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OPEN SYSTEMS® Accounting Software Job Cost User`s Manual

1. Company H 0879 2005 Terminal T000 INS Inquiry 1 Enter the range of job IDs you want to include in the report 2 Select the types of jobs you want to include in the report Completed Jobs are those that have an actual finish date Jobs In Progress are those that have an actual start date but no actual finish date All Jobs includes both Job Cost User s Manual 8 11 Work in Process Report Periodic Processing 3 Enter the GL period for which you want to print the report then press Enter The current fiscal year appears in the box to the right change it if necessary 4 If you want to include phase detail in the report select the check box or enter Y in text mode if not clear the check box or enter N in text mode 5 Select the output device to produce the report See Reports on page 1 33 for more information on output devices After the report is produced the Periodic Processing menu appears Sample Report 08 19 2005 2 26 PM Phase ID Contract Amt Estimate Cost 100004 PLAT 104 LOT 4 00 STRUCTURAL 45820 00 30072 68 MECHANICAL 7341 00 EXTERIOR 152745 00 76456 59 INTERIOR FINISHING 11980 00 5666 83 100004 PLAT 104 LOT 4 789686 00 473277 30 Actual Cost TOTAL DETAIL HISTORY COSTS OF Overhead TOTAL Report 8 12 Builders Supply Work in Process Report GL Period Ending 8 2005 Comp Earned Income Estimate Cost Overbilling Outstanding At Compl Underbil
2. setup considerations 2 5 system requirements 2 3 job cost detail history option 3 10 Job Cost files 1 9 job IDs setting up 9 3 job information changing 5 3 Job Profitability Report function 1 7 7 5 Job Template Worksheet function 1 8 8 17 sample 8 18 Job Templates List function 10 15 JOBGLxxx table 3 7 3 11 9 31 9 34 screen 9 35 jobs adjusting 5 6 copying 9 23 setting up 1 12 viewing 4 7 Jobs and Phases append cost codes window 9 14 documents screen 9 19 function 1 6 1 9 3 14 5 3 9 3 9 job comments screen 9 16 user defined fields screen 9 18 Jobs and Phases Inquiry function 4 3 Jobs and Phases List function 10 5 sample 10 5 Job Cost User s Manual Index JOBSxxx file 1 8 1 10 1 12 3 7 3 10 3 15 5 3 5 4 5 9 7 5 7 7 7 9 8 13 8 19 9 3 10 9 10 11 10 15 description 1 9 setting up 3 12 JOCCxxx file 9 29 description 1 11 setting up 3 7 JOCDxxx file 1 8 1 9 1 10 1 12 9 3 9 12 10 9 10 11 description 1 11 JOCTxxx file 9 27 10 7 description 1 11 setting up 3 7 JODExxx file description 1 11 JOHIxxx file 1 6 1 10 3 8 3 10 4 7 5 3 5 4 5 9 6 7 7 9 8 9 8 13 8 21 description 1 10 JOJCxxx file 1 8 8 15 description 1 11 JOPDxxx table 3 11 9 31 9 36 L launching OSAS in other operating systems 1 15 OSAS in Windows 1 15 Lists printing 6 3 7 3 10 3 Locations function 9 37 locations inquiry 4 3 main menu graphical 1
3. Sample Report 08 19 2005 2 04 PM Manager Job Phase Description Cost Code Description 100004 D LUKOOL INTERIOR FINISHING Material 100 Total for Cost Type Equipment 200 Total 300 Total 400 Total 500 Total Total for Cost Type Overhead for Cost Type Misc for Cost Type Labor 0l oz 03 04 Material Equipmen Overhead Misc for Cost Type 05 Labor for COST TYPE Total Total Total Total Total Total End of Report for for for for for for Phase INTERIOR FINISHIN TOTALS FOR JOB PLAT 104 LOT 4 Cost Cost Cost Cost Cost Type Type Type Type Type 0l 02 03 04 os Job PLAT 104 COST TYPE TOTALS for for for for for for Cost Cost Cost Cost Cost Cost Type Type Type Type Type Type GRAND TOTAL Job Cost User s Manual 0l 02 03 04 os 06 Material Equipmen Overhead Misc Labor LOT 4 Material Equipmen Overhead Misc Labor Subcont Builders Supply Cost Summary Report 17629 65 330 00 352 59 4006 60 7350 25 209753 01 101274 2759 6708 13649 49460 35900 209753 3292 61 3292 61 1913 50 1913 50 5620 33 89933 00 678 37 1798 65 4006 60 17659 89 463002 70 321314 13 3408 72 11109 64 13649 80 77620 41 35900 00 463002 70 Est vs Variance 3292 61 3292 61 1360 00 1960 00 5666 83 92635 03 2702 03 698 37 20 00
4. 12000 00 540 05 Adminstr 1000 00 1000 00 1000 00 630 06 Excavate 3300 00 3300 00 3500 00 Total Cost 42842 24 42842 24 Unbilled Cost 42 00 42766 00 001 of 013 Company H 0819 2005 Terminal TODO Use cost codes to assign costs to a job and phase Later when you acquire goods and services and enter them through the Job and Phase Adjustments function or through other applications the information updates the cost code and overall job and phase record You can assign up to 999 unique codes to a phase For a detailed explanation of cost codes and cost types see Cost Codes on page 4 5 Use the commands to work with the cost code line items e Press Enter to edit information about the selected cost code The Edit Cost Code screen appears e Press A to add a cost code to the end of the list The Append Cost Code screen appears Job Cost User s Manual 9 13 Jobs and Phases File Maintenance e Press V to view information about the selected cost code When you finish press any key to return to the Cost Code Details screen e Press Dto return to the Jobs and Phases header screen e Press Gto return to the General Information screen When you use this command any changes you made to this screen are automatically saved e Press Cto add edit or view comments associated with the job or phase See Job Comments on page 9 16 for more informatio
5. Cost Codes When you press C on the Jobs and Phases Inquiry screen the Cost Code Details screen appears 4 Cost Code Details Commands Edit Modes Other Scroll Commands Help Job ID 100 Tp 01 1001 Desc Material Steel Pk A Period to Date STRUCTURAL Year to date 0 2000 00 Jobs and Phases Inquiry Job to Date 2000 00 Abandon Estimate 261 00 2100 00 01 Concrete 5000 00 5000 00 4975 00 01 Lumber 15000 00 15000 00 15000 00 02 Equipmen 340 00 340 00 350 00 02 Generat 200 00 200 00 200 00 02 Cm Mixer 180 00 180 00 180 00 02 Rentals 500 00 500 00 500 00 03 Overhead 2200 24 2200 24 2200 00 04 Misc 550 00 550 00 500 00 05 Labor 12300 00 12300 00 12000 00 05 Adminstr 1000 00 1000 00 1000 00 06 Excavate 3300 00 3300 00 3500 00 Total Cost Unbilled Cost 42842 24 42842 24 42766 00 42 00 Ln 001 of 013 Enter Jobs and Phases Inquiry Company H 08 19 2005 Terminal TODO INS The Cost Code Details screen shows the cost codes associated with the job the activity for the cost code as it was used for the job and phase for the period and the year to date and the actual and estimated costs attributed to each cost code for the job to date As a result you can see how much
6. General Information On the General Information screen you can enter four types of information basic contract overhead and account and pieces goods and services and billing Job Cost User s Manual Setup Setup Checklist and Functions The basic information consists of the job description the ID of the job manager whether or not the job uses phases whether or not the job is to be used as a template for other jobs and whether or not you want to assign additional descriptions to the job A template serves as a general job that you can copy several times a useful task if you have several closely related jobs and do not want to spend time reentering information You enter the job as you would a regular job but by marking it as a template you exclude the information from calculations and reports Job Cost does not force you to create a contract The general term contract information means terms of the business arrangement The contract information consists of the estimated and actual dates for starting and completing the job and phase the date the contract was established the amount of the contract the contract number and the ID of the customer with whom you established the contract The actual dates are updated when you post Overhead information can be assigned only to phases of a job or to jobs that do not have phases The overhead and account information consists of the cost code you want to assign to overhead costs
7. Job ID 100004 681 0000 PLAT 104 LOT 4 GRAND TOTALS FOR USE TYPE LABOR 3011 4000 77471 50 End of Report 6 10 Job Cost User s Manual Billing Reports Printing a Billing Report Job Profitability Report Billing Summary Report Billing Detail Report Job Cost User s Manual 7 3 7 5 7 1 7 9 7 1 Printing a Billing Report The functions on the Billing Reports menu let you print reports summarizing job and phase billings These reports give you valuable billing information about jobs and phases helping you detect variances assemble competitive bids set or reduce prices and supplement your audit trail You produce all billing reports in the same way Use the instructions below to print a billing report modifying the procedure as necessary for the report you are printing For example if the screen for the report you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a billing report 1 Select the report you want to print from the Billing Reports menu The selection screen for that report appears The Billing Summary Report screen is shown below as an example Billing Summary Report Dow Commands Edit Modes Other Help aa Job ID From Thru Customer ID From Thru Manager ID From Thru Print Completed Jobs O Jobs In Process Jobs Not Yet Started O All of the above Select Include Phase Detail Year to Da
8. Use the Information Inquiry functions to view but not change information about jobs and phases If you are running OSAS through a multiuser network several people can look up the same information at the same time Daily Work Once you establish the valid codes and IDs through the File Maintenance functions you can use the Daily Work functions to make adjustments to jobs and phases that the system recognizes and to update the JOHIxxx Detail History file with the adjustments Use the Job and Phase Adjustments function to make the adjustments use the Post Adjustments and Transactions function to post them Reports Cost Reports Cost reports track costs they show where your expenses occur and where you can improve your spending 1 6 Job Cost User s Manual The Job Cost System Introduction Both the Cost Summary Report and the Cost Detail History Report provide information about costs associated with selected jobs and phases The Cost Summary Report provides only the summary total costs for each job phase cost code and cost type the Cost Detail History Report breaks detail information down by each transaction The Unit Cost Analysis Report compares estimated and actual units costs and unit costs It also displays the percent complete based on units Billing Reports Billing reports track amounts you have billed and the remaining amount to bill your clients They show how much revenue your clients are providing The Job
9. 400 10 05 2005 09 20 2005 0 Delay on job start date due to rain Lumber order to arrive 10 02 95 Enter edit Next screen Prev screen Company H 08719 2005 Terminal TODO INS 1 The job ID you entered on the Jobs and Phases header screen appears Change it to view or enter comments for another job or press Enter to accept the current value The ID of the terminal you are working at appears in the Ref ID field To work with comments for only the default reference ID press Enter To work with comments for a different reference ID enter that ID To work with all comments clear this field and press Enter Enter the date of the most recent comment you want to work with in the End Date field or press Enter to work with all comments The date reference and text that appear for each comment depend on the reference ID and end date you enter The comments are arranged by date the most recent date first then by reference ID Job Cost User s Manual File Maintenance Jobs and Phases 4 Use the commands to work with the comments on the screen e Press R to return to the Ref ID field to enter a new reference ID e Press Dto return to the End Date field and enter a new end date e Press Ito return to the Job ID field to enter a new job ID e Press A to add a new comment The Append Comment screen appears e Press E to edit a selected comment The Edit Comment screen appea
10. Delete Completed Jobs Use the Delete Completed Jobs function to remove information about completed jobs from the JOBSxxx Jobs file This function is useful if you want to free some disk space or if the size of the JOBSxxx file is slowing down your system Only jobs with zero amounts in the Ovhd Accum to Post and Fin Goods to Post fields having a finish date before the date you enter in this function will be deleted from the JOBSxxx file Delete Completed Jobs Screen Select Delete Completed Jobs from the Periodic Processing menu The Delete Completed Jobs screen appears Delete Completed Jobs O Commands Edit Modes Other Help xalselmo elee Have you Printed the Cost Detail Report Printed the Cost Summary Report Printed the Billing Detail Report Printed the Billing Summary Report Printed the Overhead Allocation Report Posted Overhead to GL v Remove Jobs and Detail History for Jobs with a Finish Date before 12 31 2003 B Company H 08719 2005 Terminal TODO INS Job Cost User s Manual 8 19 Delete Completed Jobs Periodic Processing 1 Ifyou have completed the listed tasks select the check box or enter Y in text mode if not clear the check box or enter N in text mode and return to the File Maintenance menu without changing the JOBSxxx file 2 Enter a job finish date before which to delete jobs from the JOBSxxx file After the jobs are deleted the Periodic Process
11. Introduction Navigating OSAS Command Bar The command bar appears at the bottom of function screen and gives you access to commands that allow you to move around the screen add or edit information change settings for selected lines or select output devices The commands that are available depend upon the function you are using and are analogous to the command buttons available on graphical screens Press the highlighted key to use a command Messages Messages appear at the bottom of the screen when a command is unavailable or when OSAS needs information to continue Verification Press lt PgDn gt to proceed Address Mapping When you are working with a screen that contains an address you can use the Address Mapping command menu to view a map of that address This command combines address information with the URL and search variables in the Resource Manager Web Setup function and the Map Lookup ID in the Company Setup function to direct your web browser to a mapping website and generate the map The Address Mapping command is available when the Map flag appears at the bottom of the screen To view a map of the first address on the screen press Shift F4 To view a map of the second address if present press Shift F5 The second command is not available when there is only one address Note Before you can view maps you must set up mapping website information in the Resource Manager Web Setup function select the Map
12. Job Cost User s Manual 3 17 Setup Checklist and Functions Setup Media Keep more than one set of media in case one set is bad or damaged Rotate the sets of backup media keeping one set off site 3 18 Job Cost User s Manual Information Inquiry Jobs and Phases Inquiry Detail History Inquiry Job Cost User s Manual 4 3 4 7 4 1 Jobs and Phases Inquiry Use the Jobs and Phases Inquiry function to view summary information about a job or its phases the locations start and finish dates additional descriptions billing information and actual costs compared with estimates You can also view cost details to see which cost codes make up the totals Note To add or change this information use the Jobs and Phases function see page 9 3 Jobs and Phases Inquiry Screen Select Jobs and Phases Inquiry from the Information Inquiry menu The Jobs and Phases Inquiry screen appears 4 Jobs and Phases Inquiry Commands Modes Other Information Help 2xt malmal ee Job ID 4 Manager ID LUK001 Phase ID _ A Desc 1 STRUCTURAL Desc 2 E go OrgiEst Actual Overhead Cost Code 300 Overhead Start Date 09 20 2005 09 20 2005 Ovhd Rate 02 CalcOn Amount Finish Date 11 05 2005 11 10 2005 Ovhd Basis Type 01 Material Last Bill Date 11 20 2005 Applied Ovhd GL Acct 523000 Contract Date 09 10 2005 Work in Process Acct Contr Amt 50000 00 50000 00 Finished Goods Acct 104400 Contract Number 12718 Ovhd Accum to
13. Setting up Job Cost Once you have installed Job Cost on your system you must prepare your data files for everyday use You can prepare files for use with Job Cost in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Company Setup menu in Resource Manager see the Resource Manager User s Manual For instructions on converting your files see Conversion on page 2 5 If you plan to use General Ledger with Job Cost you must install and set up GL before you set up Job Cost If you plan to use Accounts Payable Purchase Order Accounts Receivable Sales Order or Payroll with Job Cost set up those applications after you set up Job Cost Job Cost User s Manual 2 3 Conversion If you use an earlier version of OSAS Job Cost you can convert your files from the older version to the current version When you are ready to convert files use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide to upgrade Job Cost data files You can upgrade from version 3 2x 4 xx 5 xx or 6 xx If you want to upgrade from a version of Job Cost before 3 2 contact a technical support representative for assistance If you are converting from version 6 5x to 7 0 no conversion is necessary You shoul
14. s Manual Index OSAS MDI menu 1 21 text function 1 29 text main menu 1 27 Select 2 6 setting up access codes 3 7 backup schedule 3 7 3 17 billing information 9 3 checklist 3 7 contract amounts 9 3 contract dates 9 3 cost codes 3 11 3 14 9 3 cost types 3 11 3 14 9 3 costs billed 9 3 estimated costs 9 3 finish dates 9 3 finished goods account 9 3 invoice billed 9 3 job addresses 9 3 Job Comments 3 15 job IDs 9 3 jobs 1 12 JOBSxxx file 3 7 3 12 JOCCxxx file 3 7 JOCTxxx file 3 7 Options and Interfaces 3 7 overhead account 9 3 overhead information 9 3 percentage complete 9 3 phase IDs 9 3 phases 3 12 posting pieces 9 3 start dates 9 3 Tables 3 7 templates 1 12 3 13 9 3 use types 9 28 user defined fields 9 3 work in process account 9 3 setting up Accounts Payable assigning codes and IDs 3 3 setting up Job Cost 3 3 access codes 3 16 information to gather 3 3 options and interfaces 3 7 shortcut menu 1 23 sorting Job Cost User s Manual codes and IDs 3 3 start dates adjusting 5 8 inquiry 4 3 setting up 9 3 starting OSAS in other operating systems 1 15 in Windows 1 15 T Tables company specific 9 32 deleting 9 32 DFxxxx 9 31 9 33 function 3 11 9 31 JOBGLxxx 9 31 9 34 JOPDxxx 9 31 9 36 OPT xxx 9 31 setting up 3 7 Tables List function 10 17 sample 10 17 templates 8 17 copying 9 25 setting up 1 12 3 13 9 3 9 7 text mo
15. Appl GL AP AR BR FA D OSASBOSidata EJ Description Wersion Appl Description Version General Ledger 6 12 Accounts Payable 6 05 Accounts Receivable 6 05 Bank Reconciliation 6 12 Fixed Assets 6 05 Job Cost 4 50 Company H 08718 2005 Terminal TODO INS The system displays all valid OSAS data paths Select the destination directory where your new data files will reside Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination If you want source files to be erased after conversion select the box or enter Y in text mode if not clear the box or enter N in text mode If you want the conversion process to pause if a problem occurs select the box or enter Y in text mode if not clear the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem Job Cost User s Manual Installation and Conversion Conversion 5 Enter JO in the Appl column Job Cost appears 6 Enter your earlier version number of Job Cost and press Enter You can determine the version by looking at the copyrights screen when you start OSAS or in most versions by using the Application Information tool button on the menu screen in graphical mode or by pressing Shift F2 in text mode 7 If data files already exist for Job Cost in the intended destination path the JO
16. Blueprint Num B148822 Superintendent Don Amold Estimator Paul Westlund Est Date 09 02 2000 Design Model Alh merican Model m Realtor o Company H 089 2005 Terminal TODO INS Enter the appropriate information for each user defined field you set up using the Resource Manager User Defined Fields Setup function See the Resource Manager guide for more information on setting up user defined fields Use the Proceed OK command to save your changes Job Cost User s Manual File Maintenance Jobs and Phases Documents If you elected to add or edit job and phase documents the Documents screen appears Use the screen to attach documents to the job record Note You must set up file types in Resource Manager before you can attach a document to a master file record Refer to the Resource Manager User s Manual for more information Documents Commands Edit Modes Other Scroll Commands Help es Job ID 100001 Phase ID A Document Name JOSAMPLE DOC JOSAMPLE XLS Line No 001 of 002 Company H 08 19 2005 Use the commands to work with employee documents Press Enter to edit the selected document The Edit Documents screen appears e Press A to attach a document to the employee record e Press V to view file information about the attached document Job Cost User s Manual 9 19 Jobs and Phases File Maintenance 9 20 e Pre
17. JOCDxxx and the JOBSxxx files e Ifyou elected not to keep detail history but to post directly to the JOBSxxx file information is sent to the JOBSxxx and JOCDxxx files and the JOHIxxx file is not used at any point Job Cost User s Manual The Job Cost System Introduction e Ifyou elected to keep detail history but not to post directly to the JOBSxxx file adjustments information is sent only to the JOHIxxx file When you use the Post Adjustments and Transactions function the information is posted from the JOHIxx file to the JOBSxx and JOCDxxx files In this situation only the JOHIxxx file contains both permanent and temporary data Note In the Options and Interfaces function for Job Cost you must elect to keep detail history or to post directly to the JOBSxx file The JOCCxxx file stores information for cost codes used for verification The JOCDxxx file stores several kinds of information and the numbers associated with that information e cost code number description and short description e original estimate e job and phase ID for each cost code e cost type for each cost code and the cost type s use type e estimated quantity and the period year and job to date quantity e estimated cost and the period year and job to date cost The JOCTxxx file stores cost types used throughout the system When you assign a cost code to a job you must assign a cost type to the cost code The JOCTxxx file stores the cost
18. Refer to Appendix B in the Resource Manager guide for more information on these commands and their corresponding hot keys Ifa screen contains more than one section press Page Down when prompted to move to the next section Job Cost User s Manual 1 29 Introduction Navigating OSAS e Ifa menu appears prompting you for the kind of information to enter or maintain such as in the example and on Transaction and File Maintenance screens select the appropriate option and press Enter e To exit the screen and return to the menu press F7 Menus Like the graphical mode the text mode also includes menus that give you access to commands that open additional utilities show additional information about the task at hand or set up a custom menu that contains frequently used commands Refer to Appendix A in the Resource Manager guide for full details about the menus available in OSAS Other The Other Commands or F4 menu gives you access to additional utilities and Commands commands not directly related to the function you re currently using In text mode press F4 twice on the menu or once on function screens to access this menu See page 1 23 for more information on this menu Information The Information or Shift F2 menu gives you access to additional information Menu about a customer vendor item job bill of material or employee In text mode this menu is available when the Info flag appears at the bottom of a function
