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

Deltek, Inc. All Rights Reserved. 2

» 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



» 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:

CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 5

» 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


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


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



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


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.



» 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



» 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


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.


» 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:


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.



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.



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


» 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.


» 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


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.


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.


» 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.



» 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


» 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. Balance Transfer calculation.


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.


» 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


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


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


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.



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



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.



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.



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.


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.





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.




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.



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.





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.


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.



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.



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.





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


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.



o YTD Accrued Func Amount is not equal to the YTD Accrued


Error Data issue (ELB). YTD Accrued Functional

and Transaction Amts are not equal. Contact

Deltek Support.





o YTD Used Func Amount is not equal to the YTD Used


Error Data issue (ELB). YTD Used Functional and

Transaction Amts are not equal. Contact

Deltek Support.



o Deferred Func Amount is not equal to the Deferred


Error Data issue (ELB). YTD Deferred Functional

and Transaction Amts are not equal. Contact

Deltek Support.


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.


o Expense Project is NULL

An Expense Project is assigned to the leave type in the


Error Data issue (ELB). No Expense Project.




2

3


o Accrual Account is NULL

An Accrual Account is assigned to the leave type in the


Error Data issue (ELB). No Accrual Account. Contact

Deltek Support.

2

4


o Accrual Organization is NULL

An Accrual Account is assigned to the leave type in the


Error Data issue (ELB). No Accrual Org. Contact

Deltek Support.

2

5


o Expense Account is NULL

Error Data issue (ELB). No Expense Account. Contact

Deltek Support.

2

6


o Expense Organization is NULL

Error Data issue (ELB). No Expense Org. Contact

Deltek Support.



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



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.



where Beg Balance Currency Code is NULL or

equal to a space

Error Data issue (ELB). Missing Currency Code. Contact Deltek

Support.



where Beg Balance Rate Group ID is NULL or

equal to a space

Warning Possible data issue (ELB). Missing Rate Group. Contact

Deltek Support.



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.





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.



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.


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.


o The employee has at least one record in the

EMPL_LV_HIST table where Rate Group ID is


Warning Possible data issue (ELH). Missing Rate Group. Contact

Deltek Support.





EMPL_LV_HIST table where Currency Date is


Error Data issue (ELH). Missing Currency Date. Contact Deltek

Support.



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.



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.

HCM-10...it transfers employee leave balance to a new transactional currency if there was a change...

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