Embedded Files
Process Group/Policy Details
Subject: Cost Allocation
Process Group: Reverse Allocations
Title of Policy: CAlloc Reverse Allocations
Effective Date: 07/01/2014
Approved/Revision Date: 07/01/2014
Approved by: State Controller
Process Group Description:
This process group includes Reverse Allocations.
Rationale or background to policy:
When a Cost Allocation transaction is posted it is sometimes necessary to reverse the last allocation transaction to either correct it or it might be an accumulating allocation. Some allocations need to be redone each month where the costs or revenues accumulate usually from the beginning of a fiscal year. The last allocation needs to be reversed in order to reallocate using the latest pool total and/or basis.
Policy Statement:
CAlloc.PO.05 CAlloc Reverse Allocations
Departments shall use the procedures outlined below to reverse cost allocation. The last CA transaction that was processed for a given allocation ID can be reversed using the mode for reversal. Only the previous CA transaction can be reversed.
Procedures:
CAlloc.PR.05.01
Process the Cost Allocation Batch Jobs
1. Process the Offline Validation Run Mode and specify parameters in the CAPA Table
Assumption: The nightly Ledger Engine batch process is running.
- Navigate to the Secondary Navigation panel on the Home Page
- Select Search
- Select Report Search
- Click on the Folder drop-down and select Reports – CA
- Click Browse
- Click the Cost Allocation Process hyperlink
- Click the Schedule New Job hyperlink
- Click Save (the system automatically generates a Job ID)
- Click the Setup Parameters hyperlink
- Click the Setup Custom Parameters hyperlink
- Click Insert
- Enter Parameter Id = Enter the Parameter Id with the first letter of the Cabinet
- Select Run Mode = Offline Validation
- Select Run Cycle = Multiple
- Select Allocation Id = Select the Allocation Id with the first letter of the appropriate Cabinet that was set up on the ALOC table
- Select Selection APD
- Enter Period
- Select Data Source = 17 (Cost Allocation Ledger)
- Click Retain FY
- Enter Offline Validation Date = Today’s date using the format of XX/XX/XXXX
- Click Save
- Click OK (the Parameter ID appears as the Parameter Value)
- Click OK
- Click Submit Request
- Click View Pending Jobs
- Click Verify Job Running until the Run Status is Complete
- Click Report Search
- Click on the Folder drop-down and select Reports – CA
- Click Browse
- Click the Cost Allocation Process hyperlink
- Locate the job with your User ID with today’s date and a Return Code of Successful and click the View Report(s) hyperlink
- Click the View PDF hyperlink for the COA Editing Report and view the results (the report might appear as an additional window on the Internet Browser)
- Repeat the step above for the Validation Exception Report and the PBDF Verification Report
- Close the report
- Click OK
2. Process the Base Accumulation Run Mode and specify parameters in the CAPA Table
- Click the Schedule New Job hyperlink
- Click Save (the system automatically generates a Job ID)
- Click the Setup Parameters hyperlink
- Click the Setup Custom Parameters hyperlink
- Highlight the appropriate Parameter Id
- Select Run Mode = Base Accumulation
- Click Save (the Run Mode in the top grid changed from Offline Validation to Base Accumulation)
- Click OK (the Parameter ID appears as the Parameter Value)
- Click OK
- Click Submit Request
- Click View Pending Jobs
- Click Verify Job Running until the Run Status is Complete
- Click Report Search
- Click on the Folder drop-down and select Reports – CA
- Click Browse
- Click the Cost Allocation Process hyperlink
- Locate the job with your User ID with today’s date and a Return Code of Successful and click the View Report(s) hyperlink
- Click the View PDF hyperlink for the Base Accumulation Report and view the results (the report might appear as an additional window on the Internet Browser)
- Repeat the step above for the Base Accumulation Exception Report
- Close the report
- Click OK
3. Process the Compute Allocation Run Mode and specify parameters in the CAPA Table
- Click the Schedule New Job hyperlink
- Click Save (the system automatically generates a Job ID)
- Click the Setup Parameters hyperlink
- Click the Setup Custom Parameters hyperlink
- Highlight the appropriate Parameter Id
- Select Run Mode = Compute Allocation
- Click Save (the Run Mode in the top grid changed from Base Accumulation to Compute Allocation)
- Click OK (the Parameter ID appears as the Parameter Value)
- Click OK
- Click Submit Request
- Click View Pending Jobs
- Click Verify Job Running until the Run Status is Complete
- Click Report Search
- Click on the Folder drop-down and select Reports – CA
- Click Browse
- Click the Cost Allocation Process hyperlink
- Locate the job with your User ID with today’s date and a Return Code of Successful and click the View Report(s) hyperlink
- Click the View PDF hyperlink for the Expansion Exception Report and view the results (the report might appear as an additional window on the Internet Browser)
- Close the report
- Repeat the step above for the Pool View Report, the Base View Report, and the Summarization Report
- Close the report
- Click OK
4. Submit a request to the CGI Technical team for Generate Transaction
Send an email to: COERP_Technical_Team.west.us@cgi.com
Request the following:
Subject: Generate Transaction for Parameter ID # XXX with Allocation ID XXXX for Cost Allocation UAT
To Whom It May Concern,
Will you please process the update mode for the following:
Parameter ID = XXX
Run Mode = Generate Transaction
Allocation ID = XXXX
Transaction Code = CA
Prefix = CA
Trans Dept. = XAAA
5. Review the Cost Allocation (CA) Transaction
- Navigate to the Secondary Navigation panel on the Home Page
- Select Search
- Select Transaction Catalog
- Enter Code = CA
- Click Browse
- Highlight the ID hyperlink with today’s date and your User ID
- Click the Accounting tab
- Click the Accounting Line 1
- Click the Posting tab
- Click the Accounting tab and toggle back and forth between Accounting tab and Posting tab for Lines 2, 3 and 4
6. Submit a request to the CGI Technical team for Reversal
Send an email to: COERP_Technical_Team.west.us@cgi.com
Request the following:
Subject: Reversal for Parameter ID # XXX with Allocation ID XXXX for Cost Allocation UAT
To Whom It May Concern,
Will you please process the update mode for the following:
Parameter ID = XXX
Run Mode = Reversal
Allocation ID = XXXX
Transaction Code = CA
Prefix = CA
Trans Dept. = XAAA
7. Review the Cost Allocation (CA) Transaction
- Navigate to the Secondary Navigation panel on the Home Page
- Select Search
- Select Transaction Catalog
- Enter Code = CA
- Click Browse
- Highlight appropriate Id hyperlink
- Click the Accounting tab
- Click the Accounting Line 1
- Click the Posting tab
- Click the Accounting tab and toggle back and forth between Accounting tab and Posting tab for Lines 2, 3 and 4.
If the Reversal run mode is used, change the statistics in the STAT table, and process the Cost Allocation batch jobs again starting with the run mode of Offline Validation.
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