Opera II Accreditation Course. Costing. Pegasus Training & Consultancy Services File Name:OIICOS001

Transcription

1 Costing Pegasus Training & Consultancy Services File Name:OIICOS001

2 Pegasus Training & Consultancy Services File Name:OIICOS001

3 Table of Contents Introduction... 1 Recommended Order of Set up... 2 Costing Menu... 3 Costing Menu Structure... 4 System Manager/Company Profiles... 7 System Manager/Preferences... 8 System Manager/People Profiles... 9 Reference... 9 Title... 9 Surname... 9 First Name... 9 Address... 9 Postcode... 9 Telephone/Fax/Mobile/ Memo...10 List...10 Costing (Employee, Subcontractor and Project Leader)...10 Utilities/Set Options...11 Backdate Overheads...11 Hours and Minutes...11 Use Contracts...12 Use Phases...12 Use General Batches...12 Use Timesheet Batches...12 Use Period Numbers...12 Allow Cost Code Additions...12 Budgets on Headers...12 Print on Cost Entry...13 Next Batch Number...13 Periods in a Year...13 Current Period Number...13 Current Year...13 Maximum Employee...13 Default Invoice Method...14 Maintenance/Cost Rates...15 Creating a Cost Rate Cost Rate...15 Description...15 List...16 Maintenance/Cost Codes...17 Creating a Cost Code Cost Code...18 Options...18 Description...18 Cost Type...18 Cost Types...18 Stock...18 Labour...18 Narrative...18 Direct...19 Re-charge...19 Contractor...19 Overhead...19 Write Up/off...19 Revenue Codes...19 Interim Billing...19 Final Billing...19 Pegasus Training & Consultancy Services File Name:OIICOS001

4 Retention...19 Sales Code...19 Purchase Code...19 Stock Reference...20 Factor...20 Decimals...20 Unit Description...20 Quantity...20 Payroll Transfer...20 Employee...20 Action Menu...20 Select Cost Rates (F3)...20 (De) Select F (De) Select All F Cost Rates Details...22 Cost/Unit...22 Pay...22 Ext...22 Overhead...22 Fix...22 Overhead %...23 Action Menu...23 Fill Rates F Select Rates F OK...23 Memo...23 List...23 Utilities/Stock Cost Codes...24 Stage Sequence...24 Cost Code Extension...24 Overhead...24 Amount...25 Percent...25 Fix...25 Stage Stage Stage Utilities/Global Cost Codes...28 Stage Sequence...28 Range...28 Cost/Unit...28 Overhead...29 Stage Stage Stage Maintenance/Frameworks...31 Creating a Framework Framework Reference...31 Options...31 Description...32 Action Menu...32 Cost Codes (F7)...32 Cost Code...32 Description...33 Cost Rate...33 Quantity...33 Unit...33 OK...33 Action Menu...33 Cost codes F Maintenance/Subcontractors...34 Reference...34 Search...34 Pegasus Training & Consultancy Services File Name:OIICOS001

5 Name/Address/Postcode...34 Tax Reference...34 Tax Rate...34 Certification Code...35 Registration Number...35 National Insurance Number...35 Start Date (Month/Year)...35 Expiry Date (Month/Year)...35 Maintenance/Contract...36 Creating a Contract Contract...36 Options...36 Account...37 Project Leader...37 Description...37 Reference...37 Cost Rate...37 Planned Start Date...37 Planned Days...37 Planned Completed Date...38 Actual Start Date...38 Actual Completion Date...38 Budget/Revised...38 Costs...38 Write Off...38 Revenue...38 Memo...38 Agreement Terms...38 List...38 Action Menu...39 Complete (F7)...39 View (F11)...39 Zoom (F8)...41 Status (F11)...41 Lines (F8)...41 All Lines (F7)...43 Show All (F11)...43 Memo (F12)...43 View Estimate (F12)...44 Maintenance/Department...45 Creating a Department Code...45 Description...45 List...45 Estimate Processing...46 Creating an Estimate Estimate/Phase...47 Options...47 Contract...48 Account...49 Project Leader...49 Department...49 Description...49 Reference...49 Cost Rate...49 Planned Start Date...50 Planned Days...50 Planned Completion Date...50 Open Item...50 Budget/Revised...50 Costs...50 Write Off...50 Revenue...51 Memo...51 Agreement Terms...51 List...51 Pegasus Training & Consultancy Services File Name:OIICOS001

6 Entering an Estimate Budget Action Menu...52 Budgets (F5)...52 Framework...53 Cost Code...53 Description...53 Line...53 Cost Rate...53 Sales/Purchase Code...53 Units...53 Cost/Unit...53 Total Cost...53 Overhead...53 Uplifted...54 Add a new line...54 Insert a line...54 Delete a line...54 Edit a Line...54 Ok...54 Viewing a Estimate Action Menu...55 View (F12)...55 Memo (F12)...56 Show All (F11)...56 Printing an Estimate Print (Ctrl + P)...57 Quote...58 Details...59 Job Processing...60 Creating a Job Job/Phase...61 Options...61 Contract...62 Account...63 Project Leader...63 Department...63 Description...63 Reference...63 Cost Rate...63 Planned Start Date...64 Planned Days...64 Planned Completed Date...64 Actual Start Date...64 Actual Completion Date...64 Allow Cost Code Budgets...64 Open Item...64 Budgets Agreed...64 Budget/Revised...65 Costs...65 Write Off...65 Revenue...65 Actual/Uplifted...65 %Complete...65 Memo...65 Agreement Terms...65 List...65 Entering a Job Budget...66 Budgets F Framework...66 Cost Code...66 Description...66 Line Number...67 Cost Rate...67 Sales/Purchase Code...67 Budget...67 Units...67 Cost/Unit...67 Pegasus Training & Consultancy Services File Name:OIICOS001

7 Total Cost...67 Overhead...67 Uplifted...67 Revised/Actual...67 Add a new line...67 Insert a line...68 Delete a line...68 Edit a Line...68 Ok...68 Viewing a Budget Action Menu...69 View...69 Status (F11)...69 Lines (F8)...70 All Lines (F7)...71 Posting Transactions to Jobs...72 Costs F Cost Code...72 Line...72 Date/Reference...72 Cost Rate...72 Unit...73 Cost/Unit...73 Total...73 Overhead...73 Uplifted...73 Description...73 Comment...73 Period/Year...73 OK...73 Memo...73 Action Menu...74 Assign Cost Codes F Status F Timesheets Cost Code...75 Line...75 Reference...75 Date...75 Employee...75 Pay Period...76 Subcontractor...76 Cost Rate...76 Hours/Dec...76 Cost per Unit...76 Total...76 Overhead...76 Uplifted...76 Period/Year...76 Description...76 Ok...76 Memo...77 Action Menu...77 Assign Cost Codes F Status F Commitments Cost Code...79 Line...79 P/Order...79 Stock Status...79 Stock Reference...79 Date/Reference...79 Cost Rate...79 Unit...79 Cost/Unit...79 Total...79 Overhead...80 Uplifted...80 Pegasus Training & Consultancy Services File Name:OIICOS001

8 Description...80 Comment...80 Period/Year...80 OK...80 Memo...80 Action Menu...81 Assign Cost Codes F Status F (Un) Confirm F Revenues F Cost Code...83 Line...83 Date/Reference...83 Invoice Method...83 Cost Rate...83 Unit...83 Cost/Unit...83 Total...83 Overhead...84 Uplifted...84 Description...84 Comment...84 Period/Year...84 OK...84 Memo...84 Action Menu...84 Assign Cost Codes F Status F Default Invoice Method Direct Invoice...85 Invoice Costs by Total Cost...85 Invoice Costs by Each Line...85 Invoice Costs by Code...85 Invoice Costs by Type...86 Framework...86 Action Menu...87 (De) Select F (De) Select All F OK...87 Memo...87 OK...88 Include Narrative Line...88 Discounts...88 Matching Action Menu...89 (De) Select F (De) Select All F OK...89 Viewing Job Transactions...90 View (F12) Action/Zoom F Action/View...91 Status F Lines F Action/ZoomF All Lines F Action/ZoomF Action/Show All F Printing Job Transactions Print (Ctrl + P)...94 Transactions...94 Budgets by Code...94 Or by Line...94 Completing Jobs Complete Batch Input...96 Batch Header details for General and Timesheet batches Pegasus Training & Consultancy Services File Name:OIICOS001

9 Batch...97 Description...97 Status...97 Batch Type...97 Input By...97 Batch Total...97 Action Menu...97 View F Edit F Post F General Batches Batch Total...99 Total Posted...99 Balance...99 Ok...99 Timesheet Batches Batch Total Total Posted Balance Ok Utilities/Payroll Transfer Reports Transaction Report Budget List Cost Report Contract Summary Cost Code Summary Job Profitability Contract Profitability Subcontractors Report Department Summary Sales Account Summary Estimate List Labour Analysis Profitability Report Costing Reorganisation (Utilities) Module Integration Stock Control Integration Issuing Stock Purchase Order Processing Integration Raising Purchase Orders Generating Invoices from Purchase Orders Sales Ledger Integration Posting Sales Invoices from within Invoicing or the Sales Ledger Purchase Ledger Integration Posting Purchase Invoices BOM Integration Posting Works Orders Pegasus Training & Consultancy Services File Name:OIICOS001

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11 Introduction Introduction The Costing module operates by recording, collating and analysing all cost data to specific jobs undertaken by your company. Some of the features that Costing provides are:- A budgeting facility The opportunity to group jobs under contract headings The facility to enquire on the status of the job Jobs can be broken down into phases Cost types can be allocated budget values for revenue and expenses Costing can operate as a standalone module or it can be linked to the following modules if required:- Sales Ledger / Invoicing / Sales Order Processing Purchase Ledger Stock Control Payroll Purchase Order Processing Pegasus Training & Consultancy Services. File Name:OIICOS001 1

12 Introduction Recommended Order of Set up Create your Company within Company Profiles. Set up users who will be accessing the Costing module within User Profiles. These users can be Employees, Subcontractors and Project Leaders. Define your System Preferences which control the preferred terms for your cost related descriptions. Define your costing options within Set Options. Define descriptions for your cost rates within Cost Rates. Define your Cost Codes and Revenue Codes. If you wish to group together different cost codes for application to a particular job later define your groups within Frameworks. If you subcontract work to individuals or companies define the details using the Subcontractor function. If you have chosen to use contracts create the contracts using the Contracts function. If you have chosen to use departments create the departments using the Departments function. Create all estimates and job records using the Estimates and Job Processing functions. Pegasus Training & Consultancy Services. File Name:OIICOS001 2

13 Introduction Costing Menu Pegasus Training & Consultancy Services. File Name:OIICOS001 3

14 Introduction Costing Menu Structure Navigator Folder Command Purpose Job processing The commands from the Action menu within the Job Processing submenu provide a number of processes. Job Header Complete Budgets Costs Timesheets Commitments Revenues Matching Use the Job Processing command to enter all data relating to all Jobs and phases. Use the Complete command to mark a job as completed. This allows the details to be removed when you run the Costing Reorganise. If budgets are being used then this function will allow you to enter you can use the Budgets command on the Action menu to enter individual budget lines at cost code and cost rate level. Costs are used to record general costs that have been incurred against a job, excluding revenues and stock issues. Timesheets are used to prepare timesheets for Labour and Contractor type transactions for employees and subcontractors. Commitments are used to record costs that are going to be incurred in the future, even though the exact value of the cost is not yet known. Revenues allow revenue values to be recorded against the job. Use the Matching command as a way of marking unallocated transaction lines as being allocated. Estimate Processing Batch Input Reports The Estimate Processing function allows you to produce a costing estimate without actually creating a job. The estimate has costs/revenues budgeted against it, can be linked to a contract and sales account and have agreement terms recorded against it. Use the Batch Processing command to post batches of timesheets and general costs to jobs in Job Processing. The commands on the reports submenu provide listings of records maintained in the Costing module. These include lists of records maintained through the various forms and transactions generated as a result of Costing postings and other transaction processes. Pegasus Training & Consultancy Services. File Name:OIICOS001 4

