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Job Cost Main Module - Data Pro Accounting Software, Inc.

1. 4 14 APPLICATION FOR PAYMENT DRAW BILLING INFORMATION eene 4 15 APPLICATION FOR PAYMENT DRAW COST 2 1 1 1 0 411 0006 600000000000 0 6 0 4 16 B BANK DRA W COC AS OWE POR tains E 4 30 BANK DRAW AND CASH FEOW REPORT aad lotta er Ate eod DUE Ab bo 4 29 BIE LING RATE CONFIGURA MON tis 2 48 BIELING RATE SCHEDULE a e 4 59 4 60 BILLING REPOR TS P P 4 5 BILLING S TA TUS CACH PLOW REPORTE CUPS cu scio 4 27 BIEEINOGCSDATUS ICASELBEOW REPORT ata oleate 4 28 BRING BALANCES FORWARD calet ttd fede ot den Peta ub 2 57 BUDGET COMPARISON REPOR E tubi feq besar be ru es 4 20 BUDGE ECOMPARISON REPORT 09 BOULE UCM LIN UL MUERE 4 19 CALCULATE SUGGES TED
2. EA tua 2 51 PERE Weal od ea ON DJ edd 2 42 tend faute bu E ut Dn Ce Nob LUN haute cite oben 4 34 DETAILED ANALYSIS 10 6 2971 Moe E 4 33 DETAILED PROTECTASEPORJ reer er me Tr norma 4 64 4 65 DISPEAYEDREPORTOPEIONS i o Aas 4 3 PNTER ESTIMATE PERCENT COMPLETE 55 1 23 ENTER ESTIMATED PERCENTE COMPERE T Errar tete oed n e aeui sit 3 24 ENTER NEW PROJECT DETAI cro leita ley UEM Mm AGRUM 2 39 Index Page I 1 Job Cost User Manual ENTER TRANSACTIONS 3 1 ENTERADIUS TAC TUAL BICLING A E N 3 20 ENTERADIUSTACIVALBLLINGFCOWCHAR ene 1 19 ESTIMATE TO mide ld dd caet bau abes edite eas 4 2 4 22 ESTINEXTEDPROETIREPOROLD erue etae ei opu suci cu as
3. ELO eee 3 19 CALCULATE SUGGESTED BILLING FLOWCHAR D uiii RD a hte E Ide Ebr 1 18 CAINE Te TE tcu aude ote nea arent wild esp UE eet 4 5 COLLEC TIONS REPOR DE 4 46 4 47 COLLECTIONS REPORT 5 er A r EA 4 45 COSTS BELING amp O18 A 1 3 COST BILLING CODES LIS TING DEPAIEED 4 56 COSTA BILLING CODES EIS TING bai arn abs 4 54 COST amp BILLING CODES LIS TING NON DE TAILED sites etate 4 55 COST CLASSIFICATION SUMMAR ote dial NUUS 4 23 4 24 COST CE ASIPICAS co OLLI EIS 1 6 DOS TC ON ON A 2 50 COSVEHARGES REPORTS uenit uisu attr ae n 4 19 QUESO OUTEUT m 4 1 DATA DES CRUD HON S datei aa detta aa ae uti oda era andata agn tt 1 9 DATARECORD EE 4 3 DEFAULTU T PC COIN TS
4. rey 2 16 FROJECT DETAIL iier eei n n be 2 39 INTRODUC TION 1 1 J JOBCOSI CONFIGURATION reconneis pterea tunt iden aetas teda oid d nda de de oot 2 43 JOBSHOP 1 2 MAIN IPSIS Um 2 53 IVEAIIN TENANCE LS deti iio odes IER OE ord 4 54 MARECOMPEEIPEDAIAPBAGCRUPS dtt ont eni eique 2 78 MASKED pA Ud Fan MD Mu DM 1 10 MASKING 5 eadies du ba ee 4 4 MASTER CONFIGURA HON EAN 2 45 N NAVIGATION C 2 4 PERIOD TO REPOR a 4 5 POSTOVERHEASD LELOCA TIONS 3 12 POST OVERHEAD AEEOCATIONS ELOWGED ART 1 16 FPREPRINTED FORMS E atts ee 1 10 PRINT R
5. 1 10 MASKED BIE LDS 1 10 TRANSACTION PROCESSING 1 11 CHAPTER 2 SET UPAND MAINTENANCE Ne 2 1 GENERALE OVERVIEW 2 1 5 2 4 25 E meo 2 5 Todes C040 2 6 INEGI Mode VC 040 D Hot tenes 2 7 Chance Mode 4 rat 2 14 2 14 Copy Mode psa 2 15 6 RE 2 16 Fixed Lensih ASCH FE 2 17 Mattable LenbsthoASC ME TS 4 2 17 Comma Delimited ERN PIGS
6. costs across several phases or major cost code categories For example if your projects include phases for concrete framing roofing electrical etc and within each of these phases you are tracking common codes such as labor and materials you may group these common codes through the use of Cost Classifications In other words if you want to print a summarized analysis for total labor regardless of the type of labor being performed you simply need to establish a Cost Classification for Labor Cost Codes pertaining to Labor should be given the appropriate Cost Classification during their set up This will allow them to be grouped according to their Cost Classification during printing of management reports and graphs These Cost Classifications are user definable in the Master Configuration Maximum of 10 When you set up your cost codes you may assign specific cost classifications to each code These classifications are normally things like Labor Materials Sub Contract Equipment Rentals etc Various management reports and graphs are available which summarize cost codes with Jike cost classifications even if they are in different phases or are in different cost code categories Therefore by using this feature you may only want to see how much Labor has been charged to a particular project regardless if it was charged to roofing concrete or electrical labor Likewise materials or other cost classifications cou
7. 34 r Comments 2 He has stores in 5t Fete Tampa Clearwater County Tax or ianao Check Ship To Addresses before shipping Frice Levels Irv Terms 1 Retail ri Level Type 2 3 Level 2 07 Level 6 Description 30 2 Disc Fixed Due Date U Name It NetDays 4 Level 4 C 10 Bro In Lew sa Days NetDays EOM Level 3 5 11 Mone Level Discount Percent 5 000 5 Einance Charge Password Credit Limit 175 000 00 Balance Forward m Customer Sales Code Bank Account Customer Account Project Bank Routing Checking Customer Payment By EFT Savings Consumer Bank Account Cancel Click on the Contact Info button to review the optional Contact Management fields available for this record as shown on the following screen of these fields are form text fields and may be used in any fashion desired Primarily these fields are used with Data Pro s advanced DP DashBoard Enterprise Management System for special Customer Relationship Management CRM capabilities The fields such as Do Not Mail Not E Mail and Not Fax are used for Custom Report Writer features which highlight the ability to set flags on a specific contact record and whether to include each record when using the Infinity POWER Report Writer as an advanced data extraction tool for mailing e maili
8. Chapter 3 Enter Transactions gt Page 3 19 Job Cost User Manual This percentage will be multiplied by the billing budget for concrete to determine the Project To Date billing amount 10 000 x 50 5 000 If there were any previous billings performed they would be subtracted from this Project To Date billing amount to calculate the suggested billing amount assuming 3 000 as the previous billing amount 5 000 3 000 2 000 This billing will be performed on all billing codes which have a budgeted billing amount and are followed by cost codes which have current period costs Completed The suggested billing amounts for Completed Contract type projects are Contract calculated exactly the same as the Percent Complete type projects The way the General Ledger sales accounts are updated is the primary difference between these two billing types Bank Draw The suggested billing amounts for Bank Draw type projects are calculated exactly the same as the Percent Complete type projects Billing methods again are the only differences between the two project types Results coJClidy dbf Project File Bill This Period set to Y es coJC2dy dbf Project Detail File Current Suggested Billing Quantities and Dollars Updated ENTER ADJUST ACTUAL BILLING JC0105 This option allows you to perform initial entry of project billings or adjust the automatic billing calculations You may also specify if any
9. button when done and then return to Systems and select the Job Cost Main Module to continue with the configuration functions to be described from here Once you select this option lt click gt on the Start button and the following data files will be created File Name Description Project File This file contains your project overhead information for all projects This filename coJC1dy dbf information includes project description address contract amount retainage information project manager total cost and billing information Project Detail File This file contains the detail of each cost and billing code for all projects filename coJC2dy dbf This includes cost and billing quantities and dollar amounts balance forward amounts and budget information Chapter 2 Set Up amp Maintenance Page 2 3 Job Cost User Manual Transaction File This file contains each transaction entered into the Job Cost module by filename coJC3dy dbf Month Project To Date and Year to Date This file is used for printing transaction reports and General Ledger summaries Cost Code File This file contains the master list of all available Cost and Billing Codes filename coJC4 dbf valid codes that can be used on a project must be set up in this file NOTE Attempting to execute this option after these files have already been set up will result in a warning message that will
10. 1R Application for Payment Draw Cost Information Description Hart s Nursery Commercial Construction Concrete Framing Rooting Total Commercial Construction 8 Overhead Allacated Total Overhead Allocated Grand Totals Number of records printed 1 Page 4 16 Print Reports Infinity POWER Sample Company Inc Application for Payment Draw Detail Level Phase Scheduled Value 52 235 25 43 300 00 49 400 00 144 935 25 0 00 0 00 144 935 75 Previous Amount Current Amauri 52 661 63 250 00 43 487 80 52 000 00 49 085 13 5650 00 145 294 56 27 900 00 0 00 0 00 0 00 0 00 145 234 565 7 900 00 Total Completed 52 911 63 45487 80 49 735 13 148 134 56 0 00 0 00 148 134 56 Percent Complete 101 29 108 05 100 68 102 215 1 00 0 00 102 21 1 4 04 23 2006 Balance Retainage ta Finish Cur Total 676 38 37 50 7 835 14 2 187 80 300 00 6 223 12 5335 13 597 50 87 460 27 3 133 31 5435 00 22 220 19 0 00 50 00 50 00 10 00 50 00 50 00 3 199 31 435 00 22 220 18 Chapter 4 Job Cost User Manual Project To Date Billing Report 0204 This report provides a detailed breakdown of all billings for a project from inception to date Budget comparison and quantity tracking are also provided This report is designed to give you the nece
11. files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF For example a transaction import should look like this 1 11125 In Bank 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 500 900 1000 1100 1200 CRY LF Click on one of the three choices to define the type of file you will be using You will be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures Chapter 2 Set Up amp Maintenance Page 2 17 Job Cost User Manual You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import process It is highly recommended that you click on this option It is selected by default This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahe
12. er 2 30 Review Chance Project Detalle em vto veo ies eia oC eee 2 41 Delete Project Detail CD N 2 42 Page iii TABLE OF CONTENTS continued Description Page Remove Deleted Project Detail CIC Od I5 eoa ibis Pos Bout oon osx astuce B ipd 2 43 JOB COST CONFIGURATION J C0410 eor arenae 2 43 DNAS et oo eed 2 45 aU Ol fuss edad 2 48 OS Ol ac mm 2 50 GENES ME TE 2 51 SV SCM te CFA 2 52 MAINTAIN DA FILES Cl C0412 2 53 START NEW YEARS FILES 55555 2 55 BRING BALANCES FORWARD 0413 eee eo etae eee eee ese e 2 57 SEDI UPCUSTONIERS 2 58 Inguiry Mode CAR 10 ict conc n 2 58 Mode CAIRO AON Dean sven M 2 63
13. 4 xxxAR4dy dbf COSTCODE Accounts Receivable Detail Transaction File xxxAR7dy dbf COSTCODE Accounts Sales Code File INVENTORY 1 01 xxx1M Idy dbf JCCODE Inventory File JOB COST 00 xxxJCO0 dbf OHCODE Job Cost Configuration File JC02 xxxJC2dy dbf CODENUM Job Cost Project Detail File JC03 xxxJC3dy dbf CODENUM Job Cost Transaction File JC04 xxxJC4 dbf CODENUM Job Cost Cost Code File PURCHASE ORDER PO02 xxxPO2dy dbf COSTCODE Purchase Order Detail File POO4 4 4 COSTCODE Purchase Order Batch File PAYROLL PR12 xxxPRCcy dbf Payroll Detail Transaction File TIME SHEET ENTRY TEO01 xxxTEI dbf Time Sheet Entry File JOBCODE CODE Page 2 36 Set Up amp Maintenance Chapter 2 Job Cost User Manual INITIAL PROJECT DETAIL JC0503 This option is used to initially set up balances for Projects that are already in progress before the conversion to this program Once the information is set up all future information should be entered through the Enter Transactions menu options Upon the completion of the following steps it is highly recommended that a full printout and audit be made to insure the accuracy and reliability of information input into the system Initial Project Detail To enter Initial Project Detail the program will ask you for the project that you wish to enter detail for Enter the projec
14. Click on the Aging button to review the current aging summary Year to Date sales amount last check date last check number and amount and highest credit balance Page 2 56 Set Up amp Maintenance Chapter 2 Job Cost User Manual Customer Aging summary HARCI Tools Launch Unpaid Finance Charges 0 00 Year To Date Finance Charges Available Last Check Check Date E heck Amount Yea To Date Saec Average To Pay invoices In Average High Balance Food 14 317 44 504461 D4A IB z003 600 00 4 282 56 14 282 ngng Date Aang Amounts Total Balance Lure S140 Day 51 30 Da 31 120 Over 120 Last Invoice Date D4 24 2003 3 682 56 to4c BB 70 00 31 439 68 70 00 04 05 2003 Last Order Date Click on Pricing button to display an additional inquiry screen that will allow you to choose an inventory item and a specific quantity to give you exact pricing on that item for that customer It also checks the quantity available on order and reserved for that item Calculate Inventory Pricing ALLE1 Tools Launch Inventory Item Lightweight Sawblades 50 sl 165 Pricing Information Unit Of Measure Quantity On Hand Quantity On Order Quantity Reserved Quantity Reg Want Quantity Available Quantity Calculated Price Click on the Shipping button to review the customer s
15. Cost Breakdown z Material 3 Sub Contr 4 Rental S Misc Transfers T Overhead Chapter 5 Perform Analytical Graphs Page 5 3 Job Cost User Manual PROFIT ANALYSIS JC0304 This graph provides a comparative analysis of profit on a specified project by displaying the billing versus cost amounts by month for the current year To specify the project you wish to graph you simply input the appropriate project number If you are unsure of the project number press TAB and a listing of your project numbers and their descriptions will be displayed Simply highlight the project you wish to use and press ENTER Upon selecting the project to be graphed and clicking on the GRAPH button the line graph showing billing versus cost amounts will automatically be plotted After you have completed your review or printing of the graph click on the OK button to continue Page 5 4 Perform Analytical Graphs Chapter 5 Job Cost User Manual A ACTUAL BIELING SSDNINDAI e Indeed re pe ebrio er ov Ue eod c dedu edt Miete tot 4 13 ACTUALTBILEINGS SUMMAR MEI A aber Leu 4 12 ANALYTICAL GRAS aede dcinde cp dd AE 5 1 ANALYTICALREPOR Bau 4 27 APPLICATIONSPOR PAYMENTIDRACW eter tati ev
16. Page 4 38 Project Income Expense Report Cost Code Summary Descnption Cost Code Concrete Framing Rooting Total Income Concrete Labor Concrete Materials Concrete Sub Contract Framing Labor Framing Materials Framing Sub Cantract Roofing Labor Rooting Materials Rooting Sub Contract Overhead Allocated Total Expense Met Print Reports Infinity POWER Sample Company Inc Project Income Expense Report Nursery 86 0013 Manth To Date 22 900 00 28 145 05 31 065 38 88 110 43 1 237 75 13 552 00 0 00 2 070 12 2 000 00 0 00 2 287 39 1 162 50 420 75 1 928 46 24 658 97 63 451 46 Year To Date INCOME 22 900 00 28 145 05 31 065 38 88 110 43 ExPENSES 1 237 15 13 552 00 250 00 2 070 12 4 000 00 0 00 2 287 39 1 162 50 420 75 1 328 45 26 908 97 61 201 46 Project To Date 28 200 00 79 445 05 85 465 38 253 110 43 4 662 75 53 488 63 9 550 00 5 642 62 29 895 30 513 020 00 6 824 89 30 890 13 15 890 75 1 928 46 172 793 53 80 316 90 Project Budget 8 200 00 235 200 00 166 600 00 490 000 00 6 772 50 40 060 25 10 050 00 19 949 20 81 000 00 544 200 00 23 053 60 59 427 63 20 740 00 0 00 305 253 18 184 746 82 Fage 1 4 04 28 2006 Variance Budg 0 00 100 155 754 95 34 81 134 62 51 236 889 57 52 2 103 75 6990
17. Transaction This is a thirty 30 character alpha numeric description field that allows you Description to input any applicable description for this posting This description will print on the Transaction Detail report for auditing purposes Reference Number This is a ten 10 character alpha numeric reference number for this transaction This reference number will print on the Transaction Detail report for auditing purposes Quantity This field allows you to enter the quantity for this cost code if you have this feature turned on The unit of measure will automatically be displayed Unit Cost If the unit cost had already been established when the cost code was set up this amount will then automatically appear in this field You may however override this amount for this posting Extended Cost This field is the extension amount based on the quantity and unit cost amounts entered If no amounts were specified you may simply enter the total amount for this cost code Please note that if you have entered any previous amounts for this cost code during the current period that they will be displayed on the far right side of the screen opposite their respective data items This way you may see what has already been posted and possibly be warned of any duplication Chapter 3 Enter Transactions gt Page 3 9 Job Cost User Manual Bill No This is the Billing Rate Number to be used for this transaction if billings a
18. The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three questions click on the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process you may click on the Next button Otherwise click on the Close button to return you to the Menu Bar File Import Modules Overview Because the concept of transferring information from one system or program to another via text interface files is more technical than the normal operation of most word processors or the Infinity POWER modules this documentation must assume that the reader has some understanding of the terms and concepts explained here
19. These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the correct order across the line or record and in the correct format depending on the type of text file Page 2 18 Set Up amp Maintenance Chapter 2 Job Cost User Manual Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called Cont O0 NO 1 YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the Accounts Receivable Transaction import there may be several lines of detail on an invoice that 15 being imported Each line should be placed in a separat
20. 2 17 Pile Import Modules OVET VIEW easet ete te o stet dete e aede duode E euis 2 18 Sanipie Projects Pile sx us tete cma nc a 2 20 RENAME JC PROJECT NUMBER 1C 0450 iie etse 2 24 SELIUPCOST N BILLING CODES i 2 26 Code JECO 2 27 Add Mode neon 2 27 Change 48010 c 2 30 Velte Mode Q 2 30 Mode IC 0408 E 2 30 IMPORT COST BILLING CODES 0604 2 31 IUNII C T UEM 2 32 MVartable i 2 32 Comma Delimited PIBNCPHSS cies b estos asus pactus ta bove 2 32 Pile Tapon Modules COVeIView 2 33 Sample Import Cost Billing Codes 1 2 34 RENAME COST BILLING CODE JC 0451 En aerea aero n Eee e naa nea e aee ers ss 2 36 INITIAL PROJECT DETAIL JC0505 5 2 39 Mitral reuse di
21. 3 24 RECORD A COMPLETED PROJECT 7 0111 222 1 3 24 CHAPTER 4 PRINT REPORT I EOM REISEN TER 4 1 STANDARD FEATURES FOR 5 4 1 CTRESS Output CIDIONMS ussteistuuiet pesetas die tut tied Emi ma 4 tuit eue ev tout tees e 4 2 Iseport Print siena imet re eu a amt o ecce i 4 2 Displayed Repon OPUONS 4 3 ACCOBBIS 4 3 Data quais 4 3 Report S0 ne Preference e unma usta sade 4 4 Page iv TABLE OF CONTENTS continued Description Page Maskina esses erae toii te 4 4 us 4 5 Cange
22. 8 Overhead Allocated Total Overhead Allocated Grand Totals Number of records printed 1 Page 4 20 Print Reports Budget Comparison Report Infinity POWER Sample Company Inc Budget Comparison Detail Level Phase Current Amount 341 25 529 92 5553 54 1 624 71 0 00 0 00 1 524 71 of Cost af Bud 0 50 0 60 1 07 0 37 1 22 0 63 0 88 0 50 0 00 0 00 0 00 0 00 0 88 0 50 PTD Cost PTD Budget 67 701 38 56 982 75 49 557 92 145 149 20 53 605 77 103 221 23 170 865 07 305 253 18 1 928 46 0 00 1 928 46 0 00 172 793 53 305 253 18 Wanance 10 818 63 95 591 28 49 615 46 134 388 11 1 928 46 1 928 46 132 459 65 Page 1 4 04 28 2006 Complete Known Overrun Estimate Est Overrun 119 02 514 599 13 14 699 13 34 14 0 00 0 00 51 93 12 022 50 12 022 50 55 97 26 721 63 26 721 63 0 00 50 00 3 00 0 00 0 00 0 00 0 00 56 61 26 721 63 0 00 26 721 63 Chapter 4 Job Cost User Manual Estimate to Complete Report JC0220 This report provides an analysis of anticipated quantity shortages or overruns on a project based on the current calculation of Known Cost Overrun This report is designed to give you a detailed comparison by cost code of budgeted quantities verses your actual quantities used for each project You may only print this
23. Cont 02NO 1z2YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the AP Batch import there may be several lines of detail on an invoice that is being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction 1s continued The last line should contain a 0 for NO indicating the end of the transaction For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields Y ou may obtain or create custom import files one of two ways You may first press the F9 key at the point in the program when you have selected the import option The result is to produce file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AP0603 MAP The XXXXXX map file is used by the import option to override the default layout of the im
24. DATA PRO ACCOUNTING SOFTWARE INC M Cost Main Module with Project Cost Controls and Billing Management Part 200 DATA PRO ACCOUNTING SOFTWARE INC Advanced Software ex Secure ni Solutions Version 7 3 Information in this document is subject to change without notice and does not represent a commitment on the part of Data Pro Accounting Software Inc The software described in this document is furnished under a license agreement or nondisclosure agreement The software may be used or copied only in accordance with the terms of those agreements The purchaser may make one copy of this software for backup purposes No part of this manual or other materials included with the package may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Data Pro Accounting Software Inc 1985 2008 Data Pro Accounting Software Inc Data Pro Accounting Software is a trademark of Data Pro Accounting Software Inc No investigation was made into the common law trademark rights of any word Every effort was made to capitalize or highlight in some manner any word with current registrations companies products addresses and persons contained herein are intended to be completely fictitious and are designed solely to document and exemplify th
25. Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems without the manual re keying of information that is normally required They allow the batch entry of transactions processed in other specialized or custom software programs This may even include updates from Infinity POWER modules running at different locations or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the Infinity POWER File Import options The order in which information is sent to text files and their format do not correspond to the formats that the File Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize information from the various Infinity POWER programs into the formats required by the File Import options The text files that contain the information to be imported must be in one of three
26. Sales 8x10 Storage Shed Built Cost amp Billing Code Sales 10x12 Storage Shed B ult Cost amp Billing Code Sales 8x10 Storage Shed Kit Cost amp Billing Code Sales 10x12 Storage Shed Cost amp Billing C ade Sales Roofing Shingles Cost amp Billing Code Sales Roofing Mails Cost amp Billing Code Overhead Allocated Cost Only TRANSFERS TO INVENTORY Cost amp Billing Code Number of records printed 50 Page 4 58 Print Reports Infinity POWER Sample Company Inc Cost Code Listing Detailed Classification Default Cast Billing Default Bill Remal 450 00 210 00 WA Misc 160 00 Labor 750 00 N A N A Material 50 00 Material 250 00 Misc 150 00 Other 50 00 Material 792 37 Other 1 683 54 Material 924 35 Other 52 046 21 Material 545 34 Other 750 00 Material 702 19 Other 900 00 Material 50 00 Other 50 00 Material 0 00 Other 50 00 Overhead 0 00 N A N A Transfers 0 00 Other 0 00 AR Code 10000 10000 10000 10000 10000 10000 10000 10000 10000 10000 10000 10000 10000 10000 40000 4TRAN GL Sales GL Asset 21200 21200 21200 21200 21200 21200 21200 40000 40000 21200 40000 21200 40000 21200 40000 21200 40000 21200 40000 21200 11450 40
27. When this transfer takes place all Work In Process costs applied to this project have been relieved and rolled up into a single item number This value is then the actual value assigned as the cost for the inventory item The General Ledger module will relieve Work In Process at this point and update the Inventory Asset account assigned to this item number From there the item may be handled as any other inventory item 3 10 Enter Transactions Chapter 3 Job Cost User Manual This means it can be sold from modules such as Accounts Receivable Point of Sale or Sales Order Entry It may also be used as an item that can then be transferred as a cost to yet another project since it may be used in the production of another inventory item or project The key to this integration though rests in the Detail Description for the final cost code matching the inventory item number exactly When selecting this option you will be asked to specify the particular project that you want to transfer costs for Enter the project number or press the F2 key for special searches After you have selected your project the screen will re display with the project name the customer number and the project manager listed at the top of the screen Eight data items then follow and they are described here From Cost Code From Detailed Description This is the source project code and detailed description from which you are transferring costs Enter the projec
28. to JC0603 old Change the JC0603 map to 2 format to import the balance of the information Page 4 Set Up amp Maintenance Page 2 23 Job Cost User Manual RENAME JC PROJECT NUMBER JC0450 This section discusses the way to rename existing Project Numbers This not only renames the Job Cost Master file but all transactions setup files and reference fields associated with this project All users MUST be out of the program before executing this option This option renames one year at a time To update subsequent years just change the system date to the required year and rerun the rename option NOTE Although this option will perform a series of record locks as necessary as it goes through all of the integrated files as it renames all of the appropriate transactions records and notes attached to the master records this function 1s not designed to be run by multiple users at one time More importantly before you proceed to use this option make sure that all other accounting users are logged out of the entire accounting system before you proceed Otherwise users may receive record locked error messages during the processing of this function or during their normal transaction processing If they do not read the screen and follow proper instructions incomplete updates may occur and invalidate your intended efforts and jeopardize new accounting transactions ALWAYS MAKE SURE TO HAVE A COMPLETE DATA BACKUP PRIOR TO R
29. 1 928 46 0 00 1 928 46 0 00 1 928 46 1 928 46 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Grand Totals 1 524 71 26 908 97 305 253 18 132 459 65 56 61 0 00 24 658 97 172 793 53 108 00 433 50 26 860 00 8 580 50 68 05 0 00 433 50 18 278 50 Number of records printed 1 Page 4 26 Print Reports Chapter 4 ANALYTICAL REPORTS Five reports are available by selecting the Analytical Reports menu option 1 2 3 4 5 Billing Status Cash Flow Report Bank Draw amp Cash Flow Report Estimated Profit Report Detailed Analysis Project Income Expense Each report is discussed here Billing Status Cash Flow Report JC0208 This report provides an analysis of cash flow on a project based on Positive Cash Flow Billings less Retainage minus Negative Cash Flow Costs less Vendor Retainage Job Cost User Manual This report is designed to give you the net cash flow for each of your projects When selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2 key for near matches After you have selected your range of projects you may specify a manager mask and or a job number mask when printing this report Field Names Job Project Number Job Project Description Project Type Contract Amount Project to Date Billings Current AR Retainage Positive Cash Flow PTD Billing AR Retainage Project to Date Costs Ven
30. Chart of Accounts This account is used as the credit for all liability amounts that are posted to the system using the option Update Billing Information for Bank Draw type projects When the option Complete a Project is executed the entire contract amount will be posted to the sales or revenue account and you should make an entry to your General Ledger to reverse any entries that have been made to this account when you re pay the draw It is recommended that if you are not interactive with the General Ledger you enter the account number from your manual General Ledger so that the journal entry report may be posted to your manual books without confusion Overhead Cost Default 9 This option asks you to specify the default cost code used for Overhead Allocations This is a code that would be set up in your Cost and Billing Code file and used to track the amount of overhead allocations posted for a particular project This assumes that you are using the overhead allocation feature in the system If not simply leave this field blank However if you specify a factor amount in the data item Overhead Factor than you should set up a default code here Project U M Default Square Ft This data item contains a ten 10 character description of the overall project unit of measure This unit of measure will be displayed on the Set Up Projects screen Project Inquiry screen and the Cost Classification Summary report This al
31. Elliot Frank Framing Labor Franklin Albert T Framing Labor Franklin Albert T Framing Materials Supplier FLOT Roding Rooting Labor Franklin Albert T Roofing Labor Gordon Jim Print Reports Transaction Detail Report Infinity POWER Sample Company Inc Transaction Detail Date Type Description Reference BM Bill Maguire 04 28 2006 Billing JC Billing JC 04 28 2006 Enter Costs JC Enter Costs JC 04 28 2006 Enter Costs JC Enter Costs JC 04 28 2006 Enter Costs JC Enter Costs JC 04 28 2006 Enter Casts JC Enter Costs JC 04 28 2006 Enter Costs JC Enter Costs JC 04 28 2006 Enter Casts JC Enter Costs JC 04 28 2006 Billing JC Billing JC 04 28 2006 Enter Casts JC Enter Casts JC 04 28 2006 Enter Costs JC Enter Costs JC 04 28 2006 Enter Costs JC Enter Costs JC 04 28 2008 Expense PR Emp FRA 102 04 28 2006 Enter Costs JC Enter Costs JC 04 28 2006 Billing JC Billing JC 04 28 2006 Enter Costs JC Enter Costs JC 04 28 2006 Enter Costs JC Enter Costs JC Quantity 0 00 16 00 27 00 32 00 35 00 1 00 2 00 0 00 17 50 29 00 32 00 46 50 94315 10 00 0 00 25 00 40 00 Each Hrs Hrs Hrs Yard Yard Each Hrs Hrs Hrs Hrs Sec Each 50 00 513 75 13 50 9 75 9 75 9 520 00 2 016 00 0 00 16
32. Emp CONM 106 04 24 2006 Expense PR Emp CON 106 04 28 2008 Allocation JC OH Allacatian JC Enter Costs JC Billing JC Expense PR OH Allocation JC Enter Costs JC Billing JC Expense PR OH Allocation JC Quantity 37 50 41 00 25 00 17 00 7 50 1 4 50 1 8 00 94321 6 00 Fri 2 5 50 Tues 2 8 00 Wed 1 4 00 1 0 00 387 00 0 00 90 00 0 00 387 00 0 00 90 00 0 00 Hrs SQFT Hrs Hrs Hrs Hrs Each 515 94 15 94 46 50 24 75 13 75 13 75 519 69 16 56 16 56 16 56 15 94 0 00 Job Cost User Manual Page 2 4 04 28 2006 Amount 597 75 653 54 1 162 50 420 75 103 13 551 89 5157 50 599 38 91 10 132 50 63 75 1 928 46 21 960 35 88 110 43 1 479 40 1 928 46 21 960 35 88 110 43 1 479 40 1 928 46 Print Reports Page 4 43 Job Cost User Manual Infinity POWER Sample Company Inc Transaction Detail Account Summary Account if Account Description 11310 Accounts Receivable Other 11450 Work In Process 21200 Accounts Payable 21350 Draws Payable 60000 Inter Dept Payroll Transters Total Debits Total Credits Page 4 44 Print Reports Debit 88 110 43 23 439 75 111 550 18 Page 1 4 04 28 2006 Credit 517 135 25 83 110 43 6 304 50 111 550 18 Chapter 4 Job Cost User Manual Collections
33. Fixed Length ASCII Files Fixed Length ASCII TEXT files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example an Inventory Physical Count import text file Part Number and Quantity should look like this 100A 1111 1 100 00 100B 1122 2 250 00 100 221 175 00 Variable Length ASCII Files Variable Length ASCII TEXT files are those files in which each data field starts on a specific number of characters from the start of each record and each record 15 separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example an Inventory Physical Count import could look like this 100 B 1122 A2 250 00 100 C 2211 75 00 Comma Delimited Files Comma Delimited PRN TEXT files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single
34. Page 4 10 Print Reports Manager Infinity POWER Sample Company Inc suggested Billing Worksheet Detail Level Cade Actual Costs PTD 25 895 30 1 00 27 895 30 1 00 13 020 00 217 00 13 020 00 217 00 45 487 80 482 00 0 00 0 00 1 275 00 80 00 1 350 00 80 00 1 275 00 80 00 5537 50 40 00 54 537 50 280 00 f Current 0 00 0 00 2 000 00 0 00 50 00 0 00 50 00 0 00 2 000 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 Billing Information PTD 0 00 0 00 50 00 0 00 50 00 0 00 551 300 00 0 00 54 400 00 0 00 50 00 0 00 Suggested 0 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 3 4 04 06 2006 Complete 0 00 0 00 107 29 0 00 0 00 0 00 100 15 0 00 105 0555 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 92 60 0 00 Actual Chapter 4 Job Cost User Manual Infinity POWER Sample Company Inc 4 suggested Billing Worksheet 4 04 05 2006 Detail Level Cade Project Description Manager Actual Costs fq Billing Information Complete Actual Customer PTD Current PTD Suggested 1RM Roofing Materials 5 529 727 63 50 00 50 00 50 00 0 00 Vendor BOW 1 1 00 0 00 0 00 0 00 0 00 Total Roofing Materials 29 727 63 0 00 0 00 0
35. Rooting Sub Contract supplier PICF Vendors amp s Total 1 R S Overhead Allocated Total 87 Total Expense Infinity POWER Sample Company Inc Project Income Expense Report Nursery 86 0013 Print Reports Manth To Date Year To Date 0 00 0 00 52 000 00 4 000 00 0 00 0 00 2 000 00 4 000 00 50 00 50 00 50 00 50 00 0 00 0 00 0 00 0 00 0 00 0 00 50 00 50 00 398 50 398 50 637 60 637 60 1 251 29 1 251 29 2 287 39 2 287 39 0 00 0 00 1 162 50 1 162 50 1 162 50 1 162 50 50 00 50 00 5420 75 420 75 0 00 0 00 420 75 420 75 1 928 46 1 928 46 1 928 46 1 928 46 24 658 97 26 908 97 63 451 46 61 201 46 Project To Date 0 00 4 000 00 25 895 30 29 895 30 0 00 13 020 00 13 020 00 0 00 1 275 00 1 350 00 1 673 50 1 275 10 1 251 29 6 824 89 0 00 30 390 13 30 290 13 0 00 1 070 75 14 820 00 15 890 75 1 928 46 1 928 45 172 793 53 80 316 90 Project Budget 26 000 00 54 000 00 51 000 00 81 000 00 13 000 00 31 200 00 44 200 00 4 900 00 2 550 40 5 401 60 7 651 20 1 275 20 1 275 20 23 053 60 29 700 00 29 727 63 59 427 63 14 800 00 1 980 00 3 950 00 20 740 00 0 00 0 00 305 253 18 184 746 82 Fage 2 4 04 28 2006 26 000 00 0 00 25 104 70 551 104 70 813 000 00 12 180 00 831 180 00 4 900 00 1 27
36. There are many key concepts to keep in mind when determining the specific use of this module and its integrated series of modules Job Costing is a very broad concept and can be applied to a very wide range of companies and customers It is not limited to the construction industry and can possibly be used by virtually every company doing business When it comes to manufacturing processing keep these concepts in mind to determine how to best utilize the system to fit your needs COST amp BILLING CODES The Job Cost Main Module allows you to track cost and billing information at various levels of detail by project cost and billing information allocated to a project must be associated with a specific cost or billing code A master list of all cost and billing codes must be defined for all projects originally Then as you allocate costs to a project the system pulls from that master list only those codes which are used on a specific project This 15 fundamentally the same as setting up a Chart of Accounts for a General Ledger However there is no need in this system to define a unique set of accounts Cost and Billing Codes to each project when one master set could apply to all projects This makes set up for subsequent projects very fast and easy You do however have the option to Require Cost and Billing Budgets by project which will force you to establish a budget for every cost or billing code that is to be used for a specific pro
37. you may either double click on it or just highlight it and click on OK Once you have navigated to the correct detail line you may make the changes necessary You may use the operation tool bar options to clear data in current field insert a detail line before the current detail line delete the current detail line and save for pasting cut delete current detail line and shift all subsequent detail lines up one line copy a detail line for subsequent pasting and paste a previously cut detail line When all changes are made click on the button to validate your changes to this screen You will then be returned to the previous screen Click on the Save button to validate this record Page 2 72 Set Up amp Maintenance Chapter 2 Job Cost User Manual Results coAR1dy dbf Customer File Customer Information is Updated coARF dbf Price Plan Assignment File Price Plan Information 15 Updated Delete Mode AR0403 This mode allows you to delete a customer account You cannot however delete a customer that has current open items In addition you should not delete customers that have had any account activity during the current period This will result in incorrect sales reporting information This option allows you to delete customers that you may have entered by mistake or you no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool
38. 00 0 00 100 00 Total Concrete Sub Contract 9 550 00 250 00 0 00 0 00 102 69 155 00 0 00 0 00 0 00 0 00 Total Concrete 5 52 911 63 250 00 59 300 00 0 00 101 29 1 330 00 0 00 0 00 0 00 715 0555 1F Framing 20 00 0 00 51 300 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 1FL Framing Labor 1FL Framing Labor 1 325 00 0 00 0 00 Conners Charles S 80 00 0 00 B B 0 00 1FL Framing Labor 5 1 525 00 50 00 0 00 Elliot Frank 80 00 0 00 0 00 TFL Framing Labor 397 50 0 00 0 00 Franklin Albert T a 24 00 0 00 0 00 1FL Framing Labor 1 325 00 0 00 0 00 Wright 80 00 0 00 0 00 Total Framing Labor 4 572 50 0 00 0 00 0 00 106 34 264 00 0 00 0 00 0 00 0 00 1FM Framing Materials 1FM Framing Materials 2 000 00 2 000 00 0 00 0 00 0 00 Supplier FLO1 Q 0 00 0 00 0 00 0 00 0 00 Chapter 4 Print Reports Page 4 9 Job Cost User Manual Project Description Customer Framing Materials Vendar FLO1 Total Framing Materials TFS Framing Sub Contract 1FS Framing Sub Contract Vendar S amp S Total Framing Sub Contract Total Framing 1R Roofing Labor 1RL Rooting Labor Conners Charles S 1RL Rooting Labor Elliat Frank Rogling Labor Franklin Albert TRL Rooting Labor Gordon Jim 1RL Roofing Labor Total Roofing Labor 1RM Roofing Materials
39. 00 100 09 1 00 0 00 0 00 0 00 0 00 1R5 Rooling Sub Contract 1RS Roofing Sub Contract 650 00 650 00 0 00 Supplier PICF Q 0 00 0 00 0 00 TRS Roofing Sub Contract 5 14 820 00 0 00 i 0 00 Vendor S amp s 247 00 0 00 E 0 00 Total Roofing Sub Contract 15 470 00 5550 00 80 00 0 00 104 57 247 00 0 00 0 00 0 00 0 00 Total Roofing 5 49 735 13 650 00 64 400 00 0 00 100 68 a 529 00 0 00 0 00 0 00 0 00 Total Commercial Construction 148 134 56 2 900 00 165 000 00 0 00 102 21 2 340 00 0 00 0 00 0 00 1258 06 9 Overhead Allocated Total Overhead Allocated 5 50 00 50 00 0 00 0 00 0 00 Q 0 00 0 00 0 00 0 00 0 00 Grand Totals 5 148 134 56 2 900 00 165 000 00 0 00 102 21 2 340 00 0 00 0 00 0 00 1258 06 Number of records printed 1 Chapter 4 Print Reports Page 4 11 Job Cost User Manual Actual Billings Summary JC0202 This report prints the current billing information for each project This information will be recorded automatically when you select the option Update Billing Information This report is designed to give you the necessary detail for you to see what is specifically going to be updated to each of your projects when you select the Update Billing Information menu option If you find any changes that need to be made you may execute the option Enter Adjust Actual Billing before proceeding If you do make any changes you should print this r
40. 0112 Due 03 30 2006 17 68230 Invoice 03 31 2006 4 417 90 Sim JF Proj 96 0112 Due 04 30 2006 18 FC Finance Charge 202 78 Sim JF Aged 04 28 2006 Totals 5231 435 84 4 620 68 22 417 90 0 00 19 530 00 164 836 49 Contract 268 930 00 20 030 77 Billing 242 143 56 Totals for all Accounts 5231 435 84 4 620 68 22 417 90 0 00 19 530 00 164 836 49 20 030 77 100 00 2 00 9 69 0 00 844 71 22 8 65 Page 4 46 Print Reports Chapter 4 Collections Report Non Detailed Customer Phone Murmber Contact Region Project 5203 Carrollwood Meadows Park 2 CASH Cash Sale Thank oul Aged 04 28 2006 Totals 125 632 23 10 000 00 10 000 00 Caniract Billing Project 96 0005 Regional Home Show 96 0005 HOME 1 Home Depot Inc FL 813 289 0040 Dennis Livingway Aged 04 28 2006 Totals 500 000 00 24 364 76 3 507 76 Contract Billing Project 96 0072 Custom Home S Jones JOM sonia Jones Interior Design TPA 813 562 2654 Aged 04 28 2005 Totals 135 000 00 135 000 00 Denise Jones 39 581 53 Contract Billing Project 36 0112 National Auto Parts Mational Auto Parts 813 224 5697 Williams Aged 04 28 2006 Totals 263 930 00 242 143 56 231 435 34 Cantract Billing Project 96 0153 Univ of Tampa s New Gym UNIV University of Tampa 813 253 5208 Sherry Furness Aged 04 28 2006 Totals 475 000 00 32
41. 11450 amp Billing Code Labor Rate 1 0 00 60000 60100 2 2RM Roofing Materials Material 0 00 Each 51502 41500 2 11450 amp Billing Code Material Rate 2 0 00 21200 51500 2 2RS Raofing Sub Contract Sub Contr 0 00 Hrs 51502 41500 2 11450 Cast amp Billing Cade Other 50 00 21200 51500 2 3 SHEDS 40000 40000 Billing Only Other 0 00 3L Sheds Labor Labor 15 00 HRS 40000 11450 Only 21200 50000 3M Sheds Materials Material 0 00 40000 11450 Cost Only 21200 50000 4 Regional Hame Shows 10000 40000 Billing Other 0 00 ea 4 140102 Wood Products Partic Fee 10000 40000 Billing Only Other 2 950 00 ea 4 140105 Dutch Boy Participation Fee N A N A 10000 40000 Billing Only Other 2 950 00 ea 4 7001 Booth Rental Expense Rental 3 200 00 1 10000 11450 Cost Only N A N A 21200 50000 4 7002 Electricity Phone Carpeting Material 150 00 1 10000 11450 Cost Only N A N A 21200 50000 Chapter 4 Print Reports Page 4 57 Job Cost User Manual Cost Code 4 7004 4 7020 4 7030 4 7080 4 7105 4 7115 4 7160 8 1210 1220 1310 8 1320 1410 1600 9 Description Type Hotel Expense Staff Cost Only Travel Expense Car Rental Cost Only Travel Expense Meals Cost Booth Stati Cost Only Colfee Mugs amp Pens Cost Only Trade Show Literature Cost Only shipping Expenses Cost Only Sheds Billing Only
42. 13 428 38 134 500 00 95 13 306 58 33 51 104 70 37 831 180 00 29 16 228 71 30 28 537 50 52 4 849 25 1 928 45 0 132 459 65 57 104 429 92 43 Chapter 4 Job Cost User Manual Project Income Expense Report Project Detail Infinity POWER Sample Company Inc Page 1 Project Income Expense Report 4 04 28 2006 Nursery 86 0013 Descnption Cost Code Month To Date Year To Date Praject To Date Project Budget Variance Budg INCOME Concrete 28 900 00 28 900 00 88 200 00 88 200 00 0 00 100 Total 1 C 28 900 00 28 900 00 88 200 00 88 200 00 0 00 100 1 Framing 28 145 05 28 145 05 79 445 05 235 200 00 155 754 95 34 Total 1 28 145 05 28 145 05 79 445 05 235 200 00 155 754 95 34 1R Roofing 31 065 38 31 065 38 85 465 38 166 600 00 81 134 62 51 Total 1 R 31 065 38 31 065 38 85 465 38 166 600 00 81 134 62 51 Total Income 88 110 43 88 110 43 253 110 43 490 000 00 5235 889 57 52 EXPENSES 1CL Concrete Labor Conners Charles S 220 00 220 00 1 320 00 2 200 00 880 00 60 Elliot Frank 364 50 364 50 1 714 50 2 497 50 723 00 69 Franklin Albert T 653 25 553 25 1 628 25 975 00 653 25 167 Gordon Jim 0 00 0 00 0 00 1 100 00 1 100 00 0 Total 1 C L 1 237 75 1 237 75 4 662 75 6 772 50 2 109 75 69 1 Concrete Materials 3000 PS Concrete 9 520 00 9 520 00 19 040 00 9 520 00 9 520 00 200 Reinforce
43. 20 1 4 04 28 2006 Profit Known Est 5184 757 12 184 765 02 184 757 12 184 765 02 Chapter 4 Job Cost User Manual DETAILED ANALYSIS JC0221 This report gives you an analytical tool that may be used to review different aspects of Cost amp Billing Codes for several projects on the same report You may use masking to review information such as Employee Performance to Budget Sub Contractors Project History and any other code related data This report is designed to allow you to group certain types of cost or billing codes or detail descriptions and provide you with totals for a range of or all projects When selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2 key for near matches After you have selected your range of projects you may mask on any or all portions of the cost or billing codes choose to print either cost or billing amounts select a manager mask a job number mask and or a detailed description mask You may also enter a report sub title and if quantity tracking is turned on include quantities by clicking on the checkbox An example of how this report could be used 15 to print the detail of all labor costs If one of the components of the cost code number indicates labor you could enter this code as the cost code mask Enter Labor Costs as the report sub title name and choose 1 to indicate cost
