Job Management and Control User s Guide

Transcription

1 User s Guide JOBSCOPE

2 JOBSCOPE Job Management and Control Copyright, Jobscope, LLC, JOBSCOPE Information in this document is subject to change without notice. Jobscope LLC makes no warranty of any kind regarding this material, and shall not be held liable for errors contained herein or for damages resulting from the use and performance of this material. The information in this document is protected by copyright. No part of this manual may be reproduced in any form without the expressed written consent of Jobscope LLC.

3 Table of Contents Job Management and Control... 9 About This User Guide... 9 Getting Started What Is a Job Job Numbering Job Costing Job Cost Categories Material Categories (Table 3001) Labor Cost Categories (Table 2006) Standard Cost Categories (Table 2005) Record Type Cost Type (Labor Cost Type) Job Breakdown - Contracts Job Breakdown Production Releases Job Breakdown Work Orders Planning Work Orders Dates In the Job Master and Job Line Items Taxes General and Administrative Costs Outside Processing When the Outside Process is not for the End Item When the Outside Process is for the End Item Job Costing of Outside Processing Sales Regions Overview Setting Up for Sales Regions System Utilities User Permissions Link each user record to an employee Assign Region and SubRegion Access to Employees JOBSCOPE Page 1

4 Assign Each Customer to a Region or SubRegion Operating With Sales Regions In Job Management and Control In Estimating In Part Price Inquiry Jobs Mode Configuration Settings Order Entry Job Management and Control Job Accounting Table Entries For Jobs Mode Company Codes (Table 0001) Location Code (Table 0010) Work In Process Codes (Table 0012) Finish Codes (Table 1001) Salesperson Codes (Table 1004) Product Line (Table 2002) Groups (Table 2999) Issue Codes (Table 3010) Currency Codes (Table 3013) Terms (Table 7003) Billing Codes (Table 7006) International Commercial Terms (Table Incoterms) Language Codes (Table Language Codes) G & A Overhead Categories Direct Costing Accounts Table Sales Region Table Jobs and the Commonly Used Collections Job Browse Jobs Main Tree View Job Master Copy Jobs JOBSCOPE Page 2

5 Job Line Items Issuing and Shipping From the Job Line Items Screen Equipment Events Job Line Items Grid Working With Line Items in the Grid Job Budgets Entering the Budgets Adding a Category Deleting a Category The Category Called Price Other Budgeting Options Jobs and the Other Collections Project Log Job Documents Job Issue Locations Scheduling Milestones Entering Milestones Calculating and Recalculating Dates Milestone Notes Milestone Associated Items Milestone Notifications Event Type Notification Type Recipient Type Recipient Copying Notifications Using Map Master To Load Milestones How the Milestones Look In the Scheduling Module Job Mobile Forms Jobs Main Tree View Buttons New Open JOBSCOPE Page 3

6 Delete Explode Explode Multi-Level Create Purchasing Work Order Add WO Update Work Order BOM Mass Create WO Move To Prod Change Work Order Status MRE Actual Job Cost Rollup Production View Edit Work Order Print Work Order Work Order Kitting Drawing Update Work Order BOM Buy Part Add Routing Schedule Right Click Options in Jobs Mode View Job Master View Work Orders View Order Analysis Production Releases Numbering Releases Configuration Settings Table Entries For Production Releases mode Production Releases Main Tree View Adding A New Production Release Release Line Items Scheduling Milestones JOBSCOPE Page 4

7 Right Click Options in Production Releases Mode Engineering Releases Engineering Release Line Dependencies Work Orders Configuration Settings and Tables Work Orders Created From A Bill of Materials Structure Purchasing Work Orders Shipping Work Orders Same As Except Routings Same As Except Definitions Same As Except Details Manual Work Order Creation Opening Work Orders Work Orders Mode Collections Work Order Header Collection Work Orders Screen Order Info Tab Work Orders Screen Scheduling Info Tab Work Orders Screen Comments Tab Work Order Screen Same As Except Tab Work Order Bill of Materials Collection Routing Header Collection WOP Routing Header Screen WOP Routing Documents Screen Routing Operation Collection WOP Operations Screen Multi-Resource Scheduling WOP Operation Documents WOP Operation Equipment WOP Operation Fixtures WOP Operation Skills WOP Operation Special Charges WOP Operation Tools JOBSCOPE Page 5

8 Work Orders Main Tree View Buttons Open Delete Add BOM Add Routing Add Standard Operation Add Non-Standard Operation Buy Part Add WO This shows the last six buttons on the toolbar Update Work Order BOM Mass Create WO Move To Prod Change Work Order Status MRE Production View Right Click Options in Work Orders Mode Locate Part Complete Work Order Export Production BOM Link Serial Numbers Work Order Dependencies Special Work Customer Returns Setting Up for Customer Returns System Configuration Table 5012 Customer Return Reason Codes Table 5011 Disposition Codes Entering the Authorization Receiving the Item Selected Topics Budgeting By Job JOBSCOPE Page 6

9 How the Job Costing System Works The Subledgers Posting to the General Ledger Job Budgets and Actuals How Job Billings Are Handled Percent Completion Accounting Earned Revenue Cost Applied Percent Completion Accounting and the Income Statement Budgeting By Release Default Job Cost Categories User Defined Budget Column Backflushing Labor Backflushing Materials C/SCSC C/SCSC Terms Cost Account Concept Charges to C/SCSC Jobs Cost Accounts versus the General Ledger Chart of Accounts Getting Set Up for C/SCSC Jobs Configuration Settings Cost Types Multiple Periods Organization Breakdown Structure (OBS) Numbering Schemes Labor Costing For C/SCSC Jobs Material Costing For C/SCSC Jobs Table Entries for C/SCSC Jobs Cost Account Classes (table 2009) C/SCSC Cost Types Entering a C/SCSC Job Job Master JOBSCOPE Page 7

10 Entering the WBS Entering the OBS Entering Cost Accounts Entering Job Budgets View Menu Tools Menu Operation Completion Print Work Order By Release Print Work Order By Release/WO Print Sales Acknowledgment Update WO From ECN Update for Part Number Update for Routing Update for Specific Release JOBSCOPE Page 8

11 Job Management and Control About This User Guide In each section, the things that you need to think about when first starting are listed at the beginning of the section, and the things that are not so important when getting started are listed later so that you can read the important stuff early, and leave the rest until later. As an example, in Jobs mode, the important stuff is listed from the beginning until the end of the Jobs and the Commonly Used Collections section. The stuff that you may not use very much is in the first section after that, Jobs and the Other Collections. After Jobs and the Other Collections you will find information about a number of topics that may be important to you, but not necessarily as you are getting started. The Job Management and Control module has ten modes of operation: Jobs, Production Releases, Engineering Releases, Engineering Release Line Dependencies, Work Orders, Work Order Dependencies, Special Work, Customer Returns, WBS (Work Breakdown Structure) and OBS (Organizational Breakdown Structure). By far, the most important of these are Jobs and Work Orders, and, to a somewhat lesser extent, Production Releases. You should focus on these three to begin with, and take up the others after you have mastered these three. JOBSCOPE Page 9

12 Getting Started What Is a Job The first thing to do is to decide what is a job. If your business is a job or project oriented environment, then what constitutes a job may be obvious to you. A job has a customer associated with it, and only one customer. Generally speaking, when a customer gives you an order, you open a job. You put in some basic information about the job, such as the customer, the salesman or salesmen who sold it, your project manager, and the general ledger accounts associated with the job (accounts receivable, sales, work in process, cost of goods sold, etc.). Then you enter job line items. These line items identify what has been sold. This identification is made by the entry of a part number. This part number may reflect a single part, such as on a spare parts order, or it may represent a large, multi-level bill of materials for a complex machine. The other basic part of job entry is the budget for the job. More on this later. When the engineering work is done so that the line item part numbers have all the bills of material and shop routings entered in detail, then you create work orders from the job line items. These work orders define the shop routing and bill of material for that work order. Other data may also be added, but that will be discussed later. A large, complex, multi-level bill of material may result in a great many work orders. Job Numbering You need to think carefully about job numbers. The job number may be any combination of alpha and numeric characters up to 8. If you already have a job numbering scheme, and you like it, then use that. The system has several schemes for automatically numbering jobs. Your job number can be numeric, like 56896, or, you can have a single numbering scheme with an alpha prefix, like CC. You can tell the system that you want the first job to be CC When you enter a new job, you enter the word NEW, and it will pick up CC10001 and reset the next number to CC If you want multiple prefixes, each with it s own series, you can do that too. As an example, you might want CC10002 as the next CC job, AL25559 as the next AL prefix job, and on and on for as many prefixes as you want. The Configuration Setting section will tell you how to do it. Job Costing You can see costs at the Contract, Job, Production Release, and Work Order levels. You can budget at the Contract, Job, and Production Release levels, but the best tools for comparing budgets to actual costs are at the Job and Contract levels. The most important thing about job costing is the selection of cost categories, or simply Categories. Budgeting and actual cost collection is done by Category. You can make the categories very simple, like labor, materials, labor overhead, and material overhead, but you might want to be a bit more creative, like Engineering Labor, Fabrication Labor, Assembly Labor, Raw Metals, Hydraulic Parts, Pneumatic Parts, Power Transmission, Electrical, and various types of overhead. The category field can be any combination of alpha and numeric characters up to 10 characters (you will have to develop some abbreviations). For additional information, see the section on Job Cost Categories. JOBSCOPE Page 10

13 Job Cost Categories The most important thing about job costing is the selection of cost categories, or simply Categories. Budgeting and actual cost collection is done by Category. You can make the categories very simple, like labor, materials, labor overhead, and material overhead, but you might want to be a bit more creative, like Engineering Labor, Fabrication Labor, Assembly Labor, Raw Metals, Hydraulic Parts, Pneumatic Parts, Power Transmission, Electrical, and various types of overhead. The category field can be any combination of alpha and numeric characters up to 10 characters (you will have to develop some abbreviations). The first thing to do is set up the three tables for job cost categories. JOBSCOPE Page 11

14 Material Categories (Table 3001) The cost categories for materials are defined in table Overhead - For each category, you can define an overhead percent. When a part with this category is charged to a job, the percentage value is used to calculate an overhead amount, which is charged to the job. This overhead amount is intended to cover the cost of indirect materials, or freight in, or other material related overhead costs. The system tries to charge this overhead amount to category OVERHEAD. If OVERHEAD is set up as a category on the job, the charge will go to that category. If OVERHEAD is not set up on the job, then the system will charge to category OTHER. For this reason, if you plan to use the material overhead function, you should be sure that category OVERHEAD is set up as a default category. Subcontract - The Subcontract box allows you to designate a category as a subcontract category. The Detailed Cost Breakdown function uses this to recognize that a job charge is a subcontract. See the Section Detailed Cost Breakdown in the Job Accounting User Guide for more information. Restricted If you check this box, this category will not show in the dropdown for category on the Special Charges screen. You can enter the category manually, and it will take it. JOBSCOPE Page 12

15 Uncontrolled Floor Stock If you have items that are free issue floor stock for which no issue transaction against a work order will take place, you may want to set up a special category with this box checked. When work order BOM components with a category marked as Uncontrolled Floor Stock are created, they are marked complete so that they don t show as outstanding. The Create Budgets process will not include the cost of these uncontrolled floor stock items in the job budgets. This is the kind of cost intended to be absorbed by the material overhead percent. JOBSCOPE Page 13

16 Labor Cost Categories (Table 2006) Labor cost categories come in four types, LABOR HOURS (LH), LABOR COST (LC), ENGINEERING HOURS (EH), and ENGINEERING COST (EC). The only types that are entered in this table are LH and EH, which are both hours categories. The type is set by the Labor and Engineering Hours radio buttons. Labor is charged by hours categories (in man hours), and the system figures out the corresponding cost category (in money) from the Cost Category entry in the table. Similarly, the labor burden (an overhead absorption amount for labor) account is an LC type that is determined by the entry in the table. Leave the Burden Percent set to zero. JOBSCOPE Page 14

17 Standard Cost Categories (Table 2005) Whereas tables 3001 and 2006 define what the valid categories are, table 2005 defines which categories will automatically be set up when a new job is entered. If a job charge is made with a category which is not set up on the job, it will show in job cost as category OTHER. After a job is created, and the system has automatically assigned the standard categories to the job, you can add other categories to the job, or delete some of the standard ones if you like. If you plan on using the material overhead functionality (see the Material Categories (Table 3001 section, then be sure you have category OVERHEAD set up as a standard category. Similarly for labor, be sure you have the appropriate Labor Cost and Labor Burden categories set up as standard. If you don t, the system will write them to the category OTHER LC. There is a more elaborate way that you can define job cost categories. That is described in the section Default Job Cost Categories. JOBSCOPE Page 15

18 Record Type A record type must be assigned for each job. This is a very important setting. The dropdown for Record Type on the Job Master screen is below. The most common type of job is a customer order which may be billed automatically from shipments or have a mix of automatically billed from shipments and manually entered customer invoices. The Record Type of blank would normally be used for these jobs. JOBSCOPE Page 16

19 The screen below is the job selection screen used for automatically creating invoices from shipments. Notice that one of the selection criteria is Record Type. You might adopt a standard operating procedure that calls for entering jobs to be automatically invoiced from shipments to use a Record Type of Blank, and jobs that are to be always manually invoiced to use a Record Type of M. When creating invoices from shipments (the screen below is from the Accounts Receivable module), you would use Blank for Record Type, which would exclude the M jobs. Another very important Record Type is S for Make for Stock. A make for stock job is not for a customer, but for making inventory which you will put into stock. Consider that a line item on a Blank Record Type job is a demand against inventory or manufacturing, whereas a line item on an S Record Type is an incoming supply for inventory. Other system processing is affected by an S also. O for overhead is for a non-customer job, like installing a new piece of machinery, or repairing the roof. R is rework which is not billed to a customer. T (template) jobs are no longer supported by the system. Cost Type (Labor Cost Type) When hourly labor is entered for an employee, that labor is charged either to a job or to an account. If the labor charge is to an account (referred to as indirect), the cost of the labor will be the actual hours entered multiplied by the actual hourly rate in the employee master. If the charge is to a job, there are additional options available. Each of these options is represented by a value called Cost Type. There are six different cost types; NA, NB, NC, ND, NE, and NF for non-c/cscs jobs (which are probably the types you will use). When jobs are charged with labor, the charge is in two parts, direct and burden. Both parts are calculated by a number of hours multiplied by an hourly rate. Four values, two for the rate and two for the hours may come into play. The rate may be either the standard labor rate for the work center, or the employee s actual labor rate from his or her employee master. The hours may be the actual hours reported, or earned hours. When labor is charged to a work order operation, that operation will likely have hours standards. The standards are set up time and run time. The first time that labor is reported on an operation, the setup time is assumed to be earned, or accomplished. The run time is per piece being worked on. As an example, assume that an operation has a setup time of.5 hours, and a run time of.1 hours. The employee works for 2.0 hours (actual hours), and reports JOBSCOPE Page 17

20 completing a quantity of 18. The earned hours value for the transaction is therefore 2.3 (.5 setup + 18 X.1 run time). Cost types are assigned at the job level. A default cost type for jobs is set up in System Configuration, but it may be changed on the job. These cost types are as follows: NA Actual Rate * Actual Hours Earned hours for burden NB - Actual Rate * Actual Hours Actual hours for burden NC Standard Rate * Actual Hours Earned hours for burden ND - Standard Rate * Actual Hours Actual hours for burden NE Standard Rate * Earned Hours Earned hours for burden NF - Standard Rate * Earned Hours Actual hours for burden There are additional cost types that are used for Cost Schedule Control System Criteria (C/SCSC) jobs. These cost types have Y for a first character, and will be discussed in a separate section. Job Breakdown - Contracts In the standard version of Jobscope, a customer order may be broken down into four distinct levels, contract, jobs, production releases, and work orders. Many Jobscope users, probably over half, only use two of these, jobs and work orders. A special kind of job is a Contract Job, or simply Contract. When you enter a job, there is a Contract Id field where you can enter the job number of another job. If you enter a job number in the Contract Id field, then that job becomes a contract job. This provides a way to break down a customer order. As an example, some Jobscope users will open a job to serve as the overall contract, then open another job for the engineering, another for the production work, and yet another for field installation. Each of the jobs for engineering, production, and installation has the contract job in their Contract Id field. In Jobscope, billing is done at the job level. In a multi-job contract scheme, you can bill against the contract job, or against the lower level jobs, or both. Job Breakdown Production Releases Production releases may be used to break down production work in any way you like, but the most common use is to define the parts that need to be produced in the same time frame. When a job is entered, the system automatically creates a production release in the background that has the same number as the job. Production Releases may be any combination of alpha and numeric characters up to 10. This automatically created release is referred to as the master release. When you create work orders for the job, it looks like the work orders are directly linked to the job, but they are actually linked to the master release. When you add job line items to a job, you are actually adding them to the master release. You can create additional production releases if you like. Most users set up a production release numbering scheme which has the job number as a prefix. As an example, if the job number is 50023, then the master release would be 50023, and the additional releases may be , , etc. Some users only add line items to the additional releases, and don t enter line items against the master release. JOBSCOPE Page 18

21 Don t try to get fancy with production releases for fancy s sake. If you have a good reason to use them, then do it. Otherwise, avoid the additional complexity and link everything to the job itself. Job Breakdown Work Orders If you have anything resembling production or shop work, then you will want to use work orders. Work Orders are made up primarily of the work order header, which generally defines the work to be done or part to be made, a routing made up of one or more operations, and a bill of material. Work orders are the fundamental units in the job. Planning Work Orders The Jobscope users who most often create work orders in planning use the Repair Manager module. Planning work orders are not in the schedule, their bill of materials items are not recognized as material requirements by the system, and they exist in a sort of hold status. If you are in the repair business, you can do cost estimates on the planning work orders and tell the customer how much it will cost. When the customer approves the work and is ready to proceed, then you can move the work orders to production. If you already have an order to proceed from the customer, there is no need to go through the planning stage. You will probably want to create all work orders in production. Work orders in planning use a different set of files for the basic data such as work order header, routing header and operations, and bill of material components. Work orders in production will have both the planning and production files. JOBSCOPE Page 19

22 Dates In the Job Master and Job Line Items Some of the dates that are entered are important, and some are not. Consider the example in which job number was entered by completing the Job Master. Although we don t have to go here at all, notice that a Release was created in the background with the same number (115798) as the job. This is referred to as the Master Release. Notice that the system took the Due Date from the Job Master and wrote it to the Schedule Complete date on the release. If nothing is changed, the system will attempt to forward schedule all work order creation for line items on this release from this date. If we want some other scheduling date for the entire release, we can change it here. If we want to backward schedule, we can blank this date and put a finish date in Schedule Complete. JOBSCOPE Page 20

23 Next, we add a line item. This can be done either from the Job Master or from the Release. Notice that we have entered some different dates here. The Requested date is 8/20/2011, and the system will use this date and backward schedule from this date. If we had left it blank, then the date from the release (in this case 8/31/2011) would have been used. The Scheduled field will be filled in by the scheduling system when it runs. Date Received is intended to be used for repair items, and is the date that the item was received. You may use it for other purposes. Date Promised is the date that you promised to the customer. It is not used in system processing. Date Quoted is intended to be the date that the customer was quoted for the item. If you use it, you should check it on. JOBSCOPE Page 21

24 Date Completed is the date the line item was shipped complete. In the Shipping module, when the line item quantity is shipped, the system will flag it complete. The shipping user can also manually flag the line item as shipped complete. Taxes The system will calculate taxes and add them to a customer invoice depending upon a number of settings in the system. Notice the Accounts Receivable Billing Details below. The area in red is blown up on the following page. JOBSCOPE Page 22

25 This is the part of the screen with all the numbers. The boxes beside State Tax and County Tax allow you to select a tax code from the respective dropdowns. In this case, a code was not selected, but the 1.5% and 5.0% values were copied in by the program from the Customer Master, and these percentages added to the invoice. The Job Master has a Tax Exempt field in which the customer s tax exempt number (or anything else) can be entered. If that field is blank, then you will get the result above. If it is not blank, then taxes will not be calculated. JOBSCOPE Page 23

26 General and Administrative Costs There is a function in the system for calculating general and administrative costs as a percentage of the amount of a transaction and charging this amount to the job. This function is turned on or off in System Utilities, System Configuration, Job Control, Job Accounting. It is the first box on the screen. If it is not checked, then the system will not calculate this G&A amount. JOBSCOPE Page 24

