Job Cost Profile and Setup. Job/Project Master

Transcription

1 Job Cost Profile and Setup Job Cost Profile and Setup Introduction Job/Project Master The Jonas Job Costing module is designed to help manage Jobs more profitably, more efficiently, and more effectively. The Job Costing module allows for a variety of methods to collect and track Job Costs, Revenue, Labor and Equipment hours, and Materials. When setting up the Costing System Profile, you have the opportunity to use terminology to suit your unique company, which encourages creative design and meaningful reports. The following three steps control the setup and integration of the Job Costing system. The first step takes you to the section to define common rules applicable to all Jobs within a selected Company. The last two steps take you to screens and sections that are used to setup and customize individual Jobs. 1. Costing System Profile - This section determines the main rules that control the setup of all Jobs within a Company. The Job Cost module tracks Job Costs by Job, Cost Item and Cost Type. In this section you define (among other things) the number of digits to be used for Job number, Cost Item, and Resource code or Cost Type. 2. Job/Project Master - This is the main Job setup screen, where descriptive information for a Job is entered. This is also the place where the Job Cost and Revenue data is integrated to the General Ledger accounts and to Departments / Divisions. 3. Setup/Edit Cost Items - This section defines the Cost Activity codes unique to a particular Job. These Cost Items can be copied from a master set, or individually defined. The decisions you make initializing the Job Costing system have implications on its use for the long-term. Please study these setup instructions and consult with your Jonas representative for training and consultation. 1 Version 12.3 Copyright 2013 Gary Jonas Computing

2 Job Cost Profile and Setup Job Cost Profile and Setup Table of Contents Page Job Cost Profile and Setup Costing System Profile G/L Integration Rules Report Tax Defaults Notes Template Docs/Images Settings More Info Setup Category Codes Cost and Revenue Types User Options Archive/Summarize Jobs Special Options Job/Project Master Categories Taxes Other Info Copying General Ledger Integration Payroll Burdens (P/R Fringes) Time and Material Billing Address Job Notes Permits Special Job Message Custom Info Password Job Ticket Change Job # Job Estimate Delete Job Copy Job Customer Follow-Up Notes Project View Copying Items, Estimates, Schedules and Subcontracts Report Headings/Totals Version 12.3 Copyright 2013 Gary Jonas Computing

3 Job Cost Profile and Setup Job Cost Profile and Setup Table of Contents Page Change Orders Documents Take Off W/O Setup C/O Markups Lab/Mat Markups Setup/Edit Cost Items Custom Job Cost Information Reports Project Views Cost Inquiry with Views Project A/R Inquiry Project Report Committed Cost Views Committed Costs Analysis Job Trial Balance Cost Summary Recap Status of Contracts Std Detail Cost Report Std Summary Cost Report Std Cost Inquiry Archived Job - VIEWS Archived Job Detailed Cost Ledger Complete/Re-open Jobs Version 12.3 Copyright 2013 Gary Jonas Computing

4 Costing System Profile Costing System Profile Introduction Job Costing -> Files -> Costing System Profile & Setup The Costing System Profile is where we setup the rules to control the Job Costing system for a specific Company. 4 Version 12.3 Copyright 2013 Gary Jonas Computing

5 Costing System Profile Setup of the Costing System Profile Upon selection of the company in which the Costing System will be used, the Job Number, Cost Item and Cost/Rev Type must be configured. Job Number, Cost item and Cost/Rev Type When deciding on the configurations of the fields, keep in mind the following requirements: * The total number of digits for all three must add to 15, with 10 digits being the maximum length for any one code. * The Job Number may not be less than three digits in length. * The Cost/Rev Type field length will be determined automatically by the system based upon the number of characters left after selection of the Job Number to be 6 and Cost item field sizes (for example, if you select your Job Number to be six and Cost Item to be five digits, the remaining four digits will automatically be allotted to the Cost Type). * When setting up the Job Number, Cost Item or Cost type, the system zero-fills any field length not specified with a numeric or alphanumeric character. Unspecified alphanumeric fields are blank-filled to the right of the last alphanumeric character, whereas unspecified numeric fields are zero-filled to the left of the first numeric character. For example, if LAB is the code defined to represent the seven-digit Cost Type for Labor, the system will stor it as LAB, and if the assigned Job number is 35, the system stores the number as * All your non-required digits will be additional length within any field that will use alphanumeric characters. * Normally, cost types are alpha-based i.e. L, M, E, S, etc., may be used to specify Labor, Material, Equipment, and Subcontracts respectively. The importance of this methodology is based on the way the system performs a speed-search during an inquiry. If inquiring on an alphanumeric field, you just enter the first few alphanumeric characters, and the system ignores any trailing characters when performing the search. Not so with numeric speed-searches, as you must enter any leading zeros as well as the number being searched. * The most common Job Numbers are usually four to six digits in length (e.g or ); Cost Items are also usually five to six digits in length. Cost Types are usually three to five digits in length. Note: Once you have chosen and accepted the number of digits for the Job Number, Cost Item and Cost/Rev Types, you will NOT be able to change them. 5 Version 12.3 Copyright 2013 Gary Jonas Computing

6 Costing System Profile In the Integrated with A/R Subledger field, if you have more than one Accounts Receivable Subledger, select the default A/R Subledger you will be using for your Job Costing. This ties the Costing System Profile to the Accounts Receivable subledger that has your Construction or Job Customers. When setting up a new Job, the F2 lookup will display all of the customers in this sub-ledger by default. Even though a default A/R Subledger connection is established here, you may connect other Jobs to other A/R Subledgers. With multiple Division structures, there may exist a Subledger for each Division in a Company. In this case, Jobs belonging to different Divisions but in the same Company may be connected to a Divisional A/R Subledger, determined by the Customer code selected when setting up a Job. 12 Custom Categories This option allows you to define the Categories by which reports for various Jobs can be sorted or filtered when using the Report Generator (Job Costing > Reports/Inquiries > Report Gen: Design Reports). For example, we can design a report with a condition indicating that we only want to print Jobs where the Project Manager s code is WILL. Note: It is not necessary to setup all 12 Job Sort Categories. The blanks will simply show as Spare when setting up a new Job. Other entry screens are accessible through the Costing System Profile system: Tax Defaults Notes Template Docs/Image Settings More Info Setup Categ. codes Cost and Rev. Types User Option Special Option 6 Version 12.3 Copyright 2013 Gary Jonas Computing

7 G/L Integration Rules Report Job Costing -> Files -> Job/Project Master ~ G/L Integration Rules G/L Integration Rules Report This report is accessed through the Job/Project Master screen by pressing <F9> on the Job Number Field and selecting the G/L Integration option. It will print a list of the G/L integration rules for the Jobs that you select. 7

8 G/L Integration Rules Report Job Option From the list, select the Jobs you want from either All Active Jobs, Selected Jobs, or a Range of Jobs. Select Job Enter the Job number to be included in the report. (Each Job you enter/select will be shown in the box on the right side of the screen.) Press <F2> to select from the list of Jobs. To Remove a Selected Job: If you select a Job, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). Jobs From Enter the starting (FROM) Job number to be used. (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to start at the first Job on file. Press <F2> to select from the list of Jobs. Jobs To Enter the ending (TO) Job number to be used. (ie. only Jobs from the FROM Job up to and including the TO Job will be included) Press <ENTER> to end at the last Job on file. Press <F2> to select from the list of Jobs. 8

9 Tax Defaults Job Costing -> Files -> Costing System Profile & Setup ~ Tax Defaults Tax Defaults This feature will allow you to over-ride the Sales Tax defaults and Payroll Tax defaults for all jobs. Normally the program would use the tax rules setup in Accounts Receivable and Payroll. Quite often Progress Billing Invoices will not have tax. Depending on where your company is based, you will see either the Canadian or American Tax Defaults screen. Canadian Tax Defaults Screen 9 Copyright 2010 Gary Jonas Computing

10 Tax Defaults American Tax Defaults Screen Sales Tax Method Indicate which Sales Tax method is most prevalent: E - Extra X - Exempt H - Hidden F - Flat Rate M - Material Only N - Not Labor U - Use Tax A - All Items L - Lab Only Tax Exemption # You can enter a tax exemption number here. Many clients just put in the word 'EXEMPT' to populate their customer data base (when applicable). 10 Copyright 2010 Gary Jonas Computing

11 Tax Defaults Zero Rated (Canadian Companies) If most of your Jobs / Customers are GST exempt, check this box. For example, government projects are often GST exempt (or 'zero rated') Sales Tax Group (U.S. Companies) Enter the applicable sales tax group for the area, or press <F2> to select from a list of available codes. Sales Tax Group codes are setup in Administration -> Sales/County Sales Tax Rates -> Sales Tax Groups. City/County P/R Code, W/C Code (U.S. Companies) The codes entered in these fields will be used as default tax groups for Payroll.Enter the City/County P/R code here or press to select from the list of codes. Codes are setup in U.S. Payroll -> Payroll Configuration -> City/County Tax Rules program. W/C Code Enter the default W/C Code here. Press <F2> or the Lookup Table button to choose from available codes. 11 Copyright 2010 Gary Jonas Computing

12 App Brief Title Job Costing -> Files -> Costing System Profile & Setup ~ Notes Template Notes Template Enter the name/description for the Job Note heading or question you wish to track on each Job. Each heading can be up to 10 characters long. You can enter up to 60 standard questions that you would like asked (on the "Job Notes" screen of "Set up/edit Jobs"). The descriptions entered here will appear as prompts in "Job Notes" in the Job master file. Be sure to leave blank lines as shown below to allow extra space for text entry. 12 Copyright 2010 Gary Jonas Computing

13 Doc/Images Settings Job Costing -> Files -> Costing System Profile & Setup ~Docs/Images Settings Docs/Images Settings This button allows you to set up the links to file locations and imaging software that you can use to maintain scanned, viewable electronic copies of all the important documents associated with any job. Directories to Search Enter the directory path to search for documents and/or images. The first directory is also the default directory that will pop up in the File Lookup window. 13 Copyright 2010 Gary Jonas Computing

14 Doc/Images Settings Note: Most users will only setup the first directory, and add additional ones as needed. Our recommendation is to create a directory on the server that is a sub-directory of GJCWIN called "Images". If your server drive letter is J: then the path should be J:\GJCWIN\IMAGES\. Only put files in this directory, as it will make the search faster. The system will verify that the entered path is valid. Programs to Launch Scanner Enter the full Scanner program name and path if you wish to scan from within the Job/Project Master -> Documents screen. This is the executable that your scanning software uses to start scanning an item. The easiest way is to click on the browse button and go "up" to the desktop and select the icon you use to launch your scanning software. Alternatively, you can look in the Properties section of the icon you launch your scanner software with to see what the path leading to the executable (*.EXE) file is. Viewer Enter the full application name and path you wish to use to view images from the Job/Project Master -> Documents screen. If you have an icon on your desktop, click on the browse button, go up to the desktop and pick that icon. You want to enter or select the path to the executable (*.EXE) file that launches the application. There are various applications to view images from, and if you are unsure, try MS Paint. If that program is on your PC, the path is probably: C:\WINDOWS\mspaint.exe Use Job as 1st part of Document/Image Name When checked, the Documents/Images screen will prefix all files in the directory with the Job Number. If left unchecked, the file lookup will look for all files. Note: It is recommended to check mark this box as it will be faster and easier for the system to find images of Jobs if the Job number precedes the file name. 14 Copyright 2010 Gary Jonas Computing

