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Contractor`s Job Cost

1. Post Details to Job Master E 51 xj Commands Edit Modes Other Help 2x re ma g OK_ Abandon Be sure that you have Backed Up your data files before posting GL Period 7 Company H 07 18 2003 Terminal T000 OVR 2 Enter a different period or press Enter to use the current GL Period the period corresponding to the workstation date 3 Select how you want to output the posting log For more information on selecting an output device see Print the Report on page 1 73 The posting log that prints when the post is finished summarizes the transactions for various cost types for the General Ledger period After the post finishes and the log is produced the Periodic Processing menu appears 8 30 Contractor s Job Cost User s Manual Periodic Processing Post Details to Job Master Post Detail to Master Log 07 18 2003 3 49 PM Builders Supply Post Detail to Master Amount Posted To GL Period 7 2003 Job Phase 91 135 O1SITE 93 A04 O1FOUN 93 A04 O1FOUN Recap By Type Type B Billing 3 Overhead 5 Labor Labor Hrs Material Equip Overhead Misc Labor Subcont Burdens Equip Rental Fee Permit Committed Billing Contractor s Job Cost User s Manual Post Amount 100 00 129 05 1290 75 8 31 Periodic Maintenance Use the Periodic Maintenance function to perform maintenance tasks on the Jobs file CJBSx and the Detail History CJ
2. Change Orders Functions 4 CJC1xxx Change Order Hdr File CJC2xxx Change Order Dil File AE Contractors Job Cost User s Manual The Contractors Job Cost System Introduction Application Interaction When you interface Contractors Job Cost with other OSAS applications you can retrieve information from the Jobs file when you enter transactions in other applications post information from other applications to Contractors Job Cost calculate overhead based on the posted information and post the results to General Ledger Accounts Accounts Payable Receivable x it Purchase Order Payroll Accounts Payable Purchase Order Accounts Receivable Sales Order and Payroll can be interfaced with Contractors Job Cost When you interface CJC with these applications new functions and menu items are available General Ledger can be interfaced with Contractors Job Cost without changing any of the menus or functions in the General Ledger application Contractors Job Cost Sales Order dll Accounts Payable Purchase Order System Flow The flowchart on the next page shows how Contractors Job Cost interacts with Accounts Payable Purchase Order The Subcontract file APSCxxx and the Subcontract Release Text file APFORMy are new files and the Vendor file APVExxx the Open Invoice file APINxxx the Detail History file APHIxxx and the Check file AP
3. Contractors Job Cost User s Manual 5 7 GL Job Journal Entry Adjustments 8 Change Orders Inquiry Maint 5 8 10l x 4 GL Job Journal Entry Commands Edit Modes Other Scroll Commands Help 2x relma g T Fr Total Debits Total Credits gt rro Balance A Transactions 25 Commands Edit Modes Other Help 2xe Ba mal g OK_ Abandon Entry 0002 GL Account 100100 aj Debit Credit CASH IN BANK 2nd NATIONAL 56 00 0000 Trans Deso Reference GL Period 07 Source m1 Allocate IV Job ID Phase ID Type Fiscal Year B Billing or F2 For Cost Codes 56 00 00 56 00 Enter edit Append aLloc Allocations On Write Print report Goto Company H 07 17 2003 Terminal T001 OVR 1 On the Append Line screen enter the GL Account where you want the transaction to post If you entered a range of accounts in the JOBGLxxx table you must select from that account range 2 Enter the dollar amount to be debited or credited to the selected account in either the Debit or Credit field 3 Enter a short description of the transaction in the Trans Desc field 4 Enter a Reference such as something related to the job phase a person s name a workstation and so on 5 The workstation date appears as the Trans Date Press Enter to accept the default or enter the date of the transaction 6 Press Enter
4. Company H 07 18 2003 Terminal T000 OVR If you have printed the Accumulated Overhead Report select the check box or enter Y in text mode at the prompt otherwise clear the box or enter N Press Enter to use the current GL Period the general ledger period corresponding to the system date or enter a different period to which you want to post the accumulated overhead Select the year to which you want to post the accumulated overhead You can post to the current fiscal year or to the previous fiscal year Select how you want to output the posting log For more information on selecting an output device see Print the Report on page 1 73 After you select the output device the posting process begins When the overhead is posted the Periodic Processing menu appears Contractor s Job Cost User s Manual 8 27 Post Overhead to GL Periodic Processing Post Overhead to GL Log Builders Supply Post Overhead to GL 8 28 07 18 2003 3 49 PM Amount Posted To GL Period 7 Description GL Account OVHD ACCRUED OVHD ACCRUED OVHD ACCRUED Overhead WIP BALANCE 100500 104400 402000 400000 End of Report Credit 53 11 141 23 Contractor s Job Cost User s Manual Post Details to Job Master The Post Details to Job Master function adds all the transactions stored in the Job Detail History file for a general ledger period and updates the appropriate actual cost types for each phase and
5. GL Period Select Include Phase Detail Print With Cost Types With Division Totals Suppress Zero Types Page Break on Job kaka imaka Company H 10 08 2003 Terminal TODO OVR 2 Define the Job ID range you want to include For more information on defining ranges see Selecting a Range of Information on page 1 71 Contractor s Job Cost User s Manual 8 13 Job Trial Balance Report Periodic Processing 8 14 3 10 Select the type of information you want to view e Cost Type Only lists cost types only labor material equipment e Income Type Only lists income types only billing cash e Cost amp Income Types lists both cost and income types If you select to list both the system calculates a profit total income minus total cost Enter the GL Period 1 13 for which you want to produce the report Select the Include Phase Detail check box or enter Y in text mode to include the billing totals for each phase of the job or clear the box or enter N in text mode to list only summary job totals Select the Print with Cost Types check box or enter Y in text mode to list costs by type otherwise clear the box or enter N in text mode Select the With Division Totals check box or enter Y in text mode to include division totals if you use divisions otherwise clear the box or enter N in text mode The With Division Totals check box is available only if Use Phase Prefi
6. On the start style main menu you can select the Live Data radio button to work with live data or select the Sample Data radio button to work with sample data You can also press F5 to toggle between sample and live data Change Company Field H Builders Supply On the start style or graphical main menu select the company to change to from the list box Contractors Job Cost User s Manual 1 39 OSAS Text Functions Like the text menu OSAS text function screens can be used on all operating systems On Windows workstations text function screens can also be used with graphical menus or vice versa the text menu can be used with graphical function screens Function screens provide you an interface to the data in your data files allowing you to view update and change information as needed Function screens also allow you to print reports or perform tasks on your data such as calculations purges or the resetting of accumulated totals CL olx Settings Edit Print Help Change Orders Header Information Batch ID 000002 Our Order No 00000002 Date 08 18 2003 Status Credited Loc ID MNOOO1 MINNEAPOLIS WAREHOUSE Sold to ACEODI Ship to 000004 ACE BUILDERS sta 4 1588 SE 315T STREET adl2 adl3 PADUCAH KY 28655 7865 Sales Rep 1 W39 Percent 100 0 Ship Method Sales Rep 2 PRT Percent sul Ship Via Cust Level JOBBER Pick Slip No Terms Code 2PCT Requested Ship Date Terms Desc 2 10 n 30 Type Reg Actu
7. Completed Jobs Jobs In Process C Jobs Not Yet Started All of the above r Primary Completion Based On Input Calculation from Estimate include Phase Detail Vv With Division Totals Company H 07 17 2003 Terminal T001 OVR Contractor s Job Cost User s Manual 8 5 Budget Projection Report Periodic Processing 8 6 2 Define the Job ID range you want to include For more information on defining ranges see Selecting a Range of Information on page 1 71 Select the job type to include in the report Completed Jobs have an actual finish date Jobs In Process have an actual start date but no actual finish date Jobs Not Yet Started have neither an actual start date nor an actual finish date All of the above includes all job types Select the type of primary completion information you want to include Input bases the completion percentage on percentages entered in the Percent Complete function See Percent Completion on page 9 35 for more information e Calculation from Estimate bases the completion percentages on calculations using estimated amounts Select the Include Phase Detail check box or enter Y in text mode to include the billing totals for each phase of the job otherwise clear the box or enter N in text mode You can access the With Division Totals check box only if you select the Include Phase Detail check box or enter Y in text m
8. Job Schedule Analysis List Use the Job Schedule Analysis List to produce a bar chart that shows the estimated time represented by a dotted line and the actual time represented by a solid bar for a job The chart shows the job ID and description phase IDs and descriptions date range you selected and estimated and actual start and finish dates for each phase It can cover a ten week period or a seven month period Print the chart at the beginning of the job for the job owner during the job to check on your progress and at the end of the month when you revise your estimates and need help in preparing your financial statements Sample List 05 10 03 Builders Supply 12 04 PM Job Schedule Analysis List Starting Date 05 05 2003 by week Job ID 93 A04 CITY OF FRIENDSWOOD RECREATION CENTER 05 04 05 11 05 18 05 25 06 01 06 08 06 15 06 22 06 29 07 06 Phase Description smtwtfssmtwtfssmtwtfssmtwtfssmtwtissmtwtfssmtwtfssmtwtfssmtwtfssmtwtfs From Thru Days OLFOUN FOUNDATION Est 12 20 02 01 13 03 25 O1SITE SITE PREPARATION Est 12 28 02 02 02 03 37 02ELEC ELECTRICAL Est 01 05 03 03 01 03 56 02FRAM FRAMING Est 02 02 03 04 02 03 60 End of Report Contractors Job Cost User s Manual 10 19 Percent Completion List The Percent Completion Worksheet is a list of jobs with or without phase detail which provides the previous percent complete for the job or phase and a blank line for the new p
9. After setting up the access codes print a list of the codes and store it in a safe place For more information about access codes see the Resource Manager User s Manual Backup Schedule Plan a backup schedule before beginning day to day operations Files can be lost 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 3 18 Contractors Job Cost User s Manual Setup Setup Checklist and Functions Backing up Data Files Back up Contractors Job Cost data files whenever they change every day or every week and before running these functions e Post Adjustments and Transactions e Post Overhead to GL e Delete Completed Jobs e Periodic Maintenance e Delete Detail History 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 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 Use Resource Manager Use the Backup function on the Data File Maintenance menu in Resource Manager to back up files Back up all 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 u
10. Description Equip Rental Short Description Equip Re Use Type GENERAL y Company H 05 06 2003 Terminal TODO OVR 2 Enter the Cost Type ID 7 8 or 9 with which you want to work 3 Press Enter to accept the default Description or enter a different one If you entered an existing cost type ID the description automatically appears Contractors Job Cost User s Manual 9 47 Cost Types File Maintenance 4 Press Enter to accept the default Short Description of the cost type or enter a different one 5 Inthe Use Type field press Enter to accept the default Use Type or assign a use type to the cost type G for General L for Labor and O for Overhead The system uses types to distinguish between a labor cost an overhead cost and a general cost neither labor nor overhead 6 When you use the Proceed OK command to save the cost type information you are returned to the Cost Type ID field Enter or edit information about a different cost type or use the Exit F7 command to exit to the File Maintenance menu 9 48 Contractors Job Cost User s Manual Cost Codes Use the Cost Codes function with the cost types you create to better define your grouping and reporting of job costs These codes appear in the Inquiry windows in AP AR and PA when you use the Inquiry F2 command at Cost Code fields The cost codes are kept in the CJCCx file Follow these steps to work with cost codes 1 Select Cost Codes from t
11. H o p N p N p w 0000000000000 oO OO w WW WWW WWW WM Y oo Contractors Job Cost User s Manual 10 23 WIP Code List Use the WIP Code list to get information on the WIP Codes entered You can select a range of WIP codes and cost types Sample List 05 10 2003 Builders Supply Page 12 15 PM WIP Code List WIP Code Cost Type Description WIP GL Account COGS GL Account Material 401000 402000 Equipment 400000 gt 400000 Overhead 400000 x 400000 Misc 400000 3 400000 Labor 400000 e 400000 Subcontract 400000 5 400000 Burdens 400000 400000 Equip Rental 401000 402000 8 8 8 8 8 8 8 8 8 Fee Permit 400000 5 400000 Contractors Job Cost User s Manual 10 25 System Messages Messages on the screen or in a report indicate an error or tell you how to enter data or what is happening in the function you are using Self explanatory messages are not listed baited A valid GL account is required You have specified a GL account outside of the range defined in the Job GL From and Job GL Thru fields on the JOBGLxxx table If you specified an account range in these fields you can only make line item entries using accounts within this range Enter an account number in the specified range or use the Inquiry F2 command to look it up and select it Actual finish date must be greater than start date The finish date you enter must be the same date as the start date or a date after
12. Job Phase Contract Estimate Actual Earned Current Profit Bill To Est Cost Exceed Exceed ID ID Amount Cost Cost Comp Income Profit At Comp Date At Comp Cost Bill 91 135 x 15688 14630 12970 100 00 2717 2717 2230 93 A04 x 33700 23730 2392 10 00 1005 9970 M9050 k 7500 4200 215 5 12 169 3300 GRAND TOTAL 56888 42560 15578 19469 3891 15987 2380 40900 TOTAL COSTS OF 3 256 Material 3 719 Equipment 645 Overhead 456 Misc 2 325 Subcont 3 509 Burdens 585 Equip Rental 210 Fee Pemit 870 15 577 End of Report Contractor s Job Cost User s Manual 8 11 Job Trial Balance Report The Job Trial Balance Report summarizes job costs and income for the month to date year to date and job to date periods Estimated costs are compared with actual total costs and the amount of the variance is calculated Produce the report as a summary for each job by cost type or with phase and division detail You can summarize jobs by type by income type or by both You can print the report with phases cost types division totals and suppressed zero types Follow these steps to produce the report 1 Select Job Trial Balance Report from the Periodic Processing menu The Job Trial Balance Report screen appears Job Trial Balance Report lol x Commands Edit Modes Other Help xelaelan Abandon JobID From aj Thru aj Cost Type Only Income Type Only C Cost amp Income Types
13. Press F7 to Exit End of Deletion 5 Use the Abandon F5 command to return to the Job ID field or use the Exit F7 command to return to the File Maintenance menu Contractors Job Cost User s Manual 9 39 Import File to Job An ASCII American Standard Code of Information Interchange file is a generic text file The Import File to Job function imports information from an ASCII estimate file into the Jobs file The IMPRTxxx table must contain the field positions and lengths of the ASCII file so that the information is written to the correct fields in the Jobs file see IMPRTx on page 9 26 Back up your data before using this function Follow these steps to import information to the Jobs file 1 Select Import File to Job from the File Maintenance menu The Import File to Job screen appears 24 Import File to Job a lol xj Commands Edit Modes Other Help 2xe tel ma 28 DK _Abandon C Create New Job M Merge to Existing Job E v Job ID Job Description 1 Job Description 2 Manager ID Import from File Use Import Table io Default Overhead Basis Fo Default Overhead Rate 00 Company H 05 06 2003 Terminal TODO OVR 2 Select C or enter C in text mode to create a new job or phase or select M to merge the information in the ASCII file with an existing job or phase Contractors Job Cost User s Manual 9 41 Import File to Job File Maintenance 9 42 3 If you e
14. conventions 1 23 V verification button Abandon 1 55 Proceed OK 1 55 Verify exit mode pull down menu command 1 49 Verify PgDn mode pull down menu command 1 50 View inquiry command 1 59 viewing comments 1 66 documents 1 70 Contractors Job Cost User s Manual WwW WIP Code List function 10 25 sample 10 25 WIP Code Maintenance overview 9 4 WIP Codes function 3 15 WIP Codes file CJWC description 1 14 Work in Process Report function 1 10 sample 8 11 screen 8 9 Workstation date tool button 1 34 workstation date entering in graphical menus 1 34 1X 11
15. conventions 1 71 including all information 1 71 limiting information 1 71 selecting information for 1 71 Resource Manager Data File Conversion function 2 8 Data File Creation function 2 5 features of 1 3 Right Arrow report command 1 76 Right Arrow function key 1 61 right click defined 1 23 S sample data changing to 1 34 1 39 scroll region commands 1 61 Down Arrow 1 52 1 61 End 1 52 1 61 IX 9 Index Enter 1 61 F3 1 52 1 61 Home 1 52 1 61 Ins 1 52 1 61 PgDn 1 52 1 61 PgUp 1 52 1 61 Tab 1 52 Up Arrow 1 52 1 61 Serial Inventory Lookup function key 1 60 pull down menu command 1 53 Set up application 1 39 setting up access codes 3 7 assigning codes and IDs 3 3 backup schedule 3 7 3 18 billing information 9 5 checklist 3 7 finish dates 9 5 invoice billed 9 5 JOBSxxx file 3 7 Options and Interfaces 3 7 overhead information 9 5 percentage complete 9 5 phase IDs 9 5 posting pieces 9 5 start dates 9 5 Tables 3 7 setting up Contractors Job Cost 3 3 access codes 3 17 information to gather 3 3 Shift F2 menu 1 65 Comments command 1 66 Documents command 1 69 History command 1 68 Information command 1 65 Shift F1 function key 1 51 Shift F10 function key 1 49 1 62 Shift F3 function key 1 60 Shift F4 function key 1 60 Shift F5 function key 1 60 Shift F6 function key 1 53 1 60 Shift F7 function key 1 53 1 60 Shift F8 fu
16. estimates If you want revisions to cost estimates from change orders and adjustments to replace the original cost estimates select NO If you want to retain the original cost estimates and track the changes to them select YES recommended 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 their 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 Contractors Job Cost User s Manual 3 13 Setup Checklist and Functions Setup Before building the Contractors Job Cost data files you must set up the system tables e The FYEARxxx table stores the current fiscal year for a company The system references this table when you post to the Job Detail History file If there is more than one company on your system each must have its own table e The IMPRTx table tells the system where fields are situated in an ASCII file The system uses these positions Pos and field lengths Len to import information from an ASCII file to create new phases for a job This is an optional table used with the Import File to Job function if you are importing from an ASCI
17. 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 Revised amount is too large The amount of the line item makes one of the calculated amounts exceed the space provided for it Check the amounts you entered in the fields If they are correct you must enter the transaction as two transactions to accommodate the total Revised estimated amount is too large The amount of the line item makes one of the calculated amounts exceed the space provided for it Check the amounts you entered in the fields If they are correct you must enter the transaction as two transactions to accommodate the total The NAMES table is missing for this company The NAMESx table is missing or corrupted Use the Tables function to rebuild the table before continuing to work with job or phase records A 6 Contractors Job Cost User s Manual References System Messages There are no phases for this job No subsidiary phase records have been defined for the job This job uses phases You must enter a valid phase ID for this job Thru value must be greater than From value The value you entered at T
18. sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Contractors Job Cost User s Manual 1 71 Reports Introduction Use caution when you enter codes or IDs consisting of characters other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and all are included in a report you might enter 1 at From and 20 at Thru expecting them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order the numbers are listed in this order 1 10 19 2 20 In this example numbers 3 9 are not included in the sort since they fall after 20 in an alphabetical sort To prevent this situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 000001 through 000020 Output the Report The type of menus you use controls which options are available to output reports If you are using graphical function screens you have the following output options Printer Print Preview File or E mail for selected reports If you are using text function screens you have these options Printer Preview File Screen or E mail for selected reports See the following instructions for details If you are using gra
19. 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 8886 10291 7377 343 00 26899 1133 12485 00 00 38 17 77 71 55 20 72 66 53 00 00 53 6 13 Unit Cost Report The Unit Cost Report shows the uses and variances of the estimated and actual unit quantities you defined in the Jobs and Phases function see Jobs and Phases on page 9 5 for more information 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 and divisions Print the Unit Cost Report to see the physical progress of the job and the quantity of work produced so far to see if you are keeping within your budget and to use when you plan budgets and prepare bids and estimates Sample Report 10 09 2003 1 53 PM Job ID Phase ID 91 135 O1FOUN 91 135 TOTAL 93 A04 O1FOUN 93 A04 TOTAL M9050 EMT M9050 TOI GRAND TOTAL Builders Supply Unit Cost Report Page Unit of Measure Estimated To Date Quantity Unit Cost Comp Estimated To Date Estimated To Date Description 119 119 115 115 97 97 FOUNDAT 33 44 227 86 WESTERN ON CUYD 3 979 21 3 979 21 4 204 10 4 204 10
20. 200 00 Change Order Amt 500 00 Press any key Contractors Job Cost User s Manual Job Schedule Analysis Inquiry You can access this function in two ways by pressing V on the Jobs and Phases Inquiry screen when you are viewing a job the command is not available when you are viewing a phase or by selecting Job Schedule Analysis Inquiry from the Information Inquiry menu If you accessed this function from the Information Inquiry menu select the Job ID and Division for which you want to view schedule information If you accessed this function from the Jobs and Phases Inquiry screen the job you selected on that screen appears The thin columns flagged below by arrows show whether information is left off of the screen The chart shows only two months of work If the schedule covers years or months asterisks appear to indicate that more information exists but cannot be displayed within the time frame specified on the screen If the asterisk appears in the right column information exists after the specified time frame If 1t appears in the left column information exists before the specified time frame Job Schedule Analysis E Ioj xj Commands Edit Modes Other Help 2x t gt almal OK Abandon ET Division aj for All Est 04 01 2003 07 14 2003 WESTERN OAKS LOT 54 Est Duration Days 105 03 31 04 07 04 14 04 21 04 28 05 05 05 12 05 19 Phase sntvtfssntvtfssntutissntutfssntutfssmtutfssm
21. 4 Change Order 00 Truck Exp o OO Rev Contract 00 Rental Ion LY Billed to Date 00 Bonds Fees ae Last Bill Date i Total Company H 07 18 2003 Terminal TODO OVA Field Description Inquiry Job ID Inquiry Phase ID 9 6 Enter the job ID with which you want to work Enter the phase ID with which you want to work You can use the first two characters for the division ID if you are using major divisions for the job see Divisions on page 9 21 Contractors Job Cost User s Manual File Maintenance Contractors Job Cost User s Manual Field Copy From Desc 1 Desc 2 More Manager ID UOM Jobs and Phases Description If you entered a Job ID or 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 Enter the ID of the job record you want to copy If you are creating a job master record or a job without phases enter the Job ID to copy If you are creating a phase record you can copy from another phase of the job the job record or a different job Enter the Job ID of the job record or phase record to copy If you selected a job record with phases enter the Phase ID to copy or press Enter to copy the job master record Press Enter to accept the default description in the Desc 1 field enter a brief descri
22. 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com Contents Introduction Welcome to osas 1 3 The Contractors Job Cost System 1 7 Conventions 1 23 OSAS Text Menu 1 27 OSAS Graphical Menu 1 31 OSAS Text Functions 1 41 OSAS Graphical Functions 1 47 Menu and Function Commands 1 57 Favorites Menu 1 63 Information Menu 1 65 Reports 1 71 Installation and Conversion Installation 2 3 Conversion 2 7 Setup Setup Considerations 3 3 Setup Checklist and Functions 3 7 Information Inquiry Jobs and Phases Inquiry 4 3 Job and Phases Detail Inquiry 4 9 Job Summary Cost Inquiry 4 13 Subcontractor Inquiry 4 15 Job Schedule Analysis Inquiry 4 17 Contractors Job Cost User s Manual Contents Adjustments 8 Change Orders Overview Detail Adjustments GL Job Journal Entry Change Order Entry Print Change Orders Post Change Orders Change Order Detail Report Cost Reports Overview Printing a Cost Report JTD Cost Summary Report JTD Cost Summary List Cost Detail Report Cost Detail Report by Period Unit Cost Report Summary Job Cost for GL Periods Billing Reports Overview Printing a Billing Report JTD Billing Summary Report Billing Detail Report Profit Detail Report Periodic Processing Overview Budget Projection Report Work in Process Report Job Trial Balance Report Job Periodic Analysis Report Accumulated Overhead Report Post Overhead to
23. 6 3 sample 6 13 Cost Reports menu 1 9 overview 6 3 Cost Type Code file CJCTx description 1 13 Contractors Job Cost User s Manual Index Cost Types data that appears in the fields 9 15 function 1 11 3 15 overview 9 4 Cost Types List function 10 9 costs entering 5 3 Ctrl J function key 1 49 Ctrl Z function key 1 49 cursor moving down or forward one field 1 48 moving up or back one field 1 48 selecting item 1 59 Cursor end function key 1 62 Cursor home function key 1 62 Cursor left function key 1 61 Cursor right function key 1 61 Customer Vendor Inventory Lookup function key 1 53 1 60 pull down menu command 1 53 D Data File Conversion function 2 7 2 8 Data File Creation function 2 5 data files backup schedule 3 19 Del function key 1 61 Delete function key 1 48 pull down menu command 1 48 tool button 1 54 delete information on a screen 1 48 line item 1 52 1 61 Delete character function key 1 61 Delete Detail History overview 9 4 Contractors Job Cost User s Manual Delete Jobs overview 9 4 Delete Line command function key 1 52 1 61 pull down menu command 1 52 Delete to End of Line function key 1 62 deleting tables 9 24 Description Inventory Lookup function key 1 53 1 60 pull down menu command 1 53 deselect defined 1 24 Detail Adjustments function 5 5 screen 5 5 Detail files CJC2x description 1 13 Detail History Inquiry function 4 9 Deta
24. ACE PLUMBING SUPPLY COMPANY Document Name Lo poor Line No 002 of 002 Enter edit Append View Open document Prev screen Next Screen Goto Company H 02 10 2003 Terminal T000 OVR Use the commands to work with the documents listed on the screen e Press Enter to edit name path and description information for the selected document attachment Contractors Job Cost User s Manual 9 17 Jobs and Phases File Maintenance 9 18 Press A to add a document attachment to the job or phase record Press V to view name path and description information about the selected document attachment Press O to launch the appropriate information 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 Y change them to forward slashes and vice versa Press P to return to the Jobs and Phases screen for the job and phase you were using previously Press N to return to the Jobs and Phases screen to enter a new job and phase to add or edit Press G to move directly to a document then enter the document name or exit to the Documents screen This command appears only if you have more than one screen of attached documents Contractors Job Cost User s Manual File Maintenance
25. About OSAS pull down menu command 1 50 Access Code tool button 1 34 access code entering in graphical menus 1 34 Access Codes parameter 1 4 access codes company specific information 3 18 setting up 3 7 3 17 Accumulated Overhead Report function 1 11 sample 8 23 screen 8 21 actual costs 6 7 inquiry 4 3 adding comments 1 68 additional descriptions inquiry 4 3 Adjustments and Change Orders menu 1 8 Alias Inventory Lookup function key 1 53 1 60 pull down menu command 1 53 alphabetical sorting 3 4 Application Information tool button 1 37 Application Setup right click menu 1 39 Contractors Job Cost User s Manual Index B backing up using Resource Manager 3 19 backup schedule backing up data files 3 19 backing up programs 3 19 setting up 3 18 base applications defined 1 3 Bell mode pull down menu command 1 50 bids preparing 6 7 Billing Detail Report function 1 10 overview 7 3 sample 7 9 billing information inquiry 4 3 setting up 9 5 Billing Reports overview 7 3 Billing Reports menu 1 10 Budget Project Report function 1 10 Budget Projection Report sample 8 7 screen 8 5 budgets planning 6 7 Cc Calculator tool button 1 35 1 54 Change Fields IX 1 Index function 9 53 screen 9 53 Change Order Detail sample 5 25 Change Order Detail Report 5 13 function 5 23 screen 5 23 Change Order Entry function 5 13 Change Order Entry screen 5 13 Change Or
26. Codes 4 14 When you press V on the Cost Code Details screen to view detailed information about a cost code the View Cost Codes screen appears a View Cost Code 4 lol xj Tommands Edit Modes Other Help 2xe Be ma 208 DK _Abandon Cost Code 100 Material Use Type GENERAL Cost Type 01 Short Description Material Description Material Accumulated WIP 00 Period to Date Year to Date Job to Date Estimate Cost 00 00 3649 50 3700 00 Quantity 0000 0000 0000 0000 Unit of Measure Original Estimated Cost 3700 00 Press any key When you finish viewing the information press Enter to return to the Job Summary Cost Inquiry screen Contractors Job Cost User s Manual Subcontractor Inquiry You can access this function in two ways by pressing U on the Jobs and Phases Inquiry screen page 4 3 or by selecting Subcontractor Inquiry from the Information Inquiry menu The Subcontractor Inquiry screen gives you a snapshot of all subcontractors who have worked or are currently working on a job s phases You set up vendors and subcontractor information in Accounts Payable and you enter change orders for subcontracted amounts using the functions on the Adjustments and Change Orders menu see page 5 1 AE Commands Edit Modes Other Scroll Commands Help 2xe Lel manl g OK Abandon Job ID 3 Description Estimate 4287 50 Actual 35
27. Codes List Cost Code Cost Type Description Material Material 101 Material Wood Mt1 Wood 102 Material Masonry Mat Mas 200 Equipment Equipmen 300 Overhead Overhead 400 Misc Misc 500 Labor Labor 600 Subcontract Subcontr 700 Burdens Burdens 800 Equip Rental Equip Re 900 Fee Permit Fee Perm End of Report Contractors Job Cost User s Manual 10 11 Cost Codes Detail List The Cost Codes Detail List shows each cost code and cost type for the selected jobs and phases Sample List 05 10 2003 Builders Supply 11 36 AM Cost Codes Detail List Job ID Phase ID Description Cost Code Description 91 135 WESTERN OAKS Material Material Material Wood Material Masonry Equipment Equipment Overhead Overhead Misc Misc Labor Labor Subcontract Subcontract Burdens Burdens Equip Rental Equip Rental Fee Permit Fee Permit Fee Permit Contractors Job Cost User s Manual Short Descr Material Material Mt1 Wood Mat Mas Equipmen Equipmen Overhead Overhead Misc Misc Labor Labor Subcontr Subcontr Burdens Burdens Equip Re Equip Re Fee Perm Fee Perm Fee Perm 10 13 Divisions List If you use divisions use the Divisions List function to produce a list of divisions and division descriptions that you set up in File Maintenance see Divisions on page 9 21 for more information Information comes from the Divisions file CJDVx Sam
28. Completion Delete Jobs Import File to Job Delete Detail History Cost Types Cost Codes WIP Code Maintenance Change Fields Contractors Job Cost User s Manual 9 3 9 5 9 21 9 23 9 33 9 35 9 37 9 41 9 45 9 47 9 49 9 51 9 53 9 1 Overview The File Maintenance functions are the core of Contractors Job Cost You can enter and delete jobs create phases implement and modify tables and calculate completion percentages Use the Jobs and Phases function to create job and phase records These records contain information such as job and phase IDs estimated start and finish dates worker s compensation rates and estimated costs To make changes after a job or phase is entered enter transactions and revise estimates and accrued costs use the Detail Adjustments function page 5 5 the GL Job Journal Entry function page 5 7 and the Change Order Entry function page 5 13 Changing job and phase data through these functions ensures correct calculation of overhead and produces an audit trail Divisions are used to generate phase subtotals in some reports Divisions are created from the first two characters of the phase If you want to use divisions for one job you must use divisions for all jobs To use divisions set the Use Phase Prefix first 2 characters as Division option to YES in the Options and Interfaces function on the Resource Manager Company Setup menu Use the Tables function to set up and maint
29. Digit Prefix of Phase Name INTERIOR Company H 05 06 2003 Terminal TODO OVR Enter the ID for the new division in the Division ID field Enter the description for the division ID you are entering in the Name field There is room for 20 characters When finished use the Proceed OK command to save the record Then enter another division or use the Exit F7 command to return to the File Maintenance menu Contractors Job Cost User s Manual Tables Use the Tables function to set up and maintain the Contractors Job Cost tables For tables in this section with an xxx in the name for example JOBGLxxx you can set up one table for all companies that are alike and you can set up a table for each company that is different For example you can set up table JOBGL for companies that post to the same General Ledger accounts For companies that post to different General Ledger accounts you can set up table JOBGLA for company A JOBGLB for company B and so on If you delete a company specific table that company then uses the generic table For example if you delete table JOBGLA company A will use the JOBGL table Follow these steps to work with tables 1 Select Tables from the File Maintenance menu The CJTB screen appears Exi Commands Edit Modes Other Help 2x re ma g OK_ Abandon Table ID I a Description Number of Cols 0 Column Length 0 Type v Company H 05 06 2003 Terminal