44. 56 16 56 16 56 16 56 200 00 0 00 15 94 15 94 Fage 1 4 04 28 2006 Amount 528 900 00 220 00 364 50 312 00 341 25 9 520 00 4 032 00 28 145 05 289 80 480 24 5529 92 710 16 2 000 00 31 065 38 398 50 637 60 Chapter 4 Project Description TRL Rooting Labor Wright Ron 1RL Rooting Labor Wright Ron 1RM Rooting Materials 1RS ZEL ZCL 2FL 2FL 2RL g Project Totals Grand Totals Vendor BOW Sub Contract Supplier FICF Concrete Labor Conners Charles S Concrete Labor Conners Charles S Concrete Labor Wright Ran Framing Labor Conners Charlas S Framing Labor Charles S Framing Labor Conners Charles S Rooting Labor Conners Charles S Overhead Allocated Number of records printed 1 Chapter 4 Infinity POWER Sample Company Inc Transaction Detail Date Type Description Reference 04 28 2006 Enter Casts JC Enter Costs JC 04 28 2006 Enter Costs JC Enter Costs JC 04 28 2006 Enter Costs JC Enter Casts JC 04 28 2006 Enter Costs JC Enter Costs JC 04 24 2006 Expense Emp CON 106 04 24 2006 Expense PR Emp COM 106 04 28 2006 Expense PR Emp WRI 105 04 24 2008 Expense PR Emp 106 04 24 2006 Expense PR Emp CON 106 04 24 2006 Expense PR
45. 75 74 990 00 36 529 25 15 38 30 00 14 61 38 460 75 74 990 00 36 529 25 15 38 30 00 14 61 Cuerhead 1 928 45 0 00 51 928 46 50 77 50 00 50 77 51 928 46 50 00 1 928 46 0 77 0 00 0 77 1 4 04 28 2006 Sub Total 172 793 53 305 253 18 132 459 65 559 12 5122 10 52 98 5172 793 53 305 253 18 132 459 65 69 12 122 10 52 98 Chapter 4 Job Cost User Manual Project To Date Cost Report JC0207 This report provides a detailed breakdown of all costs for a project from inception to date Budget comparison and quantity tracking are also provided This report provides you with detailed cost information by cost code for each project When selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2 key for near matches After you have selected your range of projects you may specify a manager mask Next you will be prompted to specify the Detail Level that you want to be included in this report If you have configured the system to allow quantity tracking you will then be asked if you would like to include quantities on the report If you click on the checkbox both cost dollars and quantities will be shown on the report Once you click on the Start button to begin the system will begin printing the report The detail level specified will appear at the top of the
46. 91 1 50 29 700 00 2 800 00 1 162 50 25 00 14 800 00 247 00 Page 4 35 Job Cost Use Project Description TRS Roofing Sub Contract Supplier PI CF 1RS Roofing Sub Contract Vendor S amp S 9 Overhead Allocated Project Totals Grand Totals r Manual Number of records printed 37 Page 4 36 Print Reports 6 otv Infinity POWER Sample Company Inc Detailed Cost Analysis PTD Actual 51 0 0 75 43 00 14 820 00 247 00 1 928 46 0 00 172 793 53 18 279 50 172 793 53 18 279 50 Budget Amount 1 980 00 80 00 3 960 00 160 00 0 00 0 00 305 253 18 26 860 00 5305 253 18 26 860 00 Page 3 4 04 28 2006 Variance 909 25 37 00 10 860 00 87 00 1 928 46 0 00 132 459 65 8 580 50 132 459 65 8 580 50 Chapter 4 Job Cost User Manual Project Income Expense Report JC0224 This report provides three 3 variations of an Income Expense analysis The Project Summary version non detailed will provide you with summarized profit information about a specific project or a range of projects The Cost Code Summary version non detailed of the report will provide you with summarized profit information about a specific project or range of projects by cost code The Project Detail version of the report will provide you with detailed income and expense figures by project code The Project Summary version of the report offers su
47. Chance Mode A ROAO2 attese eae 2 76 Delete Mode 09 TE UU 2 77 Copy Mode GAR 0404 E O 2 77 MAKE COMPLETE DATA BACKUPS 5 2 78 CHAPTER 25500 3 1 0 07 5 PE ee eara ee 3 1 IMPORT PROJECT ESTIMATES 3 3 Fixed OU ICS 3 4 Varnave GI Biles si C 3 4 Comma Demed PRIN ties 3 4 File Import Modules art eames 3 5 Sample Import Project 5 reo eae 3 7 RECORD NEW COSTS CICUIOLT eO re YES RISE EIFE I nS 3 9 TRANSFER COSTS BETWEEN CODES 7 60102 3 10 RECORD VENDOR RETAINAGE 7 60109 e
48. Cost User Manual Project 5203 96 0005 96 0013 96 0062 96 0072 85 0153 Page 4 50 Work In Process Summary By Project Descriptian Carmrallwaod Meadows Park Rec Regional Home Show 96 0003 Hart s Nursery Tony Swiss Remodel Home Custom Hame S Jones Univ of Tampa s Mew Gym Grand Totals Print Reports Infinity POWER Sample Company Inc Work In Process by Project Current WIP Bal Fwd WIP 19 739 72 0 00 1 197 19 0 00 172 793 53 0 00 5755 48 0 00 4 428 50 0 00 249 399 05 0 00 443 383 47 0 00 Total WIP 19 799 72 1 197 19 172 793 53 765 48 4 428 50 249 399 05 448 383 47 Fage 1 4 04 28 2006 Chapter 4 Job Cost User Manual Infinity POWER Sample Company Inc 1 Wark In Process Summary 4 04 28 2006 WIP Account Description Current WIP Bal Fwd WIP Total WIP 11450 Work In Process 448 383 47 0 00 448 333 47 Totals 442 383 47 0 00 449 383 47 Number of records printed 1 Chapter 4 Print Reports Page 4 51 Job Cost User Manual Project Cost Code 96 0013 1CL 1CL 1CL 1CM 1CM 1 ics 165 1FL 1FL 1FL 1FL 1FM 1FM 1 5 1RL 1RL 1RL 1RL 1RL 1RM 1RS Page 4 52 Work In Process Summary Detail Report Description Hart s Nursery Concrete Labor Conners Charles 5 Concrete Labor Elliot Frank Concrete Labor Franklin Albert T Concrete Materials 3000 PSI Concrete Concret
49. Customer Retainage Flowchart Record Customer Retainage updates the Job Cost Master File RECORD CUSTOMER RETAINAGE aAA JCTYY DBE PROJECT MASTER FILE Page 1 20 Introduction Chapter 1 Job Cost User Manual Update Billing Flowchart Update Billing Information updates the JC General Ledger Integration File if integrated with General Ledger It also updates the Job Cost Project File the Job Cost Project Detail File and the Job Cost Transaction File UPDATE BILLING IHFORMATION AxnAJC2YY DBF JOB COST PROJECT XXXJC1YY DBF DETAIL FILE JOB COST MASTERFILE PTD YTD MTD BILLING PTD YTD 2 AMOUNTS AND BILLIHG AMOUHTS CURREHT COSTS AHD BILLIHGS CLEARED Transaction Types 1 Enter 2 Transfer Gast 33 Billing dios of Saks Expenses amp IM T PR 3 AR Billing 1 AR Cost of Bal JC2GL XXx JOB COST INTEGRATION FILE Chapter 1 Introduction Page 1 21 Job Cost User Manual Transfer Billing Between Codes Flowchart Transfer Billing Between Codes updates the JC General Ledger Integration File if integrated with General Ledger also updates the Job Cost Project Detail File and the Job Cost Transaction File TRANSFER BILLING BETWEEN CODES axAJC2YY DBF JOB COST ICSYY OBF PROJECT DETAIL FILE JOB COST PTD YTD amp BILLING TRAHSACTIOH FILE AMOUNTS Transation 1 Enter Gost 2 Transfer Go
50. Direct Billing Direct Billing BM Bill Maguire 96 0072 Custom Home S Jones Cost Plus Cost Plus JF Jack Friedman 96 0112 National Auto Parts Percent Complete Percent Complete JF Jack Friedman 96 0153 Univ of Tampa s New Gym Completed Contract Compl Contract BM Bill Maguire sheds 8 10 Shop work Build Sheds sheds 8x10 Percent Complete HOUSE House Sales Sheds10x12 Shop work Build sheds sheds 10x12 Percent Complete HOUSE House Sales USF2004 General Construction Wing Extension Direct Billing HOUSE House Sales Number of records printed 10 Page 4 62 Print Reports Chapter 4 Project 96 0013 Description Hart s Nursery Address 2411 Palm Way 1 Petersburg FL 33703 Job Type Bank Draw Billing Information Total Contract Amount 490 000 00 Max Draw Amount 490 000 00 Overhead Alloc Factor 0 0800 Payroll Alloc Factor 0 2500 Est Complete 0 000 PTD Billings 165 000 00 PTD Draws 209 295 68 PTD Costs 173 502 77 Retainage Information Retainage Percent 15 000 Current Retainage 0 00 Vendor Ret Percent 10 000 Cur Vendor Retain 11 139 08 Project 96 0062 Description Tony Swiss Remodel Home Address 4201 North Tampa Street suite 459 Tampa FL 33601 Job Type Direct Billing Billing Infarmatian Total Contract Amount 150 000 00 Max Draw Amount 0 00 Overhead Alloc Factor 0 1000 Payroll Alloc Factor 0 2500 Est Complete 0 000 PTD Billings 83 700 00
51. Integration File if integrated with General Ledger It also updates the Joh Cost Praject File the Job Cost Project Detail Flle and the Job Cost Transaction File IMPORT PROJECT COSTS XXXJC2YY DBF XXXJCTYY DBF JOB COST PROJECT JOB COST DETAIL FILE MASTER FILE amp COSTS PTD YTD amp COSTS amp QUANTITIES Transaction Types 1 Enter 2 Transfer Gast 33 Billing dios of Saks Expenses amp IM T PR 3 AR Billing 1 AR Cost of Bal JC2GL XXx JOB COST INTEGRATION FILE Chapter 1 Introduction Page 1 17 Job Cost User Manual Page 1 18 Calculate Suggested Billing updates Job Cost Master File and the Project Detail File Introduction Calculate Suggested Billing Flowchart CALCULATE SUGGESTED BILLING AxAJC2YY DBF ExzJCTYY DBF JOB COST JOB COST MASTER FILE PROJECT DETAIL FILE BILL THIS PERIOD SET CURRENT SUGGESTED TO TIES BILLING QUANTITIES DOLLARS Chapter 1 Chapter 1 Job Cost User Manual Enter Adjust Actual Billing Flowchart Enter Adjust Actual Billing updates Job Cost Master File and the Project Detail File EHTER AD JUST ACTUAL BILLING ExzJCTYY DBF JOB COST MASTER FILE BILL THIS PERIOD SET TIES AxAJC2YY DBF JOB COST PROJECT DETAIL FILE CURRENT SUGGESTED BILLING QUANTITIES DOLLARS Introduction Page 1 19 Job Cost User Manual Record
52. Main Module not only accurately tracks project costs compared to budgets but also provides you with the managerial information necessary to make sound business decisions in the performance of your projects JOB SHOP MANUFACTURING Many companies do not realize the benefits of using costing system to assist them in their manufacturing cycles Most companies that manufacture items however tend to produce items one of two ways First many companies feel they already know what it takes to manufacture a specific item and do not have a product that requires production items that include variable costs Therefore they fall under the standard Manufacturing classification This assumes a predefined bill of materials of inventory items quantities of labor regardless of who is performing that labor and any other specific cost items that are known in advance This company s objective is to enter projections of manufacturing requirements and committed sales orders and or to determine their appropriate inventory stocking requirements within a specified manufacturing cycle The primary objective here is to manufacture enough items to meet demand and track all raw materials and finished goods The second type of company has these same needs However they also have other needs that must also be addressed These needs include the fact that they do not know for certain exactly what it takes or how much it costs to produce a spe
53. PTD Draws 0 00 PTD Costs 64 243 42 Retainage Information Retainage Percent 5 000 Current Retainage 0 00 Vendor Ret Percent 10 000 Cur Vendor Retain 5 701 55 Number of records printed 2 Chapter 4 Project Listing Detailed Infinity POWER Sample Company Inc Project Listing Detailed Unit 2 500 00 Type Bank Draw Manager BM Bill Maguire Comments Add onto existing building See plans Month 01 2006 02 2006 03 2006 04 2006 05 2006 06 2006 0712006 08 2006 08 2006 10 2006 11 2006 12 2006 Actual Billings 2 250 00 Type Direct Billing Manager BM Bill Maguire Comments Flan 4200 Elevation C Customer HARC 1 Fred Hart Price Level 1 Retail Tax Rate 89 Exempt Actual Draws Actual Costs 0 00 0 00 0 00 0 00 0 00 0 00 0 00 28 110 43 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 50 00 50 00 50 00 50 00 Customer SWIS1 Tony Swiss Construction 2 Bedroom 2 Bath 1 Car Garage 2000 sq ft Month 01 2006 02 2006 03 2006 04 2006 05 2006 06 2006 07 2006 08 2006 09 2006 10 2006 11 2006 12 2006 Actual Billings Price Level 1 Retail Tax Rate 99 Exempt Actual Draws Actual Costs 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 Job Cost User Manual Page 1 4 04 28 2006 0 00 2 000 00 250 0
54. Paint af Sale System not started started by A H Purchase Order Entry System not started LE NEN N I Sales Order Entry System not started Select All Clear All Invert Page 2 52 Set Up amp Maintenance Chapter 2 Job Cost User Manual If you are in any period or month other than the last fiscal period of the year the system will not allow the user to select any modules to Start New Year s Files Therefore if you are looking to create 2007 data files as the new year the old year is 2006 and your date should be set to a day in the last fiscal period of 2006 If you are prepared to begin data files for the new fiscal year you may choose the Select button which will highlight all Registered Systems Or you may choose the Clear button to undo your choices The Invert button reverses the choices currently selected on the screen You may also take your mouse and click on each accounting module one by one to specify which module s to select for this function It is not uncommon for many users to be prepared to begin certain data files for the new fiscal year such as General Ledger and Accounts Payable while holding back on certain modules such as the Sales Order Entry module This would allow users to continue processing orders in the prior fiscal year to allow additional sales to get on the books or to complete orders prior to starting the new order file for the new year Once this file is started o
55. Plus option as the project type This specifies the mark up to use in the automatic calculation of percentages above your recorded cost for this project Price Level This specifies the price level to use if you are interactive with the Manufacturing Inventory Management module Each item in inventory may have up to ten 10 different price levels established and by specifying a level here the system will automatically default to that level of pricing for all inventory items charged to this particular project Comments These are two lines of fifty 50 characters each for any comments that you would like to assign this project These comments will only be displayed on the Detailed Project Listing and on one of the Project Inquiry screens Square Ft This is the total overall units for this project The description of this data item will be the Overall Proj UM set up in the Master Configuration This quantity or units figure may be included on the Cost Classification Summary as the divisor for each cost figure This can provide you with for example a summary of Project To Date cost per Square Foot Customer This is the customer number used by the Accounts Receivable module If you are interactive with this module enter the customer number or lt click gt the Down Arrow F2 by default to call up the list of available customers Select the appropriate customer to continue Keep in mind though that if you want the system
56. Report JC0215 This report provides a detailed or summarized aging of all outstanding billing and retainage invoices by project for a specified manager This report is available only if you are integrated with the Infinity POWER Accounts Receivable system This option provides an aging report of all invoices currently outstanding for each project When selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2 key for near matches After you have selected your range of projects you may choose either detail or summary and all projects or only those with past due or normal balances This report may be masked on manager or a project number Field Names Job Project Number Job Project Description Customer Number Customer Name Sales Region Manager Number Manager Name Customer Phone Number Customer Contact Open Item Type Transaction Number Transaction Description Transaction Date Due Date Amount in columns of Current Retainage and user specified aging categories Totals for Project Contract Amount Project to Date Billing Totals For All Accounts Chapter 4 Print Reports Page 4 45 Job Cost User Manual Collections Report Detailed Infinity POWER Sample Company Inc 1 Collections Report 4 04 28 2006 Customer Phane Number Contact Region Type Trans Description Date
57. Ship To information Chapter 2 Set Up amp Maintenance Page 2 57 Job Cost User Manual Customer Shipping Address Information ALLE1 Tools Launch Ship Ta Hame bilens Hardware Shops Inc Ship To Address 400 E Kennedy Blvd City State Country Zip Customer Historical Information ALLE1 Tools Launch Edit Mavigation lt gt 7i 9 Bi Bm Unpaid Finance Charges 50 00 Average Days Pay Y ear Ta Date Finance Charges 50 00 Number of Invoices Detail Period Invoices Gross Sales 1 01 2004 11 538 55 2 02 2004 2 5 842 18 3 03 2004 1 11 748 94 Cancel Detail Click on the Price Plans button to view the Price Plans that have been assigned to this customer Page 2 58 Set Up amp Maintenance Chapter 2 Job Cost User Manual Price Plans Customer Tools Launch Edit Wavigation M 4 vb Mua Detail Item Price Plan Description KITSALE Special January Eit Sale DISTRIE Distributors Pricing Program When accessing the Open Items the Historical features the screen will have the option to view the first detail record page up the detail list page down the detail list view the last record in the detail list view a specific detail record based on text or view a specific detail record based on a line number When you select to view by either a record based on
58. Variance Complete Est MITO Bill PTD Bill 95 0013 Hart s Nursery 1 Commercial Construction 1 Commercial Construction 50 00 28 900 00 88 200 00 0 00 100 00 28 300 00 588 200 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Framing 0 00 22 145 05 235 200 00 155 754 95 33 78 28 145 05 79 445 05 0 00 0 00 0 00 0 00 0 00 0 00 0 00 1R Rooting 0 00 31 055 38 166 600 00 21 124 62 51 20 31 065 38 585 465 38 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Commercial Canstruction 0 00 88 110 43 490 000 00 736 889 57 51 66 88 110 43 253 110 43 0 00 0 00 0 00 0 00 0 00 0 00 0 00 8 Overhead Allacated Total Overhead Allocated 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Grand Totals 50 00 538 110 43 5480 000 00 236 589 57 51 66 0 00 88 110 43 253 110 43 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Number of records printed 1 Page 4 18 Print Reports Chapter 4 Job Cost User Manual COST CHARGES REPORTS Four reports are available by selecting the Cost Charges Reports menu option 1 Budget Comparison Report 2 Estimate to Complete Report 3 Cost Classification Summary 4 Project To Date Cost Report Each report is discussed here Budget Comparison Report JC0205 This report provides a detailed comparison of all costs to estimated budgets for a project from inception to date Quantity tracking may also be reported This report is designed to give you a detaile
59. also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs This screen has three sections that will prompt you for three 3 data items 1 Import Format 2 Import File Name 3 Process Import File The Import Format is prompting you to enter the type of file you will be using during the import process There are three choices Chapter 3 Enter Transactions gt Page 3 13 Job Cost User Manual 1 Fixed Length ASCII 2 Variable Length ASCII 3 Comma Delimited PRN These three choices are described in the following section Fixed Length ASCII Files Fixed Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example an Inventory Physical Count import text file Part Number and Quantity should look like this 100A 1111 A1 100 00 100B 1122 2 250 00 100 221 75 00 Variable Length ASCII Files Variable Length ASCII Files are those files which each data field starts on a specific number of characters from the start of each record and each record 15 separ
60. amounts This combination would provide a report listing all labor costs for all projects Another example would be to print all costs associated with a certain sub contractor In this case leave all cost code masks blank and enter the sub contractors name as the mask for the Detailed Description Change the report sub title name to ABC Company sub contractor and the report will print all costs which have been incurred from this sub contractor Field Names Job Project Number Job Project Description Cost or Billing Code Cost Code Description Project to Date Actual Cost or Billing Amount Budgeted Cost or Billing Amount Variance Budget PTD Chapter 4 Print Reports Page 4 33 Job Cost User Manual Detailed Analysis Infinity POWER Sample Company Inc Page 1 Detailed Cost Analysis 4 04 28 2006 Project Description PTD Actual Budget Amount Variance 96 0013 Hart s Nursery TEL Concrete Labor 3 0 00 0 00 0 00 0 00 0 00 0 00 1CL Concrete abor 0 00 50 00 50 00 Q 0 00 0 00 0 00 ICL Concrete Labor 5 1 320 00 52 200 00 880 00 Conners Charles S Q 96 00 160 00 64 00 1CL Concrete Labor 5 1 714 50 2 497 50 783 00 Elliot Frank Q 107 00 185 00 78 00 1C L Concrete L abor 1 628 25 975 00 653 25 Franklin Albert T Q 147 00 80 00 67 00 1CL Concrete Labor 5 0 00 1 100 00 1 100 00 Gordon Jim Qr 0 00 80 00 80 00 1 Concrete Materials 19 040 00 9 520 00 9 520 0
61. and sorting functions with throughout the system You may have configured this field in the Master Configuration setup to represent any number of items If however you have configured this field for something like Scheduled Date of Completion keep in mind that the system will always search and sort with numbers first and then alpha characters If you are using a date and want the report to print in year then month then day of month order then you must enter the date in this format This is required because this field may also be used as a descriptive field and is not formatted to sort only as a date field Address This is the physical address of the project you are setting up If you have elected to use International Addresses a set up feature in Global Functions the system will include Country as a data field in the address information for this company The address information will consist of two lines of thirty 30 characters for the address fifteen 15 characters for the city fifteen 15 characters for the state fifteen 15 characters for the country and 10 ten characters for the zip code For example Customer Name Company Inc Address 123 Main Street Suite 1030 City Vancouver State Brit Columbia Cntry Canada Zip V6E4A2 Project Type This is the classification of the billing method being used for this project You may click the Down Arrow F2 by default to view the avail
62. as well TRACKING QUANTITIES The Job Cost Main Module allows you to track quantities of hours and materials for both cost and billing information If the quantity tracking feature 15 turned on each time you enter costs or billing information you will be prompted for the quantity and unit cost or billing rate In addition the appropriate reports will include the quantities If you turn this feature off you will never be prompted for the quantity and your reports will omit all quantity information This quantity tracking feature is the key in establishing certain budget amounts so that overruns may be found early not only based on dollars but the amounts of units being tracked as well Where this is particularly important is where budgets are established for labor If costs were only being tracked by dollar amounts then it would not be as easy to see that budgets were being overrun because the labor being charged to a cost code was overtime hours instead of regular time hours The dollars may be the same but the quantity of hours would show a discrepancy Your percent complete for total dollars could be at ninety percent while your percent complete for total hours may only be at forty two percent You would then know to start investigating further why this is happening WORK IN PROCESS WIP The Job Cost Main Module allows you to process in several months simultaneously However only one billing period may be open at a time The billing
63. assuming you have already selected a record Last Record This option will allow you to select the last record in the requested file Report Sorting Preference This refers to the order in which items will print on reports This is handled through the method in which you choose the beginning and ending account range For example you will be given two choices when you select your beginning and ending account number when using the Input Help Hot Key F2 by default e Account Number Description Instead of printing all reports in order of the account number you may elect to print them in alphabetical order by the description of the account number by selecting your account range by Description Masking Wildcards The account number mask is a field which gives you the ability to set up a specific search and have the system only retrieve those items defined within the parameters of that search This is very beneficial if you want to print all reports for a particular department or location Your account number 15 the key to how specific information may be searched on The account number length will be reflected in the mask field on your screen The project number mask field would appear on your screen as 123567890 Assuming that you were utilizing a five digit project number with the last two digits representing the department or location number e g 03 to print a report that would mask for a department or
64. bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once a customer 15 deleted it can not be retrieved again A backup of data files is always recommended prior to deletion of records Results coARIdy dbf Customer File Customer Information is marked for Deletion coARF dbf Price Plan Assignment File Price Plans Information is marked for Deletion Copy Mode AR0404 This mode allows you to create a new customer by copying the information from an existing one Using this option the system provides a quick method of setting up customers that are very similar This may apply where a single customer may actually require multiple accounts because of separate locations or branch offices which require separate billings First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or lt click gt on the option on the Menu Bar and then the appropriate navigation option lt Click gt on the Create a Record Based on th
65. be what you have set up in the Master Configuration Fixed Due Date will tell the system not to calculate a due date but ask you what the due date 1s at the time of the transaction Net Days will calculate the due date in a specified number of days from the invoice date Net days EOM will tell the system to calculate the date for the end of the month in which the transaction was written Then calculate a specified number of days from the end of the month date Finance Charges This field indicates whether this customer is subject to finance charges If they are subject to finance charges then click the box Balance Forward This field indicates how the open items invoices payments credit memos etc for this customer will be treated by the system The default values will be what you have set up in the Master Configuration Leave this box blank to indicate this customer should be treated as an item type customer To indicate this customer should be treated as a Balance Forward type customer click the box 99 A R Sales Code This is the Accounts Receivable Sales Code you would like to assign this customer This Sales Code represents the Accounts Receivable chart of account number that will be used for Invoice and Payment entries to the General Ledger integration file for this customer If you choose to leave this field blank you are choosing not to utilize the Multiple Accounts Receiv
66. costs need to be carried as Balance Forward into the next billing period It is recommended that in the course of the normal billing cycle after you have performed the option Calculate Suggested Billing that you first select the Print Billing Reports option and print the Suggested Billing Worksheet This way you may verify how the system is proposing that you currently perform billings for your various projects Once you have reviewed this report you may want to make changes and that is where this option fits into the cycle This option allows you to make any necessary changes to the billing cycle before it is performed You may also use this option when setting up initial billing amounts for a project A key feature here is the ability to specify that specific costs NOT be billed during the current period in which they where incurred but have their balances brought forward to a future billing period This gives you the ability to hold invoicing of specific items without any interruption or inconvenience to your normal invoicing cycle By placing these specific items in the Balance Forward category the system will continue to hold them until you decide to finally invoice them for the project This also prevents you from closing out any project and inadvertently not billing a client for work or services performed You may also find this useful for placing items that may be questionable on a project Hold until a resolu
67. enter all charges to the job project through the Enter Transactions menu option However if you are setting up a job project that already has outstanding detail accumulated toward the project then after the set up of the project has been completed you should proceed to the menu option Initial Project Detail to record existing balances by cost or billing code If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data items necessary for each project Maintain Projects Tools Launch T n Mode Add Sq Feet Customer Number 8 Manager Salesman State Tax Rate Project Type Percent Complete v Complete Date Range Price Level 1 Retail Beginning Ending vj Comments D m Billing Reteinage Details User Fields Cancel Chapter 2 Set Up amp Maintenance Page 2 7 Job Cost User Manual Job Number This is the ten 10 character alpha numeric project number to identify this Job Project Description This 1s the thirty 30 character alpha numeric description of the job project This will be displayed on all reports and screens regarding this job project Special This is a user definable field that you may perform special searching
68. files is more technical than the normal operation of most word processors or the Infinity POWER modules this documentation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems without the manual re keying of information that is normally required They allow the batch entry of transactions processed in other specialized or custom software programs This may even include updates from Infinity POWER modules running at different locations or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the Infinity POWER File Import options The order in which information is sent to text files and their format do not correspond to the formats that the File Import Modules require The Infinity POWER Report Writer program however does provide the user wit
69. forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the correct order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted Chapter 3 Enter Transactions Page 3 5 Job Cost User Manual The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called Cont O NO 1 YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the AP Batch import there may be several lines of detail on an invoice t
70. have entered the information you desire for this particular cost or billing code click on the Save button to validate or you may at any time click on the Cancel Code or Cancel Job buttons to stop the data entry process Page 3 2 Enter Transactions Chapter 3 Job Cost User Manual If you have made any mistakes or want to make any adjustments to your budget amounts simply enter the code number and move your cursor to the specific data item you want to change and make any changes When you are done setting up budgets for this project simply click on Cancel Job and then click on the Close button IMPORT PROJECT ESTIMATES JC0106 This option allows you to import your original project estimates e g budgets from an external spreadsheet or estimation system Import files may either be fixed length ASCII files or comma delimited PRN files The File Import options allow you to bring information into the appropriate modules from text or ASCII files These text files may be created by word processors spreadsheets databases or many other types of programs This option is designed to allow you to import Project Estimates directly into the Job Cost Main Module projects will be updated as if they had been set up through the Set Up Project Budgets When you select the option to Import Project Estimates a new screen will appear At this point you may choose to print the standard map file or create a m
71. key for near matches After you have selected your range of projects you may specify a manager mask and or a job number mask when printing this report Field Names Job Project Number Job Project Description Project Type Contract Amount Budget Cost Amount Budgeted Profit Contract Amount Budgeted Cost Project to Date Billings Project to Date Cost Amount Project to Date Profit PTD Billing PTD Cost Percent Complete PTD Cost PTD Budget x 100 Estimated Percent Complete Known Cost Overrun Amount of Cost over Calculated Cost based on Estimated Percent Complete Estimated Cost Overrun Projected Cost overrun based on Known Cost Overrun as Percent times the Budgeted Amount Known Profit Budgeted Profit Known Overrun Estimated Profit Budgeted Profit Estimated Overrun Chapter 4 Print Reports Page 4 31 Job Cost User Manual Project Type 96 0013 Bank Draw Hart s Nursery Totals Number of records printed 1 Page4 32 Print Reports Estimated Profit Report Infinity POWER Sample Company Inc Contract Amount PTD Billing 490 000 00 165 000 00 490 000 00 165 000 00 Estimated Profit Report Budget Cost PTD Cost 305 253 18 172 793 53 305 253 18 172 793 53 Budget Profit PTD Profit 184 746 82 7 793 53 184 746 82 7 793 53 Complete Estimate 25 61 1 96 61 4 Known Cverrun Est Overrun 10 30 518 20 10 30 518
72. location you would enter following 03 12345678901234567890 The areas not being masked can either be spaces or question marks Question marks are the standard wildcard format Page 4 4 Print Reports Chapter 4 Job Cost User Manual Period to Report On If a report is a summary type report the information contained in the report will be inclusive of all data input during the date range specified at the time of selection of the report This provides you the ability to do historical period reporting as well as current period reporting Cancel the Print Job Clicking on the Cancel button during the printing of a report will cancel the print job However keep in mind some of the report may still be in the printer buffer at the time of cancellation BILLING REPORTS Four reports are available by selecting the Billing Reports menu option 1 Suggested Billing Worksheet 2 Actual Billing Summary 3 Application for Payment Draw 4 Project To Date Billing Report Each report is discussed in the following sections Suggested Billing Worksheet JC0201 This option provides a report which displays the suggested billing information by project In addition all cost information 15 detailed or summarized for your reference You may use this report as a worksheet to calculate your actual billings Upon selecting this option you will be asked to specify the range of projects on which you wish to report Enter the projec
73. made to Manufacturing Inventory Management is exactly the same as the Inventory option Record Returns The General Ledger activity for both of these transactions is handled through the Manufacturing Inventory Management module DATA FILE DESCRIPTIONS The Job Cost Main Module utilizes the following five 5 data files 1 Master Configuration File 2 Project File 3 Project Detail File 4 Transaction File 5 Cost Code File The following is a brief description of these files File Name Description Master Configuration File This file contains certain configuration information such as the project filetype JC00 Label cost and billing code configuration default GL Accounts filename coJC0 dbf where system integration etc is the company number Project File This file contains certain project information such as the name and filetype JC01 address of the project the project type Billing Rate number etc filenames coJC1dy dbf and 1 where is the company number and where is the year Chapter 1 Introduction Page 1 9 Job Cost User Manual Project Detail File This file contains each individual cost and billing code detail which filetype JC02 has been allocated to each project This includes all budgets quantities filenames coJC2dy dbf and and dollar amounts for cost and billing information coJC2dy mdx where is the c
74. of materials used on a specific project This project type allows you to simply record costs as they occur and then bill directly for the charges at the billing rate that you have established for each code on this project Use of this project type requires the tracking of quantities This is a typical billing method for projects such as service calls or other hourly types of projects Cost Plus This project type is designed to keep track of your actual costs on a project and then mark up the cost based on the percentage that you specify for the project This would be typical if you are handling a project on a Cost plus 15 basis Regardless of what the costs are you will be paid for the costs of the project plus a 15 markup for your efforts The system will print the detail for you to submit with the percentages calculated automatically Percent Complete This project type tracks the percentage a project is complete so that you may receive payment on that project s completion schedule These amounts will automatically be calculated for you and figured into your suggested billing amounts based on Percent Complete calculated from cost incurred or posted to the project You also have the flexibility to manually override the percent complete on a project to reflect it S actual state even though all costs currently posted to the project may reflect a different percentage of completion Completed This project type works in the exa
75. refer to Chapter 1 of the Check Reconciliation User Manual This is the Customer s Bank Routing number This is a nine 9 character field in which to enter the routing number for your bank account The nine character format will verify that it meets with the United States requirements and performs a validation check when a nine digit number is entered into this field You may also enter a six 6 digit number into this field for use in the United Kingdom and other countries Chapter 2 Set Up amp Maintenance Page 2 61 Job Cost User Manual However when a six digit number is entered into this field no validation of what is being entered 15 being done by the system This may be entered for informational purposes or for use with the Electronic Funds Transfer EFT system included in the Check Reconciliation module If used with the EFT system the Customer s Bank Account number MUST be entered to complete the information required to send the transaction to the EFT Processor For more information on the EFT processing procedures please refer to Chapter 1 of the Check Reconciliation User Manual Customer s Bank This is either Checking or Savings and is used to define the type of bank account Account Type the previous two data fields will be accessing For more information on the EFT processing procedures please refer to Chapter 1 of the Check Reconciliation User Manual Customer Payment This data item is used to define
76. report if you have configured the system to allow quantity tracking When selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2 key for near matches After you have selected your range of projects you may specify a manager mask when printing this report Next you will be prompted to specify the Detail Level that you want to be included in this report and you may also specify a job number mask as well Once you click on the Start button to begin the system will begin printing the report The detail level specified will appear at the top of the report Field Names Job Project Number Project Description Cost Code Cost Code Description Detailed Description Current Cost Quantity Month to Date Cost Quantity Year to Date Cost Quantity Project to Date Cost Quantity Budget Quantity Variance Budget PTD Percent Complete PTD Budget x 100 Estimated Percent Complete Known Quantity Overrun Cost Quantity over Calculated Quantity based on Estimated Percent Complete Estimated Quantity Overrun Projected Quantity Overrun based on Known Quantity Overrun as Percent times the Budgeted Quantity Chapter 4 Print Reports Page 4 21 Job Cost User Manual Project Description 95 0013 Hart s Nursery 1 Commercial Construction 1 Cammearcial Construction 1F Framing Roofing Tatal Commercial Co
77. screen while the files are being processed Re Index is a utility to rebuild the index file It is also run automatically at the end of a Pack procedure The Purge Prior To option on this screen purges ALL transactions as of the date entered This feature should not be used START NEW YEARS FILES JC0414 This option starts up your Job Cost files for the new fiscal year Before executing this option you should make multiple copies of the old year s files for archival purposes When you start the files for a new fiscal year the system copies the current year s project files to the new fiscal year However all year to date and current period information is zeroed out in the new year s files If you want the current period cost and billing information brought into the new year you should select the Bring Balances Forward option after you have changed the system date to the new year After you create the files for the new year you may process in both years simultaneously However if you add any new detail descriptions in the previous year you will have to add it to the new year s file as well After you are ready to close the previous year you should select the Bring Balances Forward option to update the new year s beginning account balances To select this option you will go to Systems from the Menu Bar and select System Administrator The following screen illustrates where to locate this option Chapter 2 Set Up a
78. summarizes the WIP by General Ledger account number This option will print a report summarizing all current and balance forward costs by account type This will indicate what your total Work In Process costs are When selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2 key for near matches After you have selected your range of projects you may specify a manager mask and or a job number mask when printing this report The system will then calculate and summarize all Work In Process figures and then print the report The Current Work In Process amount is all costs recorded in the current billing period less amounts transferred into the Balance Forward amount The Balance Forward Work In Process is the total of all costs currently held as Balance Forward amounts Field Names Account Number Account Number Description Current Work In Process Balance Forward Work In Process Total Work In Process Totals for all Account Types Page 4 48 Print Reports Chapter 4 WIP Account 11450 Number of records printed 1 Chapter 4 Job Cost User Manual Work In Process Summary Summary Infinity POWER Sample Company Inc 1 Work In Process Summary 4 04 28 2006 Description Current WIP Bal Fwd WIP Total WIP Work In Process 172 793 53 0 00 172 793 53 Totals 172 793 53 0 00 172 793 53 Print Reports Page 4 49 Job
79. text or a record based on a line number enter the appropriate information either text or a line number and click on OK Add Mode 0401 This option allows you to set up new customers You may input all customer specific information with this option except for open items There is a considerable amount of information kept track of for each customer in your files Not all information requested must be filled in Different companies have varying levels of need for this type of information Utilize only those fields that apply to your specific needs If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data items set up on a customer account Customer Number Each customer must be assigned a customer number that may be up to ten 10 characters alpha numeric This 15 the primary number the system uses to track customers by To best utilize the F2 search method it may be recommended that the first three to four letters of a customer s name be used as the first portion of the customer number This way if you cannot remember the customer s full number you may enter a portion of the number and the system will then go to the closest match You would then be able to use your up or down arrows to highlight their actual number Customer This is t