19. Terminal TODO INS Job Cost User s Manual 5 9 Post Adjustments and Transactions Daily Work 1 Select the range of source codes whose details you want to send to the JOBSxxx file Valid entries are listed at the bottom of the screen 2 Select the period to which you want to post the information in the JOBSxxx file or press Enter to accept the current period 3 Select the output device to produce the posting log This log summarized the entries moved from the JOHIxxx file to the JOBSxxx file See Reports on page 1 33 for more information on output devices After the post completes and the log is produced the Daily Work menu appears Post Adjustments and Transactions Log 08 19 2005 Builders Supply 9 53 AM Post Detail To Master Amount Posted To GL Period 8 Cost Code Post Amount 100001 Billing 35000 00 End of Report 5 10 Job Cost User s Manual Cost Reports Printing a Cost Report Cost Summary Report Cost Detail History Report Unit Cost Analysis Report Job Cost User s Manual 6 3 6 5 6 7 6 9 6 1 Printing a Cost Report The functions on the Cost Reports menu let you print reports summarizing job and phase costs These reports give you valuable information about jobs and phases helping you prepare bids plan budgets analyze progress and produce estimates You produce all cost reports in the same way Use the instructions below to print a cost report modifying the procedure as ne
20. a apple Note You can enter these parameters in any order but you must leave a space between the parameter mark t c or a and the parameter itself Refer to the Resource Manager guide for more information on these parameters Job Cost User s Manual 1 15 Introduction Starting OSAS Logging In After you start OSAS the login screen appears OSAS Login 7 OPEN SYSTEMS Accounting Software User ID Sam Company ID H Builders Supply Access Code Save Password To log in to OSAS enter your User ID the Company ID you want to work with and your Access Code If you want to save your access code so that you do not need to enter it again select the Save Password check box or enter Y in text mode to save your information Finally click OK or press Enter to log in This screen appears only after you have set up users and access codes for the OSAS system Access Codes Access codes limit use of the system and protect sensitive information Each code allows access to specific applications menus and functions If you cannot select a menu or function your access code is not authorized for it Use the Access Codes function in Resource Manager to set up access codes To change access codes select Access code from the File menu click the Access Code button on the toolbar or press F4 on the main menu When the Access Code box appears enter the access code to change to and press Enter 1 16 Job Cost Us
21. not found GLMAxxx General Ledger is not installed but the General Ledger interface is on Turn off the interface in the Resource Manager Options and Interfaces function Job Cost User s Manual A 1 System Messages Cost detail history not implemented You cannot use the Delete Detail History function or print the Cost Detail History Report if you are not keeping detail history Could not find any valid source files for this application The source directory you specified does not contain files for the application you are converting Make sure that you entered the correct source directory and application ID app ID data files exist Do you want this task to erase them To continue with the conversion and erase the existing files select Yes or enter Y in text mode To create only the new or missing files if any select No or enter N in text mode Destination file drive path file name not found No conversion This message appears in the Conversion Log if you specified a destination file that is not in the target directory see the Resource Manager User s Manual Disk drive not ready The system cannot access one of the disk drives to find the file for which it is looking Usually the door of the diskette drive is open Check the drive and press Enter Drive not available The disk drive ID you entered is not available on your system Press Enter and enter a different ID If this message appears when you enter th
22. numeric with two decimals N numeric with three decimals 3 or numeric with four decimals 4 appear Job Cost User s Manual File Maintenance Tables DFxxxx Table The DFxxxx table stores two types of defaults overhead defaults overhead cost code and basis type and defaults for the additional descriptions window Both kinds of information pertain to the Jobs and Phases General Information screen When you enter the table ID the rest of the DFxxxx table appears JOTB Commands Edit Modes Other Help Fralsejmel efee Come Table ID y Description Job Setup Default Table Number of ook 2 Column Length Default Value Ovhd Cost Cd 300 Ovhd Basis 02 User Def 1 Architect User Def 2 Desc Def 2 User Def 3 Desc Def 3 Company H 084 9 2005 Terminal TODO INS Field Description Field The fields you can enter defaults for appear Do not change them Default Value The default value for each field appears Press Enter to accept this value or enter a different value Job Cost User s Manual 9 33 Tables File Maintenance Enter the appropriate cost code and basis in the overhead fields but be wary The overhead masks on the General Information screen are hardcoded for cost codes the mask is N3 for basis cost type the mask is N2 despite the fact that the mask for the fields on this screen is A12 The corresponding fields on the General Information screen honor onl
23. the main menu with Job Cost added appears Job Cost User s Manual 2 7 Setup Setup Considerations Setup Checklist and Functions Job Cost User s Manual 3 3 3 3 1 Setup Considerations After you have installed the software for the first time or after you have upgraded the software you must set up the system Follow the setup procedures carefully the choices you make determine how the system will operate To properly set up the Job Cost system you need to gather and organize your accounting data You need the following information e your overhead calculation procedures e a chart of accounts for your business e your records of the work in process Codes and IDs When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent blank spaces SS 0 gt 1 Z AS a 01 aga 000000 000001 4 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space Job Cost User s Manual 3 3 Setup Considerations Setup 3 4 e Items that make up a code are always listed alphabetically The items a
24. 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 e Ifyou use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly Job Cost User s Manual Setup Setup Considerations e Use descriptive IDs For example WINOO1 and WINO02 are more descriptive IDs than 000001 and 000002 However if you already use a numbered system you might want to stick with it e Ifyou want to sort items by a particular attribute name or group put the attribute in the ID For example to organize jobs by name put the first characters of the name of the job in the job ID e To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of WINOO1 and WINOOS leaves room for three jobs in between If you plan to use Job Cost on the same system as Inventory make sure that job IDs do not duplicate inventory item IDs The OSAS system does not distinguish between job and item IDs Job Cost User s Manual 3 5 Setup Checklist and Functions Follow these steps to set up the Job Cost system each step is explained in this section 1 Set up the options and interfaces 2 Build the tables 3 Build the JOCTxxx Cost Types file 4 Build the JOCCxxx Cost Codes Master file 5 Build the JOBSxxx Jobs file 6 Set up access codes 7 Set up a backup schedule
25. 1 27 Introduction Navigating OSAS 1 28 You can move around the text main menu in these ways e Use the arrow keys to move the cursor up and down to highlight the application you want Then press Enter to select it e Press the first letter of the application you want to move the cursor to the first application beginning with that letter Continue to press the letter key or the down arrow until the application you want is highlighted then press Enter to select it e Use the mouse to click an application to view that application s menu e To move to the first application on the menu press Home To move to the last application on the menu press End e Onan application menu press Page Up to move to the menu immediately behind it If you are several levels away from the main menu you can return to the main menu by pressing Page Up repeatedly or by pressing Tab once e To exit from OSAS press F7 Job Cost User s Manual Navigating OSAS Introduction Function Screens Like the text menu OSAS text function screens can be used on all operating systems and in combination with graphical menus EMOS T000 Invoices Transaction Type You can move around the screen these ways e Press Enter or the down arrow to move from field to field e To use a command that is listed in the command bar press the highlighted letter Use hot key commands to access information screens or to toggle commands on and off
26. 19 2005 Terminal T000 INS Inquiry 1 Enter the range of template IDs you want to include in the worksheet 2 Select the level of detail you want to print on the worksheet You can include cost codes and cost types or only cost types 3 Select the output device to produce the worksheet See Reports on page 1 33 for more information on output devices After the worksheet is produced the Periodic Processing menu appears Job Cost User s Manual 8 17 Job Template Worksheet Periodic Processing Job Template Worksheet 08 19 2005 2 31 PM Job ID TEMPL1 TEMPLATE 1 LOT SETUP Manager ID 0000 Piece Unit of Measure Cost Code ID Cost Code Description STRUCTURAL Material Steel Support Pack Concrete Lumber TOTAL Cost Type 01 Equipment Generator Cement Mixer Lease Rentals TOTAL Cost Type 02 Overhead TOTAL Cost Misc TOTAL Cost Type 04 Labor Adminstrative Hours TOTAL Cost Type 05 Excavating Sub TOTAL Cost Type 06 8 18 Builders Supply Job Template Worksheet Customer ID Address Architect Desc Def 2 Desc Def 3 Est Estimate Cost Units Unit of Measure Unit of Measure 250 2100 4975 Pieces 0000 1 0000 40 0000 10 0000 EA Cuyds Units Material 0000 0000 1 0000 0000 Equipment 100 0000 Overhead 0000 Misc 480 0000 55 0000 Labor 0000 Subcontractor PHASE TOTAL A 42755 00 Job Cost User s Manual
27. 20 MDI 1 21 navigating graphical 1 20 navigating MDI 1 21 navigating text 1 28 text 1 27 toolbars 1 25 Maintenance F6 flag 1 31 icon 1 26 mapping 1 26 1 32 Job Cost User s Manual Master File Lists menu 1 8 Master Lists printing 6 3 7 3 10 3 menu structure in Job Cost 1 6 menus Billing Reports 1 7 Cost Reports 1 6 Daily Work 1 6 drop down menus 1 23 File Maintenance 1 6 graphical main menu 1 20 Information Inquiry 1 6 Master File Lists 1 8 MDI 1 21 Periodic Processing 1 7 shortcut 1 23 text main menu 1 27 messages in text mode 1 32 modes graphical 1 19 text 1 27 N navigating graphical function screens 1 22 graphical main menu 1 20 MDI menu 1 21 text function screens 1 29 text main menu 1 28 to directories and files 1 26 O options edit job totals 3 10 job cost detail history 3 10 post detail to master 3 10 Options and Interfaces setting up 3 7 options and interfaces setting up 3 7 OPT xxx table 9 31 OSAS MDI menu 1 21 IX 5 Index modes 1 19 graphical 1 19 text 1 27 setup considerations 2 5 starting in other operating systems 1 15 starting in Windows 1 15 overhead 5 3 8 3 8 7 posting 5 3 overhead account 9 4 setting up 9 3 Overhead Allocation Report function 1 7 8 3 overhead information 3 13 setting up 9 3 overhead use type 9 28 overview Job Cost system 1 5 P Payroll entering costs 3 15 interface with Job Cost 3 8 5
28. 6313 Page 17 33 100947 91829 316408 296893 7 5 Billing Summary Report The Billing Summary Report provides summary information about the amount you bill for each job This report is valuable if you want to cite important figures in a bid for a job or to use as a backup in case the data becomes corrupted The billing information in this report comes from the JOBSxxx Jobs file Sample Report 08 19 2005 Builders Supply 2 14 PM Billing Summary Report Job ID Cust Mgr Description St Description Contract Amt Amt Billed Unbilled Amt Cost Billed Last Bill Finish Dates Unbilled Cost Bill 100001 DALOOl LUKOOlL PLAT 104 LOT 1 Job Contract 12 10 05 12 20 05 A C STRUCTURAL 50000 00 1000 42800 11 20 05 11 05 05 11 10 05 Phase Contract Number 12718 51000 42 42800 PTD 2000 00 00 C MECHANICAL 14000 00 14000 11655 11 20 05 11 10 05 11 15 05 Contract Number 12718 14000 y 11655 C EXTERIOR e 35000 Pr 31396 11 30 05 11 20 05 11 25 05 Contract Number 12718 35000 P 31396 C INTERIOR FINISHIN 35000 5 30120 12 22 05 12 15 05 12 20 05 Contract Number 12718 JOB TOTAL p 135000 ls 115972 135000 115972 2000 GRAND TOTALS 132000 135000 S 115972 135000 i 115972 2000 End of Report Job Cost User s Manual 7 7 Billing Detail Report The Billing Detail Report provides information about the billings for each phase of a job or a range of jobs Use the report to review th
29. Detail History Inquiry Screen Select Detail History Inquiry from the Information Inquiry menu The Detail History Inquiry screen appears Detail History Inquiry Commands Modes Other Information Help 3 X ts DER Job ID Fiscal Year Cost Type Phase Code Sre 100 AP 100 AP 100 AP 200 AP 200 Jo 200 Jo Phase ID Period Cost Code Ret Year MIL001 2005 TIM001 2005 TIM001 2005 MIL001 2005 ADJUST 2005 ADJUST 2005 Invoice Remark Description 83295 From From MILLWORK PACKAGE 83296 STANDARD WINDOW 30 x 40 83296 STANDARD WINDOW 24 x 40 5543 GENERATOR LADDERS CEMENT MIXER LEASE New ID PLAT 104 LOT 1 STRUCTURAL Amount Tran Date Quantity Post Date 14711 69 09 23 04 9 2500 09 23 04 2280 96 09 20 04 6 0000 09 20 04 637 00 09 2004 2 0000 09 20 04 200 00 09 21 04 1 0000 09 21 04 50 00 09 20 04 3 0000 09 20 04 90 00 09 20 04 1 0000 09 20 04 Inquiry 1 Enter the job ID The job name appears Job Cost User s Manual Company H 0849 2005 Terminal TODO INS 4 7 Detail History Inquiry Information Inquiry 4 8 Enter the phase ID The name of the phase appears Enter the fiscal year Enter the range of periods you want to view or leave the fields blank to view all periods Enter the cost type whose associated detail history you want to view or leave the field blank to view history for all cost types Enter the
30. Ledger File Maintenance GL and Transaction Inquiry Inventory Statement Maintenance Edit Transactions Job Cost Master File Lists Post to Master Purchase Order Sales Order Resource Manager Company H Terminal T000 08 02 2005 8 50 AM You can move around the graphical menu in these ways e Click an application to view that application s menu Click a menu item to view its functions Double click a function name to enter that function e To exit from the graphical menu click a different application or menu name or press Tab to return to the main menu To exit from OSAS click the Close box in the upper right corner of the screen press F7 or select Exit from the File menu 1 20 Job Cost User s Manual Navigating OSAS Introduction MDI Main The MDI menu centralizes all OSAS functionality in one location applications Menu appear as tabs at the top of the screen their menus and functions appear in a navigation pane on the left side of the screen and function screens appear in the large pane on the right Using this menu you can open more than one function screen at a time and move or minimize screens as needed However you cannot open two functions that lock the same data file at the same time OSAS 7 0 Journal Transacti n E Transactions 2005 Edit Transactions Copy Recurring Entries Commands Edit Modes Other Scroll Commands Help GL Joumal GL Activity Report 32 X ta Ba aa aa 0 Abandon GL an
31. Lookup ID to use in the Resource Manager Company Information function and enter the path to your workstation s web browser in the Resource Manager Defaults function 1 32 Job Cost User s Manual Navigating OSAS Introduction Reports All OSAS applications contain a variety of reports to help you view and analyze your business data Each report function includes a selection screen that allows you to select the range of information to include in the report which appears in alphabetical order when the report is produced After you select the information to include use one of these options to output the report e Select Printer or enter P in text mode to send the report to a printer then select the printer to use e Select Print Preview or enter R to view the report in a preview window from which you can print the report later This option is only available on Windows or graphical Linux workstations running BBj e Select File or enter F to save the report to a file then change the directory path and file name followed by the txt extension if necessary Directory paths and file names must be less than 35 characters in length Note To preserve formatting view the reports you save to a text file with a fixed width or monospaced font Courier or Lucida Console for example e In text mode enter S to view the report directly in an OSAS function screen then select whether to view it in Standard or Compressed width e
32. Options and Interfaces An application can be interfaced to work in conjunction with other applications Job Cost can interface with General Ledger Payroll Accounts Payable Purchase Order and Accounts Receivable Sales Order General Ledger When Job Cost interfaces with General Ledger posting uncompleted jobs makes summary entries in the GLURxxx Journal file to account for the overhead accumulated since the last post Overhead amounts are debited to the work in process account you specify in the JOBGLxxx table and credited to the applied general ledger account you specify in each job and phase record When you post completed jobs summary entries are made to transfer the total cost of each job from the WIP account to the finished goods account you specify in the JOBGLxxx table Job Cost User s Manual 3 7 Setup Checklist and Functions Setup Payroll You set up the interface between Job Cost and Payroll when you select Payroll options and interfaces This interface affects the pieces fields in the job and phase records if you select Payroll as the pieces method and the cost codes for labor dollars and updates the quantities for cost codes with labor hours The interface between Job Cost and Payroll works in two directions When you enter Payroll transactions you can look up and select Job Cost job and phase IDs and cost codes When you post Payroll transactions that contain job and phase IDs the labor dollar amounts hours
33. Tax Liability Acct Tax Refundable Acct Class Description Sales Tax Purch Tax Tax Collected Tax Paid Consumer Goods Resale Sales 0 000 00 Exempt Sales 000 0 000 00 Ind Agr Prod 0 000 00 Interstate Comm 0 000 00 Motor Vehicles i 000 0 000 00 Food Products 0 000 00 Clothing 000 0 000 00 Gasoline 0 000 00 Services 000 0 000 00 Total 1307 00 Calculated 1307 01 Over Short 01 Enter edit Tax Loc First Last Nee Prev View Header Company H 08 02 2005 Terminal T000 OVR You can move around the screen in these ways e Use the mouse or press Tab to move from field to field Use the scroll buttons to move from line to line in scrolling regions e Ifa screen appears prompting for the kind of information to enter or maintain such as on File Maintenance or Transactions screens select the appropriate option and click OK to continue e Press Page Down if prompted to move to the next section e Click Header when it appears to return to the screen s header section e Press F7 to exit the screen and return to the main menu 1 22 Job Cost User s Manual Navigating OSAS Introduction Menus Shortcut Menu Other Commands Menu Both the graphical main menu and graphical function screens contain drop down menus that give you access to additional commands without using the function keys While you can
34. Values are added to subtract a value in a numeric field enter a negative amount You can change both the estimated and the actual values Enter the revised cost quantity or both for the period year or job 5 7 Job and Phase Adjustments Daily Work The new values that reflect your entries appear When you finish entering adjustments use the Proceed OK command to save it Then enter another adjustment for that type use the Abandon F5 command to enter an adjustment for another type or use the Exit F7 command to return to the Daily Work menu Billing Adjustments If you elected to adjust billing information you do not need to enter a cost type or cost code You can revise the estimated and actual contract amounts cost billed and invoice billed by a specified basis You do not revise costs or quantities Pieces Adjustments If you elected to adjust pieces you do not need to enter cost or billing information Enter the transaction date and job and phase Then change the estimated and actual pieces for either the period year or job to date Start and Finish Date Adjustments If you elected to adjust start and finish dates you do not need to enter cost or billing information Enter the transaction date job and phase Then change the estimated date actual date or both Job and Phase Adjustments Log 08 19 2005 Builders Supply 1 39 PM Job and Phase Adjustment Log Job ID Job Description Phase Phase Descriptio
35. a safe place For more information about access codes see the Resource Manager User s Manual 3 16 Job Cost User s Manual Setup Setup Checklist and Functions Backup Schedule Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up Data Files Back up your Job Cost data files whenever they change every day or every week and before you run these functions Post Adjustments and Transactions Post Overhead to GL Delete Completed Jobs Periodic Maintenance Delete Detail History Use the Backup function on the Resource Manager Data File Maintenance menu to back up files You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Backing up Programs Once a month or so back up your programs Even though these files do not change backup media can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it