27 If Automatically Charge G&A Overhead to Jobs is checked on, then you will need to set up the G & A Overhead Categories table. If you enter a category in this table, along with a percentage for the category, then when a transaction occurs for that category, the system will calculate based on the percentage, and charge the amount to category G&A. If the category is not set up for the job, it will add the category for regular jobs, and add the category/period record for C/SCSC jobs. In the table below, the categories ANGLE, ASSEMBLE, and LABOR HRS are set up with percentages as described above. Notice that category G&A is set up in the table also, with a percentage value of If a transaction occurs for a category that is not set up in this table, the system will use the percentage value set up for category G&A, in this case This percentage value will be calculated based upon the direct amount of the transaction, plus any amount calculated for material overhead or labor burden. As an example, consider a transaction for $ for category METALS. The category METALS is set up in Table 3001 with an overhead percentage of 5.00 percent. For this $ transaction, $50.00 would also be charged to category OVERHEAD, and $52.50 would be charged to category G&A. JOBSCOPE Page 25

28 Outside Processing The Outside Processing functionality allows you to define a part as requiring outside processing by adding one or more Outside Process Codes to the part. When work orders are created, the program checks to see if any Outside Process Codes have been assigned to each part involved. If they have, then the program not only creates a work order bill of material record for the part, but it also creates a work order bill of material record for each Outside Process Code. If the part with an Outside Process Code is the end item in the BOM structure (a release line item), then a separate work order is created for that part. That separate work order will have a work order bill of material record for the part itself, and one work order bill of material record for each Outside Process Code on the part. If the part with an Outside Process Code is not the end item in the structure, then one additional work order bill of material record will be created for each Outside Process Code, and that work order BOM record will be on the same work order. When the Outside Process is not for the End Item As an example, part number is a part that requires plating. A Part Outside Process (from the collection in Parts mode) has been added as shown below. JOBSCOPE Page 26

29 This part is in the bill of material for part In our example, is a line item on a job. When work orders are created for this line item, the display in Job Management and Control looks like this. Notice the Outside Processes symbol on the display. This indicates that one or more outside processes are required on work order If we click on the outline box to expand the display, we see that there is one outside process, and it s BOM item (sequence) number is 032. The other 30 are the BOM components on the work order, and the part requiring the outside processing, , is one of them. Also note the wording (origin item 029), which indicates that is BOM item 029. JOBSCOPE Page 27

30 If we double click on WOP Bill of Material in the collection to open the BOM item, it looks like this. Notice that the create work order process got the Category and the Unit Cost from the Part Outside Process entry that we looked at earlier. In addition, it checked the Buy Part box, and gave it a Unit of Issue of EA. This work order BOM item will then flow through the purchasing process like any other purchase to job item. JOBSCOPE Page 28

31 When the Outside Process is for the End Item If we take the same data and add a Part Outside Process to the end item, , we get an additional work order. First, we will add a Part Outside Process to JOBSCOPE Page 29

32 Now when we create work orders, we get the result below. Since the end item has an outside process, we get an additional work order as a home for that outside process. JOBSCOPE Page 30

33 Job Costing of Outside Processing The costing of Outside Process PO items is different from other purchase to job costing. Whereas normal purchase to job receivings charge the job at the purchase order price, outside process PO items charge the job at the Standard Cost set up for the outside process in the Parts and Change Control module. The variance between the purchase order unit cost and the standard cost should be handled during the invoice entry in Accounts Payable. JOBSCOPE Page 31

34 Sales Regions The Sales Regions functionality allows you to define which users can work with data for which customers. Overview First of all, the Sales Region functionality may be overkill for your security scheme, and you can leave it turned off by not checking the Enable Sales Regions box in System Utilities. However, if you want to restrict employees (users) to only be able to work with selected customers and customer sites, you may want to use it. The Sales Region functionality allows you to set up a hierarchical structure of Regions and SubRegions and SubRegions under SubRegions for as many levels as you need. With this structure in place, you can assign each customer master or the customer s sites to one or more of the points (Regions/SubRegions) in the structure. This Region/SubRegion definition can be geographical, or it can be based on sales territories, or types of customers or anything you like. It can also be a combination of the two. As an example, you might set up a geographical scheme, and assign customers and users to points in the scheme. However, you might have a sales manager who handles a group of special customers called national accounts. In addition to the geographical scheme you could create a region called National Accounts. The national accounts customers and their sites would be assigned to their place in the geographical scheme, and they would also be assigned to the region National Accounts. The sales manager would also have the National Accounts region assigned, thus giving him or her access to the national accounts customers wherever they are located. With the customer s linked to the structure, you can then define the Regions or SubRegions to which an employee has access. With all this in place, when an employee attempts to access a customer or customer site, the system will determine if the employee has access to the Region or SubRegion to which the customer or site is assigned. The Job Management and Control, Estimating, and Part Price Inquiry modules use this functionality to determine the employee s access. JOBSCOPE Page 32

35 Setting Up for Sales Regions System Utilities To enable Sales Regions, go into System Utilities, System Configuration, Job Control, and Order Entry. The Order Entry configuration screen displays. Check Enable Sales Regions. JOBSCOPE Page 33

36 User Permissions For the users that will manage the sales region functionality, two user permissions need to be checked. Employee Regions allows the user to view/edit employee regions in the Employee Master. Customer Regions allows the user to view/edit the customer regions in the Customer Master. Link each user record to an employee In Security Users mode of System Utilities, be sure that the user id is linked to an Employee Master record. In this example, they are the same, but they don t have to be. JOBSCOPE Page 34

37 Assign Region and SubRegion Access to Employees In the Resources module, in Employees mode, you will see a Regions tab in the Employee Master, as shown below. That tab will display the structure of regions/subregions, and you can select the regions/subregions for which the employee has access. JOBSCOPE Page 35

38 Assign Each Customer to a Region or SubRegion In the Customers module, click on View and Manage Sales Regions. There is a row for the customer master and for each site. If you do the customer master, then you can t do sites because they are already on for the customer. If you don t want all sites available, then don t check the customer and do each site individually. To link a customer or customer site to a region or subregion, click in the Regions column. The Regions/SubRegions structure will display. Click on the Region or Subregions to which the customer or customer site belongs. If a user has access to a customer at the customer level, then the customer master will be available to the user to the extent that applicable user permissions are assigned to the user. If the user only has access to some but not all of a customer s sites, then the user will see the customer master, but cannot make any changes. Only the sites to which the user has access will list, and the user can work with those sites only. JOBSCOPE Page 36

39 Operating With Sales Regions In Job Management and Control If you are using Sales Regions, then a user will not be able to create a job for a customer that is not assigned to a region/subregion to which the user has access. When a user is creating a job, and enters a customer number to which the user does not have access, an error will display indicating that access to that customer is denied. If a user browses for jobs, only the jobs for customers to which the user has access will display. If the user does not have customer access, but has access to sites for the customer, the validation for the customer number will initially pass. However, under this condition, the user must enter either a billto or a ship-to site, and must have access to that site. If no sites are entered, on Save the system will display this error. In Production Releases mode, if the user has access only to certain sites, then the user will only be able to create a release for bill-to and/or ship-to sites for which the user has access. In Estimating In the Estimating module, the user may only access estimates for customers to which the user has access. In Part Price Inquiry In the Part Price Inquiry module, the user may only access inquries for customers to which the user has access. JOBSCOPE Page 37

40 Jobs Mode The first, and probably the most important, of the ten modes in Job Management and Control is Jobs mode. This is where you will create new jobs, add line items to the jobs, and create the work orders for the jobs. When you are starting out, this is where you go first. Configuration Settings There are four different configuration screens under Job Control in System Configuration, Order Entry, Job Management and Control, Job Accounting, and C/SCSC. C/SCSC is a special module and will not be discussed here. The other three are in the following sections. JOBSCOPE Page 38

41 Order Entry In System Utilities, System Configuration, click on Job Control, then Order Entry. The Order Entry screen displays. These settings control how the order entry process works. This is the Order Entry screen in System Configuration. Update Selling Price from Line Items The system maintains an estimated selling price (total of planned billings to the customer). You can set this manually, or you can put a selling price on each line item and let the system calculate the total selling price. A little hint here; when the word Price is used, it almost certainly means selling price to the customer. When the word Cost is used, it always means the cost to fill the customer order (cost of goods sold or work in process). Consider Line Items Taxable The Job Line Items screen has a field called Taxable. If Consider Line Items Taxable is checked on, then the system will automatically check the Taxable field at order entry. You can JOBSCOPE Page 39

42 override it at order entry. The setting of the Taxable field on the Job Line Item screen determines whether the system will calculate taxes and add them to the invoice automatically. Display Customer Aging at Order Entry If you want your order entry people to see a display of the customer s receivables aging at order entry time, then check this on. Using Foreign Currencies If you plan on using foreign currency as a selling price on jobs, then check this on. Obviously, life is much easier if you can buy and sell everything in your native currency. This functionality is described in the General Ledger manual. JOBSCOPE Page 40

43 Assign Job Numbers Sequentially This is probably the most important entry on the screen. You can enter a number, either with or without an alpha prefix, in the Next Job field, and, if Assign Job Numbers Sequentially is checked on, then the system can assign this next number along with the prefix when the next job is entered. To do this, when entering a new job on the Job Master screen, enter the word NEW and tab, and the system will write in the number (in this case A116094) as the job number, and increment the setting to the next number (in this case A116095). The job number can be all numeric characters also. If you have more than one prefix, you can set up a numbering sequence for each of them. Notice the Job Prefix button on the top left of the Order Entry screen we are discussing. JOBSCOPE Page 41

44 If you click on the Job Prefix button, this screen will display. In addition to the primary number scheme with the A prefix, we have two additional prefixes, BW and CC. When entering a new job on the Job Master screen, if we enter BWNEW as below, and tab, the system will assign job number BW5843. JOBSCOPE Page 42

45 You may want to always force the users to enter a prefix rather than the simple NEW. To do this, turn (uncheck) Assign Job Number Sequentially off as shown below, and the system will expect the Job Prefix entries so it can assign a job number. If they enter NEW, it won t assign NEW as the job number, it will simply blank the job number field and give an error on Save. Assign Customer Numbers Sequentially Checking this on will cause the system to assign the next customer number when a new customer is entered. The user enters the word NEW in the Customer Number field and the system selects the next number. Sales Acknowledgments Print Heading/Line Item Text This refers to user text. If this is checked on for the Heading, any user text for the Job Master will print on the Sales Acknowledgment. If this is checked on for the Line Item, then any line item user text will print. JOBSCOPE Page 43

46 Export Customer Activities To Calendar Entries on the Activities tab in the Customer Master can be exported automatically to your calendar if the Automatically box is checked. The CRM User Guide has the details. Allow Budgeting By Release You can have the system budget by Production Release if desired. See the section on Budgeting By Release. Default Budget Category Basis When a new job is created, the system will assign default cost categories based upon standard category entries in Table There is also a function that allows you to set the default categories by Product Line, WIP Code, or Bill Code. The drop down contains four selections, Blank, PL for product line, WC for WIP code, and BC for Bill code. If you select blank, then this function is turned off, and the job categories will be created from table This is table To enter standard categories, click on New on the toolbar and select from the Standard Category drop down list. If you want to do standard categories by product line, WIP code, or Bill code, click on the New Type button at the bottom. If you don t have a New Type button, it is probably because the Default Budget Category Basis field has blank for an entry. When you click on the New Type button, this screen will display. This entry says that category MECHANICAL is a category associated with Bill Code entries, and will be a standard job category when the Bill Code is TC. Consider that you will have chosen either product line, WIP Code, or Bill Code as the basis for your standard categories (assuming you are not using table 2005), and so you probably will not have a mix of Types in the table, just the one you have selected. JOBSCOPE Page 44

47 Default Budget by Job or Release This tells the system whether you want to budget by job or production release. Unless you have carefully studied budgeting by release, select Job. User Defined Budget Column The basic job cost system provides for two budgets, sales and current. The intent is that the sales budget was the budget at the time of sale, and the current budget is the budget as of the current time. The User Defined Budget column is a third budget column that you can use if desired. If you check it on, the Column Heading field will allow you to enter what you would like the budget column heading to be. Very few companies need more than the standard sales and current budgets, so you should probably leave it checked off (unchecked). Comment Required For Line Item Change If this is checked on, when a user makes a change to an existing job line item, a box will display for entry of a comment about the change. The user must enter something. Until you are further along, you should leave this checked off. Enable Sales Regions Check this if you want to use the Sales Regions functionality. Require Password to exceed Credit Limit Each customer can have a credit limit entered in the Customer Master. When a new job is entered and line items added, the system checks the amount of open credit for the customer and compares it to the credit limit. If it is greater than the credit limit, a warning displays. In addition, if this is not checked on, the user can simply click on OK to proceed. However, if this is checked on, the user must enter a password to proceed. If it is checked on, then the Password field will allow the password to be entered. JOBSCOPE Page 45

48 Use Crane Equipment Screens A number of crane manufacturers use Jobscope. This provides for the display of special screens for data entry about cranes. Unless you make cranes, leave it checked off (unchecked). Use Google For Customer Activities This causes the system to create a link to Google mail and calendar. Job Management and Control In System Utilities, System Configuration, click on Job Control, then Job Management and Control. The Job Management and Control screen displays. These settings control how the other order entry related processes work. This is the Job Management and Control screen. Copy Part Master User Text to Job Line Items If this is checked on, when a job line item is entered, user text from the Part Master for the part will be copied to user text for the job line item. Until you have studied this, leave it checked off (unchecked). JOBSCOPE Page 46

49 Automatically Create Purchasing Work Order If a Purchase to Job (PSM = P) part is entered as a line item on a job, it does not show as a work order requirement. If this option is turned on, then when work orders are created for the first time on a job, a work order with the number 9999 will be created, and the P line item will be a material requirement on that work order. Unless you have a good reason not to, check this on. Include Line Items not in Part Master on Purchasing Work Order You may want to add certain things as line items on the job that are purchase to job parts but do not have part numbers. If this is not checked, these line items will not be added to the purchasing work order. Explode Stock and Purchase Items in Jobs Mode In Jobs mode, when the bills of material on a job are exploded, this will cause not only the Make items to show, but also the Stock and Purchase items. Check this on. Warn Users When Entering Job With Blank Record Type Record Type on the Job Master is most commonly used to define a job as Make-for-Stock. Most companies use the blank record type value to designate a normal make for customer job, and an S to indicate a make for stock job. However, if everything is make for stock, then you wouldn t want a blank entry. Unless you have a good reason to check this, leave it checked off (unchecked). Allow Bill Code Change if Billings Exist The Bill Code defines a set of accounts associated with a job. The argument can be made that once billings (invoices) have been created for a job, the Bill Code should not be changed, since that may get the general ledger out of balance with job billings. Until you have thought through this, leave it checked off (unchecked). Check for Inactive Parts, Routings, and Work Centers before Creating Work Orders If this is checked on, then, when creating work orders, the system will check for inactive items and give a warning. Check this on. Check Routing Same As Except When Creating Work Orders Same as Except is a concept used in the Repair Manager module. If you are not using Repair Manager, leave this checked off. Use Category from Part Master for Outside Process BOMs The Outside Process Code table requires the entry of a default cost category to be used for the BOM record for an outside process. If this setting is not checked, the system will use that default category when an outside process BOM record is created. If this setting is checked, then the system will use the cost category for the part associated with the outside process. Next MRO Repair Return Authorization Number This is also for Repair Manager. If you are not using Repair Manager, it doesn t matter what is in the field. Assign Return Authorization Numbers Sequentially The return authorization functionality can assign a return number automatically. You can check it on and enter a number if you like, or leave it off until you are ready for return authorizations. JOBSCOPE Page 47

50 Enable Automatic printing of Work Orders This option will cause the system to print documents linked to work orders when the work orders are printed. If you check it, the Command Line field will light and the screen will look like this after you enter the necessary information for this function. Command Line If you check Enable Automatic printing of Work Orders, this field will be lit and you must enter the commands for work order document printing. PDF Viewer Path - This is also associated with Enable Automatic printing of Work Orders. This tells the system where to find the PDF viewer. JOBSCOPE Page 48

51 Job Accounting In System Utilities, System Configuration, click on Job Control, then Job Accounting. The Job Accounting screen displays. These settings control how the other order entry related processes work. This is the Job Accounting screen. Automatically Charge G&A Overhead to Jobs This allows you to have the system automatically calculate a General and Administrative amount as a percentage of cost. See the section General and Administrative Costs. Check for Budget Overrun If this is checked on, you can enter percentage and amount values for budget overruns by cost category. When a job charge is attempted, and this is checked on, and the charge will cause the category actual to exceed the budget by the percentage or amount, it will not allow the transaction unless the Overrun Authorization Code is entered. Unless you have an unusually well trained and well disciplined organization, leave it checked off. Freight Charge Category You can manually charge incoming freight to a job. This entry defines the job cost category to which the charge will go. Late Charge Access Code The system will not allow a charge to a closed job unless the user enters this password. JOBSCOPE Page 49

52 Apply Cost at Invoicing You can specify how you want cost applied calculated and applied to the job at invoicing. NO: Costs are not moved from work in process to cost of sales at invoicing. When an invoice is automatically created, no amount is applied to cost of sales. When you manually create invoices, you cannot enter an amount in the Cost Applied field on the Billings screen. ALL: When an invoice is automatically created, the full amount of the unapplied cost on the job is applied to cost of sales. When you manually create invoices, you can specify the amount applied to cost of sales through your entry in the Cost Applied field on the Billings screen. NN%: When an invoice is automatically created, the percentage you specify of the billing amount is applied to cost of sales. When you manually create invoices, you can specify the amount applied to cost of sales through an entry in the Cost Applied field on the Billings screen. % Complete Calculation Default The system can use a number of methods to calculate the percentage completion for a job. These methods are numbered, and the details are in the Job Management and Control User Guide (Percent Complete Accounting). This percentage completion is used to move deferred income to sales and work in process to cost of goods sold. Until you have studied these processes, leave the value as it is. Current Period (yyyymm) When the system makes job charges, it writes the current period to the job charge sub-ledger record, and it gets it from here. Detailed Cost Breakdown For stock inventory items that are made for stock, you can maintain a single value for their cost, or you can maintain detailed breakdowns by material, material overhead, labor, labor overhead, engineering, engineering overhead, and subcontracting. Using this requires substantial planning, and is best left until you are up and running. Allow Detailed Cost Applied Breakdown on Invoices From Shipments If you left Detailed Cost Breakdown checked off for now, leave this checked off also. Alternate Period Accounting This function allows accounting transactions to be put into a period other than the current period. Until you have studied it, leave it checked off. JOBSCOPE Page 50

53 Table Entries For Jobs Mode The following are the tables needed for the Job Master screen. Company Codes (Table 0001) The first table that we want to work with is table 0001, Company Codes. A Company in Jobscope is an entity represented in a single balance sheet and income statement. If you want to produce different balance sheets and income statements for parts of your business entity, then you will need more than one company code. Your database may already have a single entry in this table. You can either delete it and add a new one, or change the address and other data and use that company code. To access it, double click on it in the table list. It is shown below. Don t create a blank entry. Select a code, and enter the information. On the right side, where it says Company Logo, you need to load the image that you want to appear at the top of your customer invoice. You can click on Remove Image to get rid of the one that came with the system, and click on the browse button and browse to the image you want to use. It is recommended that the logo be no wider than 2.5 inches, and no taller than 1.25 inches. If it is, you may need to manually modify reports to accommodate the larger logo. It needs to be this size first, then added to the database. If you add it to table 0001, then reduce the size, it does not pick up the new size. JOBSCOPE Page 51

54 Location Code (Table 0010) There is one more table entry that we need for Job Line Items, and that is Location Code. Don t put a blank entry in this table. Location Code refers to physical location. As far as physical locations, the thing you need to think most about are inventory storerooms. If you have more than one storeroom, and you keep the same stock number in multiple storerooms, then you need a Location Code for each storeroom. If you only have one inventory storeroom, and one shop, and they are both in the same physical facility, then you only need one Location Code. Check Allow Job Issues on for each location. Master Location is described in the paragraph below. Enter 1 in Issue Priority. These settings are most commonly used by aviation repair companies that have consignment inventories for their customers. If you will be using the Estimating module, then the Master Location field will come into play. If you print an estimate, the printed estimate that you may want to send to your customer has a section called Issue PO To. The address that prints there comes from table 0010, and is the address that is checked as the master address. Don t check more than one or more than one will print on the report. JOBSCOPE Page 52