30. FOUNDAT CITY OF ON RIENDSWOOD 8 681 00 8 681 00 2 841 51 2 841 51 2 EMT CONDUIT NORTH HILLS HOMES 13 485 21 End of Report Contractor s Job Cost User s Manual 6 633 61 6 15 Summary Job Cost for GL Periods Use this function to view the differences between job estimates current costs in process and contracted amounts for the job This report helps to identify discrepancies between costs and estimates and can serve as a reference for similar jobs in the future You may also use this function to provide fast information to clients on current expectations as to the completion of and additional costs for a job Sample Report 10 09 2003 Builders Supply 2 14 PM JOB 93 A04 CITY OF FRIENDSWOOD RECREATION CENTER Phase O1FOUN 01SITE 02ELEC 02FRAM Summarized Job Cost for GL Periods Suppress Zero for All GL Periods Description Original Change Current Commit Uncomm Costs Costs Cost Contract Orders Estimate This Per To Date Remain FOUNDATION 23 8 658 8 681 1 134 2 842 2 819 SITE PREPARATION 67 2 353 2 466 486 201 88 ELECTRICAL 0 7 150 7 150 0 0 0 FRAMING 0 5 560 5 560 20 20 SUB TOTALS 90 23 721 23 857 1 620 3 063 2 927 JOB TOTALS 90 23 721 23 857 1 620 3 063 2 927 Contractor s Job Cost User s Manual 6 17 Billing Reports Overview Printing a Billing Report JTD Billing Summary Report Billing Detail Report Profit Detail Report Contra
31. Jobs and Phases Attach a Document To attach a document to a vendor record follow these steps 1 Click Append or enter A The Append Documents screen appears A AE Commands Edit Modes Other 2xebema amp OK _ Abandon Document ACEPRICE DOC Path L Pricing Ace Description Jace Price Sheet 2 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 3 Use the Proceed OK command to attach the file Edit Attached Document File Information To edit file information about attached documents select the document and then press Enter Edit the file information in the Edit Documents dialog box then use the Proceed OK to save your changes To edit the document itself select Open document or press O in text mode to launch the appropriate application and open the file Note 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 path contains backward slashes change them to forward slashes and vice versa Delete Attached Documents To remove a document attachment select the attachment to delete and press F3 When the confirmation message appears press Y to delete the attachment or N to return to the Documents screen Remember that this procedure only removes the attachment from the record it does not delete the file from its storage l
32. Maintenance 9 10 Field Last Bill Date Certified PA WC Code Ovhd Basis Description Enter the date you sent or are going to send the last bill or press Enter to accept the current date This date is updated when you post transactions in Accounts Receivable or Sales Order or when you post adjustments If a Certified Payroll has been generated for the phase select the check box or enter Y in text mode otherwise clear the box or enter N in text mode Most jobs for governmental entities require certified payrolls Enter the Worker s Compensation code for the phase If Payroll interfaces with Contractors Job Cost the worker s compensation code entered for the phase record supersedes an employee s compensation code in the employee s salary information record for time tickets relating to the phase Overhead costs are indirect costs that cannot be assigned directly to products as expenses are incurred See Accumulated Overhead Report on page 8 21 for more information This field determines what value is used to calculate the overhead applied to the phase Press Enter to accept the existing cost code or enter one of these values 0 All costs 1 Material costs 2 Equipment costs 3 Labor hours 4 Miscellaneous costs 5 Labor costs 6 Subcontract costs 7 8 9 User Defined fields in the NAMESx table Contractors Job Cost User s Manual File Maintenance Jobs and Phases Field R
33. No conversion File unavailable filename 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 and 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 Finished goods to post is too large The amount of the line item makes one of the calculated amounts exceed the space provided for it Check the amounts you entered in the fields If they are correct you must enter the transaction as two transactions to accommodate the total Contractors Job Cost User s Manual A 3 System Messages References Invalid date in drive directory filename 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 Inva
34. P O 4575 00 415 00 Estimate Actual Labor Hrs 170 00 140 50 Start Date 05 21 2003 Units 100 34 Finish Date 07 20 2003 Labor 2630 00 2283 72 Contract Number 3345 72 WIP Info 7 Material 3700 00 3649 50 Customer ID SUN001 Equipment 450 00 195 00 Contract Date 04 29 2003 Overhead 871 00 276 88 Misc 1400 00 2325 00 Orig Contract 14930 00 Subcontract 4287 50 3509 23 Change Order 242 50 Truck Exp 204 00 330 94 Rev Contract 14687 50 Rental 100 00 100 00 Biled to Date 2230 00 Bonds Fees 75 00 70 00 Last Bill Date 0670772003 Total 13777 50 12740 27 Job Cost sum View Schd sUb Estimates Open PO extra info Scan details Wip info Company H 07 17 2003 Terminal T000 OVR Contractors Job Cost User s Manual 4 3 Jobs and Phases Inquiry Information Inquiry Inquiry Inquiry 4 4 1 2 In the Job ID field enter the ID of the job you want to view If you want to view information for a specific phase enter the Phase ID If you have the option set to use divisions and you want to view division totals press Enter at the Phase ID field You are prompted at the bottom of the screen to enter a specific division ID or press Enter to view all phases Use the commands at the bottom of the screen to access more information Press J to return to the Job ID field to select another job Press C to open the Job Summary Cost Inquiry function page 4 13 to view period to date year to date and job to date co
35. Purchase Order 3 10 Accounts Receivable and Sales Order 3 10 General Ledger 3 8 Payroll 3 9 setting up 3 7 original estimates entering 9 13 OSAS running 1 4 setup considerations 2 7 system requirements 1 4 output device printer 1 73 output devices e mail 1 75 file 1 74 print preview 1 73 printer 1 73 screen 1 74 overhead 5 3 posting 5 3 overhead information setting up 9 5 overview Contractors Job Cost system 1 7 P parameters access code 1 4 command to start OSAS 1 4 company ID 1 4 general expression 1 4 terminal ID 1 4 partial key inquiry 1 58 Paste function key 1 49 1 62 pull down menu command 1 49 tool button 1 54 Percent Completion function 3 17 overview 9 3 Percent Completion file CJPZx description 1 13 Percent Completion List function 10 21 IX 8 Percent Completion Worksheet function 10 21 sample 10 21 percentage complete setting up 9 5 Periodic Maintenance function 1 11 screen 8 33 Periodic Processing overview 8 3 Periodic Processing menu 1 10 PgDn inquiry command 1 59 report command 1 76 scroll region command 1 52 1 61 PgDn function key 1 48 PgUp function key 1 54 inquiry command 1 59 report command 1 76 scroll region command 1 52 1 61 PgUp function key 1 48 phase IDs setting up 9 5 phases Detail Inquiry 4 9 Pop Up Calendar tool button 1 54 Post Change Order sample log 5 22 Post Change Orders function 5 21
36. System Cost Reports The Cost Reports function provides information about your costs Use these reports to track where you are cutting costs and where you need to improve efficiency and effectiveness The JTD Cost Summary Report provides estimated actual costs and variances for the cost fields for the phases and jobs you select Generate the report when you want to see if you are keeping to your budget or for help in planning budgets and preparing bids and estimates Use JTD Cost Summary List to view the total costs to date for the jobs phases and managers you select You can produce the report for jobs that are completed in process not yet started or for all jobs You can include subtotals of the cost of the job by phase and by division The Cost Detail Report provides transaction details that affect cost fields Print this report before you delete completed jobs Use the Cost Detail Report by Period to view total costs associated with selected jobs for a period or a range of periods You can generate the report for jobs that are completed in process not yet started or for all jobs The Unit Cost Report shows the usages and variances of the estimated and actual number of units of measure defined for phases in the Jobs and Phases function Use the Summary Job Cost for GL Periods report to view the difference between job estimates and current costs in process as well as the contracted amount for the job This report helps to
37. Tooo OVR Contractors Job Cost User s Manual 9 23 Tables File Maintenance iy gt Zn gt 9 24 To change an existing table enter the Table ID To set up a company specific table enter the Table ID plus a one to three character company ID To delete the table use the Delete F3 command after entering the ID If you entered a new table ID the Copy From field appears A set of tables comes with the sample company Builders Supply You can copy the sample tables and then change the appropriate fields To copy a sample table enter the Table ID To create a table from scratch continue to the Description field Press Enter to accept the listed description of the table if there is one or enter a description If you are creating a new table define the number of columns in the table the length of columns and the type of characters you can enter alphanumeric A numeric with two decimals N numeric with three decimals 3 or numeric with four decimals 4 If you are changing or copying a table this information automatically appears Save your changes using the Proceed OK command Then enter another table ID or use the Exit F7 command to return to the File Maintenance menu Contractors Job Cost User s Manual File Maintenance Tables FYEARxxx The system uses the FYEARxxx table when posting data to the CJC Detail History file CJHlxxx The system posts the actual transaction da
38. Type field if you want to bill for the job without assigning the bill to a part of the job Press Enter to accept the Fiscal Year default or enter a different year The fiscal year is brought over from the FYEARx table Use the Proceed OK command to save your entries Contractors Job Cost User s Manual 5 9 GL Job Journal Entry Adjustments 8 Change Orders 15 Use the Exit F7 command to exit to the Line Entry screen If you have transactions on file or when you are finished entering transactions the GL Job Journal Entry screen appears GL Job Journal Entry E lEix Commands Edit Modes Other Scroll Commands Help gt x A El e Ok Abandon GL Account Debit Credit Reference Pd Cflow Description Date Sic Alloc 100100 56 00 07 PE 07 17 2003 mn c a T r F T T F Ci OM o JE Enty 0001 of 0001 Tu Total Debits TA Balance 56 00 00 56 00 Enter edit Append aLloc Allocations On Write Print report Goto Company H 07 17 2003 Terminal T001 OVR 16 Use the commands to work with the information on the screen e Press Enter to edit an existing unwritten transaction entry The information appears in an Edit Line screen e Press A to add another transaction entry The Append Line screen appears e Press Lto toggle the Cash Alloc flag for the selected entry on and off e Press
39. User s Manual Introduction OSAS Graphical Menu Command Description Pop Up Calendar Allows you to create and read date reminders in OSAS Inventory Price Allows you to calculate prices and view quantity Calculator cost and pricing information for inventory items Help Menu Fie Modes Tools Favorites Other Help Ees mH we he lt Help lt Fl gt About OSAS Command Description Help Opens help descriptions for the application menus and functions About OSAS Opens the About OSAS dialog box Main Menu Toolbar The main menu toolbar gives you quick access to frequently used OSAS commands To access a command click the appropriate button Baw MABHS Button Description E Opens the Workstation Date dialog box to change the date See Workstation Dates on page 1 25 for more information A Opens the Access Code dialog box to switch between access codes See Access Codes on page 1 25 for information s Displays the Application Information dialog box Contractors Job Cost User s Manual 1 37 OSAS Graphical Menu Introduction 1 38 Button Description Opens help descriptions for the application menus and functions lo Opens the OSAS calculator El Displays the pop up calendar screen You can use the calendar to add and review reminders for any date up Opens an MS DOS command window Bu Displays a screen for calling any BBx program that does not require variables t
40. Welcome to OSAS Introduction Running OSAS 1 4 OSAS runs on an operating system supported by 150 megabytes 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 Starting OSAS in Windows To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or access the program from the Start menu Starting OSAS on Other Operating Systems To start OSAS on an operating system other than Windows enter osas at the operating system prompt The osas command can recognize three parameters t c and a The terminal ID t is the identification code assigned to the terminal you are using to run OSAS On multiuser systems each terminal usually has a default ID assigned when the terminals were added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid only if you are using Resource Manager for LANs The company ID c is the identification code assigned to a company If your system carries two or more companies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Use the Access Codes function on the Resource Manager Company Setup menu to set up access codes The most general
41. application prompt appears To produce the error log after files are converted for each application enter Y If you want the log to be produced after files for all applications are converted enter N If you are converting only Contractors Job Cost files your answer to this prompt makes no difference 11 Ifa problem occurs and you indicated that you want the system to pause when a problem occurs a prompt appears To stop the conversion process enter Y To let the conversion run its course and investigate later enter N 12 When the process is finished the files are converted Select the output device for the error log After conversion is finished and the error log is produced the main menu with Contractors Job Cost added appears Converting from Job Cost to Contractors Job Cost You can convert your OSAS Job Cost information to Contractors Job Cost data Keep in mind however that the Contractors Job Cost version must be equal to or greater than the Job Cost version from which you are converting That is you cannot convert Job Cost v6 5 to Contractors Job Cost v6 1 To convert Job Cost data to Contractors Job Cost use the Job Cost CJC conversion utility To access this utility select Call a Pro 5 Program from the Other Commands F4 menu Consult your reseller or Open Systems Technical Support for more information If you are upgrading from Job Cost or Contractors Job Cost v4 0 and you have track
42. billing to date field in the Jobs file The Jobs file contains only to date information and does not keep the month to month balances and history You can post transactions for a period any number of times However do not post transactions for a new period until you have closed the previous period and printed all your reports Once you begin to post information for a new month you cannot print new reports for a previous month When you set up Options and Interfaces for Contractor s Job Cost on the Company Setup menu in Resource Manager you can elect to post or not to post directly to the Jobs file If you elect not to post directly to the Jobs file which is recommended you can enter information for anew month before closing a previous one To print the appropriate reports and calculate the month end journal entries you must use the Post Details to Job Master function to post details for that month to the Jobs file If you elect to post directly to the Jobs file you cannot use the Post Details to Job Master function If you try to use it the message Option is Set to Post Direct to Master appears and you are prompted to return to the Periodic Processing menu Contractor s Job Cost User s Manual 8 29 Post Details to Job Master Periodic Processing Follow these steps to post details to the Job Detail History file 1 Select Post Details to Job Master from the Periodic Processing menu The Post Details to Job Master screen appears
43. contain the Field ID you selected 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 Tab 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 Contractors Job Cost User s Manual 9 55 Change Fields File Maintenance e Press H to return to the header section to change the selection you made for printing the log e Press Gto 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 12 When you have tagged the files you want to
44. entry in the field In graphical mode these commands are available on the Inquiry Lookup menu In text mode the IN Search flag appears at the bottom of the screen to alert you that these commands are available Command Alias Lookup Customer Vendor Lookup Detail Lookup Lot Lookup Serial Lookup Description Lookup Hot Key Shift F3 Shift F4 Shift F5 Shift F6 Shift F7 Shift F8 Operation Searches for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Searches for an item based on customer or vendor ID When you enter the ID you can use the and wildcard characters to restrict or widen the search Searches for detailed information about an item Enter information in any of the fields that appear using these wildcards to restrict or widen the search lt gt Searches for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Searches for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Searches for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search Contractors Job Cost User s Manual Introduction Menu a
45. expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 T2 working with company B and the password is apple specify that information to access the system osas t T2 c B a apple Contractors Job Cost User s Manual Introduction Welcome to OSAS In UNIX you can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t c or a and the parameter itself In Windows you can set up OSAS such that it always opens using a certain access code Open the OSAS program shortcut s properties and enter the access code and your company ID in the Target box For example using apple as your access code and H as your company ID enter the following C osas progRM osastm exe m4096 tT00 nT00 aapple cH If you want the system to prompt for an access code after opening enter a in the Target field followed by a space followed by c and the company ID In the Windows icon properties the parameter marks m t or n can be entered in any combination but must be before the separation dash The access code and company ID commands a and c must be entered after the separation dash See the Resource Manager Installation Manual for more information on these parameters Contractors Job Cost User s Manual 1 5 The Contractors Job Cost System The Contractors Job Cost CJC system provides an effec
46. files select the box enter Y in text mode Unless disk space is short leave the data files intact and erase them manually after you verify the converted files If you want the system to pause the conversion process when a problem occurs select the check box enter Y in text mode If not clear the box enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem Enter CJ in the Appl Description column Contractors Job Cost appears Note The order in which applications are converted is extremely important See the release notes that came with the software for more information Enter the earlier version number of Contractor s Job Cost You can determine the version by looking at the copyrights screen when starting OSAS or in most versions by pressing Shift F2 or in text mode or Esc l in Unix If data files already exist for Contractors Job Cost in the intended destination path the CJ data files exist Do you want this task to erase them prompt appears To erase the existing files and convert the files from the version in the source path enter Y otherwise enter N If you elect not to erase existing files you must change your directory choices so that no conflict exists Contractors Job Cost User s Manual 2 9 Conversion Installation and Conversion 9 To convert use the Proceed OK command 10 The Do you want a printout of error log after each
47. identify discrepancies between costs and estimates and provides documentation for similar jobs for future use You may also use this function to provide fast information when reporting to clients current expectations as to the completion date and additional costs for a job Contractors Job Cost User s Manual 1 9 The Contractors Job Cost System Introduction Billing Reports Billing reports track amounts you have received have billed or intend to bill They show how much revenue your projects are providing The JTD Billing Summary Report provides summary information about the amount you bill for each job The information is printed from the Jobs Master file CJBSx The Billing Detail Report prints detail billing information from the Detail History file CJHIx The Profit Detail Report provides estimated and actual costs revenues and variances to date of ajob or a range of jobs Information in this report is printed from the Jobs and the Detail History files Periodic Processing Use the Periodic Processing functions to inquire about the status of projects You can check budget projections work in process trial balance cost and income amounts and accumulated overhead Generate the Budget Projection Report when you want to compare a job s actual cost with its budgeted cost Use it to check what is over and under budget to help you revise estimates or to review the primary completion of a project At the end of the mo
48. information about the Application applications you have installed Info Shift F5 Esc G On Windows workstations pressing this key Menu combination toggles between graphical and text Style main menus Shift F6 Esc K On Windows workstations pressing this key Toggle GUI combination toggles between graphical and text screens function screens PgUp Moves back one menu level Tab Moves back to the main menu from any application menus Enter Selects an application menu or function from a menu Up Down Moves the cursor up or down through the menu arrow selections 1 30 Contractors Job Cost User s Manual OSAS Graphical Menu In a Windows environment you can choose from two types of graphical style menus The standard graphical menu features application selections that resemble many Windows functions The start style menu is named so because of its functional resemblance to the Start menu in Windows 95 98 NT and 2000 Both graphical menus provide pull down menus convenient tool buttons and easy access to your installed applications and their functions using either the mouse or keyboard The two graphical menus provide you with a visual choice in your interaction with OSAS and your data When you select an application in either graphical OSAS menu the application s main menu presenting several related functions appears beside the OSAS menu Selecting a function leads you to either a function screen or another me
49. jobs Use the report to review the 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 information in this report comes from the Jobs file and the Detail History file WESTERN OAKS Post Ref Adjust SUNOO1 SUNOO1 Description ADF SITE PREPARATION MNOOOIWESTERN OAKS Job 91 135 Total WESTERN OAKS Grand Totals End of Report Contractor s Job Cost User s Manual Builders Supply Billing Detail Report Posted amp Unposted Details Invoice Number 91 13507 ELE 00002085 Quantity 0 0000 1 0000 1 0000 UOM GL Unit Extended Invoice Year amp Price Amount 5 0000 20 0000 200 0000 5 00 20 00 200 00 225 00 225 00 Date Period 5 03 03 03 05 5 01 03 03 05 5 01 03 03 05 Profit Detail Report The Profit Detail Report contains estimated and actual costs revenues and variances to date for a job or a range of jobs Use this report to detect why and how often variances occur or to assemble a competitive and profitable bid for a new project If you elect to print detail you can see detail costs with the cost type code vendor or employee amount and date Print this 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 Jobs file and the Detail History file Sample Report 5 06 2003 Builders S
50. numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of WINO01 and WINOOS leaves room for three jobs in between Contractors Job Cost User s Manual 3 5 Setup Checklist and Functions Follow these steps to set up the Contractors Job Cost system each step is explained in this section 1 Ze Set up the options and interfaces for Contractors Job Cost setup Build the tables FYEARx e IMPRTx optional JOBGLx JOSAVx NAMESx Set up divisions if used Set up cost types and cost codes Set up WIP codes if used Set up jobs and phases using Jobs and Phases Copy Jobs and Phases or Import File to Job functions Set up percent completion information optional Set up the access codes through Resource Manager Reset the options and interfaces for using the system 10 Set up a backup schedule Contractors Job Cost User s Manual 3 7 Setup Checklist and Functions Setup Options and Interfaces 3 8 Setting up the options and interfaces is a standard part of installation The selections you make determine the way Contractors Job Cost runs To begin setting up the options and interfaces for each company use the Options and Interfaces function on the Company Setup menu within Resource Manager function see the Resource Manager User s Manual for more information Interfaces If other OPEN SYSTEMS Accounting Software application
51. of fields in ASCH files IPRTn table For more information about Contractors Job Cost tables see Tables on page 9 23 WIP Codes file CUWCxxx The WIP Codes file stores the WIP account and the COGS accounts assigned for each cost type 1 9 for each WIP code defined Contractors Job Cost User s Manual Introduction The Contractors Job Cost System Contractors Job Cost System Flow The flowchart on the next page shows the functions and the tables that work together to track both expenses and revenues for a combination of goods and services required by 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 keep the system in balance Table Setup CJTB Tables File Cost Types Setup CJCTxxx Cost Type File Cost Code Setup CJCCxxx ix AS Divisions Setup CJDVxxx o DO Fila a WIP Code y Setup CJWCxxx WIP Codes File Extra Info Setup Job Setup CUBXxxx Extra info File Job and Phase Setup Interfaced Applications CJBSxxx CJC Master File CJHIxxx Job Detail History File CJPZxxx Percentage Complete File CJCDxxx Cost Code Detail File
52. printing after it has begun press Ctrl Break Click OK or press Enter to continue View the Report using Print Preview Windows Workstations Only The Print Preview option is only available for workstations running Windows However before Print Preview will work you must add a sysprint device line in the config bbx file for that printer Use the Devices function on the Resource Manager Workstation Configuration menu to add this line Follow these steps to view a report using Print Preview 1 2 Select Print Preview in graphical screens or enter R in text screens If multiple printers are available for the terminal either select the printer from the list or enter the appropriate code for the printer and press Enter Contractors Job Cost User s Manual 1 73 Reports Introduction Use the Devices function on the Resource Manager Workstation Configuration menu to add printers to the terminal 3 Click OK or press Enter to continue 4 When available either select Standard or enter S if you want to view the report in standard width or select Compressed or enter C if you want to view it in compressed width 5 Press Enter The Print Preview screen displays the report as it will look when printed out in hard copy 6 To print from this screen select Print from the File menu To exit from this screen select Exit from the File menu Save the Report as a File To save the report as a text file select File or
53. report or form that makes up part of your audit trail cannot be e mailed Follow these steps to e mail a report 1 Select E mail or enter M 2 When available select Standard or enter S if you want to e mail a standard width report or select Compressed or enter C if you want to e mail it in compressed width The E Mail Information screen appears 2 E Mail Information Commands Edit Modes Other Help 2xe ae mnl g OK Abandon E Mail To amyd osas com CE Subject Tax Groups List Attachment IV 3 If you e mailed this report previously the last e mail address to which you sent the report appears Press Enter to use this address change it if necessary or enter a new e mail address 4 Enter another address to send the e mail to as a carbon copy if necessary 5 OSAS automatically enters the name of the report in the Subject field Change this subject line if necessary Contractors Job Cost User s Manual 1 75 Reports Introduction 6 Select the Attachment check box or enter Y in text mode to send the report as a text file attachment to the e mail message If you clear this box or enter N in text mode the report is sent in the body of the e mail 7 Click OK or press Enter to e mail the report Report Commands Use the following commands when a report appears on the screen Key PgUp PgDn Home End F7 Exit Left Right Tab Toggle Up Down 1 76 Operation Moves to the p
54. screen 5 21 Post Details to Job Master function 1 11 overview 8 29 sample 8 31 screen 8 30 Post Overhead to GL Report function 1 11 9 11 overview 8 25 sample 8 28 screen 8 27 posting finished goods 5 3 overhead 5 3 Contractors Job Cost User s Manual Index posting pieces setting up 9 5 preparing bids 6 7 preparing estimates 6 7 Previous Line command function key 1 52 1 61 pull down menu command 1 52 Previous Page command function key 1 52 1 61 pull down menu command 1 52 prices Detail Inquiry 4 9 Print Change Order sample 5 19 Print Change Orders function 5 17 screen 5 17 Print Manager defined 1 3 PRO 5 Command tool button 1 38 Proceed OK function key 1 48 pull down menu command 1 48 verification button 1 55 Proceed command 1 27 Profit Detail Report function 1 10 overview 7 3 sample 7 11 programs backing up 3 19 pull down menu functions commands 1 48 Edit 1 49 Help 1 50 Information 1 51 Inventory Lookup 1 53 Modes 1 49 Other 1 50 Scroll Commands 1 52 graphical menus 1 34 Favorites 1 35 File 1 34 Help 1 37 Contractors Job Cost User s Manual Modes 1 35 Other 1 36 Tools 1 35 pull down menus functions information menu 1 65 Q Quick mode pull down menu command 1 50 R report commands 1 76 Down Arrow 1 76 End 1 76 Exit 1 76 F7 1 76 Home 1 76 PgDn 1 76 PgUp 1 76 Right Arrow 1 76 Tab 1 76 Up Arrow 1 76 Reports
55. to accept the default GL Period The default is based on the Trans Date If needed enter a different period Contractors Job Cost User s Manual Adjustments amp Change Orders GL Job Journal Entry The Source code identifies the origin of the transaction When you produce the Cost Detail Report Cost Detail Report on page 6 11 you might want to restrict the information provided in the report to costs from only a few origins Press Enter to accept M1 manual entry as the default or enter another code Accrual entries that automatically reverse require the R1 source code 14 Inquiry 10 Inquiry 11 Inquiry 12 13 If you want the transaction to be allocated when it is posted select the check box or enter Y in text mode if not clear the box or enter N in text mode The transaction can be allocated only if you created an allocation record for the account See the Allocations chapter in the General Ledger User s Guide for information about establishing and updating allocation records Select the Cash Flow Transaction check box enter Y in text mode to include the transaction in the activity reported in GL Cash Flow reports otherwise clear the box enter N in text mode Enter the Job ID of the job you want to adjust You cannot leave this field blank Enter the Phase ID of the phase you want to adjust If you leave this field blank the amount you entered must be an amount billed Select B in the
56. to enter one percentage for the entire job then enter the completion percentage for all phases Use the Proceed OK command to approve your calculation or the Abandon F5 command to return to the scrolling region e Press G to jump to a specific phase This command is available only when there is more than one screen of phase entries 9 36 Contractors Job Cost User s Manual Delete Jobs Use the Delete Jobs function to delete completed jobs from the system You can delete the job header and phases job detail history and job percent records If you want to archive the job information to an archive company during the deletion process set up the JOSAVxxx table page 9 30 The option to archive the job information to an archive company during the deletion process is intended to give you a way to view completed jobs This option should never be used to process or modify any job and phase information The archived company should also have all interface options set to NO so that other programs do not attempt to access application files After archiving job information you can switch to the archived company and view old job information through File Maintenance Contractors Job Cost User s Manual 9 37 Delete Jobs File Maintenance Follow these steps to delete completed job information 1 Select Delete Jobs from the File Maintenance menu The Delete Jobs screen appears ee Commands Edit Modes Other Help 2xe B
57. view both actual and estimated job information Press the and keys to move the viewing window forward and backward in the time schedule Contractors Job Cost User s Manual Adjustments amp Change Orders Overview 5 3 Detail Adjustments 5 5 GL Job Journal Entry 5 7 Change Order Entry 5 13 Print Change Orders 5 17 Post Change Orders 5 21 Change Order Detail Report 5 23 Contractors Job Cost User s Manual 5 1 Adjustments 8 Change Orders Introduction Several of the functions in this chapter appear on an additional menu called Change Order Processing that appears on the Adjustments and Change Orders menu To access these functions select Change Order Processing from the Adjustments and Change Orders menu and then select the function from the Change Order Processing submenu 5 2 Contractors Job Cost User s Manual Overview Use the functions on the Adjustments and Change Orders menu 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 either through direct adjustments to job and phase records or through posts from other applications Then depending on your overhead basis and rate overhead is calculated and accumulated automatically
58. you use divisions the phase ID must have three or more digits If you want to use divisions for one job you must use divisions for all jobs To use divisions enter YES in the Use Phase Prefix first 2 characters as Division field in the Options and Interfaces function on the Company Setup menu within Resource Manager If you enter NO no job will have divisions Division IDs and descriptions are not specific to a job If you create a division ID and description all jobs that use that ID use the same description Since division IDs are used only to total phases you do not have to set up new divisions for each job See Divisions on page 9 21 for more information Cost Types and Cost Codes Use the Cost Types function to update information about the user definable cost types 7 8 and 9 These types serve as categories for cost codes The cost types are kept in the CJCTx file See Cost Types on page 9 47 for more information Use the Cost Codes function to update information about the cost codes These codes appear in the Inquiry windows in Accounts Payable Accounts Receivable and Payroll when you press F2 at Cost Code fields The cost codes are kept in the CJCCx file See Cost Codes on page 9 49 for more information WIP Codes Use the WIP Code Maintenance function to update information about the WIP codes and the associated WIP and Cost of Goods Sold GL Numbers for each cost type See WIP Code Maintenance on pag
