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. Access this program by selecting Job Cost-->Job Cost Entry-->Job Entry (JCE210)
2. In the Job Number field, enter the number of the job (up to 8 characters) for manual job numbers. Job numbers may be entered manually or automatically assigned by the system. 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.
Press F2 to perform 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). Press Enter (CR) to default to E. If you select E, the program asks for the beginning job number to start listing from, press Enter (CR) to continue listing, a line # to select a job on the screen, or F4 to back up.
3. In the 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 entered into the estimate file. Press Enter (CR) to skip this field and the estimate step in the job cost processing cycle. F2 allows a search.
TIP: Pulling over an estimate in Estimate Entry (JCE110) 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.
4. In the Hold field, 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. Press Enter (CR) to default to N.
This field is initially skipped for new records.
5. In the Customer field, 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.
6. In the Job Name field, 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.
7. In the Job Memo field, enter the job memo to print on the invoice. Press Enter (CR) to default to the displayed value (initially the standard memo set up in the job cost static control record). If no memo is desired, press the space bar before pressing Enter (CR).
8. In the Ship-To Number field, 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. Press F3 to enter a temporary address that is not to be kept on file. If you select F3, the customer's address appears on the screen as the default—you 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. You 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.)
Steps 9 through 14 are initially skipped (because they default from the ship-to record) if a valid ship-to number or same are entered in step #7.
9. In the Ship-To Name field, enter the ship-to customer name (up to 30 characters). This name appears on the first line of the address on invoices. Press Enter (CR) to default to the customer’s name from the customer file.
10. In the Address 1 field, enter the ship-to customer address (up to 30 characters). If only one is needed, use the first.
11. In the Address 2 field, enter the ship-to customer address (up to 30 characters).
12. In the Address 3 field, 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.
13. In the Contact field, enter the contact (up to 25 characters) for the selected customer. This is the person to contact about the estimate (and job). Press Enter (CR) to default to contact 1 set up in the ship-to record.
14. In the Phone #1 field, enter the phone number (up to 17 characters) for the selected customer. This is the phone number of the contact previously entered. Press Enter (CR) to default to phone 1 set up in the ship-to record. If the ship-to is SAME, press Enter (CR) to default to phone 1 set up in the customer file.
15. (Optional) From any of the following fields (Warehouse to Freight), 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 16-FREIGHT have not been entered, then the default values are the same as you pressed Enter (CR) through the same fields. If you have 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 you selected F1-to skip at each field. If the program does not skip to the Tax Code field and instead stops at an earlier field, the system could not find a valid default value for that field, and you must enter a valid field before continuing.
16. In the Warehouse field, 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.
17. In the Job Class field, 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.
18. In the Manager field, 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. Press Enter (CR) to default to the value already displayed (initially the last manager used, if any). F2 allows a search.
19. In the Salesperson/Territory field, enter the salesperson/territory code for this customer. The entry must be a valid salesperson/territory. Press Enter (CR) to default to the value already displayed (initially the salesperson/ territory code assigned to the ship-to number). F2 allows a search.
20. In the Salesperson Commission Percent field, enter the percentage amount (0-99.99) that is to be used to calculate the commission for the job. Press Enter (CR) to default to the commission percentage that has the higher priority.
21. In the Terms Code, enter a valid payment terms code. Press Enter (CR) to default to the value already displayed (initially the terms code assigned the customer). F2 allows a search.
22. In the Department field, 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.
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.
23. In the Ship Via field, enter a ship via code. Press Enter (CR) to default 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.
24. In the Freight field, enter whether the freight code is P-prepaid, or C-collect. Press Enter (CR) to default 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).
25. In the Tax Code field, enter the tax code for this ship-to customer. The entry must be a valid tax code. Press Enter (CR) to default to the currently displayed value, initially the customer's ship-to 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.
26. In the Tax Rate field, 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. Press Enter (CR) to default to the displayed value. This field is initially skipped. If the charge tax flag in the job cost static control record is not set to Y, you are not able to override the tax code and this field is unavailable.
27. In the Consolidate Overhead and Burden field, 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 you are using overhead and/or burden, the system automatically creates an overhead and /or burden transaction for every cost posted during the Posting Register. Press Enter (CR) to default to Y. 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.
28. In the History field, 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. Press Enter (CR) to default to Y.
29. In the Cost on invoice? Field, 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. Press Enter (CR) to default to N.
30. In the Reference # field, enter the reference number (up to 15 characters). Press Enter (CR) to default 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.
31. This concludes the header portion of the Job Entry program. After the header record is created, all header fields except Warehouse, Ship-To Number, Customer, Estimate # To Import, and Job Number are accessible through the change header routine—the fields listed can only be changed by deleting and reentering the job. Refer to the How to enter job details procedure for step-by-step instructions on adding contract and billing information, estimated start and finish dates, as well as revised finish date, actual start date, and percent complete information.