55 If you want to use the Auto Create Jobs function for creating make for stock jobs, you will need to think about two fields on this screen. In order for the Auto Create Jobs to work, you must set up an MFS Customer Number in the table. You may also want to define a special job prefix for that location, which you can do in the MFS Job Prefix field. You can leave this blank and the system will default to the next job number. If you decide to use a special prefix here, you will need to also set up that prefix in the Order Entry screen for Job Control in System Configuration. Work In Process Codes (Table 0012) These are the accounts we need to set up Work In Process (WIP) codes. When a job is entered, two codes must be entered to define the accounting for the job. On the cost side, the code is Work In Process Code (Table 0012). On the billing side, the code is Billing Code, and the table is JOBSCOPE Page 53

56 Job Account This is job inventory. In Jobscope, you don t have to purchase everything to inventory; you can purchase non-inventory (and also inventory) directly to a job. When the item is received, it can be immediately charged to the job, or it can go into a special inventory the system sets up for the job, and be issued out later. This Job Inventory account is an asset account in every sense of the word. Material WIP Account When you charge material to a job, the debit side of the transaction goes to this account. If you are charging directly to cost of sales, then this would be a cost of goods sold account. If you are using a work in process inventory scheme, this account would be material WIP. Material WIP Account Late You can have late charges (charges made after the job is closed) go to a different account, or you can enter the same account here. Material Overhead Account You can set up a percentage in Table 3001 that will be charged as a material overhead when materials are charged to a job. This account will be the credit side of that transaction. Labor WIP Account The same as material except this is for labor. It is a debit to WIP or cost of goods sold. Labor WIP Account Late Late charges for labor. Clear Account If you have more than one company, and make an intercompany job charge, like charging a job in one company with inventory from another, then this account will pick up a credit in the company where the job resides. JOBSCOPE Page 54

57 Finish Codes (Table 1001) Finish codes can be entered on job line items so that the same part number can be sold in different finishes. JOBSCOPE Page 55

58 Salesperson Codes (Table 1004) Table 1004 allows you to define your salespersons. Up to three Salespersons may be selected for a job (or stored in the Customer Master) along with the percentage they share in sales commissions. You can enter the salespersons employee number in the Employee field. JOBSCOPE Page 56

59 Product Line (Table 2002) Product Line is a sales thing. This gives you a way of defining a job as being associated with a product line. JOBSCOPE Page 57

60 Groups (Table 2999) Group codes are normally used to represent sales responsibilities, or regions. You may use them for whatever you like. JOBSCOPE Page 58

61 Issue Codes (Table 3010) Issue Codes do two different things. They are used to define a type of issue transaction simply for record keeping purposes. They are also used in the purchased material receiving process and the job/release line item to actually generate an issue transaction. In the case of receiving and issue transactions the code itself tells the system what to do. For receiving, a code of A tells the system to accept the receipt but not issue it. A code of AI tells the system to accept and issue to the work order material requirement against which it was purchased. On the Job/Release Line Items screen, any code beginning with I means to issue. The second character may be a character you choose to further define the type of issue. For example, you may have IS, I4, IP, etc. All of them will generate an issue transaction. Any code beginning with S means to ship and issue. The system will actually create the issue and ship transactions, as appropriate. Don t delete entries from this table without consulting your Jobscope project manager. JOBSCOPE Page 59

62 Currency Codes (Table 3013) Verify that you have an entry for your native currency. JOBSCOPE Page 60

63 Terms (Table 7003) This code is for payment terms for customer invoices. The system uses the Net Term # Days value to determine when invoices are overdue, but it does not use the Discount Term # Days value. Discounts must be entered as the payment is entered. Retention refers to the percentage retention which the customer may keep until the job is complete. In the example below, in which the value is 7.0 percent, if the customer pays 93.0 percent of the invoice, then the remaining 7.0 percent is not automatically considered overdue. It still shows as an open balance, but not overdue. The VAT field is for Canadian customers. The Calculate Due Date from End-of-Month box will calculate the due date from the end of the month for the date of invoice if it is checked. JOBSCOPE Page 61

64 Billing Codes (Table 7006) Billing codes define the accounting for billing and accounts receivable transactions. This is the table with the Remit To Address tab selected. Enter your remit to address and then select the Accounts tab. JOBSCOPE Page 62

65 This is the Accounts tab, and these are the other accounts you need. A/R Account (Debit) This is the Accounts Receivable account. A/R Deferred Account CR If you want billings to go directly to sales, put the sales account here. If you are using a work in process scheme, then this should be a deferred income account. Billings will then be moved from deferred income to sales either at job closing, or based on a percentage completion value. A/R Accrued Freight CR If you designate part of the billing as freight, that amount will be credited to this account. A/R Accrued Tax CR Same as freight except this is for tax. Cost Applied Account DB This is cost of goods sold. In Jobscope, under a work in process inventory scheme, the amount that is moved from work in process to cost of goods sold on a job is referred to as cost applied. At job closing, any amounts remaining in WIP for the job are credited to WIP and debited to this account. The WIP accounts are in table JOBSCOPE Page 63

66 Sales Account The sales account goes here. If you want billings to go directly to sales, then this account and the A/R Deferred Account will be the same. Cost Applied Material and the rest of the Cost Applied Accounts You can set up the system so that make for stock items maintain a cost breakdown according to these seven breakdowns; material, material overhead, labor, labor overhead, engineering, engineering overhead, and subcontracting. If you turn this on, then the inventory values will go to these accounts in the general ledger instead of the normal single inventory account. In other words, when a make for stock job is closed, the job cost breakdowns will go to these inventory accounts. International Commercial Terms (Table Incoterms) This is for certain international transactions. Verify that there is a blank entry in the table. Language Codes (Table Language Codes) Language codes define the language for a job. These codes can automatically select language descriptions for parts on invoices. The Use as Default check box will define which code is defaulted to such things as jobs. JOBSCOPE Page 64

67 G & A Overhead Categories You can set the system up to calculate a General and Administrative cost value for jobs. See the section General and Administrative Costs. JOBSCOPE Page 65

68 Direct Costing Accounts Table If you plan to record all your job cost in the general ledger to work in process accounts and then move those costs to cost of goods sold (COGS), or, if you want to record job cost in the general ledger directly to cost of goods sold, and you only need one COGS account for each WIP code, or one COGS account for material and one COGS account for labor, then you don t need this function, and you should leave the Direct Costing Accounts table blank. You can learn more about this by reading the Direct Job Costing section in the Job Accounting User Guide. JOBSCOPE Page 66

69 Sales Region Table This table is used only if you are using the Sales Regions functionality. You enter or select a region, then add subregions in the grid. Regions and Subregions constitute two layers, but you can add as many layers as you like. For example, you can create a Southeast Region, and under it, multiple State subregions, and then cities under each state. It doesn t have to be states and cities, it can be anything you like. In the example below, we have a Southeast region, and then a South Carolina SubRegion. If we double click on the South Carolina SubRegion, it will appear in the Sales Region field, and we can add the cities as further SubRegions. This can continue for as many levels as you need. JOBSCOPE Page 67

70 Jobs and the Commonly Used Collections In Jobs mode, the commonly used collections are Job Master, Job Line Items, and Job Budgets. Job Browse The Job browse screen allows you to search for jobs based on a number of values. You can do a wild card search using the percent character (%). JOBSCOPE Page 68

71 Jobs Main Tree View On the main tree view, you can highlight the job or a job line item, and click on the desired collection item and display the collection item, in this case job line item 003. We will start with Job Master. JOBSCOPE Page 69

72 Job Master To enter a new job, you can click on New on the Main Tree View toolbar. This is the front tab (Primary) of the Job Master screen. JOBSCOPE Page 70

73 The Job Master screen displays a Toolbar at the top of the screen with different available functions: New: ( ) Use this function if you want to create a new Job Master record Open: ( ) Use this function if you want to retrieve (open) another Job record to be displayed on the screen (it will also be displayed in the Tree structure) Open Job Documents: ( ) Use this function to attach electronic documents to the job Add User Text: ( ) Use this function to access the User Text screen and add free form information to the Job record. The red tick indicates UDFs already have values for the selected Part record User Defined Fields: ( ) Use this function to access the User Defined Fields form and enter the desired values. The red tick indicates UDFs already have values for the selected Job record Sales Acknowledgment: ( ) Use this function to the sales acknowledgment. If the job contains a part that has attached documents that are designated to be printed when the job is printed, then when the sales acknowledgment is ed, those documents will be attached to the along with the sales acknowledgment. Refer to the Part Documents section in the Parts and Change Control User Guide for more information. To create a new Job, the following required fields need to be populated: Note: All required fields are marked in bold. Job Number A combination of numbers and letters up to 8 characters. Job numbers may be automatically assigned by the system in several ways. The Order Entry section in Configuration Settings describes these. The basic job number assignment is done by entering the word NEW and tabbing out of the field. Description There are 40 characters available for entering the description of the Job. Customer Number A valid customer must be selected. You can use the browse button to select a customer ( ). All other fields are not required but provide extensive information about the Job record: JOBSCOPE Page 71

74 Estimate Number If the job is related to an estimate in the Estimating system, the estimate may be selected here using the browse button ( ). This is described in more detail in the Estimating User Guide Customer Inquiry Number If the job is related to a customer inquiry, the inquiry may be selected using the browse button( module. ). These inquiries are entered in the Part Price Inquiry The Customer box has three different tabs, Bill To, which is the address for billing invoices, Ship To, which is the primary shipping address for the customer, and Contacts, which are contact people in the customer s organization. Multiple bill to and ship to addresses may be maintained for the customer. Each job will have a single bill to address, but the job may ship to multiple addresses. This can be handled using the Production Releases functionality described later. Each production release may be shipped to a different address. The Bill To tab is shown below. The Customer Number goes in the field on the left. The three fields across the top all have browse buttons ( ) for selection. The next field to the right allows you to select an alternate Bill To address. The Customer Master contains an address for the customer, which is normally the Bill To address. You may enter additional addresses, or Sites as they are called in the Customers module. Each of these sites may be designated as a Bill To Address or a Ship To address, or both. When you enter or select the customer in the left field, the address from the Customer Master displays. You can click on the browse button beside the middle field and select from the Bill To site records for the customer. Similarly, the Ship To address will default to the main address in the Customer Master, but you may select a different Ship To address using the right hand field. JOBSCOPE Page 72

75 If you click on the browse button beside either the Bill To (field in the middle), or the Ship To (field on the right) field, you will get this browse screen. If you got here via the Bill To browse, the title at the top will say Customer Bill To Site. If you got here via the Ship To browse, it will say Customer Ship To Site. The Customer Number will be displayed. Simply click on the Search button, and the applicable sites will display in the Search Results box at the bottom. If you browse for Bill To sites, only the sites designated as Bill To will display, and similarly for Ship To sites. Double click on the one you want and it will be written back to the main display. JOBSCOPE Page 73

76 The Ship To tab shows the Ship To address, and it looks just like the Bill To tab. The Contacts tab is a little different. Here you can click on the Browse button to select from the list of contacts for this customer. You can change or add information here, and that information will be saved with the job. If you make any changes, when you close the job, the system will ask if you want those changes saved back to the actual customer contact record stored with the customer. JOBSCOPE Page 74

77 On the right side of the Primary tab are a number of additional fields you can use. Job Title You can enter up to 50 alphanumeric characters Contract ID If this job is to be linked to a Contract Job, enter or select the contract job here. For more information, see the Job Breakdown Contracts section of this manual Contract Item Number You can link this job to a specific line item on the contract job by selecting that line item in the drop down for this field Reference Job If you want to link a job to another job, but without the Contract job structure, you can use this field. An example might be the case in which you built a machine for a customer on a job, and closed that job on completion. Sometime later, the customer may order parts for the machine, and you might want to link the parts job back to the original job on which the machine was built Product Line You may select an entry from the Product Line table Est. Completion Date Here you can select the date that you think the job will be completed. It does not affect system processing Restricted/Closed If a job is restricted, the system will not allow charges to the job. You might want to use this for a job that is on hold and you don t want anyone charging to it. The Closed function has substantially more significance. Most Jobscope users operate on a work in process accounting scheme, whereby job costs are not charged to cost of goods sold, but rather to work in process inventory. Similarly, job billings are not posted to sales, but rather to deferred income. When the job is closed, these users want to move work in process to cost of goods sold, and deferred income to sales. There is a function in Job Accounting to do this. However, simply checking Closed on this screen does not move work in process to cost of goods sold, nor move deferred income to sales. Therefore, if you use the work in process accounting scheme, JOBSCOPE Page 75

78 you should not check Closed here, but let the job closing function in Job Accounting take care of it (it will set the flag here as well as move the costs and billings). If you are set up to directly charge job cost to cost of goods sold, and billings directly to sales, then you can use this button to close the job and set the job closing date. The date field to the right of these buttons contains the date. Like Restricted jobs, Closed jobs will not allow charges or billings Date PO The system will default to the current date, but you can change it Due Date This is the date the customer expects the job to be complete. It does not affect system processing Customer PO You can enter a customer purchase order number of up to 20 alphanumeric characters Customer PO Item You can use this to link the job to a specific Customer PO line item JOBSCOPE Page 76

79 This is the Additional tab on the Job Master screen. You can set up all the data required on this screen in the Customer Master record for the customer so that the people who enter jobs for regular customer jobs will not have to enter any of it. In this case, the job entry people will not even have to access this tab. JOBSCOPE Page 77

80 The required fields are marked in bold. The term Written from Customer Master means that the system will automatically bring this value in from the Customer Master. Project Manager This may be up to 10 alphanumeric characters. The system will write this value from the Customer Master, but you may change it. Written from Customer Master Bill Code You must select an entry from the Billing Code table, This entry defines accounts associated with billing, and your remit to address. Written from Customer Master WIP Code You must select an entry from the WIP Codes table, This entry defines accounts associated with costs. Written from Customer Master Cost Type Select a cost type from the dropdown. The Cost Types (Labor Cost Types) section in this manual has the details Percent 1 If you enter a salesman for the job, then you must enter the percent that this salesman shares in the sales commission. If only one salesman is entered, then the percent would be 100. If you enter two or three salesmen then you must enter the share for each, and they must total 100. Written from Customer Master Currency Code The system will default to the Currency set up in the Customer Master. You may select another valid entry The other fields are not required. Group Select a value from the Group Code table (table 2999). Groups are most commonly used to represent sales regions. Written from Customer Master Record Type Select a value from the dropdown. See the Record Type Section in this manual Company Code Select a value from the Company Code table (table 0001). If you have multiple companies, the system needs to know the company with which the job is associated so that if you issue inventory to the job from another company s storeroom, the system will know how to make the intercompany transactions to keep both of them in balance. Written from Customer Master Tax Exempt The system will write the customer s tax exempt number from the Customer Master. If the field is blank, the Accounts Receivable invoice creation process will assume that the customer is taxable, and calculate taxes. If it is not blank, like the one above, it will not calculate taxes. See the Taxes section of this manual for more details on taxes Terms Select a value from the Terms table (Table 7003). Written from Customer Master FOB Point This is the Freight On Board point from which freight cost might be calculated, if applicable. This does not affect system processing. Written from Customer Master Salespersons Up to three salespersons may be selected from the Salesperson table (Table 1004). The Percent 1 through 3 values beside each Salesperson field defines the percentage share that the salesperson has for the job. The total percentage values must add up to 100 Commission This field is for the sales commission percentage for the job. The Salesperson 1 will be written from Customer Master Routing This field allows you to define how the job is to be shipped. It does not affect system processing. Written from Customer Master JOBSCOPE Page 78

81 Prepaid/Collect These boxes allow you to define whether the freight is to be prepaid, or billed to the customer. The selection does not affect system processing. Written from Customer Master Periods This is used on C/SCSC jobs to define the number of periods for spreading budgets. Leave it blank Carrier Account This field is for your account number for the freight carrier. It does not affect system processing. Written from Customer Master Govt Contract This allows you to enter a government contract number up to 30 alphanumeric characters. It does not affect system processing Attention - Written from Customer Master Exc. Rate Currency Exchange Rate. This value will default from the currency code Budget By Job/Release This defines whether the job will be budgeted by job or release. The default setting from System Configuration will be written to the field. Until you are more familiar with it, select job Language Code Select a value from the Language Codes table Memo Enter any notes you may have here When everything is entered, you can click on Apply and the Job Master will be saved and the job still displayed. At this point, you can click on the New icon (shown below) in the upper left and select Job Line Item from the dropdown menu and begin entering the line item(s), or you can click on OK and the Job Master will be saved and the Jobs Main Tree View will display. JOBSCOPE Page 79

82 Copy Jobs There is a Copy Jobs button on the top right of the Job Master Screen. When you click on it, this screen displays. The system has entered the job we had displayed, 6332 into the Copy From Job field. The system has also picked the next sequential job number and written it to the New Job field. You can change it. You can check the boxes for what you want copied, update the dates as needed, and click on OK to create a New Job that is an exact copy of the Copy From Job. JOBSCOPE Page 80

83 Job Line Items After the Job Master is entered, you can enter the job line items. The job line items are the things that were sold on the job. These things will normally have a part number in the system, but they may not at the time of job entry. You can enter the job, then wait until part numbers are assigned for the job line items. You can enter part numbers on the job line item that are not valid part numbers in the system if you choose not to assign a part number. After the job is entered, it will display on the Job Main Tree View. You can double click on Job Line Items in the collection to begin entering job line items. JOBSCOPE Page 81

84 This is the Job Line Items screen. The Job Line Items screen displays a Toolbar at the top of the screen with different available functions: New: ( ) Use this function if you want to create a new Job Line Item record Delete: ( ) Use this function to delete the Job Line Item record currently displayed Copy Job Line Item: ( ) This allows you to copy the job line item on the screen as a new job line item on the same job. You will not get a new screen to add data for the new line item, JOBSCOPE Page 82

85 it will simply copy this line item and assign the next item number to the new line item. User text, User Defined Fields, and Documents will also be copied Documents: ( ) Use this function to add or view documents for the Job Line Item User Defined Fields: ( ) Use this function to access the User Defined Fields form and enter the desired values. The red tick indicates UDFs already have values for the selected Job Line Item record Add User Text: ( ) Use this function to access the User Text screen and add free form information to the Job Line Item record. The red tick indicates UDFs already have values for the selected Job Line Item record Next/Previous: ( ) These yellow arrows will step the system to the next or previous job line item To create a new Job Line Item, the following required fields need to be populated: Note: All required fields are marked in bold in this document and on the screen. Line Item Number This is the sequential number for the line item, beginning with 001. The system will normally write this for you Part Number This is a 20 character number for the part. If the part number is in the system, the system will bring in information about the part. If the part is in the system, you can browse for it with the browse button to the right of the field Revision This is the current revision for the part Location Select a Location Code from the dropdown (Table 0010). This is the primary location from which the job will be shipped Quantity Ordered Enter the quantity the customer has ordered UOM Unit of Measure. If the part is in the system, it will be written automatically PSM Purchased to job, Stock, or Manufactured. This code will be written from the part record The other fields on the screen are not required but may be very important. Taxable If this field is checked on, and the customer is not tax exempt, then the system will go through the tax calculation routine when an invoice is created and add tax to the invoice. There is a configuration setting for Order Entry called Consider Line Items Taxable. If it is checked on, then the Taxable field will be automatically set on by the system. Price Cat. Price Category. If a Price Category is assigned for this part, you can select it from the dropdown Price Code Same as Price Category JOBSCOPE Page 83