59. your jobs For example use the Jobs and Phases function to establish and update information about the 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 probably use the File Maintenance functions less than any of the other Contractors Job Cost functions once to set up the system and each time you want to add or change a valid code or ID Master File Lists Use the Master File Lists functions to list the contents of the master files you set up using the File Maintenance functions You can list details about jobs and phases job comments cost codes cost types divisions estimates and schedules Contractors Job Cost User s Manual 1 11 The Contractors Job Cost System Introduction File Information The information you enter in Contractors Job Cost functions is stored in files The Jobs file CJBSxxx holds the following information e Job and phase records Estimated and actual data Cost and overhead data You can update the Jobs file in one of the following ways e Use the Detail Adjustments function e Use the Change Order Entry function e Post information from Accounts Receivable Sales Order Accounts Payable Purchase Order and Payroll The Jobs file is updated directly from these functions and applications if the Direct Post to Job Master option select or set to YES in text mode If this o
60. 0 11350 60 Overhead 12381 2500 1238 13 Contractor s Job Cost User s Manual 6 11 Cost Detail Report by Period The Cost Detail Report by Period shows the total costs associated with selected jobs for a period or a range of periods You can produce the report for jobs that are completed in process not started or for all jobs Sample Report 10 09 2003 1 31 PM Job Phase ID ID 91 1350 91 1350 91 13502 91 13502 91 1351 91 135 1 FEE E 93 A040 93 A040 93 A0402 93 A0402 93 A04 TO1 3 AS E E F E M9050 BOND 343 M9050 DEM 00 M9050 EMT12 00 M9050 TOTAL 343 55 GRAND TOTALS 343 55 End of Report Builders Supply Cost Detail Report by Period For All GL Periods Posted amp Unposted Details Material Equipment Overhead 3286 4783 25 343 00 8438 1030 00 00 00 65 12003 30 89 00 55 74 65 20 00 00 20 1030 65 57 00 00 00 00 65 00 00 00 12438 25 07 70 00 00 00 sit 07 06 00 00 13 78 00 00 78 Contractor s Job Cost User s Manual Misc 00 00 71 00 00 1352 11 Subcont 4466 15 5445 18 00 00 00 33 00 00 00 00 00 00 00 00 00 9911 33 Burdens Equip Rental Fee Permit Total 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00
61. 09 23 Committed Phase Wendor Ref No Trans Date Subcontract Amt Change Order Amt Total ACEO01 50234 3 0 zj 40234 06 02 2003 aj 020290 02 20 2003 aj 502354 04 02 2003 1023012 01 20 2003 y x zj Company H 07 17 2003 Terminal TODO OVR If you accessed this function from the Information Inquiry menu select the Job ID for which to view subcontractor information If you accessed this function from the Jobs and Phases Inquiry screen the job ID you selected on that screen appears Contractors Job Cost User s Manual 4 15 Subcontractor Inquiry Information Inquiry 4 16 Use the commands to view more information e Press V to view more detailed information about the selected entry The View Entry screen appears e Ifyou accessed this function from the Information Inquiry menu press N to return to the Job ID field to enter a new job ID If you accessed this function from the Jobs and Phases Inquiry screen this command is not available e Press G to jump to the entries for a specific phase when there are more than one page of entries View Additional Information To view detailed information about a selected entry press V The View Entry screen appears Jal Commands Edit Modes Other Help 2xe se a2 amp DK Abandon Phase ID O1FOUN FOUNDATION Vendor ID ACE001 ACE PLUMBING SUPPLY COMPANY Ref No 50234 Prev Invoice 1000 00 Trans Date 04 04 2003 Prev Payment 800 00 Subcontract Amt 2000 00 Prev Retainage
62. 16 02 368 00 25517 00 64959 00 00 50 43 00 20 00 18 20 82 00 20 00 27358 56 25637 56 Current Year To Date 00 00 00 00 00 00 00 00 00 00 00 00 Job To Date 90476 00 3691 92 12637 57 2061 30 270 39 74 00 6297 80 116 02 368 00 25517 00 64959 00 00 50 43 00 20 00 18 25 82 00 20 00 27358 56 25637 56 Estimate Variance 745 00 89731 00 516 00 3175 92 2066 21 10571 36 250 00 51 00 87 00 682 00 00 327 00 3979 21 3234 21 1619 32 00 00 00 00 00 00 00 00 00 00 1811 219 3 00 5615 16 41 21537 68193 01 50 19263 252 25 1000 5445 523 82 20 27358 30 39 80 02 00 79 21 68 43 00 20 00 18 25 00 00 56 1619 32 27256 88 8 15 Job Periodic Analysis Report The Job Periodic Analysis Report shows the costs and income for a job over a range of periods Use it as an aid for estimating as part of the month end reports or to review the status of a job You can print the report with summary information only or with phase detail and you can also elect to suppress inactive cost types The report shows costs for the previous fiscal year and up to six individual months of the current year and it provides the year to date and job to date totals Follow these steps to produce the report 1 Select Job Periodic Analysis Report from the Periodi
63. 3 12 41 PM Builders Supply JTD Cost Summary Report With Cost Detail Suppress Zero Job ID Phase Manager Job Description 93 A04 01FOUN FOUNDATION 93 A04 O1SITE LAIRD SITE PREPARATION Cost Type CITY OF FRIENDSWOOD TOTAL CITY OF FRIENDSWOOD Labor Hrs 250 Labor 2590 Material 1521 Equipment 1000 Overhead 670 Subcont 2400 Burdens Fee Permit 500 TOTAL 8681 CITY OF FRIENDSWOOD Labor Hrs 50 Labor 1000 Material Equipment 1200 Overhead 220 Estimate By Job ID Actual Variance Src Ref Description 202 00 81 1947 72 75 170 35 11 PO BOR001 Electrical Package 10 03 03 1030 65 750 00 75 425 70 64 PO BOR001 Calculated Overhead 10 03 03 103 07 2400 00 100 154 28 0 300 00 60 5839 49 67 24 00 48 08 67 46 00 0 49 40 863 PO ACE001 Plumbing Package 972 77 442 PO ACE001 Calculated Overhead 10 06 03 227 53 PO ACE001 Calculated Overhead 10 06 03 907 53 80 60 0 356 89 445 10 06 03 1150 60 Contractor s Job Cost User s Manual JTD Cost Summary List The JTD Cost Summary List shows the total costs to date for the jobs phases and managers you select You can produce the report for jobs that are completed in process not started or for all jobs You can include subtotals of the job cost by phase and by division The information in this report comes from the Jobs file CJBSx Sample List 10 09 2003 Builders Su
64. AL 4 643 459 23 1 370 4 851 15 478 5 1795 Contractor s Job Cost User s Manual 8 7 Work in Process Report Print the Work in Process Report at the end of the monthly accounting cycle The calculation of earned income for each job is used to make monthly adjustments to income The percent complete can be automatically calculated from actual and estimated cost and billing information in the Jobs file or you can calculate and enter your own percentage see Percent Completion on page 9 35 for more information Follow these steps to produce the report 1 Select Work in Process Report from the Periodic Processing menu The Work in Process Report screen appears A Worcimprocess report _____ ee AE Commands Edit Modes Other Help 2xe B man g OK Abandon JobID From aj Thru aj ro Completed Jobs 100 completion AllJobs Based on input AllJobs Based on Calculated GL Period Year Select Print Job Description Include Phase Detail With Division Totals T4141 Company H 07 17 2003 Terminal T001 OVR 2 Define the Job ID range you want to include For more information on defining ranges see Selecting a Range of Information on page 1 71 Contractor s Job Cost User s Manual 8 9 Work in Process Report Periodic Processing 8 10 Select the type of job completion information you want to include e Completed Jobs 100 completion includes completed jobs on
65. CHxxx have been modified Contractors Job Cost User s Manual Introduction The Contractors Job Cost System Contractors Job Cost Application A CJBSxxx CJHIxxx Job Master File Job Detail History File Y Acct Payable CJ Files that are updated from interfaced applications Purchase Order CJBSxxxis only updated if Direct Post to Job Master Applications option is set to Yes Modified AP Files Additional CJC Files APVExxx Vendor File APSCxxx Subcontract File Vendor Subcontract Information on a separate page APINxxx APFORMxxx Open Invoice File Release Form File AJP Invoice is modified to carry JOB PHASE COST type ID AIP Retention Invoice is posted with RT 00000 where 10000x JOB ID APHIxxx Detail History File MAJOR With retention field JOB PHASE ID within payment FLES record for subcontract reporting PROGRAMS READ PAY INVOICES Print Releases APFOR Mox APCHix PAY INVOICES Detail Payments APCHioox FILE MAINTENANCE Release Text APFORM a APCHxxx FILE MAINTENANCE Subcontract APSCx0x CJBSOX AP Checks File APVESOOL FILE MAINTENANCE Build Retainage Invoices APINox APVExx CJBSwx Check file with JOB PHASE ID VENDOR LIST BY CLASS APVEx0x SUBCONTRACT LIST APVExKx JOB AGED TRIAL BALANCE APINwx JOB OPEN INVOICE REPORT APINwx SUBCONTRACT REPORT APSQwx APHbox SUBCONTRACT INSURANCE APVExxx COMMITTED COST REPORT PO ONLY POOR CJBSI00L Contractors Job
66. Command Alternate Key Key Description F1 Help Esc H Opens the help description for the selected application function You must be within an application menu to access this command F2 Esc W Toggles between the Favorites and main menus Favorites F3 Change Esc D Allows you to switch to a different company Company FA Access Esc 0 Allows you to enter an access code CodeOther Pressing this key or key combination twice opens a utility menu similar to the Other Commands menu on graphical screens See Other Commands Menu on page 1 36 for more information on the commands available F5 Live Esc X Switches between live and sample data Sample Data F6 Esc F Allows you to change the workstation date Workstation Date F7 Exit Esc M Exits from OSAS F8 Print Esc L Allows you to output the current screen to a Screen printer print preview window or file F9 Change Esc U Allows you to change to a different fiscal year Year when you are inside the General Ledger or Payroll menus Contractors Job Cost User s Manual 1 29 OSAS Text Menu Introduction Command Alternate Key Key Description F10 Add to Ctrl Z Pressing this key or key combination on the Delete main menu adds the selected application or Favorites function to your Favorites menu Pressing this key on the Favorites menu removes the selected application or function from the Favorites menu Shift F2 Esc l Opens a screen listing
67. Cost User s Manual 1 17 The Contractors Job Cost System Introduction Accounts Receivable Sales Order System Flow The flowchart on the next page shows how Contractors Job Cost interacts with Accounts Receivable Sales Order There are several additional CJC files included the AIA Schedule Header file ARJAxxx AIA Schedule Detail file ARJBxxx AIA Invoice Transaction file ARJCxxx Job Invoice Transaction file ARJDxxx Cost Plus Invoice Transaction file ARJExxx and the AIA Application Text file CJFORMyyy Also the Open Invoice file ARINxxx and the Detail History file ARHIxxx have been modified 1 18 Contractors Job Cost User s Manual Introduction The Contractors Job Cost System Contractors Job Cost Application CJBSxxx CJHIXxx Job Master Fle Job Detail History Fie CJ Files that are updated from interfaced applications CJBSxxx is only updated if Direct Post to Job Master option is set to Yes Acct Receivable Additional CJC Files Sales Order Applications ARJCXxx ARJDxxx ARJExxx AJA Invoice Fle Job Invoice Fle Cost Plus Invoice Fle ARJAXXX ARJBxxx AA Header AJA Schedule Dal Fle Modified AR Files CJFORMy Fpplication Text Fie APINXXx Open Invoice Fie AIR Invoice is modfiedto cary JOB ID AIR Retention Inwoioeis posted uth RTiooooot where ooo0oc JOB ID MAJOR FILES PROGRAMS READ AJA SET UP SCHEDULE AR JA AR IB CIB Soo ARCU APPLICATION TEXT CJFORMy PR
68. ESTERN OAKS LOT 5A ContractNo 3345 72 Contract Date 04 29 2003 Customer SUNSHINE HOMES INC Addr 1 1000 OCEAN BOULEYARD Driginal Contract 14930 00 Addr 2 Prev Change Order 242 50 City MIAMI Curr Change Order State FL Zip Code 33333 4323 Revised Contract 14687 50 Attention Jack Russell Change Order No Change Order Date 07 24 2003 Reference Hold RJelease X Enty Description Biling Cost Type CO Amt Est Cost sa o cs e LE Enter edit Append Next Job Goto Contractors Job Cost User s Manual Company H 07 17 2003 Terminal T001 OVR 5 13 Change Order Entry Adjustments 8 Change Orders 3 Inthe Attention field enter the person or department to which you want to send the change order 4 Enter the Change Order Number you want to assign to the job or leave the field blank 5 Press Enter to accept the default Change Order Date or enter a different date to associate with the change order 6 Enter a Reference description for the change order or leave the field blank 7 Select R if the change order is released approved and ready to be posted to the job Select H if the change order is held has not been approved and should not be posted 8 Use the Proceed OK command to save the change order header information The scrolling region appears and the available commands are listed at the bottom of the screen 9 Use the arrow keys to select the line item with wh
69. GL Post Details to Job Master Contractors Job Cost User s Manual 5 3 5 5 5 7 5 13 5 17 5 21 5 23 6 3 6 5 6 7 6 9 6 11 6 13 6 15 6 17 7 3 7 5 7 7 7 9 7 11 8 3 8 5 8 13 8 17 8 21 8 25 8 29 Contents Periodic Maintenance 8 33 File Maintenance Overview 9 3 Jobs and Phases 9 5 Divisions 9 21 Tables 9 23 Copy Jobs and Phases 9 33 Percent Completion 9 35 Delete Jobs 9 37 Import File to Job 9 41 Delete Detail History 9 45 Cost Types 9 47 Cost Codes 9 49 WIP Code Maintenance 9 51 Change Fields 9 53 Master File Lists Overview 10 3 Printing a Master List 10 5 Jobs and Phases List 10 7 Cost Types List 10 9 Cost Codes List 10 11 Cost Codes Detail List 10 13 Divisions List 10 15 Estimate List 10 17 Job Schedule Analysis List 10 19 Percent Completion List 10 21 Tables List 10 23 WIP Code List 10 25 References System Messages A 1 Index Contractors Job Cost User s Manual v Introduction Welcome to OSAS The Contractors Job Cost System Conventions OSAS Text Menu OSAS Graphical Menu OSAS Text Functions OSAS Graphical Functions Menu and Function Commands Favorites Menu Information Menu Reports Contractors Job Cost User s Manual Welcome to OSAS The OPEN SYSTEMS Accounting Software OSAS product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accou
70. HIx file in preparation 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 hi Periodic Maintenance j lol xj Commands Edit Modes Other Help 2xe be mal g OK Abandon 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 Posted Details to Job Master if necessary Vv Year Period Period End C Year End Company H 10 08 2003 Terminal T000 OVR 2 If you have not performed the tasks listed clear the check box or enter Nin text mode You are returned to the Periodic Processing menu After you have completed all of the items listed on the screen select the check box or enter Y in text mode Contractor s Job Cost User s Manual 8 33 Periodic Maintenance Periodic Processing 3 Select the period of time for which you want to perform the processing Period End or Year End After processing completes the Periodic Processing menu appears 8 34 Contractor s Job Cost User s Manual File Maintenance Overview Jobs and Phases Divisions Tables Copy Jobs and Phases Percent
71. Help 2x telman g at Description Value Interface to General Ledger YES z Use Phase Prefix first 2 characters as Division 4 Direct Post to Job Master aj Keep Original Cost Estimate alla Option 001 of 004 Enter Toggle Goto Write Company H 05 08 2003 Terminal T000 OVR 3 Toggle to YES or NO to indicate whether you want to interface Contractors Job Cost with General Ledger 4 Toggle to YES or NO to indicate whether you want to use the phase prefix first 2 characters as the division Contractors Job Cost gives you the option of grouping phases within a job into divisions If you want to group costs of jobs into divisions select YES If not select NO See Divisions on page 9 21 for more information 5 Toggle to YES or NO to indicate whether you want postings from Accounts Payable Purchase Orders Accounts Receivable and Payroll to automatically update the Job To Date fields in the job phase records Selecting NO means you want to manually post the detail history by period 3 12 Contractors Job Cost User s Manual Setup Setup Checklist and Functions Tables You should select NO so that information can be entered for a new month before closing a previous one See Jobs and Phases on page 9 5 for more information Toggle to YES or NO to indicate whether you want to keep original cost
72. I file See Import File to Job on page 9 41 for more information e The JOBGLxxx table stores the general ledger work in process the overhead work in process finished goods and the high and low general ledger account for Contractors Job Cost It is used when you post jobs to the Journal file e The JOSAVxxx table allows saving job cost history to a dummy company when deleting a completed job If this table is not setup information about a completed job is permanently erased when deleting the job e The NAMESxxx table stores the list of three user definable cost type names and the five job phase extra information names that are used throughout the Contractors Job Cost system You can set up tables for individual companies and or all companies If you use more than one company set up one table for all the companies that are alike and one table for each company that is different For example you can set up table JOBGL for companies that post jobs to the same general ledger accounts and you can also set up table JOBGLA for company A JOBGLB for company B and so on if those companies post jobs to different general ledger accounts For more information on building tables see Tables on page 9 23 3 14 Contractors Job Cost User s Manual Setup Setup Checklist and Functions Divisions Use Divisions to generate phase subtotals in some reports Divisions are created from the first two characters of the phase If
73. IDs pad them with zeros so 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 3 4 Contractors Job Cost User s Manual Setup Setup Considerations 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 01 instead of ACE 1 e Ifyou use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly e Use descriptive IDs For example WINOO1 and WINO02 are more descriptive IDs than 000001 and 000002 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 job name in the job ID e To ensure that you can insert new items into a sequence use a combination of letters and
74. INT AJAWORKSHEET ARJ Ac ARJBroc AIA INVOICE ENTRY ARJ Foon AR Brox ARJ Door PRI PRINT AAINVOICE ARJ Foon ARJBroxx ARQ oor PRINT AAJOURNAL ARJ Foon AR Brox ARJ Door POST AIAINVOICE ARJ Acc ARJBioo ARJCioox CUB Soo AR Je AR IBook AR Coon CUB Sic PARCU TIo ABELO ARHbooc ARHSi00 JOB INVOICEENTRY ARJ Dox ARCLbox CJBS00c ARJ Doo PRINT JOB INVOICE PR IDiocx PRINT JOB INVOICEJOURNAL PR IDiocx POST JOB INVOICE ARIS Dox ARCLbox CJBS00c ARJDiox CIB Sion CJHbooe ARCLhoox ARHbooc ARHSox ARINbooc COST PLUS INVOICEENTRY ARS Boo ARCLbox CJBS00c ARJE0o PRINT COST PLUS INVOICE ARJB0x PRINT COST PLUS INVOICEJOURNAL PR IBoox POST COST PLUS INVOICE ARS Boo ARCLbox CJBS00c ARJ Box CJBSox CJHboo ARCLboox ARH box ARHSox ARINbooc JOB OPEN INVOICEREPORT AR Clhoox ARINbooc JOB CASH FLOW REPORT AR Clhox AR IN Contractors Job Cost User s Manual 1 19 The Contractors Job Cost System Introduction 1 20 Payroll Direct Deposit System Flow The flowchart on the next page shows how Contractors Job Cost interacts with Payroll Direct Deposit There are several additional CJC files included the Payroll Class Code file PACLxxx Payroll Class Job Pay Rate file PAJCxxx Payroll Union Code file PAUNxxx Payroll Union History file PAHUxxx Payroll Worker s Compensation Code file PAWCxxx Payroll Worker s Compensation file PAHZxxx Payroll Period History file PAHPxxx Payroll Period Union file PAUW
75. If you have no material costs just costs such as labor or overhead and you want the work in process and overhead work in process amounts to reconcile when the job is completed make the account numbers in these two fields identical Contractors Job Cost User s Manual File Maintenance Tables Press Enter to accept the General Ledger account number that appears for an account description or enter a different account number Leave Job GL From and Job GL Thru blank if you do not want to specify a range of GL accounts specific to jobs which forces you to make line item entries using only those accounts that meet the range you specified For example if you enter a job and phase ID for a line item in a transaction in Accounts Payable Purchase Order the GL account you enter must be within the range specified in the JOBGLxxx table If you enter a transaction in Payroll with a job and phase ID the department specified must contain a GL account for the employees default earning code that is within the range specified in the JOBGLxxx table 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 how you change the labels Contractors Job Cost User s Manual 9 29 Tables File Maintenance JOSAVxxx Table The JOSAVxxx table enables you to save job cost history
76. O to toggle the default allocations setting on and off When it is on the Allocate field is automatically selected or set to Y on the Append Transaction screen when you enter new transactions to automatically allocate them to the appropriate accounts 5 10 Contractors Job Cost User s Manual Adjustments amp Change Orders GL Job Journal Entry e Press W to write the transactions to the GLJRxxx file e Press P to print the unwritten transactions journal See Output the Report on page 1 72 for more information on producing the journal Contractors Job Cost User s Manual 5 11 Change Order Entry Use the Change Order Entry function to enter changes to the work specified in the contract and entered using the Jobs and Phases function You can change the contract price and the estimated costs by job and phase Before you enter a change order you can print the Change Order Detail Report to check the change order history on a job When you enter the change order you can print it and then post it to the job 1 Select the Change Order Entry function from the Change Order Processing submenu of the Adjustments and Change Orders menu An empty Change Order Entry screen appears Enter the Job ID of the job you want to adjust Once you select a Job ID related information appears on the screen E Commands Edit Modes Other Scroll Commands Help 2xe pre mal g OK Abandon Job ID 2 Description W
77. OPEN SYSTEMS Accounting Software Contractors Job Cost User s Manual 2210 CJ65 O 2003 Open Systems Holdings Corp All rights reserved Document Number 2210 CJ65 No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS and OSAS are registered trademarks and Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO 5 and Visual PRO S are registered tradmarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows 98 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 Printed in U S A This manual is recyclable August 2003 Release 6 5 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 encounter an inconsistency Open Systems Inc 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952
78. OUN FOUNDATION Billing 90476 Labor 3691 Material 12637 Equipment 2061 Overhead 270 Misc 74 Subcont 6297 Burdens 116 Fee Pemit 368 Total Costs 255174 Profit 64959 91 135 O1SITE SITE PREPARATION Billing 1721 00 s 3 00 00 00 1721 00 Labor 747 50 5 x 00 00 00 747 50 Material 19263 43 y 00 89 4783 89 24047 32 Equipment 252 00 x 2 00 00 00 252 00 Overhead 25 20 S 00 00 00 25 20 Misc 1000 00 A 00 00 00 1000 00 Subcont 5445 18 s E 00 00 00 5445 18 Burdens 523 25 A 00 00 00 523 25 Equip Rental 82 00 x 00 00 00 82 00 Fee Permit 20 00 E 2 00 00 00 20 00 Total Costs 27358 56 4 A 00 4783 89 4783 89 32142 45 Profit 25637 56 a 00 4783 89 4783 89 30421 45 Contractor s Job Cost User s Manual 8 19 Accumulated Overhead Report Overhead costs are indirect costs that cannot be assigned directly to products as expenses are incurred Examples of overhead costs are depreciation maintenance material handling taxes and utilities These costs are usually distributed across all jobs or phases rather than being accrued to a single job or phase The applied general ledger account numbers overhead basis and rate and overhead amount for all the phases of every job you select are compiled in the Accumulated Overhead Report If the job or phase is complete the work in process accrued amount is also shown Because the information in this report is erased when y
79. Percent Completion on page 9 35 for more information 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 Set up access codes for the Contractors Job Cost system itself for menus in the system and for individual functions A Code for Each User or Group of Users To control user access to menus and functions set up an access code for each user or group of users that performs the same functions Contractors Job Cost User s Manual 3 17 Setup Checklist and Functions Setup A Code for Each Company Access codes are company specific When setting up an access code for a user the code is assigned by the company they are in Because the codes are company specific you must set up a code for each company a user needs to access Use the same code for each company so that the user does not need to remember different codes For example set up the access code CHARM for companies A01 BO1 and CO1 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 Contractors Job Cost data files and reports 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 Contractors Job Cost menus and the individual functions
80. Press F7 to exit the screen and return to the main menu Contractors Job Cost User s Manual 1 47 OSAS Graphical Functions Introduction Graphical Function Screen Elements 1 48 Like the main menu graphical function screens also contain pull down menus and toolbars These menus and toolbars are described below Function Pull Down Menus Commands Menu Commands Edit Modes Other Information Help Inquiry Maintenance Proceed Start Over Field Up Field Down Abandon Delete Jump Exit lt F2 gt lt F6 gt lt PgDn gt lt PoUp gt lt Up gt lt Down gt lt F5 gt lt F3 gt lt Ctrl J gt lt F7 gt Command Inquiry Maintenance Proceed OK Start Over Field Up Field Down Abandon Delete Description Lists valid entries for the current field Opens the appropriate File Maintenance function Proceeds to the next screen or saves your entries Moves back to the first field on the screen or to the first field after the key field without erasing any entries or changes Moves the cursor to the previous field Moves the cursor to the next field Clears data from all fields and moves the cursor to the first field on the screen Deletes information on the screen Since this command deleted an entire record use it with caution Contractors Job Cost User s Manual Introduction OSAS Graphical Functions Command Description Jump Moves the cursor to the next bloc
81. Print all Contractors Job Cost reports Contractors Job Cost User s Manual 2 7 Conversion Installation and Conversion Converting Data to Version 6 5 Follow these steps to convert your data 1 Select Data File Conversion from the Company Setup menu in Resource Manager The Data File Conversion screen appears Data File Conversion loj xj Commands Edit Modes Other Help 2X e ema 280 DK _Abandon r Select directory on which to create files 1 05 sas65 sample Enter directory that contains the files to be converted Doy Doy file m to pause if a prol after c n r mis found Vv nt want cor Appl Description Version Appl Description Version Company H 05 08 2003 Terminal T000 OVR 2 All valid OSAS data paths appear Select the destination directory where new data files are stored 3 Enter the path drive and directory that contains the files to convert You cannot use the same path you entered in step 2 The system verifies that there 1s at least one data file in the directory 2 8 Contractors Job Cost User s Manual Installation and Conversion Conversion Create an alternate directory outside the OSAS path and copy old data files to the alternate directory for example OLDDATA 6 Clear the check box enter N in text mode if you do not want to erase the source files after conversion To erase the
82. To jump to the first application on the menu press Home To jump to the last application on the menu press End To select a function from an application menu highlight and select your choices the same way you do on the main menu with one exception you can press PgDn only when an option leads to another menu You must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately above it If you are several menu levels away from the main menu you can return to the main menu by pressing PgUp repeatedly or by pressing the Tab key You can exit from a menu in these ways e Press PgUp to go to the previous menu one menu up e Press the Tab key to go to the main menu e Use Exit F7 to go to the operating system Commands 1 28 Several commands are available within the menu to perform various tasks such as changing the system date entering access codes switching between sample data and live data and so on To access a command press the corresponding key 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 in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Command Alternate Key Key Description Esc Opens a menu listing available commands Contractors Job Cost User s Manual Introduction OSAS Text Menu
83. Up function key 1 48 pull down menu command 1 48 files backing up 3 19 Contractors Job Cost 1 12 finish dates inquiry 4 3 setting up 9 5 finished goods posting 5 3 First Line command function key 1 52 1 61 pull down menu command 1 52 Follow 2 8 Function help 1 39 function keys Ctrl J 1 49 Ctrl Z 1 49 Del 1 61 Down Arrow 1 48 End 1 62 F1 1 51 F10 1 49 1 62 F2 1 48 1 55 F3 1 48 F5 1 48 F6 1 48 F7 1 49 F9 1 62 Home 1 62 Ins 1 62 Left 1 61 PgDn 1 48 PgUp 1 48 Contractors Job Cost User s Manual Index Right 1 61 Shift F3 1 60 Shift F4 1 60 Shift F5 1 60 Shift F6 1 60 Shift F7 1 60 Shift F8 1 60 Shift F1 1 51 Shift F10 1 62 Shift F3 1 53 Shift F4 1 53 Shift FS 1 53 Shift F6 1 53 Shift F7 1 53 Shift F8 1 53 Shift F9 1 49 1 62 Up Arrow 1 48 FYEARxxx table 3 14 4 10 G GL Job Journal Entry function 5 7 screen 5 8 Global Inquiry defined 1 3 graphical menu exiting from 1 32 features of 1 31 right click menu 1 38 1 55 sample screen 1 32 graphical menus right click menu 1 38 1 55 GUI Text Using OSAS with Contractors Job Cost 1 31 H Help 1 39 function key 1 51 pull down menu command 1 51 tool button 1 37 1 54 help commands F3 1 57 F6 1 57 F7 1 57 History command 1 68 Home Contractors Job Cost User s Manual inquiry command 1 59 report command 1 76 scroll region command 1 52 1 61 H
84. Using the Detail 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 When you enter adjustments in Contractors Job Cost they can be sent only to the JOHIxxx file only to the JOBSxxx file or to both places If you elected not to send information to the JOBSxxx file by setting the option Post Directly to Job Master to NO in the Options and Interface function of Resource Manager information is updated only in JOHIxxx If you elected not to send information to the JOHIxxx file information is updated only in the JOBSxxx file If you elected to send the information to the JOBSxxx file the adjustments update both the JOBSxxx and JOHIxxx files Use the Change Order Processing functions to enter changes in the contract You can enter change orders when you need to add costs to or subtract costs from a job in the original contract produce a report that shows the detail by line item of the change orders on a job post the change orders to the appropriate job and produce a copy of the change orders The Change Order Entry function is valuable if you want to increase your profit from a job by marking the retail amount of the job up from your original estimate This is a good way to protect your variance from unforeseen expenses that could cost your business more than the profit
85. ain the Contractors Job Cost tables You can set up the tables for individual companies and for all companies You can set up one table for all the companies that are alike and you can set up a table for each company that is different Use Copy Jobs and Phases to create a new job that is similar to an old job You can enter a new job description change the manager ID and copy the estimate amounts from the original job The system calculates completion percentages based on estimated costs versus actual costs or you can manually enter percentages Use the Percent Completion function only if you want to enter your own completion percentages You can enter percentages for different phases or enter one percentage for an entire job Contractors Job Cost User s Manual 9 3 Overview File Maintenance 9 4 Use the Delete Jobs function to delete completed jobs from the system You can delete the job job detail history and job percent records The Import File to Job function imports information in the form of an ASCII file from an estimate into the Jobs file The IMPRTx table must contain the field positions and lengths of the ASCII file so that the information is written to the correct fields in the Jobs file Back up your data before using this function Use the Delete Detail History function to remove detail history from a job record without deleting the job If you have many long term jobs your files may be full of unnecessary h
86. al costs are updated when you post from Accounts Payable Purchase Order and Payroll The following table describes the data that appears in the Cost Types fields Field Labor Estimated Actual Material Estimated Actual Equipment Estimated Actual Overhead Estimated Actual Misc Estimated Actual Contractors Job Cost User s Manual Description The current estimated labor costs including change orders and revisions and the current actual labor costs appear The current estimated material costs including change orders and revisions and the actual amount of cost incurred to date for material appear The current estimated equipment costs including change orders and revisions and the current actual equipment costs appear The current estimated overhead costs including change orders and revisions and the current actual overhead costs appear The current estimated miscellaneous costs including change orders and revisions and the current actual miscellaneous costs appear 9 15 Jobs and Phases File Maintenance Field Subcontract Estimated Actual User Defined Field 1 Estimated Actual User Defined Field 2 Estimated Actual User Defined Field 3 Estimated Actual Total Estimated Actual Description The current estimated subcontract costs including change orders and revisions and the current actual subcontract costs appear These fields are defin
87. al Ship Date 08 18 2003 Terms 2 0 Days 10 Net Days 30 GL Period 8 Order No Taxable YES Order Tax Group MN Inv No 00002081 Date 08 18 2003 Description Minnesota Company H __ _________ Info Maint Inquiry Verify You can move around the screen in these ways Press the down arrow or Enter to move from field to field e Select the appropriate command on the command bar Contractors Job Cost User s Manual 1 41 OSAS Text Functions Introduction Use commands to access information screens or to toggle commands on and off See Commands and Flags on page 1 42 for more information e Ifa screen contains more than one section press PgDn when prompted to move to the next section e Ifa menu appears prompting you for the kind of information to enter or maintain such as on Transaction or File Maintenance screens select the appropriate option and press Enter e Press F7 to exit the screen and return to the main menu Text Function Screen Elements Command Line The command line appears at the bottom of the 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 Press the highlighted key to use a command Enter edit Append View Workstation ID Header The commands that are available depend upon the function you are using Consult the user s manual for the appropriat