15 Introduction Pegasus Training & Consultancy Services. File Name:OIICOS001 5

16 Introduction Utilities Set Options The Costing Set Options contain a number of rules and options that define the way you work. Reorganise Use the Reorganise command to remove jobs that have been completed including any items that have been marked for deletion. Maintenance Payroll Transfer Stock Cost Codes Global Cost Codes Cost Rates Cost Codes Frameworks Subcontractors Contract Department The Payroll Transfer allows details of timesheet transactions to be posted to the Payroll module. A wizard to enable you to import a range of stock items from the Stock Control module and create them all as Cost Codes. A global facility in the form of a wizard to enable users to carry out general updates to exiting cost codes. A facility for applying descriptions to all the different rates you will be using for any cost codes that are set up, for example, Standard Rate, Overtime Rate etc. The cost code records are used to hold the relevant information about the types of cost and revenue transactions you will process in Job Costing. A framework is a description of a job or part of a job that has a set of cost codes that are required to perform that job. For example, to build a 10ft wall it takes four hours labour and two bags of cement. The Subcontractor menu allows entry of name and address details to be entered for all subcontractors that are used in the Costing module. This is an optional way of grouping jobs under a single contract. This is useful for reporting purposes so that when a contract is reported upon the system will include details of all jobs under that contract. This facility is available to create a list of departments within the organisation and associate the department to a job for reference and reporting purposes. Pegasus Training & Consultancy Services. File Name:OIICOS001 6

17 System Manager/Company Profiles System Manager/Company Profiles Additional links are available within System Manager/Company Profiles to accommodate the Costing module. Set the links required accordingly: Purchase Ledger to Costing Sales Ledger to Costing Stock Control to Costing POP to Costing Costing to Payroll Pegasus Training & Consultancy Services. File Name:OIICOS001 7

18 System Manager/Preferences System Manager/Preferences The Preferences menu within the System Manager module gives the facility to change the default descriptions for Contracts, Jobs, Phases and Departments menus to a description most suited to an organisation s costing requirements. If any changes are implemented the user must logon again to activate the new menu and field descriptions. The changes made here are system wide and will affect all companies. Pegasus Training & Consultancy Services. File Name:OIICOS001 8

19 System Manager/People Profiles System Manager/People Profiles The People Profiles menu within System Manager is for use within the Costing and Purchase Order Processing modules. If a user wishes to use Subcontractors and Project Leaders within Costing they must be set up here. When creating the new profile the following information must be specified. Reference Allocate a suitable reference for the profile. This reference is then used to identify the person in the Costing and Purchase Order Processing modules. Title Allocate a title for the profile. Surname Specify a surname. First Name Specify a forename. Address Up to 4 lines of address can be recorded. Postcode Use this for recording a postal code. Telephone/Fax/Mobile/ Use this for recording a telephone, fax, mobile number and address if required. Pegasus Training & Consultancy Services. File Name:OIICOS001 9

20 System Manager/People Profiles Memo A memo can be entered for the profile from the Memo tab. Each time this profile is selected the system flags the profile as containing a memo and at anytime its contents can be viewed. List A list of all profiles can be obtained from the List tab. This list allows selection of further profiles by clicking the required profile with the mouse. Costing (Employee, Subcontractor and Project Leader) A number of check boxes are available to indicate whether the user profile represents an Employee, Subcontractor or Project Leader for use in other areas of Costing. Once the appropriate selection has been made the system will present this record in the corresponding costing menu as indicated. Employee This is relevant if Costing is not linked to the Payroll module, and can be used as a look up when preparing timesheets instead of looking up to Payroll for an employee record. Subcontractor This will allow the record to be selected in the Maintenance/Subcontractors menu. Project Leader Will allow this record to be selected as a project leader during Estimate and Job Processing. Pegasus Training & Consultancy Services. File Name:OIICOS001 10

21 Utilities/Set Options Utilities/Set Options The Costing module Set Options contain a number of rules and options that define the way you work. Some of these settings are essential pre-requisites. You cannot start using the Costing module before you have defined them. Other settings are optional, but may have a major impact on the operation of the system. Backdate Overheads This option controls how the changing of overhead rates will effect transactions that have already been posted. If the option is set to on then it will re-calculate transactions already posted using the new rates defined. If the option is set to off then it only affects those transactions created after changing the rates. Hours and Minutes This option affects time sheet data entry. If set to on, any hours recorded on a time sheet will be treated as hours and minutes. e.g = 1 hour, 25 minutes. If set to off, hours recorded on a time sheet will be treated as a decimal fraction. e.g = 1¼ hours If time sheets are being transferred to Payroll then you must use the same method as Payroll. Pegasus Training & Consultancy Services. File Name:OIICOS001 11

22 Utilities/Set Options Use Contracts This option if set to on, will allow you to assign one or more jobs to a contract. Reports can then be run to see all jobs associated to that contract. If the option is set to off, then it implies contracts are not used or required therefore each job is independent. Use Phases Setting this option on allows jobs to be split into small parts with each part having its own phase number. This allows each part/phase of the job to be processed and reported on completely independently, whilst still being part of a larger job. If the option is set to off then it implies phases are not required, therefore each job is independent. Use General Batches This option if set to on will allow you to enter general costs using the Batch Input screen, giving you a batch total for cross referencing to. This allows you to enter multiple costs for multiple jobs from a single screen. If set off it implies batches are not required during input therefore each job cost must be entered individually. Use Timesheet Batches This option if set to on will allow you to enter timesheets within a batch, giving you a batch total for cross referencing to. This also allows timesheets to be entered for multiple jobs and multiple contractors from within a single screen. If the option is set off then it implies batches are not required during input, therefore each time sheet must be entered individually. Use Period Numbers Period Numbers in Costing are entirely independent of those within other modules and are used purely as a reporting tool. If this option is set to on, you will be expected to record a period number each time you enter a timesheet or a job cost. Leaving this option off implies period numbers are not required. Allow Cost Code Additions When entering job details you can elect to enter budgets against the cost codes that you expect to use on the job. These cost codes are then said to form the structure of the job. If this option is set to off, then it is only the cost codes within the job structure that will be allowed to have costs recorded against them during processing. If set on, then when entering transactions you can elect to add a new cost code to the structure at this point and therefore record a cost against it. Budgets on Headers Setting this option on allows you to allocate a budget on the header record, as well as each cost code, within a job/estimate. These two sets of budgets are then Pegasus Training & Consultancy Services. File Name:OIICOS001 12

23 Utilities/Set Options monitored independently of each other to allow comparison. If set off, allocating budgets on the header screen is disallowed but the system will automatically display the total of any budget values specified for each cost code within the job. This option also applies to contracts. Print on Cost Entry When this option is switched to on, the operator will be given an opportunity to take a hard copy of any cost, timesheet or revenue transactions after pressing the OK button to accept them. Next Batch Number The Next Batch number refers to timesheet and general cost batches. The system will automatically increment the reference number entered here each time a batch is entered. The reference entered must have at least 4 numerics at the end of the field, and can have a maximum of 6 alpha characters at the front. Access to this field will be disallowed if not using timesheet or cost batches. Periods in a Year You will be required to specify the number of Costing periods within your year. A maximum of 99 periods are allowed. This field will only be accessible if period numbers are required. Current Period Number You will be required to specify the current Costing period. Any transactions generated will default to the current period specified here but they can be changed. When a period end routine has been performed the period number is updated. Current Year You will be required to specify the current year for use within Reports. Maximum Employee Enter the maximum number of hours that any employee may work. If you enter a timesheet that exceeds the number of hours specified the system gives you a warning on the Timesheet Exceptions Report. Pegasus Training & Consultancy Services. File Name:OIICOS001 13

24 Utilities/Set Options Default Invoice Method Opera Costing allows costs on a job to be invoiced in a number of different ways. This pop-up can be used to specify which of these invoice methods is offered by default when posting revenue transactions. You can select from the one of the following from a list: Direct Invoice Invoice costs By total Cost Invoice costs By Each Line Invoice Costs by Code Invoice Costs By Type Invoice Costs by Framework Further details of these methods can be found under the Revenues section of this training manual on page 84. Pegasus Training & Consultancy Services. File Name:OIICOS001 14

25 Maintenance/Cost Rates Maintenance/Cost Rates Cost Rates are used for applying descriptions to all the different rates you will be using for any cost codes that are set up, for example, Standard Rate, Overtime Rate, Weekend Rate etc. Up to 999 Cost Rate descriptions can be applied. Creating a Cost Rate Cost Rate Allocate a number between 1 and 999. Description Specify a suitable description for each rate number entered. For example, if you were creating a cost code for labour you may have a standard rate and an overtime rate that you would charge. Each rate could have its own description. Pegasus Training & Consultancy Services. File Name:OIICOS001 15

26 Maintenance/Cost Rates List A list of all Cost Rates can be obtained from the List tab. This list allows selection of further cost rates by clicking the required cost rate with the mouse. Pegasus Training & Consultancy Services. File Name:OIICOS001 16

27 Maintenance/Cost Codes Maintenance/Cost Codes The cost code records are used to hold the relevant information about the types of cost and revenue transactions you will process with the Pegasus Opera II Costing system. For example, you can set up codes for labour, materials, sales, etc. The cost type governs the type of transaction you can record against this code. For example, you cannot record a revenue against an expenses type code, or record timesheet details against a stock type code, etc. Cost code rates can be specified per unit and may carry either a fixed or percentage overhead recovery value. If you have entered cost rate descriptions you can also enter a value for each cost rate code. Some information is specific to the type of cost code specified; for example, labour codes may have payroll transfer details associated with them. Note If you are linking Stock to Costing, then you can create cost codes for each item in a selected range using the Utilities function described under the Stock Cost Codes section of this training manual. Pegasus Training & Consultancy Services. File Name:OIICOS001 17

28 Maintenance/Cost Codes Creating a Cost Code Cost Code Cost code records are identified by references of your choice, comprising between 1 and 16 alphanumeric characters. Options When a new cost code is added you are given the option to model this cost code on another cost code if required. The choice of selection here is: Create a Cost Code without a model Create a Cost Code using a model Description Allocate a suitable description. For example Labour - Plumber. Cost Type As mentioned earlier, the cost type governs the type of transaction you can record against this code. If you use the F4 key, leaving the Cost Type field blank, you can select from a drop-down list of possible cost types. Alternatively, you can type the cost type description directly. A set of pre-defined types are available: Cost Types The following types are classed as Cost Types: Stock Any Stock type cost codes can only have costs recorded against them by performing issues within the Stock Control module. These are intended to record costs incurred on a job by using items that you hold in stock yourself. Labour Use this for any labour costs that have been incurred on a job. For example, Labourer - Normal Time. These costs must be used for your actual staff and not for sub-contractors. Narrative Use this for creating any narrative lines that you may wish to include on any documentation. Pegasus Training & Consultancy Services. File Name:OIICOS001 18

29 Maintenance/Cost Codes Direct This is used for any expenses incurred against the job. For example you may wish to set up a direct expense for the supply of materials. Re-charge This can be used for any expenses that could be considered as a recharge. For example you may have to hire equipment which is to be used for the job. This expense would be a recharged expense. Contractor This category would be used for any costs associated to sub-contractors. (People not on your payroll / staff.) Overhead This can be used for any unforeseen/hidden costs on a job. For example, due to weather conditions you may have had to hire a tarpaulin to cover the foundations. Write Up/off This category is useful when writing off costs, for example lost material, broken items or when writing up costs, for example, where you may use material left over from another job and you use it against this job. Revenue Codes The following types are classed as Revenue types: Interim Billing This category is used for revenues. For example this may be useful if the customer is paying in instalments. Final Billing Again used as a revenue and is used for recording the final or a one off payment on a job. Retention This category could be used in a situation where the customer keeps money aside until the job is completed, or until a trial period has elapsed after job completion. Sales Code When revenue items are produced for this cost code and a corresponding document is produced in Invoicing / SOP, then this is the sales code to which the document lines will be analysed to. Purchase Code When revenue items are produced for this cost code and a corresponding document is produced in Invoicing / SOP, then this is the purchase code to which the document lines will be analysed to. Pegasus Training & Consultancy Services. File Name:OIICOS001 19