86 Price This is the list selling price. If selling prices have been set up in the Part Prices tables, the system will calculate the price Disc/Markup The system writes this from the Customer Master. In this case, it is a negative value, so it will be considered a discount Cust Order Number A customer purchase order number field is on the Job Master, but this field allows you to enter a value also, in case the job covers more than one customer purchase order End Unit Serial Number Here you can enter the serial number for the shippable end unit (if the quantity is only 1) Net Price The system will calculate this value from the Price and Disc/Markup fields Description If the part is in the system, the description from the Part Master will display Cost Account This is for the C/SCSC module. Leave it blank Item Total The system calculates this as Net Price * Quantity Product Line Select an entry from the Product Line table (Table 2002) Order Total The system calculates this as the sum of the Item Total for all the Job Line Items Rec. Order Number Receiving Order Number. The Repair Manager module creates a Receiving Order for items received for repair. Leave it blank On Hand/On Order If the part is a stock item, the quantity in stock and the quantity on order will display Drawing You may select a drawing from the drawing browse Revision The revision for the selected drawing Repair Category These are repair categories in the Repair Manager module Dimension This field was originally used for a simple length calculation, but has been superseded by the Variable Dimensions function. See the Variable Dimensions section of the Parts and Change Control manual for more information Language Code Select a Language Code from the dropdown Total Weight This is the weight of the part. It comes from the Part Master, but you can change it Issued If this is a stock item, the system displays the quantity of this item that has already been issued from inventory Finish Code Select an entry from the Finish Codes table (Table 1001) Obligated If this is a stock item, then the system will display the quantity of this item that is obligated (required by) on all the open requirements in the system, including this item, if this item was entered before the most recent MRP run Shipped The system updates this field to indicate the quantity of this line item that has been shipped Dates Box The Dates box list a number of dates, some of which are more important than others JOBSCOPE Page 84

87 Requested If you enter a date here, the system will attempt to backward schedule from this date Quoted You may enter the date that you quoted the customer Received For repair items, this is the date the item was received for repair Completed This is the date that the job line item was shipped complete Promised This is the date you promised the customer Scheduled This date is updated by the scheduling system. It is the date that the scheduling system has calculated as the completion date in the shop Equipment You can link this line item to an equipment record using this field. The drop down lists equipment records for this customer. The system will link equipment events. Issuing and Shipping From the Job Line Items Screen When you enter a line item for a stock item, you can have the system issue the item from stock, and also ship it, if you wish. The fields for this are near the bottom of the screen. The first one to consider is Issue Code (Table 3010). On the Job/Release Line Items screen, any code beginning with I means to issue. The second character may be a character you choose to further define the type of issue. For example, you may have IS, I4, IP, etc. All will generate an issue transaction. Any code beginning with S means to ship and issue. The system will actually create the issue and ship transactions, as appropriate. Another field is Bin Location. If the item is stored in more than one bin location, you can select the bin location from which to issue. If you don t select a bin, the system will issue from the master bin. The third field is Issue Qty (Quantity). Here you enter how many you want to issue. The system will display the following message about pick tickets. If you click Yes, the pick ticket on the following page will print. JOBSCOPE Page 85

88 This is the pick ticket. Issues from the Line Items screen are allowed for master release (jobs) only; items cannot be issued to production releases through the Line Items screen. If the transaction included a shipment, then you will get this question about a packing list. If you click Yes, then this message will display. You will probably want to have the back order info on the packing list, so click Yes. JOBSCOPE Page 86

89 Then the Packing List will display. JOBSCOPE Page 87

90 Equipment Events See the Customer Relationship Management manual for details about events and linking them to job line items. Job Line Items Grid The grid at the bottom lists the line items on the job or release. You can double click on one of them to bring it to the full screen. Working With Line Items in the Grid You can also add, update, or delete job line items in the grid. Use the Append (add) and Delete symbols at the bottom of the grid to add or delete line items. You can go to the editable fields right in the grid to make changes. You can copy an existing line by highlighting the line and right clicking. Click on Copy and the line will be copied to the clipboard. Then click on Append, highlight the new line, and right click and select Paste. JOBSCOPE Page 88

91 Job Budgets As soon as you are ready, you should enter job budgets. In the Job Main Tree View, double click on Job Budgets in the collection to begin entering job budgets. JOBSCOPE Page 89

92 This is the Job Budgets screen. The Job Budgets screen displays a Toolbar at the top of the screen with different available functions: New: ( ) Use this function if you want to add a new Category record. Delete: ( ) Use this function to delete the selected Category Refresh Grid/Totals ( ) When you make a change, use this to refresh the display areas To start with, we want to focus on the area in the screen in the red box. It is enlarged on the following page. JOBSCOPE Page 90

93 Entering the Budgets This is the area enlarged. The Orig Cost/Hrs column contains the budget values for what is called the Sales Estimate, or the estimate of cost in dollars or hours at the time the order is entered. The Curr Cost/Hrs column is called the Current Estimate, and is the latest estimate of the cost in dollars or hours. The Actual column is automatically updated by the system as job charges occur. In order to do budget to actual comparisons, you should enter either the Sales or Current estimate, or both. Here we are adding a budget for the MOTORS category. Click on the MOTORS line in the Orig Cost/Hrs column ($7100 here), then move to the Curr Cost/Hrs field and enter the Current budget, then move to the Comment column and add a comment. Click on a different line and the budget will be updated. JOBSCOPE Page 91

94 Adding a Category To add a Category, click on either the New icon at the top left. The system will add a new line in the grid. Select the Category that you want from the dropdown. To add a category, you must do one of two things. Either add a comment describing why the category is being added, as shown above, or reference a project log entry in the Item column. The system will add the category when you move to another part of the screen. JOBSCOPE Page 92

95 The comment for change provides an audit trail of changes. You can do it via the Project Log approach if you want to provide more detail. On the main tree display, double click on Project Log in the collection. Enter the data and click on Apply or OK. JOBSCOPE Page 93

96 Back on the Budgets screen, add the category, but this time, reference project log entry JOBSCOPE Page 94

97 Deleting a Category You can t delete a category if charges have been made to it. However, before any charges, you can delete it by entering a comment (or referencing a project log entry), highlighting the category, and clicking on the delete icon on the toolbar. JOBSCOPE Page 95

98 The Category Called Price The system inserts a category called Price, and you can t delete it. This is for the selling price, and it is updated just like the other categories. The selling price is the price to be charged to the customer. Other Budgeting Options There are two other options that might be of interest. The standard system configuration provides for two budgets, Sales and Current. You can add a third budget, with a user defined name. See the User Defined Budget Column section in this user guide. The other is Budgeting By Release. See the Budgeting By Release section in this user guide. JOBSCOPE Page 96

99 Jobs and the Other Collections In the previous section, Jobs and the Commonly Used Collections, we discussed the Job Master, Job Line Items, and Job Budgets collections. They are the ones most widely used. In this section, we will discuss the ones that are less used. Project Log This is the Project Log screen. Here you can enter important events in the life of the project. In addition, when making a budget change, you must either enter a comment or reference one of these project log entries. JOBSCOPE Page 97

100 Job Documents This is the Job Documents screen. This allows you to link electronic documents and pictures to the job. The folder icon beside the Document Location field allows you to browse to the document location. The one to the right of it will display the document. When you have the file open where the documents are stored, you can double click on the document name to save it. You can also drag the document and drop it in the grid area on the bottom left of the screen. If the job contains a part that has attached documents that are designated to be printed when the estimate is printed, you will get a list of these documents under the Linked Documents tab. Refer to the Part Documents section in the Parts and Change Control User Guide for more information. JOBSCOPE Page 98

101 Job Issue Locations This is the Job Issue Locations screen. This is most commonly used by repair companies that have many storerooms because they maintain customer consignment inventories. The purpose of this is to designate the Master Location, from which issues will normally be made, and to define whether issues may be made to jobs at all from a specified location. JOBSCOPE Page 99

102 Scheduling Milestones Scheduling Milestones do not affect the actual schedule, but display in the scheduling module so that you can compare the milestones to the actual schedule generated by the Scheduling Module. You can add notes to a milestone, and you can link a milestone to almost any other item in the system. You can define predecessors for milestones so that dependencies among milestones may be maintained. The calculation of dates for a task based upon dependent tasks may be calculated by formulas which you can create. You can set durations for milestones. You can set up notifications by or other means based upon the milestones. You can add user text and user defined fields to milestones. Finally, you can load milestones using the Map Master functionality. Scheduling Milestones requires a special security setting for each user. JOBSCOPE Page 100

103 Entering Milestones To add Scheduling Milestones, double click on Scheduling Milestones in the collection. The Scheduling Milestones screen displays. You can enter a Description of the Milestone, which will display with the Milestone in the scheduling module. The Milestone Code should be a short (up to 55 characters) description of the milestone. The Percent Complete is your estimate of the percent complete for the milestone. If you enter a Completed Date, the system will set this value to 100%. The system will write the Job Number based on the job that was open when you double clicked on Scheduling Milestones. You can select any valid Work Order and/or Operation on the job, or leave them blank. If you check the Show In Scheduling box, then the milestone will show in the Gantt chart in the scheduling system. The Description is a longer (255 characters) description of the milestone. This is the first milestone, so we will select a Start Date and a Target Date. Rather than select a fixed Target Date, we could have left the Target Date blank and entered a Duration. This will cause the system to calculate the Target Date based on the Start Date and Duration. JOBSCOPE Page 101

104 In the screen picture below, we have entered a second milestone which is to be dependent upon the first milestone. We do this by selecting the first milestone from the dropdown for the Predecessor field. The first box immediately to the right of the Predecessor field has two values in it s dropdown, Start Date and Target Date. We have selected Start Date, meaning that we want the Start Date of this milestone (Specification Approval) to be equal to what we select in the second box. The second box has three selections, Start Date, Target Date, and completed Date. These dates refer to dates for the Predecessor milestone. We have selected Target Date, which means that the start date of Specification Approval will be equal to the Target Date of Complete Specification and Submit. We tell the system to perform this calculation by clicking on the Calculate button. We could have added days to the calculated date by entering that number of days in the Days field. The Completed Date and Follow up Date are for your use, and are not required. JOBSCOPE Page 102

105 The Assigned To field has three selections, Customer Contact, Employee, and Vendor Contact. If you select Customer Contact, the screen will display a box with a dropdown, and the dropdown will list all the contacts for the customer for the job. If you select Employee, a field will display to the right, and you can browse for an employee. If you select Vendor Contact, you will get a browse that will allow you to select a contact from any vendor. JOBSCOPE Page 103

106 Calculating and Recalculating Dates Here is an example of how the fields for calculating dates work. The Recalculate Dates button will recalculate the dates in all related milestones. This is the first milestone. It has fixed start and target dates. This is the second milestone. JOBSCOPE Page 104

107 This is the third. JOBSCOPE Page 105

108 Milestone Notes If you highlight a milestone in the grid and click on the Notes tab at the top, you can enter a note for that milestone. Click where it says to click, and the system will write a tag line (the first line you see below). Add your note. JOBSCOPE Page 106

109 JOBSCOPE Page 107

110 Milestone Associated Items A milestone can be linked to a number of different types of items in the system. These types are AR Invoices, AP Invoices, Purchase Orders, Jobs, Parts, and Drawings. To start the linking process, click on the Append symbol. The display will change to look like this. Click on the down arrow for Item Type and you will get a listing of Item Types. Click on the one you want. JOBSCOPE Page 108

111 We selected AR Invoice. Next, click in the Item field, and two buttons will display. The first symbol will access the AR Invoice browse, and the second symbol will open an AR Invoice. To find the invoice to which you want to link, click on the browse symbol (the first one). The Accounts Receivable Invoice browse screen displays. Enter the browse information and click on Search. In this case, we used the job number for the search criteria. Double click on the Invoice in the grid to select it. JOBSCOPE Page 109

112 Now it looks like this. We have linked the milestone to AR Invoice You can link to other items by clicking on the Append symbol again and repeating the process. The other Item Types work the same way. JOBSCOPE Page 110

113 Milestone Notifications Milestone Notifications is the last tab. Notifications can be setup to alert or people when certain events occur. This notification system uses the Jobscope workflow functionality behind the scenes. These workflows will be automatically deleted when the milestone is completed. Event Type Ten different types of events can trigger notifications. They are as follows: Target Date Changed Start Date Changed Completed Date Changed Follow Up Date Changed Assigned To Changed Milestone Changed Predecessor Changed Predecessor Target Date changed Predecessor Start Date Changed Predecessor Completed Date Changed Notification Type There are two notification types, and Alert. Recipient Type If the notification type is Alert, then the only option is Jobscope User. If the notification type is , then the available recipient types will be as follows: Assigned To Address Jobscope User Customer Contact Vendor Contact Recipient If the recipient type is Assigned To, then no value will be allowed for the recipient. If the recipient type is Address, then you may enter a single address, or a semi-colon delimited list of addressed. For other recipient types, will show a browse where you can browse for the recipient. Copying Notifications You can copy and paste notifications using CTRL + C and CTRL + V, or by right clicking. JOBSCOPE Page 111

114 As with Associated Items, the Notifications process begins by clicking on the Append symbol. Then click on the down arrow in the Event Type column and click on the event type that you want. Next, click in the Notification Type field. Select either Alert or . Click in the Recipient Type field and select from the dropdown. In this case, we selected Address, and entered the address in the Recipient field. Other Recipient Types will display a browse. JOBSCOPE Page 112

115 Using Map Master To Load Milestones Scheduling Milestones can be loaded or updated using Map Master. Columns A H of your Excel spreadsheet should look like this. This spreadsheet has column headings across the top. A little later you ll see that we tell Map Master that the data starts on row 2. This is the view of columns I P. And this is columns Q W. JOBSCOPE Page 113

116 Now open Map Master by selecting Engineering, then Map Master. When it opens, click on the dropdown for Import Style and select Scheduling Milestones. Be sure the field Row Data Starts On is 2. The Row Data Ends On can be blank. The No. Data Items To View and No. Data Cols to View just define how much of the spreadsheet you will see on the right side. They don t affect the upload. Then click on Open and select Change Spreadsheet. In the Locate Spread Sheet window, browse to the Excel file and open it. JOBSCOPE Page 114

117 Drag the numbers 1 through 19 on the right over to the column on the left headed by the word Column. Whether they are alpha characters or numbers depends upon your Startup Configuration setting. When you are through, it will look like this. Click on Apply at the bottom of the screen to save this map file. You won t have to do this again, just call up the map and select the spreadsheet in the future, but we ll get to that later. If the spreadsheet is still on the display on the right, click on Import and the system will import the data. JOBSCOPE Page 115

118 When it completes, you will get this status report. JOBSCOPE Page 116

119 Now that you have the map saved, you can do the following procedures to upload. Open Map Master and select Scheduling Milestones from the Import Style dropdown. It should look like this, with your map already loaded. If it doesn t, click on Open and then Open Map File, highlight the one you saved, and click on Open. Now open the spreadsheet you want by clicking on Open, and Change Spreadsheet. Browse to the spreadsheet you want, highlight it, and click on Open. When it displays, click on Import, and it will import and display the Import Report. If you have another spreadsheet to upload, click on Open and Change Spreadsheet, open the next one, upload, and keep repeating until they are all uploaded. You can put all the spreadsheets together in Excel, of course, and just do one upload. JOBSCOPE Page 117

120 How the Milestones Look In the Scheduling Module Once all the milestones are in, and you have at least one work order created for the job, the milestones will look like this in the scheduling Gantt chart. If you click on one of them, it will show the release/work order information and the Description field for the milestone. JOBSCOPE Page 118

121 Job Mobile Forms When a form instance is created in Jobscope Mobile, it can be linked to a job. When you double click on Job Mobile Forms, the form instances (the completed forms) that are linked to the job will display in the screen below. If you double click on one, it will open in Jobscope Mobile. JOBSCOPE Page 119

122 Jobs Main Tree View Buttons A number of buttons appear at the top of the Jobs Main Tree View. The first eight are shown below. New Clicking on this button displays the Job Master screen where you can enter a new Job. This is described in the Job Master section Open Clicking on this button displays the Job browse screen where you can select a job. This is described in the Job Browse section Delete Clicking on this button may delete the displayed job. Once a job has job charges or billings, it may not be deleted Explode This button will explode a Job Line Item one level down. It will look like this. JOBSCOPE Page 120

123 Explode Multi-Level This button also explodes, but explodes all levels Create Purchasing Work Order When you click on this button, this screen displays. When you click Yes, this screen displays. This is telling you that the system has created work order 9999 to use for certain items to be purchased. These items are purchase to job items that are Job Line Items. No work order will be created for them, and therefore no material requirement exists. The purchasing work order, 9999, will have these Job Line Items which need to be purchased to the job as material requirements, which will trigger the purchasing function to order them. JOBSCOPE Page 121

124 Add WO This button is the main function for creating work orders when you want to create work orders for a single job or release line item. If you want to create work orders for more than one line item or even job/release in a single process, use the Mass Create WO button described in a later section of this guide. The terms Open and Create are used interchangeably. Highlight the Job Line Item for which you wish to create work orders and click on the button. This screen appears. The options for work order creation may be selected here. In the Open Where section, you should create the work orders in Production. In the Open What section, you will almost always want to create work orders for all levels in the assembly. If it is a single level bill of materials, selecting all levels as shown here will also give the proper result. If you have inactive parts or routings in the structure for which work orders are to be created, you will see this message. It is a warning, not an error, and you may proceed. JOBSCOPE Page 122

125 Then you may get a warning about inactive parts. The Proceed and Cancel buttons allow you to continue or cancel the process. Normally, you will click on Proceed. Finally this. This screen shows you what it is planning to create, in this case three work orders, one for each node in the structure. You can inhibit work order creation for any one of them by highlighting that node in the structure. It would be very unusual to not create all the work orders. Click on Open Work Orders to proceed. Back on the main tree display, the line item for which you have created work orders is now highlighted in green. If you had created in planning, it would be blue. JOBSCOPE Page 123

126 You can look at the work orders in Work Orders mode on the main display. JOBSCOPE Page 124

127 Update Work Order BOM When you create (open) a work order, that work order becomes a snapshot, or exact copy, of the bill of materials for the assembly at that time. If the work order is open for a long period of time, the engineering bill of material may be changed, but the work order (called the Production bill of materials) will be the same as when it was created. This function allows you to update the work order bill of materials to match the engineering bill of materials. When you click on the button, the Update Work Order BOM screen displays. Select the Job Line Item, and the Work Order to update, click on the Load Grid button, and the work order bill of material will display on the left, and the engineering bill of material on the right. The red line indicates that the BOM item is inactive now and at the time the work order was created, so it is not on the work order (production) bill of material on the left. JOBSCOPE Page 125

128 The right side of the screen is enlarged below. To add an item on the engineering bill to the work order bill, check the box by the BOM item in the Add To WO column and click on OK. You can add more than one. JOBSCOPE Page 126

129 The left side of the screen is enlarged below. If a work order BOM item was added through this process, it will have it s box checked in the Added Manually column. JOBSCOPE Page 127

130 The right side of the toolbar, with the last five options, looks like this. Mass Create WO Mass Create Work Orders allows you to create work orders for more than one job or release line item in a single process. These multiple line items may be on more than one job or release as well. When this function creates work orders, it will mark the line item so that it will not recreate work orders a second time. When you click on it, you get this screen. You can enter a job or release and click on the Add button, and that job or release will be added to the Mass Create List on the left. You can highlight a job or release in the list and click on Remove, and it will be removed from the list. The two buttons at the bottom allow you to select whether you want to create the work orders in Planning or Production. Unless you have a scheme for initially creating work orders in planning and then moving to production, select Create Production Work Orders. When the list is like you want it, click on Start. JOBSCOPE Page 128

131 When processing is complete, you will get this message. If you have a job or release in the list for which work orders have already been created, you will get a message like this. Looking at the text file shows this. JOBSCOPE Page 129

132 Move To Prod If you want to initially create work orders in planning and then move them to production later, you will need to use this button to move them. First, you need to open the job or release for which you need to move work orders from planning to production. With the job or release displayed, click on the Move To Prod button. The screen below displays. The first button moves planning work orders with or without routings to production. The second option only moves the planning work orders with routings. The third moves work orders that are highlighted on the main display. If you have Automatically Schedule New Work Orders checked on in System Configuration, you will get this message. If you want the resulting work orders scheduled as they are created, click on Yes. If you don t, click on No. JOBSCOPE Page 130

133 Change Work Order Status If you have moved work orders to production, and now want to move then back to planning, use this function. You can select more than one by holding down the Ctrl button while you click on other work orders. The production files will be deleted. These work orders may be moved back to production at a later time. JOBSCOPE Page 131

134 MRE Material Requirements Explorer will display the projected material transactions for all part numbers on the selected job across all jobs. When you click on it, the job browse screen will display with the job in the main display view written to the job number field. You can blank it out and browse for any job. When you have selected the job you wish to view, the system will run for awhile and display the MRP Exception Report. The upper left part is displayed in detail. There are three sections, Lot Items Not Available, which pertains to lot controlled items, Stock BOM Items Not Available, which are regular stock items (S), and Unfilled PO Requirements, which are purchased items. You can click on the section title to get to the start of that section, or on a specific part number to see that part. JOBSCOPE Page 132