15 More Info Job Costing -> Files -> Costing System Profile & Setup ~ More Info More Info This screen contains various options that are not categorized under other screens available from Costing System Profile and Setup. Take off Proposal Select the standard Take Off Proposal form that will be used. Ticket Form Select the standard Ticket Form that will be used. Press <F2> to view the available forms. Forms that are GUI compatible are shown as GUI - Y on the lookup screen. Lookup: Include Customer Name If 'Y' then the Customer Name for the Job will be displayed in the <F2> Lookup Forecast Final: If F and Entered Value Blank set to 0 Normally the system will calculate the Forcasted Final to be the greater of the Estimate, Committed Cost, or the Actual Cost to Date. If we check this box then the program will use 15 Copyright 2010 Gary Jonas Computing

16 More Info zero rather than the greater of choices previously mentioned. If 'Y' then in Enter Forecasted Final Estimate, if method = F and the entered value is blank, don't calculate final, set it to 0 Spare Date Label (Custom) The label entered here will be the field name displayed for the date lookup field on the Other Info screen from Job/Project Master. Record % Complete: Add Column - Cost to Date as of Period If 'Y' then a new column Cost As OF will show in the grid of the Job Costing -> Estimates -> Record Percentage Complete screen. It will display the costs as of the period you entered. 16 Copyright 2010 Gary Jonas Computing

17 Setup Categ. Codes Job Costing -> Files -> Costing System Profile & Setup ~ Setup Categ. Codes Setup Category Codes This screen allows you to identify the code and description for the elements within each of the ten available Job Sort Categories previously defined on the Costing System Profile screen. Category Group Select the Category Group (from the drop-down list) for which you will be defining new codes for. For example, if on the Costing System Profile screen you setup Category 01 as Project Manager, then here you will select the Category Group 01 Project Manager from the drop-down box, in order to setup individual Project Manager names. Code Enter the Job Sort Category code, or Press <F2> to select from a list of codes or to create or edit a code. For your Project Managers, it is suggested that you use their initials as the code, though you may use up to 10 characters in this field. Description 17

18 Setup Categ. Codes Here you will use the full description for the code you have just entered (e.g. for code WA, your description might be Will Anderson). Accept the information, and continue entering all the codes for your Project Manager Category and all other Job Sort Categories you have setup on the Costing System Profile screen. 18

19 Cost & Rev. Types Job Costing -> Files -> Costing System Profile & Setup ~ Cost & Rev. Types Cost and Revenue Types For a selected company, Cost Types are setup on this screen, and are common to all jobs within the company. These codes are later linked to General Ledger accounts (usually Cost of Sales) and Divisions in the Job/Project Master. Cost/Rev Type Enter the code you will use for your Cost Type (e.g. R = Revenue, L = Labor, and M = Material) and enter the description for the code. Std UOM This field is left blank if your Cost Type includes various units of measure. Otherwise, you may select a specific standard Unit of Measure (e.g. hrs for Labor and Equipment). 19 Version 12.3 Copyright 2013 Gary Jonas Computing

20 Cost & Rev. Types This code is used for Revenue If your Cost Type is used for Revenue, check this box. This feature is used to select Revenue items in reports using the Report Generator. Note: The Cost Type must have been identified as a Revenue Cost type to be accepted as a Change Order Revenue Cost Type. This code is used for Lab. If your Cost Type is used for Labor, check this box. Otherwise, leave this box blank. This feature is used to select Labor items in reports using the Report Generator. This code is used for Equip Check this box if you will be using this Cost Type for equipment costs. This feature is used to select Equipment items in reports using the Report Generator. This code is used for Subcontract If this Cost Type code will be used as a default for the Revenue update in the Change Order Management module, then check the box. Revenue from Change Orders will go to a different Cost Type (G/L Account). This code is used for Material Is this the Cost Type code that you intend to use to record Material Cost for the Job? YES (check the box) NO (do not check the box) Default for Rev. update in C/O Mgmt To have Revenue from Change Orders go to a different Cost Type, check this box. This Cost Type has to be setup as a Revenue code to be recognized as a Change Order Revenue Cost Type. This is a WIP code Check this field for every WIP Cost Type defined. If using the WIP accounting option (selected in the Special Options screen of the Costing System Profile), you will be required to define a WIP Cost Type (e.g. WL for WIP labor) for every non-wip Cost Type (e.g. L for labor) defined. Use the Work in Progress button to connect each non-wip Cost Type to its related WIP Cost Type. 20 Version 12.3 Copyright 2013 Gary Jonas Computing

21 Cost & Rev. Types Forecasting Method (E/P/C/F) The system defaults to the F selection. However, you have the option to select one of the four methods used for calculation of Estimated Final Costs for a Job: E - Estimate-to-Compete If you enter values for Estimate-to-Complete, the estimated final will be the Cost-to-date plus this figure. If left blank (i.e. no values entered for the Estimate-to-Complete), the Estimated Final Cost will be the highest of Current Estimate, Cost-to-date, or Committed Cost. P - Percentage of Completion Estimate the percentage of completion of the Cost Item; the computer will then extend and calculate the Estimated Final Costs based on actual Costs-to-date divided by the percentage completion entered (i.e. if the actual Cost is $100.00, and you show the item as 50% completion, the Projected Final will be $200.00). If left blank, the estimated cost is used as the Forecasted Cost at Completion. This method is most used for Labor. C -Costs-to-Complete The Project Manager estimates the remaining Costs-to-Complete for the Cost Item; the computer then adds this number to the Cost-to-date to arrive at a Final Estimated Cost. F - Forecast Final Cost The system will take your value of Estimated or Forecast Final Cost and use it. If no entry is made for the Forecasted Final Cost, then the Estimated Final Cost will be the highest of the Current Estimate, Cost to Date or Committed Cost. These Costs are usually paid in days This is where you enter the number of days in which your Costs/Revenue will be paid/received. This field is used for estimating future cash flow. Leave this field blank if you will not be using the Cash Flow Analysis programs that are located in the Job Costing Tracking menu. Pymts Subject to H/B / Retainage Check this box if Retainage applies to the Cost Type you are setting up. Leave this field blank if you will not be using the Cash Flow Analysis programs. This code is used for Use tax costs (U.S. Only) If you check this box, costs that are posted to Jobs will have the Use tax calculated... and posted to the Job within this code and the liability will be posted to the tax accrual account identified when setting up.we suggest you use one of the following codes to identify the Use tax cost type: Tax, UT, or U. 21 Version 12.3 Copyright 2013 Gary Jonas Computing

22 Cost & Rev. Types Calc Sales/ Use tax on this code (U.S. Only) This would be checked off normally for Cost Types used for materials, which are subject to Use tax. Cost Type always calc. Use tax (U.S. Only) If this option is selected, then regardless of what the job master sales method is set to, this cost type will calculate a 'Use' tax. Hide in F2 Window When this flag is turned ON, the Cost Type will no longer show in the F2 lookup for Cost Types. 22 Version 12.3 Copyright 2013 Gary Jonas Computing

23 User Options Job Costing -> Files -> Costing System Profile & Setup -> User Options User Options This screen provides the ability to further customize your system to run in a manner that is most suitable for your business. Review the options here, and try them in a test company prior to implementation. Your Jonas Consultant can also advise you on these options should you require further assistance. The Progress Password and Job Markup PWD options can be used to save a password that must be entered by a user prior to editing Progress and/or Job Markups. Permit Est. Final < Cost to Date Select this option to allow the Estimated Final to be less than the Actual Cost-to-date. 23

24 User Options For example, you may project a Final Forecast Cost to be less than the Actual Cost-to-date if you are expecting a Credit Note or assuming a Back-Charge. Do you want to allow the Estimated Final to be less than the Cost-to-date? YES (check the box) NO (do not check the box) Note: Remember, sometimes you are expecting a credit, which might result in an Estimated Final being less!! Sort/Display Jobs in Descending Order Check the box if you would like your Jobs to sort in descending order; otherwise the computer will sort in ascending order. This option only pertains to the sort methodology within the Job No. list box, found within the Job/Project Master screen. Organize Trial Bal by Costs/Revenue When selected, the resulting format of the Trial Balance report will show Costs and Total Costs first, Revenue and Total Revenue next, and Total Profit or Loss last. Do you want to organize your Trial Balance by Costs and Revenue? YES (check the box) to alter the presentation of the Trial Balance to show: Cost Cost total Costs Revenue Revenue total Revenue === Profit/Loss NO (do not check the box) 24

25 User Options Store Project Hrs by Employee This will allow the Payroll system to store and report Project hours by Employee (i.e. Summary of Project Hours by Employee found within menu items U.S. Payroll > Reports, or Canadian). We suggest you select this option. This may be useful for such things as safety reports, which might be used to calculate and pay bonuses.) Is this what you want? YES (check the box) NO (do not check the box) Store P/R Hrs/$$$ in more detail If you want a detailed labor analysis that will show you Cost allocation by regular, overtime and double-time hours, check this box. Normally the Job Cost system stores Total Dollars and Total Hours for Labor.The location of this report is in Inquiries/Reports > Detailed Cost Ledgers. Also, inquiries into Job Costs will display the additional Labor details, if this option is selected. We suggest you select this option. Do you want to have the Payroll Hours and dollars stored in detail? YES (check the box) if you want a special detailed Labor Analysis that shows you by Cost allocation:. Regular Hours and dollars,. Overtime Hours and dollars, and. Double-time Hours and dollars. The report is found in the 'Detailed Cost Ledgers' program under "Job Options". NO (do not check the box) Do Not Post P/R Hrs with $0.00 You can control whether or not employees with Hours Worked, but no costs (i.e. Zero Rated employees) are to be posted to Jobs. The default is for them to be posted (i.e. this flag is not checked). Payroll: Post Hours Indicate whether you want the Hours Worked or the Hours Earned to be posted to Job Cost from payroll processing. This is normally set to worked. From Payroll, do you want a) Hours Worked or b) Hours Earned posted to Job Cost? WORKED (check the box) this is the default EARNED (check the box) 25

