AIMS. Job Costing Version 6.3 May 1, 2006

Transcription

1 AIMS Job Costing Version 6.3 May 1, 2006 Copyright Western Canadian Software, 2006

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3 TABLE OF CONTENTS What About Job Costing?... 1 Module Topics... 2 Job Costing Menu Options... 7 J/C File Maintenance Menu...8 Master Cost Code Maintenance...9 Period End File Maintenance...11 Job Header Maintenance...12 Job Budget Maintenance...14 Transaction Entry Menu...16 Enter/Edit Transactions...17 Post Transactions...19 Enter Job Complete Amounts...20 Month End Processing...22 Utility Functions...23 Delete Job Cost History...24 Change Cost Codes...25 Job Summary Inquiry...26 Job Detail Inquiry...27 Management Inquiry...28 Job File Listings...29 Master Cost Code Listing...30 Job Header Listing...30 Job Budget Listing...31 Definition Forms...32 Job Definition Form...33 Job Progress Form...33 Job Revenue / Cost Summary...34 Job Period-To-Date Summary...35 Work in Progress Report...36 Job Analysis A...37 Job Analysis B...38 Job Budget Analysis Report...39 Job Detail Report...40 Suggested Billing Report...41 Cost Code Usage Report...41 Job Cost Requisitions...42 Estimating Screen...43 Job History Options...44 Job History Analysis A...45 Job History Analysis B

4 What About Job Costing? The Job Costing module was designed to: Define job cost codes Facilitate opening jobs Maintain budgets for each job Post transactions to jobs Handle closing jobs Provide useful inquiries Print management reports Files maintained are: Master Cost Codes (JC-CODES) Posted Transaction (JC-MJ) Job Costing Control (JC-CTL) Job Header History (JC-JBH) Job Header (JC-JOB) Job Production History (JC-PRH) Job Production (JC-PRD) History Transaction (JC-HJ) Unposted Transaction (JC) Estimating (JC-EST) Period End (JC-PEND) All file names (except JC-CODES) end with the company number suffix. What About Job Costing? 1

5 Module Topics Cost Code Structure A cost code is comprised of three sections (class, category and subcategory) and can be up to nine digits long. The system stores the length definition for each section in the System Master File. The minimum length for a section is one digit. A typical cost code structure has two digits for each section: two represent the class, two the category and two the subcategory. Deleting a Cost Code Delete a cost code through Master Cost Code Maintenance (#10-10). Before deleting, the system checks that the Transaction files, Production file, Historical Transaction file, Historical Production file, and Payroll MCF File do not use the code. Costing Methods There are two costing methods Lump Sum and Unit Cost. Lump Sum tracks total dollars spent (e.g. materials), while Unit Cost tracks both total dollars spent and total units (e.g. labour). Production Files Production files store summary information on each cost code. Fields include original budget dollars and units, revised budget dollars and units, month-to-date, year-to-date and job-to-date dollars spent and units, mark-up percent and selling price (for time and material jobs) and forecasted completion amounts. The production files do not store unit costs; unit costs are calculated when needed. And, when budgeting, revised budget initially equals original budget. Automatic Budget Creation The job costing system can operate with or without budgets. If using budgets, a cost code cannot be used (costed against) unless a budget has been set for it. If using budgets is not practical, set the automatic budget creation flag in the J/C section of the System Master File to Y. Then, when needed, the system automatically creates budget records in the Job Production file. Module Topics 2

