Event 1 Knowledgebase

Full Message

Contract invoice is linked to a future change order.  This is not allowed by Prolog Manager business-rules.  The date of cost period of the invoice would be [Period] ([From Date] to [To Date]).  The date of subcontract CO [SCO Number] (contract [Contract Number], project [Project Number]) is [SCO Date].

Background

This message is reported when a Sage Timberline Office cost transaction is found that references a line item on a JC Commitment that was added via a JC Commitment Change Order and where the date of the originating Subcontract CO is in a future Cost Period relative to the Cost Period for the Contract Invoice that would be created.  This is based on a business rule that Prolog Manager enforces which does not permit a Contract Invoice to be created in a given Cost Period if the invoice needs to be applied to a change order that has a date that would fall in a future Cost Period.  In essence, the Prolog business rule states that the cost cannot be recorded because, chronologically, it would be related to a change that has not occurred yet.  Sage Timberline Office does not have any such business rule and so it is possible to record invoices in Sage Timberline Office Accounts Payable and relate them to any item on the Commitment regardless of the date of any related Commitment CO.

Resolution

There are two ways to resolve this issue:

Option 1 - Change the Invoice Date

In this case, the date that must be changed resides in Sage Timberline Office.  The date must be changed such that it falls within the same cost period as the date of the Subcontract CO.  The specific date that needs to be changed is dependent on the Invoice Date selection in the Integrator Cost Settings window.  To determine this value, open the Cost Settings window and click the Contract Costs tab.  Review the value in the Invoice Date box to determine which date in Sage Timberline Office must be changed.  The options are Accounting Date and Invoice Date.  In either case, the change to the date must be made via Accounts Payable using the Change Invoices task.  Once the change has been made, transactions must be posted in Job Cost.

Option 2 - Change the Subcontract CO Date

In this case, the date that must be changed resides in Prolog Manager.  The date of the Subcontract CO must be changed such that it falls within the same cost period (or before) as the invoice to be created.  Open the Subcontract CO window and select the record to be changed.  Change the value in the Date field to a date that falls within the cost period of the invoice or before.

After utilizing one of the two methods above, run the Determine Modifications task for Costs and confirm that the rejection message no longer appears for the invoice.