EFI Pace Job Costing Module

EFI Pace Job Costing Module Administrator Quick Start Guide October 2007

Copyright 2009 by Electronics for Imaging, Inc. All Rights Reserved. EFI Pace Job Costing Module Administrator Quick Start Guide 10/25/07 This publication is protected by copyright, and all rights are reserved. No part of it may be reproduced or transmitted in any form or by any means for any purpose without express prior written consent from Electronics for Imaging, Inc. Information in this document is subject to change without notice and does not represent a commitment on the part of Electronics for Imaging, Inc. Patents This product may be covered by one or more of the following U.S. Patents: 4,716,978, 4,828,056, 4,917,488, 4,941,038, 5,109,241, 5,170,182, 5,212,546, 5,260,878, 5,276,490, 5,278,599, 5,335,040, 5,343,311, 5,398,107, 5,424,754, 5,442,429, 5,459,560, 5,467,446, 5,506,946, 5,517,334, 5,537,516, 5,543,940, 5,553,200, 5,563,689, 5,565,960, 5,583,623, 5,596,416, 5,615,314, 5,619,624, 5,625,712, 5,640,228, 5,666,436, 5,745,657, 5,760,913, 5,799,232, 5,818,645, 5,835,788, 5,859,711, 5,867,179, 5,940,186, 5,959,867, 5,970,174, 5,982,937, 5,995,724, 6,002,795, 6,025,922, 6,035,103, 6,041,200, 6,065,041, 6,112,665, 6,116,707, 6,122,407, 6,134,018, 6,141,120, 6,166,821, 6,173,286, 6,185,335, 6,201,614, 6,215,562, 6,219,155, 6,219,659, 6,222,641, 6,224,048, 6,225,974, 6,226,419, 6,238,105, 6,239,895, 6,256,108, 6,269,190, 6,271,937, 6,278,901, 6,279,009, 6,289,122, 6,292,270, 6,299,063, 6,310,697, 6,321,133, 6,327,047, 6,327,050, 6,327,052, 6,330,071, 6,330,363, 6,331,899, 6,340,975, 6,341,017, 6,341,018, 6,341,307, 6,347,256, 6,348,978, 6,356,359, 6,366,918, 6,369,895, 6,381,036, 6,400,443, 6,429,949, 6,449,393, 6,476,927, 6,490,696, 6,501,565, 6,519,053, 6,539,323, 6,543,871, 6,546,364, 6,549,294, 6,549,300, 6,550,991, 6,552,815, 6,559,958, 6,572,293, 6,590,676, 6,606,165, 6,633,396, 6,636,326, 6,643,317, 6,647,149, 6,657,741, 6,662,199, 6,678,068, 6,707,563, 6,741,262, 6,748,471, 6,753,845, 6,757,436, 6,757,440, 6,778,700, 6,781,596, 6,816,276, 6,825,943, 6,832,865, 6,836,342, RE33,973, RE36,947, D341,131, D406,117, D416,550, D417,864, D419,185, D426,206, D439,851, D444,793. Trademarks Auto-Count, Bliss, Changing the Way the World Prints, ColorWise, Command WorkStation, DocBuilder, DocBuilder Pro, DocStream, EDOX, EFI, Fiery, the Fiery logo, Fiery Driven, the Fiery Driven logo, OneFlow, PrinterSite, PrintFlow, PrintMe, PrintSmith, PrintSmith Site, Prograph, Proteus, RIP-While-Print, Setting the Standard in Digital Printing, Ultravu, and VUTEk are registered trademarks of Electronics for Imaging, Inc. in the U.S. Patent and Trademark Office and/or certain other foreign jurisdictions. Bestcolor is a registered trademark of Electronics for Imaging GmbH in the U.S. Patent and Trademark Office. AutoCal, Balance, BioVu, BioWare, Build, ColorCal, Digital StoreFront, EFI Pace, Estimate, Fiery Link, Fiery Prints, Fiery Spark, FreeForm, Hagen, Jetrion, Logic, MicroPress, Printcafe, PSI, PSI Flexo, RIPChips, Scan, SendMe, Splash, Spot-On, UtlraTex, UV Series 50, VisualCal, WebTools, the EFI logo, the Fiery Prints logo, and Essential to Print are trademarks of Electronics for Imaging, Inc. Best, the Best logo, Colorproof, PhotoXposure, Remoteproof, and Screenproof are trademarks of Electronics for Imaging GmbH. All other terms and product names may be trademarks or registered trademarks of their respective owners, and are hereby acknowledged. 10/25/2007 2