36. an adjustment of a different type Lines are added to the adjustment log for each adjustment you enter 5 When you finish entering adjustments use the Exit F7 command to return to the Daily Work menu Job Cost User s Manual 5 5 Job and Phase Adjustments Daily Work Job and Phase Adjustments Screen The screen that appears depends on the field you selected to adjust on the first screen The screen below appears when you select Cost Type Job and Phase Adjustments E a Commands Edit Modes Other Help xa selmal elee Transaction Type Cost Adj Type lor 9 Material Transaction Date 0879 2005 a Job 100001 A PLAT104LOTA GL Period Phase a STRUCTURAL Reference CostCode 145 Concrete Remark Description Lower level floor pouring Adjust Current Est JTD Cost Est JTD Quantity PTD Cost J PTD Quantity Change Est JTD Cost 4215 88 Est JTD Quantity PTD Cost 00 PTD Quantity Revised Est JTD Cost 9190 88 Est JTD Quantity PTD Cost PTD Quantity Company H 08 19 2005 Terminal T000 INS Since most fields are the same for all the options every field on the cost type screen is described below Differences on the other screens are described later in this section Field Description Type Enter the cost type for the cost code whose information you want to adjust Transaction Date Enter the date of the transaction you want to adjust Job Enter the job ID whose cost code you want to adjust Job C
37. check box to print a list of the files that are changed 3 After you enter the Field ID and indicate your preference for printing the log use the Proceed OK command to begin entering field values to change Values 4 To edit or add original new values in this section select a line and press Enter to edit the current line The Edit Original New Values dialog box appears Press A to append another value to the list The Add Original New Values dialog box appears 5 Enter the current field value you want to change in the Original Value box 6 Enter the new value that you want to use for this field in the New Value box 7 Select a command e Press S to switch to the File Description section to specify which files change during processing e Press Enter to edit the current line e Press A to append another value to the list e Press B to begin the change field process e Press H to return to the header section to change the selection you made for printing the log 9 38 Job Cost User s Manual File Maintenance Change Fields e Press G to go to a particular entry This option is only available when there is more than one page of entries e Press F to choose a new field ID this abandons any field changes you entered but have not yet saved 8 Continue entering old values and new values until you have specified all of the values you want to change in the Values section Files The files that contain the Field ID you se
38. deleted the Periodic Processing menu appears 8 22 Job Cost User s Manual File Maintenance Jobs and Phases Copy Jobs and Phases Copy Job Template Cost Types Cost Codes Tables Change Fields Job Cost User s Manual 9 3 9 23 9 25 9 27 9 29 9 31 9 37 9 1 Jobs and Phases Use the Jobs and Phases function to create job and phase records in the JOBSxxx Jobs and JOCDxxx Cost Codes Detail files when you enter the job You can set up several pieces of information e job and phase IDs e contract amount original and actual and contract date e job address and three user defined fields e template information and details e customer billing information and invoice billed e estimated actual start and finish dates and percentage complete e posting pieces from Payroll or Accounts Payable e overhead information e estimated costs costs billed and costs unbilled e associated cost codes and cost types e period and year to date information for pieces e GL overhead work in process and finished goods accounts After you set up a job you can change the information about the job either through the Jobs and Phases function or the Job and Phase Adjustments function Using the Job and Phase Adjustments function is preferable you can enter revised estimates and accrued costs manually and keep an audit trail Phase totals roll up into the job record total so if you enter detail information enter it in either
39. is produced the Periodic Processing menu appears Post Overhead to GL Log 8 10 08 19 2005 2 23 PM Amount Posted To GL Description Ovhd Accrued Work in Proc Fin Goods Work in Proc Fin Goods Work in Proc Fin Goods Work in Proc Ovhd Accrued Work in Proc Fin Goods Work in Proc Ovhd Accrued Work in Proc Ovhd Accrued Work in Proc Ovhd Accrued Work in Proc End of Report Period 8 GL Account 23000 104200 104400 104200 104400 104200 104400 104200 523000 104200 104400 104200 523000 104200 523000 104200 523000 104200 Builders Supply Post Overhead to GL 116695 Credit 116695 Job Cost User s Manual Work in Process Report Produce the Work in Process Report at the end of the monthly accounting cycle The report shows information about work in process and earned income for the selected jobs and it can show information about completed jobs or you can elect to list everything This report shows work done for all jobs on file regardless of the stage of completion Work in Process Report Screen Select Work in Process Report from the Periodic Processing menu The Work In Progress Report screen appears 4 Work in Process Report E ES Commands Edit Modes Other Help aa Job ID From 100001 y Thu 100004 a Select Completed Jobs 100 completion O Jobs In Progress All Jobs GL Period 8 2005 Include Phase Detail v
40. planning 6 5 6 9 7 9 Cc Change Fields sample log 9 41 screen 9 37 changing job information 5 3 9 3 checklist setting up 3 7 codes access codes changing 1 16 setting up 3 3 sorting 3 3 commands access code 1 16 flags 1 31 hot keys 1 31 Proceed OK 1 4 comments viewing 4 4 company assigning access codes 3 16 company specific tables 9 32 contract amounts setting up 9 3 contract dates setting up 9 3 contract information 3 13 conversion before converting 2 5 setup considerations 2 5 converting to OSAS version 7 0 2 6 Copy Job Template function 1 12 9 25 Copy Jobs and Phases function 9 23 IX 2 copying jobs 9 23 copying phases 9 24 9 26 copying templates 9 25 cost Detail History Inquiry 4 7 cost billed adjusting 5 8 Cost Code Details screen 4 5 Cost Codes function 9 29 screen 9 29 cost codes 4 5 6 5 adjusting 5 7 appending 9 13 copying 9 24 9 26 editing 9 13 setting up 3 11 3 14 9 3 viewing 4 8 9 14 viewing information about 4 4 Cost Codes Detail List function 10 11 sample 10 11 Cost Codes List function 10 9 sample 10 9 Cost Detail History Report function 1 7 5 9 6 7 sample 6 7 Cost Reports menu 1 6 Cost Summary Report function 1 7 6 5 Cost Types editing 3 12 function 1 6 3 11 9 27 screen 9 27 cost types adjustments 5 6 setting up 3 11 3 14 9 3 viewing 4 8 Cost Types List function 10 7 costs entering 5 3 c
41. range of cost codes whose associated detail history you want to view or leave the fields blank to view history for all cost codes Use the commands to work with the information on the screen e Press N to view a different job s history then enter the job ID When there is more than one screen of items to view the More command is available Press M to view the next page of history when available e When you have reached the end of the history list press R to return to the first page of history information When you finish viewing detail history use the Exit F7 command to return to the Information Inquiry menu Job Cost User s Manual Daily Work Job and Phase Adjustments Post Adjustments and Transactions Job Cost User s Manual 5 3 5 9 5 1 Job and Phase Adjustments Use the Job and Phase Adjustments function to enter costs as you incur them billings as you invoice them and critical dates as they change Depending on how you calculate overhead the system may calculate overhead and update the overhead to post finished goods to post and actual overhead fields when you enter adjustments through this function You can update a job in three ways through the Jobs and Phases function through other applications or through the Job and Phase Adjustments function Use the Job and Phase Adjustments function when incidental events make manual adjustments necessary Usually job information from other interfaced app
42. the basics of the Job Cost system and how to navigate around OSAS e Chapter 2 Installation and Conversion details how to install Job Cost using Resource Manager and how to create or convert the data files it requires e Chapter 3 Getting Started gives information and checklists on the steps you need to perform to set up Job Cost e Chapters 4 through 12 contain function descriptions organized by menu These chapters mirror the order that appears on the Job Cost menu e The Appendixes contain supplimentary material e The Index is a topical reference to the information in the rest of the chapters and concludes this guide Job Cost User s Manual 1 3 Introduction Welcome to OSAS Conventions This guide uses the following conventions to present information _Inquiry _ When the Inquiry or Maintenance commands or both are available for a field Maint the Inquiry and Maint flags appear in the margin See page 1 26 and page 1 31 for more information on these commands When you see the phrase use the Proceed OK command in this guide press Page Down in either text or graphical mode to continue In graphical mode you can also click OK to proceed 1 4 Job Cost User s Manual The Job Cost System Use the Job Cost system to track jobs that incorporate goods and services You might do these jobs for contractors build to order manufacturers and other businesses that need a specific task or a set of tasks to be done T
43. through other applications the information updates the cost code and overall job and phase record You can assign up to 999 unique codes to each phase You can also use cost codes to track costs in terms of categories that might be specific to a job and phase A cost type is a category of cost codes You can define your cost types and cost codes but you must define the cost types first because you must assign one to each cost code After you establish cost types for the system and cost codes for a job and phase record you can assign cost information to the job and phase indefinitely and the cost codes track the information For example you might define three cost types before you enter jobs 10 Items 20 Labor and 30 Sublet or third party labor Each category is general a particular job and phase might have a need for more specific cost codes Then in the Jobs and Phases function you might enter job INS001 Installation which may require several codes for simplicity s sake the job in this example does not have phases You might use cost codes 001 Hardware and 002 Software Each code is unique but both are assigned cost type 10 Job Cost User s Manual Setup Setup Checklist and Functions You could also have codes 003 Setup and 004 Training each with cost type 20 Finally you could define code 005 Support with cost type 30 if part of the installation is free client support from the software manufacturer
44. to use for the main menu and function screens In text mode use the Page Up Page Down arrow and Enter keys to move between menus select and enter functions and move around function screens When a list of commands appears at the bottom of a function screen press the highlighted letter to use a command These methods also work in graphical mode or you can use the mouse to click on fields and command buttons Graphical Mode If you re familiar with other graphical software programs you ll find it easy to navigate around the OSAS graphical mode which uses buttons toolbars text entry boxes and menus to help you move through your tasks Job Cost User s Manual 1 19 Introduction Navigating OSAS Main Menu If you use BBj in graphical mode the main menu is available in two flavors graphical and MDI To switch between the two styles press Shift F5 If you use Visual PRO 5 the graphical main menu is the only graphical menu available Graphical The graphical main menu is shown below Main Menu 4 T000 OPEN SYSTEMSO Accounting Software E File Modes Tools Favorites Other Help Raw mas E H Builders Supply v o OPEN SYSTEMS Accounting Software Main Menu General Ledger 2005 Bills of Materials Kitting Journal Transactions Transactions Bank Reconciliation Reports Copy Recurring Entries Payroll with Direct Deposit Productivity Reports GL Journal Fixed Assets Periodic Processing GL Activity Report General
45. type description short description used in reports and use type The JODExxx file stores the additional descriptions you assign to each job and phase record Use of this file is optional if you do not elect to use additional descriptions this file is not used The JOJCxxx file stores comments that you assign to a job in the Jobs and Phases function You can assign 999 comments sequence numbers for each combination of job sequence number reference and date Job Cost User s Manual 1 11 Introduction The Job Cost System Other applications that interface with Job Cost update the JOBSxxx JOCDxxx and JOHIxxx files When you are in the other application the update normally takes place after you enter the line item information specify a job phase and cost code and post Job Cost provides information for all the applications it interfaces with but it updates only General Ledger If Job Cost interfaces with General Ledger you can use the Post Overhead to GL function to send overhead information to the appropriate accounts Accounts set up in the JOBSxxx file for work in process and finished goods are also updated File Interaction The Job Cost system tracks both expenses and revenues for a combination of goods and services a job When you enter and post adjustments information is retained in or distributed to the appropriate files to keep the information up to date make the information available through reports and ke
46. values These values are updated when you post billing adjustments or accounts receivable invoices The unbilled cost is the total cost minus the cost billed for the job to date The cost you did not bill the customer for the entire job appears These values are updated when you post billing adjustments or accounts receivable invoices the next screen you selected appears If you did not select another screen the Jobs and Phases header screen appears 9 12 Job Cost User s Manual File Maintenance Jobs and Phases Cost Code Details If you elected to add or change cost code details for the job or phase the Cost Code Details screen appears 4 Cost Code Details ES Commands Edt Modes Other Scroll Commands Help xo eelmal elee 7 Job ID 100001 Phase ID A STRUCTURAL Cd 135 Tp 01 Desc Material Steel Pk Period to Date Year to date 272 00 2000 00 Job to Date 7 0 2000 00 Estimate 2100 00 145 01 Concrete 5000 00 5000 00 4975 00 155 01 Lumber 15000 00 15000 00 15000 00 200 02 Equipmen 340 00 340 00 350 00 210 02 Generat 200 00 200 00 200 00 230 02 Cm Mixer 180 00 180 00 180 00 280 02 Rentals 500 00 500 00 500 00 300 03 Overhead 2200 24 2200 24 2200 00 400 04 Misc 550 00 550 00 500 00 500 05 Labor 12300 00 12300 00
47. with your business paying for the service Having set up the system like this you then track the purchase of computer hardware in Accounts Payable and attribute the items to job INS001 Then you specify the cost code the appropriate information is sent to the JOBSxxx file for the specified cost code A similar process is involved in using Payroll for labor information You should enter costs that you cannot directly attribute to an item in Accounts Payable Purchase Order or Payroll as overhead and account for them in the overhead fields In this example you cannot have two cost codes 003 or duplicates of any other code but you can and do have more than one code of type 10 Once you have set up cost types think of them as categories you assign to each cost code The list of cost types is set up once and used throughout the system In this example type 10 means Items no matter what job or phase is involved and can be changed only through the Cost Types function By comparison any cost code has meaning only in its own phase or job without phases For example cost code 100 in one phase has no connection with cost code 100 in any other phase in the job or any other job Phases and jobs are independent when it comes to cost codes You cannot give two codes the same number in the same phase If you are working in a job without phases no two codes in the job can have the same number Job Comments Enter comments that you want to assoc
48. you are working with a screen that contains an address you can use the Address Mapping command to view a map of that address This command combines address information with the URL and search variables in the Resource Manager Web Setup function and the Map Lookup ID in the Company Setup function to direct your web browser to a mapping website and generate the map Note Before you can view maps you must set up mapping website information in the Resource Manager Web Setup function select the Map Lookup ID to use in the Resource Manager Company Information function and enter the path to your workstation s web browser in the Resource Manager Defaults function Job Cost User s Manual Navigating OSAS Introduction Text Mode The OSAS text mode is available on all operating systems If you use OSAS on an operating system that does not have graphical capabilities the text mode is the only mode available In text mode all screens are presented in an easy to use textual interface that you navigate through using keyboard commands Main Menu The text main menu is shown below OSAS T000 Settings Edit Print Help 06 01 2005 Company H Builders Supply 12327 FH Main Menu General Ledger OPEN SYSTEMS R Accounting Software When you select an application the application s menu is superimposed over the main menu Selecting an entry on an application menu opens a function screen or a submenu Job Cost User s Manual
49. 005 1 14 PM Cost Code 110 120 130 135 140 145 150 155 160 170 180 18s 130 195 zoo 210 220 230 240 250 260 270 280 300 400 500 510 520 530 540 550 600 610 620 630 640 650 660 670 680 690 End of Report Job Cost User s Manual Builders Supply Cost Codes List Description Material Plumbing Package Electrical Package Heating Package Steel Support Pack Millwork Package Concrete Standard Windows Lumber Exterior Panels Entry Door Interior Door Wallpaper Cabinets Interior Materials Equipment Generator Ladders Cement Mixer Lease Paint Sprayer Plastic Covers Wallpaper Spreaders Brushes Rentals Overhead Misc Labor Foreman Labor Hours Apprentice Lab Hours Gen Laborer Hours Adminstrative Hours Office Labor Hours Subcontractor Mechanical Subcontr Electrical Subcontr Excavating Subcontr Masonry Subcontractr Roofing Subcontractr Landscaping Subcontr Painting Subcontract Drywall Subcontractr Floorcovering Subcon Short Desc Material Plumbing Electric Heating Steel Pk Millwork Concrete Windows Lumber Panels Door Ext Door Int Wallpapr Cabinets Int Matr Equipmen Generat Ladders Cm Mixer Paint Sp Plastic Wp Spred Brushes Rentals Overhead Misc Labor Foreman Apprenti Gen Labr Adminstr Office L Subcontr Mechanic Electric Excavate Masonry Roofing Landscap Painting Drywall Floorcov 10 9 Cost Codes Detai
50. 1 10 05 11 15 05 12 15 05 12 20 05 DALOOL 100002 STRUCTURAL 10 10 05 10 10 05 10 25 05 10 31 05 GREOOL MECHANICAL 10 27 05 11 02 05 11 05 05 11 10 05 GREOOL EXTERIOR 11 05 05 11 20 05 11 12 05 11 27 05 GREOOL INTERIOR FINISHING 11 12 05 11 27 05 11 25 05 GREOOL A B c D 100003 STRUCTURAL 11 15 05 11 15 05 11 25 05 11 25 05 DALOOL MECHANICAL 11 25 05 11 25 05 12 05 05 12 05 05 DALOOL EXTERIOR 12 05 05 12 05 05 12 12 05 12 12 05 DALOOL INTERIOR FINISHING 12 12 05 12 12 05 12 28 05 DALOOL vaus 100004 STRUCTURAL 09 20 05 09 20 05 10 03 05 10 01 05 SUNOOL MECHANICAL 10 03 05 10 01 05 10 10 05 10 09 05 SUNOOL EXTERIOR 10 10 05 10 09 05 10 17 05 10 15 05 SUNOOL INTERIOR FINISHING 10 17 05 10 20 05 10 31 05 SUNOOL vat pe End of Report Job Cost User s Manual 10 5 Cost Types List The Cost Types List shows the cost types used throughout the system This information comes from the JOCTxxx Cost Types file Sample List 08 19 2005 Builders Supply 1 13 PM Cost Types List Description Short Description Material Material GENERAL Equipment Equipmen GENERAL Overhead Overhead OVERHEAD Misc Misc GENERAL Labor Labor LABOR Subeontractor Subcont GENERAL End of Report Job Cost User s Manual 10 7 Cost Codes List The Cost Codes List shows each cost code and cost type This information comes from the JOBSxxx Jobs file and the JOCDxxx Cost Codes Detail file Sample List 08 19 2
51. 1853 31 54 66 4000 00 6 60 17752 25 92 36 473277 30 10274 60 331583 45 3576 74 11020 61 13525 00 77471 50 36100 00 473277 30 6 5 Cost Detail History Report The Cost Detail History Report shows the detail of the transactions that affect cost fields The detail consists of the source and description of the transaction transaction amount and transaction dates The transaction detail information comes from the JOHIxxx Detail History file Since detailed information is erased when you delete completed jobs or detail history print this report before you use the Delete F3 command in the Jobs and Phases function or use the Delete Completed Jobs or the Delete Detail History functions Sample Report 08 19 2005 Builders Supply Page 2 04 PM Cost Detail Report Posted amp Unposted Details Job ID 100004 PLAT 104 LOT 4 Invoice Extended Post Phase Cost Description Src Pst Ref Description Renark Quantity Amount Date Cost Type 03 D Overhead Y J0H001 INTERIOR DOOR 9328475 2 A s 12 01 04 D Overhead Y CLEOO INTERIOR MATERIALS 098 2 3 5 12 01 04 D Overhead Y MILOO1 CABINETS 983457 a a 3 12 01 04 TOTAL COST TYPE 03 Overhead Cost Type 05 D Labor Y BOUOO Bourne Linda C 7 46 8750 E 12 10 04 D Labor Y ROSOO1 Rossini Lucinda A j 5 7037 4 12 10 04 TOTAL COST TYPE 05 Labor PHASE TOTAL INTERIOR FINISHING JOB TOTAL PLAT 104 LOT 4 Job Cost Recap for 100004 Material 66 59 Equipment 20 00 Overhe
52. 3 9 3 updating Job Information 1 9 percentage complete setting up 9 3 Periodic Maintenance function 1 8 8 13 Periodic Processing when to use 1 7 Periodic Processing menu 1 7 periods viewing 4 8 phase IDs setting up 9 3 phases adjusting 5 7 Detail History Inquiry 4 7 setting up 3 12 viewing 4 8 pieces adjusting 5 8 pieces information 3 14 9 10 planning budgets 6 9 7 9 Post Adjustments and Transactions function 1 6 3 13 5 4 5 9 IX 6 sample log 5 10 post detail to master option 3 10 Post Overhead to GL function 1 8 8 7 sample log 8 10 posting 8 7 backing up 8 9 finished goods 5 3 from Accounts Payable 9 15 from Payroll 9 15 overhead 5 3 posting pieces setting up 9 3 preparing bids 6 5 6 9 7 5 7 7 8 17 preparing estimates 6 5 6 9 prices Detail History Inquiry 4 7 Proceed OK command 1 4 programs backing up 3 17 Purchase Order entering costs 3 15 interface with Job Cost 3 8 5 3 9 3 updating job information 1 9 Purge Job Comments function 1 8 8 15 R Resource Manager Data File Conversion function 2 5 2 6 Data File Creation function 2 3 Install Applications function 2 3 2 5 revenues 7 5 right click menu See shortcut menu 1 23 S Sales Order interface with Job Cost 3 9 9 3 updating job information 1 9 screens graphical function 1 22 graphical main menu 1 20 navigating graphical 1 22 navigating text function 1 29 Job Cost User
