PB Admin - Manually Force Data to New Time Period

Applies to: PB Admin


There are multiple reasons as to why there may be need to manually force data in between time periods. Please note that these instructions talk about time period, and focuses exclusively on Budget Data and not Budget Form. The original cause for this functionality is to manually force data from the time period that is picked up in CORE interfaces to one where this process is complete; the reason for this is because the piece of the script that does this movement did not execute, and caused the same documents to be created each night in perpetuity. All examples below are for that scenario.

Scenario goal: Move all CY_SB_900 data to CY_SB_950, leaving all other *900 time periods untouched.

Determine Affected Requests, Export


Identify what Bill Number and Request codes were affected; what entries got "stuck" in CY_SB_900, and then export that data from DCM as a backup / tool for building out the new necessary lines. 

FSU or CORE Ops Team Informs

The FSU or CORE Ops team will inform PB Admin that there is a problem with the interface, and action is required from PB Admin to fix. Ideally, this information will be presented along with Bill #'s and Request Codes affected. These instructions assumes all lines within those requests are stuck in CY_SB_900

Export CY_SB_900 from DCM Tool

Log in to PB and click on Utilities > DCM Maintenance. From this screen, search for CY_SB_900 and no other search parameters


After performing this search, your resulting count of lines should match the sum of the count of lines from all affected requests. Export this data using the View as CSV button in this screen - save the file locally on your computer, as it will be used to create new lines. 

Create New Lines in 950


You will now create new lines, matching existing lines, but configured to time period CY_SB_950. This process will be completed before any existing lines are deleted. We cannot modify the original lines because you can only modify the $ amounts tied to a line, not the chart of accounts being used to book the entry. 

New Line Creation - Setup

To create a new line, click on "New Item" from the DCM header. When the screen loads, you will be presented with a series of blank fields.

To begin, input 0 (zero) into various fields that are not being used. Doing this first will save you time to think of only the fields that are actually used

New Line Creation - Populate

Fill in all blanks (except "reason for change", if none existed before) with the correct coding from the exported CSV, 1 line at a time. Input the $ Amount and make sure that the Time Period is set to CY_SB_950. The exported CSV you have will show that the data was in CY_SB_900; the time period is the only field that will not match what you exported originally.  Once complete, click Save > Wait for Confirmation > Exit by clicking on DCM Selection Maintenance on top menu bar to return to DCM screen. Repeat this process for all lines, 1 at a time. 

Validation

Double check your data by going back to DCM screen, and searching for the Bill # and "CY_SB_9*" (asterix wildcard) time period. For the first bill # / request being reviewed, your results here should be double the counts of lines that originally existed, and each line that exists in CY_SB_900 has a duplicate twin in CY_SB_950. When pairing each of these entries, validate all chart of accounts and $ amounts. 


Delete Deprecated Lines


Now that we've created matching lines in CY_SB_950, we need to get rid of the deprecated lines that still exist in CY_SB_900. This process is much easier if the only things living CY_SB_900 are the failed requests that must be adjusted. If this is the case, simply go to the DCM tool, and Search > Time Period CY_SB_900

If the above is true, and all matches, simply Select All Lines > Delete Item

If you Search > CY_SB_9* the only results should live in CY_SB_950, confirming the task is complete and the stage 900 data pieces are gone. 

















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