Control accounts

Control accounts are used to ensure the reporting of contract expenditure and commitment is consistent across contracts in the project/dept. See Contract breakdown items for more information.

You can add control accounts for a project/dept by manually creating them or by importing an Excel document containing the items.

Who can view and maintain a project/dept's control accounts?

Any user who is one of the following can view a project/dept's control accounts:

• A Project Administrator.

• A member of the project/dept team.

• A user with the View all Business Unit Projects & Tenders permission, who is either a member of the business unit or has the Access Across All Business Units permission.

View the control accounts for a project/dept

1. Open the navigation bar. If necessary, click the Manage tab.

2. From the Admin menu, select Project/Dept Maintenance.

   The Project/Dept Maintenance page is displayed.

3. Click the icon for the Project/Dept whose lookup values you want to view.

   The Lookup Lists page is displayed.

4. Select Control Accounts from the drop-down list.

Manually adding a control accounts to a project/dept

5. On the Lookup Lists page for the project/dept, select Control Accounts from the drop-down list.

6. Click Actions and select Add Control Account.

   The Add Lookup Value page is displayed.

7. Enter information as required in the relevant fields.

   Note Fields marked with an asterisk are required.

   • Control Account Code: The code for the control account. Must be unique in the project/dept.

   • Control Account Name: The name of the control account. If the system supports more than one language, you can enter a translation of the name in each language.

8. Click Save.

   The Lookup Lists page is displayed, showing the new control account.

Import control accounts

You can add control accounts by importing an Excel document containing the items. The template for the Excel document can be downloaded from within AVEVA Contract Risk Management (see Download the template below).

When a document of control accounts is imported, the following happens:

9. The document is uploaded to AVEVA Contract Risk Management. If the document is very large, this may take some time.

10. Once the document upload is complete, the document is processed.

11. If the document itself has errors, e.g. if it is blank or does not have the correct fields, its control accounts are not processed.

    If the document is valid, each row in the document is processed to create a control account. If the row has errors, e.g. a value is invalid, the control account is not created. Otherwise, a new control account is added to the project/dept and is visible after you refresh the Control Accounts page.

12. If any errors occurred during processing, a notification email is sent once the document and/or all control accounts have been processed, a notification is displayed on the navigation bar, and an entry with the status of Errors is recorded in the import log.

    If all the control accounts are processed successfully, a notification email is sent, a notification is displayed on the navigation bar, and an entry with the status of Success is recorded in the import log.

    See Notifications for information about viewing and managing the notification in the navigation bar.

Download the template

13. On the Lookup Lists page for the project/dept, select Control Accounts from the drop-down list.

14. From the Actions menu, select Download Template for Control Accounts.

15. When prompted, open or save the Excel file.

Template Columns

Note Fields marked with an asterisk are required.

Import control accounts from an Excel file:

16. On the Lookup Lists page for the project/dept, select Control Accounts from the drop-down list.

17. From the Actions menu, select Import Control Accounts.

    The Import Control Accounts window is displayed.

18. Click Choose Files to select the documents of control accounts to add. You can also drag and drop documents from Windows Explorer.

    Note Only .xlsx files are supported.

    Warning If there are problems with any of the selected documents, you cannot upload them. Errors are indicated by a red warning triangle . Move the mouse over the icon to see an explanation of the error, and make the correction before trying to upload the documents.

    You can click to remove a single document, or click Remove All to remove all of them.

19. Click Add x Files to import the documents to AVEVA Contract Risk Management.

    A confirmation message is displayed to let you know that you will be notified (by email and a notification in the navigation bar) once the processing has completed and all possible control accounts have been added to the project/dept.

    Progress bars display the progress of the document uploads. If the uploads are taking too long, you can click Cancel to stop the upload of any documents which have not yet successfully been uploaded. This button is only visible when there are pending uploads.

    Note This status is for the file upload only. The progress of the control account processing, including errors, is shown in the Import log which can be viewed once the current window is closed.

20. If any of the document uploads failed, you can click Retry X Failed to attempt the uploads again.

21. Click Close once all the uploads are complete or cancelled.

    Each control account that is successfully processed will be visible on the Lookup List page once its processing is complete - the page must be refreshed to display new rates.

View the Control Account Import log

22. On the Lookup Lists page for the project/dept, select Control Accounts from the drop-down list.

23. Select View Imports from the Actions menu.

    The Control Accounts Imports window is displayed.

    The Status column shows whether an import was successful or had errors.

24. If an import had errors, click the Errors link to open the Imported File Errors window.

    This lists the rows in the Excel document for which the control account was not created, with details of the exact problem with the data in the document, so that errors can be corrected and the document re-imported.

    If the document failed to process at all, any relevant errors are displayed (e.g. the document did not have the correct columns).

    Click Export to download an Excel file containing a list of the errors.

Alternatively, you can open the Control Account Imports window from the notification on the navigation bar. See Notifications for more information.

Edit control accounts

25. On the Lookup Lists page for the project/dept, select Control Accounts from the drop-down list.

26. Click the icon for the control account you want to edit.

    The Edit Lookup Value page is displayed.

27. Edit the information as required in the relevant fields.

    Note Fields marked with an asterisk are required.

    • Control Account Code: The code for the control account. Must be unique in the project/dept.

    • Control Account Name: The name of the control account. If the system supports more than one language, you can enter a translation of the name in each language.

28. Click Save.

    The Lookup Lists page is displayed.

Delete control account codes

To delete control account codes from a project/dept:

29. On the Lookup Lists page for the project/dept, select Control Accounts from the drop-down list.

30. Click the icon for the control account you want to delete.

    A warning message is displayed.

31. Click OK.

    A message is displayed, confirming that the selected control account has been deleted.