Posting AP document lines to job costs

Entering AP document headers  AP Document Entry overview  

1. Click Accounts Payable>Document Entry>Document Entry.
2. For existing documents, specify the period, vendor and document number. For new documents, complete the header information; refer to the Entering AP documents for details.
3. Click Edit for existing documents.
4. In the GL # field, press F1 to display Job Posting Entry screen.
5. Specify the job number to post this entry against. Specifying a valid job number displays the job name, customer number and name, and billing type. Press Enter to default to the last job number entered (if any).  
6. Specify the cost code (up to 4 characters). Specifying a valid cost code displays the cost code description and the cost type. The item entry determines the units, unit of measure and cost rate/extension.
   
   Note: If the cost code is not set up to use units (unit of measure field is blank in Cost Code F/M), the program displays a message displaying this information. The cost code sets the defaults for markup method (for all jobs that are not billed as cost plus) and the billing rate for jobs that are billed as a fixed contract or as time and material. If the billing type is not cost plus, the cost code also determines whether you are able to override the markup method and/or bill rate.
7. (Optional) If the billing type for the job entered is fixed, contract or time and material, the Price Message field is skipped. If the billing type is cost + (plus) or no charge, the program displays the price (bill rate) that will be used to calculate the extension. If the job is no charge, then the markup method can be changed if the Allow billing override flag for the cost code is set to Y and neither the bill rate nor extension will be affected.
8. (Optional) Specify the markup method to use for this posting entry. The Markup field is initially skipped and set to the markup assigned to the cost code. This may only be entered for jobs which are time and materials or fixed contracts and the Allow override of billing flag is set to Y in the cost code record. This may also be changed for no charge jobs but the bill rate is not affected.

# -   Enter the markup amount (0-9999999.99%). Entering a number tells the system to mark up the cost by a dollar amount. The system marks up the cost rate by the dollar amount and calculates the bill extension.

#+% - Enter the percentage (0-9999999.99%) to mark up the cost. To enter a percentage, you must enter an amount and then the percentage sign. If no percentage sign is present, the system assumes the entered amount is a dollar amount. The system marks up the cost rate by the percentage amount and calculates the bill extension.

M -   Enter the bill rate manually. Entering M displays the word MANUAL and the program proceeds to the bill rate field (#21).

9. (Optional) The fixed markup method is unavailable for selection, but can be used. To utilize the fixed method, specify a cost code whose markup method is fixed.
10. Specify the price per displayed unit of measure. The bill extension is calculated and displayed.
    Note: The Bill Rate field is unavailable if the Allow billing override flag is set to N in the Cost Code F/M. This field is initially skipped unless the markup method of the cost code is manual.
11. Specify the memo to print on invoice for this posting entry (up to 30 characters).
12. Indicate whether to print the memo on the job cost invoice. This field is initially skipped if the print order for invoice transactions flag in the jobs file is not set to A.
13. Press OK to return to Document Entry (APE110).
14. (Optional) If the entire amount of the document is not distributed to this account, specify additional account numbers in subsequent line-items. This continues until the document amount is distributed.
15. Click Done to complete the entry process
16. Click Done again to exit.