6 Job Cost Transaction Types Four types of transactions can go against a job: a billing transaction (usually interfaced from Accounts Receivable), a budget revision (created within Job Costing), a cost (Payroll, Accounts Payable, Inventory, or Job Costing) and a contract revision (Job Costing). Committed costs are calculated from open purchase orders. They do not create transactions. Period End File The posting program looks at the Period End file to determine whether the entry is for the current month (and postable) or for a future month. The Period End file facilitates having month-end cut-off dates not equal to the last day of the month. This is similar to G/L posting. Future Transactions Option #13-11 posts entries from the Unposted Transaction file (JC) to the Production file (JC- PRD) and the Posted Transaction file (JC-MJ). This program does not post transactions with a future date; future transactions are left in the Unposted Transaction file. Exceptions Report If any transactions could not be posted, an exceptions report will print during posting. It usually only prints if interfaced entries were costed to jobs marked as complete. J/C to G/L Interface If the J/C-G/L flag in the System Master File is set to Y, cost entries made through the Enter/Edit Transactions program must have G/L entries associated with them. The system then creates a G/L batch when J/C entries are posted. Certain journal entries may only be made to G/L accounts with their J/C flag set to Y in the chart of accounts. Module Topics 3

7 Purchase Requisitions Purchase requisitions can be created through Job Cost Requisitions, option #55. Purchase requisitions are like sending little sticky notes to the purchasing department to request items for a job. When purchase requisitions are received a cost entry is made to Job Costing, which means no more waiting for the A/P invoice. If the A/P invoice is different, the difference can be costed at that time. Work in Progress A Work in Progress Report (option #34) is available to help with month-end journal entries. This report lists job-to-date costs, expected mark-up for the job and job-to-date billings. The system then calculates Accounting Revenue (by applying the expected mark-up against the jobto-date costs). The report produces an Over Billings column (actual billings in excess of accounting revenue) and an Under Billings column (actual billings below accounting revenue). To provide management with proper financial statements, most accountants create an autoreversing G/L batch as part of month-end to reflect these over- and under-billings. Forecasting/Percentage Complete The system lets you enter percentage complete figures by job or cost code. These percentages are used to forecast job costs, which warn management of possible cost overruns. Reporting Wildcards Reports that ask for a Cost Code Range let you enter an asterisk (*) as a wildcard. A wildcard tells the system any digit. For example, you can select a report for all cost codes ending with 01 by entering ****01. Sub Jobs Two reports (Job Analysis A and B) allow you to summarize costs for job numbers within a range. This feature accommodates sub jobs since you can report on each job (e.g. shop and field) or all jobs together. Module Topics 4

8 Training Guide 1. Module Overview a. Understand the current system. b. Review the module discussing every menu option. Explain how this module tracks original budgets, revised budgets, actuals and commitments for each cost code. Explain how it facilitates opening, closing and costing of jobs. c. Discuss and decide upon master cost codes. d. Discuss and decide how budget revisions / change orders should be handled (through separate cost codes or budget revisions). e. Discuss balancing J/C to G/L and Work in Progress reporting. 2. Master File Entry a. Set up the Master Cost Code file and print the Master Cost Code Listing. b. Set up the TEST System. 3. Setting Up Jobs (in TEST System) a. Print and explain the Job Definition Form. b. Train users on Job Header Maintenance and Job Budget Maintenance. c. Show the Job Summary Inquiry, Job Header and Budget Listings. 4. Transaction Entry (in TEST System) a. Train users in Transaction Entry. b. Print the Transaction Edit List and Post the Transactions. c. Show the Job Detail Inquiry, and these interim job reports: d. #32 and #33 - Job Revenue / Cost Summary and Job Period-To-Date Reports e. #34 - Work in Progress Report f. #35 and #36 - Job Analysis A and B g. #37 - Job Budget Analysis Report h. #38 - Job Detail Report Module Topics 5

9 5. Forecasting (in TEST System) a. Explain the concept of projecting completion costs. b. Print and explain the Job Progress Form. c. Enter Job Complete Amounts. 6. Closing the Job (in TEST System) a. Close the jobs and copy them to history through # b. Reactivate the jobs from history through # Module Topics 6

10 Job Costing Menu Options Here is the full Job Costing Menu showing all available functions. This manual deals with topics in order of menu option. Job Costing Menu Options 7