88. al TODO OVR 1 Enter the ID for which you want to view or enter comments in the ID field at the top of the screen The Inquiry F2 command is available 2 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 3 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 1 66 Contractors Job Cost User s Manual Introduction Information Menu 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 4 Use these 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 D to return to the End Date field and enter a new end date by which to sort comments Press I to return to the ID field and enter a new ID for which to view or enter comments 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 appears e Press F to view comments for the first ID on record e Press N to view comments for the next ID on record e Press P to view or edit comments for the previou
89. al number lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 60 for more information Uses the item description lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 60 for more information 1 45 OSAS Text Functions Introduction Command Alternate Key Key Description Ctrl F Toggles quick entry on and off If this option is Quick off the cursor stops at every field possible If you Entry want to skip the fields that are not required thus speeding data entry turn this option on Quick entry is on when the Quick flag appears at the bottom of the screen Ctrl G Toggles the bell on or off If the bell is on it Bell sounds at an error or when you must verify a command Ctrl 0 Toggles function key display on and off If this Online option is on the available function keys appear at Hints the bottom of the screen to remind you of their use Ctrl V Toggles verification on and off If verification is Verify turned on you must press a key twice to verify that you want to perform an operation Verification is on when the Verify flag appears at the bottom of the screen Messages Messages appear at the bottom of the screen when a command is unavailable or when OSAS needs information to continue m Verification Press lt PgDn gt to proceed 1 46 Contractors Job Cost User s Manual OSAS Graphical Function
90. ame 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 1 Select the report you want to print from the Billing Reports menu The selection screen for that report appears The Profit Detail Report screen is shown below as an example 101 x Profit Detail Report Eommands Edit Modes Other Help 280 DK Abandon JobID From aj Thru aj 2xe rel mm Print Completed Jobs Jobs In Process C Jobs Not Yet Started All of the above Select Sort By lob Phase y Include Phase Detail With Division Totals Include Variance 2 Invoice Detail Page Break on Job Posted Unposted Both i 4 Company H 05 06 2003 Terminal T000 OVR 2 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 report Contractor s Job Cost User s Manual 7 5 Printing a Billing Report Billing Reports 7 6 Tf the screen contains entry fields for example for entering date or fiscal year ranges enter the appropriate values to use when printing the report If th
91. ar on the report For more information see Selecting a Range of Information on page 1 71 3 Select the change orders you want to include these selections appear only if the Direct Post to Master option is set to NO Posted to print only the posted change order details Choose this option to view the entire financial situation including changes that have been taken into account Contractors Job Cost User s Manual 5 23 Change Order Detail Report Adjustments amp Change Orders e Unposted to produce only the non posted change order details Choose this option if you want to present proposed changes to someone as an indication of how it would affect the budget e Both to print all change order details for the selected jobs 4 Select the check box enter Y in text mode to start a new page for each job To print all jobs in a continuous list leave the check box empty enter N in text mode 5 Select how you want to output the report For more information see Print the Report on page 1 73 After the report is produced the Change Order Processing menu appears A sample Change Order Detail Report with both posted and unposted detail is shown below 5 24 Contractors Job Cost User s Manual Adjustments amp Change Orders Change Order Detail Report Change Order Detail Report 7 17 2003 Builders Supply 10 39 AM Change Order Detail Report Posted Unposted Details Job ID ABCLRN Chang
92. ate Applied GL Ovhd Accum to Post Accum WIP to Post P O Estimate Description Overhead rate is the rate at which overhead is calculated depending on either the cost to date or the number of labor hours Press Enter to accept the default amount or enter the overhead cost applied to the value defined in the Ovhd Basis field If you use labor hours as the basis enter a dollar value For other types enter a percentage Enter the general ledger account number to which you want to apply overhead costs This field accumulates the overhead the basis amount times the rate for the phase since the last time you posted When you use the Post Overhead to GL function page 8 25 this amount is credited to the applied overhead account and debited to the work in process account Press Enter to accept the default 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 number When the job is complete and you use the Post Overhead to GL function see Post Overhead to GL on page 8 25 this amount is credited to the work in process account a
93. ation you collect and bill your clients quickly and accurately in one of four billing formats standard invoicing AIA invoicing job invoicing and cost plus invoicing Menu Structure The Contractors Job Cost menu structure is similar to the structure of other OSAS applications related functions are on the same menu In Contractors Job Cost for example all the functions you use in daily operation are on the Adjustments and Change Orders menu while functions you use to set up files are on the File Maintenance menu Information Inquiry The Information Inquiry functions allow you to view but not change job master estimates or extra information view the job schedule scan open purchase orders or scan details from the Detail History file If you are running OSAS through a multiuser network several people can view the same information at the same time Adjustments and Change Orders Use the Adjustments and Change Orders functions to enter adjustments to update jobs and phases to enter General Ledger transactions that update the Jobs and Job Detail History files and to process change orders when you need to add costs to or subtract costs from a job in the original contract produce a report that shows the detail by line item of the change orders on a job post the change orders to the appropriate job and produce a copy of the change orders 1 8 Contractors Job Cost User s Manual Introduction The Contractors Job Cost
94. b Moves the cursor to the next block or field that requires an entry Up Down Moves the cursor up or down through the fields arrow F1 Help Esc H Opens the help description for the current field Contractors Job Cost User s Manual 1 43 OSAS Text Functions Introduction 1 44 Command Key F2 Inquiry F3 Delete F4 Others F5 Abandon F6 Maint F7 Exit F8 Print Screen F9 Undo Typing F10 Delete Shift F2 Info Menu Alternate PRE Description Key Esc W Opens the Inquiry screen for the current field This command is available for a field when the Inquiry flag appears at the bottom of the screen See Inquiry Commands on page 1 58 for more information Esc D Deletes the current record or line item when allowed Esc 0 Opens a utility menu similar to the Other Commands menu on graphical screens See Other Commands Menu on page 1 36 for more information on the commands available Esc X Abandon processing or clear all fields Esc F Opens the appropriate File Maintenance function where you can view or update master file information This command is available when the Maint flag appears at the bottom of the screen Esc M Exits from the function Esc L Allows you to output the current screen to a printer to a print preview window or to a file Esc U Clears the contents of the current field Ctrl Z Deletes information to the end of the line Esc l Opens an informatio
95. bs 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 the system copies all the information including extra information except the actual costs and dates Follow these steps to copy jobs and phases 1 Select Copy Jobs and Phases from the File Maintenance menu The Copy Jobs and Phases screen appears lola Commands Edit Modes Other Help 2xe Bea ma g DK Abandon Create New Job ID Job Description 1 Description 2 Copy from Job ID El Copy Manager 1D Copy Estimate Cost From Original or Revised Company H 07 18 2003 Terminal TODO OVR 2 Inthe Create New Job ID field enter an ID for the new job You cannot enter an ID that is already on file 3 Enter the name or description of the new job in the Job Description 1 and Description 2 fields These fields hold 20 characters each Contractors Job Cost User s Manual 9 33 Copy Jobs and Phases File Maintenance 9 34 4 In the Copy from Job ID field enter the ID of the job you want to copy If you want to copy the manager ID select the Copy Manager ID check box or enter Y in text mode if not clear it or enter N in text mode Select the Copy Estimate Cost check box or enter Y in text mode if you want to copy the estimated costs otherwise clear it or enter N in text mode and manually enter them later The Fro
96. c Processing menu The Job Periodic Analysis Report screen appears 2x Job Periodic Analysis Report u lol xj Commands Edit Modes Other Help 2x rRe ma g OK Abandon JobID From ET Thru aj Cost Type Only C Income Type Only C Cost amp Income Types GL Period Select Include Phase Detail Iv Print With Cost Types Iv With Division Totals E Suppress Zero Types Iv Page Break on Job Iv Display of Months 1 6 3 Company H 10 08 2003 Terminal T000 OVR 2 Define the Job ID range you want to include For more information on defining ranges see Selecting a Range of Information on page 1 71 Contractor s Job Cost User s Manual 8 17 Job Periodic Analysis Report Periodic Processing 8 18 Select the type of information you want to include e Cost Type Only includes cost types only labor material equipment e Income Type Only includes income types only billing cash e Cost amp Income Types includes both cost and income types If you choose to list both the system calculates a profit total income minus total cost Enter the GL Period 1 13 for which you want to produce the report Select the Include Phase Detail check box or enter Y in text mode to include the billing totals for each phase of the job Clear the box or enter N to list only summary job totals Select the Print with Cost Types check box or enter Y in text mode to list costs by type ot
97. change press B to begin the change process When the changes are complete the log prints if you elected to produce it 13 Enter a new Field ID to change or use the Exit F7 command to return to the File Maintenance menu 9 56 Contractors Job Cost User s Manual Master File Lists Overview Printing a Master List Jobs and Phases List Cost Types List Cost Codes List Cost Codes Detail List Divisions List Estimate List Job Schedule Analysis List Percent Completion List Tables List WIP Code List Contractors Job Cost User s Manual 10 3 10 5 10 7 10 9 10 11 10 13 10 15 10 17 10 19 10 21 10 23 10 25 10 1 Overview Master File Lists show information about jobs and phases divisions estimates work schedules completion percentages and tables Use them for reference or for help in preparing estimates and financial statements Use the Master File Lists functions for the following tasks e Printa list of job and phase IDs descriptions and estimated and actual start and finish dates e List division IDs and descriptions if you use them e Generate a list of estimated costs for a job summarized by cost type e Produce a bar chart that shows estimated and actual time spent on the phases of a job e Produce a worksheet to aid in calculating and entering completion percentages or to gather field information about the physical progress of phases priced as a lump sum e Produce a list o
98. cify whether phases should update job cost phases job by job You must decide whether to use phase billing and enter the appropriate information before producing the first invoice for a job If you bill by job but not phase you should enter an estimated billing amount in the job record but not in the phase records Then when invoicing a job only the job record is updated Contractors Job Cost User s Manual Setup Setup Checklist and Functions If you use AIA invoicing job invoicing or cost plus invoicing and you bill by phase you should enter an estimated billing amount in the phase records but not in the job record When invoicing a job the job records are updated When you use the standard Accounts Receivable billing and you bill by job use the job ID when billing When you bill by phase use the job ID and the phase ID The default names for cost types 7 8 and 9 are shown in the Overhead Basis field Use the NAMESxxx table to change the cost type descriptions Percent Completion Use the Percent Completion function only if you want to enter your own completion percentages You can enter percentages for different phases or enter one percentage for an entire job You can let the system calculate completion percentages based on estimated costs versus actual costs or you can manually enter percentages The results of the Budget Projection and Work in Process Reports depend on the completion percentage See
99. creen contains option buttons select the button corresponding to the type of information you want to print on the list You can select only one per option group These options control the type of information that prints on the list For example option buttons determine if the report lists jobs only or phases and jobs field worksheets or lists 4 If the screen contains check boxes select the check box corresponding to the information you want to include in the report Clear the check box to exclude information from the report These check boxes are often used to specify whether to suppress blank lines or insert a page break per table 5 If you elected to produce the list of labels a line of x s prints so that if you are producing labels you can align them Then this prompt appears Is form aligned If the labels are not aligned select No and adjust them When the labels are aligned select Yes to produce them 6 Select the output device See Output the Report on page 1 76 for more information After you produce the list the Master File Lists menu appears 10 6 Contractors Job Cost User s Manual Jobs and Phases List Produce the Jobs and Phases List whenever you make changes in the Jobs and Phases function You can print job information only or job and phase information You can print the description information with or without the extra information in the user defined tables See NAMESxxx Table on pag
100. ct 7 8 9 User Defined Cost Types Contractors Job Cost User s Manual File Maintenance Import File to Job 9 Inthe Default Overhead Rate field enter a percent of the basis dollars or enter an amount if the basis is type 3 labor hours 10 When finished use the Proceed OK command to approve the entries After importing information successfully the system returns you to the File Maintenance menu Contractors Job Cost User s Manual 9 43 Delete Detail History Use the Delete Detail History function to remove detail history from a job record without deleting the job If you have many long term jobs your files may be full of unnecessary history that you cannot delete through the Delete Jobs function page 9 37 because the jobs are in process In this situation you can use the Delete Detail History function to remove selected job and phase history based on the posting dates in the history records regardless of whether the jobs and phases you select are complete You can delete detail history for a range of jobs and phases and for items previous to a specified date Before using this function print the Cost Detail Report see Cost Detail Report on page 6 11 for more information on this report for your archives and back up your data files Contractors Job Cost User s Manual 9 45 Delete Detail History File Maintenance Follow these steps to delete unneeded detail history 1 Select Delete Detai
101. ct AP or enter A in text mode Note that Accounts Receivable or Sales Order is not an option because these applications update billing information The Actual Units fields pertain to goods and services you acquire to do the job or are completed for the job Enter the Inventory item number used to update the Actual Units fields from Accounts Payable You must interface Contractors Job Cost with Inventory before you can post units from Accounts Payable to Contractors Job Cost You can only access this field if you enter AP in the Pieces From field Press Enter to accept the default date or enter the date you plan to start the job or phase This field is updated through the Detail Adjustments function It is updated the first time you post a transaction in Payroll or Accounts Payable Purchase Order if they interface with Contractors Job Cost Enter the actual start date or press Enter to skip the field Press Enter to accept the default date or enter the date you plan to finish the job or phase Do not enter an actual finish date until you complete the job If Accounts Receivable interfaces with Contractors Job Cost this field is updated when you bill customers for the completed job Contract No Enter either the customer s or your own contract number Contractors Job Cost User s Manual File Maintenance Jobs and Phases Field WIP Info Customer ID Contract Date Orig Contract Change Ord
102. ct the Print Log 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 Tab 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 54 Contractors Job Cost User s Manual File Maintenance Change Fields e Press Gto 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
103. ctor s Job Cost User s Manual 7 3 7 5 77 7 9 Til 7 1 Overview The Billing Reports provide information about the amounts you have received from have billed or intend to bill your clients Use the reports to track which clients are providing the most revenue You can produce reports that show billing information by summary totals and by individual transactions You can also produce a report that shows the amount of profit you may gain from the revenue after the applicable costs are taken into account The JTD Billing Summary Report provides summary billing information for a range of jobs and phases The report lists one value for the amount billed and one value for the amount unbilled for each job This report is useful if you want an overall picture of the revenue you have taken in or what is owed to you The Billing Detail Report provides information about the billings for each phase of a job or range of jobs Use the report to review the billings if you are planning a budget and want to determine where you might want to charge more and where you need to reduce prices The Profit Detail Report provides the estimated and actual costs of a job their variances and the estimated and actual profits to date for a job This information 1s valuable when assembling a competitive and profitable proposal for a bid Contractor s Job Cost User s Manual 7 3 Printing a Billing Report You produce all billing reports in the s
104. ctual 00 Revised Estimate 1400 00 Actual 1325 00 Description Description 0000 GL Period 7 2003 Company H 07 17 2003 Terminal T001 OVR 1 Select the output device for the adjustment log For more information on the steps required when selecting an output device see Print the Report on page 1 73 Contractors Job Cost User s Manual 5 5 Detail Adjustments Adjustments 8 Change Orders Inquiry Inquiry Inquiry 5 6 Once you select the output device the cursor appears at the top of the screen for entering adjustments Enter the cost code for the transaction adjustment Enter the Job ID of the job you want to adjust You cannot leave this field blank Enter the Phase ID of the phase you want to adjust You cannot leave this field blank The information in the Current Estimate and Actual fields comes from the Job ID and Phase ID fields and cannot be changed In the Change Estimate and Actual fields press Enter to accept the values or enter different ones If you want to decrease the current estimate enter a negative value The information displayed in the Revised Estimate and Actual fields is calculated from entries made in the Change Estimate and Actual fields Enter a description of the adjustment for future reference Enter the quantity or the number of hours of the adjustment Hours only display if the transaction type is 500 599 The Type field is only available if
105. d Report Phase Job Description Phase Description EMT12 NORTH HILLS HOMES 2 EMT CONDUIT DEM NORTH HILLS HOMES DEMOLITION O1FOUN WESTERN OAKS FOUNDATION O1SITE WESTERN OAKS SITE PREPARATION O2ELEC WESTERN OAKS ELECTRICAL 02FRAM WESTERN OAKS FRAMING O1FOUN CITY OF FRIENDSWOOD FOUNDATION O2FRAM CITY OF FRIENDSWOOD FRAMING TOTAL FOR ACCOUNT GRAND TOTALS End of Report Contractor s Job Cost User s Manual GL Acct 104400 401000 402000 402000 402000 402000 402000 402000 Overhead Base Material Labor Equipment Equipment All Costs All Costs All Costs All Costs 100 300 100 100 000 000 100 100 Rate Accrued 00 00 00 00 00 00 00 00 00 Page Work in process Accrued 00 00 00 25 99 03 00 00 8 23 Post Overhead to GL The Post Overhead to GL function does two things While a job is in process it updates the general ledger with the accumulated overhead After a job is finished 1t transfers work in process inventory to the finished goods inventory account When you post overhead to GL for jobs that are in process the Overhead WIP account specified in the JOBGLxxx table is debited with the Ovhd Accum to Post amount in the Jobs file The Applied GL account specified in the Jobs file is credited with the Ovhd Accum to Post amount Overhead WIP Applied GL DB CR The system then clears the Ovhd Accum to Post field to prepare f
106. der Processing 5 3 Change Order Transaction Detail file 5 4 Change Order Transaction Header CJC1x description 1 13 change to from Favorites tool button 1 35 1 39 changing companies graphical menus 1 39 changing job information 5 3 9 5 checklist setting up 3 7 Chnage Order Entry function 5 3 click defined 1 23 codes setting up 3 3 sorting 3 3 Command Help pull down menu command 1 50 commands in field editing 1 61 report 1 76 scroll region 1 61 comments adding 1 68 editing 1 68 viewing 1 66 companies changing 1 39 company assigning access codes 3 18 company parameter 1 4 company specific tables 9 24 Contractors Job Cost before converting 2 7 Ix 2 menu structure 1 8 setting up 3 3 conventions report 1 71 user s manual 1 23 conversion before converting 2 7 setup considerations 2 7 converting to OSAS version 6 1 2 8 Copy function key 1 49 1 62 pull down menu command 1 49 tool button 1 54 Copy Jobs and Phases function 9 33 overview 9 3 copying jobs 9 33 cost Detail Inquiry 4 9 Cost Code Detail file CJCDx description 1 13 Cost Code file CJCCx description 1 12 Cost Codes function 3 15 overview 9 4 cost codes 4 13 6 7 Cost Codes Detail List function 10 13 sample 10 13 Cost Codes List function 10 11 sample 10 11 10 13 Cost Detail Report function 1 9 overview 6 3 sample 6 11 Cost Detail Report by Period function 1 9 overview
107. des 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 cost has been accumulated for each cost code for the period 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 This information 1s useful for example if a cost code for a job and phase is accounting for a higher cost than the cost code normally represents Contractors Job Cost User s Manual 4 13 Job Summary Cost Inquiry Information Inquiry If you accessed the screen from the Information Inquiry menu enter the Job ID for which you want to view information then enter the Phase ID Leave the Phase ID field blank to view cost information for all phases If you accessed this screen from the Jobs and Phases Inquiry screen page 4 3 cost information for the job and phase you selected on that screen appears Use the commands to access more information about the cost codes e Ifyou accessed this function from the Jobs and Phases Inquiry screen press Enter to return to the Jobs and Phases Inquiry screen This command is not available if you accessed the function from the Information Inquiry menu e Press V to view detailed information about the selected cost code The View Cost Code screen appears View Cost
108. e 9 31 for information about defining the extra information fields in this table Sample List 05 10 2003 Builders Supply Page 11 12 AM Jobs and Phases List Def WIP Start Finish Cust Contract Job ID Phase Description Pst Cd Manager Estimate Actual Estimate Actual ID Number 91 135 WESTERN OAKS LOT 5A MARKS 05 21 03 05 21 03 07 20 03 SUNO01 3345 72 Job Address 16504 WESTVIEW ROAD City St Zip HOUSTON TX 77045 Contractor MIKE PRESTON City St Zip ROBERTS amp ASSOC P O 23210 77002 CITY OF FRIENDSWOOD RECREATION CENT 12 10 02 06 08 03 04 03 03 LOS001 502342 Job Address 502 MAIN City St Zip FRIENDSWOOD TEXAS 77590 Contractor JERRY BOND P O 105203 NORTH HILLS HOMES 149 NORTH HILLS 07 01 03 07 01 03 LOS001 JCLO0001 End of Report Contractors Job Cost User s Manual 10 7 Cost Types List The Cost Types List shows the cost types used throughout the system Sample List 05 10 2003 Builders Supply 11 30 AM Cost Types List Cost Type Description Short Description Material Material GENERAL Equipment Equipmen GENERAL Overhead Overhead OVERHEAD Misc Misc GENERAL Labor Labor LABOR Subcontract Subcontr GENERAL Burdens Burdens GENERAL Equip Rental Equip Re GENERAL Fee Permit Fee Perm GENERAL End of Report Contractors Job Cost User s Manual 10 9 Cost Codes List The Cost Codes List shows each cost code and cost type Sample List 05 10 2003 Builders Supply 11 34 AM Cost
109. e 9 51 for more information Contractors Job Cost User s Manual 3 15 Setup Checklist and Functions Setup Job and Phase Records 3 16 After you have built the tables and defined the cost types you are ready to build job records A job is new work additions alterations building and nonbuilding projects etc A phase is an aspect of a job For example if the job is the construction of a garage the phases might be site preparation foundation work framing electrical work and so on Jobs must have at least one phase First set up the job and then set up a phase for each segment of the job If you are upgrading from an earlier version of Contractors Job Cost your initial balances are set when you convert the old data files If you are installing Contractors Job Cost version 6 5x you must enter the information about jobs in process into the Jobs file before you can begin daily operations Billing If Contractors Job Cost interfaces with Accounts Receivable pay attention to the estimated billing amount fields You must choose whether to bill jobs using AIA invoicing job invoicing cost plus invoicing or standard OSAS invoicing You can choose a different method for each job You must also decide whether you are going to invoice by job and 1f so whether or not you are going to bill by phase If you use AIA invoicing job invoicing or cost plus invoicing you must invoice by job If you bill by phase you must spe
110. e GL Phase Order Year amp ID Src Ref Description Change Order No Amount Date Period 01SITE CJ O1SITE DELAY OF CONSTRUCTION DUE TO 153 1500 00 06 22 03 03 06 01SITE CJ O1SITE NEW CONSTRUCTION PERMITS 153 500 00 06 22 03 03 06 Job Total 2000 00 JOB ID ABI001 02CONS CJ 02CONS DELAY DUE TO LUMBER SHIPMENT x 07 01 03 03 07 Job Total JOBID ABJ001 O1SITE CJ 01SITE DELAY OF STONE SHIPMENT A 07 01 03 03 07 Job Total JOB ID AUT001 O1SITE CJ O1SITE DELAY DUE TO BANK FIN 07 06 03 03 07 Job Total Grand Totals 3000 00 End of Report Contractors Job Cost User s Manual 5 25 Cost Reports Overview Printing a Cost Report JTD Cost Summary Report JTD Cost Summary List Cost Detail Report Cost Detail Report by Period Unit Cost Report Summary Job Cost for GL Periods Contractor s Job Cost User s Manual 6 3 6 5 6 7 6 9 6 11 6 13 6 15 6 17 6 1 Overview Cost Reports provide information about your costs Use the reports to measure where you are cutting costs and where you need to improve efficiency and effectiveness You can produce summaries that compare estimated costs with actual costs show totals by job division and phase and calculate unit costs You can also produce reports that show details of invoices charged to jobs and payroll information for employee activity The JTD Cost Summary Report provides details of completed jobs jobs in process new jobs or all jobs Use the report a
111. e NAMESxxx table appears AE Commands Edit Modes Other Help 2x re ma g OK_ Abandon Table ID 3 Description Cs USER DEFINED FIELDS NAME TABLE Number of Cols 1 Column Length 12 Type A Y Extra Types Burdens Equip Rental Fee Permit Job Address City St Zip Job Foreman Architect P O Company H 05 06 2003 Terminal TO00 OVR The first three lines in the Extra Types section of this table contain the names you want to use for cost types 7 8 and 9 in the phase records and reports that include phase detail Lines four through eight contain the names for the extra information fields you can use when you set up a job or phase record see Entering Job and Phases on page 9 6 These names apply to all jobs If you change the names in the table the names of these fields immediately change for all jobs Contractors Job Cost User s Manual 9 31 Tables File Maintenance OPTxxx Table The OPTxxx table stores your choices for the following options whether to interface with General Ledger whether to use the phase prefix as the division ID whether to post directly to the Jobs file and whether to use original cost estimates These settings are adjusted by using the Options and Interfaces function on the Resource Manager Company Setup menu see Options on page 3 11 Do not change these options using the Tables function 9 32 Contractors Job Cost User s Manual Copy Jo
112. e application for information on commands in the command line Commands and Flags Like the text menu text function screens also contain several commands that allow you to perform tasks related to the function you are using Some of these commands are not available for every function when a command is available a flag appears at the bottom of the screen 1 42 Contractors Job Cost User s Manual Introduction OSAS Text Functions To access a command press the corresponding key 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 in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Command Alternate Key Key Description Enter Moves the cursor to the next field and accepts the data entered or access a line for editing Esc Opens a window listing available commands for the screen Ins Toggles between insert and overwrite modes for entry When the Ins flag appears the characters you enter push other characters in the field to the right If there is no Ins flag the characters you enter overwrite other characters in the field PgUp Moves back to the first field on the screen or the first field after the key field without erasing any entries PgDn Approves the data on the screen updates the data file accordingly and proceeds to the next field or section Ta
113. e screen contains Print options that control which types of jobs appear on the report to include only jobs in process for example select the option to inlcude that job type in the report You can select only one option If the screen contains Sort By options that control how information is organized in the report select the option to use to sort the report information If the screen contains check box or Yes No options that control how additional information appears on the report for example whether to use page breaks or to include specific detail select the check box or enter Y in text mode to print that information Clear the check box or enter N in text mode if you do not want to use that option when printing the report If the screen contains additional print options that control whether posted or unposted transactions or both appear in the report select the option to use to print the report You can select only one option e Select Posted to view the entire financial situation including changes that have been taken into account e Select Unposted to include only the unposted cost details for the selected jobs Choose this option if you want to check your work e Select Both to include all cost details for the selected jobs These selections appear only if the Direct Post to Job Master option is set to NO in the Options and Interfaces function on the Resource Manager Company Setup menu Select the output device to produc
114. e the report See Output the Report on page 1 72 for more information After the report is produced the Cost Reports menu appears Contractor s Job Cost User s Manual JTD Billing Summary Report The JTD 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 information in this report comes from the Jobs file and the Detail History file Sample Report 5 06 2003 Builders Supply 2 29 PM JTD Billing Summary Report ST N Not Started C Completed I In Process Job Cust Mngr Contract Revised Billed Contract Hours Last Finish Dates ID ID ID ST Description Number Contract To Date Balance Bill Est Act Bill Date Est Act 93 A04 LOS001 LAIRD CITY OF FRIENDSWOOD 04 03 03 RECREATION CENTER 502342 PHASE 01FOUN I FOUNDATION y 19 04 29 03 05 13 03 PHASE O1SITE I SITE PREPARATION 52 04 29 03 06 02 03 Division Total GROUNDS s 24 PHASE 02ELEC N ELECTRICAL z A 04 01 03 PHASE 02FRAM N FRAMING A 5 06 02 03 Division Total INTERIOR Job Total Contractor s Job Cost User s Manual 7 7 Sample Report 5 06 2003 2 37 PM Job ID Phase ID 01SITE O1SITE 02ELEC 91 135 CJ AR AR Billing Detail Report The Billing Detail Report provides information about the billings for each phase of a job or a range of
115. ea manl g DK _Abandon Job ID aj Including Job Master Job Extra Info Job Detail and Job Percent Have you Posted Details to Job Master if necessary Printed the Accumulated Overhead Report Updated Overhead to GL Completed all Billings and Deleted AIA Printed all Job Cost and Billing Backed up your data M Company H 05 06 2003 Terminal T000 OVR Note If the JOSAVxxx table is set up the following message appears Note Completed Jobs and Details will be saved to Company xxx If the JOSAVxxx table is not set up or set up with an invalid company the following message appears Company xxx files not available Use Data File Creation to create them 2 Enter the Job ID you want to delete 9 38 Contractors Job Cost User s Manual File Maintenance Delete Jobs You cannot delete a job that has not been deleted from AIA Invoicing Job Invoicing or Cost Plus Invoicing or that does not have a finish date on file If the job you want to delete does not have a finish date on file the following message appears Cannot Delete Job Without Finish Date 3 If you have completed all the listed steps select the check box or enter Y in text mode to continue with the job deletion otherwise clear the check box or enter N in text mode to exit to the File Maintenance menu 4 When you are ready to delete the job use the Proceed OK command When the job is deleted the following message appears
116. ectly or the job record won t match the Detail History file Contractors Job Cost User s Manual File Maintenance Jobs and Phases Original Estimate When you press Enter in the Actual Units field the Original Estimate window appears A Original Estimate 5 x Commands Edit Modes Other Help 2X ts SO Q ma 6 oa Labor 610 00 Material 200 00 Equipment 250 00 Overhead 51 00 Misc 00 Subcontract 00 Burdens 00 Equip 00 Fee Permit 00 Total 1011 00 Copy to Current Est 7 You can enter original estimates for the phase in this window and then transfer them to the Cost Type fields on the Jobs and Phases screen Enter original estimates for a phase only once when you enter the phase record When you need to change your Cost Type estimates later use the Detail Adjustments function page 5 5 The changes are listed in the appropriate fields while your original estimates remain unchanged Field Description Labor Enter the original estimate of the labor cost to complete the phase Material Enter the original estimate of the cost of material needed to complete the phase Equipment Enter the original estimate of the cost of equipment needed to complete the phase Contractors Job Cost User s Manual 9 13 Jobs and Phases File Maintenance Field Overhead Misc Subcont Burdens Equip Rental Fee Permit Total Copy to Current Est 9 14 D