26 User Options Usual Progress Billing Method When preparing a Progress Billing, you may choose to enter the Progress-to-Date by entering Units-to-Date, Percent Complete, Dollars-to-Date or Current Month Amount. Use this drop-down box to select the default method you use most often. Print Actual Job Notes If this box is checked, the actual notes that you entered under the Job Notes button for the selected job will print when you select the Job Ticket button on the Job/Project Master screen. If not ticked, program will print four blank lines. Do Not Show Contract Amount If this flag is turned on, then when you run the Percentage Complete Progress Billing Application report, only those lines that have been invoiced will show on the report with their contract amounts. If you want the contract lines to print, do not turn this feature ON. There is also a flag in System Administration > System Setup > System Parameters > Options > STAR Options (P/B Certificates: Suppress 0 s) that must be turned OFF if you want your contract lines to print on your billing. This flag suppresses the printing of zero value lines. Regular C/O s also update Progress Billing If you wish the regular C/O entry program (Revision to Estimate/Change Orders), to also update Progress Billing applications, select this option. Approved: Only create a P/B line when approved. The enhanced Change Order Management module is integrated to the Progress Billing module so that as C/O's are created, 'Additions to Contract' are added to the Progress Billing application. Custom Fields #1 & #2 These are two extra fields for extra information for Job Estimates. Enter a name/description for these Extra fields. They are available for your use for estimating, extra job tracking, etc. To use them, assign them a name. Then, you can enter the extra information in the 'Setup/Print Job Estimate' program using the Comprehensive Input method. Entry Control With this drop-down box, you have a selection of Estimate, All or Over. 26

27 User Options Estimate Selecting this option will prevent any posting of Costs to a Cost Item/Cost Type combination, where no Estimate or Budget for the Cost Item/Cost Type has been setup. All This selection allows you to post Costs to any combination of Cost Items/Cost Types, whether or not an Estimate or Budget has been setup for the Cost Items/Cost Types. Should you not always have the Estimates or Budgets for a Job setup when posting Costs, it is recommended that you select the ALL option. Over you can post only if the Actual Costs already posted are less than or equal to the estimate. P/B Contr. Add n - Split Desc.? When you select this option, you will have access to an edit button on the Setup/Edit Billing Lines screen in Progress Billing. It will allow you to split the description field into three separate components: Price Change Number, Notice of Change Number and Change Order Number. The billing line must be a contract addition line in order to access the edit button. Estimate Entry Style in Job Master This option determines the type of entry screen you will see when you click on the Job Estimate button on the Job Master screen. Selecting "L" will give you a line by line entry screen when you click on the Job Estimate button in the Job Master screen. Selecting "C" will give you the comprehensive entry screen when you click on the Job Estimate button in the Job Master screen. Std Cost Inq: Unupdated P/R - Burden % The Standard Cost Inquiry can include costs from payrolls (both CDN or USPR) in process (un-updated payrolls). To turn this feature on, indicate the percentage of burden or fringes to add to the raw cost. To turn this feature on, indicate the percentage of burden or fringes to add to the raw cost. Merge Details from Open Invoice This allows copying from one job invoice to another. It is most used by those customers that always use the same invoice. 27

28 User Options Takeoff: Do not display Cost Method This option will remove the display of the Takeoff column from the Job Costing -> Estimates -> Create/Edit Takeoff screen. Validate Sort Category Entries If 'Y' then in the Job Master, sort category entries will be validated against profile setup. Cert. PR: Print Wage Determination # If 'Y' then the Wage Determination # from the Job Master will be printed on the Statement of Compliance and Certified Payroll reports. Takeoff: Use Est. cost for BOM on Report **CUSTOM OPTION** If this flag is turned ON, in Create/Edit Take-off, when printing the Material List, with option NO, the estimated cost for bill of material will be used in the report. (Custom for Haller) AIA Billing Application Add Tax on Line For US Customers only, this flag will trigger the addition of taxes to the progress billing lines AIA FORM G ONLY. Sales tax applicable must be set on the Progress Billing lines. When sales tax is applicable, tax will be added to the Contract Amount, as well as the materials on site and progress entered to date. Sales tax applicable must be set on the Progress Billing lines. When sales tax is applicable, tax will be added to the Contract Amount, as well as the materials on site and progress entered to date. Job Invoice Default Line Type When creating a Job Invoice, this field allows you to set the line type that the program will default to. The user may change the line type at any time. 28

29 Archive / Summarize Jobs Job Costing -> Files -> Archive / Summarize Jobs Archive/Summarize Jobs This program is designed for users that have many small jobs that are quickly completed. It allows for the deletion /summarization of a range of jobs or selected jobs. Job Option Choose whether you wish do Selected Jobs, a Range of Jobs, or Estimated Completion Date. Use the Small Down Arrow to select. Select Job Press <F2>, click the Lookup Button, or type in the Job Code to select the desired jobs. If you make a mistake, just double click on the job you wish to remove from the selection list. Jobs From Press <F2>, click the Lookup Button, or type in the Job Code to select the desired job to start from. 29

30 Archive / Summarize Jobs Jobs To Press <F2>, click the Lookup Button, or type in the Job Code to select the desired job to end at. Est. Completion Date If Estimated Completion Date was selected as the Job Option, enter the date here or select the date from the calendar. Note: A Job must be made Inactive in order to fall into the appropriate date range for archiving purposes. All Inactive jobs UP TO and INCLUDING the specified date will be selected for archiving. 30

31 Special Options Job Costing -> Files -> Costing System Profile & Setup ~ Special Options Special Options The Special Options screen requires a password to access. Any changes to the options on this screen should be reviewed with a Jonas Consultant, who can also make any necessary changes for you. Restrict users from Closed Jobs Some Companies may wish to restrict postings (as well as the set-up of Purchase Orders) to Jobs that have been marked as "Inactive". Do you want to restrict postings to closed Jobs? YES (check the box) not to have an override capability at the warning message. 31 Version 12.3 Copyright 2013 Gary Jonas Computing

32 Special Options NO (do not check the box) to have a warning message displayed, but the override code will still work. Passwd to Reactivate Jobs/Del C/Os Enter the Password required from a person to change the completion date of a Job, to mark a Job as "Inactive", to re-activate a Job, or to delete a Change Order. Letter (A-Z) Used for Internal Est. C/O Enter the first letter to be assigned to Internal Estimate Change Orders. When using the "Internal Estimate Change Orders" program in the Change Order Management module, you may only record Change Orders that begin with this particular letter. Should you attempt to edit such a Change Order in the regular "Revision to Estimate /Change Orders" program, you will be denied. Similarly, regular Change Orders cannot be edited via the "Internal Estimate Change Orders" program. Automatic Job No s: next avail # The Job Number entered here is the next number to be assigned. When you ask the machine to issue the next job number, it comes to this field to retrieve it. This field can be edited or changed to reflect the number you want the system to issue. Note: This will only work with sequential numeric Job #'s. Use W.I.P. Acct g This flag turns on Automatic Work in Process accounting (WIP). This feature effects ALL jobs on the system. Set to: N - feature not desired S - yes, now setting up feature Y - yes, feature fully in place As a JSTAR, to turn on this feature, set flag the to 'S'. Then proceed to Cost Types and establish WIP linkages. Finally, go to System Administration -> Utilities -> Job Costing: 32 Version 12.3 Copyright 2013 Gary Jonas Computing

33 Special Options Switch to WIP to switch this field to Y. Before turning on this feature, you must first create 2 sets of cost types, one which works with WIP G/L, and one set which works with billed G/L costs. Put a dash in cost item ( ) Some Companies like to break up their Cost Item code into 2 parts (e.g ). In this example, they would have entered 3 in this "Put" field, indicating that a hyphen (-) should be placed after the third digit. The only limit is the length of the Cost Item (defined back on the main profile screen). (i.e. if the Cost Item length is 5, then entering 1 or 2 or 3 or 4 are valid "break" points, but 5+ is not) The results will be shown in reports, ie. Report Gen. Enter N if this feature is not required. Percent Complete: Threshold to use Enter the percentage completion threshold. Those who use the Percentage Complete method for projecting final Costs often prefer that, until the Percentage reaches a certain level (threshold), the current Estimate should still be used. If the Percentage < threshold, use the Estimate. If the Percentage >= threshold, calculate the final dollars. Status of Contracts: Straight Addn In the generic Status of Contracts report, do you want to have the CURRENT FORECAST section come from a straight addition of the Contract Value, Estimated Costs, and Estimated Profits lines from the ORIGINAL BID and CHANGE ORDERS sections (check this flag). To have the Current Forecast calculated based on your forecasting method, leave this flag unchecked. Change Order Audit Trails desired From the list, select the kind of Change Order audit trails you want: REQUIRED if you want audit reports to be produced automatically. OPTIONAL if you want to be asked each time whether you want an audit report. NOT DESIRED if you don't want audit reports to be produced. This is a custom setting to allocate Revenue from one Job to a group of common Jobs on the basis of a Job Report Sorting Category. Once indicated from the drop down list, the next two fields become active for you to indicate what the default Revenue Billing's Cost Item & Type are to be used. 33 Version 12.3 Copyright 2013 Gary Jonas Computing

34 Special Options Charge Parts to Jobs: also post Qty When you charge Parts to a Job, do you also want to post quantities to the Job? YES (check the box) to charge Parts and quantities NO (do not check the box) to charge only Parts to the Job Units ALWAYS stored Press ENTER to leave this field blank (most Companies do NOT use this feature). Enter the Cost Type code to use for Units, if Units are ALWAYS stored in a single Cost Type (e.g. 'U'). This changes the presentation of the 'Setup/Print Original Estimate' (comprehensive). Press <F2> to select from a list of codes. Commitment adj. s go to cost item When declaring a Purchase Order complete, the Commitment Adjustments are made to the same Accounts as originally committed. If you want the Adjustment to go to a different Cost Item, enter the Cost Item code. J/C Rept Gen: Use Special Burden Table Do you want to use the Fringe Table in the Job Cost Report Generator? YES (check the box) - a new Table will appear when the report is printed, that will let you enter Fringe rates by Cost Type, that will 'bump up' Costs-to-date by these factors. (e.g. a Cost of with a Fringe Table of 30% will report ) NO (do not check the box) Create Sub C/O in Notice to Proceed The ability to track and report Notice to Proceed costs and anticipated revenue has been added to the Comprehensive Change Order Management module. Report generator codes allow the design and reporting of Notice to Proceed cost (DNTPC) and anticipated revenue (DNTPR). Also, a Change Order Log Report allows the reporting of approved, anticipated and rejected values. Note: If this feature is turned on, there is a selection in the Job/Project Master -> Other Info screen to skip the sub change order approval on a job by job basis. 34 Version 12.3 Copyright 2013 Gary Jonas Computing

35 Special Options P.O. Company to Use Required Field (Custom field) Custom to APM Group. Controls the 'P.O. Cmp. to Use' field on the Job Master -> Address screen. Quantity Update Method To use this option, the Units ALWAYS stored in type field (above) must have a Cost Type entered. G/L Integration must also be set up in the Job/Project Master program. If you set the method P/B to J/C, once you have completed Progress Billing via the Units to Date method, run the Job Costing > Job Billing > Progress Billing > Update Quantities between P/B and J/C program. Progress Billing line numbers must be linked to one cost item only in order for this to work. This is set in the Setup/Edit Billing Lines program (on the Cost Items screen). To use the other method of updating from J/C to P/B, the progress billing line number must have a billing cost item and type set up. In addition, the quantities posted in Job Cost would have to be against the revenue cost type. Restrict Access to Inv. No. in P/B Certificate Do you want to restrict access to the Invoice number in the "Progress Billing Certificate" program? YES (check the box) to skip the "Invoice Number" memo field on the "Print Billing" screen in the Progress Billing Application menu NO (do not check the box) T&M Billing: Default Payroll Code Enter the Payroll code to be used as a default in the Time and Material Billing system. Press <F2> to select from a list of codes. Note: Within this Payroll code, ALL the Occupation codes that may ever be used in the Time and Material Billing module MUST be defined. Group Categ for Rev. Alloc This is a custom setting to allocate Revenue from one Job to a group of common Jobs on the basis of a Job Report Sorting Category. Once indicated from the drop down list, the next two fields become active for you to indicate what the default Revenue Billing's Cost Item & Type are to be used. 35 Version 12.3 Copyright 2013 Gary Jonas Computing