30 Maintenance/Cost Codes Stock Reference This only applies to Stock cost types. Issues performed in Stock Control may only be analysed to cost codes that have a stock items reference (or a blank) in this field. Factor The factor will automatically come from the stock item selected in above. If this cost type is not for a stock item then you will be able to define a factored quantity. This is a particularly useful facility if items are packed in boxed quantities. Labour type cost codes will automatically default to a factor of 60 if hours and minutes are being used. Decimals Enter the number of decimal places required when recording quantities. Unit Description Allocate a suitable unit description. For example, case, box, crate etc. This will automatically default to that on the stock item profile for Stock types or Hours/Mins or Hours/Dec for Labour type cost codes. Quantity You will be required to specify the default quantity you deal in. This is the quantity that will be suggested by the system each time you use this cost code. Payroll Transfer This only applies to Labour cost types and is used to specify whether you wish the hours allocated on a time sheet to be transferred to the payroll, or whether you wish it to be transferred as a value. You will now be presented with all the cost rates descriptions. Employee If a Labour type has been assigned to the cost code (and linking Costing to Payroll), it is possible to pre-assign an employee record from the payroll module, for the purpose of preparing time sheets. At this point the Cost code must be saved, using the CTRL+S or the Save button from the Toolbar at which point the Cost Rates form is loaded displaying all cost rates that have been set up through the Cost Rates menu. From here you must select a cost rate to continue on: Action Menu Select Cost Rates (F3) This form can also be loaded from the Action menu after the cost code has been saved or by using the F3 function key. Pegasus Training & Consultancy Services. File Name:OIICOS001 20

31 Maintenance/Cost Codes From the list choose the appropriate cost rate descriptions from the Action menu or using: (De) Select F7 Use this to Select/De-select the cost rates one at a time. (De) Select All F6 Use this to select All/De-select All cost rates together. Make a selection and press the OK when ready to continue and enter the remaining details. Pegasus Training & Consultancy Services. File Name:OIICOS001 21

32 Maintenance/Cost Codes Cost Rates Details Cost/Unit Specify a rate at which this cost rate can be charged to a job - per unit. For example, the hourly rate for Labour type cost codes. Pay If this labour cost code is to be transferred to payroll via timesheets, specify the payroll payment profile number applicable to this rate. Ext This only applies to Stock and Labour types. For labour types this option controls whether the employees rate from payroll or the cost rate per unit rate from this table is offered when entering timesheets. For Stock types it dictates whether it is the cost per unit value from the table, the stock s cost price, or the stock s selling price that is used on the cost transaction. Overhead If overheads are calculated as a value then specify the value of the overhead here. For example, it may cost you 200 to supply 500 bricks but there is always a 10 delivery charge to be added. Fix You will be required to specify whether the overhead is fixed, irrespective of the quantity entered or whether it is to be multiplied by the quantity defined. For example, you may have a 10 delivery charge regardless of the quantity delivered or a 10 delivery charge for every 200 bricks delivered. Pegasus Training & Consultancy Services. File Name:OIICOS001 22

33 Maintenance/Cost Codes Overhead % If overheads are calculated as a percentage of the cost rate you will be required to specify what percentage is to be added. For example, you may add 5% to the hourly rate charged on a labour cost to cover travel expenses. Action Menu Fill Rates F7 This function is a quick way of filling the remaining rates in the table with the same information as specified against the rate highlighted. Select Rates F3 This is used to select cost rates from a list of cost rate descriptions as defined through the Cost Rates form. OK This accepts any changes that have been made to this cost code. Memo A memo can be entered for the cost code from the Memo tab. Each time this cost code is selected the system flags the cost code as containing a memo and at anytime its contents can be viewed. List A list of all cost codes can be obtained from the List tab. This list allows selection of further cost codes by clicking the required cost code with the mouse. Pegasus Training & Consultancy Services. File Name:OIICOS001 23

34 Utilities/Stock Cost Codes Utilities/Stock Cost Codes Stock Cost Codes is a wizard that gives a user the facility to import a range of stock items and set them up as Stock type cost codes making the creation of cost codes very quick and efficient. The wizard is a four-stage process. Stage 1 This stage requires a Sequence, Cost Code Extension and values as detailed below: Sequence The sequence of stock items can be chosen by: Stock Reference Category of Stock Cost Code Extension To create the cost codes, indicate here whether their cost is to be set as: Cost/Unit Selling Price Cost Price Update Existing Cost Codes (to update any existing cost codes with the new settings). Overhead This is used to indicate whether an overhead is to be applied. This can be used for any unforeseen/hidden costs on a job. For example, due to bad weather conditions you may have had to hire a tarpaulin to cover the foundations. Enter the overhead as a percentage or a rate an example of each is given. Pegasus Training & Consultancy Services. File Name:OIICOS001 24

35 Utilities/Stock Cost Codes Amount If overheads are calculated as a value then specify the value of the overhead here. For example, it may cost you 200 to supply 500 bricks but there is always a 10 delivery charge to be added. Percent If overheads are calculated as a percentage of the cost rate you will be required to specify what percentage is to be added. For example, you may add 5% to the hourly rate charged on a labour cost to cover travel expenses. Fix You will be required to specify whether the overhead is fixed, irrespective of the quantity entered or whether it is to be multiplied by the quantity defined. For example, you may have a 10 delivery charge regardless of the quantity delivered or a 10 delivery charge for every 200 bricks delivered. When ready to proceed to the next stage click NEXT. Stage 2 The system will display a list of all Stock Items within the sequence chosen. Every Stock item is marked for an automatic update. Simply untick any that are not to be included in this update. The Action menu gives a choice of: (De) Select F7 (De) Select All F6 When ready to proceed to the next stage click NEXT. Pegasus Training & Consultancy Services. File Name:OIICOS001 25

36 Utilities/Stock Cost Codes Stage 3 At this stage choose the Cost Rates that are to be included. The Action menu gives a choice of: (De) Select F7 (De) Select All F6 When ready to proceed to the next stage click NEXT. Pegasus Training & Consultancy Services. File Name:OIICOS001 26

37 Utilities/Stock Cost Codes Stage 4 At this stage the system will begin the import once the START button is clicked. The system will prompt as soon as the import is completed. Pegasus Training & Consultancy Services. File Name:OIICOS001 27

38 Utilities/Global Cost Codes Utilities/Global Cost Codes Global Cost Codes is a wizard that allows the Cost per Unit of multiple Cost Codes to be changed through a single process. The costs can be changed by a certain value, a percentage or completely overwritten. This wizard is a four-stage process: Stage 1 This stage requires a sequence, range and values as indicated below: Sequence Specify a range of cost code types to be affected by the cost change. Range Specify a range of cost codes. Cost/Unit The cost change can be done by either an amount or a percentage. The following options are available: Increase Decrease Overwrite (Overwrite will completely overwrite the existing cost). Pegasus Training & Consultancy Services. File Name:OIICOS001 28

39 Utilities/Global Cost Codes Overhead The Update Overhead check box will allow the cost code overhead to be changed by an amount or a percentage with the option of indicating whether it is charged by the unit or is fixed. When ready to proceed to the next stage click NEXT. Stage 2 The system will display a list of all Cost Codes within the sequence and range that has been chosen. Every Cost Code is marked for an automatic update. Simply untick any that are not to be included in this update. The Action menu gives a choice of: (De) Select F7 (De) Select All F6 When ready to proceed to the next stage click NEXT. Stage 3 At this stage choose the Cost Rates that are to be included. The Action menu gives a choice of: (De) Select F7 (De) Select All F6 When ready to proceed to the next stage click NEXT. Pegasus Training & Consultancy Services. File Name:OIICOS001 29

40 Utilities/Global Cost Codes Stage 4 At this stage the system will begin the update once the START button is clicked. The system will prompt as soon as the update is completed. Pegasus Training & Consultancy Services. File Name:OIICOS001 30

41 Maintenance/Frameworks Maintenance/Frameworks Frameworks allow you to group cost codes that are associated in some way. For example, you wish to calculate the cost, to build a 10ft wall and it takes four hours labour and two bags of cement. Once this information has been set-up then whenever a job entails building a wall, this framework can be selected, with the values multiplied by the required amount, rather than having to pick the individual cost codes each time. Creating a Framework Framework Reference Frameworks are identified by references of your choice, comprising between 1 and 16 alphanumeric characters. Options When a new framework is added you are given the option to model this framework on another framework if required. The choice of selection here is: Create a framework without a model Create a framework using a model Pegasus Training & Consultancy Services. File Name:OIICOS001 31

42 Maintenance/Frameworks Description Enter a suitable description for the Framework for example, Standard Framework. At this point the framework must be saved, using the CTRL+S or the Save button from the Toolbar at which point the Cost Codes form is loaded From here you must select all cost codes relating to this framework to continue on. Action Menu Cost Codes (F7) This form can also be loaded from the Action menu after the Framework has been saved or by using the F7 function key. Cost Code Enter or search for the cost code that forms part of this framework. Pegasus Training & Consultancy Services. File Name:OIICOS001 32

43 Maintenance/Frameworks Description Once the Cost Code is selected the system will display its description. Cost Rate A Cost Rate must be chosen from the drop-down list for budget purposes. Quantity Enter the quantity required for this cost code. Unit The system will display the unit description applicable to the cost code. Press the Enter key to add the cost code to the browse table below. To add another cost code use the CRTL+N or click the New button from the Toolbar. OK This accepts any changes that have been made to this framework. Action Menu Cost codes F7 This is used to add further cost codes to the Framework. Pegasus Training & Consultancy Services. File Name:OIICOS001 33

44 Maintenance/Subcontractors Maintenance/Subcontractors The Subcontractor menu allows entry of name and address details to be entered for all sub-contractors who are to be used in the Costing module. Reference Enter a reference for the subcontractor, which must exist in the People Profiles menu. Search This is used for searching on existing subcontractor records within the Subcontractor tables using the CTRL+F (find) facility. Name/Address/Postcode Once the reference has been selected, the Name, Address and Postcode of the subcontractor are filtered through. Tax Reference A Tax Reference can be recorded for information purposes. Tax Rate A Tax Rate can be specified to charge the subcontractor. If a rate is specified the system calculates the tax that must be deducted from any payments made to the subcontractor for later reporting. Under the Construction Industry Scheme (CIS) for subcontractors the following details are required. Pegasus Training & Consultancy Services. File Name:OIICOS001 34

45 Maintenance/Subcontractors Certification Code From the drop-down list pick a code that is relevant to the type certificate that the Subcontractor holds under the Construction Industry Scheme. The choices are as follows: CIS4(T) CIS4(P) CIS5 CIS5(Partner) CIS6 Registration Number This is a 13 digit number and is mandatory if a Certification Code has been entered. For Certification Codes CIS4(T) and CIS4(P), this number is a Registration Number. For Certification Codes CIS5, CIS5 Partner or a CIS6 this number is a certification number. National Insurance Number This is a 9 digit code and must be entered if a Certification Code has been entered. For Certification Codes CIS4(T), CIS4(P) and CIS6 this number is a National Insurance Number. For Certification Codes CIS5 and CIS5(Partner) this number is a Registration Number. Start Date (Month/Year) This date is may be mandatory for certain CIS types. For Certification Codes CIS5 or CIS5(Partner) the format is MM/YY. Expiry Date (Month/Year) This date is may be mandatory for certain CIS types. When posting costs or timesheets against a subcontractor the system will display a warning if the expiry date is populated and is less than the transaction date. Pegasus Training & Consultancy Services. File Name:OIICOS001 35

