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[Bruce Rankin]

Hi –

We have a customer that needs to close over 3000 projects. We’re able to mass update project status in the PA01201 table to ‘Completed’, but so far have been unable to find a way of closing all of the projects simultaneously using the Project Closing screen. We’re trying to avoid closing them one at a time if possible. Does anyone have any experience successfully accomplishing this? 

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Thanks,

Bruce Rankin
Paradigm Technology Consulting
Allentown NJ
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[Thaddeus Suter]

It depends….if the Projects are FP or CP then you would not want to Close them by a SQL update because you would not be able to create the Closing Journal Entry even if you were able to test the PA closing checklist parameters by SQL.

If the Projects are T&M you can Close via SQL update as there is no Journal Entry created, however you should test the closing checklist parameters in your script unless the Override Checklist for T&M Closing is marked. Even then I would test for Retainer as it can be problematic if not resolved prior to Close.

In either case, there is no function in the Project Closing window to Mark All Projects.

Follows is a Screenshot of the Closing Checklist that would be incorporated into your SQL update and Close only those T&M that meet the test.
You can do this in SQL because unlike most other GP modules, PA does not drop the records and move  them to a history table(s) on close. They stay in the same tables open or closed. There is no move to History thus making updates more easy.

Probably you should have your VAR do this unless you are very familiar with PA and its tables but the answer is yes for T&M working thru the Closing Checklist as needed.

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Thaddeus Suter
Retus, Inc
HELOTES TX
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[Bruce Rankin]

Thaddeus –

Thanks for the quick response. These are all T&M (and they only use T&M), so that’s encouraging. Would the plan in this case be to mark all their statuses as ‘Completed’ in the PA01201 table, and then replicate the processes listed on the checklist through SQL? And if that is the case, are you aware of any resource where these are spelled out in detail (SQL tables, fields to update, etc.)?

Thanks for your help.

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Bruce Rankin
Paradigm Technology Consulting
Allentown NJ
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[Thaddeus Suter]

For T&M, PASTAT gets updated in PA01101, PA01201, and PA01301. All Budgets are to be Closed for a Project to be Closed. All Projects are to be Closed for a Contract to be Closed.  Same for Completed but a Project may be Completed without Completing all Budgets. Not for Closing however.
If the Closing checklist is completed for T&M there is no Journal Entry so the Sql script is easy. Update the appropriate table PASTATs for the affected Contracts, Projects and Budgets.
If the Closing Checklist is not complete it can be a bad idea to sql Close such as leaving stranded Unbilled AR and Unbilled Revenue or unposted Transactions or even uncanceled/unreceived POs. These specific transactions are dependent upon your company’s use and configuration of PA.

The core GP Closing uses PA01201, PA13200, PA00402, and PA10601/POP10110 to test  the Closing Checklist items. It writes a record in to PA11900 and PA11901 pre Close however a GP weakness is it does not identify for you which Cost transaction or PO or Billing, Retainer etc. is not completed.
Typically we write a script which cursors the appropriate  transaction tables and writes the offending records to a Temp/Custom table so the problem records can be seen such as in Smartlist. Then the Project Transactions etc. can be more easily addressed in the UI and the issue corrected before Closing.

Some people just choose to override the Closing Checklist and force Close the Contracts Projects and Budgets.
This depends on your company situation and how you post the GL so it could possibly not even matter.

Some people even just clear them out altogether (delete/remove) after a period of time. Contract, Project, Budgets and corresponding Transactions.

Your best reference for all PA tables and fields remains the GP SDK for PA. It is current for GP2015 and nothing has changed recently pertaining to the PA Close.

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Thaddeus Suter
Retus, Inc
HELOTES TX
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[Bruce Rankin]

This is great. Thanks for pulling this all together. I’m going to start some testing, but I may be back with some more questions. I appreciate the assistance.

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Bruce Rankin
Paradigm Technology Consulting
Allentown NJ
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