Use these fields and features to enter Job Cost Posting information.
1. Period
Specify C-current general ledger period or N-next general ledger period.
2. Batch
Specify the batch number to add to, edit or display. Batch numbers may be entered or automatically assigned by the system. For manual batch numbers, enter the number of the batch (1-9999). Batch numbers already existing on file are displayed and the program proceeds to the prompt-selection field. To use automatic batch numbers, press Enter. The system assigns the next available number. The word NEXT is displayed until the first posting record is completed.
Once a batch is entered, the system displays the source code (JC=job cost for NEXT), running totals for cost and billing amounts and if the batch number is on file the posting records. Also displayed is the credit GL account number if the source code is JC.
3. Credit G/L#
This field is unavailable if the source code is not JC. Specify the credit G/L# that each entry in this batch will post its cost extension against in the Posting Register. Press Enter to default to the existing G/L# if any.
4. Job Number
Specify the valid 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).
5. Cost Code
Specify a valid cost code (up to 4 characters). Specifying a valid cost code displays the cost code description and the cost type. The cost code sets the defaults for units, unit of measure, cost rate/extension, billing rate/extension, and markup method. The cost code also determines whether you can override the defaults.
6. Units
This field is unavailable if the entered cost code does not use units (no unit of measure set up in cost code F/M). Specify the quantity of units to post against the selected job. Specify the number of units per unit of measure; e.g. number of hours for hr, number of pounds for lb, number "each" for ea, etc. Press Enter to default to the existing value, if any.
7. Cost Rate
This field is unavailable, if the entered cost code does not use units or allow cost override. Specify the cost per displayed unit of measure. Press Enter to default to the cost/unit rate set in the cost code record.
8. Cost Ext
The cost extension is calculated (cost rate multiplied by the units entered) and displayed. If the extension is greater than $99,999,999, the message EXTENSION TOO LARGE is displayed and the field is not accepted. If you have an entry with a cost in excess of one hundred million dollars, enter the posting entry on more than one line.
This field is unavailable if the entered cost code uses units or does not allow cost override. Specify the extended cost (+/-9999999.99) for the selected cost code. Press Enter to default to the displayed value (initially 0).
If the billing type for this job is no charge or cost plus, then the billing amounts are calculated according to the billing type, fields #8-11 are unavailable, and the program proceeds to field #13.
9. Markup
This field is initially skipped. Specify the markup method to use for this posting entry. You have the following options:
# Specify the markup amount (0-999999.99). Specifying a number tells the system to mark up the cost by a dollar amount. If units are entered, the system marks up the cost rate by the dollar amount; otherwise, it marks up the cost extension.
% Specify the percentage (0-999999.99%) to mark up the extension cost. To enter a percentage, the user 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. If units are entered, the system marks up the cost rate by the percentage amount; otherwise, it marks up the cost extension.
M Specify the bill rate/extension manually. Specifying M displays the word MANUAL and the program proceeds.
The fixed markup method is unavailable for selection, but can be used. To utilize the fixed method, select the proper cost code.
Press Enter to default to the mark up method (amount/percentage) from the cost code record.
10. Bill Rate
This field is unavailable if the entered cost code does not use units or allow price override. Specify the price per displayed unit of measure. Press Enter to default to the cost rate marked up by the mark up method.
The posting bill extension is calculated (bill rate multiplied by the units entered) and displayed. The program proceeds to field #12.
11. Bill Extension
This field is unavailable if the entered cost code uses units or does not allow price override. Specify the bill extension to post for this job. Press Enter to default to the cost extension marked up by markup method.
12. Work-In-Process/Expense G/L#
This field is initially skipped. Specify the debit G/L# that this entry will post its cost extension against in the Posting Register. Press Enter to default to the G/L# assigned to the cost code if the user has the post to work-in-process flag set to N in the JC to GL posting record; otherwise, the system uses the default work-in-process G/L# if the distribution flag in the JC to GL posting record is set to D, or the default comes from the GL posting table for the job entered, under the cost type of the cost code.
13. Memo
Specify the memo for this posting entry (up to 30 characters).
14. Print
This field is initially skipped and set to N. Specify N or Y to indicate whether to print the memo on the job cost invoice. If the invoice is to print the transactions by cost code total or cost type total (as set in the Job Entry), then Y is not allowed.
15. Ok To Add/Change?
Specify Y or N to indicate whether the entry is correct. Specify N to back up to the Print field. The program defaults to Y.
This concludes an entry in the detail portion of the Job Posting Entry program. The running totals are updated and displayed. In order to protect data integrity, the job number cannot be changed, except by deleting the entry record and re-entering the information. If the user is in add mode or entering records in a new batch, the line number is incremented by one, the program returns to the job number field for the posting entry; otherwise the next job posting entry is displayed and the program returns to the prompt-selection field.
Following the entry of the last detail field, you can perform a number of functions:
# Details the job information of the line number on the screen. If the line number is not on the screen, the system assumes the entered number is a job number to begin listing from.
A Adds a posting entry to the batch (can only be done with job cost batches).
D Deletes the batch (can only be done with job cost batches).
F4 Clears the batch information from the screen, and returns to the batch field (#2).
Once the update is complete, the screen clears and the cursor returns to the Job Number field so you can enter additional entries.