1. Main
Type the number of characters the first segment should contain. If you do not want to define segments, type the total number of characters in your cost codes.
Type the number of characters contained within the second cost code segment. This option is available only if you have defined Seg 1 with less than nine characters. If you do not want to define a second segment, type 0.
Type the number of characters contained within the third cost code segment. This option is available only if you have defined Seg 1 and Seg 2 with less than nine characters. If you do not want to define a third segment, type 0.
Type a default job type, or click the Lookup button to list all job types. Job types are used to classify jobs for system billing and report sorting purposes (for example, residential, commercial, government, or union).
Select this check box if your company uses subjob numbers. Subjobs are used in reports to provide subtotals for related jobs. If you select this check box, the first four characters of the job number represent the master job number, and the last three characters represent the subjob number. Clear this check box if you do not want to use subjob numbers; all job numbers are seven characters long.
Note Subjobs must be invoiced as separate jobs.
Allow Job Contract Change Orders
Select this check box to track change orders for job contracts. Clear this check box if a record of change orders for job contracts is not required.
Allow Subcontract Change Orders
Select this check box to track change orders for subcontracts. Clear this check box if a record of change orders for subcontracts is not required.
Apply Overhead on a Daily or Monthly Basis
Select the basis for posting overhead.
Select Daily to post overhead to the job on a daily basis.
Select Monthly to post overhead to any job on a monthly basis. If you select Monthly, the Monthly Overhead Allocation Register should be printed and updated before posting future costs.
Select None if you do not want to post overhead to any job.
Percentage Completion Calc for Over/Under Billed
Select the over or underbilled calculation to use. The over or underbilled amount represents the amount by which a job is overbilled (if positive) or underbilled (if negative).
Select Actual to calculate the over/underbilled amount using the actual percentage of completion.
Select Calculated to calculate the over/underbilled amount using the calculated percentage of completion.
Note If the actual percentage of completion is not entered for a job, the calculated percentage of completion is used instead.
(Post to General Ledger) Work in Process
Select this check box to post job costs to an account designated for work in process. When the job is billed or completed, the work-in-process account is relieved, and the balance is posted automatically to the cost of goods sold account. Clear this check box to post directly to a designated expense account.
(Post to General Ledger) Direct Cost Transactions
Select this check box to post direct cost transactions entered using Job Posting Entry to the General Ledger module. Clear this check box if you do not want to post direct cost transactions directly to the General Ledger module. This field does not affect general ledger postings made from other modules.
Recognize WIP When Billing % Complete Jobs
Select a method for calculating the work-in-process (WIP) costs to expense during job billing when using the percent-of-completion accounting method along with a fixed billing method.
- Select Actual Costs to expense WIP costs using actual costs posted to the job that have not been previously billed as of the job billing date.
- Select % of Estimate to expense the WIP costs as cost of goods sold by multiplying the revised estimated cost by the job's completion percentage less the previously recognized estimated costs.
This field is available when the (Post to General Ledger) Work in Process check box is selected.
Note If you change the selection in this field, and there are open jobs that have been billed using the original method, an adjustment will be automatically created the next time an invoice is processed for the job to avoid double-posting of expenses. Consider processing a zero-dollar invoice after making the change to process the adjustment.
(Post to General Ledger) Billing and Cash Receipt Transactions
Select this check box to post billing and cash receipt transactions entered using Job Posting Entry to the General Ledger module. Clear this check box if you do not want to post billing and cash receipt transactions directly to the General Ledger module. This field does not affect general ledger postings made from Job Billing Data Entry or from the Accounts Receivable module.
Type the current fiscal year based on the current date, or click the Lookup button to list all available years. The Lookup button is available only if the General Ledger module is integrated with Job Cost. This field is used in conjunction with the Current Job Cost Period field to differentiate between the current year and a future year.
Select the current Job Cost accounting period. If the General Ledger module is installed, this option defaults to the current general ledger accounting period. If is not installed, this option defaults to the month of the current accounting date.
This field is used in conjunction with the Current Job Cost Fiscal Year option to differentiate between the current period and a future period. When Job Cost period-end processing occurs, this field is incremented automatically. This field is independent of the General Ledger module, and performing General Ledger period-end processing does not increment this period.
Enable Time Track for TimeCard
Select this check box to enable the Time Track feature for the Job Cost module. Clear this check box if you do not want to use the Time Track feature in the Job cost module.