36 Special Options If you leave this field empty, then you can use the Revenue Billing Defaults fields in the Job/Project Master > Other Info screen to set the default Cost Item and Cost Type to be used in A/R Job Invoices. Default Rev. Billing - Cost Item This Cost Item is used in the Revenue Allocation program (in the Other menu). Cost Type This Cost Type is used in the Revenue Allocation program (in the Other menu). A/R: always look at all receivable subledgers Many reports in Job Costing show you A/R information extracted from all Subledgers. Is this what you want? YES (check the box) NO (do not check the box) if you want to restrict the computer to look ONLY at the A/R Sub-Ledger indicated in the Costing Profile. P/B: Alternate Line # length The default value for this field is 5. Valid values are 5 to 10. If value is above 5, then in setting up billing lines a new field is available to enter a alternate item number. This new number will print on the worksheet and applications. 36 Version 12.3 Copyright 2013 Gary Jonas Computing

37 Job/Project Master Job/Project Master Introduction Job Costing -> Files -> Job/Project Master Setting up or editing Jobs is performed in the Job / Project Master. Using the following screen, the program will guide you through the basic steps in setting up your Job. After assigning a Job number or code, and completing the Job Description, the program will take you automatically to the Job Sort Categories, General Ledger Integration and Cost Items including the copying of Estimates, Schedules and Subcontracts if desired. 37 Version 12.3 Copyright 2013 Gary Jonas Computing

38 Job/Project Master Setup of the Job/Project Master Screen Key in an existing Job number that will bring up the Job for editing purposes or select the <F2> Lookup and choose the Job to be edited from the list. You can also key in the new Job number or press the Enter key to have the program automatically assign the next number. The number to be assigned is stored in Costing System Profile > Special Options. It may be changed if it is incorrect. Note: that this feature will only work with sequential numeric Job numbers. You can also press the <F9> key to design and print a report using information from the Job Master screen for all or selected Jobs. Enter the Customer code (or press <F2> to select the Customer from the lookup window). If this Job bills multiple customers enter "MISC". When you go to bill this Job, the system will prompt you to enter a Customer code. Note: If you have more than one Subledger, you will have to enter the Customer code. The Customer code identified here may belong to a A/R Subledger different from that setup earlier in the Costing System Profile screen. This lets you setup Divisional Subledgers within a Company. Enter your Job description in the Description 1 & 2 fields (max. 30 characters). This Job description will appear on most Job reports. If both descriptions are left blank, the system will enter Customer Address 1 and 2. It is recommended that you enter the total amount of Retainage, including the Architect s Retainage, if any. For example, if the Owner retains 10% and the Architect retains 1%, then the total Retainage recorded here is 11%. It is recommended that you complete a Job Estimate. Click on the Job Estimate button to access the entry screen. Note: When you have finished entering these fields, click on OK and the program will automatically open the Job Sort Categories screen. You will then be prompted to copy G/L Integration and Cost Items from other jobs if desired. You can also add these later on, but note that in order to post to a job, you must have G/L integration and Cost Types set on it. 38 Version 12.3 Copyright 2013 Gary Jonas Computing

39 Job/Project Master The <Contacts> button is used to access the Jonas Contacts program. Note: For more information on using Jonas Contacts, see article 8292: Jonas Contacts in the Knowledge Base section of Jonas Client Gateway. The following fields are optional. Bill To Leave blank if the same as the Customer Code. If different, enter the Customer Code for the Bill-to or press <F2> and select the Customer from the list. Cust. Contract# Enter the Customer s Contract number, Purchase Order number, or Reference number. Job Value Used as a memo-only field, enter the Contract dollar value. Architect s Ret% Record only the Architect s Retainage percentage here. Job Start Date Enter the date you will start (or have started) the Job. Est. Completion Enter the estimated completion date for this Job. If this Job has already been completed, enter the actual completion date. Active Job Select Y to keep Job Active. Select N to declare the Job Complete. If this option is chosen for a Job with Open PO s attached, you will receive a message informing you of open PO s against the job. You can then choose to continue with the Job completion if you wish. Select F to stop postings to an active Job. Please note, if you are using the Jonas WIP system, you can only change the status of a Job by using the WIP: Declare Jobs Complete program in the Job Costing > Other menu. Last Date Worked Enter the date for which this job was last worked on. 39 Version 12.3 Copyright 2013 Gary Jonas Computing

40 Job/Project Master Other entry screens are accessible through the Costing System Profile system: Categories Taxes Other Info G/L Integration P/R Fringes T & M Rules Address Job Notes Permits Spec. Msgs Password Job Ticket Change Job # Copy Job Follow-Up Notes Project View Cost Items Rept Hdgs/Totals Change Orders Documents Take Off W/O Setup C/O Markup Lab/Mat Markup 40 Version 12.3 Copyright 2013 Gary Jonas Computing

41 Categories Job Costing -> Files -> Job/Project Master ~ Categories Categories This screen will be used to select data from the tables previously set up in the Costing System Profile for each Category. Click on <F2> or the Magnifying Glass icon next to each category to make your selection. Job Sort Categories (1-12) Using the description of the Category from the Job Cost System Profile, enter the corresponding code for up to 12 categories or press <F2> to select from a list of codes. 41 Version 12.3 Copyright 2013 Gary Jonas Computing

42 Categories Sq. Footage (if applic) This field is a memo field for recording the square footage of the Job. It can be reported upon in the Job Cost Report Generator by using report code. Custom Use Tax Mark-up % (if applic) This field is custom and applicable only to a specific US client. Contact (CUSTOM) This is a reference field which was added for a specific client. Feel free to use it if you wish. The address you enter here can be used in the Job Cost Report Generator by using Note: After entering the Job Sort Categories, you are then returned to the main screen. Clicking OK will prompt you to be asked if you want to copy the G/L Integration Rules from another Job? If you answer yes to copy from another Job, a list of Jobs will appear for you to make your selection The section Copying General Ledger Integration will give you more information on this topic. 42 Version 12.3 Copyright 2013 Gary Jonas Computing

43 Taxes Job Costing -> Files -> Job/Project Master ~ Taxes Taxes The Taxes screen is used to setup Sales and Payroll Tax Defaults. Settings applied here will override the Costing System Profile and Customer File tax defaults (if set). Canadian Tax Info Screen: 43

44 Taxes U.S.Tax Info Screen: Job Loc n (State or Province) Enter the location of this Job (e.g. NY for New York). This field will override the A/R Customer Master file, and the tax will be calculated based on this field. Sales Tax Method Click on the drop down list to select the default Sales Tax Method to be applied to this Job. The Tax Exemption # field is only applicable to the X Exempt setting. Note: Job Cost jobs are based on a contract price. The system doesn't know the breakdown between labor and materials so it can't know, for example, to charge tax on "Materials Only". The exception is the T & M Billing module. Since it is marking up cost it does know the percentage of the invoice that is taxable. 44

45 Taxes Sales Tax Group Click on the drop down list to select the default Sales Tax Group code to be applied to this job. Sales Tax Group codes are set up in the Administration menu. This group code will supercede the Job Location code set up in the Costing System Profile. Tax Extra (Canadian Clients only) If Federal Sales Tax is extra and will be added to the Progress Billing, check this box. City/County P/R Code This field will override the default City/County code in the Employee file for time entry. (It will be overridden by the City/County PR Code in the Cost Item, if entered). Workers Comp. Code If required, this code will override the W/C Code in the Union/Group file. Use this only if there is a special W/C rate for this job. It will be overridden by the W/C Rate in the Cost Item, if entered. 45

46 Other Info Job Costing -> Files -> Job/Project Master ~ Other Info Other Info. This screen contains miscellaneous options that are not categorized under other screens available from the Job/Project Master page. 46

47 Other Info Job Size Select to identify the job as large or small. The Report Generator has options that will allow you to select large, small, or all jobs, when printing reports. Also, with the Payroll Cost Allocation Report, the large jobs will print the Cost Item description, while the small jobs will print the Job Description. Procedurally, you may distinguish large and small jobs based on contract value. Unapproved C/O s (memo) If you wish the computer to keep track of and report unapproved Change Orders in a simple, total dollar amount, you can enter the dollar amount here. It will be available to be reported using the Job Cost Report Generator. Most users leave this field blank and use the more extensive reporting features of the Change Order Management module, found on the Job Costing menu. Prog. Certificate form Select your custom Invoice design, or just leave this blank to use the standard Progress Billing Certificate (GJJP4A). Note: This box MUST be left blank to use AIA PROGRESS BILLING. Project Code To setup Project Code Reporting, you will need to create codes in Job Cost > Files > Setup/Edit Project Codes, then attach the applicable code to the job here. Reports that show Project Codes at a company level are the Detailed Cost Ledger (using the "P-Selected Projects" option) and the Job Cost Report Generator and "MUST BE"). Usual Progress Billing Method Select the default input method for entering your progress to date in the Progress Billing module. Restrict posting from Equip Check this feature if you do not want the Equipment module to charge Equipment to Jobs. Freeze Original Job Estimate Checking this flag will not allow you to change the Original Estimate. 47

48 Other Info Wage Determination # This information will show on the Statement of Compliance and Certified Payroll pages if the flag in the Job Costing Profile is turned on (for US Payroll). Revenue Billing Defaults (Cost Item and Type) This section will allow you to override the Cost Item default and Cost Type default in the Revenue Allocation setup in the Special Options screen of the Costing System Profile (used in the Revenue Allocation program in the Job Costing -> Other menu). If you have NOT set the Group Category for Revenue Allocation (Costing System Profile > Special Options), then you can use this field to set the default Cost Item to be used in A/R Job Invoice entry distribution. It will automatically prefill the first line of the distribution screen for you. Skip Sub-Approval For this feature to function you must turn on the option to "Create Sub C/O in Notice to Proceed" in the Special Options section in the Costing System Profile. Note: Selecting this option will skip the separate approval of subcontracts within the Notice to Proceed Change Order option in Change Order Management. These subcontract change orders will then be created on approval of the owner's change order. Custom Fields The following fields were created as Custom for specific clients. Contact your Jonas Consultant for more information. Sales Force Spare Date Homebuilder Options (Custom) Group Invoices By Customer Markup Builder s Markup Multiple Estimates (Custom) Target Estimate (1-3) Description 48