135 The picture below shows the Unfilled PO Requirement section. As the system processes each part number on the selected job, it gets all the projected transactions for that part number across all jobs, sorts them by the projected date, and displays them as shown below. The selected job was , and you will see that it is in every projection. Actual Job Cost Rollup To run this selection, first open a job, then click on it. It will display job cost actual for the displayed job. JOBSCOPE Page 133

136 Production View When you click on Production View, this screen displays. In order to make the screen usable, you can click on a section header, such as Releases, and that section will compress to a single line with the section name. You can expand it again by clicking on it. JOBSCOPE Page 134

137 The top section, Contracts, is shown in detail below. All the open Contracts will display in the grid. If you highlight one of them, then the other sections will display data for that contract. The Job Master screen where you open jobs has a Job Number field and a Contract ID field. If you leave the Contract ID field blank, the system will assume that the job is it s own contract, and write the job number to the Contract ID field. However, you can enter or select some other job for the Contract ID, and the system will then know that the Contract ID job is a contract job, and the job you are entering is a part of that contract. So the Contracts section of the Production View screen is displaying all jobs, whether the job is it s own contract, or whether the job is an actual contract job. The next section is the Jobs section. All the jobs under the contract will display. If the job is it s own contract, then the job will display. If there is more than one job on the contract, select the job that you want to work with. JOBSCOPE Page 135

138 The next section is the Releases section. Here you will see all the releases under the selected job. Next is the Work Orders section. This section is different from the others in that you can actually change data here. The icons across the bottom allow you to make changes to a highlighted work order. These icons are Edit Work Order, Print Work Order, Work Order Kitting, Drawings, Update Work Order BOM, Buy Part, Add Routing, and Schedule. The icons are described in the following sections. JOBSCOPE Page 136

139 Edit Work Order This option displays the Work Order screen. You can read more about it in the section Work Order Screen Order Info Tab. JOBSCOPE Page 137

140 Print Work Order This option will display the screen below, and allow you to print a work order. Work Order Kitting This option will display the Work Order Kitting screen in the Inventory module. You can read about it in the Inventory User Guide. Drawing You can click on this option to view the drawing defined on the work order header. The drawing must be set up in the Parts and Change Control module, and it must have a valid URL. If these conditions due not exist, then nothing will happen when you click on it. You can add a drawing to the work order using the Edit Work Order option described several pages back. JOBSCOPE Page 138

141 Update Work Order BOM This option will open the screen of that name. You can read about it in the section Update Work Order BOM in this document. Buy Part This option will change the part to be made on the selected work order to a Purchase Part for the job. This message will display. The section Buy Part in this document will provide more information. Add Routing If the work order is still in planning, you can add a new routing to it. This is described in the section Add Routing in this document. JOBSCOPE Page 139

142 Schedule When you click on this option, the scheduling module will reschedule the work order. It does this entirely in the background. The next section is Operations. Highlight a work order in the previous section, and the operation on that work order will display. You can highlight an operation and click on the Edit Operation icon, and the Routing Operation screen will display, where you can edit the operation. This screen is described in this document. JOBSCOPE Page 140

143 The last section is Bill of Materials. This section will display the bill of materials for the highlighted work order. There are two icons that you can use to edit BOM data, Edit BOM Item and MRP. Edit BOM Item opens the Bill of Materials screen, where you can edit the BOM. This screen is described in this document. JOBSCOPE Page 141

144 The MRP icon will run the Update MRP process for the item. This process will run in the background. Right Click Options in Jobs Mode You can right click on the job line in the main display, and a menu will display with options which you may find useful. View Job Master Clicking on this will display the job master for the job. This is the same as double clicking on Job Master in the collection. View Work Orders This one is very useful because it switches the display to Work Orders mode and opens the job in work orders mode. View Order Analysis This one is also useful in that it opens the job in Order Analysis. JOBSCOPE Page 142

145 Production Releases For a good description of a production release, see the section entitled Job Breakdown Production Releases in this guide. The other Job Breakdown sections just before and after it also give some good information about Production Releases and how you might use them. You also might decide that you don t need multiple releases on a job. When you create a job, the system creates a production release with the same number as the job automatically. This is referred to as the master release. When you add line items to a job, it looks like you are adding them to a job, but you are actually adding them to the master release. The master release will be created in the background when you enter a new job. If you want to add an additional release, you do it in Production Releases mode. You can also work with the master release in Production Releases. However, if you don t plan to have additional releases (the master release plus one or more) on your jobs, then you won t need to use Production Releases mode at all. Numbering Releases The job number may be up to 8 alphanumeric characters, and the release may be up to 10 alphanumeric characters. The release number was made longer than the job number so that the job number could be a prefix in the release number. The job in the pictures in the section is , which is 6 characters, and the release is , which is 9 characters, reflecting the convention of using the job number as a prefix for the release number. You can do it any way you like, but most people find this convenient. Note that in this example, the master release number is Configuration Settings There are no additional configuration settings for Production Releases. Table Entries For Production Releases mode There are no additional table entries for Production Releases mode. JOBSCOPE Page 143

146 Production Releases Main Tree View This is the main tree view in Production Releases mode with an additional release displayed. Note that the collection has only three collection items. JOBSCOPE Page 144

147 Adding A New Production Release On the main tree view, click on the Add button. The Release screen displays. The Release screen displays a Toolbar at the top of the screen with different available functions: New: ( ) Use this function if you want to create a new Release record. The new button has a dropdown arrow, and the options are New Release and New Release Line Item. It allows you to define whether you want a new release or a new release line item JOBSCOPE Page 145

148 Open: ( ) Use this function if you want to retrieve (open) another Release record to be displayed on the screen (it will also be displayed in the Tree structure) User Defined Fields: ( ) Use this function to access the User Defined Fields form and enter the desired values. The red tick indicates UDFs already have values for the selected Release record Add User Text: ( ) Use this function to access the User Text screen and add free form information to the Release record. The red tick indicates UDFs already have values for the selected Release record To create a new Release, the following required fields need to be populated: Note: All required fields are marked in bold. Release A combination of numbers and letters up to 10 characters Job Number This must be a valid job in the system JOBSCOPE Page 146

149 All other fields are not required but provide extensive information about the Release record: Description This is the description for the release. It may be up to 40 characters Estimate Number If the release is related to an estimate, you can enter the estimate here. The system has a special function for creating line items from an estimate. See the Estimating User Guide for more information. Highest Work Order When work orders are created for a release, the system maintains a record here of the last (highest number) work order created so that it will know where to start numbering when additional work orders need to be created. These numbers are four numeric characters in the form 0001, 0002, 0003, etc. You cannot change this number. Customer Box This is the detail of the Customer Box. The Number is the Customer Number and was assigned when the job was created. You cannot change it, nor can you change the Bill To address. However, you can select a Ship To address which is different from the job shipping address (or different from every other production release ship to). Notice that the address fields themselves may be edited. You can put in special address information for this release if you like. JOBSCOPE Page 147

150 A number of fields down the right side of the screen provide information about the release. You cannot change them. To Production This is the date that this release should go to production. It does not affect system processing Schedule Priority Certain releases may be given higher priority in scheduling than others. This priority is a two character number. Until you have become experienced in scheduling, leave this value at the 00 default Schedule Begun/Schedule Complete You may enter either of these dates but not both. If Schedule Begun has a date, then the system will attempt to forward schedule from this date. If Schedule Complete has a date, then the system will attempt to backward schedule from that date The line items on the release are listed in the box at the bottom. JOBSCOPE Page 148

151 Release Line Items The Release Line Items screen is shown below. This screen is exactly like the Job Line Items screen and is described in the section Job Line Items in this guide. Scheduling Milestones This function is described in the Jobs mode part of this guide in the section Scheduling Milestones. Right Click Options in Production Releases Mode There is only one, but it is a good one, View Work Orders. It will shift the display to Work Orders mode with the job opened. JOBSCOPE Page 149

152 Engineering Releases In Jobscope, the term Releases can have two different meanings, engineering releases or production releases. An engineering release is a body of engineering work that is released from engineering when it is ready. A production release is a body of production work that needs to be produced together, usually so that all the work on a production release can be shipped at the same time. You can work with production releases in the Job Management and Control module. The Task Planning User Guide has an extensive section on Engineering Releases, and you should go there to get the information you need. The reason that Engineering Releases are covered in that document is that Engineering Releases can be integrated with Task Planning in order to charge engineering time to engineering releases. Engineering Release Line Dependencies Engineering Release Line Dependencies define which line is Used On which other line. This allows you to define a network of tasks so that a user can see the order in which the tasks must be performed. The scheduling system does not do anything with these dependencies. They are simply informational. The dependencies are created on a screen which is accessed via the Used On button on the Engineering Release Line screen. This mode in Job Management and Control simply displays them. A typical display might be as shown below. JOBSCOPE Page 150

153 Work Orders Work Orders mode is where you work with work orders. Work orders are most commonly created in Jobs mode and Production Releases mode, so you may not need to come here often, but if you want to change the work orders, you will need to do it here. Configuration Settings and Tables There are no additional configuration settings and table entries for work orders mode. Work Orders Created From A Bill of Materials Structure This is the main tree view in Work Orders mode, showing a job or release with 11 work orders. Work Orders are where the action is. A work order is made up of a header, which defines what the work order is all about, a routing, which tells how to do the work, and a bill of materials, which defines the materials needed to do the work. You can get a lot more information on routings and bills of materials in the Parts and Change Control Users Guide. JOBSCOPE Page 151

154 When work orders are created for a multi-level bill of materials, a work order will be created for each node in the multi-level structure. The screen below is the main tree view in Parts and Change Control for part number B. The nodes we re talking about are circled. JOBSCOPE Page 152

155 Although you can t see the whole screen, there are 10 nodes in this structure, and so the system has created 10 work orders to represent this structure. If you look close enough though, you ll see that there are actually 11 work orders. That s because there are two other situations that create work orders over and beyond what is needed to represent the structure. Purchasing Work Orders There are two types of materials that purchasing must buy, stock and purchase to job (PSM = P). The stock items are of the traditional inventory type, meaning that they are carried in inventory so they will be there when needed. The P items are not carried in inventory, but are purchased as needed for work orders on jobs. In this section we are talking about P items. Work orders are usually created from job/release line items. When a work order is created, a bill of materials is created for that work order. If there are P items in that bill of materials, then those items will show up in the purchasing system as requirements to purchase. If a job/release line item is itself a P item, then it does not end up as a work order bill of materials item, and so purchasing does not see it. This is the reason for the purchasing work order. If the work order creation process sees a job/release line item for a P item, the process will create work order 9999 with the P item as a bill of materials item on that work order. Before it creates work order 9999, the process will check to see if 9999 already exists, and add the P item to it. The example discussed earlier did not have a 9999 work order, because there was no job/release line for a P item. JOBSCOPE Page 153

156 Shipping Work Orders Some bill of materials items are not actually incorporated into the work in the manufacturing process. This might be an instruction manual, a spare parts kit, or other item. You may want these items to be shipped loose. To do this, when a Bill of Material Component is added to a bill of materials in Parts and Change Control, it should have the Ship Item box checked, as shown below (this is the Bill of Material Components screen in the Parts and Change Control module). When the work order creation process creates work orders, it separates these ship items and creates a separate shipping work order. In the example, work order 0011 was created for this item, part ST310. JOBSCOPE Page 154

157 Same As Except Routings In repair situations, the routing may need to be tailored to the repairs needed. A routing might have all the operations needed to repair everything that could be wrong with the item, but only certain ones are needed, depending upon the repairs needed. Even in manufacturing situations, you may need only some of the operations on a routing, depending upon which variation of the item is to be manufactured. The Same As Except Routings functionality provides this. Same As Except Definitions To set this up, begin by defining all the different variations of the routing that you think you will need. Then in Routings mode in the Parts and Change Control module, access the routing, highlight the routing header, click on Tools on the toolbar, and select Routing Same As Except Definitions. The SAE Definition Update screen displays. You can see below that we have four variations of the routing. The first one, called A, will include all the operations on the routing. The second one, B, is to manufacture the Type 6 variation of the item. Finally, D includes only the operations that we normally use to repair the item. JOBSCOPE Page 155

158 Same As Except Details Next, tell the system which operations go with which definitions by highlighting the routing header and double clicking on Routing Same-As-Except in the collection. Then determine which operations are required for each definition (see the A, B, C, D across the top) and check them. When you create work orders for a part that has this routing, the system will ask which definition (A, B, C, or D) you want to do, and it will include only those operations for that definition. JOBSCOPE Page 156

159 When you create work orders for a part with a same-as-except routing, the work order dialogue shows you this so that you can select which definition you want to do. When you click on the Open Work Orders button, only the operations that are checked for the selected definition(s) will be included on the work order. You may select more than one, but you must select at least one. Manual Work Order Creation If you manually add a work order and the selected routing is a same-as-except, you will get this same display on the Same As Except tab. You can select the definition that you want. JOBSCOPE Page 157

160 Opening Work Orders You get to work orders by first opening the job or production release with which the work order is associated. From here on, we will talk about this as opening the release, because work orders linked to a job are actually linked directly to the master release for that job. When you click on the Open button in Work Orders mode, the Release browse displays. Select the release for which you want to work with work orders, and double click on it in the Search Results box at the bottom. JOBSCOPE Page 158

161 The work orders will display. Notice work order 0011 is a shipping work order. Work order 0001 is for the top level item. You can use the outline boxes to explode the display. Just below the part number for the top level item, B, is the bill of materials for it. After the bill of materials for B is the routing and routing operations for it. JOBSCOPE Page 159

162 Work Orders Mode Collections There are four different collections in Work Orders mode, depending upon what you have highlighted in the display. The items to highlight that produce the different collections, are a Work Order header, Work Order Bill of Materials item, Routing header, or Routing Operation. Work Order Header Collection If you highlight a work order header, you will see one collection item, Work Orders. This is the top of the screen that you will see. Notice that there are four tabs, Order Info, Scheduling Info, Comments, and Same As Except. Also notice the Work Order box on the left. These are all the work orders on the release. You can highlight a different one, and that one will be displayed. The Release, Release Line Number, and Highest Work Order fields are filled by the system and you cannot change them. JOBSCOPE Page 160

163 The Work Order screen displays a Toolbar at the top of the screen with different available functions: New: ( ) Use this function if you want to create a new Work Order record on this release. If you click on it, the system will assign the next work order number, but you can change it Delete: ( ) Use this function if you want to retrieve (open) another work order record Documents: ( ) Use this to add documents to the work order. The line in the grid will have text telling you to click on the line to add a document. The other two are for user defined fields and user text. JOBSCOPE Page 161

164 Work Orders Screen Order Info Tab This is the complete screen for the Order Info tab. If you are entering a new work order, the following fields are required. Work Order Number The system will assign the next number, but you can change it Part Number You can enter or browse for an existing part number, or enter one that does not exist in the system. If you enter an existing part, the system will get the latest Revision and Description, but you can change them Location This is a valid Location Code from table This is where the work will be performed Quantity This is the number of parts that will be made on the work order Part Routing Id Though technically not a required field, you should select a routing. The dropdown will list the routings linked to this part number in the Parts and Change Control module JOBSCOPE Page 162

165 Standard Routing Id This is not a required field either, but if routings are not assigned for the part, you may browse to select any system routing to use for this work order The other fields are also important. Weight The system will calculate this value from system data, but you may change it Finish Code This is usually a paint color, and must be an entry in table 1001 Dimension This is for an earlier version of the existing Variable Dimensions function which is no longer supported. Leave it at zero Drawing Number If a drawing is set up for the part, the system will write it to this field. If not, you may select one Revision This is the revision for the drawing you selected Cost Account This is only valid for C/SCSC jobs Complete flag/date You can manually designate the work order is complete with this flag Final Assembly Order You can use this field to designate the work order as something special, such as the last work order to be completed. It does not affect system processing. It is most commonly used in repair work Print Indicator The work order print function will print the work order and check this field on, so that it won t be printed again. If you want to print it again, check this off JOBSCOPE Page 163

166 Work Orders Screen Scheduling Info Tab This is the Scheduling Info tab on the Work Orders screen. Schedule Date This is the date from which the scheduling module will start the schedule, whether forward scheduling or backward scheduling. This date is meaningful only if this work order is the end work order, which means that the work order is the last work order in a string of dependent work orders. The scheduling system looks at a block of work orders, determines the last work order in the string of dependent work orders (the end work order), and gets this date for a scheduling starting point for the whole block of dependent work orders. For the end work order, the date in this field takes precedence over all other dates for scheduling purposes. The system ignores this date for all work orders except the end work order Schedule Priority If this is the end work order, then this is the scheduling priority for the block of work orders Forward Schedule/Backward Schedule You may check only one of these. This tells the system whether to forward or backward schedule JOBSCOPE Page 164

167 Used On/Used On List When work orders are created for a multi-level bill of materials, the system recognizes that the work orders at the lowest part of the structure must be performed first, then the next level up, and so on to the top, which is the end work order. When the work orders for such a structure are created, the system builds links defining these relationships, and such a link is called a Used On. The lower level work order is Used On the higher level work order. Usually, each work order is used on a single higher level work order, but it is possible that a work order can be used on more than one higher level work order. Until you are thoroughly familiar with how these used on relationships affect the scheduling system, you should not change the used on relationship that the system built at work order creation time Work Orders Screen Comments Tab This is the comments tab. You can add extensive text here. JOBSCOPE Page 165

168 Work Order Screen Same As Except Tab If the routing for the work order is a Same As Except routing, you will see a display that looks like this one. If the routing is not a same-as-except, the tab will not be lit. Read the section Same As Except Routings in this document for more information. JOBSCOPE Page 166

169 Work Order Bill of Materials Collection If you highlight a bill of materials item, you get the following collection. You should ignore the WOPBillOfMaterial_Inserted item in the collection. The other collection item, WOP Bill Of Material, shows the data for the BOM item. If you double click on WOP Bill of Material in the collection, the Production Work Order Bill of Materials screen displays. The entire screen is on the next page. The BOM screen displays a Toolbar at the top of the screen with different available functions: The first six are ones you have seen before, New, Open, Delete, Documents, User Defined Fields, and User Text. The other two may need some explanation. The Next arrows ( for the work order. ) allow you to step forward or backward among the bill of material items Add Outside Process allows you to add an outside process to the bill of material component. Outside processes for a part are normally defined in the Parts and Change Control module, and a BOM record for the outside process is created when the work order is created. However, you may want to manually add an outside process to a BOM item on an existing work order. The Add Outside Process button at the bottom of the screen above allows you to add a part outside process requirement to the bill of material item. If you click on it, the Add Outside Process BOM screen will display. Here, you must select an Outside Process Code from the dropdown. If you want to add an estimated cost to the outside process, then you should enter that cost per piece in the Standard Cost field. JOBSCOPE Page 167

170 If you decide to delete or change the outside process, then you need to use the main display. An entry on the screen above will create a new BOM item to represent the outside process. You can work with this new BOM item from the main display in the same way that you would work with any BOM item. JOBSCOPE Page 168

171 This is the Production Work Order Bill of Materials screen. The Release Number, Order Number (work order number) Assembly Number, Assembly Revision, and BOM Sequence fields are written by the system, and you cannot change them. The Assembly Number is the part number of the end work order in a block of dependent work orders. All the BOM items on the work order have the same Assembly Number. JOBSCOPE Page 169

