Job Processing

Contract

At least one contract record must be defined using the Contract command on the Maintenance menu before you can assign a job to a contract.

Account

If you have the Costing application integrated with the Sales application, at least one customer record must be created using the Processing command in the Sales application before you can select one to complete this box.

Project Leader

At least one individual must be defined using the People Profiles command in the System application and have the Project Leader option selected before you can select a person to complete this box.

Department

At least one department record must be defined using the Department command on the Maintenance menu before you can select one for the job.

Cost Rate

At least one cost rate must be created using the Cost Rates command on the Maintenance menu before you can select a default for the job.

Budget and Revised

Before you can enter budgets or revised budgets for costs, write offs or revenue job totals, you must select the Budgets on Headers option on the Set Options form.

Contract

If you have selected the Use Contracts option on the Set Options form and have created at least one contract record using the Contract command on the Maintenance menu, you can assign the job to a contract. All phases associated with the job, if used, will also be assigned to the contract. You can select from a list.

Account

A reference that identifies the customer. If the Costing application is integrated with the Sales application, you can select a sales ledger account code from a list. Customers are maintained using the Processing command in the Sales application. If you have assigned the job to a contract, the account identified on the contract will be shown as a default.

Project Leader

A reference that identifies the project leader for the job. You can select from a list. You can only select a record that has been defined using the People Profiles command on the Maintenance menu in the System application and for which the Project Leader option has been selected on the People form. If no project leaders have been identified, this box is unavailable. You can produce reports for project leaders showing details of all jobs belonging to them.

Department

A reference that identifies the department assigned to the job or phase. You can select from a list. Departments are defined using the Department command on the Maintenance menu. These are used as the basis for the Department Summary report on the Reports menu.

Description

The description for the job. If you have assigned the job to a contract, the contract description appears as a default entry.

Reference

A reference for the job, such as a customer's contract or order number. If you have assigned the job to a contract, the contract reference appears as a default entry.

Cost Rate

A number that identifies the default cost rate for transactions associated with the job. You can select from a list. Cost rates are defined using the Cost Rates command on the Maintenance menu.

Allow C.C. Budgets

An option that determines whether you want to enter individual budget lines to assign values to particular cost codes. For example, you might want to analyse the budget for specific costs such as unskilled labour, skilled labour, materials, and so on. Budgets at cost code level are entered using the Job Processing - Budgets command. If this option is not selected, you cannot enter individual budget lines.

The Budget on Headers option on the Utilities - Set Options form controls whether you can enter budgets for the job or phase header record. If both the Allow C.C. Budgets and Budget on Headers options are selected, you can enter budgets on the header and enter individual budget lines to analyse budgets to cost codes. In this case, the budgets on the header and the individual budget lines are independent; they do not have to tally.

Open Item

An option that determines whether transactions associated with the job are retained for all periods. If this option is cleared, the job is treated as a 'balance forward' job. This means that when you use the Reorganise command is used on the Utilities menu at the end of each period, the balance for each cost code is carried forward and individual transaction lines discarded. If the Open Item option is selected, all transactions are carried forward and remain available for viewing and reporting individually after each period end. See also Reorganise Costing.

Budgets Agreed

An option that determines whether you can amend the original budget figures for costs, write offs and revenues. If this option is selected, it indicates that the original budgets have been 'agreed' and only the revised budgets can be maintained subsequently. If the option is cleared, you can continue to amend the original budgets, even after the job has begun.

Planned Start

The date on which the job is planned to begin. You can use the date selector button alongside to pick from a pop-up calendar. If you have assigned the job to a contract, the contract's planned start date appears as a default entry.

Planned Days

The planned number of days duration for the job. The value is used to determine a default completion date. If you have assigned the job to a contract, the contract's number of planned days appears as a default entry.

Planned Completion

The date on which the job is planned to end. You can use the date selector button alongside to pick from a pop-up calendar. If you entered a value in the Planned Days box, a default completion date appears, but you can change this; it will not make any retrospective change to the number of planned days. If you have assigned the job to a contract, the contract's planned completion date appears as a default entry.

Actual Start

The date on which the job actually started. This might be different to the planned start date, so you can set this at any point before or after the planned date. You can use the date selector button alongside to pick from a pop-up calendar.

Actual Completion

The date on which the job was actually completed. This is updated automatically when you use the Complete command on the Action menu associated with the Job form.

Costs, Write Off and Revenue

The budgeted costs, write offs and revenues for the job can be entered in the Budget boxes, provided budget entries are allowed for the job's header. Once the Budgets Agreed option is selected, you can make entries in the Revised boxes. The application maintains the values displayed in the Actual, Uplifted and % Complete boxes automatically.