YearOne PowerLink 3.20 Job Costing

Transcription

1 YearOne PowerLink 3.20 Job Costing User Guide October 2012

2 Publication Date Product Version October 2012 YearOne PowerLink 3.20 YearOne Software Australia Pty Ltd ACN ABN Ross River Road, Mundingburra QLD 4812 Australia Tel Fax info@yearone.com.au Website: YearOne Software Australia Pty Ltd YearOne PowerLink 3.20 Job Costing User Guide October 2012 ii

3 Contents Introduction 1 Quick Start 1 Introduction to Jobs 6 Create a New Job...6 Searching for Jobs...7 Create Job from Customer Master File...7 Print Job Cards...7 Job Cards...7 Allocate Costs to Jobs 8 Allocate Time via Job Master File...8 Enter Time via Employee Timesheet...8 Apply Rates on an Activity Basis...9 Apply Rates on an Employee Basis...9 Apply Rates on a Customer or Job Basis...9 Allocate Stock via Job Master File...10 Allocate Stock via Stock Issues Program...10 Allocate Stock via Supplier Purchase Order...10 Allocate Purchases to a Job...11 Allocate Consumable Items to a Job...11 Allocate GL Journals to a Job...11 Re-Code Job Transactions...12 Reports and Enquiries 13 Managers Enquiry...13 Customer Enquiry...14 Job Enquiry...14 Job Cost Detail Report...14 Maintain Cost Categories...15 Job Cost Totals Report...16 Job Listing...16 YearOne PowerLink 3.20 Job Costing User Guide October 2012 iii

4 Work in Progress Report...16 Customising Reports and Enquiries...17 Invoicing Jobs 17 Invoicing Jobs...17 Create Job Invoice...20 Completing Jobs...21 Job Billing Report...21 Quotes 21 Create a Quote for a Job...21 Create Budget for a Job...22 Budget Variance Report...23 Create Invoice from a Quote...24 Generate Purchase Orders from a Quote...24 Quote Templates...24 Advanced Topics 25 Specify Job Code Format...25 Create a Job Department...25 Setup Default Department...25 Customise Job Card Layout...25 Customise Timesheet Entry Columns...26 Enter Time via Attaché Payroll...26 Enable Data Transfer in Attaché...26 Posting Timesheets to Attaché Payroll...26 Standing Orders...27 Custom Fields and Forms...30 YearOne PowerLink 3.20 Job Costing User Guide October 2012 iv

5 Introduction With PowerLink Job Costing you can: Create Jobs Raise jobs for fixed price or do-and-charge jobs and allocate time, materials and other costs to jobs Job Billing Generate job invoices on an individual basis or as a batch (eg. weekly or monthly billing). Invoices can be posted to your installed accounting system. Recurring Invoices Generate invoices for regular services based on an agreement or contract. Job Quotes Quote for new work and generate jobs from successful quotes. Reports Produce reports and access enquiries to help manage jobs. Quick Start This chapter contains a checklist for setting up PowerLink Job Costing. Refer to later sections in this user guide for more detailed instructions on setting up and using PowerLink. Important: You should have already installed PowerLink and completed the Quick Start checklist in the PowerLink Getting Started Guide before you can finish setting up and use PowerLink Job Costing. 1. Menu Access Rights. By default, access to programs and reports is restricted. Login as SUPERVISOR and Select Tools System Menu Access Rights to allow access to programs and reports for individual users. YearOne PowerLink 3.20 Job Costing User Guide October

6 2. External Payroll. If employee information from an external Payroll company will be used, you will need to add it via the Add Company button in the Company tab in the Data Service Options or via Setups System Maintain Companies. Refer to the Getting Started Guide for more information. 3. Job Code Format. Define the required job code format using characters to denote department (max 1 char), job (max 7 char) and sub-jobs (max 6 char). Use a dot "." delimiter to separate job and sub-job. The format cannot easily be changed once you have created a job, so choose carefully and consider future needs. a. Setups Job Costing Options Job Costing 4. Internal Customer Code. Select the Attaché Customer code that will be used for internal jobs. Manufacturing and Machine jobs are automatically assigned to the internal customer. a. Setups Job Costing Options Job Costing 5. No Job Code. Define your default No Job code. This should be used for overhead expenses. The Re-Code Job Costing Transactions program can also automatically re-code blank and invalid job codes to this code. a. Setups Job Costing Options Job Costing 6. Labour Cost and Charge Rate Options. Labour can be costed and charged using many different ways depending on your needs. You can use Attaché payroll or rates that you set-up in PowerLink to cost labour. If you use PowerLink to cost labour, then to calculate the applicable rate, PowerLink will look first at the labour schedule, then at the nominal cost on the employee, then at the shift/activity rates for the employee, then at the default cost for the shift. The same considerations can be applied to charge-out rates. a. If you cost labour from timesheets entered in PowerLink, rather than using the Attaché payroll costs, select to Use Nominal Pay Rate in PowerLink. i. Setups Job Costing Options Report Options b. Employee Rates. If you cost labour based on the employee rather than their activity, define the Nominal Cost for each employee. i. Masterfiles Payroll Maintain Employee c. Shift Rates. If you cost labour based on the employee s activity, define a Default Cost Rate for each relevant shift code. Create extra shifts as needed. i. Setups Payroll Maintain Shifts d. Employee Shift Rates. If you cost labour based on a combination of the employee and their activity, define the Shift / Activity Cost Rates for each relevant employee. i. Masterfiles Payroll Maintain Employee YearOne PowerLink 3.20 Job Costing User Guide October