Quick Start Guide Overview This Quick Start guide is intended to provide you with the information you need to complete primary administrator tasks for the Job Costing module in EFI Pace. Note: This document is a Quick Start Guide and does not contain every administrator task you can perform for the Job Costing module in EFI Pace. This guide contains the following types of notes: Important: When you see this type of note, the information may affect the way you enter fields or may warn you that errors could occur. Pay particular attention to information in these notes. Note: When you see this type of note, the information may serve as a reminder or may provide additional details that do not appear in the procedure. Tip: When you see this type of note, the information might help you use the system more efficiently or may provide an example for a step in a procedure. ToolTips EFI Pace contains ToolTips for some fields that provide detailed information such as a field description, maximum number of characters the field accepts or the format the field requires. Use the ToolTips, where available, in addition to this guide for assistance in EFI Pace. To access ToolTips: In EFI Pace, position your mouse pointer over the name of the field for which you want additional information. A small, cream-colored pop-up box appears with detailed information for that field. 10/25/2007 3

Table of Contents This Quick Start Guide contains information on the following primary administrator tasks you can perform in the Job Costing module: Quick Start Guide Overview...3 Table of Contents...4 Establish Job Costing System Settings...5 Add a department...6 Add a cost center...7 Add or update an activity code...8 Add or update activity code hourly rates...15 Add or update a Work in Process (WIP) category...16 Update a note category...18 Add or update a non-planned reason code...19 Establish job costing system settings...21 Set up employees...23 Establish Job Costing Settings in Related Modules...24 Establish job costing settings in the Data Collection module...25 Establish job costing settings in the Job Control Center module...26 Establish job costing settings in the Purchase Order module...27 Establish job costing settings in the Inventory Control module...28 Establish job costing settings in the Accounts Payable module...29 Establish job costing settings in the General Ledger module...30 10/25/2007 4

Establish Job Costing System Settings Please refer to the following topics to specify system settings for the Job Costing module in your EFI Pace system. Establish Job Costing System Settings...5 Add a department...6 Add a cost center...7 Add or update an activity code...8 Add or update activity code hourly rates...15 Add or update a Work in Process (WIP) category...16 Update a note category...18 Add or update a non-planned reason code...19 Establish job costing system settings...21 Set up employees...23 10/25/2007 5

Add a department Tip: You can use departments to group information on various existing standard reports and epacestation (EPS) queries. You can also use departments to group information on future standard and custom reports. Refer to the Add a department topic in the following Quick Start Guides for specific instructions on adding a department: Data Collection Module Administrator Quick Start Guide Estimating Module Administrator Quick Start Guide Job Planning Module Administrator Quick Start Guide 10/25/2007 6

Add a cost center Tip: You can use cost centers to group information on various existing standard reports and epacestation (EPS) queries. You can also use cost centers to group information on future standard and custom reports. Refer to the Add a cost center topic in the following Quick Start Guides for specific instructions on adding a cost center: Data Collection Module Administrator Quick Start Guide Estimating Module Administrator Quick Start Guide Job Planning Module Administrator Quick Start Guide 10/25/2007 7