117. ed function Contractors Job Cost User s Manual 1 23 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space within the window and press the left mouse button Some mouse manufacturers allow you to change the function of the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when you use them For example a click refers to a single press of the right mouse button while the term right click refers to a single press of the left button GUI Text Command Conventions When you see the phrase use the Proceed OK command in the user s manuals press PgDn in either text or graphical mode In graphical mode clicking OK has the same effect as pressing PgDn GUI Text Menu and Function Conventions When you start OSAS the main menu appears and lists the applications available for use If you are using UNIX or Linux the text main menu appears If you are using Windows you can choose between the text main menu the graphical main menu or the start style main menu Use the Defaults function under the Resource Manager Workstation Configuration menu to select the style of menu you want to appear by default or you can press Shift F5 to toggle between the menu styles from any menu You can use any of the menus regardless of whether you use the text or graphical modes for the OSAS functions In additio
118. ed on line 1 in the NAMESx table The current estimated and actual amounts for this cost type appear These fields are defined on line 2 in the NAMESx table The current estimated and actual amounts for this cost type appear These fields are defined on line 3 in the NAMESx table The current estimated and actual amounts for this cost type appear The current estimated total costs including change orders and revisions and the current actual total costs appear When you finish entering a phase record check your work Make any necessary changes or use the Abandon F5 command to start again Use the Exit F7 command to return to the File Maintenance menu When everything is correct use the Proceed OK command to save the phase record The Documents screen appears 9 16 Contractors Job Cost User s Manual File Maintenance Jobs and Phases Documents The documents screen appears when you use the Proceed OK command on the Jobs and Phases screen Use the screen to attach a document to a job or phase record There are many types of documents you can attach to jobs and phases for example pricing documents customer contracts map of the customer location and so on Note You must set up file types in Resource Manager before you can attach documents See the Resource Manager User s Guide for more information lala Commands Edit Modes Other Scroll Commands Help 2x E elan 28 Ok _Abandon Vendor ID ACE001
119. ed retainage invoices separately and you have that information use the Build Retainage function call the Pro 5 program APCJACR from within the Accounts Payable menu to enter the amounts retained for your previous work Use this program only to enter previous retainage invoices after conversion Consult your reseller or Open Systems Technical Support for more information 2 10 Contractors Job Cost User s Manual Setup Setup Considerations Codes and IDs Setup Checklist and Functions Options and Interfaces Tables Divisions Cost Types and Cost Codes WIP Codes Job and Phase Records Percent Completion Access Codes Backup Schedule Contractors Job Cost User s Manual 3 3 3 3 3 7 3 8 3 13 3 15 3 15 3 15 3 16 3 17 3 17 3 18 3 1 Setup Considerations After installing the software for the first time or after upgrading the software you must set up the system Follow the setup procedures carefully the choices you make determine how the system operates To properly set up the Contractors Job Cost system gather and organize your accounting data You need the following information e Your overhead calculation procedures state and federal payroll taxes union dues and benefits and insurance such as Worker s Compensation that are part of your direct labor costs 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 c
120. enter F The data path set up for the workstation in the Defaults function on the Resource Manager Workstation Configuration menu appears If necessary enter a new data path or click the Browse button to navigate to the correct directory then enter the file name followed by the txt extension The file name plus extension that you enter must be less than 35 characters Press Enter to save the report in that directory View the Report on Screen Text Screens Only If you are using text screens you can view selected reports directly in the OSAS screen Keep in mind that this option displays the report one page at a time storing previously viewed pages in the workstation s memory Use the Defaults function on the Resource Manager Workstation Configuration menu to limit the number of screen pages you can view to conserve memory resources Follow these steps to view the report on screen 1 Enter S to select S creen 2 When available enter S if you want to view the report in standard width or C if you want to view it in compressed width 1 74 Contractors Job Cost User s Manual Introduction Reports 3 When the report appears press Enter to view the next page or Page Up to view previous pages E mail the Report Before you can e mail reports you must enter details about your e mail system using the E Mail Setup function on the Resource Manager System File Maintenance menu You can e mail only selected reports In general any
121. ercent complete Use this worksheet to gather information about physical completion on jobs and phases where the unit of measure is a lump sum You can use it when you make monthly adjustments to the complete percentage calculations see Percent Completion on page 9 35 for more information The information comes from the Jobs file CJBSx and the Percent Complete file CJPZx The Percent Completion List is a list of jobs with or without phase detail which provides the estimated and actual cost the calculated percent complete and the manually entered percent complete Use it to reference the status of a job or a range of jobs Sample List 05 10 2003 Builders Supply Page 1 12 08 PM Job ID Percent Completion Worksheet 2 Phase ID Description Prev Complete WESTERN OAKS LOT 5A CITY OF FRIENDSWOOD RECREATION CENTER NORTH HILLS HOMES 149 NORTH HILLS RD End of Report Contractors Job Cost User s Manual 10 21 Tables List Produce the Tables List to get information from a particular Contractor s 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 05 10 2003 Builders Supply 12 12 PM Tables List Contractors Job Cost Table ID CNVT Description No of Columns 3 Column Length Type N PERIOD FIRST DAY LAST DAY to o o de 2 35 4 Dp 6 Fa 8 osauPrwmhH p ow H ow o H T p
122. ers Rev Contract Billed to Date Description Select this check box or enter Y in text mode to assign a WIP code to the phase otherwise clear the check box or enter N in text mode Enter the customer ID for which you are doing the job Press Enter to accept the current date or enter the date the contract was signed Enter the amount of the original contract for the job or phase Do not include amounts associated with change orders If you enter a contract amount for the job contract amounts you enter in the phase records add to this amount Therefore if you bill by job enter a contract amount in the job record and not in the phase records If you bill by phase leave this field blank in the job record and enter contract amounts in each phase record Enter the net amount of all recorded change orders This number is added to the amount in the Orig Contract field Enter the amount as a negative to subtract it You can also enter change orders using the Detail Adjustments page 5 5 and Change Order Entry page 5 13 functions This amount appears as the original contract amount with the change order amount taken into account You cannot change this amount Enter the gross amount billed to date including the amount retained Billing to date amounts are adjusted in the Detail Adjustments function The field is updated when you post invoices Contractors Job Cost User s Manual 9 9 Jobs and Phases File
123. escription Enter the original estimate of the phase s overhead costs Enter the original estimate of the phase s miscellaneous costs Enter the original estimate of the phase s subcontract costs These fields are defined on lines 1 2 and 3 in the NAMESx table Enter the original estimate for each cost type These fields are defined on lines 1 2 and 3 in the NAMESx table Enter the original estimate for each cost type These fields are defined on lines 1 2 and 3 in the NAMESx table Enter the original estimate for each cost type The total of the original estimates for the phase appears If you are setting up the job for the first time select the check box enter Y in text mode if you want the original estimates to be copied to the Cost Types fields on the Jobs and Phases screen otherwise clear the box enter N in text mode Contractors Job Cost User s Manual File Maintenance Jobs and Phases Cost Types When you finish with the Original Estimate window whether or not you saved your original estimates the Jobs and Phases screen reappears Examine the Cost Type fields both estimated and actual To change the following fields on the Jobs and Phases screen use the Detail Adjustments page 5 5 or Change Order Entry page 5 13 functions If you change actual balances through the Jobs and Phases function the job record won t match the Detail History file and you won t leave an audit trail Actu
124. etail History files Since the detailed information is erased when you delete completed jobs or detail history print this report before you use the Delete Jobs function see Delete Jobs on page 9 37 for more information Sample Report 10 09 2003 Builders Supply 1 22 PM Cost Detail Report Posted amp Unposted Details Job ID 93 A04 CITY OF FRIENDSWOOD GL Phase Cost Post Unit Extended Year amp ID Type Src Ref Description Quantity UOM Cost Amount Date Period FOUN Material PO BOR001 Electrical Package 3 0000 PKG 343 5500 1030 65 10 03 03 03 10 FOUN Material lt cost type totals 3 0000 030 65 FOUN Overhead PO BOR001 Calculated Overhead 1030 6500 PKG 0 1000 03 07 10 03 03 03 10 FOUN Overhead lt cost type total gt 1030 6500 103 07 FOUN lt lt phase total gt gt FOUNDATION 133 72 SITE Equipment PO ACE001 Plumbing Package 43 11704 10 0000 PKG 907 5300 9075 30 10 06 03 03 10 SITE Equipment PO ACE001 Water Heater 43 11704 10 0000 EA 227 5300 2275 30 10 06 03 03 10 SITE Equipment lt cost type total gt 20 0000 11350 60 SITE Overhead PO ACE001 Calculated Overhead 9075 3000 PKG 0 1000 907 53 10 06 03 03 10 SITE Overhead PO ACE001 Calculated Overhead 2275 3000 EA 0 1000 227 53 10 06 03 03 10 SITE Overhead lt cost type total gt 11350 6000 135 06 SITE lt lt phase total gt gt SITE PREPARATION 12485 66 Job 93 A04 Total CITY OF FRIENDSWOOD 13619 38 Job Cost Recap for 93 A04 Material 3 0000 1030 65 Equipment 20 000
125. f jobs with or without phase detail the estimated and actual costs and the calculated and manually entered completion percentages e Produce a list of tables and their contents Contractors Job Cost User s Manual 10 3 Printing a Master List All Master Lists are printed in a similar manner Use the instructions below to print a list from the Master File Lists menu modifying them as necessary for the list you are printing For example if the screen for the list you want to print does not contain any check boxes skip that step and continue to the next Follow these steps to print a master list 1 Select the report you want to print from the Master File Lists menu The screen for that report appears The Percent Completion screen is shown below as an example lol Commands Edit Modes Other Help 2xebealma amp OK_ Abandon Pick JobID From aj Thu aj PhaselD From aj Thu aj e Jobs Only Phases and Jobs Field Worksheet C List With Job Page Break m Company H 05 06 2003 Terminal TODO OVR 2 Select the range of values to print on the report in the list boxes Leave these fields blank to select all values or enter values into a combination of fields to select specific information to print on the list The Inquiry command is usually available with these list boxes Contractors Job Cost User s Manual 10 5 Printing a Master List Master File Lists 3 If the s
126. ge Fields function can change codes within Contractors Job cost as well as in other applications To produce a list of fields changed use the Print Log feature When you select Change Fields from the File Maintenance menu the Change Fields screen appears amp Change Fields E 5 xj Commands Edit Modes Other Sc om Help 2xre be aa amp OK__ _Abandon Field ID a Print Log Vv Original Value New Value File Description Time Tag fal El a El El a i El El El El El AE EE EQU egin code chanae Header Go FieldID Company H 05 06 2003 Terminal T000 OVR The screen contains three sections The top or Header section which includes the Field ID and Print Log fields is where you select the code or ID to change and whether to produce the printed log The lower left or 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 or Files section contains a list of the files that are changed in the applications you installed on your system Contractors Job Cost User s Manual 9 53 Change Fields File Maintenance Header 1 Enter the Field ID you want to change You can change only Payroll fields from the Payroll or Payroll with Direct Deposit menus To change IDs and codes from other applications run the Change Fields function in the respective application 2 Sele
127. gt If you use the Inventory application and the cursor is in an Item ID field you can Description Lookup lt Shift F8 gt use any of the Inventory Lookups commands to search for information about items and select an item for entry in the field you are in Command Alias Lookup Customer Vendor Lookup Detail Lookup Lot Lookup Serial Lookup Description Lookup Contractors Job Cost User s Manual Description Searches for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Searches for an item based on customer ID or vendor ID When you enter the customer or vendor ID you can use the and wildcard characters to restrict or widen the search Searches for detailed information about an item You can enter search information in any of the fields that appear using any of the following wildcard characters to restrict or widen the search lt gt Searches for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Searches for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Searches for an item based on item description When you enter the description you can use the and wildcard characters to restrict or
128. h the transaction took place appear Contractors Job Cost User s Manual 4 11 Job and Phases Detail Inquiry Information Inquiry Field Source Description Ref Date of Records Qty Hrs Remarks Amount Post 4 12 Description If you pressed D to view detail history information the abbreviation of the application in which the transaction was entered appears AP Accounts Payable AR Accounts Receivable PA Payroll CJ Contractors Job Cost If you entered 2 in the Lines per Item field the description of the item or the name of the employee appears on the second line If you pressed D to view detail history information additional information about the original transaction appears Transactions originating in AP refer to the vendor ID AR transactions refer to the customer ID PA transactions refer to the employee ID and CJ entries refer to the entry reference If you pressed D to view detail history information the date of the transaction appears If you pressed S to view summary information the number of records associated with the transaction appears The amount of material purchased on an invoice or the number of hours an employee worked appears The invoice number for the purchase and additional remarks appear on the second line The extended amount of the line item on an invoice or the extended cost of a payroll entry appears Overhead is a separate line item and is not included If you se
129. he File Maintenance menu The Cost Codes screen appears 3 Cost Codes ___ re 1513 Commands Edit Modes Other Help 2xebeama amp OK_ Abandon Cost Codelb 4003 Cost Type ID 04 Description Misc Short Description Misc Unit of Measure O Company H 05 06 2003 Terminal TODO OVR 2 Enter the Cost Code ID you want to add or modify The Cost Type ID associated with that number appears in the Cost Type ID field 3 Press Enter to accept the default Description or enter a different one Contractors Job Cost User s Manual 9 49 Cost Codes File Maintenance 4 Press Enter to accept the default Short Description of the cost code or enter a different one 5 Enter the Unit of Measure to be used for the cost code 6 When you use the Proceed OK command to save the cost type information the system returns you to the Cost Code ID field Enter or edit information about a different cost code or use the Exit F7 command to exit to the File Maintenance menu 9 50 Contractors Job Cost User s Manual WIP Code Maintenance Use the WIP Code Maintenance function to update information about the WIP Codes and the associated WIP and Cost of Goods Sold COGS GL Numbers for each cost type Follow these steps to work with WIP codes 1 Select WIP Code Maintenance from the File Maintenance menu The WIP Code Maintenance screen appears Amounts are moved from the WIP account to the COGS account when
130. head and produces an audit trail When you finish setting up job and phase records do not use the Jobs and Phases function to change actual balances If you do the job record won t match the Job Detail History file and you won t have an audit trail If Contractors Job Cost interfaces with Accounts Payable Purchase Order Accounts Receivable and Payroll the job and phase records are updated automatically when you post transactions from those applications and you should not need to make manual job phase adjustments Contractors Job Cost User s Manual 9 5 Jobs and Phases File Maintenance Entering Job and Phases Select Jobs and Phases from the File Maintenance menu The Jobs and Phases screen appears AE Commands Edit Modes Other Help 2xe Bea mal g DK _Abandon Job ID 81 135 El Certified PA WC Code al PhaselD a Ovhd Basis fr Material Rate 0 Desc 1 WESTERN DAKS T Applied GL El Desc2 LOT 54 M Manager ID pemi Jaj UOM Accum WIP to Post 00 Pieces From P Ovhd Accum to Post 276 88 Item ID e Cost Type Estimate Actual P O 00 00 Estimate Actual Labor Hrs 00 Start Date 65 21 2003 Ez Zi 2003 Units of Finish Date 6772072003 Labor 00 Contract Number 3345 72 WIP Info IT Material 00 Customer ID SUNDOI aj Equipment T Contract Date 04 29 1991 Dverhead 00 Misc T Orig Contract 00 Subcontract
131. herwise clear the box or enter N in text mode Select the With Division Totals check box or enter Y in text mode to include division totals if you use divisions otherwise clear the box or enter N in text mode The With Division Totals check box is available only if the Use Phase Prefix as Division option is set to YES on the Options and Interfaces function of the Company Setup menu within Resource Manager Select the Suppress Zero Types check box or enter Y in text mode to keep cost types with no activity out of the report clear the box or enter N in text mode to list all cost types Select the Page Break on New Job check box or enter Y in text mode to start a new page for each job otherwise clear the box or enter N Contractor s Job Cost User s Manual Periodic Processing Job Periodic Analysis Report 10 Enter the number of months prior to the GL Period you defined above that you want to print in the Display of Months 1 6 field 11 Select how you want to output the report For more information on selecting an output device see Print the Report on page 1 73 After printing the change orders the Periodic Processing menu appears Sample Report 10 09 2003 Builders Supply 3 42 PM Job Periodic Analysis Report GL Period Ending 10 2003 JOB PHASE COST PREVIOUS PERIOD EAR TO JOB TO ID ID TYPE YEAR 1 THRU 7 PERIOD 8 PERIOD 9 PERIOD 10 DATE DATE 91 135 WESTERN OAKS 91 135 O1F
132. his option to view the entire financial situation including changes that have been taken into account Hold Only to print the held not approved change orders Choose this option if you want to present proposed changes to someone as an indication of how it would affect the budget Both to print both released and held change orders for a job 5 Select how you want to output the change orders For more information on the steps required when selecting an output device see Print the Report on page 1 73 After printing the change orders the Change Order Processing menu appears A sample Change Order report printed with estimate costs is shown below 5 18 Contractors Job Cost User s Manual Adjustments amp Change Orders Print Change Orders Change Order With Estimate Cost Builders Supply Change Order With Estimate Cost SUNSHINE HOMES INC 1000 OCEAN BOULEVARD O 08 07 2003 MIAMI FL 33333 4323 91 135 Attn Jack Russel Ref Job Name WESTERN OAKS Change Order Description billing to 01SITE AIA phas cost to O1FOUN Material 56 21 billing to 01FOUN AIA phas cost to O1FOUN Material 24 00 Totals Original Contract Previous Revisions Current Changes Revised Contract Contractors Job Cost User s Manual 5 19 Post Change Orders The Post Change Orders function posts released change orders to the Detail History and Jobs master files Held change orders are not posted Use th
133. hru is smaller than the value you entered at From Press Enter and then enter the correct value at Thru 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 function s files is locked because another workstation on the system is using it Try the function again when no one else is using the file Unable to open file Unable to open file in use The file you are trying to use is either corrupted or locked at another terminal on the system Wait a few minutes and try again If the condition persists get help from a support technician Contractors Job Cost User s Manual A 7 System Messages References Unable to print to device The system cannot access the output device you are trying to use Make sure that the output device is online You 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 A 8 Contractors Job Cost User s Manual A Abandon function key 1 48 pull down menu command 1 48 verification button 1 55
134. ich you want to view attached documents The Inquiry F2 command is available Use these commands to view document information open an attached document or switch between or select a new ID e Press H to return to the header section to select a new ID e Press F to view documents attached to the first ID on record e Press Lto view documents attached to the last ID on record e Press N to view documents attached to the next ID on record e Press P to view documents attached to the previous ID on record e Press V to view document information The View Documents screen appears and lists the file name directory path and description of the attached document Press any key to return to the Documents screen e Press O to open the attached document in the appropriate software application You may need to edit the Resource Manager File Types function in order to associate files with your preferred applications If you have problems opening a document return to the function in which the document was attached and edit the attachment to change the direction of the slashes used in the directory path If the directory path contains backward slashes Y change them to forward slashes and vice versa e Press Gto go to a specific document line This command is available only when there is more than one screen of line items e Use the Exit F7 command to return to the function screen from which you accessed the Documents command when
135. ich you want to work then use the commands to perform tasks e Press Enter to edit the selected entry The Edit Entry screen appears e Press A to add lines to this change order The Append Entry screen appears e Press V to view detailed information about the selected line Use the Proceed OK command to return to the Change Order Entry screen e Press H to edit existing information on the change order header You can change the Attention Change Order No Change Order Date Reference and H old R elease fields e Press N to return to the Job ID field to enter a change order for a different job 5 14 Contractors Job Cost User s Manual Adjustments amp Change Orders Change Order Entry Append Edit Entry Screen When you edit or append an entry the following screen appears E Change Order Entry Sl fe x Commands Edit Modes Other Scroll Commands Help 2xe be ma g OK_ Abandon JobID 91 135 2f Description WESTERN OAKS LOT 54 Contract No 3345 72 Contract Date 04 29 1991 Dustaror CHMCUIBMNE UNWUCC IMr N amp anoendtnty ee lol Commands Edit Modes Other Help 2xte ae mn amp DK Abandon Description es i Subcontractor ai COAmount 00 F Billing Phase Jaj Al Seq if any Cost Phase Jaj E Cost Code ai Cost Amount 00 z al a y yl z Enter edit Append View Header Next Job Gota Company H 07 17 2003 Termina
136. il Inventory Lookup function key 1 53 Division file CJDVs description 1 13 Divisions function 3 15 overview 9 21 screen 9 22 Divisions List function 10 15 sample 10 15 screen 10 15 Documents 1 69 File Types 1 69 opening 1 70 viewing 1 70 double click defined 1 23 Down Arrow inquiry command 1 59 report command 1 76 scroll region command 1 52 1 61 E edit line item 1 61 IX 3 Index editing comments 1 68 EIS defined 1 3 End inquiry command 1 59 report command 1 76 scroll region command 1 52 1 61 End function key 1 62 Enter inquiry command 1 59 scroll region command 1 61 Esc inquiry command 1 59 Estimate List function 10 17 sample 10 17 estimated costs 6 7 inquiry 4 3 estimates preparing 6 7 Executive Information Summary defined 1 3 Exit function key 1 49 pull down menu command 1 49 exit from inquiry window 1 59 from report to menu 1 76 from screen or window 1 49 F F1 function key 1 51 F10 function key 1 62 F2 function key 1 48 F3 function key 1 54 scroll region command 1 52 1 61 F3 function key 1 48 FS function key 1 48 F6 function key 1 54 F6 function key 1 48 F7 inquiry command 1 59 IX 4 report command 1 76 F7 function key 1 49 F9 function key 1 62 Favorites Menu 1 63 adding items to 1 39 changing to from 1 39 Favorites Menus removing items from 1 39 Field Down function key 1 48 pull down menu command 1 48 Field
137. ill Codes info I i PAUWxxx PACExxx me a Payday Union Fie Check Eamings Fle File is created during the prepare checks function fromthe PAHPioxx fie for the Union Report and Postto History Stores Workers Comp and Union Amountsto Post PACHxxx Check Fie File created during the Prepare Checks funcion fromthe PAHPioc fe for the Workers Comp Repotand Postto History Stores Workers Comp and Union Amountsto Post MAJOR MAJOR FILES FILES PROGRAMS READ WRITEDEL DAILY WORK TRANSACTION ENTRY PAEGxxx PAUNixx P liDoo PACLoo PACK PATRI PATRxxx XTB PAD Pox CJBS00c DAILY WORK POSTTRANSACTIONS PATRI PAEGxxx PATHocx PATRO PAHPiocx PATPxxx CUBS 0x CJHboo PAY DAY WORK CALCULATE CHECKS PATPxxx PAHPxxx PAEG 00 PAlNboo PATB PAUNO PANDO PAL coco PAoa PABD Oo PAC Hoo PAC Exxx PAC Doo PAC VI Oo PAYDAY WORK CJ REPORTS PANO PAL oo PAHPIOCK PABD OO PAYDAY WORK POST CHECKS PACHxxx PAC Box PACDox PAC VI PYV boo PAUNO PAH Vo PAHLhoo PAHPIOCK PAHO PAHPxxx PABDiox PABGoo PADPioo PAHDxxx PAHBoox PAHV Moo PAEGIOO PADPxxx CJBSox CJHboo FILE MAINT CJ P R INFO PATB PATB FILE MAINT CLASS CODE PACLox PACbox FILE MAINT WORKERS COP PANO PANDO FILE MAINT UNION CODE PAU Nooxx PAC Loco PAIN PAUN ooc FILE MAINT CLASS PAY RATE PAJ Dox PAC Loo PAJC 00 FILE MAINT PURGECJ HISTORY PAHZoox PAHLbooc PAHZoox PAHU Contractors J
138. imated and actual number of units of measure defined for phases in the Jobs and Phases function See Jobs and Phases on page 9 5 for more information This report is valuable when you want to see the physical progress of the job and the quantity of work produced so far to make sure you are keeping to the budget or to use when planning budgets 6 4 Contractor s Job Cost User s Manual Printing a Cost Report You produce all cost reports in the same way Use the instructions below to print a cost 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 1 Select the report you want to print from the Cost Reports menu The selection screen for that report appears The JTD Cost Summary Report screen is shown below as an example j JTD Cost Summary Report a lol x Commands Edit Modes Other Help 2x re mB g OK Abandon Job ID From aj Print Thru ET JobID Phase ID From El C Phase ID Thru aj Manager ID Manager ID From en re ee Thru ro Select Completed Job With Cost Details Iv Jobs In Process With Division Totals r C Jobs Not Yet Started Include Commited Cost E lv Allof the above Suppress Zeros gt Company H 05 06 2003 Terminal T000 OVA 2 Select the range of information to include in the report in the From and Th
139. in menus See Favorites Menu on page 1 63 for more information Contractors Job Cost User s Manual 1 35 OSAS Graphical Menu Introduction Other Commands Menu File Modes Tools Favorites Other Help 8 on x 2 a Calculator Execute an Operating System Command Call a PRO S Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History 1 36 Pop Up Calendar Inventory Price Calculator Command Description Calculator Opens the OSAS calculator Execute an Operating System Command Call a PRO 5 Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Allows you to enter an operating system command from within OSAS Allows you to execute a PRO S program Creates a report for future OSAS product suggestions Allows you to view the application options you have set up for a particular application Allows you to search across your data You can select from the installed applications which data to search Allows you to search for information on employees customers and vendors Displays the OSAS Support Information Allows you to record comments for your own use Displays the EIS Dashboard Displays the EIS Dashboard history Contractors Job Cost
140. ine item to view Use the Exit F7 command to return to the function screen from which you accessed the History command Contractors Job Cost User s Manual Introduction Information Menu Documents The Documents command lets you view or open documents attached to certain master file records You cannot use this command to attach a document to a record instead use the appropriate File Maintenance function to attach documents Before you can open documents you need to have the appropriate file associations set up in the File Types function on the Resource Manager Workstation Configuration menu The entries you make in this function help OSAS identify which software applications to use to open attached documents See the Resource Manager User s Manual for more information The Documents screen appears after you access the Documents command The Employee Documents screen is shown below as an example Employee Documents E Ioj xj Commands Edt Modes Other Scroll Commands Help 2xe Be a2 28 Gk _Abandon 2 Boure Linda C ma Ill Employee ID BOUOO1 Document Name ID doc Lo bb De Lia Joa a LineNo 001 of 003 Header Eirst Last Next Prev View Open Document Goto Company H 10 08 2002 Terminal T000 OVR Contractors Job Cost User s Manual 1 69 Information Menu Introduction 1 70 Enter the ID for wh
141. ing between each application The Favorites menu for the graphical main menu is illustrated below AR Edit Cash Receipts GL Accounts IN Price and Availability IN Item Locations To set up the Favorites menu do the following 1 Select the function you want to add to the menu and press F10 or use the right click menu in graphical mode 2 Press F2 to confirm that your selection was added To remove a function from the menu follow these steps 1 Select the function on the Favorites menu that you want to remove 2 Press F10 or use the right click menu in graphical mode Contractors Job Cost User s Manual 1 63 Information Menu The Information menu appears on some 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 Documents 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 Information The Information command gives you general information about the subject Fo
142. inquiry list For example if you know that the ID starts with JAR enter JAR in the ID field before you use the Inquiry command The Inquiry list starts with JAR and runs through the end of the list 1 58 Contractors Job Cost User s Manual Introduction Menu and Function Commands The following commands are available inside Inquiry windows The scroll buttons are available in graphical mode only Key Home PgUp Up Down PgDn End Ins Look Up F7 Exit Enter Esc View Commands Button La led La Lo be lor Contractors Job Cost User s Manual Description Moves directly to the first item on file Displays the previous page of the window Moves up one item Moves down one item Displays the next page of the window Moves directly to the last item on file Toggles between Search mode and Sort mode Leaves the Inquiry window without selecting anything Selects the item to which the cursor is pointing Opens a window that shows Inquiry window commands and the Window ID The Esc key is available in text mode only In graphical mode select Command Help from the Help menu to view a list of commands available 1 59 Menu and Function Commands Introduction Inventory Lookup 1 60 If you use the Inventory application and the cursor is in an Item ID field on a function screen you can use any of the Inventory Lookup commands to search for information about items and select an item for
143. iod and year or enter the GL period to which you want to post the change orders The GL period and year are posted to the Detail History file 5 Select how to output the log For more information on the steps required when selecting an output device see Print the Report on page 1 73 After the post is finished the Change Order Processing menu appears A sample Post Change Orders posting log is shown below Post Change Orders Posting Log 7 17 2003 Builders Supply 10 24 AM Post Change Orders POST CHANGE ORDERS TO JOB 32 750 00 POST ESTIMATE COST TO JOB 513300 POST ESTIMATE ITEMS TO AIA JOB 5 22 Contractors Job Cost User s Manual Change Order Detail Report The Change Order Detail Report lists the history of the change orders that have been posted The information comes from the Detail History file 1 From the Change Order Processing submenu select Change Order Detail Report The Change Order Detail Report screen appears ix Commands Edit Modes Other Help 2x re ma g DK _Abandon Job ID From 91 135 aj Print Thu 191 135 ET e Posted Phase ID From 01FOUN aj C Unposted Thu ORAM aj Pro Both Source Code From aj Thru aj Date From Select Thru Page Break on New Job Fr Fiscal Year From Thru GL Period From Hl Thru RE Company H 10 08 2003 Terminal T000 OVR 2 Use the From and Thru fields to select and define what information you want to view and how you want it to appe
144. ion on EIS dashboards and so on The commands that are available on the right click menu depend on the function and the field you are currently using Function Field Inquiry sj When the Inquiry button appears next to a field on a function screen you can either click the 3 button or press the F2 Inquiry key to open the inquiry screen and search for information Verification Buttons OK Abandon When you ve completed data entry on a function screen you can either click OK or press PgDn to proceed to the next screen or to save your entries Click Abandon or press F5 to abandon entries Contractors Job Cost User s Manual 1 55 Menu and Function Commands OSAS lets you navigate around the main menu and function screens in a variety of ways This section describes the commands that are available when you access a specific command For example accessing the Help command makes the Maintenance and Exit commands available while you are in that function This section also describes how to navigate within scroll regions and fields while you work with OSAS functions Help Commands When you use the Help F1 command you can use these commands Key F3 Delete F6 Maintenance F7 Exit Contractors Job Cost User s Manual Operation Deletes the help screen content To recover a deleted screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The co