7 e. Labour Schedules. If you cost labour at a different rate for different customers or jobs, create labour schedules to suit your needs. These can then be assigned when creating jobs and customers. i. Setups Payroll Setup Labour Schedules 7. Costing Supplier Stock Lines. Do you purchase stock specifically for a job, rather than issuing stock items to the job? That is, PowerLink will treat stock on purchasing documents as costed to the job immediately and not wait for it to be issued to the job from inventory. a. Setups Job Costing Options Report Options 8. Auto Create Stock Issues. Do you want PowerLink to automatically create stock issue entries to the No Job code job to adjust your inventory? That is, no separate stock adjustment will be required. TIP: This step only applies if Cost Stock Lines has been selected in the previous step. a. Setups Job Costing Options Report Options 9. Departments. Do you need to report on different types of jobs, eg do & charge versus fixed price, or jobs performed by different areas of your business? If so you can create additional departments as needed. If you are moving from a previous job system, you can also set the next job number. a. Setups Job Costing Maintain Departments 10. Timesheet Entry Fields. If costing labour using PowerLink timesheets, do you need to capture any extra data on the timesheet? PowerLink allows you to show or hide additional fields such as start and stop times, pay rate override, group etc. a. Setups Payroll Options Timesheet Entry 11. Job Status Codes. Do you need to categorise the status of jobs beyond the three default status codes? a. Setups Job Costing Options Status Codes 12. Job Type Codes. Do you need to categorise the type of jobs? a. Setups Job Costing Options Status Codes 13. Custom Job Fields. Do you need to capture any information against jobs beyond the standard data entry fields? If so, you can create custom job fields and enter data in them when you create jobs. a. Setups Job Costing Setup Custom Job Fields b. Use F7-Add to create fields. Use F8-Update to save and update database. YearOne PowerLink 3.20 Job Costing User Guide October

8 14. Enter Jobs. All active jobs need to be entered. a. Masterfiles Job Costing Job Maintenance 15. Job Balances. If you do not need a detailed history of costs, then job balances can be entered using a single journal for each job. TIP: If you want to enter a detailed costing history for each job then you can proceed to the next step. Any costs which you want PowerLink to automatically include when you invoice a job should not be entered as a journal. a. Transactions Job Costing Enter General Ledger Journal b. Select F4-AutoNew to create a new journal; enter a Description and press F9-Accept. c. Enter a single line for each job. If you want to categorise labour and materials, then you will need to enter multiple lines for each job. Account Code is not important as this journal will not be posted to the GL, but you do have to enter a balancing journal to the No Job code to accept it. 16. Stock Transactions Consumables, Non-Stock Lines and Stock Lines already Issued from Attaché. Materials which have already been issued from stock must be entered as non-stock items or consumables. That is, they must be entered with no product code. a. Transactions Job Costing Job Maintenance - Enter Materials. b. Enter Date, Job, Description, Qty, Cost and Price. For each job, you can enter the items used on the job. c. Items which you want to appear on costing reports but excluded from billing should be entered with a zero Price. IMPORTANT: You must leave the Product Code blank, otherwise stock will be issued from Attaché the next time you do F7-Post Attaché and cause your stock to be out of balance. 17. Stock Transactions Stock Lines to be issued from Attaché. Enter all stock which is to be issued from Attaché. a. Transactions Job Costing Job Maintenance - Enter Materials. b. Enter Date, Job, Product Code, Description, Qty, Cost and Price. For each job, you can enter the items used on the job. c. Items which you want to appear on costing reports but excluded from billing should be entered with a zero Price. 18. Timesheet Transactions. Transactions which need to be billed or detailed must be entered. These include timesheets, stock issues and purchases. a. Transactions Job Costing Job Maintenance - Enter Time. For each job, you can enter the time spent on the job. TIP: You can also enter time on jobs for each employee using Transactions Job Costing Enter Payroll Timesheets. b. Items which you want to appear on costing reports but excluded from billing should be entered with a zero Unit Price. This field can be temporarily enabled if necessary. See Timesheet Entry Fields step above. 19. Print Reports. Print the Reports Job Costing Job Cost Totals Report and check against your previous system. YearOne PowerLink 3.20 Job Costing User Guide October

9 20. Next Invoice Number. PowerLink assigns its own invoice numbers. To ensure that these do not clash with Attaché, you should set the next invoice number to a value which will not cause an overlap. This is especially important if you have disabled the Allow Duplicate Invoice Numbers option in Attaché. a. Setups Quoting Options. TIP: Invoice numbers are 8 characters long. By setting the next invoice number so that the first character is a digit allows you to instantly recognise that the Attaché invoice was produced from PowerLink. TIP: If you want PowerLink generated invoices to sequence with normal Attaché invoices, you can remove the Document Number ( OrderNo field) from the Customer Invoice KFI Format. See Setting Up Attaché Screen Layouts in the PowerLink Getting Started Guide. 21. Add Cost Centre Code to Attaché Transaction Screens. If costing lines on Attaché customer invoices, supplier invoices / purchase orders add the cost centre field on the Attaché data entry screens. a. The screen designer for customer orders and invoices can be started from the Setups Customers Screen Designer menu b. The screen designer for supplier purchase orders, goods received notes and invoices can be started from the Setups Suppliers Screen Designer menu. 22. Attaché Customer Order and Invoice KFI Formats. If sending customer order / invoice information to Attaché for billing - setup Attaché KFI layouts. TIP: This is normally done automatically during the PowerLink installation. This step should only be necessary if you want to include additional information on invoices. (See Setting Up Attaché Screen Layouts in the PowerLink Getting Started Guide ) 23. Job Quote Layout. Do you need a layout for your job quotes which is different from the standard, or to add your company logo? If so you can use the Quote Designer to create your own. a. Setups Job Costing Quote and Invoice Designer b. Select Copy - Standard Quote and then Quote Simple (for example) and F9-Copy to create a customised version of a standard quote. c. After making changes, you can Preview and the Save changes. TIP: Preview will only work if a quote has been created and printed using a standard layout. To create a quote, select Transactions Quotes Maintain Quotes - Simple. (Quotes are a special type of report. See Reports Designer User Guide.) 24. Job Invoice Layout. Job invoices can be printed from PowerLink if a special layout is required which cannot be handled by the Attaché Forms Designer. Do you need a special layout? If so YearOne PowerLink 3.20 Job Costing User Guide October

