JCPARAM Job Costing Parameters



JOB COSTING

If this is where your core business activities are recorded, you will be well aware of the need for accurate, up to date information. You need to know if you really made money on that last job, if you are currently over budget for another, and ideally should be able to quickly locate details for jobs similar to the one you are doing a quote for at the moment.

Most of the hard work is done automatically within other modules of the system eg. Payroll will automatically update your labour figures using prime cost, or overhead recovery costing, and actual times are also recorded. Purchase Orders update outstanding commitments for a Job or materials and expense allocations when receipts are recorded. Inventory stores requisitions may also update material figures, and expense can also be recorded directly from the Accounts Payable System.

In the absence of these other modules, the information can be recorded directly with the Job Costing system, but obviously greatest gains are to be made from a totally integrated system, where General Ledger Work in Progress figures can easily be substantiated and reconciled to, say a Job Progress Report.

Jobs can be manually initiated for any costing project, or can be generated from other related systems, like Service for repair work, or Inventory for manufactured items. You have control of the static details maintained for all jobs, ensuring that the system retains all of the information you will require for future reference and identification.

There is no limit to the number of jobs that can be active at any one time, and each job can be broken down into individual activities. Costing information is then recorded down to the activity level, allowing you to monitor the progress of each phase of a job in greater detail, and identify individual problem areas sooner.

Activities can vary from job to job, and separate budgets can be set for each activity if required. If a job is generated from the integrated quotation system, these budget figures are extracted from the original quote.

Jobs for customers can be invoices when completed, or for progress payments, using the normal procedures of Accounts Receivable, with relevant details appearing on the Invoice from Job Costing. When a manufacturing job is completed the Inventory System stock levels will be increased for the finished product, and completed service jobs update the Service system with actual costs, materials used etc.

Full transactional details is kept for each revenue and cost component, allowing for extensive onscreen enquiry and reporting. The enquiry and reporting procedures will also give you early warning of a job that is ‘going off the rails’ rather than having to find out after the job is finished. You can quickly compare actual costs and times with budgets, or match job revenue with expense, analyse how much time is spent doing what.

JCPARAM Job Costing Parameters

This process maintains the control parameters needed by the Job Costing System. Some functions can not be performed by the system until this information has been entered, and you will be warned if this occurs.

In normal operation, this process is used when the system is first established, and would generally require no further attention. However, changes may be made at any time, as the need arises.

Great care should be taken with all of the Yes/No type questions. Generally changing such a response from a No to a Yes will cause no problems, as this has the effect of adding additional features to the system.

However, you must fully consider the impact of reducing the features of the system, and be sure that this will not adversely effect the day to day operation of your business.

For example, if you are currently using the General Ledger integration feature, disabling the feature will require the necessary details to be re-processed in the General Ledger System. As always, you must decide if this is advantageous, and investigate any necessary manual support functions.

Please note that these parameters are shared by all entities and therefore it is only necessary to enter in the initial details once.

JCSTATIC Maintain Static Details

The set of processes contained within this menu are used to maintain the static details within the Job Costing system. These static details are relatively constant, and are used throughout the Job Costing system.

Once established, these details will rarely need changing, as they reflect aspects of the basic structure of the Job Costing system.

JOBTYPE Maintain Job Types

This process maintains job type codes for use within the Job Costing system.

A job type is a means of grouping together jobs which have similar characteristics and so belong within a similar category. E.g. maintenance type jobs or construction jobs.

Some of the characteristics that may be associated with a job type are :

➢ User-defined input fields (for recording special job details).

➢ Processes and activities which need to be carried out, and the work instructions associated with these activities.

➢ General ledger accounts for Work in Progress and Cost of Sales.

ACTGROUP Maintain Activity Groups

This process maintains the file ACTIVITY.GROUPS .

Activity groups are used in reporting and in the printing of job cards. Each activity type may belong to an activity group. Activities may be allocated an activity group through the ACTIVITY process.

If an activity group still has activities associated with it, you will be unable to delete the activity group. You will be required to change the activity group entered against these activities via the ACTIVITY process.

ACTIVITY Maintain Activities

This process maintains Activities for use within the Job Costing menu. Details are the activities code, description and short description, the general ledger account and whether it is costed or not.

COSTYPE Maintain Cost Types

This code determines the costing type. These codes are defined as follows:

A - Average.

S - Standard.

F - First In First Out.

I - Itemized (Serial).

B - Batch.

LABORATE Maintain Labour Rates

This process is used to maintain the labour rates that will be accessed from within the Job Costing system.

e.g. NT for Normal Time etc.

N.B. their may be labour rates that exist on file that were created from within the payroll system via the PAYFACT process. These rates may not be accessed from this process, however they may still be referenced for labour transactions etc. These rates are flagged on the find screen with a Y if they were created from the PAYFACT process.

TIMEGRP Maintain Time Groups

This program groups labour rates and/or activities together along with their costed and/or non-costed activities for reporting purposes.

WORKER Maintain Costed Workers

This process is used to maintain workers that will be referenced within the job costing system.

Details kept include worker's code and description, labour rates that they may work under and the respective dollar per hour amounts for the labour rates.