53. File Maintenance menu 9 30 Job Cost User s Manual Tables Use the Tables function to set up and maintain the JOBGLxxx JOPDxxx and DFxxxx tables Note The OPTxxx Options table stores options and interfaces settings Maintain the data stored in this table through the Resource Manager Options and Interfaces function not through the table itself Tables Screen Select Tables from the File Maintenance menu A blank Tables screen appears amp JOTB Commands Edit Modes Other Help 2X te Table ID S Description Number of Cols L Column Length Company H 0849 2005 Terminal TODO INS Job Cost User s Manual 9 31 Tables 9 32 File Maintenance To add or change a table enter the table ID To set up a company specific table enter the table ID plus the one character to three character company ID To delete the table use the Delete F3 command If you entered a new table ID the Copy From field appears To copy a company specific table enter the table ID plus the company ID A set of tables comes with the sample company Builders Supply You can copy the sample tables for a company and then change the appropriate fields To copy a sample table enter the table ID Press Enter to accept the description of the table or enter a different description The number of columns the length of columns and the type of characters you can enter alphanumeric A
54. NISHING STRUCTURAL MECHANICAL EXTERIOR INTERIOR FINISHING GL Account 523000 523000 523000 523000 523000 523000 523000 523000 523000 523000 523000 523000 523000 523000 523000 523000 Overhead Base Material Material Material Material Material Material Material Material Material Material Material Material Material Material Material Labor TOTAL FOR ACCOUNT GRAND TOTAL Page Finished Goods Rate Accrued Accrued 24 00 64 33 00 00 00 00 00 00 00 116014 21 Post Overhead to GL Use the Post Overhead to GL function to update your general ledger accounts with the accumulated overhead while a job is in process After a job is finished use this function to transfer work in process inventory to the finished goods inventory account The information flow is slightly different for in process jobs than that of finished jobs In the Job Cost system a job is finished or completed if the actual finish date is the same as or earlier than the system date For jobs or phases that are in process this function moves the amount from the Ovhd Accum to Post field to the applied General Ledger account The system then clears the Ovhd Accum to Post field to prepare for more entries no other fields are affected If Job Cost interfaces with General Ledger the system enters the following transaction in the GLJRxxx Journal file Overhead WIP Account Account DB CR You can ele
55. OPEN SYSTEMS Accounting Software Job Cost User s Manual 2210 JC70 2005 Open Systems Holdings Corp All rights reserved Document Number 2210 JC70 No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO S and Visual PRO S are registered trademarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT Windows 2000 and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKZIP utilities from PKWARE Inc 648 N Plankinton Ave Suite 220 Milwaukee WI 53203 Phone 414 289 9788 Internet www pkware com Printed in U S A This manual is recyclable November 2005 Release 7 0 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you enco
56. Post 400 24 Customer ID DAL001 Fin Goods to Post 42842 24 Pieces From PA UOM Pct Complete 100 00 Period to Date Year to date Job to Date Estimate Pieces 0000 0000 0000 0000 Iny Billed Amt 2000 00 51000 00 51000 00 Total Cost 00 42842 24 42842 24 42766 00 Cost Billed 00 42800 24 42800 24 Unbilled Cost 42 00 Job f Cost Codes Next Prev iH Addni desc Jf coMments User fields Company H 10819 2005 Terminal TODO INS Job Cost User s Manual 4 3 Jobs and Phases Inquiry Information Inquiry Inquiry 1 Enter the job ID you want to view 2 Enter the phase ID you want to view if necessary Information about the job and phases appears If you want to view information for all the phases of the job leave the Phase ID field blank 3 Use the commands to work with the information on the screen e Press J to view information for a different job then enter the job ID whose information you want to view e Press Cto view information about the job s cost codes See Cost Codes on page 4 5 for more information e Press N to view information for the next job on record alphabetically e Press P to view information for the previous job on record alphabetically e Press A to view additional descriptions such as the address and user defined information associated with the job or phase e Press M to view comments associated with the job 4 4 Job Cost User s Manual Information Inquiry
57. Profitability Report provides the estimated and actual costs of a job their variances and the estimated and actual profits so far for a job This information is valuable when you assemble a competitive and profitable proposal for a job The Billing Summary Report provides billing information for the amount and the cost billed and unbilled for selected jobs The Billing Detail Report provides information for a phase or a range of phases a job or a range of jobs or other important criteria use it to review billings or when you plan your budget and want to determine areas of a phase or job where you might want to raise or reduce prices Periodic Processing After posting over a period of time enough information is kept in various files that the files can get so large that they slow down your system Use the Periodic Processing functions to produce periodic processing reports and delete information dated on or before a specified date or to remove completed jobs Produce the Overhead Allocation Report for a summary of overhead that has been accrued to specific general ledger accounts Before you post produce this report to back up information about how overhead was distributed Job Cost User s Manual 1 7 Introduction The Job Cost System While a job is in process use the Post Overhead to GL function to update your general ledger accounts with accumulated overhead After a job is finished posting to General Ledger transfers work in p
58. When available select Email or enter M to e mail the report then enter the e mail address to sent the message to the subject for the message and whether to include the report as an attachment to the message Generally reports or forms that make up part of your audit trail cannot be e mailed You also must set up your e mail system in Resource Manager before you can e mail reports Note To preserve formatting view e mailed reports or attachments with a fixed width or monospaced font Courier or Lucida Console for example Consult the Resource Manager guide for more information about reports Job Cost User s Manual 1 33 Installation and Conversion Installation Conversion Job Cost User s Manual 2 3 2 5 Installation Before You Install Job Cost Make sure your system meets these minimum requirements before you install Job Cost The Job Cost system needs a minimum of 5 megabytes 5 Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files Having more disk space available is necessary for the data files you will create and maintain The OSAS system requires at least one megabyte 1 Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Job Cost Use the Install Applications function in Resource Manager see your Resource Manager installation manual for more information to install Job Cost
59. ad 89933 00 Misc 18 Labor 659 75 461299 End of Report Job Cost User s Manual 6 7 Unit Cost Analysis Report The Unit Cost Analysis Report shows the usages and variances of the estimated and actual number of units of measure defined for jobs and phases in the Jobs and Phases function You can produce the report for jobs that are completed in process not started or for all jobs The report provides information about each job with its unit of measure quantity and percentage complete You can express the unit cost as a sum for the job or you can break down the costs by phases Produce the Unit Cost Analysis Report to see the physical progress of the job and the quantity of work produced so far to see if you are keeping to your budget and when you should plan budgets and prepare bids and estimates Job Cost User s Manual 6 9 Unit Cost Analysis Report Cost Reports Sample Report 08 19 2005 Builders Supply 2 05 PM Unit Cost Analysis Report Job Phase and Cost Code Detail For All Units Job ID Myr ID Desc Unit Cost Phase ID Estimate 100004 LUKOO1 PLAT 104 LOT 4 PHASE TOTALS FOR USE TYPE LABOR Phase ID C 293 0000 k 6650 00 100004 LUKOOl PLAT 104 LOT 4 D INTERIOR FINISHING COST CODE UNITS 500 Labor 50 0000 1960 00 gt 40 93 JTD 100004 LUROOl PLAT 104 LOT 4 PHASE TOTALS FOR USE TYPE LABOR Phase ID D 50 0000 1960 00 100004 LUKOOl PLAT 104 LOT 4 JOB TOTALS FOR USE TYPE LABOR
60. ady defined The cost types are the result of conversion of the NAMESx table from versions 4 0x and 4 5x The order of the cost codes appearance in the NAMESx table determines the cost type s number and the label determines the description For example Material was the NAMESx table s first entry in this function it is cost type 10 Material is the description of the cost type When the conversion process is finished the cost types are in place You can edit these cost types as you can any other but if you do existing cost codes and job detail history will not contain valid type information Job Records After you have built the tables and defined the cost types you are ready to build the JOBSxxx file which stores information about each job and associated phases You must set up this file before you can enter job adjustments or attribute goods or services to a job Each job consists of at least a job record the job ID description and information about the job If the job has phases you must also set up a record for each phase of the job The terms job and phase indicate a hierarchy where the phase is assigned to the job but is independent of other phases For example if a job called Installation has phases called Hardware Software and Training you set up four records one for Installation and one for each phase The only thing the three phases necessarily have in common is that they are part of the job Installation
61. anual 9 35 Tables File Maintenance JOPDxxx Table The JOPDxxx table stores the fiscal year The year is incremented when you use the Periodic Maintenance function at the end of the year When you enter the table ID the rest of the JOPDxxx table appears 8 JOTB FERN Commands Edit Modes Other Help ee Table ID 4 Description Fiscal Year Table Number of Cols 2 Column Length 12 Type Description Current Year 2005 Company H 08 19 2005 Terminal TODO INS The current fiscal year appears Change the year if necessary or press Enter to use the current year Use the Proceed OK command to save your changes then enter a new table ID to view or edit or use the Exit F7 command to return to the File Maintenance menu 9 36 Job Cost User s Manual Change Fields Use the Change Fields function to change any code from one value to another The Change Fields function can change codes within this application as well as in other applications To produce a list of fields changed use the Print Log option A sample of the log appears on page 9 41 When you select Change Fields from the File Maintenance menu this screen appears 4 Change Fields al E Commands E Modes Other Scroll Commands Help RX tz Field ID Original Value New Value File Description Time AAA E ae Purchase History File Short 100002 P104L2 Material Requisitions Det Short Recurring Line It
62. ay Use the instructions below to print a master file list modifying the procedure as necessary for the list you are printing For example if the screen for the list you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a master list 1 Select the list you want to print from the Master File Lists menu The selection screen for that list appears The Jobs and Phases List screen is shown below as an example Jobs and Phases List E Commands Edit Modes Other Help Pick Job ID From 100001 Thru 100004 Phase ID From A Thru D Print O Jobs only Phases and Jobs Print Additional Job and Phase Descriptions Company H 08 19 2005 Terminal TODO INS Job Cost User s Manual 10 3 Printing a Master File List Master File Lists 10 4 Select the range of information to include in the list in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list If the screen contains entry fields for example for entering date ranges or source codes enter the appropriate values to use when printing the report If the screen contains options that control what prints on the list jobs only or jobs and phases for example select the option corresponding to the ty
63. bs and Phases Description Enter the ID of the phase you want to add or edit If you entered a job ID or a phase ID that is not on file the Copy From fields appear If the job or phase you are adding is similar to another job or phase in the file you can copy the information except actual costs and dates from the existing job and phase record If you are creating a job master record or a job without phases enter the ID of the job to copy If you are creating a phase record you can copy information from another phase of the job the job record or a different job Enter the job ID of the job record or phase record you want to copy If you selected a job record with phases enter the ID of the phase you want to copy or press Enter to copy the job master record Enter a brief description of the job and phase or edit the description you copied The information associated with each job and phase falls into five categories General Information Cost Code Detail Job Comments User Defined Fields and Documents For each category select the box or enter Y in text mode if you want to add or change that type of information for the job or phase Clear the box or enter N in text mode if you do not When you add jobs or phases you must select the box or enter Y in text mode for General Information 9 5 Jobs and Phases File Maintenance General Information If you elected to add or change general job or phase info
64. cessary for the report you are printing For example if the screen for the report you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a cost report 1 Select the report you want to print from the Cost Reports menu The selection screen for that report appears The Cost Detail History Report screen is shown below as an example Cost Detail History Report o E Commands Edit Modes Other Help aa Pick Job ID From 100001 Print Thru 100004 Posted Phase ID From A i Unposted Thru D Both Cost Code From Thru 100 690 9 Type From 1 Thru 6 Source Code From Select Thru Page Break on New Job Date From A Print Job Recap Thru E Fiscal Year From Thru GL Period From Thru Print Post or Transaction Date Job Cost User s Manual 6 3 Printing a Cost Report Cost Reports 6 4 Select the range of information to include in the report in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list If the screen contains entry fields for example for entering source codes date ranges or financial quarters or periods enter the appropriate values to use when printing the report If the screen contains options that control what jobs are included
65. cost each cost code has accounted for the period and year and for the job and phase You can also see how the cost code s actual cost in the job compares with the estimated cost in the job This information is useful for example if a cost code for a job and phase is accounting for a higher cost than the cost code normally represents Job Cost User s Manual 4 5 Jobs and Phases Inquiry Information Inquiry 4 6 Use the commands to work with the information on the screen e Press Enter to return to the Jobs and Phases Inquiry screen e Press V to view detailed information about the selected cost code The View Cost Codes screen appears This command is available only if you elected to keep cost codes detail information in the Resouce Manager Options and Interfaces function When you finish viewing the detailed cost information information press any key to return to the Cost Code Details screen Job Cost User s Manual Detail History Inquiry Use the Detail History Inquiry function to view detail history of the cost and price description and quantity for each phase associated with the job You can look at a job in total or at a phase of a job and you can look at a period a range of periods or totals since the job s start date This information comes from the JOHIxxx Detail History file This function is available only if you elected to save detail history in the Resource Manager Options and Interfaces function
66. ct to post to the current fiscal year s files or to the previous fiscal year s files Job Cost User s Manual 8 7 Post Overhead to GL Periodic Processing 8 8 If the job and phase records have an actual finish date posting moves the amount in the Fin Goods to Post field from the WIP account to the finished goods inventory account If Job Cost interfaces with General Ledger the system enters the following transaction in the GLJRxxx file Finished Goods Account WIP Account DB CR If you have amounts in both the Ovhd Accum to Post and Fin Goods to Post fields the system first posts the overhead to the applied General Ledger account moving the accumulated overhead amounts and summing them The amount is then posted to the finished goods account When posting is complete the system clears both the Ovhd Accum to Post and Fin Goods to Post fields Technically the information is still available in the General Ledger accounts where you posted the information but information is kept as summary totals you cannot pick out individual entries just by looking at the accounts Job Cost User s Manual Periodic Processing Post Overhead to GL Post Overhead to GL Screen Select Post Overhead to GL from the Periodic Processing menu The Post Overhead to GL screen appears 4 Post Overhead to GL E O E Commands Edit Modes Other Help Be sure that you have backed up your data files before posting Have you printed the Ove
67. d Transaction Inquiry Edit Transactions to Master Ls GL Account Debit Credit Reference Cflw Description Date Alle 401000 11838 80 A R SALES 12 03 2005 501000 6934 94 AJR ar Fie List 2 Il COST OF SALES 12 03 2005 100000 12388 25 AJA CASH SALES 12 03 2005 203800 A R SALES TAX 12 03 2005 104400 AJR INVENTORY 12 03 2005 104200 25039 40 AIP AJP LINE ITEMS 12 03 2005 SISSIES SSIS I LS _Enter edit_ allocate _ Goto You can move around the MDI menu these ways e To view an application s menus click that application s tab To view the functions a menu contains click the menu name The menu expands to list the functions it contains Click the function name to enter the function The function screen appears in the right pane e To exit from a menu click a different menu name or application tab To exit from OSAS click the Close box in the upper right corner of the screen press F7 or select Exit from the File menu Job Cost User s Manual 1 21 Introduction Navigating OSAS Function Screens Graphical screens contain the same functionality as text screens presented in a graphical format that includes easy access to commands via the mouse A Tax Locations Commands Edt Modes Other Scroll Commands Help Tax Location Name Tax Level H i Tax ID o Authority N Tax on gt Misc
68. d is incorrect for example American format in a European format system This message is usually accompanied by one of two explanatory messages Period out of range 1 to 12 or Day out of range 1 to n If you entered an invalid date press Enter and enter a valid one You can enter dates in either format 010194 or 01011994 Job Cost User s Manual A 3 System Messages Invalid entry The information is not valid in the field where you entered it Check the data and enter it again Consult the user s guide or use the Help F1 command for information Invalid period conversion table The CNVTxxx table for the company is invalid A common reason is that you did not update the table with the corresponding data for the next period Use the Tables function to make adjustments When the problem is corrected restore the backup and post again Mask format error use mask The data you entered does not fit the predefined format for the field Enter the data again using the format indicated Missing table JOBGL The JOBGLxxx table is missing or corrupted Use the Tables function to make sure that the JOBGLxxx table is posted Must create job record first Each phase must be assigned to a job See chapter 3 section 2 for more information Must delete phases first If you are deleting a job with phases you must delete the phase records before you can delete the job record No phases for this job You cannot a
69. d still use the Data File Conversion function to copy data files from the old data directory to the new directory however Note You must install the new version of Job Cost before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager Before you convert an application s files make note of the version number from the application you are converting The Data File Conversion function has no way of determining this information Before you convert an application s files back up your data files Consider Your Setup Before you try to convert from your version of Job Cost consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure if your system is ready for conversion consult your value added reseller Job Cost User s Manual 2 5 Conversion Installation and Conversion Converting to Version 7 0 2 6 Select Data File Conversion from the Company Setup menu in Resource Manager The function screen appears Data File Conversion E O Commands Edit Modes Other Help gt xelselmo e ee Select directory on which to create files Enter directory that contains the files to be converted Do you wart source files erased after conversion Do you want conversion to pause if a problem is found V
70. data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode If you elect not to erase existing files you must change your directory choices so that no conflict exists 8 To begin conversion use the Proceed OK command 9 The Do you want a printout of error log after each application prompt appears If you want the error log to be produced after files are converted for each application select Yes or enter Y in text mode if you want the log to be produced after files for all applications are converted select No or enter N in text mode If you are converting only Job Cost files your answer to this prompt makes no difference 10 Answer the questions that appear relating to the conversion of the employee history and last year files 11 Ifa problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode 12 When the process finishes the files are converted Select the output device to produce the error log See Reports on page 1 33 for more information on output devices After conversion finishes and the error log is produced
71. dd phase records for a job if you elected not to use phases in the Jobs and Phases function Return to the function and enter YES in the Phases Used field for the job or use a different job ID A 4 Job Cost User s Manual System Messages Press Fn to delete If you do not want to delete the record press any key other than the key assigned to the Delete F3 command to keep the record intact If you want to delete the record use the Delete F3 command Printer busy The printer you are trying to use is being used by another program Press Enter to continue with your entry and try again later Record is in use Someone else is using the record that you are trying to access Press Enter to try again Record not in file The ID you entered has no record on file Press Enter and enter a different value in the field Unable to execute program program The system cannot run the program you selected from the menu Make sure that the program specified in the message is in the application s program directory and select the function again Unable to load menu record menu from file file The menu record for the application is not in the menu file or the menu file is missing Make sure that the application is properly installed and try again Unable to lock file in use One of the files in the function you want to use is locked because another workstation on the system is using it Try the function again whe
