Job Costing Module. Administrator. Quick Start Guide

Job Costing Module Administrator Quick Start Guide Published on: 1/03/2007

Copyright and Disclaimer Copyright 2007 Pace Systems Group, Inc., 1902 2 nd Avenue North, Jacksonville Beach, Florida, USA 32250. All rights reserved, including the right to reproduce this document or any part of it. This documentation contains proprietary information of Pace Systems Group, Inc. Trademark Acknowledgements epace is a trademark of Pace Systems Group, Inc. All other product and company names mentioned herein may be the trademarks or registered trademarks of their respective owners. Disclaimer Pace Systems Group, Inc. has made every effort to ensure that the information contained in this guide is accurate, to the best of our knowledge, on the date of publication. Pace Systems Group, Inc. assumes no responsibility for the consequences of any errors beyond its control. The examples used throughout this guide are for illustrative purposes only and may not conform to your system requirements. Pace Systems Group, Inc. makes no implied warranties of merchantability or fitness for a particular purpose, and such implied warranties are hereby specifically disclaimed. 1/03/2007 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 epace. Note: This document is a Quick Start Guide and does not contain every administrator task you can perform for the Job Costing module in epace. 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 epace 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 epace. To access ToolTips: In epace, 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. 1/03/2007 3

Table of Contents This Quick Start Guide contains information on the following primary administrator tasks you can perform in the Job Costing module: Copyright and Disclaimer...2 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 1/03/2007 4

Establish Job Costing System Settings Please refer to the following topics to specify system settings for the Job Costing module in your epace 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 1/03/2007 5

Add a department 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 1/03/2007 6

Add a cost center 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 1/03/2007 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 epace, 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 epace 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 epace 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. 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, and then click [Add New Record]. The Activity Code Add page appears. 1/03/2007 8

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 epace 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: epace 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 activity code appears as an option in system-wide drop-down lists. Remove the check mark if you do not want this code to appear as a system-wide option. 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 represents one production unit. In the Sales Category field, select the sales category within which this activity belongs. In the Revenue Producing field, check the box if this activity produces revenue (makes money) for your company. 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 epace can compare actual production units against projected (standard) production units. In the Ask Prod Unit field, check the box if you want epace to prompt users to enter the number of actual production units in the Data Collection module. 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 for epace to perform the comparison between actual and projected. 1/03/2007 9

In the Production Units Des field, enter a descriptive name to represent the production unit of measure, such as Sheets. 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 epace 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 epace 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 epace prompts them to enter the number of production units (cartons) shipped. The employee enters 10 in the Data Collection module. In this example, epace 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, epace creates two job cost transactions when an employee logs time to this activity. epace 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: In the Add Job Tracking field, check the box if you want epace to add a tracking line on the Job Tracking page in the Job Control Center module when a user enters a job transaction. In the Update Cur Dept field, check the box if you want epace 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 a job cost transaction is entered. In the Change Job Status To field, select the job status to which you want epace to automatically change a job when a user enters this activity code on a job cost for a job part. 1/03/2007 10

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, check the box if you want epace to ask and require the user for beginning and ending counts for this activity. This enables epace 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, epace 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 epace to make this activity code available as an option for outside purchases in the Estimating module. Important: If you do not check the box in the Outside Purchase field, then on the Buy Out tab on an estimate, this activity code will not appear as an option in the Activity Code field on the Estimate Outside Purchase pop-up page when you add or modify an outside purchase. In the Ask Notes field, check the box if you want the Data Collection module keypad to ask the user to enter a note when they log off of this activity in the Data Collection module. 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 epace to use to determine the direct labor cost for this activity. When an employee charges time to this activity code, epace changes the value in the Labor Cost field in the Costing Rates group box table to reflect the value you select. Important: epace 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 group box on the Job Cost Setup page. 1/03/2007 11

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 epace to integrate this activity: - If you select None, epace does not integrate this activity with any job planning modules. - If you select Planning, epace 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, epace updates the Scheduling module and then the Scheduling module sends scheduled date and time information back to epace. In the Update Planning field, check the box if you want epace 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, rolling up make ready, run and washup into a single press activity reduces the number of records that epace must schedule. In the Predecessor field, to calculate the rough schedule, click the binoculars icon for epace to automatically add the code of the activity that you must complete before you can begin this activity. If a predecessor exists, then this activity cannot begin until the predecessor is complete. Without a predecessor, this activity can begin after a specified amount of lead time expires. For example, begin folding after four hours expire on the predecessor activity. In the Lead Time field, enter the amount of time epace must wait after the previous activity before it can begin this activity. In the Time Until Late field, enter the amount of time (in hours) that must pass before epace 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 epace to prompt the user when this activity is complete. If the activity is complete, then epace changes the status to Complete in both the Job Planning and Scheduling modules. 1/03/2007 12

