Job Entry (JCE210)

How To

Use this program to enter job information into the Job Cost system.

The Job Entry screen consists of two sections:

You can revise the detail portion information at any time, and you can delete a job as long as there are no transactions on it. Deleted job numbers can be reused.

Use the Job Listing program to generate a complete list of jobs on file.

Jobs may have costs posted against them until they are completed. Use the Job Posting Register to post costs to jobs. The detail section of the program displays the total posted cost and billing-to-date.

Calculating Commissions

Use Company Control F/M to setup the proper prioritization of the contract price’s commission % and to set the commission flag for use highest/lowest/priority commission.

As a line is being entered/edited in the Sales Order module, the default commission % values for customer, salesperson, item, and price are saved and used in commission calculation processing.

Even though price data is not necessary for the Job Entry (JCE210) program, the system reads the salesperson’s commission % and recalculates the job’s commission % each time the header is modified.

Processing Details

Throughout FACTS, commission percentage processing is as follows when the price selected has a commission % assigned:

There are five commission percent sources: customer, salesperson, item, price and current line commission. The system maintains a user override flag and a price type to designate if the user overrode the line’s commission during order entry.

When calculating commissions, the system first checks the value of the Commission Flag. If the Commission Flag is set to H- always choose the Highest commission in the hierarchy, the system returns the highest commission %, excluding the line’s commission %, after replacing the item’s commission with the price’s commission if necessary. If the Commission flag is set to "L- always choose the Lowest commission in the hierarchy", it returns the lowest, non-blank, commission %, excluding the line’s commission %, after replacing the item’s commission with the price’s commission if necessary.

If the value of the Commission Flag is set to X-calculate (always choose the commission that the hierarchy determines), the system checks the Commission Basis for the first priority to determine which commission percentage to use. As the system navigates the priority string, it returns the first entry that has a commission other than "No Priority" (or blank) as the correct commission %.

For example: If the commission hierarchy is set to SCIP the system would calculate the commission using the percentage assigned to the salesman who sold the merchandise. If no priority is assigned to the salesman, the second priority is checked. The system would then calculate the commission using the percentage assigned to the customer the merchandise was sold to. If no priority is assigned to the customer, the third priority is checked. The system would then calculate the commission using the percentage assigned to the item that was sold.

If the price type is not a contract price, the position of the Price’s Commission % in the hierarchy will be ignored, and if a Price Commission is present, it will replace the Item’s Commission % (regardless of whether the Item’s Commission was "No Priority").

If the user override flag is set for the line-item during order entry processing, the system returns the Line’s Commission as the correct commission %.

Header fields:

The freight and tax amounts that appear in the header reflect the amounts that the customer has been billed to date. The Job Cost Invoice Register updates this information.

1. Job Number

Job numbers may be entered by the user or automatically assigned by the system. For manual job numbers, enter the number of the job (up to 8 characters). Job numbers already existing on file are displayed and the program proceeds to the prompt-selection field. To use automatic job numbers, press ENTER (CR). The system assigns the next available number. The word NEXT is displayed until the header portion is completed.

F2 allows a document search by customer or job number. After selecting F2-search, the program asks the user to search by job or customer number? If the user selects customer the prompt returns to the customer field (field #3) on the screen and asks for the customer number. Entering a valid customer displays all the jobs on file for the customer. The user can then select a job for correction or inquiry, or F4-backup to return to the job number field (#1). ENTER (CR) defaults to E.

If the users selects E, the program asks for the beginning job number to start listing from, ENTER (CR) to continue listing, a line # to select a job on the screen, or F4 to back up.

2. Estimate # To Import

Enter the estimate number to pull over. Entering a valid estimate number converts the estimate into the job number entered. Pulling over an estimate means: set all possible values in the job file to those the user field entered into the estimate file. ENTER (CR) skips the field and the estimate step in the job cost processing cycle. F2 allows a search.

Pulling over an estimate in estimate entry does not affect the new estimate header values; however pulling over an estimate in Job Entry does affect the job header values. If an estimate is pulled over, the program proceeds to the prompt-selection field.

3. Hold

This field is initially skipped. Enter N or Y to indicate whether this job is on hold. Jobs can be placed on hold only through this program. Once a job is placed on hold: the system does not allow any programs in any modules to make new entries to post against it. ENTER (CR) defaults to N.

4. Customer

Enter the valid customer number for this job. Entering a valid customer number displays the customer's balance, credit limit, date of last sale, phone number, contact 1, and message, if on file. A credit check is performed. F2 allows a search.

