Recalculating Actuals with the Actuals Verifier

To check if actuals are correct, you can verify them using the Actuals Verifier. If there differences between actuals, you can:

• Correct the differences manually, and then verify actualsTotals for a given time period. again.
• Recalculate the actuals for a specific projectA collection of activities and related items to be managed over a defined time range, such as timecards, expenses, milestones and budgets. or resourceA contact that works on a project., if the differences are only found for that project or resource. See Recalculating Resource and Project Actuals.
• Delete all actuals and recalculate them.

Note: We recommend that you contact your FinancialForce.com PSA consultant, or FinancialForce.com Customer Support before carrying out any of these procedures.

Warning: Only click Delete All Actuals if this is the only way to resolve the differences in your actuals. This process deletes all actuals records in your org, not just the records that you verified. You cannot stop or reverse the process. We recommend that you allow a day to recalculate medium to large data sets. During this time PSA is read-only, which means that users cannot create records, such as timesheets, expense records, staffing and billing.

Verifying Actuals

Before verifying actuals:

1. Schedule down time and notify users when PSA is to be unavailable.
2. If PSA is configured to calculate actuals in scheduled mode, unschedule existing scheduled batch jobs that process transaction deltaA record of an unprocessed transaction that has been queued for processing. records and actualsTotals for a given time period.. Make a note of the processes so that you can reschedule the jobs when finished verifying actuals.
3. If PSA is configured to calculate actuals in scheduled mode, process any unprocessed transaction deltas.

To process unprocessed transaction deltas:

1. Click the Actuals Verifier tab.
2. If there are unprocessed transaction deltas, click Process to process them.

To verify actuals:

1. In the Actuals Verifier tab, click Lock Actuals.
2. Select the scope for the verification:
   • Select Region, Practice, Group, Project or Resource. If you want to verify actuals for all projects or resources, select the Include all projects or Include all resources checkbox.
   • Select the time period. If you want to include all time periods between the start and end dates of the selected objects, select the checkbox.
     Tip:

     You only need to verify actuals on the objects for which you think there might be differences.
3. Click Check Verification Scope. You can only verify 10,000 records.

   If you have too many records and you selected Global Region, or the Include all projects or Include all resources checkboxes, try selecting a single option to return fewer results.

4. Click Start Verification. The Verification Results are displayed.
   • To view the differences:
     1. Click the link in the results text.
     2. Review the highlighted differences in the table.

     

     Click this image to expand it.

   • If there are no differences, or if you want to resolve the differences later:
     1. Click Return to Actuals Verifier.
     2. Click Unlock Actuals.
     3. If PSA is configured to calculate actuals in scheduled mode, reschedule the batch jobs that you unscheduled earlier.
     4. Notify users that PSA is available again.

Deleting Actuals

Warning:

We recommend that you only delete and recalculate all actuals as a last resort. All actuals records in the organization will be deleted, not just the ones that you verified. You cannot stop or reverse this step.

To delete all actuals and recalculate them:

1. If you previously verified actuals but then removed the verification actuals, verify actuals again on the objects and time periods on which you suspect there to be inconsistencies.
   
2. If PSA is configured to calculate actuals in scheduled mode, disable the following triggers using the configuration options in the ASM TriggersAutomated Services Manager Triggers. ASM triggers execute certain behavior in PSA. ASM triggers are controlled by the fields in the Triggers custom setting and the configuration options in the ASM configuration group. configuration groupA collection of configuration options contained in the configuration groups tab that defines behavior of a FinancialForce PSA object or feature.:
   • handleRegionTrigger.RegionalActualsChange
   • handlePracticeTrigger.PracticeActualsChange
   • handleGroupTrigger.GroupActualsChange
   • handleProjectTrigger.ProjectActualsChange
   • handleResourceTrigger.ResourceActualsChange
3. Click Delete All Actuals.
4. Click Calculate All Actuals. This could take several hours depending on the data in your org.
5. Enable the triggers in the ASM TriggersAutomated Services Manager Triggers. ASM triggers execute certain behavior in PSA. ASM triggers are controlled by the fields in the Triggers custom setting and the configuration options in the ASM configuration group. configuration group that you disabled earlier.
6. Click Unlock Actuals on the Actuals Verifier tab.
7. Notify users that PSA is available again.
8. Do one of the following, to copy all new actuals values to their parent region, practice, group, project or resource:
   • Use the Data Loader to select the Action: Update Current Time Period checkboxes and clear the Time Period fields on the region, practice, group, project or resource.
   • Schedule the RPGPRMaintenanceSchedule Apex class with start and end dates in the near future.
9. If PSA is configured to calculate actuals in scheduled mode, reschedule the batch jobs that you unscheduled earlier.