Use Checkout to search for errors in the database.

 

Step 1: Run Checkout

Search the database for errors.

Do this...

1. Open Connect Project Accounting > Organization > Checkout.

2. Select the options on the routine.

3. Click GO (CTRL+G).

The routine runs. It may take a few minutes depending on how many options you have selected.

 

Step 2: Review the Checkout report

Use the instructions on the Checkout report to fix the errors in the database. Some of the errors can be fixed by running Recalculate. The rest of the errors will need to be fixed by hand.  

How do I run Recalculate?

1. Use Organization > Recalculate.

2. Use the form to select the options for running the routine.

3. Click GO (CTRL+G).

 

Step 3: Rerun the Checkout report

When you're done fixing the errors listed on the Checkout report, rerun the Checkout report to make sure all of the errors have been resolved. When the Checkout report shows that the database is error free, then you're done.

 

Options

Report pending jobs waiting to be activated

Search for jobs when the job status is pending. A pending job is a job that is waiting for approval.

Do you want to search for pending jobs?

  • Yes, I want to search for pending jobs. Click to select Report Pending Jobs Waiting to be Activated.

  • No, skip this search. Click to deselect Report Pending Jobs Waiting to be Activated.

How do I fix this error?

Review the pending jobs list. Check for active jobs that are listed as pending. Use Connect Project Accounting > Jobs > Modify Existing Jobs to look up the job number and edit the job status.

Report preliminary closed jobs with uncompleted steps

This option will list preliminary closed jobs with required steps that have not been completed. A required step is a step that must be completed before the job is closed.

Do you want to search for closed jobs with uncompleted required steps?

  • Yes, I want to search for closed jobs with uncompleted required steps. Click to select Report Preliminary Closed Jobs with Uncompleted Steps.

  • No, skip this search. Click to deselect Report Preliminary Closed Jobs with Uncompleted Steps.

How do I fix this error?

Update the steps list to show the uncompleted steps have been completed. Use Connect Project Accounting > Jobs > Complete Job Steps to look up the job number. Now, search for required steps that have not been marked as completed but should be marked as completed. Click to select the Completed checkbox to show the step as completed.

Verify all inventory items in the pull list are valid

Important! This option is only available when the Materials Management interface is Caselle 4.x.

Use this option to validate all inventory items in the pull list to ensure the inventory items exist in Materials Management. An invalid inventory item is an item that is not included in Materials Management.

Do you want to search for invalid inventory items on the pull list?

  • Yes, I want to search the pull list for invalid inventory items. Click to select Verify Inventory Items in the Pull List are Valid.

  • No, skip this search. Click to deselect Verify Inventory Items in the Pull List are Valid.

How do I fix this error?

You have two options:

  • Add the missing inventory to the Materials Management database. Use Connect Materials Management > Inventory > Setup New Inventory to add the inventory item.

  • Remove the invalid items from the pull list. Use Connect Project Accounting > Organization > Recalculate to delete the invalid inventory items from the pull list. Next, use Connect Materials Management > Organization > Assemblies to update the pull list on the Inventory Items tab. Replace the invalid inventory item that has been removed with a valid inventory item.  

Verify all General Ledger accounts are valid

Important! This option is only available when the GL Interface is Caselle 4.x or Other.

This option will search for formatted accounts and GL account fields that are empty. A formatted account is invalid because the account should not be saved as a formatted value in the database.

Do you want to verify GL accounts?

  • Yes, I want to verify GL accounts. Click to select Verify All General Ledger Accounts are Valid.

  • No, skip this search. Click to deselect Verify All General Ledger Accounts are Valid.

How do I fix this error?

  • If the account has a formatted value, use Connect Project Accounting > Organization > Recalculate to remove the formatting from formatted accounts.

  • If the account has a blank, empty, or invalid value, use Connect Project Accounting to look up the record and enter a valid GL account.

Verify transactions have been updated to General Ledger through

Important! This option is only available when the GL Interface is Caselle 4.x.

This option will search for transactions that have not been updated to the General Ledger as of the selected date.

Do you want to search for un-updated transactions?

  • Yes, I want to search for un-updated transactions. Click to select Verify Transactions That Have been Updated to General Ledger Through. Then, select a period from the ...Updated to General Ledger Through field.

  • No, skip this search. Click to deselect Verify Transactions That Have been Updated to General Ledger Through.

How do I fix this error?

There are two reasons for this error: (1) The transaction has not been updated to the General Ledger, or (2) the transaction has been updated but the update flag has not been set to updated.

  • If the transaction HAS NOT been updated to the General Ledger, run Connect Project Accounting > Organization > Update General Ledger. Use the options on the form to select the transaction, or transactions, that need to be updated.

  • If the transaction HAS been updated to the General Ledger, run Connect Project Accounting > Organization > Recalculate to change the update flag to updated.

Verify formatted job numbers match the established job number mask in Organization

Important! This option is only available when the Job Number Mask in Organization is filled in.

This option searches the Job Number field for values that do not match the Job Number Mask. The Job Number Mask is displayed in parenthesis at the end of the field, like this

Do you want to search for invalid job numbers?

  • Yes, I want to search for invalid job numbers. Click to select Verify Formatted Job Numbers Match the Established Job Number Mask in Organization.

  • No, skip this search. Click to deselect Verify Formatted Job Numbers Match the Established Job Number Mask in Organization.

How do I fix this error?

Recommended. To fix the invalid job number, use Connect Project Accounting > Jobs > Change Job Numbers to replace the invalid job number with a valid job number.

To change the job number mask, use Connect Project Accounting > Organization > Organization to edit the Job Number Mask. Warning! Contact customer service before you use this option. Changing the Job Number Mask will impact the job number of every job in the database.

Verify all transactions have been updated from the interfaced applications

Use this option to search the interfaced applications for transactions that should be updated to the Project Accounting application. If the interface is available, this option will search for un-updated transactions in

  • Accounts Payable

  • Accounts Receivable

  • General Ledger

  • Materials Management

  • Payroll

  • Timekeeping
     

Transactions are updated to Project Accounting when you run [Application Name] > Organization > Update Project Accounting.

Do you want to search for un-updated transactions in interfaced applications?

  • Yes, I want to find un-updated transactions in interfaced applications. Click to select Verify All Transactions Have Been Updated from the Interfaced Applications. Do you want to limit this search to un-updated transactions for preliminary closed jobs? A preliminary closed job is the first step in the job closing process. Click Verify Only Preliminary Closed Jobs to limit the search to jobs in the preliminary closed phase. Do not click Verify Only Preliminary Closed Jobs to include all open jobs and preliminary closed jobs.

  • No, skip this search. Click to deselect Verify All Transactions Have Been Updated from the Interfaced Applications.

How do I fix this error?

Open [application name] > Organization > Update Project Accounting. Change the Selection Criteria to show the job number, or job numbers, listed on the Checkout Error report. Then, click GO (CTRL+G) to run the routine.