Tractivity Quick Start 7-1

Transcription

1 Tractivity Quick Start 7-1 Tractivity Quick Start: Quick Start Guide allows for a fast track to Job Cost Analysis. This process requires a review of some previous configuration settings. I. Labor Costs: During the initial phase Data Capture configurations were set up and implemented in order to track Job Labor Costs. The Job Cost Analysis module makes use of Data Capture to track costs by Job and Activity. A. Ensure that all employees are correctly signing in to Jobs and Activities using appropriate Data Capture methods. B. Enter any Employee Planned Absences in the Employee record. 1. From Time & Payroll Module navigate to Employee Center 2. Select Employee record and choose the Planned Absences tab. 3. Enter Dates and Reason for each Employee as necessary. C. Review Payroll Burden and update/enter if needed. Administrate>Setup Wizard>HR & Payroll>Payroll>Payroll Burden D. If tracking Worker s Compensation costs, verify the necessary rates have been entered and have been applied to Employee or Activity as required. Administrate>Setup Wizard>HR & Payroll>Payroll>Worker s Compensation

2 E. Enter Forecast Overhead Rate by calculating total non-labor overhead dollars for a specified period divided by actual number of direct labor hours for the same period. Administrate>Setup Wizard>Job Costing> Overhead Rate II. Material Costs: During Materials and Inventory Module implementation, materials were set up and configured in order to manage inventory. The costs associated with these purchases will now assist in creating budgets and tracking material usage per Job. A. Ensure the purchasing process is being performed suitably utilizing Purchase and Receive section of Materials and Inventory module. B. Verify Materials and Inventory have been properly classified into correct Item Type (Inventory, Non-Inventory, Other) C. Determine whether Categories/Sub-Categories are required and that each Material necessary has appropriate grouping. D. Update item costs and verify On Hand quantities if needed. E. Set additional Supplier Preferences if desired for Purchasing. III. Job Budgets: Creating Job Budgets allows for comparing forecast and estimated costs associated with Labor, Materials and Overhead with actual costs gathered from Data Tracking and Materials Management. TracManager allows several methods of adding Job Budgets. A. Manually create Job Budget 1. From Job Cost Analysis Module>Job Center select Job from list in left pane 2. On the right hand side select <ADD> and choose Insert Labor or Insert Material Tractivity Quick Start 7-1 Page 2 of 11

3 3. From the selection window, choose an existing Material item or Labor Activity to add to the Job Budget. 4. From the Add window, enter the Value/Quantity and select the appropriate Job Description and Phase. 5. Adjustments to Quantity or Costs may also be made by highlighting the line item. Tractivity Quick Start 7-1 Page 3 of 11

4 6. If other fields need to be corrected such as Phase, delete the line and re-enter correctly by using <ADD> 7. Repeat process as necessary to enter all Labor and Materials required for Job. B. Import Job Budget from Spreadsheet 1. From the Job Center select Job name and select Import from Spreadsheet under the <Menu> dropdown list. 2. Select the Path to the Spreadsheet file required for Job Budget Import. 3. Complete selections regarding import data and assure that Spreadsheet Columns coincide with headers from the Spreadsheet Column Map. 4. Select <Import> the button will be green once the file path is set and ready for import. Tractivity Quick Start 7-1 Page 4 of 11

5 C. Import Job Budget from Cabinet Vision 1. Prior to importing Job from Cabinet Vision, Tractivity Activity Codes must be entered into coinciding labor table activities in CV Job file. (If intent is to import Labor) a. Open CV job file. b. With CV Job Reports Tab open, select Bid Center button on left. c. Select Labor from the View Mode drop down menu near the top of the screen. d. Choose appropriate table from Labor dropdown on left pane. e. Select the small icon above the Labor dropdown field to display the Edit Labor Schemes table. f. Edit Name in Labor Scheme by adding corresponding TracManager Activity Code as prefix followed by space. (EX Design) g. Select <Close> at the bottom right when complete. Only Labor Activities with corresponding Activity Codes will be imported correctly into TracManager. Tractivity Quick Start 7-1 Page 5 of 11

