Job Posting Entry - Fields Home | FAQs & Troubleshooting

 

Job Posting Entry

Posting Type

Select one of the following options to indicate the type of postings you want to enter.

• Select Direct Cost to enter direct costs for jobs or to adjust previously posted direct costs.

• Select Billing to enter direct billing information for jobs or to make adjustments to previously posted invoices.

• Select Cash Receipt to enter cash receipts (payment) information for jobs or to adjust previously posted cash receipts.

 

Entry No.

Enter an entry number representing the transactions to be posted, or click the Lookup button to list all open entry numbers if you are adding transactions to a previous entry. Click the Next Number button to accept the next new automatically incremented entry number.

Transactions for an entry are accumulated and displayed in the Total field as lines are added, removed or edited.

If you are entering direct cost postings, the total balance for the entry number will be credited to the account number entered in the Credit G/L Account field. If you are entering billing or cash receipt postings, the total balance will be debited to the account number entered in the Debit G/L Account field.

Batch

If batch processing is enabled, this field displays the current batch number and can only be viewed. Click the Batch Number button to select a batch number from the list or to create a new batch number. This field is available only if the Enable check box is selected for batch processing in the module's Options window. For more information, see Batch Entry.

 

Debit/Credit Account

Enter the general ledger account number (Accounts Payable) to credit for direct costs transaction entries, or to debit (Accounts Receivable) for billing or cash receipt transaction entries. Click the Lookup button to list all general ledger accounts.

• For direct cost transactions, offsetting expense or work-in-process account numbers for individual cost codes are entered for each cost transaction.

• For billing transactions, the offsetting revenue accounts for each job type are entered with each billing transaction.

• For cash receipt transactions, the offsetting Accounts Receivable account is entered for each cash receipt transaction.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in General Ledger Options.

This field is available only if the Post to G/L for Direct Cost Transactions and/or Post to G/L for Billing & Cash Receipt Transactions check boxes are selected in Job Cost Options. This field name changes based on the option selected in the Posting Type field.

 

Line Entry Grid

The Line Entry Grid is used to enter information for each job/cost code/cost type.

For more information, see:

Job No.	G/L Account
Cost Code	Bill/Receipt Amount
Retention %	Posting Comment
Cost Type	Unit Cost
Vendor No.	Units
Reference	Extension/Retention
Posting Date

 

Quick Row

This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.

 

Line Number

This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.

 

Job No.

Enter the job number of the job for which you are entering or adjusting a cost, billing information, or cash receipt information. Click the Lookup button to list all job numbers.

• If the Define Job Statuses Allowed in Entry check box is selected in Job Cost Options, the system checks to see if the status of the job number entered is allowed in Job Status Maintenance.

• If you enter a job number with a status that is not allowed, a message appears. If the appropriate security is set up in Role Maintenance, you can click Yes to enter the job number. If the appropriate security is not set up, you can click Yes to override security with a logon ID and password. In both cases, if you click No, the job number is removed from this field.

• If this field previously displayed a job number with a valid status, that number will reappear in this field.

Click the Job Memo button to display or maintain job memos for the current job. The Job Memo button is available only if Yes or Maintain is selected in the Allow Job Memo Inquiry from Data Entry field in Job Cost Options.

 

Cost Code

Enter the cost code for the cost transaction, or click the Lookup button to list all cost codes. Click the Active Cost Code Lookup button to list active cost codes for the selected job.

 

Retention %

This field displays the retention percentage on file for the job in the Job file. You can enter a different rate to use for this transaction.

 

Cost Type

Select the cost type for the cost transaction. The cost types defined for the cost code can be displayed in the drop-down list box. If a cost type is entered that has not been established for the current cost code, you can activate the cost type by choosing the Yes button at the activation prompt; any cost types activated during Job Posting Entry are printed on an error report following the printing of the Job Posting Register. The report will indicate the cost codes and corresponding cost types that must be set up in Cost Code Maintenance.

 

Vendor No.

Enter the vendor number for the cost transaction. If the Accounts Payable module is installed, click the Lookup button to list all vendor numbers.

Alternately, start typing a vendor 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 vendor number will appear in the field.

If you enter a vendor whose status is set to Inactive in Vendor Maintenance, a message appears warning that the vendor is inactive and cannot be used.

This field is available only if Subcontract is selected in the Cost Type field.

 

Reference

Type the reference for the cost transaction (an invoice number for an Accounts Payable entry or a period-ending date for a Payroll entry) or cash receipt transaction (the invoice number).

This information is not updated to the General Ledger module. You can view this information on the Job Transaction Detail Report or in Transaction Detail Inquiry.

 

Posting Date

Type the date of the transaction.

 

G/L Account

Enter the general ledger account number to post direct costs, billing, or cash receipts. Click the Lookup button to list all general ledger accounts.

• For direct cost postings, the general ledger account defined for the current cost code and cost type appears, but can be changed.

• For billing postings, the general ledger revenue account defined for the job type for the job entered appears, but can be changed.

• For cash receipt postings, the default general ledger account appears, but can be changed. You can enter a different general ledger account to be credited with the cash receipt transaction.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in General Ledger Options.

This field is available only if the Post to G/L for Direct Cost Transactions and/or Post to G/L for Billing & Cash Receipt Transactions check boxes are selected in Job Cost Options.

 

Bill/Receipt Amount

For billing postings, type the amount of the invoice or adjustment. For cash receipt postings, type the amount of the cash receipt or adjustment.

To adjust a previously posted transaction, enter the amount of the transaction as a negative amount to cancel out the previously posted transaction. Enter the adjustment of the transaction as a negative amount to reduce the total amount, or enter the adjustment as a positive amount to increase the total amount of the transaction.

 

Posting Comment

Type a posting comment describing the transaction.

This information is not updated to the General Ledger module. You can view this information on the Job Transaction Detail Report or in Transaction Detail Inquiry.

 

Unit Cost

Type the unit cost to use. You can type from two to four decimal places depending on the entry made in the Number of Decimal Places in Cost Entries field in Job Cost Options.

This field is available only if there is a unit of measure for the cost code or cost type.

 

Units

Type the total number of units for the cost item. You can type from zero to four decimal places depending on the entry made in the Number of Decimal Places in Unit Entries field in Job Cost Options.

This field is available only if there is a unit of measure for the cost code or cost type.

 

Extension/Retention

Type an amount.

• For direct cost postings, type an extension amount.

• For cost items with a unit of measure specified, the unit cost is multiplied by the total number of units and is displayed as the extension amount.

• For items with no unit of measure specified, enter the total amount of the cost.

• For billing postings, type a retention amount. The retention amount is calculated automatically based on the retention percentage of the bill amount.

• For cash receipt postings, type a retention amount if the cash receipt transaction represents payment of a retention amount.

To adjust a previously posted transaction, type the amount of the transaction as a negative amount to cancel out the previously posted transaction. Type the adjustment of the transaction as a negative amount to reduce the total amount, or enter the adjustment as a positive amount to increase the total amount of the transaction.