Posting AP document adjustments to job costs

  1. Click Accounts Payable>Document Entry>Document Adjustment Entry.
  2. Specify the period, vendor and document number for the adjustment. The number must be on file for this vendor in the open documents file.
    If another adjustment was previously made, and not yet updated, the adjustment is displayed.
  3. Specify the amount of the adjustment (+/-9999999.99) in the Adjust Amount field. The original, current and adjusted amount of the document is displayed.
  4.  (Optional) Specify the adjustment memo (up to 25 characters). This memo prints on the Document Entry & Adjustments Register.
  5.  (Optional) Click Edit for existing documents.
  6. In the GL # field, press F1 to display Job Posting Entry screen.
  7. 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).  
  8. 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.
  9. (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.
  10. (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 can 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 can 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).

  1. (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.
  2. 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.
  3. Specify the memo to print on invoice for this posting entry (up to 30 characters).
  4. 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.
  5. Press OK to return to Document Adjustment Entry (APE120).
  6. (Optional) If the entire amount of the document is not distributed to this account, click Add and specify additional account numbers in subsequent line-items. This continues until the document amount is distributed.
  7. Click Cancel when you are finished adding adjustment lines.
  8. Click Save.
  9. Click Done to complete the entry process
  10. Click Done again to exit.

 

 

 

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