6 2. Select <Return> or Open Cabinet Vision Job file and select Reports tab 3. Select the Post to TracManager button on the left menu. Corresponding UOMs will need to be assigned during the first Job import from CV. 4. Verify Revenue, Date In, Start & Required by Dates. 5. Select Import Method 6. Choose appropriate Labor and Material Import options using selectors. Tractivity Quick Start 7-1 Page 6 of 11

7 7. Choose Workgroups with whom to share Job in Help Lists. Note: Items that do not exist in TracManager will be displayed in red text and should be manually created prior to import or the Create New Materials in TracManager option should be selected from Menu import options. 8. <Accept> Import Additional import configurations may be set under the CV In import window. 9. The new Job Budget will now display under the Job Center>Job Budget tab. IV. Budget Templates A. Once a Budget has been created, it may be saved as a Template for future use on similar jobs. 1. From the Job Budget Center>Job Budget Summary, Left Click in the Job Budget and drag across the detail lines with mouse to highlight them. 2. Right Click the mouse with Budget items highlighted and Save As Template. 3. Enter Name for the Template, <OK>. B. Select a Budget Template to Load loads Labor & Materials 1. From Budget Center>Menu>Open>Load Template 2. Select Saved Template from list and select <OK> 3. Quantities can be increased on each the line item by changing the Multiplier factor. Instead of changing quantities for duplicate products one at a time, use the multiplier to change line items for multiple quantities of the same product. Tractivity Quick Start 7-1 Page 7 of 11

8 4. To Delete or Rename a Budget Template: Select from the Select Open> Load Template. Select the Budget Template from the list and click Rename or Delete. Enter the new name for the Template and click OK to save the change or confirm Delete. C. Load History from Job- loads Labor only 1. From Budget Center>Menu>Open>Load Actual History and select from This Job or Another Job 2. If choosing History from a different Job, select the Job from the list window and select <OK> 3. Modify line items as needed. V. Release Materials: After Budget is imported or created, the Materials required for the Job may be released to Purchasing. A. Navigate to Job Cost Analysis>Jobs/Customers>Job Center B. Select the Job/Phase from the list pane and choose the Job Budget tab C. Select the <Release Materials> button at the top of the screen. D. A new window will display all Materials Budgeted and the status of each along with additional details and Action options. E. Select <Apply/Close> to release the Materials to the Purchasing Manager for procurement. Tractivity Quick Start 7-1 Page 8 of 11

9 F. Return to Materials & Inventory> Purchasing>Purchasing Manager to complete the Purchasing process. G. Purchases related to a specific Job/Phase may then be viewed from the Job Center> Job POs tab. VI. Budget Reports A. Job Budget Summary /Shop Traveler Report 1. From Time & Payroll>Customers/Jobs/Budgets>Job Budgets 2. Select the Job from left pane and select <Print> button Tractivity Quick Start 7-1 Page 9 of 11

10 3. Choose Budget Summary or Shop Traveler. 4. Selected report will display in Report Viewer for printing. B. Labor & Materials Cost Report 1. From the Report Center select Cost Analysis>Jobs>Labor & Material Cost>Job Labor Fields>Job Code and select preferred Job and <Apply> 2. <Create Report> Tractivity Quick Start 7-1 Page 10 of 11

11 C. Profit Summary 1. From Job Cost Analysis Module select Reports>Profit Summary. 2. From Summary Type dropdown select Job Labor Budget. 3. Make Job type selection from Filter Selection dropdown. 4. Select Report Choice (Budget Variance or other) and <Refresh> This concludes Part 7-1 of the Quick Start Sessions. The next session will continue preparations for implementing the Scheduling Module. Tractivity Quick Start 7-1 Page 11 of 11