency is NOT enabled
The employee has an EMPL_LV_BAL record where:
o YTD Used Func Amount is not equal to the YTD Used
Transactional Amount
Error Data issue (ELB). YTD Used Functional and
Transaction Amts are not equal. Contact
Deltek Support.
20 Multicurrency is NOT enabled
The employee has an EMPL_LV_BAL record where:
o Deferred Func Amount is not equal to the Deferred
Transactional Amount
Error Data issue (ELB). YTD Deferred Functional
and Transaction Amts are not equal. Contact
Deltek Support.
21 The employee has an EMPL_LV_BAL record where:
o Accrual Project is NULL
An Accrual Project is assigned to the leave type in the
Manage Leave Types screen
Error Data issue (ELB). No Accrual Project. Contact
Deltek Support.
22 The employee has an EMPL_LV_BAL record where:
o Expense Project is NULL
An Expense Project is assigned to the leave type in the
Manage Leave Types screen
Error Data issue (ELB). No Expense Project.
Contact Deltek Support.
Appendix 2 - continue
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2
3
The employee has an EMPL_LV_BAL record where:
o Accrual Account is NULL
An Accrual Account is assigned to the leave type in the
Manage Leave Types screen
Error Data issue (ELB). No Accrual Account. Contact
Deltek Support.
2
4
The employee has an EMPL_LV_BAL record where:
o Accrual Organization is NULL
An Accrual Account is assigned to the leave type in the
Manage Leave Types screen
Error Data issue (ELB). No Accrual Org. Contact
Deltek Support.
2
5
The employee has an EMPL_LV_BAL record where:
o Expense Account is NULL
Error Data issue (ELB). No Expense Account. Contact
Deltek Support.
2
6
The employee has an EMPL_LV_BAL record where:
o Expense Organization is NULL
Error Data issue (ELB). No Expense Org. Contact
Deltek Support.
Appendix 2 - continue
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27 The employee has at least one EMPL_LV_HIST record where Accrual Account
is NULL
An Accrual Account is assigned to the leave type in the Manage Leave Types
screen
Error Data issue (ELH). No Accrual Account, but one
assigned to leave type. Contact Deltek Support.
28 The employee has at least one EMPL_LV_HIST record where Accrual
Organization is NULL
An Accrual Account is assigned to the leave type in the Manage Leave Types
screen
Error Data issue (ELH). No Accrual Org, but accrual
account assigned to leave type. Contact Deltek
Support.
29 The employee has at least one EMPL_LV_HIST record where Expense Account
is NULL
Error Data issue (ELH). No Expense Account. Contact
Deltek Support.
30 The employee has at least one EMPL_LV_HIST record where Expense
Organization is NULL
Error Data issue (ELH). No Expense Org. Contact Deltek
Support.
31 The employee has at least one EMPL_LV_HIST record where Accrual Account
is not NULL
An Accrual Account is not assigned to the leave type in the Manage Leave
Types screen
Error Data issue (ELH). Accrual Account exists, but no
Accrual Account assigned to Leave Type. Contact
Deltek Support.
32 The employee has at least one EMPL_LV_HIST record where Accrual
Organization is not NULL
Error Data issue (ELH). Accrual Org exists, but no Accrual
Account assigned to Leave Type. Contact Deltek
Appendix 2 - continue
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33 The employee has at least one EMPL_LV_HIST
record where:
o Record Type is ‘LVTRANSFERIN’
There is no EMPL_LV_BAL record for the same
Employee, Leave Type, and Leave Year where
the Beg Balance Transferred Flag = ‘Y’
Error Data issue (ELH). A ‘Leave Transfer In’ (LVTRANSFERIN)
record exists, but no beg bal record. Contact Deltek
Support.
34 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where Beg Balance Currency Code is NULL or
equal to a space
Error Data issue (ELB). Missing Currency Code. Contact Deltek
Support.
35 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where Beg Balance Rate Group ID is NULL or
equal to a space
Warning Possible data issue (ELB). Missing Rate Group. Contact
Deltek Support.
36 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where:
o EMPL_LV_BAL.bb_trn_crncy_dt is NULL or
equal to a space
Error Data issue (ELB). Missing Currency Date. Contact Deltek
Support.
Appendix 2 - continue
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37 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where:
o EMPL_LV_BAL.bb_trn_to_eur_rt is NULL or 0
(zero)
Error Data issue (ELB). Missing Tran-to-Euro Rate. Contact
Deltek Support.
38 Multicurrency is enabled
The employee has an EMPL_LV_BAL record
where:
o EMPL_LV_BAL.bb_eur_to_func_rt is NULL or 0
(zero)
Error Data issue (ELB). Missing Euro-to-Func Rate. Contact
Deltek Support.
39 Multicurrency is enabled
The employee has at least one record in the
EMPL_LV_HIST table where Currency Code is
NULL or equal to a space
Error Data issue (ELH). Missing Currency Code. Contact Deltek
Support.
40 Multicurrency is enabled
o The employee has at least one record in the
EMPL_LV_HIST table where Rate Group ID is
NULL or equal to a space
Warning Possible data issue (ELH). Missing Rate Group. Contact
Deltek Support.
Appendix 2 - continue
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41 Multicurrency is enabled
The employee has at least one record in the
EMPL_LV_HIST table where Currency Date is
NULL or equal to a space
Error Data issue (ELH). Missing Currency Date. Contact Deltek
Support.
42 Multicurrency is enabled
The employee has at least one record in the
EMPL_LV_HIST table where:
o EMPL_LV_HIST.trn_to_eur_rt is NULL or 0
(zero)
Error Data issue (ELH). Missing Tran-to-Euro Rate. Contact
Deltek Support.
43 Multicurrency is enabled
The employee has at least one record in the
EMPL_LV_HIST table where:
o EMPL_LV_HIST.eur_to_func_rt is NULL or 0
(zero)
Error Data issue (ELH). Missing Euro-to-Func Rate. Contact
Deltek Support.
The end of Error report messages.