145. is function to verify that a change order has been printed and approved before posting it 1 From the Change Order Processing submenu select Post Change Orders The Post Change Orders screen appears hs Post Change Orders E lol xj Commands Edit Modes Other Help 2xe eel ma 8 DK _Abandon Has Change Order entry been completed Iv Have you Printed the Change Order Form Made a backup copy Vv GL Period 7 Company H 07 17 2003 Terminal T001 OVR 2 If you haven t finished change order entry press F7 to exit and finish your entries If you are finished select the check box or enter Y in text mode 3 If you have not printed the change order or backed up your data files leave the check box clear or enter N in text mode You are returned to the Change Order Processing screen If you have done these things select the check box or enter Y in text mode Contractors Job Cost User s Manual 5 21 Post Change Orders Adjustments amp Change Orders Do not post a change order until you have printed it Backing up your files prevents loss of data from unforeseen problems such as power surges or failures Once you select an output device and press Enter you cannot undo the post process 4 If CIC interfaces with General Ledger the GL Period that corresponds to the system date appears The GL period is taken from the Resource Manager Period Setup function Press Enter to use the per
146. istory that you cannot delete through the Delete Jobs function see Delete Jobs on page 9 37 because the jobs are in process In this type of situation use the Delete Detail History function to remove selected job and phase history based on the posting dates in the history records regardless of whether the jobs and phases you select are complete Use the Cost Types and Cost Codes functions to update cost type and cost code information Use the WIP Code Maintenance to update WIP code information and the associated WIP and cost of goods sold GL numbers for each cost type Contractors Job Cost User s Manual Jobs and Phases Use the Jobs and Phases function to create job and phase records You can set up several pieces of information e Job and phase IDs e Posting pieces from Payroll or Accounts Payable e Customer billing information and invoice billed e Estimated actual start and finish dates and percentage complete e Overhead information Worker s compensation rate specific to a job and phase e Whether or not a job or phase requires a certified payroll e Estimated costs After you set up a job change job or phase information enter transactions and revise estimates and accrued costs using the Detail Adjustments function page 5 5 the GL Job Journal Entry function page 5 7 and the Change Order Entry function page 5 13 Changing job and phase data through these functions ensures correct calculation of your over
147. it Modes Other Help 2x rel ma g OK_ Abandon Table ID IMPRTH 3 Description 108 ESTIMATE IMPORT LAYOUT Number of Cols 6 Column Length 12 Type A y Description Pos Len Description Pos Len Description Pos Len Verification Phase hs Desc 1 s 21 Desc 2 Manager Est Committ 29 12 Est Hours 22 3 Est Units 52 7 Est Labor f o 11 Est Material 72 11 Est Equip s4 11 Est Overhead 96 12 Est Misc 108 11 Est Subc iz0 11 Est Cost 7 132 12 Est Cost 8 145 12 Est Cost 9 158 12 contract 171 11 units Inv 1 son Company H 05 06 2003 Terminal T000 OVR The fields in the Description column correspond to job and phase record fields For example the information you reference as Contract in the ASCII file appears in the Contract field of the job or phase record Do not add or delete descriptions or change the order in which they appear The imported ASCII file should not contain field lengths that are larger than can be stored in the Jobs file see Jobs and Phases on page 9 5 If you do not use a particular field leave the position and length blank Contractors Job Cost User s Manual File Maintenance Tables Enter the position Pos and the length Len of each field in the ASCU file For example if the Contract information starts at position 171 in the ASCII file and is 11 characters long enter 171 11 The system ignores the verification description records if they d
148. k of data on the screen or to the next field that requires an entry Exit Exits from a screen or a window without saving data Edit Menu Commands Edit Modes Other Information Help x Copy lt Shft F9 gt Paste lt Shft F10 gt Undo Ctrl 2 Command Description Copy Copies the contents of the current field Paste Pastes the value you copied from a previous field into the current field Undo Restores the contents of the current field from before you made changes to it Modes Menu Select the options you want to use Commands Edit Modes Other Information Help 2 xE E y Verify Exit pa v Bell Quick v Verify PgDown Command Description Verify Exit When verification is on you must press a key twice to verify that you want to exit or abandon functions Contractors Job Cost User s Manual 1 49 OSAS Graphical Functions Introduction 1 50 Command Bell Quick Verify PgDown Description When the bell is turned on it sounds at an error or when you must verify a command When this option is off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry in certain application functions select the option If verification is turned on you must press PgDn twice to proceed to the next screen or to save your entries Other Commands Menu Commands Edit Modes Other Help 2 x ta a Calculator Execute an Operating System Command Cal
149. l History from the File Maintenance menu The Delete Detail History screen appears j Delete Detail History E 104 x Commands Edit Modes Other Help 2 x aema 280 DK _Abandon Pick Job ID From aj Thru aj PhaselD From aj Thru aj Remove history for items dated before Company H 05 06 2003 Terminal T000 OVR 2 Define the Job and Phase ID range you want to delete For more information on defining ranges see Selecting a Range of Information on page 1 71 3 Enter the date of the earliest record you want to keep History records with dates before the date you enter are deleted 4 When finished use the Proceed OK command to approve the entries After deleting history successfully the system returns you to the File Maintenance menu 9 46 Contractors Job Cost User s Manual Cost Types Use the Cost Types function to modify the description and type associated with the user definable cost types Loaded with CJC are six industry specific cost types and the ability for you to add or modify cost types 7 8 and 9 The cost types are kept in the CJCTx file The preloaded cost types serve are Materials Equipment Overhead Miscellaneous Labor and Subcontract Follow these steps to work with cost types 1 Select Cost Types from the File Maintenance menu The Cost Types screen appears o xi Commands Edit Modes Other Help 2xebeama amp OK_ Abandon Cost Type ID 08 jaj
150. l T001 OVR 1 Enter a Description or reason for the contract change 2 If needed enter the vendor ID of the Subcontractor You must set up the vendor as a subcontractor in Accounts Payable before you select it 3 Inthe CO Amount field enter the amount of the change for which you are billing the customer If you want the amount subtracted rather than added enter a negative number 4 If you bill by phase enter the phase ID to which the change order is being billed If you want to bill to the job leave this field blank Contractors Job Cost User s Manual 5 15 Change Order Entry Adjustments 8 Change Orders 5 If you use AIA invoicing to bill for this job enter an AIA Seq for the change order A line item is created in the AIA Set Up Schedule and Application Entry functions when you post the change orders Inquiry 6 Inthe Cost Phase field enter the phase ID to which the cost of the change order is added Inquiry 7 Enter the Cost Code that the change order affects Leave the field blank if no cost amount will be associated with the change order 8 Enter the Cost Amount of the change order If you want the amount to be subtracted rather than added enter a negative number 9 When you finish use the Proceed OK command to save your entry Enter another change order or use the Exit F7 command to exit to the Change Order Entry screen 5 16 Contractors Job Cost User s Manual Print Change Orders U
151. l a PRO 5 Program Product Suggestions Application Options Inquiry Global Inquiry General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Pop Up Calendar Inventory Price Calculator See Other Commands Menu on page 1 36 for information on this menu s commands Help Menu Commands Edit Modes Other Information Help RX Be MH 2 amp About OSAS Command About OSAS Command Help Command Help Help lt Fl gt Online Doc lt Shft F1 gt Description Opens the About OSAS dialog box Opens the OSAS Key Help screen Contractors Job Cost User s Manual Introduction OSAS Graphical Functions Command Description Help Lists information about the field on which you are working Online Doc Launches your PDF file viewer and opens the documentation for the appropriate OSAS application Information Menu Commands Edit Modes Other Scroll Commands Information Help 2X tz I eR a 26 vendor Information Vendor Comments Vendor Documents Item Information Ttem Documents The Information menu appears on some function screens in certain applications The functions on the menu are determined by the applications installed The Information menu also gives you access to documents attached to customer vendor employee invoice or other records When the Information menu appears select the appropriate Documents command t
152. le is missing or corrupted Use the Tables function to make sure that the JOBGLxxx table is correct When the problem is corrected restore the backup and post again Must create job record first Multiphase jobs consist of a job record and subsidiary phase records You must create the job record before you can add phase records No phases are allowed for this job You cannot add 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 Option is set to Post Direct to Master The option Direct Post to Job Master is active on the Contractors Job Cost Options and Interfaces screen If you don t want postings from Accounts Payable Purchase Order Accounts Receivable Sales Order and Payroll to automatically update the job to date fields in the job and phase records this option must be set to NO Then you can use the Post Details to Job Master function to update those fields in the job and phase records Contractors Job Cost User s Manual A 5 System Messages References Overhead to post is too large The amount of the line item makes one of the calculated amounts exceed the space provided for it Check the amounts you entered in the fields If they are correct you must enter the transaction as two transactions to accommodate the total Press Fn to delete If you do not want to delete the record
153. lected the Direct Post to Job Master option set it to YES in text mode in the CJC Options and Interfaces function a Y appears indicating that all transactions are posted If it is not selected so that you can manually post transactions an N appears if unposted transactions exist Contractors Job Cost User s Manual Job Summary Cost Inquiry You can access the Job Summary Cost Inquiry screen in two ways by pressing C on the Jobs and Phases Inquiry screen page 4 3 or by selecting Job Summary Cost Inquiry from the Information Inquiry menu amp Job Summary Cost Inquiry a 5 x Commands Edit Modes Other Scroll Commands Information Help 2xe rel mal g OK _ Abandon 2 Phase ID I 24 All Phases Period to Date Year to date Job to Date Estimate Material 8 5 4954 00 z Mtl wood 1815 06 7488 17 7831 72 76 00 a Mat Mas 343 55 1262 04 1262 04 654 00 aj Equipmen 1087 65 2213 30 2408 30 397 00 Overhead 108 77 257 84 534 72 889 00 Misc 7352 71 7426 71 9751 71 9066 13 Labor 00 2928 20 5211 92 2017 00 Subcontr 6475 83 11739 98 15252 21 4975 50 Burdens 00 415 02 745 96 289 00 Equip Re 00 82 00 182 00 136 00 Fee Perm 00 368 00 438 00 386 00 00 00 00 00 y y z Total Cost 23463 70 62506 04 75626 86 23739 63 Unbilled Cost 75626 86 001 of 012 View Company H 10 06 2003 Terminal TODO OVR The screen shows the cost co
154. lid date dd mm yyyy Invalid entry The date you entered is invalid or the format you used is incorrect for example American format in a European format system This message is usually accompanied by one of two explanatory messages Month 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 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 Job already exists The job number you entered already exists in the Contractors Job Cost system Check your records Job is not on file A 4 The job number you entered is not on file in the Contractors Job Cost system Check your records Then enter a job number that the Contractors Job Cost system recognizes or add the job number to Contractors Job Cost Contractors Job Cost User s Manual References System Messages 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 FYEAR The FYEARxxx table is missing or corrupted Use the Tables function to make sure that the table is correct When the problem is corrected restore the backup and post again Missing table JOBGL The JOBGLxxx tab
155. ll Contractors Job Cost version 6 5 or see Conversion on page 2 7 for steps for converting your data files so they can be used with version 6 5x If you use multiple companies you can convert the data for all companies at one time If you are upgrading from OSAS Contractors Job Cost versions 3 x or 4 0 4 1 or C R A ET versions 3 x or 4 x contact your reseller for special conversion instructions If you are not thoroughly familiar with the commands for your operating system Windows Linux UNIX and so on or with the Open Systems files your reseller or a trained Open Systems consultant should convert your files Contractors Job Cost User s Manual 2 3 Installation Installation and Conversion Installation Use the Install Applications function on the Installation menu within Resource Manager see the Resource Manager User s Manual for the following installation situations e Ifyou are installing Contractors Job Cost for the first time e Ifyou are reinstalling the same version of Contractors Job Cost e Ifyou are installing Contractors Job Cost version 6 5 onto OSAS version 6 5 Upgrading Contractors Job Cost and OSAS If your version of OSAS is lower than 6 5 you cannot install Contractors Job Cost version 6 5 on the system with the lower OSAS version To upgrade Contractors Job Cost and your OSAS system do the following e Install Resource Manager version 6 5 to a new data directory for e
156. ly e All Jobs Based on input includes jobs using percentages you entered in the Percent Complete function see Percent Completion on page 9 35 for more information All Jobs Based on Calculated includes jobs with percentages calculated from the estimated and actual costs Enter the GL Period 1 13 for which you want to produce the report Select the Print Job Description check box or enter Y in text mode to include the job description otherwise clear the box or enter N Select the Include Phase Detail check box or enter Y in text mode to include the billing totals for each phase of the job otherwise clear the box or enter N Select the With Division Totals check box or enter Y in text mode to include division totals if you use divisions otherwise clear the box or enter N The With Division Totals check box is only available if you have the Use Phase Prefix as Division option set to YES on the Options and Interfaces function of the Company Setup menu within Resource Manager Select how you want to output the report For more information on selecting an output device see Print the Report on page 1 73 After printing the change orders the Periodic Processing menu appears Contractor s Job Cost User s Manual Periodic Processing Work in Process Report Sample Report 7 17 2003 Builders Supply 3 20 PM Work in Process Report GL Period Ending 7 2003 Earned Earned Bill Cost
157. m Original or Revised field is only active if you select the Copy Estimate Amount check box Select Original or enter O in text mode if you want to copy original estimated amounts from the existing job to the revised estimates for the new job or select Revised or enter R in text mode to copy the revised estimated amounts Original cost estimates are not affected They are always copied from the existing job to the new job Use the Proceed OK command to copy the job information After you have copied the job information you can copy another job or exit to the File Maintenance menu Contractors Job Cost User s Manual Percent Completion You can let the system calculate completion percentages based on estimated costs versus actual costs or you can manually enter percentages using the Percent Completion function The percentages are used in the Budget Projection and Work in Process reports Use the Percent Completion function to update completion progress for a new job already in progress You can enter percentages for different phases or enter one percentage for an entire job Follow these steps to work with job completion percentages 1 Select Percent Completion from the File Maintenance menu The Percent Completion screen appears Percent Completion ____ ee AE Commands Edit Modes Other Scroll Commands Help 2xe re ma g OK Abando
158. mode is turned off characters you enter write over existing ones Moves the cursor to the beginning of the field Moves the cursor to the end of the field Restores a field to the way it was before you changed 1t You can use this command only while you are in the field once you move past it you must use the Abandon F5 command Deletes the characters in the field to the right of the cursor If insert mode is turned off and you enter a character in the field s first position everything in the field is deleted Copies the contents of the current field Pastes the value you copied from a previous field into the current field Contractors Job Cost User s Manual Favorites Menu The Favorites menu operates in any of the menu formats and gives you quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions After you ve set up the menu you can access the functions either by pressing F2 or by selecting Change to Favorites from the graphical Favorites pull down menu With the Favorites menu you save time by eliminating the need to switch between applications For example if you perform tasks in several applications such as using the Transactions and Cash Receipts function in Accounts Receivable GL Account function in General Ledger and Price and Availability and Item Inquiry functions in Inventory you can set up a Favorites menu rather than mov
159. mplemented You cannot use the Delete Detail History function or print the Cost Detail History Report if you are not keeping detail history app ID data files exist Do you want this task to erase them The directory where you are creating files already has files for the selected application and company To continue with the conversion and erase the existing files enter Y To create only the new or missing files if any select N Destination file drive path filename 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 Sometimes the door of a disk drive is open or a CD is not in the drive If closing the door or inserting the CD corrects the problem press Enter if not consult your system administrator or hardware support specialist A 2 Contractors Job Cost User s Manual References System Messages 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 the correct drive ID get help from a support technician filename 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 filename not found
160. n Job ID 91 135 2 Description WESTERN OAKS LOT 5A Job Totals 13777 50 12740 27 92 47 Phase ID Description Est Cost Act Cost Calc Input O1FOUN FOUNDATION 1011 00 g 3 55 90 00 z ISITE SITE PREPARATION 1129 00 2206 25 92 00 aj D2ELEC ELECTRICAL 4712 50 3584 15 74 47 aj D2FRAM FRAMING 6925 00 5801 90 92 12 y y z Enter edit Next Job Copy from Calc Input one for all Goto Company H 07 18 2003 Terminal T000 OVR Contractors Job Cost User s Manual 9 35 Percent Completion File Maintenance 2 Enter the Job ID of the job whose percentage you want to modify When you enter the job number the job description and totals for the estimated and actual costs and the calculated percentage from the estimated versus actual costs appear at the top of the screen 3 Use the commands at the bottom of the screen to work with job and phase completion information e Press Enter to edit the selected phase Enter the completion percentage and use the Proceed OK command to approve your calculation or use the Abandon F5 command to return to the scrolling region e Press N to return to the Job ID field to enter another job e Press Cto copy the value in the Calc field to the Input field for the selected phase When the Press PgDn to continue copy Calculate to Input mesage appears use the Proceed OK command to copy the value or the Abandon F5 command to return to the scrolling region e Press I
161. n if you are using Windows you can use either text or graphical function screens independently of the main menu For example you can use text function screens even if you are 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 1 24 Contractors Job Cost User s Manual Introduction Conventions Access Codes Your company can limit use of the system by defining access codes and assigning them to employees Each code allows access to specific applications menus and functions If you cannot select a menu your access code is not authorized for it Use the Access Codes function on the Resource Manager Company Setup menu to set up access codes If you have more than one access code select Access code from the File menu or press F4 The Access Code box appears the example below uses the graphical mode Enter the access code you want to change to then click OK or press Enter Workstation Dates To change the workstation date select Workstation date from the File menu or press F6 The Workstation Date box appears the example below uses the graphical mode La set Workstation Date mE OK Peel ewe 3 System Date Abandon Exit Use the buttons or your keyboard to enter the date and click OK or press Enter to change the workstation date Click System Date to change the workstation date to match
162. n menu for the function when the Info flag appears at the bottom of the screen The commands that are available depend on the applications you have installed See Information Menu on page 1 51 for more information Contractors Job Cost User s Manual Introduction OSAS Text Functions Command Key Shift F3 Shift F4 Part Lookup Shift F5 Item Detail Lookup Shift F6 Lot Lookup Shift F7 Serial Number Lookup Shift F8 Item Descr Lookup Alternate Key Esc B Esc C Esc G Esc K Esc N Esc Q Contractors Job Cost User s Manual Description Uses the item alias lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 60 for more information In Sales Order pressing this key combination allows you to enter purchase requisitions from the Ordered Units Shipped and Backordered fields In sales tax fields pressing this key combination allows you to view sales tax breakdowns Uses the customer vendor part number lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 60 for more information Uses the item detail lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 60 for more information Uses the lot lookup when the IN Search flag appears for an Item ID field See Inventory Lookup on page 1 60 for more information Uses the seri
163. nction key 1 53 1 60 Shift F9 function key 1 49 1 62 sorting IX 10 codes and IDs 3 3 start dates inquiry 4 3 setting up 9 5 Start Over function key 1 48 pull down menu command 1 48 tool button 1 54 Start style menu exiting from 1 33 features of 1 31 right click menu 1 38 1 55 sample screen 1 33 Subcontractor Inquiry function 4 15 Summarized Estimate vs Cost Analysis Report sample 6 17 Summary Job Cost for GL Periods function 1 9 T Tab report command 1 76 scroll region command 1 52 Tables company specific 9 24 deleting 9 24 function 3 13 9 23 JOBGLxxx 9 27 overview 9 3 screen 9 23 Tables file CJTB description 1 14 Tables List function 10 23 sample 10 23 terminal parameter 1 4 toggle between halves of reports 1 76 tool button Access Code 1 34 Application Information 1 37 Calculator 1 35 1 54 change to from Favorites 1 35 Contractors Job Cost User s Manual Index Copy 1 54 Delete 1 54 Help 1 37 1 54 Maintenance 1 54 MS DOS prompt 1 38 Online Documentation 1 54 Paste 1 54 Pop Up Calendar 1 54 PRO 5 Command 1 38 Start Over 1 54 Workstation Date 1 34 toolbar function screen toolbar 1 54 graphical menus 1 37 U Undo function key 1 49 1 62 pull down menu command 1 49 Unit Cost Report function 1 9 overview 6 4 sample 6 15 Up Arrow inquiry command 1 59 report command 1 76 scroll region command 1 52 1 61 user s manual
164. nd Function Commands Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands The buttons are available only in graphical mode Hot Key Button Home z Page Up g Up aj Down y Page Down y End E F3 Insert Enter Operation Moves to the first line item in the entire list Moves to the previous screen or to the first line if you are on the first screen Moves up one line item Moves down one line item Moves to the next screen or to the last line if you are on the last screen Moves to the last line item in the entire list Deletes the line item in the selected line Inserts a line item at the selected line Edits or views the line item in the selected line In Field Editing Commands When the cursor is in a field that contains information you can use the following commands Hot Key Right Left Delete Contractors Job Cost User s Manual Description Moves the cursor to the right Moves the cursor to the left Deletes the character the cursor is on 1 61 Menu and Function Commands Hot Key Insert Home End F9 Undo F10 Delete to End of Line Shift F9 Copy Field Contents Shift F10 Paste Field Contents 1 62 Introduction Description Switches insert mode on and off When the Insert flag appears at the bottom of the screen characters you enter push characters after the cursor over When insert
165. nd debited to the finished goods account Then the field is set to zero Enter the estimated dollar amount of purchase orders that will be written for the phase Contractors Job Cost User s Manual 9 11 Jobs and Phases File Maintenance Field P O Actual Labor Hrs Estimate Labor Hrs Actual Units Estimate Units Actual 9 12 Description The actual dollar amount of all purchase orders issued for the phase appears Make changes to this amount using the Purchase Order application or by using the Detail Adjustments function page 5 5 Do not update this field directly or the job record won t match the Detail History file Enter the estimated labor hours required to complete the phase The actual labor hours required to complete the phase appear Make changes to this amount using the Payroll application or the Detail Adjustments function page 5 5 Do not update this field directly or the job record won t match the Detail History file Enter the estimated number of units to be produced or consumed by phase completion include change orders and revisions You can change them through the Detail Adjustments function page 5 5 The actual number of units produced or consumed by phase completion appears This field is updated when you post the specified item from Accounts Payable or Payroll You can change them through the Detail Adjustments function page 5 5 Do not update these fields dir
166. nd setting up Contractor s Job Cost Contractors Job Cost User s Manual 2 5 Conversion Use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Manual to convert version 4 5x 4 60 5 1 5 2 6 0 6 1 files to version 6 5 Keep the following in mind when preparing to convert files e Data is converted one company at a time To prevent confusion convert all companies in the same session e Ifyou want to upgrade from a version older than 4 5x contact your dealer for assistance e Before converting an application s files make note of the application version number being converted The Data File Conversion function has no way of determining the information from within the function e Before you convert an application s files back up your data files Consider Your Setup Before converting a version of Contractors 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 unsure if the system is ready for conversion consult your value added reseller Before setup make sure you do the following e Post all the entries in all the applications of the accounting system Post the accumulated overhead in the jobs Close the closeable jobs and post them to completed jobs Delete posted closed jobs and their details e
167. ns and Interfaces function on the Resource Manager Company Setup menu 7 Ifthe screen contains check box or Yes No options that control how additional information appears on the report for example whether to use page breaks or to include specific detail select the check box or enter Y in text mode to print that information Clear the check box or enter N in text mode if you do not want to use that option when printing the report 8 Select the output device to produce the report See Output the Report on page 1 72 for more information After the report is produced the Cost Reports menu appears 6 6 Contractor s Job Cost User s Manual JTD Cost Summary Report The JTD Cost Summary Report provides estimated and actual costs and variances actual and calculated percentage of the job cost for the cost codes of the phases and jobs you select Produce it to make sure you are keeping within your budget or for help in planning budgets and preparing bids and estimates The information in this report comes from the Jobs file CJBSx and the Detail History file CJHIX You can produce the report for jobs that are completed in process not started or for all jobs You can include cost totals for the phases division totals committed costs from purchase orders or any combination of these totals and costs Contractor s Job Cost User s Manual 6 7 JTD Cost Summary Report Cost Reports Sample Report 6 8 10 09 200
168. ntered C in the previous field enter a new Job ID If you entered M enter an existing Job ID If you entered C in the first field you can enter two lines of Job Description If you entered M the Job Description for the job you selected appears You cannot change the description here For information about changing fields see Entering Job and Phases on page 9 6 If you entered C in the first field enter the job manager ID If you entered M the Manager ID for the job you selected appears You cannot change the Manager ID here For information about changing fields see Entering Job and Phases on page 9 6 In the Import From File field enter the name of the ASCII file you want to import You must include the directory path The number of the IMPRTx table used to import the estimate appears in the Use Import Table field The number of the IMPRTx table is the digit that 1s represented by the letter x See IMPRTx on page 9 26 for more information on how to set up the table Press Enter to accept the table number or enter a different table number The number of items set up for that table appears at the bottom of the screen In the Default Overhead Basis field enter the overhead basis to use for creating phases For more information on the overhead basis see Entering Job and Phases on page 9 6 0 All Costs 1 Material 2 Equipment 3 Labor Hours 4 Miscellaneous 5 Labor Dollar 6 Subcontra
169. nthly accounting cycle generate the Work in Process Report The calculation of earned income for each job is used to make a monthly adjustment to income The Job Trial Balance Report shows costs and income for a job over month to date year to date and job to date periods The Job Periodic Analysis Report shows the costs and income for a job over a range of periods Use it as an aid for estimating as part of month end reports or to review the job s status Contractors Job Cost User s Manual Introduction The Contractors Job Cost System Use the Accumulated Overhead Report to view information from the Jobs file CJBSx that includes the applied general ledger account number overhead basis and rate and overhead accrued amounts If the job or phase is complete the work in process accrued amount is also shown Generate the Post Overhead to GL report to update the general ledger with the accumulated overhead for jobs in process and to transfer work in process to finished goods for completed jobs If you have the Post Directly to Master option set to NO use the Post Details to Job Master function to update the Jobs file CJBSx with transaction detail information from the Detail History file CJHIx Use the Periodic Maintenance function to clear amounts in the Jobs file JOBSxxx and the Cost Codes Detail JOCDxxx file File Maintenance Use the functions on the File Maintenance menu to set up and maintain information about
170. nting solution to your daily and periodic accounting needs Customer Support Open Systems Inc has a strong commitment to customer service and product quality If you have difficulty using Open Systems Inc products consult your user s manual and other OSAS reference materials If you need more information consult a customer support representative OSAS Overview Resource Manager The Resource Manager application is the foundation or shell of OSAS It provides the operating environment that holds the other applications Resource Manager also includes three powerful business features Global Inquiry Executive Information Summary EIS and Print Manager With Global Inquiry you can drill through your accounting data to find selected information throughout your system With EIS you can access company information quickly and view summaries of all aspects of acompany or a group of companies With Print Manager when you print reports to file your reports can be stored sorted printed and searched for specific text Base Applications Base applications are designed and produced with the largest possible number of industries in mind They are most effective when you interface them with each other Base applications are usually named after common accounting operations Examples are General Ledger Accounts Payable Purchase Order Accounts Receivable Sales Order Payroll and Inventory Contractors Job Cost User s Manual 1 3
171. nu Several commands are available within the menu to perform various tasks such as changing the system date entering access codes switching between sample data and live data and so on You can access commands in these ways if a button or pull down menu selection is muted or gray it is not available for use e Click the appropriate graphical tool button e Select the command from a pull down menu e Press the associated keyboard hot key If you use the graphical menu you can select application menus and functions by clicking the function or menu name on the menu or by highlighting your choice and pressing Enter If you choose the start style menu you can select applications from the main menu by using the arrow keys to highlight your choice and pressing Enter by clicking the selection or by holding the mouse cursor over the selection until the menu appears From any application menu you can select a button from the previous menu to move directly to that menu If you are several menu levels away from the main menu you can return to the main menu by clicking items on the previous menus Contractors Job Cost User s Manual 1 31 OSAS Graphical Menu Introduction Graphical Main Menu j TODO OPEN SYSTEMS Accounting Software 4 BI xj File Modes Tools Favorites Other Help O eg magego OSAS OPEN SYSTEMS Accounting Software Main Menu General Ledger 2003 Contractors Job Cost Journal T