N.B. If you have Payroll integration with Job Costing then workers that appear on the find screen and are flagged with a Y es for via EMPMAINT , may not be accessed via this process as they have been created in the EMPMAINT process in payroll.

TEAMMNT Maintain Teams

This screen maintains team codes and names, as well as a list of the members within each team. These members may be 'workers' from the Job Costing System, or may be from outside the company.

Each team is specific to a particular company.

Members outside of the company do not require a worker code.

JCAUTH Maintain Job Authorizations

This process allows you to maintain a list of those people within your organization who are authorized to create or maintain job details or job quotes. This facility is not mandatory, but may be useful if you have a need to record on job quotes or job detail records, who created the quote or detail record.

Using this facility, it would also be possible to produce reports based on the Authorized Person via Query Language or otherwise.

For example : A Query Language report could be coded to provide a list of all job quotes entered by Joe Bloggs in January this year.

An Authorized by code is prompted on the following processes (although it is an optional field) :

MAINJOB - Maintain Job Details

JCQUOTE - Job Costing Quote

QJCQUOTE - Quick Job Costing Quote

PLANT Maintain Plant Equipment

This process is used to establish items of plant that can be used within the job costing system if you nominate that you will be using Plant Costing via PAPARAM in the Payroll System.

This enables plant time to be recorded against jobs while details of labour are processed through payroll.

Each item of plant can have distinct charge rates associated with it, which can vary with the associated pay factor. Details of plant usage are recorded as expenses in the Job Costing System, with income able to be charged to a separate account in the General Ledger System.

Use of this facility is entirely optional, and details of plant items need only be established if you will be using this facility.

Plant items may be tied into the Asset Register System.

PRODPROC Manufacturing Procedures

This process allows you to maintain budget and documentation details relating to the manufacture or work done on a particular product code. Details such as the activities to be performed (and related budget times etc.) may be entered, free format text work instructions and references to QA documents may also be maintained for each product or product/job type combination.

These details can be called on when producing a quote or a job card, to act as default values.

Screen 1 allows maintenance of a list of activities associated with each product (or product/job type combination) entered. For each activity, you can also enter a budget figure for labour, materials and expenses.

Screen 2 allows you to enter notes where you can detail, as required, the procedures involved in the manufacture (or repair) of the product being maintained.

Screen 3 allows you to enter any documents (maintained via the Document Control System within Quality Assurance) which relate to the production of this product. These would typically be drawings or work instructions.

JCREPDEF Job Report Definitions

This process maintains the 'REPORT.QUESTIONS' file. It allows reports to be defined within the Job Costing system which can then be printed using the report options on the Job Report Menu ( JOBREPRT ).

MAINTJOB Maintain Maintenance Jobs

This process is used to enter and maintain information relating to ongoing maintenance jobs, that repeatedly occur with a given frequency.

For example, a customer may require a particular maintenance job be performed every six months. This job is entered in this process with the appropriate frequency (maintained in the process SYSFREQ ) and can be accessed as follows :

Reports of maintenance jobs entered with this process can be produced with the program MAINTRPT , showing which maintenance jobs require action up to a given period. Maintenance jobs requiring action are then created within the MAINJOB process, using the MAINTJOB number as a reference.

DUPMNTJB Duplicate Maintenance Jobs

This process allows you to copy or duplicate an existing Job Costing maintenance job, thereby creating a new maintenance job, with much the same details as an existing maintenance job.

You must first enter an existing JC maintenance job number, then a number for the maintenance job to be created (or this can be automatically generated depending on your setup parameters in JCPARAM ).

You will then be prompted for the basic customer details for the new maintenance job, which may or may not be the same as the existing maintenance job.

Once the maintenance job has been duplicated, you may make any further changes to the new maintenance job by using the maintenance process : MAINTJOB .

JGRPTYPE Maintain Job Group Types

This process allows you to define a type of grouping that can be used within the Job Costing System. The grouping facility allows you to examine details of Jobs that have common factors, and this job group simply allows you to look at all job groups that share a common factor.

For example, you may establish a job group with a code of FRAME that will be used to group all jobs by frame number, or SERNO to group by serial numbers and so forth.

When details for specific groups are examined, you may want to be able to find jobs relating to, say, a particular frame size, but you can not remember what the frame size is. This job grouping facility would allow you to determine all of the groups established under this generic heading of FRAME .

At least one Job Group Type must be established if you wish to use the job grouping facility, but this is entirely optional.

JOBGROUP Maintain Job Groups

This process is used to maintain a logical grouping of jobs, which can then be reported and enquired upon. This may correspond to a major project, all jobs relating to a particular type of job (eg: a brand/model of a motor), or any other grouping that may be required.

Jobs may belong to multiple groups, allowing any form of heirarchial structure to be duplicated. Each grouping simply corresponds to a view of the job costing system.

If you do not require or forsee a use for this feature there is no need to establish any job groups at all, as use of this facility is entirely optional.

JOBNOTE Job Notations

This process allows you to keep free form textual information on your jobs.

Typically this information would be general information relating to each job.

This information appears on the last screens of JOBENQ OJOBENQ and JCGRPENQ which are the Job Costing enquiry processes existing under the menu JCENQS .

JCQSTAT Quote Status Maintenance

This process is used to maintain a list of status codes that can be recorded against each Job Costing Quote.