10 you can use the Quote Designer to create your own (invoices and quotes are compatible documents and treated by PowerLink as the same type of document). (See Job Quote Layout in the previous step.) 25. Job Card Layout. Job cards can be printed when creating jobs. Do you need a layout for job cards that is different from the default? a. Setups Job Costing Job Card Designer b. Select Copy - Standard Job Card and then JobCard and F9-Copy to create a customised version of a standard quote. c. After making changes, you can Preview and the Save changes. TIP: Preview will only work if a job has been created and printed using a standard layout. To create a job, select Masterfiles Job Costing Job Maintenance. (Job Cards are a special type of report. See Reports Designer User Guide.) 26. Job Costing Report Layout. Do you need a layout for job costing reports that is different from the default? a. Setups Custom Reports Custom Reports Designer b. Select Copy - Standard Report and then Job Cost Detail Report (for example) and F9-Copy to create a customised version of the standard Job Cost Detail Report (found on the Reports Job Costing menu). c. After making changes, you can Preview and the Save changes. TIP: You must have the Reports Designer module (module code R ) installed to create your own reports. Contact your PowerLink Consultant if you want to add modules. (See Reports Designer User Guide.) 27. Post Timesheets to Attaché Payroll. Do you want to post timesheets entered in PowerLink over to the Attaché Payroll? If so, you can create mappings from Shifts to Income Types. a. Setups Payroll Maintain Shifts Introduction to Jobs Create a New Job The most common way to create a job is using the Job Maintenance program (Masterfiles Job Costing Job Maintenance). Select the relevant job Department and press F4-Next Number to create a new job in this department. Enter a job Description and select the Customer code. Optionally enter Contact Person, Contact Phone, Comment, Assigned To etc. YearOne PowerLink 3.20 Job Costing User Guide October

11 Save Job (F9) Press F9-Save to save the job. Refresh (F5) Lists with codes from your accounting system can be refreshed at any time using the Refresh feature, and is available throughout PowerLink. Next Number (F4) This feature automatically selects the next available job number for the department. You can reset this number via Setups Job Costing Maintain Departments. Searching for Jobs The Quick Find feature allows you to search for jobs using code, description, custom fields or a keyword entered when allocating costs to the job. Create Job from Customer Master File Jobs can also be created directly from the Customer Master File (Masterfiles Customers Maintain Customers.) Select the customer Code. If unsure of the customer s code, click on the Search box to search for a customer based on any or all master file fields (including address, or custom fields). Press F8-New Job. This creates a new job in the default department, and assigns the customer automatically to the job. Print Job Cards You can print a job card using the F4-Job Card. You can select a standard layout or a custom layout which you have designed yourself. Creating your own job card layout is discussed in a separate chapter. Job Cards Select F8- Job to print the job card. Check details and press Send. PowerLink will save addresses for employees assigned to jobs when they are first used. ing job cards assumes that you have a correctly configured mail server. (See CRM User Guide for more information). YearOne PowerLink 3.20 Job Costing User Guide October

12 Allocate Costs to Jobs Allocate Time via Job Master File 1. Open the job via Masterfiles Job Costing Job Maintenance and select the Enter Time page. 2. Enter Date of the service. If left blank, today s date will be assigned when the line is updated. 3. Enter a Shift code to describe the type of activity performed. The charge out rate (Unit Price) is automatically entered based on the shift, but can be overridden. You can create as many shifts as you need with different charge out and cost rates. Refer Creating Shifts below. 4. Enter an optional Description. This will appear as comment lines on the customer invoice when it is billed. 5. The Hours field can be overridden if necessary (eg. minimum charge). Enter Time via Employee Timesheet 1. Select Transactions Payroll Enter Timesheets and select the relevant Pay End Date. 2. Enter details of work performed on each timesheet line. 3. To delete a line in timesheet entry (rather than the entire timesheet), highlight the line by clicking on the far-left column corresponding to the record, then press your delete key. Customise Columns You can show or hide columns by specifying which fields to Hide in the payroll options (Setups Payroll Options Timesheet Entry page). Delete Timesheet Lines To delete a line in timesheet entry (rather than the entire timesheet), highlight the line by clicking on the far-left column corresponding to the record, then press your delete key. Delete Timesheet (F6) To delete an entire timesheet use the F6 Delete function. Pay End Date Timesheet lines entered via Masterfiles Job Costing Job Maintenance - Enter Time are automatically assigned a Pay End Date based on settings in the options (Setups Payroll Options). YearOne PowerLink 3.20 Job Costing User Guide October

13 Apply Rates on an Activity Basis PowerLink can handle the charging of time on jobs for almost any situation. Shifts can be used to charge time based on activity. You can charge different employees at different rates for the same activity or you can charge customers at different rates for the same activity. 1. Select Setups Payroll Maintain Shifts. 2. Enter a unique Shift Code. By default, PowerLink creates a shift code for each Attaché payroll income type, but you are not limited to these. 3. Enter a Default Cost Rate and a Default Charge Rate. 4. Enter a Minimum Value if a minimum charge applies for a service when billing. A Maximum Value can also be applied. Posting Timesheets to Payroll The Shift Breakdown and Day is only relevant if you intend to post timesheet data to the Attaché payroll. This topic is covered in a later section. Apply Rates on an Employee Basis You can charge employees at different rates according to their experience in Employee Maintenance (Masterfiles Payroll Maintain Employee). In the Shift Charge Out Rates and Costs section, enter the charge out and cost rates which will override the defaults for the shift, for the employee. Apply Rates on a Customer or Job Basis You can contract services at different rates for different customers or jobs using Labour Schedules. For example, customers may enjoy a lower rate for on-site services if they are on a maintenance agreement. A labour schedule is basically a schedule of charge out rates, cost rates and pay rates for each shift code for each payroll group (employment level). 1. Select Setups Payroll Setup Labour Schedules and select a schedule Number, or use F4- AutoNew to create a new schedule using the next available schedule number. 2. Enter a Schedule Name and select Pricing. 3. Press F11-Zoom In and enter Charge Out, Pay Rate and Cost Rate for each shift or allowance Code. 4. To assign the schedule to a customer, select Masterfile Customers Maintain Customers, and enter the Labour Schedule on the Other Information page. 5. To assign the schedule to a customer job, select Masterfile Job Costing Job Maintenance and enter it in the Labour Schedule field. Payroll Group YearOne PowerLink 3.20 Job Costing User Guide October

14 You can also apply different rates for employees on different Attaché Payroll Groups. For example, a first year apprentice electrician in group ELECT01, can be paid, costed and charged differently to a second year in group ELECT02. Allocate Stock via Job Master File 1. Select Master Files Job Costing Job Maintenance and go to the Enter Materials tab. Enter details of materials used. Updating Stock Levels Stock levels can be updated regularly in the accounting system via the Transactions Job Costing Enter Materials, F7-Post function. The frequency of updating stock levels depends on how critical accurate stock levels need to be. Most users would not need to update more than once a day. In Attaché PRO, stock is automatically posted when the job is saved. Allocate Stock via Stock Issues Program Where stock is issued from stores randomly to multiple jobs, it is more efficient to use the Stock Issues program. 1. Select Transactions Job Costing Enter Materials (Stock Issues). 2. Enter the Job and Quantity for each stock item issued. 3. Use F7-Post to update stock levels in the accounting system. Allocate Stock via Supplier Purchase Order If purchasing stock specially in for a job, you can allocate it to the job when you enter the purchase order. The following examples illustrate how this is done in Attaché PRO using a Stock for Job line and in Attaché using a Product line. PowerLink can then automatically issue the stock for you when the supplier invoice arrives. In Attaché, the screen layout needs to have the Cost Centre Code added to the Product Line section if it is not displayed. (See Setting up Attaché Screen Layouts in the PowerLink Getting Started Guide ). Enable Auto Stock Issues YearOne PowerLink 3.20 Job Costing User Guide October