Add or update an activity code Note: You must first create at least one department and cost center before you can add a new activity code. Note: You can add activity codes during cost center setup or separately through activity code maintenance. The following procedure addresses both methods. 1. Depending on where you are in EFI Pace, do one of the following: If you just added a cost center, on the Cost Center Detail page, click the Activity Codes tab and skip to step 3. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Activity Code Maintenance. The Activity Code List page appears. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Cost Center Maintenance. The Cost Center List page appears. 2. Do one of the following: On the Activity Code List page, do one of the following, as applicable: - To add a new activity code, click [Add New Record]. The Activity Code Add page appears. Skip to step 4. - To modify an existing activity code, click the magnifying glass icon beside the code you want to modify. Tip: You can use the search and find features to locate the desired record. The Activity Code Detail page appears for the code you selected. On the Cost Center List page, locate the cost center to which you want to add activities and click the magnifying glass icon. The Cost Center Detail page appears with the Activity Codes tab. 3. If you are on the Cost Center Detail page, click the Activity Codes tab, which displays a list of any activity codes associated with this cost center. Click [Add New Record]. 10/25/2007 8

The Activity Code Add page appears. 4. On the Activity Code Add page, on the General Info tab, complete the following fields: In the Activity Code field (required), enter a unique code to identify this activity throughout the EFI Pace system. In the Description field, enter a descriptive name. In the Cost Center field (required), to locate a cost center and automatically add it to this field, click the binoculars icon. To view the details of a cost center, click the magnifying glass icon. Tip: EFI Pace automatically completes this field with the cost center you selected if you add an activity code during cost center setup. In the Active field, by default this code appears as an option in system-wide activity code drop-down lists. Remove the check mark if you do not want this code to appear in any activity code drop-down lists. 5. On the Time Charged tab, complete the following fields: In the Charge Basis field (required), select the option that represents how you charge time for this activity. If you do not track time for this activity, select No Hours or Move Job Only. Important: Enter a value in the Hrs Per Prod Unit field only if you select Preset Hrs/Unit in the Charge Basis field. In the Hrs Per Prod Unit field, enter the amount of time in hours that it takes to complete one production unit of this activity. In the Sales Category field, select the sales category within which this activity belongs. Note: Consult your Accounting department manager for information about how your organization utilizes this feature. In the Revenue Producing field, check the box if this activity produces revenue (makes money) for your company. Tip: This field is used for reporting and querying purposes. 6. On the Production Units Charged tab, complete the following fields: In the Stand Prod Units Per H field, enter the standard number of production units per hour so EFI Pace can compare actual production units against projected (standard) production units via queries or reports. In the Ask Prod Unit field, choose one of the following options, as applicable: 10/25/2007 9

- Yes: Prompt the user to enter production units. - Required: Require the user to enter the number of actual production units in BOTH the Job Costing and Data Collection modules - No: Do not prompt or require the user to enter production units. Important: If you enter a value in the Stand Prod Units Per H field, you must check the box in the Ask Prod Unit field to be able to perform the comparison between actual and projected. In the Production Units Des field, enter a descriptive name to represent the production unit of measure, such as Impressions, Sheets, Folds, etc. Note: The system uses the Standard Charge field below for Job Costing purposes, not for Estimating purposes. In the Standard Charge field, do one of the following to collect an additional cost (beyond time spent) for this activity: - If you want EFI Pace to multiply each production unit by this standard charge, enter a dollar amount in this field, enter a value in the Production Units Des field and check the box in the Ask Prod Unit field. - If you want EFI Pace to collect an additional flat charge for this activity, enter a dollar amount in this field and enter a value in the Production Units Des field. You do not have to check the box in the Ask Prod Unit field, as the default number of production units in the Data Collection module is one (1). Example: This is a shipping activity and you check the Ask Prod Units field box, enter carton in the Production Units Des field and enter 1.00 in the Standard Charge field. An employee logs time to this shipping activity code, and EFI Pace prompts them to enter the number of production units (cartons) shipped. The employee enters 10 in the Job Costing and Data Collection modules. In this example, EFI Pace charges an additional $1 (standard charge) for each carton (production unit) shipped for a total additional job cost transaction of $10. Note: When you use the Standard Charge field, EFI Pace creates two job cost transactions when an employee logs time to this activity. EFI Pace creates one job cost transaction for hours spent on the activity and one job cost transaction for the additional charge. 7. On the Update Job Jacket tab, complete the following fields: 10/25/2007 10