PRDIDENT Product Identification Maintenance

This process allows you to enter the product identifications which can be referenced to a product manufactured on a job.

NXTPRDID Next Product Identification

This process allows you to allocate the next product identifier to use manually. This file will be automatically updated from the mainjob process to show the next pane to use. The next pane to use number will be used to default the product identifier onto the MAINJOB process.

JOBMENU Main Job Details

The processes contained within this menu are for the entry of labour transactions within the Job Costing menu.

The JOBLABOR process is used to enter the labour transactions into the system. The EDITJLAB process is used to validate the transactions before posting via POSTJLAB .

MAINJOB Maintain Job Detail

This process is used to enter information relating to a job. Information such as the customer, expected costs and completion dates, invoiced amounts and other details pertaining to the particular job are to be entered.

The job can be linked to a repeating maintenance job (created and maintained by the process MAINTJOB ) by entering the relevant maintenance job number in the appropriate field. This process will then look at the maintenance job, getting the required information for that job and defaulting to that job information. The next scheduled date for the maintenance job entered is also automatically updated when this job is processed.

If a quote for a customer has been entered via the process QJCQUOTE or JCQUOTE , then by entering the respective quote number, relative details for the job created will default from the information associated with the quote.

The Bill of Materials screen is updated using information from either the quote number or the product code on screen one, in that order of priority.

If a Work Order for a Job has been entered via the process WORKORD and you have nominated to be 'Manufacturing Stock' via JCPARAM , when entering the respective Work Order Number, relative details for the job, default from the information associated with the Work Order.

JOBCARD Print a Job Card

A job card lists the procedures involved in completing a particular job type. These procedures can be maintained through the process JOBTYPE.

JOBPKSLP Print a Job Picking Slip

This process will allow you to print picking slips for selected jobs which have outstanding products on them. i.e. it will display Job Number, Product Code, Description, Outstanding Quantity and the Location of the goods.

DUPJOB JC Mainjob Duplication

This process allows you to copy or duplicate an existing Job, thereby creating a new job, with much the same details as the existing job.

You must first enter an existing Job number, then a number for the job to be created (or this can be automatically generated depending on your setup parameters in JCPARAM ).

You will then be prompted for the start date and expected completion date for the new job, which may or may not be the same as the existing job. The dates will default from the existing job.

You may also modify the job's entity, the customer it belongs to, and the customer order # in this process - or leave these fields the same.

Once the job has been duplicated, you will be automatically transferred to the new job to make any further minor changes by using the maintenance process MAINJOB .

JCLABOUR Job Labour Transactions

The processes contained within this menu facilitate the maintaining and posting of job labour transactions.

JOBLABOR Labour Transaction Entry

This process is used to enter labour transactions into the system.

Once the labour transactions have been entered, the edit process EDITJLAB should be run and the transactions checked for their correctness.

Once satisfied the transactions are correct the posting process POSTJLAB should be run to update the relevant job files.

EDITJLAB Labour Trans Edit List

This report should be run after entering labour transactions by the JOBLABOR process, to check the transactions for their correctness.

If entries are correct then the posting process POSTJLAB should be run to update the various job files.

POSTJLAB Labour Trans Journal

This process posts the Labour Transaction entries to the various job related files.

The process EDITJLAB should be run before to verify that the transaction entries are correct.

JCMATEXP Material/Expense Trans

The processes contained within this menu are for the entry of materials /expenses within the Job Costing menu.

The MATEXENT process is used to enter the material/expense transactions into the system. The EDITMEX process is used to validate the transactions before posting via POSTMEX .

MATEXENT Mat/Exp Trans Entry

This process is used to enter material/expense entries into the system.

Once the transactions have been entered, they should be checked using the edit list EDITMEX and once correct posted via the process POSTMEX .

EDITMEX Mat/Exp Trans Edit List

This process is used to check material/expense entries that have been entered for their correctness, before they are posted into the system via the POSTMEX process.

POSTMEX Mat/Exp Trans Journal

This process is used to post material / expense transactions into the Job Costing system. Before this process is run, the transactions should be checked if they are correct using the process EDITMEX .

JCQUOTES Job Costing Quotes

This process will allow you to enter and maintain quotes to be used within the Job Costing system.

The actual quote number itself may be generated automatically and sequentially by the system depending on the setting of the question relating to quote number auto generation in the Job Costing parameters process JCPARAM .

Most of the details relating to the quote will be used to default information if the quote is turned into a job using the process MAINJOB . Alternatively, if the job details are created first using MAINJOB , they may be called up as defaults when creating the quote.

Printouts of quotes can be produced by the process PRJCQUOT or reprinted using the PRJCQUOT process.

JCQUOTE Job Costing Quotes

JCQUOTE Job Costing Quotes

QJCQUOTE Quick Quotes

DUPQUOTE Duplicate a Quote

ACTJQUOT Action Job Costing Quotes

PRJCQUOT Print Quotes

RPJCQUOT Reprint Quotes

UPJCQUOT Unprint Quotes

WORKORD Job Work Orders

This process is used to create a Work Order The process in this menu will allow you to :-

➢ Create new Work Orders

➢ Amend existing Work Orders

➢ Review existing Work Orders

➢ Delete Work Orders

The process will automatically allocate a Work Order Number (if required), and will ask for input in the form of an Order Date, Product Code, Qty To Make and For Entity ( Further explanation of these fields are given in the appropriate help text ).