11 J/C File Maintenance Menu Menu Job Costing - Option #10 Files Affected: none This function lets you select from two file maintenance options to add, change or delete data. J/C File Maintenance Menu 8

12 Master Cost Code Maintenance Menu J/C File Maintenance - Option #10-10 Files Affected: JC-CODES This function lets you add, change or delete cost codes from the Master Cost Code File. This file holds the master cost code list from which individual jobs can be budgeted. The system prompts you for a cost code classification, followed by a category and subcategory, and their respective descriptions. Press F4 to search existing cost codes. You may add or modify descriptions for the cost code sections. Before deleting a cost code, the system checks that the cost code is not being used in certain files (see Module Topics). Master Cost Code Maintenance 9

13 After you enter the Subcategory description, you may modify subsequent fields. Here is a description of each field: Field Valid Entries A=Alphanumeric N=Numeric Classification A Category A Sub-Category A Costing Method N - 1 (1,2) Units Description A - 5 Lump Dollar $ or Unit Cost $ N Explanation First breakdown of the cost code. It usually identifies the phase of the job. Second breakdown. It usually shows the general type of cost. Third breakdown. It usually indicates the specific type of cost. One of two costing methods (see Module Topics): 1: Lump Sum 2: Unit Cost When Unit Costing is used, this field specifies the unit of measure (e.g. hours). This field depends on the costing method. If lump sum, you may enter a lump sum amount; if unit costing, enter the applicable unit cost. In either case the amount prints on the Job Definition Form and defaults when you create job budgets in Option #12. Master Cost Code Maintenance 10

14 Period End File Maintenance Menu J/C File Maintenance - Option #10-11 Files Affected: JC-PEND This function lets you maintain period end dates. The posting program uses these dates to determine which transactions can be posted. Although period end dates for prior months are displayed, they may not be modified. Press F1 to highlight the current year column. Press F2 to highlight the next year. The Year End program rolls these dates over to prior years and adds one year to the Next Year column. Period End File Maintenance 11

15 Job Header Maintenance Menu Job Costing - Option #11 Files Affected: JC-JOB This function lets you add, change or delete jobs from the Job Header File. This file contains information on each job, including name, address, start and end dates and contract amounts. Here is a description of each available field: Field Job Number A - 8 Name A - 30 Address A - 30 Description A - 30 Customer No A - 10 Cust Name A - 20 Comments A - 36 Explanation Number that uniquely identifies each job. Name of the project or job. Address for the job. Use this field to describe the job. Code of the customer you are working for. Customer name. It defaults from the Customer Master File. Additional notes about the job. Job Header Maintenance 12

16 Field Foreman Code A - 4 Con Type A - 1 (F,T) Explanation Code of the foreman assigned to the job. Contract type for this job: F: Fixed Price T: Time & Materials. Time and material jobs prompt for mark-up percentage and/or selling price when the job is budgeted. Start Date N - 6 End Date N - 6 Guarantee Exp N - 6 H/B Due Date N - 6 H/B Percent N % Complete N M/U Percent N Orig Con N Rev Con N No of Rev N - 3 No of Bills N - 3 Job Status A - 1 (A, C) Sort Code A - 5 Start date of the job. End date of the job. Date the guarantee expires (if applicable). Holdback due date. This field is not used by the system. Holdback percentage. It is not used by the system. Percentage the job is complete as entered through option #14. The system only updates this field if #14 is selected by job. Mark-up percentage used by the Work in Progress Report. Original contract amount. Revised contract amount. When you add a job, it defaults to the original contract amount. Number of contract revisions. The system updates this field for each revise contract transaction. Number of invoices posted to this job. It is automatically updated by option #13-11 (Post Transactions). Whether the job is active or complete. You may not post to completed jobs they remain in the system for information purposes only. When you no longer need a completed job, you may move it to History using option #77. When changing the status to C, the system checks to ensure no unposted transactions exist for the job. Used for searching. Defaults to the first five characters of the customer name. Job Header Maintenance 13