In the Add Job Tracking field, check the box if you want EFI Pace to add a tracking line on the Job Tracking page in the Job Control Center module when a user enters a job transaction. Note: Since the system lists all job costs on the Job Costing page, you should typically enable this feature only for those activities that you consider to be milestones, such as proof back, plate burned, or press run. In the Update Cur Dept field, check the box if you want EFI Pace to update the Last Act Code, Last Act Time and Last Act Date fields on the Job Part Job Tracking Detail page, after a job cost transaction is entered. In the Change Job Status To field, select the job status to which you want EFI Pace to automatically change the production status of the job part when a user enters a charge for this activity code via the Data Collection or Job Costing modules. Note: To use the system logic mentioned above for the Change Job Status To field, you must check the box in the Auto Changeable field on the Job Status Detail page for each job status that you do not want to lock. The Change Job Status To field value does not override locked job statuses. 8. On the Other Settings tab, complete the following fields: In the Ask Counts field, select Yes if you want EFI Pace to ask the user for beginning and ending counts for this activity in the Data Collection and Job Costing modules. Select Required to require counts, or No if you do not want to use this feature. This enables EFI Pace to capture both a start and an end number for reporting purposes. Note: If this is an elapsed time entry activity, then if you check the box in the Ask Counts field, EFI Pace prompts the user to enter the beginning count when they sign in and the ending count when they sign out of the activity, rather than a prompt for both count values at once. In the Outside Purchase field, check the box if you want EFI Pace to make this activity code available as an option for outside purchases in the Estimating and Job Control modules. Important: If you do not check the box in the Outside Purchase field, then on the Buy Out section of an estimate or job part, this activity code will not appear as an option in the Activity Code field when you add or modify an outside purchase. 10/25/2007 11

In the Ask Notes field, select Yes if you want EFI Pace to ask the user to enter a note when they charge this activity in the Data Collection and Job Costing modules. Select Required to require a note, or No if you do not want to use this feature. In the Ask Postage field, select Yes if you want EFI Pace to ask the user for beginning and ending postage for this activity in the Data Collection and Job Costing modules. Select Required to require a postage entry, or select No if you do not want to use this feature. This field enables EFI Pace to capture both a start and an end postage meter count and calculate the total postage charge, which is itemized on various EFI Pace pages and reports under the activity code you specify in the Postage activity field. In the Postage activity field, enter the activity code you want to use to itemize postage charges on various EFI Pace pages and reports. In the Create Actual Costs field, check the box if you want EFI Pace to create an actual cost record that corresponds to each estimated cost record (created by EFI Pace by default) when you convert an estimate to a job. Tip: To save data entry time, use this feature for trivial costs for which you do not want to use operator time to collect actual costs. 9. On the Job Cost Calculations tab, complete the following fields: In the Wip Category field (required), to calculate and organize actual costs for a job in the Job Costing module, select the Work In Process (WIP) category that best fits this activity. In the Normal Pay Rate field, select the pay rate you want EFI Pace to use to determine the direct labor cost for this activity. When an employee charges time to this activity code, EFI Pace replaces the value in the Labor Cost field in the Costing Rates group box table to reflect the value you select. Important: EFI Pace does not use the value you select in the Normal Pay Rate field unless you check the box in the Use Direct Labor field in the Other Settings tab on the Job Cost Setup page. 10. On the Job Planning Settings tab, complete the following fields: In the Job Planning Integration field (required), select the module with which you want EFI Pace to integrate this activity: - If you select None, EFI Pace does not integrate this activity with any job planning modules. 10/25/2007 12