172. ny key to exit Contractors Job Cost User s Manual 4 7 Job and Phases Detail Inquiry You can access the Jobs and Phases Detail Inquiry function in two ways by pressing S on the Jobs and Phases Inquiry screen page 4 3 or by selecting Jobs and Phases Detail Inquiry from the Information Inquiry menu Use this function to view detailed history about the job cost and revenues purchase orders and change orders You can view the totals for a job or a phase of a job You can view totals for a period a range of periods or for the entire job since its start date Jobs and Phases Detail Inquiry lol xj Commands Edit Modes Other Help 2xe Bea a0 amp DK _Abandon Job ID 91 135 2 Phase ID O1FOUN El Fiscal Year Period From Thru 13 Code aJ Summary Detail Detail Lines per Item 1 2 2 Phase Code Year Pd Sic Ref Date Quantity Hrs Amount Post Description Remark 01FOUN 700 200303 PA BURDEN 03 31 2003 0000 485 46 Y Burdens LABOR BURDEN Total Labor Hours 0000 485 46 Enter job inquiry More New ID Restart Detail Company H 07 21 2003 Terminal TODO OVR This function is useful only if you elected to save detail history from Account Receivable Sales Order Accounts Payable Purchase Order and Payroll through the Options and Interfaces function on the Resource Manager Company Setup menu Contractors Job Cost User s Manual 4 9 Job and Phases Detail Inqui
173. o be passed to it For more information see Appendix F in the Resource Manager User s Manual o Toggles between the Favorites and main menus See ard 73 2 s Favorites Menu on page 1 63 for more information Right Click Menu Add to Favorites Change to Favorites Sample Data GL Setup Function Information On the graphical and start style main menus the right click menu gives you quick access to commands that help you manage commands on your Favorites menu switch between sample and live data perform certain setup tasks and view function information To access the menu click the right mouse button anywhere on the graphical or start style main menu Contractors Job Cost User s Manual Introduction OSAS Graphical Menu Command Description Add to Remove Use the Add to Remove Favorites Menu button to Favorites F10 add the desired submenu or function to or from your Favorites menu Change to Favorites Toggles your display menu between the Favorites Main and main menus F2 Sample Data Live Switches between sample and live data Data F5 Setup F9 Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual describes its use Function Displays information about the selected function Information F1 Data Set Data Set Live Data Sample Data
174. o not meet the criteria set up in the Pos Len column JOBGLxxx Table The system uses lines one through three of the JOBGLxxx table when you select the Post Overhead to GL function The system also uses the Applied GL account specified in the phase record for each job The table stores the following information e General Ledger work in process and finished goods inventory account numbers e General Ledger overhead work in process account number e The range of valid General Ledger accounts for Contractors Job Cost If you establish a range of GL accounts specific to jobs you can make line item entries using only accounts which meet the range you specify Contractors Job Cost User s Manual 9 27 Tables File Maintenance 9 28 Once you enter the Table ID the rest of the JOBGLxxx table appears lala Commands Edit Modes Other Help 2xebeama amp OK_ Abandon Table ID 24 Description EL Accounts Default Table Number of Cols 2 Column Length 12 Type la Description GL Acct work in proc 400000 Finish Goods 104600 overnead WIP 400000 ob GL From 200000 ob GL Thru so0000 a Company H 05 06 2003 Terminal TO0O OVR Five lines of descriptions and General Ledger account numbers appear Work in process account e Finished goods or completed jobs account e Overhead work in process account e Lowest and highest account numbers for Contractors Job Cost
175. o open the Documents screen where you can view document information or open attached documents Contractors Job Cost User s Manual 1 51 OSAS Graphical Functions Introduction Scroll Commands Menu Commands Edit Modes Other Scroll Commands Information Help XX fe mE First Line lt Home gt Previous Page lt PgUp gt Previous Line lt Up gt Next Line lt Down gt Next Page lt PgDn gt Last Line lt End gt Insert lt Ins gt Delete lt F3 gt Jump The Scroll Commands menu appears only on screens with scroll regions Command First Line Previous Page Previous Line Next Line Next Page Last Line Insert Delete Jump 1 52 Description Moves the cursor to the first data entry field Displays the previous page Moves the cursor up to the previous line Moves the cursor down to the following line Displays the following page Moves the cursor to the last data entry field Inserts characters between pre existing entries in a field Deletes the selected characters Moves the cursor to the next section of the screen in some functions Contractors Job Cost User s Manual Introduction OSAS Graphical Functions Inventory Lookups Menu Commands Edit Modes Other Inventory Lookups Information Help r B Alias Lookup lt Shift F3 gt RX tE mE Customer Yendor Lookup lt Shift F4 gt Detail Lookup lt Shift F5 gt Lot Lookup lt Shift F6 gt Serial Lookup lt Shift F7
176. ob Cost User s Manual 1 21 Conventions This manual helps you install OSAS on any standard computer running any of several popular operating systems and helps with your accounting software questions Use the manual as a reference for the OSAS interface and application functions Manual Conventions This manual is divided into the following sections e This introduction provides an overview of this application and the OSAS system the basic functionality of the application including graphical and text based application features and function key references e The remainder of the chapters explains the set up workflow and functions of the application where each function fits within the application and how to use each function to get the most out of the application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual these terms are used for operating the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right click is a single press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action as two separate clicks and may not perform the desir
177. ocation Contractors Job Cost User s Manual 9 19 Divisions Divisions are used to generate phase subtotals in some reports Divisions are created from the first two characters of the phase If you use divisions the phase ID must have three or more digits For example if you are building a business park you might want to see a subtotal of all the costs for the lot and getting it ready In that case you might use the division prefix 01 for the lot site preparation and foundation work You might use prefix 02 for the exterior phases and so on If you want to use divisions for one job you must use divisions for all jobs To use divisions enter YES for the Use Phase Prefix first 2 characters as Division option in the Options and Interfaces function on the Resource Manager Company Setup menu If you select NO no job will have divisions Division IDs and descriptions are not specific to a job If you create a division ID and description all jobs that use that ID will use the same description Since division IDs are used only to total phases you do not have to set up new divisions for each job Contractors Job Cost User s Manual 9 21 Divisions File Maintenance Follow these steps to use divisions 1 9 22 Select Divisions from the File Maintenance menu The Divisions screen appears lola 2 Divisions Commands Edit Modes Other Help 20 OK Abandon 2xtmt lbalaa Division ID 02 jaj 2
178. occupy either 1 or 2 If you chose to include detail history information enter 2 so that you can see all the information Contractors Job Cost User s Manual Information Inquiry Job and Phases Detail Inquiry 8 Use the commands to access other information If you accessed the Detail Inquiry screen from the Jobs and Phases Inquiry screen press Enter to return to that screen This command is not available if you accessed the Detail Inquiry screen from the Information Inquiry menu To view the next page of history if it s available press M Continue to press M to see more history If you accessed the Detail Inquiry screen from the Jobs and Phases Inquiry screen press N to return to that screen to enter a new job ID If you accessed the Detail Inquiry screen from the Information Inquiry menu press N to return to the Job ID field at the top of the screen to enter a new job Press R to return to the first page of history information Field Descriptions The following are field descriptions for the line item section of the Jobs and Phases Detail History screen The column headings for the line items are between the header section and the line items section of the screen Field Description Phase ID The phase of the selected job ID appears Code The specified cost code appears If you entered 2 in the Lines per Item field the code s name appears below the code number Year Pd The fiscal year and period in whic
179. ode Select the With Division Totals check box or enter Y in text mode to include division totals if you use divisions otherwise clear the box or enter N in text mode The With Division Totals field is available only if you have the Use Phase Prefix as Division option set to YES in the Options and Interfaces function on the Resource Manager Company Setup menu Contractor s Job Cost User s Manual Periodic Processing Budget Projection Report 7 Select how you want to output the report For more information on selecting an output device see Print the Report on page 1 73 After the changes orders print the Periodic Processing menu appears Sample Report 7 17 2003 Builders Supply 3 07 PM Budget Projection Report with input Notation for Completion i input calculated c completed Current At Completion Job Phase Budgeted Actual Remaining Percent Under Over Estimate Under Over ID ID Description Cost Cost Budget Comp Budget Budget Total Cost Budget Budget CITY OF FRIENDSWOOD O1FOUN FOUNDATION 8 681 2 842 5 839 i 1 973 28 415 9 734 O1SITE SITE PREPARATION 2 420 2 201 219 i 13 201 2 42 02ELEC ELECTRICAL 7 150 0 7 150 i 7 150 02FRAM FRAMING 5 560 20 5 540 i 20 5 560 JOB TOTAI 23 811 5 063 18 748 15 194 43 545 NORTH HILLS HOMES BOND PERFORMANCE BOND 5 028 4 438 30 i 4 851 16 761 DEM DEMOLITION 0 3 687 20 i 737 0 3 687 EMT12 1 2 EMT CONDUIT 385 1 210 30 i 633 1 283 2 108 JOB TOT
180. odes 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 0 1 Z a 01 Sa E 000000 000001 1 Contractors Job Cost User s Manual 3 3 Setup Considerations Setup 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 e Items that make up a code are always listed alphabetically The items are listed in the following 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 e When the first characters of several IDs are compared the ID with the smallest first character is placed first in the list e Ifthe 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
181. ome function key 1 62 I IDs setting up 3 3 sorting 3 3 Import File to Job overview 9 4 Information command 1 65 Information Inquiry menu 1 8 Information menu 1 65 Comments command 1 66 Documents command 1 69 History command 1 68 Information command 1 65 Inquiry function key 1 48 1 55 graphical 1 55 partial key 1 58 pull down menu command 1 48 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 commands Down Arrow 1 59 End 1 59 Enter 1 59 Esc 1 59 F7 1 59 Home 1 59 Ins 1 59 PgDn 1 59 PgUp 1 59 Up Arrow 1 59 Ins inquiry command 1 59 scroll region command 1 52 1 61 IX 5 Index Ins function key 1 62 Insert Line command function key 1 52 1 61 pull down menu command 1 52 Insert line item 1 52 1 61 Insert mode function key 1 62 installing Contractors Job Cost 2 4 interfaces with Contractors Job Cost 1 16 Inventory Lookup commands 1 53 1 60 Inventory Lookup commands 1 53 alias lookup 1 53 customer vendor lookup 1 53 description lookup 1 53 detail lookup 1 53 lot lookup 1 53 serial lookup 1 53 Shift F3 1 53 Shift F4 1 53 Shift F5 1 53 Shift F6 1 53 Shift F7 1 53 Shift F8 1 53 Inventory lookup commands Alias Lookup 1 60 alias lookup 1 60 Customer Vendor Lookup 1 60 Description Lookup 1 60 Detail Lookup 1 60 Lot Lookup 1 60 Serial Look
182. or more entries Contractor s Job Cost User s Manual 8 25 Post Overhead to GL Periodic Processing When you post overhead to GL for finished jobs the Finish Goods account specified in the JOBGLxxx table is debited with the Accum WIP to Post amount from the Jobs file The Work in Process account specified in the JOBGLxxx table is credited Finish Goods Work in proc DB CR When posting is finished the system clears both the Ovhd Accum to Post and Accum WIP to Post fields Before You Begin Because unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data back up your data files before you post Print the Accumulated Overhead Report see Accumulated Overhead Report on page 8 21 before you post to General Ledger Once overhead is posted to the applied general ledger accounts all detail is lost The Accumulated Overhead Report is your only audit trail 8 26 Contractor s Job Cost User s Manual Periodic Processing Post Overhead to GL Posting ig Select Post Overhead to GL from the Periodic Processing menu The Post Overhead to GL screen appears Post Overhead to GL E 5 xj Commands Edit Modes Other Help 2xre bean 20 DK _Abandon Be sure that you have Backed Up your data files before posting Have you printed the Accumulated Overhead Report Iv GL Period 7 Post To Current Fiscal Year 2003 C LastFiscalYear 2002
183. ou post to General Ledger print this report before you post to maintain a detailed audit trail 1 Select Accumulated Overhead Report from the Periodic Processing menu The Accumulated Overhead Report screen appears Accumulated Overhead Report E lol xj Commands Edit Modes Other Help 2xe be mal g OK_ Abandon JobID From ET Thru aj Print Cost Code Breakdown v Print Jobs With Zero Accrual IV Company H 10 08 2003 Terminal T000 OVR Contractor s Job Cost User s Manual 8 21 Accumulated Overhead Report Periodic Processing ran gt 8 22 Define the Job ID range you want to include For more information on defining ranges see Selecting a Range of Information on page 1 71 Select the Print Cost Code Breakdown check box or enter Y in text mode to view the cost code breakdown of the accumulated WIP otherwise clear the box or enter N in text mode Select the Print Jobs With Zero Accrual check box or enter Y in text mode to view all jobs on the report with and without accrued overhead Select how you want to output the report For more information on selecting an output device see Print the Report on page 1 73 After printing the change orders the Periodic Processing menu appears Contractor s Job Cost User s Manual Periodic Processing Accumulated Overhead Report Accumulated Overhead Report 10 08 2003 Builders Supply 3 49 PM Accumulated Overhea
184. phical screens the Output Information dialog box appears after you select the range of information to print in the report Output Information a xj Windows Default Printer Laser PDL Print Dialog Laser Printer PSL Print Setup Laser LPD Windows Default Printer Dot Matrix C Pi A PDD Print Dialog Dot Matrix aj ASIEN PSD Print Setup Dot Matrix i C Fi LPW Windows Default Printer Wide Carriage Gi Eile PDW Print Dialog Wide Carriage Dot Matrix UI EEE PSW Print Setup Wide Carriage Dot Matrix File Name OK Cancel 1 72 Contractors Job Cost User s Manual Introduction Reports If you are using text screens these options appear at the bottom of the screen after you select what to print in the report and how it is organized Output device P rinter p R eviev Fjile S creen Bo nd Print the Report 1 2 6 Select Printer in graphical screens or enter P in text screens If multiple printers are available for the terminal either select the printer from the list or enter the appropriate code for the printer and press Enter Use the Devices function on the Resource Manager Workstation Configuration menu to add printers to the terminal When available either select Standard or enter S if you want to print the report in standard width or select Compressed or enter C if you want to print it in compressed width Click OK or press Enter to begin printing the report If you want to stop
185. ple List 05 10 2003 Builders Supply 11 41 AM Divisions List Division ID Division Name GROUNDS INTERIOR Carpentry Masonry Plumbing Electrical HVAC Team Roofers Insulation End of Report Contractors Job Cost User s Manual 10 15 Estimate List The Estimate List shows current estimates for the jobs you select Produce this list when you want to review the current estimated costs for a job or a number of jobs You can produce the list for one job a range of jobs completed jobs jobs in process unstarted jobs or all jobs You can also produce the report for one phase a range of phases or jobs for one manager or a range of managers You can produce a list that shows the summary total of each selected job or phase details If you choose to list the phase details and if you use divisions you can subtotal the phases by division Sample List 05 10 2003 Builders Supply 11 44 AM Estimate List Job Phase ID ID Labor Material Equipment Overhead Misc Subcont Burdens Equip Rental Fee Permit Total NZ oka KK Original Changes Current 35 O1FOUN Original 510 Changes 6 Current 516 35 01SITE Original 00 Changes 00 Current 00 35 02ELEC Original 00 Changes 00 Current 00 35 02FRAM Original 00 Changes 00 Current 00 135 x Original 510 00 200 Changes 6 00 1886 Current 516 00 2086 Contractors Job Cost User s Manual 10 17
186. pply 1 14 PM JTD Cost Summary List Job Phase ID ID Labor Material Equipment Overhead Misc Subcont Burdens Equip Rental Fee Permit Total 91 13501FOUN 3691 92 13324 67 2061 30 270 39 74 00 6297 80 116 02 00 368 00 26204 10 91 13501SITE 747 50 24047 32 252 00 25 20 1000 00 5445 18 523 25 00 20 00 32142 45 91 13502ELEC 00 25 00 95 00 00 7352 71 3509 23 74 92 00 00 11056 86 91 13502FRAM 772 50 3673 05 00 13 1325 00 00 31 77 00 50 00 6191 45 91 1351 00 00 00 00 00 00 00 00 00 00 91 135 TOTAL 5211 41070 30 72 9751 71 15252 21 96 00 00 75594 86 93 A0401FOUN 642 1350 00 230 00 00 28 00 2841 51 93 A0401SITE 330 46 17 00 00 60 00 A 13200 89 93 A0402ELEC A a 00 00 00 00 00 00 3 00 93 A0402FRAM E R 00 00 00 00 07 00 A 20 07 93 A04 TOTAL x 60 07 00 00 95 00 A 16062 47 M9050 BOND 2 00 58 00 00 00 00 5028 35 M9050 DEM E 00 00 00 00 00 00 A 00 M9050 EMT12 i 00 A 00 00 00 00 7 385 00 M9050 TOTAL x 00 58 00 00 00 00 4643 35 GRAND TOTAL 6528 67 45798 91 14208 37 9751 71 15252 21 1000 91 1238 00 96300 68 End of Report Contractor s Job Cost User s Manual 6 9 Cost Detail Report The Cost Detail 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 information in this report comes from the Jobs and Job D
187. ption is not selected or set to NO in text mode information is posted to the Job Detail History file Select the Post Details to Job Master function to update the Jobs file with information from the Detail History file Job Extra Information file CUBXxxx The Job Extra Information file supplements the Jobs file It holds the extra information and original cost estimates for jobs and phases Use the Jobs and Phases function see page 9 5 to update this file Cost Code file CUCCxxx The Cost Code file stores the definitions for all cost codes you create Contractors Job Cost User s Manual Introduction The Contractors Job Cost System Cost Code Detail file CJCDxxx As you create cost codes the system adds records to this file holding detail information by Job Phase Cost Code Cost Type Code file CJCTxxx The Cost Type Code file stores the cost types and their descriptions You can edit only types 7 through 9 Division file CJDVxxx The Division file stores division IDs and descriptions for phases that use divisions The division ID is the first two characters of a phase ID when using the option to group by division Job Detail History file CJHIxxx The Job Detail History file stores detailed information about the cost billing and change order transactions related to current jobs and phases Use the Detail Adjustments page 5 5 and Change Order Entry page 5 13 functions and post from interfaced applica
188. ption of the job and phase or edit the description you copied You can enter up to 20 characters Use the Desc 2 field to continue descriptions that do not fit in the Desc 1 field If you select this check box or enter Y in text mode the Extra Information window appears for entering or viewing information such as the job address names of the job foreman and architect and the purchase order number The information listed is defined in the NAMESxxx table Clear the box or enter N in text mode to skip this window Press Enter to accept the default ID or enter a different ID for the manager associated with the job This ID is kept only as part of the job record not in its own file Enter the Unit of Measure that defines the units of cost cubic yard linear feet square feet This information is paired with the quantity entered in the Detail Adjustments function page 5 5 The two then appear in the Unit Cost Report page 6 15 9 7 Jobs and Phases File Maintenance 9 8 Field Pieces From Units Inv Start Date Estimate Start Date Actual Finish Date Estimate Finish Date Actual Description If Payroll interfaces with CJC and you want units entered on time tickets to update the Actual Units fields select PA or enter P in text mode If Accounts Payable interfaces with CJC and you want an inventory item purchase when posted from Accounts Payable to update the Actual Units fields sele
189. pying process overwrites changes you made to other help screens In graphical mode you must first press F6 to enter the edit screen for the help content before you can press F3 Edits a help screen Exits the help screen and closes the window 1 57 Menu and Function Commands Introduction Inquiry Commands When the Inquiry button 4 appears next to a field or the Inquiry flag appears in the lower right corner of the screen the Inquiry command is available Click the button or press F2 to open the Inquiry screen to look up and select an appropriate entry The Inquiry screen operates in two modes Search and Sort You can toggle between these modes within an Inquiry window by pressing the Ins Insert key You can also choose the default mode for Inquiry windows by using the Defaults function on the Workstation Configuration menu within Resource Manager e In Search mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you press C the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e In Sort mode you can change the order of certain Inquiry windows by pressing the letter key associated with the window sort You can see the available sorts in any Inquiry window by pressing Esc Command Help To shorten your data search use a partial key inquiry to cut down the size of the
190. r I Inventory LJ OSAS Web B2B C Contractors Payroll I Contractors Payroll with DD CI GENERAL Report Writer LI Resource Manager q Productivity Reports U File Maintenance L Master File Lists Version 6 5 Copyright 1982 2003 This program is protected by U S and international copyright lawa YYYYYYYYYYYYYYY OPEN SYSTEMS Accounting Software You can exit from a menu in these ways e Press the left arrow key to go to the previous menu one menu up e Hold the mouse over a different menu choice e Press the Tab key to go to the OSAS menu e Click the Close box in the upper right corner of the window to close OSAS e Use Exit F7 to close OSAS e Select Exit from the File menu to close OSAS Contractors Job Cost User s Manual 1 33 OSAS Graphical Menu Introduction Main Menu Elements 1 34 Pull Down Menus When using the graphical menus you can use the pull down menus and toolbar buttons to access functions without using the function keys While the function keys work in graphical menus the menu bar and toolbar buttons give you a choice in accessing these functions The OSAS pull down menu bar is shown below TOOO OPEN SYSTEMS Accounting Software Fie Modes Tools Favorites Other Help To access the menu s commands click one of the menu titles The menu for that heading appears and lists available commands followed by any hot key combinations in bracke
191. r customers the Information command lists sale amounts and important dates while for inventory items the same command lists quantities types and base prices When the Information screen appears enter the ID for which you want to view information Use the commands available at the bottom of the screen to scroll between or select a new ID then use the Exit F7 command to return to the function screen from which you accessed the Information command Contractors Job Cost User s Manual 1 65 Information Menu Introduction Comments Use the Comments command when it appears to view comments added through File Maintenance functions or to add comments about a customer item vendor employee or job The Comments screen appears after you access the Comments command The Customer Comments screen is shown below as an example A Customer Comments p Commands Edit Modes Other Scroll Commands Help 2xe re mal g at Customer ID 2 ACE BUILDERS Ref ID End Date FIR Date Ref Comment 06 15 2002 003 SPOKE WITH JON RE EMAIL CONF AND ORDER TRACKING zj PLEASE NOTIFY JANE OF ANY SHORT SHIPMENTS a TRACER PUT ON LAST SHIPMENT aj ACE AGREED TO PAY 3000 ON 2 1 PLEASE NOTIFY JANE AT ACE WHEN ITEM IS MAILED CALLED CUSTOMER ABOUT PAST DUE BALANCE Y y zj Ref ID end Date new ID Append Enter edit First Next Prev Last Goto Company H 10 08 2002 Termin
192. rans ns Transactions Bill of Material Kitting Reports Copy Recurring Entries Contractors Accounts Payable Productivity Reports GL Journal Contractors Accounts Receivable Periodic Processing GL Activity Report Bank Reconciliation File Maintenance GL and Transaction Inquiry Contractors Purchase Order Statement Maintenance Contractors Sales Order Master File Lists Post to Master Fixed Assets General Ledger Inventory OSAS Web B2B Contractors Payroll Contractors Payroll with DD GENERAL Report Writer Resource Manager Company H Terminal T000 10 02 2003 9 41 AM You can exit from a graphical menu in these ways e Select a button from a previous menu e Press the Tab key to go to the OSAS menu e Click the Close box in the upper right corner of the window Use Exit F7 e Select Exit from the File menu 1 32 Contractors Job Cost User s Manual Introduction OSAS Graphical Menu Start Style Main Menu a T000 OPEN SYSTEMS Accounting Software E la xi Fie Modes Tools Favorites Other Help Bie MA BRS Date and Time Data Set 10 02 2003 Live Data 10 17 AM C Sample Data H Builders Supply l I Contractors Job Cost I Bill of MaterialiKitting I Contractors Accounts Payable a E Transactions C y Void Checks and Stop Payments Y BR Journal Bank Account Register Post Ti I Contractors Sales Order I Fixed Assets General Ledge
193. recording hours Select R for regular O for overtime D for double time or M for miscellaneous Press Enter to accept the default GL Period or enter a different period from 1 to 13 When finished use the Proceed OK command You are returned to the Transaction Type field for another transaction adjustment Use the Exit F7 command to send the information to the output device you selected and to return to the Adjustments and Change Orders menu Contractors Job Cost User s Manual GL Job Journal Entry Use the GL Job Journal Entry function to enter General Ledger transactions that affect Contractors Job Cost You can make Journal entries to any of the 13 periods in the fiscal year or quarter The GL Job Journal Entry function is similar to the Transactions function in General Ledger except that in GL Job Journal Entry you can enter a job phase and cost type associated with the transaction If you specified a range of Job GL accounts in the JOBGLxxx table you cannot access the job phase cost type and fiscal year fields if the account number you entered is not included in the range of accounts in the table Select GL Job Journal Entry from the Adjustments and Change Orders menu The GL Job Journal Entry screen appears If you do not have transactions on file the Append Line window overlays the screen If you have existing unwritten transactions on file the Append Line window does not overlay the screen
194. revious page of the report Moves to the next page of the report Moves directly to the top of a group of pages Moves directly to the bottom of a group of pages Exits to the menu from any point in the report Moves left one character Moves right one character Toggles between the left and right halves of a report Moves a line up and down the screen to line up information when you toggle between halves of a report Contractors Job Cost User s Manual Installation and Conversion Installation Conversion Contractors Job Cost User s Manual 2 3 2 7 2 1 Installation Before You Begin Before installing Contractors Job Cost onto your system for the first time make sure your system has at least 15 megabytes 15 MB of disk space in order for Contractors Job Cost to work correctly with programs sample data data dictionaries system files and graphic files Having more disk space available is necessary for the data files you 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 If you are upgrading Contractors Job Cost use the Data File Conversion function See Converting Data to Version 6 5 on page 2 8 Version 6 1 Upgrade Information If you are upgrading from Contractors Job Cost version 4 5 4 6 5 1 5 21 6 0 or 6 1 follow the instructions in this section to insta
195. ru 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 report 3 If the screen contains entry fields for example for entering date or fiscal year ranges enter the appropriate values to use when printing the report Contractor s Job Cost User s Manual 6 5 Printing a Cost Report Cost Reports 4 Ifthe screen contains Print By options that control how information is organized in the report by job ID for example select the option to use to sort the information You can select only one option 5 If the screen contains Print options that control which types of jobs appear on the report to include only jobs in process for example select the option to inlcude that job type in the report You can select only one option 6 If the screen contains additional print options that control whether posted or unposted transactions or both appear in the report select the option to use e Select Posted to view the entire financial situation including changes that have been taken into account e Select Unposted to include only the unposted cost details for the selected jobs Choose this option if you want to check your work e Select Both to include all cost details for the selected jobs These selections appear only if the Direct Post to Job Master option is set to NO in the Optio
196. ry Information Inquiry 4 10 1 4 3 In the Job ID field enter the ID of the job you want to view The job name appears in the upper right comer of the screen If you came to this screen from the Jobs and Phases Inquiry screen the job ID from that screen appears automatically To view information for a specific phase enter the Phase ID If you came to this screen from the Jobs and Phases Inquiry screen the phase ID from that screen appears automatically If you have the option set to use divisions and you want to view division totals press Enter at the Phase ID field You are prompted at the bottom of the screen to enter a specific division ID or press Enter to view all phases The Fiscal Year field from the FYEARxxx table appears Change it or press Enter to view detail history for all fiscal years on file Enter a range of periods to view or press Enter to view all periods Valid entries for the Code field appear at the bottom of the screen Enter the cost code you want to view or leave the field blank to view all types of detail e Enter a specific cost code number e Enter A for Change Orders e Enter B for Billing Detail Enter C for Purchase Oders Press S to view summary history information or D to view detail history information If you press D the source reference number and date of the transaction appear in addition to the other information Enter the number of lines you want a line item to
197. ry List on page 6 9 For more information about the interaction between Contractors Job Cost and General Ledger see GL Job Journal Entry on page 5 7 Payroll Set up the interface with Payroll using Payroll options and interfaces There are certain selections within Contractors Job Cost CJC that are affected by the interface between Payroll and CJC e Pieces From list box on the File Maintenance Jobs and Phases screen see Entering Job and Phases on page 9 6 If you track payroll piece counts in some jobs or phases select PA for Payroll in those phase records enter P in text mode e Certified PA check box on the File Maintenance Jobs and Phases screen see Entering Job and Phases on page 9 6 Select the check box enter Y in text mode to flag the phase as a certified payroll job Ovhd Basis field on the File Maintenance Jobs and Phases screen see Entering Job and Phases on page 9 6 Select how you want to calculate your overhead for the job and phase Contractors Job Cost User s Manual 3 9 Setup Checklist and Functions Setup 3 10 The interface between Contractors Job Cost and Payroll works in two directions When entering Payroll transactions you can use the Inquiry command to look up and select Contractors Job Cost job and phase IDs When you post Payroll transactions that contain job phase IDs the labor hours labor dollars labor burden and pieces optionally and detail his
198. s On Windows workstations you can choose to use the graphical mode for function screens These screens contain all the functionality of text screens presented in a graphical mode similar to other Windows software programs La Textocations ____ ee Tix Commands Edt Modes Other Scroll Commands Help Gk Abandon 2 gt xec pajma 7 e Tax Location MNMPLS aj Tax Level 2 Authority Tax Liability Acct Class Description Consumer Goods iy Resale Sales 00 amp 02 Exempt Sales 00 aj Ind Agr Prod 0 000 0 000 oof 00 Interstate Comm 0 000 0 000 oo 00 Motor Vehicles 0 000 0 000 oo 00 Food Products 0 000 0 000 oo 00 Clothing 0 000 0 000 00 00 y Gasoline 0 000 0 000 oo 00 y Services 0 000 0 000 co 00 zj Total 00 00 Calculated 00 00 Over Short 00 00 Enter edit Tax Loc Eirst Last Next Prev View Header Company H 08 23 2002 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 PgDn if prompted to move to the next section e Click Header when it appears to return to the screen s header section e
199. s ID on record e Press Lto view or edit comments for the last ID on record e Press G to go to a specific comment This command is available only when there is more than one screen of comments Contractors Job Cost User s Manual 1 67 Information Menu Introduction History 1 68 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 2 Edit Comment A E el x Commands Edit Modes Other Help 2xe Be mA 28 DK Abandon Date 06 15 2002 Reference 003 Comment SPOKE WITH JON RE EMAIL CONF AND ORDER TRACKING 1 Ifyou are working with a new comment the system date appears otherwise the date entered for the comment you are editing appears Accept this date or enter a different date 2 The current terminal ID appears in the Reference field Edit this reference 1f necessary 3 Enter or edit the comment then press Enter to save the comment record When available the History command gives you access to customer history in a manner similar to OSAS Inquiry functions Select the customer for which you want to view detail information enter a date from which to view information if desired then press Enter to view invoice or payment information Use the commands at the bottom of the screen to switch between or change customers view totals or select the l