17 Job Budget Maintenance Menu Job Costing - Option #12 Files Affected: JC-PRD This function lets you assign budget amounts to jobs by cost code. Cost codes used must be defined within the Cost Code Master File (through option #10-10). When you budget here, the system defines a subset of master cost codes specifically for this job. If you do not wish to force budgeting, set the automatic budgeting flag to Y in the System Master File. Budget all cost codes for a job before posting any transactions. If automatic budgeting is not active, you cannot post against unbudgeted cost codes. You will be prompted for a job number, then a cost code. Press F4 to search. Job Budget Maintenance 14

18 Here is a description of available fields: Field Valid Entries A=Alphanumeric N=Numeric Job Number A - 8 Cost Code A Costing Method N - 1 (1, 2) Explanation Shows which job you are budgeting. The job should already be set up through Job Header Maintenance (option #11). Cost code to be budgeted. One of two costing methods: 1: Lump Sum 2: Unit Cost These are defaulted from the Master Cost Code File and cannot be changed (see Module Topics). Units Budgeted N Lump $ Budget or Cost per Unit N $ Budgeted N M/U Percentage N Selling Price N When you use Unit Costing, enter the budgeted number of units. This field is not used for Lump Sum. This field depends on the costing method: Lump $ Budget is the dollar amount to be budgeted. Cost per Unit indicates the unit cost. Both default from the Cost Code Master File. When you use lump sum costing, this field shows the amount entered in the Lump $ Budget field. When you use unit costing, this field is the result of multiplying the units budgeted by the cost per unit. Stores the mark-up percentage for this cost code. This field only appears if the job is Time and Material. It is used on the Suggested Billing Report option #39. Stores the selling price for the cost code if the mark-up field is left blank. This field only appears if the job is Time and Material. It shows on option #30-12 and is used on the Suggested Billing Report. Job Budget Maintenance 15

19 Transaction Entry Menu Menu Job Costing - Option #13 Files Affected: This function lets you add, change, delete, list or post transactions. Transaction Entry Menu 16

20 Enter/Edit Transactions Menu Transaction Entry - Option #13-10 Files Affected: JC, JCT This function lets you add, change, delete or list transactions to be posted later against jobs. Cost and billing transactions are usually interfaced automatically. This program is usually only used to enter budget revisions and contract revisions or to make cost or billing adjustments. If you have no other AIMS modules, this function becomes the sole source of entry for all transactions. The screen below will appear when you add new transactions. If you want to revise a transaction, the system prompts you for the transaction s reference number. Find this number on the Edit List or search using F4. F4 sorts the file by cost code within job. The Edit List contains three printing options: by cost code within job, by job within cost code or by reference number. You may not edit numerical values or the date field for transactions interfaced from other modules. This ensures that Job Costing balances to G/L. Enter/Edit Transactions 17

21 Here is a description of available fields: Field Job Number A - 8 Trans Type N - 1 (1, 2, 4, 5) Explanation Job to which the transaction applies. The job must be active. This code defaults to the previous entry. This field indicates one of four valid transaction types: 1: Billing 2: Budget Revision 4: Cost 5: Contract Revision It defaults to the previous entry. Cost Code A Reference A - 25 Unit Cost N Units N $ Amount N Trans Date N - 6 (MMDDYY) Cost code the transaction is to be posted against. Reference information about the transaction, such as invoice number, invoice date or vendor number. If the cost code is unit-costed, this field shows the unit cost for the transaction (may be negative). If lump sum, this field is not displayed. If the cost code is unit-costed, this is the number of units for the transaction. If lump sum, this field is not displayed. If the cost code is lump sum-costed, this is the total dollar amount of the transaction (may be negative). If unit costing, this field is an extension of the above two fields. Posting date for the transaction. It cannot be dated before the current period. You may enter a lump sum amount against a unit cost code to facilitate editing entries like labour burden. To do this press F5 Total Cost at the Unit Cost field. Remember: Unit cost is not stored; it is calculated by dividing total units into total cost. If you enter a cost transaction (type 4) when the J/C-G/L interface is active, the screen prompts for two G/L accounts. If the entry is positive, the debit account must have its J/C flag set to Y in the chart of accounts. If the entry is negative, the credit account must have its J/C flag set to Y. The G/L search only shows accounts that have their J/C flag set to Y. Enter/Edit Transactions 18