A find screen also exists for Work Order Number, and displays all the Work Orders currently existing on the WORK.ORDERS file, along with other relevant information listed above.

If you wish to create a Work Order, a new unique Work Order Number may be automatically generated if so selected using JCPARAM .

Amending of a Work Order that has a job already assigned to it, should be performed with caution, and it may be necessary to make changes to the job as well.

It is only possible to delete a Work Order if there is no job number assigned to the order. There is a separate purge program for Work Orders that have completed jobs.

JCINV Job Costing Invoices

This menu provides all the necessary tools needed to produce invoices from the job costing system.

It is generally used in an environment where the structure of the company is as follows:-

There is a main company which is asked by the client to perform a task. The company then enlists the services of a sub-contractor to carry out the work. An example of this kind of business is in the building supply industry where they supply the materials and the labour to the client.

JCINVENT Enter J/C Invoices

ALIGNJCI Align J/C Invoices

PRTJCINV Print J/C Invoices

REPRTJCI Reprint J/C Invoices

UNPRTJCI Unprint J/C Invoices

JCINVDSC Invoice Discrepancy Report

JCINVLST J/C Invoice Check List

SUPREMIT J/C Supplier Remittance

EDITJCI J/C Invoices Edit List

POSTJCI Post J/C Invoices

JOBREPRT Job Report Menu

This menu provides access to the processes used to enter and print Job Reports and/or Certificates. The format of a report associated with a particular job is tied to the Job Type, which is maintained via the JOBTYPE process, which in turn is tied to a Job Report Definition, which is maintained via JCREPDEF .

ENTREPRT is used to record readings, observations etc, and prompts for the questions associated with the report in question. These response can then be printed via PRTREPRT , and once printed, changes are no longer permitted to the report unless it is unprinted with UNPRTRPT .

These facilities provide a mechanism for electronic record keeping, and storing information relevant to each job. However, it should be noted that use of these processes is entirely optional.

ENTREPRT Enter a Job Report

This process allows you enter in the data for the report that is associated with a specific job. Once this report has been printed, you may not alter the data entered in the report.

You may create multiple reports for the same job if you enter an activity as well as a job number (for each activity performed on a job a report can be entered).

PRTREPRT Print a Job Report

This process prints a specific job report. Once the report has been printed, the report cannot be changed. However, the UNPRTRPT process can be used to reverse the locked status of the report, allowing it to be amended.

UNPRTRPT Unprint a Job Report

This process allows you to reverse the 'locked' status of a report that has already been printed. It can only affect reports that are locked, that is, those reports that have been printed. Unprinting those job reports using this process allows further changes to be made to them.

JCENQS Job Costing Enquiries

The processes contained within this menu are used to do enquiries on various items within the Job Costing system.

BILLENQ Bill Of Materials Enquiry

This program allows the Bill of Materials for jobs to be examined. The job code (entered and maintained in the MAINJOB process) is entered, and if that job has a Bill of Materials stored in the JOB.PRODUCTS file the bill is displayed, showing the total quantity of each product required, the amount used so far, any planned wastage, and the outstanding quantity (required less used quantities).

JOBENQ Detailed Job Enquiry

This process is used to do a detailed enquiry on a job. All details relating to this job are displayed.

JOBORD Outstanding Job Orders

This process is used to enquire upon outstanding orders for a nominated job.

JOBUNMT Unmatched Job Receipts

This is an enquiry type process which can be used to display for any particular job, any receipts flagged against the job, but which have as yet not been invoiced.

Therefore, if a goods receipt note (delivery docket) has been entered and posted with expenses going to a job, but as yet have not been matched using the goods receipt note match processes, the details can be displayed on a per job basis using this enquiry.

Note : Any receipts shown against a job in this enquiry will not appear on the detailed job enquiry JOBENQ until the receipt has been matched .

JCGRPENQ Job Group Enquiry

This process is an enquiry process, which may be used to display all the component jobs contained in a specified job group. The cost figures are shown for each job and also how these costs are comparing to the budget figures on a percentage basis.

Total costs are also shown for the job group as a whole as well as total percentage to budget figures.

By selecting an individual component job number in field 2 of this process, full details of that individual job will be displayed on subsequent screens. Note : These details are the same as if a detailed job enquiry - JOBENQ were performed on the job.

COMJCGRP Combined Job Group Enquiry

This enquiry can be run as required, and can be used to identify jobs that have a number of similar features, as identified by them belonging to multiple JOB GROUPS , which may either be maintained manually via the JOBGROUP process, or automatically by the automatic grouping capabilities built into MAINJOB .

Typically this enquiry would be used as an aid when quoting. For example, if you had to provide a quote to, say, repair an electric motor of a particular make and power output, it would be handy to quickly identify all of the jobs that shared these common criteria (eg: Toshiba, 150Hp).

Provided you have groups already established on these criteria, you would simply enter multiple criteria in the form of Group Type and Code (eg: you may have a group type of MAKE with a code of TOSHIBA to identify this criteria).