11. On the Materials tab, complete the following fields: In the Ask Quantity of Materials field (required), select whether epace prompts users who generate job transactions for this activity code for a quantity of actual materials pulled for the job. - If you select No, epace does not prompt users to enter a quantity of consumed materials. - If you select Required, epace requires users to enter a quantity of consumed materials. - If you select Yes, epace prompts but does not require users to enter a quantity of consumed materials. In the Query Materials From field (required), select where epace obtains planned materials information: - If you select Job, epace obtains planned materials information from all parts of a job. - If you select Job Part, epace obtains planned materials information from only the selected job part. In the Include non-inventory Items? field, if you want epace 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 epace 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. 1/03/2007 13

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. 1/03/2007 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 1/03/2007 15

Add or update a Work in Process (WIP) category 1. On the epace 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 epace system. Important: After initial setup of the epace system, ID numbers 2 (Ink/Paper/Plates) and 10 (Freight) appear in the WIP category list. While you can change the description of these WIP categories, 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, if you want a value-added calculation to appear for this WIP category throughout the system, check the box. 1/03/2007 16

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. 1/03/2007 17

Update a note category Note: You cannot add or delete a note category. 1. On the epace 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. 1/03/2007 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 epace prompts Data Collection module users to select a non-planned reason code when they log their time. 1. On the epace 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. 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 system-wide drop-down lists as an option, check the box. 1/03/2007 19

5. Click [Add] or [Update], as applicable. The Non Planned Reason Detail page refreshes with the Record Added or Updated message. 1/03/2007 20

Establish job costing system settings 1. On the epace 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, in the Ask Settings group box, complete the following fields, as applicable: In the Ask Reason Code field, check the box if you want epace to prompt Data Collection module users 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 epace to prompt Data Collection module users for the job part for the job transaction. 3. On the Job Cost Setup Detail page, in the Other Settings group box, 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), check the box if you want epace to update the job costing amount for jobs in which a portion of the job ships to inventory (finished goods) and a portion of the job ships to the customer. In the Update Last Action from J/C field, check the box if you want epace 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 epace 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 epace to use the employee s hourly rate for job cost transactions. In the Check Planned Work field, check the box if you want epace to expect that transactions are planned items. As a result, epace requires Data Collection module users to enter a non-planned reason code if they enter a transaction that is not planned. 1/03/2007 21

Important: You must check the box in the Check Planned Work field if you check the box in the Ask Reason Code field on this page and in the Ask Non Planned Reason field on the Data Collection Setup page. In the Interface GL field, check the box if you want the system to include job cost transactions in WIP processing. 4. Click [Update]. The Job Cost Setup Detail page refreshes with the Updated message at the top of the page. 1/03/2007 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, epace uses the employee pay rate from the Payroll Info tab on the Employee Detail page. 1/03/2007 23

Establish Job Costing Settings in Related Modules Please refer to the following topics to specify job costing settings in related modules in your epace 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 1/03/2007 24

Establish job costing settings in the Data Collection module Note: Two settings in Data Collection setup affect the proper functioning of the Job Costing module. 1. On the epace 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, complete the following fields, as applicable: In the Ask Pay Rate field, check the box if you want epace 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. In the Ask Non Planned Reason field, check the box if you want epace to prompt Data Collection module users to select a non-planned reason code when they log their time. Note: See the Add or update a non-planned reason code topic in this Quick Start Guide for more information about nonplanned reason codes. 3. Click [Update]. 1/03/2007 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 epace 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, in the Settings group box, complete the following fields, as applicable: In the Edit OK field, check the box if you want to edit/change job costing transactions for jobs with this status. In the Job Charges OK field, check the box if you want to enter job costs for jobs with this status. 4. Click [Update]. 1/03/2007 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 epace 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, in the Interface Setup group box, 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 epace 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 and job part. If you do not want epace 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 epace 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 and job part. 3. Click [Update]. 1/03/2007 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 epace 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: In the Ask Settings group box, in the JC Interface field, check the box if you want epace to generate job cost transactions for inventory items. In the Other Settings group box, in the Costing Method field, select one of the following methods to calculate inventory costs: - Actual: Actual cost of each item lot - Average: Total sum divided by the number of purchases for an item - Replace: Cost to replace an item - Sell Price: Set price specific to an inventory item (finished goods only) 3. Click [Update]. 1/03/2007 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 epace 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, in the Interface Defaults group box, in the Interface Job Cost field, check the box if you want the ability to access Accounts Payable information from the Job Costing module. 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]. 1/03/2007 29