72. de command line 1 32 commands 1 31 flags 1 31 function screens 1 29 main menu 1 27 messages 1 32 toolbars 1 25 function screens 1 25 main menu 1 25 transactions detail 6 7 U Unit Cost Analysis Report function 1 7 6 9 sample 6 10 units estimated 6 9 IX 7 Index usage 6 9 usage actual units 6 9 use types general 9 28 labor 9 28 overhead 9 28 user defined fields 9 18 setting up 9 3 Vv variances 7 5 viewing cost codes 9 14 Ww work in process account 8 8 9 4 setting up 9 3 Work in Process Report function 1 8 8 11 workstation date 1 17 IX 8 Job Cost User s Manual
73. e billings if you are planning your budget and want to determine where you might want to charge more and where you need to reduce prices The job summary information comes from the JOBSxxx Jobs file and the billing transaction information comes from the JOHIxxx Detail History file Sample Report 08 19 2005 Builders Supply Page 2 15 PM Billing Detail Report Posted amp Unposted Details Job ID 100001 PLAT 104 LOT 1 Src Pst Ref Description Invoice Quantity Unit Price Extended Post AR Y DALOOL PLAT 104 LOT 1 STRUCTURAL 11060018 JOB TOTAL PLAT 104 LOT 1 1000 00 End of Report Job Cost User s Manual 7 9 Periodic Processing Overhead Allocation Report Post Overhead to GL Work in Process Report Periodic Maintenance Purge Job Comments Job Template Worksheet Delete Completed Jobs Delete Detail History Job Cost User s Manual 8 3 8 7 8 11 8 13 8 15 8 17 8 19 8 21 8 1 Overhead Allocation Report The Overhead Allocation Report function shows the applied general ledger account numbers overhead basis and rate and overhead amount for the phases of every job you select If the job or phase is finished the finished goods accrued amount appears too Overhead costs are indirect costs that cannot be assigned directly to any particular good or service for example maintenance or depreciation If you track it overhead is assigned to each phase of a job If the job does not have phases overhead
74. e correct drive ID get help from a support technician file name does NOT exist Cannot convert it One of the files listed in JODATA is not in your old data directory See Destination file drive path file name not found No conversion A 2 Job Cost User s Manual System Messages File unavailable file name This message appears for one of three reasons 1 The function you are trying to access needs one or more files that are locked by another user on your system When a file is locked other users cannot access it during posts and other functions that need to keep the files active 2 The function you are trying to access needs one or more files that are not on your system Use the Resource Manager Options and Interfaces function to check the interfaces If the problem persists get help from a support technician 3 You are working with the wrong company Return to the menu then use the Change Company F3 command to enter the ID you want In any case press Enter to get back to the menu correct the problem and select the function again Invalid date in drive directory file name You must convert the old data files before you switch to European format dates Use the Company Information function on the Resource Manager Company Setup menu to switch back to American format dates and reconvert the data Invalid date mm dd yyyy Invalid date dd mm yyyy The date you entered is invalid or the format you use
75. e type general to cost types whose cost codes can accept any kind of cost information Press Enter to accept the current use type or assign a use type to the cost type 5 Use the Proceed OK command to save the cost type information A blank Cost Types screen appears Enter or edit information about a different cost type or use the Exit F7 command to return to the File Maintenance menu 9 28 Job Cost User s Manual Cost Codes Use the Cost Codes function to add change and maintain the cost codes stored in the JOCCxxx Cost Codes Master file Cost Codes Screen Select Cost Codes from the File Maintenance menu The Cost Codes screen appears Cost Codes EIER Commands Edit Modes Other Help es Cost Code ID Cost Type ID Description Short Description Unit of Measure q o a Material Material Feet Company H osn 9 2005 Terminal TODO INS 1 Enter the cost code ID you want to add or edit Inquiry 2 Enter the cost type ID for the cost code 3 Enter or edit the description for the cost code 4 Enter or edit the short description to be used when printing reports Job Cost User s Manual 9 29 Cost Codes File Maintenance 5 Enter the unit of measure to use for the cost code 6 Use the Proceed OK command to save your changes A blank Cost Codes screen appears Enter another cost code to add or edit or use the Exit F7 command to return to the
76. e type of information you want to print You can select only one print option Select the output device to begin printing the report See Reports on page 1 33 for more information After you produce the report the Billing Reports menu appears Job Cost User s Manual Job Profitability Report The Job Profitability Report shows estimated and actual costs revenues and variances to date of a job or a range of jobs This report is valuable if you want to detect why and how often variances occur or if you want to assemble a competitive and profitable bid for a new project and need to compose or compare a proposal with this information Use the Job Profitability Report function to compare the estimated costs and revenues of a job with the actual costs and revenues to date The information in this report comes from the JOBSxxx Jobs file Sample Report 08 19 2005 2 15 PM Description INTERIOR FINISHING JOB TOTAL GRAND TOTALS End of Report Job Cost User s Manual Builders Supply Job Profitability Report Estimate Job To Date Variance Pct Complete Per To Date Year To Date Estimate Job To Date Variance Pct Complete Per To Date Year To Date Estimate Job To Date Variance Pct Complete Per To Date Year To Date Costs 116938 114076 2862 473277 463002 10274 98 209753 Revenue 217886 205906 11980 789686 759896 29790 96 2000 272340
77. ems Long Transaction Line terms Short AR Detail Sales History F Short AR Rec Entries Detail Fi Long AR Transaction Detail fil Short IN Detail History Long Payroll Checks Earnings F Long Check History Earnings Fi Long Payroll Recurring Entries Short Transaction History File Long Payroll Transaction Post Long Payroll Transaction File Short Line No 000001 of 000002 5S KSKSKSKSIIKS aaa aaa Switch to tag I Enter edit Append Begin code change Header Field ID Company H 0849 2005 Terminal TODO INS The screen contains three sections The top Header section which includes the Field ID and Print Log fields is where you select the code or ID to change and whether you want to produce the printed log The lower left Values section is where you build a list of the values you want to change by specifying the old value and the new value The lower right Files section contains a list of the files that are changed in the applications you installed on your system Job Cost User s Manual 9 37 Change Fields File Maintenance Header Inquiry 1 Enter the Field ID you want to change You can change only Job Cost fields from the Job Cost menu To change IDs and codes from other applications run the Change Fields function in the respective application 2 Select the Print Log
78. endar so that you can select the date you want to enter into that field Job Cost User s Manual 1 25 Introduction 1 26 Navigating OSAS Browse sd If you use BBj in graphical mode you can use the Browse button when it appears next to fields to navigate to directories and files and automatically enter file paths into that field Click the Browse button to open the Select Directory File screen then navigate to the directory or file and click Open to automatically enter the file path in the field Inquiry The Inquiry command helps you look up and select valid entries for fields that are connected to master file records For example when you use the Inquiry command in a Batch ID field OSAS lists all batches you have set up so that you can select the one you want to enter in that field When the Inquiry button appears next to a field you can either click the button or press F2 to open the Inquiry screen and search for valid entries Maintenance The Maintenance command allows you to enter or edit master file records on the fly from within functions For example you can use the Maintenance command to add a new customer or item from within the Transactions function The Maintenance command is available when the Maintenance button appears on the toolbar Click the button or press F6 to open the File Maintenance function associated with that field and enter or edit a new master file record Address Mapping v When
79. ents List Job Templates List Tables List 7 3 7 5 7 7 7 9 8 3 8 7 8 11 8 13 8 15 8 17 8 19 8 21 9 3 9 23 9 25 9 27 9 29 9 31 9 37 10 3 10 5 10 7 10 9 10 11 10 13 10 15 10 17 Job Cost User s Manual Contents References System Messages A 1 Glossary G 1 Index IX 1 Job Cost User s Manual v Introduction Welcome to OSAS The Job Cost System Starting OSAS Navigating OSAS Job Cost User s Manual 1 1 Welcome to OSAS Welcome to the Job Cost application for OPEN SYSTEMS Accounting Software OSAS Job Cost helps you track jobs that incorporate goods and services You might do these jobs for contractors build to order manufacturers and other businesses that need a specific task or a set of tasks to be done Job Cost lends its tracking capabilities to other applications that track your financial condition General Ledger Accounts Payable Accounts Receivable Purchase Order Sales Order and Payroll Job Cost plugs into Resource Manager the foundation of OSAS Consult the Resource Manager guide for more information on basic OSAS functionality and details on how Resource Manager works within the OSAS system About This Guide This guide describes the functions that make up the Job Cost application and gives details on how Job Cost fits into your existing business workflow This guide is divided into these sections e Chapter 1 introduces OSAS and the Job Cost application and describes
80. ep the system in balance Setting up jobs Use the Jobs and Phases function to add the job to the JOBSxxx and JOCDxxx files At this point you define the job the phases if necessary the manager responsible the customer for whom the work is being completed the estimated start and finish dates and costs and the method you are using to calculate overhead You also define cost codes to organize costs attributed to the job from the Job and Phase Adjustments function and other applications If the job can be easily set up from a template use the Copy Job Template function to copy a template into a new job ID from that point you can make the adjustments If you want you can also save a job you enter as a template Job Cost User s Manual The Job Cost System Introduction Productivity Reports Job Cost includes a number of productivity reports in Microsoft Excel format These reports connect directly to your OSAS data via the ODBC JDBC driver included with OSAS 7 0 and allow you to use spreadsheet tools to manipulate the data as you want and produce charts and graphs to visualize trends The spreadsheet reports are listed on the Productivity Reports menu Double click a report name to automatically launch Excel or any other spreadsheet program capable of opening an Excel formatted spreadsheet to open the report Use the selection boxes to filter the information that appears in the report or use the tools within your spreadsheet s
81. er s Manual Starting OSAS Introduction Workstation Date To change the workstation date select Workstation date from the File menu click the Change Date button on the toolbar or press F6 Set Workstation Date E A x 2 5 je Workstation Date 08 02 2005 5 When the Workstation Date box appears use the button or your keyboard to enter the date and press Enter Job Cost User s Manual 1 17 Navigating OSAS OSAS menus and functions are available in two modes graphical and text The graphical mode allows both keyboard and mouse commands and uses data entry fields and buttons similar to those found in any graphical software program The text mode presents information in a simpler text format and uses keyboard commands to access functions and move around the screen If you use an operating system that does not have graphical capabilities the text mode is the only mode available You can use either text or graphical function screens indepently of the main menu For example you can use text function screens while using the graphical main menu and vice versa Select GUI Functions from the Modes menu or press Shift F6 to toggle between the text and graphical modes for function screens When available press Shift F5 to switch between graphical and text menu modes or press Shift F6 to switch between modes on function screens You can also use the Resource Manager Defaults function to select the default mode
82. fter you enter the cost type Press Enter to accept the current cost type description or enter a different one Press Enter to accept the current short description of the cost type or enter a different one It appears in the Desc column on the Cost Code Details screen Enter the cost for this cost code this period year and job to date these numbers are updated when you post cost adjustments or post from Accounts Payable Purchase Order or Payroll Then enter the estimated cost for the duration of the job Enter the unit quantity assigned to the cost code this period and year and for the job to date these numbers are updated when you post Then enter the estimated unit quantity for the cost code for the duration of the job Enter the unit by which you measure the quantity Press Enter to accept the current original estimate for the cost code or enter a different amount It is updated when you post cost adjustments or post from Accounts Payable Purchase Order or Payroll Use the Proceed OK command to save your changes and return to the Cost Code Details screen Job Cost User s Manual 9 15 Jobs and Phases File Maintenance Job Comments 9 16 If you elected to add or change job comments this screen appears Job Comments EIER Commands Edt Modes Other Scroll Commands Help A A A 11 30 2005 1015 2005 End Date Comment Total contract amount 132 000 Change order to upgrade cabinets
83. he change process When the changes are complete the log prints if you elected to produce it Enter a new Field ID to change or use the Exit F7 command to return to the File Maintenance menu Job Cost User s Manual File Maintenance Change Fields Change Fields Log 08 19 2005 Builders Supply Page 1 05 PM Change Field Log Records Converted Original Total Record New Total Records 4 o 0 5 D 2 3 D 1 3 o 5 D D o 0 0 a OOOOOO0O00000000000 0 16 Could not get exclusive access to file 2 0 3 2 o H Field ID JO JOB PHASE ID Original Value New Value 100001 P104L1 100002 P104L2 Job Cost User s Manual 9 41 Master File Lists Printing a Master File List Jobs and Phases List Cost Types List Cost Codes List Cost Codes Detail List Job Comments List Job Templates List Tables List Job Cost User s Manual 10 3 10 5 10 7 10 9 10 11 10 13 10 15 10 17 10 1 Printing a Master File List The functions on the Master File Lists menu let you print lists of the information you entered using the File Maintenance menu These lists do not contain any calculations or transaction amounts but rather list only the basic file information used in the Job Cost system If any of the information on a master file list is incorrect use the appropriate function on the File Maintenance menu to correct it then reprint the master file list You produce all master file lists in the same w
84. his application lends its tracking capabilities to other applications that track your financial condition General Ledger Accounts Payable Accounts Receivable Purchase Order Sales Order and Payroll Application Interaction Job Cost can be used as a standalone application but you can get optimal use from it when you interface it with other applications Accounts Payable RE Purchase Order Sales Order N Accounts Receivable Interfacing applications means that the information you enter in one application can be transferred to and used in other applications reducing data entry time and the number of errors that might creep in along the way Job Cost User s Manual 1 5 Introduction The Job Cost System Menu Structure The Job Cost menu structure is similar to the structure of other OSAS applications functions appear roughly in order of use File Maintenance Use the functions on the File Maintenance menu to set up and maintain information about your jobs For example use the Jobs and Phases function to establish and update information about jobs on which you are working The system uses cost codes to track costs for jobs You must assign each cost code to a cost type in the Cost Types function You will probably use the File Maintenance functions less often than any of the other Job Cost functions once to set up the system and each time you want to add or change a valid code or ID Information Inquiry
85. iate with each job Job Cost User s Manual 3 15 Setup Checklist and Functions Setup Access Codes To safeguard your system and prevent access by unauthorized people use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the Job Cost system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions A Code for Each Company Access codes are company specific When you set up an access code for a user the code is assigned the company you are currently using Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHARM for companies A01 BO1 and COL so that a user can use the same code for each company What Should Be Protected Because of the sensitive nature of some of the information in the Job Cost data files and reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect the Job Cost application itself each of the Job Cost menus and the individual functions After you have set up your access codes print a list of the codes and store it in
86. in the report posted or unposted jobs completed or in process jobs for example select the option corresponding to the jobs you want to print You can select only one option If the screen contains options that control how information is sorted or summarized select the option you want to use to sort the information You can select only one sort option If the screen contains options or combo boxes that control how additional information print post or transaction date or units pieces for example for the report prints select the option corresponding to the type of information you want to print You can select only one print option If the screen contains check boxes or Yes No fields that control additional printing instructions select the check box or enter Y in text mode to use that option when printing the list Clear the check box or enter N in text mode if you do not want to use that option Select the output device to begin printing the report See Reports on page 1 33 for more information After you produce the report the Cost Reports menu appears Job Cost User s Manual Cost Summary Report The Cost Summary Report shows the estimated and actual costs and variance actual and calculated percentage of the job cost for the cost codes for the phases and jobs you select Produce this report when you want to see if you are keeping to your budget or for help in planning budgets and preparing bids and estimates
87. in the accounts To make a copy of data for archival purposes For example you would want to back up a history file before you purged history so that you could retrieve the data if you had to In OSAS a business record associated with its own files tables and menu of applications The process of updating existing files programs or applications to the current version See also installation Categories of costs assigned to each phase of each job for the purpose of tracking costs for the job or phase Each cost code must be unique within the phase and each must be assigned a cost type See also cost types Job Cost User s Manual G 1 Glossary cost types field file finished goods function general ledger installation interface job journal journal entries menu G 2 Categories of cost codes used throughout the system Each cost code must be assigned a cost type usually of a more general name than the cost code For example if the cost code were installation the type might be labor See also cost codes and use types A region on the screen that accepts input from the user also one element of a record in a file On the screen most fields are labeled A collection of records stored under a particular name Function screens often represent files but you do not directly see a file See also table Goods that have been manufactured and are ready for sale The result of buying raw materia
88. ing menu appears 8 20 Job Cost User s Manual Delete Detail History Use the Delete Detail History function to remove information from the JOHIxxx Detail History file This function is useful if you want to free some disk space or if the size of the JOHIxxx file is slowing down your system This function is available only if you elected to use the JOHIxxx file in the Resource Manager Options and Interfaces function Before Deleting History Before you use the Delete Detail History function produce the Cost Detail History Report and the Billing Detail Report You cannot retrieve these reports after you delete detail history Job Cost User s Manual 8 21 Delete Detail History Periodic Processing Delete Detail History Screen Select Delete Detail History from the Periodic Processing menu The Delete Detail History screen appears Delete Detail History Ale Commands Edit Modes Other Help aa Pick JobID From 100001 Thru 100004 Phase ID From A Thru D Remove history for items with a post date before 12 31 2003 Es Company H 08 19 2005 Terminal T000 INS Inquiry 1 Select the range of job IDs whose detail history you want to remove from the JOHIxxx file Inquiry 2 Select the range of phase IDs whose detail history you want to remove from the JOHIxxx file 3 Enter the cutoff date Items that were posted before the date you enter are removed from the JOHIxxx file After the detail history is