As each criteria is entered, you are shown the number of jobs that the system found matching that criteria. However, it is only when you answer Y to the Get Matching Jobs Now question that the search will be performed to find the jobs that meet ALL of the specified criteria (ie: jobs that were in every group you entered).

This list of jobs is displayed on a separate process screen, and you may then examine the full details of any of the individual jobs shown.

JMAILENQ Job Mail Enquiry

This process is used to enquire about electronic mail sent and received which relative to a particular job.

The mail messages displayed by this process are entered using SENDMAIL, and using 'J' for the question 'Relates to' will allocate it to job costing.

Screen 1 displays the mail messages relevant to the job. You can then choose from this list, to examine further information.

Screen 2 displays the details for the particular mail message you selected from screen 1. It shows when the message was read by all those nominated, and what action was taken.

Screen 3 displays the actual message sent regarding the job.

JCPINENQ Job Pre-Invoice Enquiry

This enquiry is a pre invoice enquiry. It displays the costs for the specified job and also shows the suggested selling price for labour, materials and expenses. It also shows any outstanding purchase orders or unmatched goods receipts where the costs have not been completely allocated to the job.

The suggested selling prices/invoice amounts are arrived at by using the charge rates entered via the ARPRICAT process for the price category of the customer being invoiced.

The enquiry may be used prior to producing invoices, so that the recommended invoice amount produced from the charge rates can be examined first.

JCINVENQ Posted JC Invoice Enquiry

This process allows you to look at and enquire on the details that have been entered through the JCINVENT process. These enquiries are only on the posted job invoices.

WORKENQ Current Work Enquiry

This process may be used to display information pertaining to job labour, which has not yet been posted. Ie. It will show 'current' work being performed on jobs.

The enquiry scans unposted time card entries, unposted job labour entries, and also any current work logged into the shopfloor control system. All current work details are displayed in the window on the first screen. If a start time cannot be seen for a particular line, it means that the worker has clocked off that particular activity - and therefore the hours figure showing is the actual hours booked to that activity. If a Start time can be seen for a particular line, it means that activity is still being worked on, and the Hours figure is a calculation based on the current time and the time the work commenced.

You can also zoom in to see details for a specific job or a specific worker by going to the field 1 or 2 .

JCREPORT Job Costing Reports

The processes in this menu print various reports for the Job Costing System.

JCLIST List Static Details

The processes in this menu print lists for the various maintenance processes in the Job Costing System. These processes have been set up under the various processes available in the JCSTATIC Menu

LSTACTIV List Activities

LSTACGRP List Activity Groups

LSTLABOR List Labour Rates

LSTTMGRP List Time Groups

LSTWKTYP List Worker Types

LSTCWORK List Costed Workers

LSTTEAMS List Teams

LSTJBTYP List Job Types

LSTJBDEF List Master Job Defs

LSTRPDEF List Report Definitions

JCGRPLST List Job Groups

LSTQSTAT List Quote Status Codes

CUSJOB Jobs for Customers Report

This process lists jobs for a nominated range of customers. Details shown include customer code and name, job number and brief description, job type and start date. The option to only show those jobs that are currently active is available.

JOBREP Job Report

This process lists jobs within a nominated range. Details shown include, job number and brief description, customer code, last active and start dates, expected completion and completion dates. Total cost for each job and for all jobs selected is also shown.

The option to only show those jobs that are currently active is available.

JOBDETL Detailed Job Report

This process gives a detailed report for a nominated range of jobs. The jobs to report on can be further limited to a entity group whereby only jobs for entities belonging to the group will be considered by the process. Also you may wish to display only those jobs that have an active status.

All details are shown, including those on labour, materials and expenses.

JPROGRES Job Progress Report

This process allows you to produce a Job Progress Report for the range of jobs you specify. The level of detail shown in the report can be varied to suit your current reporting needs, showing full transactional details, summarised figures by activity, or gross job details as indicated.

The report can be produced at any time, over any group of entities for a specified date range, with a further option to only display jobs that are active as at today .

JOBNOT Job Notations Report

This process allows you to keep free form textual information on your jobs.

Typically this information would be general information relating to each job.

This information appears on the last screens of JOBENQ OJOBENQ and JCGRPENQ which are the Job Costing enquiry processes existing under the menu JCENQS .

SJPRGRES Summary Job Progress Rpt

This is a summary version of the job progress report. It shows only one line of information per job, the total expenses, total labour, total materials and total invoices sent out. It also shows the total markup on a job and also the percentage markup. The report displays only totals for those transactions that fall between the two dates that are specified and for activities within the specified range.

SJPRGANL Summary Job Progress Analysis

This process produces a report showing the hours and cost of work done over the nominated date range. It also shows the total hours, cost and amount invoiced to date for the job. It then shows the estimated hours cost and invoiced amount upon completion of job. This detail is reported from the budget figures setup in MAINJOB.

Jobs are reported grouped by job type and entity.

MAINTRPT Maintenance Job Report

This program produces a report over a selected range of customers that will show the key details on maintenance jobs that have been entered and maintained in the process MAINTJOB.

The jobs can be reported that need to be performed up to a date entered as the Due date, which is compared with the Next Scheduled Date in MAINTJOB.