46 Maintenance/Contract Maintenance/Contract The Contracts function is an optional way of grouping jobs under a single contract. It will only be accessible if the option has been set to Use Contracts. This is useful for reporting purposes so that when a contract is reported upon the system will include details of all jobs under that contract. Creating a Contract Contract Contract records are identified by references of your choice, comprising between 1 and 8 alphanumeric characters. Options When a new contract is added you are given the option to model this contract on another contract if required. The choice of selection here is: Create a contract without a model Create a contract using a model Pegasus Training & Consultancy Services. File Name:OIICOS001 36

47 Maintenance/Contract Account If you are linking Costing to the Sales and/or Invoicing modules then you are able to access the Sales Ledger account numbers. If an account number is specified then all revenue values for any jobs entered against this contract will be posted against this account in the Sales Ledger. This account number is optional. Project Leader A project leader is someone who exists on the People file and has been ticked as a such. This is a person who is responsible for project leading jobs and phases. If you allocate a project leader against the contract then all jobs linked to this contract will default to the project leader specified. Choose a Project Leader from the drop-down list provided. Description Allocate a suitable description for the contract. Reference You are able to specify a reference if required for this contract. Cost Rate This is the default cost rate that will be offered automatically for jobs using this contract. This rate can be overridden during processing. Choose a cost rate from the drop-down list provided. Planned Start Date Enter the date that work is planned to commence on this contract. Planned Days Specify the planned number of days this contract will run for. Pegasus Training & Consultancy Services. File Name:OIICOS001 37

48 Maintenance/Contract Planned Completed Date The system automatically calculates a completed date from the start date and planned number of days specified. Actual Start Date If you start the contract on a date other than the planned start date, then enter the actual start date here. This date is used for information only. Actual Completion Date This will indicate the actual completion date for the project. Using the Complete F7 command sets this. This action can also complete all Jobs associated with the contract. Budget/Revised Entry to this field will only be allowed if the Budgets on Headers option has been set to on within Costing Set Options. You will be required to allocate a budget for the whole contract. All budgets specified against each cost on a job will be held separately. If allocating the contract budget here the following fields are available for entry: Costs You will be required to specify the original values budgeted for this contract. Write Off You are able if required to specify a write off value, if applicable for this contract. Revenue You will be required to allocate a budget for recording any revenue expected against this contract. If the Budgets on Headers option is set to off, it will not be possible to specify a budget here. However, the system will maintain a contract budget automatically from individual Job budgets totals associated to this Contract. Memo A memo can be entered for the contract from the Memo tab. Each time this contract is selected the system flags the contract as containing a memo and at any time its contents can be viewed. Agreement Terms Any agreement terms can be entered for the contract from the Agreement Terms tab. Each time the contract is selected the system flags the contract as containing agreement terms and at any time its contents can be viewed. List A list of all contracts can be obtained from the List tab. This list allows selection of further contracts by clicking the required one with the mouse. Pegasus Training & Consultancy Services. File Name:OIICOS001 38

49 Maintenance/Contract Action Menu From the Action menu further processes are available: Complete (F7) This process is used to mark the contract as completed and will complete all jobs associated with the contract If Yes is selected the system will prompt for a Completion Date. The system will then confirm that all jobs associated to this contract have been successfully completed. As soon as the OK is selected the contract s Actual Complete Date is updated. The completion can also be cancelled by selecting the Complete F7 command again. The system will display the following prompt. If Yes is selected the Completion Date is cancelled. View (F11) This function allows the user to enquire upon the contract and view all jobs associated with it. There are further Action menus and drill-downs available: Pegasus Training & Consultancy Services. File Name:OIICOS001 39

50 Maintenance/Contract View 1 This first drill-down will display all jobs associated to the contract. Further drill-down is available by highlighting the job required and using the Action menu again. View 2 From the Action/View F12 menu this second screen will display all Cost Types associated with the highlighted job and associated budget/actual totals etc. Further drill down is available by highlighting a Cost Type and using the Action menu again. View 3 This third view gives the choice to either: Zoom (F8) Show All (F11) Pegasus Training & Consultancy Services. File Name:OIICOS001 40

51 Maintenance/Contract Zoom (F8) From the Action/Zoom F8 menu this first screen will display those Cost Codes associated to the Cost Type. For example if hi-lighting a Stock type, this will show all stock type cost codes. From this view the Action menu can be used once again to see the following: Status (F11) Lines (F8) All Lines (F7) Status (F11) This view presents an overall status for the hi-lighted job. Lines (F8) This fist view will show individual transaction lines for a high lighted stock type cost code. Pegasus Training & Consultancy Services. File Name:OIICOS001 41

52 Maintenance/Contract A final facility is available to view the details of the original posting of the transaction with the facility to zoom again to an original document e.g. a sales invoice. Pegasus Training & Consultancy Services. File Name:OIICOS001 42

53 Maintenance/Contract All Lines (F7) This view will present all transaction lines relating to the chosen item. A further view is available to see the original posting details of a transaction. Show All (F11) This view is very similar to the Action/Zoom F8 function but shows every transaction relating to every cost code type with an option to drill down further if required. Follow the screens above for further information. Memo (F12) This facility is provide to view any associated memo to transactions and can be accessed by the Action menus when using the drill-down facilities. Pegasus Training & Consultancy Services. File Name:OIICOS001 43

54 Maintenance/Contract View Estimate (F12) This function allows the user to enquire upon an estimate associated with this contract. There is further Action menus and drill-downs available: View 1 This first drill-down will display all estimates associated to the contract. A further drill-down is available from the Action menu. View 2 This second drill-down will display all Cost Types used in the Estimate. A further drill-down is available from the Action menu. The remaining drill-downs are the same as for the View F11 function. Pegasus Training & Consultancy Services. File Name:OIICOS001 44

55 Maintenance/Department Maintenance/Department This facility is available to create a list of departments within the organisation. This gives the ability to associate Jobs to a department for reference purposes and gives a selection criteria on reports. Creating a Department Code This is a 4 character alpha numeric code for look up purposes. Description Enter a suitable description for the department. List A list of all Departments can be obtained from the List tab. This list allows selection of further profiles by clicking the required profile with the mouse. Pegasus Training & Consultancy Services. File Name:OIICOS001 45

56 Estimate Processing Estimate Processing It is through the Estimate Processing function found on the main Costing menu that all estimate production is done in readiness for Job Processing. The Estimate Processing function allows you to produce a costing estimate without actually creating a job. The estimate has costs/revenues budgeted against it, can be linked to a contract and sales account and have agreement terms recorded against it. The system will also display a projected profit figure for the estimate figure, calculated from the cost and revenue budgets entered. Modelling an existing estimate or an existing job can produce an estimate. Once on the system the estimate can then be turned into/used as a basis for a job. Pegasus Training & Consultancy Services. File Name:OIICOS001 46

57 Estimate Processing Creating an Estimate Estimate/Phase Estimate records are referenced by a number of up to ten alphanumeric characters. If you have set the option to use phases you can also enter a phase number using a further three characters. The combination of an estimate and phase number makes a unique reference for each phase within a job and keeps all costing records separate from any other phase. Options When a new estimate is added you are given the option to model this estimate on another estimate or job if required. The choice of selection here is: Create an Estimate without a Model Create an Estimate using a Job Model Create an Estimate using an Estimate Model If creating the estimate using a Job or Estimate model the following options are available: You can pick from the list of existing estimates/jobs to base this estimate on. Pegasus Training & Consultancy Services. File Name:OIICOS001 47

58 Estimate Processing Once you have made a selection, the system will need to know whether you are going to copy the header record only or the header record plus the original budget (whole structure) from the model as indicated below: If copying the original budget the values can be set to zero. This will keep just the cost code information only. For example, Bricks, Cement, Labour but without any budget values. Contract An estimate may be linked to one of the contracts that have been created on the system. Details from the contract header will then be brought through onto this estimate header screen. Pegasus Training & Consultancy Services. File Name:OIICOS001 48

59 Estimate Processing Account If the Costing module is linked to the Sales Ledger you may optionally enter a customer account number. If the estimate is processed into a job then it is only this customer that can analyse invoice postings to this job. This may only be changed if the estimate is not linked to a contract. Project Leader A person from the People file can be nominated as the Project Leader for this estimate. This is a reporting tool to allow costing reports to be produced in Project Leader sequence etc. Choose the appropriate leader from the drop-down list. Department A department from the Department table can be nominated as the Department in charge of this estimate. This is a reporting tool to allow costing reports to be produced in Department sequence etc. Choose the appropriate department from the drop-down list. Description Enter the description for this estimate. If a contract has been entered the system will default to the contract description. This will be filtered through to a job description if a job is created from this estimate. However this can be changed if required. Reference This is an optional reference field for reporting purposes. If a contract has been entered the system will default to the Contract reference. This will also filter through to a job reference if a job is created from this estimate. However this can be changed if required. Cost Rate The Cost Rate specified here is that which the system will default to when entering budgets for this estimate. For example, if it were an estimate for an Pegasus Training & Consultancy Services. File Name:OIICOS001 49

60 Estimate Processing overseas customer it would make sense to have the system defaulting to your overseas cost rate when entering the cost code budgets. If a contract has been entered the system will default to the cost rate of the contract. This will also filter through to a job if a job is created from this estimate. However it can be changed. Choose a Cost Rate from the drop-down list provided. Planned Start Date Enter the date that work is planned to commence on this estimate. If a contract has been entered this will filter through from the contract. If the estimate is turned into a job this will also filter through to the job. However this can be changed if required. Planned Days Specify the planned number of days this contract will run for. If a contract has been entered this will filter through from the contract. If the estimate is turned into a job this will also filter through to the job. However this can be changed if required. Planned Completion Date The system automatically calculates a completion date from the start date and planned number of days specified. If a contract has been entered this will filter through from the contract. If the estimate is turned into a job this will also filter through to the job. However this can be changed if required. Open Item The setting of this check box is only relevant when the estimate is turned into a job. If switched to off then transactions on a job are cleared down during reorganisation, leaving just a balance representing the total of these transactions. If switched to on then all transactions will remain on a job for viewing and reporting on until the job is removed after completion. Budget/Revised Entry to this field will only be allowed if the Budgets on Headers option has been set to on within Costing Set Options. You will be required to allocate a budget for the whole estimate. This budget is never updated by the system and is purely for reporting purposes only. All budgets specified against each cost on a job are held separately. If allocating the estimate budget here the following fields are available for entry: Costs You will be required to specify the original values budgeted for this estimate. Write Off You are able if required to specify a write off value, if applicable for this estimate. Pegasus Training & Consultancy Services. File Name:OIICOS001 50

61 Estimate Processing Revenue You will be required to allocate a budget for recording any revenue expected against this estimate. If the Budgets on Headers option is set to off, it will not be possible to specify a budget here. However, the system will maintain an estimate budget automatically from individual job budget totals associated to this estimate. Memo A memo can be entered for the estimate from the Memo tab. Each time this estimate is selected the system flags the contract as containing a memo and at any time its contents can be viewed. Agreement Terms Any agreement terms can be entered for the estimate from the Agreement Terms tab. Each time the estimate is selected the system flags the estimate as containing agreement terms and at any time its contents can be viewed. List A list of all estimates can be obtained from the List tab. This list allows selection of further estimates by clicking the required one with the mouse. Pegasus Training & Consultancy Services. File Name:OIICOS001 51

62 Estimate Processing Entering an Estimate Budget Action Menu From the Action menu further processes are available: Budgets (F5) The Budgets function is where individual cost codes can be selected for this estimate and where budgets are recorded against them. This figure is used to calculate the total budget for the estimate and is then displayed on the estimate header screen. If a job is created from an estimate, the system gives the option of either modelling just the estimate header screen details or the cost code budget lines as well. Pegasus Training & Consultancy Services. File Name:OIICOS001 52