15 To get PowerLink to automatically issue stock as soon as the invoice is received, you must enable this option. This only needs to be done once. 1. Select Setups Job Costing Options Report Options 2. Select Cost Stock Lines. This option will treat stock on purchasing documents as costed to the job immediately, and not wait for it to be issued to the job from inventory (as shown in above sections) 3. Select Auto Stock Issues. If selected, PowerLink will automatically create stock issue entries adjust your inventory. No separate stock adjustment will be required. Post Stock Issues Stock which has been auto-issued must be posted to the inventory. This will occur automatically if the stock issues table is not in use by another user, otherwise you can manually post. 1. Select Transactions Job Costing Enter Materials (Stock Issues). 2. Use F7-Post to update stock levels in the accounting system. In Attaché, purchases can also be entered on Goods Received Notes and Supplier Invoices, bypassing Purchase Orders. Allocate Purchases to a Job Non-stock purchases are allocated to the job when you enter the purchase order. The following examples illustrate how this is done using a Sundry line. In Attaché screen layout needs to have the Cost Centre Code added to the Product Line section. (See Setting up Attaché Screen Layouts in the PowerLink Getting Started Guide ). The Line Type and Product Code determine whether the line is categorised as Materials, Sub-Contract or Other. You can assign your own product codes to the standard cost categories via the Setups Job Costing Maintain Cost Categories program (see later section), although by default the following rules apply: Materials: Are entered as Product Lines or Sundry Lines. Sub-Contract: Entered as Service Line or Sundry Line with reserved code PLSUB. Other Costs: Entered as Sundry Line with reserved code PLOTHER. In Attaché, purchases can also be entered on Goods Received Notes or Supplier Invoices, bypassing Purchase Orders. Allocate Consumable Items to a Job Consumable items, disbursements and other miscellaneous expenses can also be allocated to a job using the Transactions Job Costing Enter Materials (Stock Issues) program by using a non-stock or service product code which has been setup in your accounting programs inventory system. PowerLink will automatically recognise non-stock codes when these are entered, and allow you to modify the description and cost, and ignore these entries when posting stock issues to the inventory. Allocate GL Journals to a Job You can enter adjustments to jobs using General Ledger Journals. 1. Select Transactions Job Costing Enter General Ledger Journal 2. Minimum information required is a Date, Account Code, Debit or Credit amount and the Job Code. YearOne PowerLink 3.20 Job Costing User Guide October

16 3. Use F7-Post if you need the journal to update the general ledger. Otherwise, you can use any general ledger account and do not worry about posting. The journal must balance so will need to add a balancing entry to the No Job code. In Attaché PRO, Journals are batched into Prophet automatically using the Data Transfer module, but need to be posted via the GL Batches program. You can also use journals to: Enter opening balances for jobs. Adjust amounts from one job to another as an alternative to using the Transactions Job Costing Re- Code Transactions program. Adjust amounts from one cost category to another (for example, from Sub-Contract to Materials) as an alternative to using the Transactions Job Costing Re-Code Transactions program. Re-Code Job Transactions While codes are validated when you enter transactions, there is always the possibility of an operator not entering or not knowing the correct code at the time of entry. You can re-code a transaction to another Job Code or to another Job Cost Category (on the Job Cost Detail Report). 1. Select Transactions Job Costing Re-code Transactions. 2. Select either Job Code or Job Category. 3. Select F11-All Modules and select a range of transactions based on Date Range and Job Range. You should also select All Transactions in Range unless you are checking for transactions coded to blank jobs or jobs which no longer exist. 4. Press OK to see transactions matching the criteria. 5. Enter the New Job code as required. 6. Once transactions have been coded, press F9-Process to permanently update the codes stored in PowerLink. YearOne PowerLink 3.20 Job Costing User Guide October

17 If all transactions are not re-coded, you will be prompted to automatically code transactions with blank or invalid codes to a specified overhead job specified in Setups Job Costing Options. 7. Use F3-Clear to remove transactions which you do not want re-coded. Note: This program does not update the job codes on the original transaction in your accounting system (eg. Purchase Orders, Supplier Invoices etc). Reports and Enquiries Many standard reports and enquiries are available. Reports can be accessed via the Reports menu. Most reports include many parameters to allow for very flexible reporting. Enquiries are accessible via the relevant programs in the Masterfile menu. Managers Enquiry You can monitor and access all jobs for all customers via Managers Enquiry. 1. Select Masterfiles Management Managers Enquiry and click on the Jobs button 2. Select Rep and the Dept to see jobs assigned to a specific person in a specific department. Use F5- Active Tasks to restrict list to entries active jobs only. 3. Drill into a Job or Customer master file by double clicking the relevant code. Refresh: You can press Refresh to update the list at any time. To automate refreshing, specify the number of seconds between refreshes. A value of 0 will disable automatic refreshing. Customise Buttons: The view (buttons) of Managers Enquiry can be customised via Setups System Options Managers Enquiry. See Customisation Features Training Course for further information. Sorting: You can re-sort the list to suit your needs. To sort in job code sequence, just click on the Job column and select Tools Records Sort Ascending / Descending from the menu. To sort by customer and date, drag the Date column next to the Customer column, select both columns and select Tools Records Sort Ascending / Descending from the menu. YearOne PowerLink 3.20 Job Costing User Guide October