The report can be sorted either by customer or by maintenance date, and when sorting jobs by customer, a further option of starting a new page for each customer is also available.

When sorting by customer an additional field allows for you to also narrow the report down into individual group type responses and then you can also break this down into a new page per change in response for the group type.

This report can be used to then identify maintenance jobs that are due to be performed over a given period of time, and is therefore useful for scheduling manpower and other resources.

JCGRPJOB Job Grp Report By Activity

This program is a reporting process which may be used to display all the component jobs contained in a specified job group. The cost figures are shown for each job and these are hence shown broken down by the various activities that are associated with the cost.

Total costs are also shown for the activity as a whole, as well as a grand total of costs for all of the activities.

JCJOBGRP Job Grp Report By Group

This program is a reporting process which may be used to display all the component jobs contained in a specified job group. The cost figures accumulated in the given period are shown, as is the values invoiced within that period.

The report is sorted by job group type, then by job group code, then by job number - each group type is shown on a separate page.

TEAMRPT Team Time Analysis Report

This report displays workers within teams in each entity of a group. The hours spent for each worker in different time groups is displayed, sorted on team within entity.

Each pane on this process screen represents a block on the report, consisting of a time group and activity group, the total of the groups and the percentage the first group is of the total. Up to five blocks may be printed across the report, depending on paper width.

JCOSTSUM Cost Summary Report

This process will produce a Job Cost Summary Report for the job you indicate. Full details are shown for transactions within the date range indicated, and the report is produced in an 80 column format for easy reference within the workshop.

SELJCDET Selective Detail Job Rpt

This process gives a detailed report on specifically nominated jobs.

All details are shown, including those on labour, materials and expenses.

JCSTATUS Job Status Report

This process produces a status report on jobs for a nominated range of customers. You may also wish to only get a status report for a nominated entity group, whereby only those jobs for a entity within the group will be considered by the process. In addition, a nominated Active As At date will limit the jobs included to those that were active as at the specified date.

Details shown include customer code and name, job number and description, date last active, quote amount, quote balance, labour, material and expense amounts, as well as the total cost. The value of cost transferred FROM the job is also displayed (via partial invoicing).

A true 'as at' Work In Progress value may be determined from this report as the 'Total Cost' less the 'Cost transferred'.

JCLABWIP Labour WIP Report

This process produces a report on jobs showing labour costs for active jobs for a nominated range of customers. You may also wish to only get a report for a nominated entity group, whereby only those jobs for a entity within the group will be considered by the process. In addition, a nominated Active As At date will limit the jobs included to those that were active as at the specified date.

Finally, you can choose to include or not include certain job types.

Details shown include customer code and name, job number and description, date last active, hours, direct labour amount and overhead amount.

JCOMPLET Job Completion Status

This process may be used to print a report (or list on screen), job numbers for particular customers, showing the expected completion date, and to what percentage they are complete (using actual labour units against budget labour units).

The option also exists to show only jobs that are currently active.

WIPSTAT Work In Progress Report

This process produces a report showing work in progress status on jobs for the customers selected. It shows accurate wip figures (cost figures to date entered).

Details included on the report include the job code and description, as well as the total cost, budget cost and suggested invoice total for each job.

WIPRECON Work In Progress Reconciliation

This process produces a report to aid in the reconciliation of the work in progress accounts.

It is in three parts. The first part shows total amounts against work in progress accounts for both General Ledger and Job Costing. The totals are shown for each entity/GL account/posting source/date combination. You may also choose to show the job costing amounts further broken up by job. You can choose to print only those entries where there are discrepancies, or all selected entries.

The second part of the report shows any transactions entered after the job was completed, which are a common cause of discrepancies in the first part of the report.

The third part shows any transactions entered before the job's start date. These transactions can be missed on reports such as JCSTATUS where the date range works from the job's start date.

TIMEUSE Time Usage Report

This process is basically a report on the labour time and cost for workers.

It may be limited to a range of workers, showing transactions within a limited date range for jobs belonging to a nominated group of entities.

Further options are for the year which you wish to have Year To Date figures for, as well as the choice to only show grand totals, and a choice of figures for U time units, D dollar amount or B both dollar amounts and time units.

Details shown include the worker code and name, the activity and MTD as well as YTD time units and chargeable value. Both time units and chargeable value for each activity are also expressed as a percentage of the total time and value for each worker.

JOBTIME Worker Time On Jobs

This process produces a listing of the time an employee/worker has spent on jobs over a date range. The jobs are listed with the time spent, and this is totalled per job entity, per worker, per worker entity and a grand total.

JCPREINV Pre Invoicing Report

This process gives a detailed report on specifically nominated jobs.

All details are shown, including those on labour, materials and expenses.

The invoice amount is arrived at by using the charge rates entered via the ARPRICAT process for the price category of the customer being invoiced.

The report should be run prior to producing invoices, so that the recommended invoice amount produced from the charge rates can be examined first.

JCPRGINV Progressive Job Invoice Rpt

This process generates suggested invoices as a report, from the jobs selected. This is a Pre-Invoice style report which can be used as a worksheet to prepare invoicing details. It uses the same print routine as is used by the AR Document Printing function.

COSTINV Cost / Invoice Report

This process produces a Periodic Cost / Invoice Report for jobs within the nominated range. Only jobs for entities belonging to the nominated group will be included by the process.

