Job Masterfile Maintenance
Enter the job number representing the job or project you want to add or maintain using the format established in Job Cost Options. Click the Search button to perform a job number search by the estimator, manager, job type, or sort field defined in Job Cost Options. The Customer Number Search feature is available only if the Accounts Receivable module is integrated with Job Cost.
If the Use Sub-Job Number check box is selected in Job Cost Options, the first four characters of the job number represent the master job number, and the last three characters represent the subjob number.
Type the job description.
Click the Memo button to create and maintain memos for the current customer. The Memo feature is available only if the Accounts Receivable module is integrated with Job Cost and Yes or Maintain is selected in the Memo Options field in Memo Manager Maintenance. If Yes is selected, you can review customer memos. If Maintain is selected, you can maintain and review customer memos.
1. Main
Enter an open item customer number, or click the Lookup button to list all customer numbers.
Alternately, start typing a customer name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the customer number will appear in the field.
If divisions are set up in the Accounts Receivable module, the first two characters entered must be a valid division number.
If divisions are not set up and you enter ALL as a customer number to create a customer on the fly, you will not be able to enter a record for that customer in Line Item Commission Maintenance.
If you enter a customer whose status is set to Inactive in Customer Maintenance, a message appears warning that the customer is inactive and cannot be used.
Note All Job Cost customers are open item customers. A message appears if you attempt to enter a balance forward customer number.
Type a new customer number to add a customer using Customer Maintenance (On the Fly). This task can be accessed only with the appropriate security setup; some nonessential fields are omitted to speed data entry. You can access Customer Maintenance at a later time to complete the remaining entries for a new customer.
This field is available only if the Accounts Receivable module is integrated with Job Cost.
Type the job location's street address.
Type the contact person's name for the job site.
Type the contact person's phone number for the job site.
Type the contact person's phone extension number for the job site.
Type a comment about the job. You can use up to 30 characters.
Type the estimator's name for the job.
Type the manager's name for the job.
Enter the contract number for the job, or click the Lookup button to list all contract numbers.
Type the date of the original contract for the job.
Enter the job type identifying the job, or click the Lookup button to list all job types.
Select the preferred method of accounting to use for the job.
Select the billing method to use for the job.
Type the percentage of retention to assign to this job. This rate is used to calculate the retention amount for job billing.
Select one of the following job statuses to indicate the status of the job. The job status prints in job report headings.
Select Bid to indicate the job is not yet opened.
Select Complete to indicate the job is complete, billed, and paid in full.
Select Hold to indicate the job is open but placed on hold to prevent automatic billing.
Select Late to indicate the job is complete but late charges are expected.
Select Open to indicate the job is currently active.
Type the date on which the job status applies. For a bid or a new job, this will normally be the date the bid is submitted or the job is first opened. For jobs placed on hold or completed jobs being entered during the conversion process, type the date the job was placed on hold or was completed.
Type the anticipated date on which the job is to begin. For existing jobs being entered during the conversion process, type a date in the Actual Start Date field instead.
Type the anticipated date the job will be completed. For completed jobs with a Complete or Late status, the completion date entered should be the date on which the job was actually completed.
For existing jobs being entered during the conversion process, type the date on which the job was actually started.
Type the characters to use to sort reports. The field name displayed for this field is based on the entry in the Job Sort Field Description field in Job Cost Options.
Select this check box to retain detailed cost information for each cost code/cost type transaction posting. This detail prints on the Job Transaction Detail Report. Clear this check box to summarize and total all transactions for each cost code/cost type. If the check box is cleared, prior costs are summarized during period-end processing.
Type a unit of measure for the job. If the Unit of Measure field is blank in the Job Type file, no unit of measure is displayed. To have per-unit costs calculated as part of total job expenses and printed on Job Cost reports, you must make an entry in the Unit of Measure and Total fields.
Type the total number of units involved in the job, based on the unit of measure defined in the Unit of Measure field; for example, in total square footage, total number of buildings, or total number of apartments.
Select this check box to calculate sales tax in Job Billing Selection or Job Billing Data Entry. Clear this check box if you do not want to calculate sales tax for this job. This field is not available for Time and Material jobs or if the Sales Tax Reporting check box is cleared in Accounts Receivable Options.
Note Do not select this check box if tax has already been calculated as part of the contract.
2. Job Status
Type the percentage of completion of the job contract. This entry indicates the percentage of the overall job that is completed, based on the field manager's evaluation of the current job status. This field is updated automatically during the Job Field Report Entry update.
Note If the actual percentage complete is not entered for a job, or if Calculated is selected in the Actual or Calculated % Complete for Over/Under Billed field in Job Cost Options, the calculated percentage complete is used for the calculation of the over/underbilled amount; otherwise, the actual percentage complete entered is used.
Type the date on which the Actual % Complete entry is being recorded. This entry provides a historical point of reference for the cost analysis information displayed.
Type an original contract amount.
If the contract has not been revised, this field displays the original contract. Type the revised contract amount, if applicable. Any contract changes recorded through the Contract Change Orders option will be reflected in this field. This field is available only if the Allow Contract Change Orders check box is cleared in Job Cost Options.
Note Any revisions to the contract amount are either entered in the Revised Contract field or are reflected in the Revised Contract field following entry of a job change order.
3. Change Orders
Type the date of the change order.
Type a sequence number for the change order. This field is provided to allow multiple comment lines for a change order. Any subsequent comment lines that pertain to the same date and change order will be sequentially incremented; for example, 01, 02, etc.
Type a comment describing the contract revision. If you need to type more than one line of descriptive comments for the same change order and date, you can do so after entering the contract amount.
Type the amount of the change order. If the amount is to be subtracted from the original contract amount, type the amount as a negative number (-500.00).
4. Billing History
This list box displays billing history information based on the job selected. Each line is detailed by date, type, source code, reference number or comment, bill or payment amount, and any applicable retention amount. The total amount billed and paid are displayed at the bottom of the window.
Use the buttons located to the right of the list box to view additional information such as invoice, or do a job search.
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