22 Post Transactions Menu Transaction Entry - Option #13-11 Files Affected: JC-JOB, JC-PRD, JC, JC-MJ This function lets you post unposted transactions to the Job Production and Job Transaction files. Relevant fields in the Job Header are also updated. Use option #13-10 to print, check and correct transactions before you post. Posting produces two reports: the J/C Posting Report and the J/C Exceptions Report. The Posting Report lists the posted transactions, while the Exceptions Report lists those transactions that could not be posted. A journal entry may also be created. The Exceptions Report shows transactions applied to unbudgeted cost codes (if Auto Budgeting in turned off ) and transactions for completed jobs. You can then correct these exceptions and repost the entries. Check both reports carefully and file as audit reports. The Exceptions Report only prints if exceptional entries exist. This program does not post transactions dated in the future. It leaves future transactions in the unposted file. Post Transactions 19

23 Enter Job Complete Amounts Menu Job Costing - Option #14 Files Affected: JC-JOB, JC-PRD This function lets you change the percentage completion amounts on a job. Job Analysis A and Job Analysis B reports use these percentage complete amounts to forecast ending job figures. This helps identify potential trouble areas well before actual costing is available. Unless you enter your own percentage complete amounts, both reports calculate percentage complete by comparing actual spent to date with total budget. Choose whether to enter job or detail percent complete amounts amounts for all cost codes in a job or for each individual cost code. When you select J, a Percent field appears, prompting you for the new percentage complete. It is then written to all budgeted cost codes for the job and stored in the Job Header file. When you choose D, the screen displays the Starting Cost Code. Once you enter and confirm the new percentage complete for this cost code, the subsequent cost code appears. Enter Job Complete Amounts 20

24 To enter quantity remaining for the cost code, press F1. Enter the quantity. The system will compare this quantity to the budget quantity and calculate the percentage complete. To enter dollar amount remaining for the cost code, press F2. Enter the amount. The system will compare this amount to budget dollars and calculate the percentage complete. If you enter a percentage complete at the Percent field, the system calculates the remaining Quantity and $ Amount. Enter Job Complete Amounts 21

25 Month End Processing Menu Job Costing - Option #15 Files Affected: JC-CTL, JC-PRD, JC Month End Processing does the following: Increments the posting month in the J/C section of the System Master file to the next month Clears month-to-date billings in the Job Header and month-to-date units and costs in the Job Production file Reorganizes the Job Transaction file Before you run this function, make sure you: Print any reports that show MTD amounts (e.g. option #33) Enter all transactions for the month and post them (this option will not procede if unposted transactions exist and once you run month-end, nothing more can be posted to that month) The screen below will appear. Press F3 to End or Enter to Continue. If the month you are closing is the final month of the year, the Year End screen will also appear. Year End Processing sets all year-to-date amounts in the Job Header and Job Production Files to zero and rolls over the dates in the Period End file. Within the Period End file, the system adds one year to the Next Year column. It also moves all closed jobs to history. Month End Processing 22

26 Utility Functions Menu Job Costing - Option #19 Files Affected: Utility functions let you delete historical data and change cost codes. You are presented with these two options: Utility Functions 23