63 Estimate Processing Framework If a Framework is selected the system will require the user to enter a quantity that the framework values are to be multiplied by before inserting them into the table. For example, if a framework has been created to cover a days consultancy fees taking the values from that framework and multiplying them by ten could obtain an estimate for two weeks consultancy. It is the individual cost code lines from the framework that will appear in the table. If a Framework is to be used select from the drop-down list provided. If you leave the Framework blank you must enter a cost code instead. Cost Code Enter any cost codes that form the estimate. If a Cost Code is to be used select from the drop-down list provided (by pressing F4). If you leave the Cost Code blank a Framework must be entered instead. Description This defaults to the cost code/framework description but can be changed for this estimate. Line The line number dictates the order in which the costs are displayed in the table below and uniquely identifies each line in the table. This also allows you to group cost codes together in the table. Cost Rate This defaults to that entered on the estimate header and dictates which cost per unit value will be used on this budget line. Sales/Purchase Code These codes default to those entered against the Cost Code. Units For a framework enter the value by which the framework quantities are to be multiplied by. For an individual cost code this is the quantity to be used for this estimate, for example, the number of hours to be budgeted for against a labour type cost code. Cost/Unit Enter the Cost Per Unit for this budget line. This will default to that which has been specified on the cost code header screen, at the cost rate specified above. Total Cost The total cost to the business before any overhead or margin value has been added. Calculated by the Units multiplied by the Cost per Unit. Overhead If an overhead value or percentage has been entered on the cost code header then the resultant value is displayed here. Pegasus Training & Consultancy Services. File Name:OIICOS001 53

64 Estimate Processing Uplifted This field is maintained by the system and is the total cost plus any overhead/margin that has been added. Once cost code budget lines have been entered into the table at the bottom of the screen, press the Escape key and any changes can be made to the entries by using the following options: Add a new line It is possible to add a new line by clicking on the Create a New Record icon on the record toolbar. This will add the new line to the bottom of the table of entries. Insert a line It is possible to insert a new line above the point of the currently highlighted line by clicking on the Insert a New Record icon on the record toolbar. Delete a line It is possible to delete any line by highlighting it and clicking on the Delete Current Record icon on the record toolbar. Edit a Line By highlighting a document line, the line details appear in the top part of the document form. From here, all fields become available for editing. Ok Click on the OK button to save the record and to enter the estimate details onto the system. Pegasus Training & Consultancy Services. File Name:OIICOS001 54

65 Estimate Processing Viewing a Estimate Action Menu View (F12) This function allows the user to enquire upon the estimate and view all cost code budgets entered for it. The budgets are firstly shown grouped into their Cost Types. From the Action menu/zoom F8 a further drill-down is available to show all the Cost Codes used relating to the highlighted Cost Type. Pegasus Training & Consultancy Services. File Name:OIICOS001 55

66 Estimate Processing Memo (F12) This will display any related memos entered against the estimate. In Job Processing a similar View function is available, however in addition to displaying the cost code budgets as above it is also possible to see actual transactions recorded against each cost code. Show All (F11) Displays all Cost Codes relating to all Cost Types picked from the estimate. Pegasus Training & Consultancy Services. File Name:OIICOS001 56

67 Estimate Processing Printing an Estimate When viewing the Estimate a print out can be obtained to produce either a Quote or a Detailed report using the following: Print (Ctrl + P) This is available by clicking the print button from the toolbar menu or using Ctrl + P. This will produce a hard copy of the budgets being displayed. A further printout is also available to either produce a Quote or a Detailed report. Pegasus Training & Consultancy Services. File Name:OIICOS001 57

68 Estimate Processing Quote Selecting Quote gives the user the ability to produce a quotation that could be sent out to the customer. The quotation will show either the total cost of the estimate or a breakdown of all costs associated to the estimate depending on the preferred method selected. Pegasus Training & Consultancy Services. File Name:OIICOS001 58

69 Estimate Processing Details Selecting Details will produce a printout that contains all details of the estimate including the budget assigned, number of days it will take to complete and actual budgeted costs against revenue costs, therefore calculating an expected profit. Pegasus Training & Consultancy Services. File Name:OIICOS001 59

70 Job Processing Job Processing It is through the Job Processing function found on the main Costing menu that all job transaction production is performed. When Job Processing is selected from the menu, the system will initially display a job record. It is from this screen that all further processing is done; including creating all jobs in the job costing cycle. When jobs are created they can either be entered in from scratch or modelled on an existing job or estimate. If modelled, the system gives the option of modelling just the header screen details or bringing over cost code budget lines and values as well. Once the header details for a job have been created, budgets for the cost codes to be used can be entered. Cost Codes that have had budgets recorded against them form the structure of the job. If the Cost Code Additions option is set to off, it is only those cost codes that may have costs recorded against them during transaction posting. However, if the option is set to on the structure is not so rigid and any cost code can have a cost recorded against it during processing, even if it has not yet had a budget entered for it. Note: Any processing that is performed through this screen is performed in relation to a particular job. Therefore it is important to ensure that the correct job is being displayed on screen before selecting any of the processing functions from the Action menu. Pegasus Training & Consultancy Services. File Name:OIICOS001 60

71 Job Processing Creating a Job Job/Phase Job records are referenced by a number of up to ten alphanumeric characters. If you have set the option to use phases you can also enter a phase number using a further three characters. The combination of a job and phase number makes a unique reference for each phase within a job and keeps all costing records separate from any other phase. Options When a new job is added you are given the option to model this job on another job or estimate if required. The choice of selection here is: Create a Job without a Model Create a Job using a Job Model Create a Job using an Estimate Model If creating the job using a Job or Estimate model the following options are available: You can pick from the list of existing jobs/estimates to base this job on. Pegasus Training & Consultancy Services. File Name:OIICOS001 61

72 Job Processing Once you have made a selection, the system will need to know whether you are going to copy the header record only or the header record plus the original budget (whole structure) from the model as indicated below: If copying the original budget the values can be set to zero. This will keep just the cost code information only. For example, Bricks, Cement, Labour but without any budget values. Contract A job may be linked to one of the contracts that have been created on the system. Details from the contract header will then be brought through onto this job header screen. Pegasus Training & Consultancy Services. File Name:OIICOS001 62

73 Job Processing Account If the Costing module is linked to the Sales Ledger you may optionally enter a customer account number. This may only be changed if the job is not linked to a contract. Project Leader A person from the People file can be nominated as the Project Leader for this job. This is a reporting tool to allow costing reports to be produced in Project Leader sequence etc. Choose the appropriate leader from the drop-down list. Department A department from the Department table can be nominated as the department in charge of this job. This is a reporting tool to allow costing reports to be produced in department sequence etc. Choose the appropriate department from the dropdown list. Description Enter the description for this job. If a contract has been entered the system will default to the contract description. However, this can be changed if required. Reference An optional reference field for reporting purposes. If a contract has been entered the system will default to the contract reference. However, this can be changed if required. Cost Rate The Cost Rate specified here is that which the system will default to when entering budgets for this job. For example, if it were a job for an overseas Pegasus Training & Consultancy Services. File Name:OIICOS001 63

74 Job Processing customer it would make sense to have the system defaulting to your overseas cost rate when entering the cost code budgets. If a contract has been entered the system will default to the cost rate of the contract. However, it can be changed if required. Choose a Cost Rate from the drop-down list provided. Planned Start Date Enter the date that work is planned to commence on this job. If a contract has been entered this will filter through from the contract. However, this can be changed if required. Planned Days Specify the planned number of days this job will run for. If a contract has been entered this will filter through from the contract. However, this can be changed if required. Planned Completed Date The system automatically calculates a completed date from the start date and planned number of days specified. If a contract has been entered this will filter through from the contract. However, this can be changed if required. Actual Start Date If you start the job on a date other than the planned start date, then enter the actual start date here. This date is used for information only. Actual Completion Date This will indicate the actual completion date for the project. Using the Complete F7 from the Action menu sets this. Allow Cost Code Budgets This check box dictates whether individual cost code budgets are to be entered on the job or not. If switched to off it will not be possible to use the Budgets function to enter cost code budgets. This also means that there is no structure to the job and any cost code can have costs recorded against it for this job during processing. If switched to on then cost code budgets are entered through the Budgets function and the system follows the rules of the Cost Code Additions option during transaction postings. Open Item The setting of this check box is only relevant when the job is turned into a job. If switched to off then transactions on a job are cleared down during reorganisation, leaving just a balance representing the total of these transactions. If switched to on then all transactions will remain on a job for viewing and reporting on until the job is removed after completion. Budgets Agreed When this is set to on it means that all original budgets entered on the cost codes and job headers are now fixed and agreed. Any amendments to budgets will now only be reflected in the Revised Budget fields. Pegasus Training & Consultancy Services. File Name:OIICOS001 64

75 Job Processing Budget/Revised Entry to this field will only be allowed if the Budgets on Headers option has been set to on within Costing Set Options. You will be required to allocate a budget for the whole job. This budget is never updated by the system and is purely for reporting purposes only. All budgets specified against each cost on a job are held separately. If allocating the job budget here the following fields are available for entry: Costs You will be required to specify the original values budgeted for this job. Write Off You are able if required to specify a write off value, if applicable for this job. Revenue You will be required to allocate a budget for recording any revenue expected against this job. If the Budgets on Headers option is set to off, it will not be possible to specify a budget here. However, the system will maintain an job budget automatically from individual Job budgets totals associated to this job. Actual/Uplifted These fields are maintained by the system and reflect the actual costs that have been entered. %Complete A percentage Completed figure shows the comparison between the budget and what actual costs have been incurred. Memo A memo can be entered for the job from the Memo tab. Each time this job is selected the system flags the job as containing a memo and at any time its contents can be viewed. Agreement Terms Any agreement terms can be entered for the job from the Agreement Terms tab. Each time the job is selected the system flags the job as containing agreement terms and at any time its contents can be viewed. List A list of all jobs can be obtained from the List tab. This list allows selection of further jobs by clicking the required one with the mouse. After these header screen details have been entered, individual cost code budgets can then be entered through the Budgets command from the Action menu, provided the Allow Cost code Budgets check box is set to on. Pegasus Training & Consultancy Services. File Name:OIICOS001 65

76 Entering a Job Budget Entering a Job Budget The Budgets function is where individual cost codes can be selected for this job and where budgets are recorded against them. This figure is used to calculate the total budget for the job and is then displayed on the job header screen. Budgets F5 From the Action Menu select Budgets F5. If a job is created from an estimate, the system gives the option of either modelling just the job header screen details or the cost code budget lines as well. Framework If a Framework is selected the system will require the user to enter a quantity that the framework values are to be multiplied by before inserting them into the table. For example, if a framework has been created to cover a days consultancy fees taking the values from that framework and multiplying them by ten could obtain an job for two weeks consultancy. It is the individual cost code lines from the framework that will appear in the table. If a Framework is to be used select from the drop-down list provided. If you leave the Framework blank you must enter a cost code instead. Cost Code Enter the any cost codes that form the job. If a Cost Code is to be used select from the drop-down list provided. If you leave the Cost Code blank a Framework must be entered instead. Description This defaults to the cost code/framework description but can be changed for this job. Pegasus Training & Consultancy Services. File Name:OIICOS001 66

77 Entering a Job Budget Line Number The line number dictates the order in which the costs are displayed in the table below and uniquely identifies each line in the table. This also allows you to group cost codes together in the table. Cost Rate This defaults to that entered on the job header and dictates which cost per unit value will be used on this budget line. Sales/Purchase Code These codes default to those entered against the Cost Code. Budget Units For a framework enter the value by which the framework quantities are to be multiplied by. For an individual cost code this is the quantity to be used for this job, for example, the number of hours to be budgeted for against a labour type cost code. Cost/Unit Enter the Cost Per Unit for this budget line. This will default to that which has been specified on the cost code header screen, at the cost rate specified above. Total Cost The total cost to the business before any overhead or margin value has been added. Calculated by the Units multiplied by the Cost per Unit. Overhead If an overhead value or percentage has been entered on the cost code header then the resultant value is displayed here. Uplifted This field is maintained by the system and is the total cost plus any overhead/margin that has been added. Revised/Actual These two lines are identical to the processes above but relate to cost codes budgets that have been revised and actual transactions that have been entered against the job. Further details to these processes follow in this manual. Once cost code budget lines have been entered into the table at the bottom of the screen, press the Escape key and any changes can be made to the entries by using the following options: Add a new line It is possible to add a new line by clicking on the Create a New Record icon on the record toolbar. This will add the new line to the bottom of the table of entries. Pegasus Training & Consultancy Services. File Name:OIICOS001 67