172 The fields on the screen are as follows: Complete This indicates that the complete quantity for this item has been issued to the release/work order. The system will check this (and partial and unfilled) as appropriate, but you can override it Partial This indicates that a partial quantity has been issued Unfilled This indicates that no material has been issued for this item Component Part Number This is the part number for this BOM item. The work order creation process will assign this, but you can change it Component Revision The system assigns the latest revision, but you can change it Description The system will write the description for the part number, but you can change it Quantity Per This is the quantity per each unit to be produced on the work order. This comes from the engineering bill of materials. Quantity Required This is the total quantity required. As an example, if the Quantity Per value is (from the bill of materials), and the work order calls for making 4 of the final assembly, then the Quantity Required would be Quantity Issued The system displays the quantity issued so far to fulfill this BOM quantity required Unit of Issue This is the unit of measure in which the system issues this part to the work order Location Code This is the location code (from table 0010) from which the material is expected to be issued. Each separate storeroom will have it s own Location Code Category This is cost category from table The system will write the category from the Part Master Make Part/Buy Part/Stock Part This is the PSM code, and tells the system how to procure the part Phantom If this is checked on, then this is a phantom item. Phantom means that the bill of materials and routings below this part are not to have work orders created, but rather the routing operations and bill of materials items below this item are all to be gathered together on the work order for this part Same Quantity - This is used for BOM Components such as manuals. As an example, a customer may buy five of an assembly, and the assembly has a BOM Component for the manual, but we only want to ship one manual. When creating the work order for the assembly, the system will normally multiply the assembly quantity (in this case five) by the Quantity Per value for the BOM Component, in this case one. However, if the Same Quantity box is checked, the create work order process will not multiply 5 x 1, but rather call for a quantity equal to Quantity Per (in this case one) Length This field was used for an earlier version in order to achieve a variable length capability. It has been replaced by the newer Variable Dimensions functionality, which is described in the Variable Dimensions section of the Parts and Change Control manual Scrap Factor This is for a scrap factor. It does not affect system processing unless you are using the Variable Dimensions functionality JOBSCOPE Page 170

173 Shrinkage Factor Same as for Scrap Factor Cage Code Cage Code is a vendor number assigned by the Department of Defense. You may use the field however you like Model Usage This is for the Repair Manager module Reference You may use this field for whatever purpose you like. It is 6 alphanumeric characters Unit Cost This is the planned cost of the item. It comes from the Part Master, but you can change it Unit Weight This is the weight of the item. It comes from the Part Master, but you can change it Operation The scheduling system normally assumes that work order BOM items are needed at the time that the first operation on the work order is scheduled to start. However, a later operation can be entered in this field and the scheduling system will set the date needed to the start date for that later operation. This can be set up in the engineering bill of materials. See the Bill of Material Operations section in the Parts and Change Control Users Guide Date Required This date is set by the scheduling system, but you can change it. This is the date that the system uses to analyze materials and warn you when materials will be late Date Added This is the date the BOM item was created Origin WO In the case in which this BOM item is actually being produced on another work order, this field lists that work order (it can list as many as 4). In Jobscope parlance, the Origin WO is Used On this work order PO Number/PO Item When purchasing creates a purchase order item to fulfill this BOM requirement, the system writes that PO number and item to these fields Ignore During Scheduling You can make settings in System Configuration to have the scheduling system consider material availability when it schedules a work order. You may have a situation in which a work order can be largely completed without a BOM item, then set aside and completed when the BOM item arrives later. For this situation, check this box on Material Certification Required Checking this box will cause a phrase to print on the purchase order indicating that material certification is required. If this is checked on the part master, it will be checked here, and you cannot uncheck it. If it is not checked from the part master, you can check it Manufacturer Name/Manufacturer Part Number If this information is set up for the part, then the system will write it here Refer To Document You can enter the name of a document or other piece of information here Comment You can enter a comment here JOBSCOPE Page 171

174 If you click on New to manually add a new record, the screen will look like this. You can change the BOM Sequence number to something like 005A, with the A in the following field, and the item will be inserted there. The system will write the next higher system number, but you can override it. You may select a Part Number, or enter one that is not in the system. If you select a valid one, the system will write the Revision, Description, Unit of Issue, Scrap Factor, and Shrinkage Factor. If you enter a part number that is not in the system, you will have to enter these fields also. The rest of the fields are as described above. JOBSCOPE Page 172

175 If you add a bill of material component that is a Make (PSM = M), you will get this message when you save the new bill of material component. Since the new BOM component is a Make, you may need work orders to make it. If you click on Yes, the WOPBillofMaterial screen will close and the system will step you through the regular work order creation dialogue. The Show Inventory Quantities button ( ) allows you to see the quantities on hand in inventory. Clicking on the button will display a grid with the quantities on hand in each location where the item is stored. The outline button in the grid allows you to see the quantity by bin location. JOBSCOPE Page 173

176 Routing Header Collection If you highlight a Routing Header on the main display, the Routing Header collection will display. WOP Routing Header Screen If you double click on Routing Header in the collection, the WOP Routing Header screen will display. The Job Number (or release), Order Number (work order number) and the Routing ID and Revision will display. The Routing description will be written to the Description field, but you can change it. The Routing Header has Operations associated with it, which will be discussed in the next section. The fields on the screen which you can change do not affect system processing, so you may use them however you like. JOBSCOPE Page 174

177 WOP Routing Documents Screen If you double click on WOP Routing Documents in the collection, you will get the WOP Routing Documents screen. If documents were set up for the routing header in the engineering system, those records would have been copied at the time of work order creation. You can add more documents here if you like. When you have the file open where the documents are stored, you can drag the document and drop it in the grid area on the bottom left of the screen. Document ID Enter the name of the document Document Revision Enter the revision of the document Description Enter a description of the document URL Document Using the browse button ( ), browse to the document and save it. You can use the view button ( ) to view it From Routing Revision/Thru Routing Revision This is the range of routing revisions for which the document applies JOBSCOPE Page 175

178 Routing Operation Collection If you highlight an operation on a routing, you get the Routing Operation collection. The most important of these is the operation itself, WOP Operations. In fact, this may be the only one that is populated. The WOP Routing Operations screen displays a Toolbar at the top of the screen with different available functions: The first five (New, Open, Delete, User Defined Fields, and User Text) are familiar. The Next arrows ( ) allow you to move to the previous or next operation. The Move Operation icon ( ) allows you to move the operation. When you click on it, this screen will display. The OpSequence number defines the sequence in which the scheduling system expects the operations to be performed. This sequence number is in the form 0010, 0020, etc. To move an operation to another place in the sequence, you might assign 0025, for example, to put it between the existing 0020 and JOBSCOPE Page 176

179 If you click on the Long Description icon, the Long Description screen will open. This screen allows for very long descriptions and images. This screen is described in the Parts and Change Control User Guide. JOBSCOPE Page 177

180 The Standards icon will open the Operation Standards screen. The fields on this screen that affect processing are also on the front screen. JOBSCOPE Page 178

181 WOP Operations Screen This is the WOP Operations screen. The information at the top of the screen says that this is work order 0006 on Release , and the work order is to make a quantity of 1 of part number A. The next field has the part description. The other fields are as follows: Op Sequence This value, in the form 0010, 0020, 0025, 0030, etc. defines the sequence in which the system expects the operation to be preformed. This is copied from the routing in the engineering system at work order creation time. Operation Id This is an Id value for the operation. Most people make this the same as the sequence number JOBSCOPE Page 179

182 Label Here you can enter your own value defining the type of operation, such as Grinding, or Turning, or Assembly. It can be anything you like. It is 16 alphanumeric characters Description This is a description of what is to be done in performing the operation. It is 255 alphanumeric characters Use Machine Id If you have machines set up, you can select one here. This does not affect system processing At Work Center You must select a valid work center. This is important for scheduling and costing Process Id This is a code that you can use to group similar operations together for reporting purposes. If it is defined for the operation in Parts and Change Control, it will be copied in at work order creation time. You can select an entry from the Routing Operation Process Code table. The table is described in the section Table Entries For Routings Mode in the Parts and Change Control User Guide At Department This is the department code for the work center Conversion - A converting operation is one that converts the work from one quantity to another. An example might be a cut-to-length operation. Assume we are cutting 20 foot lengths of bar into 1 foot lengths. At the operation where we do the actual cutting, we have a conversion factor of 20. When the employee reports labor on that operation, he or she is asked for the quantity. On operations prior to the actual cutting, the system was expecting a quantity of 1 for calculating earned hours. However, on the cutting operation, where the conversion is 20, the system will be expecting a quantity of 20 to be entered for full earned hours calculation Set Up Time This is the time in man-hours required to set up the operation. For more information, see the Set Up Time section in the Parts and Change Control User Guide Reference You can use this as a way to classify operations. It does not affect system processing, and is 6 alphanumeric characters Run Time This is the time in man-hours required for each piece. For more information, see the Run Time section in the Parts and Change Control User Guide Crew Size This is the number of workers required to perform the operation. For more information, see the Crew Size section in the Parts and Change Control User Guide Qty On Hand The Shop Floor module has a Move function which allows you to enter the movements of parts from one operation to another. If you use it, and most people don t, then this field will tell how many parts are physically at the work center for the operation at this time Queue Time - The scheduling system will calculate Queue Time for a work order operation. After it schedules the previous operation, it will allow the Queue Time to elapse prior to looking for a place in time to schedule the operation. This Queue Time calculation is based upon the sum of the Standard Pre-Op Queue Time entered here, and the Queue time for the work center in which the operation is to be performed Qty Complete When an employee reports his or her time, the employee also reports the quantity completed for the operation. This field displays the quantity reported complete Qty Required This is the total quantity to be processed in this operation JOBSCOPE Page 180

183 Priority This is the operation priority for the scheduling system. It is probably wise to assign priorities at a higher level, like the work order or release and leave this as is Time Left This is a system calculation of the time remaining. It is calculated as the total standard time for the operation less the standard time for the quantity completed Scheduling Data The dates and times across the bottom are assigned by the scheduling module The boxes down the right side define additional information about the operation. Active Check this on to indicate that this operation is still valid, and to be used, on this routing Outside Process - This box does not do anything. It may someday fit into the outside processing scheme, but not now Inspection Operation - Checking this box indicates that the operation itself is an inspection Inspect Setup - The Quality Assurance module allows you to define inspections to be performed for an operation. Inspect Setup indicates that the inspection is to be performed on the setup before the work begins JOBSCOPE Page 181

184 Inspect Run End - This indicates the assigned inspection is to be performed after the work is completed Supplemental Operation You can check this box to indicate that the operation was added after the work order was created, or for whatever you like Backflush Labor Backflush labor means to charge the standard labor without entering an actual labor transaction. There are two system functions that backflush labor. One of these backflushes at work order creation. For this to occur, the routing header for the operation must have it s backflush flag set. If the routing header is set to backflush, then all the operations on that routing will have this flag checked on when the work order is created. You can set up the system (in System Configuration) to backflush (charge the labor) at work order creation time, which means that the system will charge the standard labor at work order creation time, using an employee record designated in System Configuration. There is also a Backflush by Release function which will backflush the operations with this flag checked, or backflush all selected operations. Firmed This function will lock an operation in the schedule, but it causes confusion with the other operations on the work order. The new Scheduling module has a Frozen function which works better. See the Scheduling User Guide for more information Complete When all the parts are reported on the last operation, the system will set this flag. You can manually set it as well Multi-Resource Scheduling This is a special use function that is briefly described in the Parts and Change Control User Guide. Contact your project manager if you think you may want to use it. JOBSCOPE Page 182

185 WOP Operation Documents This is the WOP Routing Documents screen. There are two icons which are very helpful. Find Document ( ) will allow you to browse to the document you want to attach. Preview in Browser ( ) will allow you to look at it. The system does not require any of the following fields to be populated, but without a Document Id, Description, and URL_Document path, this function will not be very useful. Document Id Enter a value that will allow the document to be recognized Description Enter a description of the document URL_Document Browse to the document using the Find Document icon, and the system will write the path. JOBSCOPE Page 183

186 From Routing Revision/Thru Routing Revision This defines a range of revisions. The create work order process uses this to determine whether to include the document on the work order WOP Operation Equipment This is the WOP Operation Equipment screen. If you click on the dropdown beside the Equipment Code box, the Equipment on file will list and you may select from the list. The From and Thru Op Revisions define the range of operation revisions for which the equipment is valid. JOBSCOPE Page 184

187 WOP Operation Fixtures This screen works exactly like the equipment screen above. WOP Operation Skills This is the Skills screen. Skills are defined in resources and attaching one here indicates that this skill is needed to perform this operation. This screen works like the equipment screen above. JOBSCOPE Page 185

188 WOP Operation Special Charges This screen allows you to define special charges for reporting purposes. It does not affect system processing. WOP Operation Tools This screen works like equipment. JOBSCOPE Page 186

189 Work Orders Main Tree View Buttons A number of buttons appear at the top of the Work Orders Main Tree View, as shown below. These are the first eight. Open Clicking on this button displays the Release Browse. This is described in the Open Work Orders section of this User Guide Delete This allows you to highlight a work order and delete it. JOBSCOPE Page 187

190 Add BOM This button is one of the ways to add a Part to a work order BOM. When you click on it, the Part Browse displays. Enter the browse criteria for the part you want and click on the Search button. The parts that meet the criteria will display in the grid. Click on the part you want and a small arrow will display to the left of it. Place your cursor on the small arrow and drag it to the work order to which you wish to add the part. A yellow arrow will follow the cursor up and down the screen to allow you to indicate the work order to which you wish to add the part. JOBSCOPE Page 188

191 Then you will see this screen. Enter the Quantity of the new BOM item, the BOM Sequence number to be assigned, and select the Date Required. The Quantity is how many of the new part for each assembly. The BOM Sequence determines where in the BOM the part will go. If you want it to go between the existing 001 and 002, for example, you could enter 0011 as shown below. The system will sort the BOM parts by sequence number for the display. Other than how you want the display to look, the BOM Sequence value doesn t have any significance. JOBSCOPE Page 189

192 Add Routing This process will replace the routing on a work order. This can only be done to a work order in planning. If the work order for which you want to change the routing is in production, use the Change WO Status button to return it to planning. The section on Change WO Status will describe it. After returning the work order to planning, highlight it and click on the Add Routing button. This screen will display. Click on Yes. JOBSCOPE Page 190

193 The Routing Header browse screen displays. Select the routing from the dropdown or use Revision and/or Description to browse for it, and double click on it in the Search Results box. The new routing will be assigned. Use the Move to Production button to return it to production. JOBSCOPE Page 191

194 Add Standard Operation Before considering this function, you should read the Standard Operations section of the Parts and Change Control Users Guide. If you click on the button, the Standard Ops screen will display. The standard operations in the list may be filtered by selecting a department code. This is a drag and drop process. Find the operation you want and hold the cursor down on it to drag it. As you drag it, the yellow arrow on the left side will show you where it will drop the operation. JOBSCOPE Page 192

195 After you drop the operation, this screen will prompt for an Op Sequence number, which will define exactly where the new operation will go. JOBSCOPE Page 193

196 Add Non-Standard Operation A Non-Standard Operation is one which you create for the work order on the fly. Highlight the routing to which you wish to add the operation and click on the button. The WOP Routing Operation screen displays. This is described in the WOP Operations Section of this User Guide. JOBSCOPE Page 194

197 Buy Part The Buy Part button may be used to change any part from it s current Purchase/Stock/Manufactured (PSN) status to Purchase. If the part has a work order, the work order and it s operations and bill of material items will be marked complete and the BOM Component representing the part will be changed to a P for purchase so that the purchasing system will pick it up for purchasing. The message below will display, and the work order will show a check mark to indicate that it is closed. JOBSCOPE Page 195

198 Add WO This button is the main function for creating work orders when you want to create work orders for a single job or release line item. If you want to create work orders for more than one line item or even job/release in a single process, use the Mass Create WO button described in a later section of this guide. The terms Open and Create are used interchangeably. Highlight the Job Line Item for which you wish to create work orders and click on the button. This screen appears. The options for work order creation may be selected here. In the Open Where section, you should create the work orders in Production. In the Open What section, you will almost always want to create work order for all levels in the assembly. If it is a single level bill of materials, selecting all levels as shown here will also give the proper result. If you have inactive parts or routings in the structure for which work orders are to be created, you will see this message. It is a warning, not an error, and you may proceed. JOBSCOPE Page 196

199 Then you may get a warning about inactive parts. The Proceed and Cancel buttons allow you to continue or cancel the process. Normally, you will click on Proceed. Finally this. This screen shows you what it is planning to create, in this case three work orders, one for each node in the structure. You can inhibit work order creation for any one of them by highlighting that node in the structure. It would be very unusual to not create all the work orders. Click on Open Work Orders to proceed. Back on the main tree display, the line item for which you have created work orders is now highlighted in green. If you had created in planning, it would be blue. JOBSCOPE Page 197

200 You can look at the work orders in Work Orders mode on the main display. JOBSCOPE Page 198

201 This shows the last six buttons on the toolbar. Update Work Order BOM When you create (open) a work order, that work order becomes a snapshot, or exact copy, of the bill of materials for the assembly at that time. If the work order is open for a long period of time, the engineering bill of material may be changed, but the work order (called the Production bill of materials) will be the same as when it was created. This function allows you to update the work order bill of materials to match the engineering bill of materials. When you click on the button, the Update Work Order BOM screen displays. Select the Job Line Item, and the Work Order to update, click on the Load Grid button, and the work order bill of material will display on the left, and the engineering bill of material on the right. The red line indicates that the BOM item is inactive now and at the time the work order was created, so it is not on the work order (production) bill of material on the left. JOBSCOPE Page 199

202 The right side of the screen is enlarged below. To add an item on the engineering bill to the work order bill, check the box by the BOM item in the Add To WO column and click on OK. You can add more than one. JOBSCOPE Page 200

203 The left side of the screen is enlarged below. If a work order BOM item was added through this process, it will have it s box checked in the Added Manually column. JOBSCOPE Page 201

204 You should note that changing the quantity for a make item will not update the work order on which it is made, nor will deleting a make item delete it s work order. On the production grid, you can double click on a row and the BOM screen for that item will display, where you can make changes. Note that the Action column for the first item has the word Change, because the quantity for that item was changed on the BOM screen. You can right click on a row in the and this little box will display. Click on it, and the BOM item will be marked as complete. You might want to do this when you have a part left over from an earlier job, and so don t need to issue or buy a new one. If the production BOM quantity does not march the engineering BOM quantity, the little box will also have Change Quantity as an option. Clicking on it will update the production BOM to the same quantity as engineering. If the item has been removed in engineering, a Remove option will also display, which allows you to remove it from the production BOM. JOBSCOPE Page 202

205 Mass Create WO Mass Create Work Orders allows you to create work orders for more than one job or release line item in a single process. These multiple line items may be on more than one job or release as well. When this function creates work orders, it will mark the line item so that it will not recreate work orders a second time. When you click on it, you get this screen. You can enter a job or release and click on the Add button, and that job or release will be added to the lmass Create List on the left. You can highlight a job or release in the list and click on Remove, and it will be removed from the list. The two buttons at the bottom allow you to select whether you want to create the work orders in Planning or Production. Unless you have a scheme for initially creating work orders in planning and then moving to production, select Create Production Work Orders. When the list is like you want it, click on Start. If one of the line items in the selected jobs or releases has inactive parts or routings, you will get a warning like this. JOBSCOPE Page 203

206 When processing is complete, you will get this message. If you have a job or release in the list for which work orders have already been created, you will get a message like this. Looking at the text file shows this. JOBSCOPE Page 204

207 Move To Prod If you want to initially create work orders in planning and then move them to production later, you will need to use this button to move them. First, you need to open the job or release for which you need to move work orders from planning to production. With the job or release displayed, click on the Move To Prod button. The screen below displays. The first button moves planning work orders with or without routings to production. The second option only moves the planning work orders with routings. The third moves work orders that are highlighted on the main display. If you have Automatically Schedule New Work Orders checked on in System Configuration, you will get this message. If you want the resulting work orders scheduled as they are created, click on Yes. If you don t, click on No. JOBSCOPE Page 205

208 Change Work Order Status If you have moved work orders to production, and now want to move then back to planning, use this function. You can select more than one by holding down the Ctrl button while you click on other work orders. The production files will be deleted. These work orders may be moved back to production at a later time. JOBSCOPE Page 206

209 MRE Material Requirement Explorer will display the projected material transactions for all part numbers on the selected job across all jobs. When you click on it, the job browse screen will display with the job in the main display view written to the job number field. You can blank it out and browse for any job. When you have selected the job you wish to view, the system will run for awhile and display the MRP Exception Report. The upper left part is displayed in detail below. There are three sections, Lot Items Not Available, which pertains to lot controlled items, Stock BOM Items Not Available, which are regular stock items (S), and Unfilled PO Requirements, which are purchased items (P). You can click on the section title to get to the start of that section, or on a specific part number to see that part. JOBSCOPE Page 207

210 The picture below shows the Unfilled PO Requirement section. As the system processes each part number on the selected job, it gets all the projected transactions for that part number across all jobs, sorts them by the projected date, and displays them as shown below. The selected job was , and you will see that it is in every projection. JOBSCOPE Page 208