89. is assigned only to the job the overhead in a job with phases is the sum of each phase s overhead Since this detailed information is erased when you post to General Ledger produce this report before you post to maintain a detailed audit trail Job Cost User s Manual 8 3 Overhead Allocation Report Periodic Processing Overhead Allocation Report Screen Select Overhead Allocation Report from the Periodic Processing menu The Overhead Allocation Report screen appears Overhead Allocation Report x lselmo elee JobID From 100001 Thru 100004 Company H 08 19 2005 Terminal T000 INS Enter the range of job IDs you want to include in the report Select the output device to produce the report See Reports on page 1 33 for more information on output devices After the report is produced the Periodic Processing menu appears 8 4 Job Cost User s Manual Periodic Processing Overhead Allocation Report Sample Report 08 19 2005 2 21 PM Phase Job Description 100001 100001 100001 100001 100002 100002 100002 100002 100003 100003 100003 100003 100004 100004 100004 100004 A AS 1 1 1 1 2 2 z 2 3 3 3 3 4 4 4 4 End of Report Job Cost User s Manual Builders Supply Overhead Allocation Report Phase Description STRUCTURAL MECHANICAL EXTERIOR INTERIOR FINISHING STRUCTURAL MECHANICAL EXTERIOR INTERIOR FINISHING STRUCTURAL MECHANICAL EXTERIOR INTERIOR FI
90. ith this cost type assigned to it the overhead calculations are based on the overhead rate entered above This amount is added to the Ovhd Accum to Post field and the overhead cost code you specified Enter the account to which you want to apply the overhead costs the work in process costs and the finished goods costs The Inquiry F2 and Maintenance F6 commands are available if Job Cost interfaces with General ledger 9 9 Jobs and Phases 9 10 Field Ovhd Accum to Post Fin Goods to Post Pieces From File Maintenance Description The overhead accumulated for the job and phase since the last post appears When you post overhead to General Ledger this amount is credited to the applied overhead and debited to the work in process accounts Press Enter to accept the current amount or enter an amount For the best audit trail enter transactions through the Job and Phase Adjustments function and other applications and let the system calculate this amount This amount is cleared with every post but keeps accumulating throughout the life of the job The total cost of the job or phase appears This value is updated automatically as different costs are accrued Press Enter to accept the value or enter a different value When the job is completed and you use the Post Overhead to GL function this amount is credited to the work in process account and debited to the finished goods account Then the field is set to zer
91. job is building a house a phase might be basement To transfer information from one place to another usually at the end of the day or at a distinct break in business A self contained list of executable code written and implemented to do a task Most programs are represented by a function on a menu See also function To remove from the system See also restore A unit of information that has other pieces of information assigned to it Each record is assigned an ID so that the file can sort information in terms of record IDs To bring information back to its original place and condition See also purge A grid that holds records and is visible See also file A category of cost types Each cost type needs to be assigned use type general labor or overhead Assign the overhead use type to the cost type you intend to use for cost codes in the Ovhd Cost Code field Assign the labor use type to cost types that track labor information Assign the general use type to any other kind of cost type See also cost types Work that has been started but not completed in other words phases that have an actual start date but no actual finish date Job Cost User s Manual G 3 A access codes changing 1 16 command 1 16 company specific information 3 16 entering 1 16 setting up 3 7 3 16 Accounts Payable entering costs 3 15 interface with Job Cost 3 8 5 3 9 3 updating job information 1 9 Accounts Receivable interface with J
92. l List The Cost Codes Detail List shows each cost code and cost type for the selected jobs and phases This information comes from the JOBSxxx Jobs file and the JOCDxxx Cost Codes Detail file Sample List 08 19 2005 1 14 PM Job ID Phase ID Description EXTERIOR INTERIOR FINISHING End of Report Job Cost User s Manual Builders Supply Cost Codes Detail List Description Material Material Equipment Equipment Overhead Overhead Misc Misc Labor Labor Material Material Equipment Equipment Overhead Overhead Misc Misc Labor Labor Short Description Material Material Equipmen Equipmen Overhead Overhead Misc Misc Labor Labor Material Material Equipmen Equipmen Overhead Overhead Misc Misc Labor Labor 10 11 Job Comments List Use the Job Comments List to produce the list when you want a copy of comments associated with job and phase records Sample List 08 19 2005 Builders Supply 1 14 PM Job Comments List By Job ID and Date Comment 100001 PLAT 104 LOT 1 11 30 2005 08 Total contract amount 132 000 10 15 2005 01 Change order to upgrade cabinets 400 10 05 2005 0l Lumber order to arrive 10 02 95 09 20 2005 01 Delay on job start date due to rain 100002 PLAT 104 LOT 2 10 09 2005 01 Delay on materials 100003 PLAT 104 LOT 3 11 01 2005 0l Review documents with cust
93. lected appear in the File Description section You should change IDs in all of the files as a general rule Exclude files from the change process only when your reseller or support representative instructs you to so 9 The Time field gives you an idea of the relative time it takes to change the field in a given file Files where this code or ID are a part of the key to the file can be changed more quickly than files where each record in the file must be scanned for the code or ID Each file is rated as Short or Long to denote the estimated time required to change the field 10 The Tag field denotes whether the file is affected by the copy process Tag the file to change fields in the file 11 Select a command e Press S to switch to the Values section of the screen e Press Enter to toggle a file as included or excluded from the copy process e Press A to tag all of the files e Press N to untag all of the files e Press B to begin the change field process Job Cost User s Manual 9 39 Change Fields 9 40 12 13 File Maintenance e Press H to return to the header section to change the selection you made for printing the log e Press G to go to a particular entry This option is only available when there is more than one page of entries e Press F to choose a new field ID this abandons any field changes you entered but have not yet saved When you have tagged the files you want to change press B to begin t
94. lications updates the JOBSxxx Jobs file Using the Job and Phase Adjustments function is similar to editing information about an existing job in the Jobs and Phases function but this function produces an audit trail and updates the JOHIxxx Detail History file if you keep detail history As you enter adjustments a Job and Phase Adjustments Log records your changes Use the log to compare the original JOBSxxx file records with the current records The log shows fields you are changing the original value your entry the revised value and the overhead if any calculated on your entry If Job Cost interfaces with other OSAS applications be wary Adjustments you enter through this function may duplicate information from other applications For example either Payroll or Accounts Payable Purchase Order can update the Pieces field Using this function to make the same adjustment as these other applications could lead to double posting Job Cost User s Manual 5 3 Job and Phase Adjustments Daily Work When you enter adjustments in Job Cost they can be sent only to the JOHIxxx file only to the JOBSxxx file or to both places If you elected to send the information to the JOBSxxx file in the Resource Manager Options and Interfaces function the adjustments update the JOBSxxx file If you elected not to send information to the JOHIxxx file information updates only the JOBSxxx file If you elected not to send information to the JOBSxxx file
95. ling Work in Process 152745 152745 626896 626896 Job Cost User s Manual Periodic Maintenance Use the Periodic Maintenance function to perform maintenance tasks on the JOBSxxx Jobs file and the JOHIxxx Detail History file preparing them for the next period or year If you do not use this function at the end of each period or year you risk posting information to incorrect periods Follow these steps to perform periodic maintenance 1 Select Periodic Maintenance from the Periodic Processing menu The Periodic Maintenance screen appears Periodic Maintenance Commands Edit Modes Other Help Have you run the following Cost Summary Report Unit Analysis Report Job Profitability Report Billing Summary Report Work in Process Report Overhead Allocation Report Posted Overhead to GL Backed up your system Period End O Year End Company H jos 9 2005 Terminal TODO INS 2 If you have not backed up the system posted overhead to General Ledger if Job Cost interfaces with General Ledger and produced the reports listed on the screen clear the check box or enter N in text mode and return to the Periodic Processing menu to complete these tasks When you have done these tasks select the check box or enter Y in text mode to continue 3 Select either period end or year end processing After processing completes the Periodic Processing menu appears Job Cost User s Manual 8 13 Pu
96. ll users have access to the Documents directory then store document attachments in that directory When you enter document information in the Append Documents screen enter DOC in the Path field remember to include the parenthesis When you use this convention with the Open command to open an attachment OSAS automatically replaces the DOC variable with the appropriate path and opens the attachment from that directory If you do not store the file in the DocumentShare directory do not use the DOC variable Instead enter the full file path in the Path field OSAS will not be able to locate the file to open it if you enter an incorrect path Use the Proceed OK command to attach the file and return to the Documents screen Job Cost User s Manual 9 21 Copy Jobs and Phases Use the Copy Jobs and Phases function to create a new job similar to an existing job When you copy the job and phase from a previously defined job all information is copied except the actual costs and dates Copy Jobs and Phases Screen Select Copy Jobs and Phases from the File Maintenance menu The Copy Jobs and Phases screen appears Copy Jobs and Phases Job ID Copy From Job ID Copy Phases Copy Cost Codes Y Commands Edit Modes Other Help 100005 100001 Y Company H 08 9 2005 Terminal T000 INS Inquiry 1 Enter a job ID for the new job You cannot enter an ID that is already on file If you are not
97. ls and assembling the products and services A menu item that leads to a full screen Most functions have a corresponding program See also program A record of accounts in terms of a chart of accounts and accounting periods The General Ledger application tracks the effects on accounts from transactions entered in General Ledger and interfaced applications and it is updated by other applications interfaced with it The process of adding an application to an existing system See also conversion To join with another application for the purpose of having information entered in one application update information in another application s files A defined task that combines goods and services done for pay A job usually consists of phases Jobs are entered in the Jobs and Phases function A chronological record of transactions Transactions recorded in a journal A list of applications functions options or other menus Job Cost User s Manual Glossary overhead overhead basis phase post program purge record restore table use types work in process A cost that applies to the overall phase or job or a cost that cannot be directly attributed to a good or service For example administrative expenses taxes and depreciation are usually overhead A cost type assigned to overhead for example material costs equipment costs and so forth A smaller task within a job For example if the
98. m the selected application or press Enter to accept the current unit of measure Enter the number of pieces for this period and year and for the entire job or press Enter to accept the current values These values are updated when you post pieces adjustments or post from Accounts Payable Purchase Order or Payroll Enter the estimated number of pieces for the entire job or press Enter to accept the current value The percent complete for the phase appears Enter the amount you billed the customer this period and year and for the entire job or press Enter to accept the current values These values are updated when you post billing adjustments or accounts receivable sales order invoices 9 11 Jobs and Phases File Maintenance The total cost of the job phase for the period year and job to date and the estimated amount are calculated from the totals of the cost codes in the JOCDxxx file Field Description Total Cost The total cost you billed the customer this period and Period to Date Year to Date Job to Date Cost Billed Period to Date Year to Date Job to Date Unbilled Cost Job to Date Use the Proceed OK command to save your entries After you save the entries year for the entire job appear These values are updated when you post adjustments or expenses from other transactions Enter the cost you billed the customer this period and year and for the entire job or press Enter to accept the current
99. mpany H osn 9 2005 Terminal TODO INS Inquiry 1 Enter the code for the cost type you want to add or edit 2 Press Enter to accept the description that appears or enter a new one Job Cost User s Manual 9 27 Cost Types File Maintenance 3 Press Enter to accept the short description of the cost type or enter a different description When you work with cost codes in the Jobs and Phases function this description appears in the Desc field Inquiry 4 The Job Cost system and the Payroll system use types to distinguish between a labor cost an overhead cost and a general cost neither labor nor overhead The overhead use type exists for the Overhead Cost Code field on the Jobs and Phases General Information screen This field accepts only cost codes of a cost type whose use type is overhead You should need to set up only one of these cost types The labor use type exists for Payroll when assigned to a cost type it prevents you from accidentally attributing labor information to a nonlabor cost code when in Payroll When you assign a service to a job in Payroll you must enter a cost code whose cost type s use type is labor and therefore was set up to accept labor information The Inquiry F2 command provides only those cost codes Payroll is the only application that needs this distinction All cost codes are available in Accounts Payable and Purchase Order The general use type exists for all other situations Assign us
100. n Adding or Editing a Cost Code When you press Enter or A on the Cost Code Details screen to edit or add a cost code a screen similar to this one appears Edit Cost Codes E Commands Edit Modes Other Help RX tz Cost Code Ja Cost Type 2 Material Description Material Short Description Material Period to Date Year to Date Job to Date Estimate Cost oo 272 00 272 00 261 00 Quantity 0000 33 0000 33 0000 22 0000 Unit of Measure Original Estimated Cost z 250 00 The only difference between the Append Cost Codes screen and the Edit Cost Codes screen is the title and the fact that the Edit Cost Codes window has data Field Description Inquiry Cost Code Enter a cost code Establishing conventions for cost codes makes cost allocation efficient For example cost codes from 100 through 199 might be associated with cost type 10 which might be Material indicating that a cost code between 100 and 199 should be assigned when attributing materials to a job 9 14 Job Cost User s Manual File Maintenance Field Cost Type Description Short Description Cost Period to Date Year to Date Job to Date Estimate Quantity Period to Date Year to Date Job to Date Estimate Unit of Measure Original Estimated Cost Jobs and Phases Description Press Enter to accept the current cost type or enter the cost type to be assigned to the cost code The cost type s use type appears a
101. n Tran Date Reference Cost Type Transaction Type Adj Description GL Period Remark Cost Code Adjustment Type Current Revised 100001 PLAT 104 LOT 1 08 19 2005 BASE Material 4215 88 A STRUCTURAL os PTD Adj Type 00 Lower level floor pouring 5000 00 5000 5000 00 5000 Qty Adj 40 0000 0000 40 0000 0000 0000 0000 40 0000 0000 40 0000 40 0000 0000 40 0000 CHANGE TOTALS Estimate Actual Material 4215 88 00 Report 5 8 Job Cost User s Manual Post Adjustments and Transactions Use the Post Adjustments and Transactions function to send information from the JOHIxxx Detail History file to the JOBSxxx Jobs file You can use this function only if you elected to keep detail history and you chose not to post directly to the JOBSxxx file in the Resource Manager Options and Interfaces function If you want to see which transactions have not been posted print the Cost Detail History Report and the Billing Detail Report for unposted transactions Before you post the adjustments and transactions back up your data files Post Adjustments Screen Select Post Adjustments and Transactions from the Daily Work menu The function screen appears amp Post Adjustments and Transactions Commands Edit Modes Other Help xe elmo e ee Be sure that you have backed up your data files before posting Source Code From AP Thru so GL Period 8 Valid application codes are JO AP AR PA PO SO Company H 08719 2005
102. n UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Refer to Appendix B in the Resource Manager guide for a list of all OSAS commands and their associated hot keys Not all commands are available for every function or field when a command is available a flag appears at the bottom of the function screen Common flags include Quick Info Maint Inquiry and Verify e The Quick flag reminds you that you are using the Quick Entry mode to skip fields that are not required Press Ctrl F to toggle quick entry on and off When the Info flag appears press Shift F2 to access the Information menu to access additional information about a customer vendor item job bill of material or employee See page 1 24 for more information on this menu When the Maint flag appears press F6 to launch the appropriate File Maintenance function to edit a master file record or enter a new one on the fly When you finish press F7 to return to the function you were using e When the Inquiry flag appears press F2 to use the Inquiry command to look up additional information and select valid entries for the field you are in e The Verify flag reminds you that you are using verification When this flag appears you must provide verification when you press Page Down or use the Proceed OK command Press Ctrl V to toggle verification on and off Job Cost User s Manual 1 31
103. n no one else is using the file Job Cost User s Manual A 5 System Messages Unable to open file Unable to open file in use The file you are trying to use is locked at another terminal on the system or the file is corrupted Wait a few minutes and try again If the condition persists get help from a support technician Unable to print to device The system cannot access the device you are trying to print to Make sure that the device is online A 6 Job Cost User s Manual account accounting period application applied GL audit trail back up company conversion cost codes Glossary A storage unit of financial data in accounting usually grouping related information under one account number or account ID A period of time in accounting used to provide distinct units of time you can work with For example you might want a report to include transactions done within a particular accounting period A software package made up of several related programs functions and files Usually an application is named after a common accounting practice for example Accounts Receivable Inventory or Payroll A general ledger account assigned to a job and phase that is credited for the overhead accumulated on jobs in process This entry is balanced by a debit to the work in process account specified in the JOBGLxxx table A detailed record of accounting activity used to find the source of every dollar
104. nce on function screens to access this menu Consult Appendix A in the Resource Manager guide for more information on the commands available on the Other Commands menu Job Cost User s Manual 1 23 Introduction Navigating OSAS Information The Information or Shift F2 menu is available in some graphical or text Menu function screens in certain applications and gives you access to additional information about a customer vendor item job bill of material or employee The commands available on the Information menu are determined by the applications you have installed and can include e General Information Comments e History e Documents e Address Lookup Not all of the commands above appear on every Information menu instead commands are available only as they are relevant to the task you are performing For example if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors Consult Appendix A in the Resource Manager guide for more information on how to use the functions on the Information menu Favorites The Favorites menu gives you quick access to the OSAS functions you use most Menu by allowing you to add selections for entire menus or particular functions to a custom menu After you ve set up the menu select Change to Favorites from the graphical Favorites menu or press F2 to access the functions The Favorites menu
105. nts Payable or Payroll e unit of measure for each piece e total cost for the job to date e cost billed for the period year and job to date e invoice billed amounts for the period year and job to date e overhead rate basis type amount and calculation method e accounts for overhead work in process and finished goods e estimated and actual values for start and finish dates and contract amounts e whether or not the record is a template The JOBSxxx file serves as a database for job information it provides information for other functions and applications which in turn update it This file 1s also the verification file when you use Resource Manager to verify that Job Cost is installed see the Resource Manager User s Manual The Jobs and Phases function directly updates the JOBSxxx file The information you enter updates the file and links information in it to information in the JOCDxxx file You can update the JOBSxxx and JOCDxxx files in one of the following ways e Use the Jobs and Phases function to edit a job e Attribute goods or services to a job through Accounts Payable Purchase Order or Payroll and attribute billing information through Accounts Receivable Sales Order if Job Cost interfaces with those applications e Use the Job and Phase Adjustments function to make adjustments to the files Job Cost User s Manual 1 9 Introduction The Job Cost System Notice that you can attribute a service to Job Cost thro