80. the detail records You may then view the notes for this record If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Code 4 0404 The Inquiry mode allows you to view summary information about your cost and billing codes Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Add Mode JC0405 This option allows you to set up new cost or billing codes These codes may be used to classify and summarize all cost and or billing information that is entered into each project The cost code label and code number components definition that has been assigned in the Master Configuration will be the description and format used throughout the cost code set up options In other words if you have specified to the system to cost codes as Project or Engagement Codes that 15 what will appear at thi
81. this project up Once this project has been set up and transactions and billings are posted through the system these figures will be automatically updated by the system Project To Date Allows you to enter the total draw amounts that have been incurred prior to Draws setting this project up Once this project has been set up and transactions and draws are posted normally through the system these figures will automatically be updated by the system Project To Date Allows you to enter the total cost amounts that have been incurred prior to Costs setting this project up Once this project has been set up and transactions are posted normally through the system these figures will automatically be updated by the system Once you have completed Estimated Percent Complete you may click on the Details button to continue to the next part of this scrolling screen The next section allows you to enter the specific billing draw and cost amounts for this project for each month of the current fiscal year amounts entered here will be used in calculating the Year to Date total for this project Once you have entered all of the necessary information click on the Save button to validate all of the billing information for this project Chapter 2 Set Up amp Maintenance Page 2 11 Job Cost User Manual Retainage This option allows you to specify the retainage percentages that your customer holds from your billings and
82. to click it on or off to be included in the startup process Remember modules such as Purchase Order require Accounts Payable to function Sales Order Entry requires Accounts Receivable and Time Sheet Entry requires the Payroll data files Point of Sale and Accounts Receivable share common files which is why it is so noted on the screen This step must be done for each company for which you intend to process data To begin click on Start button The following screen illustrates how the screen will change when the process 15 completed Start Up From Scratch LL a Tools This option creates data files and configures initial settings for each registered system in the company Infinity POWER Sample Company inl Be sure your fiscal year is set properly before you begin Your current fiscal yearend is period 12 Registered systems Accounts Payable system already started Accounts Hecervable system already started Check Reconciliation system already started Customer service Management system already started General Ledger system already started Inventory system already started Job Cost system already started system already started Point of Sale system already started Productivity Tools system already started Purchase Order Entry system already started Sales Order Entry system already started bur op Time Sheet Entry system already started Click on
83. to be in the file For example an Inventory Physical Count import could look like this 100 B 1122 A2 250 00 100 C 2211 75 00 Comma Delimited PRN Files Comma Delimited PRN Files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF For example an Inventory Physical Count import should look like this 100A 1111 A1 100 00 CR LF 100 1122 2 250 00 100 2211 A3 75 00 CRHLF lt Click gt on one of the three choices to define the type of file you will be using and you will then be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import process It is highly recommended that you lt click gt on this option It is selected by default This will allow you to see if there are any discrepancies within your import file 3 4 Enter Transactions Chapter 3 Job Cost User Manual
84. to provide automatic billing information the customer must be set up in Accounts Receivable as well as in this data item field with matching numbers If the customer has not been set up in the Accounts Receivable module you may add the customer to the file at this point Chapter 2 Set Up amp Maintenance Page 2 9 Job Cost User Manual Y ou may right mouse click and select Set Up Customers to quickly add a customer to the file This option 15 only available if you are integrated with the Accounts Receivable module Once you have chosen to add a new customer a new window will overlay your screen and ask you for the customer number you wish to add You may proceed to add all of the pertinent information to this customer s file at this point or simply enter the customer s name and number and then go to Accounts Receivable at a later time to complete the rest of the detailed set up Manager This is the project manager assigned to this project By assigning a project manager you will be able to print reports by project manager as well as by project Salesman This 1s the salesman number used by the Accounts Receivable module If you are interactive with this module enter the salesman number or click the Down Arrow F2 by default to call up the list of available salesmen Select the appropriate salesman to continue Keep in mind though that if you want the system to provide automatic billing and sa
85. type projects are based on the dollar amounts incurred as cost multiplied by the Cost Plus Percentage set up for this project Only those project codes that are Cost amp Billing type will be used in this calculation As each code is processed if there is a current cost amount that has not been billed the system will multiply the cost amount times the Cost Plus Percentage for this project The total billing will be the sum of the cost and the cost plus calculated amounts Any Cost Only or Billing Only codes will not be used in this calculation 3 Percent The suggested billing amounts for Percent Complete type projects are based on Complete either the estimated percent complete for each project code if entered or the calculated cost percent complete This estimated or calculated percent complete will be multiplied by the amount of the billing budget to determine the Project To Date billing amount Any previous billing amounts will be subtracted from this amount to produce the suggested billing amount One example of how this works is on billing for concrete You may set up the first code for overall concrete as a Billing Only code with a budget of 10 000 After this there may be several Cost Only codes which have the actual costs amounts and budgets The system will use the estimated percent complete if entered or the calculated percent complete to determine the overall percent complete of the category for concrete e g 50
86. user definable but should be well planned to insure easy retrieval and reporting Chapter 1 of this manual describes how to organize your cost and billing codes most efficiently Page 2 26 Set Up amp Maintenance Chapter 2 Job Cost User Manual You may add to any cost or billing code that may be viewed on the screen for additional information or planning This may be done when adding a new code changing an existing code or copying a code By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add screen will appear with the current date and time You will be prompted for a description of fifty 50 character which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through
87. what you hold from your vendors These retainage percentages will be automatically retrieved by project in Accounts Receivable and Accounts following data items Payable By clicking on this button the system will overlay a window displaying the Retainage Information 2004 1 Tools Launch Retainage Percent 10 000 Vendor Retainagqe Percent 10 000 Current Retainage 1 800 00 Current endor Retainage Cancel Retainage Percent This is the percentage of retainage to be used when generating all invoices in the Accounts Receivable module for this project Each time an invoice is generated the percentage will automatically be calculated and deducted from the invoice and posted as a retainage amount to the customer s account Vendor Retainage Percent This is the percentage of retainage to be calculated when vouchering all invoices from vendors or sub contractors through the Accounts Payable module Each time an invoice is vouchered into the system the retainage will be automatically calculated and deducted from the invoice amount and posted to the vendor s account Current Retainage This 15 total outstanding retainage that has already been calculated on this project As new invoices are generated this figure will go up As customers make payments that include retainage invoices for this project this amount will decrease Current Vendor Retainage This is t
88. whether this customer s transactions will be by EFT processed using the EFT system If during Cycle Invoicing EFT has been set up and this data item is turned on the system will proceed with EFT processing If during Payment entry the payment type selected is an EFT payment type and this data item is turned on the system will proceed with EFT processing For more information on the EFT processing procedures please refer to Chapter 1 of the Check Reconciliation User Manual Consumerr Bank This refers to whether this account is a personal bank account verses a Account business bank account This is a required piece of information that is sent to the ACH network during transmission of the EFT transaction If it is not checked it is automatically assumed to be a business bank account Comments These are two lines of fifty 50 characters each for any comments that you would like to assign this customer These comments be used to flag the user drawing attention to pertinent information before recording transactions in the system This feature can be set by turning on the Display Customer Comments field in the Accounts Receivable Master Configuration Any Comments will then display on the screen when performing Write Invoices amp Credit Memos Prepare Proposals or Record Manual Invoices for that customer See the Master Configuration option for more details on setting up this feature Invoice Terms Thi
89. will appear into this field If no description was entered the default descriptions will appear Total Amount This is the complete amount of the transaction including any taxes freight or other charges Date This is the date of the transaction based on the System Date that was used to post the transaction This is different than the actual posting date which uses the computer s clock calendar to keep track of when items are actually posted to the system This is the date that will be used to start all agings and reports Due Date This is the date that the invoice is due from the customer Based on the terms of the transaction used at the time of invoicing this date was automatically calculated at the time the transaction was originated and store into the file Chapter 2 Set Up amp Maintenance Page 2 67 Job Cost User Manual Job Number If the integration to the Job Cost Main Module was turned ON this open item can be related to a Job or Project The invoice may be a Job Invoice and a payment may be associated to making a payment related to a job The Job Cost Collections Report utilizes this field when the report is run A R Sales Code If you have configured your system to use multiple Accounts Receivable accounts and have changed the A R Sales Code during the posting of payments or the writing of invoices for example this information will be displayed in this field This Sales Code ultimately relates to the a
90. 0 25 358 21 0 00 0 00 0 00 0 00 0 00 0 00 0 00 5550 00 0 00 0 00 0 00 765 48 0 00 50 00 50 00 50 00 50 00 50 00 50 00 50 00 Print Reports Page 4 63 Job Cost User Manual Detailed Project Report JC0219 This report details the complete Cost amp Billing Code information for all specified projects This option allows you to print the project detail information for each project that you have entered into the system It may be printed for a range of specified projects This report is very useful in verifying the information that has been keyed into the system Simply specify the range of projects that you would like to print and specify any special sorting or masking that you may desire Field Names Project Job Description Manager Project Code Detailed Description Cost Information Quantity Amount Billing Information Quantity Amount Total Page 4 64 Print Reports Chapter 4 Project Cost Code 85 0062 Detail 1CM 1FL 1RL 2CL 2CL 2CM 2CM 2CM 2CM 2C5 2US 2FL ZFL Description Desc Emp Tony Swiss Remodel Home Concrete Concrete Materials Framing Labor Elliot Frank Rooting Labor Franklin Albert Residential Construction Concrete Labor Concrete Labor Concrete Labor Gordon Jim Cancrete Labor Wright Ron Concrete Materials Con
91. 0 3000 PSI Concrete Q 2 00 1 000 00 998 00 Concrete Materials 3 5 904 00 52 016 00 3 888 00 Reinforcement Rods 3 00 200 00 197 00 Concrete Materials 1 057 50 1 125 00 67 50 Sand 1 00 150 00 149 00 1 Concrete Materials 5 2 700 00 2 250 00 450 00 scaffold Q 1 00 15 00 14 00 1 Concrete Materials 50 00 5550 00 550 00 Vendor SUN1 Q 929 00 150 00 F 3 00 Concrete Materials 56 159 23 5 999 25 159 98 Wire Q 1 020 00 1 000 00 20 00 1CM Concrete Materials 5 18 627 90 18 600 00 27 90 yds of concrete Q 10 001 00 10 000 00 1 00 1 5 Concrete Sub Contract 5 250 00 750 00 500 00 Supplier PICF Q 1 00 3 00 2 00 1 5 Concrete Sub Contract 59 300 00 9 300 00 0 00 Vendor 888 Q 155 00 155 00 0 00 1FL Framing Labor 50 00 4 300 00 4 300 00 Q 0 00 261 00 261 00 IFL Framing Labor 1 614 80 2 649 60 1 034 80 Conners Charles S Q 97 50 160 00 62 50 Page 4 34 Print Reports Chapter 4 1F S 5 1RL TRL TRL 1RM 1RM 1RS Chapter 4 Description Framing Labor Elliot Frank Framing Labor Franklin Albert T Framing Labor Wright Ron Framing Materials Framing Materials Supplier FLO 1 Framing Materials Vendor FLO1 Framing Sub Contract Framing Sub Contract Vendor S amp S Roofing Labor
92. 0 000 00 245 674 31 Contract Billing Totals for all Accounts 530 199 54 100 00 Number of records printed 5 Chapter 4 Infinity POWER Sample Company Inc Collections Report Non Det Cur Ret HOUSE 0 00 1 000 00 HOUSE 7 76 50 00 JF 0 00 3 042 27 JF 4 620 68 20 030 77 BM 0 00 23 159 97 4 528 44 47 232 91 0 87 8 91 31 60 Day 0 00 0 00 0 00 22 417 90 0 00 522 417 90 4 23 61 90 5 000 00 3 500 00 0 00 0 00 0 00 12 500 00 2 36 Job Cost User Manual 1 4 04 28 2006 91 120 Day Cher 120 50 00 0 00 0 00 5000 0 00 36 539 36 13 530 00 164 836 49 0 00 222 514 44 519 530 00 423 890 29 3 58 79 95 Print Reports Page 4 47 Job Cost User Manual Work In Process Summary JC0222 This report provides three 3 variations of a Work In Process reports The Work In Process Summary gives you a quick summary of all Work In Process information for a range of projects by General Ledger account number The Work In Process by Project report bases its information on a project by project basis giving you WIP totals by project with the last page summarizing the WIP by General Ledger account number The Work In Process Detail report shows one more level by showing the WIP by cost code for each individual project This version of the report offers project totals and the last page
93. 000 21200 GL WIP GL COS 11450 50000 11450 50000 11480 50000 11450 50000 11450 50000 11450 50000 11450 50000 11450 50000 11450 50000 11450 50000 11450 50000 11450 50000 11450 50000 11450 11450 11450 50000 3 4 04 28 2006 Chapter 4 Job Cost User Manual Billing Rate Schedule JC0217 This report provides a quick list of all billing rate descriptions and dollar rates This option will print a listing of all billing rates that have been set up in the Master Configuration The report will only include those rates 1 20 that have been set up Field Names Billing Rate Number Billing Rate Description Billing Rate Chapter 4 Print Reports Page 4 59 Job Cost User Manual Rate Cn GO L Billing Rate Schedule Infinity POWER Sample Company Inc Billing Rate Listing Description Billing Rate Other 0 00 Labor Rate 1 30 00 Labor Rate 2 50 00 Material Rate 1 75 00 Material Rate 2 100 00 Number of records printed 5 Page 4 60 Print Reports 4 Page 1 04 28 2006 Chapter 4 Job Cost User Manual Project Listing 0218 This report provides a detailed or summarized listing of all of your projects and their overhead information This option allows you to print listings of the projects that you have entered into the system It may be printed as either a Non Detailed Listing or a Detailed Listing T
94. 057 50 2 700 00 6 159 23 18 627 90 250 00 9 300 00 1 614 30 2 005 24 1 697 53 1 325 00 4 000 00 25 895 30 13 020 00 1 275 00 1 350 00 1 673 50 1 275 10 1 251 29 30 890 13 1 070 75 Page 1 4 04 28 2006 Chapter 4 Job Cost User Manual Infinity POWER Sample Company Inc Page 2 Work In Process Detail Report 4 04 28 2006 Project Cost Code Description Current WIP Bal Fwd WIP Total WIP 1RS Raaling Sub Contract 14 220 00 0 00 14 820 00 Vendor S 85 g Overhead Allocated 1 928 46 0 00 1 928 46 Project Totals 172 793 53 50 00 172 733 53 Grand Totals 172 793 53 0 00 172 793 53 Chapter 4 Print Reports Page 4 53 Job Cost User Manual MAINTENANCE REPORTS Four reports are available by selecting the Maintenance Reports menu option 1 Cost amp Billing Codes Listing 2 Billing Rate Schedule 3 Project Listing 4 Detailed Project Report Each report is discussed here Cost amp Billing Codes Listing 4 0216 This report provides a complete reference listing of all of your project codes with all information that can be set up for each project code This would include the description the type its classification units of measure etc When you select this report you may specify a range of project codes to include Field Names Cost Code Description Cost Classification Detailed Account Numbe
95. 1 ee ee eee eee eee e eere 5 1 PROJECT BILLING PERCENT COMPLETE 760302 1 5 2 COST BREAKDOWN S E VENE S EE 5 3 5 4 1 Page v This page intentionally left blank Page vi Job Cost User Manual CHAPTEH 1 INTRODUCTION A simplified definition of Job Costing 15 the accurate tracking of all labor materials and other costs associated with the performance of a specific project contract or job function that your company performs for others This Project may be construction manufacturing and or any other service performed However simply tracking costs on a project only grants you financial historical data not valuable managerial information needed for day to day decision making Before undertaking any project a company should estimate their revenue from the project compared to the estimate of their cost to perform it The excess of revenue over cost is the estimated profit on the project Making this estimated profit a reality requires a skilled manager who is able to make sound business decisions in directing his project towards completion on a daily basis The Job Cost Main Module is designed to provide
96. 383 2 321 2 Tax Rate 384 10 STRING 323 10 Bill Rate 395 2 CHAR 333 2 Project Type 396 2 CHAR 335 2 Cost Plus 3998 10 FLOAT 337 10 Contract Amt 402 16 DOUBLE 347 16 Retainage Pct 522 10 FLOAT 363 10 Vendor Ret PCt 534 10 FLOAT 373 10 LRL 382 Field Types CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED Must have 0 00 if no amount DOUBLE AMOUNT DECIMALS REQUIRED Must have 0 00 if no amount LRL FIXED LENGTH OF RECORD LINE DATES MMDDYY Page 1 Page 2 20 Set Up amp Maintenance Chapter 2 Job Cost User Manual Data Pro Support Document IMPORT PROJECTS JC0603 MAP CUSTOMIZED NOTE This import file can be used for fixed length ASCII files or comma delimited PRN If using a comma delimited all STRINGS must be preceded and ended with quotes Example 510 Main Street Job 0 10 STRING 1 10 Description 11 30 STRING 11 30 Special 42 20 STRING 41 20 Customer 63 10 STRING 61 10 Manager 74 5 STRING 71 5 Address 1 100 30 STRING 76 30 Address 2 131 30 STRING 106 30 Address 3 162 30 STRING 136 30 Address 4 193 30 STRING 166 30 City 224 15 STRING 196 15 State 240 2 STRING 2Z11 2 Zip Code 256 10 STRING 213 10 Comment 1 283 49 STRING 223 49 Comment 2 333 49 STRING 272 49 IM Price 383 2 CHAR 321 2 Ta
97. 5 40 4 051 60 5 977 70 0 10 23 91 16 223 71 29 700 00 1 162 50 28 537 50 314 800 00 909 25 10 850 00 54 849 25 1 928 45 1 928 45 132 459 65 104 429 92 0 100 51 37 0 42 29 Dh 50 25 22 100 88 30 0 104 52 0 54 274 77 0 Dn 57 43 Chapter 4 Job Cost User Manual PROJECT TRANSACTION REPORTS Three reports are available by selecting the Project Transaction Reports menu option 1 Transaction Detail Report 2 Collections Report 3 Work In Process Summary Each report is discussed here TRANSACTION DETAIL REPORT JC0211 This report provides a detailed listing of all project transactions by cost amp billing code in date order A General Ledger summary is also provided after this report This report is only available if you have specified that you wish to store transaction detail This report allows you to print all transactions within a specified date range for each project When selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2 key for near matches After you have selected your range of projects you may specify a manager mask and a date range The date range may be any range within the current year including the entire year or you may choose to run this report with all detail which will include all detail from the be
98. 50 132 50 132 50 132 50 Job Cost User Manual Page 1 4 04 28 2006 Billing Quantity Amount 0 00 0 00 0 00 50 00 110 00 51 900 00 0 00 1 900 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 12 600 00 0 00 0 00 475 00 12 600 00 0 00 50 00 0 00 56 200 00 78 00 6 200 00 160 00 2 900 00 0 00 2 900 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Print Reports Page 4 65 Job Cost User Manual Project Description Cost Code Desc Emp 2FL Framing Labor Elliot Frank 2FL Framing Labor Franklin Albert T 2FL Framing Labor 2FL Framing Labor 2FM Framing Materials 2FM Framing Materials 2FM Framing Materials vendor FLG 1 Framing Sub Cantract ZFS Framing Sub Contract Vendor 585 2R Rooting ARL Roofing Labor 2RL Roofing Labor Conners Charles 5 2RL Roofing Labor Elliat Frank 2RL Rooting Labor 2RL Rooting Labor 2RM Roofing Materials 2RM Rooting Materials 2RM Roofing Materials Vendor BOW1 2RS Roofing Sub Contract 2RS Roofing Sub Contract Vendor S amp S 9 Overhead Allocated Page 4 66 Print Reports Infinity POWER Sample Company Inc Detailed Project amp Report Manager Type Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code B
99. Cur Ret 31 60 Day 61 50 Day 91 120 Day Over 120 Project 96 0112 National Auto Paris NATI Auto Parts JF 813 224 5697 Jeff Williams Open Items 1 69072 Invoice 03 31 2003 39 617 49 Sim Proy 96 0112 Due 04 30 2003 2 Ret 69072 Retainage 03 31 2003 4 401 94 sim Proj 96 0112 Due 04 30 2003 3 69073 Invoice 04 15 2003 96 715 65 Sim Proj 96 0112 Due 05 15 2003 4 Ret 69073 Retainage 04 15 2003 10 746 18 Sim Proj 96 0112 Due 05 15 2003 5 69074 Invoice 04 30 2003 6 413 85 Sim Proj 96 0112 Due 06 30 2003 6 Ret 69074 Retainage 04 30 2003 712 65 Sim JF Proj 96 0112 Due 05 30 2003 7 69258 Invoice 01 31 2005 4 417 90 Sim Proj 96 0112 Due 03 02 2005 8 69262 Invoice 02 28 2005 4 417 90 Sim JF Proj 96 0112 Due 03 30 2005 9 69266 Invoice 02 28 2005 4 417 90 Sim JF Proj 96 0112 Due 03 30 2005 10 Inv 69270 Invoice 03 15 2005 4 417 90 Sim JF 96 0112 Due 04 14 2005 11 69274 Invoice 03 31 2005 4 417 90 Sim JF Prop 96 0112 Due 04 30 2005 12 Inv 69216 Invoice 01 01 2006 19 530 00 Sim JF Proj 96 0112 Due 01 31 2006 13 69216 Retainage 01 01 2006 2 170 00 Sim Proj 96 0112 Due 01 31 2006 14 69225 Invoice 02 28 2006 4 417 90 Sim Proj 96 0112 Due 03 30 2006 15 69228 Invoice 02 28 2006 18 000 00 Sim JF Pro 96 0112 Due 03 30 2006 16 Ret 69228 Retainage 02 28 2006 82 000 00 Sim JF Proj 96
100. De 4 5 BILEING REPOR E 4 5 buppested Worksheet 1 020 D 4 5 Actual BillinesS 4 12 Applicavon tor Payinent Draw 1602 9 ossa vett ccu dul di rius Tat 4 14 BID 4 14 Se MIS DES E D UNTEN 4 14 Project LosDatesbillme Report 60204 andi eiut tuo dedu 4 17 COST CHARGES REPORTS i ctia 4 19 Budget Comparison Report IC0205 eve sese Dn e dod E 4 19 Estimate to Complete Report IC 0220 sies e ed ede eode Moe 4 2 CostC lassiBicatr hcosurimary CIC 0200 Rete eas eei pde NICE 4 23 Project LosDate C ost Report 16 0207 oae eed Giro iE e Fo uan e Een 4 25 ANAEYTICAE REPOR DS PERRA E REESINI MESES 4 27 Billing Status Cash Flow Report 7 0208 0 1 00000000000000000 100000000 4 27 Bank D
101. EPORT 9 EEE 4 1 IS EIE DP OS CUI 5 4 PROJECT BILLING PERCENT COMPICE 5 2 LE a 5 3 udine qao Data 5 1 PROJECT INCOME EXPENSE REPORT COST CODE SUMMARY 4 38 PROJECT HINCONMDP EXPENSE REPORT ICO224 cut due ox QE 4 37 PROJECT INCOME EXPENSE REPORT PROJECT DE TA ev te ga 4 39 Page I 2 Index Job Cost User Manual OIM IURIS T 4 61 PROJECT LIS TING DETAILED 4 63 PROJECT LISHNG NON DETAILE E EER 4 62 PROJECT TRANSACTION REPOR IS ea t san 4 41 PROJBCT IO DATE BILLING REPORT sis ara R Ee AE 4 18 PROJECT PODATE COST REPOR e a a e a esto ente 4 25 4 26 PROJECT TO DATE BILLING REPORT 1602094 a a e A e 4 17 R BANGE OECACGCOUN EEA TEO IA TE 4 3 RECORD A C
102. ER 3 10 TRANSFER COSIS BETWEEN CODES FLOWCHART vanes de vete a 1 14 U tentat e eH Rn Date e Pee ie eae lene 1 21 UPDATE BIELING INFORMA TION ce Gen ds dU RR a ead 3 22 V NVENDORSINO UTR nean 2 5 2 26 W WORK IN PROCESS SUMMARY BY PROJEG opu qe Us de a Du Race tA QU 4 50 WORK IN PROCESS SUMMARY 22 etapa od eut uma Ee MEL Le 4 48 Index Page I 3 Job Cost User Manual WORK IN PROCESS SUMMARY SUMMARY de oko tuom ede eae mde Rui do ea pue d d cub vds 4 49 Page I 4 Index
103. IP GL Account the line would look as follows 11450 GL WIP Acct 125 20 STRING 1 5 5 being the length of the General Ledger number NOTE The DP OS DP LEN and Type are unique to the Data Pro version and platform These must not be changed or adjusted If you are importing from Excel using a space delimited file Make sure to delete all headers in the Excel file Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that field Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as an Excel spreadsheet first so if you have to make any corrections you will not lose your formatting Then save as a Text Space Delimited file which will create a prn file This 15 the file you will import Page 2 Set Up amp Maintenance Chapter 2 Job Cost User Manual RENAME COST BILLING CODE JC0451 This section discusses the way to rename existin
104. If this field is Same the program will use the Customer Name Once the customer has been added to the file you may select the option Up Ship To Addresses from the menu to add up to one million additional shipping addresses Windows Character based or nine million under UNIX Ship to Address This is the address that will be printed in the Ship To area of the invoice If this field has the word the program will use the Billing Address This information may be changed at the time of invoicing for additional flexibility This allows bills to be sent to one location while merchandise may be shipped to another When you have completed the Shipping information section of the customer s record click on to return to the main data entry screen Historical Button This option will allow you to change the historical information for this customer Another screen will be displayed which will allow you to change the following information Unpaid Finance This is the amount of finance charges that have been charged to the customer s Charges account and have not yet been paid Whenever the option Calculate Finance Charges is executed the amount of finance charges calculated will be added to this field until it is specifically paid Year To Date This is the total amount of finance charges that have been charged to this Finance Charges customer s account for the year This am
105. If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on button to save your changes or click on the button to cancel the changes made While in Change mode you may choose to change Historical information by clicking on the Historical button This screen 15 a scrolling window which contains the purchase amounts for each month of the year It also has the Year To Date Finance Charges Average Days to Pay and Number of Invoices Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on Save When you choose to select a specific record in the file you may search for that record by customer number name or special u define field Click on the either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed
106. If you have specified in your Master Configuration to track quantities this question will be asked This allows you to not only budget by dollar amounts for a particular code but for the quantities to be used as well The unit of measure will be automatically picked up based on what was set up when the master billing code was added to the file Bill No This option allows you to specify which billing rate should be used for this billing code If you have specified a default billing rate when you initially set up this code it will default to that billing rate number However you may change the default by clicking on the pull down box and it will display all of the billing rates you have set up Click on the billing rate number you would like to assign to this budget This allows you to use whatever billing rate you want not only by project but for each billing code by project as well Bill Rate Extended Rate If the billing rate number is 1 this rate amount will default to the manually entered rate for the billing code and you will be allowed to change it If the billing rate is 2 through 20 this rate amount will be the billing rate that you have set up in the Master Configuration This is the billing extension based on the unit rate entered and quantities if set up If neither amounts quantities or unit cost have been set up then simply enter the total amount to budget for this billing code Once you
107. Job Project Description Project Type Maximum Draw Amount Project to Date Draws Positive Cash Flow PTD Draws Project to Date Costs Vendor AP Retainage Negative Cash Flow PTD Cost AP Retainage Net Cash Flow Positive Negative Chapter 4 Print Reports Page 4 29 Job Cost User Manual Project Type 96 0013 Bank Draw Hart s Nursery Totals Number of records printed 1 Page 4 30 Print Reports Bank Draw amp Cash Flow Report Infinity POWER Sample Company Inc Bank Draw amp Cash Flow Repor Maximum Draw PTO Draws Positive Cash Flow 490 000 00 209 295 68 5209 295 68 490 000 00 209 295 68 209 295 68 Cost AP Retain 172 793 53 11 139 08 172 793 53 11 139 08 Negative Cash Flow 5183 932 61 183 932 61 1 4 04 28 2006 Met Cash Flow 25 363 07 25 363 07 Chapter 4 Job Cost User Manual Estimated Profit Report JC0210 This report provides an analysis of anticipated profit or loss on a project based on the current calculation of Known Cost Overrun This amount is calculated based on the excess Cost Percent Complete over Estimated Percent Complete This report is designed to estimate the profit for each project based on any cost overruns and the estimated percent complete By selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2
108. Menu Bar Then select the System Administrator option Then select the Start up from Scratch menu option as shown on the following screen Start Up From Scratch is utilized to set up your initial Job Cost Main Modules and any other integrated accounting module data files for a particular company This procedure is performed only once Thereafter your data files may be packed or re indexed through the Job Cost Main Modules option Maintain Data Files Chapter 2 Set Up amp Maintenance Page 2 1 Job Cost User Manual Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transactions Reports Set and Maintenance Help General Ledger Accounts Payable mo Purchase Order Entry UO Accounts Receivable Inventory Management Sales Order Entry FE Point of Sale ery Jab Cost Main Module Time Sheet Entry Check Reconciliation f if Report Writer Report Writer Run Time Customer Support Management Security Administrator POWERServer Module Run Crystal Reports Productivity Tools gt DE Form Generator b IO POWER Upgrade Utility Start Up From Scratch h Start Mew Year s Files Once this option is selected the following screen will appear showing a listing of all accounting modules that been installed on your computer system Start Up From Scratch Tools fel POWER
109. OMPLETED Po OU dates 3 24 RECORDACOMPEETED PROJECT FEOWCHAR T 1 24 RECORD CUSTOMER RETAINAGE o peteret uestes ute aereas aeo 3 2 RECORD CUSTOMER RE TAINAGE FLOWCHART otl Sae dua Due dot E Eo eode EOD bu Re 1 20 RECORD NEWCOS IS M M EUER 3 9 RECORD NEW COS TS OW CAR de 1 13 RECORD VENDOR RE TAUTIN AGE I ded etude tue ELIT de 3 12 RECORD VENDOR RETAINAGE PLOW GHAR L e eeu tab coa ute be ebbe aae er ei eem ttc 1 15 RENAME JC PROJECTNUMBER ese gerne 2 24 REPORT PRIN TOP TIONS e tenue la dietus anu 4 2 REPORT SOR PING PREFERENCES Elea Ska ccm tnit E 4 4 5 2 1 SEL PAC OS ee GILLING CODES Mn tou esi ute Eon 2 26 SET UP GISELE 2 5 2 26 2 58 Custome DOG b big sede EU Ba a ca
110. Roofing Labor Conners Charles S Hoofing Labor Elliot Frank Roofing Labor Franklin Albert T Roofing Labor Gordon Jim Roofing Labor Wright Ron Roofing Materials Roofing Materials Vendor BOW 1 Roofing Sub Contract Infinity POWER Sample Company Inc Detailed Cost Analysis 6 ou Ou oe Oe oo oe ots Of Of PTD Actual 52 005 24 109 00 1 697 58 102 50 1 325 00 80 00 30 00 0 00 4 000 00 30 00 520 895 30 1 625 00 0 00 0 00 13 020 00 217 00 50 00 0 00 51 2 5 00 80 00 1 350 00 80 00 1 673 50 105 00 1 275 10 80 00 1 251 29 78 50 0 00 0 00 30 890 13 2 842 00 0 00 0 00 Budget Amount 53 974 40 240 00 53 726 00 225 00 5 299 20 320 00 26 000 00 0 00 4 000 00 40 00 91 000 00 3 300 00 13 000 00 1 000 00 31 200 00 520 00 4 900 00 392 00 52 550 40 160 00 55 401 60 320 00 7 651 20 480 00 1 275 20 80 00 1 275 20 80 00 29 700 00 2 800 00 29 727 63 2 817 00 14 800 00 247 00 Print Reports Job Cost User Manual Page 2 4 04 28 2006 Variance 1 969 16 131 00 2 028 42 122 50 3 974 20 240 00 26 000 00 0 00 0 00 10 00 25 104 70 1 675 00 13 000 00 1 000 00 18 180 00 303 00 4 900 00 392 00 1 275 40 80 00 4 051 60 240 00 5 977 70 375 00 0 10 0 00 23
111. S x OOo X X You may update your General Ledger at any time by entering General Ledger and executing Post Integration Files option See your General Ledger manual for details Or if you choose the option Automatically Post Integration Modules in the General Ledger Master Configuration these same transactions will be posted in real time to the General Ledger each time a transaction is entered into the Job Cost Main Module Integration w Accounts Payable The Accounts Payable module allows the update of project allocations during the Accounts Payable options of Vouchering Invoices and Writing Single Checks These options allow you to record costs for vendor invoices vouchered into the system directly to the projects with no additional steps required Multiple projects may be specified when using these options so that accurate accounting of project costs may easily be maintained This would be the same as using the option Record Costs in the Job Cost Main Module Both modules are designed to track project costs for on line evaluation of project status Integration w Payroll If your Payroll module is interactive with the Job Cost Main Module these modules will be updated at the time that you Update Historical Information after running a payroll cycle Costs may be allocated to various projects in either of these two modules After allocating the time to various projects you may simply proceed to run the pa
112. Sample Company in1 Be sure your fiscal year is set properly before you begin Your current fiscal year end is period 12 This option creates data files and configures initial settings for each registered system in the company Infinity Registered Systems System not started system not started System not started System not started Accounts Payable Accounts Receivable Check Reconciliation Customer Service Management General Ledger System not started 51 1 SI 100900000 4 Inventory System not started Job Cost System not started Payroll System not started Point of Sale System not startup will be started by Productivity Tools System not started Purchase Order Entry System not started Sales Order Entry System not started Time Sheet Entry System not started Clear All Invert Start Close This is an automated utility designed to simplify the process of creating all of the data files for each accounting module throughout the system Users may choose to Select accounting modules by clicking on this button Page 2 2 Set Up amp Maintenance Chapter 2 Job Cost User Manual which will check all modules and make them ready for processing Otherwise you may click on the Clear button to undo your selections The Invert button will reverse the order of all current selections Additionally you may use your mouse to manually click on each module
113. T COST PERCENT COMPLETE JC0301 This graph provides a comparative analysis of estimated cost percent complete for a specified list of projects Once you have selected this option you will be asked to specify the projects you wish to graph Simply input the appropriate project numbers or if you are unsure of the project number press TAB and a listing of your project numbers and their descriptions will be displayed Simply highlight the project you wish to use and press ENTER Once you have input the project numbers you wish to graph up to 12 you will be asked to select the type of graph to display You will then select the type of graph desired Bar Graph Pie Chart Upon selecting the graph type and clicking on the GRAPH button the graph will automatically be plotted After you have completed your review or printing of the graph click the OK button to continue Cost 9696 Complete Chapter 5 Perform Analytical Graphs Page 5 1 Job Cost User Manual Cost 5575 Complete 36 0005 36 0013 36 0062 44 97 PROJECT BILLING PERCENT COMPLETE JC0302 This graph provides a comparative analysis of estimated billings of percent complete projects for a specified list of projects To specify the projects you wish to graph you simply input the appropriate project numbers If you are unsure of the project number press TAB and a listing of your project numbers and their descriptions will be d
114. The standard report name will be shown however if you wish to overwrite it with another title you may do so If you select E Mail this will cause the output to generate an e mail to a specific recipient On the Output Options screen you will need to define the recipient of the e mail in the field Make sure to enter their e mail address and not just their name The Subject field is automatically assigned the name of the report you will be generating however if you wish to overwrite it with another subject you may do so NOTE Be sure you have defined your E Mail Host in the Output section of the Configuration Settings otherwise this feature will not be operational Your name should be your e mail address not your actual name Chapter 4 Print Reports Page 4 1 Job Cost User Manual If you select Display this will cause the output to generate the report to the screen All reports are generally created in an 80 or 132 column format You may size your output window both larger and smaller to allow you to view as much of the report on the screen at once as possible If you are used to using the Windows Character based or UNIX version of Infinity POWER you realize that you may also send reports to a file for a myriad of uses It is also an output option to export the report to an excel file You may do the same in Windows Font Attributes Within the Output Options window you can modify font attrib
115. UNNING THIS OPTION NOTE You MUST perform the Rename function for each fiscal year you want the rename to be applied Rename JC Project Number 15 x Tools Launch Project Numbers Dld Job i 96 0005 Using Project key New Job tt 12345 Processing Log Page 2 24 Set Up amp Maintenance Chapter 2 Job Cost User Manual Once you enter the old Project Number and the new Project Number the system will print out all files and number of records affected by this change Rename JC Project Number Bl x Tools Launch Project Numbers Old Job 8 96 0005 Using Project key Mew Job H 12345 Processing Log 1 03 1 record updated Insarz 5 records updated mardala 3 records updated Inisara records updated 03 records updated 103 0 records updated 03 records updated Inspo4 records updated InspreUs 0 records updated 112207103 6 records updated 0203 O records updated instel 0 records updated Processing Completed oe The following files will be updated with the new information File Name Field Modified ACCOUNTS PAYABLE 02 xxx AP2 dbf PROJ Accounts Payable Open Item File AP03 xxx AP3dy dbf PROJ Accounts Payable Transaction File AP07 xxxAP7 dbf JOB Account Payable Recurring Expense File 10 xxxAPA dbf JOBNUM Accounts Payab
116. URN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Page 1 Chapter 3 Enter Transactions Page 3 7 Job Cost User Manual Data Pro Support Document Import Tips 1 Map file descriptions that contain assume a 2 decimal place 2 deseriptions that contain A adds a value to an existing value instead of replacing it 3 file position 1 forces value to be fixed as specified in the map description Example If you were going to be forcing a Detailed Description the line would look as follows Estimate Detail Desc 22 20 SE RING 1 5 8 being the length of the Description NOTE The DP OS DP LEN and Type are unique to the Data Pro version and platform These must not be changed or adjusted If you are importing from Excel using a space delimited file If you are importing from Excel and using a space delimited file Windows has a limit of 215 for the length Make sure to delete all headers in the Excel file Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that field Example Vendor width
117. Up Page 2 28 Set Up amp Maintenance Chapter 2 Job Cost User Manual Change Mode JC0406 This option allows you to change information on an existing cost or billing code If you have made any mistakes during this set up process you may return to the Change Mode to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the button to save your changes or click on the button to cancel the changes made Results coJC4 dbf Cost Code File Cost Code Information is Updated Delete Mode JC0407 This option allows you to delete an existing cost or billing code Do NOT delete a code that has activity in any current project This will distort your cost or billing figures This option allows you to delete project codes that may have been entered by mistake or you no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option a
118. able choices The choices available include Direct Billing Cost Plus Percent Complete Completed Contract Bank Draw Direct Billing This project type assumes that you are going to invoice a customer based on the direct amount of cost incurred on a specific project This project type allows you to simply record costs as they occur and then bill directly for the charges at the billing rate that you establish for each billing code within this project Cost Plus This project type is designed to keep track of your actual costs on a project and then mark up the cost based on the percentage that you specify for the project This would be typical if you are handling a project on a Cost plus 10 basis Regardless of what the costs are you will be paid for the costs of the project plus 10 for your efforts The system will print the detail for you to submit with the percentages calculated for you automatically Page 2 8 Set Up amp Maintenance Chapter 2 Job Cost User Manual Percent Complete This project type tracks the percentage a project is complete so that you may receive payment on that project s completion schedule These amounts will automatically be calculated for you and figured into your suggested billing amounts based on budgets you have setup for each code You also have the flexibility to manually override the percent complete on a project to reflect its actual state even though all costs currently posted to the project m
119. able processing functions The system will then obtain the default Accounts Receivable chart of account number from the Accounts Receivable Master Configuration for all transaction entries unless otherwise specified at the time of transaction entry This field will only be available if you check the A R Sales Code box on the Invoice Format tab of the A R Master Configuration Project This data item is a ten 10 character alpha numeric field which represents a project number associated with this customer This is a reference only field unless certain conditions exist If you are utilizing the Sales Order Entry and Job Cost Main Modules to track revenues associated with a project you can use this field to define a specific project number to be associated with each order entered in the Order entry module for this customer This project number may be overridden at the time of order entry Password The remote access password is used in conjunction with an Internet Web Site environment It is a security feature to allow customers to login to a web site and gain access to specific information This information could be specific pricing based on that customer pricing level or important information specifically for that customer Enter a password and re key the same password for verification Click on to save this information When you have completed the Billing information section of the customer s record cl