18 Customer Enquiry You can monitor and access all jobs for specific customers via Customer Enquiry. 1. Select Masterfile Customers Maintain Customers program (or drill into the customer from Managers Enquiry) 2. Select Enquiry page and select Customer Active Job Enquiry from Select Enquiry. 3. Drill into the job by double clicking on the Job code. Job Enquiry You can monitor a specific job via Job Enquiry. 1. Select Masterfiles Job Costing Job Maintenance (or drill into the job from Managers Enquiry or Customer Enquiry) 2. Select Enquiry page and select Job Costs Details Enquiry from Select Enquiry to see all costs for the job. Job Cost Detail Report This is the main job costing report used in PowerLink. Costs are grouped and totalled according to cost category. 1. Select Reports Job Costing Job Cost Detail Report. 2. You can select ranges including Job Code and Date Raised. YearOne PowerLink 3.20 Job Costing User Guide October

19 Maintain Cost Categories When reporting costs to a job, PowerLink uses the following standard job cost categories: Materials, Employee Labour, Sub-Contract, Machine (and Plant) and Other. You can create your own job cost categories for reporting purposes using the Setups Job Costing Maintain Cost Categories program. If you wanted to track transportation costs to a job, you can create a category, and define codes for different transactions which will be recognised and automatically classified. In the example shown above, if the code TRUCK is used on a supplier order or invoice, it will be classified as a TRANSPORT cost, and appear as such on the Job Cost Detail Report. YearOne PowerLink 3.20 Job Costing User Guide October

20 While you can have as many categories as you like, all custom categories must be assigned to a standard category for report and budget total classification. For example, TRANSPORT will report with Other Costs. Job Cost Totals Report The Job Cost Totals report shows a single line per job summary and is printed via the Reports Job Costing Job Cost Totals Report program. Job Listing As the name suggests this report lists jobs which meet the parameters entered. 1. Select Reports Job Costing Job Listing. 2. You can select ranges including Date Raised, Employee, Job and Customer and you can limit the list to Active Only, Complete Only or All Jobs. Work in Progress Report The Work In Progress report shows a single line per job summary and is printed via the Reports Job Costing Work In Progress Report program. This report can be printed monthly and used by the accountant to record work in progress on the company Profit and Loss / Balance Sheet. YearOne PowerLink 3.20 Job Costing User Guide October

21 Customising Reports and Enquiries Customise a Report: You can copy a standard report and modify the layout to suit your own needs. This can include removing unwanted information, adding extra information or changing the layout. Customise an Enquiry: You can copy a standard enquiry and modify the column layout to suit your own needs. This can include removing unwanted columns, adding extra columns or changing the column headings. 1. Select Setups Custom Reports Custom Reports Designer. 2. Select Create a New Custom Report Based on an Existing Report. 3. Select to copy a Standard Report, and select the report or enquiry from the list. 4. Enter a name for the report and press Copy. 5. See Customisation Features Training Course for details on how to use the Reports Designer. Invoicing Jobs PowerLink allows you to create job invoices by importing time, stock and purchases which have been allocated to the job (estimated price or do and charge jobs), or using the budget income for the job (fixed price or tendered job). Invoicing Jobs PowerLink Job Billing allows you to invoice a single job or a group of jobs with a great amount of flexibility. All transactions to be invoiced can be approved and modified prior to final invoicing, giving you total control. 1. Select Transactions Job Costing Job Billing. YearOne PowerLink 3.20 Job Costing User Guide October

22 2. Select Jobs to Invoice. You can select a Single Job, a Range of Jobs. 3. Select to Create Invoices From either Transaction Costed to Jobs or Budget Income. Invoicing using budgets is more suited to fixed price jobs. Larger jobs can be invoiced progressively using % Complete. 4. When creating invoices from transactions costed to jobs, you can also Select Transactions to Invoice. For example, you may want to invoice timesheets separately from stock or supplier transactions. 5. When dealing with a large number of transactions, you may prefer to Consolidate Lines on the basis of activity, employee or product code. For example, you can bill all Boilermaker activity on Timesheets or all Bolts used from Stock as a single line showing total quantity / hours and price. 6. While Timesheets are priced at the time of entry, you can Price Lines for Supplier and Stock transactions using % Markup, % Margin or usual Customer Price 7. Stock issued to (or purchased specifically for) a job can be invoiced as a stock line using the Import as Stock Line option. When stock is issued, it is allocated immediately from stock. This option will un-allocate the previously allocated stock so it can be re-allocated as if it was invoiced directly to the customer in the first place. Note: Stock purchased from a supplier is allocated to the job automatically when it is read into PowerLink, but only if the Cost Stock Lines and Auto Stock Issue options are enabled in Setups Job Costing Options Report Options. You can look for new purchases and read them into PowerLink prior to billing by selecting the Check For New Purchases option. 8. Mark Jobs as Invoiced and Mark Jobs as Complete will set the Invoiced and Completed flags and dates on the job master file for any jobs which have invoices created and posted to your accounting system. 9. Press F9-Continue to display a list of transactions for final approval and adjustment. YearOne PowerLink 3.20 Job Costing User Guide October

23 10. You can mark a transaction to be invoiced by changing the Approved status to Y. Transactions marked as N will be withheld, while those marked as D will be marked as never to be invoiced. 11. The Price charged can be modified directly, or by manipulating the %MU (mark-up) or %GP (gross profit margin) value. 12. Transactions can be re-coded to a different Job or Job Category also at this time by selecting from a drop down list. 13. You can Filter by Job, Type and Approved status and Order the list using up to three of the columns displayed. 14. To generate invoices, press the F9-Continue button. Invoices generated can be viewed via the Invoice List tab. Important: Only transactions displayed will be processed. If you apply the Filter By Job then only approved transactions for that job will be processed. That is, only transactions that you see on the screen which are approved will be invoiced. 15. The Status column shows WIP (work in progress) invoices, ie invoices related to active jobs. Jobs can be viewed or updated via the Edit Job button. The job may still show as WIP even if you have selected to Mark Jobs as Invoiced, until the invoice has been posted. 16. Use the Hold Invoice button to exclude invoices from being posted at this time. For example, you may want to invoice weekly but release an invoice only if significant amount of work has been completed. YearOne PowerLink 3.20 Job Costing User Guide October