The option of whether to show details or just grand totals is given. Details shown include job number and description, materials, expenses and labour amounts, total cost (or transferred cost), amount invoiced, markup amount and percentage. NOTE : The percentage shown, can either be a markup percentage or a margin percentage - selectable through the Job Costing Parameters (JCPARAM).

COSTPER Periodic Cost/Invoice Rpt

This process produces a Periodic Cost / Invoice Report for jobs that have been invoiced within the nominated date range. Only jobs for entities belonging to the nominated group will be included by the process.

The option of whether to show details or just grand totals is given. Details shown include job number and description, materials, expenses and labour amounts, total cost (or transferred cost), amount invoiced, markup amount and percentage.

NOTE : The percentage shown, can either be a markup percentage or a margin percentage - selectable through the Job Costing Parameters (JCPARAM).

JCOSTPC Job Cost Percentage Report

This process provides a report showing a number of fields relating to invoice and cost amounts for jobs.

The amount invoiced to a job is shown, as is the costs incurred against that job. Also shown is the mimimum standard price which is the quantity entered on each line of a document mutiplied by the standard cost for the billing code on that line. Three ratios are also shown, expressed as a percentage: Cost over Amount invoiced; Markup (or Margin - selectable via JCPARAM), and Amount Invoiced over Minimum Standard Price.

LATEJCST Late Job Costing Report

This program produces a report showing costs incurred after a job was invoiced.

The program asks for a GL period. Only jobs which have had costs incurred within that period, and after the last invoice date for the job, will be included in the report. Jobs must also be closed to be included in the report.

Information displayed in the report includes job number; last invoice date; invoice amount; costs incurred up to the last invoice date; costs incurred after the invoice date, but before the specified period; costs incurred during the specified period, but after the invoice date; and total costs incurred up to the end of the specified period.

There are also two percentage figures displayed, showing either margin or markup calculations (see JCPARAM to select between the two) on the cost before billing, and on the total cost.

WORDSRPT Work Order Reports

This menu provides access to a number of reports that can be used to produce various Work Order Reports for analysis and follow up, and would only be used if you manufacture products using the Job Costing System and work orders via the WORKORD process.

These reports can be produced on demand as required.

CGRPCINV Combined Group Cost/Invoice Report

This process produces a Combined Cost / Invoice Report for transactions to job groups entered within the window. Only jobs for entities belonging to the nominated group will be included by the process.

The option of whether to show details or just grand totals is given. Details shown include job number and description, materials, expenses and labour amounts, total cost (or cost transferred), amount invoiced, markup amount and percentage.

Please note that jobs that do not fulfill the criteria will be filtered out of the report. This includes jobs that are not on the JOB.BALANCES file (they have not been run through JOBLABOR).

SUBCONT Sub-Contractor Invoice Report

This process produces a report that shows you the following information:-Supplier/sub-contractor code and name, the job number and description, the transaction date, the dollar value paid to the supplier/sub-contractor, the PPS % and the PPS amount.

The PPS amount that the system uses is calculated based on the PPS % that has been entered up on the supplier/sub-contractor master file record.

The report is generated from information that has been entered and posted in the Purchase Order system, using the goods receipts processes.

JOBOVER Job Overs & Unders

This report shows discrepancies between the bill of material required and the material that has been issued to the job. It is used particularly prior to closing the job, to ensure nothing is outstanding, or to see whether the standard bill of material for this item should be altered.

LABCHRG Labour Charged Report

This process produces a report showing the labour charged in and out of each entity over a specified date range.

LABEMPCG Labour Charged by Employee

This process produces a report showing the labour charged in and out of each entity over a specified date range, broken up by employee. There is a further sub-total which breaks the hours up between salary (autopay) and wage (non-autopay) employees.

CAPREPT Capacity Planning Report

This process produces a Capacity Planning report. The front end prompts for an activity range, a date range, and an entity group. To be included in the report, an activity must be within the specified range, with start dates in the date range, and be on a job which is for an entity which belongs to the entity group. Activities on completed jobs will not be chosen, nor will activities which a Completion % of 100.

Activities on the job will be sorted by start date within activity within entity. Details shown are start date for the activity, Job number, the product being manufactured, the quantity being manufactured, and the number of hours on that activity for that job. A weekly total of the hours is shown, along with a total of the activity for the whole of the date range.

The purpose of the report is to show the amount of time allocated to an activity each week. With this you can work out whether you have some time in hand in a particular week, or whether you need to start some jobs early in order to fit them all in.

JOBLABEX Labour Exception Report

This process produces a report which can highlight days where employees have not entered times against jobs. This is particularly useful where the employees may be on a salary (and do not depend on timecard submissions to get paid), but where they SHOULD be entering their hours against jobs

The report can be run for a particular date range (excluding weekends if preferred), and for a particular entity group.

Columns shown on the report are :

Entity the employee works for

Worker's code and name

The days where NO job costing labour transactions were found for that worker

JCSPEC JC Special Procedures

This menu contains processes that perform special procedures within the Job Costing System. The menu is infrequently used, but typically the processes are run when a system is initially installed.

JCLABINT Initialise Labour

The processes contained within this menu are for the initialisation of labour transactions within the Job Costing menu.