120. action is recorded the appropriate account within the Cost or Billing Code is used You may specify default accounts in the Master Configuration which the system will then automatically use as defaults during the set up process of each Cost or Billing Code The accounts within each Cost Code are 1 Accounts Receivable This is the Sales Code used for integration with the Accounts Receivable Sales Code program Each Sales Code has its own Revenue Cost of Sales and Asset Accounts which are used for General Ledger integration if Accounts Receivable is utilized to do the billing 2 Revenue Account This account is used for General Ledger integration if Accounts Receivable 16 not utilized 3 Sales Account This account is used for General Ledger integration if Accounts Receivable is not utilized 4 Work In Process This account is used for General Ledger integration if Accounts Account Receivable is not utilized It 1s also used during the recording of costs and transfer of costs from one cost code to another 5 GL Charges Account This account is used as the offset to Work In Process during the recording of costs Normally this account would be either the Accounts Payable Cash in Bank or Inventory Asset account This account is only used if you record costs directly from the Job Cost Transaction menu COST CLASSIFICATIONS The Job Cost Main Module provides a special method for grouping similar
121. ad and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three questions click on the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process the system will return you to the screen and if there are additional files to import you may click on the Next button otherwise click on the button to return you to the Menu Bar File Import Modules Overview Because the concept of transferring information from one system or program to another via text interface files is more technical than the normal operation of most word processors or the Infinity POWER modules this documentation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implemen
122. ager listed at the top of the screen Nine data items then follow and they are described below Project Code This is where you would enter the cost code that you want to record costs for If you are not sure of the specific code number you may either enter part of the number or just press the F2 key and a scrolling screen will appear to allow you to move your cursor up or down to select your desired cost code If you enter a billing code instead the system will display a warning message at the bottom of the screen telling you that you cannot record costs to a billing code and will let you re enter a cost code instead Details This is the data field to enter the Detailed Description if you have this feature turned on If you have turned this feature off then the cursor will automatically move to the next field The information you place in this field may include an Employee s name a material description or a vendor or sub contractor depending on how you have decided to configure your system If you enter a detailed description that has not been previously added to the system the system will display a special selection window You may press the F2 key and scroll through and select an existing detailed description or enter a new description and click on the button to add this new entry Keep in mind that the system will not allow you to add a new cost code if you have set the Master Configuration to Require Cost Budgets
123. ail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on OK When you choose to select a specific record in the file by clicking on the binocular button you may search for that record by account number or description Click on either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double click on it or just highlight it and click on Save A review screen will then appear allowing you to select a specific cost or billing code for evaluation There are three buttons that allow change to a project detail line which are described below Overhead Clicking on this button will cause the system to display a new screen and move the cursor immediately to the Estimated Percent Complete field so that you may input a new estimate percentage or change an existing one Billing Clicking on this button will cause the system to display a new screen If this was either a Billing Only or Cost and Billing Code then the system will overlay a new screen in which you are able to modify any billing information that you had previously set up in
124. al Page 4 12 Print Reports Chapter 4 Project Description 96 0013 Hart s Nursery Cost Code Sales Code Description 1C 51101 Number of records printed 1 Chapter 4 Actual Billing Summary Infinity POWER Sample Company Inc Actual Billing Summary Type Customer Bank Draw 1 Fred Hart Quantity UM Rate Bill Amount 25 00 Each 300 00 Tatal Job Cost User Manual Page 1 4 04 06 2006 Mgr Name Bill Maguire 57 500 00 7 500 00 Print Reports Page 4 13 Job Cost User Manual Application for Payment Draw JC0223 This report provides a document which summarizes the information generally accepted as adequate backup for requesting a progress billing or bank draw on a project This report is in the same format as the Application for Payment Draw report G703 Upon selecting this option you will be asked to specify the range of projects on which you wish to report Enter the project number or press the F2 key for near matches Next you will be prompted to specify the Detail Level that you want to be included in this report The following screen will then prompt you to specify the report type to print Your choices are 1 Billing Information 2 Cost Information Draw Based on your type of business you would use the following as a guideline as to which method you would select Billing Information If you are a Sub Contractor or any other firm that is
125. ales 8x10 Storage Shed Built Sales 10x12 Storage Shed Built Sales 8x10 Storage Shed Kit Sales 10x12 Storage Shed Kit Sales Roofing Shingles Sales Roofing Nails Overhead Allocated TRANSFERS TO INVENTORY Number of records printed 50 Chapter 4 Type Billing Only Billing Only Cost Only Cost Only Cost Only Billing Only Cost Only Cost amp Billing Code Cost Only Billing Only Cost Only Cost amp Billing Code Cost Only Billing Only Billing Only Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Billing Only Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Billing Only Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Billing Only Cost Only Cost Only Billing Only Billing Only Billing Only Cost Only Cost Only Cost Only Cost Only Cost Only Cost Only Cost Only Cost Only Cost Only Billing Only Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost Only Cost amp Billing Code Page 1 4 04 28 2006 Classification N A N A Labor Material Sub Contr N A Labor Material Sub Contr N A Labor Material Sub Contr N N Labor Material Sub Contr Labor Material Sub Contr N Labor Material Sub Contr N Labor Material Hental Ma
126. als This 15 not a required feature of this system It is only to be used if you want to see this level of detail The next question allows you to specify if this type of detail is to be maintained by the system If you don t click on the checkbox the prompt for this field will be turned off throughout the rest of the program so that you will not encounter it any further The field will appear on screens but it will be by passed during data entry The system will also maintain these detail type descriptions for you once you have set up each cost code Therefore it will not be necessary to type in each employee s name or inventory item number when entering budgets or transactions The system will display a window that will allow you to simply scroll up or down to select the specific detail description you desire Sort Description Default On This checkbox specifies to the system whether or not you want to be able to enter detailed descriptions by cost code as described in the previous data item Cash Account Default 06100 This account number is used to update the General Ledger if you are interactive with that module The default account number assumes that you are using the default Chart of Accounts This account is used as the debit for all sales or billing amounts that are posted to the system Page 2 42 Set Up amp Maintenance Chapter 2 Job Cost User Manual The Accounts Receivable module will print a repo
127. ap file on the hard drive to modify To print the map file click on the Print Map button To create a map file in the program directory click on the Create Map button This will print out the format in which this option is looking for information to be organized in The Fixed Length ASCII file logical record length for this transaction import file is 117 bytes Description 7 Position Length _ eo WWE mm Qm mw Desens aT 8 sme Bf mw wo La If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of text file information into the Infinity POWER programs This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs This screen has three sections that will prompt you for
128. ased upon your answer The screen will reflect the number of customers that have been posted to the system as it goes through the import process Once it completes the import process the system will prompt you to press ENTER to return to the menu You may run this option as many times as you desire It simply acts as a normal transaction update option like all other options within this section of the program Below is a more comprehensive description of how Import Modules work within the Infinity POWER programs You may however print the file layout for this option directly to your printer or screen by pressing the F10 key once you have selected this option File Import Modules Overview Please refer to the Import Projects JC0603 File Import Modules Overview section of this chapter for details on file import options Page 2 32 Set Up amp Maintenance Chapter 2 Job Cost User Manual Sample Import Cost Billing Codes File Chapter 2 Data Pro Support Document DATA PRO j mt ACCOUNTING SOFTWARE INC Advanced Accounting S ftware CP Secure Internet Solutions IMPORT COST BILLING CODES JC0604 MAP file designates what fields and what the length of those fields that will be imported The file you import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank If no map file exists then go to set up and maintena
129. ated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example an Inventory Physical Count import could look like this 100 B 1122 A2 250 00 100 C 2211 75 00 Comma Delimited Files Comma Delimited PRN Files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF For example an Inventory Physical Count import should look like this 100A 1111 A1 100 00 CR LF 100 1122 A2 250 00 CR LF 100 2211 A3 75 00 CR LF lt Click gt on one of the three choices to define the type of file you will be using and you will then be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import process It 1s highly recommended that you lt c
130. ath the Item and titled Payment History will be shown as active If it is active you may lt click gt on this button and a new screen will appear displaying all of the partial payments made to date against this specific open item as shown on the following screen Page 2 66 Set Up amp Maintenance Chapter 2 Job Cost User Manual Open Payment History Invoice 69098 Tools Launch Edit Navigation 14 a gt Item Payment Date 04 30 2004 04 30 2004 03 09 2004 03 26 2004 Cancel Type This is the transaction type that was assigned during the origination of this open item It could be an invoice payment credit memo or debit memo as an example This will always inform the user of the nature of the transaction and how it should be affecting the customer s account balance Transaction This is the Transaction Number that was created for this open item at the time the transaction occurred For instance if this was an invoice this would represent an invoice number If this was a payment on account this would normally be the customer s check number Description This is the description of the open item During the origination of the transaction the user has the ability to override the default description i e invoice credit memo payment and enter another description to provide a simplified description of the nature of this specific transaction Whatever description was entered
131. automatically appear in this field You may however override this amount for this posting Extended Cost This field is the extended amount based on the quantity and unit cost amounts entered If no amounts were specified you may simply enter the total amount for this cost code Once you have entered the information you desire click on the Transfer button to validate and an audit trail of the transaction posting will be printed 7f you have this feature turned The system will then ask for the next cost code and detail description for transferring costs When you are done transferring all costs click on the Cancel Job button and then the Close button to exit Results coJC2dy dbf Project Detail File PTD YTD MTD and Current Costs Adjusted coJC3dy dbf Transaction File Transaction Records Added Optional JC2GL co GL Batch File GL Journal Entry Added if interactive Chapter 3 Enter Transactions Page 3 11 Job Cost User Manual RECORD VENDOR RETAINAGE JC0109 This option allows you to enter vendor retainage information for each project If you are utilizing Accounts Payable then this option will be handled automatically When selecting this option you will be asked to specify the particular project that you want to record Vendor Retainage for Enter the project number or press the F2 key for special searches After you have selected your project the screen will re display with
132. ay either be structured or the fashion in which they may be printed These reports may be used as a cross reference to determine which reports you should be using in your daily activities or when trying to locate specific types of information STANDARD FEATURES FOR REPORTS Here is a listing of some standard features which can be utilized with all reports CTRL Output Options Destination Printer Choice E Mail or Display Report Titles E mail Settings Recipient and Subject Font Attributes Report Print Options Displayed Report Options Range of Accounts Data Record Retrieval Report Sorting Preference Masking Wildcards Period to Report On Cancel the Print Job CTRL Output Options You are able to change your Output Options printing preference at any time when you are within the Infinity POWER programs By Pressing CTRL an overlay screen will appear with your available output options You may choose to print to a Printer send the report as an e mail or display the report on the screen If you select Printer this will cause the output to be generated to whichever printer device you currently have as active in the Windows operating system You may choose to change printers by clicking on the Print Options button and selecting another printer that you have set up in your Windows program Also by choosing Printer you have the capability of changing the title of the report you will be printing
133. ay reflect a different percentage of completion This type of project requires budgets in order to Calculate Suggested Billing Completed Contract This project type works in the exact same manner as the Percent Complete project type except that all revenues and cost of goods sold are capitalized until the completion of the contract Upon the final billing all capitalized costs and progress billings will be recognized as revenue and cost of sales for financial reporting other Job Cost reports print the same as if you were using the Percent Complete project type The only difference is in the way the General Ledger update is handled Bank Draw This project type is used for securing funds from banks based on the level of completion and on costs of the project This method allows you to print an Application For Draw report for your bank during the construction process At the completion of the project when the final sale occurs revenue and cost of sales will be recognized based on the actual sales price and costs incurred This type of project requires budgets in order to Calculate Suggested Billing Once you have specified the type of project this is you may specify if this project is currently completed by clicking the Complete checkbox Once a project is complete you may not perform billing or any other transaction on it Cost Plus Percent This is the percentage to use if you have selected the Cost
134. ayroll system Cost Budget Default Off This option specifies to the system that a budget must be set up for each cost code that you want to post charges to on a specific job This allows you to maintain a single set of cost codes for all projects while only specifying the exact codes that you want to use for a particular project This is a excellent way to insure that no data entry errors are made when posting costs to a project Billing Budget Default Off This option specifies to the system that billing can only be performed against a specific billing code if a budget has been set up This allows you to maintain a single set of billing codes for all projects while only specifying the exact codes that you want to use for a specific project GL Journal Default 10 Number This number corresponds with the General Ledger default journal number in the General Ledger module for Job Cost transactions All Job Cost transactions will be posted to this journal Once you have entered all of the information for this screen you may click on the button to validate your changes Billing Rate Configuration The Billing Rate Configuration screen allows you to set up the default billing rates to be used within the system There are twenty 20 billing rates that may be set up These rates normally correspond to the hourly rate charged for a task within Direct Billing project types For example you may have a different bil
135. be capitalized or expensed based on each project type This option performs the actual update to the project files for all billings If you are interactive with the Accounts Receivable module this option will automatically be performed from that module Once this option is performed all current billing amounts are recorded as actual billings This also clears the current cost and billing information to start accumulating billing amounts for the next billing period Keep in mind that current period does not necessarily indicate a Month To Date basis The current period represents whatever billing cycle you wish to utilize You may elect to do billings on a daily weekly monthly quarterly or annual basis Whichever method you prefer is how current period totals are calculated Any numbers in these fields for current period reflect all input to the system since the last time this option was calculated By selecting this option you will be asked to specify the range of projects that you want to update Enter the project number or press the F2 key for special searches After you have selected your range of projects you will be prompted to specify the project types to be included in this update You may specify a single type such as Percent Complete or you may specify Types so that all projects are updated at once Next you may specify a manager mask when updating Once you click on the Start button to begin the system will begin updat
136. button to review the billing information Click on the Retainage button to review all retainage information Click on the Details button to review the project detail information Page 2 6 Set Up amp Maintenance Chapter 2 Job Cost User Manual When accessing the Details features the screen will have the option to view the first detail record page up the detail list page down the detail list view the last record in the detail list view a specific detail record based on text or view a specific detail record based on a line number When you select to view by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on OK This will take you to the desired detail line if it exists Click on to exit and return to the main screen Add Mode 0401 This option allows you to set up new Job Projects You may input all job project specific information with this option except for project cost and billing detail This 15 the first step to record all pertinent information regarding project This includes a description of the job project beginning and ending dates the address of the job project the manager of the project the salesman of the project and other key costing and billing information If this is a new job project with no outstanding information once this job project set up is complete you may proceed to
137. cific item These companies have variable costs in their production cycle and must have a means to be able to track all of the actual inventory items production labor rental costs overhead costs and many other types of costs that are required during the actual production of an item or group of items When a company has these types of needs the Infinity POWER system can provide this type of detailed tracking The system can determine what is necessary to manufacture an item and then process that item for billing or its return to inventory for use in production of another item or for resale at a later time In many cases it can be both Therefore a project manager may be able to handle both instances on a case by case basis A project may be established to manufacture a batch of paint for example In doing so all of the raw materials required from inventory may be transferred from the Infinity POWER Manufacturing Inventory Management module directly to a project number for this batch of paint In addition many hours of labor from specific employees may be involved and can be allocated directly from the Payroll module to this project Also additional items may be needed from a specific vendor just for this batch and will not be received into inventory but charged directly to the project from either the Accounts Payable or Purchase Order Entry modules Finally a certain amount of overhead costs may be required to truly apply all necessary co
138. creen will appear with buttons for Cost Billing and Overhead information that will allow you to enter Amounts for each cost and billing code Keep in mind that this option is for setting up initial detail for projects already in progress The amounts entered here should be totals for each cost and billing code If you want to post consecutive transactions to a project you should instead use the options under Enter Transactions This option is only for entering the beginning balances The following is an explanation of each of the data items for the Cost information Cost This is the unit cost of the cost code you are setting up This amount will be used when calculating total costs by multiplying quantities times this unit cost Current This data item allows you to enter the total quantities if you have this feature turned on and costs for the current period for this particular cost code The quantity entered here will be multiplied by the amount entered in Cost Field above to calculate the cost amount Balance Forward This field is for tracking quantities and amounts for costs that have been incurred on the project but have deliberately been carried forward in Work In Process P T D Project This field is for tracking quantities and amounts for costs during the entire project To Date Regardless of whether a project has been carried over several years this data item will track the total quantities and co
139. crete Materials Concrete Materials Vendor SUNI Cancrete Materials Concrete Sub Contract Cancrete Sub Contract Vendor 585 Framing Labor Framing Labor Conners Charles S Chapter 4 Detailed Project Report Infinity POWER Sample Company Inc Detailed Project amp Report Manager Type BM Bill Maguire Billing Only Cost Only Cost Only Cost Only Billing Only Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Budget Budget Current M T D Y T D Current M T D YTD 0 Budget P T D Budget Budget PLD P T D Budget Budget F T D Budget Budget P ID P T D Budget Current M T D PTD 0 00 18 00 18 00 18 00 18 00 17 50 17 50 17 50 17 50 0 00 0 00 0 00 30 00 80 00 0 00 0 00 475 00 0 00 0 00 78 00 0 00 0 00 8 00 8 00 8 00 8 00 Amount 0 00 343 13 343 13 343 13 343 13 289 85 289 85 289 85 8289 85 50 00 51 500 00 50 00 54 12 50 51 100 00 9 500 00 0 00 9 485 75 50 00 4 700 00 4 680 00 0 00 2 200 00 132
140. ct same manner as the Percent Complete project Contract type except that all revenues and cost of goods sold are capitalized until the completion of the contract Upon the final billing all capitalized costs and progress billings will be recognized as revenue and cost of sales for financial reporting other Job Cost reports print the same as if you were using the Percent Complete project type The only difference is in the way the General Ledger update is handled Bank Draw This project type is used for securing funds from banks based on the level of completion and on cost of the project This method allows you to print an Application For Draw report for your bank during the construction process At the completion of the project when the final sale occurs revenue and cost of sales will be recognized based on the actual sales price and costs incurred Page 2 44 Set Up amp Maintenance Chapter 2 Job Cost User Manual Overhead Factor Default 0 This 15 the factor amount that is to be calculated on all costs on a project This is to allow for items such as rent expense and other general administration costs that otherwise could not be directly billed to a project Payroll Factor Default 17 This 15 the factor amount that is to be calculated on all payroll costs on a project to allow for actual payroll expenses such as Employer s Portion of FICA Insurance etc to be automatically posted to the project from the P
141. ct you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields Chapter 2 Set Up amp Maintenance Page 2 5 Job Cost User Manual Maintain User Fields Project Tools Launch Edit Navigation M vi Detail Item Field Name Description Type Lenath Data Value 1 UMGRCELL Project Manager Cell Phone 813 642 9434 Save Cancel You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode JC0400 The Inquiry mode allows you to view summary information about your projects Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Once the project has appeared on the screen you may lt click gt on the following keys to view important information Maintain Projects Tools Launch Mavigation Operation x Brem Customer Number University of Tampa Manager Bill Maguire Salesman State Bill Maguire Zip Tax Rate Exempt Complete Date Range Beginning Ending Retainage Details User Fields Close Click on the Billing
142. ctual General Ledger Account Number for the various Accounts Receivable accounts that may be stored on your Balance Sheet reflecting each unique receivables account Each posting could therefore be updating a different GL account uniquely although they are being billed and or paid through the same customer account Remaining Amount This number would be the remaining balance still due on this open item if there had been any partial payments made on this open item If this 15 the case you would have the ability to click on the Payments button under the Payment History column and check on the details of all of the payments made to date on this open item Post Date The posting date is the System Date at the time the transaction occurred This is normally set to the same value as the Invoice Date except when using scheduled payments When posting scheduled payments the Invoice Date will be set to the future dates that the payments should occur However the Posting Date will be the date the transaction was entered The Posting Date will be used when printing the Aging Report to identify which open items existed at any point in time so that back dated aging reports can be printed properly Payment History As mentioned earlier if a partial payment is made against a specific open item this button becomes active and stores a detail of all of the associated payments that are made against the open item until it is paid in full Com
143. current aging categories before making any business decisions Chapter 2 Set Up amp Maintenance Page 2 69 Job Cost User Manual Aging Amounts This section actually contains seven fields of information This system displays a Total Balance as well as five fields for the Aging Categories that have been defined in the Accounts Receivable Master Configuration This includes the Current category plus each increment defined i e 30 days each Last Invoice Date This field stores the last invoice date that was posted against this customer account Last Order Date This field stores Order date that was posted against this customer account This field will be updated directly from the Sales Order Entry module each time a new order is entered into the system When you are done with the Aging section of the customer s record click to return to the main data entry screen Pricing Button When Pricing button is selected a new screen will appear that will allow the user to enter an Inventory Item Number into the system and have the system calculate a price for the item selected for this customer Depending on whether the customer has any specific price plans defined or if there are quantity breaks defined for each of the inventory items the system will automatically calculate the customer s price on demand while at the same time show a display of the status
144. d Year To Date Finance Charges This field stores the total amount of Finance Charges that have been billed to this customer Year To Date Finance Charges are a specific transaction type and calculated uniquely See the Accounts Receivable Master Configuration setup for how your company has defined how it 15 charging finance charges if at all Available Credit This 15 an on going calculated balance that 15 automatically generated by system and defined by taking the customer s Credit Limit and subtracting their current outstanding balance This includes any outstanding invoices credits debit memos and payments on account Last Check For inquiry purposes this field 15 used to store the Last Check Number the customer used in making payments to their account Therefore if the customer calls and inquires whether a payment was received or not it is easy to view this screen and immediately determine whether you received their check or not Check Date Check Amount Likewise when the last payment 15 received on the customer s account the Check Date field is also updated immediately as well This is the date entered at the time the payment was made This is typically the date that was printed on the customer s check This field stores check amount that was posted against an open item Even if multiple payments have been made an open item the Check Amount stored here will reflect the last Check Amou
145. d If the import file is a comma delimited file the data can be variable length If the import file is a fixed length ASCII file it must have a logical record length of 305 bytes Both types of files must have the following field lengths Description Type Position Length City STRING 126 15 Comment 2 STRING Vendor Ret Amt If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of file information into the Infinity POWER program This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs Page 2 16 Set Up amp Maintenance Chapter 2 Job Cost User Manual After printing or creating the map file you will then be prompted for three 3 data items 1 Import File Format 2 Import File Name 3 Process Import File The Import File Format is prompting you to select the ty
146. d Billing Worksheet Detail Level Phase Actual Costs y jJ PTD Current 52 911 63 250 00 1 330 00 0 00 845 487 80 22 000 00 482 00 0 00 49 735 13 550 00 528 00 0 00 148 134 56 2 900 00 2 340 00 0 00 50 00 50 00 0 00 0 00 148 134 56 2 900 00 2 340 00 0 00 Billing Information FTD 59 300 00 0 00 51 300 00 0 00 54 400 00 0 00 165 000 00 0 00 0 00 0 00 165 000 00 0 00 Suggested 0 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 50 00 0 00 1 4 04 06 2006 Complete Actual 101 2955 715 0555 105 0555 0 00 100 63 0 00 102 21 1258 055 0 00 0 00 102 21 1258 06 Print Reports Page 4 7 Job Cost User Manual Suggested Billing Worksheet Detailed Level Code Project Description Customer 96 0013 Hart s Nursery BM HARC1 Fred Project Bank Draw Contract Amount 165 000 00 Maximum Draw 135 000 00 PTD Draw Amount 121 185 25 1 Commercial Construction 1 Concrete 1CL Concrete Labor 1CL Concrete Labor Conners Charles S 1CL Concrete Labor Elliot Frank 1CL Concrete Labor Franklin Albert T 1CL Concrete Labor Total Concrete Labor 1 Concrete Materials 3000 PSI Concrete 1 Concrete Materials Reinforcement Rods 1C M Concrete Materials Sand 1 Concrete Materials Scallold 1 Concrete Materials Vendor SUNT cM Concrete Materials Wi
147. d comparison by cost code of budget amounts verses your actual costs for each project When selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2 key for near matches After you have selected your range of projects you may specify a manager mask when printing this report Next you will be prompted to specify the Detail Level that you want to be included in this report as well as a job number mask Once you click on Start button to begin the system will begin printing the report The detail level specified will appear at the top of the report Field Names Job Project Number Project Description Cost Code Cost Code Description Detailed Description Current Cost Amount Month to Date Cost Amount Year to Date Cost Amount Project to Date Cost Amount Budget Amount Variance Budget PTD Percent Complete PTD Budget x 100 Estimated Percent Complete Known Cost Overrun Amount of Cost over Calculated Cost based on Estimated Percent Complete Estimated Cost Overrun Projected Cost overrun based on Known Cost Overrun as Percent times the Budgeted Amount Chapter 4 Print Reports Page 4 19 Job Cost User Manual Project 85 0013 Description Hart s Nursery Commercial Construction Construction Framing Roofing Tatal Commercial Construction
148. d for the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as an Excel spreadsheet first so if you have to make any corrections you will not lose your formatting Then save as a Text Space Delimited file which will create file This is the file you will import Job 0 10 STRING 1 10 Description 11 30 STRING 11 30 Customer 63 10 STRING 41 10 Manager 74 5 STRING 51 5 Address 1 100 30 STRING 56 30 Address 2 131 30 STRING 86 30 Address 3 162 30 STRING 116 30 Address 4 193 30 STRING 146 30 City 2e2 15 STRING 176 15 State 240 2 STRING 191 2 LRL 192 Required fields for importing records Second Import Job 0 10 STRING 1 10 Description 11 30 STRING 11 30 Special 42 20 STRING 411 20 IM FPrice 383 2 CHAR 61 2 Tax Rate 384 10 STRING 63 10 Bill Rate 395 2 CHAR 73 2 Project Type 396 2 CHAR 75 2 Cost Plus 398 10 FLOAT 77 10 Contract Amt 402 16 DOUBLE 87 16 Retainage Pct 522 10 FLOAT 103 10 Vendor Ret Pct 534 10 FLOAT 113 10 Salesman 80 5 STRING 123 5 O H Factor 666 12 FLOAT 128 12 P R Factor 670 12 FLOAT 140 12 LRL 151 Required fields for importing records Use a text editor or notepad to adjust the JC0603 map file for the first import After import complete copy the 1 0603
149. description Keep in mind the system is adding this new detailed description to this cost or billing code only If you want to have the same material item or employee charged to different cost codes you will need to add it to each respective code For instance let s assume that we have an employee Mark Thomas who may work in several different capacities on any given project When we are setting up our budgets by cost code he may in fact be set up in several places At first we may want to set him up for 20 hours of Concrete Labor But we may also want to budget him at 65 hours of Framing Labor As each cost or billing code is called up you would want to enter Mark Thomas as the detailed description for both of these cost or billing codes Again you may specify the level of detail that you wish to track on a project So if you wish to track labor costs only as a total then you may configure the system to skip over the Detailed Description option entirely Chapter 3 Enter Transactions gt Page 3 1 Job Cost User Manual The bottom portion of the screen is separated into two sections one section for those items regarding costs and one section for those items regarding billings When you set up your cost and billing codes you would have specified if Cost Budget Billing Budget a particular code is either a Cost Only code a Billing Only code or both a Cost and Billing code Based on what you specified at the time of
150. dgets for Enter the project number or press the F2 key for special searches After you have selected your project the screen will re display with the project name the customer number and the project manager listed at the top of the screen Nine data items will then be displayed below Each is discussed here Project Code This is where you enter the cost or billing code that you want to enter a budget for If you are not sure of the specific code number you may either enter part of the number or just press F2 and a scrolling screen will appear to allow you to move your cursor up or down to select your desired cost or billing code Detailed Description This is the data field where you enter the Detail Description if you have this feature turned on this feature 15 turned off this question will not even be asked This may include an employee s name a material description or a vendor or sub contractor depending on how you have decided to configure your system If at the time of initial set up you specified that you want to maintain detailed descriptions with each cost code you may press the F2 key and a scrolling screen will appear to allow you to choose from any existing cost or billing codes already allocated to this project Highlight the desired code and click the Select If you enter a detailed description that has not been previously added to this project click on the Add button to add this new detailed
151. dit You can change the default map file import file by bringing up the file in notepad wordpad and deleting or adding fields y ou wish to import If you delete add fields you would then need to adjust the starting position in the map file and the length Remember the action is not included in the length of the records Always save the file as JC0603 M AP Explanation of File Job field name found data dictionary 0 DPOffset This is an internal offset and cannot be changed 10 length of field STRING Type of field 1 Starting position of field 10 length of field Field name DPOffset length of field and type of field can all be found in the Data Dictionary You can find this file fldinfo dbf in the power directory You can add any field y ou need from the vendor file making sure you use the correct DPoffset and length from the data dictionary and adjust the starting position of the field and length of the record 0 STRING 1 T0 Descrrption 11 30 STRING I1 30 Special 42 20 STRING 41 20 Customer 63 10 STRING 61 10 Manager 74 5 STRING 71 5 Address 1 100 30 STRING 76 30 Address 2 131 30 STRING 106 30 Address 3 162 30 STRING 136 30 Address 4 193 30 STRING 166 30 C1ty 224 15 STRING 196 15 State 240 2 STRING 211 2 Zip Code 256 10 STRING 213 10 Comment 1 283 49 STRING 223 49 Comment 2 333 49 STRING 272 49 IM
152. dor AP Retainage Negative Cash Flow PTD Cost AP Retainage Net Cash Flow Positive Negative Chapter 4 Print Reports Page 4 27 Job Cost User Manual Projeci Type 96 0153 Compl Contract Tampa s Mew Gym Totals Number of records printed 1 Page 4 28 Print Reports Billing Status Cash Flow Report Infinity POWER Sample Company Inc Bill Status Cash Flow Report Contract Amount PTD Billing Cur Retainage 475 000 00 320 000 00 23 159 87 475 000 00 320 000 00 23 159 87 Positive Cash Flow 5296 840 13 296 840 13 FTD Cast AP Retain 249 399 05 24 777 66 249 399 05 24 777 66 Page 1 4 04 23 2006 Megative Met Cash Flow Cash Flow 5274 176 71 22 663 42 274 176 71 22 663 42 Chapter 4 Job Cost User Manual Bank Draw and Cash Flow Report JC0209 This report provides an analysis of cash flow on a project based on Positive Cash Flow Draws less Retainage minus Negative Cash Flow Costs less Vendor Retainage This report is designed to give you the net cash flow for each of your draw type projects When selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2 key for near matches After you have selected your range of projects you may specify a manager mask and or a job number mask when printing this report Field Names Job Project Number
153. e Matarials Reintarcement Rods Concrete Materials Sand Concrete Materials Scalfold Concrete Materials Wire Concrete Materials yds of concrete Concrete Sub Contract supplier PICE Concrete Sub Contract Vendar S 45 Framing Labor Conners Charles 5 Framing Labor Elliot Frank Framing Labor Franklin Albert T Framing Labor Wright Ran Framing Materials Supplier FLO Framing Materials Vendar FLOT Framing Sub Contract Vendor S amp s Labor Conners Charles S Labor Elliot Frank Roding Labor Franklin Albert Rooting Labor Gordon Jim Rooling Labor Wright Ron Rooling Materials Vendor BOW1 Roofing Sub Contract Supplier PICF Print Reports Infinity POWER Sample Company Inc Work In Process Detail Report Current WIP 1 320 00 1 714 50 1 628 25 19 040 00 5 904 00 1 057 50 2 700 00 6 159 23 18 627 90 250 00 9 300 00 1 614 20 2 005 24 1 697 52 1 325 00 4 000 00 25 895 30 13 020 00 1 275 00 1 350 00 1 673 50 1 275 10 1 251 29 30 890 13 1 070 75 Bal Fwd WIP 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 WIP 1 320 00 1 714 50 1 628 25 19 040 00 5 904 00 1
154. e Current Record button or choose the Operation option from the Menu Bar and then You will be asked if you wish to copy customer pricing information Choose yes or You will notice all the information except for the customer number will be copied to a new record Enter the new customer number for this record At this point you may choose to edit any of the information or lt click gt on the Save button to validate which will then add it to the file Results coARIdy dbf Customer File New Customer Information is Set Up coARF dbf Price Plan Assignment File Price Plan Information is Set Up Chapter 2 Set Up amp Maintenance Page 2 73 Job Cost User Manual MAKE COMPLETE DATA BACKUPS Make sure that you make complete data backups as you add more and more information to your system The file naming structure is designed to allow you to copy data files only very quickly and easily We strongly recommend that the following backup procedures be followed to adequately protect your data files against any possible problems Experience has shown that careless disregard of making adequate backups can literally cost you months of hard work and expense Any of the following problems could destroy all or part of your accounting information Hardware Failure of any kind such as a hard disk failure e Power Failure or Fluctuations Improper Execution of certain operating system commands Ca
155. e Hotel Convenience Store Manufacturer Distributor or Retailer This is user definable so it may be whatever makes sense for your firm Tax ID This data item is a twenty 20 character alpha numeric field which 1s used to store this Customer s Tax ID number Many firms are exempt from Sales Tax and therefore have a Tax ID number that they provide their vendors to keep from paying state and local sales tax This field may be used to store this customer s Tax ID number so it is permanently kept on file The fields such as Not Mail Not E Mail and Not Fax used for Custom Report Writer features which allow the ability to set flags on a specific contact record to indicate whether to include each record when using the Infinity POWER Report Writer as an advanced data extraction tool for mailing e mailing and faxing Open Items Button The Open Items button provides the user with the ability to view all of the outstanding invoices and non applied payments that are pending against this specific customer You may choose to display all items or open items only by checking the Include Paid Items box on the Master Configuration tab Accounts Receivable The following pieces of information are also displayed regarding each open item Item This is simply the line number or item number of the total number of open items that are being displayed on this screen You may have a total of 10 000 op