49 Copying General Ledger Integration Job Costing -> Files -> Job/Project Master ~Copying GL Integration Copying General Ledger Integration This step is where you setup the rules that determine where the Job Cost Detail Transactions are posted in summary form to the General Ledger. For example, you may want all detail Labor Costs posted to a Job to be simultaneously posted in summary form to a selected General Ledger Expense account. Similarly, you may want all detailed Material Costs that are posted to a Job to be posted simultaneously to a different General Ledger Expense account, in summary form. The relationships between Cost Types and General Ledger accounts that you setup here ensure that the Job Cost Subledger always balances exactly to the General Ledger Control accounts. Normally you would copy the integration from a Template Job that you have already defined, unless you want an unusual integration for the Job you are setting up. We recommend you use the same General Ledger account integration for all Jobs, for simplicity and consistency. The only variation might be the Division/Department to which the Job belongs. When entering your first Job, you must go into the screen for Job Integration to G/L (the G/L Integ. Button) and complete the table as shown below for each Cost Type previously entered in the Costing System Profile. If your Company is setup with different Divisions (as described earlier), it will be useful to setup a Master Job Template for each such Division. 49 Version 12.3 Copyright 2013 Gary Jonas Computing

50 Copying General Ledger Integration Charge To: G/L Account Enter the G/L Account code (usually an Expense Account) to which this Cost Type should balance or press <F2> to select from the list of codes. Department Enter the Department/Division code or press <F2> to select from a list of codes. Offset To: G/L Account If you are planning to use an accrual system to be able to post charges to the Job ahead of actual receipt of Invoices, then you can setup an offset G/L account for this Cost Type to post to. You use the Record Other Charges program (Job Costing > Other menu) to post costs to the Job in advance (debiting the Job, debiting the associated G/L account, and crediting the accrual account), and then when the A/P Invoice comes in, you post it to the accrual G/L account (crediting A/P and debiting the accrual account). This feature works as follows: 1. In the 'Post Other Charges' program, you may enter (e.g.) Material Costs in advance of 50 Version 12.3 Copyright 2013 Gary Jonas Computing

51 Copying General Ledger Integration the Invoice in order to charge the Job. The computer will debit the Job, debit the associated G/L Account, and CREDIT the Accrual Account. Then, in A/P, you would charge the Invoice against the ACCRUAL Account. 2. The same feature exists in the Purchase Order system for Multi-Release Purchase Orders. 3. If you don't use either of those features then leave the "Offset To" blank. Method Enter the Method code if you want to override the Standard Forecasting Method for this Job: * Enter P to estimate the percentage of completion of the Cost Item; the computer will then extend and calculate the final estimated Cost. (Most often used for Labor.) * Enter C if the Project Manager estimates the remaining Costs on the item, and the computer adds this value to the Cost-to-date to arrive at a final estimated Cost. * Enter E if you enter values for the Estimate to complete; the Estimated Final will be Cost-to-date plus this value. * If left BLANK (i.e. no values entered for Estimate to complete), the Estimated Final will be the higher of current Estimate, Cost-to-date, or committed Cost. Enter F to have the computer take your value of estimated or forecast final Cost and use it. Note: The following options are only available if you have selected a custom "Status of Contracts" report: * Enter f which is the same as 'F' except the forecasted final can never be less than the actual cost to date. * Enter O To not calculate an Estimated Final for this job. * Enter U To calculate the unit cost to complete. The Standard Forecasting Method is set up in the "Set up/edit Cost Types" program. Custom Button The Custom button sets up the rules for an auto-application of the offsets. Note: This was created for a specific client and should not be used by other clients. Note: Once the General Ledger Integration has been copied, you will then be asked if you wish to copy Items, Estimates, Schedules and Subcontracts. 51 Version 12.3 Copyright 2013 Gary Jonas Computing

52 Payroll Burdens (P/R Fringes Button) Job Costing -> Files -> Job/Project Master ~ Payroll Burdens (P/R Fringes) Payroll Burdens (P/R Fringes) Normally Payroll Fringes (overheads) and the premium portion of Labor Cost are posted to the same Cost Items and Cost Types as hourly Payroll was distributed to. This distribution is determined during Payroll Time Entry. This Payroll Fringes/Burdens screen, however, will allow you to redirect the posting of Payroll Fringes and/or the premium portion of Labor Cost to selected Cost Items and/or Cost Types. Complete instructions for completing this screen can be obtained by using the F1 Help in each field. Canadian Burdens Screen: 52

53 Payroll Burdens (P/R Fringes Button) U.S.Fringes Screen: Redirect Burden to Cost Item (CAN) Charge Fringes to Cost Item (US) Enter the Cost Item code to which you want to redirect your Payroll Fringes or press <F2> to select from a list of codes. You can also enter * (asterisk) if you want your payroll fringes to be charged to the same account as was costed. Redirect Burdens to Cost Type (CAN) Redirect Fringes to Cost Type (US) Enter the Cost Type code to which you want to redirect your Payroll Fringes or press F2 to select from a list of codes. You can also enter * (asterisk) if you want your payroll fringes to be charged to the same account as was costed. Redirect VP Fringes (CAN) Should VP Fringes be redirected? (US) If you have re-directed your Fringes to another Cost Item and/or Cost Type, you have the option of not redirecting Vacation Pay Fringe. YES (check the box) to also use the new Cost Item/Type. NO (do not check the box) to use the original allocation. 53

54 Payroll Burdens (P/R Fringes Button) Special Job WCB Burden Rate % (CAN) Special Job W/C Fringe Rate % (US) Enter the special Workers' Compensation Fringe rate (percentage) to be used for this Job. If you use rate codes instead of percentages, go to the Taxes screen to enter the code. Rate codes will override this field. Should Payroll update hours For Payroll, select if you want Hours Worked or Hours Earned posted to Job Cost. Charge Premium Time to Cost Item Enter the Cost Item code to which to charge Premium Time. You can also press F2 to select from a list of codes. Charge Premium Time to Cost Type Enter the Cost Type code to which to charge Premium Time. You can also press F2 to select from a list of codes. Labor Charge-Out Rate No. If you charge the Jobs according to a standard Charge-out Rate instead of Actual Costs, enter the wage level (1 to 20) to use. Wage levels are set in Payroll -> Payroll Config -> Occupation Codes. Payroll will charge the Jobs at the applicable rate for each employee according to their Occupation code. See the article on "Charge-out Rate" (Article # 22029) for a complete explanation of how this Rate table is used. Sort Charge-Out Report By Select how you would like to have the Charge-Out report sorted. Certified Payroll Required? If you are required to print a Certified Payroll Report for this job, turn this flag on to store the necessary info. Last Certified Payroll No. The system will use this field to store the Last Certified Payroll Number. You may override it if necessary. 54

55 T&M Billings Job Costing -> Files -> Job/Project Master ~ T&M Billings Time and Material Billing This screen is selected if the Job you are setting up will be billed on a Time and Material basis. It allows you to connect up to four different Time and Material rate tables to this Job, and to assign mark-up percentages for material and other costs. For further information, see the Jonas Time and Material Application Brief. Use Payroll Enter the Payroll code to be used for Time and Material Billings or press F2 to select from a list of codes. Use T&M Table Enter the Time and Material Table code to be used for this Category or press F2 to select from a list of codes. 55

56 T&M Billings Covers Cost items ( From and To ) Enter the starting (FROM) and ending (TO) Cost Item codes to be used. (ie. only Cost Items from the FROM Cost Item up to and including the TO Cost Item will be included). Press ENTER to start at the first Cost Item on file (when ENTER is pressed on the TO field, the last Cost Item on file will be selected). You may also press F2 to select from the list of codes. Discount % Enter the Discount percentage that applies to this Category. Exclusions When the rules have been established on the T&M billings screen to enter a range of cost items for Contracts, Maintenance, Rental or Other, Exclusions will allow you to 'Exclude' selected Cost Items within the range when completing T&M billing procedures. From this screen, key in or press <F2> to select individual cost items that you wish to exclude from each category. 56

57 Address Job Costing -> Files -> Job/Project Master ~ Address Address Enter the Job address and phone numbers. You may also enter the names of the Architect (if a GUI style AIA form is printed, the Architect name will be printed on the form), Engineer, Consultant, Inspector and Owner by accessing the Address button. If Change Order Quotations go to a different address, enter that address here. 57

58 Job Notes Job Costing -> Files -> Job/Project Master ~ Job Notes Job Notes This screen is where you enter the information pertaining to the Template headings you setup in your Costing System Profile. Print Prints the notes for the job, as entered. 58 Version 12.3 Copyright 2012 Gary Jonas Computing

59 Permits Job Costing -> Files -> Job/Project Master ~ Permits Permits This button provides five separate fields to store permit information in a free form notes format. You may enter up to a maximum of 100 characters into each field. 59

60 Spec. Msgs Job Costing -> Files -> Job/Project Master ~ Spec. Msgs Special Job Message The message you enter here will be displayed whenever you post anything financial to this Job. It can act as a reminder to staff members entering postings to it. 60

61 Custom Info Job Costing -> Files -> Job Project Master ~ Custom Info Custom Info This screen will display the Custom Information fields that were setup in Job Costing -> Files -> Custom Info Setup to allow for entry of Custom Job Master Information. Note: If a field is denoted with a *, an entry is required for it before you can exit this screen. If a table was set up for a field, press <F2> to see the valid entries for selection if a table was set up (you will see a magnifying glass icon next to the field). 61 internal training purposes only. the reproduciton of any part of this article for any other purpose is strictly prohibited.

62 Password Job Costing -> Files -> Job/Project Master ~ Password Password Use the Password button to change the Job s Status if you restricted changes to it. This is setup on the Costing System Profile & Setup > Special Options screen, to prevent modification of an active Job s status by unauthorized personnel. If you haven t enabled this feature, the Password screen will not need to be validated with a password. 62

63 Job Ticket Job Costing -> Files -> Job/Project Master ~ Job Ticket Job Ticket This button will print out the Master Job information you see filled out on the Job/Project Master screen. The Job Ticket will also include the first four lines setup in Job Notes if the User Option to do this is selected in the Job Cost Profile. The screen that will display is the standard print screen that appears for all print functions: 63

64 Change Job # Job Costing -> Files -> Job/Project Master ~ Change Job # Change Job # This screen allows you to change your Job number. Completion of this process will take some time, as the entire system needs to be checked before the old Job number is replaced. 64

65 Job Estimate Job Costing -> Files -> Job/Project Master ~ Job Estimate Job Estimate If you are setting up an Estimate for the first time (e.g. for your Template Job), click on the Job Estimate button to begin. Both units and dollar estimates may be entered. Note: You must already have your Cost Items and Cost Types setup for you to be able to assign estimates to each one. Cost Item Enter the Cost Item or press <F2> and select from the list. 65

66 Job Estimate Cost Item Description This will fill automatically after selecting the Cost Item. Cost Type Enter the Cost Type or press <F2> and select from the list. Labor Hours If the Cost Type entered is Labor, enter the estimated hours. UOM Enter the unit of measure for this Cost Item and Type. Estimate Enter the estimated dollars for this Cost Item and Type. If this Cost Type is revenue, remember to enter the value as a negative. Print This printing selection will print a simple listing of your estimate. For a more comprehensive printout of your estimate, go to the Estimates menu in Job Costing and choose Setup/Print Original Estimate. 66