27 Delete Job Cost History Menu Utilities - Option #19-10 Files Affected: JC-JBH, JC-HJ, JC-PRH This function deletes all records in the Job Header History, the J/C Transaction History, and the J/C Production History files for the jobs selected. Deleted records are physically removed from the disk and history files are reorganized. Select which jobs you want to delete. Press F3 to Backup to the menu, or Enter to continue. You may only delete jobs already moved to history (by year-end). Delete Job Cost History 24

28 Change Cost Codes Menu Utilities - Option #19-11 Files Affected: This function allows changing a cost code (similar to renumbering items or customers). All files are updated as if the original cost code never existed. Change Cost Codes 25

29 Job Summary Inquiry Menu Job Costing - Option #20 Files Affected: JC-CODES, JC-JOB, JC-PRD This function displays job information. Choose to display costs by classification, category, or subcategory (each individual cost code). Job totals also appear. Select the cost code level to display. You will then see this screen: F5 shows all open P/Os (committed costs) for the class, category or subcategory highlighted. Hit Enter on a commitment line to see the entire purchase order. When viewing by subcategory, hit Enter on a cost code to display the detailed transactions that support the total. Within these details you can press enter to view A/P invoices. Job Summary Inquiry 26

30 Job Detail Inquiry Menu Job Costing - Option #21 Files Affected: JC-CODES, JC-JOB, JC-PRD, JC-MJ This function displays detail transactions for a job. Select the transaction type to display, along with a date range and range of cost codes. Total dollars and units are displayed for each cost code. The start date defaults to the first day of the current period. Job Detail Inquiry 27

31 Management Inquiry Menu Job Costing - Option #22 Files Affected: JC-CODES, JC-JOB, JC-PRD, JC-MJ This function displays a number of screens. First it shows a snapshot view of all jobs by Company, which can drill down to show totals for active and completed jobs. You can then drill these two lines down to show totals by Foreman Code and then by Job (see below). Then drill down within job to class, category or subcategory (like option #20). Hit Enter at the subcategory level to display all transactions for the cost code. Within the Job Display, F4 shows detail billing information, F5 shows open P/Os or committed costs and Enter lets you drill down further to the cost code level. Management Inquiry 28

32 Job File Listings Menu Job Costing - Option #30 Files Affected: This menu displays three menu options: Job File Listings 29

33 Master Cost Code Listing Menu Job File Listings - Option #30-10 Files Affected: JC-CODES This function produces a list of all cost codes on file. It prints cost code, unit description, unit cost (if applicable) and the costing method associated with each code. Select ALL cost codes, or a RANGE. When you select a cost code range, you may enter a wildcard by entering an asterisk (*) for any digit within the cost code (e.g. ****01 is a valid cost code to list all cost codes that end with 01). Job Header Listing Menu Job File Listings - Option #30-11 Files Affected: JC-JOB This function produces a list of all jobs on file. It gives header information for each job, including job number, job type, project name and address, customer code and name, foreman code, job comments, all stored dates, and the original and revised contract amounts and job status. Select either ALL jobs, or a RANGE. Master Cost Code Listing 30

34 Job Budget Listing Menu Job File Listings - Option #30-12 Files Affected: JC-CODES, JC-JOB, JC-PRD This function produces a list of budget information on jobs entered through Job Budget Maintenance (option #12). This report includes some job header information, and detailed information on costing method and budget amounts for each cost code. If the job is Time and Material, mark-up percentage, selling price and charge amount will also show. Charge amount equals either sell price X units, or budget amount plus mark-up. Select ALL jobs, or a RANGE of jobs for the report. Press F3 to End or Enter to print the report. Job Budget Listing 31