156. e Zo GL Acct 125 20 STRING 137 20 GL Asset Acct 146 20 STRING 157 20 LRLUITOG Required fields for importing records Field Types CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER NO DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED Must have 0 00 if no amount DOUBLE AMOUNT DECIMALS REQUIRED Must have 0 00 if no amount LRL FIXED LENGTH OF RECORD LINE DATES MMDDYY Page 1 Set Up amp Maintenance Page 2 33 Job Cost User Manual Page 2 34 Data Pro Support Document Field Type Formatting CHAR NUMBER DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUCTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UF TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARLABLE LENGTH IMPORTS DATE MMDDYY Types 1 Cost Only 2 Billing Only 3 Cost and Billmg 4 Reimbursables Import Tips 1 Map file descriptions that contain assume 2 decimal place file descriptions that contain adds a value to an existing value instead of replacing it Map file position 1 forces value to be fixed as specified in the map file description r2 Example If you were going to be forcing a W
157. e eee ee eene eee e 3 12 POST OVERHEAD ALLOCATIONS 0108 3 12 IMPORT PROJECT COSTS 70602 i nebst 3 13 er ee erty Pee 3 14 NV zene HANS 3 14 Comma Delimited uid del rS 3 14 Pile Huport Modules OVerVle od ott ase 3 15 Sample Project Pe es noted 3 17 CALCULATE SUGGESTED BILLING JC0104 ccce ee eee e ee eee eee eene e ue eee eene 3 19 ENTER ADJUST ACTUAL BILLING JCO105 eee eee eee e eee e e reete eere ee reae erae oo ooo 3 20 RECORD CUSTOMER RETAINAGE 7 60110 ee eee eee eene ee 3 21 UPDATE BILLING 106 35 222222 e aee en ao Pav e ae ee 3 22 TRANSFER BILLING BETWEEN CODES 7 60112 ee ee eee eee eee e eee eee eene 3 23 ENTER ESTIMATED PERCENT COMPLETE 7 60103 1 41 1 1 11 6
158. e of the phase Completed Contract Same as the percent complete method except that no revenue is recognized in the General Ledger for tax purposes until the end of the contract Bank Draw Request a draw amount from the bank based on the percent complete on the project and incurred costs Chapter 1 Introduction Page 1 1 Job Cost User Manual Most firms will normally not use all five methods listed here It is common to use only one or two of the billing methods The system is designed to give you managerial reports necessary in knowing where you stand at any point in time both on a cost and billing basis Knowing what to bill is equally as important as knowing your exact costs a project Your manager can interact with the system by specifying a perceived percent complete by phase for each project and the system will report all known cost overruns by phase based on the current cost percent complete This feature allows you the flexibility to see the status of a project not only based on hard numbers input into the system but by managerial estimates based on experience as well This way both sides of the story of a project may be told leaving the true management decisions up to the managers reviewing all facts regarding the project Management reporting is provided on several levels of detail by project Financial analysis is also provided through collections and cash flow reporting As you can see the Job Cost
159. e qp wom sm 8 p panc fe s Dae 9 s If it is not in this format then you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of TEXT file information into the Infinity POWER programs This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These TEXT files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs Press ENTER to continue to execute this option You will then have a screen overlay the current screen and prompt you for three 3 data items 1 Import File Type 2 Import File Name 3 Print Audit Trail Y N Page 2 30 Set Up amp Maintenance Chapter 2 Job Cost User Manual Data item 1 Import File Type is prompting you to enter the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Delimited PRN These three choices are described on the following pages
160. e record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain a 0 for NO indicating the end of the transaction For each transaction related import there are certain fields that are required and used by the system to verify the validity of the information being imported These fields are marked in the field definition section with an asterisk For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields You may obtain or create custom import files one of two ways You may first click on the Create Map button at the point in the program when you have selected the import option The result is to produce a file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AP0601 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file By usin
161. e use of Data Pro Accounting Software Inc s products Page i This page intentionally left blank Page ii TABLE OF CONTENTS Description Page IINTRODUCTHEEIQN VE en ee bead dn NE I 1 JOB SHOP MANUFACTURING e gae eI 1 2 COST amp BILLING CODES 1 3 TRACKING QUANTITIES 1 5 WORK IN PROCESS te eeceo xses exse ve EVE EE eve SERT eae 1 5 GENERAL LEDC ERA CC OUND 1 6 COSTECEASSIEICATIONS esee es eoa eee ev PER ERE YR REPE VEN 1 6 SYSTEM INTEGRATION aco eee FEE EROR FERE ENS ae EYE 1 7 Mite Cra tion with General Weds ela amp 1 7 Inte sration w Accounts Pas able seio 1 8 Ite Chation Ww PAV TOU 1 8 Integration w AGCObnts Recervable sa den 1 8 Inteerati on w Parchase Order EUUY acts oes 1 9 Integration w Manufacturing Inventory 1 21222 02 000000000 00000000002812 8 0 0000 01 1 9 DATA FILE DESCRIPTIONS 1 9 PREPRINTED FOR
162. e with this option Once they are set up they may be accessed and assigned to each customer on this screen Keep in mind that if an inventory item is used in more than one plan the first plan that 1s listed here to include that item will be used for its pricing as long as all other criteria are met Therefore the order in which plans are assigned here is very important Type in the Plan Number for each line or click the Down Arrow F2 by default and select from the available list and its description will appear immediately to the right When you have completed the Price Plans information section of the customer s record click on to return to the main data entry screen To validate this entire customer record click on the button To exit from this option without saving click on the button Results coAR1dy dbf Customer File Customer is Added to File coARF dbf Price Plan Assignment File Price Plans are Added to File Change Mode 0402 This mode allows you to change information on an existing customer If you have made any mistakes during this set up process you may return to the Set Up Customers option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option
163. en items displayed during this open item inquiry at one time Obviously with this many possible open items available this could be cumbersome to try and find a specific item to pay or inquire upon without some helpful tools Therefore while you have this screen open you may click on the Navigation choice at the top of the screen and you will be provided with several options including a Search tool to find items throughout the file The following screen illustrates this menu and how and open item transaction number is highlighted in Yellow once the item 15 found during a search Chapter 2 Set Up amp Maintenance gt Page 2 65 Job Cost User Manual Customer Current Open Hems HARCI Ctri Ho Ctr End 1 246 05 pi 24 05 013 2003 12 193 02 21 2003 2 194 64 02 21 2003 842 668 04 09 2003 fpd 88 04709 2003 E 504461 Once you select the Search option or press F10 you may enter the information you are looking for such as invoice number date of transaction invoice amount or check number as shown on the following screen You may also choose to search up or down the file pick if it is to be case sensitive and more search Customer Current Open items HAECT Tew 68103 You may scroll up or down through the file manually to find the open item you are seeking and if there is one or more partial payments made against an open item the Payments button located directly underne
164. eport again to verify all changes made to the system Upon selecting this option you will be asked to specify the range of projects on which you wish to report Enter the project number or press the F2 key for near matches After you have selected your range of projects you will be prompted to specify the project types to be included in this report You may specify a single type such as Complete or you may specify Types so that all projects may be included and you may select a specific Manager or all Managers to print You will next be asked to specify which Detail Level should be used when printing this report This gives you the flexibility to determine how detailed you want to see this report You may only be interested in totals by overall project code However you may want to see all detail by employee or material items for detail billing purposes Whichever your preference simply specify the level desired and a mask may be selected on the jobs to be included when printing this report Once you click on the Start button to begin the system will begin printing the report The detail level specified will appear at the top of the report Field Names Job Project Number Project Description Customer Name Manager Manager Name Project Code Sales Code Project Code Description Percent Complete Quantity U M Unit of Measure Unit Price Bill Amount Tot
165. eration option from the Menu Bar and then Add A screen will appear with the current date and time Maintain Notes Mode Account 96 0153 UserlD SCOTT Description Univ of Tampa s New Gym Date Time 05 18 2003 P 6 12 Title Inspectors Due tomorrow Note Get all of the roofing crew to finish up since all of the inspectors are due to review and finalize our work on this phase of the project Bill has OK d and said to move on the next project phase Cancel You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this record If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button in the Windows GUI produ
166. ere you may enter the amount that you wish to place in Balance Forward Quantities and Amounts may be entered at this point As you enter the balance forward amounts the current period cost amounts will be reduced appropriately Once you click on the Save button to validate you will return to the original screen and proceed to the next item to change If the item is set up as a Cost and Billing Code then the cursor will first move to the Quantity field to allow you to enter the quantity to be billed f this feature is turned on Next the billing amount will automatically be displayed for this item which you may accept or choose to override at this point If the code is a Cost Only or Cost and Billing code the cursor will next move to the BF question where you may specify whether you want to place amounts into Balance Forward status Any code that is a Billing Only code will ask for the quantity and amount that you would like to change and skip to the next line bypassing the Balance Forward question In all instances the unit of measure will be displayed next to the Quantity field so that you know the type of units that have been assigned to a specific code In the case of certain project types such as Percent Complete will appear in the unit of measure column for billing codes so that percentage amounts and dollars may be entered at this point Once you click on the Save button to validate the system will retu
167. erials Material 0 00 SQFT 51501 11450 Cost amp Billing Code Other 0 00 21200 51500 1 Rooting Sub Contract sub Contr 0 00 Hrs 51501 11450 Cost Only 21200 51500 1 Residential Construction 1102 41100 2 Billing Only Other 0 00 Concrete 51102 41100 2 Billing Only Other 0 00 Each Concrete Labor Labor 15 00 Hrs 51162 41100 2 11450 Cost amp Billing Code Labor Rate 1 0 00 60000 60100 2 Concrete Materials Material 0 00 Yard 51102 41100 2 11450 Cost amp Billing Cade Material Rate 1 0 00 21200 51100 2 Print Reports Chapter 4 Job Cost User Manual Infinity POWER Sample Company Inc Page 2 Cost Code Listing 4 04 28 2006 Detailed Cost Code Description Classification Default Cast AR Code GL Sales GL WIP Type Billing Default Bill GL Asset GL COS 20 Concrete Sub Contract sub Contr 0 00 Hrs 51102 41100 2 11450 Cost amp Billing Code Other 0 00 21200 51100 2 2F Framing N A N A 51302 41300 2 Billing Only Other 0 00 Each 2FL Framing Labor Labor 16 50 Hrs 51362 41300 2 11450 Cost amp Billing Code Labor Rate 1 0 00 60000 60100 2 2FM Framing Materials Material 0 00 Sec 51302 41300 2 11450 Cost amp Billing Code Material Rate amp 1 0 00 21200 51300 2 2FS Framing Sub Contract Sub Contr 0 00 Hrs 51302 41300 2 11450 Cast amp Billing Cade Other 50 00 21200 51300 2 2R Roofing N A N A 51302 41300 2 Billing Only Other 0 00 Each 2RL Roofing Labor Labor 12 50 Hrs 51562 41500 2
168. even if they are not grouped together numerically For instance all labor categories may be printed together to determine the total amount of labor on a project whether it would be for Concrete Labor Electrical Labor etc Accounts Receivable This is the Sales Code used for integration with the Accounts Receivable Sales Code program Each Sales Code has its own Revenue Cost of Sales and Asset Accounts which are used for General Ledger integration if Accounts Receivable is utilized to do the billing GL Sales Account This account is used for General Ledger integration if Accounts Receivable 15 NOT utilized Work In Process Account This account is used for General Ledger integration if Accounts Receivable 15 NOT utilized It is also used during the recording of costs and transfer of costs from one cost code to another Cost of Sales This account is used for General Ledger integration if Accounts Receivable 15 Account NOT utilized GL Charges This account is used as the offset to Work In Process during the recording of Account costs Normally this account would be either the Accounts Payable Cash in Bank or Inventory Asset account Cost Unit of This data item is available on only or cost amp billing codes This Measure defines the Unit of Measure when using this project code for tracking cost When you track your costs by both Quantities and Dollars you may set this data item u
169. ext you may choose which cost classifications you wish to include on the report You may choose one all or any combination of classes to print The system will also print a calculation by unit of measure for each of the cost classifications specified for printing In addition to the comparison of one cost classification to another by dollars this calculates a cost per unit of measure The most common unit of measure would be square feet However any other type of unit of measure may be set up in the system Field Names Job Project Number Job Project Description For Each Cost Classification Project to Date Cost Budget Variance Cost per Unit of Measure Totals Chapter 4 Print Reports Page 4 23 Job Cost User Manual Project Description 36 0013 Hart s Mursery Unit 2 500 00 y Totals Unit 2 500 00 y Number records printed 1 Page 4 24 Print Reports Cost Classification Summary PTD Cost Budget FTD Coast Budget Variance PTD Cost Budget Variance PTD Cost Budget Variance Labor 18 130 25 49 775 30 531 645 04 57 25 519 91 12 66 12 130 26 49 775 30 31 645 04 1 25 13 91 12 66 Infinity POWER Sample Company Inc Cost Classilication Summary Material 8114 274 06 180 487 38 66 213 82 45 71 72 20 26 49 114 274 06 8180 487 8 66 213 82 45 11 72 20 26 49 Sub Contr 38 460
170. found within the week s time frame and all of those backups could be invalid This way you could go back several weeks at a time to find your last set of valid files Next you will want to go further and create a monthly master set of disks or tapes You would mark them accordingly with the name of the month of the year At the end of every month you would then make a complete backup of your data files again This allows you to then go back several months at a time if necessary to review information or to print historically dated information Of course the last set of files created should be the yearly set of files done at the end of each fiscal year for archiving purposes It is also highly recommended that all key master file reports journals agings etc be run at this time for hard copy backup As an additional protection for those users with tape backup systems it is still highly recommended that if you have a floppy disk drive on your computer that a floppy disk backup be made occasionally at least monthly in case a problem were to develop on the tape drive that you are using Normally you would not find out there is a problem until you needed to restore information and that may be too late This all may sound like a considerable amount of work and inconvenience but consider the investment involved Depending on your business you may have anywhere from one to several hundred people working on your accounting processing The largest tr
171. g Cost Billing Codes This not only renames the Cost Code Master file but all transactions setup files and reference fields associated with this project All users MUST be out of the program before executing this option This option renames one year at a time To update subsequent years just change the system date to the required year Rename JC Cost Code Ioj x Tools Launch Cost Codes Old Cost Code 1 FH Using Code key New Cost Code 1 FE Processing Log Once you enter the old Cost Billing Code and the new Cost Billing Code the system will print out all files and number of records affected by this change Rename JC Cost Code x Tools Launch Cost Codes Old Cost Code Using Code key Cost Code 1 Processing Log 10 0 records updated 203 4 records updated 1121203 4 records updated records updated 4 3 1 records updated 03 records updated 11111 03 5 records updated 03 0 records updated inspad records updated insprb O records updated 03 O records updated instel records updated Processing Completed Chapter 2 Set Up amp Maintenance Page 2 35 Job Cost User Manual The following files will be updated with the new information File Name Field Modified ACCOUNTS PAYABLE AP07 xxxAP7 dbf JCCODE Account Payable Recurring Expense File ACCOUNTS RECEIVABLE
172. g file editing tools such as EDIT under DOS Notepad under Windows under UNIX you may create a customized import record layout Whenever a XXXXXX map file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field 15 not specified in an import file that field may be deleted from the record layout file NOTE Key Value fields must be present in the import file and cannot be deleted from the record layout file Key Value fields are those fields that are designated with an asterisk in the documented import record layouts You may also have customized MAP files created for you by calling the Data Pro Support Services group at 727 803 1550 Chapter 2 Set Up amp Maintenance Page 2 19 Job Cost User Manual Sample Import Projects File Data Pro Support Document DATA PRO j mt ACCOUNTING SOFTWARE INC Advanced Accounting Software Qe Secure Internet Solutions IMPORT PROJECTS JC0603 MAP DEFAULTS file designates what fields and what the length of those fields that will be imported The file you import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank If no map file exists then go to set up and maintenance import Projects and create the default map file that you can e
173. g in the Job Cost Main system Set Up Project Budgets Flowchart Set up Project Budgets updates the Job Cost Detail File SET UP PROJECT BUDGETS PROJECT DETAIL FILE Chapter 1 Introduction Page 1 11 Job Cost User Manual Import Project Estimates Flowchart Import Project Estimates updates the Job Cost Detail File IMPORT PROJECT ESTIMATES aAA JC2YY DBF PROJECT DETAIL FILE Page 1 12 Introduction Chapter 1 Job Cost User Manual Record New Costs Flowchart Record New Costs updates the JC General Ledger Integration File if integrated with General Ledger also updates the Joh Cost Praject File the Joh Cost Project Detail and the Joh Cost Transaction File RECORD NEW COSTS AxAJC2YY DBF AxAJCTYY DBF JOB COST AxAJC3YT DBF JOB COST PROJECT DETAIL FILE JOB COST MASTER FILE amp COSTS PTD amp COSTS amp QUAHTITIES FILE Transaction Types 1 Enter 2 Transfer Gast 33 Billing dios of Saks Expenses amp IM T PR 3 AR Billing 1 AR Cost of Bal JC2GL XXx JOB COST INTEGRATION FILE Chapter 1 Introduction Page 1 13 Job Cost User Manual Transfer Costs Between Codes Flowchart Transfer Costs Betweeen Codes updates the JC General Ledger Integration File if integrated with General Ledger also updates the Job Cost Projec
174. gested Billing Worksheet Detail Level Type Project Description Customar 95 0013 Hart s Nursery HARCI Fred Project Type Bank Draw Contract Armour 165 000 00 Maximum Draw 135 000 00 PTO Draw Amount 5121 185 25 1 Commercial Construction 9 Overhead Allocated Grand Totals Number of records printed 1 Page 4 6 Print Reports Manager BM Detail Level Actual Costs PTD 149 134 56 2 340 00 0 00 0 00 148 134 56 2 340 00 Infinity POWER Sample Company Inc Suggested Billing Worksheet f Current 2 900 00 0 00 0 00 0 00 2 900 00 0 00 Billing Information PTD Suggested 165 000 00 0 00 0 00 0 00 50 00 50 00 0 00 0 00 165 000 00 0 00 0 00 0 00 1 4 04 06 2006 Complete Actual 102 2196 1258 0655 0 00 0 00 102 21 1258 076 Chapter 4 Job Cost User Manual Suggested Billing Worksheet Detailed Level Phase Project Description Customer 96 0013 Hart s Nursery HARCI Fred Project Type Bank Draw Contract Amount 165 000 00 Maximum Draw 135 000 00 PTO Draw Amount 121 135 25 1 Commercial Construction Concrete 1F Framing 1R Rooting Total Commercial Canstructian 4 Overhead Allocated Total Overhead Allocated Grand Totals Number of records printed 1 Chapter 4 Manager BM Infinity POWER Sample Company Inc Suggeste
175. ginning of each project based on each project s start date through to the current date Next you may choose the specific transaction types to include on the report Each project that has had transactions posted to it within the date range will be printed followed by each transaction When this report is completed the system will then print a General Ledger summary of all transactions that were printed This General Ledger summary may be used to post a journal entry to your manual books if you are not processing interactive with the Infinity POWER General Ledger System Field Names Job Project Number Job Project Description Cost or Billing Code Cost Code Description Detailed Description Transaction Date Transaction Type Transaction Description Quantity Unit of Measure Unit Cost or Billing Rate Cost or Billing Amount Project Totals by Type Grand Totals by Type Chapter 4 Print Reports Page 4 41 Job Cost User Manual Project Description 96 0013 Hart s Nursery 1c Concrete 1CL Concrete Labor 1CL 12 1CM 1 1FL 1FL 1FL 1FL 1FM 1R 1RL 1RL Page 4 42 Conners Charles S Concrete Labor Elliot Frank Concrete Labor Franklin Albert Concrete Labor Franklin Albert Cancrete Materials 3000 PS Concrete Concrete Materials Reinforcement Rods Framing Framing Labor Conners Charles 5 Framing Labor
176. h allows you to store the person s first name i e Mary Thomas John Middle Name This data item is a twenty 20 character alpha numeric field which 1s used to store the person s middle name Last Name Alternate Phone Extension This data item is a twenty 20 character alpha numeric field which 1s used to store a person s last name The storage of the combination of the three fields First Name Middle Name Last Name is ideal for Contact Management applications and for Mail Merge purposes This data item is a twenty 20 character alpha numeric field which 1s used to store an alternate phone number unique possibly to this contact and different than the main phone number stored on the main Customer record This data item is a six 6 character alpha numeric field which 15 used to store this contact s extension for their Alternate Phone Number Page 2 64 Set Up amp Maintenance Chapter 2 Job Cost User Manual Cell Phone This data item is a twenty 20 character alpha numeric field which is used to store this person s Cell Phone number This could also be used for their pager number or however you deem appropriate Business Type This data item is a thirty 30 character alpha numeric field which is used to store the type of business for this Customer Record This could actually be the SIC Code for the company or a more generic description of the nature of their firm Examples could b
177. h this ability to organize information from the various Infinity POWER programs into the formats required by the File Import options The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the correct order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted Chapter 3 Enter Transactions gt Page 3 15 Job Cost User Manual The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called
178. hange width to the number of characters being imported for the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as an Excel spreadsheet first so if you have to make any corrections you will not lose your formatting Then save as a Text Space Delimited which will create a prn This 15 the you will import Page 2 Page 3 18 Enter Transactions Chapter 3 Job Cost User Manual CALCULATE SUGGESTED BILLING JC0104 This option allows you to calculate automatically what billings should be generated based on current costs incurred and or manual percent complete entries When selecting this option you will be asked to specify the range of projects that you want to Calculate Suggested Billings for Enter the project number or press the F2 key for special searches You will next be asked to specify which project types should be calculated You may click on a single type such as Percent Complete or you may specify Types so that all projects are calculated at once After you have selected your project type you may specify manager masks when making these calculations Once you click on the Start button to begin the system will look at current costs for each project specified and check the project file to determine the Project Type set up by project and then calculate the appropriate amounts You may then pr
179. hat is being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction 1s continued The last line should contain a 0 for NO indicating the end of the transaction For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields Y ou may obtain or create custom import files one of two ways You may first press the F9 key at the point in the program when you have selected the import option The result is to produce file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AP0603 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS Wordpad under Windows or vi under UNIX you may create a customized import record layout Whenever a file is created it
180. he Job Cost Main Module projects will be updated as if they had been updated through Option 1 Record New Costs When you select the option to Import Project Costs a new screen will appear At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file click on the Print Map button To create a map file in the program directory click on the Map button This will print out the format in which this option is looking for information to be organized in The Fixed Length ASCII file logical record length for this transaction import file is 106 bytes D Detail Description CHAR saci Dae ww wy s om s If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of text file information into the Infinity POWER programs This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may
181. he Master Configuration will be used Rate This is the unit billing rate of the billing code you are setting up This amount will be used when calculating the total billing by multiplying quantities times the billing rate If the Rate in the previous field is 1 you will be allowed to enter the billing rate for this billing code Otherwise the rate will default to the billing rate set up in the Master Configuration Current This data item allows you to enter the total suggested quantities if you have this feature turned on and billing amounts for the current period for this particular Page 2 38 Set Up amp Maintenance Chapter 2 Job Cost User Manual billing code The quantity entered here will be multiplied by the amount entered in the Rate Amount field above to calculate the suggested billing amount P T D This field is for tracking actual quantities and amounts of billings during the entire To Date project Regardless of whether a project has been carried over several years this data item will track the total quantities and billing amounts for this billing code during the entire duration of the project Budget This item is where you would enter any initial budgets for this particular billing code The amounts entered here will be used in the calculation of suggested billing amounts on certain types of projects and on all billing variance reports throughout the system Once
182. he Transaction Detail report for auditing purposes Quantity This field allows you to enter the quantity for this billing code if you have this feature turned on The unit of measure will automatically be displayed to the right of this field Unit Bill If the unit billing rate had already been established when the cost code was set up this amount will then automatically appear in this field You may however override this amount for this posting Extended Bill This field is the extended amount based on the quantity and unit billing rate amounts entered If no amounts were specified you may simply enter the total amount for this cost code Once you have entered the information you desire click on the Transfer button to validate and an audit trail of the transaction posting will be printed if you have this feature turned on The system will then ask for the next cost code and detail description for transferring billings When you are done transferring all costs click on the Cancel Job button and then the Close button to exit Results coJC2dy dbf Project Detail File PTD YTD MTD and Current Billings Adjusted coJC3dy dbf Transaction File Transaction Records Added Optional JC2GL co GL Batch File GL Journal Entry Added if interactive Chapter 3 Enter Transactions gt Page 3 23 Job Cost User Manual ENTER ESTIMATED PERCENT COMPLETE JC0103 This option allows you to enter
183. he company or customer name that will be displayed on all screens Description reporting invoices and statements This name may be up to thirty 30 characters alpha numeric Address This is the full billing address of the customer There are four lines of thirty 30 characters each for the address City This is the city of the customer There are thirty 30 characters allocated for the city Chapter 2 Set Up amp Maintenance gt Page 2 59 Job Cost User Manual State The system will allow fifteen 15 characters for the state of this customer Country If you have elected to include Country in Address an option during the set of a Company the system will include Country as a data field in the address information for this company The system will allow for fifteen 15 characters for the country Zip This is a ten 10 character zip code for the customer s address For example Customer Name ABC Company Inc Address 123 Main Street Suite 1030 Building 123 City Vancouver State Brit Columbia Cntry Canada Zip V6E 4A2 Region This is a five 5 character alpha numeric field for an abbreviation indicating the customer s region This may be a very useful field because all customer reports may be printed using a region mask Salesman This is the five 5 character alpha numeric salesman number of the salesman you would like to assign to this customer E Mail This is a fifty 50 cha
184. he total outstanding retainage that has already been calculated on this project As new invoices are vouchered into the system this figure will go up As you make payments to your vendors that include retainage invoices for this project this amount will decrease Page 2 12 Set Up amp Maintenance Chapter 2 Job Cost User Manual Details Clicking on the Details button at this point would allow you to see this option but would not allow you to add any detail This is an inquiry function Since you are just adding the Job Project no details would exist at this point Later as transactions are posted to the Job Project or after you add the initial detail to this project when you click this screen you will see a screen similar to the following Review Project Detail 96 0153 Tools Launch Edit Mavigation M 4 viu B 7i Detail ltem Description Desc Emp Est Complete Billing Cost Concrete Labor Conners Charles S Elliot Frank Wright Ron This is a scrolling detail screen of all of the billing and cost items on this Job Project Depending on what kind of Cost Code Cost Only Billing Only or Cost and Billing Code you may click the button that is active and view the summary of the line item The following screen will appear Review Project Detail Cost Information 96 0153 Tools Launch Cost Code LEL Description Concrete Labor Desc Emp Co
185. his report is very useful in verifying the information that has been keyed into the system Simply specify the range of projects that you would like to print and specify any special sorting or masking that you may desire The Non Detailed List may be used as a quick reference listing of projects and their project types while the Detailed Listing will print all information input into the system for this project Field Names Project Job Description Address City State Zip Special Account Numbers Manager Comments Customer Number Price Level Tax Rate Billing Information Total Contract Amount Max Draw Amount Overhead Allocation Factor Payroll Allocation Factor Estimated Percent Complete Project to Date Billings Project to Date Allocations Project to Date Draws Retainage Information Retainage Percent Current Retainage Vendor Retainage Percent Current Vendor Retainage Chapter 4 Print Reports Page 4 61 Job Cost User Manual Project Listing Non Detailed Infinity POWER Sample Company Inc Project Listing Page 1 4 04 28 2006 Number Description Job Type Type Manager 2203 Carrollwood Meadows Park Rec Recreation Center Direct Billing HOUSE House Sales 96 0005 Regional Home Show 96 0005 1st Quarter 1996 Percent Complete HOUSE House Sales 96 0013 Hart s Nursery Bank Draw Bank Draw BM Bill Maquire 96 0062 Tony Swiss Remodel Home
186. ia eel ana yet 4 32 ESTIMATED PROFIT REPORT JCO Orrin e Do Dites sie o 4 31 EIEEJMPORT MODULDES OVERVIEW ide 3 15 FILE IMPOR TL MODULES OVER DEW 2 36 FON CAFIRIBU IE mea 4 2 G OVER VIEW Lc xc I LM LEM LM LAM Id LN M ULL 2 I IMPORT COST Bie RVING CODES tA top t Ap 2 31 IMPORT COSTI BIBEING CODES ICUO0A uris su e ui ag iubes devicto M 2 31 INMPORTPROJECT COSTS bs attuli bbb bipes edad oce esl 3 13 INMPORT PROJECT COSTS EPEONVC EDAIS E 4 eina iet oe 1 17 3 3 IMPOR TPROJEC in toten den cepe dE 1 12 IMPORT PROJECTS iin gat oper
187. ick on Save to return to the main data entry screen Chapter 2 Set Up amp Maintenance gt Page 2 63 Job Cost User Manual Contact Info Button When you click on the Contact Info button you may enter and or review the optional Contact Management fields available for this record as shown on the following screen of these fields are form text fields and may be used in any fashion desired Primarily these fields are used with Data Pro s advanced DP DashBoard Enterprise Management System for special Customer Relationship Management CRM capabilities Customer Contact Information 8136708844 Tools Launch 5 Tile First Middle Name Akemate Phone E xtenisiorr Cell Phone Busness Tupe Tas ID 1 1 1 1 Do Not Mail The following table describes the Customer Contact Information screen details Salutation This data item is a ten 10 character alpha numeric field which represents how you would normally address a person i e Mr Mrs Dr Title This data item is a thirty 30 character alpha numeric field which allows you to store the person s title This is normally for titles like President Vice President Sales Manager Collections Manager Assistant etc First Name This data item is a twenty 20 character alpha numeric field whic
188. illing Only Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost amp Billing Code Cost Only F T D Budget Budget Budget Budget F T D Budget P T D Budget P T D Budget P T D F T D Budget Budget Budget Budget Budget P 1 02 Budget 0 00 0 00 0 00 0 00 0 00 1 00 0 00 110 00 0 00 0 00 80 00 80 00 0 00 0 00 0 00 0 00 2 00 0 00 127 00 0 00 Amount 1 350 00 975 00 0 00 0 00 13 300 00 0 00 13 335 66 6 600 00 6 600 00 0 00 2 500 00 1 275 00 1 350 00 0 00 0 00 15 300 00 0 00 15 294 03 7 600 00 7 620 00 0 00 Quantity 0 00 0 00 0 00 0 00 0 00 0 00 1 00 0 00 110 00 0 00 160 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 127 00 Page 2 4 04 28 2006 Amount 0 00 0 00 0 00 0 00 17 700 00 0 00 17 700 00 58 700 00 8 700 00 0 00 3 300 00 3 300 00 0 00 0 00 0 00 0 00 20 300 00 0 00 20 300 00 10 100 00 10 100 00 Chapter 4 Project Description Cost Code Desc Emp Number of reco
189. imal place 2 Map file descriptions that contain A adds a value to an existing value instead of replacing it 3 position 1 forces value to be fixed as specified the map file description Example If you were going to be forcing a Tax Rate the line would look as follows 33701 Tax Kate 384 10 ST RENG 1 5 5 being the length of the Tax code number NOTE The DP OS DP LEN and are unique to the Data Pro version and platform These must not be changed or adjusted Page 3 Page 2 22 Set Up amp Maintenance Chapter 2 Chapter 2 Job Cost User Manual Data Pro Support Document If you are importing from Excel using a space delimited file If you are importing from Excel and using space delimited file Windows has a limit of 215 for the length Therefore you must import twice Use an Action 4 for both imports Make sure to delete all headers in the Excel Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that held Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being importe
190. ing all projects and then print an audit trail called Update billing Report that will show the project the billing amount any cost of sales amounts and the gross profit and profit percentages The Project Type specified will appear at the top of the report The system will then print a second report called the Update Billing Account Summary which will give you a complete General Ledger breakdown of all transactions that have just taken place Field Names Job Project Number Project Description Billing Amount Cost of Sales Amount Profit Profit Percentage Totals Results coJC1dy dbf Project File PTD YTD amp MTD Billing Amounts Updated coJC2dy dbf Project Detail File Current Costs and Billings Cleared PTD YTD and MTD Billing Amounts Updated coJC3dy dbf Transaction File Transaction Records Added Optional JC2GL co GL Batch File GL Batch File Updated if interactive Page 3 22 Enter Transactions Chapter 3 Job Cost User Manual TRANSFER BILLING BETWEEN CODES JC0112 This option allows you to transfer billing amounts from one billing code or phase to another This feature is designed to move information quickly from one portion of a project to another This may include transferring billing amounts from one phase of a project to another When selecting this option you will be asked to specify the particular project that you want to transfer billings for Enter the project number
191. ion Note that any cost codes with an asterisk in the code number will be exempt from the calculation of total period costs This allows you to exclude certain cost codes such as Reimbursable or Indirect expenses from the overhead allocation calculation Keep in mind that as long as costs are still in the current column they will be used in the calculation process by this option Therefore if the option is run once then again without billing for the items used in the first calculation the system will in essence calculate against these current costs twice As long as this is your intention then there is no problem Page 3 12 Enter Transactions Chapter 3 Job Cost User Manual Results coJClidy dbf Project File PTD YTD and MTD Overhead Costs Updated coJC2dy dbf Project Detail File PTD YTD and MTD Overhead Costs Updated coJC3dy dbf Transaction File Transaction Record Added Optional IMPORT PROJECT COSTS JC0602 This option allows you to import project cost information from an external program or device such as a job shop bar code reader Import files may either be fixed length ASCII files or comma delimited PRN files The File Import options allow you to bring information into the appropriate modules from text or ASCII files These text files may be created by word processors spreadsheets databases or many other types of programs This option is designed to allow you to import Project Costs directly into t
192. ions Cost Code Number Components and the Cost Code Configuration x Tools Launch Cost Classifications Labor Description Haterial P Categor 1 Sub ContE Category 2 Rental gom Categor 3 Cade Category 4 Transfers Category 5 Lost Code Label Code Overhead Cost Code Number Default Phase Sub Phase Code Components The Cost Configuration screen allows you to define ten 10 Cost Classifications which provide you with an alternate method of reporting costs a project For instance you may have a separate phase set up for Concrete Framing Roofing Electrical etc and within each phase you have a breakdown for Labor Materials Sub Contract and Rentals By assigning a common cost classification to each of these specific breakdowns within a phase you would be able to summarize specific reports by these cost classifications This would allow you to see your total Labor costs on the project regardless of the type of Labor involved This is not necessary for the basic set up of the system however utilizing this feature will provide you with an extra dimension of reporting Cost Code Number Default Phase Sub Phase Code Components These data items allow you to configure the Cost Code Number Components This gives you the ability to define what each breakdown of the cost or billing codes
193. is marked for Deletion Copy Mode JC0404 This option allows you to create a new project by copying the information from an existing one Using this option the system provides a quick method of setting up projects that are very similar Many projects may be of the same nature and the only variance may be the actual customer involved The rest of the information relevant to these projects may be exactly the same By using the Mode option you are able to quickly create and enter new projects into the file First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the information except for project number will be copied to a new record Enter the new project number for this record At this point you may choose to edit any of the information or click on the button to validate which will then add it to the file You may choose from three options 1 No Detail Copied 2 Detail Copied 3 Detail Copied with Budgets What project detail you wish to include What project detail do you wish to include Detail Det Budget The project detail 15 one of most important features t
194. is set to 0 00 A positive increase will adjust alignment down a negative value will adjust alignment up Page 4 2 Print Reports Chapter 4 Job Cost User Manual Properties Ready HP LaserJet Where Comment Print to file Copies Number of copies Print range Pages fom 5 tcf Selection pl Collate Displayed Report Options If the report output is Display you can also use the navigation toolbar buttons to jump to another page within the displayed report or click the toolbar button to specify a particular page This comes in handy to view specific information in a long report without having to navigate page by page Output Display Detailed Project Page Send Iq 4 b bi From within a displayed report you can also send the report current page or all pages to print or change the output destination for the current page or the entire report without leaving the screen By clicking the search toolbar button you can also search for specified text within the displayed report This allows you to search for any text amounts dates etc contained within the report Range of Accounts When asked to define the range of account numbers to report on place your cursor on the Beginning Account field and press the Input Help Hot Key F2 by default to gain access to the account listing You may choose to search for accou
195. isplayed Simply highlight the project you wish to use and press ENTER Once you have input the project numbers you wish to graph up to 12 you will be asked to select the type of graph to display You will then select the type of graph desired Bar Graph Pie Chart Upon selecting the graph type and clicking on the GRAPH button the graph will automatically be plotted After you have completed your review or printing of the graph click the OK button to continue Billing 5555 Complete Page 5 2 Perform Analytical Graphs Chapter 5 Job Cost User Manual Billing 5575 Complete PROJECT COST BREAKDOWN JC0303 This graph provides a comparative analysis of all costs on a project by Cost Classification such as total labor materials sub contract etc To specify the project you wish to graph you simply input the appropriate project number If you are unsure of the project number press TAB and a listing of your project numbers and their descriptions will be displayed Simply highlight the project you wish to use and press ENTER Once you have input the project number you wish to graph you will be asked to select the type of graph to display You will then select the type of graph desired Bar Graph Pie Chart Upon selecting the graph type and clicking on the GRAPH button the graph will automatically be plotted After you have completed your review or printing of the graph click on the OK button to continue