67 Delete Job Job Costing -> Files -> Job/Project Master ~ Delete Job Delete Job This selection will allow you to delete or summarize the Job and all associated Purchase Orders and Subcontracts. For more information regarding this option please see the Housekeeping documentation. 67

68 Copy Job Job Costing -> Files -> Job/Project Master ~ Copy Job Copy Job The Copy Job feature allows you to setup multiple sequentially numbered copies (up to 999) of Jobs and/or Customers. The Job number will be sequentially incremented by 1 for each Job copy, as will the Customer code (if there is space in the numbering to allow this). Number of Copies? Enter the number of copies to create for this Job (it will add a sequence number to the end of the Job number). Create new Customers? Check this box to create new customers for each Job created (it will add a sequence number starting with 1 to end of the customer code). Copy Workers Comp Code? Check this box if you want the Workers Comp code copied to the job. 68

69 Follow-Up Notes Job Costing -> Files -> Job/Project Master ~ Follow-Up Notes Customer Follow-Up Notes This screen allows for entry of Follow-up Notes for the customer. Follow-Up Date Notes will be saved with a default date of today s date. You may change it by either typing in or selecting a new date on the calendar. Add Use the above portion of the screen for entry, and press the Add button to save once complete. The system will also add the name of the user that entered the note. 69

70 Follow-Up Notes Delete When a note is selected and displayed in the yellow entry section of the screen, the Delete button will become available. Pressing it will delete the selected entry. Password Needs description New Clears the entry portion of the screen so a new note can be added. 70

71 Project View Job Costing -> Files -> Job/Project Master ~ Project View Project View This is a view screen with drill downs to the details by Job in Accounts Receivable, Purchase Orders, Change Orders, Change Notices, Subcontracts, Labor History and Job Details. Figure 1 Click on the More Details button to drill down to the Job details level. This screen can be configured to display information from the available elements by selecting the Configure Button. 71

72 Project View Figure 2 From the Cost Activity level, you can drill down on all cost details for any cost activity with a click of the mouse on the specific Cost Item code (in this configuration as shown in Figure 2 above). 72

73 Project View Figure 3 Commit Button Figure 4 73

74 Project View Selecting this button will display all Purchase Order and Subcontract Commitments for the Job (Figure 4) and will also display the Committed Spent and the Committed Remaining by Cost Item (Figure 5). By selecting a Cost Item, the program will display the commitments by Cost Type (Figure 6) and you may then drill down to the Actual Costs and Purchase Orders for the Cost Item (Figure 7). Figure 5 74

75 Project View Figure 6 Figure 7 75

76 Project View A/R Button Accounts Receivable information can be accessed from the Project Views screen. This will allow you to see up-to-date receivable information, with drill downs to the posting level for each Job Invoice on the project by clicking the Tracer button on individual invoice lines.. Figure 8 Figure 9 76

77 Project View Purchase Orders Select the P.O. button to display all purchase orders issued for the project being viewed (Figure 10). You may drill down to the purchase order detail by clicking on the purchase order number. Doing so will display the P.O. Value, Billed to Date costs and Unit Cost information for the P.O. being viewed (Figure 11). Figure 10 Figure 11 77

78 Project View Change Orders and CCN s Select the C/O s or CCN s button to get complete listings of Change Orders (Figure 12) and CCN s (Figure 13) issued for the project. Individual details can be viewed by clicking on either the Change Order or CCN numbers on their corresponding screens Figure 12 78

79 Project View Figure 13 Subcontract Button Selecting this button will display the subcontract status for all subcontracts issued for the project being viewed (Figure 14). Clicking on a Sub # will display full contract details including Change Orders issued, Billings, Payments and Outstanding Commitments (Figure 15). Figure 14 79

80 Project View Labour History Figure 15 Select the Labor History button to view all labor posted to the project being viewed. Labor charges can be sorted by Employee or Cost Allocation and includes hours, costs and fringes (Figure 16). Figure 16 80

81 Project View Deficiencies Button Clicking this button will bring up any Deficiencies (Figure17) that have been recorded on the Job in the Deficiencies/Punch List module (Job Costing > Tracking > Deficiencies/Punch List). Click on an item for more information on it (Figure 18). Figure 17 Figure 18 81

82 Project View Job Notes, Address, Permits Buttons These buttons will display the same information entered in the main screen of the Job/Project Master. Figure 19 Figure 20 82

83 Project View Figure 21 83

84 Copying Items, Estimate, Schedules and Subcontracts Job Costing -> Files -> Job/Project Master ~Copying Items, Estimates... Copying Items, Estimates, Schedules and Subcontracts Once you have copied or setup the G/L Integration rules, you are asked if you want to copy the Cost Items from another Job. If you select Yes, you may then copy all the items or selected items from a Template Job. If you copy selected Items, you can pick and choose the ones you want. This choice makes it easy to setup a big Template Job with every possible Cost Item, and then to pick the ones you need for each new Job. When Cost Items are copied, any report formatting previously setup (i.e. Report Heading and Total Groups from the Rept Hdgs/Totals button) for the Cost Items is also copied. This report formatting is used whenever you print any detailed Cost report. You are then asked if you want to copy the Estimate from the same Job as the one from which Cost Items were copied. If you choose Yes, then the complete Estimate for the Cost Items added in the previous step is copied. In addition, the Job Schedule you setup (if any) in the Tracking module is copied. If you need to edit the Schedule, you can do so after the copying is complete. 84

85 Copying Items, Estimate, Schedules and Subcontracts If you selected to copy the Schedule, the computer will ask if you want to copy the Subcontracts for the same Job (if you have the Subcontract Control module). These two features are useful to Homebuilders (if you have the Homebuilder module) when they sell a standard model home. The model can be setup as a template Job, complete with Cost Items, Estimate, Schedule, and Subcontracts. See the Homebuilder Application brief for more detailed information about Job Costing and the Homebuilder module. 85

86 Rept. Hdgs/Totals Job Costing -> Files -> Job/Project Master ~ Rept. Hdgs/Totals Report Headings/Totals Report Design: Headings/Totals simply allows you to setup headings, totals, sub-headings and sub-totals. We recommend that you space out your group codes (we usually use 10, 20, 30 and so on) to allow you to insert another subtotal if required. Hdg/Total Groups Enter the Headings and Total Group code. or press <F2>. to select from a list of codes or to create a new code. Press <F9> to print (or design) a listing. If you are adding a Group, assign an arbitrary number (e.g Site Preparation). Description of Hdg & Total When you type in your Description of Heading and press enter, the program will automatically fill in your Description of Total for you (<Hdng Name> Total). 86 Version 12.3 Copyright 2013 Gary Jonas Computing

87 Rept. Hdgs/Totals Include Cost Items from / to Allows you to identify the Cost Items that you wish to include in your range. You can either enter them or select them from the lookup. You should note that the system will allow you to type in a Cost Item code that does not currently exist. This is intentional. In our example we could have typed in in the To field. This would allow for additional Cost Items from to to be entered at a later time and we would not have to come back and modify our headings and totals setup. Reverse the Sign? Is used to change values from negative to positive for presentation purposes. So this feature is most commonly used when adding up revenues or presenting profit. Reverse the sign will also change positive values to negative if you so desire. Print the Total If this box is checked, the total will print for the range of Cost Items selected. We allow you to choose the Underline character before the total and the Underline character after the total. The most common setting is to use a - to make a single underline above the total and use a = to make a double underline after the total, as shown in the example below Site 100 Extra <--BEFORE 150 ==== <-- AFTER Start on a new page By selecting this option your report will advance to a new page before it starts to print your heading. Some of our Construction users prefer to have revenues print on a separate page, because they do not wish to send the revenue section of the cost report to the job site. In subtotals, add units with UOM You can have the computer enter a report total for a specific unit of measure (if you choose to set one up in Setup/Enter Cost Types) by entering a unit of measure in the field. 87 Version 12.3 Copyright 2013 Gary Jonas Computing

88 Rept. Hdgs/Totals Total Line suppress Cost Types On detailed cost reports, we usually print the totals for each Cost Type with each total line. If you do not wish to see the totals by Cost Type then you can select this feature to only print the grand total. 88 Version 12.3 Copyright 2013 Gary Jonas Computing

89 Change Orders Job Costing -> Files -> Job/Project Master ~ Change Orders Change Orders This screen allows the user to record the status of prime contract change orders and to distribute the amount of the change order to Cost Items and Cost Types within the Job. C/O No (Change Order Number) The change order number may be sequential or entered manually. Press F2 for a list of change orders, or select ** Setup another Change Order **. Date of C/O Enter the Change Order date or press ENTER to accept the displayed date. You can also press F2 to select the date from the Calendar. Note: The date entered must be an active date. 89

90 Change Orders C/O Status The status entered here is only a memo field. No matter the status selected, the change order amount will update the revised estimate (i.e. the amount will be added to the original contract amount) and will update the commitment. If an update of the revised estimate and commitment is desired to occur only if the approved status is selected, then the Comprehensive Change Order Management system should be used. The available statuses are Approved, Contemplated, Pending and On Hold. Apprv. On Enter the C/O approval date here. Delete/Insert Row Rows will be inserted or deleted based on the current cursor location. No Change Press this button to exit the screen without saving/making changes. Chg No. Use this button to change the C/O s number. 90

91 Documents Job Costing -> Files -> Job/Project Master ~ Documents Documents The Documents feature allows you to store scanned documents or photographs for the specified job. The project manager can then retrieve these documents simply by highlighting the filename and clicking on the View button. The setup for this feature is located in Job Costing -> Files ->Costing System Profile -> Docs/Image Settings. Filename Enter the filename you wish to be able to view. This filename must be able to be opened in one of the directories that are setup in the Documents/Images Profile. The maximum length of a filename is 30 characters. Hitting F2 will pop up a file selection window. If selecting from this window you will have to delete the directory name (you only want the filename). Description Enter a brief description of the stored document or image. Date This is the date this file was added to this screen. It can be overridden at any point with a different date. Image If the box is checked, then clicking View will run the Jonas Image Viewer that will launch your viewing software (set in the Profile) so you can see the file. 91

92 Documents If the Image box is not ticked then Jonas will launch whatever software is associated with the file in Windows, e.g. if the file has a.doc extension, the program will launch Word, if it has an.xls extension, the program will launch Excel. Scanning When clicking Scan, Jonas will execute the scan program setup in the Documents/Images Profile. Once you have successfully scanned your document and are ready to save it, you can copy (right-click) the filename and then save it. The next step is to close the scanner application, and click into an empty Filename column. At this point you can paste (right-click) the file into the column and enter the description. Viewing When clicking 'View', you will get two different screens depending on the Image flag (Yes/No). If set to 'Yes' you will see a Jonas Picture Viewer that will allow you to view/print or zoom into an application setup in the Documents/Images Profile. If set to 'No' then Jonas will launch the application associated with the type of file requested (e.g. DOC -> Word,.XLS -> Excel). Help If trying to use Jonas viewer and the file is not a picture (i.e. BMP/JPG, etc.) try changing the image flag to No (unchecked). Note: If you are trying to use the Application viewer and nothing happens, there might not be a 'Windows' association for the file type requested. You might need to contact your system administrator for assistance. 92