106. o If you want Payroll to update pieces information about the job enter P When you post a payroll time ticket that includes a piece count and references the job or phase the Pieces fields in the job and phase record are updated with information about the number of pieces completed for the job If you want Accounts Payable or Purchase Order to update pieces information about the job enter A When you post an accounts payable transaction that includes the job phase ID and the inventory item specified below the Pieces fields in the job and phase record are updated with the quantity of items purchased or requisitioned Job Cost User s Manual File Maintenance Field Item UOM Pieces Period to Date Year to Date Job to Date Estimate Pct Complete Inv Billed Amt Period to Date Year to Date Job to Date Job Cost User s Manual Jobs and Phases Description Note that Accounts Receivable or Sales Order is not an option because these applications update billing information The Pieces fields pertain to goods and services you acquire or are completed for the job If you entered A as the source of the piece for the job enter the ID of the item you are attributing to the job When you attribute items to a job in the Accounts Payable system the PTD YTD JTD Pieces fields in Job Cost are updated only for the item you enter on this screen Enter the unit of measure of the pieces you are going to get fro
107. o toggle between YES or NO to indicate whether you want to keep job cost detail history Toggle between YES or NO to indicate whether you want to post detail information directly to the JOBSxxx file If you select YES information is sent directly to the JOBSxxx and JOHIxxx files when you use the Job and Phase Adjustments function to update information about a job If you select NO information is sent directly to the JOHIxxx file when you use the Job and Phase Adjustments function when you post adjustments and transactions information is sent from the JOHIxxx file to the JOBSxxx file Toggle between YES or NO to indicate whether you want to be able to edit totals in the job record When you finish selecting options press W to save your entries and return to the Options and Interfaces screen Select another application or exit to the Resource Manager Company Setup menu Job Cost User s Manual Setup Setup Checklist and Functions Tables Tables store information relating to the system data options and default settings for other applications Use tables only to enter and store data Do not delete lines or rearrange the account descriptions The system looks for information by its position in the table For example in the JOBGLxxx table the system treats the account on the first line as the work in process account and the account on the second line as the finished goods account regardless of how you change the labels Yo
108. ob Cost 3 9 9 3 updating job information 1 9 actual amounts adjusting 5 8 actual costs 6 5 7 5 inquiry 4 3 actual dates adjusting 5 8 actual pieces adjusting 5 8 actual units usage 6 9 adding comments 9 17 document 9 19 user defined fields 9 18 additional descriptions inquiry 4 3 viewing 4 4 Address Lookup 1 26 1 32 address mapping 1 26 1 32 addresses 1 26 1 32 adjusting actual amounts 5 8 adjusting actual dates 5 8 Job Cost User s Manual Index adjusting actual pieces 5 8 adjusting billing information 5 8 adjusting cost billed 5 8 adjusting cost codes 5 7 adjusting cost types 5 6 adjusting estimated costs 5 8 adjusting estimated dates 5 8 adjusting estimated pieces 5 8 adjusting finish dates 5 8 adjusting invoice billed 5 8 adjusting jobs 5 6 adjusting phases 5 7 adjusting pieces 5 8 adjusting start dates 5 8 adjustments 5 3 alphabetical sorting 3 4 appending cost codes 9 13 attaching documents 9 19 B backing up before posting 8 9 using Resource Manager 3 17 backup schedule backing up data files 3 17 backing up programs 3 17 setting up 3 7 3 17 bids preparing 6 5 6 9 7 5 7 7 8 17 Billing Detail Report function 1 7 5 9 7 9 sample 7 9 billing information 3 14 adjusting 5 8 IX 1 Index inquiry 4 3 setting up 9 3 Billing Reports menu 1 7 Billing Summary Report function 1 7 7 7 sample 7 7 billings 5 3 Browse 1 26 budgets
109. oftware to create charts and graphs from the report s data Job Cost User s Manual 1 13 In Windows In Other Operating Systems Using Parameters Starting OSAS OSAS runs on an operating system supported by 150 MB of permanent storage and 4 MB of RAM You may need additional space or memory depending on the size of your data files and the operating system you use Consult your reseller for more information To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or access the program from the Start menu To start OSAS on an operating system other than Windows enter osas at the operating system prompt If your operating system has graphical capabilities you can also use the OSAS shortcut to start OSAS You can use the u c a and t parameters in OSAS shortcut properties or after the osas command so that the system automatically uses the appropriate user ID company ID and access code to save time logging in In Windows open the OSAS shortcut s properties and enter these parameters after the path in the Target field as in the example below be sure to use the correct directories for your system C basis bin bbj exe osasstrt txt q tT00 cD osas70 progrm config bbx uSam aapple cH Note In Windows the u c and a parameters must follow the separation dash In other operating systems enter the parameters after the osas command as in this example osas t T2 c B
110. omer on 11 10 95 100004 PLAT 104 LOT 4 12 01 2005 0l On site inspection scheduled for 12 10 95 End of Report Job Cost User s Manual 10 13 Job Templates List The Job Templates List shows jobs that are marked as templates This list is the only one that includes information about these job records the Jobs and Phases List does not include job templates The information in this list comes from the JOBSxxx Jobs file Sample List 08 19 2005 Builders Supply 1 15 PM Job Templates List Start Finish Customer Manager Estimate Actual Estimate Actual Contract Number Job ID Phase Description TEMPL1 TEMPLATE 1 LOT SETUP Job Address Address Line 2 Architect Desc Def 2 Desc Def 3 End of Report Job Cost User s Manual 10 15 Tables List Use the Tables List to get information from a particular Job Cost table This function is valuable if you plan to change a table and want a list against which to compare your changes Sample List 08 19 2005 Builders Supply 1 15 PM Tables List Job Cost Table ID DF Description Job Setup Default Table No of Columns Z Column Length 12 Type A Default Value Ovhd Cost Cd 300 Ovhd Basis 02 User Def 1 Architect User Def 2 Desc Def 2 User Def 3 Desc Def 3 Table ID JOBGL Description GL Accounts Default Table No of Columns 2 Column Length 12 Type A Description GL Acct Work in proc 104200 Finish Goods 104400 Applied Ovhd 523000 Table ID JOPDH Desc
111. ost User s Manual Daily Work Field Phase Cost Code Description GL Period Reference Remark Adjust Current Est or Actual Cost or Quantity PTD YTD JTD Change Est or Actual Cost or Quantity PTD YTD JTD Revised Est or Actual Cost or Quantity PTD YTD JTD Job Cost User s Manual Job and Phase Adjustments Description If you selected a job without any phases press Enter to skip this field If you selected a job with phases enter the phase ID whose cost code you want to adjust Enter the cost code whose information you want to adjust You can select only a code whose cost type you already selected For example if you select cost type Material you cannot select a cost code set up for labor information Enter a description of the adjustment Enter the General Ledger period to which the information is to be posted For the system s sorting purposes you must enter a value regardless of whether Job Cost interfaces with General Ledger Enter a word or number that identifies the adjustment such as a customer vendor or employee ID Enter a short remark for the transaction such as an invoice number or a labor type This remark appears in the Job and Phase Adjustments Log Enter the basis for the cost or quantity adjustment P period to date Y year to date or J job to date The current estimated and actual values appear from the JOBSxxx file Enter the amount to update the fields
112. osts billed setting up 9 3 Job Cost User s Manual Index D Daily Work menu 1 6 data dictionaries 2 3 Data File Conversion function 2 5 2 6 Data File Creation function 2 3 data files backup schedule 3 17 date fields 1 25 Delete Completed Jobs function 1 8 6 7 8 19 Delete Detail History function 1 8 6 7 8 21 deleting jobs 8 20 deleting jobs and phases 6 7 deleting tables 9 32 Depreciation Tables List list 9 41 Detail History Inquiry function 4 7 DF xxx table 3 11 DFxxxx table 9 31 9 33 documents 9 19 E edit job totals option 3 10 editing cost codes 9 13 entering costs Accounts Payable 3 15 Payroll 3 15 Purchase Order 3 15 estimated costs 6 5 7 5 adjusting 5 8 inquiry 4 3 setting up 9 3 estimated date adjusting 5 8 estimated pieces adjusting 5 8 estimated units 6 9 estimates preparing 6 5 6 9 Job Cost User s Manual F F2 Inquiry button 1 26 flag 1 31 F6 Maintenance flag 1 31 icon 1 26 File Maintenance menu 1 6 files backing up 3 17 Job Cost 1 9 finish dates adjusting 5 8 inquiry 4 3 setting up 9 3 finished goods posting 5 3 finished goods account 8 8 9 4 setting up 9 3 fiscal year table 9 36 viewing 4 8 flags in text mode 1 31 G General Ledger interface with Job Cost 1 12 3 7 8 7 9 4 general ledger accounts 8 3 8 7 GLJRxxx file 3 7 8 7 9 34 graphical mode drop down menus 1 23 function screens 1 22 g
113. ou cannot enter an ID that is already on file If you are not sure whether an ID is already in use use the Inquiry F2 command to view a list of existing job IDs Inquiry 2 Enter the ID of the job template you want to copy Job Cost User s Manual 9 25 Copy Job Template File Maintenance 3 If you want to copy the phases of the job template select the check box or enter Y in text mode if not clear the check box or enter N in text mode 4 If you want to copy the cost codes of the job template select the check box or enter Y in text mode if not clear the check box or enter N in text mode 5 Use the Proceed OK command to copy the existing job information to the new job After you have copied the information copy another job template or use the Exit F7 command to return to the File Maintenance menu 9 26 Job Cost User s Manual Cost Types Use the Cost Types function to establish and update information for up to 99 cost types These types serve as categories when you attribute costs to a job with cost codes you can enter the costs in terms of cost types to organize the costs accordingly Valid names of costs are kept in the JOCTxxx Cost Types file Cost Types Screen Select Cost Types from the File Maintenance menu The Cost Types screen appears Cost Types T Commands Edit Modes Other Help Cost Type ID Description Material Short Description Material Use Type GENERAL Co
114. pe of information you want to print You can select only one print option If the screen contains options that control how information is organized by date or by reference ID for example select the option you want to use to organize the report You can select only one option If the screen contains check boxes or Yes No fields that control additional printing instructions select the check box or enter Y in text mode to use that option when printing the list Clear the check box or enter N in text mode if you do not want to use that option Select the output device to begin printing the list See Reports on page 1 33 for more information After you produce the list the Master File Lists menu appears Job Cost User s Manual Jobs and Phases List Use the Jobs and Phases List to produce the list whenever you make changes in the Jobs and Phases function You can print job information only for job and phase information The Jobs and Phases List does not include jobs that are being used as templates Produce the Job Templates List for a list of those job records Sample List 08 19 2005 Builders Supply 1 13 PM Jobs and Phases List BOT E lt lt lt AA A Customer Description Estimate Actual Estimate Actual Contract Number 100001 STRUCTURAL 09 20 05 09 20 05 11 05 05 11 10 05 DALOOL MECHANICAL 10 15 05 10 20 05 11 10 05 11 15 05 DALOOL EXTERIOR 10 10 05 10 15 05 11 20 05 11 25 05 DALOOL INTERIOR FINISHING 1
115. quantities and optionally the pieces fields in the specified job and phase records are updated If you keep job cost detail history the history records are also updated Accounts Payable Purchase Order You set up the interface between Job Cost and Accounts Payable Purchase Order when you select Accounts Payable Purchase Order options and interfaces This interface affects the group of pieces fields in the job or phase records for the specified item if you selected pieces from Accounts Payable and it can also affect any type of cost code When you interface Accounts Payable Purchase Order with Job Cost you can look up and select job and phase IDs while you enter Accounts Payable Purchase Order transactions When you post Accounts Payable Purchase Order transactions with job and phase IDs the amounts and quantities for the specified cost code are updated If you elected to accrue specified inventory items through Accounts Payable Purchase Order the pieces fields are also updated If you keep job cost detail history the JOHIxxx Detail History file is also updated 3 8 Job Cost User s Manual Setup Setup Checklist and Functions Accounts Receivable Sales Order You set up the interface between Job Cost and Accounts Receivable Sales Order when you select the Accounts Receivable Sales Order options and interfaces Then when you enter Accounts Receivable Sales Order invoices you can look up and select job and phase IDs and read in co
116. raphical main menu 1 20 Inquiry button 1 26 Maintenance icon 1 26 MDI menu 1 21 shortcut menu 1 23 toolbars 1 25 H hot keys 1 31 IDs IX 3 Index setting up 3 3 sorting 3 3 Information Inquiry menu 1 6 inquiry actual costs 4 3 additional descriptions 4 3 billing information 4 3 estimated costs 4 3 finish dates 4 3 locations 4 3 start dates 4 3 Inquiry F2 button 1 26 flag 1 31 Install Applications function 2 3 2 5 installing Job Cost 2 3 interfaces Job Cost with Accounts Payable 3 8 5 3 9 3 Job Cost with Accounts Receivable 3 9 9 3 Job Cost with General Ledger 3 7 8 7 9 4 Job Cost with Payroll 5 3 9 3 Job Cost with Purchase Order 3 8 5 3 9 3 Job Cost with Sales Order 3 9 9 3 Payroll with Job Cost 3 8 with General Ledger 1 12 interfaces with Job Cost 1 5 inventory IDs 9 4 invoice billed adjusting 5 8 setting up 9 3 invoices 5 3 J job address setting up 9 3 Job and Phase Adjustments function 1 6 1 9 1 10 3 14 5 3 transaction type menu screen 5 4 Job and Phases Adjustments function 9 3 Job Comments setting up 3 15 Job Comments List function 10 13 IX 4 sample 10 13 Job Cost before converting 2 5 before you install 2 3 converting to version 7 0 2 6 installation 2 3 installing new version before converting 2 5 interface with General Ledger 1 12 interfaces 1 5 menu structure 1 6 setting up 3 3 setting up options and interfaces 3 7
117. re listed in this order for each position blank spaces characters and so on numbers 0 9 uppercase letters A Z lowercase letters a z Alphabetical rules are not intuitive when numbers are involved Numbers are sorted as if they were letters When the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently The following suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE
118. rge Job Comments Use the Purge Job Comments function to remove job comments from the JOJCxxx Job Comments file This function is valuable if the JOJCxxx file is getting large and slowing down your system Purge Job Comments Screen Select Purge Job Comments from the Periodic Processing menu The Purge Job Comments screen appears amp Purge Job Comments Commands Edit Modes Other Help Pick Job ID From 100001 Thru 100004 a Date From 01 01 2003 3 Thru 123112003 E Reference ID From Thru Company H 08 19 2005 Terminal TODO INS Inquiry 1 Enter the range of job IDs whose comments you want to remove 2 Enter the range of dates whose comments you want to remove Comments dated on or between these dates are removed 3 Enter the range of reference IDs whose comments you want to remove 4 Use the Proceed OK command to purge comments Job Cost User s Manual 8 15 Job Template Worksheet Use the Job Template Worksheet function to draw up a bid for a customer The Job Template Worksheet represents all the costs involved in a job Job Template Worksheet Screen Select Job Template Worksheet from the Periodic Processing menu The Job Template Worksheet screen appears amp Job Template Worksheet Commands Edit Modes Other Help 2X lt ts mealmal e Pick Template ID From TEMPL1 Thru TEMPL1 Include Cost Codes and Cost Types Cost Types Only Company H 08
119. rhead Allocation Report GL Period 8 Post To Current Fiscal Year 2005 O Last Fiscal Year 2004 Company H 08 19 2005 Terminal TODO INS 1 Back up your data files before you post Unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data 2 If you have produced the Overhead Allocation Report select the check box or enter Y in text mode if not clear the check box or enter N in text mode Posting removes overhead from the JOHIxxx Detail History file the Overhead Allocation Report is your only audit trail 3 If Job Cost interfaces with General Ledger the period corresponding to the system date appears Press Enter to use it or enter the period to which you want to post the accumulated overhead 4 If Job Cost does not interface with General Ledger or if you have not created last year files in General Ledger the current fiscal year is selected and you cannot change it Job Cost User s Manual 8 9 Post Overhead to GL Periodic Processing If Job Cost interfaces with General Ledger and you have created last year files in General Ledger select the fiscal year to which you want to post the GL Journal entries 5 Select the output device for the posting log this log is produced after posting completes to summarize Job Cost GL Journal entries See Reports on page 1 33 for more information on output devices After posting completes and the log
120. ription Fiscal Year Table No of Columns Column Length 12 Type A Description Current Year 2005 Table ID OPT Description Options table No of Columns Column Length 50 Type A Option Settings Table ID OPTH Description Options table No of Columns Column Length 50 Type Option Settings End of Report Job Cost User s Manual 10 17 System Messages Messages on the screen or in a report indicate an error tell you how to enter data or alert you to what is happening in the function you are using Self explanatory messages are not listed An error occurred while converting files Conversion aborted An error occurred while creating files File creation aborted If an error occurs during data file creation or conversion a message that describes the problem appears Then this message appears on the RM Data File Conversion or Data File Creation screen to inform you that the process has been aborted Correct the problem and try again Basic Error error Host Error error Line line Program program Basic Error error Line line Program program A serious error has occurred Write down the information that appears and get help from a support technician Cannot delete with items to post You cannot delete job or phase records with amounts in the Ovhd Accum to Post or Fin Goods to Post fields Enter an actual finish date in the job and phase record post the information and try again Cannot open file
121. rmation this screen appears 4 General Information Commands Edit Modes Other Help xelselmo elee Job ID 100001 Manager ID LUKOO1 Job Template Phase ID A ase i Desc 1 STRUCTURAL Desc2 Addni Desc OrgEst Actual OverheadCostCode 300 4 Overhead _ Start Date 09 20 2005 09 20 2005 FE Ovhd Rate 02 Calc On Amount w Finish Date 1105 2005 Ps 11 10 2005 Te Ovhd Basis Type 1 3 Material Last Bill Date 11720 2005 Applied Ovhd GL Acct 523000 Contract Date 0970 2005 Work in Process Acct 104200 Contr Amt 50000 00 50000 00 Finished Goods Acct 1104400 a Contract Number 12718 Ovhd Accum to Post 400 24 Customer ID DALOD1 Fin Goods to Post 42842 24 9 6 Pieces From Pa v UOM Pieces Inv Billed Amt Pet Complete 100 00 _ PeriodtoDate Year to date Job to Date Estimate 000 0000 0000 0000 2000 00 51000 00 51000 00 Total Cost 00 42842 24 42842 24 42766 00 Cost Billed 00 42800 24 42800 24 Unbilled Cost Field Job ID Phase ID Desc 1 Desc 2 42 00 Company H 08 19 2005 Terminal T000 INS Description The job ID and phase ID you entered on the header screen appear Press Enter to accept the description or enter a different description of the job or phase Press Enter to accept the second description or enter a different description of the job or phase Use this field to continue descriptions that do not fit in
122. rocess inventory to the finished goods account Produce the Work in Process Report for information about earned income overbilling and underbilling and outstanding work in process for jobs and phases Use the Periodic Maintenance function to clear amounts in the JOBSxxx Jobs and JOCDxxx Cost Codes Detail files When you want to purge job comments from the JOJCxxx Job Comments file use the Purge Job Comments function Comments dated on or before the date you specify are removed The Job Template Worksheet function provides a printout of estimate information that can help you prepare a bid for a job Use the Delete Completed Jobs function to remove completed jobs and before a date you specify Use the Delete Detail History function to delete detail history before a date you specify Master File Lists 1 8 Information that you enter in the File Maintenance functions is kept in master files Use the Master File Lists functions to produce the contents of the files details about jobs and phases job comments cost codes cost types job templates and tables Job Cost User s Manual The Job Cost System Introduction File Information The information you enter in Job Cost functions is stored in files The JOBSxxx file holds the following information about jobs e job and phase IDs for each job e manager and customer IDs e estimated and actual pieces for the period year and job to date e source of the pieces Accou
123. rrent date Enter the original and actual amounts of the contract These amounts are updated when you enter adjustments Enter the contract number Enter the customer ID The Inquiry F2 command is available if Accounts Receivable or Sales Order interfaces with Job Cost Press Enter to accept the current cost code or enter the overhead cost code to associate with the job or phase Job Cost User s Manual File Maintenance Field Ovhd Rate Calc On Inquiry Ovhd Basis Type Applied Ovhd GL Acct Work in Process Acct Finished Goods Acct Job Cost User s Manual Jobs and Phases Description If you are setting up a new record and enter a code in this field a message states that the cost code is not on file Press Enter to create the new cost code record You can assign only one cost code to the overhead of a job and phase and the cost code must be of use type overhead See Cost Codes on page 4 5 for information Enter the rate of the job s cost on which you want overhead to be calculated or press Enter to accept the current amount If you want to accept the current method of calculating overhead press Enter If the overhead is calculated from the dollar amount associated with the cost code enter A If the overhead is calculated from the unit amount quantity or number of hours enter U Enter the cost type on which you want overhead to be calculated When you post an amount to a cost code w