211 Production View Clicking on this selection will display the Production View screen. The first section is Contracts. This section lists all the open jobs. If a job is not part of a contract, then the same job number will be in both the Contract Job field and the Job Number field on the Job Master. If a job is part of a contract job, then the job number will be in the Job Number field on the Job Master, and the contract job will be in the Contract Job field. This display lists all job numbers in the Contract Job field. If you don t do contract jobs, then simply look for your job number in the Contract Job column below. You can double click on any line in this display, and the Job Master screen will open with that job displayed. This option is also on the toolbar in Jobs mode. There is another Production View section earlier in this document (in the Jobs Main Tree View Buttons part of the document). The Production View option in both modes also allows you to edit data. Those edits, and other information, are described in the earlier Production View section. JOBSCOPE Page 209

212 If you highlight a contract job line in the Contracts section and open the Jobs section (click on it to open it), all the jobs on that contract will display. In this case there is only one. Again, you can click on a job line and the Job Master will display with that job. JOBSCOPE Page 210

213 In the screen below, we have closed the Contracts section and opened the Releases section, where the releases for the highlighted job are shown. We can double click on a release and the Production Release screen will open with that release displayed. JOBSCOPE Page 211

214 We can open the Work Orders section and see the work orders for the highlighted release. As with the others, we can double click on a work order line and the Work Orders screen will display with that work order. The Operations and Bill of Materials sections work the same way. JOBSCOPE Page 212

215 Right Click Options in Work Orders Mode If you right click on a work order line, you will get a menu with some useful options. Locate Part You can use this to find where a part is in the work order BOMs that you have open. Enter or browse for the part and click on the Find button ( ). If the system finds the part in the displayed job/release, it will highlight it in the display. If it does not find it, it will display this message. The Find Next button ( ) will look from the highlighted point in the display to find a subsequent occurrence of the part. JOBSCOPE Page 213

216 Complete Work Order You can right click on a work order and this message will display. Click on Yes and the work order will be marked as Complete. Export Production BOM You can use this option to export a production (work order) bill of material to an Excel spreadsheet. When you click on it, the Export Production BOM screen displays with the BOM items in the grid. JOBSCOPE Page 214

217 Use the Export to File field at the bottom of the screen and it s browse button to browse to the location where you want to put the download, enter the name you want assigned to the new file, and click on the Export button ( ) on the lower right. The system will create the new file and download the bill of materials to it. This is what the file looks like. Link Serial Numbers This function will display if the work order item is a serialized item. It s purpose is to assign serial numbers to the items being made on the work order. The SNT (Serial Number Tracking) section in the Inventory User Guide describes this in detail. JOBSCOPE Page 215

218 Work Order Dependencies Work Order Dependencies mode allows you to see the Used On relationships of the work orders on a job or production release. You cannot change these relationships in this mode, you can only view them. To change them, you must open the work order header in Work Orders mode and make the change there on the Scheduling Info tab. The Scheduling module uses these dependencies in determining the sequence in which work orders are scheduled. This is what a typical display might look like. Special Work Special Work is work that needs to be scheduled by the scheduling module, but for which work orders do not exist, either because work orders are not needed, or because the engineering is not yet complete. The Special Work functionality is described in the Scheduling User Guide. JOBSCOPE Page 216

219 Customer Returns Customer Returns mode allows you to manage the customer return process. The process begins by entering the production release and production release line item that is to be returned. The system writes a Return Authorization record, and when the item arrives, you can enter a receiving record for it. Setting Up for Customer Returns System Configuration In System Utilities, System Configuration, and Job Control, select Job Management and Control from the dropdown. If you want the system to assign return authorization numbers sequentially, check that box and enter the next number you want assigned. JOBSCOPE Page 217

220 Table 5012 Customer Return Reason Codes Enter the codes you want to use, or put a blank entry in the table if you don t want to use the codes. JOBSCOPE Page 218

221 Table 5011 Disposition Codes You can set up disposition codes to define what is to be done with the returned item. JOBSCOPE Page 219

222 Entering the Authorization Click on New on the toolbar and the Customer Return Authorization screen displays. Enter the number you want assigned, or enter NEW to let the system assign the next sequential number. Then enter the Release, the Release Item, and the Auth Qty to Return. Select a Location Code, and select a Reason Code and Disposition Code if you didn t put a blank entry in their tables (5011 and 5012). Now you have the authorization entered. You can also link the authorization to Equipment Events. Equipment Events are entered in the Customer module. JOBSCOPE Page 220

223 Receiving the Item After the Authorization is entered, the display will look like this. When the item is received, the receiving person will need to find the authorization. Click on Open on the toolbar. You can browse on Customer Number, Customer Name, Production Release, an/or Part Number. JOBSCOPE Page 221

224 Double click on the Authorization line in the grid and the Authorization will display on the main screen. Then double click on Return Receivings in the collection. The Receiving Customer Returns screen displays. Enter the Quantity Received. You can also enter whatever you wish in the Document field or the Comment field. When you click on Ok or Apply, the receiving is entered in the database. JOBSCOPE Page 222

225 Selected Topics These topics are intended to give you information you need to make decisions as you are setting up the system. Many of these topics, and a number of topics not mentioned here, are covered in more detail in the Job Accounting User Guide. Budgeting By Job Almost all Jobscope users budget by job. The alternative is to budget down at the Production Release level, and even to add a third user defined budget column. This is the budget screen for a new job. The grid below lists the cost categories for the job, and the two columns that make up the budgets, Sales and Current, are shown at the top. The Actual column lists the actual costs incurred for the job to date. JOBSCOPE Page 223

226 Here is the top section enlarged. Each of the types of cost, such as Labor Hours represents the total of the hours on all the Labor Hours (LH) categories. They are shown in the grid below. The Labor Hours (LH) category is in the red box below. The Actual column is all zeroes now because the job was just opened. As labor transactions occur, they will be posted to the appropriate categories and the totals rolled up to the display at the top. JOBSCOPE Page 224

227 How the Job Costing System Works Job cost is a term that represents the costs accumulated for a job. It consists of the cost of labor collected for the job through various labor collection programs, and the cost of materials issued to the job through receiving and issue programs. All transactions are associated with a cost category. Anytime a transaction takes place in Jobscope that involves money, the details of that transaction, including the cost category, is written to a Subledger. The Subledgers There are four subledgers, Materials, Labor, Accounts Receivable (including billing) and Accounts Payable. Material, Labor, and Accounts Receivable are directly linked to jobs. Accounts Payable is not. Job costing of purchased items gets to the job via the Material subledger. More detail on that later. Accounts Payable records the liabilities and plans and executes the payments. When the subledger records are written, the debit and credit accounts that ultimately will be needed to update the general ledger are determined by the system and written to the subledger. Burden (overhead) amounts for labor and materials are calculated by the system and written to the subledger record. Everything that the system will ever need to know about the transaction is written to the subledger record, and these records are never deleted. From the user s point of view, a material transaction may be as simple as defining that he or she issued 10 of part number to fulfill a selected BOM item requirement on a work order. The data that the system writes to the subledger will be much more complex than that, but the user will never see it nor have to deal with it. Posting to the General Ledger In Jobscope, the regular users have no involvement in posting transactions to the general ledger. All general ledger posting is done in the Financial Accounting module. The details about how that works are in that manual, but what we need to note here is that the general ledger posting is done directly from the subledger records. You can see then, that the subledgers are at the heart of the costing and general accounting systems. Job Budgets and Actuals Each job has a record in a table called Job Estimate (IPJBEST) for each cost category on the job. These records have fields for the Sales Estimate, Current Estimate, and Actual amounts. There are three fields for the actual amounts; job to date, year to date, and current period to date. When a transaction takes place in Jobscope, a subledger record is written, and the Job Estimate record is updated with the amount of the transaction. The job costing reports are based upon the data in the subledgers and the Job Estimate records. Since these are updated instantly as transactions occur, they are always up to date. The accounts in the general ledger are updated from the subledgers when accounting decides to run the update programs, so the general ledger is up to date when accounting runs the update programs. JOBSCOPE Page 225

228 How Job Billings Are Handled All billings (invoices) must be associated with a job. If you want to bring the billing and receivables programs online before jobs, there is a function for billing against an all zeroes job ( ). You can set up the Billing Codes table (7006) so that billings will be posted to the Sales accounts, or you can set up that table so that billings go to a deferred income account, and are then moved to sales at job closing or on a percentage completion basis. You can read about that in the section Percent Completion Accounting. Payments are made against these invoices, or advance payments or payments on account may be entered. Percent Completion Accounting If your jobs are of short duration, or the billings on your jobs are fairly well in line chronologically with the costs, then you may want to post your billings directly to Sales, and your costs directly to Cost of Goods Sold. If the billings and costs are not in line chronologically, then you may want to post your billings to deferred income and your cost to work in process, and then move these amounts to sales and cost of goods sold when the job is closed. If your jobs are of long duration, and you want to post partial sales and cost of goods sold amounts while the job is still open, then you may want to do percent completion accounting for those jobs. You can do a mix of all three of these costing schemes if you like by employing multiple WIP codes and Bill codes. Earned Revenue In percent completion accounting, billings are posted to deferred income. The deferred income accounts are not included on the income statement. In the Job Accounting module, you can manually define the percent complete on a job, or define how the system should calculate percent complete and let the system calculate it. Then, based upon percent complete for the job, the Job Accounting module calculates the amount that should be moved from deferred income to sales, and writes subledger records for updating those accounts. The amount on a job that has been moved from deferred income to sales is referred to as Earned Revenue. Cost Applied The cost side works the same way as the revenue side. Costs are posted to Work In Process accounts, and then moved from work in process to cost of goods sold based upon the percent complete. The amount of cost that has been moved from work in process to cost of goods sold is referred to as Cost Applied. Percent Completion Accounting and the Income Statement You can see from the above that Percent Completion Accounting can keep the income statement fairly up to date in spite of the fact that your jobs may cover many months. JOBSCOPE Page 226

229 Budgeting By Release Most Jobscope users find that comparing budgets to actuals at the job level is more than adequate, even if they are using the Production Release functionality. However, you can also budget at the production release level and compare actuals to budget at that level. In System Utilities, Job Control, Order Entry, the Allow Budgeting by Release check box tells the system that this is allowed. The Default Budget By (Job or Release) setting tells the system how to set the job on job creation. JOBSCOPE Page 227

230 The setting to budget by job or release can be changed on a job by job basis. The setting is on the Additional tab of the Job Master screen. When a job is entered, the Budget by setting will default to the Default Budget By setting in system configuration, but it can be changed here for this job. If the option is turned on, then the system will select categories for the job, and the same categories will initially be set for each release that is added. If the job is budgeted by release, then neither categories nor budget amounts can be added at the job level, but only at the release level. The only thing that can be maintained at the job level is PRICE. If a category is added to a release, the program will add that category to the job. If a category is deleted from a release, it will not be deleted from the job. JOBSCOPE Page 228

231 In Job Management and Control, under Production Releases, highlight the release and double click on Release Budgets in the collection and the Budget for Release form will display. This form works just like the one for the job except that the Show Job Totals button will take you to the job budget form. The Retotal Job Budgets button will retotal the job from the releases in case they get out of step somehow. They shouldn t. JOBSCOPE Page 229

232 If you click on Show Job Totals, the grid will show the totals for the job. Notice that the Show Job Totals button now reads Return to Release. If you make changes, you can refresh the screen with the Refresh Grid and Totals button. The master release is treated just like any other release. It can have it s own budget, and that budget will total to the job budget along with the other releases on the job. The job cost overrun functionality only works at the job level. Default Job Cost Categories The most common way to define the categories that the system will automatically set up for the job is described in the section Standard Cost Categories (Table 2005). However, there are some other ways of defining which categories the system will set up as defaults. JOBSCOPE Page 230

233 In System Utilities, Job Control, Order Entry, Default Budget Categories Basis controls the default categories. The settings are blank, PL (for Product Line), WC (WIP Code), and BC (Bill Code). Blank turns this function off, so that default categories are selected from table 2005 as is normally the case. If set to one of the other options, then PL means that the default categories will be selected by product line, BC by bill code, and WC by WIP code. You can set the system up to do any one of these, but not more than one. You must select the one you wish to use. JOBSCOPE Page 231

234 This is the traditional table 2005 form. The button labeled New Type will take you to a screen where you can enter categories by product line, bill code, or WIP code. If the system configuration for Default Budget Categories Bases is blank, then the New Type button will not display. JOBSCOPE Page 232

235 The New Type button takes you here. Normally, if you are planning to use product line to define your categories, you probably would only have Type values of PL. The table shown might be realistic if you plan on changing the system configuration setting regularly. In the Job Management and Control module, when the program is creating a new job or release and selecting the categories, the program will first look at the startup setting for Default Budget Categories Basis. If the setting is blank, the program will use the normal table 2005 entries. If it is PL, WC, or BC, it will search the entries above for the type value from the system configuration setup, and the Product Line, WIP Code, or Bill Code for the job. For every entry above that it selects, it will put that category on the job. For example, consider the following entries in the table above. Category Type Value HYDRAULICS PL BD ELECTRICAL WC WIP PNEUMATIC WC WIP MOTORS BC BILL WIRING BC CA HARDWARE BC BILL INSPECT HRS PL BD WELD HRS PL BG MACHINE HRS BC BILL The system configuration setting is BC. The Bill Code on the job being entered is BILL. The program would select categories MOTORS, HARDWARE, and MACHINE HRS. JOBSCOPE Page 233

236 User Defined Budget Column Standard Jobscope provides for two budgets, Sales and Current. You may use them any way you like, but the intent is that the Sales budget represents the budget at the time the job was sold, and the Current budget represents the latest budget estimate. If you need a third budget, you can have it by checking the User-Defined Budget Column on. When you check it, the Column Heading box next to it will allow entry of a column heading for that third budget. The words As Sold Budget has been entered below. JOBSCOPE Page 234

237 Now, when you click on Job Budgets in the collection, you will see this third budget column. It works like the other two. If the job is budgeted by release, then the third column will be available there as well. JOBSCOPE Page 235

238 Backflushing Labor Normally, labor is charged to a work order operation, a production release, or a job, by entering the employee number and other data along with the time actually worked. Backflushing labor means charging the standard labor (setup and run time) to the job without actually entering the labor. With one exception to be described later, backflushing labor can only occur if a work order operation is flagged for backflush. In the Parts and Change Control module, Routings mode, a routing header may be flagged to Backflush Labor. If Backflush Labor is checked on for a routing, then all the operations on that routing will be flagged for backflush at work order creation time. JOBSCOPE Page 236

239 After work orders are created, a work order operation may be flagged or unflagged for backflushing labor on the Routing Operations screen in the Work Order mode. JOBSCOPE Page 237

240 In System Utilities, System Configuration, Shop Floor Control, Production, you can set up the system for backflushing. The Allow Labor Backflushing by Release is described in the following pages. If you check Automatic Backflush at WO Creation, all operations on Routings that are flagged for backflushing will be backflushed automatically when the work orders are created. When a labor transaction occurs, an employee number (the employee performing the labor) and a shift code are written to the labor subledger record. The Employee Number to use and Shift Code to use fields tell the system what values to use in backflushing transactions. JOBSCOPE Page 238

241 In the Labor Collection module, if you select Backflush By Release mode, you will get the window below, and you can enter a release and/or work order to backflush. When you enter the release and work order, and click on OK, the operations marked for backflushing will be backflushed, meaning that their standard labor will be charged to the job. The Include Ops NOT flagged for Backflushing will cause all operations on the selected release/work order to be backflushed, not just the ones flagged for backflushing. JOBSCOPE Page 239

242 Backflushing Materials In the Inventory module, in Issues mode, you can click on Back Flushing and the Backflushing screen displays. Here you can enter a Job, Issue Code and Issue Date and click on the Find Items button. The grid will display all the inventory (PSM=S) parts on the job. You select the ones you want to backflush by checking the box on the left side of the line. You can click on the Select All button and it will select all of them. You can then unselect some of them if you like. When you have the proper ones selected, click on the Process button, and they will be issued. JOBSCOPE Page 240

243 C/SCSC Cost/Schedule Control System Criteria consolidates job cost information gathered through the standard Jobscope system and formats it into the special formats required by the Air Force, Army, Navy, Defense Logistics Agency, Department of Energy, and NASA when DOD Instruction reporting is required. This information is provided for all appropriate management levels and for periodic submission to the government. While the format meets government requirements, it may also be used for special format requirements not associated with government reporting. C/SCSC can be used in varying degrees of detail, depending on the functioning of other Jobscope modules. If all other modules that accumulate job cost information are online, values for budgeted and actual costs for labor and materials are automatically calculated. You can print reports that follow C/SCSC guidelines and that allow you to sort information by period, WBS (work breakdown structure), OBS (organizational breakdown structure), cost account, and department. C/SCSC jobs are entered in the same manner and through the same screens as other jobs in Job Management and Control. The most prominent difference between C/SCSC jobs and conventional jobs is that all charges for a C/SCSC job must be tied to a cost account in addition to the regular work in process accounts used for non-c/scsc jobs. Information for cost accounts, work and organizational structures, and category/period classifications is defined through separate C/SCSC screens. C/SCSC Terms Before you begin entering C/SCSC jobs, you should become familiar with the several terms that are specific to C/SCSC. Actual Cost of Work Performed (ACWP) The cost of resources actually expended on the job. For materials, the ACWP is the quantity of materials issued to the job multiplied by the unit cost. For labor, the ACWP is the hours worked (either standard or actual) multiplied by the labor rate (either standard or actual). Budget at Completion The budgeted cost of work scheduled to completion of the contract. The actual cost of work already performed is not considered. Budgeted Cost of Work Performed (BCWP) The budgeted amount for completed work. For materials, the BCWP is the material earned value calculated by the system from the estimated cost of the item in the material requirement record. For labor, BCWP is the hours earned multiplied by the labor rate. Budgeted Cost of Work Scheduled (BCWS) The estimated cost of work against which performance is measured. For the entire contract, BCWS is the estimated cost of materials plus the estimated cost of labor. It can be expressed as the negotiated cost of the contract plus the estimated cost of the authorized unpriced work. Contract Budget Base The total allocated budget for the contract, or the sum of all budgets allocated to the contract. It consists of the performance measurement baseline and all JOBSCOPE Page 241

244 management reserve, and may be expressed as the negotiated contract cost plus the cost of authorized unpriced work. Estimate at Completion The estimated cost to complete the contract, taking into account the cost of work already performed. It can be mathematically expressed as BCWS BCWP + ACWP. Management Reserve An amount of the total allocated budget that is not designated for a specific task but is withheld for management control purposes. It can be established to compensate for unexpected costs. For example, if budgeted materials are unusable and must be scrapped, budgeted management reserve can be used to increase the material budget to allow for replacement. Management reserve is not part of the performance measurement baseline. Organizational Breakdown Structure (OBS) A breakdown of a company or division by organizational elements. Performance Measurement Baseline The budget for defined work plus undistributed budgets. It is the time-phased budget plan against which performance is measured; it is a schedule in dollars for performing the contract. The baseline may allow a cushion to anticipate typical problems such as late vendor deliveries and rework. Performance measurement baseline can also be expressed as the total allocated budget less management reserve. Undistributed Budget The budget applicable to the contract but which has not yet been identified in the work breakdown structure. Undistributed budget is assigned a distinctive category into which it is lumped. It is assigned periods beyond the horizon. As detail becomes available to define work, the undistributed budget amount is reduced, and budget amounts are entered in actual cost account records. Work Breakdown Structure (WBS) A breakdown of the contract by project elements or milestones. Cost Account Concept C/SCSC uses two different structures for defining work. The first is the work breakdown structure (WBS). It defines the tasks needed to complete the project. Each WBS element is a recognizable stage of work. For example, building an engine may be successively broken down into the lowest levels involved in making the engine. In short, the WBS provides a formal structure for identifying work. According to the C/SCSC Criteria, it is not necessary when devising the WBS that each project has the same number of WBS elements. That is, some projects that are complex may have more WBS elements than projects that are less complex. According the Criteria, this is acceptable. In addition, different types of functions must be divided into the WBS in different ways. For example, the breakdown of design work will usually be very different from the breakdown of manufacturing work. Generally, the WBS should also include subcontract work so that you can see where the work fits into the overall project. JOBSCOPE Page 242