(Integrate Job Cost with) General Ledger
Select this check box to integrate the Job Cost module with General Ledger. Clear this check box if you do not want general ledger postings from the Job Cost module to update to General Ledger or post to the General Ledger Posting Recap.
(Integrate Job Cost with) Inventory Management
Select this check box to integrate the Job Cost module with Inventory Management. Clear this check box if you do not want to integrate the Job Cost module with Inventory Management.
When these modules are integrated, materials costs can be allocated to a job for any issue or sale. Items, costs, and prices can be copied from the Inventory Management module to Job Cost for use when estimating.
(Integrate Job Cost with) Accounts Receivable
Select this check box to integrate the Job Cost module with Accounts Receivable. Clear this check box if you do not want to integrate the Job Cost module with Accounts Receivable.
When these modules are integrated, invoices, cash receipts, and adjustments can be posted to the job from the Accounts Receivable module.
Note You cannot clear this check box if job billing is in process.
2. Entry
This field allows batch processing to be enabled for Job Posting Entry, Job Billing and Job Field Report Entry.
Enable
Select this check box to enable batch entry for Posting Entry, Billing Entry or Field Report Entry. Clear this check box if you do not want to allow batch processing.
Next Batch
Enter the next batch number to be assigned when using the batch processing feature in Posting Entry, Billing Entry or Field Report Entry. You can enter numeric or alphanumeric characters. This field is available only if the Allow Batch Entry check box is selected.
Entry Sample
Enter....
If....
00001
you want the next batch number assigned to be 00001.
A0005
you want the next batch number assigned to be A0005.
Next Auto Cost Posting Batch No.
Type the next batch number to assign when using the Automatic Batch Number feature for direct cost entries in Job Posting Entry.
Type the next batch number to assign when using the Automatic Batch Number feature for billing entries in Job Posting Entry.
Next Auto Cash Receipt Batch No.
Type the next batch number to assign when using the Automatic Batch Number feature for cash receipt entries in Job Posting Entry.
Select Job Statuses Allowed in Data Entry
Select this check box to enable the Job Status Maintenance task, which allows you to limit which job numbers can be entered in data entry tasks based on the job's status. If this check box is cleared, the Job Status Maintenance task will be unavailable.
Calculate Sales Tax on Retention Invoices
Select this check box to calculate sales tax on retention invoices. Clear this check box if sales tax will not be calculated on retention invoices. This field is available only if the Sales Tax Reporting check box is selected in Accounts Receivable Options. The Calculate Sales Tax on Retention check box in Sales Tax Code Maintenance must also be selected for each applicable tax code.
Note This option cannot be changed while Accounts Receivable Invoice Data Entry or Job Billing Data Entry is in progress.
Select a criterion for determining if a cost code is active.
Select All Cost Codes to consider all cost codes active.
Select Original Estimated Cost to consider a cost code active only if there is an original estimated cost or original estimated units greater than zero for the job number.
Select Revised Estimated Cost to consider a cost code active only if there is a revised estimated cost or revised estimated units greater than zero for the job number.
Select No Validation to suppress the validation of active cost codes during data entry.
3. Printing
Type the description for a user-defined sort field (for example, Location, ZIP Code, or State). This field can be used to sort information on reports. The description entered appears as a field name in the Job Estimate Maintenance window.
Print Tax Detail on Billing Register
Select this check box to include tax detail on the Job Billing Register. Clear this check box to exclude tax detail. This field is available only if the Sales Tax Reporting check box is selected in Accounts Receivable Options.
4. History
Select this check box to archive closed job information to history files instead of purging it during period-end processing or when using Purge/Archive Jobs in Utilities. Clear this check box to delete job information completely when it is purged during period-end processing. The archived information can later be purged from the history files using the Job Cost History Purge Utility or restored to the active files using the Job Cost History Restore Utility. Both utilities are located on the Job Cost Utilities menu.
Transactions cannot be posted to jobs in the Job Cost history files. If a late transaction must be posted to a job in the history files, restore the job to the active files and then post the late transaction.
Years to Retain Job Cost History
Use this option to choose the number of years to retain archived job information in the history files. Job history older than the number of years selected will be purged during period end processing . This field is only enabled when the Retain Job Cost History option is checked.