35 Definition Forms Menu Job Costing - Option #31 Files Affected: This menu presents two options: Definition Forms 32

36 Job Definition Form Menu Definition Forms - Option #31-10 Files Affected: JC-CODES This function produces a data entry form for entering new jobs into the system. It prints header information spaces and all master cost codes. This form helps with budgeting because it forces a review of all possible cost codes. Print cost codes for ALL classifications or for a RANGE of classes. Job Progress Form Menu Definition Forms - Option #31-11 Files Affected: JC-CODES, JC-JOB, JC-PRD This function produces a data entry form for jobs in progress to report percentage complete values. Select ALL jobs, or a RANGE of jobs. Then choose a range of cost codes to print on the form. Job Definition Form 33

37 Job Revenue / Cost Summary Menu Job Costing - Option #32 Files Affected: JC-JOB, JC-PRD This report prints one line for each job. It shows revised budget, spent to date, estimate to complete, projected total cost, forecasted over or under budget, billings to date, revised contract, expected profit and expected profit percentage for each job listed. It also prints totals for all jobs. Select how you would like the report sorted, whether to include completed jobs, and which jobs or foreman code you would like. Job Revenue / Cost Summary 34

38 Job Period-To-Date Summary Menu Job Costing - Option #33 Files Affected: JC-JOB, JC-PRD This function produces an accounting one-liner report per job. It shows month-to-date billings, costs and margin as well as year-to-date billings, costs and margin and job-to-date billings, costs and margin for each job listed. It also prints totals for all jobs. This is an excellent report to use to balance G/L. Select how you want the report sorted, whether to include completed jobs, and which jobs or foreman code you want. Job Period-To-Date Summary 35

39 Work in Progress Report Menu Job Costing - Option #34 Files Affected: JC-JOB, JC-PRD This function produces a report to help accountants make their month-end WIP journal entry. It shows job-to-date costs, mark-up percentage, mark-up dollars, accounting revenue (which equals job-to-date costs plus mark-up dollar amount), billings-to-date and the variance between accounting revenue and billings-to-date. It places this variance in one of two columns: one for over-billed jobs and one for under-billed. It also prints totals for all jobs listed. Select which jobs or foreman code you want on the report. Only active jobs print on this report. Work in Progress Report 36

40 Job Analysis A Menu Job Costing - Option #35 Files Affected: JC-JOB, JC-PRD This function produces an analysis of individual costs on a job, showing original and revised budgets, spent to-date, budgeted unit cost versus actual unit cost, budget remaining amounts, a projection analysis and committed costs. It also prints a four-line analysis at the bottom. Committed costs are calculated from open purchase orders. If a committed cost exists for a cost code with no budgets or costs, this report creates a line for it. Select the level of cost code detail you want printed. Class summarizes by the first section of the cost code, Category summarizes by the first two sections and Subcategory prints information for each cost code. Choose whether to include completed jobs and whether you wish to see all jobs plus summary, all jobs with no summary or just summary. Then select any combination of jobs, cost codes or foreman codes. When you select a range, use a wildcard by entering an asterisk (*) for any digit within the cost code (e.g. ****01 means list all cost codes that end with 01). Job Analysis A 37

41 Job Analysis B Menu Job Costing - Option #36 Files Affected: JC-CODES, JC-JOB, JC-PRD, JC-MJ This function produces a report similar to Job Analysis A (option #35), but also gives detailed estimate-to-complete information by units, dollars and percent. And unlike Job Analysis A, you may also select a date range to calculate period-to-date values. Select the level of cost code detail you want to print. Class summarizes by the first section of the cost code, Category summarizes by the first two sections and Subcategory prints information for each cost code. Choose whether to include completed jobs and whether you wish to see all jobs plus summary, all jobs with no summary or just summary. Then select any combination of jobs, cost codes, transaction dates or foreman codes. When you select a range, you may use a wildcard by entering an asterisk (*) for any digit within the cost code (e.g. ****01 means list all cost codes that end with 01). Job Analysis B 38