- If you select Planning, EFI Pace makes this activity code available in the Job Planning module any time an estimate or job type plan contains this activity. - If you select Scheduling, EFI Pace locks the job planning records to prevent the user from updating the record. EFI Pace also updates the Scheduling module, and then updates the job planning record based on information from the scheduling module. In the Update Planning field, check the box if you want EFI Pace to update the job planning/scheduling status when a user enters a job transaction. In the Rollup Activity field, click the binoculars icon to consolidate the activity you select from the list with this activity, for job planning or scheduling purposes. For example, when scheduling a press, most shops schedule only the 6-color press, as opposed to scheduling makeready, run, and washup separately on the 6-color press. Rolling up makeready, run and washup into a single press activity reduces the number of records that EFI Pace and the scheduling personnel must schedule. Tip: Use the Time Until Late, Predecessor, and Lead Time fields for reporting purposes. In the Predecessor field, enter the activity code for the activity you must complete before you can begin this activity. In the Lead Time field, enter the amount of time you must wait after the previous activity before you can begin this activity. In the Time Until Late field, enter the amount of time (in hours) that must pass before EFI Pace considers this activity late. For example, some events should be considered late if they do not begin within 15 minutes of their scheduled start time, while other activities may not be late until 12 hours have passed. In the Ask If Complete field, check the box if you want EFI Pace to prompt users in the Data Collection and Job Costing modules when this activity is complete. If the activity is complete, then EFI Pace changes the status to Complete in both the Job Planning and Scheduling modules. Note: The system automatically drops a completed process off the Scheduling board. 11. On the Materials tab, complete the following fields: In the Ask Quantity of Materials field (required), select whether EFI Pace prompts users who generate job transactions via Data Collection for this activity code for a quantity of actual materials pulled for the job. 10/25/2007 13

- If you select No, EFI Pace does not prompt users to enter a quantity of consumed materials. - If you select Required, EFI Pace requires users to enter a quantity of consumed materials. - If you select Yes, EFI Pace prompts but does not require users to enter a quantity of consumed materials. In the Query Materials From field (required), select where EFI Pace obtains planned materials information: - If you select Job, EFI Pace obtains planned materials information from all parts of a job. - If you select Job Part, EFI Pace obtains planned materials information from only the selected job part. In the Include non-inventory Items? field, if you want EFI Pace to include planned materials that are non-inventory items when it prompts users for materials to pull upon closure of a job transaction, check the box. 12. On the Materials tab, in the Inventory Item Types group box, do one of the following, as applicable: To modify an existing item type, select the row that you want to modify. To add a new item type, click [Add]. A new row appears in the Item Type grid (table). To delete an existing item type, in the Delete? field, check the box and skip to step 14. 13. On the Materials tab, in the Inventory Item Types group box, complete the following fields, as applicable: In the Item Type field, select the inventory item type. In the Default Pull Qty field, select the pull quantity EFI Pace defaults to for this inventory item. 14. When you complete all the fields on the Activity Code tab or the Activity Code Add tab, click [Add] or [Update] as applicable. The Activity Code List page appears with the Object Added or Updated message at the top of the page. Tip: When you re-access the activity code you just added or updated, notice that the Costing Rates tab now appears. Important: Pace recommends that you add at least one hourly rate for each activity code. The rate should include a rate, a markup or both. 10/25/2007 14

Add or update activity code hourly rates Refer to these topics in the following Quick Start Guides for specific instructions on adding or updating activity code hourly rates: Add an hourly rate to an activity code topic in the Data Collection Module Administrator Quick Start Guide Add or update activity code hourly rates in the Estimating Module Administrator Quick Start Guide 10/25/2007 15

Add or update a Work in Process (WIP) category 1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click WIP Category Maintenance. The WIP Category List page appears. 2. On the WIP Category List page, do one of the following, as applicable: To add a new WIP Category, click [Add New Record]. The WIP Category Add page appears. Skip to step 4. To locate the WIP category you want to modify, use the Search fields, then click [Find]. The WIP Category Detail page appears. Skip to step 4. To view all WIP categories, click [Find]. The WIP Category List page refreshes with a list of all WIP categories. 3. On the WIP Category List page, to modify an existing WIP category, click the magnifying glass icon beside the category you want to modify. The WIP Category Detail page appears. 4. On the WIP Category Add or Detail page, on the Info tab, complete the following fields: In the ID field (required), enter a unique code to represent this WIP category throughout the EFI Pace system. Important: EFI Pace automatically provides two WIP categories with the following ID numbers: - 2: Ink/Paper/Plates - 10: Freight You can change the description of these WIP categories, but you cannot change the ID number. In the Description field, enter a descriptive name for this WIP category. In the Cost field, if you want the actual dollar value of this service, labor or material to appear for this WIP category throughout the system, check the box. In the Value Add field, check the box if you want EFI Pace to consider any dollars accumulated in this category as value added. 10/25/2007 16

