Job Maintenance

Job No.

Enter the job number representing the job or project you want to add, maintain or view 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.

 

Description

Enter 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.

(In Inquiry, this field can only be viewed.)

 

1. Main

 

Customer No.

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.

Enter 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.

(In Inquiry, this field can only be viewed.)

 

Country

Enter the country code, or click the Lookup button to list all country codes. If the ZIP Code field is entered, the country code automatically appears.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

Enter a new country code to add a country code using Country Code Maintenance (On the Fly).

(In Inquiry, this field can only be viewed.)

 

Job Address

Enter the job location's street address. Up to three address lines may be entered.

(In Inquiry, this field can only be viewed.)

 

ZIP/Postal Code

Enter the ZIP or postal code.

Enter a new ZIP or postal code to add it using ZIP/Postal Code Maintenance (On the Fly).

(In Inquiry, this field can only be viewed.)

 

City

Enter the name of the city. If a ZIP or postal code is entered, the city name automatically appears.

(In Inquiry, this field can only be viewed.)

 

State/Province

Enter the state abbreviation. If a ZIP or postal code is entered, the state or province abbreviation automatically appears.

(In Inquiry, this field can only be viewed.)

 

Contact

Enter the contact person's name for the job site.

(In Inquiry, this field can only be viewed.)

 

Telephone

Enter the contact person's phone number for the job site. Select the phone type in the field to the right.

For countries other than Canada and the United States, the telephone country code is automatically added to the beginning of the phone number based on the country code.

(In Inquiry, this field can only be viewed.)

 

Extension

Enter the contact person's phone extension number for the job site.

(In Inquiry, this field can only be viewed.)

 

Fax

Enter the contact person's fax number starting with the area code.

Note The fax number must include the area code to process a fax.

For countries other than Canada and the United States, the telephone country code is automatically added to the beginning of the fax number based on the country code.

(In Inquiry, this field can only be viewed.)

 

E-mail Address

Enter the contact person's e-mail address. Use a semicolon ( ; ) to separate multiple e-mail addresses. Click the E-mail button to launch your e-mail application. The e-mail address(s) entered defaults to the To section of the e-mail.

Note The e-mail application that is launched is selected in Microsoft Internet Explorer. For more information, refer to the Internet Explorer Help system.

(In Inquiry, this field can only be viewed.)

 

Comment

Enter a comment about the job. You can use up to 30 characters.

(In Inquiry, this field can only be viewed.)

 

Estimator

Enter the estimator's name for the job.

(In Inquiry, this field can only be viewed.)

 

Manager

Enter the manager's name for the job.

(In Inquiry, this field can only be viewed.)

 

Contract No.

Enter the contract number for the job, or click the Lookup button to list all contract numbers.

This number is used as the contract or project number for most certified payroll forms, but some forms use the federal/state project number entered in the Certified Payroll Reporting window accessed through this task. Check your forms to make sure the expected project number is used. The number appears in the Project List window accessed through Certified Payroll Reporting.

This number can also be printed on the Certified Payroll Worksheet.

(In Inquiry, this field can only be viewed.)

 

Date

Enter the date of the original contract for the job.

(In Inquiry, this field can only be viewed.)

 

Calculate Sales Tax

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.

(In Inquiry, this field can only be viewed.)

 

Job Status

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.

(In Inquiry, this field can only be viewed.)

 

Status Date

Enter 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.

(In Inquiry, this field can only be viewed.)

 

Estimated Start Date

Enter 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.

(In Inquiry, this field can only be viewed.)

 

Estimated Completion Date

Enter 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.

(In Inquiry, this field can only be viewed.)

 

Actual Start Date

For existing jobs being entered during the conversion process, type the date on which the job was actually started.

(In Inquiry, this field can only be viewed.)

 

 

Job Type

Enter the job type identifying the job, or click the Lookup button to list all job types.

(In Inquiry, this field can only be viewed.)

 

Acct Method

Select the preferred method of accounting to use for the job.

(In Inquiry, this field can only be viewed.)

 

Billing Method

Select the billing method to use for the job.

(In Inquiry, this field can only be viewed.)

 

Retention %

Enter the percentage of retention to assign to this job. This rate is used to calculate the retention amount for job billing.

(In Inquiry, this field can only be viewed.)

 

Sort Field

Enter 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.

(In Inquiry, this field can only be viewed.)

 

Retain Transaction Detail

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.

(In Inquiry, this field can only be viewed.)

 

Unit of Measure

Enter 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.

(In Inquiry, this field can only be viewed.)

 

Total Units

Enter 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.

(In Inquiry, this field can only be viewed.)

 

Exclude from Certified Payroll Report

Select this check box to exclude this job from the Certified Payroll Worksheet and Certified Payroll Reporting. Clear the check box to include this job in the worksheet and the reports.

This field is available if the Payroll Module is integrated with Job Cost.

(In Inquiry, this field can only be viewed.)

 

2. Job Status

 

Actual % Complete

Enter 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.

(In Inquiry, this field can only be viewed.)

 

Date Reported

Enter 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.

(In Inquiry, this field can only be viewed.)

 

Original Contract

Enter an original contract amount.

(In Inquiry, this field can only be viewed.)

 

Revised Contract

If the contract has not been revised, this field displays the original contract. Enter 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.

(In Inquiry, this field can only be viewed.)

 

Fiscal Period and Fiscal Year

Select the Fiscal Period and Fiscal Year for determining the cost, billing and payment information to display on the Job Status tab.

 

3. Change Orders

 

Date

Enter the date of the change order.

(In Inquiry, this field can only be viewed.)

 

Comment

Enter 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.

(In Inquiry, this field can only be viewed.)

 

Contract Amount

Enter 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).

(In Inquiry, this field can only be viewed.)

 

4. Billing History

 

Billing History List Box

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.

Select a row and click the Export to Excel button to export the contents of the list box to Microsoft Excel. The button is available if Excel is installed on your computer and you have the appropriate security setup.