42 Job Budget Analysis Report Menu Job Costing - Option #37 Files Affected: JC-CODES, JC-JOB, JC-PRD This function produces a list of every cost code for each job, with original and revised budgets and actual quantities and unit costs. Budget and actual totals are also given for each job, along with basic header information. This report is usually given to the job estimator at the end of a job. Decide whether to include completed jobs. Then select ALL jobs, or a RANGE of jobs for the report. Job Budget Analysis Report 39

43 Job Detail Report Menu Job Costing - Option #38 Files Affected: JC-CODES, JC-JOB, JC-MJ This function is similar to option #21; it produces a detailed list of all transactions for a job. For each transaction, the cost code, date, units and total amount is given. Total dollars are given for each cost code and transaction type within the job, along with basic header information. Decide whether to include completed jobs. Then select any combination of jobs, transaction types, cost codes, transaction dates or foreman code. When you select a range, use a wildcard by entering an asterisk (*) for any digit within the cost code (e.g. ****01 means list all cost codes that end with 01). Job Detail Report 40

44 Suggested Billing Report Menu Job Costing Report - Option #39 Files Affected: JC-CODES, JC-JOB, JC-MJ This report is for Time and Material jobs. It provides information to assist with creating an invoice. Cost codes are either billed by unit price or by mark-up percentage. This report shows period lump sum costs and mark-up percentage as well as period units and selling price (depending on how the cost code is defined). Together they make up the suggested billing amount. Also shown are total period costs and margin. The bottom of the report shows prior billings, costs and margin; period billings, costs and margin; and total billings, costs and margin. Select job, date and foreman range then run the report. Cost Code Usage Report Menu Job Costing Report - Option #40 Files Affected: JC-CODES, JC-JOB, JC-MJ This report shows cost per cost code across multiple jobs. It can be used to analyse costs to a specific cost code (or range) across a job range (or all jobs) for a specific time period (using transaction date.. Suggested Billing Report 41

45 Job Cost Requisitions Menu Job Costing - Option #55 Files Affected: IN-REQ This option permits entering purchase requisitions for jobs. These requisitions are sent to the purchasing department and, once on a p/o, form part of committed costs. Enter the location and item code from inventory. The item description appears and can be overwritten. Then enter the quantity, unit of measure, vendor and vendor part number. The unit of measure defaults but can be changed to an alternate. The vendor defaults to the primary vendor for the item but can be changed. The vendor s item code also defaults if previously defined within the Item Vendor Pricing File. Complete your requisition by entering the weight (which defaults for the item), the purchase price (which also defaults if previously defined), and the job and cost code. This requisition then appears in Purchasing option #10, to be ordered. When the requisition is received, a cost entry to the job is created along with a journal entry to debit Cost Of Sales (from the J/C section of the System Master File) and credit Accrued Payables. Job Cost Requisitions 42

46 Estimating Screen Menu Job Costing - Option #66 Files Affected: JC-EST This estimating screen lets you enter components of a job, then subtotal and total the components to give accurate estimates. Select an action code and job number. You may copy and modify an existing estimate to create a new one. After you enter each Component field, choose the type of line item: Detail, Subtotal or Blank. Enter the item description, unit of measure, quantity and rate, and the system will calculate the extension. When you enter S for line type, the system subtotals all detail lines since the last subtotal. Enter a blank description and line type to insert blank lines. Function keys F6 and F7 plus arrows let you scroll to the next and previous lines. F8 and F9 insert and delete a line. PgUp and PgDn let you move forward and back between screens. Estimating Screen 43

47 Job History Options Menu Job Costing - Option #77 Files Affected: Job History lets you report on jobs in history. You have two options: Closed jobs are moved to history as part of year-end. Job History Options 44

48 Job History Analysis A Menu Job History Options - Option #77-10 Files Affected: JC-JBH, JC-PRH, JC-HJ This is the same report as option #35 just using different files. Job History Analysis B Menu Job History Options - Option #77-11 Files Affected: JC-JBH, JC-PRH, JC-HJ This is the same report as option #36 just using different files. Job History Analysis A 45