Tip: This field determines the value added for reports in several modules, such as Estimating, Job Costing, and Job History. 5. When you complete all the fields on the Info tab, click [Add] or [Update] as applicable. The WIP Category Detail page refreshes with the Object Added or Updated message at the top of the page. 10/25/2007 17

Update a note category Note: You cannot add or delete a note category. EFI Pace creates note categories, which typically are not modified. Certain areas of the system, including reports, use note categories to determine where to place specific data on a page or on a report. 1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Note Category Maintenance. The Note Category List page appears. 2. On the Note Category List page, do one of the following, as applicable: To locate the note category you want to modify, use the Search fields, then click [Find]. The Note Category Detail page appears. Skip to step 4. To view all note categories, click [Find]. The Note Category List page appears with all note categories. 3. On the Note Category List page, click the magnifying glass icon beside the category you want to modify. The Note Category Detail page appears. 4. On the Note Category Detail page, on the Note Category Info tab, in the Description field (required), enter a descriptive name for this note category. 5. On the Note Category Detail page, on the Note Category Info tab, in the Sub Note Categories group box, do one of the following, as applicable: To modify an existing sub note category, select the row that you want to modify. To add a new sub note category, click [Add In Grid]. A new row appears in the Sub Note Categories grid (table). To delete an existing sub note category, in the Delete? field, check the box and skip to step 7. 6. In the Sub Note Categories group box, in the Description field, enter a descriptive name for the sub note category. 7. Click [Update]. The Note Category Detail page refreshes with the Updated message at the top of the page. 10/25/2007 18

Add or update a non-planned reason code Note: Non-planned reason codes help track and segregate job cost transactions into non-planned work categories to distinguish between planned and unexpected events during the course of a job. During job costing setup, you can choose whether EFI Pace prompts users in the Job Costing and Data Collection modules to select a non-planned reason code when they enter a job costing transaction. 1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Non Planned Reason Maintenance. The Non Planned Reason List page appears. 2. On the Non Planned Reason List page, do one of the following, as applicable: To add a new non-planned reason, click [Add New Record]. The Non Planned Reason Add page appears. Skip to step 4. To locate the non-planned reason you want to modify, use the Search fields, then click [Find]. The Non Planned Reason Detail page appears. Skip to step 4. To view all non-planned reasons, click [Find]. The Non Planned Reason List page refreshes with a list of all non-planned reasons. 3. On the Non Planned Reason List page, to modify an existing nonplanned reason, click the magnifying glass icon beside the reason you want to modify. The Non Planned Reason Detail page appears. 4. On the Non Planned Reason Add or Detail page, complete the following fields: In the Description field, enter a descriptive name for this reason. In the Bill Rate field, enter a value of 1-9 for the hourly rate that applies to this reason. Note: The system multiplies any actual costs that involve this non planned reason by the bill rate on various reports, such as the job billing worksheet, to provide a suggested bill amount. In the Schedule Status field, select the status that appears system-wide for this reason. In the Active field, if you want this reason to appear in systemwide drop-down lists as an option, check the box. 10/25/2007 19

5. Click [Add] or [Update], as applicable. The Non Planned Reason Detail page refreshes with the Record Added or Updated message. 10/25/2007 20