245 The second structure is the Organizational Breakdown Structure (OBS). It divides the organization into the elements responsible for accomplishing the authorized work. The OBS usually includes subcontractors. For example, the organization responsible for building an engine may be successively broken down into the lowest level elements which perform the lowest level assemblies involved in making the engine. Remember that the lowest level assemblies are defined through WBS. The point at which the WBS and the OBS intersect is a cost account. A cost account represents the work assigned to one organizational element on one lowest level WBS element. The cost account is the point at which actual costs are accumulated and performance is measured. For example, if the mechanical design department is performing work on a low level WBS for an engine, a cost account will be defined for charging this work. Cost accounts are usually defined for the lower level WBS and OBS elements. However, the level at which cost accounts are established, as well as the number of cost accounts, varies from one organization to another. Each cost account can have a number of category/period entries associated with it, which further break down the costs made to the account. The charges made to a cost account may cover several periods, and budgets and cost collection may be maintained by period. In addition, cost accounts may be associated with several categories, such as engineering labor, programming labor, and electronic components. Category/period records maintain detail below the cost account level. The breakdown of a project into the WBS and the organization into the OBS, as well as the cost account structure, is illustrated in the chart on the following page. JOBSCOPE Page 243

246 The Contract The chart on this page illustrates the breakdown of a contract into Work Breakdown Structure elements and the breakdown of a company into Organizational Breakdown Structure elements. The intersection of the lowest level WBS and OBS elements is the cost account. Each cost account can have a number of categories associated with it. Each category has periods defined for it. Engine Training This chart shows the WBS breakdown for the compressor only. A complete WBS breakdown would include the same type of division for each WBS element. Hot Section Compressor Case Assembly Rotor Assembly Stator Assembly Design Cost Account Cost Account Cost Account Engineering Drafting Cost Account Cost Account Cost Account Fabrication Cost Account Cost Account Cost Account Your Company Manufacturing Assembly Cost Account Cost Account Cost Account Physical Cost Account Testing Electronic Cost Account Cost Account Category Category Period Period Period Period Period JOBSCOPE Page 244

247 Each cost account can have a number of categories associated with it. The chart below shows the categories that might be defined for a single cost account. Each category must be defined for all periods during which charges will be entered against the category. For example, in the following chart, Machining Labor is the first category defined for the cost account. Machining Labor charges can be entered against this cost account during period XX01 through XX05. However, if you attempt to enter machining labor charges against the cost account during period XX06, the charge will be disallowed. There is one exception to this. If you respond YES to the option Allow CS Charges not budgeted for period in the C/SCSC section under Job Control in System Configuration, then you can charge to nonbudgeted periods, as long as the category for the charge is budgeted in some period on the job. The structure below is repeated for each cost account, with the appropriate categories substituted for those shown here. The Cost Account Periods Categories Period XX03 Period XX04 Period XX05 Period XX06 Period XX07 Machining Labor Cat./Period Cat./Period Cat./Period Cat./Period Fabrication Labor Cat./Period Cat./Period Cat./Period Shop Burden Cat./Period Cat./Period Cat./Period Cat./Period Cat./Period Metals Cat./Period Cat./Period Cat./Period Purchased Materials Cat./Period Cat./Period JOBSCOPE Page 245

248 Charges to C/SCSC Jobs All Charges to a C/SCSC job must be associated with a cost account. For example, when you issue materials to a C/SCSC job, you must enter a cost account to which the materials are charged. When you collect labor for a C/SCSC job, you must enter a cost account to which the labor is charged. The Cost Account field can be seen on the Material Issues screen below. JOBSCOPE Page 246

249 Similarly, for labor collection, the cost account field can be seen below. JOBSCOPE Page 247

250 Cost Accounts versus the General Ledger Chart of Accounts Cost accounts for C/SCSC jobs are completely separate from your company s regular account structure. Cost accounts are not entered through the Chart of Accounts screen in the General Ledger. The cost account structure is entered in addition to the General Ledger chart of accounts. As an example, the chart below illustrates what might happen when material issues and labor charges are made for a generic job and a C/SCSC job. Regular Jobs C/SCSC Jobs Material Issues Debit Work -in-process (WIP) Account; Credit Inventory Account Update Job Cost Debit Work -in-process (WIP) Account; Credit Inventory Account Update Job Cost Charge to Cost Account Updates BCWP Material and ACWP Material Values Labor Charges Debit Work -in-process (WIP) Account; Credit Payroll Account and Variance Accounts Update Job Cost Debit Work -in-process (WIP) Account; Credit Payroll Account and Variance Accounts Update Job Cost Charge to Cost Account Updates BCWP Hours and ACWP Hours and Rate The charges made to the general ledger are the same for both the regular and the C/SCSC job. For the C/SCSC job, the labor or material costs are also charged to a cost account, which updates the values necessary for C/SCSC reporting. JOBSCOPE Page 248

251 Getting Set Up for C/SCSC Jobs Once you have the system set up to enter regular jobs, there is very little else required to prepare for C/SCSC jobs. Configuration Settings In System Utilities, System Configuration, and Job Control, select the C/SCSC option. The C/SCSC screen will display. The Allow C/SCSC Jobs must be checked on. The second box, Allow CS Charges not Budgeted for Period is up to you, but, when starting out, it is probably best to check it on. If it is not checked on, then charges will not be allowed if there is no Category/Period record for the category and the Current CS Period. If it is checked on, and the transaction category is not budgeted for any period, the charge will not be allowed. If the transaction category is budgeted for any period on the job, then the transaction will be allowed. The Current CS Period (yyyymm) must be set to the current period. You will need to change this each month when you roll over to the next period. This setting determines the CS period to which charges will be made. Cost Types Another important consideration at this time is how you want the system to cost labor. See the section C/SCSC Cost Types for details. You can t avoid this decision. Every job must have a cost type. Multiple Periods Some people use the C/SCSC module simply to get the multi-level WBS breakdown. You need to decide whether you want multiple periods or not. If you don t need to compare budgets versus actual by periods, then you only need a single period for everything. Organization Breakdown Structure (OBS) Some people don t need the OBS for reporting. You need to decide about this. JOBSCOPE Page 249

252 Numbering Schemes In addition to determining a job numbering scheme, which you may already have, you need to determine a numbering scheme for cost accounts, OBS elements, and WBS elements. The first thing to consider is that none of these numbers have to be unique. In other words, when the Fabrication department works on a Case Assembly, the cost account can be the same across all jobs. When material and labor transactions are made, you will have to enter data like work order, or release, or job, in addition to the cost account, so the system already knows what the job is without having to decode the cost account. The same is true for WBS and OBS elements. The cost account, WBS element, and OBS element may each be up to 16 characters, but be careful, that s a lot of digits to type and get it right. For example, if the Fabrication department works on a Case Assembly, it is nice to know that the cost account is always The following example shows a possible numbering scheme applied to the chart on a previous page. This numbering scheme will be used in the sample data in the following pages. This is the same chart with numbers added. JOBSCOPE Page 250

253 7680 Engine Contract 1 WBS Engine 2.1 Training 2.2 Hot Section 3.1 Compressor 3.2 Case Assembly 4.1 Rotor Assembly 4.2 Stator Assembly 4.3 OBS Design 2110 Cost Account 7141 Cost Account 7143 Cost Account 7620 Engineering 1600 Drafting 2115 Cost Account 7142 Cost Account 7144 Cost Account 7649 Fabrication 2100 Cost Account 8190 Cost Account 8306 Cost Account 8519 Your Company 1000 Manufacturing 1700 Assembly 2120 Cost Account 8223 Cost Account 8400 Cost Account 7164 Physical 2130 Cost Account 9260 Testing 1800 Electronic 2135 Cost Account 9276 Cost Account 9035 Category Category Period Period Period Period Period JOBSCOPE Page 251

254 Labor Costing For C/SCSC Jobs Labor costing for C/SCSC jobs is slightly different than for regular jobs. Table 2006 defines labor categories. The entry in the table is an hours category (type LC or EC, hourly or salaried). The corresponding cost categories for the direct and the indirect (burden) costs are in table 2006 as well. When a charge is made to the hours category, the system looks for a budget for the corresponding direct cost and indirect cost categories and makes the cost charges there. C/SCSC jobs work differently. For C/SCSC jobs, there is no direct cost category nor indirect cost category. Instead the Category/Period record is charged with the direct and indirect cost, so the ACWP hours, cost, and burden, are all in the same record. The way labor is charged is determined by the Cost Type value set up for the job. See the section C/SCSC Cost Types for more information. The term Actual Rate means the rate in the employee master. The term Standard Rate comes from two different places, depending upon several factors. When labor is charged through the Labor Collection module, a work center is required, and the system will get the standard rate from that work center, whether the employee is hourly or salaried. Salaried employees may also charge their labor through the Task Planning module. Entries in Task Planning do not require a work center, and the system gets the standard rate from the Employee Levels table, table The employee master requires entry of a valid Level Code for salaried employees (pay type = S ). The other type is ACWP rate, which may be set differently for every Category/Period record, if desired. Material Costing For C/SCSC Jobs ACWP cost for C/SCSC jobs is calculated in the same manner as for regular jobs. BCWP values are calculated differently. If you issue inventory or create a purchase order for a work order BOM item, the unit cost in the BOM record will be the cost basis for BCWP. If you do not reference work order BOM items in material transactions, then no BCWP value will be calculated. JOBSCOPE Page 252

255 Table Entries for C/SCSC Jobs There is only one additional table entry required. However, if you plan to charge salaried labor to jobs via the Task Planning module, you will need to set up table 4003 for Employee Levels. If you plan to charge salaried labor to jobs via the Labor Collection module, you will need a work center for each type of engineering cost. The system can calculate a general and administrative overhead cost and charge it to the job if you wish. See the section General and Administrative Costs in this user guide. Cost Account Classes (table 2009) You need to at least check table Most of your costs, if not all, will be direct costs, but you can add other classes if you like. These entries do not affect system processing, but can be used for sorting and selecting on reports. The entries in the table are defined in the Criteria, as follows: D Direct Cost. A direct cost is the dollar amount associated with labor, material, and other direct resources. These costs have a specific end product or end result. LE Level of Effort. This type of work is of a general or supportive nature and does not produce a definite end product or result. It is measured more by the passage of time than by the completed pieces of work. According to the C/SCSC criteria, the amount of level of effort work associated with a contract should be kept to the lowest practical minimum. AE Apportioned Effort. This type of work is dependent on or is directly proportional to the performance of other effort. For example, inspection functions are generally dependent on the amount of manufacturing effort. JOBSCOPE Page 253

256 C/SCSC Cost Types When hourly labor is entered for an employee, the labor is charged either to a job or to an account. If the labor charge is to an account (referred to as indirect), the cost of the labor will be the actual hours entered multiplied by the actual hourly rate in the employee master. If the charge is to a job, there are additional options available. Each of these options is represented by a value called Cost Type. There are ten different cost types; YA, YB, YC, YD, YE, YF, YG, YH, YI, YJ, YK, YL, and YM for C/CSCS jobs. When jobs are charged with labor, the charge is in two parts, direct and burden. Both parts are calculated by a number of hours multiplied by an hourly rate. Five values, three for the rate and two for the hours may come into play. The rate may be either the standard labor rate for the work center, the employee s actual labor rate from his or her employee master, a rate for salaried employees from the Employee Level table, or, for C/SCSC jobs, a rate called ACWP rate, which may is set for each job. The hours may be the actual hours reported, or earned hours. When labor is charged to a work order operation, the operation will likely have hours standards. The standards are set up time and run time. The first time that labor is reported on an operation, the setup time is assumed to be earned, or accomplished. The run time is per piece being worked on. As an example, assume that an operation has a setup time of.5 hours, and a run time of.1 hours. The employee works for 2.0 hours (actual hours), and reports completing a quantity of 18. The earned hours value for the transaction is therefore 2.3 (.5 setup + 18 X.1 run time). Cost types are assigned at the job level. A default cost type for jobs is set up in System Configuration, but it may be changed on the job. The cost types for regular jobs are defined in the section Cost Types (Labor Cost Types). The cost types below are the cost types available for C/SCSC jobs. Assigning one of these cost types to a job defines that job as a C/SCSC job. YA Actual Rate * Actual Hours Earned hours for burden YB - Actual Rate * Actual Hours Actual hours for burden YC Standard Rate * Actual Hours Earned hours for burden YD - Standard Rate * Actual Hours Actual hours for burden YE Standard Rate * Earned Hours Earned hours for burden YF - Standard Rate * Earned Hours Actual hours for burden YG ACWP Rate * Actual Hours Earned hours for burden YH - ACWP Rate * Actual Hours Actual hours for burden YI ACWP Rate * Earned Hours Earned hours for burden YJ ACWP Rate * Earned Hours Actual hours for burden YK Actual Rate * Actual Hours Actual hours for burden This cost type does not calculate earned hours until the work order is closed with a C in the Complete field. The earned hours for the work order is the sum of the standard set-up and run times (with work order quantities considered) for each operation YL Standard Rate * Actual Hours Actual hours for burden - This cost type does not calculate earned hours until the work order is closed with a C in the Complete field. The earned hours for JOBSCOPE Page 254

257 the work order is the sum of the standard set-up and run times (with work order quantities considered) for each operation YM ACWP rate * Actual Hours Actual hours for burden - This cost type does not calculate earned hours until the work order is closed with a C in the Complete field. The earned hours for the work order is the sum of the standard set-up and run times (with work order quantities considered) for each operation Entering a C/SCSC Job By this time, you should know about the main display view, and the collections, and the basic ways in which the system works, so the section on C/SCSC will focus on what you need to know to run a C/SCSC job. Job Master A C/SCSC job is entered in the same way, and on the same screen (and tabs) as a regular job. The thing that distinguishes a C/SCSC job from a regular job is the Cost Type value you select. The cost types beginning with the letter Y denote a C/SCSC job. For information on the rest of the Job Master entry, see the section Job Master in the Jobs and the Commonly Used Collections section of this guide. This is part of the Additional tab on the Job Master screen. JOBSCOPE Page 255

258 Entering the WBS There are two options about WBS and OBS structures. You will certainly want the WBS structure, but you may or may not want the OBS structure. When you enter cost accounts, you must enter one or the other, or both. We entered job A in the Job Master screen. The next step is to enter the WBS. Do this by selecting WBS mode in Job Management and Control, and clicking on Open and opening A This is what you will see. Highlight the job and double click on WBS in the collection. JOBSCOPE Page 256

259 When you double click on WBS, you get this screen. Notice that it says Add WBS To Job at the top. It is expecting you to enter the top level WBS, which, in our sample numbering scheme, is 1. Enter the data and click on OK. Now the main display looks like this. JOBSCOPE Page 257

260 Now highlight WBS 1, 7680 Engine Contract, and double click on WBS. We get the WBS screen again, and it says Edit WBS at the top. We can make changes to WBS 1 now. However, we don t want to make a change, we want to add structure below it. Click on Apply and it changes to this. Notice now it says Add WBS To 1. It is expecting us to add a next level down from 1. JOBSCOPE Page 258

261 Continue on through the structure. As you click on Apply, the screen will clear and allow you to enter more cost accounts at the same level. Just watch the label at the top of the screen so that you will know what the system is expecting. When the whole structure is in, it will look like this. If you don t get it right the first time, call it back up and click on the delete button. You have to delete from the bottom up. JOBSCOPE Page 259

262 Entering the OBS The OBS works exactly the same way. Select OBS mode on the main display and start at the top. This is what it looks like. JOBSCOPE Page 260

263 Entering Cost Accounts The next set of entries is the cost accounts. These may be entered in either WBS or OBS mode. Double click on Job Cost Accounts in the collection. The Cost Account Headers screen displays. JOBSCOPE Page 261

264 Enter the Cost Account and Budget Head, and select a Class from the dropdown. The cost account may be any combination of alphanumeric characters up to 16. The Budget Head can be up to 12 characters. The description is 40 characters. The Period Start and Stop will be calculated from the Category/Period records that you enter later. You must select either an OBS or WBS or both. You can t leave them both blank. Cost Recurring means that you may be making multiple units, so the costs will recur as you move through the project. It does not affect system processing. Leave the status set to Open. The box Create Cost Account for all of Structure is no longer used, so you can leave it checked or unchecked, it won t matter. Entering Job Budgets The next set of entries is the category/period records. In our example, we will be using the following categories. LABOR HRS Labor hours for all hourly labor other than machining MACH HRS Labor hours for all hourly labor in machining METALS Cost of Metals used in manufacturing PUR PARTS Cost of purchased parts other than metals ENGR HRS Salaried labor hours charged to the job We will use periods (October, 2011), (November, 2011), (December, 2011), (January, 2012), (February, 2012), and (March, 2012). JOBSCOPE Page 262

265 These may be entered in either WBS or OBS mode. Double click on Job Budgets in the collection. This is what the screen looks like after entering the data below and clicking on Apply. Notice that we entered a start period of November and an end period of December. The system wrote two Category/Period records. We entered 300 BCWS hours, indicating that we want 300 hours budgeted for each period. If we wanted different values for each period, then we would have made two entries, one entry starting and ending in November, and the other entry starting and ending in December. We entered the budget rates for BCWS and BCWP. If the cost type for this job was one that uses ACWP rates, then we would have entered that rate here, but we are using cost type YD, which uses a work center standard rate. The % Overhead field does not affect any of the calculations. It is there to be used as a calculation on special reports if you need it. JOBSCOPE Page 263

266 Next, we ll enter Category/Period records for materials. Notice here that the only value is BCWS in dollars. Once you have your category/period records entered, you are ready to go. Transactions on the various screens work exactly the same for C/SCSC jobs as for regular jobs, except that you also have to enter a cost account for C/SCSC jobs. JOBSCOPE Page 264

267 View Menu The View option on the very top has a Legend option. If you click on it, the Legend screen displays. This shows the meaning of the symbols on the screen. The <NS>, <IS>, and <AS> symbols are there for users that cannot distinguish the colors. JOBSCOPE Page 265

268 Tools Menu The toolbar at the top has a Tools selection. When you click on it, you get five options. The first is Operation Completion. Operation Completion Operation Completion allows you to mark one or more operations on a work order as complete without reporting labor against them. When you select it, the Operation completion screen displays. On this screen, a small binocular displays in the Release field. If you click on it, you will get a browse screen, where you can browse for the release and enter or select a work order. When the screen redisplays, highlight the operations you want to complete and click on the Complete button ( ) and the operation(s) will be marked complete by the letter C in the Release Code column. You can reopen one by highlighting it and clicking on the Re-Open button ( ). This action does not affect job cost or the general ledger and no labor subledger record will be written. JOBSCOPE Page 266

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270 Print Work Order By Release You can use this to print work orders for a complete release. If you are only printing a draft copy, and not the actual copy for the shop, do not check Update Print Indicator. You can select the work orders to print by checking the box in the Select column. The other check boxes, such as in the Is Assembly and Is Complete columns are not there for you to check, but will be checked by the system depending upon the value for that field in the database. The Include Bar Codes selections are None, Labor Only, Material Only, and Both. If the work order is for a part that has attached documents that are designated to be printed when the work order is printed, you will get a list of these documents, and you can select the ones that you would like to have printed along with the work order. Refer to the Part Documents section in the Parts and Change Control User Guide for more information. JOBSCOPE Page 268

271 Print Work Order By Release/WO Here you can print a specific work order. The documents designated to be printed with the work order function works here as it does for By Release as described above. Print Sales Acknowledgment Use this to print a sales acknowledgment. If the job contains a part that has attached documents that are designated to be printed when the sales acknowledgment is printed, you will get a list of these documents, and you can select the ones that you would like to have printed along with the sales acknowledgment. Refer to the Part Documents section in the Parts and Change Control User Guide for more information. Update WO From ECN When an ECN is approved, there may be work orders that were created prior to the approval of the ECN. You can update those work orders using this function. When you click on it, you will get the Update Work Order From ECN screen. You can select to update by a part number, routing, or specific release. If you do it by part number or routing, you have to know which part or routing needs updating. If you do it by Release, you don t have to know what might be out there; it will show you. Update for Part Number Enter a part number that is on an approved ECN that has not been updated on some work order and click on OK. JOBSCOPE Page 269

272 All the jobs/releases with changes on approved ECNs for the part number will display. Highlight the job line and click on OK and the work orders with the changes will be updated. Update for Routing Routings work the same way. Enter the routing and click on OK. If there are no changes for the routing, you will get this message. JOBSCOPE Page 270

273 Update for Specific Release This one works like the others, and will show the same screen. Be sure you highlight the job/release line on the Apply ECN to Work Orders screen. May 5, 2015 JOBSCOPE Page 271