5. Job Name

Enter the name of this job (up to 30 characters). Job names can be changed during Job Entry. This field acts as a memo field and displays on most searches and reports providing job information. Blank job names are not valid.

6. Job Memo

Enter the job memo to print on the invoice. ENTER (CR) defaults to the displayed value (initially the standard memo set up in the job cost static control record). If no memo is desired, the user may press the space bar before entering ENTER (CR).

7. Ship-To Number

Enter the ship-to number for the selected customer. Entering a valid ship-to number displays its address. Entering SAME, displays the same ship-to address as the customer's address. F3 allows the user to enter a temporary address that is not to be kept on file.

If the user selects F3, the customer's address appears on the screen as the default. The user can edit or change the address as is needed.

After a valid ship-to has been entered, the system displays the information and skips the ship-to field fields. The user can back up and change any of the fields except the ship-to itself once the job is entered. (Ship-to’s are used in sales analysis to get credit for the job.)

Fields #8-13 are initially skipped if a valid ship-to number or same are entered in field #7.

8. Ship-To Name

Enter the ship-to customer name (up to 30 characters). This name appears on the first line of the address on invoices. ENTER (CR) defaults to the customer’s name from the customer file.

9. Address 1

Enter the ship-to customer address (up to 30 characters). If only one is needed, use the first.

10. Address 2

Enter the ship-to customer address (up to 30 characters).

11. Address 3

Enter the ship-to customer address (up to 30 characters). Enter the city and a comma, the state abbreviation, and zip code for continental United States ship-to’s. For addresses outside the U.S., the system looks for the state/country to follow after the comma and a single space; it also looks for the zip code to be no longer than ten characters. Address 3 is used for all printouts, instead of city, state and zip.

12. Contact

Enter the contact (up to 25 characters) for the selected customer. This is the person to contact about the estimate (and job). ENTER (CR) defaults to contact 1 set up in the ship-to record.

13. Phone #1

Enter the phone number (up to 17 characters) for the selected customer. This is the phone number of the contact previously entered. ENTER (CR) defaults to phone 1 set up in the ship-to record. If the ship-to is SAME, ENTER (CR) defaults to phone 1 set up in the customer file.

From any of the following fields, press F3 to use the Auto Defaults feature. Auto Defaults imports default information from that field forward and skips to the Tax Code field. If you are entering a new job and values for fields 14-23 have not been entered, then the default values are the same as you pressed Enter (CR) through the same fields. If the user has entered values on the new job or elected to change or correct the header portion of an existing job, then the default values are the same as if the user selected F1-to skip at each field. If the program does not skip to field #24 and instead stops at an earlier field, the system could not find a valid default value for that field, and the user must enter a valid field before continuing.

14. Warehouse

Enter the valid warehouse code for this job. Entering a valid warehouse code displays the warehouse description. This is the warehouse that all posting from sales orders and purchase orders must be done from. The system does not allow posting to this job from documents in other modules that are not for the selected customer and warehouse; the field is skipped during the change header routine. F2 allows a search.

15. Job Class

Enter the job class code for this job (up to 3 characters). Entering a valid job class code displays a partial description. The job class is used as a sort order for reports and registers. F2 allows a search.

16. Manager

Enter the manager code for this job. Entering a valid manager displays a partial description. Managers are used as a sort order on reports and prints. By selecting manager order, the user can see totals for jobs by managers, etc. Managers can be entered as estimators in the Estimate Entry and the data does not affect reports on jobs providing information in manager order. ENTER (CR) defaults to the value already displayed (initially the last manager used, if any). F2 allows a search.

17. Salesperson/Territory

Enter the salesperson/territory code for this customer. The entry must be a valid salesperson/territory. ENTER (CR) defaults to the value already displayed (initially the salesperson/ territory code assigned to the ship-to number). F2 allows a search.

18. Salesperson Commission Percent

Enter the percentage amount (0-99.99) that is to be used to calculate the commission for the job. ENTER (CR) defaults to the commission percentage that has the higher priority.

19. Terms Code

Enter a valid payment terms code. ENTER (CR) defaults to the value already displayed (initially the terms code assigned the customer). F2 allows a search.

21. Department

If the dept position flag in the company control record is 0 or if the insert dept flag in the JC to GL Posting F/M is N for all entries, this field does not appear and is skipped. Enter a valid GL department number. (The length of the field is user defined in the Company Control F/M.) Entering a valid department number displays a partial description. CR defaults to the displayed value (initially the department assigned to the terminal). F2 allows a search.