Establish job costing system settings 1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Job Costing, then click Job Cost Settings. The Job Cost Setup Detail page appears. 2. On the Job Cost Setup Detail page, on the Ask Settings tab, complete the following fields, as applicable: In the Ask Reason Code field, check the box if you want EFI Pace to prompt users in the Data Collection and Job Costing modules to select a non-planned reason code when they log their time. In the Ask Job Part Number in DC field, check the box if you want EFI Pace to prompt Data Collection module users for the job part for the job transaction. 3. On the Job Cost Setup Detail page, on the Other Settings tab, complete the following fields, as applicable: In the Stock Pull Activity Code field (required), select the activity code that appears on the job cost transaction when a user pulls stock. In the Offset Activity Code field (required), choose the activity code you want to use to itemize the offset dollars EFI Pace creates when a portion of the job ships to inventory (finished goods). Note: You should select a code to ensure that WIP and Inventory Valuation are correct. In the Update Last Action From Job Cost field, check the box if you want EFI Pace to update the Last Act Code, Last Act Time and Last Act Date fields on the Job Part Detail page in the Tracking Information group box after Job Costing module users enter a job cost transaction. Note: If you want EFI Pace to update the job when Data Collection module users enter a job cost transaction, check the box in the Update Last Action field on the Update Job Jacket tab on the Activity Code Detail page. In the Use Direct Labor field, check the box if you want EFI Pace to replace the labor rate portion of the activity code with the employee s hourly rate for job cost transactions. 10/25/2007 21

In the Check Planned Work field, check the box if you want EFI Pace to check that the transaction entered is a planned activity. If you check the box in this field, EFI Pace requires users in the Data Collection and Job Costing modules to enter a non-planned reason code if they enter an unplanned transaction. Important: To use this feature, you must check the box in the Ask Reason Code field on this page. In the Interface GL field, check the box if you want the system to create debit and credit journal entries in the GL module when launching the option to Process WIP/GL from the Job Costing Work in Process menu option. 4. Click [Update]. The Job Cost Setup Detail page refreshes with the Updated message at the top of the page. 10/25/2007 22

Set up employees Refer to the Add or edit production employee profiles topic in the Data Collection Module Administrator Quick Start Guide for specific instructions on setting up employees. Important: If you want Data Collection module users to enter job cost transactions, you must first create their employee profiles. Note: If you checked the box in the Use Direct Labor field on the Job Cost Setup Detail page, EFI Pace uses the employee pay rate from the Payroll Info tab on the Employee Detail page. 10/25/2007 23

Establish Job Costing Settings in Related Modules Please refer to the following topics to specify job costing settings in related modules in your EFI Pace system. Establish Job Costing Settings in Related Modules...24 Establish job costing settings in the Data Collection module...25 Establish job costing settings in the Job Control Center module...26 Establish job costing settings in the Purchase Order module...27 Establish job costing settings in the Inventory Control module...28 Establish job costing settings in the Accounts Payable module...29 Establish job costing settings in the General Ledger module...30 10/25/2007 24

Establish job costing settings in the Data Collection module Note: One setting in Data Collection setup impacts the proper functioning of the Job Costing module. 1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Data Collection, then click Data Collection Settings. The Data Collection Setup Detail page appears. 2. On the Data Collection Setup Detail page, in the Ask Pay Rate field, check the box if you want EFI Pace to prompt Data Collection users to select a pay rate when they perform job transactions. Important: You must check the box in the Ask Pay Rate field if you checked the box in the Use Direct Labor field on the Job Cost Setup Detail page. 3. Click [Update]. 10/25/2007 25

Establish job costing settings in the Job Control Center module Note: Two settings in Job Control Center setup affect the proper functioning of the Job Costing module. 1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Job Control Center, then click Job Status Codes. The Job Status List page appears. 2. On the Job Status List page, click the magnifying glass icon beside the status code you want to modify. The Job Status Detail page appears. 3. On the Job Status Detail page, on the Settings tab, complete the following fields, as applicable: In the Edit OK field, check the box if you want to enable job costing transactions to update any portion of the job for jobs with this status. In the Job Charges OK field, check the box if you want EFI Pace to post job cost transactions to the job for jobs with this status. Otherwise, EFI Pace displays a message indicating that Job Charges are not OK, due to the status. Note: For a direct entry job cost transaction, you can select the override job status option. 4. Click [Update]. 10/25/2007 26