24 17. You can Edit Invoices and manipulate them further, such as adding additional comments and charges. You can also remove items which were accidentally invoiced, or that you want to invoice at a later date. This is covered in the next section. 18. Billing Report will print a detailed listing of invoices including line totals and GST. This should be printed and check before posting and printing invoices. 19. Select the Print Invoice or Print All Invoices button and choose the required layout. Post invoices to the accounting system individually using the Post Invoice button, or in a batch via Post All Invoices. Create Job Invoice You can also create an invoice for a specific job at any time from the Job Card. This method suits do and charge type jobs. 1. Select Masterfiles Job Costing Job Maintenance and go to the Invoices page. Click on the New button to create a new invoice for the customer coded to this job. 2. Click on Import Timesheets to charge time entered on timesheets allocated to the job. Time allocated to the job will appear on the invoice with the charge out rate which appeared when the time was originally entered. When importing, you can choose to combine lines with the same Shift (Activity), Employee or Charge Out Rate. 3. Click on Import Stock to charge stock issued to the job. When importing you can choose to price stock using the customer s usual price, or by applying a margin or markup. You can also choose to combine lines with the same Product Code. 4. Click on Import Purchases to charge for job expenses and disbursements entered via supplier purchase orders and invoices. When importing you can choose to price purchases using the customer s usual price (via a product code look-up), or by applying a margin or markup based on the cost. You can also choose to combine lines with the same Product Code. 5. Customer address details, reference etc can be modified via the Customer Details page. The invoice date can be modified via the Parameters page, which also shows the GP on the invoice. Remove Lines on an Invoice If you are progress billing a job, you may not want to invoice all time, stock and purchases. These can be removed, and billed later. 1. Select the lines to remove with your mouse and press the Delete key on your keyboard. You will be asked to confirm the deletion. 2. Answer YES to Will these lines ever be invoiced. These lines will be added to the next invoice you raise for the job. Consolidating Lines on an Invoice Sometimes it is desirable not to show every bit of detail on an invoice. For example, you may not want to show all the parts used, but simply show a single line. 1. Select the Cons check box for each line and click the Consolidate button. 2. If the lines were imported, you can un-consolidate them by deleting and re-importing them on to the invoice. 3. To view details of the consolidated lines, double click on the product code field of the conslidated line. View Source Transaction Details PowerLink allows you to F11 Zoom-In on an invoice line to see more detail, including the source of the transaction. Printing Invoices Print the invoice via the F4-Print function key. Multiple invoice layouts can be created via the Quote Designer and selected when printing. Posting Invoices Create and Post the invoice in the accounting system via the F7-Post function key, which also allows posting in batch mode (see Invoicing Jobs section). Customise the Invoice Print Layout You can use the PowerLink Reports Designer to create a new invoice one of the standard invoice layouts. As a minimum, you will probably want to include your logo on invoices, but you can also create different layouts for different situations. For example, some jobs may require a report style invoice, while others may only need a simple layout. YearOne PowerLink 3.20 Job Costing User Guide October

25 1. Go to Setups Quoting Quote Designer. 2. Select Create a New Custom Report based on the Standard Report called Invoice - Simple and press Copy. 3. Modify the layout and press the Save button. See Customisation Features Training Course for details on how to use the Reports Designer. Applying Different Margins for Supplier Purchases PowerLink allows you to apply different margins for purchases from different suppliers. Select Masterfiles Suppliers Maintain Suppliers and enter the margin to be applied in the Margin on Job Purchases field. Applying Different Margins for Products PowerLink allows you to apply different margins for products from the same supplier. Select Masterfiles Products Maintain Products / Kits and enter the margin to be applied in the Margin on Job Purchases field. Payment lines PowerLink invoices support payment lines, and for do and charge jobs, many customers pay when the job is completed. You can enter the customer payment directly on the invoice by selecting the PMT line type, and pressing F11-Zoom In. Completing Jobs When the job is complete: 1. Select Masterfiles Job Costing Job Maintenance. 2. Go to the Job Details tab and tick the Completed On check box. This flags the job as 100% complete and defaults to the system date for completion.. The job can now be billed (see later). Job Billing Report The Job Billing Report shows timesheet lines, stock issues and supplier purchases which have not been invoiced to jobs. 1. Select Reports Job Costing Job Billing Report. 2. Jobs which are fixed price can be excluded by excluding them using the Job Range. Quotes Create a Quote for a Job To create a job quote or estimate: 1. Select via Transactions Quotes Maintain Quotes. YearOne PowerLink 3.20 Job Costing User Guide October

26 TIP: If you just want to create simple invoice style quotes using the Maintain Quotes Simple program. 2. Select a Customer (or prospect). Select a quote Number, or use F4-AutoNew to create a new quote using the next quote number. 3. Select Pricing and create at least one section by entering a Section Title. The quote can be split up into several sections to represent different stages (sub-jobs) of the entire job by entering a valid Sub Job code. 4. You can Zoom In and Zoom Out of each section and enter lines on the quote, with appropriate quantity and price. You can zoom in further to enter supplier and cost details for sundry lines. The Line Type and Product Code determine whether the line is categorised as Labour, Materials, Sub- Contract, Machine or Other. You can assign your own product codes to the standard cost categories via the Setups Job Costing Maintain Cost Categories program (see later section), although by default the following rules apply: Materials: Are entered as Product Lines or Sundry Lines Labour: Entered as Labour Line. When selected, you can see a list of activities (setup via Setups Payroll Maintain Shifts program). The appropriate hourly cost and price for the selected activity is automatically used. Machine: Entered as Machine Line. When selected, you can see a list of machines (setup via Masterfiles Job Costing Maintain Machines program). Sub-Contract: Entered as Service Line or Sundry Line with reserved code PLSUB. Other Costs: Entered as Sundry Line with reserved code PLOTHER. Create Budget for a Job It is often desirable to create a budget for a job, and monitor costs against this budget. Budgets for a job can be created in two ways: YearOne PowerLink 3.20 Job Costing User Guide October

27 Manually via the Job Maintenance program's Budgets tab. Using a PowerLink Quote Manual Budget Entry You can enter a budget for a job: 1. Select Masterfiles Job Costing Job Maintenance and enter the Job Number. 2. Select Budget tab allows you to enter amounts (Show Costs) and quantities (Show Amounts) for each of the standard job cost categories; Labour, Materials, Sub-Contract, Plant or Other. Create Jobs and Budgets from a Quote You can also create budgets directly from a quote. 1. Open the quote via Transactions Quotes Maintain Quotes. 2. Select lines on the quote to be included in the budget either manually using the Job check box, or automatically by using the Tag Lines (visible on Parameters and Pricing pages) 3. Select F7-Process to start the creation of jobs and budgets. 4. Select Create Job / Update Budgets and press OK. Budget Variance Report The Job Budget Variance report can be used to monitor the performance of a job. 1. Select Reports Job Costing Budget Variance Report. 2. Select Job Range. If your job has sub-jobs, be sure to select the range to include these. 3. Pro-Rata Budget Value Using % Complete. For large value jobs which may take months to complete, the Budget Variance Report does not mean much unless you know how complete the job is. You can print the report taking the % complete of the job into account. The % Complete can be regularly updated via Masterfiles Job Costing Job Maintenance. YearOne PowerLink 3.20 Job Costing User Guide October