196. ject This may be used to avoid having a data entry operator inadvertently charge costs and billings to the wrong set of codes that are not related to a given project You also have the ability to customize the Label used for your cost and billing codes You may define the sub component Labels and sizes depending on your specific needs This code may be broken into components from I to 5 totaling ten 10 characters alpha numeric in length The term Cost Code may fit perfectly for your business If not you may use Job Code Phase Code Project Code Cost Account etc Chapter 1 Introduction Page 1 3 Job Cost User Manual This is the key to allowing you to configure the system to your particular business application You may configure these codes with several component breakdowns establishing each component to represent a key piece of information for that code It is very important how you configure your cost codes because reporting capabilities are in part defined by your configuration The system has been designed to allow different layers or levels of reporting flexibility Reports throughout the system allow you to select the level of detail that you wish to report on The configuration of your cost and billing codes will directly affect the format and content of these reports A cost code as we will call it may be a maximum of ten 10 characters long The system allows you to establish up to five 5 different levels of rep
197. l description field that may be used in the Project File This 15 a user definable field that may be used to search and sort by throughout the system This may be most useful if you need to set up your Jobs to be easily retrieved by a special key such as the owner of the job scheduled completion date etc Detail Description Default EMP SUB This 15 a twenty 20 character alpha numeric field that may be used at the time of recording cost codes This field is considered the lowest of all levels of detail and may be used to attach an employee s name or the description of a material to a cost code This allows you to maintain very specific detail on a cost code while not having to make accommodations for that description as part of the actual cost code This description may be printed out at the time of printing various billing costing or budget reports underneath each cost code description A good example of how this may work is in considering a cost code such as Roofing Materials Let s assume that you assign Roofing Materials Cost Code 1006 If at the time you are setting up budgets for 5000 of 1 2 sheets of plywood you could use the description to appear under the Cost Code 1006 Roofing Materials In addition you may in fact have several types of lumber that would be grouped under Roofing Materials Using this detail however you have the ability to see specifically what items comprise the amounts in Roofing Materi
198. lance to Finish Budget Total Retainage Current amp Total Grand Total Page 4 14 Print Reports Chapter 4 Project 85 0013 1 1 1 Job Cost User Manual Application for Payment Draw Billing Information Description Hart s Nursery Commercial Construction Concrete Framing Rooting Total Commercial Construction gr Overhead Allocated Total Overhead Allocated Grand Totals Number of records printed 1 Chapter 4 Infinity POWER Sample Company Inc Application for Payment Draw Detail Level Phase Scheduled Value 0 00 59 300 00 51 300 00 54 400 00 165 000 00 0 00 165 000 00 Previous Amount Current Amount 0 00 0 00 59 300 00 7 500 00 51 300 00 0 00 54 400 00 50 00 5165 000 00 57 500 00 50 00 50 00 5165 000 00 7 500 00 Total Completed 0 00 66 800 00 51 300 00 54 400 00 5172 500 00 50 00 172 500 00 Percent Completa 0 00 112 65 100 00 100 00 104 59 0 00 104 55 to Finish 0 00 7 500 00 0 00 50 00 7 500 00 50 00 57 500 00 1 4 04 28 2006 Retainage Cur Tatal 0 00 0 00 1 125 00 10 020 00 0 00 7 695 00 0 00 8 160 00 1 125 00 25 875 00 0 00 0 00 1 125 00 25 975 00 Print Reports Page 4 15 Job Cost User Manual Projeci 96 0013
199. ld be reviewed in a similar manner Use of this feature is optional so if you do not need this cost code or phase analysis then you may simply ignore this feature Page 1 6 Introduction Chapter 1 Job Cost User Manual SYSTEM INTEGRATION This section includes a brief overview of how the Job Cost Main Module integrates with various other accounting modules in this series These modules include General Ledger Accounts Payable Payroll Accounts Receivable Purchase Order Entry and Manufacturing Inventory Management Please note that these modules are designed to work with the Job Cost Main Module Integration with General Ledger If the Job Cost Main Module is interactive with the General Ledger module the following General Ledger transactions will be posted every time you execute these normal Job Cost transactions Account Description Debit G L ACCOUNTS Based on the Cost or Billing code 1 REQUIRED COSTS LL NN NN NN 2 TRANSFER COSTS Work In Process Source Cost X Code Work In Process Destination Cost X Code 3 UPDATE BILLING Billing Type 1 3 A For Each Billing Code Revenue Cash AR Account B For Each Cost Code COS 5 COMPLETE A PROJECT Billing Type 1 3 5 and Additional Billing Required A For Each Billing Code freee X _ B For Each Cost Code X o Chapter 1 Introduction Page 1 7 Job Cost User Manual AccountDescription Debit Credt
200. ld be some time later depending on the size of your project detail file If your Job Cost data files are IMB you may need as much as 1 2MB additional free space before proceeding with this option When you select this option you may click on the Start button to begin the process or the Close button to exit Once begun all completed project detail records will be removed from the Project Detail file After the process is complete you may click on the button Results coJC2dy dbf Project Detail File Deleted Project Detail Records Removed Page 2 40 Set Up amp Maintenance Chapter 2 Job Cost User Manual JOB COST CONFIGURATION JC0410 This option allows you to set up the Master Configuration report grouping types job types and integration with other systems A default configuration 15 already built into your Job Cost module However you may prefer to change this configuration to meet your company s specific requirements If you decide to assume the default values please review them carefully before you begin processing x Tools Launch Master Configuration Billing Fate Cost Configuration Default GL Accounts System Integration Project Label Proj ect Print Registers Special Field 2 ob Track Quantities Detail Description Desc Emp Project Defaults Sort Description Project Compl Contract Cash AR Account 11210 Overhead Fact
201. le Detail Batch Files ACCOUNTS RECEIVABLE 1 xxxARIdy dbf PROJECT Accounts Receivable Customer File AR02 xxxAR2 dbf PROJ Accounts Receivable Open Item File AR03 xxxAR3dy dbf PROJ Accounts Receivable Transaction File Chapter 2 Set Up amp Maintenance gt Page 2 25 Job Cost User Manual File Name Field Modified 10 xxxARA dbf JOBNUM Accounts Receivable Cycle Invoice File INVENTORY IM02 xxxIM2dy dbf REF Inventory Transaction File JOB COST JCO1 xxxJC1dy dbf NUM Job Cost Project File JC02 xxx JC2dy dbf PROJNUM Job Cost Project Detail File JC03 xxxJC3dy dbf PROJNUM Job Cost Transaction File PURCHASE ORDER POO01 xxxPOldy dbf PROJ Purchase Order File PO02 xxxPO2dy dbf PROJ Purchase Order Detail File POO4 xxxPOA4 dbf JOBNUM Purchase Order Batch File PAYROLL PR12 xxxPRCcy dbf DEPT Payroll Transaction Detail File SALES ORDER 5001 xxxSOldy dbf PROJ Sales Order File 5002 xxxSO2dy dbf PROJ Sales Order Detail File TIME SHEET ENTRY TEO01 xxxTE1 dbf DEPT Time Sheet Entry File SET UP COST amp BILLING CODES This section discusses the ways to add change delete and copy cost and billing codes It also discusses how to print the Cost and Billing Code Listing which is used to verify all information input into the files The numbering sequence of the cost and billing codes is
202. les information the salesman must be set up in Accounts Receivable as well as in the project file with matching numbers Tax Rate This field only has relevance if you are interactive with the Accounts Receivable Module This is the Tax Rate Number that has been set up in the tax rate file of the Accounts Receivable module that you would like to assign this project There should be a tax rate number entered in this field so any exempt customers must be assigned a tax rate that has been set up with zero tax percentages Beginning Date This 15 the starting date of this project This is to allow managers to track the beginning dates on a project Ending Date This is the ending date of this project This is to allow managers to track ending dates on a project By clicking on the Billing button a new window will overlay your existing screen for you to specify the following information Billing Billing Information 2004 1 Tools Launch Contract Amount 150 000 00 Maximum Draw Amount 125 000 00 Overhead Allocation Factor 0 1000 2 Payroll Allocation Factor 0 2500 Percent Complete 20 0000 Manth To Date Y ear To Date Actual Billings 0 00 0 00 Actual Draws 0 00 0 00 Actual Costs 0 00 0 00 Details Cancel Page 2 10 Set Up amp Maintenance Project To Date 0 00 0 00 Chapter 2 Job Cost User Manual Contract A
203. lick gt on this option It is selected by default This will allow you to see if there are any discrepancies within your import file Page 3 14 Enter Transactions Chapter 3 Job Cost User Manual The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three questions click on the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process you may click on button Otherwise click on the button to return you to the Menu Bar File Import Modules Overview Because the concept of transferring information from one system or program to another via text interface
204. line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF For example an Inventory Physical Count import should look like this 100A 1111 1 100 001 100 1122 A2 250 00 CR HLFE 100 2211 A3 75 00 CRHLF Select the type of file you will be using and you will then be prompted to enter the name of the file to be imported You may use any name consistent with all DOS or UNIX naming structures Next you will be prompted as to whether the system should print an audit trail first before starting the import process It is highly recommended that you enter Y es to this prompt This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted to enter Y es or N o to go ahead and process the import of data Chapter 2 Set Up amp Maintenance Page 2 31 Job Cost User Manual If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three questions press ENTER to Validate and the system will begin to either print the audit trail first or go ahead and perform the import process b
205. ling rate for a Master Carpenter than you would for an Apprentice Chapter 2 Set Up amp Maintenance gt Page 2 45 Job Cost User Manual configuration Tools Launch Billing Description Default Hate Billing Description Default Hate 1 0 11 0 00 2 Rate si gf o se qtsbor mate 2 aaf o oo 4 Maverial Rate g1 7500 uw seo g Material Rate 2 0 100 00 oso 7 0 00 afo o ooo 00 0 02020 0 1 10 se cm sec TN NI Therefore you may specify by billing code which billing rate should be used in calculating the suggested billing information for a Direct Billing project Billing Rate 1 is reserved for miscellaneous billings which cannot predefined Every time you select this billing rate you will be asked for the dollar amount of the rate Billing Rates 2 20 are used for standard billing rates The system also allows you to specify the description of each rate so that you may either be non specific Billing Rate 1 billing Rate 2 etc or very specific Master Carpenter Apprentice Carpenter etc Once you have entered all of the information for this screen you may click on button to validate your changes Page 2 46 Set Up amp Maintenance Chapter 2 Job Cost User Manual Cost Configuration The Cost Configuration screen allows for the user defined setup of Cost Classificat
206. ll of the same fonts After selecting font attributes for either the Printer Settings or Display Settings clicking the corresponding Save button will make those current selections the default settings If you select different attributes between displaying printing reports you must click the Apply button for the new font attributes to be applied Otherwise the selections made for the previous report within the same session will be applied to the current report Once you log out of the system the last saved printer and display settings will be applied to the reports when you log back into the system If E Mail is selected as the report output destination the actual report will be embedded within the e mail message as an HTML display in a fixed Courier font so that columns will automatically adjust to align properly Report Print Options In the Printer Settings section click on the Options button to open the Print window You can select the entire report the current page a range of pages or a specific page to be printed You can also custom adjust form sizes by increasing or decreasing the horizontal and vertical offsets The horizontal offset adjusts the alignment in fractions of an inch The default offset value is set to 0 00 A positive increase will adjust alignment to the right a negative value will adjust alignment to the left The vertical offset adjusts the alignment in fractions of an inch The default offset value
207. llows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once a project code is deleted there is no way to retrieve it again Results coJC4 dbf Cost Code File Cost Code Information is marked for Deletion Copy Mode 4 0408 This option allows you to create a new cost or billing code by copying the information from an existing one This option is very useful when setting up similar codes for different phases or classifications or renumbering codes Using this option the system provides a quick method of setting up project codes that are very similar Many companies will for instance use several phases in their projects Though the cost or billing code may otherwise be the same the difference is in the phase number Using this option the cost or billing code may be set up once and then copied to each phase First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose Operation o
208. lows you to then see the calculated cost per square foot quantity per acre etc Print Registers Default On This option allows you to specify whether an audit trail should be printed by the system at the time that you are entering costing information into the system The default to this option set to have the checkbox on however it may be turned off at any time Chapter 2 Set Up amp Maintenance gt Page 2 43 Job Cost User Manual Track Quantities Default On This question will configure the system to track quantities on each cost code as well as dollars If you are only interested in total dollars by cost code or job then leave this checkbox blank If you click on this checkbox the system will also allow you to set up budgets based on quantities as well as dollar amounts so that you may track overruns not only based on dollars but quantities as well In addition cost and billing information will be tracked by quantities as well Project Type Default 3 Percent Complete This option allows you to specify the default project type This is the type that you would normally use the most during your course of business Multiple types are supported and may be specified by project Your choices are Direct Billing Cost Plus Percent Complete Completed Contract Bank Draw Direct Billing This project type assumes that you are going to invoice a customer based on the direct hours or quantities
209. mber and description special field customer number and manager information The system will then calculate the information necessary to complete the project and display the original contract amount current billing AR retainage current costs balance forward amount and AP retainage If the project type is Bank Draw the contract amount and current billing will be replaced with maximum draw and current draw The system will then display two data items which are needed to complete the project Page 3 24 Enter Transactions Chapter 3 Job Cost User Manual These items are described as follows Total Revenue This item contains the total amount of revenue for the project The default will be Amount the original contract amount of the project If this amount is greater than the current billing amount shown above the difference will be billed during the completion process If the Total Revenue Amount is less than or equal to the current billing amount no billing will be performed Cost Code This item contains the billing code that will be used for any final billing that must Number be performed This code must be entered and must exist in the Cost and Billing Code file The description of this billing code will be displayed below this data item After you have entered the above data items you may click on the Start button to begin the completion process At this point any final billing will be performed and all Work In Process costs
210. ment Rods 4 032 00 4 032 00 5 904 00 2 016 00 3 828 00 293 Sand 0 00 0 00 1 057 50 1 125 00 567 50 94 scaffold 0 00 0 00 2 700 00 2 250 00 450 00 120 Wendor SUN1 0 00 0 00 0 00 550 00 5550 00 0 Wire 0 00 0 00 6 159 23 5 999 25 159 98 103 yds af concreta 0 00 0 00 18 627 90 18 600 00 27 90 100 1 C M 13 552 00 13 552 00 53 488 53 40 060 25 13 428 38 134 1 8 Concrete Sub Contract Supplier PICF 0 00 250 00 250 00 750 00 500 00 33 Vendor S amp s 0 00 0 00 9 300 00 9 300 00 0 00 100 Total 1 C S 0 00 250 00 9 550 00 10 050 00 500 00 95 1FL Framing Labor 0 00 0 00 0 00 4 300 00 4 300 00 0 Conners Charles S 289 80 289 80 1 614 80 2 649 60 1 034 80 61 Elliot Frank 480 24 480 24 2 005 24 3 974 40 1 969 16 50 Franklin Albert T 1 300 08 1 300 08 1 697 58 3 726 00 2 028 42 46 Wright Ron 0 00 0 00 1 325 00 5 299 20 3 974 20 25 Total 1 F L 2 070 12 2 070 12 6 642 62 19 949 20 13 306 58 33 Chapter 4 Print Reports Page 4 39 Job Cost User Manual 1FM 1FS 1RL 1RM 1RS gr Page 4 40 Cost Code Framing Materials Supplier FLO1 Vendor FLOT 1 M Framing Sub Cantract Vendor S amp s Tatal 1 F S Roofing Labor Conners Charles 5 Elliat Frank Franklin Albert T Gordon Jim Wright Ron 1 R L Roofing Materials Vendor BOW 1 Total 1 R Mr
211. mmarized figures for MTD Profit YTD Profit PTD Profit the Project Budget and the Variance The Cost Code Summary version of the report offers summarized figures for MTD Profit YTD Profit PTD Profit the Project Budget and the Variance by cost code The Project Detail version of the Project Income Expense report provides you with detail figures that include MTD Income and Expense YTD Income and Expense PTD Income and Expense Project Income and Expense Budgets and the Variance By selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the 2 key for near matches After you have selected your range of projects and variation of the report you would like to print you may specify a manager mask and or project number mask to include when printing this report Field Names non detailed Project Number Project Description MTD Profit YTD Profit PTD Profit Project Budget Variance Field Names detailed Project Code Project Code Description Month to Date Income Year to Date Income Project to Date Income Project Income Budget Income Variance Total Income Month to Date Expense Year to Date Expense Project to Date Expense Project Expense Budget Total Expense Net Profit Chapter 4 Print Reports Page 4 37 Job Cost User Manual 1 1 1R 1 1 1 85 1FL 1FM 1F5 TRL 1RM TRS g
212. mount This 1s the set amount of the contract to be billed Maximum Draw This is the maximum amount of Draw loans against construction that may Amount be taken during the course of this project Overhead Allows you to override the system default factor specified in the Master Allocation Factor Configuration Pressing TAB through this question will assume the default This overhead allocation factor will be used to post overhead costs to the project based on current costs posted in the system multiplied by this factor Payroll Allocation Allows you to override the system default factor specified in the Master Factor Configuration Pressing TAB through this question will assume the default This allocation factor will be used to post payroll overhead expenses to the project based on current payroll posted to the project multiplied by this factor This may be used to allocate payroll tax overhead as costs to the project This payroll allocation occurs only if you are interactive with the Payroll Module Estimated Percent The percentage amount of completion for the project based on the estimate Complete entered by the project manager This is used to calculate your projected profit and cost overruns based on the cost percent complete This is useful in comparing the actual status of a project versus the actual costs incurred Project To Date Allows you to enter the total billing amounts that have been incurred prior to Billings setting
213. mp Maintenance Page 2 51 Job Cost User Manual Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Help General Ledger Accounts Payable Vus Purchase Order Entry 1 iy if f LU Accounts Receivable Inventory Management Sales Order Entry TE P Point of Sale JG Job Cost Main Module Time Sheet Entry Check Reconciliation Pin Report Writer Report Writer Run Time Customer Support Management Security Administrator ir POWERServer Module Run Crystal Reports Productivity Tools Form Senerator POWER Upgrade Utility Start Up From Scratch Stark Mew Year s Files Before selecting this option you should make several backups of the old year for archival purposes before starting the new year You must also be in the last fiscal period month of the year before you can execute this option Start New Year s Files Oj x Tools This option creates new year s data files for each registered system in the company Infinity POWER 5 ample Company Inc ins Be sure vou have backups of your current year s data files before you begin Registered 5 stems Accounts Payable System started Accounts Hecereable System not started Customer Support Management System not started General Ledger System not started Inventa Management System not started Job Cost System not started System not started
214. n the Master Configuration before this option may be executed When selecting this option you will be asked to specify the range of projects that you want to Post Overhead Allocations to Enter the project number or press the F2 key for special searches After you have selected your range of projects you may specify manager masks when posting these allocations Once you click Start button to begin the system will look at the current costs for each project specified and check the project file to determine the Overhead Allocation Factors set up by project and then calculate the appropriate amounts before posting them An audit trail of the transaction posting will then be printed if you have this feature turned on This update is not automatic so that you may control when these costs should be charged to a particular project This option however be run at anytime during the course of a project The overhead allocation costs will be posted to the project using the Overhead Allocation Cost Code that was set up in the Master Configuration If this cost code has not been budgeted for the project the system will add the new code to the project detail The amount of overhead allocated is calculated as the total current period costs of all cost codes times the project s Overhead Allocation Factor Once costs have been billed for they are no longer included as current costs and will not be used again in any future use of this opt
215. name found in data dictionary 0 DPOffset This is an internal offset and cannot be changed 10 length of field STRING Type of field 1 Starting position of field 10 length of field Field name DPOffset length of field and type of field can all be found in the Data Dictionary You can find this file fldinfo dbf in the power directory You can add any field y ou need from the vendor file making sure you use the correct DPoffset and length from the data dictionary and adjust the starting position of the field and length of the record 3 yO 10 STRING L 19 Code 11 10 STRING 11 10 Detail Desc 22 20 STRING 21 20 Est Cost Qty 60 12 DOUBLE 41 12 Est Total Cost 188 16 DOUBLE 53 16 Bill Rate 308 2 CHAR 69 2 Bill Rate 310 16 DOUBLE 71 16 ESL Bill Oty 326 12 DOUBLE 87 12 Est Total Bill 454 16 DOUBLE 99 16 LRL 114 Required fields for importing records Field Types CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER NO DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED Must have 0 00 if no amount DOUBLE AMOUNT DECIMALS REQUIRED Must have 0 00 if no amount LRL FIXED LENGTH OF RECORD LINE DATES MMDDYY Field Type Formatting CHAR NUMBER NO DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RET
216. nce import Cost Billing Codes and create the default map file that you can edit You can change the default map file import file by bringing up the file in notepad or wordpad and deleting or adding fields you wish to import If you delete or add fields you would then need to adjust the starting position in the map file and the length Remember the action is not included in the length of the records Always save the file as JC0604 MAP Explanation of File Cost Code field name found in data dictionary DPOffset This is an internal offset and cannot be changed 10 length of field STRING Type of field 1 Starting position of field 10 length of field Field name DPOffset length of field and type of field can all be found in the Data Dictionary You can find this file fldinfo dbf in the power directory You can add any field y ou need from the vendor file making sure you use the correct DPoffset and length from the data dictionary and adjust the starting position of the field and length of the record COSE Code 4 0 1D STRING l 10 Description 11 30 STRING 11 30 UTYpe U 42 2 GHAR 41 32 Class 43 2 CHAR 4342 Cost U M 45 4 STRING 45 4 Default Cost 50 16 DOUBLE 49 16 Billing U M 58 4 STRING 65 4 Bill Rate 63 2 CHAR 69 2 Default Bill Rate 64 16 DOUBLE 71 16 AR Sales Code 72 10 STRING 87 10 GL Sales Acct 83 20 STRING 97 20 SUG COS AO es STRING L
217. nd MTD Costs Updated coJC2dy dbf Project Detail File PTD YTD MTD and Current Costs Updated coJC3dy dbf Transaction File Transaction Record Added Optional JC2GL co GL Batch File GL Journal Entry Added if interactive TRANSFER COSTS BETWEEN CODES JC0102 This option allows you to transfer costs from one cost code or phase to another This transfer may act as an adjustment or method to move Work in Process information through a manufacturing process This feature is designed to move information quickly from one portion of a project to another This may include transferring the costs to Work in Process or from Work in Process This may also be used to transfer costs from one phase of a project to another Many users that are performing the manufacture of items through the Job Cost system will use this option as the means to transfer all associated costs for a specific project batch of items inventory item etc into a single cost code with the detail description set up as the actual inventory item number used in the Manufacturing Inventory Management module The feature to allow Detail Descriptions must be turned on to utilize this feature Once all costs have been transferred to a single cost code with a single description as the item number the next step would be to go to the Manufacturing Inventory Management module and perform the option Transfer Items From a Project found under the Transactions menu options
218. ng and faxing Customer Contact Information 51307689044 Tools Launch Salutations Title Vice President DoNoEMal FistName Thomas DoNoFa P TTTS Last Kennedy Akemate Phone 727 884 8678 E tension s 0441 Cell Phone p13 841 3461 Business Type Business Banker Tas ID Chapter 2 Set Up amp Maintenance Page 2 55 Job Cost User Manual Click on the Items button to review all current open items and multiple payments made on a specific invoice as shown below Open Item Payment History Invoice 69098 Tools Launch Edit Wavigation Item Payment Date Amount Check 04 30 2004 500 00 04 30 2004 225 00 03 09 2004 461 00 O3 26 2004 2384 00 Cancel This will only occur if the Payment button is highlighted due to the fact that one or more payments have been applied to a specific invoice as shown below Customer Current Open Items 1 Tools Launch Edit Wavigation Item Type Transaction Description Total Amount Date Due Date Job Account Remaining Amount Fost Date Payment History Complete Fayment Date Payment Date Check 1 Inv 69098 Home Show sale 1 992 89 01 31 2003 Payments 79 0142003 10472 5422 89 01 31 2003 SBVMeEnts y 03 26 2004 e Inv 69076 Built Shed 7 021 55 D2z 217 2003 0322222003 96 0005 7 021 55 02 21 2003 Payments Cancel
219. nly outstanding orders will be transferred to the new fiscal year Job Cost however is one module whereby users may create new data files for the new fiscal year and continue to process in both the prior and new fiscal years and the same time Once postings are made to the prior fiscal year the option to Bring Balances Forward into the new year is run to bring all adjusted balances current Select the module s to Start New Year s Files for and click on Start button The program will create the new year s data files The system will show a message next to each module stating System already started The bottom of the screen will show Processing Completed Click on the Close button to return to the Menu Bar Results coJClidy dbf Project File New Year s File Created coJC2dy dbf Project Detail File New Year s File Created coJC3dy dbf Transaction File New Year s File Created optional BRING BALANCES FORWARD JC0413 This option brings balances forward from the old fiscal year into the current fiscal year This includes the previous year s current period cost and billing information You may execute this option as often as you wish You should execute this option if you have made changes to the prior year s Job Cost files after this year s files have already been created The only data that is affected by executing this option is the beginning year s balances for each cost and billing code the p
220. nners Charles S3 Lost 13 75 Quantity Amount Current 0 00 go Manth To D ate S1 JEJE ear Tao Date Project T o Diate 51 100 Budget n Click on to exit this screen to return to the previous screen where you may select another Cost or Billing Code to view the Details Chapter 2 Set Up amp Maintenance Page 2 13 Job Cost User Manual User Fields Clicking on User Fields button at this point would allow you to view any information you may already have stored in any user defined fields you may have added to the Job Project file On this screen you will be able to add information to these fields as well Maintain User Fields Project Tools Launch Edit Navigation 4 4 bbUuB gt Detail Item Field Name Description Type Length Data Value 1 UMGRCELL Project Manager Cell Phone 513 642 9434 Save Cancel If you have added any information to the User Fields in the Job Project click on button to validate your entries Otherwise click to return to the main menu On the main menu click on Save and then Close to exit Results coJCidy dbf Project File Project Information is Set Up Change Mode JC0402 This option allows you to change information on an existing project If you have made any mistakes during this set up process you may return to the Change Mode option
221. no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Page 1 Chapter 3 Enter Transactions gt Page 3 17 Job Cost User Manual Data Pro Support Document Import Tips 1 file deseriptions that contain assume 2 decimal place 2 file descriptions that contain A adds a value to an existing value instead of replacing it 3 file position 1 forces value to be fixed as specified in the map file description Example If vou were going to be forcing a Description the line would look as follows Receipt Trans Dese 52 30 STRING 1 7 7 being the length of the Description NOTE The DP OS DP LEN and are unique to the Data Pro version and platform These must not be changed or adjusted If you are importing from Excel using a space delinuted file Make sure to delete all headers in the Excel file Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that field Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field Int Format as a number zero decimals and make sure to left justify the column c
222. not permit you to execute this option again These files are created only once for each new company This option however only creates these files NAVIGATION TOOLS Within this module there are numerous references to navigation The following navigation buttons are defined for reference when used through this chapter 4 Selects the first record 4 Selects previous record b Selects the next record Selects the last record Scroll view Selects specific record from a list Creates record Modifies the current record Deletes the current record Creates a record based on the current record Maintains notes for this record Displays record timestamp information Page 2 4 Set Up amp Maintenance Chapter 2 Job Cost User Manual SET UP PROJECTS This section will cover the options available for setting up projects These functions may be performed at any time during the processing cycle You may add notes to any project that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new project changing an existing project or copying a project By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Op
223. nstruction 8 Overhead Allocated Total Overhead Allocated Grand Totals Number of records printed 1 Page 4 22 Print Reports Infinity POWER Sample Company Inc Estimate to Complete Report Detail Level Phase Current Qty of Qty PTD Gty of Bud PTD Budget 35 00 0 28 12 463 00 0 27 13 178 00 32 00 1 42 2 261 00 0 53 6 066 00 41 00 1 15 3 559 50 0 54 7 616 00 108 00 0 59 18 279 50 0 40 26 860 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 108 00 0 59 18 279 50 0 40 26 860 00 Estimate to Complete Report Page 1 4 04 28 2006 Variance Complete Known Overrun Estimate Est Overrun 715 00 94 57 867 00 182 85 3 805 00 37 27 0 00 0 00 4 060 50 46 65 112 00 81 14 8 580 50 68 05 879 00 263 99 0 00 0 00 0 00 8 00 0 00 0 00 0 00 0 00 0 00 8 580 50 68 05 979 00 0 00 263 99 Chapter 4 Job Cost User Manual Cost Classification Summary 4 0206 This report provides a quick summary of all costs for a range of projects based on the specified cost classifications This report is designed to give you a summary of all cost codes for each project specified by the cost classifications set up in the Master Configuration When selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2 key for near matches After you have selected your range of projects you may specify a manager mask N
224. nt that was used on a payment Year To Date Sales This is a calculated field by the system that keeps an on going total of Sales for this customer based on all invoices credit memos and debit memos that have been issued to this account Average Days to Pay This field is a calculated weighted average based on the number of days it takes this customer to pay each open item On average you will be able to determine that the customer is a good paying client slow paying client or in between based on this on going calculation Invoices in Average This field stores the total number of invoices that have been used in the Average Days to Pay calculation Therefore you don t want to base a credit decision necessarily on one or two invoice payments On the other hand if it is based on fifty invoices a better history has been defined and can assist you more accurately in your decisions High Balance This field stores the highest outstanding balance the customer has maintained with your company Aging Date This field stores the last date when a customer aging was calculated for this account Therefore when you are looking at all of the balances in each of the following Aging Categories make sure to look at this date to ensure that the date is fairly recent If it is old then you should go to the Reports menu option and run the option to Calculate Age of Accounts to realign all of the open items into the
225. nts by account number or description Once you have selected the Beginning Account Number click on the Ending Account Number field and then press the Input Help Hot Key F2 by default to gain access to the account listing to choose your ending number Data Record Retrieval This function can be done on any indexed field in the currently active system or a field the current system is integrated with When the right mouse button is clicked in the field the system will display the choices of data record retrieval Chapter 4 Print Reports Page 4 3 Job Cost User Manual This feature is available in most options throughout the Infinity POWER system It will simplify your retrieval of records when printing reports The data record retrieval choices are listed below First Record This option will allow you to select the first record in the requested file Next Record This option will allow you to retrieve the next sequential record in the file assuming you have already selected a record Current Record This option will allow you to select the last record that was accessed Scroll View This option will display a scrolling screen with all records in the accessed file You may scroll through the records and select the one of your choice You may also change the sorting preference and search for the record in a variety of ways Previous Record This option will allow you to retrieve the previous sequential record in the file
226. o be found within Job Cost Module By utilizing this feature a project may be conveniently set up and tracked with extensive levels of detailed information if desired This option allows you to choose whether to include any project detail at all copy the detail description lines only or whether to include both the detail description lines and their respective budget amounts Once you have made your selection and click on the button the new project will be added to the file Results coJC1dy dbf Project File Project Information is Set Up Chapter 2 Set Up amp Maintenance Page 2 15 Job Cost User Manual IMPORT PROJECTS JC0603 The File Import options allow you to bring information into the appropriate modules from text or ASCII files These text files may be created by word processors spreadsheets databases or many other types of programs This option is designed to allow you to import Projects directly into the Job Cost module When you select the option to Import Accounts from the Set Up and Maintenance section of the Menu Bar a new screen will appear At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file click on the Print Map button To create a map file in the program directory click on the Create Map button This will print out the format in which this option is looking for information to be organize
227. o select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this customer If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields If you are running Windows GUI clicking on the Fields button will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode AR0400 The Inquiry mode allows you to view summary information about your customers Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Once the customer has appeared on the screen you may click on the following keys to view important information Click on the Billing button to review the billing information Page 2 54 Set Up amp Maintenance Chapter 2 Job Cost User Manual Ell Billing ALLET Tools Launch Hate
228. oceed to the next option to print the Suggested Billing Report and the Application for Payment Draw to verify all amounts calculated by each project specified NOTE This option should always be performed prior to running this report and preceding the option to Enter Actual Billings You may re execute this option as many times as you want since it only calculates the suggested billing To update the suggested billing into the actual billing amounts you must execute the option Update Billing Information The suggested billing will be calculated automatically based on the following criteria by project type 1 Direct Billing The suggested billing amounts for direct billing type projects are based on the quantity amounts incurred as cost billed at the unit billing rate of the billing code Only those project codes that are Cost amp Billing type codes will be used in this calculation As each code is processed if there is a current cost quantity that has not been billed the system will multiply the quantity times the billing rate for this code If the billing rate number is 1 then the rate will be the rate that was manually entered for this code If the billing rate number is 2 20 then the rate will be the unit rate set up in the Master Configuration for this billing rate number Any Cost Only or Billing Only codes will not be used in this calculation 2 Cost Plus The suggested billing amounts for Cost Plus
229. of Sales This account is used for General Ledger integration if Accounts Receivable 15 Account not utilized GL Charges This account is used as the offset to Work In Process during the recording of Account costs Normally this account would be either the Accounts Payable Cash in Bank or Inventory Asset account This account is only used if you record costs from the Job Cost Transaction Menu Once you have entered all of the information for this screen you may click on the button to validate your changes System Integration The default values for integration with other modules are as follows General Ledger Off Accounts Payable Off Accounts Receivable Off Inventory Management Off Payroll Off Estimation System Automatic Purchase Order Automatic 1 xl Tools Launch General Ledger Accounts Hecervable Accounts Payable Inventary Management Payroll Estimation System Automatic Purchase Order Automatic ana Chapter 2 Set Up amp Maintenance gt Page 2 49 Job Cost User Manual If you have any of these other modules that you would like to interact with simply click on the checkbox to turn on this interactivity Once you have entered all of the information for this screen you may click on the OK button to validate your changes MAINTAIN DATA FILES JC0412 This option includes both Pack and Re Index utilities to manage your Job Cost file
230. of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as an Excel spreadsheet first so if you have to make any corrections you will not lose your formatting Then save as Text Space Delimited file which will create prn file This 15 the file you will import Page 2 Page3 8 Enter Transactions Chapter 3 Job Cost User Manual RECORD NEW COSTS JC0101 This option allows you to record all costs incurred on a project whether they are Labor Materials Sub Contract Rentals or any other costs This option allows you to record all costs that need to be posted to various projects This may include not only the allocation of material and labor costs but also includes the recording of Vendor Retainage amounts and the posting of Overhead Allocations By selecting this option you will be asked to specify the particular project that you want to record costs for Enter the project number or press the F2 key for special searches After you have selected your project the screen will re display with the project name the customer number and the project man
231. of the item s inventory levels As shown on the following screen you may enter the Inventory Item directly or use the scrolling screen to select the specific item Once selected the screen will show if the item has multiple units of measure its Quantity On Hand On Order Reserved Required for Manufacturing and total Available You will then be prompted to enter a Quantity that you would like the system to Calculate a Price for Although this screen shows a price of 5 25 for the following item this field only appears AFTER the quantity was entered Calculate Inventory Pricing HARCT lanh o Inventory 2 M 4 Boards 30 501 1670 Pricing Information Of Measure EA Quantity On Hand IJuantitu Un Uider Quantity Reserved Quantty Quantity Available Quantity Calculated Price When you done with the Pricing section of the customer s record click to return to the main data entry screen Page 2 70 Set Up amp Maintenance Chapter 2 Job Cost User Manual Shipping Address Button This shipping address allows merchandise to be shipped to a company or separate location with an entirely different name than the Customer Name You will be able to set up multiple shipping addresses for each customer set up in this option Ship to Name This is the company name that will be printed above the ship to address on the invoice