93 Take Off Job Costing -> Files -> Job/Project Master ~ Take Off Take Off This screen is also available from Job Costing -> Estimates -> Setup/Edit Takeoff. See the Job Costing documentation for more information. 93

94 W/O Setup Job Costing -> Files -> Job/Project Master ~ W/O Setup W/O Setup This screen is also available from Service Billing -> W/O s & Dispatch -> Service Calls-Work Orders. See the Service Billing documentation for more information. 94

95 C/O Markups Job Costing -> Files -> Job/Project Master ~ C/O Markups C/O Markups This is a Custom option that was added to allow for three types of mark-ups to be displayed above subcontract on the owner quotation form. If you wish to utilize this screen (which will be grayed out on the Job/Project Master), you must select the following custom forms as shown in the screen shot below. Navigate to Job Costing -> Change Order Management -> System Profile/Terminology to change the Quote forms. Markup (#1, 2, 3) Cost Item Enter or select a Cost Item from the list that you would like displayed on the quote. Markup (#1, 2, 3) Cost Type Enter or select the corresponding Cost Type for the Cost Item entered. 95

96 C/O Markups 96

97 Lab/Mat Markups Job Costing -> Files -> Job/Project Master ~ Lab/Mat Markups Lab/Mat Markups This is a Custom option that was added to allow for the setup of Self-Performed Work calculations. Material O/H% Enter a default Overhead % to be used when calculating Material in Manage Change Request -> Self Performed Work. Material Profit% Enter a default Profit % to be used when calculating Material in Manage Change Request -> Self Performed Work. 97

98 Lab/Mat Markups Labor O/H% Enter a default Overhead % to be used when calculating Labor in Manage Change Request -> Self Performed Work. Labor Profit% Enter a default Profit % to be used when calculating Labor in Manage Change Request -> Self Performed Work Payroll Code Select a Payroll code from the Payroll file for which the markups apply to. 98

99 Setup/Edit Cost Items Job Costing -> Files -> Job/Project Master ~ Setup Edit Cost Items Setup/Edit Cost Items Most users would use the Copy Cost Items from another Job feature when first setting up their Jobs. The Cost Item button on the Job/Project Master screen will allow you add those one off Cost Items, to edit those that were copied from another Job, or to setup your list of Cost Items for your Template Jobs. Cost Item Use the <F2> lookup function to display a list of Cost Items setup for this Job. You may select Add Another Cost Item or enter a Cost Item number to edit. 99

100 Setup/Edit Cost Items Description Enter the description of your Cost Item. On cost report, group with Cost Item Usually the Cost Item appears separately on a Report. However, if you would like this Cost Item to be combined with another Cost Item, press F2 to look up the item with which you would like to combine the Costs. Date Started This is used as a scheduling memo field, available in certain Report Generator fields. You can enter the start date for this Cost Item, or you can skip through, leaving the date blank. A date must be entered if you plan to use the Cash Flow Analysis Module in the Job Cost Tracking menu. Orig. End date This is a memo field, used in certain Report Generator reports. You can enter the original expected end-date for this Cost Item, or you can skip through, leaving the date blank. A date must be entered if you plan to use the Cash Flow Analysis Module in the Job Cost Tracking menu. Rev. End date This is a memo field, used in certain Report Generator reports. You can enter the revised end-date for this Cost Item, or you can skip through, leaving the date blank. Comments 1 and 2 If you want, you can enter comments here, to be used in certain Report Generator reports. Otherwise, leave it blank. Status (A/C) Indicate here if this Cost Item is Active or Complete. Note: This is used in the Detailed Cost Ledger reports, Cost Item Analysis option. Posting will not be allowed to Cost Items that are Complete. 100

101 Setup/Edit Cost Items Special Workers Compensation Rate Use this field to calculate the Workers Compensation Rate that will override the Rates you have setup in your Union/Group Agreement, your Payroll Profile, and the Job Setup. City/County P/R Code Enter the City/County code to be used for this Cost Item. (This will override whatever code was used for the Job, on the Taxes screen). Unit of Measure Enter the Unit of Measure (i.e. Square Foot, Each) for this Cost Item. Cost Item Group This allows you to enter a group code for any cost items that you may wish to report separately. The code can be any combination of alpha or numeric characters up to four digits in length. Once identified, you then have the ability to design and print cost reports for the group code desired. See our documentation on the Job Cost Report Generator to see how you can condition a report for a selected group code. Incl. In Project Mgr s Report (CUSTOM) This allows you to identify the Cost Item that you wish to appear on this custom report that was designed to meet the specific requirements of one of our clients. This report has been made available for anyone to use but we will only make changes to the format for the client it was designed for. Go ahead and try it it s located in Job Costing > Custom Reports > Project Manager s Report. Copy Items Button Use this button to copy Cost Items and the cost estimates setup in one Job to another Job. After selecting the project to copy from, a cost item list for that project will appear and then you will be able to select the cost items to be copied. as shown below: 101

102 Setup/Edit Cost Items : New Code Button This option allows you to change the Cost Item code to a new number. It will transfer all costs and estimates associated with the cost item being changed to the new code selected.this process may take several minutes since the entire system needs to be searched and updated with the new code entered. Forms Button 102

103 Setup/Edit Cost Items The Forms section is used for Homebuilders that need to have documents signed off on before performing a task. For example an inspector must sign off on a site 2 days prior to a truck coming with concrete to pour the foundation. If the sign off does not happen the task is rescheduled. Once entered, a list of forms required for date ranges can be printed using the Permits/Inspection report in the Homebuilder Module. Description Enter a description for the form here. Sch Days (+/-) Enter the number of days prior to the scheduled task you would like the sign off sheet to be printed. Designed Form Select the desired form to be printed. Attached Document Press <F2> to prompt for a search window to find and attach a Designed Form document. Note: The document must be in PDF format and must be located in one of the Search Directories that was designated in Cost System Profile and Setup. CM Savings Button (CUSTOM) These are savings fields that were added for a custom billing application for a specific client. 103

104 Additional Information Job Costing -> Files -> Custom Info Setup Custom Job Cost Information This screen allows the user to enter up to 99 customizable fields specified as Alpha or Numeric, that can be used in the Report Generator. For the custom fields created, Report Gen codes will be available, starting with "Y (ie.y01, Y02...etc.) to create user defined reports. Note: You will only see fields to report on if you setup fields for custom information. Type Enter the type of custom field here as either A - Alpha or N - Numeric. 104

105 Additional Information Size Enter the size of the field to be entered. For Alpha fields, this will be a whole number, for numeric, you can indicate decimal places such as 5.2 which would display a number like Required If you want the field to be required for entry on an Equipment Unit, check-mark this box, otherwise, leave it blank. Additional Information Use this field to enter in additional information on how to provide an entry for this field for an equipment unit. If you check-mark the Tbl Setup box, a table of valid entries for the field can be setup. An example is shown below: The Report Codes button will allow you to change the Description, Short Form, # of characters to display and Heading Lines of how you want the custom field to be displayed when running a report from the Report Generator. 105

106 Additional Information 106

107 Project Views Job Costing -> Reports/Inquiries -> Project Views Project Views Project Views is a configurable view screen with drill downs to the details. It is part of the Executive Dashboard module. Contact your Jonas Representative or Jonas for more information. As of Enter the As of date or press <F2> or the calendar icon to select the date. Pressing <Enter> on this field will select today s date. Job Option From the list, select the types of jobs you wish to view from All Jobs, Selected Jobs or a Range of Jobs. Your selection here will determine the options that will become available on the rest of the screen. 107 Version 12.3 Copyright 2013 Gary Jonas Computing

108 Project Views Select Job Enter the Job number to be included in the report. (Each Job you enter/select will be shown in the box on the right side of the screen.) Press <F2> to select from the list of Jobs. To Remove a Selected Job: If you select a Job, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). Jobs From Enter the starting (FROM) Job number to be used. (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to start at the first Job on file. Press <F2> to select from the list of Jobs. Jobs To Enter the ending (TO) Job number to be used. (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to end at the last Job on file. Press <F2> to select from the list of Jobs. Include Unupdated Payrolls Do you want to include Costs for Payrolls currently in process? YES (check the box) to include Costs from Payrolls in process. NO (do not check the box) to exclude Costs from Payrolls in process. Burden/Fringe % Override Enter the percentage to be used in calculating Payroll Fringes. 108 Version 12.3 Copyright 2013 Gary Jonas Computing

109 Cost Inquiry with Views Job Costing -> Reports/Inquiries -> Cost Inquiry with Views Cost Inquiry with Views If you have purchased the graphics module, this program picks up and places certain job cost information on the screen for pickup by the graphics program. Period Enter any valid date using the specified format, or enter the month you are interested in, and the current year will be "assumed". Press <ENTER> and the default date will be "assumed". Inquiry Type Select if you want to inquire on a Specific Period only or the Full History. 109 Version 12.3 Copyright 2013 Gary Jonas Computing

110 Project A/R Inquiry Job Costing -> Reports/Inquiries -> Project A/R Inquiry Project A/R Inquiry This program will report on data related to Jobs by Project Code across companies. Note: Your Printer style left margin should be set to 0 to prevent cropping on the right. 110 Version 12.3 Copyright 2013 Gary Jonas Computing

111 Project Report Job Costing -> Reports/Inquiries -> Project Report Project Report The Project Report tracks jobs across multi companies that are associated with the same project code. 111 Version 12.3 Copyright 2013 Gary Jonas Computing

112 Committed Cost Views Job Costing -> Reports/Inquiries -> Committed Cost Views Committed Cost Views This program gives you a quick screen recap of Committed Costs for a certain Job. Note: This program was created for B&M. As requested, this program always reconstructs committed costs for the job being analyzed. 112 Version 12.3 Copyright 2013 Gary Jonas Computing

113 Committed Costs Analysis Job Costing -> Reports/Inquiries -> Committed Costs Analysis Committed Costs Analysis The Committed Cost Analysis program details all of the items that make up your Job commitments. Note: If the Treat labo(u)r as a commitment flag in System Admin > Options > Star Options is turned off, the report will exclude labor in the Commitment Remaining column.the bottom of the report will display the message Commitment Remaining does not include labour to note the flag setting. 113 Version 12.3 Copyright 2013 Gary Jonas Computing