28 Create Invoice from a Quote You can generate an invoice for a fixed price job from a job quote. 1. Open the quote via Transactions Quotes Maintain Quotes. 2. Select lines on the quote to be included in the invoice either manually using the Inv check box, or automatically by using the Tag Lines (visible on Parameters and Pricing pages) 3. Select F7-Process. 4. Select Generate PowerLink Invoice and press OK. Progress Claims: Multiple invoices can originate from a single quote. Just select the lines you want to invoice to create a progress invoice. Generate Purchase Orders from a Quote You can generate supplier purchase orders from a quote. 1. Open the quote via Transactions Quotes Maintain Quotes. 2. Select lines on the quote to be included in the invoice either manually using the PO check box, or automatically by using the Tag Lines (visible on Parameters and Pricing pages) 3. Select F7-Process. 4. Select Generate Supplier Purchase Orders and press OK. Quote Templates Quote templates allow you to create quotes for common jobs in a very short time. Once the quote template is setup, you simply copy it to create a new quote, and from there; jobs and budgets. To create a template: 1. Select Setups Quoting Setup Templates. 2. Select a template Number, or use F4-AutoNew to create a new template using the next template number. 3. Select Pricing and create at least one section by entering a Section Title. Like quotes, templates can comprise several sections. Sub-Jobs: Use sections to split a large jobs into smaller sub-jobs by assigning a sub-job number to each section. To create a quote from a template: 1. Select via Transactions Quotes Maintain Quotes. 2. Select a Customer (or prospect). Select a quote Number, or use F4-AutoNew to create a new quote using the next quote number. 3. Select the Template field and press F3-Search and select Template and OK. 4. A list of available documents will appear in the template list. When a template is selected, you will be asked to confirm to read in the template. Select Yes to continue. Other Documents: Templates can also be used for other compatible document types such as Invoices and Standing Orders. You can also use other documents (quotes) as templates. YearOne PowerLink 3.20 Job Costing User Guide October

29 Advanced Topics Specify Job Code Format The default job code format is DJJJJ.SS where D is department, JJJJ is a 4 digit job number and SS is an optional 2 character sub-job number. When jobs are created, they are automatically formatted to conform to this format. This format is critical to multi-level reporting, so it cannot be changed once jobs are created. All existing jobs must be deleted before you can change the job code format, so it is a good idea to work out how large your job numbers will need to be before you start. 1. Select Setups Job Costing Options. 2. Select Numeric Job Code check box to allow automatic incrementing of job numbers. 3. Select Multi-Department check box to enable departmental reporting. 4. Specify Job Code Format. Refer to F1 on-line help for examples of job code formats. Create a Job Department PowerLink allows multiple departments which can be used to separate different types of jobs for reporting and management purposes. 1. Select Setups Job Costing Maintain Departments. 2. Enter a Description and Next Job Number (if continuing from an existing system). Setup Default Department 1. Select Setups Job Costing Options. 2. Under Job Entry Defaults, enter default Department. Customise Job Card Layout You can use the Job Card Designer to create a new job card using the standard job card as a starting point. 1. Select Setups Job Costing Job Card Designer. 2. Select the option to Copy the Standard Job Card called JobCard. 3. Enter your own name for the job card, or keep the standard name and press F9-Copy. 4. After making changes, save and close the report. YearOne PowerLink 3.20 Job Costing User Guide October

30 Multiple Job Cards: You can create as many job card layouts as you like (eg. Different job types). Job cards can be as sophisticated or as simple as you like. For example, you can define a job costing report as a job card. Reports Designer: The Job Card Designer is based on the Reports Designer. (See the Reports Designer User Guide for more information). Customise Timesheet Entry Columns You can show or hide columns by specifying which fields to Hide in the payroll options (Setups Payroll Options Timesheet Entry page). Enter Time via Attaché Payroll You can also assign time directly to a job via Attaché Payroll using the Transactions Payroll Timesheets Create or Modify program. This method is very inflexible, and not recommended for timesheet billing situations or where flexible costing is required. Enable Data Transfer in Attaché Data Transfer can be enabled in Attaché under the Tool Company PowerLink Data Transfer. You can automatically start Data Transfer for a particular user in Attaché using the File Set Up and Delete Users program. Posting Timesheets to Attaché Payroll Timesheets entered into PowerLink for costing and billing purposes, can be posted to the Attaché payroll to save double keying. Map Shifts to Income Types Because PowerLink uses Shift Codes and Attaché uses Income Type Codes, you must specify how Shift codes in PowerLink will map to Income Types in Attaché. For example, a 10 hour Boiler Maker shift entered in PowerLink may map to 7.6 hours ordinary, 2 hours time and a half and 0.4 double time. 1. Select Setups Payroll Maintain Shifts and enter a Shift Code. 2. In the Shift Breakdown, enter the hours and income types in the order in which they will come into affect. Make sure you allow for all situations, such as unusually long shifts. Process Timesheets You can import PowerLink timesheets into Attaché payroll thus eliminating double entry. 1. Login to Attaché, selecting the payroll company. 2. Enable data transfer via Tools Company PowerLink Data Transfer. 3. In PowerLink, select Transactions Payroll Process Timesheets. YearOne PowerLink 3.20 Job Costing User Guide October