78 Entering a Job Budget Insert a line It is possible to insert a new line above the point of the currently highlighted line by clicking on the Insert a New Record icon on the record toolbar. Delete a line It is possible to delete any line by highlighting it and clicking on the Delete Current Record icon on the record toolbar. Edit a Line By highlighting a document line, the line details appear in the top part of the document form. From here, all fields become available for editing. Ok Click on the OK button to save the record and to enter the job details onto the system. Pegasus Training & Consultancy Services. File Name:OIICOS001 68

79 Entering a Job Budget Viewing a Budget Action Menu The Action menu provides facilities to view the Job status and any transaction information. View Status (F11) This function displays job totals for such things as budgets, write offs, revenues, actual costs and profits. This view can be toggled between: Current Status (F8) Previous Status (F7) This is useful as it shows the difference between the job totals before any changes have been made (previous status) and how the job will look if OK is used to confirm the changes that have been made (current status). This facility is also available during any transaction postings. Pegasus Training & Consultancy Services. File Name:OIICOS001 69

80 Entering a Job Budget Lines (F8) This will display any transactions that have been posted against the job. Using the Action menu/zoom (F8) again will show the original posting screen relating to the highlighted transaction. This screen can also drill-down to original documents for example, a sales invoice. Pegasus Training & Consultancy Services. File Name:OIICOS001 70

81 Entering a Job Budget All Lines (F7) This acts exactly the same as Lines (F8) but shows all transactions posted against the job. Pegasus Training & Consultancy Services. File Name:OIICOS001 71

82 Posting Transactions to Jobs Posting Transactions to Jobs Costs F6 The Costs function is where all General Costs can be recorded. These can be for all cost code types except Revenues, which have their own menu function, and Stock types that are processed from within Stock Control. If Labour type costs are to be transferred to Payroll they must be entered through the Timesheets function instead of here. Cost Code Enter, or partially search for, the cost code that a cost is to be recorded against. Alternatively use the F4 key to display a list of all cost codes that have been budgeted for against the job. If the Cost Code Additions option is set to on the F5 - Assign New Cost Code key from the Action menu can be used to select any of the valid cost codes that have been created. Line The line number is displayed for reference purposes and indicates the line number that was allocated to the cost code when entering the job budget. The line number dictates the order in which the costs are displayed when viewing transactions. Date/Reference Entry of a transaction date and reference is mandatory. Cost Rate This will default to that entered on the job budget screen and determines what cost per unit rate is used for this transaction. Pegasus Training & Consultancy Services. File Name:OIICOS001 72

83 Posting Transactions to Jobs Unit This is the transaction quantity. Alongside this field the system will display the factor description for the cost code. This will give some idea of what type of quantity the system is expecting you to enter. For example, for Labour type cost codes it might read Hours/Min., for Supply of Cement it might say No. of Bags etc. Cost/Unit The cost per unit will default to that entered on the cost code header for the rate specified above. It can be overridden for this transaction. Total The total cost, before any overhead/margin value has been added. Calculated by the Quantity multiplied by the Cost per Unit. Overhead If an overhead value or percentage has been entered on the cost code header then the resultant value will be displayed here. This can be amended for this transaction as required. Uplifted This field is maintained by the system and is the total for this line; total cost plus any overhead. Description This will default to the description of the cost code, but can be changed for this transaction. This is useful for costs that are likely to have a different description every time. For example, Overhead types might be Bad Weather Conditions, Emergency Supplies. Write Off/Up types will be different every time. Comment A 30-character comment can be recorded against the transaction. Period/Year This is purely for analysis and reporting purposes and identifies the period and year the transaction relates to (if periods in use). OK To save the cost entries click the OK button to accept the transactions. The system will then update each cost code budget with an Actual figure. Actual transactions are also displayed on the Job Header screen for the job as a whole. If the Print on Cost Entry option is switched ON in Utilities then a hard copy of the Actual costs entered can also be taken at this point. Memo It is possible to record a memo against each individual transaction by selecting the Memo tab. Pegasus Training & Consultancy Services. File Name:OIICOS001 73

84 Posting Transactions to Jobs Action Menu Assign Cost Codes F5 If the Cost Code Additions option is set to on, the Assign Cost Code F5 menu can be used to select additional Cost Codes to record the cost against that have not been previously budgeted for. Status F11 The Status F11 function will give the same display as already seen through the Budgets function earlier. I.e. the current and previous status of the job before and after these transactions have been accepted. Pegasus Training & Consultancy Services. File Name:OIICOS001 74

85 Posting Transactions to Jobs Timesheets The Timesheets function is where Labour and Contractor costs can be recorded. Any Labour type costs must be analysed to an employee and the figures can be transferred over to Payroll using the Payroll Transfer function. Any Contractor type costs will not transferred to Payroll but they must be analysed to a subcontractor. If Costing is not linked to the Payroll module it possible to select a person who has been flagged as an employee from the People Profile facility in the System Manager module. Cost Code This is as per the Costs function, except that the system will only display Labour and Contractor type cost codes for selection. Line The line number is displayed for reference purposes and indicates the line number that was allocated to the cost code when entering the job budget. The line number dictates the order in which the costs are displayed when viewing transactions. Reference Enter a reference for the timesheet. This is a mandatory field. Date Enter a transaction date relating to the timesheet. This is a mandatory field. Employee Entry to this field is only allowed if a Labour type cost code has been selected. Enter, or partially search for an employee reference that exists in Payroll. It is to this employee that the value of this transaction will be recorded against in Payroll Pegasus Training & Consultancy Services. File Name:OIICOS001 75

86 Posting Transactions to Jobs after a Payroll Transfer. Exactly which of the 999 payment types the transaction is recorded against is specified on the cost code header screen. Pay Period Specify the pay period that you wish this timesheet line to be analysed to in Payroll. This defaults to the current pay period but can be set to a future pay period if within the current tax year. Subcontractor This is used to identify a subcontractor, if the cost code selected was a Contractor type. Enter a partial search or use the F4 key to select from a list of subcontractors from the Subcontractor table. Cost Rate This will default to that entered for the Cost Code on the Job Budgets screen and determines what cost per unit rate is used against this transaction. Hours/Dec Enter the number of hours worked. Cost per Unit This is the hourly rate and is picked up from the Cost Rate chosen for this transaction. The value displayed will default to either that on the cost code header or the employee s rate from Payroll, depending upon the setting of the EXT field on the cost code header screen. Total The total cost, before any overhead/margin value has been added. This is calculated by Hours/Mins multiplied by the Cost per Unit. Overhead If an overhead value or percentage has been entered on the cost code rate then the resultant value will be displayed here. This can be amended for this transaction as required. Uplifted This field is maintained by the system and is the total for this line, calculated by the total cost plus any overhead/margin. Period/Year This is purely for reporting purposes and identifies the period and year that this transaction relates to (if periods are in use). Description This will default to the description entered on the cost code but can be changed for this transaction if required. Ok Once the transaction lines have been entered into the table at the bottom, further entries can be made by selecting another cost code. To save the timesheet entries click the OK button to accept the transactions. The system will then update each Pegasus Training & Consultancy Services. File Name:OIICOS001 76

87 Posting Transactions to Jobs cost code budget with an Actual figure. Actual transactions are also displayed on the Job Header screen for the job as a whole. If the Print on Cost Entry option is switched ON in Utilities then a hard copy of the timesheets entered can also be taken at this point. Memo It is possible to record a memo against each individual transaction by selecting the Memo tab. Action Menu Assign Cost Codes F5 If the Cost Code Additions option is set to on, the Assign Cost Code F5 menu can be used to select additional Cost Codes to record the cost against that have not been previously budgeted for. Status F11 The Status F11 function will give the same display as already seen through the Budgets function earlier. I.e. the current and previous status of the job before and after these transactions has been accepted. The Labour type costs get transferred to the relevant employee s payment screen in the Payroll module when you perform a payroll transfer. When it is transferred either the total value or the units get transferred depending upon the setting of the cost code when it was created. The total or unit value get recorded against whatever payment number was specified when the cost code was created. Pegasus Training & Consultancy Services. File Name:OIICOS001 77

88 Posting Transactions to Jobs Commitments This function allows you to record a cost against a job, as a cost that you know must be incurred at some point in the future, even though the exact value of the cost is not yet known. Then later, when the final cost of the transaction is known, the committed cost can be edited with the correct value and then confirmed as a true cost transaction. Commitment transactions can be recorded against Contractor, Direct Expense and Recharge Expense cost code types. For Stock type cost codes it is only possible to use those that have a blank stock reference. However, if the Purchase Order Processing module is installed on a system then it can create its own commitment transactions automatically against a job including Stock type cost codes including those that have a stock reference specified. For example, you may have placed an order with a supplier, but it is not until the supplier s invoice comes in that you know the final true cost. When the purchase invoice is matched against the order line within POP or PIR, the commitment cost transaction on the job will be automatically amended to show the real cost value before being confirmed as a true cost. If part of the order line is still outstanding then the amount outstanding will remain uncommitted. When producing reports in the Costing module the system gives a choice of whether unconfirmed committed costs are to be included in the figures or not. Pegasus Training & Consultancy Services. File Name:OIICOS001 78

89 Posting Transactions to Jobs Cost Code Enter, or partially search for, the cost code that a commitment cost is to be recorded against. Alternatively use the F4 key to display a list of all cost codes that have been budgeted for against the job. If the Cost Code Additions option is set to on the F5 - Assign New Cost Code key from the Action menu can be used to select any of the valid cost codes that have been created. Line The line number is displayed for reference purposes and indicates the line number that was allocated to the cost code when entering the job budget. The line number dictates the order in which the costs are displayed when viewing transactions. P/Order This field is only relevant if the Purchase Order Processing module has been used to create the commitment by raising a purchase order. This will display the purchase order number that is issued against this commitment. Stock Status This field is only relevant if the Purchase Order Processing module has been used to create the commitment by raising a purchase order. This will display the status of stock as the commitment is raised and will update once a delivery of stock has been received. Stock Reference This field is only relevant if the Purchase Order Processing module has been used to create the commitment by raising a purchase order. This will display the actual stock reference relating to the stock item that the purchase order has been raised for. Date/Reference Entry of a transaction date and reference is mandatory. Cost Rate This will default to that entered on the job budget screen and determines what cost per unit rate is used for this transaction. Unit This is the transaction quantity. Alongside this field the system will display the factor description for the cost code. This will give some idea of what type of quantity the system is expecting you to enter. For example, for Labour type cost codes it might read Hours/Min., for Supply of Cement it might say No. of Bags etc. Cost/Unit The cost per unit will default to that entered on the cost code header for the rate specified above. It can be overridden for this transaction. Total The total cost, before any overhead/margin value has been added. Calculated by the Quantity multiplied by the Cost per Unit. Pegasus Training & Consultancy Services. File Name:OIICOS001 79

90 Posting Transactions to Jobs Overhead If an overhead value or percentage has been entered on the cost code header then the resultant value will be displayed here. This can be amended for this transaction as required. Uplifted This field is maintained by the system and is the total for this line; total cost plus any overhead. Description This will default to the description of the cost code, but can be changed for this transaction. This is useful for costs that are likely to have a different description every time. For example, Overhead types might be Bad Weather Conditions, Emergency Supplies. Write Off/Up types will be different every time. Comment A 30 character comment to be recorded against the transaction. Period/Year This is purely for analysis and reporting purposes and identifies the period and year the transaction relates to (if periods in use). OK To save the commitment cost entries click the OK button to accept the transactions. The system will then update each cost code budget with a commitment cost figure. Commitment transactions are displayed with any Actual Costs on the Job Header screen for the job as a whole. However a separate breakdown can be obtained by using the View menu, where commitment costs are displayed separately. If the Print on Cost Entry option is switched to on in Utilities then a hard copy of the commitment costs entered can also be taken at this point. Memo It is possible to record a memo against each individual transaction by selecting the Memo tab. Pegasus Training & Consultancy Services. File Name:OIICOS001 80