Establish job costing settings in the Purchase Order module Note: One setting in Purchase Order setup affects the proper functioning of the Job Costing module. 1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Purchasing, then click Purchase Order Settings. The Purchase Order Setup Detail page appears. 2. On the Purchase Order Setup Detail page, on the Interface Setup tab, in the JC Interface field (required), indicate how you want the Purchasing module to interact with the Job Costing module, as follows: If you want EFI Pace to create a job cost transaction when you enter a purchase order for a job, select Entry. Important: If you select this option, purchase orders must define the job, job part, and activity code. If you do not want EFI Pace to create any job cost transactions during purchase order activity (i.e. you prefer to enter job cost transactions manually), select Never. Note: If you checked the box in the Interface Job Cost field on the A/P Setup Detail page, to avoid accounting for job costs twice, select Never in this field. If you want EFI Pace to create a job cost transaction when you enter a receipt for a purchase order, select Receipt. Important: If you select this option, purchase orders must define the job, job part, and activity code. 3. Click [Update]. 10/25/2007 27

Establish job costing settings in the Inventory Control module Note: Two settings in Inventory Control setup affect the proper functioning of the Job Costing module. 1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Inventory Control, then click Inventory Settings. The Inventory Setup Detail page appears. 2. On the Inventory Setup Detail page, complete the following fields, as applicable: On the Ask Settings tab, in the JC Interface field, check the box if you want EFI Pace to generate job cost transactions for inventory items. On the Other Settings tab, in the Costing Method field, select one of the following methods to calculate inventory costs: - Actual: Actual cost of each item lot. - Average: EFI Pace recalculates the average price each time you post an inventory receipt or pull transaction. - Replace: Cost to replace an item, based on the price of the last receipt. - Sell Price: Set price specific to an inventory item (finished goods only). 3. Click [Update]. 10/25/2007 28

Establish job costing settings in the Accounts Payable module Note: One setting in Accounts Payable setup affects the proper functioning of the Job Costing module. 1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over Payables, then click A/P Settings. The A/P Setup Detail page appears. 2. On the A/P Setup Detail page, on the Interface Defaults tab, in the Interface Job Cost field, check the box if you want the ability to generate job costing transactions from within the Accounts Payable module when you create accounts payable transactions. Note: If you check the box in the Interface Job Cost field here, to avoid a system setup that accounts for job costs twice (double dipping), in the Purchasing module setup in the JC Interface field, select Never to ensure the system does not draw from both Payables and Purchasing. 3. Click [Update]. 10/25/2007 29

Establish job costing settings in the General Ledger module Note: The General Ledger module includes two interface settings that affect the proper functioning of the Job Costing module. 1. On the EFI Pace main menu, click Administration, then move the mouse over System Setup, then over General Ledger, then click G/L Settings. The G/L Setup Detail page appears. 2. On the G/L Setup Detail page, on the General Ledger Setup tab, in the Interface JC field, check the box if you want the ability to generate job cost transactions from within the General Ledger module when creating General Ledger journal entry transactions. Note: If you check the box in the Interface Job Cost field here, to properly use this feature, you must also enable the Interface JC feature on each desired GL account. 3. Click [Update]. 4. On the EFI Pace main menu, click Accounting, then move the mouse over General Ledger, then click Account List. The G/L Account list page appears. 5. Use the Search and Find fields to locate to the GL account you want to interface with the Job Costing module, and click the magnifying glass next to the desired GL account, as applicable. The GL Account Detail page appears. 6. On the GL Account Detail page, on the Account Info tab, in the Interface JC field, check the box if you want the ability to generate job cost transactions from within the General Ledger module when creating General Ledger journal entry transactions for this GL account. 7. Click [Update]. 8. Repeat steps 4-7 for each GL account you want to interface with the Job Costing module. 10/25/2007 30