232. oject Description Billing Amount Cost of Sales Amount Profit Profit Percentage Totals Results coJC1dy dbf Project File Project Marked as Completed Final Billing Figures Updated coJC2dy dbf Project Detail File Final Billing Figures Updated coJC3dy dbf Transaction File optional Final Billing and Cost of Sales Records Added JC2GL co GL Batch File optional Final Billing and Cost of Sales Entries Added Chapter 3 Enter Transactions gt Page 3 25 Job Cost User Manual This page intentionally left blank Page 3 26 Enter Transactions Chapter 3 Job Cost User Manual CHAPTER 4 PRINT REPORTS This section includes a description and sample of each report generated by the Job Cost Main Module The equations used to calculate the amounts on the reports and how these reports are generated through the use of various questions asked by the system are discussed here Reports illustrate the results of transactions from the options within this module or from another integrated Infinity POWER module Reports do not update the actual files The reports included here reflect sample information input into the sample company and only reflect an example of the way a company may utilize certain features within this module All modules are designed to be extremely flexible in the way you may organize data and print the corresponding reports Do not assume that these reports reflect the only way in which they m
233. ompany number and where dy is the year Transaction File This file may be optionally maintained to track all transaction activity filetype JC03 for each project If you are not processing interactive with General filenames coJC3dy dbf and edger this file will contain your General Ledger Summary coJC3dy mdx where co is information which may be printed in journal entry format for posting the company number and to your manual books where is the year Cost Code File This file contains your master list of all available cost and billing codes filetype JC04 which may be used to allocate cost and billing information to projects filenames coJC4 dbf and It also contains the units of measure General Ledger Accounts Cost coJC4 mdx where is Classifications default unit costs and default billing rates for these the company number codes PREPRINTED FORMS The Job Cost Main Module requires no special preprinted forms for any of the reports generated by the system AII reports print with all appropriate headings and formats on regular white paper MASKED FIELDS The following fields may be Masked when generating reports from the system Manager e Cost Code Detail Description e Project Number Page 1 10 Introduction Chapter 1 Job Cost User Manual TRANSACTION PROCESSING FLOWCHARTS This section covers the processing flow for the different types of transaction processin
234. on a new screen will overlay the current screen and display each cost or billing code its description and its current estimated percent of completion You may move your cursor up or down to select a specific cost or billing code to change the estimated percent complete If you click on the Change button for any given line a screen will appear to enter the estimate amount Enter the new amount and then click on the Save button Once you have completed your updates click on Cancel button and it will return you to the initial screen You will then want to click on Update button to validate all your changes You will then be prompted for the next project that you may have specified This manually entered estimated percent complete will be used on many reports to provide comparisons of actual amounts to budgets Results coJC1dy dbf Project File Overall Percent Complete Updated coJC2dy dbf Project Detail File Detail Percent Complete Updated RECORD A COMPLETED PROJECT JC0111 This option allows you to record the final completion or cancellation of a project Any necessary billing will be performed and all Work In Process costs will be expensed By selecting this option you will be asked to specify the project that you want to complete Enter the project number or press the F2 key for special searches After the project has been selected the system will display a screen which shows you the project nu
235. or 0 1000 Advanced Billing 21200 Payroll Factor 2500 Advanced Biling 45000 Validity Checking Draws Payable 21250 Cost Budget a Journal Humber i Unit Project 1o JC TB Journal Billing Budaet Cancel Apply After selecting this option a screen will appear displaying the following five tabs e Master Configuration e Billing Rate e Cost Configuration e Default G L Accounts e System Integration As you proceed to select each option enter all required changes or lt click gt on the OK button to validate and assume the default values The default values include account numbers which are coordinated to the default company If you wish to use your own internal account numbers these must be changed to match the account numbers you will be using Chapter 2 Set Up amp Maintenance Page 2 41 Job Cost User Manual Master Configuration The Master Configuration screen will display the data items necessary for configuring your Job Cost defaults Project Label Default Project This 15 the description you may use to describe the type of projects your particular business calls Jobs Since various types of industries utilize different terminology you may specify the terminology that best fits your business Examples may include Job Project Engagement Job Project etc Special Field Default U Define This field is the heading of a specia
236. or press the F2 key for special searches After you have selected your project the screen will re display with the project name the customer number and the project manager listed at the top of the screen Eight data items then follow and they are described here From Cost Code From Detailed Description This is the source project code and detailed description from which you are transferring billings Enter the project code or press the F2 key to display a scrolling screen for a list of project codes Then enter the detail description attached to this billing code or press the F2 key for a list of detail descriptions This assumes that this particular feature is turned on You must enter a Billing Only or Cost amp Billing type code or you will be given an error message at the bottom of the screen This is a cost only code To Cost Code To Detailed Description This is the destination project code and detailed description to which you are transferring billings Enter the project code or press the F2 key to display a scrolling screen for a list of project codes Then enter the detail description attached to this billing code or press the F2 key for a list of detail descriptions This assumes that this particular feature is turned on Trans This is a thirty 30 character alpha numeric description field that allows you to Description input any applicable description for this particular posting This description will print on t
237. orting detail based on how you configure any combination of the ten characters and choose what detail level they represent For instance the first two characters could be the Phase Number of the project The second two characters could be the Sub Phase Number and the last four characters could be the Cost Code itself In this case we have only used three components and a total of eight characters Any dashes or spaces between components need to be counted as well This illustrates that you may choose to get reports simply based on Phase levels Sub Phase levels or at the Detailed level by printing all cost codes on a project The system in essence is asking you to establish the hierarchy of summarization By printing a report and specifying that you want to use the Cost Code level you will be given all detail for that project This detail for example may show you the number of hours and dollars that Tom Hanley Jeff Thompson and Phil Braden worked doing Electrical Labor Cost Code 2106 In addition it may breakdown all of the other specific hours materials and other detail for each and every cost code used on the project Sometimes this may be exactly what you want to see but other times you may wish to review a more summarized version of the same information Instead you may want to go up a notch and only see the total amount of hours and dollars applied to Cost Code 2106 regardless of the employee performing the task This sh
238. ou would like to assign the customer There must be a tax rate number entered in this field so any exempt customers must be assigned a tax rate that has been set up with zero tax percentages Price Levels The price level assigned here will be used when invoicing if you have configured the system to be interactive with Manufacturing Inventory Management If you are not interactive with Manufacturing Inventory Management the Price Level section will not be displayed If you are interactive with Manufacturing Inventory Management click on the price level from inventory that you want to assign this customer You may choose 1 10 or 11 for price When you are invoicing a customer for an inventory item the program will automatically calculate the correct unit price based on the inventory item selected the price level specified and the quantity break if applicable Discount Percent Credit Limit This 15 the default discount percent that this customer may receive on each invoice This will be a discount taken from the total of all extended prices on each invoice This discount percent may be overridden at the time the invoice is being entered If you have already set up a customer to use a specific price level in inventory that has already calculated a discount for that particular item adding a discount here will not replace but add to the total discount You may also place a negative discount into this field This i
239. ould give you the idea that careful planning is very important in this set up No prerequisites exist in the system that will force you to modify your current costing structure around the Infinity POWER Job Cost Main Module If you prefer you may simply establish a single component that is up to ten characters long If you wish to track your project information on an even deeper level you may optionally allow multiple lines of detail to be tracked for each cost and billing code based on a twenty 20 character additional description This description could be an employee name or number a sub contractor s name or number a material inventory item number etc Each cost and billing code is specified to be one of the following types Cost Only This type is used for codes which are never used to track billing information They only accumulate cost information Billing Only This type is used for codes which are never used to track cost information They only accumulate billing information Cost amp Billing This type 15 used for codes which accumulate both cost and billing information Reimbursable This type is used for codes which accumulate both cost and billing information for reimbursable type expenses Normally code types 1 and 2 are used on projects which bill at a different level than costs are recorded For instance you could use these code types if you billed based on Percent Complete by phase but you tracked co
240. ount will be cleared when the option Start a New Year is performed This amount will be displayed on the Year end Customer Statement Average Days to This is the average number of days that it takes for this customer to pay an Pay invoice It will automatically be calculated when payments are entered and posted against an invoice in full This could be a very useful number when deciding the amount of credit to extend to a customer Number of Invoices This is the number of invoices that was used in the calculation of Average Days to Pay The bottom portion of this screen allows you to enter the total number of invoices and the gross sales for each period of the fiscal year These figures will automatically be updated during normal processing When you have completed the Historical information section of the customer s record click on Save to return to the main data entry screen Chapter 2 Set Up amp Maintenance Page 2 71 Job Cost User Manual Price Plans Button This option allows you to change the Price Plan information for this customer By clicking on the Price Plans button another screen will be displayed which will allow you to add change or delete price plans for this customer The system allows up to twenty 20 different price plan assignments for each customer Inventory Price Plans must first be set up in the Manufacturing Inventory Management module to be available for us
241. overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field 15 not specified in an import file that field may be deleted from the record layout file You may also have customized MAP files created for you by calling the Data Pro Support Services group at 727 803 1550 Page 3 6 Enter Transactions Chapter 3 Job Cost User Manual Sample Import Project Estimates File Data Pro Support Document DATA PRO ACCOUNTING SOFTWARE INC Advanced Accounting S ftware Secure Internet Solutions IMPORT PROJECT ESTIMATES JC0601 MAP A Map file designates what fields and what the length of those fields that will be imported The file you import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank If no map file exists then go to set up and maintenance import Project Estimates and create the default map file that you can edit You can change the default map file import file by bringing up the file in notepad or wordpad and deleting or adding fields you wish to import If you delete or add fields you would then need to adjust the starting position in the map file and the length Remember the action is not included in the length of the records Always save the file as JC0601 MAP Explanation of File Job field
242. ows for the paint to be moved from the Job Cost Main Module directly back to inventory as a normal inventory item With it go all of the associated costs required for its production and all of the quantities that were produced At this point this item is treated just the same as any other inventory item It may now be sold through the Infinity POWER Accounts Receivable Sales Order Entry or Point of Sale modules Management reports can be generated on its sales cycles and its turnover trends and additional sales orders may be placed against it to call for more production at a later point Throughout all of these processes one key thing has been happening in the background of these modules have been updating the Infinity POWER General Ledger module so that you know at any point in time where you stand financially Work In Process is updated every step of the way and is relieved when items are either billed for or transferred back to inventory as stock No additional steps or efforts are required by you to keep track of this vital information The key is that you have the ability to decide how to handle your specific manufacturing requirements Many companies have the need for both types of manufacturing as described here If so the Infinity POWER Manufacturing Inventory Management module contains not only the ability to transfer items to and from a project but also the ability to process predefined manufacturing of items with bills of materials
243. p Unit Cost This data item is available on only or cost amp billing codes This is a default that may be set up at this point so that whenever this cost code is used the unit amount of cost entered here will be automatically brought up This may however be overridden at the time of entering transactions to a project Billing Unit of This data item is available on billing only or cost amp billing codes This Measure defines the Unit of Measure when using this project code for billing purposes When you track your billings by both Quantities and Dollars you may set this data item up Billing Rate This data item is available on billing only or cost amp billing codes This Number defines the default billing rate number to use when using the billing code on a project The billing rates are established in the Master Configuration This may be overridden at the point of entering transactions Billing Rate This is the rate to use when charging this billing code to a particular project If the billing rate number is 1 you will be allowed to enter the default billing rate for this cost code Otherwise the default billing rate will be the rate set up in the Master Configuration for this billing rate number Click on the Save button to validate your entries and you may add the next cost or billing code Results coJC4 dbf Cost Code File Cost amp Billing Code Master Information is Set
244. pe of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Delimited PRN These three choices are described below Fixed Length ASCII Files Fixed Length ASCII files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example 1 11125 Cash Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 Variable Length ASCII Files Variable Length ASCII files are those files in which each data field starts on a specific number of characters from the start of each record and each record is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example 1 11125 Cash Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 O CRHLF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF Comma Delimited PRN Files Comma Delimited PRN
245. period may be weekly semi monthly monthly or any other length of time The current billing period starts immediately after you execute the option to Update Billing Information and ends the next time you execute this same option Every time you record costs the costs incurred are held as Work In Process WIP amounts When you bill a project all current costs are transferred from the Work In Process general ledger account to the Cost of Sales Cost of Construction or Manufacturing General Ledger account If you don t bill a project all costs remain in Work In Process Work In Process is also updated when you transfer costs from a project back into inventory These work in process costs are used as the cost amounts to be posted to the inventory item as its unit cost in the cost layer Therefore when this transfer process occurs the Work In Process general ledger account goes down while the Inventory Asset account is increased The net affect to the balance sheet may not change however the classification of these costs has significantly changed The Job Cost Main Module also provides you with an option which allows you to bill a project and transfer only part of the current costs into Cost of Sales Cost of Construction The remaining amount stays in WIP This amount is held in a temporary holding area called the Balance Forward Amount The Balance Forward can include quantity amount as well as a dollar amount This amount will be car
246. play them in the Current Billings and the Project To Date Retainage fields accordingly The system allows you to enter the retainage percentage that you currently want to post The system will calculate the amount based on current suggested billings for the project and display it in the next field under Current Retainage If you prefer to override this retainage amount you may enter any number you desire and disregard the percentage calculation Once this information has been entered click Start to validate and the retainage will be added to the project Please note that these amounts do not replace existing retainage amounts already posted to the project but add to them instead Chapter 3 Enter Transactions gt Page 3 21 Job Cost User Manual Since this option is primarily used when you are not interactive with the Accounts Receivable module keep in mind that you must come back to this option and reduce the appropriate amount of retainage whenever a retainage invoice is paid If you are interactive the system will handle this adjustment automatically Otherwise the information maintained here will be significantly overstated Results coJC1dy dbf Project File Customer Retainage Amounts Updated UPDATE BILLING INFORMATION JC0106 This option allows you to record the actual billing information as determined by the current period billings information which was calculated and or entered above current period costs will also
247. plete Payment This is the date that the actual open item is completely paid off Once this item Date is paid in full the system will automatically update this field Partial Payment This field stores the last date that a partial payment was made on this open Date item Even if multiple payments have been made to this open item the date stored here will reflect the last date a partial payment was made Check Number This field stores the last check number that was posted against this open item Even if multiple payments have been made to this open item the Check Number stored here will reflect the last Check Number that was used on a payment for this open item When you are done with the Items section of the customer s record click Cancel to return to the main data entry screen Page 2 68 Set Up amp Maintenance Chapter 2 Job Cost User Manual Aging Button When you click the Aging button a new screen will appear to provide you with several pieces of information including a summary of all of the outstanding open items for this specific customer broken down by Aging Category as defined in the Master Configuration The Default configuration is set to a thirty day aging calculation but may be changed to meet specific customer needs Unpaid Finance Charges This field is storing the amount of finance charges that have been billed to the customer but have yet to be pai
248. port transaction file By using file editing tools such as EDIT under DOS Wordpad under Windows or vi under UNIX you may create a customized import record layout Whenever a file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field 15 not specified in an import file that field may be deleted from the record layout file You may also have customized MAP files created for you by calling the Data Pro Support Services group at 727 803 1550 Page 3 16 Enter Transactions Chapter 3 Job Cost User Manual Sample Import Project Costs File Data Pro Support Document DATA PRO j ACCOUNTING SOFTWARE INC Advanced Accounting S ftware CP Secure Internet Solutions IMPORT PROJECT COSTS JC0602 MAP A Map file designates what fields and what the length of those fields that will be imported The file you import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank Ifno map file exists then go to Transactions import Costs and create the default map file that you can edit You can change the default map file import file by bringing up the file in notepad or wordpad and deleting fields you do not wish to import Remember you cannot add fields to the transaction map file and you mus
249. project is set up any changes should be implemented through the menu option Set Up Project Budgets under the Transactions menu option Once you have completed the data entry of the above items you may continue to the next part of this scrolling screen Detail The next section allows you to enter the specific quantities and amounts for this billing code for each month of the current fiscal year All amounts entered here will be used in calculating the Year to Date total for this billing code Once you have entered all of the necessary information click on the Save button to validate the detail information you have entered Then click on the button to validate all of the information for this billing code You will then be ready to set up the next cost or billing code Overhead The following is an explanation of each of the data items for the Overhead information The option allows you to input the Estimated Percent Complete for this particular cost or billing code This is an optional field which is used on several budget comparison reports When all additions to the project detail have been completed click on the Finish button to validate your changes for this project Review Change Project Detail Once this screen is displayed you will have the tool bar navigation options to select from You may choose the first detail record select the next record detail select the previous record det
250. ption from the Menu Bar and then You will notice all the information except for cost or billing code will be copied to a new record Enter the new cost billing code for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coJC4 dbf Cost Code File All Project Code Information is Set Up Chapter 2 Set Up amp Maintenance Page 2 29 Job Cost User Manual IMPORT COST BILLING CODES JC0604 The File Import options allow you to bring information into the appropriate modules from text or ASCII files These text files may be created by word processors spreadsheets databases or many other types of programs This option is designed to allow you to import Cost Billing Codes directly into the Job Cost Main Module When you select the option to Import Cost Billing Codes a new screen will appear You may print the file format by clicking on the Print button under Map File This will print out the format in which this option is looking for information to be organized in If the import file is a comma delimited file the data can be variable length If the import file is a fixed length ASCII file it must have a logical record length of 173 bytes Both types of files must have the following field lengths Description Type Position Length eos oie su fi mene
251. r Billing Type Cost Unit of Measure Bill Unit of Measure Default Cost Default Bill Page 4 54 Print Reports Chapter 4 Cost Code vzr Oozr wer zr XmJmUJm mummmmmoooo mummummmmoooo MLC wer 140102 140105 7001 7002 7004 7020 7030 7080 7105 7115 7160 1210 1220 1310 1320 1410 1600 CO CO CO R PR RB PR R ge RJe Rge Rg4GO CJCGOPh2h3PBh 2Ph OBhB PBRM PR O PRO PRO ROROPROPRO x A Job Cost User Manual Cost amp Billing Codes Listing Non Detailed Infinity POWER Sample Company Inc Cost Code Listing Description Commercial Construction Concrete Concrete Labor Concrete Materials Concrete Sub Contract Framing Framing Labor Framing Materials Framing Sub Contract Roofing Roofing Labor Hoofing Materials Roofing Sub Contract Residential Construction Concrete Concrete Labor Concrete Materials Concrete Sub Contract Framing Framing Labor Framing Materials Framing Sub Contract Roofing Roofing Labor Rooting Materials Roofing Sub Contract SHEDS sheds Labor Sheds Materials Regional Home Shows Wood Products Partic Fee Dutch Boy Participation Fee Booth Rental Expense Electricity Phone Carpeting Hotel Expense Staff Travel Expense Car Rental Travel Expense Meals Booth Staff Coffee Mugs amp Pens Trade Show Literature shipping Expenses Sheds S
252. r Manual CHAPTER 2 SET UP AND MAINTENANCE This chapter provides you with a step by step procedure for the initial setup and maintenance of your Job Cost Main Module files The Job Cost Main Module system allows you the ability to custom configure your Billing Codes Billing Rates Cost Classifications etc Careful planning should be given when deciding on how to organize your Cost Codes because the Cost Codes will be used in sorting and retrieving specific information and for grouping this information in all reports throughout the system When you select this menu option a complete list of choices will be displayed as shown on the following screen Infinity POWER for Windows Infinity POWER Sample Company Inc ins Systems Transactions Reports Graphs Set Up and Maintenance Help Set Up Projects z Import Projects LES Hr 2 1 i y Rename JC Project Number Set Up Cost Billing Codes Import Cost Billing Codes en p f f Tf I5 f Rename Cost Billing Code Initial Project Detail Remove Deleted Project Detail Li if Job Cost Configuration D Ht Data Files Bring Balances Forward Set Up Customers Dain GENERAL OVERVIEW Once you have installed your module s and reviewed the System Overview Chapter 1 you are ready to set up your master Job Cost Main Modules files from scratch Select the Systems option from the
253. racter alpha numeric field for the E Mail address name for the company or contact for this customer This field is for reference purposes only Special This field will be called whatever you have set up as the Special Field heading in the Master Configuration This is a twenty 20 character field for any special comments or key data that may be searched or sorted on Contact This is a twenty 20 character field for the name of the person to contact at this customer This will be displayed on all screens and reports On some invoice forms it will be displayed below the mailing address as the ATTN Phone This is the twenty 20 character field for the customer s phone number There is enough room for the full phone number including area code and all parentheses spaces and hyphens Fax Number This is the twenty 20 character field for the customer s fax number There is enough room for the full fax number including area code and all parentheses spaces and hyphens Page 2 60 Set Up amp Maintenance Chapter 2 Billing Button Job Cost User Manual This button will allow you to change the billing information for this customer If you click on this button another window will be displayed which will allow you to change the following information Tax Rate This 1s the tax rate number which may be up to ten 10 characters alpha numeric that has been set up in the tax rate file that y
254. raw and Cash Flow Report JCO209 4 29 Estimated Pront Report JC 02 TU uo etae pedea aat sto ied en reducta a 4 31 DETAILED ANALYSTS CICUA22T 4 33 Project icono Expense Report 1602224 4 37 PROJECT TRANSACTION REPORTS 4 41 TRANSACTION DETAIL REPORT JCO0211 ccsccssssssssscsssccccccsssscssscccscccsssscssscccssccesscceess 4 41 Collections Report IC 02 e E RUE 4 45 Work In Process Summary IC 02227 555 oU Reed 4 48 MAINTENANCE REPORTS 4 54 Cost Billing odes LDastib IC 02T0 5 oi 4 54 Rale Schedule 1 02 17 Jue td oet cta detulit a hate 4 59 Pioc t EBn 4 61 Detailed Project Report C02 E9 4 64 CHAPTER 5 PERFORM ANALYTICAL GRAPHS eerreeretttetet tette tente tinci 5 1 PROJECT COST PERCENT COMPLETE C30
255. rds printed 1 Chapter 4 Manager Type Totals Current M T D Y LD Budget Infinity POWER Sample Company Inc Detailed Project amp Report 43 50 43 50 43 50 1 266 50 0 00 Amount 765 48 765 48 765 48 64 243 42 63 200 00 Job Cost User Manual 3 4 04 28 2006 fexus Billing i Quantity Amount 0 00 50 00 0 00 50 00 0 00 50 00 1 222 00 83 700 00 0 00 23 700 00 Print Reports Page 4 67 Job Cost User Manual This page intentionally left blank Page 4 68 Print Reports Chapter 4 Job Cost User Manual CHAPTER 5 PERFORM ANALYTICAL GRAPHS This section discusses each type of Analytical Graph utilized by the Job Cost Main Module These graphs are designed to give you an instant visualization of your Job Cost information No other programs are required to execute this option The system performs all graphics functions from within its own programs Check the hardware requirements section in your System Administrator manual to verify that you have all of the necessary equipment to perform this function The ability to perform Analytical Graphs is currently not available with the Linux versions After the graph has been displayed to your screen printing is one simple step Windows Compatible Press ALT Print Screen and paste into a WORD document Y ou may also paste this image into a document an Excel spreadsheet for presentation purposes PROJEC
256. re Page 4 8 Print Reports Infinity POWER Sample Company Inc Suggested Billing Worksheet Detail Level Code Actual Costs PTO Current 0 00 0 00 0 00 0 00 1 100 00 0 00 80 00 0 00 1 350 00 0 00 80 00 0 00 975 00 0 00 80 00 0 00 3 425 00 0 00 240 00 0 00 9 520 00 0 00 1 00 0 00 1 872 00 0 00 1 00 0 00 1 057 50 0 00 1 00 0 00 2 700 00 0 00 1 00 0 00 50 00 0 00 929 00 0 00 5 152 23 0 00 1 00 0 00 Billing Information PTD 59 300 00 0 00 59 300 00 0 00 Suggested 0 00 0 00 0 00 0 00 Page 1 4 04 06 2006 Complete Actual 0 00 0 00 100 00 100 00 100 00 80 00 100 00 8000 00 100 00 132 60 100 00 100 00 92 86 100 00 94 00 100 00 120 00 100 00 0 00 0 00 102 67 100 00 Chapter 4 Job Cost User Manual Infinity POWER Sample Company Inc Page 2 suggested Billing Worksheet 4 04 05 2006 Detail Level Cade Project Description Manager Actual Costs f 4 Billing Information Complete Actual Customer PTD Current FTD Suggested 1 Concrete Materials 5 18 627 90 0 00 B 100 1595 yds concrete 1 00 0 00 100 15 Total Concrete Materials 39 936 63 0 00 0 00 0 00 101 08 835 00 0 00 0 00 0 11 18700 00 168 Concrete Sub Contract 5 250 00 250 00 0 00 Supplier PICF 0 00 0 00 a 0 00 1 5 Concrete Sub Coniract 2 295 300 00 50 00 100 0095 Vendor S amp sS 155
257. re being posted to the cost code Codes that are classified as Billing Only will not be allowed to be used within this option Only Cost and Billing type codes are allowed to be used in this option that may have billing amounts applied to them The system will default to the billing rate number assigned to this cost code Y ou may accept the default or you may click on the pull down box to display all of the available Billing Rates Click on the Billing Rate of your choice Bill Rate This is the rate that will be used to apply billing amounts against this transaction The default will be the Billing Rate Amount that has been specified by the Billing Rate Number If the Billing Rate Number 15 1 Other the system will default to the rate established for this cost and billing code Y ou may override this amount or accept the default values If any other Billing Rate Number has been entered other than 1 Other the system will not allow you to override the value Once you have entered the information you desire for this transaction click the button to validate and an audit trail of the transaction posting will be printed if you have this feature turned on The system will then ask for the next cost code for recording costs billings When you are done entering costs click on the Cancel Job button and then the Close button to exit Results coJC1dy dbf Project File PTD YTD a
258. re inte eda AE 2 5 2 26 SETUP PROJECT BUDGETS viarie re NS 3 1 SEL UP PROJECT BUDGETS FLOWCHAR etes fede rape 1 11 Eee SU TE Th M 2 5 STANDARD FEATURES POR REPOR teo eH reti nie tes neta pen va ete pe e M eere 4 START NEW YEARS DATATE mieu Ut 2 55 SUGGBSTED BIELING AWORERS EET 4 6 4 7 4 8 SUGGESTED BILLING WORKSHEET JCO20 ec iieri 4 5 So TEMINTEGRATION 1 7 TRANSACTION DETAIL REPORT ttti NITET QU DELTA SER DOCE 4 42 TRANSACTION DE TATE REPORT acess p nies D te i ee ded e 4 4 TRANSACTION PROGESSENG BEOWGCEDNR TS 9 ute Ts 1 11 TRANSFER BILLING BETWEEN CODES ida 3 23 TRANSFER BILLING BETWEEN CODES BOW CHART en ere Mtt eet eee EF t exe xta 1 22 TRANSFER COSTS BETWEEN CODES re LIAE I tapete Ue DEL o
259. reless Handling of Data Disks or Tapes such as copying files the wrong direction It is recommended that you make a backup of your data files on a daily basis This does not mean for you to continue copying over the same backup that you may have made the previous day Instead you should consider the following structure Create five to seven daily backup sets of disks or tape cartridges depending on your system The number will vary based on the number of days you normally work on your files Mark each set with the name of the day of the week that it is to be used for backup purposes For instance disk set or tape 1 may read Monday disk set or tape 42 may read Tuesday etc Only use these specific sets of disks or tapes on the days that are designated This would mean that they would not be used more than once a week Therefore if a problem were to occur and you did not realize it immediately you could at least go back as far as a week to find your last set of valid data files Of course the entries made during the last week may be lost but that is better than many months or years worth of input To go a step further we recommend that you next make four additional sets of disks or tapes These would be your weekly master backups Mark them accordingly with the week number Week 1 and at the end of every week make a full backup of your data files Though you may have a complete daily backup for each day of the week sometimes problems are not
260. report Field Names Job Project Number Project Description Cost Code Cost Code Description Detailed Description Current Cost Amount Month to Date Cost Amount Year to Date Cost Amount Project to Date Cost Amount Budget Amount Variance Budget PTD Percent Complete PTD Budget x 100 Estimated Percent Complete Chapter 4 Print Reports Page 4 25 Job Cost User Manual Project To Date Cost Report Infinity POWER Sample Company Inc 1 Praject To Date Cost Report 4 04 28 2006 Detail Level Phase Project Description Current Cost YTD Cost Budget Variance Complete Est MTD Cost PTD Cost 95 0013 Hart s Nursery 1 Commercial Construction 1 Commercial Construction 341 25 15 039 75 56 882 75 510 818 63 119 02 14 789 75 57 701 38 35 00 113 00 13 173 00 115 00 84 57 113 00 12 463 00 Framing 529 92 6 070 12 145 149 20 95 591 28 34 14 4 070 12 49 557 92 32 00 135 00 6 066 00 3 805 00 37 27 135 00 2 261 00 1R Roofing 553 54 3 870 64 103 221 23 49 615 46 51 93 3 870 54 53 605 77 41 00 185 50 7 616 00 4 060 50 46 68 185 50 3 555 50 Total Commercial Construction 1 524 71 24 980 51 305 253 18 5134 388 11 55 97 22 730 51 170 865 07 108 00 433 50 26 860 00 8 580 50 68 05 433 50 1 279 50 8 Overhead Allacated 0 00 1 928 46 0 00 1 928 46 0 00 8 00 1 928 46 1 928 46 0 00 0 00 0 00 0 00 0 00 5 00 0 00 0 00 Total Overhead Allocated 0 00
261. represents as well as the character length of each component This is probably the single most important set up item in the whole Job Cost system Considerable managerial time should be spent to determine the exact coding structure that you want to use for your company This will determine how information is entered into the system as well as how you may retrieve it Chapter 2 Set Up amp Maintenance gt Page 2 47 Job Cost User Manual later through your reports The total length available is ten 10 characters alpha numeric and each component may be of any size with a total of up to five 5 breakdowns as long as the total of all five breakdowns does not exceed the ten character limit This configuration must be set up prior to any attempt to add any cost and billing codes After you define these components the system will prompt you for each component separately when you are making a cost or billing code selection Cost Code Label Default Proj Code Data Item 16 allows you to specify the Cost Code Label or what you want to call your cost codes In some firms cost codes may be referred to as Job Codes Project Codes Engagement Codes Account Number or simply Cost Codes Whatever terminology you wish to have the system ask may be defined in this data field Once you have entered all of the information for this screen you may click on the OK button to validate your changes Defaul
262. required to provide billings based on the American Institute of Architects reporting requirements then you would specify option 1 as the method to use when printing this report The option Calculate Suggested Billing should be performed before printing this report to allow the report to show current billing dollars Cost Information Draw If you are a Custom Home Builder or any other firm that collects draws based on cost incurred on a project then you would specify Cost Information as the method to use when printing this report You may select a specific Manager or all Managers to print and you will need to specify which Detail Level should be used when printing this report This gives you the flexibility to determine how detailed you want to see this report You may only be interested in totals by overall project code However you may want to see all detail by employee or material items for detail billing purposes Whichever your preference simply specify the level desired and a mask may be selected on the jobs to be included when printing this report Once you click on the Start button to begin the system will begin printing the report The detail level specified will appear at the top of the report Field Names Job Project Number Project Description Scheduled Value Budget Previous Amount PTD Current Current Amount Total Completed Previous Current Percent Complete Total Budget x 100 Ba
263. ried forward to the next billing period and can be used in the auto calculation of suggested billings in that period To store an amount into Balance Forward you simply specify the quantity and amount when you are executing the option to Enter Adjust Actual Billing These amounts will be temporarily removed from the current costs until you execute the option to Update Billing Information Then they will be automatically transferred back into current costs for the next billing period Chapter 1 Introduction Page 1 5 Job Cost User Manual GENERAL LEDGER ACCOUNTS The Job Cost Main Module allows all General Ledger activity to be defined by Cost Code For each code you may define the Sales Work In Process Cost Of Sales and Charges accounts and also the Accounts Receivable Sales Code Every time that you Record Costs Transfer Cost from one code to another or Update Billing Information which updates revenue and cost of sales General Ledger activity 1s recorded If you are interactive with General Ledger an entry is made in the General Ledger Integration file as described in the System Integration section of this chapter If you are not interactive with General Ledger then this information is accumulated in the Job Cost Transaction File and may be used to print a summary Journal Entry General Ledger activity 15 based on the General Ledger accounts which are established for each Cost and Billing Code When a particular type of trans
264. rn to the detail screen If there no more changes to be made then click the Close button on the detail screen and then again on the header screen If you have transferred amounts into Balance Forward you may again select the Calculate Suggested Billing option to recalculate your current billings Now you may print the Suggested Billing Worksheet or any other billing report to verify any changes that you have made prior to executing the Update Billing Information menu option Results coJC1dy dbf Project File Bill This Period Updated coJC2dy dbf Project Detail File Current Billing Amounts and Current Cost and Balance Forward Amounts Updated RECORD CUSTOMER RETAINAGE 0110 This option allows you to enter customer retainage information for each project If you are utilizing Accounts Receivable then this option will be handled automatically Upon selecting this option you will be asked to specify the particular project for which you want to record Customer Retainage Enter the project number or press the F2 key for special searches After you have selected your project the screen will re display with the project name the special field the customer number and the project manager listed at the top of the screen The system will also immediately calculate total billings that have been billed to the project and determine any retainage amounts that have already been billed to the project and dis
265. roject historical information and the current period cost and billing amounts The following explains each update that occurs The Project To Date beginning balances in the new year are updated from the Project To Date ending balances in the previous year e Ifthe previous year has amounts in the current period cost billing or balance forward fields these amounts are brought forward into the current year and added to their respective cost or billing codes e current period costs billings and or balance forward amounts in the previous year are zeroed out Make certain before executing this option that the current system date is set to the new year and that both year s data files are located on the current data path Chapter 2 Set Up amp Maintenance gt Page 2 53 Job Cost User Manual Example Suppose you have already started processing in the new year and you need to record a cost for last year 1 Press and change the system date to the date of last year you need to process in 2 Postany necessary transactions 3 Press F3 again and return to the current year s system date 4 Execute the Bring Balances Forward option 5 Allaccounting information is now current in the new year Results coJC1dy dbf Project File in the current year Beginning year balances are updated from prior year coJC2dy dbf Project Detail File in the current year Beginning year balances and current period amounts are updated f
266. rom prior year coJC2dy dbf Project Detail File in the prior year Current period amounts are zeroed out after being updated to the current year SET UP CUSTOMERS This section discusses the ways to add change import delete and copy customers It also discusses how to print the Customer Listing which is used to verify all information input into the Customer File You may add notes to any Customer Account that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copying an account By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the customer through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options t