114 Committed Costs Analysis Period Enter the Period/month to be used. Press <ENTER> for the current month or press <F2> to select the month from the Calendar. Job Option From the list, select the Jobs you want in the report from all active Jobs, selected Jobs, or a range of Jobs. Select Job Enter the Job number to be included in the report (Each Job you enter/select will be shown in the box on the right side of the screen.) Press <F2> to select from the list of Jobs. To Remove a Selected Job: If you select a Job, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). Jobs From Enter the starting (FROM) Job number to be used (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to start at the first Job on file or press <F2> to select from the list of Jobs. Jobs To Enter the ending (TO) Job number to be used (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to end at the last Job on file or press <F2> to select from the list of Jobs. Cost Items From Enter the starting (FROM) Cost Item code to be used (ie. only Cost Items from the FROM Cost Item up to and including the TO Cost Item will be included). Press <ENTER> to start at the first Cost Item on file or press <F2> to select from the list of codes. Cost Items To Enter the ending (TO) Cost Item code to be used (ie. only Cost Items from the FROM Cost Item up to and including the TO Cost Item will be included). Press <ENTER> to end at the last Cost Item on file or press <F2> to select from the list of codes. Type Which type of report do you want? 114 Version 12.3 Copyright 2013 Gary Jonas Computing

115 Committed Costs Analysis DETAILED REPORT (check the box) SUMMARY TOTALS ONLY (check the box) Cost Type Press <ENTER> to include all Cost Types or enter the Cost Type code. Press <F2> to select from a list of codes. Multiple Cost Types per page If you want to have multiple Cost Types included on the same page, check this flag (default is off - 1 page per Cost Item/Type). Comm. Remaining: Do not show negatives If this flag is selected, negatives will not be shown in commitment remaining.the system will automatically set the flag based on the previous settings. Exclude Revenue amounts To exclude revenue amounts, select this flag. The system will automatically set the flag based on the previous settings. 115 Version 12.3 Copyright 2013 Gary Jonas Computing

116 Job Trial Balance Job Costing -> Reports/Inquiries -> Job Trial Balance Job Trial Balance This report prints a Trial Balance by Job, showing (optionally) all Costs by Cost type for: opening year, current year-to-date Costs, and closing balance, or opening period total -to-date balance, current period, and closing balance. Period Enter the Period/month to be used. Press <ENTER> for the current month or press <F2> to select the month from the Calendar. Jobs From Enter the starting (FROM) Job number to be used (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to start at the first Job on file or press <F2> to select from the list of Jobs. Jobs To Enter the ending (TO) Job number to be used (ie. only Jobs from the FROM Job up to and 116 Version 12.3 Copyright 2013 Gary Jonas Computing

117 Job Trial Balance including the TO Job will be included). Press <ENTER> to end at the last Job on file or press <F2> to select from the list of Jobs. Type From the list, select the type of data you want in the report: 1. Opening totals-to-date, Period transactions, and closing totals-to-date, or 2. Opening year balance, year-to-date totals, and closing totals-to-date. Option From the list, select Which information do you want in the report: - Print All Information - G/L Summary Only - Only Jobs with activity this month Job info: Totals Only Do you want totals only of the Job info? YES (check the box) to print only Job totals NO (do not check the box) to print Job details and totals G/L: Sumy Pg only Do you want a summary page only of the G/L info? YES (check the box) to print a summary page only of the G/L info NO (do not check the box) to print G/L details and summary 117 Version 12.3 Copyright 2013 Gary Jonas Computing

118 Cost Summary Recap Job Costing -> Reports/Inquiries -> Cost Summary Recap Cost Summary Recap This report gives a summary of Costs incurred, by Supplier and Category. As of Enter the Period/month to be used. Press <ENTER> for the current month or press <F2> to select the month from the Calendar. Job Option From the list, select the Jobs you want in the report from All Active Jobs, Selected Jobs, or a Range of Jobs. Select Job Enter the Job number to be included in the report (Each Job you enter/select will be shown 118 Version 12.3 Copyright 2013 Gary Jonas Computing

119 Cost Summary Recap in the box on the right side of the screen.) Press <F2> to select from the list of Jobs. To Remove a Selected Job: If you select a Job, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). Jobs From Enter the starting (FROM) Job number to be used (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to start at the first Job on file or press <F2> to select from the list of Jobs. Jobs To Enter the ending (TO) Job number to be used (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to end at the last Job on file or press <F2> to select from the list of Jobs. 119 Version 12.3 Copyright 2013 Gary Jonas Computing

120 Status of Contracts Job Costing -> Reports/Inquiries -> Status of Contracts Status of Contracts This report will produce a Job summary report, showing the status of each Job, in a columnar format. It will calculate Unbilled or Unearned Revenue for each Job. You may substitute your best estimate by entering these values on the "Categories" screen of the "Setup/Edit Jobs" program. Note: The percent completion is calculated based on column 11 times 100 dived by column Version 12.3 Copyright 2013 Gary Jonas Computing

121 Status of Contracts As of Enter any valid date using the specified format, OR enter the month you are interested in, and the current year will be "assumed. Press <ENTER> and the default date will be "assumed" or press <F2> to select the month from the Calendar. Job Option From the list, select the Jobs you want in the report from All Active Jobs, Selected Jobs, or a Range of Jobs. Select Job Enter the Job number to be included in the report (Each Job you enter/select will be shown in the box on the right side of the screen.) Press <F2> to select from the list of Jobs. To Remove a Selected Job: If you select a Job, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). Jobs From Enter the starting (FROM) Job number to be used (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to start at the first Job on file or press <F2> to select from the list of Jobs. Jobs To Enter the ending (TO) Job number to be used (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to end at the last Job on file or press <F2> to select from the list of Jobs. 121 Version 12.3 Copyright 2013 Gary Jonas Computing

122 Std Detail Cost Report Job Costing -> Reports/Inquiries -> Std Detail Cost Report Std Detail Cost Report If you do not wish to use the Jonas Job Cost Report Generator, this program prints a detailed Cost report by Job and Cost item, showing Costs for the period, total Costs to date, and comparison of Costs to Estimate. As of Enter the month to be used. Press <ENTER> for the current month or press <F2> to select the month from the Calendar. Which Report From the list, select the report you want:. Standard Cost Report, or. one of the other custom reports. 122 Version 12.3 Copyright 2013 Gary Jonas Computing

123 Std Detail Cost Report Jobs Required From the list, select the Jobs you want in the report from All Active Jobs, Selected Jobs, or a Range of Jobs. Select Job Enter the Job number to be included in the report (Each Job you enter/select will be shown in the box on the right side of the screen.) Press <F2> to select from the list of Jobs. To Remove a Selected Job: If you select a Job, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). Jobs From Enter the starting (FROM) Job number to be used (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to start at the first Job on file or press <F2> to select from the list of Jobs. Jobs To Enter the ending (TO) Job number to be used (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to end at the last Job on file or press <F2> to select from the list of Jobs. 123 Version 12.3 Copyright 2013 Gary Jonas Computing

124 Std Summary Cost Report Job Costing -> Reports/Inquiries -> Std Summary Cost Report Std Summary Cost Report If you do not wish to use the Jonas Job Cost Report Generator, this program prints a prints a summary report, presenting a recap of each Job, with a corporate total. Period Enter the Period/month to be used or press <ENTER> for the current month or press <F2> to select the month from the Calendar. Job Option From the list, select the Jobs you want in the report from all active Jobs, selected Jobs, or a range of Jobs. Select Job Enter the Job number to be included in the report (Each Job you enter/select will be shown in the box on the right side of the screen.) Press <F2> to select from the list of Jobs. 124 Version 12.3 Copyright 2013 Gary Jonas Computing

125 Std Summary Cost Report To Remove a Selected Job: If you select a Job, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). Jobs From Enter the starting (FROM) Job number to be used (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to start at the first Job on file or press <F2> to select from the list of Jobs. Jobs To Enter the ending (TO) Job number to be used (ie. only Jobs from the FROM Job up to and including the TO Job will be included). Press <ENTER> to end at the last Job on file or press <F2> to select from the list of Jobs. 125 Version 12.3 Copyright 2013 Gary Jonas Computing

126 Std Summary Cost Report Job Costing -> Reports/Inquiries -> Std Cost Inquiry Std Cost Inquiry The Job Inquiry shows the Cost details for selected Jobs and Cost items. It can be run as a full historical list, or as a current period inquiry only. Period Enter the Period/month to be used or press <ENTER> for the current month or press <F2> to select the month from the Calendar. Inquiry Type Which inquiry type do you want? PERIOD ONLY (check the box) FULL HISTORY (check the box) 126 Version 12.3 Copyright 2013 Gary Jonas Computing

127 Std Summary Cost Report Data Type Which data type do you want? COST (check the box) UNITS (check the box) Detail Option How much detail do you want? SHOW ALL DETAILS (check the box) SUMMARIZE BY MONTH (check the box) Select Job Enter the Job number to be included in the report or press <F2> to select from the list of Jobs. Cost Item Press <ENTER> to include all Cost Items or enter the Cost Item code you wish to see. Press <F2> to select from a list of codes. Cost Type Press <ENTER> to include all Cost Types or enter the Cost Type code you wish to see. Press <F2> to select from a list of codes. Suppress Blank Pages Pages that have zero costs or estimates will be suppressed from printing if this flag is checked. 127 Version 12.3 Copyright 2013 Gary Jonas Computing

128 Archived Job Views Job Costing -> Reports/Inquiries -> Archived Job - VIEWS Archived Job - VIEWS This option is similar to the Job Views/Inquiry Screen for Jobs that have been deleted and archived. Period Enter the Period/month to be used or press ENTER to accept the displayed month. Press <F2> to select the month from the Calendar. Which Job? Press <F2>, click the Lookup Button, or type in the Job Code to select the desired jobs. Type Select the Type: DETAILED to see the transaction details or SUMMARY to see no details, just summary information. 128

129 Archived Job Detailed Cost Ledger Job Costing -> Reports/Inquiries -> Archived Job Detailed Cost Ledger Archived Job Detailed Cost Ledger This Detailed Cost Ledger Report shows Jobs that have been deleted and archived. 129

130 Complete / Re-Open Jobs Job Costing -> Other -> Complete / Re-open Jobs Complete/Re-open Jobs This program can be used for Non-WIP Jobs. If using for WIP Jobs, then this program will: - Move the costs from the WIP cost types to standard cost types (with G/L entries) - Declare the job complete If there are outstanding purchase orders issued against a job, you will not be able to declare a job complete and will see a message window like the one below, informing you which P.O. is still open. 130 Version 12.3 Copyright 2013 Gary Jonas Computing

131 Complete / Re-Open Jobs Action Select one of the following actions from the drop-down list: Declare Jobs Complete - Deactivates the job, and moves the $$ & units from WIP cost types to regular cost types. G/L entries will be made as well. If this option is chosen for a Job with Open PO s attached, you will receive a message informing you of open PO s against the job. You can then choose to continue with the Job completion if you wish. Freeze Jobs Temporarily - prevents posting to jobs without closing the job and moving money out of WIP. Unfreeze Job - Opens a previously frozen job and makes it available for posting. Re-open Completed Jobs - If a job is closed and you have to re-open it, you may do so. Costs are NOT moved back into WIP. Future postings will go to WIP and will be moved out when the job is closed a second time. Note: If the flag Restrict option to Re-open Jobs is selected on the Administration -> User Administration -> User Option screen, the Re-Open Completed Jobs option will NOT be available for selection here. Posting Date This is the date the money will be moved and the date the job was completed. This date may be edited in the Setup Job screen. 131 Version 12.3 Copyright 2013 Gary Jonas Computing