22. Ship Via

Enter a ship via code. CR defaults to the value already displayed (initially the ship via assigned to the ship-to number). Ship Via codes are setup and maintained in Sales Orders ®Files Maintenances®Ship Via F/M Press F2 to search existing codes. If entering UPS, the system does not allow 1ST day air and 2ND day air to be entered at the same time.

23. Freight

Enter whether the freight code is P-prepaid, or C-collect. CR defaults to P. Entering a P signifies the freight for this order is prepaid and the freight amount (in the ending routine) is correct. Entering a C signifies that the freight is collect and the shipper should collect the freight amount on arrival (user should not enter a value for freight in the ending routine).

24. Tax Code

Through the charge tax flag in the job cost static control record the user establishes whether tax is to be charged. If this flag is set to N, no tax is charged and this field is skipped. This field is also skipped if the estimate amount is zero. Enter the tax code for this ship-to customer. The entry must be a valid tax code. ENTER (CR) defaults to the currently displayed value, initially the customer's ship-to tax code.

NOTE: If the user backs up to this prompt after changing the tax rate, the system recalculates the charges to reflect the tax code and the change to field #41 is lost.

25. Tax Rate

This field is initially skipped. If the charge tax flag in the job cost static control record is not set to Y, the user is not able to override the tax code and this field is unavailable. Enter H-to use of the high rate, L-to use the low rate, or X-to change tax status of this document to exempt. The rates are set up by the user in the accounts receivable Tax Table F/M. ENTER (CR) defaults to the displayed value.

26. Consolidate Overhead and Burden

This field is initially skipped and the flag set to N, if the cost code overhead and cost code burden fields are both set to "" (NOT USED) in the job cost static control record. Enter Y or N to indicate whether the overhead and burden costs should be allowed to post once for all transactions, instead of once for each transaction. If Y is entered all the overhead transactions can be collapsed into one transaction and/or all burden transactions can be collapsed into transaction by running the Overhead/Burden Consolidation Register. If the user is using overhead and/or burden, the system automatically creates an overhead and /or burden transaction for every cost posted during the Posting Register. ENTER (CR) defaults to Y.

27. History

Enter Y or N to indicate whether to store job history after the job is completed. If Y is selected, the system stores the history of this job in the past jobs file (written to this file during the Job Completion and Removal update). If N is selected, this job cannot be displayed in the Past Job Inquiry after completed. ENTER (CR) defaults to Y.

28. Cost on invoice?

Enter N or Y to indicate whether to print the cost on the job cost invoice. If Y is entered the cost of the job (before markup method was used) prints on the invoice sent to the customer. This is helpful if the billing type is C-cost plus. ENTER (CR) defaults to N.

29. Reference #

Enter the reference number (up to 15 characters). ENTER (CR) defaults to the displayed value (initially blanks). If the PO required flag in the customer file is set to Y, the user must enter the customer's PO number here.

This concludes the header portion of the Job Entry program. After the header record is created, all header fields except #1-2, #4, #7, and #14 are accessible through the change header routine. Fields #1-2, #4, #7, and #14 can only be changed by deleting and reentering the job.

Contract Section

The contract section displays the information entered from the job agreement (or sales contract). This consists of the original contract number, the date of the contract, the agreed upon amount for the job (if any), the revised date and revised total amount (if applicable), and the units and unit of measure. If the job was converted from an estimate, the contract amount, units and units of measure are taken from the estimate file.

If an estimate was not created in the Job Cost system, manually enter the following:

30. Contract Number

31. Contract Date

32. Contract Amount

33. Revised Contract Date

34. Revised Contract Amount

35. Units

Enter the number of units (+9999999999) involved in completing the job. For example, 1 pool, 50000 boxes, 60 acres, etc. ENTER (CR) initially defaults to blanks.

36. Unit of Measure

This field is skipped if no units were entered for field #24. Enter the unit of measure for the unit quantity entered in field #24 (up to 6 characters). ENTER (CR) defaults to the displayed value (initially blanks).

Billing Section

37. Billing Type

Enter the contract billing type for this estimate. The billing type is retrieved when posting to the job from other modules, read to determine whether to print the job on billing reports and used to indicate the job's type of contract. ENTER (CR) initially defaults to the default billing type flag set in the Job Cost Static Control F/M..If a job was converted from an estimate, Job Entry uses the estimate’s billing type and frequency.

The user has the following options:

F - Fixed contract.

Selecting F signals to the system that the job has a fixed amount that can be charged. For example, the user's customer agreed to have a parking lot paved for $25,000. The contract type is fixed, because no matter what it costs in time, labor and materials, $25,000 is all that can be charged. Once the billing reaches the fixed limit, invoices will not print until the limit has been raised. If this type is entered the line-item's extensions will add up to the price total in the header; but, will be completely independent from the contract price. However, tax is calculated on the contract price and freight is added to the contract price as well, in order to figure the new total in the ending routine.