124. rs e Press F to enter or view comment for the first job ID on record e Press N to enter or view comments for the next job ID on record e Press P to enter or view comments for the previous job ID on record e Press L to enter or view comments for the last job ID on record e Press Gto go to a comment for a specific date then enter the date This command is available only when there is more than one screen of comments Adding or Editing Comments The Append Comment screen appears when you add a new comment The Edit Comments screen appears when you edit an existing comment Other than the title these screens are identical amp Edit Comment m Commands Edit Modes Other Help 2 X te Date 092072005 3 Reference 01 Comment Delay on job start date due to rain Job Cost User s Manual 9 17 Jobs and Phases File Maintenance 1 Ifyou are working with a new comment the system date appears otherwise the date of the last comment you worked with appears Accept the default date or enter a different date 2 The current terminal ID appears in the Reference field Edit this reference if necessary 3 Enter or edit the comment then press Enter to save the comment record User Defined Fields 9 18 If you elected to add or change user defined field information the User Defined Fields screen appears User Defined Fields Commands Edit Modes Other Help 2Xts mealmaal e Job ID 100001 Phase ID A
125. saves you time by eliminating the need to switch between applications You can add functions from several different applications to the Favorites menu and access them all there rather than switching between applications on the main menu to access the functions you need To add a function to the Favorites menu select the function you want to add and press F10 Press F2 to switch to the Favorites menu to confirm that your selection was added To remove a function from the menu select the function on the Favorites menu that you want to remove and press F10 again 1 24 Job Cost User s Manual Navigating OSAS Introduction Toolbars As with menus graphical screens also contain toolbars that give you fast access to the most frequently used OSAS commands The toolbar for the main menu differs slightly from that of function screens Main Menu The toolbar for the main menu is shown below Click a button to access that Toolbar command Access Command Calendar Toggle Code Help Favorites 2 60 aa e a Application Calculator Call a BBj Pro5 Date Versions Program Function The toolbar for function screens is shown below Click a button to access that Screen command Toolbar File Start Paste Calendar Online Maintenance Over Documentation 2x BR MA n Delete Copy Calculator Field Address Help Mapping Date Fields If you use BBj in graphical mode click the Calendar button when it appears next to date fields to open a cal
126. screen The commands on the menu are available only as they are relevant to the task you are performing For example if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors See page 1 24 for more information Favorites The Favorites menu allows you add the OSAS menus or functions you use most Menu frequently to a custom menu After you ve set up the menu select Change to Favorites from the graphical Favorites menu or press F2 to access the functions To add a function to the Favorites menu select the function you want to add from the main menu and press F10 To remove a function from the menu select the function on the Favorites menu that you want to remove and press F10 again See page 1 24 for more information on this menu 1 30 Job Cost User s Manual Navigating OSAS Introduction Commands and Flags Both the text menu and text function screens let you use commands to drill down to more information change companies or access codes switch to sample data and perform tasks related to the function you are using These commands are analogous to the commands contained on drop down menus in graphical mode You access commands by pressing the hot key combination for the command you want to use If you re working with a keyboard that lacks function keys labeled with an F followed by a number or if you re working with an emulator i
127. ss O to launch the appropriate application and open the document If you have problems opening a document press Enter to change the direction of the slashes used in the attachment s directory path If the directory path contains backward slashes change them to forward slashes and vice versa e Press P to save your changes and return to the previous screen e Press N to return to the Jobs and Phases header screen e Press G to go to a specific document line item This command is available only when there is more than one screen of documents Use the Exit F7 command to save your changes and return to the File Maintenance menu Append Edit Documents Screen The Append Documents screen appears when you press A to attach a document to the employee record The Edit Documents screen appears when you edit an existing document line Other than the name these screens are identical gt Append Documents D E Commands Edit Modes Other Help RX Document P104L4bp git Path L Construction P1 04L4 J Description Blueprints for 104L4 Phase B Enter the document file name and extension the full file path and a description of the file you want to attach to the master file record Job Cost User s Manual File Maintenance Jobs and Phases You can use the Documents directory as specified in the Resource Manager Directories function to simplify entering document information To use this directory make sure a
128. st and billing amounts from Job Cost job and phase records When you post Accounts Receivable Sales Order transactions the last bill date invoice billed amount period year and job to date cost billed period year and job to date and optionally actual finish date in the job and phase records are updated Options and Interfaces Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears The name of the company you are working with appears Specify whether the Options table is shared or owned See the Resource Manager User s Manual for more information about Options tables Next enter JO as the ID of the application for which you want to set options The Job Cost Options screen appears Job Cost User s Manual 3 9 Setup Checklist and Functions Setup 3 10 Job Cost Options Commands Modes Other Scroll Commands Help Fxafsajmalrelee Description Interface to General Ledger Interface to Accounts Receivable Interface to Payroll Do you want to keep job cost detail history Post detail directly to master file Allow editing of totals in job record Option 001 of 006 Enter Toggle Company H 08719 2005 Terminal TODO INS Press Enter to toggle between YES or NO to indicate whether you want to interface Job Cost with General Ledger Accounts Receivable or Payroll Press Enter t
129. sure whether an ID is already in use use the Inquiry F2 command to view a list of existing job IDs Inquiry 2 Enter the ID of the job you want to copy Job Cost User s Manual 9 23 Copy Jobs and Phases File Maintenance 3 If you want to copy the phases of the job select the check box or enter Y in text mode if not clear the check box or enter N in text mode 4 If you want to copy the cost codes of the job select the check box or enter Y in text mode if not clear the check box or enter N in text mode 5 Use the Proceed OK command to copy the existing job information to the new job After you have copied the information copy another job or use the Exit F7 command to return to the File Maintenance menu 9 24 Job Cost User s Manual Copy Job Template Use the Copy Job Template function to copy information from a job template to a job This function and the Copy Jobs and Phases function are similar but in this function you can copy only the job IDs that were marked as templates in the Jobs and Phases function Copy Job Template Screen Select Copy Job Template from the File Maintenance menu The Copy Job Template screen appears amp Copy Job Template O O x Commands Edit Modes Other Help EA Job ID 100005 Copy From Job ID TEMPL1 Copy Phases v Copy Cost Codes v Company H 08 9 2005 Terminal T000 INS Inquiry 1 Enter a job ID for the new job Y
130. t clear the check box or enter N in text mode You cannot edit this field in an existing job record because by marking it as a template you prevent its data from being figured into the totals Otherwise the cost and billing report totals would be inflated because of the extra jobs 9 7 Jobs and Phases Field Addnl Desc Start Date Finish Date Last Bill Date Contract Date Contr Amt Contract Number Customer ID Overhead Cost Code File Maintenance Description If you want to use additional descriptions with the job select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you use additional descriptions a screen appears with five fields two address lines and three lines of user defined labels The labels are stored in the DFxxxx table Enter the date you estimate the job will start in the Org Est field Then enter the actual date the job started in the Actual field Enter the date you estimate the job will complete in the Org Est field Then enter the actual date the job was completed in the Actual field Actual dates are updated when you post Enter the date you sent or are to send the last bill or press Enter to accept the current date This date is updated when you post transactions in Accounts Receivable Sales Order or when you post adjustments Enter the date you established or are to establish the contract or press Enter to accept the cu
131. te History Period to Date History 100001 100004 ACEO01 TENOO1 BOUOO1 STO001 Page Break at End of Job SELL Job Cost User s Manual Company H 08719 2005 Terminal TODO INS 7 3 Printing a Billing Report Billing Reports 7 4 Select the range of information to include in the report in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list If the screen contains entry fields for example for entering source codes date ranges or financial quarters or periods enter the appropriate values to use when printing the report If the screen contains options that control what jobs are included in the report printed or unprinted jobs or completed or in process jobs for example select the option corresponding to the jobs you want to print You can select only one option If the screen contains check boxes or Yes No fields that control additional printing instructions select the check box or enter Y in text mode to use that option when printing the list Clear the check box or enter N in text mode if you do not want to use that option If the screen contains options or combo boxes that control how additional information print post date or transaction date for example for the report prints select the option corresponding to th
132. the Desc 1 field Job Cost User s Manual File Maintenance Field Phases Used Job Template Job Cost User s Manual Jobs and Phases Description Press Enter to accept the current ID or enter a different ID for the manager associated with the job The manager ID is kept only as part of the job record not in its own file If Payroll interfaces with Job Cost the Inquiry F2 command is available as the manager could be an employee If the job uses at least one phase select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you use phases you still need to enter general information about the overall job You cannot edit this field in an existing job because while you can assign overhead information to a job without phases or to a job s phases you cannot assign overhead information to the job and then to its phases f you elect to use phases the main job information serves as a header whose information applies to all phases This information cannot include overhead The system calculates overhead either as a sum of the phases overhead or the job s overhead if it does not have phases A job template serves as a general job with figures already set It is useful if you have several jobs that are similar and you want to save time by entering most figures only once If you want to mark the job as a template select the check box or enter Y in text mode if no
133. the information updates only the JOHIxxx file You can use the Post Adjustments and Transactions function to copy the information from the JOHIxxx file to the JOBSxxx file The JOBSxxx file does not update other files other files update it Job and Phase Adjustments Selection Screen Follow these steps to enter job and phase adjustments 1 Select Job and Phase Adjustments from the Daily Work menu The Job and Phase Adjustments selection screen appears see the example below then the Output Information screen appears immediately overtop 2 Select the output device to produce the Job and Phase Adjustment Log This log tracks the adjustments you make as you enter them See Reports on page 1 33 for more information on output devices 5 4 Job Cost User s Manual Daily Work Job and Phase Adjustments 3 When the Job and Phase Adjustments screen reappears select the type of transaction you would like to adjust Cost Type Billing Pieces Start Date or Finish Date Job and Phase Adjustments Commands Edit Modes Other Help 2X lt ti mealmal e Type Of Transaction Cost Type O Biling O Pieces O Start Date O Finish Date Company H 08 19 2005 Terminal T000 INS 4 Enter adjustments as necessary in the screen that appears then use the Proceed OK command to save your changes and enter another adjustment of the same type Use the Abandon F5 command to return to the selection screen to enter
134. the overhead rate based on the overall cost you want to attribute to overhead and the General Ledger accounts of overhead work in process and finished goods the sum of the pieces entered later The overhead and finished goods amounts you enter to post are updated when you post from other applications or from the Post Adjustments and Transactions function You must set up cost codes before you can select a valid cost code During the first pass through the General Information screen the system prompts you to press Enter to add the default overhead cost code record with the ID you specify for the overhead cost code Then set up the cost codes on the Cost Code Details screen Finally edit the job record and assign the overhead cost code Job Cost User s Manual 3 13 Setup Checklist and Functions Setup The pieces and billing information consists of the source of the information the item to expect the unit of measure the number of pieces for the period for the year and for the job to date and the estimated cost of the pieces for the entire job When you enter the amount you billed the customer and the cost you billed the customer for the period for the year and for the job to date the invoice billed amount and cost billed fields are calculated Cost Code Detail Use cost codes to assign costs to a job or phase Thereafter when you acquire goods and services and enter them through the Job and Phase Adjustments function or
135. the phase or the job not in both Note If Accounts Payable Purchase Order Payroll and Accounts Receivable Sales Order interface with Job Cost the job and phase records are updated automatically when you post transactions from those applications In this case you do not need to make manual job and phase adjustments Doing so may result in double posting of information Job Cost User s Manual 9 3 Jobs and Phases File Maintenance Jobs and Phases Header Screen Select Jobs and Phases from the File Maintenance menu The header screen appears 4 Jobs and Phases a Commands Edit Modes Other Help es Job ID PhaselD Description STRUCTURAL Do You Want to Maintain General Information Cost Code Details Job Comments User Defined Fields Documents 3 lt lt lt lt Company H 0849 2005 Terminal TODO INS Field Description Inquiry Job ID Enter the ID of the job you want to add or edit To delete the job record use the Delete F3 command If Inventory and Job Cost are on the same system job IDs must be different from inventory IDs no OSAS system distinguishes between them If you interface Job Cost with General Ledger set up different overhead WIP and finished goods accounts 9 4 Job Cost User s Manual File Maintenance Field Inquiry Phase ID nai Copy From Description Do You Want to Maintain Job Cost User s Manual Jo
136. u must set up the JOBGLxxx JOPDxxx and DFxxx tables before you build the Job Cost data files You can set up the tables for individual companies and or all companies that are in the system You can set up one table for all the companies that are alike and you can set up one table for each company that is different For example you can set up table JOBGL for companies that post overhead to the same general ledger accounts then set up table JOBGLA01 for company A01 JOBGLB01 for company B01 and so forth if those companies post overhead to different general ledger accounts Cost Types and Cost Codes When you enter job information you assign cost codes to each job and phase record Thereafter when you acquire goods and services and enter them through the Job and Phase Adjustments function or through other applications the information updates the cost code and overall job and phase record You can assign up to 999 unique codes to a phase You must assign a cost type to each cost code Use the Cost Types function to specify up to 99 cost types Since cost types are used throughout the system set up cost types before you enter job information Job Cost User s Manual 3 11 Setup Checklist and Functions Setup For information about the relationship between cost codes and cost types see Cost Code Detail on page 3 14 If you are converting Job Cost files from a version before 5 00 you could have as many as five cost types alre
137. ugh Payroll but you cannot attribute a good or an item to Job Cost through Inventory Job Cost does not interface with Inventory If you are acquiring an item use the Daily Work functions in Accounts Payable Purchase Order If you already have the item in stock use the Enter Material Requisitions functions to treat Accounts Payable Purchase Order as a bridge between Inventory and Job Cost The JOHIxxx file stores several kinds of information e an entry for each posted and unposted piece or adjustment made to the JOBSxxx file from the Job and Phase Adjustments function or a different application e the entry s cost type cost code and source e the entry s associated job and phase ID e the entry s general ledger period post date and transaction date You can use this file only if you elected to keep detail history in the Resource Manager Options and Interfaces function You can update the JOHIxxx file by posting information from interfaced applications or through the Job and Phase Adjustments function Job Cost has no adjustments temporary holding file to store adjustments until you post When you enter adjustments in the Job and Phase Adjustments function information flows in one of the following ways e Ifyou elected to keep detail history and to post directly to the JOBSxxx file in the Resource Manager Options and Interfaces function adjustments information is immediately sent to and indefinitely kept in the JOHIxxx
138. unter an inconsistency Open Systems Inc 4301 Dean Lakes Boulevard Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com Contents Introduction Welcome to OSAS The Job Cost System Starting OSAS Navigating OSAS Installation and Conversion Installation Conversion Setup Setup Considerations Setup Checklist and Functions Information Inquiry Jobs and Phases Inquiry Detail History Inquiry Daily Work Job and Phase Adjustments Post Adjustments and Transactions Cost Reports Printing a Cost Report Cost Summary Report Cost Detail History Report Unit Cost Analysis Report Job Cost User s Manual 1 3 1 5 1 15 1 19 2 3 2 5 3 3 3 7 4 3 4 7 5 3 5 9 6 3 6 5 6 7 6 9 iii Contents Billing Reports Printing a Billing Report Job Profitability Report Billing Summary Report Billing Detail Report Periodic Processing Overhead Allocation Report Post Overhead to GL Work in Process Report Periodic Maintenance Purge Job Comments Job Template Worksheet Delete Completed Jobs Delete Detail History File Maintenance Jobs and Phases Copy Jobs and Phases Copy Job Template Cost Types Cost Codes Tables Change Fields Master File Lists Printing a Master File List Jobs and Phases List Cost Types List Cost Codes List Cost Codes Detail List Job Comm
139. use the function keys to access commands in graphical mode you may find it easier to access command through these menus To access a menu s commands click a menu title The commands for that menu appear followed by any associated hot key combinations in brackets lt gt To use a command click the command name or press the hot key combination Refer to the Resource Manager guide for more information on the menus available in OSAS and their commands OSAS gives you quick access to commands relating to the screen you re using via a shortcut menu The commands that are available depend on the function and the field you are currently using To use these commands click the right mouse button and select the command from the menu that appears On the main menu the shortcut menu gives you access to commands that help you manage your Favorites menu switch between sample and live data perform certain setup tasks and view function information On function screens this menu helps you access help documentation move around the function screen work with EIS dashboards and so on The Other Commands or F4 menu is available on both graphical and text menu and function screens and gives you access to additional utilities and commands not directly related to the function you re currently using Among other things these commands open calculators or allow you to view or enter additional information In text mode press F4 twice on the menu or o
140. y the first three digits in the first field and the first two digits in the second field regardless of what you enter here JOBGLxxx Table The JOBGLxxx table stores the General Ledger work in process applied overhead and finished goods inventory account numbers It is used when you post overhead to the GLJRxxx Journal file If Job Cost does not interface with General Ledger you must still build this table because the account numbers appear in the posting report 9 34 Job Cost User s Manual File Maintenance Tables When you enter the table ID the rest of the JOBGLxxx table appears 8 JOTB Commands Edit Modes Other Help xelselmal elee 5 Table ID q Description GL Accounts Default Table Number of aL 2 Column Length 12 _Type A Description GL Acct Work in proc 104200 Finish Goods 104400 Applied Ovhd 523000 Company H 0819 2005 Terminal TODO INS Field Description Description The accounts used in posting overhead appear Change the descriptions of the accounts if necessary Do not delete lines or rearrange the account descriptions The system treats the account on the first line as the work in process account and the account on the second line as the finished goods account regardless of the description GL Acct For each account description press Enter to accept the General Ledger account number or enter a different account number Job Cost User s M

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OPEN SYSTEMS® Accounting Software Job Cost User`s Manual