Typically these processes would only be run for example when initially bringing a manual system onto the Job Costing system.

The INITLBR process is used to enter the labour transactions into the system. The EDITINLB process is used to validate the transactions before posting via POSTINLB .

JCEXPINT Init Materials / Expenses

The processes contained within this menu are for the initialisation of materials / expenses within the Job Costing menu.

Typically these processes would only be run for example when initially bringing a manual system onto the Job Costing system.

The EXPENT process is used to enter the material/expense transactions into the system. The EDITEXP process is used to validate the transactions before posting via POSTEXP .

ACTCOMP Complete Activities

This process allows you to adjust the percentage completion of an activity. The process asks for a job. A window showing all activities on the job is displayed, along with the activities' current completion percentages. You can then modify any of the percentages you wish.

CLOSMENU Close non-stock jobs

This menu is used to provide access to the processes used to close jobs, which do not relate to product manufacture, or external customers. In other words, it is typically used to complete internal jobs, and so may not apply to your organization.

Details of completed jobs that should be closed can be entered on an as required basis, and facilities exist to produce an Edit List of these if needed, before they are Posted and the job is actually closed.

CJOBMENU Complete jobs for stock

The processes in this menu may be used to complete a job and manufacture a product in the stock system.

Entry and maintenance of the completed jobs can be made using the process COMPJOB .

To verify the entries made, it is good practice to produce an edit list using the process EDITCJOB , before posting the entries with POSTCJOB .

DUMPMENU Stock Dumpage Menu

This menu may be used when using the Job Costing System (or part thereof) in a manufacturing environment. Often, when manufacturing quantities of an inventory item on a job, some of the expected items are wasted (or dumped) before they can be completed and booked into stock. This may occur because of breakage, incorrect manufacture etc., and those items that can't be completed are in effect wasted.

This menu allows dumpage transactions to be created against the job, which serves a number of purposes :

1) The expected quantity for that stock item is reduced by the quantity that was dumped.

2) An expense may be posted to the General Ledger system for the value of stock dumped.

3) When the inventory system is finally updated, it is accurate in that the correct quantities and values of products have been booked into stock.

4) Dumpage reasons may be analysed at a later date to see where the main wastage is taking place.

JCINVWRK J/C Invoice Worksheet

This process will allow you to enter in a job number and a price date, so that the system can display the costs for the job and a suggested selling amount based on the markup details set up else where in the system.

The information is broken up on a department basis. The departments come from the general ledger accounts that have been set up on each activity, using the ACTIVITY process.

JCINVWRK then enables you to enter in an approved invoice amount that may be different to the suggested amount. Once this is done, you then have the ability to split the dollars over the various departments. This can be done via a percentage of the amount or a dollar value.

The system will then allow you to generate an invoice with the approved invoice amount.

JCUNPOST Unposted JC Transactions

This process lists to the screen details of transactions within the Job Costing system that have yet to be posted.

Details of each type of unposted transaction will be displayed on the screen and the process will prompt and wait for you to hit the RETURN key before continuing and displaying the next type of unposted transaction.

Transaction types that this process checks are as follows :-

• Labour Transactions

• Material/Expense Transactions

WORDSCLR Clear Work Orders

The process WORDSCLR will list all Work Orders that have been completed.

The list can be sorted by either O rder Number, P roduct Code or J ob Number showing all orders that have an Order Date on or before the nominated cut off date.

It allows the user to produce a report of the selected list, or to delete the selected list from the appropriate files. The process also allows the option of both producing a report and then deleting the list.

Details shown on the report include Work Order #, Order Date, Product Code, Product Description, Qty To Make, For Entity and Job Number.

If the list is sorted by Product Code, a total Qty To Make per

Product is included in the report.

REMVJOBS Job Removal Menu

This menu controls access to the procedures used to manage your online completed jobs information. These allow you to select the completed jobs that are to be removed with SLCTJOBS , make as many backup copies as you want of this information for offline archival with BACKJOBS and physically remove the information from the online system with PURGJOBS .

This archived information may be re-loaded onto your computer system at a later date if required via the LOADJOBS process.

JCEXPORT Export J/C Report

This process may be used to export job information to a DOS type file, with the intention that this exported data may then be imported into a spreadsheet (for example). You can then use the spreadsheet to manipulate the data any way you want to for your own custom reports, graphs etc.

The jobs to be included in the export information can be limited by job number, entity, and active status.

The information exported is actually exported to two different DOS files. The first file contains the following 'columns' of information:

Job Number

Customer

Invoiced amount

Total cost

Purchases

Materials

Expenses

labour dollars - broken into separate columns for each activity

The second DOS file contains the following information :

Job Number

Labour hours - broken into separate columns for each activity

The information exported is in a 'fixed spacing' type format, which makes it flexible enough to import into a variety of spreadsheets, such as 'Excel'.

JCREINDX Re-index JC System

This process will re-index the Job Costing System, and establishes all necessary cross reference and index linkages. This process is generally only required after a system crash, power failure etc, or when a new feature is added to the software which establishes the need for a new index.

As a general rule, you should not run this process unless you are in contact with your local system dealer, although provided you are the only active person on the system there is no real harm in running this process.

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