C - Cost plus contract.

Selecting C signals to the system to post the cost of the materials and/or labor plus a gross profit percentage. For example, the user's customer agreed having a parking lot paved for 10% over cost. The contract type is cost plus, because the billing amount is based on the cost times the same markup percentage no matter what type of cost it is. If it costs $25000, the system bills $27,500; if it costs $30,000, the system bills 33,000, etc. The cost plus billing type does affect the posting programs. The user will only be able to override the cost plus percentage as a mark-up method in the individual job review.

T - Time and materials.

Selecting T signals to the system to bill according to normal charges for time and materials. The user calculates charges for time and materials by the normal method and rate and then charges for each accordingly. In other words, costs are not added in to one lump sum and marked up, nor is the markup rate for all costs the same. For example, the user's customer agreed to have a parking lot paved for time and materials not to exceed $25,000. The user would then bill for his costs according to normal markup rates: $4 on an hour for labor, 30% on a stocked inventory item, 35% on a nonstocked item, etc. The user then posts his costs:

N - No charge.

Selecting N signals to the system to accept no billing amounts when posting to the job. The user is able to enter and track costs that post against jobs, but the billing extension is always zero. This type might be used for warranty work. The user is able to override this in the individual job review.

38. Markup %

This field is only available if you entered C in the Billing Type field. Enter the percentage to mark up costs when calculating the bill rate (0-99.99). If this job was created from an estimate that had a billing type of cost plus, ENTER (CR) defaults to the markup percentage on the estimate. Otherwise, ENTER (CR) defaults to .00.

39. Frequency

Enter M-bill the customer on a monthly basis for the job, C-bill the customer once upon completion of the job, or D-bill the customer on demand (whenever invoices exist for the job). ENTER (CR) default to M.

40. Detail

A detail printing instruction code has to be entered for every cost type on file; e.g., if there are five cost types set up the user must enter five instruction codes. The detail instruction code corresponds to the cost type printed directly below it. Enter T-print the cost type and cost type total in the detail portion of the invoice, C-print the totals for each cost code under this cost type on the detail portion of the invoice. ENTER (CR) defaults to T.

Actual Section

None of the information in this section comes from the job estimate. It must be entered manually.

41. Start Date

Enter the date work started on the job. ENTER (CR) defaults to the system date.

42. % Complete

Enter the percentage of completion for the job. This percentage represents how much of the job is done. This figure is updated in the Job Completion Entry program, and is used in Automatic Job Selection program to determine whether invoices can be created for fixed contract jobs. (If a fixed contract job is 50% completed, the system does not allow invoices to be created for over 50% of the contract amount.) ENTER (CR) defaults to 0%.

43. Date % Complete

This is a reference field that appears on some reports. When you enter information through the Job Completion Entry program, this field updates automatically. However, you can enter a different date if necessary. ENTER (CR) defaults to the system date.

Estimate Section

Press F1 at the main screen to access estimate information.

44. Start Date

Enter the date worked was estimated to start on the job. If this job was created from an estimate, ENTER (CR) defaults to the start dated from the estimate; otherwise, ENTER (CR) defaults to the system date.

45. Finish Date

Enter the date work was estimated to be complete on the job. If this was created from an estimate, ENTER (CR) defaults to the finish date from the estimate.

46. Revised Finish Date

Enter the most current completion date that as revised. ENTER (CR) defaults to no revised date.

The next fields are repeated as many times as there are cost types. Enter estimated cost and billing amounts for each cost type. After each entry, the program updates the estimated cost and billing amount running totals.

47. Estimated Cost Amount

Enter the estimated cost amount for the displayed cost type (+/-9999999.99). If this job was created from an estimate, ENTER (CR) initially defaults to the total cost of all line items that re of the displayed cost type; otherwise, ENTER (CR) defaults to .00.

48. Estimated Billing Amount

Enter the estimated billing amount for the displayed cost type (+/-9999999.99). If this job was created from an estimate, ENTER (CR) initially defaults to the total billing amount of all line items that re of the displayed cost type; otherwise, ENTER (CR) defaults to .00.

This concludes an entry of a job in the Job Entry program. Following the entry of the last detail field, you can perform a number of functions.

 D - Deletes the job

 F1 - Changes detail screen to estimate screen or main screen

 F2 - Changes header information

 F3 - Changes detail information

Upon completion of the update, the screen is cleared of field information and the program returns to the job number field (field #1) to await further job entries.