91 Posting Transactions to Jobs Action Menu Assign Cost Codes F5 If the Cost Code Additions option is set to on, the Assign Cost Code F5 menu can be used to select additional Cost Codes to record the cost against those that have not been previously budgeted for. Status F11 The Status F11 function will give the same display as already seen through the Budgets function earlier. I.e. the current and previous status of the job before and after these transactions have been accepted. (Un) Confirm F6 Later, when you receive the invoice, you can, if necessary, update the commitment details with the actual invoice details and then convert the commitment into a cost record by confirming it using the (Un)Confirm F6 function. If you have the P/Orders module, you can raise purchase order records that generate commitment transactions for job records using that module. If you subsequently generate an invoice for the purchase order, either using the purchase invoice register facilities in the Purchase module, or the invoice processing facilities in the P. Orders module, the commitment is converted to an actual job cost. Pegasus Training & Consultancy Services. File Name:OIICOS001 81

92 Posting Transactions to Jobs Revenues F8 The Revenues function allows revenue values to be recorded against the job. These revenue transactions can either be entered as an unallocated transactions or it can be produced by marking existing cost transactions as being ready for invoicing and thus allocating revenue transactions against them. If a system has the Invoicing/SOP module, then during the entry of revenue transactions the system will give the option of creating a corresponding document for the customer. This document will then be available for invoicing through the normal document progression techniques in the Invoicing/SOP module. Pegasus Training & Consultancy Services. File Name:OIICOS001 82

93 Posting Transactions to Jobs Cost Code Enter, or partially search for, the revenue cost code that a cost is to be recorded against. Alternatively use the F4 key to display a list of all revenue cost codes that have been budgeted for against the job. If the Cost Code Additions option is set to on the F5 - Assign New Cost Code key from the Action menu can be used to select any of the valid revenue cost codes that have been created. Line The line number is displayed for reference purposes and indicates the line number that was allocated to the revenue cost code when entering the job budget. The line number dictates the order in which the costs are displayed when viewing transactions. Date/Reference Entry of a transaction date and reference is mandatory. Invoice Method An option that determines how the invoice costs are derived. You can select one of the following from a list: Direct Invoice Invoice costs By Total Cost Invoice cost by each Line Invoice Costs By code Invoice costs By Type Invoice Costs By Framework The selection made here determines exactly how the revenue entry will appear on the job. It also affects the output on the Invoicing/SOP document if one is produced. An explanation of each is given at the end of this section. Cost Rate This will default to that entered on the job budget screen and determines what cost per unit rate is used for this transaction. Unit This is the transaction quantity. Alongside this field the system will display the factor description for the revenue cost code. This will give some idea of what type of quantity the system is expecting you to enter. For example, for Labour type revenue cost codes it might read Hours/Min., for Supply of Cement it might say No. of Bags etc. Cost/Unit The cost per unit will default to that entered on the revenue cost code header for the rate specified above. It can be overridden for this transaction. Total The total cost, before any overhead/margin value has been added. Calculated by the Quantity x Cost per Unit. Pegasus Training & Consultancy Services. File Name:OIICOS001 83

94 Posting Transactions to Jobs Overhead If an overhead value or percentage has been entered on the revenue cost code header then the resultant value will be displayed here. This can be amended for this transaction as required. Uplifted This field is maintained by the system and is the total for this line; total cost plus any overhead. Description This will default to the description of the revenue cost code, but can be changed for this transaction. This is useful for costs that are likely to have a different description every time. For example, Overhead types might be Bad Weather Conditions, Emergency Supplies. Write Off/Up types will be different every time. Comment A 30 character comment to be recorded against the transaction. Period/Year This is purely for analysis and reporting purposes and identifies the period and year the transaction relates to (if periods in use). OK To save the cost entries click the OK button to accept the transactions. The system will then update each revenue cost code budget with an Actual figure. Actual transactions are also displayed on the Job Header screen for the job as a whole. If the Print on Cost Entry option is switched ON in Utilities then a hard copy of the Actual costs entered can also be taken at this point. Memo It is possible to record a memo against each individual transaction by selecting the Memo tab. Action Menu Assign Cost Codes F5 If the Cost Code Additions option is set to on, the Assign Cost Code F5 menu can be used to select additional Revenue cost codes to record the cost against that have not been previously budgeted for. Status F11 The Status F11 function will give the same display as already seen through the Budgets function earlier. I.e. the current and previous status of the job before and after these transactions have been accepted. Pegasus Training & Consultancy Services. File Name:OIICOS001 84

95 Posting Transactions to Jobs Default Invoice Method The selection made here determines exactly how the revenue entry will appear on the job. It also affects the output on the Invoicing/SOP document if one is produced. If a Default Invoice method has been specified within Set Options then it will be automatically displayed in this drop-down list. Direct Invoice This method produces a single, unallocated revenue transaction line on the job. The fields required to enter are exactly the same as those for a general cost entered through the Costs function. Invoice Costs by Total Cost This will produce a single revenue line, the value of which is the total of all the cost transactions that were ticked. If an Invoicing/SOP document for this is produced it would result in a single line on the document, representing all of the ticked cost transactions. Invoice Costs by Each Line This will produce a corresponding revenue transaction line for each cost transaction that was ticked. If an Invoicing/SOP document for this is produced it would result in a line on the document for each cost transaction that is to be invoiced. Invoice Costs by Code This will produce a revenue transaction line representing the total of each individual cost code that was ticked. For example, 100 for D001, 200 for L001; where the 100 is the total of all D001 transactions that were ticked and the 200 was the total of all L001 transactions that were ticked. If an Invoicing/SOP document for this were produced it would result in a line on the document representing a total for each cost code that is to be invoiced. Pegasus Training & Consultancy Services. File Name:OIICOS001 85

96 Posting Transactions to Jobs Invoice Costs by Type This will produce a revenue transaction line representing the total of each cost code type that was ticked. For example, 100 for Direct Expenses, 200 for Overheads, 300 for Contractors etc. If an Invoicing/SOP document is produced it would result in a line on the document for each cost type to be invoiced. Framework This will produce a revenue transaction line representing a Framework. The system would then list details of any additional cost codes that have been used after the framework. When posting revenue lines, the program lists all outstanding costs so you can select the costs to be invoiced against the selected revenue cost code. The total quantity and value, plus the overhead, is calculated from the selected cost lines. The quantity and cost per unit are zeroed as these may differ, and only the value is shown on the entry screen. Pegasus Training & Consultancy Services. File Name:OIICOS001 86

97 Posting Transactions to Jobs Action Menu To make a selection use the Action menu or the shortcut keys detailed below: (De) Select F7 This will select or unselect the cost code to be included in this transaction. (De) Select All F6 This will select all or unselect all cost codes to be included in this transaction. OK Pressing the OK button will accept the selected cost codes and return control back to the revenue transaction entry screen. The system will firstly confirm that the selected costs are to be allocated. Once the revenue line has been entered, the revenue lines are generated. If the generated values are altered, the difference is given as a separate line. The description for each revenue line generated will be taken from the Description box on the General tab of the Revenue Postings form. If this is left blank, the description will be taken from the cost line, cost code or profile accordingly. Memo This will allow you to view any memo that has been entered against the currently highlighted transaction. Pegasus Training & Consultancy Services. File Name:OIICOS001 87

98 Posting Transactions to Jobs OK If the Costing module is linked to Invoicing/SOP then after pressing OK the system will ask if you wish to produce an Invoicing/SOP document, with the following options. Include Narrative Line If this field is set to on, then in addition to a line for each revenue transaction line, the document will also have a text line at the top holding the job narrative description. Discounts Any settlement and overall discount terms applicable to this customer will be displayed and can be edited or removed before the document is produced. If the Print on Cost Entry option is switched on in Set Options then a hard copy of the revenues entered can also be taken at this point. Matching The Matching function is simply a way of marking unallocated transaction lines as being allocated. Unallocated transactions are created in a number of ways. All cost transactions are unallocated until they are selected as part of a revenue transaction. Any Pegasus Training & Consultancy Services. File Name:OIICOS001 88

99 Posting Transactions to Jobs invoices posted in Invoicing/SOP or Sales Ledger and analysed to a job will appear as unallocated revenue items on the job. The matching screen is the same as that seen when selecting cost transaction lines for invoicing through the Revenues function. Action Menu To make a selection use the Action menu or the shortcut keys detailed below: (De) Select F7 This will select or unselect the record as allocated (De) Select All F6 This will select all or unselect all records to be allocated. OK Pressing the OK button will accept the selected cost codes and return control back to the revenue transaction entry screen. The system will firstly confirm that the selected costs are to be allocated. Once OK is pressed all ticked items are considered matched and will no longer appear as an unallocated transaction. Pegasus Training & Consultancy Services. File Name:OIICOS001 89

100 Viewing Job Transactions Viewing Job Transactions View (F12) This function allows the user to enquire upon the job and view all cost code budgets entered for it. The budgets are firstly shown grouped into their Cost Types. Action/Zoom F8 From the Action menu/zoom F8 a further drill-down is available to show all the Cost Codes used relating to the highlighted Cost Type. Pegasus Training & Consultancy Services. File Name:OIICOS001 90

101 Viewing Job Transactions Action/View Further drill downs are available from the Action/View menu: Status F11 This function displays job totals for such things as budgets, write offs, revenues, actual costs and profits. Lines F8 This will display any transactions that have been posted against the job relating to the highlighted transaction from View F12. Action/ZoomF8 Using the Action menu/zoom F8 again will show the original posting screen relating to the highlighted transaction. This screen can also drill-down to original documents for example, a sales invoice. Pegasus Training & Consultancy Services. File Name:OIICOS001 91

102 Viewing Job Transactions All Lines F7 This acts exactly the same as Lines F8 but shows all transactions posted against the job. Action/ZoomF8 Using the Action menu/zoom F8 again will show the original posting screen relating to the highlighted transaction. This screen can also drill-down to original documents for example, a sales invoice. Pegasus Training & Consultancy Services. File Name:OIICOS001 92

103 Viewing Job Transactions Action/Show All F11 Displays all Cost Codes relating to all Cost Types picked from the Job. Further drill-down menus are available and work in exactly the same way as for Zoom F8 described previously. Pegasus Training & Consultancy Services. File Name:OIICOS001 93

104 Viewing Job Transactions Printing Job Transactions Print (Ctrl + P) This is available by clicking the print button from the toolbar menu or using Ctrl + P. This will produce a hard copy of the job transactions being displayed. A further printout is also available to either produce a report for Budgets by Code or By Line or Cancel. Transactions This will give a complete listing of all actual transactions incurred against the job. Budgets by Code This report will give a budget listing grouped by Cost Code. Or by Line This report will give a budget listing by Line number. Pegasus Training & Consultancy Services. File Name:OIICOS001 94

105 Viewing Job Transactions Completing Jobs Complete To mark a job as complete, you must select the Complete command from the Action menu. If any conditions exist that prevent the job from being completed, a message appears to warn you and you will be unable to complete the job until outstanding issues have been addressed. Enter the completion date for the job and then select ok. Once a job is marked as complete, the completion date you have chosen appears in the Actual Completion box on the job record. If a job is already completed, selecting the Complete command will result in a dialog box appearing asking if you want to cancel the completion. If you select Yes, the Actual Completion box is cleared and the job record is reinstated and become active again. If you reply No, another dialog box appears in which you can change the completion date. The new date will then be reflected n the Actual Completion box on the job record, and the job remains in a completed status. A completed job is removed from the files by running the Costing Reorganise routine in the Utilities menu. Pegasus Training & Consultancy Services. File Name:OIICOS001 95

106 Batch Input Batch Input The Batch Input function allows entry of both Timesheets or Costs batches. This allows transactions to posted against multiple jobs from the same screen without having to find each job first. You can either post the batch when you enter it (provided it balances), or put it on hold and post it later. Batches that do not balance (that is, where the sum of the transactions does not equal the batch total) can be held on file and edited later so they balance before posting. The entry of batched transactions requires the same information as individual timesheet and cost postings. The only difference is you can enter several transactions for different jobs in one go and use a batch total to help check the accuracy of the postings. Each batch record has a reference that is updated automatically according to the entry in the Next Batch Number box on the Set Options form. Pegasus Training & Consultancy Services. File Name:OIICOS001 96