200. s a quick reference You can organize the costs of jobs by the name of the job phase or manager for easy look up later The JTD Cost Summary List provides a summary of the job costs Use the report to get a general idea of your financial commitments The difference between the JTD Cost Summary List and JTD Cost Summary Report is that the report provides information sorted by job phase or manager ID while the list provides information sorted by job ID The Cost Detail Report and Cost Detail Report by Period are similar You can use either report if you are planning a budget and need to determine which jobs are most cost effective The Cost Detail Report is most useful when you want to list cost information associated with an obscure attribute For example if you suspect that jobs which were done in one general ledger period cost substantially more than jobs which were done in a different general ledger period you could use the Cost Detail Report function to produce reports for each period for comparison The Cost Detail Report by Period is most useful when you want to break down cost information by job progress rather than by a characteristic that does not change such as source code or GL period For example you could produce this report if you wanted a list of the jobs that are in process on the system date Contractor s Job Cost User s Manual 6 3 Overview Cost Reports The Unit Cost Report lists the uses and variances of the est
201. s will be used in addition to Contractors Job Cost you must interface the programs before you begin using Contractors Job Cost Then when you post the appropriate accounts and records are updated automatically Contractors Job Cost can be interfaced with General Ledger Payroll Accounts Payable Purchase Order and Accounts Receivable Sales Order To use Contractors Job Cost Accounts Receivable must be on your system Job Cost is the only OSAS application that is not compatible with Contractors Job Cost Contact your reseller for modifications and information General Ledger If Contractors Job Cost interfaces with General Ledger posting uncompleted jobs creates summary entries in the GL Journal in order to account for overhead accumulated since the last post Overhead amounts are debited to the overhead work in process account specified in the JOBGLx table see JOBGLxxx Table on page 9 27 and credited to the applied general ledger account specified in each phase record see Entering Job and Phases on page 9 6 Contractors Job Cost User s Manual Setup Setup Checklist and Functions When you post completed jobs summary entries are made to transfer the total cost of the job from the WIP account to the finished goods account specified in the JOBGLx table In addition to posting overhead you can make journal entries that affect both General Ledger and Contractors Job Cost see STD Cost Summa
202. se operating system commands to back up only a few changed files 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 Contractors Job Cost User s Manual 3 19 Information Inquiry Jobs and Phases Inquiry Job and Phases Detail Inquiry Job Summary Cost Inquiry Subcontractor Inquiry Job Schedule Analysis Inquiry Contractors Job Cost User s Manual 4 3 4 9 4 13 4 15 4 17 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 the cost details to see which cost codes make up the totals To add or change this information use the Jobs and Phases function see Entering Job and Phases on page 9 6 Select Jobs and Phases Inquiry from the Information Inquiry menu The Jobs and Phases Inquiry screen appears as andas na AE Commands Edit Modes Other Help 2xebBejlsaa amp OK _ Abandon Job ID 91 13 aj Certified PA Ed WC Code Phase ID aj Ovhd Basis 1 Material Rate 0 Desc 1 WESTERN OAKS Applied GL Desc 2 LOT 5A More V Ovhd Accum to Post 00 Manager ID MARKS UOM Accum WIP to Post 15086 24 Pieces From PA i Item ID Cost Type Estimate Actual L
203. se the Print Change Orders function to print copies of the change orders for the customer or for internal use You can print change orders for a range of jobs or for just one You can elect to print them with or without estimate costs and you can elect to print released change orders held change orders or both Your company name and address are taken from the Company Information function on the Resource Manager Company Setup menu 1 From the Change Order Processing submenu select Print Change Orders The Print Change Orders screen appears 2 Print Change Orders E lol xj Commands Edit Modes Other Help 2xebealma amp OK_ Abandon Pick JobID From ET Thru aj Without Estimate Cost C With Estimate Cost A Release Only Hold Only C Both em ee Company Info Builders Supply 1157 Valley Park Dr Shakopee MN 55379 952 496 2465 Company H 07 17 2003 Terminal T001 OVR 2 Enter the Job ID There are several ways to select a range of information for a report For more information see Selecting a Range of Information on page 1 71 Contractors Job Cost User s Manual 5 17 Print Change Orders Adjustments amp Change Orders 3 Select Without Estimate Cost if you do not want to print the estimated cost otherwise select With Estimate Cost 4 Select the change orders you want to include e Release Only to print the released approved change orders Choose t
204. ss Enter to return to the Jobs and Phases Inquiry screen Original Estimate Inquiry lol x Commands Edit Modes Other Help 2xe Bea mn g DK Abandon Driginal Estimate Change Order Labor 510 00 2180 00 Material 200 00 3500 00 Equipment 250 00 200 00 Dverhead 51 00 820 00 Misc 00 1400 00 Subcontract 00 4287 50 Burdens 00 204 00 Equip 00 100 00 Fee Permit 00 75 00 Total 1011 00 12766 50 Press any key to exit Contractors Job Cost User s Manual 4 5 Jobs and Phases Inquiry Information Inquiry Open P O Inquiry To view any open purchase orders associated with the job press O on the Jobs and Phases Inquiry screen The Open P O Inquiry screen appears This option does not appear if Purchase Order is not loaded on your system AE Commands Edit Modes Other Information Help 2xe be a2 728 DK _Abandon Job ID 91 135 WESTERN OAKS PhaselD O1SITE SITE PREPARATION Cost Code El All Cost Codes Ord No EntNo Date Status Wendor Phase Type Amount 00000067 001 10 02 2003 NEW ACE001 DISITE 101 33 00 00000032 002 08 06 2003 GOODS REC D ACE001 DISITE 500 29948 49 Plumbing Package Total POs 29981 49 Enter job inquiry Restart Detail Cost Code Company H 10 06 2003 Terminal T000 OVR Enter the cost code for the orders you want to view or press Enter to view orders for all cost codes for this job phase The order number entry number order date order sta
205. sts Press V to open the Job Schedule Analysis Inquiry function page 4 17 to view job schedule information This option is available only if you are viewing a job it is not available when inquiring on a phase Press U to open the Subcontractor Inquiry function page 4 15 to view subcontractors associated with the job Press E to view the job s original estimates and change orders See Estimates Inquiry on page 4 5 for more information Press O to view open purchase orders associated with the job See Open P O Inquiry on page 4 6 for more information Press X to view an Extra Information pop up screen page 4 7 for the job that provides information such as location key personnel and the purchase order associated with the job Press S to open the Job and Phases Detail Inquiry function page 4 9 to view detail history recrods associated with the job Press W to view WIP information page 4 7 for the phase you selected This command is available only if you are viewing a phase and if the WIP Info option is selected for the phase you enter Contractors Job Cost User s Manual Information Inquiry Jobs and Phases Inquiry Estimates Inquiry If you have the Keep Original Cost Estimate option set on the Options and Interfaces screen within the Resource Manager Company Setup menu you can press E from the Jobs and Phases Inquiry screen to view the original estimates and change orders for the job or phase Pre
206. t Summary Report function 1 9 6 7 overview 6 3 sample 6 8 Jump function key 1 49 pull down menu command 1 49 Jump command function key 1 52 pull down menu command 1 52 L Last Line command function key 1 52 1 61 pull down menu command 1 52 Left Arrow report command 1 76 Left Arrow function key 1 61 live data changing to 1 34 1 39 locations inquiry 4 3 Lot Inventory Lookup function key 1 53 1 60 pull down menu command 1 53 Maintenance function key 1 48 pull down menu command 1 48 tool button 1 54 Contractors Job Cost User s Manual manual conventions 1 23 Master File Lists overview 10 3 Master File Lists menu 1 11 menu Adjustments and Change Orders 1 8 Cost Reports 1 9 menu structure in Contractors Job Cost 1 8 Menu styles 1 24 menus Billing Reports 1 10 Information Inquiry 1 8 information menu 1 65 Master File Lists 1 11 Periodic Processing 1 10 mouse commands click 1 23 deselect 1 24 double click 1 23 right click 1 23 MS DOS prompt tool button 1 38 N NAMESxxx table 3 14 4 7 Next Line command function key 1 52 1 61 pull down menu command 1 52 Next Page command function key 1 52 1 61 pull down menu command 1 52 O OK Proceed function key 1 48 pull down menu command 1 48 Online Documentation function key 1 51 pull down menu command 1 51 tool button 1 54 opening documents 1 70 options and interfaces IX 7 Index Accounts Payable and
207. te as well as the fiscal period and year If you post from Accounts Payable Purchase Order Payroll or Accounts Receivable the year is taken from that application s period table APPDxxx PACTLxxx or ARPDxxx This table can be company specific or you can set up one table for all companies The table is used when you do periodic processing and year end maintenance Once you enter the Table ID the rest of the FYEARxxx table appears AE Commands Edit Modes Other Help 2xebeama amp OK_ Abandon Table ID q Description FISCAL YEAR Number of Cols J 2 Column Length 12 Type Ar Description Company H 10 09 2003 Terminal T000 OVR e The first column is the current year Do not change this line Enter the current fiscal year in the second column yyyy Use the calendar year in which the fiscal year began You must update this field to the new year when you perform year end activities Contractors Job Cost User s Manual 9 25 Tables File Maintenance IMPRTx 9 26 The IMPRTx table x stands for the record ID from 1 9 tells the system where fields are situated in an ASCII file The system uses these positions Pos and field lengths Len to import information from an ASCII file into the JOBSxxx file in order to create new phases for a job See Import File to Job on page 9 41 for more information Once you enter the Table ID the rest of the IMPRTx table appears axi Commands Ed
208. terfaces When entering Accounts Receivable invoices you can look up and select job and phase IDs and read in cost and billing amounts from Contractors Job Cost job phase records When you enter job phase records you can look up and select customer IDs Contractors Job Cost User s Manual Setup Setup Checklist and Functions When you post Accounts Receivable transactions the last billing date amount billed to date and optionally the finish date detail are updated If you elected to post directly to job phase records by setting the Direct Post to Job Master option to YES see Options on page 3 11 the appropriate fields are also updated Although Accounts Receivable must be on your system to use Contractors Job Cost the two applications do not have to interface Options From the OSAS main menu select Resource Manager Company Setup and then Options and Interfaces The Options and Interfaces screen appears 1 The name of the company you are working with appears automatically Specify whether the Options Table Type field is Share or Own 2 Enter CJ in the Application ID This is the application with which you want to work The Contractors Job Cost Options screen appears Contractors Job Cost User s Manual 3 11 Setup Checklist and Functions Setup Press Enter to toggle an option for example between YES and NO A Contractors Job Cost Options gt Conlmands Edit Modes Other Scroll Commands
209. the start date It cannot be a date prior to the start date Actual Overhead is too large The amount of the line item makes one of the calculated amounts exceed the space provided for it Check the amounts you entered in the fields If they are correct you must enter the transaction as two transactions to accommodate the total 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 Contractors Job Cost User s Manual A 1 System Messages References 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 is displayed and get help from a support technician Cannot delete job with transactions on file If a job has open invoices open orders or transactions on file you cannot delete the record Cannot delete with items to post You cannot delete job or phase records with amounts in the Ovhd Accum to Post or Accum WIP to Post fields Enter an actual finish date in the job and phase record post the information and try again Cost detail history not i
210. the operating system date click Abandon to restore the original date or click Exit or press F7 to close the box without changing the date Contractors Job Cost User s Manual 1 25 OSAS Text Menu The text main menu can be used on all operating systems Using text based menus the text menu shown below offers easy access to your applications 10 x Settings Edit Print Help 10 02 2003 Company H Builders Supply 10 07 AM TO0DOI OPEN SYSTEMS R Accounting Software When you select an application the application s menu which presents several related functions is superimposed over the main menu Selecting a function leads you to a function screen or to another menu You can select applications from the main menu in these ways e Use the arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it e Press the first letter of the application you want to use The cursor jumps to the first application beginning with the letter Continue to press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted press PgDn or Enter to select it Contractors Job Cost User s Manual 1 27 OSAS Text Menu Introduction e Position the mouse cursor over the application and click The application briefly highlights and switches to the application screen e
211. tions to update this file Percent Completion file CJPZxxx The Percent Completion file stores the completion percentage you enter for each job and phase Enter the percentage completed for each job and phase in the Percent Completion function see page 9 35 Use this figure to produce the Budget Projection see page 8 5 and Work in Process see page 8 9 reports Change Order Transaction Header CJC1xxx and Detail files CJC2xxx The Change Order Transaction Header and Detail files store change order information the system uses when you print reports When you post change orders the system posts the information to the Jobs master and Job Detail History files Contractors Job Cost User s Manual 1 13 The Contractors Job Cost System Introduction Use the Change Order Detail Report page 5 23 to view a list of posted change orders Use the Change Order Entry function page 5 13 to enter change orders Use the Print Change Orders function page 5 17 to produce change order forms Tables file CJTB The Tables file consists of tables that store the General Ledger account numbers used in posting JOBGLx table the user definable cost type names and extra information descriptions NAMESx table the information needed for converting from calendar dates to fiscal periods CNVTx table the current fiscal year for a company FYEARx table the dummy company where you save completed job information JOSAVx table and the location
212. tive enhancement to the Open Systems software package to accommodate today s members of the construction industry Features and benefits of the Contractors Job Cost system include e Comprehensive construction job costing and flexible reporting to track your current and past job activity and scheduling e Ability to provide standardized estimates from previous and current jobs and the ability to refine these estimates 1f the job needs require enhancements or unforeseen circumstances occur e WIP options support percentage of completion and completed contracts methods of revenue recognition for more accurate periodic matching of revenues and costs e Change order processing for existing jobs Interfacing to Accounts Payable Purchase Order Accounts Receivable Sales Order and Payroll allows you to use e Certified payroll including labor burden tracking worker s compensation and union costs e Retainage for both costing and billing for jobs e Multiple billing methods such as AJA Billing Cost Plus Invoicing and Job Invoicing e Additional reporting features for job activity in all interfaced applications Contractors Job Cost User s Manual 1 7 The Contractors Job Cost System Introduction Use Contractors Job Cost to track and summarize the costs that go into a job to calculate payroll burdens including taxes insurance and labor union costs as well as to calculate overhead You can analyze the inform
213. to an archive company when you delete a completed job If you do not set up this table information about a completed job is permanently erased when you delete the job Once you enter the Table ID the rest of the JOSAVxxx table appears AE Commands Edit Modes Other Help 2x re ma g OK _ Abandon Table ID JOSAY aj Description Save DELETED JOB DATA TO COMPANY ID Column Length J 12 Type la X Company H 05 06 2003 Terminal T000 OVR Enter the archive company to which you want to save the job cost history Then create the same company in Resource Manager and use the Data File Creation function on the Resource Manager Company Setup menu to create CJ files for that company You can set up a company specific table JOSAVxxx or you can archive closed jobs from all companies to one file by creating a JOSAV no company ID table When you delete closed jobs the system archives the information to the archive company s CJBSxxx CJHIxxx and CJBXxxx files For more information see the Resource Manager User s Manual 9 30 Contractors Job Cost User s Manual File Maintenance Tables NAMESxxx Table The NAMESxxx table stores the names of the user definable cost types and the names of the user definable information fields All jobs use these common names from this table You can name three cost types 7 8 and 9 and five extra information fields from the job record Once you enter the Table ID the rest of th
214. tory records for the specified job phases are updated If you elect to have Contractors Job Cost post directly to job phase records by typing Y in the Direct Post to Job Master field see Options on page 3 11 the fields in the specified job phase records are also updated Accounts Payable and Purchase Order Set up the interface with Accounts Payable and Purchase Order using Accounts Payable Purchase Order options and interfaces The only control in Contractors Job Cost that affects this interface is the Post Units From PA or AP field on the Jobs and Phases screen see Entering Job and Phases on page 9 6 If Contractors Job Cost interfaces with Accounts Payable Purchase Order you can look up and select job and phase IDs while entering Accounts Payable Purchase Order transactions When you post Accounts Payable Purchase Order transactions that contain job phase IDs the detail history for both the predefined and the user definable cost types are updated If you elected to accrue specified inventory items through Accounts Payable Purchase Order the job phase pieces detail history is updated If you elected to post directly to job phase records by setting the Direct Post to Job Master option to YES see Options on page 3 11 the system updates appropriate fields Accounts Receivable and Sales Order Set up the interface with Accounts Receivable and Sales Order using Accounts Receivable and Sales Order options and in
215. ts lt gt To use a command either click the command name or press the hot key s listed File Menu File Modes Tools Favorites Other Help Access code lt F4 gt ES O Sample data set lt FS5 gt Workstation date lt F6 gt Exit lt F7 gt Command Description Access Code Opens the Access Code dialog box See Access Codes on page 1 25 for more information Sample data set Live Toggles between Sample and Live data data set Workstation date Opens the Workstation Date dialog box See Workstation Dates on page 1 25 for more information Exit Exits OSAS Contractors Job Cost User s Manual Introduction OSAS Graphical Menu Modes Menu File Modes Tools Favorites Other Help Ex v GUI Functions lt Shift F6 gt Scale GUI Screens lt Shift F7 gt Command Description GUI Functions Toggles between graphical and text function screens Scale GUI Screens Toggles scaling of graphical screens on and off When selected this command enlarges graphical screens When off the command restores the OSAS screens to their original size This command does not take effect until you access a function Tools Menu File Modes Tools Favorites Other Help El A s Calculator 5 o Command Description Calculator Opens the OSAS calculator Favorites Menu Fie Modes Tools Favorites Other Help 2 B s Change to Favorites lt F2 gt Command Description Change to Favorites Toggles between the Favorites and ma
216. tus vendor ID phase and cost type and amount appear Use a command to view more information e Press Enter to return to the Job and Phase Inquiry screen e Press N to return to a blank Job and Phase Inquiry screen to enter a new job ID Contractors Job Cost User s Manual Information Inquiry Jobs and Phases Inquiry e Press R to start the Open P O Inquiry scan over for the selected job phase and cost type e Press C to enter a different Cost Code Extra Information From the Jobs and Phases Inquiry screen press X to view additional job information The information appears in the NAMESxxx table Press any key to return to the Jobs and Phases Inquiry screen A Additional Job and Phase Descriptions y zolz Commands Edit Modes Other Help 2xe be a9 28 DK _Abandon Job Address 16504 WESTVIEW ROAD City St Zip HOUSTON TX 77045 Job Foreman MIKE PRESTON Architect ROBERTS amp ASSOC P O 23210 77002 Press any key to exit WIP GL Information Inquiry To view the WIP GL information assigned to the phase you selected press W The WIP GL Information Inquiry screen appears and lists the WIP GL code and deferred post status assigned to the phase you selected This screen appears only if the WIP Info option is selected for the phase you enter A WIP GL Information Inquiry loj xj Commands Edit Modes Other Help 2X ts GB GM 20_ Abandon WIP GL Code 01 WIP Deferred Post Vv Press a
217. tutfssmtwtfs O1FOUN no est date in process DISITE waren 7 5 O2ELEC 14 in process O2FRAM Si 12 in process WK IK 2WK SW AK SW 6UK FM 8 Actual Estimate Both next week prev week Company H 07 17 2003 Terminal TODO OVR Contractors Job Cost User s Manual 4 17 Job Schedule Analysis Inquiry Information Inquiry 4 18 The left side of the chart lists the phases associated with the job ID The top of the chart shows each day of the week between the dates listed in the estimated date fields in the upper right corner of the screen The system displays eight weeks at a time The right side of the chart lists the number of days elapsed The estimated start date is the earliest estimated start date for any phase of the job listed The estimated finish date is the latest estimated finish date for any phase of the job listed The system displays a horizontal line from the start date through the finish date for each phase A solid line indicates actual job progress and can stretch no farther than the system date A dotted line indicates estimated job progress and can stretch as far as the projected completion date If a phase has an actual or estimated start date but no finish date the words in process appear instead of a horizontal line the commands to work with the job schedule Press A to view actual job information Press E to view estimated job information Press B to
218. up 1 60 inventory search commands 1 60 Shift F6 1 60 invoice billed setting up 9 5 J Job and Phase Records function 3 16 Job Cost converting to version 6 1 2 8 interfaces 1 16 Job Cost files 1 12 Job Detail History file CJHIx IX 6 description 1 13 Job Extra Information file CJBXx description 1 12 1 13 job IDs setting up 9 5 job information changing 5 3 Job Periodic Analysis Report function 1 10 sample 8 19 screen 8 17 Job Schedule Analysis Inquiry function 4 17 Job Schedule Analysis List function 10 19 sample 10 19 Job Summary Cost Inquiry function 4 13 screen 4 13 Job Trial Balance Report function 1 10 sample 8 15 screen 8 13 JOBGLxxx table 3 13 3 14 9 27 screen 9 28 jobs copying 9 33 Jobs and Phases function 1 11 9 5 overview 9 3 screen 9 6 Jobs and Phases Detail Inquiry function 4 9 Jobs and Phases Inquiry cost codes 4 13 Detail Inquiry 4 9 Estimates Inquiry 4 5 Extra Information 4 7 function 4 3 Job Schedule 4 17 Open P O Inquiry 4 6 screen 4 3 Subcontractor s Inquiry 4 15 Jobs and Phases List function 10 7 sample 10 7 Contractors Job Cost User s Manual Index JOBSxxx file 1 11 5 3 10 13 description 1 12 JOCDxxx file 1 11 JOHIxxx file 5 3 JOSAVxxx table 3 14 JTD Billing Summary Report function 1 10 overview 7 3 sample 7 7 JTD Cost Summary List function 1 9 overview 6 3 sample 6 9 screen 6 9 JTD Cos
219. upply 2 45 PM Profit Detail Report ST N Not Started C Completed I In Process Revenue Profit Job ID Mngr ST Description Estimate Actual Variance Estimate Actual Variance Estimate Actual 93 A04 LAIRD CITY OF FRIENDSWOOD 33700 00 00 33700 00 PHASE 01FOUN I FOUNDATION 8681 00 2841 51 5839 49 23 00 3000 00 2977 00 8658 00 158 49 67 943 100 Electrical Package 1030 65 5 03 03 300 Calculated Overhead 103 07 5 03 03 PHASE O1SITE 1 SITE PREPARATION 2420 00 13200 89 10780 89 67 00 2323 00 2256 00 2353 00 10877 89 445 367 200 Water Heater 2275 30 5 06 03 200 Plumbing Package 9075 30 5 06 03 300 Calculated Overhead 227 53 5 06 03 300 Calculated Overhead 907 53 5 06 03 PHASE 02ELEC N ELECTRICAL 7150 00 00 7150 00 00 3 00 7150 00 00 100 0 PHASE 02FRAM N FRAMING 5560 00 20 07 5539 93 00 00 00 5560 00 20 07 100 0 JOB TOTAL 23811 00 16062 47 7748 53 33790 00 5323 00 28467 00 9979 00 10739 47 33 84 Contractor s Job Cost User s Manual 7 11 Periodic Processing Overview Budget Projection Report Work in Process Report Job Trial Balance Report Job Periodic Analysis Report Accumulated Overhead Report Post Overhead to GL Post Details to Job Master Periodic Maintenance Contractor s Job Cost User s Manual 8 3 8 5 8 9 8 13 8 17 8 21 8 25 8 29 8 33 8 1 Overview Use the Periodic Processing functions to review the status of projects You can check your budget projection
220. widen the search 1 53 OSAS Graphical Functions Introduction 1 54 Function Screen Toolbar XX E pean g Like the main menu s toolbar the toolbar located near the top of function screens gives you quick access to frequently used commands Click the appropriate button to access a command Button x amp gt U m a gi E E Result Opens the appropriate File Maintenance function to update information about the field you are in Deletes the information on the screen Since this command can delete an entire record use it with caution Moves the cursor back to the first field on the screen or to the first field after the key field without erasing any entries or changes Copies the contents of the current field Pastes the contents you copied from a previous field into the current field Opens the OSAS calculator screen Opens the pop up calendar Use the calendar to add and review reminders for any date Displays information about the field you are in Opens your PDF file viewer so that you can view the online documentation Contractors Job Cost User s Manual Introduction OSAS Graphical Functions Right Click Menu Online Documentation Proceed Start Over Field Up Field Down Abandon Delete Jump Exit The right click menu gives you quick access to commonly used commands such as those used to access help move around the function screen work with informat
221. work in process trial balance periodic analysis and accumulated overhead It s up to you how often you produce these reports You might produce some weekly or you might produce everything at the end of the month The reports can help calculate the percent completed and the costs to complete a project and they can provide summarized and detailed records for your audit trail After you review your data and produce the necessary reports post your information to General Ledger or to the Jobs file Contractor s Job Cost User s Manual 8 3 Budget Projection Report The Budget Projection Report compares a job s actual cost with its budgeted cost Use it to check what is over or under budget to revise estimates or to review a project s primary completion Produce it as part of your month end routine You can produce the report for completed jobs jobs in process jobs not yet started or all jobs You can print a summary of each job or you can produce the report with phase detail If you list phase detail you can subtotal the phases by division Information from the Jobs file CJBSx is used to produce this report Follow these steps to produce the report 1 Select Budget Projection Report from the Periodic Processing menu The Budget Projection Report screen appears Budget Projection Report J E Of x celimands Edit Modes Other Help 2xrebea ma g OK__ _Abandon JobID Fiom aj Thru aj ro AAA
222. x as Division option is set to YES on the Options and Interfaces function of the Company Setup menu within Resource Manager Select the Suppress Zero Types check box or enter Y in text mode to keep cost types with no activity out of the report or clear the box or enter N in text mode to list all cost types Select the Page Break on New Job check box or enter Y in text mode to start a new page for each job otherwise clear the box or enter N Select how you want to output the report For more information on selecting an output device see Print the Report on page 1 73 After printing the change orders the Periodic Processing menu appears Contractor s Job Cost User s Manual Periodic Processing Job Trial Balance Report Sample Report 10 08 2003 3 33 PM ID Desc Type 91 135 WESTERN OAKS 91 135 O1FOUN FOUNDATION Bi Labor ling Material Equipment Overhead Misc Subcont Burdens Fee Tota Permit Costs Profit 91 135 O1SITE SITE PREPARATION Bi Labor ling Material Equipment Overhead Misc Subcont Burdens Equip Rental Fee Permit Total Costs Profit Builders Supply Job Trial Balance Report GL Period Ending 9 2003 Previous Year 00 50 43 00 20 00 18 25 82 00 20 00 27358 56 25637 56 Contractor s Job Cost User s Manual Period Beg Bal 90476 00 3691 92 12637 57 2061 30 270 39 74 00 6297 80 1
223. xample OSAS65 see the Resource Manager User s Guide for information about installing and configuring Resource Manager To install Contractors Job Cost 6 5 you must have Resource Manager version 6 5 or higher e Install General Ledger Accounts Payable Accounts Receivable Payroll and other OSAS applications you are using on version 6 5 e After you install the other applications install Contractors Job Cost and the appropriate application enhancements 2 4 Contractors Job Cost User s Manual Installation and Conversion Installation Contractors Job Cost modifies programs and files in other applications If you do not install Contractors Job Cost last changes to those applications are lost Setting Up Contractors Job Cost Once you have installed Contractors Job Cost on your system prepare your data files for everyday use You can prepare files for use in one of two ways e Create and set up the files manually on a new system e Convert the 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 files see Conversion on page 2 7 If you plan to use General Ledger Accounts Payable Accounts Receivable Payroll and other OSAS applications with Contractor s Job Cost you must install them before installing a
224. xxx Payroll Period Worker s Compensation file PAWWxxx and the Payroll Period Labor Burden file PABDxxx There are also a few modified files the Employee file PAEGxxx Payroll Transaction File PATRxxx Transaction History file PATHxx Check Earnings file PACExxx and the Check file PACYHxxx Contractors Job Cost User s Manual Introduction The Contractors Job Cost System Contractors Job Cost Application CJBSxxx CJHIXxx Job Master Fie Job Detail History Fie CJ Files that are updated from interfaced applications CJBSxxx is only updated if Direct Post to Job Master option is set to Yes PAHUxxx Union History Fle Payroll Direct Additional Files History Files Depost Applications File Maintenance Files Modified Files PAEGxxx Process Files Employee Fle with Union Workers Comp and Class Ski codes PABDxxx PAJCxxx Payday Labor Buren PATRxxx Class Job Fate Fle File Payroll Transaction Fle File is created during Prepare Checks function fromthe PAHPioo fie for Labor Store Union Workers Comp amp Class Burden Report and Post Checks to Job Cost amp General Ledger Skill Codes info PAUNxxx Union Fie PAHPxxx PATHxxx A Period History Fie Transaction History Fie Similar to a history file but purged afterthe Payday Wirk process Fle Store Union Worker Comp amp Class prevents double preparation of Workers Comp Union or Labor Burden costs Sk
225. you finish viewing documents Contractors Job Cost User s Manual Reports Selecting a Range of Information Sorting To produce a report you must specify the amount of information you want in the report e To produce a report that includes all the available information leave the From Thru fields on the report screen blank For example if you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank e To limit the amount of information in the report enter the range of information in the From Thru fields For example if you want a report to include information only about vendor ACE001 enter ACE001 at both From and Thru If you want the report to include information only about vendors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report contains information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor ACE001 the report includes information only about vendor ACE0O1 Information for reports is sorted first by a space _ then by special characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are
226. you use the Post Expense to GL function ia WIP Code Maintenance e E xi Commands Edt Modes Other Scroll Commands Help 2xe Bea mn g OK Abandon WIP GL Code 01 El Cost Type Description WIP Acct COGS Acct 1 Matetial 2 2 0 2 400000 4000 z 2 Equipment aj 3 Overhead 400000 400000 aj 4 Misc 400000 400000 5 Labor 400000 400000 6 Subcontract 400000 400000 7 Burdens 400000 400000 y 8 Equip Rental 400000 400000 Y 3 Fee Permit zj Cost Type 01 of 09 Enter edit Company H 07 28 2003 Terminal TODO OVR 2 Enter the WIP GL Code you want to edit Use any combination of letters and numbers The nine cost types available appear These cannot be changed or deleted Contractors Job Cost User s Manual 9 51 WIP Code Maintenance File Maintenance 3 Select the line you want to edit and press Enter 4 Enter the WIP and COGS accounts that you want assigned to the WIP Cost Code combination The accounts must fall in the account ranges set up in the JOBGL table if any 5 When finished use the Proceed OK command to approve the entries Enter a new WIP GL code to work with or use the Exit F7 command to return to the File Maintenance menu 9 52 Contractors Job Cost User s Manual Change Fields Use the Change Fields function on the File Maintenance menu to change any code from one value to another The Chan
227. you would have made Contractors Job Cost User s Manual 5 3 Overview Adjustments 8 Change Orders 5 4 When change orders update the Change Order Transaction Detail file they also update the Detail Transaction History file and the Jobs file if the option Direct Post to Job Master is selected set to YES in text mode in the Options and Interfaces function on the Resource Manager Company Setup menu Contractors Job Cost User s Manual Detail Adjustments Use the Detail Adjustments function to enter adjustments to jobs and phases This automatically updates the Job Detail History and the Jobs Master files with the adjustments unless you have the Post Directly to Job Master option set to NO Then you must use the Post Details to Job Master function to update the Jobs Master file Use detail adjustments to correct mistakes that do not affect other files If information was incorrectly posted to a job from another application correct the mistake there so that all files are correct Select Detail Adjustments from the Adjustments and Change Orders menu The Detail Adjustments screen appears l Detail adjustments ______ 21513 Commands Edit Modes Other Help 2xebeama amp OK_ Abandon Transaction Type 400 a B Billing Misc L Labor Hours Job ID 35 a WESTERN OAKS U Units Phase ID a FRAMING S Start Date F Finish Date Current Estimate 1400 00 C Committed Actual 1325 00 Change Estimate 00 A

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