31 4. Pay End Date Range. Select the pay period to process. Multiple Pay Periods: A benefit of PowerLink timesheet entry is allowing you to enter timesheets for multiple pay periods. For example, if your pay period ends Sunday but is paid on the following Wednesday, you can start entering timesheet lines for the next pay period. This is especially useful in costing applications where timesheet costs are entered daily. 5. Generate Attaché Timesheets. When selected, the Payroll Disk File is created. When unselected, only a report is displayed showing the pays which will be created. 6. Select F9 Generate to create a Attaché timesheet file, and to print the payroll hours report. 7. Read timsheets into Attaché Payroll via the Transactions Payroll Disk File Entries Read File Entries. Timesheet lines from PowerLink are merged with the employee's standard pay, so you can still have banking lines, deductions and static allowances setup in Attaché. 8. Check pays, print payroll reports, payslips and process pays as you normally would. Un-Process Timesheets You can reverse the Process Timesheets action using Transactions Payroll Un-Process Timesheets. This process has no effect on Attaché. Any partially read timesheets would need to be deleted, before reprocessing. Clear Current Timesheets You can remove ALL timesheets entered into PowerLink which have not been processed using Transactions Payroll Clear Current Timesheets. This process is useful if mistakes have been made, and you want to start entering timesheets from scratch. Standing Orders Standing Orders allow you to create invoices for goods and services which are supplied at regular intervals to your customers. Because invoices created can be held in PowerLink until payment is received from the customer, you can avoid cluttering your accounting system with invoices that may never be accepted. This is ideal for service agreement processing where the customer renewing is not guaranteed. Creating Standing Orders Create a standing order for each support agreement customer. Multiple standing orders can be created for each customer if needed. 1. Select Transactions Quotes Maintain Standing Orders, select the Customer code and click F4 AutoNew. 2. On the Customer Details tab, provide a meaningful Subject (eg Service Agreement ) and Cust Reference. YearOne PowerLink 3.20 Job Costing User Guide October

32 3. On the Pricing tab, select the Frequency Code and press enter. Zoom-in on the section to add support agreement product code and pricing. Frequency Codes: You can have as many frquency codes as you wish. New codes will be created as needed. Consider codes carefully, based on your needs. For example, MON, TUE etc for weekly orders; JAN, FEB etc for monthly services; JAN01, JAN02 etc for annual orders renewed on a specific day and so on. 4. On the Contact History tab you can enter information relating to fee changes, etc. These records are also visible on the contact history tab of the customer masterfile. 5. Press F9-Save and exit. Generating Invoices from Standing Orders Generate standing orders based on frequency codes 1. Select Transactions Quotes Generate Standing Orders and select to generate PowerLink Invoices. 2. Specify an Invoice Date (if other than system date) and Invoice Message (eg coverage period) that will appear on all invoices generated. 3. Select the Frequency Codes; results appear in a window on the screen. 4. Select Print Report to see details of standing orders to be generated. 5. Select Edit Standing Order to edit a standard order in the list. The Standing Orders Processing List can also be reprinted from this screen 6. When satisfied with the standing orders to be processed, Press F9-Generate to generate PowerLink invoices. YearOne PowerLink 3.20 Job Costing User Guide October

33 7. The Invoice List tab shows details of the invoices generated. From this screen you can print individual invoices or all, edit or hold invoices, print the billing report and post invoices to your accounting system. 8. Invoices would normally be held until payment is received from the customer, then posted to your accounting system at that time. Holding Standing Orders Sometimes you may need to exclude a standing order from the generation process. This is done via the customer master file. 1. Select Masterfiles Customers Maintain Customers and select the Customer code. 2. Go to the Other Information tab and select to Hold Standing Orders, and specify the Until date. 3. Standing orders placed on hold will be excluded from the generation process until the specified date has passed. Delete an Invoice If an invoice in no longer required (eg. service agreement renewal is declined), the relevant documents are easily deleted. 1. Select Transactions Quotes Generate Standing Orders and go to the Invoice List. 2. Highlight the relevant invoice and press the Delete Invoice button. Delete a Standing Order If a customer wants to cancel their standing order, you can delete their standing order so they don t receive further invoices. 1. Select Transactions Quotes Maintain Standing Orders and select the Customer code and standing order code. 2. Pressing the F6-Delete function key. Generating Automatic Payments PowerLink allows you to draw on customer bank accounts automatically, and is a good option if the majority of income is derived this way. 1. Enter payment lines on each standing order. Select PMT line type and F11-Zoom In and enter the payment details. The Direct Entry flag and Lodgement Ref fields must be selected for automatic payments to occur. 2. Generate invoices using Transactions Payroll Timesheet Billing. 3. Generate payments file using Transactions Quotes Generate Direct Payments. Select the Transfer Bank Account and F9-Generate to process. 4. Send the file to the bank using the software provided by the bank. Note: You will need a special facility with the bank, including a new bank user ID. Reports YearOne PowerLink 3.20 Job Costing User Guide October

34 Various reports are available in the Reports Quotes menu. A list of standing orders and line details can be printed via the Reports Quotes Standing Orders List menu. This report can be customised using the PowerLink Reports Designer. You can also create new reports using the Reports Designer module. Managers Enquiry A list of standing orders and invoices can be accessed from the Managers Enquiry. 1. Select Masterfiles Management Managers Enquiry and click on the Std Orders button. 2. The Display Mode settings allow you to see the information required, or customise the enquiry screen via Setups System Options Managers Enquiry. 3. Drill into standing orders from this screen by double clicking on the appropriate code Customer Enquiry A list of standing orders for a customer can be accessed from the Managers Enquiry. 1. Select Masterfiles Customers Maintain Customers and go to the Enquiry tab. The Customer Standing Orders Enquiry shows all standing orders for the customer. 2. Drill into a standing order by double-clicking on the code. Custom Fields and Forms PowerLink allows you to store additional information about your jobs, customers, products, suppliers etc. This can be simply extra master file fields or extra transaction forms. Create Custom Fields Extra master file fields can be maintained from the Custom Fields page from the relevant master file program Masterfiles Customers Maintain Customers (for example). To setup new fields: 1. Select Setups Customers Setup Custom Customer Fields. 2. Use F7-Add Field to add new fields. Give fields names with no spaces and staring with z. Eg. ZCustomerSince. 3. Use F7-Update Data to permanently update the database. You must have exclusive access to the database. Create Custom Forms Extra master file forms can be maintained using F11-Forms page from the relevant master file program Masterfiles Customers Maintain Customers (for example). To setup new forms: 1. Select Setups Solution Builder Forms Designer. 2. Select Create a New Blank Custom Form with a unique name. 3. Select the master file program to Launch Form From. Eg. Maintain Customers. 4. Select the table Where the data is stored for the Form. Eg. zmarketinginfo. Use the Custom Table Designer to create a table with the binding master file field code (eg. CmCode for Maintain Customers), and other fields you want on the form. 5. Select Field Used to Select Record (eg. CmCode ) and Press OK. YearOne PowerLink 3.20 Job Costing User Guide October