NEW TOOLBOX FUNCTION: Job Co/Div/Ctr Change Utility. Background

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1 NEW TOOLBOX FUNCTION: Utility Modules Affected: Versions Affected: All Modules Version 7 (8.7c2.9) The discussion of this new function is divided into the sections shown below. Background... 1 Perform Data Backup... 2 Accessing the Job Co/Div/Ctr Function... 2 Changing the Company/Division/Center for a Job... 4 Background This Toolbox utility allows a user to change the Company, Division and Center for a job. It includes the ability to update the job's phases and cost codes at the same time. Important! This Toolbox program changes important information in your COINS database. You must have a current, verified backup before running the program. Contact SHAKER Support immediately if you suspect that this Toolbox program has not finished. 10/2/00, revised 5/2/05 1 Shaker Computer & Management Services, Inc.

2 Perform Data Backup Perform a data backup for this company before running this program. This function updates important G/L information in your Job Status module. A recent, verified backup allows you to restore the data if a problem occurs during the running of the utility. Accessing the Job Co/Div/Ctr Function 1. Select any module from the COINS Master Menu. 2. Select Report Menu from the module menu. 3. Select User-defined Reports from the Report Menu. 4. Enter tbo004.p at the Enter Report Name prompt, as shown in Figure 1. Figure 1: User-defined Reports Screen 05/02/05 C O I N S d6-9.7 INTCO/DV Job Status Report Menu - Financial Status 1. Booking Report 12. Percent of Completion Report 2. Booking Report - Summary 13. Phased % of Completion Report 3. Bonding Company Report 14. Billings Detail History Report 4. Cost + Revenue Report 15. Summary Job Cost Ledger 5. Financial Status of Contracts 16. Summary Revenue Ledger 6. Financial Status Report 17. Unit Price Job Margin Variance 7. Job Committed/Anticipated Status 96. User-defined Reports 8. Job Cost + Margin Report 97. Report Package 9. Job Cost Journal 98. Monitor Requested Reports 10. Job Status Projection Report 99. Generate Foreground Reports 11. Job Status Report X. Exit User-defined Reports Enter Report Name* tbo004.p 5. Enter the authorized code at the Enter Licensing Code prompt. Note: The authorized code is provided to you when you acquire the Job Co/Div/Ctr Change program from SHAKER. 10/2/00, revised 5/2/05 2

3 Figure 2: Licensing Code Entry Screen 08/17/00 T O O L B O X QA v87c Enter Licensing Code: xxxx-xxxx-xxxx The next screen reminds you that a backup should be made before running this function. If you have already made the backup, enter Y to continue. Figure 3: Warning Message 05/02/05 T O O L B O X d6-9.7 INTCO/DV This program will change the Co/Div/Ctr on a Job, Phase, and Cost Code. You must have a current, verified data backup before running it. Contact SHAKER Support immediately if you suspect that the program did not finish running. Do you wish to continue? Y 10/2/00, revised 5/2/05 3

4 Changing the Company/Division/Center for a Job This Toolbox program is used to change the Company, Division, and Center (Co/Div/Ctr) for a specific job. By responding Y to the question Update Phs/CCs, the user may also update all the phases and cost codes of that job. Before doing this, verify that the cost code G/L accounts for the new company, division and center are on file in the G/L Account File. Figure 4: Selection Screen 05/02/05 T O O L B O X d6-9.7 INTCO/DV Job number to Change*: Job Company*: 10 Job Division*: 10 Job Center*: 30 Update Phs/CC's (Y/N): Y Field Definitions Job number to Change* Specify the job that you want to update by entering its number here. Job Company* Job Division* Job Center* After you enter the job number, the company, division and center currently on file for that job default to these three fields. You can change any one or all of these fields and the job will be updated accordingly. See Figure 5: Job Record (Before and After). Update Phs/CC's (Y/N) Enter Y if you want all phases and cost codes for this job to be updated with the new company, division and center. Enter N to change the job's co/div/ctr without affecting the phases and cost codes. 10/2/00, revised 5/2/05 4

5 Figure 5: Job Record (Before and After) Before 08/17/00 J/S - Job F/M 8.7 INTCO/DIV Change Job Number* Job Name: KIMBER LTD OFFICE BUILDING Contract Date: 01/01/98 Job Type* CC Revenue Recog Method: POCM Job Group* EL Co*/Div*/Ctr* Job Super* State*/Locality* NY Project Manager: Taxable Status(S/C/N): S Use Phases (Y/N): N Direct Pay Tax: N Job Status (A/I): A Tax Jurisdiction* NYS-ALB Status Date: / / Retainage %: Job Complete (Y/N): N Comp Code* 5022 Complete Date: / / Std Cost Code Group: Standard Work Week: After 08/17/00 J/S - Job F/M 8.7 INTCO/DIV Change Job Number* Job Name: KIMBER LTD OFFICE BUILDING Contract Date: 01/01/98 Job Type* CC Revenue Recog Method: POCM Job Group* EL Co*/Div*/Ctr* Job Super* State*/Locality* NY Project Manager: Taxable Status(S/C/N): S Use Phases (Y/N): N Direct Pay Tax: N Job Status (A/I): A Tax Jurisdiction* NYS-ALB Status Date: Retainage %: Job Complete (Y/N): N Comp Code* 5022 Complete Date: Std Cost Code Group: Standard Work Week: H:\Documentation\Toolbox_Docs\Working_drafts\TBO-004 Job Co-Div-Ctr change.doc Last printed 5/2/2005 3:26 PM 10/2/00, revised 5/2/05 5