267. rt displaying the journal entry that would be posted to the General Ledger even if you are not interactive with the General Ledger It is recommended that if you are not interactive with the General Ledger you enter the account number from your manual General Ledger so that the journal entry report may be posted to your manual books without confusion Advanced Billing Default 32100 This account number is used to update the General Ledger if you are interactive with that module The default account number assumes that you are using the default Chart of Accounts This account is used as the credit for all sales or billing amounts that are posted to the system using the option Update Billing Information for Completed Contract type projects When the option Complete a Project is executed the amount in this account will be reversed and posted to the sales or revenue account It is recommended that if you are not interactive with the General Ledger you enter the account number from your manual General Ledger so that the journal entry report may be posted to your manual books without confusion AR Code Default None This Accounts Receivable sales code is used to perform the billing in Accounts Receivable for completed contract type projects Draws Payable Default 32100 This account number is used to update the General Ledger if you are interactive with that module The default account number assumes that you are using the default
268. s after a hardware or media failure This procedure will also physically remove records that have been marked for deletion Rendes Purge prior to Project File Select All Project Detail File mem Transaction File Cost Code File Invert Selection Details Processing Start ance Hert You should NOT rely on this option to replace backups Your backup procedures should include daily backups and weekly offsite backups WARNING The Purge Prior To option is very dangerous since it could remove ALL detail transactions for the job cost on both open and closed jobs This was used in older versions of Infinity POWER when there were file limitations Always ensure you have a current backup of your data in the event this feature is accidentally used There are several situations in which this option need be accessed e Power hardware failure e Media Errors bad disk e Remove records marked for deletion Before you execute the Pack option check the file size of your Job Cost files The system will sort each of the current of index files into new indexed files before deleting old ones If you do not have enough disk space available to perform this function an error will be generated at the time the system runs out of disk space This however could be some time later depending on the size of your data files If your data files are 2MB in combined size you will need at leas
269. s for those customers who base their pricing to their customers on a cost plus basis other words an inventory price level may be established for each customer The price level that is assigned could in essence be your cost for each inventory item By placing a negative discount in this field the system will look at whatever the sales price is for that price level and add the effective discount amount on top of the sales price This is how automatic cost plus pricing may be applied This negative discount amount may also be overridden at the time of invoicing if the prompt Allow Line Item Discounts in the Master Configuration is turned on This 1s the dollar credit limit that you wish to assign the customer It will be used in the Customer Inquiry screen to calculate the available credit for a customer When creating invoices a warning message will be generated if the total amount of the transaction is larger than the available credit limit remaining Customer s Bank Account Customer s Bank Routing This is the Customer s Bank Account number This may be entered for informational purposes or for use with the Electronic Funds Transfer EFT system included in the Check Reconciliation module If used with the EFT system the Customer s Bank Routing number MUST be entered to complete the information required to send the transaction to the EFT Processor For more information on the EFT processing procedures please
270. s is a twenty 20 character description of the terms that you wish to assign this Description customer This will be displayed on the invoice form The default description will be what you have set up in the Master Configuration This field may be utilized to invoke a Credit Check warning system when this specific customer is put on credit hold To activate a credit hold status for this customer enter the words Credit Hold as the terms description In doing this the system will not allow an invoice to be entered for this customer instead a warning will be displayed This Customer is on Credit Hold No New Transactions are allowed If you are integrated with the Sales Order Entry module this Credit Check warning system will be activated there as well and the system will not allow the order to be placed If you have installed the Advanced Security Administrator there is a custom security object that may be used in conjunction with this field You can set up the Advanced Security system to allow only certain users to edit or change this field Days This is the number of days from either the invoice date or the end of the month that will be used in calculating the due date The default value will be what you have set up in the Master Configuration Page 2 62 Set Up amp Maintenance Chapter 2 Job Cost User Manual Terms Type The terms type defines how the due date for each invoice will be calculated The default value will
271. s point on the screen If the Master Configuration also has specified that the component breakdown should be in three levels that is how all cost codes will be prompted throughout the system e g Phase Sub Phase Cost Code If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of these data items Cost Bill Code This is a thirty 30 character description of the cost and billing code which will Description be displayed on all reports and screens Type This defines the type of the cost and billing code This type is used by the system to determine whether it 15 Cost Only Billing Only Cost amp Billing Code Reimbursable This allows you to determine how a specific project code should be used in the system and helps avoid incorrect postings to those codes Click on the drop down box which will allow you to view the different types on the screen and choose the applicable type Chapter 2 Set Up amp Maintenance Page 2 27 Job Cost User Manual Classification This data item is available on cost only cost codes This determines the type of cost code you are setting up The system allows an extra dimension of reporting flexibility that transcends across different phases This allows you to group common types of costs together for reporting purposes
272. ssary detail for you to review all billing information for each project By selecting this option you will be asked to specify the range of projects that you want to report on Enter the project number or press the F2 key for near matches After you have selected your range of projects you may specify a manager mask when printing this report Next you will be prompted to specify the Detail Level that you want to be included in this report If you have configured the system to allow quantity tracking you will then be asked if you would like to include quantities on the report If you click on the checkbox both billing dollars and quantities will be shown on the report Once you click on the Start button to begin the system will begin printing the report The detail level specified will appear at the top of the report Field Names Job Project Number Project Description Billing Code Billing Code Description Detailed Description Current Billing Amount Month to Date Billing Amount Year to Date Billing Amount Project to Date Billing Amount Budget Amount Variance Budget PTD Percent Complete PTD Budget x 100 Estimated Percent Complete Chapter 4 Print Reports Page 4 17 Job Cost User Manual Project To Date Billing Report Infinity POWER Sample Company Inc Page 1 Project To Date Billing Report 4 04 28 2006 Detail Level Phase Project Description Current Bill Y TD Bill Budget
273. st 3 Billing of Sales 5 AF Expenses amp IM PR Cxpense Billing 9 E Overhosd Alas ian TU AR Cost of Bale JCAGL ARE JOB COST INTEGRATION FILE Page 1 22 Introduction Chapter 1 Job Cost User Manual Enter Estimate Percent Complete Flowchart Enter Estimated Percent Complete updates the Job Cost Master File and the Job Cost Detail File EHTER ESTIMATED COMPLETE AxAJCTYY DBF PROJECT DETAIL FILE OVERALL PERCEHT COMPLETE AxAJC2YY DBF PROJECT DETAIL FILE DETAIL PERCEHT COMPLETE Chapter 1 Introduction Page 1 23 Job Cost User Manual Record a Completed Project Flowchart Record a Completed Project updates the JC General Ledger Integration File if integrated with General Ledger updates the Job Cost Project File the Jab Cost Project Detail and the Job Cost Transaction File AxAJCTYY DBF JOB COST MASTER FILE FIHAL BILLIHG FIGURES JC2GL XXx JOB COST INTEGRATION FILE Page 1 24 Introduction RECORD A COMPLETED PROJECT AxnAJC2YY DBF JOB COST PROJECT DETAIL FILE FINAL BILLING FIGURES YT OBF JOB COST TRANSACTION FILE FINAL BILLING AHD COST OF SALES Transaction Types 1 Enter 2 Transfer Gost 4 Billing dost of Saks Expenses amp IM T PR 3 AR Billing Ovcrhasd Gost of It also Chapter 1 Job Cost Use
274. st amounts for this cost code during the entire duration of the project Budget This field is where you would enter any initial budgets for this particular cost code The amounts entered here will be used in all budget variance reports throughout the system Once a project is set up any changes should be implemented through the menu option Set Up Project Budgets under the Transactions menu option Once you have completed the above entries you may continue to the next part of this input screen The next section allows you to enter the specific quantities and amounts for this cost code by each month of the fiscal year amounts entered here will be used in calculating the Year to Date total for this cost code Once you have entered all of the necessary cost information click on the Save Detail button to validate the detail information you have entered Then click on the Save button to validate all of the information for this cost code The system will then re display the original screen to allow you to set up the billing information unless this code is configured as Cost Only Billing The following is an explanation of each of the data items for the Billing information Rate This 15 the billing rate that will be used when calculating the billing amounts for this billing code If the rate is 1 you will be allowed to enter the default billing rate for this code Otherwise the rate set up in t
275. sts by materials and labor incurred For instance you may track costs for Concrete Labor and Concrete Materials but bill the phase Concrete based on the percent complete for the total phase This would include both of these cost codes In this example Concrete Labor and Materials may be 1 Cost Only types while Concrete may be a 2 Billing Only type Code type 3 is normally used on projects which bill on the same level as costs are incurred For instance if you billed directly for all hours and materials used on a project Electrical Labor may be used as both a Cost and Billing code if you bill all Electrical Labor based on an hourly rate and track costs based on your payroll costs Page 1 4 Introduction Chapter 1 Job Cost User Manual Code type 4 is used on projects which have some reimbursable type expenses that need to be billed The billing amount will be the exact same amount as the cost incurred Depending on when you perform your billing weekly monthly etc the system will not only keep track of both the amount of cost posted to the project but also the estimated billings based on those same cost figures The system handles this at the same time so that no additional re keying of data is necessary When you set up your master cost and billing codes you may specify by project the default unit cost and or billing rate These defaults may be overridden at the time of recording actual cost or billing information
276. sts to this batch of paint This may be added through the Job Cost Main Module itself When all costs have been applied and the quantity gallons of paint has been determined the system can then tell a manager what it truly costs to make a specific quantity of paint The question now is Was this batch of paint manufactured specifically for a single customer or was it produced for stock and should now be returned to inventory to be resold at a later point Page 1 2 Introduction Chapter 1 Job Cost User Manual The ability to decide either way illustrates many of the capabilities of the Infinity POWER system If the answer to this question is that it was produced as a custom batch for a specific customer then all that 1s required is to go to the Accounts Receivable module and directly bill the customer for this project The Accounts Receivable module will automatically calculate the suggested billing for this project and will post back to the project the amount of revenue sale amount that was generated This way you have the ability to track what your total costs were as well as total revenues As a result you now have all of the necessary information to produce an income statement for every project This is how a company truly knows what their manufacturing costs are for a specific project Likewise if the answer to the question was to produce this batch of paint for stock integration with the Manufacturing Inventory Management module all
277. t 2 2MB in additional free space before proceeding with this option Page 2 50 Set Up amp Maintenance Chapter 2 Job Cost User Manual NOTE This option will only reorganize undamaged data within your files Therefore you should carefully audit all information after you execute this option and make any necessary adjustments to your data The following files are available for maintenance Project File Project Detail File e Transaction File Cost Code File You may select individual files or all files for either of these procedures There are buttons on the right hand side of the screen that allow you to Select files Un select files and Invert Selection which selects those files that were not selected in a previous pack or re index condition There is also a button called Details that provides pertinent information about that particular data file This information includes the directory path and file name the type of file the pattern of the filename structure and the total records including those records marked for deletion in that data file To begin the procedure of a pack or re index simply click on Start button after selecting the files you wish to manage You are then given the options to Pack or Re Index the selected data file s Pack is a utility that physically removes any deleted records from that data file These procedures display a Percentage of Completion graph on the
278. t Detail and the Job Cost Transaction File TRAHSFER COSTS BETWEEN CODES axAJC2YY DBF JOB COST PROJECT ICSYY OBF DETAIL FILE JOB COST PTD YTD amp COSTS TRANSACTION FILE QUANTITIES Transation 1 Enter Gost 2 Transfer Gost 3 Billing Cost of Sale 5 AF Expenses amp IM Cepeenscs PR Cxpense Billing 9 Cost of Bale JOB COST INTEGRATION FILE Page 1 14 Introduction Chapter 1 Job Cost User Manual Record Vendor Retainage Flowchart Record Vendor Retainage updates the Job Cost Master File RECORD VENDOR RETAINAGE aAA JCTYY DBFE PROJECT MASTER FILE Chapter 1 Introduction Page 1 15 Job Cost User Manual Post Overhead Allocations Flowchart Post Overhead Allocations updates the Job Cost Project File the Job Cost Project Detail File and the Job Cost Transactlon File Page 1 16 POST OVERHEAD ALLOCATIONS XXXJC2YY DBF aea d JOB COST PROJECT JOB COST MASTER FILE DETAIL FILE PTD YTD amp MTD COSTS PTD YTD amp MID COSTS amp QUAHTITIES Introduction axzJC3YY DBF JOB COST TRANSACTION FILE Transaction Types 1 Enter Gost 2 Transfer Gast 4 Billing dost of Bak 5 AP Expenses amp IM PR Cxpensc AAR Billing Overhead Alkon T AR Gost of Bale Chapter 1 Job Cost User Manual Import Project Costs Flowchart Import Project Costs updates the JC General Ledger
279. t G L Accounts The Default General Ledger Accounts Configuration screen allows you to define the default General Ledger accounts for each cost and billing code that you will set up These General Ledger Accounts are simply offered as a convenience to you by allowing you to predefine the default accounts that will automatically be used when adding new cost or billing codes You may override these default accounts during the set up of the cost and billing codes if necessary Tools Launch Sales Code 10000 Sales Account WIP Account COS Account 11450 s0000 Changes Account 21200 The default accounts that you may set up Account Receivable Sales Code This 1s the Sales Code used for integration with the Accounts Receivable program Each Sales Code has its own Revenue Cost of Sales and Asset Accounts which are used for General Ledger integration if Accounts Receivable is utilized to do the billing Page 2 48 Set Up amp Maintenance Chapter 2 Job Cost User Manual GL Sales Account This account is used for General Ledger integration if Accounts Receivable 15 not utilized Work In Process This account is used for General Ledger integration if Accounts Receivable 15 Account not utilized It is also used during the recording of costs and transfer of costs from one cost code to another Cost
280. t code or press the F2 key to display a scrolling screen for near matches Then enter the detail description attached to this cost code or press the F2 for near matches as well This assumes that this particular feature 15 turned on To Cost Code To Detailed Description This is the destination project code and detailed description to which you are transferring costs Enter the project code or press the F2 key to display a scrolling screen for near matches Then enter the detail description attached to this cost code or press the F2 key for near matches as well This assumes that this particular feature is turned on Once you have entered this information click on button to enter the cost information Trans Description This is a thirty 30 character alpha numeric description field that allows you to input any applicable description for this particular posting This description will print on the Transaction Detail report for auditing purposes This 15 also the description that should match the item number to be transferred to if you are manufacturing items that will be placed back into normal inventory management Quantity This field allows you to enter the quantity for this cost code if you have this feature turned on The unit of measure will automatically be displayed to the right of this field Unit Cost If the unit cost had already been established when the cost code was set up this amount will
281. t include all of the required fields If you delete fields you would then need to adjust the starting position in the map file and the length Remember the action is not included in the length oftherecords Always save the file as JC0602 M AP Explanation of File Job field name found in data dictionary 0 DPOffset This is an internal offset and cannot be changed 10 length of field STRING Type of field 1 Starting position of field 10 length of field NOTE You cannot add additional fields to transaction map files nor can you change any of the DPoffsets or Lengths Job 0 10 STRING 1 10 Cosr Code 11 10 SPRING 11 10 Detail Desc 22 20 STRING 21 20 Trans Date 43 6 STRING 41 6 UTrans Desc 52 30 STRING 4 71 30 AN GOST QUy 04 15 DOUBLE y rE ita esi 22 r5 DOUBLDE 22 19 LRG 106 Required fields for importing records Field Types CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER NO DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED DOUBLE AMOUNT DECIMALS REQUIRED LRL FIXED LENGTH OF RECORD LINE Fieid Type Formatting CHAR NUMBER NO DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if
282. t number or press the F2 key for near matches After you have selected your range of projects you will be prompted to specify the project types to be included in this report You may specify a single type such as Complete or you may specify Types so that all projects may be included and you may select a specific Manager or all Managers to print You will next be asked to specify which Detail Level should be used when printing this report This gives you the flexibility to determine how detailed you want to see this report You may only be interested in totals by overall project code However you may want to see all detail by employee or material items for detail billing purposes Whichever your preference simply specify the level desired and a mask may be selected on the jobs to be included when printing this report Once you click on the Start button to begin the system will begin printing the report The detail level specified will appear at the top of the report Only jobs that are open will print on this report Field Names Project Job Project To Date Customer Current Period Description Complete Percent Manager Actual Actual Costs Grand Totals Project To Date Suggested Billing Amounts Current Period NOTE Amounts are listed by Dollar Amounts and by Quantity Amounts displayed as and Q respectively Chapter 4 Print Reports Page 4 5 Job Cost User Manual sug
283. t number or press the F2 key to search for the project of your choice The screen will redisplay and allow you to enter the new project detail Initial Project Detail Tools Launch Edit Navigation M42 4v bbmWmE 5 Project 960312 Spring Internet World Detail ltem Del Proj Code Description Detail Est Complete Overhead Billing Cost 1 DIRECT SALE SEMINAR COST CODES dadas 0 000 4 Overhead Billing Hotel Expense Staff 0 000 Overhead Cost Eo 22 Travel Expense Air Fare 0 000 5 Overhead Billing Cost New Delete Einish Close Click the desired line number and then click the New button Project Detail New Toole Launch Project TRD 960312 Description Spring Internet World Proj Code Detail Chapter 2 Set Up amp Maintenance Page 2 37 Job Cost User Manual To scroll through the file to make your selection simply press the F2 key and a scrolling screen will appear for you to make your selection The second data item allows you to enter the detail description for this particular code This would typically be an employee s name or a description of a material being used on the project This data item will only be asked if you have turned on the option Sort Description in the Job Cost Master Configuration Click on the Save button to validate and the original s
284. t to search on Once you have found the record you wish to be displayed you may either double click on it or just highlight it and click on A review screen will then appear allowing you to select a specific cost or billing code for deletion The cost or billing code number description detail description and Estimated Percent Complete will be displayed across the right of the screen A checkbox for Delete Detail will appear on the left simply click on the checkbox to specify which Detail Line you wish to delete Once you have selected all of the cost or billing codes you want deleted click on the Delete button to remove these lines Click on the Finish button to validate your deletions Results coJC2dy dbf Project Detail File Add Change and Delete Project Detail Remove Deleted Project Detail 9 0415 This option allows you to remove all detailed cost and billing information for a project which has been deleted This is a file maintenance option which should be executed normally once a month This option performs a housekeeping task of freeing up disk space which is no longer needed Although the completed Projects are removed from the Project files you still have complete transaction detail maintained in your Project Detail files If you do not have enough disk space available to perform this function an error will be generated at the time the system runs out of disk space This however cou
285. tation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems without the manual re keying of information that is normally required e They allow the batch entry of transactions processed in other specialized or custom software programs This may even include updates from Infinity modules running at different locations or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the Infinity POWER File Import options The order in which information is sent to files and their format do not correspond to the formats that the File Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize information from the various Infinity POWER programs into the formats required by the File Import options The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Delimited Text
286. terial Rental Rental Misc L abor Material Material Misc Material Material Material Material Material Material Overhead Transfers Print Reports Page 4 55 Job Cost User Manual Cost Code ic 1CL 1 1 5 1F 1FL 1FM 1 1R 1RL 1RM 1R3 2 26 2CM Page 4 56 Cost amp Billing Codes Listing Detailed Infinity POWER Sample Company Inc Page 1 Cost Code Listing 4 04 28 2006 Detailed Description Classification Default Cost AR Code GL Sales GL WIP Type Billing Type Default Bill GL Asset GL COS Commercial Construction 51101 40000 1 Billing Only Other 500 00 Concrete 51101 41100 1 Billing Only Other 0 00 Each Concrete Labor Labor 18 00 Hrs 51161 11450 Cost Only 60000 60100 1 Concrete Materials Material 0 00 Yard 51101 11450 Cast Only 21200 51100 1 Concrete Sub Contract Sub Contr 0 00 Hrs 51101 11450 Cast Only 21200 51100 1 Framing 51301 41300 1 Billing Only Other 0 00 Each Framing Labor Labor 16 50 Hrs 51361 11450 Cost Only 50000 60100 1 Framing Materials Material 0 00 Sec 51301 11480 Cost amp Billing Cade Other 0 00 21200 51300 1 Framing Sub Contract Sub Cantr 0 00 Hrs 51301 11450 Cost Only 21200 51300 1 Rooting 51501 41500 1 Billing Only Other 0 00 Each Fooling Labor Labor 12 50 Hrs 51561 11450 Cost Only 60000 60100 1 Rooting Mat
287. that set up the system will move the cursor to the appropriate data items that follow If a code was set up to be used to track costs only then only cost questions will be asked If it was set up as both a cost and billing code then all questions will be asked accordingly Cost Quantity Unit Cost This field is for entering quantities for cost codes If you have specified in your Master Configuration to track quantities this question will be asked This allows you to not only budget by dollar amounts for a particular code but for the quantities to be used as well The unit of measure will be automatically picked up based on what was set up when the code was added to the file It will not allow you to override it during this process You would either need to enter a different cost code or change this cost code through the option Set Up Cost Billing Codes The default value will also be read from the Cost Code Master File 1f it was set up If not simply input the unit cost amount for this particular item If a cost has been established in the Cost Code file you may override that amount at this point for this particular project Extended Cost This is the cost extension based on the unit cost entered and quantities if set up If neither amounts quantities or unit cost have been set up then simply enter the total amount to budget for this cost code Bill Quantity This field is for entering quantities for billing codes
288. the Enter New Project Detail menu option Chapter 2 Set Up amp Maintenance gt Page 2 39 Job Cost User Manual Cost Clicking on this button will cause the system to display a new screen If this was either a Cost Only or Cost and Billing Code then the system will overlay a new screen in which you be able to modify any cost information that you had previously set up in the Enter New Project Detail menu option Once you have made any changes necessary click on the Finish button to validate your changes and you will then be prompted to select the next project that you would like to review or change Delete Project Detail Once this screen is displayed you will have the tool bar navigation options to select from You may choose the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on OK When you choose to select a specific record in the file by clicking on the binocular button you may search for that record by account number or description Click on either of the choices and enter the information you wan
289. the manually calculated cost or billing percent complete which will be used for calculating suggested billing percents or anticipated cost overruns At any given time you have the ability to adjust your estimated percent complete by selecting this option You may want to use this option when management decisions need to be made for a project regardless of the actual costing information that has been posted to a project In many instances actual progress on a project does not correspond with the cost percent complete Billing and reporting requirements may demand a more accurate completion schedule which is more in line with the actual status of the project That is what this option 15 designed to allow you to do By selecting this option you will be asked to specify the range of projects that you want to select Enter the project number or press the F2 key for special searches After you have selected your range of projects you may specify a manager mask when entering this information The next screen will display the project number the special field the customer number and the project manager at the top of the screen Two data items will allow you to enter the estimated percent complete The first will allow you to simply enter an estimation percentage for the whole project Click on the Detail button if you want to specify estimated percentages in detail for each cost or billing code on the project After clicking on the Detail butt
290. the project name the special field the customer number and the project manager listed at the top of the screen The system will also immediately calculate total costs that have been posted to the project and determine any retainage amounts that have already been posted to the project and display them in the Current Costs and the Project To Date Retainage fields accordingly The system will allow you to enter or change the default retainage percentage that you currently want to post The system will calculate the amount based on current costs of the project and display them in the next field under Current Retainage If you prefer to override this retainage amount you may enter any number you desire and disregard the percentage calculation Once this information has been entered click on the Start button to validate and the retainage will be added to the project Please note that these amounts do not replace existing retainage amounts already posted to the project but add to them instead If you are interactive with Accounts Payable the system will adjust this automatically Otherwise the information maintained here will be significantly overstated Results coJC1dy dbf Project File Vendor Retainage Updated POST OVERHEAD ALLOCATIONS JC0108 This option allows you to post overhead allocations to projects based on the individual allocation factors set up for each project A cost code must be assigned for the Overhead Allocation i
291. three 3 data items 1 Import Format 2 Import File Name 3 Process Import File Chapter 3 Enter Transactions gt Page 3 3 Job Cost User Manual The Import Format is prompting you to enter the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Delimited PRN These three choices are described in the following section Fixed Length ASCII Files Fixed Length ASCII Files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example an Inventory Physical Count import text file Part Number and Quantity should look like this 100A 1111 1 100 00 100B 1122 A2 250 00 100C 2211 A3 75 00 Variable Length ASCII Files Variable Length ASCII Files are those files which each data field starts on a specific number of characters from the start of each record and each record 15 separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data
292. tion be found It is important to note that only codes that have been classified as a Cost Only or a Cost and Billing code will be allowed to have the balances brought forward Upon selecting this option you will be asked to specify for which project you want to Enter or Adjust for Actual Billings Enter the project number or press the F2 key for special searches After you have selected your project the screen will re display with the project name the special field the customer number the project manager and the project type listed at the top of the screen The system will then give you the option to either Bill or Clear the suggested amounts If you click on the Clear button all suggested billing amounts will be removed and this project will not be included in the billing reports If you click on the button you may continue to make your billing adjustments Page 3 20 Enter Transactions Chapter 3 Job Cost User Manual A new screen will display and all cost and billing codes will be listed for you to scroll through to select and make adjustments that you would like Click on the Adjust button for any given line if you wish to change the information for this particular line item Once you have clicked on the Adjust button depending on the type of code it is your cursor will move to the next appropriate field If it is a Cost Only code the cursor will move to the New Balance Forward field wh
293. to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the button to save your changes or click on the button to cancel the changes made Results coJC1dy dbf Project File Project Information is Updated Delete Mode JC0403 First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on to validate your deletion of this record Page 2 14 Set Up amp Maintenance Chapter 2 Job Cost User Manual Make sure this is what you want to do because once a project is deleted there is no way to retrieve it again Results coJClidy dbf Project File Project
294. udget amounts to see your Percent Complete on the project Another project however may require you to simply keep track of the number of hours of labor reimbursable expenses and materials placed on a project and set a billing rate that pays for your time and effort based on the billing rates you establish In essence you are performing a Direct Billing function to your client Regardless of your billing requirements the Job Cost Main Module is designed to handle all of them under one system Your company will be able to choose the type of costing and billing that you want the system to perform and configure it specifically to the needs of your business There are many ways to configure this module This is why extra special attention should be placed on the setup of this module The system has key tracking and reporting features that may be very critical to some companies and not important to others Configurations may be very complex in the designing of codes or kept to a minimum to match existing tracking methods of a current system In addition the Job Cost module will aid you by calculating a suggested progress billing amount based on any of the following billing methods Direct Billing Bill hours or quantities incurred at a predefined billing rate Cost Plus Bill costs incurred directly with a predefined percent addition Percent Complete Bill each phase according to a predefined contract amount based on the percent complet
295. ue cost of a hardware failure or loss of information is not the loss of programs disks or even computers The largest cost is that of labor and management s time inputting your accounting information This can literally represent thousands of man hours over time This is a large investment that should be safeguarded at all times These programs are designed for creating and generating accounting information Unfortunately they have limited ability to protect the information created That is entirely up to you the user and manager to protect your investment For further information on Backup Procedures and commands refer to either the System Administrator manual Combination Keys or the documentation for your operating system Page 2 74 Set Up amp Maintenance Chapter 2 Job Cost User Manual This page intentionally left blank Chapter 2 Set Up amp Maintenance Page 2 75 Job Cost User Manual CHAPTER 3 ENTER TRANSACTIONS This section discusses the different ways projects and transactions may be entered into the Job Cost Main Module You should not use these options until after the initial set up has been completed SET UP PROJECT BUDGETS JC0107 This option allows you to set up your original budgets by project cost and billing codes These budgets are utilized in suggested billing calculations and budget comparison reports When selecting this option you will be asked to specify the particular project that you want to set up bu
296. unt of committed costs for a specific project Committed costs are different than budgeted and actual costs They represent the actual dollars that have been committed to be spent for a specific project but haven t been actually charged to a project actual costs Budgeted costs only show what is supposed to happen but do not elaborate as to whether the money has been spent or not After receipts have been recorded to a specific purchase order the Purchase Order Entry module will generate a voucher and update the Job Cost Main Module in the same way as the Accounts Payable option Voucher Vendor s Invoices Integration w Manufacturing Inventory Management The Manufacturing Inventory Management module allows you to transfer materials directly into a project or transfer materials directly out of a project In addition you may use the manufacturing feature to manufacture components into finished goods and then transfer those finished goods to a specific project The update that occurs in Job Cost when transferring materials into a project is exactly the same as the Job Cost option Record Costs The update made to Manufacturing Inventory Management is exactly the same as the Inventory option Record Withdrawals The update that occurs in Job Cost when transferring materials out of a project is similar to the Job Cost option Transfer Costs except that the destination is an inventory item instead of a project cost code The update
297. utes such as color size and styles for each report This allows you to be creative in your report styles whether formal informal or classic professional depending on the purpose of the report You may choose a more informal style for internal reports but select a more elegant style for a customer Selecting a font in the Printer Settings section affects printed reports only If you select Print as the output destination this is the font that will be applied to the printed report You can also select a font style for the display destination independent of the Print Settings font selection In Display Settings section of the screen click on the Fonts button to open the Font window From this window select different fonts add special effects such as underlining change the color font style bold italics bold italic etc and the font size When a report is selected in display output this is the font that will be applied when report is displayed on the screen NOTE If you send a report to print directly from the displayed output screen Send menu option or the Send to another output destination toolbar options the font selected in the Printer Settings will be the font that is applied to the printed report regardless of what font settings are selected for the Display Settings Font attributes are unique for Printer Settings and Display settings due to the fact that your printer and the Infinity POWER system may not support a
298. will be expensed After the project has been completed the system will ask you for the next project to complete You may enter another project or click on the Close button to exit this option As each project is completed the system will print an audit trail called Record a Completed Project Report that will show the project the billing amount any cost of sales amount and the gross profit and profit percentage The system will then print a second report called the Record a Completed Project Account Summary which will give you a complete General Ledger breakdown of all transactions that have just taken place For Direct Billing Cost Plus and Percent Complete type projects the transaction entries and General Ledger updates will be the same as those made during the Update Billing option as described earlier in this chapter For Completed Contract type projects the current billing amount will be reversed out of the Advanced Billings account number and recognized as Revenue Project To Date cost amounts will be expensed to the Cost of Sales account For Bank Draw Contract type projects the entire contract billing amount will be recognized as Revenue Any amount in the Draws Payable account should be reversed separately when you choose to repay the draws that you have received from the bank Project To Date cost amounts will be expensed to the Cost of Sales account Field Names Job Project Number Pr
299. x Rate 3841 10 STRING 323 10 Bill Rate 395 2 CHAR 333 2 Project Type 396 2 CHAR 335 2 Cost Plus 398 10 FLOAT 337 10 Contract Amt 402 16 DOUBLE 347 16 Retalnage Pct 522 10 FLOAT 363 10 Vendor Ret Pct 534 10 FLOAT 373 10 Salesman 80 5 STRING 383 5 O H Factor 666 12 FLOAT 388 12 P R Factor 670 12 FLOAT 400 12 LRL 411 Required fields for importing records NOTE Ensure salesman and sales tax codes are set up prior to importing files Field Type Formatting CHAR NUMBER NO DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 1 no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Page 2 Chapter 2 Set Up amp Maintenance Page 2 21 Job Cost User Manual Data Pro Support Document Field Descriptions ACTION TYPES ADD RECORD 2 CHANGE DELETE 4 ADD RECORD IF NOT FOUND OR CHANGE RECORD IF FOUND PROJECT TYPES DIRECT BILLING 2 COST PLUS PERCENTAGE COMPLETE 4 COMPLETE CONTRACT 5 BANK DRAW Import Tips 1 file descriptions that contain assume a 2 dec
300. your manager with the crucial information he needs to find bottlenecks in the construction process spot labor performance problems and track down cost overruns in the early phases of the project Information may be tracked on a summarized level such as Total Labor Total Materials etc on a very detailed level such as the number of 8 2 X 4 boards the number of hours John Smith did carpentry etc or on any level in between These different levels of tracking give you the flexibility to decide when and where you need specific information to help you The Job Cost Main Module is designed to go further in providing you the detail that you want while not overwhelming you with unnecessary detail Many systems are limited to tracking costs only Or they may only track projects on a Percentage Complete basis The Job Cost Main Module program goes a step further in combining multiple billing types that are definable project You may find yourself with several types of projects all at once This could include a project that is being worked on a Cost Plus basis In this case you simply need the system to track all expenses incurred on the project and then calculate a fixed percentage above those amounts for your profit Or you may find that the next project requires you to give an estimate on the total project and fix a contract price It is then your responsibility to set up budgets and track your costs and billings against those b
301. yroll cycle as normal Once the checks are printed the system will simultaneously update both the projects as well as the employee s master file when the option to update historical information is run Integration w Accounts Receivable The Accounts Receivable module allows you to automatically calculate suggested billing and to perform your actual project billings directly out of the Job Cost Main Module In addition retainage invoices are automatically recorded at the same time that the billing occurs Open Items are tracked by project and may be reported on aging reports statements and sales journals Retainage invoices will be aged separately in the current column of any aging report or statement When processing interactive with the Job Cost Main Module all revenue and cost of sales related journal entries will be posted through the Accounts Receivable module Page 1 8 Introduction Chapter 1 Job Cost User Manual Integration w Purchase Order Entry In order to use the Purchase Order Entry module you must process interactive with the Accounts Payable module purchase orders must be attached to specific vendors in order to be processed Vendor name remit to address terms discount percent etc are retrieved for use on each purchase order At the point of entering purchase orders allocations to a project and various cost codes on that project may be made This allows the Purchase Order module to then calculate the total amo

Job Cost Main Module - Data Pro Accounting Software, Inc.

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