107 Batch Input Batch Header details for General and Timesheet batches Batch A number is assigned automatically when you create a new batch. This is based on the entry in the Next Batch Number box on the Set Options form. When amending an existing batch, you can select the batch record you want from a list. Description You may specify a description to describe the batch (up to 40 characters). Status This gives you an indication of the current status of the batch record. This shows either Modified (when batch processing is in progress) Unbalanced (if the batch total does not agree with the sum of the transactions) On Hold (if the batch does balance but has not been posted) Posted (the batch has been posted) Batch Type This option determines the type of postings within the batch. You can select General or Timesheets from a list. Input By If you have selected Timesheets in the Batch Type list, you can choose whether to enter the timesheet details by Unit (hours and fractions) or Value You can select Unit or Value from the list. If you enter timesheets with different factors (for example, enter a mix of internal labour having a factor of hours and minutes with subcontracted labour using a factor of weeks and days) the system warns you that it cannot total the batch. You can then choose whether to continue without summing or abandon the batch. For General batches this box is unavailable. Batch Total Use this to specify the total of all transactions to be entered in this batch process. The batch total entered here must agree with the sum total of the transactions in the batch before the batch can be posted. To continue entering the General batch or Timesheet batch, the batch header details must be saved using the Save button or CTRL+S. This will then load the details screen for the Batch Type. Action Menu View F12 This facility will allow the user to view the batch transactions that have been entered. Pegasus Training & Consultancy Services. File Name:OIICOS001 97

108 Batch Input Edit F5 This will allow the batch to be edited. It is not possible to edit the batch if it has been posted. Post F6 This function will allow the batch to be posted. Pegasus Training & Consultancy Services. File Name:OIICOS001 98

109 Batch Input General Batches The General Batch form is identical to posting costs through the costs function through Job processing. If any Labour types are picked here, they will not be transferred to the Payroll module; these must be posted as a Timesheet if that facility is required. Additionally the following details are given. Batch Total This box will show the batch total that was entered on the batch header screen. Total Posted The total posted will show the running total so far as transactions are being entered. Balance This is the balance and will display the batch balance, when this balances with the batch header control total they system will allow the batch to be posted. Ok To save the batch details, click OK. If the batch balances, you will be asked if you want to post the batch. To post the batch, click Yes. To store it for further processing without posting, click No. If the total value of the batch entries does not balance with the value entered on the batch header, a warning appears. You can continue or accept the difference. Pegasus Training & Consultancy Services. File Name:OIICOS001 99

110 Batch Input Timesheet Batches The Timesheet Batch form is identical to posting timesheet entries through the timesheet function through Job processing. Additionally the following details are given. Batch Total This box will show the batch total that was entered on the batch header screen. Total Posted The total posted will show the running total so far as transactions are being entered. Balance This is the balance and will display the batch balance, when this balances with the batch header control total they system will allow the batch to be posted. Ok To save the batch details, click OK. If the batch balances, you will be asked if you want to post the batch. To post the batch, click Yes. To store it for further processing without posting, click No. If the total value of the batch entries does not balance with the value entered on the batch header, a warning appears. You can continue or accept the difference. Pegasus Training & Consultancy Services. File Name:OIICOS

111 Utilities/Payroll Transfer Utilities/Payroll Transfer The Payroll Transfer function is the means by which timesheet entries are transferred to the Payroll module in Opera. When timesheets are entered, each line on the timesheet can be directed to either the current payroll period or future payroll periods. When the Payroll Transfer is performed the system will initially produce a list of the payroll periods for which it has information ready to transfer. It is then the responsibility of the user to select exactly which of these get taken over during this transfer. The system shows what payroll period was specified when the timesheet was entered and what the current payroll period is. The user must then select which items on this list they want transferred into the current pay period. During the transfer the system will take either the number of hours entered on the transaction or the transaction value over to Payroll. This depends upon the setting of each individual cost code. A Payroll Transfer Audit Report is produced detailing any transactions that were rejected during transfer. Any transactions rejected cannot be re-transferred and must be entered into Payroll manually. Pegasus Training & Consultancy Services. File Name:OIICOS

112 Reports Reports The commands on the Reports submenu provide listings of records maintained in the Costing module. These include lists of records processed through the various forms and transactions generated as a result of cost, timesheet and revenue postings and other transaction processes carried out in other Opera modules integrated with the Costing module. Reports can be used to view information on your computer screen as well as printing. Most reports provide a number of options to determine the criteria, sequence and range of records reported. Use the links below to find out how to run reports on the Reports submenu. Pegasus Training & Consultancy Services. File Name:OIICOS

113 Reports Transaction Report Use the Transaction Report command to produce a list of all transactions for the ranges selected, with totals for transaction types. You can print records in the order entered or you can choose a range by job, cost code, date and period. If the report is printed in job sequence, you can also choose whether transactions are listed by job with job subtotals. Options are provided so you can select which transaction types are included. Budget List Use the Budget List command to produce a list of budgets for the range of job and phases selected. You can choose whether to report on costs, revenues or write offs and whether to include completed jobs. Pegasus Training & Consultancy Services. File Name:OIICOS

114 Reports Cost Report Use the Cost Report command to produce a list of all costs for the ranges selected, optionally with totals for cost codes and cost types. You can choose ranges for costs, revenues and write offs, job and phase number, transaction dates and periods. You can choose whether to include the value of any commitments on the report, completed jobs and transaction details or cost code totals. Pegasus Training & Consultancy Services. File Name:OIICOS

115 Reports Job Summary Use the Job Summary command to produce a summary of all transaction types for a range of jobs, optionally including completed jobs. Contract Summary Use the Contract Summary command to produce a summary of costs, revenues or write offs for a range of contracts, optionally including completed jobs and assigned job details. Pegasus Training & Consultancy Services. File Name:OIICOS

116 Reports Cost Code Summary Use the Cost Code Summary command to produce a list of costs, revenues or write offs for ranges of cost codes and cost types. You can choose whether to include the value of completed jobs and also jobs assigned to the cost codes. Job Profitability Use the Job Profitability command to produce a detailed or summary report of job values comparing costs and revenues with profit totals per job and for the company as a whole. You can choose to include completed jobs in the report. Pegasus Training & Consultancy Services. File Name:OIICOS

117 Reports Contract Profitability Use the Contract Profitability command to produce a report of contract values comparing costs and revenues with profit totals per contract and for the company as a whole. You can choose to include completed jobs in the report. Subcontractors Report Use the Subcontractors Report command to produce a report listing subcontractor transactions for the current tax year or period or for all transactions, based on all or a range of subcontractor references. When producing the report you can also choose to clear tax period or year to-date tax totals. Pegasus Training & Consultancy Services. File Name:OIICOS

118 Reports Department Summary Use the Department Summary command to produce a list of all transactions for a range of departments, optionally including completed jobs and showing job details. Sales Account Summary Use the Sales Account Summary command to produce a list of costs, revenues or write offs for a range of sales accounts, optionally including completed jobs and showing job details. Pegasus Training & Consultancy Services. File Name:OIICOS

119 Reports Project Leader Summary Use the Project Leader Summary command to produce a list of costs, revenues or write offs for a range of project leaders, optionally including completed jobs and showing job details. Estimate List Use the Estimate List command to produce a list of estimate transactions for costs, revenues or write offs. Pegasus Training & Consultancy Services. File Name:OIICOS

120 Reports Labour Analysis Use the Labour Analysis command to produce an analysis of labour in the ranges selected. This includes employee details, hours, rates and values for each job. You can produce the report in cost type or job order, based on all or a range of cost rates and for a rate of transaction dates or periods. You can include details for employees and subcontractors and choose whether to include transaction details. Profitability Report A new report has been appended to Costing, Reports menu called Profitability. This report shows comparative figures for Expenses, Revenue and Profits. The Subtotals analysis depends on the sequence and criteria options you choose, but the company totals are always provided at the end of the report. Columns in the report include values for budgets, actual, uplifted and committed amounts. Pegasus Training & Consultancy Services. File Name:OIICOS

121 Costing Reorganisation (Utilities) Costing Reorganisation (Utilities) Use the Reorganise command to remove completed jobs up to the cut-off date you specify, and records marked for deletion. If the Use Period Numbers option on the Costing module's Set Options form is cleared, all 'balance forward' jobs (that is, those which have the Open Item option cleared on the Job form) will have their transactions merged into one balance brought forward transaction per cost code; if the Use Period Numbers option is selected, one brought forward balance record will be created per period. IMPORTANT: Because individual transactions for 'balance forward' are deleted by the process, it is essential that you produce all necessary reports for the current period using commands on the Reports menu and use the Payroll Transfer command (if Costing is integrated with Payroll) BEFORE you use the Reorganise command. Where 'balance forward' jobs exist, you normally carry out the reorganisation at the end of each period. If all of your jobs are open item, you can reorganise the files at any time. Pegasus Training & Consultancy Services. File Name:OIICOS

122 Module Integration Module Integration For those users who wish to post transactions to jobs without having to post them from within the Costing module then providing the integration is set correctly this can be achieved. Stock Control Integration Issuing Stock If you wish to issue stock against a job in Costing then providing the Stock to Costing link has been defined within the Company Profiles then a Costing Analysis box will be available for nominating a job number and cost code to which the issue relates to. The system will prompt for Costing Analysis. As soon as the stock transaction is accepted the Costing module will be updated with the stock transaction and will show as a General Cost on the job. Pegasus Training & Consultancy Services. File Name:OIICOS

123 Module Integration Purchase Order Processing Integration Raising Purchase Orders If you are ordering items to be used against a job in Costing then providing the POP to Costing link has been defined within the Company Profiles then a Costing Analysis box will be available for nominating a job number and cost code to which the order relates to. As soon as the Purchase Order is accepted the Costing module will be updated with the order and will show as a Committed Cost against the job. When entering the order, a Costing analysis menu is provided. Generating Invoices from Purchase Orders If you have placed an order with a supplier, but it is not until the supplier s invoice comes in that you know the final true cost when the purchase invoice is matched against the order line within POP or PIR, the Commitment cost transaction on the job will be automatically amended to show the real cost value before being confirmed as a true cost. If part of the order line is still outstanding then the amount outstanding will remain uncommitted. Pegasus Training & Consultancy Services. File Name:OIICOS

124 Sales Ledger Integration Sales Ledger Integration Posting Sales Invoices from within Invoicing or the Sales Ledger If you are invoicing your customer for work carried out against a job then providing the Sales to Costing link has been defined within the Company Profiles then a Costing Analysis box will be available for nominating a job number and cost code to which the invoice line relates to. As soon as the invoice is accepted the Costing module will be updated with the invoice line and will show as a Invoice against the job. This will reduce the outstanding costs allocated against the job. Pegasus Training & Consultancy Services. File Name:OIICOS

125 Purchase Ledger Integration Purchase Ledger Integration Posting Purchase Invoices If you are being invoiced for items to be used against a job in Costing then providing the Purchase to Costing link has been defined within the Company Profiles then a Costing Analysis box will be available for nominating a job number and cost code to which the invoice line relates to. As soon as the Purchase invoice is accepted the Costing module will be updated with the invoice line and will show as a Purchase against the job. Pegasus Training & Consultancy Services. File Name:OIICOS

126 BOM Integration BOM Integration Posting Works Orders If you are raising a works order for items to be used against a job in Costing then providing the BOM to Costing link has been defined within the Company Profiles then a Costing Analysis box will be available for nominating a job number and cost code to which the Works Order line relates to. As soon as the Works Order is posted the Costing module will be updated with the order and will show as a Committed Cost against the job. Once the works order is completed the Costing module will be updated with the cost for the works order lines and will show as an actual cost against the job. Pegasus Training & Consultancy Services. File Name:OIICOS