HOW TO... Use Job Cost Allocations in COINS Ti

Transcription

1 Date: April 12, 2012 Document Version: 0.1 Earliest available version of COINS: COINS Ti These notes are published as guidelines only. This How to Guide may contain recommendations about configuration changes. Your configuration will almost certainly vary from the examples given in this document. Any configuration changes should always be applied to a separate non-live environment first and tested to prove that the features work as you require. Should you have any difficulties with this please contact the COINS Support Center or your account representative to arrange for some COINS consultancy. Please note that you should not expect the Support team to conduct configuration changes for you Construction Industry Solutions

2 CONTENTS 1 Purpose of this Document Using Job Cost Allocations Establish Allocations Create J/S Allocations on Periodic Basis Post J/S Allocations Review J/S Cost Code Detail History Report Review J/S Unit and Job Cost and Variance Report Job Status Reports Construction Industry Solutions, Apr 12, 2012 Page 2 of 13

3 1 Purpose of this Document This document describes how you can use the Job Cost Allocation functionality in COINS Ti Job Status to allocate Indirect and/or overhead costs to jobs. Allocations to jobs can be differentiated according to Job Type, Job Group, and Job Allocation Type. Construction Industry Solutions, Apr 12, 2012 Page 3 of 13

4 2 Using Job Cost Allocations NOTE: Throughout this document, a 5% allocation for Material costs is used as an example. 2.1 Establish Allocations You must establish the Job Cost Allocations in COINS Ti Job Status. To do this: 1. In COINS Ti, go to the Job Status module. 2. Go to File Maintenance > Allocation Calculation File. 3. Enter an Allocation on this screen. Note that an Allocation labeled Material is used below in Figure 1. Figure 1: J/S Allocation Calculation screen Select the basis for the allocations: Job Cost or Job Billings Construction Industry Solutions, Apr 12, 2012 Page 4 of 13

5 4. Go to the Detail Info screen, as shown in Figure 2. Figure 2: J/S Allocation Calculation Detail Info screen A C B 5. Fill in the fields on this screen according to the criteria explained below. Job, Phase, Cost Code (see Box A above) If the allocated cost should go to a Job and/or Phase and/or Cost Code that is different than the Job/Phase/Cost incurring the base cost, enter the Job/Phase/Cost Code to be used instead. If using phases, the company, division, and center are pulled from the cost code when the allocations are posted. Allocation Percent, To This Cost Category (see Box B above) Enter the percentage to be allocated to a Cost Category. For example, Figure 2 above shows that a percentage of 5.00 (5%) is being allocated to the Material (MA) Cost Category. Contra Account (see Box C above) Enter the contra account number in these fields. Construction Industry Solutions, Apr 12, 2012 Page 5 of 13

6 6. Go to the Job Groups and Types tab. The screen that displays is shown in Figure 3. Figure 3: J/S Allocation Calculation Job Groups and Types screen In this example, only jobs with a Job Allocation Type of TTT will receive the Material allocation. 7. In Job Status File Maintenance, assign up to two Job Allocation Types (Misc. Info 1 tab), a Job Group, and a Job Type to jobs as applicable to receive allocated costs. NOTE: Before performing this step, make sure you have set up valid Job Status Allocation Types, Job Groups, and Job Types in J/S File Maintenance. Construction Industry Solutions, Apr 12, 2012 Page 6 of 13

7 2.2 Create J/S Allocations on Periodic Basis Follow the steps in this section to create the Job Status Allocations on a periodic basis, usually weekly or monthly. Job Status Allocations can be run multiple times per fiscal period, and the allocation for each cost will be made only once. Data set up for examples: For purposes of this illustration, the Job DALLE2 was set up with the Incurred Costs shown in the table below: Phase Cost Code Cost Code Description Material Cost LUMBER 1, HARDWARE 2, LUMBER 3, HARDWARE 4, TOTAL 10, To do this: 1. In COINS Ti, go to the Job Status module. 2. Go to Processing > Create Job Status Allocations to display the screen shown in Figure 4. Construction Industry Solutions, Apr 12, 2012 Page 7 of 13

8 Figure 4: J/S Create Job Status Allocations screen 3. Fill in the selection criteria on this screen. NOTE: For the Journal field, a Job Status Journal (in this example, JA for Job Allocation ) must first be set up in Job Status File Maintenance. 4. Click Next to finish creating the allocation. Construction Industry Solutions, Apr 12, 2012 Page 8 of 13

9 2.3 Post J/S Allocations You should now create a posting report for the Material Cost Allocation described in Step 0 above. To do this: 1. In COINS Ti, go to the Job Status module. 2. Go to Processing > Post Job Status Allocations to display the screen shown in Figure 5. Figure 5: J/S Post Job Status Allocations screen 3. Fill in the selection criteria as required, then click Next to create the posting report. A sample posting report is shown in Figure 6 on page 11. Construction Industry Solutions, Apr 12, 2012 Page 9 of 13

10 2.4 Review J/S Cost Code Detail History Report A sample Cost Code Detail History Report is shown in Figure 7 on page Review J/S Unit and Job Cost and Variance Report A sample Unit and Job Cost and Variance Report is shown in Figure 8 on page 13. Data results for examples: The results from invoking the Material Job Cost Allocation for Job DALLE2 are shown in the table below. Phase Cost Code Cost Code Description Material Cost Costs Allocated by the Material Allocation (5%) Total Job Cost LUMBER 1, , HARDWARE 2, , LUMBER 3, , HARDWARE 4, , TOTAL 10, , Construction Industry Solutions, Apr 12, 2012 Page 10 of 13

11 3 Job Status Reports Figure 6: Job Status Posting Report Construction Industry Solutions, Apr 12, 2012 Page 11 of 13

12 Figure 7: J/S Cost Code Detail History Report Construction Industry Solutions, Apr 12, 2012 Page 12 of 13

13 Figure 8: J/S Unit and Job Cost and Variance Report Construction Industry Solutions, Apr 12, 2012 Page 13 of 13